Process Settings - Document Import Processor - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Document Import Processor

Platform
OnBase
Product
Document Import Processor
Release
Foundation 24.1
License
Standard
Premier
Essential

Process Settings provide the ability for the system to interpret the Import Index file.

An Import Index File is made up of document records. Each record is composed of fields, which contain information about a document to be imported, such as the location of the document to be imported and its Keyword Values. The system associates field values in the record with Document Types and Keyword Types based on the Process Settings configuration for the DIP format.

Import Index files can be organized in several ways, so you must configure the DIP format to correspond with the layout of the Import Index information.

  1. Minimize the Configuration module window on your screen.
  2. Open up the Import Index File and minimize it. Position the Configuration module window and the Import Index File window side by side on the computer screen. This will enable you to more easily configure your Process Settings to fit the Import Index File.
  3. In the Configuration module, select Import | Document Import Processor . The Document Import Configuration dialog box is displayed.
  4. Select the appropriate Document Import Processing Format.
  5. Select Process Settings. The Import Processor Configuration dialog box is displayed.
    Note:

    The settings in this dialog box apply to the entire file. All records in the file must have the same field characteristics.

    The Import Processor Configuration dialog box
  6. Select the Field Type.
    The Field Type identifies the format of the Import Index File.
    Note:

    See below the table for examples of Tagged and Ordered Fields.

    Field Type

    Description

    Tagged Fields

    Each field value in the Import Index file is prefaced with a tag that is mapped to a Keyword Type. The DIP process identifies and associates field values with Keyword Types. Each record is separated by a character string.

    Ordered Fields

    Records and field values are presented in a specific order in the Import Index file. The DIP process must be configured to identify and process these field values based on the order of the records and field values in the file.

    Note:

    If your Field Type is Ordered, and your Document Types will contain Multi-Instance Keyword Type Groups, ensure that each Keyword Type contains the same number of values. If your Keyword Types do not have the same number of values for each Document in the DIP process, make your DIP a Tagged, rather than Ordered DIP. Also, ensure that the Keyword Types are in the correct order in the Import Index file.

    Self Configuring Fields

    Self Configuring Fields should be selected when the DIP is being used to process information from one OnBase system (or a third-party legacy system) into another OnBase system. This option is selected by default.

    Self Configuring DIP Import Index files do not require that you configure fields. For more information, see Self Configuring DIP on Self Configuring DIP.

  7. Select the Field Delimiters.
    Field delimiters enclose each field value, and are necessary when a separator is present within the field. For example, if formatted numeric values include commas (e.g., 2,000) use field delimiters so that the comma within the value will not be read as a separator. Field delimiter options are explained in the table below.

    Field Delimiter

    Description

    None

    Individual field values are not enclosed within characters (for example: Perry, Bryan, 2000).

    Note:

    If the file has formatted numbers that include commas, do not select None.

    Single Quote (‘)

    Individual field values are enclosed in single quotation marks. In the example, 'Perry', 'Bryan','2,000', the values are separated with commas and delimited with single quotation marks.

    Double Quote (“)

    Individual field values are enclosed in double quotation marks. For example, in “Perry”, “Bryan”,”2,000”, the fields are separated with commas and delimited with double quotation marks.

    Note:

    If the field value contains a character that is used as a field delimiter, then you must type the character twice in succession to make the system treat it as a literal value. For example, ‘Sammy's Store' must be typed as ‘Sammy''s Store' to be parsed correctly. The extra delimiter character will not be included in the stored field value.

  8. Select the Separator.
    The separator differentiates between each field value and the next.

    Separator

    Description

    Newline

    A new line separates each of the fields. This option can be used for Ordered DIP files if a new line is used to separate each of the fields.

    Note:

    When configuring an Ordered DIP process with multiple Document Types that uses a Newline separator, it is a best practice to include the >>File Type Default Keyword Type.

    Tab

    A tab character separates each field.

    Custom

    If the DIP process does not use either of the above two separators, select this option.

    In the text box, type a specific character that the file uses as a separator.

    Note:

    You can also type a \ (back slash) followed by the ASCII code for the character in decimal format. For example, for a dollar sign separator, type either $ or \36 in the box.

  9. Select End Of File Designator, if desired.

    Option

    Description

    End Of File Designator

    Select End Of File Designator if only part of the file is to be processed, or to confirm that the Import Index file is not being truncated (confirm the entire file was processed).

    Type the text string that displays in the Import Index file at the desired end of the process. The text string will stop the DIP process at a specific point without causing errors. An error message will be generated in the verification report if the text string is not found during processing.

  10. Select the Archiving Method.

    Archiving Method

    Description

    Normal

    Documents to be processed can reside on a network location and are archived into a regular disk group. After commit, document information is stored to the Disk Group assigned to the process. This is the default behavior of DIP.

    In-Place

    Documents to be imported reside on platters of an existing OnBase or third-party system Foreign Disk Group. After the DIP, database pointers are redirected to access the existing documents. This import method requires that documents be stored to a Foreign Disk Group. In-Place import allows you to quickly access information residing in existing files, saving the time investment associated with Normal import.

    Note:

    If Enable File Deletion is selected for the Foreign Disk Group, you can no longer import documents into or purge processed batches from that Foreign Disk Group. For more information, see the Platter Management module reference guide.

    If this archiving method is selected, the Specify Foreign Disk Group option becomes available. If you want this process to always import documents into a specific Foreign Disk Group regardless of other settings, select Specify Foreign Disk Group and select a Foreign Disk Group from the Disk Group drop-down list.

    Note:

    Selecting a Foreign Disk Group overrides the Disk Group assigned on the Processing tab of the Process Settings dialog box, as well as the DiskgroupNum of the Foreign Disk Group specified in the Import Index file. Additionally, the Use Disk Group From Document Type option in the Options tab is made unavailable.

    Import

    This option is only active for Self Configuring DIP and is used to copy file information from one document management database to another. This archival method also requires a OnBase.ID file.

  11. Select any Option Overrides. These process-specific options override the global options set in the onbase32.ini file.

    Override Option

    Description

    Override INI Options for This Process Format

    When this option is selected, the options Delete Index Files and Delete Source Files become enabled.

    When this option is selected, the options set in the onbase32.ini file will be ignored. If only this option is checked, the Import Index file and source files will not be deleted after import regardless of what is set in the onbase32.ini file.

    Delete Index Files

    When this option is selected, the setting for the INI option DIPDeleteSourceFile will be ignored and the Index Files will be deleted.

    Note:

    When performing a DIP process via FTP, the Import Index file is not deleted, no matter what this option or the INI setting is set to.

    Delete Source Files

    When this option is selected, the setting for the INI option DIPDeleteSource will be ignored and the Source Files will be deleted.

    Note:

    This option is not available when the Archiving Method of In Place is selected.

    Note:

    When performing a DIP process via FTP, the source files are not deleted, no matter what this option or the INI setting is set to.

    CAUTION:

    When this option is selected, the source files are deleted as they are processed. As a result, if a process results in an invalid batch, the batch should NOT be automatically purged. This could result in data loss as the source files for the successfully processed part of the batch have been deleted.

    Note:

    The source files are only deleted if the DIP process is completed successfully. If an error occurs during the DIP process, the index file will be moved to the ERROR_FILES directory and the source files will remain in the source directory.

  12. Select Options.

    Option

    Description

    Expand AutoFill Keyword Sets

    You can select the Expand AutoFill Keyword Sets option to index documents with values in an AutoFill Keyword Set based on a Primary Keyword Value in the import index file. If the Primary Keyword Value is only associated with one AutoFill Keyword Set, that AutoFill Keyword Set will be used to index the document. If the Primary Keyword Value is associated with more than one AutoFill Keyword Set, all of the associated AutoFill Keyword Sets will be used to index the document, as well as the values in the import index file.

    For example:

    A Document Type uses a social security number as the Primary Keyword Value. An existing AutoFill Keyword Set is shown below:

    999-99-9999, Sara Smith, 10/10/1966

    999-99-9999 is the Primary Keyword Value.

    Sara Smith's maiden name was Sara Adams.

    When a document is imported using an import index value of 999-99-9999, Sara Adams, 10/10/1966, the existing AutoFill Keyword Set is triggered by the Primary Keyword Value (999-99-9999). The document will be indexed with the values in the AutoFill Keyword Set (999-99-9999, Sara Smith, 10/10/1966).

    Note:

    The Expand AutoFill Keyword Sets option only applies to AutoFill Keyword Sets assigned at the Document Type level. The Expand AutoFill Keyword Sets option is not supported for use with AutoFill Keyword Sets assigned at the Keyword Type level.

    Store Duplicate Keys as Separate Documents

    By default, when two or more consecutive records contain the same Keyword Values for the same Document Type, the items are linked together into a multi-page document in the order they are processed. This option overrides this behavior and stores every document as a separate document.

    Note:

    This option only applies to image files.

    Detect Multi-Page Tiff

    Note:

    This option is only available for DIP processes using an archiving method of In-Place.

    When this option is selected for an In-Place DIP process involving multi-page TIFF documents, the process will attempt to read the index file to store the correct number of pages in the database. This ensures all pages in the multi-page TIFF will display correctly. When this option is selected, missing image files will be displayed in the verification report.

    Delete Folders

    When this option is selected, the folders the source files resided in will be deleted after the process has run. In order for this option to properly function, no files must be present in the folders after import. To accomplish this, either the onbase32.ini file options must be set to delete the source files and/or Import Index files, or the Option Override options must be set appropriately.

    For more information, see 11.

    Ignore Missing Source Files

    When this option is selected, the index file will not be moved to the ERROR_FILES subdirectory if an error occurs. A note will be displayed in the Verification Report after the process is completed.

    Count Pages in Text Files

    When this option is selected, DIP will count the number of pages for all text documents being processed. Each document's page count will be stored in the document's Document Properties.

    Note:

    This option is only available when the Archiving Method is set to Normal.

    Do Not Add to Medical Contexts

    When this option is selected, documents imported through DIP are not added to medical contexts after processing or committing.

    Note:

    This option is only available if your system is licensed for HL7 Listener, Medical Records Management Solution, Signature Deficiencies for Epic, Basic HL7 Listener, Medical Records Coding for OnBase Meditech, Medical Records Completion for OnBase Meditech, or Medical Records Coding Interface.

    Process RCM Batch Header

    This option is maintained for legacy purposes. If you need to use this option, contact support or see the OnBase documentation for the version of RCM that you are currently using.

    Ignore Required Keywords

    When this option is selected, required Keyword Types are not respected.

    Any imported documents missing a required Keyword Value are imported into OnBase. The missing required Keyword Values are noted within the Verification Report, but no error is reported within the Verification Report and the document is successfully imported into OnBase.

    Save Filenames to System Processing Keywords

    When this option is selected, file names of the index file and data files imported using DIP are saved to the Index File Name and Import File Name System Keyword Types on the imported documents. If these System Keyword Types are not assigned to the Document Type, file names will not be saved on the document.

    When importing a revision or new rendition of an existing document, the original document does not have any values assigned to the Index File Name or Import File Name Keyword Types, and the Save Filenames to System Processing Keywords option is selected, file name values will be added to the original document as well as the revision or rendition being imported.

    If a value imported into the Index File Name or Import File Name Keyword Types exceeds 250 characters, it is truncated beginning from the left of the path in order to preserve the file name itself.

    Note:

    The index file name is also added as a Keyword Value on the index file if the Index File Name Keyword Type was added to the SYS Import Indexes Document Type.

  13. Select appropriate options for Existing Documents, if necessary.

    Existing Documents

    Description

    Search for an Existing Document with Matching Keywords. If Found

    Note:

    This option is not supported for use with Self-Configured DIP processes.

    Searches for documents with matching Keyword Values that already exist in OnBase.

    Note:

    Only documents which belong to the Document Types assigned to the process are searched for matching Keyword Values.

    If you select this option, you must select one of the following available options to determine what happens to the document to be imported if an existing document with matching Keyword Values is found:

    • Append Additional Pages to Existing Document

    • Append Additional Pages to New Revision of Existing Document

    • Do Not Import Document

    Note:

    This option does not search for Document Date Keyword Values.

    Append Additional Pages to Existing Document

    Note:

    Appending additional pages only works with image file formats.

    Appends the new documents to the existing documents.

    Note:

    If the batch of documents that the new documents are being appended to has already been committed, the appended pages will also be committed, under the same batch number as the original batch.

    Append Additional Pages to New Revision of Existing Document

    CAUTION:

    The Append Additional Pages to New Revision of Existing Document option is not supported for use with the Default Keyword Type >>Revision. If this option is selected and your Index File is configured to use the Default Keyword Type >>Revision, the newly imported pages are not appended to an existing document.

    Creates a new revision with the imported pages added on to the end of the existing document. Appending additional pages only works with image file formats.

    Note:

    If the batch of documents that the new documents are being appended to has already been committed, the appended pages will also be committed, under the same batch number as the original batch.

    Do Not Import Document

    Purges the document from the batch being imported. The verification report will state that the document was removed from the batch.

    Do Not Report Matches as Errors in Verification Report

    When existing documents with matching keywords are found, the match is reported in the Verification Report as a note instead of as an error.

    This option is only enabled if the Do Not Import Document option is selected.

    Prepend Additional Pages to Existing Document

    Creates a new revision with the imported pages added on to the front of the existing document. Prepending additional pages only works with image file formats.

    Note: If the DIP index file contains keys to add Notes or Annotations to a document that has pages prepended, the note appears after the prepended pages.

    Respect Keyword Uniqueness Document Type Options for Searches

    Checks for matching Keyword Values based only on unique Keyword Types during a search for existing documents. Unique Keyword Types are configured as a UNQ Keyword Option from Document Type settings in the Configuration module. For more information on Keyword Options, see the System Administration documentation.

    Select this option when imported documents are expected to be revisions or appended pages of archived documents, but whose Keyword Values may not match the archived Keyword Values.

    Note:

    See the EDM Services documentation for more information on configuring Document Types to use revisions.

    The documents are matched to archived documents based only on the configured unique Keyword Values, rather than all Keyword Values as a normal DIP process requires. All Keyword Values on the two documents are merged and all the Keyword Values for both documents are displayed on each document and any additional imported pages or revisions.

    Note:

    When importing unique and non-unique Keyword Values from a Single Instance Keyword Type Group, the existing non-unique Keyword Values are only overridden when the incoming Keyword Values contain values. If incoming Keyword Values are blank, then the existing non-unique Keyword Values are retained.

    Respect Keyword Uniqueness Document Type Options for Implied Continuation

    Checks for matching Keyword Values based only on unique Keyword Types during Implied Continuation. Unique Keyword Types are configured as a UNQ Keyword Option from Document Type settings in the Configuration module. For more information on Keyword Options, see the System Administration documentation.

    Select this option when importing documents whose Keyword Values may not match the archived Keyword Values.

    All unique Keyword Values between both documents must match for Implied Continuation to occur. This includes all unique Keyword Values belonging to a Single Instance Keyword Type Group or a Multi-Instance Keyword Type Group.

    The following criteria must also be met for Implied Continuation to occur:

    • The document to be imported must be an Image File format

    • The Document Types must match

    • The Keyword Types must match

    • The >>Document Date Keyword Value must match, if applied to the document

    All Keyword Values on the two documents are merged and all the Keyword Values for both documents are displayed on each document.

    Note:

    Documents being imported are flagged as a possible revision of the existing document if all of the Keyword Values on the document being imported exist on another document that is already stored in OnBase(even if the existing document has one or more Keyword Values that do not appear on the document being imported). If you want to import a document that has the same Keyword Values as an existing document and save the imported document as a new document, you must import the document manually.

    Note:

    When importing revisions, you also need to configure your Document Type to use the Default Keyword Type >>Revision. For more information, see Default Keyword Types Used in DIP Processes.

  14. When finished configuring the Process Settings, click Save to exit the dialog box.
    Depending on the Field Type selected in step 6, continue to Tagged DIP Field Order Configuration or Ordered DIP Field Order Configuration.