Overview of Batch Indexing

4 minute read Last updated on February 02, 2022

Dispatcher Phoenix Web’s Batch Indexing app allows users to index their documents before storing them in a document management system for search and retrieval purposes later. Dispatcher Phoenix supports manual indexing using shortcut keys. In addition, index fields can also be pre-populated with data via OCR extraction and database lookups.

Batch Indexing is available as an optional add-in or part of the Batch Indexing Package and is user-license based.

To start using the Batch Indexing app, make sure that you have created a Dispatcher Phoenix workflow that includes a Batch Indexing node in it.

Batch Indexing Process Node

The Batch Indexing node is the Dispatcher Phoenix process node that is used to send documents to DP Web’s Batch Indexing app.

To configure the Batch Indexing process node, do the following:

  1. Drag-drop a Batch Indexing process node onto the Workflow Builder Tool’s work area. The Batch Indexing icon resembles the following illustration:

  2. Double-click on the Batch Indexing icon to open up its node properties window. The Batch Indexing Node properties window appears, as in the following illustration:

  3. The Batch Indexing node includes standard Dispatcher Phoenix fields that you can customize, as follows:

  • Make sure the Enabled box is checked so that the process will run.

  • In the Node Name field, enter a meaningful name for the Batch Indexing node.

  • In the Description field, enter a description for the Batch Indexing node. This is not required, but can be helpful with multiple process nodes. If the description is long, you can hover the mouse over the field to read its entire contents.

  • When you are done, select the Save button to keep your Batch Indexing settings. You can also select the Help button to access help and select the Cancel button to exit the window without saving any changes.

Configuring Users/Group Permissions

You can grant Batch Indexing Queue access to specific Active Directory users or groups. Click on the + sign to access the Active Directory “Select Users” or “Select Groups” dialog.

Note: By default, all users can access batches in the Batch Indexing Queue.

Shared Folder Path

By default, documents for indexing are temporarily stored in the C:\ProgramData\Konica Minolta\conopsd\var\state\queue directory. You can choose to modify this default location by clicking on the ellipsis button.

Note: This must be a folder that can be accessed by all users (a shared folder or common folder path).

Document Settings

When setting up your workflow for Batch Indexing, you can also specify settings for the documents in the batch. The following options are available:

  • Batch Name - By default, the Batch Indexing page will display the batch name that was specified when the batch was originally set up in the Workstation using the following Workstation metadata: ({workstation:batch.name}). However, you can enter other metadata in this field to override the batch name that was configured in the Workstation. For example, if you want the batch name to be what was selected or entered at the Index Form on the MFP, you could enter Index Form metadata in this field. To access a list of metadata that can be added to the batch name, click on the Metadata Browser button next to the Batch Name field.

  • Disable downloading documents from Dispatcher Phoenix Web - Dispatcher Phoenix Web’s Batch Indexing app includes a Download Document button on its tool bar. To disable this option from being displayed for your workflow, check this box.

  • Automatically delete un-processed documents - Dispatcher Phoenix can automatically remove any documents that have not been indexed from the Batch Indexing queue after a user-specified period of time.

Index Form

The Batch Indexing process node must have an index form associated with it. This index form appears when the workflow is selected in DP Web’s Batch Indexing app.

Do the following:

  1. Check the Attach Index Form box.
  2. Click on the + button to open the Index Form Builder.
  3. On the Create new index form window, select the Blank Index Form button.
  4. Using the Index Form Builder, drag-drop the index fields that you want displayed in the Batch Indexing app.
  5. Save the Index Form Builder when you are done.

Restore Defaults

The Batch Indexing process node includes a Restore Defaults button that allows you to revert the settings back to the node’s original settings, if necessary.

Configuring a Batch Indexing Workflow

The Batch Indexing node can be connected to the rest of the workflow via Yes and No transitions. When indexing documents via the DP Web Batch Indexing app:

  • Selecting the RELEASE or RELEASE ALL button routes indexed documents via the Yes transition.
  • Selecting the REJECT button routes documents via the No transition.

The following image illustrates what a Batch Indexing workflow created in Dispatcher Phoenix could look like:

This workflow is set up to receive files submitted from the Dispatcher Phoenix Workstation and send them to the Batch Indexing queue. Once indexing is complete, documents in the batch along with XML files that include the index information entered for each document are sent to the “Accepted” folder. Documents that have been rejected during DP Web Batch Indexing are stored in the “Rejected” folder.