Import Enclosed Documents/Scans
This import tool is used to import batches of scans and link to an existing Travel, Medical, or Competence record.
Preparation
Access
To access the utility, the user needs to have Write access to the Routine 761 Enclose Documents in Adonis Control Centre.
File format
Imported file must be of the following format pppppp[d]CCC[#comments].ext
Field no | Field name | Comment | ||
|---|---|---|---|---|
1 | pppppp | Mandatory | If you have PINs with different numbers of characters e.g. 4-char, 5-char, and 6-char PINs, you need to add the necessary number of "0" before the actual PIN numbers in the file name Examples: Person A = PIN 123 In the set up you have to define the PIN to have 5 characters used as this is the longest length you have. (see below) For person A and B the PIN in the file name has to have the 0s in front: Person A = PIN 123 = 00123[d]CCC[#comments]. ext | This is the PIN of the person the document should be linked to. You have to use the same pin length for all the documents. |
2 | [d] | Mandatory if you are importing combinations of Competence, Medical and Travel documents in one go | 5 - competence | If you are importing Travel, Medical, and Competence scans in one and the CODE is not unique between the 3 data groups, you will need to identify which data group the document belongs to. If you use the code, please select the option "Check data group number in the file name" (see below). |
3 | CCC | Mandatory | Max 10 chars | This is the code of the document and needs to exist in General Codes and either Competence codes, Travel Document codes, or Medical codes. |
4 | # | Mandatory if you want to import comments | This is a separator between the code and comments. If you do not need comments to be put for this document, the separator may be omitted. | |
5 | Comments | Optional | Only used if you add a comment in the file name that should be imported. | |
6 | .ext | Mandatory | The extension of the file |
If a Competence, Travel Document or Medical document is defined with an Alternative code in General Codes it is possible to use this instead of the main Code of the document
Global Options
Enclosed Documents/Scans can be imported into the database (recommended) or we can just link the documents with a path to where it is stored on your file server.
Make sure the Maximum Document Size is set high enough.
Normally this option should not be changed. It should be selected or cleared once when the program is being configured. Please contact support@adonis.no for additional information and instructions.
General Codes
There needs to be at least one Enclosed Document Code set up in the General Codes Tables - Enclosed Documents | Enclosed Document Code
Step-by-Step import
When the file is prepared you are ready to import the file as follows:
Go to Set up | Tables | Import | Enclosed Documents
A dialogue window will open
Source Folder - Select where to pick up the files from
Target Folder - Select where the documents will be placed after import.Continue to the Properties button and set the needed Import Properties
Scan Sub Directories - when set, the utility scans all the subdirectories in the Source folder, otherwise, it processes only the documents under the Source folder.
Create Sub Directories in Target Directory - when the option is selected, the utility creates subdirectories in the Target folder, the same as they are in the Source folder, otherwise, all the files will be copied to the target folder. This option is very useful if you prefer to keep your documents structured. For example, you may put all the documents in subfolders per person.
Remove Sub Directories After Successful Scan - if this option is selected, the program removes all the subdirectories documents which have been linked successfully. If for any reason some documents have not been linked, they stay in place and those directories are not removed.
Note: If the Source and Target folders are the same, the last two options are not considered.
Link Scan To Detail Record - there are two modes of enclosing documents: a document can be enclosed either to a particular type (travel, medical, or competence) or to a person. In the first case, the document is accessed from the corresponding data group - Travel, Medical, Competence. In the second case, you can find the document under the Enclosed Documents data group. When the option is set, documents are enclosed to particular types. CCC should match a code of a document in this case. If the option is cleared, documents are linked to a person and CCC should match an existing Enclosed Document Type code.
Replace Scan - when this option is set, old Enclosed documents linked directly to documents are removed before enclosing new ones. This option works only when the Link scan to detail record is selected.
Skip If No Detail Record Exists - if the option is set, a document is enclosed only if a corresponding competence, travel, or medical document exists in the system. If the option is cleared, the document is linked to the Enclosed Documents data group anyway.
Confirm Validity of Replaced Scans - if the option is set, all the documents are marked as valid. Otherwise only new linked documents are marked as valid, replaced documents are marked invalid.
Check data group number in the file name - if the option is set, the system will check the data group number as a first character after a PIN. If the option is not selected, the program considers that a document code starts from the first character after a pin.
Default Enclosed Doc Type - the option is used when the Link Scan To Detail Record option is set. In the drop-down those Enclosed documents types appear, which are defined in Database > Maintenance > Tables > General Codes under Enclosed Documents. Passive codes are not available
Number of Characters for PIN - defines several characters that are considered as a pin.
Click OK and you come back to the previous dialogue window
Select Prepare Documents
The documents in the Source folder will be loaded and you can see the PIN and the document identified by the file nameClick Start Import.
After the import has finished you will be able to see the status of linking for all the documents. If a document has not been linked, a reason will be shown in the Status column.
Successfully linked documents are marked with a tick near them.
It's possible to save the status summary to a local folder in a CSV or Test file by pressing the Save Summary button at the bottom of the window.