Batch Index Folders

Configure a Local Batch Index Folder

In order to access these documents from within the Smart Client you must create a path to the directory location where documents can be found:

Click the ellipses button on the Index Batch tab to open the Batch Index Folders dialog. Listed in this dialog are the batch index folders that have been locally created and global index folders that you have been granted access to by your DocLink administrator.

A global batch index folder is identified with this icon:   

A local batch index folder is identified with this icon:  

Things to keep in mind:

  • You cannot make any changes to the global index folders.
  • You must have read, edit and delete permissions on the items in the batch index folder location you are creating.
  • It is not recommended to use mapped drives for local batch index folder locations.
  • The paths are stored in the registry under HKEY_CURRENT_USER\Software\Altec\DocLink2\IndexingFolders.
  • It's important to backup the contents of the IMTemp directory. Although a local folder path can be configured, it is recommended the local batch index folder path points to the IMTemp folder on the DocLink application server to prevent the accidental loss of documents in a batch index folder on the event something happens to the workstation.

 

  1. Create a new local folder by clicking the Add button. To edit an existing folder, select it from the list and click the Edit button.

    The Indexing Root Folder Properties dialog opens.

    1. In this dialog enter the indexing batch path or click Browse... to locate the indexing root folder location.
    2. This path can be either a local path or UNC path to a network share. The root folder is usually a share called IMTemp, where scanned documents are organized in subfolders called batches. It can also be a path to a network directory used to drop incoming faxes or documents generated from another application that will be manually processed into DocLink.
    3. Check the Delete empty batch folders after indexing option if you want DocLink to automatically delete a batch after the last document has been processed. You will want to check this option for root folders containing batches of scanned images. By deleting empty batches you minimize clutter in your IMTEMP.
    4. Check the Auto-staple Tiffs using DocLink Separator Pages if you index images in batches using a standardized/saved image as a separator page. When selecting the batch from the Indexing Batch tab, DocLink will automatically staple single-page tiffs if the separator page is between them. From the Smart Client main window, go to Index > Separator Pages > Save Separator Page to define this page.
    5. Check the Convert PDFs to Tiffs during indexing if you want PDF images to convert automatically on save of that document. To keep PDFs in native format, keep this unchecked.
    6. Click OK to save configuration from this dialog.
    7. To delete an existing folder, select a folder from the list and click Delete. The folder is removed from the list.
  2. When you wish to return to the Index Batch window, click OK to save and exit.

 

Open a Batch Index Folder

The contents of all the indexing folders you have access to will display on the Index Batch tab. Each batch represents a subfolder/child folder under you indexing batch parent folder.  If documents accidentally get scanned to this parent folder and not to a batch they will show up in this grid under the batch name of "Orphan."

Click on a batch folder in the grid to open it in the indexing document viewer.