Tutorials

28 minute read Last updated on July 21, 2021

Bates Stamping at the MFP Panel

This tutorial demonstrates how the Advanced Bates Stamping process has been expanded to allow for the creation/modification of new or existing Bates stamps directly from the MFP panel.

Background: A law firm needs to apply a unique identifier (client ID) to each page of their incoming documents. They are looking for an alpha-numeric stamping solution that will eliminate their current manual process. In addition, the format of the unique identifier may change based on the documents that are being scanned at the time and they would like the flexibility of creating a new Bates stamp, with advanced formatting features and content, while at the MFP panel.

Overview Of Tutorial: With Dispatcher Phoenix, you can create a Bates stamping workflow that can be run and modified directly from the MFP panel. All of the features and functionality found in Dispatcher Phoenix’s Advanced Bates Stamp node can now be accessed and used at the MFP panel. In this tutorial, you will do the following:

  1. Create a Dispatcher Phoenix workflow that receives documents from a bEST-enabled MFP, applies a Bates stamp, and distributes the processed files to a folder on your Desktop.

  2. Modify the existing Bates stamp from the MFP panel.

  3. Create a new Bates stamp from the MFP panel.

Before Starting: Before creating this workflow, do the following:

  1. Create an output folder on your Desktop called ‘out.’

  2. Register an MFP to be used in this workflow.

  3. Configure your bEST server settings.

Steps To Take: This tutorial involves the following steps:

  1. Open the Workflow Builder
  2. Configure the MFP Panel Node
  3. Configure the Output Folder Node
  4. Configure the Advanced Bates Stamp Node
  5. Connect the Nodes
  6. Validate the Workflow
  7. Run the Workflow
  8. Access the Workflow at the MFP
  9. Access the Bates Stamp at the MFP
  10. Customize the ClientID Stamp
  11. Add Another Stamp to the node
  12. Run your Workflow

1. Create a Workflow

Your first step is to create a workflow by selecting the New Workflow icon on the main application screen’s toolbar. This will open up the Workflow Builder. In the Canvas Properties palette on the right-hand side of the window, enter an appropriate name for the project in the Project Name field (e.g., “Bates Stamping At Panel.”)

2. Configure the MFP Panel Node

Next, you will need to define a MFP Panel node for the MFP that you will be using for scanning. Drag-and-drop a MFP Panel Node onto the Workflow Builder canvas.

Once you double-click on the icon to open up its node properties window, do the following:

  1. Enter an appropriate name for the MFP Panel node in the Node Name field.

  2. Make sure that the Enabled box is checked.

  3. Drag the appropriate printer icon from the Available Registered MFP area to the Selected MFPs area.

  4. Select the Save button when you are done.

The MFP Panel Node properties window should resemble the following illustration:

bEST Node example

3. Configure an Output Folder

Next, you should define an Output folder to store the files after processing. Drag-and-drop an Output Folder onto the Workflow Builder canvas.

Once you double-click on the icon to open up its node properties window, do the following:

  1. Enter an appropriate name for the Output Folder in the Node Name field.

  2. Make sure that the Enabled box is checked.

  3. Select the Append a Unique ID radio button under the If the file already exists… area. This will ensure that all versions of files will be kept.

  4. Click on the ellipsis button (Browse button) next to the Choose an output directory field to specify a location for the original files. In the Browse for Folder window that appears next, select the folder entitled ‘out’ that you created earlier.

  5. Select the Save button when you are done.

The Output Folder Node properties window should resemble the following illustration:

Output Folder example

4. Configure Advanced Bates Stamp Node

Next, you should define an Advanced Bates Stamping process to stamp the incoming files. Drag-and-drop an Advanced Bates Stamp node onto the Workflow Builder canvas.

Once you double-click on the icon to open up its node properties window, do the following:

  1. Enter an appropriate name for the Bates Stamp in the Node Name field.

  2. Make sure that the Enabled box is checked.

  3. Select the Add New button to create a new stamp.

  4. Use the Add New palette that appears to do the following:

    • Enter ClientID in the Stamp Name field

    • Specify the top middle position using the Default anchor position radio buttons.

    • Choose a layout orientation of Horizontal.

    • Click on the Save button when you are done.

    At this point, the “ClientID” stamp appears in the Edit Stamps preview area as an empty bounding box.

  5. Specify that you would like the stamps to be placed on the first page of every document by selecting First Page from the Stamp drop-down list.

  6. In the Design Components area of the Advanced Bates Stamp node, drag-and-drop a Numeric Counter, and an Alphabetic Counter component to the Build Component area.

  7. Double-click on the Numeric Counter icon to customize the counter.

    • Enter 20 as the Start Value using the Start Value input field.

    • Increment the stamp by 10 using the Increment By empty input field.

    • Choose spaces from the Leading Character drop-down list.

    Numeric Counter example

  8. Double-click on the Alphabetic Counter icon to customize the counter.

    • Enter AA as the Start Value using the Start Value input field.

    • Increment the stamp by 10 using the Increment By empty input field.

    Alphabetic Counter example

  9. Define a dash separator between the numeric and alphabetic counters by dragging a Separator component and dropping it in between the two counters. Double-click on the Separator and choose a dash from the drop-down list that appears, as in the following illustration:

    Separator example

  10. To edit the Bates stamp on the MFP panel, check the Enable Editing on MFP panel box.

  11. Select the Save button when you are done.

5. Connect the Nodes

Next, connect all of the nodes in the workflow.

Use a connector to connect the MFP Panel Node to the Advanced Bates Stamp Node and the Advanced Bates Stamp Node to the Output Folder node.

At this point, your workflow may resemble the following illustration:

Workflow Example

6. Validate the Workflow

To validate the workflow, select the Validate button on the tool bar.

If there are no errors, a message will appear, indicating that the workflow passed validation.

7. Run the Workflow

Next, close the Workflow Builder (File > Exit) to return to the main application screen, and then run the workflow.

8. Access the Workflow at the MFP Panel

At the MFP you have configured to run this workflow, access your MFP Panel workflow.

Note: You may have to log in to access your workflows (depending on the MFP user authentication options set in Dispatcher Phoenix).

  • If you have multiple workflows configured to run on the MFP, a list of available workflows appears along with thumbnail images of each workflow. Tap on the Bates Stamping At MFP Panel icon to access your workflow. The Workflow Details screen appears.

  • If you have only one workflow defined for the MFP, the Workflow Details screen will appear immediately once you have logged in.

9. Access the Advanced Bates Stamp Node

At the MFP, the Workflow Details screen displays an image of the workflow and the specified scan settings, and also indicates the nodes in the workflow that can be customized. In this workflow, the only node that can be customized is the Advanced Bates Stamp node.

Workflow Details Example

Tap on the Advanced Bates Stamp icon to modify this node. The Node Configuration screen appears.

10. Customize the ClientID Stamp

The Node Configuration screen displays the Bates stamps that have been defined for the node. In this workflow, only one Bates stamp was defined (“ClientID”) so it is the only stamp listed. On the right hand side, the Preview area displays the stamp location on the page. See the following illustration:

Customize Bates Stamps

Do the following:

  1. Tap on the ClientID button to modify this stamp. The components that you defined earlier for this stamp appear along with their current configurations listed, as in the following illustration:

    Customize Bates Stamps

  2. To edit the numeric counter, tap on the Action button in the Numeric Counter’s row, and then tap on the View/Edit icon, as in the following illustration:

    Customize Bates Stamps

  3. The numeric component can now be edited, as in the following illustration:

    Customize Bates Stamps

    For the purposes of this tutorial, change the Start Value from 20 to 10; then tap on the check mark button to save your changes and exit the screen.

  4. Tap on the Save button on the Node Configuration screen. A confirmation message appears, as in the following illustration:

    Save Confirmation

11. Add Another Stamp To The Node

While still at the MFP panel, you can add another stamp to the Advanced Bates Stamp node. For the purposes of this tutorial, add a page number on each page of the scanned documents.

Do the following:

  1. Tap on the + button on the Node Configuration screen. The New Bates Stamp screen appears.

  2. On the New Bates Stamp screen, do the following:

    • Enter page number in the Stamp Name field.

    • Tap on the middle bottom position in the Anchor Position area to position the stamp at the bottom of the page.

    • Tap on the checkmark button to save your changes.

    See the following illustration:

    New Bates Stamp at MFP

  3. The View/Edit Component screen will appear for the new ‘page number’ component. Begin by adding a page number component by doing the following:

    • Tap on the + button to add a new component. The New Naming Component screen appears.

    • On the New Naming Component screen, tap on the Page Number button. The Add a New Page Number Naming Component screen appears.

    • Tap on the checkmark button on the New Page Number Naming Component screen. The screen closes and you return to the View/Edit Component screen with the new ‘page number’ component added.

  4. Next, add ‘Page’ as static text by doing the following:

    • Tap on the + button to add a new component. The New Naming Component screen appears.

    • On the New Naming Component screen, tap on the Text button. The Add a New Text Naming Component screen appears. Type ‘Page’ in the Value field, as in the following illustration:

    New Naming Component

    • Tap on the checkmark button on the New Page Number Naming Component screen. The screen closes and you return to the View/Edit Component screen with the new ‘page number’ component added.

    New Naming Component

  5. To move the Text component before the Page Number component, tap on Text’s Action icon; then tap on the Move Up One icon, as in the following illustration:

    New Naming Component

  6. Tap on the Save button. The Node Configuration screen reflects your changes, as in the following illustration:

    Node Configuration at MFP

12. Run Your Workflow

Now you can run your workflow with your modified Bates stamp node. Note that your Bates stamping changes will be reflected immediately in Dispatcher Phoenix.

Parsing Tutorial

This tutorial demonstrates the powerful application of parsing nodes in Dispatcher Phoenix workflows.

Overview: Legacy Insurance Company prints statement documents from their mainframe computer system. The mainframe produces Postscript files containing all the customer statements. Legacy Insurance Company wants to print the customer statements on white paper and insert a blank blue paper page between each customer statement. The original Postscript files need to be saved in a separate folder. The processed Postscript files are to go to an output folder. Each customer statement has a remittance stub as the last page of the statement, which can be identified by the title text of ‘Return Stub’ on the page.

Overview Of Workflow: You will be creating a Dispatcher Phoenix workflow to do the following:

  1. Monitor an input folder for Postscript documents.

  2. Route non-Postscript files to an error folder.

  3. Insert Postscript commands in the files to set the media type for each page to white paper and insert a blank page of blue paper after the remittance stub page.

  4. Route a copy of the original Postscript file into a folder titled ‘Originals.’

  5. Route processed files to the Output folder.

Necessary Desktop Folders: Before you begin creating this workflow, you need to create the following folders on your desktop:

  • An input folder, entitled ‘Input’

  • An output folder, entitled ‘Originals’

  • An output folder, entitled ‘Output’

  • An output folder, entitled ‘Error.’

Steps To Take In Creating Workflow: To create this workflow, you need to do the following:

  1. Open the Workflow Builder
  2. Configure an Input Folder node
  3. Configure an Output Folder node to store the original Postscript files.
  4. Search for the beginning of the page and insert Postscript commands to set the media type for all pages to be white.
  5. Search for the remittance page and insert Postscript commands to set the media type as blue.
  6. Search for all files containing the text string of “Return Stub”.
  7. Using the results of the previous search, insert a blank blue page at the end of every statement.
  8. Create an Output folder.
  9. Create an Output folder for errors.
  10. Create connectors to and from nodes.
  11. Validate the workflow.

1. Create a Workflow

Your first step is to create a workflow by selecting the New Workflow icon on the toolbar. This will open up the Workflow Builder. In the Canvas Properties palette on the right-hand side of the window, enter a name for the project in the Project Name field, as in the following illustration:

Create Workflow

2. Configure the Input Folder

  1. First, you need to define an Input Folder that will collect the files to be processed. Drag an Input Folder to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

    • Enable the Delete on Retrieve option in the Collection Options area remove the files from the folder after processing.

    • Enter *.ps in the File Filter field so that only Postscript files are collected.

    • Click on the ellipsis button (Browse button) next to the Choose an input directory field to specify a location for the input folder. In the Browse for Folder window that appears next, select the input folder that you created earlier.

  2. Select the Save button on the Input Folder Node properties window when you are done.

3. Configure an Output Folder to Store Original Files

Next, you should define an Output folder to store the original, unmodified Postscript files. Drag an Output Folder to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  • Select the Append a Unique ID radio button under the If the file already exists… area. This will ensure that all versions of processed files will be kept.

  • Click on the ellipsis button (Output Folder) next to the Choose an output directory field to specify a location for the original files. In the Browse for Folder window that appears next, select the folder entitled ‘originals’ that you created earlier.

  • Select the Save button on the Output Folder Node properties window when you are done.

4. Search for Beginning Of Page/Make All Pages White

The Postscript files must be set up to print on white paper before specifying any other settings. By using the Parse and Insert process node, you can insert Postscript commands at the beginning of each page; these commands will set the weight and color of the media.

  1. Drag a Parse and Insert node to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  2. Enter a name for the process node, such as Search for BeginPageSetup in the Node Name field.

  3. Enter a description for the process node, such as Makes all pages plain/white paper in the Description field.

  4. Make sure the Enabled box is checked.

  5. Uncheck the Match case box under Search options to ensure that the search criteria is not case sensitive.

  6. In the Search For area, enter %%BeginPageSetup; then specify Beginning to End in the Search From and To fields.

  7. Enter the following text in the Insert with area; then specify Beginning of All Occurrences in the Insert at fields.

    featurebegin{ %%BeginFeature: *KMMediaWeight NoSetting << /KMMediaWeight (NoSet) >> /KMOptions /ProcSet findresource /setKMoptions get exec %%EndFeature }featurecleanup featurebegin{ %%BeginFeature: *KMMediaColor NoSetting << /KMMediaColor (NoSet) >> /KMOptions /ProcSet findresource /setKMoptions get exec %EndFeature }featurecleanup featurebegin{ %%BeginFeature: *MediaType NoSetting << /KMMediaType (NoSet) >> /KMOptions /ProcSet findresource /setKMoptions get exec %%EndFeature }featurecleanup

    Note: A blank line at the end of the block must be included.

  8. Select the Save button when you are done.

    The Parse and Insert properties window should resemble the following illustration:

    Parse and Insert

5. Search for Return Stub/Insert Make Paper Type Blue Commands

Next, Postscript commands should be inserted after the remittance pages (identified by the text string of Return Stub) specifying that the paper type should be switched to blue. By using the Parse and Insert process node, you can insert Postscript commands after each occurrence of the specified search criteria; these commands will set the color of the media.

  1. Drag a Parse and Insert node to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  2. Enter a name for the process node, such as Search for Return Stub, in the Node Name field.

  3. Enter a description for the process node, such as Makes paper type=blue, in the Description field.

  4. Make sure the Enabled box is checked.

  5. Uncheck the Match case box under Search options to ensure that the search criteria is not case sensitive.

  6. In the Search For area, enter (Return Stub); then specify Beginning to End in the Search From and To fields.

  7. Enter the following text in the Insert with area; then specify Beginning of All Occurrences in the Insert at fields.

    featurebegin{

    %%BeginFeature: *KMMediaWeight Thick

    << /KMMediaWeight (Thick) >> /KMOptions /ProcSet findresource /setKMoptions get exec

    %%EndFeature

    }featurecleanup

    featurebegin{

    %%BeginFeature: *KMMediaColor Blue

    << /KMMediaColor (Blue) >> /KMOptions /ProcSet findresource /setKMoptions get exec

    %%EndFeature

    }featurecleanup

    featurebegin{

    %%BeginFeature: *MediaType User1

    << /KMMediaType (CustomType) >> /KMOptions /ProcSet findresource /setKMoptions get exec

    %%EndFeature

    }featurecleanup

    Note: A blank line at the end of the block must be included.

  8. Select the Save button when you are done.

The Parse and Insert properties window should resemble the following illustration:

Parse and Insert

6. Search for Return Stub

Next, you will search for all files that contain the Return Stub text string in them, using the Parse and Distribute node. This process creates tags within a file that mark the locations of where a keyword or text string is located within the file. This will allow subsequent Parse nodes to work on only the previously searched for text. In other words, the search results of this Parse and Distribute node will be used as the starting point for any subsequent Parse nodes that are configured to search from “all previous occurrences.”

  1. Drag a Parse and Distribute node to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  2. Enter a name for the process node, such as Search for Return Stub Again, in the Node Name field.

  3. Enter a description for the process node, such as For an all previous occurrences search, in the Description field.

  4. Make sure the Enabled box is checked.

  5. Uncheck the Match case box under Search options to ensure that the search criteria is not case sensitive.

  6. In the Search For area, enter (Return Stub); then specify Beginning to End in the Search From and To fields.

  7. Select the Save button when you are done.

The Parse and Distribute properties window should resemble the following illustration:

Parse and Distribute

7. Search for Page After Return Stub/Insert Blank Blue Page

A blank blue page must be inserted at the end of every statement (in this case, the end of the statement is the “Return Stub” page). To accomplish this, a Parse and Replace node can be used to search for the page after “Return Stub” and replace the media setting commands with commands that set printing to blue paper.

  1. Drag a Parse and Replace node to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  2. Enter a name for the process node, such as Search for page after Return Stub, in the Node Name field.

  3. Enter a description for the process node, such as This will insert blank blue paper page, in the Description field.

  4. Make sure the Enabled box is checked.

  5. Check the Match case box under Search options to ensure that the search criteria is case sensitive.

  6. In the Search For area, enter the following; then specify All Previous Occurrences to First Occurrence:

    (featurebegin{\R.*Media.*NoSetting\R.*KMOption.*\R([^}].*\R)*}featurecleanup\R){3}

  7. In the Replace area, enter the following Postscript commands; then specify All Occurrences in the Replace field:

    featurebegin{

    %%BeginFeature: *KMMediaWeight Thick

    << /KMMediaWeight (Thick) >> /KMOptions /ProcSet findresource /setKMoptions get exec

    %%EndFeature

    }featurecleanup

    featurebegin{

    %%BeginFeature: *KMMediaColor Blue

    << /KMMediaColor (Blue) >> /KMOptions /ProcSet findresource /setKMoptions get exec

    %%EndFeature

    }featurecleanup

    featurebegin{

    %%BeginFeature: *MediaType User1

    << /KMMediaType (CustomType) >> /KMOptions /ProcSet findresource /setKMoptions get exec

    %%EndFeature

    }featurecleanup

    Note: A blank line at the end of the block must be included.

  8. Select the Save button when you are done.

8. Create Distribution Folder

Now that your processes have been set up, you need to specify a folder that will store your newly modified Postscript files. Drag an Output Folder to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  1. Enter a name for the Output folder, such as Output Folder, in the Node Name field.

  2. Select the Append a Unique ID radio button under the If the file already exists… area. This will ensure that all versions of processed files will be kept.

  3. Click on the ellipsis button (Output Folder) next to the Choose an output directory field to specify a location. In the Browse for Folder window that appears next, select the folder entitled ‘output’ that you created earlier.

  4. Select the Save button on the Output Folder Node properties window when you are done.

9. Create Output Folder for Errors

To handle any errors that occur during processing, you can create an Output folder to store all errors in the workflow. Drag an Output Folder to the Workflow Builder canvas. Once you double-click on the icon to open up its node properties window, do the following:

  1. Enter a name for the Output folder, such as Error Folder, in the Node Name field.

  2. Select the Append a Unique ID radio button under the If the file already exists… area. This will ensure that all versions of processed files will be kept.

  3. Click on the ellipsis button (Output Folder) next to the Choose an output directory field to specify a location. In the Browse for Folder window that appears next, select the folder entitled ‘error that you created earlier.

  4. Select the Save button on the Output Folder Node properties window when you are done.

The Output Folder Node properties window should resemble the following illustration:

Output Folder

10. Connect the Nodes

Now you must connect all of the nodes in the workflow. First, create the positive connections between the node, and then the negative.

Create positive connections. Click the Connector tool from the Connectors palette and do the following:

  • Connect the Input Folder to the Originals Output Folder.

  • Connect the Input Folder to the Search for BeginPageSetup node.

  • Connect the SearchForBeginPageSetup node to the Search for Return Stub node.

  • Connect the Search for Return Stub node to the Search For Return Stub Again node.

  • Connect the Search for Return Stub Again node to the Search for Page After Return stub node.

  • Connect the Search for Page After Return stub node to the Output Folder node.

Note: These connections will be positive (indicated by a ‘Y’ in a circle); by default, the first connection from a Parse node is a positive connector.

At this point, your workflow should resemble the following illustration:

Sample Workflow

Connect all parsing nodes to the Error Folder node. The connectors will have an ‘N’ in the circle, indicating that it is a negative connector. By default, the second connector from a parsing node will be negative. The workflow will resemble the following illustration:

Sample Workflow

11. Validate the Workflow

To validate the workflow, select the Validate button on the tool bar. If there are no errors, a message will appear, indicating that the workflow passed validation, as in the following illustration:

Validate

Folder Browsing at the MFP Panel

This tutorial demonstrates how to set up an index form so that the user can enter a name for the scanned document and choose a folder for the scan destination - all from the MFP’s control panel.

Overview: The law firm of AB & C needs to speed up their routing and identification of scanned documents. Specifically, they would like users to be able to browse through their PC’s folder structure to pick a scan location right at the MFP panel as well as rename the scanned document using a name entered at the MFP at point of scanning.

Overview Of Tutorial: With Dispatcher Phoenix, you can create an Index form to be displayed on the MFP panel that will display a list of folders for the user to choose from for their scanning destination, as well as an entry field in which to enter the document name. In this tutorial, you will do the following:

  1. Create a Dispatcher Phoenix workflow to run on a bEST-enabled MFP.

  2. Add an Output Folder to receive the scanned documents. The Output Folder’s location will be determined by what was selected on the MFP panel.

  3. Create an index form with a “Browse” button that allows user to view their PC’s folder structure and choose a scan destination. The index form will also include a text entry field that allows users to enter a unique name for their scanned document.

  4. Add a Rename node to the workflow that uses the document name entered at the MFP for its rename operation.

Before Starting: Before creating this workflow, do the following:

  • Create folders on your Desktop called ‘ClientX,’ ‘ClientY,’ and ‘ClientZ.’

  • Register an MFP to be used in this workflow.

  • Configure your bEST server settings.

Steps To Take: This tutorial involves the following steps:

  1. Create a workflow
  2. Create/customize the MFP Panel node
  3. Add an Output Folder node to the workflow
  4. Create an index form
  5. Add a text field to the index form
  6. Add Output Folder workflow index field to form
  7. Create a Rename node
  8. Connect the nodes
  9. Validate the workflow
  10. Run the workflow
  11. Access the workflow at the MFP
  12. Access the index form at the MFP

1. Create a Workflow

Your first step is to create a workflow by selecting the New Workflow icon on the main application screen’s toolbar. This will open up the Workflow Builder. In the Canvas Properties palette on the right-hand side of the window, enter an appropriate name for the project in the Project Name field (e.g., “Send To Folder”).

2. Create/Customize the MFP Panel Node

Next, define a MFP Panel node for the MFP that you will be using for scanning. Drag-and-drop a MFP Panel Node onto the Workflow Builder canvas.

Once you double-click on the icon to open up its node properties window, do the following:

  1. Enter an appropriate name for the MFP Panel node in the Node Name field.

  2. Make sure that the Enabled box is checked.

  3. Drag the appropriate printer icon from the Available Registered MFP area to the Selected MFPs area.

  4. Select the Save button when you are done.

    The MFP Panel Node properties window should resemble the following illustration:

    bEST Node

3. Create an Output Folder Node

Next, define an Output Folder to store the scanned documents. Drag-and-drop an Output Folder Node onto the Workflow Builder canvas.

4. Create an Index Form

Next, create an index form for display on the device panel. To start, do the following:

  1. Open the MFP Panel node again; then check the Attach Index Form box and click on the + button.

  2. On the Create new index form pop-up window, select the Blank Index Form button.

    A blank Index Form window will now appear. The Index Form contains a variety of fields, represented as buttons, that can be dragged-and-dropped into place and customized to suit your purposes. With an index form associated with a MFP Panel node, the form will be available for access on the device panel every time the user runs this workflow. For the purposes of this tutorial, you will only need to create the following two fields:

    • A text entry field that allows you to enter a name for the document to be scanned.

    • An Output Folder field associated with the Output Folder node in the workflow. This field allows the user to choose an output folder to which the scanned documents will be sent.

  3. The first thing you should do once a blank index form has been created is provide a name for the form. Select the New Index Form label on the index form’s work area. You should see a Page Break Properties field on the left-hand side of the window; type an appropriate name for your index form in the Page title field (e.g., Scan to Folder).

5. Add Text Field to Index Form

  1. On the Index Form Builder, select the Add field tab at the bottom of the window; then drag-and-drop a Text button to the index form’s work area. You will see an empty text field with the text “Label goes here” above it.

  2. Select the empty text field; the Text properties should appear on the left-hand side of the window. Customize these properties accordingly:

    • In the Variable name field, enter ‘docname.’ This variable name will be referenced later in the workflow’s Rename node.

    • In the Friendly name field, enter ‘Document Name.’ This text will be visible above the text field on the MFP panel.

    • Under Options, check the Required box. The document will not be able to be scanned unless this information is entered.

    See the following illustration:

    Index Form

6. Add Output Folder Workflow Index Field to Form

Next, you can use the Output Folder workflow index field to set up folder browsing from the index form. Do the following:

  1. On the Index Form Builder, select the Add field tab at the bottom of the window; then drag-and-drop the Output Folder button to the index form’s work area. You will see the following empty field on the index form’s work area:

    Index Form

  2. Select the empty Output Folder workflow field; its properties should appear on the left-hand side of the window. With the Output Folder workflow field, setting up folder browsing is easy since the necessary field properties and actions are automatically set by default, as in the following illustration:

    Index Form

    For the purposes of this tutorial, keep the default values.

  3. Customize the Output Folder Browser data source for the action button by clicking on the Edit button. The Folder Browser Configuration window will appear.

    Index Form

  4. Configure the folder browsing. On the Folder Browser Configuration window, you can choose the root folder and default folder that will appear on the index form at the MFP panel. For the purposes of this tutorial, choose your Desktop as the root folder and Client X as your default folder; select the Save button when you are done to keep your changes and close the Folder Browser Configuration window.

  5. Save the index form by clicking on the Save icon on the menu bar.

    At this point, your index form should resemble the following illustration:

    Index Form

  6. Select the Save button when you are done to return to the MFP Panel node.

  7. Save the MFP Panel node properties window to close it.

7. Create Rename Node

Next, you should define a Rename node that uses the name that was entered on the MFP panel as the file’s new name. Do the following:

  1. Drag-and-drop a Rename node to the Workflow Builder’s work area; double-click on the node icon to open up its properties window.

  2. Delete the default Counter and File Name components by clicking on the X in their respective rows.

  3. Drag a Metadata File Naming Component to the right-hand side of the window; double-click on the row and the Select Metadata Key button will appear.

  4. Click on the Select Metadata Key button to open up the Metadata Browser. The Metadata Browser window will display all metadata (file, system, etc.) that is available in the workflow. Because you have created an index form to be associated with this workflow, the following metadata from the index form will be displayed in the Metadata Browser:

    • docname, which is the text field’s variable name.

    • FolderPath which is the Output Folder workflow field’s variable name.

    See the following illustration:

    Metadata Browser

    For the purposes of this tutorial, you are interested in the {form:docname} variable, which will pull the value that has been entered in the ‘docname’ field on the MFP panel.

  5. Click on {form:docname} underneath Index Form; then click on the Select button. The Metadata Browser window will close and {form:docname} will appear on the Rename node properties window.

  6. Drag a File Extension File Naming Component to the right-side of the Rename window.

    See the following illustration:

    Index Form

  7. Select the Save button when you are done.

8. Connect the Nodes

Now you must connect all of the nodes in the workflow. Use a connector to connect the MFP Panel Node to the Rename Node and the Rename Node to the Output Folder node.

At this point, your workflow may resemble the following illustration:

Workflow

9. Validate the Workflow

To validate the workflow, select the Validate button on the tool bar.

If there are no errors, a message will appear, indicating that the workflow passed validation.

10. Run the Workflow

Now, you should close the Workflow Builder (File > Exit) to return to the main application screen; then run the workflow.

11. Access the Workflow at the MFP Panel

At the MFP that you have configured to run this workflow, access your MFP Panel workflow.

Note: You may have to log in to access your workflows (depending on the MFP user authentication options set in Dispatcher Phoenix).

  • If you have multiple workflows configured to run on the MFP, you will see a list of available workflows along with thumbnail images of each workflow. Tap on the ‘Send to Folder’ icon to access your workflow. The Workflow Details screen will then appear.

  • If you only have one workflow defined for the MFP, the Workflow Details screen will immediately appear once you have logged in.

12. Access the Index Form

At the MFP, the Workflow Details screen displays an image of the workflow, specified scan settings, as well as an icon for the Index Form. Click on the Index Form and enter a document name and choose a folder to which the document should be scanned, as in the following illustration:

Workflow Details

Tap the Save button when you are done; then start your scan job.