Image Export

After submitted forms have been received and processed by Formatta E-Forms Manager, the Imaging screen provides you with the ability to export content related to the submitted forms (copies of the forms in .pff format, images of the form pages, and form data that can be used for indexing the content) to the file system so that it may be sent into external document management systems.  Additionally, if your Formatta E-Forms Manager installation has the ApplicationXtender Integrator feature enabled, you may view progress and the results of submitted form content automatically exported into ApplicationXtender from this area.

Displaying the Form Image Export Screen

Select Imaging from the Submissions tab to export content from forms submitted to Formatta E-Forms Manager and to view status of automatic exports.

 

Using the Image Export Features

What you see on the Imaging screen under the Submissions tab (and whether you see this screen at all) will depend on the features you have enabled under the Administration tab, and also on whether you have registered the ApplicationXtender Integrator license option.

 

If you have enabled the Batch Image Export feature, you will see a tab on this screen called Batch Export.  For information on how to enable this feature, see Enabling Batch Image Export.

 

If you have registered the ApplicationXtender Integrator license option, and have enabled the ApplicationXtender Auto-Export feature, you will see a tab on this screen called "Auto AX Export".  For information on enabling this feature, see Configuring Automatic ApplicationXtender Export.

 

Performing Batch Image Export

Formatta E-Forms Manager's Batch Image Export feature allows you to export content from submitted forms (form files in .pff format, images of the form pages, and index data) to a file system.  Exported content can then be used with utilities provided by document management and software vendors (e.g., the ApplicationXtender Image Index Import utility) for importing the content into other systems.

 

Using this feature, Form Administrators can configure forms for batch export, specifying image format and resolution, types of exported content, and index data.  These settings can be made in the Form Catalog and are applied at the form version level.  When forms that have been set up for Batch Image Export get submitted by End Users into Formatta E-Forms Manager, Form Administrators are then able to run exports of the specified content from this screen.

 

For more information on how to configure a form version for Batch Image Export, see the Form Catalog instructions for Configuring Image Export.

 

This section of the page allows you to specify search criteria to find the records you wish to export.  To run the search, you use the fields as follows:

 

 

Once you have entered your criteria, click the Search button.  If any submissions were found, you will see a summary of the submissions found and information on how they will be exported.

 

This search results summary describes:

 

 

All of the information above (except for the count of records found) depends on the Batch Image Export configuration for the version of the form you chose in the search criteria area.

 

To perform the export, click the "Export" button.  After the export process is complete, you will see a message indicating that the submissions were exported to the specified text file.

 

This indicates that all of the required content has been successfully written to the folder specified.  From there, it may be used for bulk import into other systems.

 

Monitoring Automatic ApplicationXtender Export

When forms that have been set up for Automatic AX Export get submitted by end users into Formatta E-Forms Manager, the system can then export submission-related content (forms, images, and index data) as specified in the Form Catalog's Image Export tab, and pass them into ApplicationXtender automatically.  Since the process of exporting the content is handled automatically by Formatta E-Forms Manager, the interface on this screen allows you mainly to track progress of submission content that is being sent to ApplicationXtender, but it also allows you to re-run AX submissions if necessary.

The top of the screen consists of a search area where you may enter criteria for the export information you wish to see.  To run the search, you use the fields as follows:

 

 

Once you have entered you criteria, click the Search button.  If results are found you will see a list of returned forms.

 

Each record in the search results displays the Submission (which matches the submission as it would be identified in the Form Submissions area), the form name, the time the form was received by Formatta E-Forms Manager from the submitter, the status of the submission, and any messages from ApplicationXtender.  The Message column is always empty unless the most recent attempt to export the submission to ApplicationXtender failed, in which case an error message describing the problem should be present.

 

From this list, you may click on any record to view details about the export attempt, which will open a new screen.

 

The export details screen provides the following information:

 

Export Number: This is a uniquely-assigned identifier that is associated with every submission that is to be exported to AX.

Submission Number: The uniquely-assigned ID associated with the form submission when it was submitted by the end user.

Submitted: The date and time the form was submitted by the end user.

Form: The name of the form.

Exported: The date and time at which the form was exported to AX.

Export Status: The status of the most recent attempt to export the submission's contents to ApplicationXtender.

Export Attempts: The number of times Formatta E-Forms Manager has attempted to export the submission's contents to AX.

Message: If the most recent export attempt failed, this will show an error message describing the problem.

Re-Run Export: By clicking this button, you can tell Formatta E-Forms Manager to try exporting the submission's contents to AX one more time.  This can be useful when an export has failed three times because a network connection was down, or something similar.  Once the error condition has been corrected, failed exports can be retried using this control.

 

Using the Index Image Export Scheduler

E-forms are a natural extension of the archival and workflow capabilities found in today's imaging and Enterprise Content Management (ECM) systems.  Index Image Export Scheduler enables administrators to set up an automated schedule to export image and index information from submitted e-forms to a target directory for import into an imaging or ECM system.

 

Key features include the ability to customize the output file format, and the option to include Formatta form files and form images in TIFF or JPEG format.

 

Note: You must have a license for Index Image Export Scheduler purchased and imported.

When forms that have been set up for Index Image Export get submitted by end users into Formatta E-Forms Manager, the system can then export images as specified in the Form Catalog's Image Export tab, and sends them to your imaging or ECM system automatically.  Since the process of exporting the content is handled automatically by Formatta E-Forms Manager, the interface on this screen allows you mainly to track progress of exports by their last submission time, but it also allows you to edit the export details if necessary.
 

The interface screen consists of a table listing existing exports and their details, as well as a link to schedule new exports. The table categories are listed as follows:

 

 

Note: In order to create, edit, and delete scheduled export jobs, you must have full Administrative privileges.

 

Creating a New Scheduled Export

To create a new data export, click on the New Scheduled Export link. This will take you to the Scheduled Job Setup window.

This process is also used for editing existing jobs when you click the Edit link on the Export Scheduler list.

Job Name

Initially, you will need to enter the following values:

 

Click Cancel if you wish to quit the setup, or click Next to move on to the next step.

 

Image Export Settings

These settings specify which form and version to export.

 

Click Cancel if you wish to quit the setup, click Back to return to the previous screen, or click Next to move on to the next step.

 

Choose Days

These settings specify how often you wish your export job to run.

 

 

Click Cancel if you wish to quit the setup, click Back to return to the previous screen, or click Next to move on to the next step.

 

Choose Times

These settings specify the time of day and the daily frequency you wish your export job to run.

 

 

Click Cancel if you wish to quit the setup, click Back to return to the previous screen, or click Finish to close the window and finish your Scheduled Job Setup.

 

Viewing Job Details

To view a summary of a scheduled index image export job and its export log, click on the Job Name of an existing job in the Export Scheduler list. This will take you to Scheduled Job Details page.