19
A
rchiving and searching
D
irect
import
interface using a text
file or
XML
file
Note
The BvLArchivio® FTP input directory is automatically closed (
FTPupload service is ended
) as soon as it containsmore than
4,000 files. If the number of files left to process falls to under 400 then the central FTP input directory is automatically opened
again (
FTPupload service is active
). Every delivery process will automatically receive a time-stamped file.
BvLArchivio® offers a simple direct import function for other applications / software manufacturers and users.
Copy the file that you want to archive to the BvLArchivio® FTP directory:
ftp://000.000.000.000
.
Afterwards (important!), copy the
TXT file or XML file
of the same name to this FTP directory.
The control characters and control commands must be contained in the TXT file or XML file.
It is important that the TXT file or XML file (metafile) is copied over to the BvLArchivio® FTP directory last.
The files are then copied over to the BvLArchivio® server via FTP upload. Do not copy over any folders, these
will not be processed! Special characters are not permitted in file names.
The relevant department and the search terms according to which the archived file can be retrieved in the future are pro-
vided in your TXT or XML file of the same name. The control characters and search terms in the TXT or XML file of the same
name must always be separated by blank spaces. The TXT file must be saved in ANSI Code.
The following example line could appear in the TXT or XML file of the same name:
%START%%A% INVOICE 4711 TONI %ENDE%
All search terms must always be separated by a blank space. The archived file remains in its original format. Therefore,
you can retrieve this file in future and work on it in its original format at your workstation. Archiving the file again will not
overwrite the file saved in the archive, but will save the amended file as a new file. Therefore, you will then have two files
saved in the archive in this case.
Special commands for PDF files
When you upload a PDF file, you can issue the following instructions in the text or XML file:
%JA-1%
The PDF file is sent for OCR recognition and barcode recognition, all terms and numbers on the first page of the document
are saved as search terns in addition to those search terms delivered in the text file.
%JA-A%
The PDF file is sent for OCR recognition and barcode recognition, all terms and numbers on all pages of the document are
saved as search terns in addition to those search terms delivered in the text file.
%JA-O%
(only in combination with %JA-1% or %JA-A%)
This command means that the PDF file you delivered is saved in its original format in BvLArchivio® and not in the PDF/A
format produced by BvLArchivio® (recommended for signatures, certificates, forms, etc.). If this command is missing then
the PDF/A file produced by BvLArchivio® will be automatically saved in the archive. If the PDF file is protected by a pass-
word then this password must be entered in the text or XML file so that the text recognition function can open the PDF
file. The password (e.g., A1b2) must be entered as follows:
%passwort%A1b2%/passwort%
The following example lines could appear in the TXT or XML file of the same name:
%START%%A%%JA-1%%JA-O%%passwort%12345%/passwort% INVOICE 4711 TONI %ENDE%
or
%START%%A%%JA-1% INVOICE 4711 TONI %ENDE%
Directly uploading files
Example of a file to be uploaded and its associated text file (or XML file):
PICTURE123.JPG
The image is saved in BvLArchivio® in its original format.
PICTURE123.TXT
The text file contains the archiving instructions (control commands and search terms).
Example of a file to be uploaded and its associated XML file (or text file):
LETTER.DOC
The Word document is saved in BvLArchivio® in its original format.
LETTER.XLS
The Excel document is saved in BvLArchivio® in its original format.
LETTER.PDF
The PDF file is saved in BvLArchivio® in its original format.
If the commands %JA-1% or %JA-A% are contained in LETTER.TXT, the file is
saved in PDF/A format – as long as %JA-O% is not also contained in LETTER.TXT
LETTER.XML
The XML file contains the archiving instructions
(control commands and search terms).
