Keystone Document Imaging

Keystone Document Imaging

The External and Internal Structure

External

Keystone Document Imaging can be configured to connect to various external databases such as the KOFAX system. Most commonly this will be an MS SQL database with a generic header table that identifies the document location and a document specific table with the "Indexed" fields such as a table for Tickets.

Keystone will read this table one time to collect the information than store it in the internal database through a process called Syncronize. The external database will have a sequential reference number which is stored in Keystone so that only new items are synchronized each pass.

Internal

After documents are Synchronized the get stored in the internal database ccwdoc.ib. The two main tables used for docs are:

• DOTDOCIDX: Maintains the location of the document and the link to internal record.
• DOTDOCFLDVAL: Stores the "indexed" field values. (e.g. Ticket Number, Ticket Date)

The process Link Documents involves matching internal records in a Keystone database with documents in the database. Linking can involve matching 1 or more of the indexed values to original documents. For example you could match all tickets by ticket number, plant and date in ARTCKHD to unlinked documenents in the doc database. Depending on the scan quality this may link many but not all of the docs so a second pass can be made to link on just ticket date and plant and eventually even manual matching can be done.

The Keystone Document Imaging Database

Document Configuration

Document Systems

This stores information pointing to external systems such as Kofax. The fields specify the database type (e.g. MS SQL vs Interbase) and other connection information such as user names and passwords.

Document Types

This defines the type of documents supported by the system. The key fields and "indexed" fields for a document type are defined here. For example, when setting up a ticket document type, you would specify relevant fields such as ticket number and Job ID, setting up mappings between the Keystone Internal field names and the external doc imaging systems field names.

Document Storage

The Keystone Document Imaging database is a single database (CCWDOC.IB) that handles documents for all companies. There are 2 primary tables:

Document Index Table

DOTDOCIDX The general information for any document type.

Document Field Values

DOTDOCFLDVAL - A special table that stores one record for each "indexed" field for a document. The fields could stored will vary from 1 document type to the next.

A sample query

select v1.valstr "v1 Seq No",v2.valstr "Tkt No",v3.valstr "Cust No",v4.valstr v4,v5.valstr v5,v6.valstr v6 from dotdocidx x
left outer join dotdocfldval v1 on v1.doc_id=x.doc_id and field_seq=1
left outer join dotdocfldval v2 on v2.doc_id=x.doc_id and field_seq=2
left outer join dotdocfldval v3 on v3.doc_id=x.doc_id and field_seq=3
left outer join dotdocfldval v4 on v4.doc_id=x.doc_id and field_seq=4
left outer join dotdocfldval v5 on v5.doc_id=x.doc_id and field_seq=5
left outer join dotdocfldval v6 on v6.doc_id=x.doc_id and field_seq=6
WHERE V3.VALSTR='AAA100'