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Email Export Connector

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Table of contents

Overview .............................................................................................................................................. 3 Installation for Kofax Express .............................................................................................................. 4 Installation for Kofax Capture............................................................................................................... 5 Demo with Kofax Express .................................................................................................................... 6 Install the Demo Batch Class for Kofax Capture ................................................................................ 11

Experienced user .......................................................................................................................... 11 First time user................................................................................................................................ 11

Demo with Kofax Capture .................................................................................................................. 19 SMTP and Email Header Setup ......................................................................................................... 24 Email Body Setup .............................................................................................................................. 26 Creating an HTML Body .................................................................................................................... 27 Attachment Setup with Kofax Express ............................................................................................... 30 Attachment Setup with Kofax Capture ............................................................................................... 32 Export Error -1 in Kofax Capture ........................................................................................................ 34

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Overview

With the CaptureBites™ Email export connector you can scan a batch of documents and distribute them electronically via standard email.

Document index fields can be used to specify the email recipient(s), subject, attachment’s file name and to define a dynamic body text.

You can define a simple body text or create the body text very accurately in HTML format

The HTML format can include different font types, styles, colors and sizes, hyperlinks and images

You can also insert document index fields to customize the text dynamically per scanned document.

Here are some examples of uses cases.

o The CaptureBites Email connector can be used to email scanned documents internally to trigger a business process.

o Or it can be used in the mail room to scan incoming mail and distribute it to remote workers.

o For fast indexing, you ideally setup Kofax Express or Kofax Capture index fields to select an email address from a pick list or through database look-up. That index field is then used to email the scanned documents.

o After scanning and exporting the documents, emails with PDF attachments are automatically delivered to specified recipients.

o It is also possible to specify one or more cc email addresses for archiving all incoming mail in a special “archive” mailbox.

The Email connector is available for:

o Kofax Express 3.0

o Kofax Express 3.1

o Kofax Capture 9.0

o Kofax Capture 10.0

For older versions of Kofax Capture or Kofax Express, please contact us.

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Installation for Kofax Express

Installation 1. Make sure you have Kofax Express 3.1 installed. If not, you can download it from here. 2. Download the installer from here. 3. Run the installer and follow instructions.

Demo Job If you also installed the sample jobs, open Kofax Express and open the sample job CaptureBites Email to familiarize yourself with the functionality. For more information about the demo, please go to the Demo Kofax Express section in this help file.

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Installation for Kofax Capture

Installation procedure for Kofax Capture Download the installer from here.

Run the installer and follow instructions.

If you use a Kofax Capture Server configuration and install the connector on one of the clients, then the installation will take longer. Please be patient.

At the end of the installation process, a message appears .

The connector is now installed and registered in Kofax Capture and can be assigned to a Document Class.

Demo Batch Class We prepared a demo Batch Class which you can easily import into Kofax Capture 9 or Kofax Capture 10.

For more details about the demo, open the Install Batch Class Kofax Capture Tab.

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Demo with Kofax Express

Running the Demo with Kofax Express IMPORTANT: Before you proceed, make sure the CaptureBites Email Connector for Kofax Express is installed. If not, please go to the Installation for Kofax Express section for instructions. Start Kofax Express. Open the CaptureBites Email batch. If the batch is not visible click All Jobs.

The pre-scanned batch contains three mail items. To look up the email addresses for each item, press Indexing in the Home Tab.

If the image is too small in the Indexing Viewer, click on the Page fit button in the bottom tool bar.

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Start typing the addressee's first name in the Search a name… index field. This field is connected to a database and instantly searches for names that start with the letters you type.

As soon as you select the correct name, all the other fields, including the email address are auto-filled. Because we don't want to send the mail item to the real Clint, Sandra or Arnold, the database always fills in our info email in the email address field. Feel free to fill out your own email address to send the mail items to yourself and see the result after export in your inbox.

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Click on the red arrow to navigate to the next mail item and look up the email address for Sandra and Arnold as well. Replace the email address with yours to receive the items in your own email inbox.

When you have indexed all three items, a balloon message appears, indicating that indexing has completed.

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Press Export Batch and confirm that you want to Export the batch.

During export, the three mail items will be send to the specified email addresses. Each email message will be dynamically composed with the provided index information. If you have filled out your own email address, just check your inbox and you'll find three mail items like this.

Notice how the Subject of each mail is based on its index information. The From name and the Subject is completely configurable in the Email Export setup. Open one of the messages and notice how the Attachment’s name and body text is composed of variable index data and other data like date and time stamps. The body text also includes an image with a hyperlink. All these elements can be customized through the Email Export setup.

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For more information about how to configure the CaptureBites Email Export Connector, open any of the sections in this help, covering this subject.

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Install the Demo Batch Class for Kofax Capture

Please go the section for a quick guide or a step by step guide for first time users.

o For the experienced Kofax Capture user o For a first time Kofax Capture user

Experienced user

Installing the Kofax Capture Demo Batch for the experienced Kofax Capture user This is the quick guide for the experienced Kofax Capture user. If you’re not familiar with Kofax Capture, go to the instructions for a first time user.

Download the CB_Email_Batch_Class.cab file and sample images from here.

Import the batch class in Kofax Capture.

This is the structure of the batch class after import:

The CaptureBites Email for KC connector is associated with the Incoming Mail Document Class.

To activate the connector, open the CaptureBites Email Connector’s setup and proceed with step 12 through 16.

Import some of the sample images with KC Scan, enter your email in KC Validation, run KC PDF Generator and run KC Export. Check the result in your e-mail inbox.

You could enhance the demo Batch Class with database look-up to search for the name and email during Validation.

First time user

Step by step demo batch class installation instruction Installing the Email demo batch class is simple, just follow the installation procedure below, step by step. IMPORTANT: Before you proceed, make sure the CaptureBites Email Connector for Kofax Capture is installed. If not, please go to the Installation for Kofax Capture section for instructions. STEP 1: The sample batch class and sample TIF images can be downloaded from here. This will open a browser window like this:

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STEP 2: Just right click on the CB_Email_Batch_Class.cab file and select Save target as… This can vary from browser to browser.

Do this for the three sample TIF images as well.

STEP 3: Save CB_Email_Batch_Class.cab and the sample images in a location where you can easily find them. For example on your

desktop.

STEP 4: Open Kofax Capture Administration and press Import Batch Class in the Home Tab in Kofax Capture 10 or select

theFile/Import… menu in Kofax Capture 9.

In Kofax Capture 10

In Kofax Capture 9

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STEP 5: Browse to the folder where you saved CB_Email_Batch_Class.cab, select it and click Open.

STEP 6: A message appears informing you that the Batch Class is unpacked. Just click OK.

STEP 7: The Import dialogue opens and you just need to Add the CaptureBites Email Batch class to the Selected Batch Classes list,

select the Replace duplicates with items imported option then click Import.

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STEP 8: The Import Progress window appears, Just click OK and wait a few seconds. The actual importing is now taking place and the

import window will automatically close when importing has finished.

STEP 9: The CaptureBites Email Batch Class is now available in Kofax Capture.

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STEP 10: To activate the Capture Email Connector, expand the CaptureBites Email Batch Class and right click on the Incoming

MailDocument Class. Select Export Connectors…

STEP 11: The Email for Kofax Capture export connector is already selected, nothing to do here. Just click Setup.

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STEP 12: Click the License… button.

STEP 13: Check whether your license is activated. If the Activation status is Yes, you can continue with the next Step.

If the Activation Status is No and you received a valid Activation code, copy it in the Activation code box and click Activate. The

Activation status will turn to Yes and you can continue with the next Step.

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If you don’t have an activation code, please, right click on the product you want to activate and copy this information in an email to

request a quote or to request a trial activation code.

STEP 14: After successful activation, you can just close the Activation window, click OK in the Email for Kofax Capture

Setupwindow and Close the Export Connectors window to return to the main screen of the Kofax Capture Administration module.

STEP 15: Now publish the Batch Class to try it out! Right click on the CaptureBites Email batch class and select Publish…

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FINAL STEP 16: Select the CaptureBites Email Batch Class in the list and click Publish. wait a few seconds and as soon as the status

says “Publishing successful” the Batch Class is ready to use.

Close the Publish window and you’re DONE!

Open the Running the Demo with Kofax Capture Tab to try out the demo.

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Demo with Kofax Capture

Running the Demo with Kofax Capture IMPORTANT: Before you proceed, make sure the Kofax Capture Demo Batch Class is installed. If not, please open the Install the Demo Batch Class for Kofax Capture sections for instructions. Open Kofax Capture Scan, Create a Batch, Select CaptureBites Email as the batch class and click OK.

Click Scan All, navigate to the folder where you have placed the sample images, select all three sample TIF images and

click Open.

If you have not yet downloaded the sample TIF images, download them from here.

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All three mail items are now imported in Kofax Capture. Close the batch to make it available for Validation.

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Open Kofax Capture Validation. Enter the First Name and your Email address for each of the items. The email field is

sticky, so you only have to enter it once.

You can save the information and navigate to the next item by clicking the Save button.

When you have saved the information of the last item, a message appears: All documents have been processed. Close

batch? Yes / No

Select Yes.

Open Kofax Capture PDF Generator and Kofax Capture Export

These are “unattended” modules and they will process batches automatically as they become available.

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During export, the three mail items will be send to the specified email addresses. Each email message will be dynamically

composed with the provided index information.

If you have filled out your own email address, just check your inbox and you’ll find three mail items like this.

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Notice how the Subject of each mail is composed of a fixed part and a variable time stamp part. The From name and

the Subject is completely configurable in the Email Export setup.

Open one of the messages and notice how the Attachment’s name and body text is composed of variable index data and

other data like the name of the scanner operator, date and time stamp. The body text also includes an image with a

hyperlink.

All these elements can be customized through the Email Export setup.

For more information about how to configure the CaptureBites Email Export Connector, open any of the sections covering

this subject.

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SMTP and Email Header Setup

Press the ? button to open this

Help page.

Use the maximize button to enlarge the

setup screen.

You can also resize the setup window

by stretching it vertically or horizontally.

Fill in your SMTP server address.

The demo job comes pre-configured

with the CaptureBites SMTP server

settings. When used in production,

please change these to your own server

settings.

You can find the SMTP settings of a

range of popular email systems here.

The user name is typically your

email address. When in doubt, please

contact your IT department.

This is the sender’s “friendly” name. For example, you could send mails

as express@company.com and use The Mail Room as the friendly name. The

email address will then be converted into the display name at the receiver’s end.

Enter your SMTP server

password. This is often the

password you use to log into your

email system.

If you have a very slow or

erratic internet connection, consider

to increase the Timeout setting.

SSL (secure socket layer) is

a way of encrypting your email data

as it travels across the Internet, so

that the data will be secure and

private. Gmail for example requires

SSL.

The port is most often Port

25. For Gmail it is 587 or 465 with

SSL

Enter the sender’s email

address. Received messages will

appear to be sent by this email.

Fill in an existing email address to

test your settings, then press Test to

send a test email. Check the inbox of

Select the Kofax Express index

field that contains the receiver’s email

address.

Enable this option, if for some

documents, the email address index

field is blank.

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the specified email address.

If the Test fails, Kofax Express will not

be able to export documents through the

email connector.

If the Test fails, Double check your

SMTP settings or contact your IT

department for assistance.

You can specify one or

more ccemail addresses.

For example you can scan incoming

orders and email them to your

customers as a confirmation and cc a

person in sales administration to fulfill

the order.

You can also include an”Archive” email

address in the cc list to archive all

outgoing emails for later reference.

Press Help to open this page.

In the index field value, you can

(optionally) specify the display name by

separating it with a comma.

Eg.name@customer.com,John.

You can also specify multiple email

addresses by separating them with semi

colons.

To compose the email subject,

you can combine fixed words, index

fields and system variables.

Click Setup to pick from a list of

possible values.

Be aware that documents with blank

email addresses, will not be emailed at

all (cc only works when the main email

address is not blank).

We recommend to use this option with

care and in combination with our Multi

Export connector to ensure that all

documents, including those without

email-address, are exported to a system

of choice for exception handling.

Press Activate to activate your

license and enter your activation code.

Without activation the email connector

will show following behavior:

Kofax Express will put demo stamps

in the email-ed images

Kofax Capture 10 will be fully

functional if you have a partner

license

Kofax Capture 9 requires a trial or

production code

For information about activation and

how to obtain trial codes, please

read these instructions.

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Email Body Setup

Information Tips

When you see a blue information icon next to an option, just hover over it to see additional information.

EMail Body Setup

Right click anywhere in the Plain Text or HTML Code to insert a Kofax Express

system value or one of your index values.

Enter plain text here. This is

the text that will be displayed if the

receiving email client does not

support formatted HTML text.

Fill the message in HTML

format here. With HTML you can use

various font styles and insert

hyperlinks and images in your body

text.

Typically you create the HTML code

with an HTML editor like TinyMCE.

In such editor you can format the text

with standard word processing tools

and the tool will generate the HTML

code for you.

The preview box shows the

result of the HTML code.

The preview is updated in real time

as you modify the HTML code.

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Creating an HTML Body

Creating a formatted HTML email body

If you’re not familiar with HTML but still want to generate a nicely formatted HTML body text, then you can use one of the

many on-line HTML conversion tools on the internet like TinyMCE.

Start by deleting all the sample text in the View Example tab and enter your own. Format your text using the formatting

tools, insert images and add links etc. Then click Submit to generate the HTML Code.

Select and copy all the HTML code.

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Paste the HTML code into the CaptureBites HTML body text field and you’ll immediately see the result of your HTML body

text in the preview box.

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Attachment Setup with Kofax Express

Define the name of your attachment by selecting Kofax Express system values or any of your index fields. Combine them with separators and fixed text as you please.

Define your attachment as PDF or PDF/A format. Click Setup next to the PDF type to configure additional PDF options.

You can super compress your PDF files to minimize attachment file size and enable OCR to make the PDF files

searchable.

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Attachment Setup with Kofax Capture

The CaptureBites Email connector supports PDF attachments. These PDF files need to be generated by Kofax Capture before they are exported by the CaptureBites Email connector. To generate PDF files with Kofax Capture you have to add the PDF Generator to your Batch Class Queues.

The PDF settings are defined at Document Class level. Open your document class properties, select the PDF Tab and set desired options.

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The name of the attachment is defined in the Attachment Tab of the CaptureBites Email connector’s settings. You can compose the name of your attachment by selecting Kofax Capture system values or any of your index fields. Combine them with separators and fixed text as you please.

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Export Error -1 in Kofax Capture

What does Export Error -1 in Kofax Capture mean? The complete error is: Error in document #1, Export Connector Returned -1. Your export connector may need to be re-installed. This is Kofax Capture’s general error message when something goes wrong during export and it typically does not

mean you need to re-install your connector

Find the exact reason by opening Kofax Capture’s log file. In a Kofax Capture Client Server environment, you find the log file by default

in: C:\ProgramData\Kofax\CaptureSV\Logs

In a Kofax Capture Standalone environment, you find the log file by default in: C:\ProgramData\Kofax\Capture\Logs

Open the most recent log file in the Logs folder and navigate to the last entries in the log file. Find below a sample log file

from our test system. We highlighted the two most common reasons why the export can go wrong.

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Most common reasons for export error -1 and suggested solutions

Reason 1: Your connector is not correctly activated. Please check the page about activation here to resolve this issue.

Reason 2: You have not added the PDF Generator Queue to your batch class and/or forgot to enable the PDF format in

the Document Class properties. For more information, open the Attachment Setup Kofax Capture Tab.

Reason 3: You have not defined your email index field as a required field in Kofax Capture causing some emails to be

blank. To resolve this issue, make the email index field a required field or enable the option Do not email document if the

index value used in “To” is empty in the CaptureBites Email connector setup. Read more about this option in the SMTP

and Email Header Setup Tab.

Reason 4: Your SMTP settings are incorrect causing the SMTP connection to time out. Open the SMTP and Email

Header Setup Tab to read more about testing and configuring your SMTP server settings.