Kofax-Adding New Index Fields to a Batch Class

Owned by Michael Atkins
Feb 22, 2021

Before adding a new Index Field to a Batch Class it must be in ImageSilo and the SQL Server Database

To add a new Index Field to ImageSilo

If you are not an admin, refer to Romel Sooklall

  • Click your Name in the upper-right for a drop-down and select Administration

An Administration window should open

  • Click the + on Projects to collapse all Projects
  • Select the Project where you're adding the new Index Field

All the index fields will appear on the right. Make sure the new index field you want to add doesn't already exist in this list

  • Click Add in the upper-left
  • Enter the name of the Index Field where it says Field Name

If desired you can change the Field Type but its recommended to leave it as a Text

  • Click Save and close windows

To add a new Index Field to SQL Server 

  • Login to SQL1 using Remote Desktop Connection.

If you do not have credentials for this, refer to Romel Sooklall

  • Open SQL Server Management Studio found from the Start Menu
  • Connect to the server name: SQL1

If you do not have credentials for this, refer to Romel Sooklall

  • Click the + next to Databases
  • Click the + next to HCR_Caso
  • Click the + next to Tables

Here you'll see all the tables associated with Batch Classes. Most Batch Classes have 3 tables: Index, Doc, and DbVal. We want to add our new Index Field to the Index table associated with the Batch Class. To be certain which table you'll be working with, first check in the Kofax Capture Administration:

  1. Click the + on the Batch Class who's getting the new Index Field
  2. Right-Click the 2nd level (Document Class)
  3. Click Export Connectors
  4. Double-Click the Database Exporot Connector link on the right window titled Assigned Export Connectors
  5. Select the Table Settings tab

Next to Table Name you'll see the database table associated with this Batch Class. Now that you know which database table you'll be updating continue following bullet points

  • Click New Query in the upper-left in SQL

To the left of Execute you'll see a drop-down arrow with different Databases. Ensure that the option selected is HCR_Caso

The following code will need to be modified depending on which table you're referencing

  • Copy and paste the following code in the empty space provided once you clicked New Query

ALTER table TableName
ADD "IndexField" varchar(MAX)

  • Delete TableName. Drag-and-drop the table to replace 
  • Delete IndexField, and replace with the name of the new Index Field remaining in double quotes

varchar(MAX) is the DataType and allows any number of letters/numbers to be entered. You can restrict this by entering a number in parentheses instead of MAX. Alternatively you can replace varchar(MAX) with Int or Date if you're certain Index Fields will be of that type

This is an example of a query that will add the Index 'Document Date' to the LegalMortgage_Index table

ALTER table LegalMortgage_Index
ADD 'Document Date' varchar(MAX)

Once you've finished modifying the query,

  • Click Execute

If successful you should see a message below saying Commands completed successfully. The new index field has now been added to the table associated with the Batch Class

To add a new Index Field to a Batch Class

  • Open Kofax Capture Administration and navigate to the desired Batch Class on the left
  • Click the + to the left of the Batch Class Name to drop it down and see the Document Class below it
  • Right-click the Document Class and select Properties

The Document Class Properties window will open. In the General tab you'll see the Name of the Document Class (which is usually identical to the Batch Class), a Description (which is usually blank), and the current Index Fields for that Batch Class

  • Click New Index Field above OK

A new Index Field will automatically be added but will need to be modified. There are 8 Columns: Name, Display Label, Field Type, Default, Required, Verify, Hidden, and Sticky. The Total Column is automatically False and does not affect the other columns

  • Enter the Name of the new Index Field
  • If desired, Enter the Name for Display Label

This will be the name of the Index field seen during Validation/Verification. If it is left blank, Name will be used instead. For example, you may have an index field named cust_name, but you could create a display label to have your processors view the field as "Customer Name".

  • Click the Field Type to select the desired way that processors enter information for that index

The most common Field Types are: 

  1. DATE - Automatically formats the entered value as mm/dd/yyyy
  2. INTEGER - Only allows whole numbers to be entered
  3. VARCHAR_255 - Allows up to 255 letters and/or numbers to be entered

Other VARCHAR options can be used to ensure proper data is entered. For example if you have a field for 'Last 4 SSN', you might want to consider setting the Field Type to VARCHAR_04

  • Set a Default value for the Index if you think it will consistently be the same
  • Set the next 4 Fields to TRUE or FALSE as desired

These can be changed at anytime and will only affect the person/people Validating/Verifying the document

  1. Required
    1. TRUE - The field will force the processor to enter a value
    2. FALSE - The field can be left blank
  2. Verify
    1. TRUE - The field will appear in Verification/Validation
    2. FALSE - The field will only appear in Validation
  3. Hidden
    1. TRUE - The field will not appear in Verification or Validation
    2. FALSE - The field will not be hidden
  4. Sticky
    1. TRUE - The value will remain the same after the first time its input for the remaining documents of the Batch but can still be changed
    2. FALSE - You'll have to enter the value for each document
  5. Total
    1. Always set to TRUE. Cannot be changed and doesn't affect the other options
  • Click Apply once you're happy with the settings for the new index field

A window should immediately open called CASO Image Silo Export Connector. Here we want to add the newly added Index Field to be a part of the Export to ImageSilo

  • Select the Index Settings tab

You'll see Project Name and the IS Project associated with this Batch Class. If the field already exists in IS, it will appear on the left column underneath, titled Database Columns If the field isn't there, it must be added to ImageSilo first.

  • Click the empty space next to the new index field in the Kofax Mappings column and navigate to the corresponding index field
  • Click Ok

Another window will follow. Now you'll have to map the new index field to the 2nd Export Connector, the MasterArchive

  • Select Index Storage tab and scroll to the bottom of the Value column
  • Click Add and select the new index field
  • Click Ok

The final Export Connector window will open. This is for the SQL Server Database. The new field must be added to SQL Server before following these steps

  • Select Table Settings tab
  • Scroll to the bottom of Kofax Mappings column and once more add the new index field
  • Click Ok
  • Close Document Class Properties
  • Right-Click on the Batch Class and select Publish
  • Click Publish and you are finished



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