Information Systems:Kofax Capture

Overview

Kofax Capture is part of uniPHARM's "Gauss" Document Management System. Specifically, it is the scanning workflow component, used for:

• Scanning documents in batches to their appropriate folders
• Entering metadata for documents
• Running validation on the inputted metadata
• Exporting the documents

Concepts

Server-client configuration

Though Kofax works in a server-client configuration, with the scanning stations uploading to a scan server (which then uploads the images to IBM i), virtually all software components are installed on the server and clients, with maybe the only exception being the SQL Server that software requires for its internal use, which only sits on the server.

Batch scanning in Kofax

A single physical piece of paper i.e. waybill is scanned in as a form in Kofax. It will be scanned into a document, which is a collection of grouped pages (i.e. the PO, waybill and bill of lading for an inbound shipment in Receiving). The document has metadata fields which is shared amongst - and therefore must be entered for all - the pages in the document. There are then multiple documents in a batch.

Administration

Installation

SCANSERVER is the scanning server and as such, hosts the CaptureSV Windows share which the clients communicate with: images are scanned there, the configuration files sit there, and the installer files for new client installations reside there as well.

Licensing

Kofax licensing relies on a USB dongle which is plugged into a machine that acts as the license server. This can be any machine that runs the Kofax license utility (part of the installation). These things should be noted with regards to the licensing server:

• Port 2424 must be allowed through the Windows firewall
• The license server functionality must be enabled, and both checking and effecting a change to this setting must be done through the registry.
• The host to which the USB dongle is plugged must be set to act as the license server.