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Tutorials > Solution Designer > Design > Indexing Profiles

Extracting Index Data

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How do I extract data from a PDF or PDF/A-3 file?

1.Right-click on Indexing Profiles and select New File Profile.

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2.Provide an intuitive name. Click the Data extractor browse button and choose PDF Data Extractor.

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3.The Data Extractor dialog will open, click Sample and browse to a sample document of the kind you want to process.

Information is in the contents of the PDF file

Use the mouse to draw an area around the required data. A new index item dialog will open with the position in the file already filled in. Give this item a name, e.g. Invoice No. We would also like to use this item to create a document break, so we select on Change. Click OK to save. Add another index data as required. To test the index data, click Test. Click OK when done.

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Information is in an XML attachment contained in the PDF/A-3 file (e.g. an invoice based on the ZUGFeRD standard).

1.Click Add and then choose Add Attachment. Give the item a name and then define which attachment should be extracted. If there is only one XML, you can use *.xml, otherwise define the exact name.

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2.Next, a new XML data extractor needs to be defined. See the section on Extracting Data from an XML File. Once done, set the XML data extractor to use the PDF attachment as its input. To do this click the ChangeInput icon and choose the XML attachment as the input.

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How do I extract data from an XML file?

1.Right-click on Indexing Profiles and select New File Profile.

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2.Provide an intuitive name. Click the Data extractor browse button and choose XML Data Extractor.

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3.The Data Extractor dialog will open, click Sample and browse to a sample document of the kind you want to process. The XML tag defining the document needs to be defined.

The XML contains information for a single document

For the case that the XML contains information for a single document, the root tag can be selected. All other tags will then be parsed and can be assigned to index fields at a later step.

The XML contains information for multiple documents

For the case that the XML contains multiple documents, the document break tag should be selected. Note: Large XML files may take a long time to load and refresh. In such cases, you could make a copy of the XML and delete all but one document. Then use this new XML to create your profile, but use the original when you use the final profile.

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•For XML files that use name spaces, you should copy the namespace declaration from the XML and use it in the SetNamespaces function.

See Script

Take the example of an XML with thee namespaces (taken from ZUGFeRD Datenformat Version 1.0, 25.6.2014 Beispiel Version 29.09.2014):

<rsm:CrossIndustryDocument xmlns:udt="urn:un:unece:uncefact:data:standard:UnqualifiedDataType:15" xmlns:ram="urn:un:unece:uncefact:data:standard:ReusableAggregateBusinessInformationEntity:12"

xmlns:rsm="urn:ferd:CrossIndustryDocument:invoice:1p0" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

<rsm:SpecifiedExchangedDocumentContext>

<ram:TestIndicator>

<udt:Indicator>true</udt:Indicator>

</ram:TestIndicator>

<ram:GuidelineSpecifiedDocumentContextParameter>

<ram:ID>urn:ferd:CrossIndustryDocument:invoice:1p0:basic</ram:ID>

</ram:GuidelineSpecifiedDocumentContextParameter>

</rsm:SpecifiedExchangedDocumentContext>

<rsm:HeaderExchangedDocument>

<ram:ID>471102</ram:ID>

<ram:Name>RECHNUNG</ram:Name>

<ram:TypeCode>380</ram:TypeCode>

<ram:IssueDateTime>

<udt:DateTimeString format="102">20130305</udt:DateTimeString>

</ram:IssueDateTime>

<ram:IncludedNote>

<ram:Content>Rechnung gemäß Bestellung vom 01.03.2013.</ram:Content>

</ram:IncludedNote>

<ram:IncludedNote>

<ram:Content>Lieferant GmbH Lieferantenstraße 20 80333 München Deutschland Geschäftsführer: Hans Muster Handelsregisternummer: H A 123 </ram:Content>

</ram:IncludedNote>

<ram:IncludedNote>

<ram:Content>Unsere GLN: 4000001123452 Ihre GLN: 4000001987658 Ihre Kundennummer: GE2020211 Zahlbar innerhalb 30 Tagen netto bis 04.04.2013, 3% Skonto innerhalb 10 Tagen bis 15.03.2013.</ram:Content>

</ram:IncludedNote>

</rsm:HeaderExchangedDocument>

<rsm:SpecifiedSupplyChainTradeTransaction>

</rsm:CrossIndustryDocument>

The script would be:

dim namespaces(2)

namespaces(0) = "xmlns:udt='urn:un:unece:uncefact:data:standard:UnqualifiedDataType:15'"

namespaces(1) = "xmlns:ram='urn:un:unece:uncefact:data:standard:ReusableAggregateBusinessInformationEntity:12'"

namespaces(2) = "xmlns:rsm='urn:ferd:CrossIndustryDocument:invoice:1p0'"

SetNamespaces(namespaces)

For any Extract functions, use the tag, including the name space. For example, to get ID use:

ExtractListXPath("rsm:CrossIndustryDocument/rsm:HeaderExchangedDocument/ram:ID")

How do I extract data from a text file?

1.Right-click on Indexing Profiles and select New File Profile.

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2.Provide an intuitive name.

The text file itself contains the index data and is also the document that should be saved

Select new Text-Page Data Extractor. Then click Sample and browse to a sample document of the kind you want to process. For example an invoice. Use the mouse to highlight certain text. A new index item dialog will open with the position in the file already filled in. Give this item a name, e.g. Invoice No. We would also like to use this item to create a document break, so we select on Change. Click OK to save. Add another index data as required. To test the index data click Test. Click OK when done.

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The text file contains information for multiple documents

1.Specify the Delimiter and the part numbers with values will be automatically listed. Enter names for the part numbers (index fields) that you would like to extract. In this example, Invoice No. will also be used as a document break and so we can set this to On change. You can also set the Quotes settings depending on the settings in the text file. Continue to define all other parts containing the index data that you require.

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2.Once all the index fields have been defined, we need to also name the part that defines the reference files that make up the contents of the document. In this example it is the 4th part and we will call it FileName. Once done click OK to close the Data Extractor.

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How do I extract data from a Microsoft Office document?

1.In the Microsoft Office application, go to the Therefore™ tab and then choose New Indexing Profile under Create Profile.

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2.Give the profile a name and assign the category where the documents should be saved. Now the category's fields can be matched up. Click on the drop-down list and all template controls, that have a title defined, will be listed. Choose the control that matches the index field. Advanced scripting can also be used by clicking on the Assignment browse button.

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3.Permissions for the indexing profile can be set in the Therefore™ Solution Designer.

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Indexing profiles can also be created and managed directly within the Therefore™ Solution Designer.

How do I extract data from e-mail contents or properties?

1.Right-click on Indexing Profiles and select New E-mail Profile.

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2.Provide an intuitive name. You can add a filter, for example to exclude certain e-mails. Now select the Category where the documents should be saved. If auto-append has been configured in the category properties, then the Auto-append mode can be specified as different to the category default. Now the category's fields can be matched up. A number of standard e-mail fields are available in the drop-down list, but assignment and error handling using scripting is also possible.

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How do I extract data from an e-mail attachment?

A signed document from DocuSign®

1.Right-click on Indexing Profiles and select New Signed Document Profile....

2.Give the profile a name and then choose the category where the signed document should be saved. To get index data from the document that was sent for signing, click on the Assignment arrow and choose the index data field under Existing Doc.

3.If index data should be extracted from the contents of the signed document, a PDF Data Extractor can be used as explained in the tutorial above.

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•If you would like to save the document back to the same category, you can configure the auto-append settings as required. For example, to append to the end, or replace the existing document.

•The information about whether a person signs or declines to sign a document is passed to Therefore™ and can be used in the assignments. For example, to set a keyword status to declined. In the example below the category has a keyword list with three entries: Pending, Signed, Declined.

Script example

keyword = "Pending"

if Docusign.Status = "completed" then

'completed

keyword = "Signed"

elseif Docusign.Status = "declined" then

' declined

keyword = "Declined"

end if

In the Assignments, simply use "keyword". SD_T_IndexingProfiles_DocuSign001

Other attachments

1. Use an indexing profile relevant for the type of file in the attachment (see the examples above).

How do I extract data from the file name?

1. Right-click on Indexing Profiles and select New File Profile.

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2.Provide an intuitive name. For this case, no data extractor needs to be defined. You can simply use the File.Name object (see Objects and Functions) when assigning the index data.

How do I extract Barcode and OCR data from a document?

1. Right-click on Indexing Profiles and select New File Profile.

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2. Provide an intuitive name. Click the Data extractor browse button and select Barcode and OCR Extractor.

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3. This will open the 'Data Extractor' dialog. In the dialog, select a Sample button and open the scanned document with the Barcode/OCR data.

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4. After selecting a barcode (or drawing a box around a selected area), the barcode can be labeled and processed using the Barcode dialog.

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