Using WinSpool Report Indexing Engine with WinSpool/400 Batch Report and WinSpool/400 Lotus Notes Report Server

From Support

In order to use the WinSpool/400 Report Indexing software with the WinSpool/400 Batch Report Server and Lotus Notes Report Server, the following steps must be completed:

The report indexing engine can be used to extract information from each page of a report and place into an index field within the selected Lotus Notes/Domino database.

Installing and Enabling Settings

1.) Download and install the WinSpool/400 Batch Report Server Installation (V2.5.7 or above) from the RJS Web Site. http://www.rjssoft.com/FILES/rjsbch32-25.exe

2.) Download and install the WinSpool/400 Installation (V3.0.29 or above) from the RJS Web Site. http://www.rjssoft.com/FILES/rjswsp32.exe

3.) Download and install the WinSpool/400 Report Indexing Engine Installation (V1.0.0 or above) from the RJS Web Site. http://www.rjssoft.com/FILES/wsrindex.exe

4.) Start the Batch Report Server and enable the following settings:

Enable the following settings on the "File/Setting/General" tab: - Enable Report Indexing Engine

Enable the following settings on the "File/Setting/Work Files" tab: -Enable user defined notes fields

Exit and restart the Batch Report Server program to enable the Report Indexing Engine.

Modifying a Lotus Notes Database to Receive Index Field Information

1.) Open the selected RJS AS/400 Report Manager database template in the Lotus Notes Designer program and open the "Archived Document" form to make changes.

2.) Add a new "Rich Text Field" and give the field a meaningful name. The name will be used later when the indexing settings are set up within the Batch Report Server.

3.) Save the changes made to the "Archived Document" form and exit the Lotus Notes designer.

4.) Make sure full-text indexing is enabled for the database. Use the "File/Database/Properties" screen to determine if the selected database has full text indexing enabled. Full text indexing is a standard function of the Lotus Notes/Domino software and will allow you to search in any of the fields in the database.

Determining the Line and Column Positions where Index Criteria is located within a Report

1.) Start the WinSpool 98 software and manually download a report sample to the "Report Index Editor" using the "Send to Report Index Editor" output format in WinSpool 98. This option will launch the "RJS Notepad" text editor to allow the report to be browsed for selected criteria.

2.) When the RJS Notespad screen is shown, highlight the area on a line you want to extract and note the line and column positions at the bottom of the screen. The line and column positions must be entered in the Batch Report Server index settings during the next steps.

Setting up Field Indexing in the Batch Report Server

1.) Start the Batch Report Server and go to the "Table Entry/Index Extraction Settings/Edit Index Field Extraction Criteria Screen".

2.) Create an index field group for a selected report. This will allow any report to have multiple index extraction criteria to different fields in a Domino database.

• • Note: Multiple entries may be added and assigned to the same group name.

3.) Example index extraction entries:

a.) This example simply scans the selected page line/column for whatever value is located in the selected position. The values will be unconditionally extracted from the selected page location on each page. This is a great way to extract a string value that will always be located in the same position on a page.

Index Group: TEST1 Criteria String to scan for: <Blank String Value> Page Line to Scan: 3 Begin Col to Scan: 17 End Col to Scan: 23 Domino Database Field: InvoiceIndex Extract Start Col: 0 Extract End Col: 0

b.) This example scans line 3 of each page for the sentence: INVOICE NUMBER in positions 1-15. If found, the actual invoice number on each page will be extracted from columns 17-23.

Index Group: TEST1 Criteria String to scan for: INVOICE NUMBER: Page Line to Scan: 3 Begin Col to Scan: 1 End Col to Scan: 15 Domino Database Field: InvoiceIndex Extract Start Col: 17 Extract End Col: 23

c.) This example scans all lines of each page for the sentence: INVOICE NUMBER in positions 1-15. If found, the actual invoice number on each page will be extracted from columns 17-23 of the selected line. This search type may find multiple criteria on a page since it scans all lines.

Index Group: TEST1 Criteria String to scan for: INVOICE NUMBER: Page Line to Scan: 0 Begin Col to Scan: 1 End Col to Scan: 15 Domino Database Field: InvoiceIndex Extract Start Col: 17 Extract End Col: 23

d.) This example scans line 3 of each page for the sentence: INVOICE NUMBER in any positions. If found, the actual invoice number on each page will be extracted from columns 17-23 of the selected line.

Index Group: TEST1 Criteria String to scan for: INVOICE NUMBER: Page Line to Scan: 3 Begin Col to Scan: 0 End Col to Scan: 0 Domino Database Field: InvoiceIndex Extract Start Col: 17 Extract End Col: 23

e.) This example scans all lines of each page for the sentence: INVOICE NUMBER in any positions. If found, the actual invoice number on each page will be extracted from columns 17-23 of the selected line. This search type may find multiple criteria on a page since it scans all lines.

Index Group: TEST1 Criteria String to scan for: INVOICE NUMBER: Page Line to Scan: 0 Begin Col to Scan: 0 End Col to Scan: 0 Domino Database Field: InvoiceIndex Extract Start Col: 17 Extract End Col: 23

• • Note: Each separate user defined index field in the Index Field Group must output to a different Notes database field, otherwise indexing data can get overwritten.

4.) To use the selected index extraction criteria, start the Batch Report Server and go to the "Table Entry/Edit Output Directory List Screen". Enter the selected Index Field Group name in the "Index Field Group" entry field.

Now when the Batch Report Server downloading is run, the report will be scanned for the all index extraction entries for the selected Index Field Group. The resulting index data values will be placed into the selected Domino data field that was specified in the index extraction criteria.