While Docxonomy is not a scanning solution you can leverage a connector to get scanned content into the system. The following article shows you how to set up your environment to automatically sync content being scanned on your network so that it can be indexed by Docxonomy.
Preparing the network for scanning
You will need to configure your scanning solution to in accordance with documentation provided by the manufacturer. Please take note to the location where scanned files will be stored on your network. In some cases, this may be on your local hard drive, however, if you are using a more advanced solution you may be able to configure this location. It will probably look something like this:
smb:\\SERVER NAME OR IP ADDRESS\SHARE NAME
You will need this path later when setting up the connector to process and index the files you are scanning.
We recommend that you scan your file at 300dpi or greater. You should use grayscale if possible. If your solution OCRs the files you should do this when you are scanning and save the file as a PDF. If you cannot OCR the file at the scanner, you should save the file as an Image Only PDF. These options are supported by most modern scanning solution.
Creating an Agent and Connector
On the right-hand side on the main toolbar, you will want to click on the account name. This will open a drop-down with several options. Click on the Admin button.
NOTE: If you do not see the Admin button you are not an admin. You will need to get someone with admin privileges to perform this task or have them give you admin privileges.
This will put you on a screen where you see the following sub toolbar.
You will want to click on the External Data link to load the agent and connector setup page.
NOTE: requires that Java 8 is installed on the machine you are running the agent on.
Under this page select Agent and click on the Add bar to create a new agent.
You will be presented with a screen that looks like this:
Give the agent a name. This will be used to identify the Java Jar file that is downloaded to the machine you will be running the agent on.
You also will need to create a username and password that allows you to log into the local agent for client-side configuration, log files and things like that.
Example: Username: admin Password: MUST BE 10 CHARACTERS LONG
Once you click Save you need to wait for a few moments. For security reasons, the Agent is dynamically generated and linked with only your account. Because of this, the agent can only run on the machine you are downloading it to. If you want to run more than one agent you will have to generate another one. There is no limit on the number of agents you can create per account.
When this finishes you will want to go to your download location and get the jar file.
Under this page select Connectors and click on the Add bar to create a new connector.
From the Connector Type drop-down, you will want to choose File System. This will produce the following screen:
You will need to give the connector a name. This is a name you can use to identify the connector in the agent.
If you want to keep a copy of the files indexed in the cloud for native viewing you will change the slider under Keep content to reflect that. If you use the default Docxonomy will only index the files for searching but will not copy the files to the cloud.
The number of sessions can remain the default of 10.
Classification type can be set according to your needs but usually, you will just set this to Default.
If you have a specific group that you want to see the files you can select this group otherwise you can use the default Everyone which allows every user in your Docxonomy account access.
Choose your Time zone and set up a schedule. The scheduler should be self-explanatory. The schedule is telling the agent how often to run to indexer on the machine it is installed on.
Finally, you will need to enter the path that you saved above. This is the location where files from the scanner will be stored. This is also the location the agent will look for files to index.
By default, the depth is set to 0 and this will probably be fine. What this means is how deep the agent will go down the folder tree for files. When it is set to 0 it is infinite.
You can choose to include or exclude certain files types, however, in most cases, this is not needed.
In addition, you can choose to include and exclude hidden files. Again, the default should be enough.
Once complete you must click Save
Here you will need to create a grouping so that you can filter on the connector when you are performing a search. This is an optional step and not required.
Click on the Add link
Enter the name you want to be displayed for the connector group.
Select the from the dropdown the connector you want to associate with this group. Please note you can select more than one connector.
Click the Add Group button to save the grouping.
Starting The Agent
Earlier you had downloaded the agent. You can double-click the agent .jar file to start the app. While the app is starting up it will display the following splash screen while it is loading.
Once loaded depending on the machine you are running the agent you will be displayed an icon on your taskbar:
Click on the icon to display a menu dropdown to load the agent UI.
This will launch the agent admin UI.
Log in with the admin username and password you set above.
Once you log in click on the Connectors menu option.
Check the box next to your FileSystemConnector and click Add Selected button.
The agent will now reboot in order to securely load your configurations.
When it restarts the agent will run according to the schedule defined in your connector.
Force Run The Agent
When the agent has finished rebooting (this should not take more than a minute) you can open the interface as you did above.
Click on the Connectors menu item and click the Play button next to your connector.
This will cause the agent to start immediately.
NOTE: the agent will also continue to run as scheduled in your connector.