Add new tile

1. Right-click the middle window of ELO Dropzone.

The ELO Dropzone context menu appears.

2. Click the Edit mode for personal tiles menu item.

Alternative: Click Edit mode for global tiles to create a global filing tile.

Alternative: Click the button with the pencil icon.

ELO Dropzone switches to edit mode. The sand-colored background indicates that you are in edit mode.

3. Open the ELO Dropzone context menu.

4. Click the Add new tile menu item.

A new tile appears.

Defining filing tiles

1. Double-click the new tile.

The Configure tile dialog box appears. The configuration opens at the Type tab.

2. Click the filing tile icon.

The Filing tile type is selected.

Display

1. Click the Display tab.

The Display tab appears.

2. Click in the Name field and enter a name for the filing tile.

3. Click the Group field and assign the tiles to the desired display group via the drop-down menu.

4. Click the Target field and from the drop-down menu, select whether a tile should trigger the File to repository function or create a Microsoft Outlook e-mail (with or without attachment).

5. Click the Description field and enter what you want to use the tile for. The description of a tile is particularly useful when you want to make the tile available to other users via the Tile collection.

6. Click the gray tile to change the tile icon.

The available tile icons appear.

7. Click an icon.

8. Click the color square to change the color of the tile.

The available colors appear.

9. Click a color.

You have set the basic data for how the tile is displayed in the work area.

Form

1. Click the Form tab.

The Form tab appears.

2. Click one of the available keywording forms.

You have linked the tile to a keywording form.

Information: If you use a folder-only form, a folder is created along with the keywording and the document with the Basic entry keywording form is saved to this folder.

Please note: Keywording forms assigned the document status Non-modifiable cannot be used in ELO Dropzone. This is because ELO Dropzone files the logical document and then adds the file.

Activation

The Activation tab provides additional options for defining tiles. The selection of options depends on the selected tile type.

You can enable directory monitoring for filing tiles.

If you select the option Documents\ELO folder monitoring for Office documents, the filing tile becomes a monitoring tile.

ELO Dropzone monitors the following path in the Windows file system:

C:\Users\<Windows user>\Documents\ELO\<tile name>

If a Microsoft Office document is saved to one of these child folders, it is filed automatically to the ELO repository according to the settings for that tile.

If you click Cancel and end the keywording of a document from the folder monitoring, the document is saved to the Not filed folder in the file system: C:\Users<Windows user>\Documents\ELO\Not filed.

Under Monitor PDF printer directory, you can automatically file documents to an output directory of a virtual PDF printer.

Define the output directory via the system settings: Context menu > System settings > PDF printer directory.

1. Drag a regular expression of type Text to the Recognition field.

The corresponding documents are recognized in the output directory based on this variable. If the Recognition field remains empty, the PDF printer directory is not monitored.

Information: Read how to create additional variables with regular expressions in the Regular expressions chapter.

Optional: Right-click the To printer field to open the list of available printers. You can use this printer to print your document.

2. Select a printer.

Optional: When the Send as e-mail option is enabled, the detected documents from the printer directory are attached to an e-mail and sent.

You need a script to activate this option. Building a script requires administrator rights.

File the JS.SendMailscript to the ¶ Administration ¶ Java Client Scripting Base ¶ folder of the ELO Java Client.

The sample script should look like this.

function fromVBS_SendMail(param) {

var date = fromString(param);

var fileName = data["File.Path"];

var name = data["File.NameNoExt"];

if (fileName) {

workspace.sendMail(name, "", "", [fileName]);

return;

}

}

function fromString(param) {

var result = new Object();

var lines = param.split("\n");

for (var i = 0; i < lines.length; i++) {

var line = lines[i];

var ipos = line.indexOf("\t");

if (ipos > 0) {

var key = line.substring(0, ipos);

var value = line.substring(ipos + 1);

result[key] = value;

}

}

return result;

}

For ELOoffice, you need to create a script with the name JS.SendMail.VBS via the ELO menu > System settings > Scripts.

The script looks like this:

Set ELO = CreateObject("ELO.office")

Set oOutlook=CreateObject("Outlook.Application")

msg = ELO.GetCookie("JS.PARAM")

Data = Split(msg, vbLf)

for i = 0 to UBound(Data)

Line = Data(i)

if Left(Line, 9) = "File.Path" Then

Parts = Split( Line, vbTab )

Set oMail=oOutlook.CreateItem(0)

oMail.Subject = "From Dropzone"

call oMail.Attachments.Add(Parts(1), 0, 1)

oMail.Display

end if

Next

You need to create the JS.SendMail script via the ELO menu > System settings > Scripts in the ELO Windows Client. You require administrator rights for this.

Use the above VB script JS.SendMail to do this (see ELOoffice). You need to change the script in one place: Enter the object name ELO.professional instead of ELO.professional in the first line of the script.

Rows

1. Click the Rows tab.

The Rows tab appears.

You see all index fields of the selected keywording form on the left-hand side. You see all the Available variables on the right-hand side.

Load a sample document via the Load button to import additional variables. For example, if you load a Word document, Word opens briefly to analyze the document. ELO Dropzone then adds the detected metadata to the list of available variables.

In addition to the method described above, there is a more effective method of reading metadata. When you are in edit mode, you can drag and drop the file to the desired tile. The tile configuration menu opens automatically. You now find metadata variables for the file in the corresponding tabs. The number of variables you can choose from depends on the file type.

You can add metadata using the form fields in Microsoft Word, for example. In the form field properties, you can enter a value in the Text box field. Afterwards, you can select this value from the list in the tile configuration.

It is also possible to read header data in Microsoft Word documents. Once you have dragged the document containing headers to a tile, the variable Header.x shows up in the list of available variables.

2. Now assign or drag and drop the available variables or fixed text to the index fields of the selected keywording form.

The variables are displayed in the index fields in curly brackets. This information means that every time a document is processed using this tile, ELO immediately recognizes which data to read for the keywording.

Information: You can also drag multiple variables to an index field with this method.

You can also read just parts of metadata, such as the first three letters of a first or last name. To do this, enter the position of the first letter to be read and the number of letters to be read after the data inside the curly bracket. For example, entering {All.Author(1,3)} only reads the first three letters starting from the first character.

Target

1. Click the Target tab once you have defined the assignment of the index fields.

The Target tab appears.

2. Enter the filing path in the ELO repository to the Target repository path field.

The following applies for filing definitions in ELO Dropzone:

• Use the Delimiter button to create a pilcrow symbol for separating the folder levels.
• The filing definition must start with a separator.
• Do not end a path with a separator as the path will otherwise not be correctly displayed.
• You can enter both full and relative target paths.
• The name for the individual index fields in a keywording form begins with Grp.. Accordingly, the short name would be Grp.0, the date would be Grp.1, the third index field would be Grp.2 and so on.
• Other available variables include Clipboard.ALL for reading the Clipboard or Date.ThisMonth for the month of filing.
• If you want to define a second filing target as a reference, separate the first and second filing definition with a pipe symbol ("|").

Here is an example of a target path with a multiple filing definition:

¶Orders¶{Date.This.Year}¶{Date.ThisMonth}|Orders¶{Grp.2(1,1)}¶{Grp.2}

You see all the Available variables on the right-hand side. You can drag these variables to the target path in the repository.

Click Load to load a sample document to the configuration. ELO automatically reads all the metadata in the document. You can now drag individual metadata to the index fields.

If the filing path does not exist, it will be created automatically.

In the File to/search in repository area, the File directly or search without dialog option is selected. The file is filed directly without confirmation.

Optional: Select the Delete original file after filing check box to delete the original file after filing.

Optional: Database search: Run a database query. The value entered here overrules manual entries in the Direct entry field.

Save

1. Click Save once you have made all changes.

The Configure tile dialog box closes. The new filing tile appears in ELO Dropzone. ELO Dropzone remains in edit mode.

2. Right-click the context menu and the Finish editing entry in ELO Dropzone to finish editing.

Result

You have now created a filing tile. You can now drag and drop documents onto tiles to file them to the repository. You can now drag and drop documents onto tiles to file them to the repository.