To configure data export settings, select Document Definition → Export Settings... in the Document Definition editor.
You can specify multiple export profiles within a Document Definition, which allows you to export your processing results to multiple file formats and to multiple destinations.
Basic export parameters and types of export
On the Export Destinations tab, you can see the list of configured export profiles and the following information about each profile:
- Name The name of the export profile.
- Type The type of export. The following export types are available:
- Custom export (uses a script)
- Export to data files (by default, each Document Definition includes an export profile that exports data to an Excel table)
- Export to image files
- Export to a database
- Export to SharePoint
- Critical If this option is selected, the export profile must be executed. Otherwise, the export profile is deemed optional.
If an export failure occurs for a Critical export profile, the error will be recorded in the event log and the corresponding export task will have the Failed status. If an export failure occurs for a non-Critical export profile, a warning will be recorded for the export profile and the corresponding export task will have the Succeeded status.
Note: Export may fail for a number of reasons. For example, a file or database may be inaccessible.
- Enabled If this option is selected, the program will use this profile to export data. Otherwise, the profile is deemed disabled.
- Conditions The conditions that must apply for the program to export the captured data.
You can set up ABBYY FlexiCapture to export data if certain conditions are met. For example you can export only documents with rule errors, only documents without rule errors, or only documents where a particular field has a particular value. You can specify export conditions under Export if these conditions are true.
To set up export conditioned on rule errors, select one of the following three options from the Documents condition drop-down list:
- Documents contain errors Select this option to export only documents without rule errors or format errors.
- Documents contain no errors Select this option to export only documents with rule errors or format errors.
- Errors are irrelevant Select this option to export all documents, regardless of rule or format errors.
To set up export conditioned on the value of a particular field, enable the Field condition option and in the Export Conditions dialog box:
- Select a desired field
- From the drop-down list, select a condition that will trigger export
- Specify the possible field values (if any)
The following field value conditions may trigger off export:
- Belongs to set The data will be exported if the value of the field matches one of the values you specified.
- Does not belong to set The data will be exported if the value of the field does not match any of the values you specified.
- Is empty The data will be exported if the field is empty.
- Is not empty The data will be exported if the field is not empty.
To add a value to the set of possible values, type in the value and click Add. To delete a value from the set, select the value and click Delete. You can also add an empty value to the set of possible values. To add an empty value, click Add without typing any values. The empty value will appear as <Empty value> in the set of possible values. A value can be added only once.
Export conditions can only involve text fields (including fields with continued regions), barcodes, and table columns. Export conditions cannot involve checkmarks, checkmark groups, fields with multiple instances, images, or table cells.
Note: If an export condition involves a table column, the data will be exported if at least one cell in the column meets the condition.
You can use export conditions to specify a location where to store processed documents. For instance, you can put documents into different folders depending on the value of a particular field (say, Subsidiary). Or you can export documents with rule errors to a particular folder (say, Failed).
The set of fields to export is first generated based on the properties of the fields (i.e. based on whether the Export field value option is selected). Then, when you set up an export profile, you can remove any fields from the set of fields thus generated. Fields from the same set can be exported to different destinations. Select Export Settings and consecutively click Edit... → Options... → Setup Fields Mapping.... The Field Mapping dialog box will open, where you can specify desired destinations.
Redacting information when exporting documents
When exporting data to files in graphical formats (including PDF), you can redact fields containing sensitive information.
To redact fields:
- Enable the Redact sensitive data on images option in the export profile settings.
- Click the Select Fields to Redact... button.
- In the dialog box that opens, select a field you want to redact in the All fields section and click the button to move it into the Redacted fields section. The button moves all fields to the Redacted fields section.
Note: If you are using a document set where one document is included in multiple sub-documents, the fields of this document will only be displayed once in the Select Fields to Redact dialog box. The sub-documents will have the icon to indicate that they contain fields that are not displayed because they are from another document.
You can set up ABBYY FlexiCapture to export documents automatically. In the properties dialog box of your Document Definition, click the Export Settings and select Enable auto export. Now processed documents will be exported automatically, without the need for an Operator to click any export-initializing buttons.
Automatic export is only possible if your Document Definition explicitly states the number of pages in documents. This means that automatic export will not work if certain pages may occur multiple times or if the number of sections is specified by means of an interval (including 0-1). Automatic export will also not work for documents submitted for verification.
Note: For test batches, the Enable auto export option is turned off by default.
Note: If documents are exported automatically, batch integrity is not checked and a corresponding warning is added to the task log.
Saving results to the file system
You can set up ABBYY FlexiCapture to save captured data and/or document images to the file system.
If an absolute path to a data storage location is used, you can specify either a local path or a UNC network path.
If a relative path to a data storage location is used, i.e. if only a subfolder is specified, the data will be exported to a file storage location on the Application Server, and you will need to use the API to get the results.