After submitted forms have been received and processed by Formatta E-Forms Manager, the Imaging screen provides you with the ability to export content related to the submitted forms (copies of the forms in .pff format, images of the form pages, and form data that can be used for indexing the content) to the file system so that it may be sent into external document management systems. Additionally, if your Formatta E-Forms Manager installation has the ApplicationXtender Integrator feature enabled, you may view progress and the results of submitted form content automatically exported into ApplicationXtender from this area.
Select Imaging from the Submissions tab to export content from forms submitted to Formatta E-Forms Manager and to view status of automatic exports.
What you see on the Imaging screen under the Submissions tab (and whether you see this screen at all) will depend on the features you have enabled under the Administration tab, and also on whether you have registered the ApplicationXtender Integrator license option.
If you have enabled the Batch Image Export feature, you will see a tab on this screen called Batch Export. For information on how to enable this feature, see Enabling Batch Image Export.
If you have registered the ApplicationXtender Integrator license option, and have enabled the ApplicationXtender Auto-Export feature, you will see a tab on this screen called "Auto AX Export". For information on enabling this feature, see Configuring Automatic ApplicationXtender Export.
Formatta E-Forms Manager's Batch Image Export feature allows you to export content from submitted forms (form files in .pff format, images of the form pages, and index data) to a file system. Exported content can then be used with utilities provided by document management and software vendors (e.g., the ApplicationXtender Image Index Import utility) for importing the content into other systems.
Using this feature, Form Administrators can configure forms for batch export, specifying image format and resolution, types of exported content, and index data. These settings can be made in the Form Catalog and are applied at the form version level. When forms that have been set up for Batch Image Export get submitted by End Users into Formatta E-Forms Manager, Form Administrators are then able to run exports of the specified content from this screen.
For more information on how to configure a form version for Batch Image Export, see the Form Catalog instructions for Configuring Image Export.
This section of the page allows you to specify search criteria to find the records you wish to export. To run the search, you use the fields as follows:
Form Category (Optional): If you know the category of the form whose submission content you wish to export, you may choose it here. This will simply filter the list of forms in the next field by the category you select.
Form (Required): Since these exports are configured differently by form version (which means export formats and results will vary by form version), you must select the form whose submissions you want to export here.
Use Export Definition for Version (Required): This list lets you choose the version of the form that contains the export definition you want to use. Again, since export configurations are made at the form-version level, the version chosen here will affect the format and the contents that are exported. In addition to the version number of the form, this list shows the time that the most recent export was done for this form version. This information may be helpful in selecting the date range for your export in the next steps. The default value in this list is the most recent version of the form.
Submitted From: Your selection here specifies the beginning of the range of receipt date and time of the submissions you want to export. You may specify a date, or you may check the "Time of Last Export" box, which will set the date and time specified in the Version list as the beginning of the range.
Submitted To: Your selection here specifies the end of the date range representing the receipt time of submissions that you want to export. You may choose a specific date or check the "Current Time" checkbox to get all submissions up until now.
Once you have entered your criteria, click the Search button. If any submissions were found, you will see a summary of the submissions found and information on how they will be exported.
This search results summary describes:
How many submissions were found for the form and date range that you specified.
Where the export will be written to when you run it.
The name of the index/file list text file that will be created when you perform the export.
The index field delimiter that will be used in this file.
The image format of the exported images (if images are exported).
Whether or not the submitted forms themselves will also be included in the export.
The form field names whose data will be extracted from the submitted forms and used as index data.
All of the information above (except for the count of records found) depends on the Batch Image Export configuration for the version of the form you chose in the search criteria area.
To perform the export, click the "Export" button. After the export process is complete, you will see a message indicating that the submissions were exported to the specified text file.
This indicates that all of the required content has been successfully written to the folder specified. From there, it may be used for bulk import into other systems.
When forms that have been set up for Automatic AX Export get submitted by end users into Formatta E-Forms Manager, the system can then export submission-related content (forms, images, and index data) as specified in the Form Catalog's Image Export tab, and pass them into ApplicationXtender automatically. Since the process of exporting the content is handled automatically by Formatta E-Forms Manager, the interface on this screen allows you mainly to track progress of submission content that is being sent to ApplicationXtender, but it also allows you to re-run AX submissions if necessary.
The top of the screen consists of a search area where you may enter criteria for the export information you wish to see. To run the search, you use the fields as follows:
Submitted From: This allows you to specify the beginning date range of form submissions whose export-related information you want to view.
Submitted To: This allows you to specify the ending date range of form submissions whose export-related information you want to view.
Form Category: This will filter the Form list below (as well as the search results) to only include information of forms of the category you select.
Form: By selecting a particular form, only submissions for the form you select will appear in your search results. Only forms that have been configured for automatic AX export will appear in this list.
Export Status: There are five possible statuses associated with exports to ApplicationXtender. If you choose a status, only the exports with the status you have chosen will appear in your search results. The available status are:
Queued for Export: This status represents form submissions that have been received but have not yet been picked up by the Formatta E-Forms Manager to send into ApplicationXtender. Any submissions with this status will be exported to AX the next time the export process runs. NOTE: If you see a lot of submissions with this status, make sure that the AX Auto-Export process is running. For more information see Starting and Stopping the AX Auto-Export Process.
In Progress: This status indicates that the export process is currently running, and the form submission is in the process of being exported into AX. Submissions should only have this status for a short period of time.
Success: This status indicates that the submission's content was successfully sent into ApplicationXtender.
Queued for Retry: This indicates that a previous attempt to export the submission's content to AX failed, and that a command has been issued to retry the export to AX.
Failure: This indicates that Formatta E-Forms Manager has attempted unsuccessfully to export the submission's contents to AX at least three times, and that Formatta E-Forms Manager will no longer attempt to export the submission automatically unless you specifically tell it to do so. NOTE: Formatta E-Forms Manager will automatically attempt to export any submission to AX up to three times. After three unsuccessful attempts, the submission will take on a status of Failure. From this point on, you may tell Formatta E-Forms Manager to try again using the interface described below.
Once you have entered you criteria, click the Search button. If results are found you will see a list of returned forms.
Each record in the search results displays the Submission (which matches the submission as it would be identified in the Form Submissions area), the form name, the time the form was received by Formatta E-Forms Manager from the submitter, the status of the submission, and any messages from ApplicationXtender. The Message column is always empty unless the most recent attempt to export the submission to ApplicationXtender failed, in which case an error message describing the problem should be present.
From this list, you may click on any record to view details about the export attempt, which will open a new screen.
The export details screen provides the following information:
Export Number: This is a uniquely-assigned identifier that is associated with every submission that is to be exported to AX.
Submission Number: The uniquely-assigned ID associated with the form submission when it was submitted by the end user.
Submitted: The date and time the form was submitted by the end user.
Form: The name of the form.
Exported: The date and time at which the form was exported to AX.
Export Status: The status of the most recent attempt to export the submission's contents to ApplicationXtender.
Export Attempts: The number of times Formatta E-Forms Manager has attempted to export the submission's contents to AX.
Message: If the most recent export attempt failed, this will show an error message describing the problem.
Re-Run Export: By clicking this button, you can tell Formatta E-Forms Manager to try exporting the submission's contents to AX one more time. This can be useful when an export has failed three times because a network connection was down, or something similar. Once the error condition has been corrected, failed exports can be retried using this control.
E-forms are a natural extension of the archival and workflow capabilities found in today's imaging and Enterprise Content Management (ECM) systems. Index Image Export Scheduler enables administrators to set up an automated schedule to export image and index information from submitted e-forms to a target directory for import into an imaging or ECM system.
Key features include the ability to customize the output file format, and the option to include Formatta form files and form images in TIFF or JPEG format.
Note: You must have a license for Index Image Export Scheduler purchased and imported.
When forms that have been set up for Index Image Export get submitted by end users into Formatta E-Forms Manager, the system can then export images as specified in the Form Catalog's Image Export tab, and sends them to your imaging or ECM system automatically. Since the process of exporting the content is handled automatically by Formatta E-Forms Manager, the interface on this screen allows you mainly to track progress of exports by their last submission time, but it also allows you to edit the export details if necessary.
The interface screen consists of a table listing existing exports and their details, as well as a link to schedule new exports. The table categories are listed as follows:
Job Name: The name of the scheduled export job you want to view.
Form: The name of the form you are indexing.
Active: This value denotes whether the export job is enabled or disabled.
Last Run: The date and time of the most recently attempted export.
Status: There are four possible statuses associated with scheduled image exports. The available statuses are:
None: This is the default status that indicates the export job has not been run yet.
In Progress: This status indicates that the export process is currently running, and submissions of the form are in the process of being exported into the selected system. A job should only have this status for a short period of time.
Success: This status indicates that the export job completed successfully.
Failure: This indicates that Formatta E-Forms Manager has attempted unsuccessfully to export submissions index image data.
Edit: Clicking on this icon/link will take you to the Scheduled Job Setup dialog window to edit an existing scheduled export job. This is the same process as clicking on the New Scheduled Export link on the top right of the Export Scheduler interface, except that the values will already be entered.
Delete: This link allows you to quickly delete a scheduled export job. After you click the link, a dialog window appears confirming the deletion.
Note: In order to create, edit, and delete scheduled export jobs, you must have full Administrative privileges.
To create a new data export, click on the New Scheduled Export link. This will take you to the Scheduled Job Setup window.
This process is also used for editing existing jobs when you click the Edit link on the Export Scheduler list.
Initially, you will need to enter the following values:
Job Name: This is a name for the export job to identify it in the scheduler list. The name must be unique.
Enable: This checkbox enables and disables the scheduling of the job. You would leave this box unchecked if you were scheduling a job to begin in the future. Also, if in the future, you wanted to disable an existing export, you would return to this screen and uncheck this box.
Click Cancel if you wish to quit the setup, or click Next to move on to the next step.
These settings specify which form and version to export.
Form Category: This is a dropdown list of category values from the Form Catalog used to narrow down your choice of forms for the particular job.
Form: This is a dropdown list of all the forms in the selected category. You will pick your form for export from this list.
Use Export Settings for Version: This dropdown list specifies which version of your form will be used for the image export.
Click Cancel if you wish to quit the setup, click Back to return to the previous screen, or click Next to move on to the next step.
These settings specify how often you wish your export job to run.
Daily: Check this box to run your index image export job every day.
Weekly: Check this box to run your job only certain days of the week. Once this is checked, a list of the days of the week appears. Check the boxes for the days of the week you wish it to run.
Monthly: Check this box to run your job once a month. Once you check this box, a dropdown list appears for you to specify the day of the month you wish to export. Also, there is an alternative checkbox option to automatically select the last day of each month.
Click Cancel if you wish to quit the setup, click Back to return to the previous screen, or click Next to move on to the next step.
These settings specify the time of day and the daily frequency you wish your export job to run.
Start Time: Select the hour you wish to begin your export.
Repeat: Select how often you want the export to repeatedly run. You can select the number of hours in between exports, or choose to repeat at customizable intervals as short as 5 minutes. Conversely, you can select Do Not Repeat if you only wish to run a single export.
Until: If you select a repeat frequency, this value specifies the time you wish your job to stop exporting.
Click Cancel if you wish to quit the setup, click Back to return to the previous screen, or click Finish to close the window and finish your Scheduled Job Setup.
To view a summary of a scheduled index image export job and its export log, click on the Job Name of an existing job in the Export Scheduler list. This will take you to Scheduled Job Details page.
Schedule: This section outlines the values selected in the Scheduled Job Setup for Job Name, Job Type, Schedule Type, Start Time, Repeat, and Status. This also includes an Execute button, which allows you override the schedule and run the export routine.
Status: This section outlines the details for Last Run, Last Run Status, and Last Run Message. This also includes a View Log command. This shows you the log of the last 25 exports with details.
Parameters: This section outlines the details for of the export routine configuration related to export format and location.