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CAPSYS SHAREPOINT 2010 MANUAL 1

CAPSYS Product Management 8-25-2017

Microsoft SharePoint 2010 Configuration and Administrative Guide Version 2.0


CAPSYS CAPTURE® SharePoint 2010 Configuration

Adding the QSX to a Batch or Doctype Profile

1) Select the SharePoint Release QSX (CAPSYS SharePoint QSX is for SharePoint versions greater

than 2010) from the QSX library to add the QSX to either a Batch or Doctype profile of your

choosing. This assumes you are properly licensed for the SharePoint 2010 QSX. Refer to example

below:

2) Draw route events for both the Complete and Exception outcome, save your Batch or Doctype

profile when this process has been completed. Refer to example below:

*** Adding SharePoint 2010 QSX to Batch or Doctype profile complete ***


Configuring the QSX for a Batch or Doctype Profile

1) Double‐click on the SharePoint 2010 Release QSX to expose the configuration options. Refer to

example below which illustrates configuring the QSX at the Doctype level:

Configuring SharePoint Server Name and Credentials

1) Enter your SharePoint Site Server URL where your SharePoint Libraries reside.

2) Enter credentials that will be used for the QSX for Domain, Username and Password

authentication process. It is recommended a dedicated SharePoint 2010 account be used for

logging purposes.

3) Confirm the connection information by pressing the “Test Connection” button. Refer to

illustration below:


4) A successful connection will return the following dialog box:

Note: You must be able to successfully perform a “Test Connection” before proceeding any further! If you cannot successfully complete this step, contact your Microsoft SharePoint 2010 Systems Administrator to confirm URL and authentication information. *** You have successfully completed the SharePoint 2010 Server Name and Credential process***


SharePoint2010 Library Configuration

1) If the SharePoint 2010 QSX has been configured at the Batch level, you must manually select the

corresponding Doctype profile by clicking on Document Type drop down menu.

2) If you are using the QSX at the Doctype profile level, then the Doctype will be automatically set

and it will be grayed out indicating you cannot change the Doctype profile.

3) Select the target SharePoint 2010 Library you desire exporting your CAPSYS documents by clicking

on the SharePoint Library drop down menu item. In our example, we are choosing the Accounts

Payable SharePoint 2010 Library:

*** You have successfully completed the SharePoint 2010 Library process***


SharePoint2010 Folder Configuration

1) Next, configure the SharePoint Folder that corresponds to the SharePoint Library previously

configured in Step #4. There are two possible options available to choose from when configuring

your SharePoint Folder:

a. Static Folder – Manually type in any value into the SharePoint Folder field and that value

will become the target or destination folder in which all documents released from the

QSX will be placed. If the folder does not already exist within the SharePoint Library, it

will be automatically created by the QSX at the time of an actual document being released

by the QSX when documents are processed using that Static Folder value.

b. Dynamic Folder creation using CAPSYS variables – To use an existing or to create an

entirely new SharePoint folder:

i. The Dynamic Folder use or create feature allows you to select a CAPSYS system

or user defined index variable to use or create the SharePoint Folder name in

which documents will placed at time of release. To implement the Dynamic

Folder use or create option in your configuration, place your mouse over the

SharePoint Folder field option, right mouse click and then choose from an

available pick list of variables will appear as illustrated below:

ii. Select the appropriate variable by moving your mouse over the desired variable

to use as your SharePoint Folder value. In our configuration example, we will


choose the “Vendor_Name” variable ‐ a Doctype index value that was previously

defined for the Doctype profile called, SharePoint Doctype. Refer to the

following example:

Note: During runtime, if the resulting variable outcome does NOT exist in the

target SharePoint Library (Accounts Payable Library) at the time of an actual

CAPSYS document being released to the SharePoint 2010 system, the SharePoint

Folder will be automatically created using the predefined variable value – in our

example, the Vendor_Name index value.

If the resulting variable outcome DOES exist in the target SharePoint Library at

the time of an actual CAPSYS document being released to the SharePoint 2010

system, the documents will be released into that SharePoint Folder – our

example, Vendor_Name index value.

*** You have successfully completed the SharePoint 2010 Folder process***


SharePoint 2010 Document Name Configuration

1) Next, we need to define the SharePoint 2010 Document Name. To set the SharePoint 2010

default column name value called, “Name” (or what CAPSYS refers to as the SharePoint file name)

place your mouse cursor in the Document Name field and right mouse click which will provide you

with a variable pick list which looks similar to the example below:

Note: SharePoint 2010 “Name” column can also be referred to in SharePoint 2010 as “Title”

column.

2) In our example, we have previously defined a CAPSYS Doctype Index value called, “Invoice_Num”.

Using standard Microsoft SharePoint 2010 Library Administration features (not CAPSYS) we have

previously defined a SharePoint 2010 Column Name and Index attribute also called,

“Invoice_Num” within SharePoint 2010. We will use the Invoice_Num field as the value for the

Document Name in our SharePoint 2010 Library. Refer to the following SharePoint 2010

illustration illustrating our Column names:


3) We will select the CAPSYS Doctype Index field called, “Invoice_Num” and use that value to

automatically populate the SharePoint 2010 Column name called, “Title or Name.”

*** You have successfully completed the SharePoint 2010 Document Name process***


SharePoint 2010 Document File Type Configuration

1) Next, we will set the Document File Type. Document File Type simply defines and sets a file

extension at the end of the Document Name. Setting a File Type does NOT change the actual file

format of the file, it simply sets the file extension. If the file format is desired to be changed,

perform that step in a QSX further upstream in your process map using another CAPSYS purpose

built QSX. The possible file type options are as follows:

.

a. Choose from one of the above file extension options based on the desired SharePoint

document retrieval behavior. For example, if the documents released from CAPSYS

SharePoint 2010 QSX are TIF Group IV file types, select the TIF option. Alternatively, if

the documents released from CAPSYS SharePoint 2010 QSX were previously processed

through PDFFullText QSX, then select the PDF file type option.

b. Upon completion of the previous steps, press the “Add” button on the configuration form

to add the configuration to the list of Configured CAPSYS – SharePoint Maps.

c. Check the box “Universal File Type Override” if you plan to utilize the Batch or Doctype

profile to process Universal File Types such as WORD, Excel, etc. file types. Choosing this

option will cause the SharePoint 2010 QSX to ignore the pre‐defined file type and use the

original file name extension (i.e. .docx, xlsx, etc.)

Note: If the document contains all TIF images and the option for TIF has been previously selected, then SharePoint 2010 QSX will automatically output combine all single page TIFs into a multi‐paged TIF format. If the document contains mixed file formats (i.e. TIF and XLSX), then single paged TIF files and single paged universal documents will be automatically released to SharePoint 2010. *** You have successfully completed the SharePoint 2010 Document File Type process***


SharePoint 2010 Field Mapping Configuration

1) Upon previously clicking the Add button, a new dialog box will appear that will allow you to

configure “Field Mapping”. Please refer to the example below:

2) To begin linking or mapping fields, simply click on a single SharePoint 2010 Column/Index field

located on the left side of the configuration screen you desire to map to the CAPSYS SharePoint

Doctype Fields.

3) Next, click on a single CAPSYS SharePoint doctype field/index value on the right side of the

configuration panel to map to the SharePoint 2010 system.

4) To complete the mapping process, press the Map button after both the left and right side column

values have been highlighted. Repeat this process for each field you desire to link from SharePoint

to CAPSYS. In our example, we will map both the “Invoice_Num” and “Vendor_Name” fields in

SharePoint to the corresponding fields in the CAPSYS SharePoint Doctype Fields which will look

like the following:


5) Upon completion of the mapping process, click the Apply button, which will update the

configuration for your Batch or Doctype profile.

6) Activate and test your Batch or Doctype profile.

*** You have successfully completed the SharePoint 2010 Field Mapping process***

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