ApplicationXtenderAdministratorsGuide 5.25

Final Document - Last Modified on 12/10/04
December 2004
ApplicationXtender
Release 5.25
Administrator’s Guide
Copyright © 1994-2004. EMC Corporation. All Rights Reserved.

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Portions of the software are copyrighted by Verity, Inc. 1988 - 2004.
ApplicationXtender Administrator’s Guide
December 2004
e2-2182-01
Legato Software
A Division of EMC Corporation
End-User License Agreement
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Contents
Preface..................................................................................................................... 24.
Audience....................................................................................................................................... 24.
Product Documentation ................................................................................................................ 24.
Conventions.................................................................................................................................. 25.
Information and Services.............................................................................................................. 26.
General Information ............................................................................................................... 26.
Technical Support .................................................................................................................. 26.
Licensing and Registration..................................................................................................... 27.
Customer Feedback ..................................................................................................................... 27.
Chapter 1: Introduction.......................................................................................... 28.
Chapter Summary ........................................................................................................................ 29.

Overview....................................................................................................................................... 30.
Introduction to AX Concepts......................................................................................................... 31.
How is Content Organized in AX?.......................................................................................... 31.
Glossary of AX Terms ............................................................................................................ 32.
Annotations...................................................................................................................... 32.
Applications ..................................................................................................................... 32.
Audit Trails....................................................................................................................... 32.
COLD/ERM Data ............................................................................................................. 33.
Digital Signatures ............................................................................................................ 33.
Documents ...................................................................................................................... 33.
Full-Text........................................................................................................................... 34.
Indexes ............................................................................................................................ 34.
OCR................................................................................................................................. 35.
ODMA .............................................................................................................................. 35.
Pages .............................................................................................................................. 35.
Page Versions ................................................................................................................. 36.
Redactions....................................................................................................................... 36.
Verity KeyView Viewer .................................................................................................... 36.
Data Source Management............................................................................................................ 36.
OLE DB .................................................................................................................................. 37.
ADO.NET ............................................................................................................................... 38.
ApplicationXtender, Release 5.25

Administrator’s Guide 5
Contents
Database................................................................................................................................ 38.
Data Source ........................................................................................................................... 38.
Multiple Data Source Support ................................................................................................ 38.
Document Storage Locations ....................................................................................................... 38.
Document Write Paths ........................................................................................................... 39.
Dual Write Paths .................................................................................................................... 39.
DiskXtender............................................................................................................................ 39.
ArchiveXtender - Ascent Storage Edition............................................................................... 39.
ApplicationXtender Security ......................................................................................................... 40.
Security Providers .................................................................................................................. 40.
Application Level Security ...................................................................................................... 42.
Function Level Security.......................................................................................................... 42.
Document Level Security ....................................................................................................... 43.
Security Mapping ................................................................................................................... 43.
ApplicationXtender Components .................................................................................................. 44.
Administrative Components ................................................................................................... 44.
Application Generator ...................................................................................................... 44.
Index Server .................................................................................................................... 45.
Import Wizards ................................................................................................................ 45.
Index Image Import Wizard ....................................................................................... 45.
Key Reference Import Wizard ................................................................................... 45.
Auto Index Import Wizard.......................................................................................... 45.
Administrative Utilities ..................................................................................................... 45.
Archive Wizard .......................................................................................................... 46.
Migration Wizard ....................................................................................................... 46.
Queue Manager ........................................................................................................ 46.
Move Online .............................................................................................................. 46.
ArchiveXtender Configuration ................................................................................... 47.
User Components .................................................................................................................. 47.
ApplicationXtender .......................................................................................................... 47.
Data Source Selector ...................................................................................................... 47.
ScanXtender .................................................................................................................... 47.
XtenderSolutions License Server........................................................................................... 48.
Ways of Using ApplicationXtender ............................................................................................... 48.
Using the AX Interface ........................................................................................................... 48.
What is Check In/Check Out Mode? ............................................................................... 50.
What is Reason Audit Mode? .......................................................................................... 50.

Contents
What is the Normal AX Mode? ........................................................................................ 50.

ODMA .................................................................................................................................... 50.
Extended Applications............................................................................................................ 51.
Configuring AX for Compliance to Standards ............................................................................... 51.
Recommendations for Compliance with HIPAA..................................................................... 51.
Recommendations for Compliance with 21 CFR 11 .............................................................. 51.
Requiring Check in/Check out Comments ............................................................................. 52.
Configuring Digital Signatures................................................................................................ 52.
System Administrator Best Practices ........................................................................................... 53.
Application Development and Maintenance........................................................................... 54.
System Security ..................................................................................................................... 54.
License Groups ...................................................................................................................... 54.
Workstation Configuration...................................................................................................... 55.
System Backups .................................................................................................................... 55.
Database Maintenance .......................................................................................................... 56.
Hardware Maintenance .......................................................................................................... 56.
Software Maintenance ........................................................................................................... 56.
Helping Users......................................................................................................................... 57.
Documentation Maintenance ................................................................................................. 57.
Data Storage Server Maintenance......................................................................................... 57.
Chapter 2: Getting Started..................................................................................... 58.
Selecting Data Sources ................................................................................................................ 58.

Locating Data Sources........................................................................................................... 59.
Specifying a Default Data Source .......................................................................................... 59.
Starting Application Generator ..................................................................................................... 60.
Variations on Login Procedures ............................................................................................. 61.
Completing a Database Upgrade........................................................................................... 63.
Exploring AppGen .................................................................................................................. 64.
AppGen’s Toolbar......................................................................................................................... 64.
Viewing AppGen’s Toolbar and Status Bar .................................................................................. 65.
The License Server Location ........................................................................................................ 66.
Viewing the License Server Settings for the Data Source ..................................................... 66.
Configuring License Server Settings for the Workstation....................................................... 67.
Chapter 3: Using Audit Trails ................................................................................ 69.
Starting an Audit Trail ................................................................................................................... 70.

Contents
Configuring Audit Trail Settings .................................................................................................... 71.

Configuring the Global Audit Settings for All AX Applications................................................ 72.
Global Audit Trail Settings for all AX Applications ........................................................... 73.
Enabling Global Audit Trail Options................................................................................. 77.
Configuring the Audit Trail Settings for a Single AX Application ............................................ 77.
Audit Settings for an AX Application ................................................................................ 79.
Enabling Audit Trail Options for an Application ............................................................... 81.
Chapter 4: Designing an Application.................................................................... 84.
Design Considerations ................................................................................................................. 84.

Planning the Index Fields....................................................................................................... 85.
Field Attributes ....................................................................................................................... 85.
Data Types ...................................................................................................................... 86.
Text Data Type.......................................................................................................... 87.
Integer Data Type ..................................................................................................... 87.
Decimal/Numeric Data Type ..................................................................................... 88.
Date Data Type ......................................................................................................... 89.
Time Data Type......................................................................................................... 90.
Time Stamp Data Type ............................................................................................. 91.
SSN Data Type ......................................................................................................... 91.
Telephone Data Type................................................................................................ 92.
Zip Code Data Type .................................................................................................. 93.
Currency Data Type .................................................................................................. 93.
Boolean Choice Data Type ....................................................................................... 94.
User-defined List Data Type ..................................................................................... 95.
Selecting a Locale..................................................................................................... 96.
Field Flags ....................................................................................................................... 96.
Required Flag............................................................................................................ 97.
Search Flag............................................................................................................... 97.
Read-Only Flag ......................................................................................................... 97.
Doc Level Security Flag ............................................................................................ 98.
Part of Unique Key Flag ............................................................................................ 99.
Dual Data Entry Flag................................................................................................. 99.
Key Reference Flag ................................................................................................ 100.
Data Reference Flag ............................................................................................... 100.
Auto Index Flag ....................................................................................................... 101.
Validation Mask Flag............................................................................................... 102.

Contents
Leading Zeroes Flag ............................................................................................... 103.

Date Stamp Flag ..................................................................................................... 103.
Time Stamp Flag..................................................................................................... 104.
Using Custom Data Types and Formats .............................................................................. 104.
Creating a Custom Data Type ....................................................................................... 105.
Modifying and Deleting Custom Data Types ................................................................. 107.
Creating Custom Data Formats ..................................................................................... 109.
Using Regular Expression Syntax to Define Custom Data Formats ....................... 111.
Regular Expression Basics............................................................................... 112.
Example Data Formats in Application Generator ............................................. 113.
Modifying and Deleting Custom Data Formats .............................................................. 116.
Ordering Fields for Efficient Data Entry................................................................................ 118.
Designing Fields to Simplify Data Entry ............................................................................... 118.
Building in Data Integrity Precautions .................................................................................. 118.
Allowing for Customized Data Imports ................................................................................. 119.
ApplicationXtender Application Limitations .......................................................................... 119.
Application Design Outline ......................................................................................................... 120.
General Application Design Questions ................................................................................ 120.
General Index Design Questions ......................................................................................... 121.
Field Design Questions ........................................................................................................ 123.
Application Examples ................................................................................................................. 127.
Document Level Security for Employee Records................................................................. 127.
Importing Customer Information........................................................................................... 129.
Importing an Existing Litigation Database............................................................................ 130.
Data Entry Validation for Accounts Payable ........................................................................ 133.
Chapter 5: Creating an Application .................................................................... 134.
Pre-defined Applications: _FORMS and _RSTAMP................................................................... 135.

The _FORMS Application .................................................................................................... 136.
The _RSTAMP Application .................................................................................................. 136.
Entering Application Information................................................................................................. 137.
Setting Write Paths..................................................................................................................... 139.
Supported Write Paths ......................................................................................................... 142.
Write Paths for Volume Labels............................................................................................. 143.
Write Paths for DiskXtender................................................................................................. 143.
Write Paths for ArchiveXtender - Ascent Storage Edition .................................................... 144.
Defining Index Fields .................................................................................................................. 144.

Contents
Adding a Field ...................................................................................................................... 146.

Validation Mask ............................................................................................................. 147.
User-defined List ........................................................................................................... 148.
Inserting a Field.................................................................................................................... 149.
Changing a Field .................................................................................................................. 149.
Re-ordering Fields................................................................................................................ 150.
Deleting a Field .................................................................................................................... 150.
Chapter 6: Managing Existing Applications ...................................................... 151.
Viewing Properties of an Application .......................................................................................... 153.

Modifying an Application............................................................................................................. 153.
Changing the Application Description .................................................................................. 154.
Changing the Options for an Application.............................................................................. 155.
Changing the Full-Text Engine............................................................................................. 156.
Changing Write Paths .......................................................................................................... 157.
Changing Index Fields ......................................................................................................... 157.
Changing Existing Fields within an Application ............................................................. 157.
Adding New Fields to an Application ............................................................................. 159.
Deleting Fields from an Application ............................................................................... 160.
About Retention Modes........................................................................................................ 161.
Using the Archive Wizard ........................................................................................................... 161.
Planning the Archive ............................................................................................................ 162.
Determining the Storage Method................................................................................... 162.
Removable or Stationary Media.............................................................................. 162.
On-line vs. Off-line Storage..................................................................................... 163.
Determining Pre-mastering Requirements .................................................................... 163.
Stationary Media On-line......................................................................................... 163.
Removable Media On-line....................................................................................... 163.
Removable Media Off-line....................................................................................... 164.
Choosing an Archive Retrieval Method ......................................................................... 164.
Possible Archive Configurations .......................................................................................... 165.
Stationary Media On-line ............................................................................................... 166.
Removable Media On-line ............................................................................................. 166.
Removable Media Off-line ............................................................................................. 167.
The Archiving Process ......................................................................................................... 168.
Starting the Archive Wizard ........................................................................................... 168.
Selecting a Data Source ................................................................................................ 169.

Contents
Selecting an Archive Retrieval Method.......................................................................... 170.

Configuring the Media Page for Off-line Media.............................................................. 170.
Configuring the Media Page for On-line Media.............................................................. 171.
Configuring the Pre-master Page .................................................................................. 172.
Reviewing Archive Settings ........................................................................................... 173.
Configuring the Search Criteria Page ............................................................................ 173.
Moving Documents from Pre-mastering Directory to Media .......................................... 175.
Automating Archive Processes ............................................................................................ 176.
Saving and Loading Archive Wizard Settings................................................................ 176.
Save Archive Settings ............................................................................................. 176.
Load Archive Settings ............................................................................................. 177.
Command Line Options ................................................................................................. 179.
Specifying an Archive Settings File......................................................................... 180.
Command Line Switches with Arguments............................................................... 181.
Command Line Switches without Arguments.......................................................... 181.
Example Archive Wizard Command Line Arguments ............................................. 182.
Using the Migration Wizard ........................................................................................................ 182.
Migrating an Application....................................................................................................... 183.
Starting the Migration Wizard ........................................................................................ 184.
Selecting the Source Database ..................................................................................... 185.
Selecting the Destination Database .............................................................................. 186.
Selecting Applications and Options ............................................................................... 186.
Replace Destination ................................................................................................ 188.
Delete Source Documents ...................................................................................... 189.
Migrate Indexes Only .............................................................................................. 189.
Merge ...................................................................................................................... 189.
Allow Duplicate Indexes .......................................................................................... 190.
Migrate Security ...................................................................................................... 190.
Migrate Previous Revisions..................................................................................... 191.
Migrate Annotation Groups ..................................................................................... 191.
Use Alternative Security.......................................................................................... 192.
Migrate Document Signatures................................................................................. 193.
Selecting Documents by Specifying Criteria.................................................................. 193.
Selecting Reports by Specifying Criteria ....................................................................... 194.
Specifying Write Paths for the Destination Application.................................................. 195.
Completing the Migration............................................................................................... 196.
The Migration Wizard Log File....................................................................................... 197.

Contents
Automating Migration ........................................................................................................... 197.

Save and Load Migration Wizard Settings .................................................................... 198.
Save Migration Settings .......................................................................................... 198.
Load Migration Settings .......................................................................................... 199.
Command Line Options ................................................................................................. 200.
Specifying a Migration Settings File ........................................................................ 201.
Command Line Switches with Arguments............................................................... 202.
Example Migration Wizard Command Line............................................................. 203.
Command Line Switches without Arguments.......................................................... 204.
More Example Migration Wizard Command Lines.................................................. 205.
Using Batch Files and Shortcuts with Command Line Options............................... 206.
Managing Saved Queries ........................................................................................................... 209.
Viewing an Application's Saved Queries.............................................................................. 209.
Running a Saved Query....................................................................................................... 210.
Renaming a Saved Query.................................................................................................... 210.
Deleting a Saved Query ....................................................................................................... 210.
Viewing the Properties of a Saved Query ............................................................................ 211.
Fixing Database Collisions ......................................................................................................... 211.
Using the PID Table ................................................................................................................... 213.
Managing Document Check Out Status ..................................................................................... 214.
Resetting the Status of a Batch .................................................................................................. 215.
Deleting or Purging an Application ............................................................................................. 216.
Deleting an Application ........................................................................................................ 216.
Purging Data from an Application ........................................................................................ 217.
Chapter 7: Managing Security............................................................................. 219.
Introduction to Managing Security .............................................................................................. 220.

Global and Application-Level Security ................................................................................. 220.
Understanding Precedence of Privileges for Users and Groups.......................................... 220.
License Groups .................................................................................................................... 222.
Document Level Security ..................................................................................................... 223.
DLS Keywords ............................................................................................................... 223.
DLS Wildcards ............................................................................................................... 224.
Security Providers ................................................................................................................ 224.
Allowing Multiple Users on One Workstation................................................................. 225.
Allowing Multiple Users on a Windows NT Workstation.......................................... 225.
Selecting the Local Computer as the Active Domain........................................ 226.

Contents
Adding the Advanced Right to the Account ...................................................... 227.

Allowing Multiple Users on a Windows 2000 Workstation ...................................... 228.
Best Practices for each Security Provider ..................................................................... 230.
User and Group Icons .......................................................................................................... 231.
Troubleshooting Invalid Users and Groups ................................................................... 231.
Security Mapping ................................................................................................................. 232.
ApplicationXtender Security Limitations............................................................................... 233.
Managing Group Security ........................................................................................................... 233.
Configuring Group Security Profiles..................................................................................... 234.
Guidelines for Group Profiles ............................................................................................... 235.
Creating a Group.................................................................................................................. 236.
Configuring the Group Page for a New Group .............................................................. 237.
Configuring the Users Page for a New Group ............................................................... 238.
Configuring the Profile Page for a New Group .............................................................. 239.
Configuring the Security Mapping Page for a New Group............................................. 240.
Importing Group Accounts ................................................................................................... 242.
Changing Group Settings..................................................................................................... 243.
Changing an Existing Group's Description .................................................................... 243.
Changing an Existing Group's Membership .................................................................. 244.
Changing an Existing Group's Profile ............................................................................ 245.
Changing an Existing Group’s Security Mapping Configuration .................................... 247.
Deleting a Group .................................................................................................................. 248.
Managing User Security ............................................................................................................. 248.
Creating a User .................................................................................................................... 249.
Configuring the User Page for a New User ................................................................... 250.
Configuring the Groups Page for a New User ............................................................... 251.
Configuring the Profile Page for a New User................................................................. 252.
Configuring the Security Mapping Page for a New User ............................................... 253.
Importing User Accounts...................................................................................................... 255.
Changing User Settings ....................................................................................................... 256.
Changing an Existing User's Password......................................................................... 256.
Changing an Existing User’s Full Name ........................................................................ 257.
Changing an Existing User’s License Group ................................................................. 257.
Changing an Existing User's Group Membership.......................................................... 258.
Changing an Existing User's Profile .............................................................................. 259.
Changing an Existing User’s Security Mapping Configuration ...................................... 260.
Deleting a User .................................................................................................................... 262.

Contents
User and Group Privileges ......................................................................................................... 262.

Copying User Privileges....................................................................................................... 267.
Copying Privileges to a User Account ........................................................................... 267.
Copying Privileges from a User Account ....................................................................... 268.
Managing Document Level Security ........................................................................................... 269.
Setting up DLS while Creating an Application...................................................................... 269.
Applying the DLS Flag to a New Field ........................................................................... 270.
Configuring the Document Level Security Page ............................................................ 270.
Associating a Group with an Index Field................................................................. 271.
Selecting a Security Type ....................................................................................... 272.
Specifying a Secured Value .................................................................................... 273.
Adding a DLS Keyword as a Secured Value........................................................... 274.
Adding a DLS Wildcard as a Secured Value........................................................... 275.
Importing Secured Values from a File..................................................................... 276.
Setting up DLS in an Existing Application ............................................................................ 277.
Applying the DLS Flag to an Existing Field ................................................................... 277.
Configuring the Document Level Security Tab .............................................................. 277.
Changing DLS in an Existing Application............................................................................. 278.
Changing a Value in the Secured Value List ................................................................. 279.
Deleting Values from the Secured Value List ................................................................ 279.
Exporting Secured Values to a File...................................................................................... 280.
Managing Annotation Groups..................................................................................................... 280.
Creating an Annotation Group ............................................................................................. 281.
Annotation Group Example .................................................................................................. 283.
Seeing Annotations ....................................................................................................... 284.
Hiding Annotations ........................................................................................................ 285.
Editing Annotations........................................................................................................ 286.
Assigning Annotations ................................................................................................... 286.
Follow Legacy Rules Example ............................................................................................. 287.
Modifying an Annotation Group............................................................................................ 287.
Deleting an Annotation Group.............................................................................................. 288.
Chapter 8: Import Wizards................................................................................... 290.
Using AX Import Wizards: An Overview ..................................................................................... 291.

Auto Index Import................................................................................................................. 292.
Auto Index Import File Format ....................................................................................... 293.
Auto Index Options ........................................................................................................ 293.

Contents
Key Reference Import .......................................................................................................... 294.

Key Reference Import File Format................................................................................. 295.
Index Image Import .............................................................................................................. 295.
General Index Image Import File Format....................................................................... 295.
Format for Import Referencing a Volume Label............................................................. 297.
Format for Import of Multiple Page Documents ............................................................. 297.
Importing Multiple Pages with a Single Command ........................................................ 297.
Import Specifications .................................................................................................................. 298.
Custom Specification in a New Application.......................................................................... 300.
Applying an Import Flag to a New Field......................................................................... 300.
Configuring an Import File Setup Page ......................................................................... 300.
Adding Fields .......................................................................................................... 301.
Inserting Fields........................................................................................................ 301.
Changing Maximum Field Width ............................................................................. 302.
Changing Field Format............................................................................................ 302.
Re-ordering Fields................................................................................................... 302.
Deleting Fields ........................................................................................................ 302.
Custom Specification in an Existing Application .................................................................. 303.
Applying an Import Flag to an Existing Field ................................................................. 303.
Configuring an Import File Setup Tab............................................................................ 303.
Modifying Import Specifications ........................................................................................... 304.
Deleting Import Specifications.............................................................................................. 305.
Using the Import Wizards ........................................................................................................... 305.
Auto Index Import Wizard..................................................................................................... 306.
Starting the Auto Index Import Wizard........................................................................... 306.
Configuring the Auto Index Import Welcome Page........................................................ 306.
Previewing the Auto Index Import.................................................................................. 308.
Configuring the Auto Index Import Options Page .......................................................... 310.
Using the Auto Index Import Status Dialog Box ............................................................ 311.
Key Reference Import Wizard .............................................................................................. 312.
Starting the Key Reference Import Wizard .................................................................... 313.
Configuring the Key Reference Import Welcome Page ................................................. 313.
Checking for Missing Key Reference Values................................................................. 315.
Previewing the Key Reference Import ........................................................................... 315.
Configuring the Key Reference Import Options Page.................................................... 317.
Using the Key Reference Import Status Dialog Box ...................................................... 319.
Index Image Import Wizard .................................................................................................. 320.

Contents
Starting the Index Image Import Wizard ........................................................................ 321.

Configuring the Index Image Import Welcome Page ..................................................... 321.
Importing into WorkflowXtender .................................................................................... 322.
Previewing the Index Image Import ............................................................................... 323.
Configuring the Index Image Import Options Page ....................................................... 325.
Using the Index Image Import Status Dialog Box .......................................................... 328.
Importing from the Command Line ............................................................................................. 330.
Index Image Import Command............................................................................................. 331.
Required Index Image Import Switches......................................................................... 331.
Optional Index Image Import Switches .......................................................................... 331.
Key Reference Import Command......................................................................................... 334.
Required Key Reference Import Switches..................................................................... 335.
Optional Key Reference Import Switches ...................................................................... 335.
Auto Index Import Command ............................................................................................... 336.
Required Auto Index Import Switches ........................................................................... 337.
Optional Auto Index Import Switches ............................................................................ 337.
Chapter 9: Managing the Index Server ............................................................... 339.
Configuring the AX System to Use the Index Server.................................................................. 340.

Verity vs. ProIndex ............................................................................................................... 340.
Full-Text Indexing with Verity vs. ProIndex.................................................................... 340.
Full-Text Searching with Verity vs. ProIndex ................................................................. 342.
Using Multiple Processors with Verity vs. ProIndex....................................................... 342.
Configuring the AX System to Use Verity ............................................................................ 343.
Installing Verity Servers ................................................................................................. 344.
Installing the CM Gateway for Verity ............................................................................. 348.
Creating a Collection ..................................................................................................... 348.
Assigning a Collection to a K2 Server ........................................................................... 349.
Resubmitting Documents to the Index Server ............................................................... 350.
Configuring the AX System to Use ProIndex ....................................................................... 353.
Creating the Impersonation Account .......................................................................................... 353.
Creating the Index Server Impersonation Account .............................................................. 354.
Adding Advanced Rights to the AX Index Server Impersonation Account........................... 357.
Configuring the Index Server...................................................................................................... 359.
Data Sources Tab ................................................................................................................ 361.
Documents Submitted from Other Data Sources .......................................................... 361.
Setup Tab............................................................................................................................. 362.

Contents
Specifying an AX Login Account ................................................................................... 362.

Specifying an Index Server Impersonation Account ...................................................... 362.
Queues Tab ......................................................................................................................... 363.
Adding a New Queue .................................................................................................... 364.
Adding Queues to be Processed ................................................................................... 365.
Removing Queues from the Processing Queues List.................................................... 366.
Full-Text Tab ........................................................................................................................ 366.
OCR Tab .............................................................................................................................. 368.
Log File Tab ......................................................................................................................... 369.
Misc Tab............................................................................................................................... 370.
Configuring Index Server Error Behavior....................................................................... 370.
Remove Job from Queue when Finished ...................................................................... 371.
Maintaining the Index Server...................................................................................................... 371.
Starting the Index Server ..................................................................................................... 371.
Starting the Index Server Service .................................................................................. 372.
Pausing the Index Server..................................................................................................... 373.
Resuming the Index Server.................................................................................................. 374.
Viewing Index Server Information ........................................................................................ 374.
Stopping the Index Server.................................................................................................... 374.
Monitoring the Index Server ....................................................................................................... 375.
Using the Index Server Monitor............................................................................................ 376.
Monitoring Jobs on One Queue..................................................................................... 376.
Monitoring Jobs on All Queues...................................................................................... 376.
Viewing the Log File ...................................................................................................... 377.
Keeping the Index Server Monitor on Top ..................................................................... 377.
Using LEGATO AAM to Monitor the Index Server ............................................................... 378.
Configuring AAM to Monitor the Index Server ............................................................... 378.
Creating a Process Proxy for the AX Index Server ................................................. 378.
Creating a Service for the AX Index Server ............................................................ 380.
Using AAM Console to Monitor the Index Server .......................................................... 381.
Chapter 10: Managing Queues............................................................................ 383.
Starting Queue Manager ............................................................................................................ 383.

Logging into Data Sources ......................................................................................................... 384.
Viewing the Contents of a Data Source...................................................................................... 384.
Creating a New Queue ............................................................................................................... 385.
Viewing the Properties of a Queue ............................................................................................. 386.

Contents
Viewing Jobs in a Queue............................................................................................................ 386.

Unlocking a Queue ..................................................................................................................... 387.
Viewing the Properties of a Job.................................................................................................. 388.
Viewing Elements of a Job ......................................................................................................... 389.
Resubmitting a Job..................................................................................................................... 389.
Deleting Jobs.............................................................................................................................. 389.
Deleting all Jobs in a Queue....................................................................................................... 390.
Deleting a Queue........................................................................................................................ 390.
Chapter 11: Configuring AX Workstations......................................................... 392.
Customizing the AX Desktop ...................................................................................................... 392.

Configuring Toolbars, Title Bar, and Status Bar ......................................................................... 393.
Displaying or Hiding a Toolbar ............................................................................................. 394.
Changing the Size of Toolbar Buttons ................................................................................. 395.
Customizing Toolbars .......................................................................................................... 395.
Configuring the Title Bar ...................................................................................................... 396.
Displaying or Hiding the Status Bar ..................................................................................... 397.
Customizing AX Views ............................................................................................................... 397.
Docking a View .................................................................................................................... 398.
Displaying a View as a Dialog Box....................................................................................... 399.
Displaying a View as Subwindow......................................................................................... 400.
Hiding a View on Use........................................................................................................... 401.
Activating AX Full Screen Mode........................................................................................... 401.
Managing the Query View Result Set .................................................................................. 401.
Changing the Way the Result Set Lists Documents ...................................................... 402.
Hiding or Showing Result Set Columns......................................................................... 403.
Sorting the Result Set.................................................................................................... 403.
Reordering the Result Set Columns .............................................................................. 403.
Resizing the Result Set Columns .................................................................................. 404.
Saving the Result Set Columns ..................................................................................... 404.
Resetting Result Set Column Configuration .................................................................. 404.
Collapsing the Result Set .............................................................................................. 405.
Data Sources.............................................................................................................................. 405.
Opening the Configuration Dialog Box ....................................................................................... 405.
View Tab..................................................................................................................................... 407.
Image Size Options.............................................................................................................. 407.
Zoom Settings are Pixels ..................................................................................................... 408.

Contents
Scale-to-Gray ....................................................................................................................... 408.

Display Text View of Page ................................................................................................... 408.
Restore Last Layout at Startup ............................................................................................ 409.
Use KeyView to Display Foreign Files ................................................................................. 409.
Use Acrobat Reader to Display PDF Files ........................................................................... 409.
Allow Map of Unknown Data Sources to Existing Data Sources ......................................... 409.
Display Tab................................................................................................................................. 410.
Screen DPI........................................................................................................................... 410.
PgUp/PgDn in Dual-Page View............................................................................................ 410.
Query Results ...................................................................................................................... 411.
Maximum Query Results ............................................................................................... 411.
Sort Result Set Automatically ........................................................................................ 411.
Maximum Index Retrieved ............................................................................................. 411.
Sort Order of Document ID ............................................................................................ 411.
Ascending Order ..................................................................................................... 411.
Descending Order ................................................................................................... 412.
Fonts Tab ................................................................................................................................... 412.
Screen Fonts........................................................................................................................ 412.
Printer Fonts......................................................................................................................... 413.
Simulate Box Drawing Characters ....................................................................................... 414.
Scan Tab .................................................................................................................................... 415.
Removing Blank Pages........................................................................................................ 416.
Synchronized Scan .............................................................................................................. 417.
Scanner Manual Feed Timeout............................................................................................ 417.
COLD Tab .................................................................................................................................. 417.
Cache Forms........................................................................................................................ 418.
Allow Paste Text .................................................................................................................. 418.
Allow Zoom .......................................................................................................................... 418.
Display As Image Only......................................................................................................... 418.
Form Overlay Settings ......................................................................................................... 418.
Screen ........................................................................................................................... 418.
Printer ............................................................................................................................ 418.
Default Color Bar Settings.................................................................................................... 418.
Show.............................................................................................................................. 419.
Lines .............................................................................................................................. 419.
Color .............................................................................................................................. 419.
Print Tab ..................................................................................................................................... 419.

Contents
Print Original Size ................................................................................................................ 420.

Dithering............................................................................................................................... 420.
Print Toolbar Button ............................................................................................................. 421.
Acceleration ......................................................................................................................... 421.
XipPrint .......................................................................................................................... 421.
Talaris ............................................................................................................................ 421.
Quick PCL ..................................................................................................................... 421.
Endorse Printed Pages ........................................................................................................ 422.
E-Mail Tab .................................................................................................................................. 423.
E-Mail Formats..................................................................................................................... 424.
Black & White Images for E-Mail ................................................................................... 424.
4/8-bit Color Images for E-Mail ...................................................................................... 424.
True Color Images for E-Mail......................................................................................... 424.
JPEG Quality Factor (1-100)................................................................................... 424.
Text for E-Mail ............................................................................................................... 425.
Use Multi-Page Files for E-Mail ..................................................................................... 425.
E-mail in Archived Format ............................................................................................. 427.
E-Mail Vendor ...................................................................................................................... 427.
Export Tab .................................................................................................................................. 428.
Black & White Images for Export ......................................................................................... 428.
4/8-bit Color Images for Export ............................................................................................ 428.
True Color Images for Export............................................................................................... 428.
JPEG Quality Factor (1-100) ......................................................................................... 429.
Text for Export...................................................................................................................... 430.
Use Multi-Page Files for Export ........................................................................................... 430.
Export in Archived Format.................................................................................................... 430.
File Types Tab............................................................................................................................ 431.
Adding File Types ................................................................................................................ 432.
Deleting File Types .............................................................................................................. 433.
Data Tab ..................................................................................................................................... 433.
Enable Dual Data Entry........................................................................................................ 433.
Disable Query Window......................................................................................................... 434.
Database Connect & Drop ................................................................................................... 434.
Check for Matching Index .................................................................................................... 435.
ODMA Support..................................................................................................................... 435.
Allow Remember Password ................................................................................................. 435.
Prompt for Check Out when Open ....................................................................................... 435.

Contents
Enable ODMA Attribute Search ........................................................................................... 437.

Auto Logout.......................................................................................................................... 437.
Data Field 2 Digit Year Max Future Years Setting ............................................................... 437.
Image Storage Format ......................................................................................................... 438.
Storage Format for Black & White Images .................................................................... 438.
Storage Format for 4/8-bit Color Images ....................................................................... 438.
Storage Format for True Color Images.......................................................................... 438.
JPEG Quality Factor (1-100)................................................................................... 439.
Separate Multi-Page TIFFs ........................................................................................... 440.
Paths Tab ................................................................................................................................... 440.
Local Write Path................................................................................................................... 441.
Personal Search Path .......................................................................................................... 442.
Volume Label Search Drives................................................................................................ 442.
Business Intelligence Gateway Path.................................................................................... 442.
Full Text Tab............................................................................................................................... 443.
Processing Queue................................................................................................................ 443.
Allow Full-Text...................................................................................................................... 443.
Convert to Text (if necessary) .............................................................................................. 444.
Prompt User with Queue Selection ...................................................................................... 444.
Submit New Documents for Full Text Index......................................................................... 444.
OCR Tab .................................................................................................................................... 445.
OCR Engine ......................................................................................................................... 445.
Allow OCR............................................................................................................................ 446.
OCR Result Format.............................................................................................................. 446.
Template Settings ................................................................................................................ 447.
Adding a FineReader Template..................................................................................... 447.
Configuring a FineReader Template ............................................................................. 448.
Language Selection ............................................................................................................. 448.
Text View ............................................................................................................................. 448.
Export................................................................................................................................... 448.
Indexing................................................................................................................................ 449.
OCR Job .............................................................................................................................. 449.
Processing Queue ......................................................................................................... 449.
Prompt User with Queue Selection ............................................................................... 449.
Fax-in Tab .................................................................................................................................. 449.
Thumbnail Tab............................................................................................................................ 450.
Document Signing Tab ............................................................................................................... 452.

Contents
Importing Digital Certificates ................................................................................................ 453.

Exporting Digital Certificates ................................................................................................ 453.
Specifying a Default Digital Certificate ................................................................................. 454.
Clearing Default Digital Certificate ....................................................................................... 454.
Deleting Digital Certificates .................................................................................................. 454.
WorkflowXtender Tab ................................................................................................................. 454.
Saving and Loading Settings...................................................................................................... 455.
Saving Settings .................................................................................................................... 455.
Important Information about XSCM.CONFIG....................................................................... 456.
Saved Workstation Settings ................................................................................................. 458.
Loading Settings .................................................................................................................. 462.
Appendix A: Importing and Exporting XML Data .............................................. 464.
Importing XML Data.................................................................................................................... 464.

XML File Format................................................................................................................... 464.
Format for Data Type Descriptions................................................................................ 465.
Format for Data Format Descriptions ............................................................................ 467.
Format for Application Descriptions............................................................................... 468.
Format for Field Descriptions......................................................................................... 471.
Data Types in XML.................................................................................................. 472.
Field Flags in XML .................................................................................................. 473.
Field Formats in XML .............................................................................................. 474.
Format for Key Reference Fields................................................................................... 476.
Format for Security Provider Specification .................................................................... 476.
Format for User Descriptions......................................................................................... 477.
Format for Group Descriptions ...................................................................................... 477.
Format for User or Group Profile Descriptions .............................................................. 478.
Format for Annotation Group Descriptions .................................................................... 480.
Running the Import Wizard .................................................................................................. 481.
What Happens when a Duplicate User or Group is Found? ................................................ 483.
Changes in a User’s or Group’s Profiles........................................................................ 483.
Changes in a Group’s Membership List......................................................................... 484.
Exporting XML Data ................................................................................................................... 484.
Appendix B: Integrating TELEform..................................................................... 485.
Preparing for TELEform Integration............................................................................................ 486.

Configuring TELEform ................................................................................................................ 486.

Contents
Specifying the Search Directory........................................................................................... 487.

Configuring Automated Batch Creation................................................................................ 487.
Configuring a Form..................................................................................................................... 488.
Bypassing Verification.......................................................................................................... 488.
Configuring Automatic Export for a Form............................................................................. 489.
Configuring the Release Script for a Form........................................................................... 491.
Completing Form Configuration ........................................................................................... 494.
Exporting TELEform Documents to AX ...................................................................................... 495.
Glossary ................................................................................................................ 496.
Index ...................................................................................................................... 502.

Draft Document - Last Modified on 12/10/04
Preface
This guide provides instructions on how to configure and administer the

ApplicationXtender software. After configuring and administering the AX software,
refer to the ApplicationXtender User’s Guide and the program’s Online Help for detailed
instructions on how to use the AX software.
Post-release information is contained in the Release Supplement for this product. This
document is available by clicking the Product Documentation link at
customernet.documentum.com. Refer to the web site periodically to view the latest
Release Supplement. You must have a Technical Support account to access the product
documentation on this site. If you do not already have a Technical Support account,
request one at support.documentum.com/support/access/dmRegistration.asp.
Audience
The information in this guide is intended for system administrators who are
responsible for installing software and maintaining the servers and clients on a
network. Operators who monitor the daily backups may also find this manual useful.
Product Documentation
ApplicationXtender is one module in the ApplicationXtender Content Management
suite. The following is a list of documentation for related products that may be useful
when working with AX:
• XtenderSolutions Administrator’s Guide
• XtenderSolutions Administrator’s Quick Reference
• ApplicationXtender Installation Guide
• ApplicationXtender Administrator’s Quick Reference
• ApplicationXtender User’s Guide
• ApplicationXtender User’s Quick Reference
• ScanXtender User’s Guide
• ScanXtender User’s Quick Reference
• ApplicationXtender Add-on for Microsoft Outlook Integration Guide
• ApplicationXtender Add-on for Microsoft Outlook Quick Reference
• ApplicationXtender Technical Product Overview

Preface
Most of these documents can be found in the Documentation directory on the product
CD-ROM. All documents are in Adobe Acrobat Portable Document Format (PDF), and
can be viewed by downloading and installing the Adobe Acrobat Reader. The Reader
is available on the Documentum® AX/WX CD-ROM, or directly from Adobe at
www.adobe.com. To install and use the Reader on the preferred platform, refer to the
instructions on the Adobe web site.
Conventions
This document uses the following typographic conventions and symbols to make
information easier to access and understand.
Convention Indicates Example
boldface Names of line commands, The nsradmin command starts the command
daemons, options, programs, line version of the NetWorker Administrator
or scripts program.
italic in text Pathnames, filenames, Displayed messages are also written to
computer names, new terms /nsr/logs/daemon.log.
defined in the Glossary or
The specifications are created, one for each swap
within the chapter, or
file, in c:\pagefile.sys.
emphasized words
italic in command A variable that must be nwadmin -s server_name
line provided in the command line
fixed-width Examples and information media waiting: recover waiting for 8mm
displayed on the screen 5GB tape volume name
fixed-width, Commands and options that nsr_shutdown -a
boldface must be entered exactly as
shown
Menu_Name> A path or an order to follow for Volume>Change Mode>Appendable
Command making selections in the user
interface
Important: Information that must be read
and followed to ensure
successful backup and Important: Use the no_verify option with
recovery of data extreme caution.

Preface
Information and Services

Documentum offers a variety of methods (including e-mail, telephone, and fax
support) to obtain company, product, and technical information.
General Information
The Documentum web site provides most of the information that customers might
need for ApplicationXtender product suite support. For specific sales or training
needs, e-mail or call Documentum.
Updates,
Patches,
Technical and Company
Bulletins and Service and Product
Service or Resource Documentation Packs Information Training
www.documentum.com Yes Yes Yes Yes

customernet.documentum.com Yes Yes Yes Yes
ftp://otgsoft:optical@ftp.otg.com/soft Yes
ware/AX/Patches_and_Service
Packs
(for versions earlier than 5.0)
ftp://otgsoft:optical@ftp.otg.com/soft Yes
ware/AX5.xUpdates (where x is
the version number, for versions
5.0 and later)
Documentum AX Sales Yes
800-607-9546 or 925-600-5802
salesinfo@documentum.com)
Documentum AX Training Yes
240-747-6254
content_training@documentum.com
Technical Support
Documentum provides technical assistance for only those products sold by
Documentum. For assistance with third party products, please contact the third party
vendor.
The Documentum web site provides contact information, technical documentation,
and information about available support programs.
• Customers with an active support agreement have access to the integrated
product knowledge base. Help with software issues is also available through
Technical Support.
• Customers without an active support agreement can contact Support Sales and
Renewal to purchase annual software update subscriptions, or technical support
services for per-update/per-incident assistance.

Preface
Note: Documentum technical support and update subscription services apply only to
(i) Documentum price-listed software that Documentum supplies to its customers; and
(ii) customers that have entered into an authorized Documentum technical support
agreement.
Licensing and Registration

To license and register ApplicationXtender content management products, go to the
LEGATO licensing web site. To change contact information, transfer licenses, or ask
questions about licensing, use one of the following contact methods.
Table 1. Licensing Contacts
Customer
Location Web Site Telephone Number Fax Number E-mail
US or Canada license.legato.com (650) 812-6000 (650) 812-6220 licensing

Option 3, then Option 2 @legato.com
(6:00am-6:00pm PST)
Europe, the license.legato.com 31-23-554-8881 31-23-554-8808 licensingemea

Middle East, (9:00am - 6:00pm CET) @legato.com
and Africa
ICON, license.legato.com 31-23-554-8881 31-23-554-8808 licensingicon

Asia-Pacific, or (9:00am - 6:00pm CET) @legato.com
Latin America
Customer Feedback
Documentum welcomes comments and suggestions about its documentation.
To provide input on our documentation, complete the survey at
support.documentum.com/wcmprodData/docs/documentum_technical_publications_custome
r_survey.htm.

Chapter 1: Introduction
Thank you for purchasing ApplicationXtender® (AX), the content management

system designed to adapt to all of your organization’s content storage needs. You can
set up AX applications where users can store many different types of files. AX allows
you to design applications so that users are prompted to enter a set of identifying index
values whenever they store a file in AX. Because you design your own applications,
you can decide what types of information the user needs to enter when storing a file.
By setting up AX applications for the users on your system to store files in, you
simplify content management for them. Documents are easily stored in AX
applications. To retrieve documents in AX, users can simply search for AX documents
using the index values they put in. In many cases, they can also search the full text of
AX documents. Once they retrieve a document, they have access to a wide variety of
viewing and processing options. They can print, fax, e-mail, or export documents as
needed. Image files can be enhanced to improve image quality and then processed
using optical character recognition (OCR). Users can add annotations to documents to
highlight, annotate, or redact data.
AX gives you the tools to build content management applications where the amount
and type of information stored, the storage locations and media, and the security
settings are all completely configurable. Using ApplicationXtender, you can solve a
variety of storage problems by creating many different AX applications, each of which
is responsive to a different organizational need.
To use AX, you must first create an AX application (or applications). A set of index
fields is defined for each application. A wide range of objects, including scanned
images, word processing documents, text documents, and more can be stored in an AX
application. When a document is stored in an application, the user enters information
into associated index fields. Users can then retrieve a document by searching for the
index information that corresponds with that document.
As an AX administrator, you create the applications that are used to store documents
using the Application Generator (AppGen) module. AppGen is a separate component
of AX where aspects of AX application structure – such as index field attributes and
system security – are configured. Applications can be constructed to meet an
organization’s particular needs and can be modified to reflect changing requirements.
This administrator’s guide provides detailed information to assist AX system
administrators responsible for creating and maintaining applications. Designing,
creating and modifying applications; security features and import utilities are included
in this guide.

Chapter Summary
The following table summarizes each chapter of this document:
Table 2. Chapter Summary
Chapter Description
"Introduction" on This chapter gives an overview of each of the modules of the

page 28 ApplicationXtender system, and definitions of important AX
concepts. For an administrator who is new to ApplicationXtender,
a careful review of the concepts in this chapter is highly
recommended.
"Getting Started" This chapter contains information about starting Application

on page 58 Generator. It contains an overview of the Application Generator
interface and describes XtenderSolutions License Server location
configuration within Application Generator.
"Using Audit This chapter contains information on the Audit Trails feature in
Trails" on page 69 Application Generator. Audit trails can be used to track user
activity within the AX system. You may want to enable audit
trail prior to creating applications and setting up users and
groups so that you can track the changes you make as you make
them.
"Designing an This chapter contains an overview of the design considerations

Application" on for AX applications.
page 84
"Creating an This chapter contains the procedures for creating AX

Application" on applications. In addition, it describes how to set up the _FORMS
page 134 application (needed for form overlay with CX/ERMX
documents) and the _RSTAMP application (needed for rubber
stamp annotations)
"Managing This chapter describes how to administer existing AX

Existing applications. It includes information on using the Migration
Applications" on Wizard and Archive Wizard utilities.
page 151
"Managing This chapter describes how to set up users and groups for your
Security" on AX system. It also describes how to configure the Document
page 219 Level Security (DLS) feature.
"Import Wizards" This chapter provides information on using import wizards to

on page 290 import large amounts of index information and large number of
documents with attached index information into AX.
"Managing the This chapter details configuration and use of the Index Server, an
Index Server" on optional AX module, to provide full-text indexing capabilities to
page 339 the AX system.

Table 2. Chapter Summary (Continued)
Chapter Description
"Managing This chapter discusses how print, OCR, and full-text queues can
Queues" on be managed through the Queue Manager.
page 383
"Configuring AX This chapter explains all of the configuration options available

Workstations" on for individual AX workstations. It also describes how the
page 392 Save/Load Settings feature can be used to copy AX
configuration settings from one workstation to one or more other
workstations.
"Importing and This appendix describes how to import data about applications
Exporting XML and security into Application Generator (AppGen), if that data
Data" on page 464 has been exported to an XML file. This appendix also describes
how to export this data from AppGen to an XML file.
"Integrating This appendix describes how to integrate Cardiff TELEform®

TELEform" on with ApplicationXtender for enhanced indexing capabilities.
page 485
Overview
Use of the ApplicationXtender content management system can be divided into two
areas of activity: administrative and user. For the most part, this manual describes
administrative tasks. This chapter, however, provides an overview of the entire
ApplicationXtender system, including definitions of central AX concepts and
descriptions of the functionality of AX modules.
This chapter contains the following sections:
• "Introduction to AX Concepts" on page 31 discusses the three central concepts:
applications, security, and document storage.
A primary responsibility of an AX system administrator is the creation and
maintenance of applications in ApplicationXtender. AX applications are data
storage structures where users can easily store and retrieve a variety of objects
(such as word processing files, scanned images, and text files) as documents.
Identifying index information is attached to each document when it is stored. The
repository of index information for all of the stored documents in an application
can be searched to retrieve documents. The functionality of the index-driven,
application-centered storage model of AX is discussed in greater detail in
"Introduction to AX Concepts" on page 31.
One important aspect of maintaining applications in ApplicationXtender is the
creation of security settings for those applications. A carefully planned security
strategy allows authorized users quick access to stored information while
protecting confidential applications and documents from unauthorized viewing.
A discussion of the security features in AX can be found in "Introduction to AX
Concepts" on page 31.

The AX system administrator must also decide where AX document files will be
stored. This chapter provides a discussion of document storage concerns,
including definitions of storage terminology and an overview of storage
considerations.
• Each of the modules of ApplicationXtender provides specific functionality, some
intended for use by users, some for use by administrators. "ApplicationXtender
Components" on page 44 describes the different modules of the
ApplicationXtender system and their potential uses.
• "System Administrator Best Practices" on page 53 discusses tasks that an AX
system administrator should undertake to successfully administer
ApplicationXtender. This section provides an overview of the role of the AX
system administrator, including descriptions of the typical duties and
responsibilities of the administrator.
Introduction to AX Concepts
The functionality of the ApplicationXtender (AX) system centers on a few key
concepts. An understanding of these concepts helps you to deploy AX effectively for
your organization.
How is Content Organized in AX?

The highest level of organization in ApplicationXtender is the application, which you
design. Applications contain documents. Documents consist of one or more pages.
Each document has an index, which acts as a label for the document. Pages consist of
one or more page versions.
Figure 1. Organization of Content in AX
Documents
Page Versions
Pages
Index Fields
(act as labels)
Application

Glossary of AX Terms
The AX terms listed below provide a better understanding of the ApplicationXtender
system and its functional components, such as the applications, documents, pages, and
indexes, and how they relate with each other.
Annotations
ApplicationXtender allows users to add annotations to any image or text document
page. An annotation is a note or a shape added to a document page, typically to focus
attention on a particular part of the page. Users can use annotations to comment on the
contents of a page, block areas of the page from view, or highlight important
information. When a user creates an annotation, it is associated with the AX document
page on which he/she created it. Annotations are edited and stored separately from
the image, but they are displayed along with the image in AX.
The types of annotations available include text, highlighting, lines, arrows, shapes, and
rubber stamps. Rubber stamp annotations allow users to place preset and custom text
annotations on a page as well as image files supported by the AX image library and
embedded foreign files. When any type of annotation (line, shape, text, highlight, or
rubber stamp) has the redaction property applied to it, the annotation is considered to
be a redaction.
You can use privileges to apply annotation-related security measures, so that
annotations and redactions of any type can be created, modified, hidden, moved, or
deleted only by users who have appropriate privileges. However, if you want to
control users’ access to specific annotations, you must use annotation groups.
Annotation groups allow you to create associations between users, groups, and
specific annotations. You can specify which users and groups can view or modify
specific annotations, and which users and groups can hide or modify specific
redactions. You use AppGen to create annotation groups and to populate them with
existing users and existing groups. Then, in AX, certain users who are members of
annotation groups can assign annotations to those annotation groups.
Applications
An application is the highest level of organization in ApplicationXtender. Users can
store documents in an application and retrieve documents from an application.
You create applications through an AX module called Application Generator
(AppGen). During application creation, you name the application and set up one or
more index fields for the application.
Every time a user stores a document in an application, they must enter index
information for that particular document into the index fields. After the document is
saved, it is compressed and stored in the document write path specified in Application
Generator as a BIN file. AX stores the index information in a database so that users can
search it later to retrieve documents.
Audit Trails
You can configure the Audit Trails feature in Application Generator to track user
activity within the AX system. System-wide activities, such as the creation,
modification, and deletion of applications, users, and groups can be tracked. You can

also track user activity in applications by tracking items such as the creation and
deletion of documents, the addition of pages, and the modification of index
information for documents. By default, AX logs audit trail events to a table in the AX
database, which can be accessed through your database software. You can configure
audit trails to log to this table, to a log file, or to both locations.
COLD/ERM Data
COLD (computer output to laser disk) data and ERM (enterprise report management)
data is report data generated for existing applications, indexed using an extraction
process, and downloaded into AX applications. COLD/ERM data can be added to AX
as documents through the use of ColdXtender® (CX) or ERMXtender™ (ERMX). CX
produces ASCII documents and ERMX produces ASCII or PDF documents. These
documents are known as CX/ERMX documents. Form overlays can be added to ASCII
CX/ERMX documents to allow users to view the report data in the context of a
standard form. (Form overlays can not be added to PDF documents.) AX can perform
text searches on CX/ERMX documents, allowing you to locate important data within
the report.
If you use ERMX to add ERM data to AX as documents, you can configure ERMX to
upload entire reports along with those documents. If you do so, the users who have
appropriate privileges can display, print, export, or delete these ERMX reports.
Digital Signatures
Digital signatures allow users to electronically sign any page version in AX and
WebXtender (WX). Like a written signature, the purpose of a digital signature is to
guarantee that the individual signing the page really is who he or she claims to be and
that the document has not changed since the date of the signature. When a page of a
document is signed, the signature is applied to the BIN file for the currently displayed
version of the page.
Digital signatures support compliance to standards such as the Health Insurance
Portability and Accountability Act of 1996 (HIPAA) and Title 21 Code of Federal
Regulations Part 11 (21 CFR 11) where digital signatures are a pre-requisite. For more
information, see "Configuring AX for Compliance to Standards" on page 51.
Documents
A document is a file or group of files stored in an application and identified by index
information. (See "Indexes" on page 34.) Each page of a document is a single object,
such as a scanned image file or a word processing document. Users create a document
by adding an object to an application and entering index information. The user can
then add additional objects as additional pages of the same document.
A document can be as small as one page, or can contain thousands of pages. Users can
store different types of data as pages within one document. For instance, a hospital
patient’s document could include a patient’s scanned admission forms, a doctor’s
report in Microsoft Word format, and an x-ray. Any combination of objects within a
document is possible.

When a user stores a document in an application, he/she must enter information for
each of the document’s index fields. The information acts as a label for the document,
and because the information is stored in a database, the user (or other AX users) can
search for that "label" to retrieve the document.
In order to retrieve the document later, the user searches for the record of index
information entered to identify the document. When a user makes a search request in
ApplicationXtender, all records of index information containing a match with the
information requested is displayed in the result set.
A user can retrieve any document by selecting its record from the result set, as long as
the user has adequate security privileges. Users can process all of the pages within a
document as a single unit (print, fax, e-mail, or export), or can process pages
individually. A user can print or fax several documents at once by selecting them from
the result set and choosing the appropriate command. If users have the proper security
privileges, they can modify documents and their indexes at any time.
Full-Text
Users can index documents for full-text searching by submitting them to the Index
Server. A full-text search is a search of document content, rather than index values. The
following types of documents can be full-text indexed in AX:
• Bi-level (black and white) images
• Rich Text Format (RTF) files
• Hypertext Markup Language (HTML) files
• Foreign files added by importing the files into AX
• Portable Document Format (PDF) files
With a full-text search, a user can find a document even if he does not know any of the
index values. Users can also use full-text searching to refine an index value search.
For more information, see:
• "Managing the Index Server" on page 339
Indexes
An ApplicationXtender index is a group of fields where information relating to
documents can be stored. When a user stores a document in an application, the index
values he/she enters identify the document.
The index for an AX application is its central component, and therefore indexes are an
important concept in understanding applications. The index is the part of the
ApplicationXtender system that allows users to organize stored documents efficiently.
Documents can be stored in ApplicationXtender in random order, and yet still be easily
retrieved, because every document stored has an index record attached to it. Users can
search all stored index values for an application and retrieve relevant documents.
As the AX system administrator, you can customize the index for an AX application.
During application creation, you decide what index information will be requested
from the user and what the format for that information will be. When the administrator
creates an index in AppGen, the administrator plans how many descriptive entries to

request for each stored document, what type of information to use to identify the
documents, how much space to provide for each entry, and how the information for a
particular entry will be entered.
Figure 2. Example of a Document Index
AX uses the fields specified during application creation to build an Index view.
Whenever a user adds a document to an application, this Index view requests exactly
the information that he/she needs to enter. This view provides a space for the user to
enter a value for each of the fields defined in the index definition.
OCR
Users can process bi-tonal images using optical character recognition (OCR). This
process converts an image of text into text. After a user processes an image using OCR,
it can then be submitted to the Index Server for full-text searching.
ODMA
Open Document Management API (ODMA) support allows users to work with AX
documents within other, ODMA-compliant, applications such as Microsoft Word. For
example, using ODMA’s check in process, users can save documents to AX. They can
save a non-AX document as a new AX document, adding AX index values and
document summary information. They can also check out and modify an existing AX
document, as long as the following is true:
• That document was added to AX as a foreign file
• The ODMA-compliant application is installed on the AX computer
• The file is a type of file supported for use with ODMA for AX
They can then check it back into AX as a major revision, as a minor revision, as a new
page version, or as a replacement page version. Through ODMA’s check out process,
they can retrieve previous document revisions and the most recent page version of the
first page in a document from AX.
When users search for AX documents through ODMA, they can utilize all of the
normal search functionality in AX. The search dialog box that displays in the
ODMA-compliant application is similar to the Search tab that is used in AX. Through
ODMA, however, they can also add and then query document summary properties.
Pages
Page typically implies a single entity. Because ApplicationXtender supports multiple
object types, a page is defined as a single object. A very long word processing file is
considered a page by AX. A page could also be, for example, a single scanned image,
a 30-minute video clip, or an audio recording.

When a user creates a document in AX, the object added as the new document is the
first page of that document. Other pages can be added to the document using the New
command in the Page menu in AX. All of the pages for a document have the same
index record attached.
Users can use the Document menu commands to process all of the pages in a document
together. They can use the Page menu commands to process pages individually. They
can also insert or delete pages at any time. Up to 250,000 pages can be attached to a
document, and a page may come from one of many different types of sources.
Page Versions
The user may create different versions of the same page in order to add another layer
of organization within a document.
Different versions of the same page do not have to have the same object type. (For
example, the original page version might be a Microsoft Word file, but the new version
is a spreadsheet.)
Redactions
Users can use redactions to secure or hide portions of image and text document pages.
Redactions are annotation shapes that are filled and opaque. Users can apply redaction
to all available shapes: lines, freehand lines, arrows, rectangles, rounded rectangles,
and ovals. When applied, the area of the page behind the redaction is not visible.
Verity KeyView Viewer

The Verity KeyView Viewer allows users to view the content of some foreign files in
AX. The major benefit of using the Verity KeyView Viewer is that a third-party viewer,
such as Microsoft Word, is no longer needed to display the content of the files. For a list
of Verity KeyView Viewer-supported file types, refer to the "Creating Documents"
chapter of the ApplicationXtender User’s Guide.
Note: The Verity KeyView Viewer does not support Visio files.
Data Source Management

Another concept central to the use of ApplicationXtender is the management of data
sources. A data source is a composite of the database where an application stores
information and the data provider used to access the data by the application. The tables
of index and application information that form ApplicationXtender applications are
stored in databases, which are accessed through OLE DB data providers. Because AX
supports OLE DB, it can use many different databases.

OLE DB
OLE DB is a programming interface for accessing data, and is a fundamental building
block for storing and retrieving data using Microsoft’s Data Access Components
(MDAC). OLE DB provides flexible data architecture that offers applications, like AX,
efficient access to databases. Data is accessed through OLE DB data providers. Data
providers are installed on your workstation with some operating systems and their
service packs or with MDAC.
If MDAC 2.7 Service Pack 1 has not already been installed on your workstation, the AX
setup wizard installs it. MDAC 2.8 is also supported. MDAC installs data providers for
SQL Server, Oracle, and ODBC. The Microsoft OLE DB Provider for ODBC Drivers
provides access to Microsoft Access and Sybase SQL Anywhere. When you install the
IBM DB2 server or client, the IBM OLE DB Provider for DB2 is installed and can then
be used for access to IBM DB2 data sources.
In order to use OLE DB, three components are required:
• An OLE DB consumer (ApplicationXtender)
• An OLE DB data provider (installed with MDAC)
• A DBMS server (Microsoft SQL Server or Oracle, for example)
Because AX supports OLE DB, it can use many different databases. However, not all
OLE DB data providers have been tested with AX. The following table lists the
databases that have been tested with AX and the OLE DB data providers that you can
use to access each database:
Table 3. AX Supported Databases
AX Supported Database OLE DB Data Provider
Microsoft SQL Server version 2000 Microsoft OLE DB Provider for SQL Server
IBM DB2 version 8.1 IBM OLE DB Provider for DB2
Oracle versions 8i (8.1.7), 9i (9.2.01), Microsoft OLE DB Provider for Oracle

and 10g
Sybase SQL Anywhere 9.0 Microsoft OLE DB Provider for ODBC

Drivers
Microsoft Access (available only in the Microsoft Jet 4.0 OLE DB Provider
demonstration and standalone versions
Microsoft OLE DB Provider for ODBC
of AX)
Drivers
Microsoft SQL Server, IBM DB2, Oracle, and Sybase SQL Anywhere are multi-user
relational database management systems that are capable of supporting hundreds of
simultaneous users. They are intended for use with high volume systems.
Note: Microsoft Access is intended only for demonstration/evaluation purposes or
standalone systems of low volume (single user systems of fewer than 100,000
documents). High-volume or networked systems using Microsoft Access are not
supported.

ADO.NET
ADO.NET is a programming interface for accessing data in a .NET application such as
XSAdmin, WX, and the Component Setup Wizard. ADO.NET drivers provide access
to Oracle, Microsoft SQL Server, and IBM DB2. OLE DB .NET drivers provide access to
Microsoft Access and ODBC.
When you select a data provider for your data source, select an OLE DB data provider.
It will be automatically converted to an OLE DB .NET driver for XSAdmin, WX, and
the Component Setup Wizard.
Database
A database is a collection of data tables of a particular database format (such as Oracle
or Microsoft SQL Server). ApplicationXtender uses databases to store application
information. When an application is created, details such as the field definitions and
security information are stored in database tables. Once documents are added to an
application, index information is stored in a table, as are the pointers to the location of
the documents.
Data Source
A data source is the means by which ApplicationXtender accesses data from a
database. When a data source is defined, an OLE DB data provider is configured to
access the database. All of these characteristics in combination – where the data is
stored, the format of the data stored, and the data provider used to access the data –
comprise the data source. Data sources are created and managed in XtenderSolutions
Administrator. For more information, refer to the XtenderSolutions Administrator’s
Guide.
Multiple Data Source Support

Multiple data sources can be viewed simultaneously within AX. In this way, users can
access applications located on many different data sources during a single AX session,
provided they have security rights to access those data sources.
Note: Cross Application Queries cannot be run across data sources. Applications must
reside within the same data source to be included together in a Cross Application
Query. For information on Cross Application Queries, refer to the "Retrieving
Documents" chapter of the ApplicationXtender User’s Guide.
Document Storage Locations

Although the document indexes for ApplicationXtender applications are stored in a
database, the actual document files (such as scanned images, text files, other objects,
and so on) are stored in a directory designated as an application’s document write
path. AX applications can be configured to store documents to any storage device to
which the AX workstation can connect [network file server, local hard disk, erasable
and WORM (write once, read many) optical media, etc.].

Although all document pages are compressed before storage, they can take up a
significant amount of storage space. The volume and nature of the data (image,
COLD/ERM, video, sound, and so on) requires special storage considerations. Optical
storage systems can be used as a cost-effective alternative to large amounts of magnetic
disk storage. ApplicationXtender can utilize any optical server product that can appear
as a logical volume to the workstation, including the LEGATO DiskXtender
software.
Document Write Paths

Document storage is configured for a particular application by setting document write
paths. Write paths are used to instruct ApplicationXtender where to store documents,
annotations, optical character recognition (OCR) output, and the full-text database for
a particular AX application. A simple example of a write path would be a directory
name on a workstation’s local hard drive (such as C:\Program
Files\XtenderSolutions\Content Management\Invoices\). The storage location for
documents in ApplicationXtender applications are not, however, limited to local hard
drives. Users can choose to store documents on stationary media, such as workstation
or network hard drives, or on removable media, such as optical media. Documents can
be stored directly to media or can be stored to an automated data storage system. The
storage system then handles the actual storage of the documents.
Dual Write Paths

Dual write paths can provide either automatic backup of documents (parallel storage)
or faster retrieval (local/remote). Dual write paths are created and managed in
XtenderSolutions Administrator. For more information, refer to the XtenderSolutions
Administrator’s Guide.
DiskXtender
The LEGATO DiskXtender (DX) software revolutionizes data storage management
for Windows. By intelligently controlling hardware devices and access to files on
media, DiskXtender allows you to save and retrieve files to and from extended NT file
system (NTFS) volumes (DX "extended drives"). DX moves files out to media, keeping
track of each file’s location. When files are needed, DX seamlessly retrieves and
delivers them to the user. DX lets you automate file migration through a user-friendly
interface that displays hardware, media and extended drives, all in one unified "tree"
structure. To write AX documents to DiskXtender, you must configure a DX connection
in XSAdmin and specify a document write path in AppGen that points to a
DiskXtender extended drive. For more information on configuring DX server
connectivity, refer to the XtenderSolutions Administrator’s Guide.
ArchiveXtender - Ascent Storage Edition

ArchiveXtender - Ascent Storage Edition (ArcX-ASE) is a complete archival solution
that aggregates optical devices into a virtual storage pool, allowing Windows, UNIX,
and Macintosh clients to archive and retrieve data from the same network location.
ArcX-ASE can be used as a Document Server for your AX document storage. To write
AX documents to ArcX-ASE, you use the ArcX-ASE Configuration component, which
is automatically included in each AX installation. Some configuration is required for

the application write path and for each AX workstation that will write AX documents
to ArcX-ASE or retrieve documents from ArcX-ASE. For instructions on performing
this configuration, refer to the "Using a Document Storage Server" chapter of the
XtenderSolutions Administrator’s Guide.
Note: ArcX-ASE is supported only for legacy purposes.
ApplicationXtender Security
Security is the combination of authentication and authorization. Authentication
requires all users to enter a valid user name and password to access most modules.
Authentication is configured within XtenderSolutions Administrator (XSAdmin) to
ensure that each user is who he or she claims to be. XSAdmin allows you to configure
authentication credentials and select a security provider for each data source.
XSAdmin offers two pre-packaged security providers (CM and Windows). You can
also create a directory service security provider, if necessary.
Authorization is the granting of specific access privileges according to the user name.
Security profiles contain information pertaining to a user’s specific privileges within
the AX system. Security profiles are configured within Application Generator
(AppGen), following standard user and group rules. AX offers three levels of security
(application, functional, and document) to prevent unauthorized users from gaining
access to sensitive information stored in the ApplicationXtender systems.
In addition, if you intend to use the Migration Wizard to migrate documents and
security information from one data source to another, you can configure security
mapping to "map" users and groups in the source database to users and groups in the
destination database. You can also configure security mapping if you intend to use the
ReportXtender® (RX) Extraction Wizard to extract documents and security
information to a CD-ROM.
• "Security Providers" on page 40
• "Application Level Security" on page 42
• "Function Level Security" on page 42
• "Document Level Security" on page 43
• "Security Mapping" on page 43
• "Managing Security" on page 219.
Security Providers
Security providers implement authentication, which requires all users to enter a valid
user name and password to access most modules. XSAdmin offers two pre-packaged
security providers (CM and Windows) to ensure that each user is who he or she claims
to be. You can also create a directory service security provider, if necessary.

XSAdmin allows you to choose the security provider for each data source. Then,
Application Generator (AppGen) allows you to create users and groups and to import
users and groups. The following table lists the differences between the security
providers:
Table 4. Security Providers
Security
Provider Description
CM • A pre-packaged security provider.

• You can import users and groups from an existing security system
such as Windows.
• The import is simply a snapshot of the current users and groups list.
The imported list is not updated when a change is made to the
source.
• The imported list does not contain each user’s password. The
password must be re-entered in AppGen.
Windows • A pre-packaged security provider.

• You can import users and groups only from Windows.
• When you change a user’s password or group membership in the
Windows user maintenance utility, the next time that user logs into
an XtenderSolutions module, the changes are reflected in the
authentication of that user and the functions available to that user.
• You must use the Windows user maintenance utility to maintain
passwords and group membership.
• Allows single logon, which means that users who are already
logged into Windows do not need to log in again when starting AX
components. AX uses the users’ current Windows user account for
authentication.
Directory • If you are already using a directory service to maintain users and
service groups in your enterprise, you can configure the system to use the
directory service and create a new security provider in XSAdmin.
(Requires configuration of a web service.) For instructions, refer to
the XtenderSolutions Administrator’s Guide.
• You can import users and groups from a directory service via an
LDAP interface, such as Microsoft Active Directory or Netscape
Directory Server.
directory service user maintenance utility, the next time that user
logs into an XtenderSolutions module, the changes are reflected in
the authentication of that user and the functions available to that
user.
• You must use the directory service user maintenance utility to
maintain passwords and group membership.

If you want the AX system to use the Windows security provider, keep in mind the
following points:
• If any of the AX workstations have Windows 98 or Millennium (ME) as the
operating system, you must install the License Server on a workstation that has
Windows NT or 2000 as the operating system. This is necessary so that a security
agent associated with the License Server can implement the Windows security
provider on the Windows 98 or ME workstations.
• If you want to allow a user to log in to AX with user account information other
than what was used to log in to the workstation, you must give the "Act as part of
operating system" advanced user right either to the additional user account on
that workstation or to the License Server service account on the License Server
workstation. (Of the two methods, the latter is recommended.) For example, if
you log into your workstation as RFROST and you want to log into AX as
RSIMPSON, the account must have the "Act as part of operating system"
advanced user right.
For instructions on selecting a security provider for a new AX system or for an existing
AX system, refer to the XtenderSolutions Administrator’s Guide.
Application Level Security

Application level security grants users/groups access to AX applications. Profiles can
be created to grant access to all applications or to specific applications.
Global security profiles can be established to automatically assign a uniform set of
access privileges for a user or group of users every time a new application is created.
When a global profile exists for a user or group of users, the privileges assigned in that
profile are automatically assigned for every application created. If a user or group of
users does not have a global profile, an application-specific profile must be created for
that user or group before they can access an application.
Application security profiles, like global security profiles, allow you to grant a
particular set of privileges to a user or group of users. You can define different
privileges for a user or group of users in each application. One group may have full
privileges in the human resources application, for instance, but only display privileges
in the payroll application.
When a profile is application-specific, however, the privilege settings are not carried
over to a new application when it is created. If a group of users has an
application-specific profile for a certain application, and no global profile, then when
a new application is created, the members of the group will not be able to access the
new application. Application-specific security settings override global security
settings. For example, if a group of users has privileges to create documents in their
global profile, and an application-specific profile is set up (for this group) that does not
have create document privileges, the users will not be able to create documents in that
particular application.
Function Level Security

Within each security profile, you enable privileges to perform AX functions. You can
control the activities of users within applications by granting privileges only for the
functions needed. Each security profile contains privilege settings for a variety of user

functions, such as creating, modifying, and deleting applications; and scanning and
printing documents. There are also settings for accessing commands on certain menus,
such as Image Enhancement.
For example, if a user will not be configuring the AX workstation, you can disable the
Configure WS privilege in the user’s security profile. The user will have access to only
four tabs on the AX Configuration dialog box (View, Display, Fonts, and Scan) and only
three tabs on the SX Configuration dialog box (View, Display, and Scan).
Note: The Configure WS privilege allows users to configure all aspects of workstation
configuration and should only be granted to administrative users.
Document Level Security

With the Document Level Security feature, AX system administrators can protect
particular documents in an application from access by unauthorized users, or can
allow users access to only particular documents in an application. ApplicationXtender
uses a document’s index values to achieve this protection. You can mark particular
fields in an index as Document Level Security fields when an application is built. You
can mark particular values in those index fields as inaccessible or accessible to groups
of users. If a marked value is found, ApplicationXtender either grants or denies access
to the document with that index value based on the settings configured in the
Document Level Security function.
In order for Document Level Security to be used for a field, you must enable the
Document Level Security field flag during the field definition portion of application
creation. To assign secured values, you form an association between a particular
Document Level Security enabled field and a particular group of users, and then assign
values for that field that either allow or deny the particular group of users access.
Document level security can be used to prevent a user from viewing certain documents
in an application, assuming they have display privileges in that application.
Security Mapping
When the Migration Wizard is used to migrate documents and security information,
the administrator has the option to map users and groups in the source database to
users and groups in the destination database. Similarly, when the ReportXtender (RX)
Extraction Wizard is used to extract AX documents and security information before the
creation of an RX CD-ROM, the administrator has the option to map users and groups
in the source database to users and groups in the database on the CD-ROM (or in the
database where the CD-ROM will be reintegrated).
Consider a Migration Wizard example in which the only users who will need access to
the destination database are Sarah, Wei, and Mark, and those users do not exist in the
source database. In this example, the administrator who performs the migration
should select three user accounts in the source data source, the RUTH, JOHN, and REX
user accounts, which have privileges that Sarah, Wei, and Mark would need. The
administrator should enable alternative security (security mapping) for the RUTH,
JOHN, and REX user accounts and specify that those three users should be migrated
as SARAH, WEI, and MARK, with the appropriate passwords.
When a Migration Wizard migration is performed, if the Use alternative security
option is enabled in the Migration Wizard, only the users and groups with alternative
security information configured are migrated.

Similarly, when an RX Extraction Wizard extraction is performed, if the Use alternative

security information option is enabled in the Extraction Wizard, only the users and
groups with alternative security information configured are extracted. Therefore, only
those users and groups exist on the resulting RX CD-ROM. When you reintegrate the
resulting CD-ROM, all of the users and groups that are on the CD-ROM are
reintegrated.
ApplicationXtender Components
ApplicationXtender has several components, or modules, each of which performs a
specific function within the AX system. For more information, see the following
section:
• "Administrative Components" on page 44 describes the AX components that
should be used by the AX system administrator.
• "User Components" on page 47 describes the AX components used by both
system administrators and users.
Administrative Components
The AX system administrator uses the components described in the following sections
to create and maintain the AX content management system:
• "Application Generator" on page 44
• "Index Server" on page 45
• "Import Wizards" on page 45
• "Administrative Utilities" on page 45
Application Generator
Application Generator (AppGen) provides access to many administrative functions.
Applications can be created, modified, purged of index information, or deleted. For
more information, see "Designing an Application" on page 84, "Creating an
Application" on page 134, and "Managing Existing Applications" on page 151.
System security on the application, functional, and document levels is configured
through user profiles, group profiles, and the Document Level Security feature.
AppGen is also used to configure security mapping prior to a Migration Wizard
migration or a ReportXtender (RX) Extraction Wizard extraction. For more
information, see "Managing Security" on page 219.
Customized specifications can be created to customize the import of specific index
information using the Auto Index Import Wizard, Key Reference Import Wizard, or
Index Image Import Wizard. For more information, see "Import Wizards" on page 290.
You can track actions taking place with the AX system using the Audit Trails feature in
AppGen. For example, the creation and deletion of documents and applications can be
tracked if you enable audit trails for those items. For more information, see "Using
Audit Trails" on page 69.

Index Server
The Index Server is a module that provides full-text search functionality and OCR
processing for AX systems. You can submit an image to the Index Server for OCR
processing or you can add text information to the Index Server for full-text indexing.
You can process scanned images using OCR, then add the resultant text version of the
document to the Index Server, allowing users to search on "key" words that might be
located anywhere on the document. The Index Server runs as a service. You can choose
from two full-text engines: ProIndex and Verity. For more information, see "Managing
the Index Server" on page 339.
Import Wizards
AX has three import wizards. For a brief description of each, see the following sections:
• "Index Image Import Wizard" on page 45
• "Key Reference Import Wizard" on page 45
• "Auto Index Import Wizard" on page 45
For more information, see "Import Wizards" on page 290.
Index Image Import Wizard

If images, text or foreign file format files and associated index data exist in another
system, the user can import them into AX with the Index Image Import wizard.
Key Reference Import Wizard

This wizard is used to import key reference information into the AX system by
importing data into a table to be used for automatic index population. This table,
however, is a central holding area for index information and operates on a "static data"
basis, which means that records remain in the table even after they are used. If changes
occur (such as an address or name), then those changes are immediately reflected
across the entire application, because any documents in the application indexed using
Key Reference data obtain their index information from the Key Reference table.
Auto Index Import Wizard

This wizard is used to import Auto Index information into the AX system. When you
perform an Auto Index Import, AX imports the data into an Auto Index table; that
information is then used for the automatic population of AX indexes.
The Auto Index table operates on a "use once and discard" basis; when an item is
extracted from the table, it is automatically deleted. This feature is used when initially
creating documents, so that all unindexed records can be tracked.
Administrative Utilities
AX has utilities for the AX system administrator. For more information, see the
following sections:
• "Archive Wizard" on page 46
• "Migration Wizard" on page 46

• "Queue Manager" on page 46

• "Move Online" on page 46
• "ArchiveXtender Configuration" on page 47
Archive Wizard
Documents are usually accessed frequently for a period of time after they are added to
an application. Once they are no longer current, however, they are accessed
infrequently, if at all.
The Archive Wizard allows you to move less frequently accessed documents within an
application from more expensive, faster access storage, such as a hard drive, to less
expensive, larger capacity media, such as a CD-ROM. By archiving older documents to
removable media, you can free storage space on faster access media, then use that
space to store more frequently accessed documents. When documents are archived,
they can still be accessed by searching and retrieving them within the application
where they were originally stored; AX only changes the document’s physical storage
location and sets a new pointer to the document’s new location. For more information
on the Archive Wizard, see "Using the Archive Wizard" on page 161.
Migration Wizard
The ApplicationXtender Migration Wizard moves or copies AX application
definitions, application import specifications, application data, user lists and group
lists from one data source to another data source. The Migration Wizard can be used to
distribute information to other sites or to scale AX solutions to larger or smaller
databases. You can choose to migrate all AX application data or just a subset of the
information. Several applications can be migrated without exiting the wizard to
change the source database. You can automate application migration using the save
and load settings features in addition to using extensive command line options. Only
users who have been given AX Administrator privileges in Application Generator can
perform migrations. For more information on the Migration Wizard, see "Using the
Migration Wizard" on page 182.
Queue Manager
Queue Manager allows you to monitor all of your data sources and queues.
You can view the contents of a data source or set a data source as default. In each data
source, you can monitor various types of AX queues: Index Server queues for full-text
indexing, Index Server queues for OCR processing, and Image Print Server (IPS)
queues. You can also run saved queries from Queue Manager. For more information on
Queue Manager, see "Managing Queues" on page 383.
Move Online
This component allows users to move scanned documents from a local scan storage
area to the primary document write paths for the relevant applications. Move Online
can help you to reduce network traffic during peak times.
You can configure ApplicationXtender to store scanned documents locally. After you
have finished scanning documents locally, you can use Move Online to move all of the
locally stored documents to the document write paths for their respective applications.

AX tracks the locations of the documents and places them in the proper write paths.
An appendix to the ApplicationXtender User Guide describes how to move scanned
documents from a local scan storage area to the primary document write path for the
appropriate application.
ArchiveXtender Configuration
ArchiveXtender - Ascent Storage Edition (ArcX-ASE) can be used as a Document
Server for your AX document storage. The ArcX-ASE Configuration component allows
you to specify the name of an ArcX-ASE server for an AX workstation. This procedure
is necessary if the workstation will be used write AX documents to ArcX-ASE or
retrieve documents from ArcX-ASE.
User Components
All of the AX system users, including the administrator, use the components described
in the following sections:
• "ApplicationXtender" on page 47
• "Data Source Selector" on page 47
• "ScanXtender" on page 47
ApplicationXtender
ApplicationXtender (AX), the central program in the AX system, provides the interface
through which users store, retrieve, view, and process documents. Documents and
pages can be added one at a time, or can be imported in batches.
Users can perform index searches in AX to locate documents. Once a document has
been retrieved in AX, the user can adjust the display of the document. Users can add
comments to documents in the form of text annotations, can highlight areas of
documents, and can apply redactions to documents using a variety of shapes. Users
can print, fax (using the Print command), e-mail, or export documents and pages from
AX. The Configuration dialog box in AX provides a way to configure several features
that effect the way AX looks or performs.
Data Source Selector

The Data Source Selector allows you to connect to the list of data sources, set a data
source as default (for Application Generator, the import wizards, and Move Online),
and designate multiple data sources to be viewed within AX.
For information on creating data sources, refer to the XtenderSolutions Administrator’s
Guide. For information on using the Data Source Selector, refer to the "Data Sources"
appendix of the ApplicationXtender User’s Guide.
ScanXtender
ScanXtender® (SX) is a scanning module integrated with ApplicationXtender. Batches
are scanned in SX and then released to AX for indexing. Each page in a batch can be
used to create a new document in AX.

The SX interface is based on the AX interface so that users who are familiar with AX
can start working immediately in SX. SX contains only the features of AX that are
needed for scanning batches of images into the AX system.
SX allows users to store, retrieve, view, and process batches. Batches and pages can be
added singly, or can be imported many at a time. A Batch List for each application is
shared between SX and AX, so that SX users can add pages to batches in the list while
AX users are creating indexed documents from other batches in the list.
Once a batch has been retrieved from the Batch List in SX, users can adjust the display
quality of images included in a batch. Users can print or fax (using the Print command)
pages from SX.
For more information on using ScanXtender, refer to the ScanXtender User Guide.
XtenderSolutions License Server

AX uses the XtenderSolutions License Server to monitor licensing for AX workstations.
The XtenderSolutions License Server is a central license server that manages licensing
for all XtenderSolutions products. The License Server is configured on the License
Server tab in Application Generator.
For more information on using the XtenderSolutions License Server, refer to the License
Server Administrator’s Guide. For more information about configuring AX to use the
XtenderSolutions License Server, see "The License Server Location" on page 66.
Ways of Using ApplicationXtender

ApplicationXtender applications can be used to store documents through the AX
interface, or they can be used to add document storage and processing capabilities to
other third-party software programs. For a more thorough description of the different
ways you can employ AX, see the following sections:
• "Using the AX Interface" on page 48
• "ODMA" on page 50
• "Extended Applications" on page 51
Using the AX Interface

You create a new application using the Application Generator (AppGen) module of
AX, setting up index fields that will be used to organize the documents to be stored in
the application. Once the application has been built in AppGen, it can be opened in
ApplicationXtender. Users can add documents to the application through the AX
interface, attaching an index record to each document that will allow the document to
be retrieved at a later date. Once stored, the document can be retrieved and then
printed, faxed, exported, or e-mailed, again all through the ApplicationXtender
interface. The tables of index data and all pointers to document location are maintained
by AX for turnkey applications.
The AX end user interface has three modes of operation that you can choose from:
normal AX mode, check in/check out mode, and reason audit mode. Normal AX mode
and check in/check out mode or reason audit mode cannot be used in combination, but
check in/check out mode and reason audit mode can be enabled at the same time.

Check in/check out mode relates to the use of revision control in AX. Revision control
keeps track of who is working on a document and can be used to track previous
revisions of a document. When revision control is in use, a user must check a document
out before they can modify it. When users finish modifying documents, they must then
decide how (or whether) to resave the documents to the AX document repository.
When a user checks out a document, a copy of the document as it exists in the AX
repository is created by AX. This copy becomes the working copy for the user. The user
can close a checked out document and keep the document checked out so he/she can
continue working on it.
At any time, when a user finishes modifications, he/she can choose to check the
document back in. When the user checks a document in, the document that was
initially checked out is saved as a previous document revision (or deleted through
replacement) and the working copy is saved to the AX document repository as a new
(minor or major) document revision.
The user can also choose to cancel check out of the document. When a user cancels
check out of the document, the working copy created when he/she checked the
document out is deleted, and AX considers the revision of the document that was
originally checked out as the current revision. Any changes made to the working copy
are discarded.
Reason audit mode, which can be configured on the application level, requires users to
enter comments whenever they create, display, export, print, or e-mail documents.
When users display documents in reason audit mode, they must select options to print,
e-mail, or export if they want access to those functions once the documents are
displayed. Reason audit mode requires the use of Audit Trails, because it allows you to
audit the reasons users are displaying, exporting, printing, or e-mailing documents.
If you enable the Prompt for checkout when open documents option for the
application, when a user checks in a document in an application, the user can mark the
document as a final revision. Once this is done, users can open the document only in
read-only mode and cannot check out or modify the document. Users with the Delete
Doc privilege can delete final revisions. For information on enabling final revision
functionality when you set up AX applications, see "Entering Application Information"
on page 137.
As the system administrator, you may want to make sure that all users on your AX
system are operating AX in the same mode. Unless the mode is enabled for an entire
application, users can configure the use of check in/check out mode on the Data tab in
the AX Configuration dialog box on each AX workstation. You can, however, set check
in/check out mode or reason audit mode for an entire application when configuring
the application in AppGen to ensure consistency.
If you restrict access to the Data tab by not granting users the Configure WS right in
AppGen, you can prevent users from switching between modes. You can also
configure the use of check in/check out mode or reason audit mode in Application
Generator for each application. Enabling check in/check out mode for applications
supports compliance with the Health Insurance Portability and Accountability Act of
1996 (HIPAA). (For more information, see "Recommendations for Compliance with
HIPAA" on page 51.) Check in/check out mode is enabled for a user if it is enabled for
either the user’s current workstation or the user’s current application.

What is Check In/Check Out Mode?

When AX is in check in/check out mode, use of revision control with AX documents is
mandatory. Users must check out a document in order to modify it. If they do not check
the document out, it is opened in read-only mode and it cannot be modified.
Also, the final revision option on check-in is available only when the AX application is
in check in/check out mode.
What is Reason Audit Mode?

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) was put in
place to protect health care patients by regulating how patient records are stored and
accessed. ApplicationXtender contains options that can be used to help create a content
management solution that facilitates compliance with the HIPAA regulations. When
the Reason Code option is enabled for an AX application and the Audit Trail option is
enabled, all document creation, printing, e-mail, and export actions are audited. Users
are required to enter comments explaining the reason for document creation, printing,
e-mail, and export, and to enable printing, e-mail, and export options indicating the
functionality they intend to use. Those comments, along with the user’s identity, are
logged using the Audit Trail feature.
What is the Normal AX Mode?

When AX is in normal mode, use of revision control with AX documents is not
mandatory. Users can open and modify documents, and when they close them, the
modifications are automatically saved to the AX document repository. A user can
check out documents while AX is in normal mode, in order to prevent other users from
making modifications while they are working on a document. However, users are not
required to check out a document in order to make modifications to it. If a document
has been checked out by one user, even when AX is in normal mode, other users cannot
modify the document until it is checked back in.
ODMA
The ODMA feature is an alternative way to create, index, and retrieve AX documents.
Before users can access this feature, ODMA support must be enabled on their AX
workstations. You can configure the use of ODMA on the Data tab in the AX
Configuration dialog box on each AX workstation.
ODMA uses the Open ApplicationXtender Document dialog box to interface with
ODMA-compliant applications and the ApplicationXtender system to create and
access AX documents. For example, on the Open ApplicationXtender Document
dialog box, users can open and save non-AX documents to AX using the File Selection
button, enter search criteria to perform queries to find existing AX documents from the
Search tab, and check out an existing AX document to modify, or open it as read-only
from a Result Set tab like the one in AX.
Once all modifications are completed, a user can check in the modified document to
AX as a major revision, as a minor revision, as a new page version, or as a replacement
page version. For more information on foreign file types that can be accessed using
ODMA, refer to the ApplicationXtender User Guide.

Extended Applications
Extended applications are AX applications that can be called from within other
software applications, adding document storage and processing functions via the AX
software development kit (SDK). With an extended application, index fields are
defined in AppGen to organize the images or other documents to be added. You can
then set up a way to call ApplicationXtender functions from within other applications.
The method for accessing those AX functions depends on the application being
enabled. In some applications, an ApplicationXtender menu can be added to the menu
bar or a button bar can be created; in others, shortcut keys can be assigned to particular
AX functions.
AX’s COM automation interface provides access to AX functions and its database.
ApplicationXtender functions (such as add document, display, fax, print, and many
others) can all be executed from within an extended application. As with a turnkey
application, documents are stored by attaching index information to be used for later
retrieval. However, data can be acquired from the extended application to index,
retrieve, or display AX documents. Storage of index information for extended
applications is handled by ApplicationXtender, just as it is in turnkey applications. The
AX SDK provides the COM automation interface documentation and samples. AX also
supports dynamic data exchange (DDE). DDE documentation is provided in PDF
format. For more information, contact your sales representative.
Configuring AX for Compliance to Standards

Many AX features allow you to comply with current standards, such as the Health
Insurance Portability and Accountability Act of 1996 (HIPAA) and Title 21 Code of
Federal Regulations Part 11 (21 CFR 11). The following sections provide
recommendations for configuring your AX system to comply with these standards:
• "Recommendations for Compliance with HIPAA" on page 51
• "Recommendations for Compliance with 21 CFR 11" on page 51
Recommendations for Compliance with HIPAA

If you need to configure your AX system to comply with the Health Insurance
Portability and Accountability Act of 1996 (HIPAA), consider the following
recommendations:
• Enable Audit Trails. For instructions, see "Using Audit Trails" on page 69.
• For each AX application that contains data protected by HIPAA, enable the
options that require users to enter comments when checking documents in and
out. For instructions, see "Requiring Check in/Check out Comments" on page 52.
• Enable digital signatures. For instructions, see "Configuring Digital Signatures"
on page 52.
Recommendations for Compliance with 21 CFR 11

If you need to configure your AX system to comply with the Title 21 Code of Federal
Regulations Part 11 (21 CFR 11), consider enabling digital signatures. For instructions,
see "Configuring Digital Signatures" on page 52.

Requiring Check in/Check out Comments

For each AX application that contains data protected by HIPAA, enable the following
options:
• Prompt for checkout when open documents
• Checkout comments required
• Checkin comments required
• Reason Code
These options address the needs of privacy and security outlined by HIPAA by
allowing you to identify which documents are being accessed, who is accessing them,
and why the documents are being accessed. For instructions on enabling these options
for a new application, see "Entering Application Information" on page 137. For
instructions on enabling these options for an existing application, see "Changing the
Options for an Application" on page 155.
Note: The first of these four options, Prompt for checkout when open documents,
enables check in/check out mode on an application basis. A similar option on the Data
tab of the AX Configuration dialog box enables check in/check out mode on a
workstation basis. However, if you need configure your AX system to comply with
HIPAA, it is recommended that you enable check in/check out mode on an application
basis.
Configuring Digital Signatures

This section provides an overview of the digital signature configuration procedure,
with references to relevant sections for more information.
To configure digital signatures:
1. Obtain a valid digital certificate.
2. When you receive your digital certificate, make a backup copy of it and store it in
a secure place.
3. Install your digital certificate on each AX workstation that will be used to sign AX
page versions. For instructions, see "Importing Digital Certificates" on page 453. (If
you have WebXtender, this certificate must also be installed on the WebXtender
Server. For instructions, refer to your server software documentation.)
Note: During installation of the certificate, you are prompted to select whether to
make it available for only the current user or for any user on the computer. For each
AX workstation, you may select either option as needed. On the WebXtender
Server, however, you must make it available for any user on the computer.
Note: Certificate validation requires that the computer performing the validation
must trust the Certificate Authority who issued the certificate. If a computer does
not have this trust, a document signed with that certificate will be invalid on that
computer.
4. For each AX application that contains data protected by HIPAA or 21 CFR 11,
enable the Document signing option. This option addresses the needs of security
outlined by HIPAA and 21 CFR 11 by allowing you to guarantee and prove that a
document has not been changed since the date and time of the signature. For
instructions on enabling this option for a new application, see "Entering

Application Information" on page 137. For instructions on enabling this option for
an existing application, see "Changing the Options for an Application" on
page 155.
5. For each AX workstation, you can specify a default certificate and provide a
default comment to be used when applying signatures. For instructions, see
"Document Signing Tab" on page 452.
Default certificate and comment settings can be saved to a workstation settings file,
which can be used to quickly load the same settings to other AX workstations. For
instructions, see "Saving and Loading Settings" on page 455.
If a workstation does not have default certificate or comment settings, the user will
be prompted to select a certificate and/or enter a comment when applying a
signature. For instructions, refer to the ApplicationXtender User’s Guide.
System Administrator Best Practices

The freedom to create applications allows organizations flexibility when designing a
content management system. To utilize this flexibility most efficiently, an overall
approach for the organization should be developed and followed. The AX system
administrator is usually in the best position to be the focal point for implementing and
supporting ApplicationXtender within the organization. As such, the administrator
takes responsibility for surveying users and determining the company’s needs. If
possible, the administrator should be allowed to make the final decisions on all
application design issues.
There are several aspects to the role of AX system administrator. Along with creating
applications and managing user security, you supervise system backups,
documentation updates, and perform many other duties. These activities may all be
done by one person or delegated among several individuals, but each person involved
should have comprehensive knowledge of the AX system. The following sections give
an overview of some of the tasks that the typical administrator is expected to perform:
• "Application Development and Maintenance" on page 54
• "System Security" on page 54
• "License Groups" on page 54
• "Workstation Configuration" on page 55
• "System Backups" on page 55
• "Database Maintenance" on page 56
• "Hardware Maintenance" on page 56
• "Software Maintenance" on page 56
• "Helping Users" on page 57
• "Documentation Maintenance" on page 57
• "Data Storage Server Maintenance" on page 57

Application Development and Maintenance

A primary function of the AX system administrator is to develop and maintain all AX
applications. You must be well acquainted with the daily operations of the users so that
their needs can be addressed in the newly designed application. A system analysis,
prior to the design stage, always refines the development of a new application. Any
modifications to the system should be approached in the same way – analyzing the
necessity and impact of the change.
The AX system administrator can control many aspects of document creation and
retrieval, through careful design of each application. You can make document creation
easier and more accurate by designing the application to use import and data
validation features. (For information on import features, see "Import Wizards" on
page 290. For information on data validation features, see "Building in Data Integrity
Precautions" on page 118.) You can make document retrieval easier by creating saved
queries, so that users can access preconfigured groups of documents. (For information
on saved queries, refer to the "Retrieving Documents" chapter of the ApplicationXtender
User’s Guide.)
System Security
AppGen provides easy methods of protecting and controlling vital information. The
system contains various levels of security. You manage user and group security
profiles; issue new user names, passwords and privileges; remove inactive users;
manage group membership; and change passwords when needed.
In addition, AX allows for the usage of two pre-packaged security providers: CM or
Windows. You can also create a directory service security provider, if necessary. The
type of security provider used should be determined before implementing AX. For
more information about security providers, see "Security Providers" on page 40.
License Groups
If any license groups have been created in the License Server, you can specify their use
for individual users, for individual workstations, or for individual License Servers. The
following general guidelines apply:
• If you specify a license group for an individual user, then each time that user logs
on to an AX component on any workstation, using any License Server, that license
group is used. For instructions on specifying a license group for a user, see
"Changing an Existing User’s License Group" on page 257.
• If you specify a license group for an individual workstation, then each time any
user logs on to an AX component on that workstation, using any License Server,
that license group is used. For instructions on specifying a license group for a
workstation, see "The License Server Location" on page 66.
• If you specify a license group for an individual License Server, then each time any
user logs on to an AX component on any workstation and uses a license from that
License Server, that license group is used. For instructions on specifying a license
group for a License Server, see "The License Server Location" on page 66.
However, the license group for a user overrides the license group for the workstation
or for the License Server. For example, the license group GROUP1 is specified for the
AXUSER user, the license group GROUP2 is specified for the AXUSERWS workstation,

and the license group GROUP3 is specified for the Xtender License Server. If the
AXUSER user logs in using a license from the Xtender License Server, on the
AXUSERWS workstation, the GROUP1 license group is applied.
Also, the license group for a workstation overrides the license group for the License
Server. For example, the license group GROUP2 is specified for the AXUSERWS
workstation and the license group GROUP3 is specified for the Xtender License Server.
If any user logs in using a license from the Xtender License Server, on the AXUSERWS
workstation, the GROUP2 license group is applied.
Consider assigning license groups to users rather than to License Servers, to minimize
the number of licenses in use for each user. If license groups are assigned to License
Servers, each time a user logs in to a different data source, the user may be using a
separate license.
License groups can be created for AX licenses, Pro-Index full-text client licenses, Verity
full-text client licenses, SX licenses, WX licenses, WX PAL licenses, and ERMX client
licenses. For more information on configuring license groups, refer to the License Server
Workstation Configuration
You can decide whether the configuration of the AX workstations in your AX system
is controlled by you or by the individual workstation user. If you restrict access to more
advanced configuration options by not granting users the Configure WS right in
AppGen, you can prevent users from changing configuration options that affect
workstation functionality and maintain more control over AX configuration. AX has
Save Settings and Load Settings features that allow you to copy workstation
configurations from one workstation to another. Using these features, you can set up a
single workstation, and then copy the configuration for that workstation to other
workstations. By using a combination of the Save/Load Settings features and the
Configure WS privilege in each user’s profile in AppGen, you can ensure uniformity
of configuration for all workstations on the AX system.
System Backups
Regular system backups are crucial for comprehensive data protection. A schedule
should be put in place for backing up the data in the document write paths for your
applications. As the final authority on ApplicationXtender, the AX system
administrator is ultimately responsible for the security of the data and is therefore
responsible for backing up the system. This task may be automated or delegated, but
you should follow up to be certain of data integrity and accuracy. Depending upon the
site’s configuration, a schedule should be put in place for backing up the document
storage server (such as the LEGATO DiskXtender software) as well.

Database Maintenance
Depending on the database you are using, you may need to perform the following
maintenance procedures on a regular basis:
• Database backups must be included in the regular system backup schedule.
• You must periodically check that there is sufficient available hard drive space on
the database server.
• In addition, in order to optimize database performance, you must periodically
rebuild indexes and check for database corruption, using the tools provided for
your database, such as SQL Server's database consistency checker (DBCC).
For more information on the maintenance required for your database, refer to the
documentation provided with your database software.
Hardware Maintenance
Along with the standard computers and printers, a variety of other hardware can be
used with ApplicationXtender, including scanners, fax equipment, optical drives and
libraries. You should be familiar with any hardware used in conjunction with the
system since these components significantly influence the performance of AX.
Maintenance contracts from hardware vendors are strongly suggested.
Software Maintenance
The AX system administrator upgrades the AX system as needed. This may include
installing service releases to products or upgrading when a new product comes out.
Some updates can be added to your License Server so that each AX workstation can be
updated through the Update Monitor. For instructions, refer to the
UpdaterApplication.pdf file on the AX setup CD-ROM.
The administrator also monitors the need for additional functionality. The following
table describes examples of modules that can be added to the system, and suggests a
reference for more information on each. The documents mentioned can be obtained
from your sales representative.
Table 5. Additional Modules
Function Modules For More Information
Ability to search the full Full-text indexing ApplicationXtender

text of a document Technical Product Overview
Automated storage DiskXtender™, DiskXtender Technical

management ArchiveXtender - Ascent Product Overview
Storage Edition™
Batch scanning and ScanXtender® ApplicationXtender

indexing Technical Product Overview

Table 5. Additional Modules (Continued)
Function Modules For More Information
Conversion of images to OCR ApplicationXtender

text Technical Product Overview
Web access to and WebXtender™ WebXtender Technical

scanning of AX Product Overview
documents
Helping Users
The AX system administrator is the first point of contact for all questions pertaining to
the ApplicationXtender system. You should be prepared to troubleshoot and provide
instructions on how to operate the system.
Documentation Maintenance
As part of assisting users, the AX system administrator stocks updated software
documentation. This includes the ApplicationXtender Installation Guide, the
ApplicationXtender User Guide, the ApplicationXtender Administrator’s Guide, and
ApplicationXtender online help, which are updated with every new release. Manuals
for any other software and hardware used with the system should be included as well,
such as word processing, spreadsheet, printer, or scanner guides. By providing easy
access to this information, you encourage more efficient use of ApplicationXtender.
Data Storage Server Maintenance

If ApplicationXtender documents are stored on a data storage server (such as
DiskXtender or ArchiveXtender - Ascent Storage Edition), you should periodically
check the space (optical media space) available on the server and add media to the
server when necessary. Media copies are suggested to ensure complete system
integrity. Copies should be updated on a scheduled basis and stored off-site or in a
fire-resistant area.

Chapter 2: Getting Started
XtenderSolutions Administrator (XSAdmin) and Application Generator (AppGen) are

the modules where the majority of AX system administration is performed. XSAdmin
is used to configure data sources, License Server connections, and other general
configuration. AppGen is used to finish setting up your AX system by creating
applications and configuring user and group security. It is then used frequently to
maintain user and group information, modify applications, or maintain a
workstation’s License Server connection. The following sections explain how to start
Application Generator, introduce you to its interface, and describe License Server
location configuration:
• "Selecting Data Sources" on page 58
• "Starting Application Generator" on page 60
• "AppGen’s Toolbar" on page 64
• "Viewing AppGen’s Toolbar and Status Bar" on page 65
• "The License Server Location" on page 66
Selecting Data Sources

A data source is the means by which ApplicationXtender accesses data from a
database. Information that is stored in the AX database includes application
definitions, security information, document index information, and pointers to
document locations.
• "Locating Data Sources" on page 59 describes how to locate data sources from
each workstation.
• "Specifying a Default Data Source" on page 59 explains how to set a single data
source as default.
Note: You can save data source settings (which data sources are default and which are
selected) to a file, along with other AX workstation settings. Also, if you have such a
saved settings file, you can load the data source settings from that file. For instructions,
see "Saving and Loading Settings".

Important: All of the settings that you enter in the Data Source Selector are stored in
C:\Documents and Settings\All Users\Application Data\XSCM.CONFIG. Do not edit the
contents of the XSCM.CONFIG file.
Locating Data Sources

The Data Source Selector allows you to locate data sources from each workstation.
To locate data sources:
1. From the Windows Start menu, select Programs and then ApplicationXtender.
From the ApplicationXtender menu, select Data Source Selector. The AX Data
Source Configuration dialog box appears.
2. Click Locate. The Data Link Properties dialog box appears.
3. On the Provider tab, select the appropriate data provider for one of the data
sources in the data source group that you want to locate. On the Connection tab,
enter appropriate server and database information. (For more information, refer to
the "AX Data Sources" chapter of the XtenderSolutions Administrator’s Guide.)
4. Click OK. The list of data sources appears in the AX Data Source Configuration
dialog box.
Specifying a Default Data Source

The Data Source Selector allows you to set a data source as default. This setting
determines which data source is already selected in the Data Source drop-down list in
the Login dialog box for Application Generator and the import wizards. This setting
also determines which data source is in use for Move Online.
To set a data source as default:
From the ApplicationXtender menu, select Data Source Selector. The AX Data
Source Configuration dialog box appears.
Figure 3. AX Data Source Configuration Dialog Box

2. Double-click the data source to set it as default, or select the data source and click
Set as Default. A white check mark within a black background ( ) should appear
next to it.
3. Click OK or Apply. (OK saves your changes and closes the dialog box. Apply saves
your changes without closing the dialog box.)
Note: You must specify a data source as default before you can close the AX Data
Source Configuration dialog box.
Starting Application Generator

Once you have configured a data source in XSAdmin, you can start AppGen.
Note: Your login procedure may vary depending on whether you have logged in
before and depending on the security provider in use for the current data source. For
information, see "Variations on Login Procedures" on page 61.
To start Application Generator:
From the ApplicationXtender menu, select Application Generator. The Login
dialog box appears.
2. From the Data Source drop-down list, select the data source to which you want to
login.
3. In the User Name text box, type an administrative user name.
4. In the Password text box, type the password for the user name you entered.
5. Click Login. If a message appears asking whether you wish to upgrade the
database, see "Completing a Database Upgrade" on page 63.
Once you have successfully logged in, AppGen appears. For information, see
"Exploring AppGen" on page 64.

Variations on Login Procedures

The variations in login procedures depend on whether you have logged in before and
depend on the security provider in use for the data source. The following table
describes each variation:
Table 6. Variations in Login Procedures
Variation Description
If this is the first time Use the default user name for the AX system administrator:
you are logging into SYSOP. The initial password for the SYSOP user is xscm.
a new AX system
Note: The SYSOP user account has full privileges and cannot
be deleted or modified. For security reasons, the password for
this account should be changed to prevent administrative
access by unauthorized users.
If this is a Enter the user name for an administrative account that has
subsequent login been created for the selected data source. This user account
must have the AX Administrator privilege in AppGen.
If the current data Passwords are not case-sensitive.

source is using the
CM security
provider
If the current data When you attempt to start XtenderSolutions software, your
source is using the current Windows user account is checked for authentication
Windows security and authorization. Depending on your profile, you might be
provider automatically logged into the software without a Login dialog
box.
If you want the Login dialog box to appear, press [Shift] while
you attempt to start the software and until the Login dialog
box appears.
You must precede the user name with a domain and a
backslash. For example, typing CM\axadmin indicates the
"axadmin" user on the "CM" domain.
Note: If you do not specify a domain, the result depends on
your operating system. If you are using Windows NT or 2000,
the domain is taken from the currently logged on user
account. If you are using Windows 98 or Millennium (ME),
you will not be able to log in.
Passwords are case-sensitive.

Table 6. Variations in Login Procedures
Variation Description
If the current data Depending on configuration in the LDAP directory service

source is using a and in XSAdmin, you may need to specify user account
directory service information in multiple parts, separated by backslashes (\).
security provider The administrator who configures directory services in
XSAdmin should distribute appropriate login instructions.
For instructions on configuring directory services in
XSAdmin, refer to the XtenderSolutions Administrator’s Guide.
Passwords are case-sensitive.
If the security After you click Login, a message appears indicating that the
provider for the security provider for the current data source has been
selected data source changed in XSAdmin. See Figure 4. Click Yes to complete the
has recently been security provider switch or No to cancel. For more
changed in information on security providers, refer to the
XSAdmin XtenderSolutions Administrator’s Guide.
If the Remember You are automatically logged in using your current user name
Password option has and the same logon type that had been selected the last time.
been enabled in AX
or SX
Figure 4. Message Confirming Security Provider Switch

Completing a Database Upgrade

If the following message appears when you attempt to log in to AppGen, you must
upgrade your database for AX 5.25.
Figure 5. Upgrade Message
• You have the following choices:

• If you are upgrading an AX 4.51 or later database to AX 5.25 and you are not
upgrading a SQL Server or Oracle database, click Yes. AX upgrades your
database by making changes to the database tables.
• If you are upgrading an AX database earlier than 4.51 to AX 5.25, click No and
refer to the ApplicationXtender 4.51 Installation Guide for instructions on
upgrading your database from releases before AX 4.51.
• If you are upgrading a SQL Server or Oracle database and you have already
run an upgrade script on this database, click Yes. AX completes the upgrade
to your database by making changes to the database tables.
• If you are upgrading a SQL Server or Oracle database and you have not
already run an upgrade script on this database, click No and refer to the
XtenderSolutions Administrator’s Guide for information about running an
upgrade script to reduce potential down time during the upgrade.
Important: If you want the AX system to use a different security provider, all of the
workstations on the AX system must be upgraded to AX 5.25 before you switch
security providers.

Exploring AppGen
Once you have successfully logged in, AppGen displays its main window with a tree
structure on the left side, and a blank data entry view on the right side.
Figure 6. Figure 5: AppGen’s Main Window
AppGen’s tree structure contains six nodes: Applications, Users, Groups, Annotation
Groups, License Server, Audit Trail, and Data Types. You can expand the Applications,
Users, Groups, Annotation Groups, and Data Types nodes by clicking the plus sign (+)
or by double-clicking the node. If you expand the Applications node, the node expands
to list the applications that have been created for your system. If you expand the Users
node, it expands to list the users that have been created for your system. If you expand
the Groups node, it expands to list the groups that have been created for your system.
If you expand the Annotation Groups node, it expands to list the annotation groups
that have been created for your system. If you expand the Data Types node, it expands
to list the data types that have been configured for your system. If you click an item in
a list (such as an AX user name in the Users list), AppGen displays relevant
information in the form of tabbed dialog boxes in the data entry view. If you select the
License Server or Audit Trail nodes, AppGen displays relevant information in the data
entry view.
AppGen’s Toolbar
AppGen gives you a toolbar that provides point-and-click access to application and
user and group security commands. AppGen uses buttons to make accessing features
and commands more convenient. The following table shows and briefly describes each
of the buttons.
Table 7. Application Generator Toolbar Buttons
Button Description
Starts a wizard that allows you to create a new application.
Starts a wizard that allows you to create a new user.

Table 7. Application Generator Toolbar Buttons (Continued)
Button Description
Starts a wizard that allows you to create a new group.
Starts a wizard that allows you to create a new annotation

group.
Deletes the selected application.
Deletes the selected user.
Deletes the selected group.
Deletes the selected annotation group.
Shows Domains for imported users and groups.
Displays Help About dialog box.
Viewing AppGen’s Toolbar and Status Bar

When AppGen is first started, its toolbar and status bar appear by default. The toolbar
provides easy, one-click access to common AppGen commands. AppGen’s status bar
provides brief descriptions of all AppGen menu options.
To hide AppGen’s toolbar from view:
• Deselect Toolbar from AppGen’s View menu.
To hide AppGen’s status bar:
• Deselect Status Bar from AppGen’s View menu.

The License Server Location

XSAdmin allows you to create License Server connections and to select the appropriate
connection for each data source. For instructions, refer to the XtenderSolutions
Administrator’s Guide. If, however, you want to also configure License Server
connectivity on each workstation, you must configure the License Server location in
Application Generator. If any license groups have been created in the License Server,
you can also use the License Server tab in AppGen to specify their use for AX
workstations. For more information, see the following sections:
• "Viewing the License Server Settings for the Data Source" on page 66 describes
how to view the License Server settings for the current data source in AppGen.
• "Configuring License Server Settings for the Workstation" on page 67 describes
how to specify the License Server location for the current workstation in AppGen.
Viewing the License Server Settings for the Data Source

To view the License Server settings for the current data source:
• In the left pane of AppGen, click the License Server node. The License Server tab
appears in the right pane. The License Server tab consists of two sections:
Network License Server Information and Workstation License Server
Information.
• The Network License Server Information section of the License Server tab
displays the License Server connection information (network transport,
network address, and license group) for the default data source, as entered in
XSAdmin. For information, refer to the XtenderSolutions Administrator’s Guide.
• The Workstation License Server Information section allows you to configure
License Server settings for the current workstation. For instructions, see
"Configuring License Server Settings for the Workstation" on page 67.

Configuring License Server Settings for the Workstation

If you want to use a secondary License Server, you can specify Workstation License
Server Information. The values in the Workstation License Server Information section
override the values in the Network License Server Information section, allowing you
to reference a secondary License Server instead.
To configure the License Server settings for the current workstation:
1. In the left pane of AppGen, click the License Server node. The License Server tab
appears in the right pane.
Figure 7. License Server Tab
2. From the Network Transport drop-down list, select the network transport that you
want to use for the License Server connection. Table 8 on page 68 lists the available
options.

3. In the Network Address text box, type the address information for the License
Server computer. The following table provides the available transport options and
the address information to be entered for each type of transport.
Table 8. Network Address Text Box
Transport Enter the Following Information
NetBIOS/NetBEUI The computer name where the License Server is installed.
IPX/SPX The Novell Network node address where the License

Server is installed, or if the computer has name resolution
enabled, the computer name where the License Server is
installed.
(For the Novell network node address, enter a tilde (~) plus
20 characters [8 for the subnet address, 12 for the network
card]. You can find the IPX/SPX address by logging onto
Novell using the Administrator account, and then viewing
connection information.)
TCP/IP The IP address where the License Server is installed, or if

the computer has name resolution enabled, the computer
name where the License Server is installed.
Named Pipes Two backslashes (\\) followed by the computer name

where License Server is installed.
Local No information necessary. Use this option if the License

Server is installed on the local computer.
Automatic The computer name where the License Server is installed.

Use this option if you do not know what transport method
to use for connecting to the License Server.
4. If you want all users that log into the current workstation to use licenses from a
particular license group, enter the name of the license group in the License Group
text box. (Even if the Workstation License Server is not used, a license group can
still be entered for the workstation.)
For information on the interaction of license group settings, see "License Groups"
on page 54. For more information on configuring license groups, refer to the License
Server Administrator’s Guide.
5. Click Apply.

Chapter 3: Using Audit Trails
The Audit Trail capability allows you to track user activities on a global or
per-application basis. Audit events, such as the creation, use, or deletion of documents,
document pages, batches, queries, ODMA operations, and various AX tools, can be
tracked for each AX application. In addition, activity related to the creation and
deletion of users, groups, and applications can be tracked on a system-wide basis. Use
of queues and import tools can also be tracked. The Audit Trail capability also supports
compliance with the Health Insurance Portability and Accountability Act of 1996
(HIPAA).
When a user activity triggers an audit event, details of the audit event are recorded in
the audit trail database table (or in a log file, or both a log file and the database table).
Each option in the Audit Trail tab represents one audit event. You can specify the
location to store the audit trail (for example, the AX database table in the current
related AX data source and the directory where the AXAUDIT.LOG file is saved).
You can configure global audit trail options to track the creation, deletion, and
modification of applications, users, and groups. On the global Audit Trail tab, you can
also enable tracking of users logging into and out of AX, and tracking of the use of
import tools with AX.
In addition to tracking system-wide changes such as those listed above, you can use
the global Audit Trail tab to configure default audit settings for user activities within
AX applications. When you set options globally for user activities within applications,
you set audit defaults for all applications.
You can then choose to either use the default settings for user activities within
applications, or you can configure specific audit settings for user activities within each
application on each individual application’s Audit Trail tab. When you enable or
disable an auditing option on an individual application’s Audit Trail tab, that setting
overrides the global setting for that option, but only for that application.
Note: Only users with the User Security Maint privilege can modify global audit trail
settings. To modify each application’s audit trail settings, the user must have the
Modify App privilege on that application.
For more information, see the following sections:
• "Starting an Audit Trail" on page 70
• "Configuring Audit Trail Settings" on page 71

Starting an Audit Trail

The Audit Trail capability is accessed through AppGen’s tree structure. To use the
Audit Trail, either globally or per-application, you must first turn on the global Audit
Trail option. The default for the global Audit Trail option is off and no audit events are
enabled. Once the global Audit Trail option is turned on, you can configure audit trails
globally for all AX applications or for each individual application, on a per-application
basis.
Note: If you want an audit event to be automatically written to the audit log each time
a document is filed into or disposed from Records Manager, the global Audit Trail
option must be enabled. It is not necessary to check an item in the Audit Trail tree to
enable these audit events. For more information, refer to the Records Manager for
ApplicationXtender Integration Guide.
To enable the global Audit Trail option:
1. From the AppGen tree structure, select Audit Trail. The Audit Trail tab appears.
Figure 8. Audit Trail Tab with the Audit Trail Turned Off
The global audit settings and command buttons become available, with the
exception of the Browse button. (The Browse button becomes available if you
enable logging to a file.)
2. Click within the Audit Trail check box to enable it.

Figure 9. Audit Trail Tab with the Audit Trail Turned On
If an application node is expanded in the tree structure, AppGen collapses the node
and adds the Audit Trail tab and node to each application in the AppGen tree structure.
Note: You can stop the auditing process at any time. To do so, disable the Audit Trail
option in the global Audit Trail tab. You must have the User Security Maint privilege
to disable the global Audit Trail option. Once audit trails are disabled on the global
Audit Trail tab, the Audit Trail node is removed from the tree structure in all AX
applications.
If the Reason Code option is enabled for any application, the global Audit Trail option
is enabled automatically and cannot be disabled.
Configuring Audit Trail Settings

You can configure an audit trail two ways – globally for all AX applications or
individually, on a per-application basis. If you configure the audit trail settings
globally, all AX applications inherit the global audit trail settings as default settings.
You can override global audit trail settings for a particular application on the
application’s Audit Trail tab by enabling audit trail options specifically for that
application. However, to configure audit trail settings for a particular AX application,
you must first turn on the Audit Trail option on the global Audit Trail tab, and then
activate the application’s Audit Trail tab to configure auditing options for that specific
application.
Note: The global Audit Trail option controls access to the per-application Audit Trail
options. If the global Audit Trail is not turned on, the Audit Trail tab for each AX
application will not be accessible.
• "Configuring the Global Audit Settings for All AX Applications" on page 72
• "Configuring the Audit Trail Settings for a Single AX Application" on page 77

Configuring the Global Audit Settings for All AX Applications

The Audit Trail capability allows you to define specific global audit settings for all AX
applications. You can also specify where to store the audit log (for example, database,
log file, or both) for all AX applications. The default is to a table in the AX database.
The database table name is always AE_AUDIT. If you choose to log to a file, the file
name is always AXAUDIT.LOG.
Note: You must have the User Security Maint privilege to modify global audit trail
settings.
To configure the global audit settings:
1. From the AppGen tree structure, select Audit Trail. The global Audit Trail tab
appears.
The global audit settings and command buttons become available, with the
exception of the Browse button. (The Browse button becomes available if you
enable logging to a file.)
2. If you have not already done so, click to enable the Audit Trail check box.
Figure 10. Audit Trail Tab with the Audit Trail Turned On
Each option that is checked in the global Audit Trail tree is audited for all AX
applications (unless you choose to disable the setting on specific applications’
Audit Trail tabs). Any option that is not checked in the global Audit Trail tree is not
audited for any AX applications (unless you choose to enable the setting on
specific applications’ Audit Trail tabs).
Note: For a definition of what user activity is tracked by each of the global audit
settings, see "Global Audit Trail Settings for all AX Applications" on page 73.
3. Enable the options that you want to use. For instructions, see "Enabling Global
Audit Trail Options" on page 77.

4. Specify at least one location to log audit events:

• If you want to log the audit events to the AX database table, leave the Log to
the database table option enabled. The database table name is always
AE_AUDIT.
• If you want to log the audit events to a log file, enable the Log to the file
located at option. The Log to the file located at text box and Browse button are
enabled. Type the directory name to store the log file, or use the Browse
button or drop-down arrow to locate the directory to store the audit trail. The
file name is always AXAUDIT.LOG.
Note: All users must have write access to the log file path. It is recommended that
the path be on the network so all users have write access. Locating the log file on
the database server is also recommended, because all users already have access to
that server to access AX. Ensure that the location of the log file is shared in a way
that provides write access to all users.
Note: If you set the log file write path to a local hard drive (for example, C:\Temp
or C:\Log), a log file is written on each user’s local machine.
Note: When using AX Audit Trail for WX tracking purposes, do not enable the Log
to File check box. Instead, you should only enable the Log to Database option to
log WX activity.
5. Click Apply to automatically set the global audit settings for all applications.
Global Audit Trail Settings for all AX Applications

There are eight global audit settings – Audit Trail, Application, User, Group, Queue,
Generic Import Tools, License Server, and Create/Delete/Modify Annotation Groups.
Global audit trail settings are non-application specific settings you can apply to all AX
applications.
The information logged to the audit trail log or table depends on the action being
tracked. Some or all of the following items may be logged:
• The user ID or user name for the user performing the action
• The workstation ID for the workstation where the action is performed
• The workstation name for the workstation where the action is performed
• The time stamp indicating the time when the action is performed
• The event ID or event description for the action being performed
• The application ID for the application where the action is performed (if
applicable)
• The document ID for the document where the action is performed (if applicable)
• The status description for the action being performed
• The module where the action takes place

Figure 11. Global Audit Trail
The following table describes the information that can be tracked for each global audit
setting:
Table 9. Global Audit Trail Settings
If You Enable this Item This Information Will Be Logged
Audit Trail Tracks enabling and disabling of global audit trails

and changes in audit trail settings.
Application→Create/Delete/ Tracks all creation, deletion, and modification of

Modify applications.
Application→Document→ Tracks addition of documents.

Add
Application→Document→ Tracks deletion of documents.

Delete
Application→Document→ Tracks creation of a document index.

Index→Create
Application→Document→ Tracks deletion of a document index.

Index→Delete
Application→Document→ Tracks modification of a document index.

Index→Modify
Application→Document→ Tracks addition of a page to a document.

Page→Add
Application→Document→ Tracks deletion of a page from a document.

Page→Delete

Table 9. Global Audit Trail Settings (Continued)
Application→Document→ Tracks when a document page or document page’s

Page→View/Print/Export/Mail text view is displayed; a document page, document
(all pages), or list of document pages are printed; a
document page, document page’s or document
page’s OCR text is exported; and a document page,
document reference, or document (all pages) is
mailed.
Application→Document→ Tracks addition of a page version.

Page→Version→Add
Application→Document→ Tracks deletion of a page version.

Page →Version→Delete
Application→Document→ Tracks additions and modifications of annotations.

Page→Version→Annotate
Application→Document→ Tracks the changes to OCR/Text view of a page

Page→Version→ OCR/Text version.
view
Application→Batch→ Tracks creation of a batch.

Create
Application→Batch→ Tracks deletion of a batch. Depending on the event,

Delete logs user's account data, delete event, batch name,
file status and index data, batch name, batch ID,
and module.
Application→Batch→ Tracks batch import/scan of batch open and close.

Batch import/scan
Application→Batch→index Tracks indexing of a batch.
Application→Batch→ Tracks addition of a batch page.

Batch Page→Add
Application→Batch→ Tracks deletion of a batch page.

Batch Page→Delete
Application→Batch→ Tracks saving a batch page in a document.

Batch Page→Attach to a
document
Application→Query→Save Tracks saving of a query.
Application→Query→ Tracks deletion of a query.

Delete
Application→Query→ Tracks execution of a query.

Execute

Table 9. Global Audit Trail Settings (Continued)
Application→Query→ Tracks modification of a query.

Modify
Application→ODMA Tracks execution of ODMA operations.

operations
Application→Tools→ Tracks import operations for the Index Image

Import utilities Import, Auto Index Import, and Key Reference
Import wizards.
Application→Tools→ Tracks when a document page is archived.

Archive Wizard
Application→Tools→ Tracks when a document is migrated to a

Migration Wizard destination database or when a source document is
deleted from the source database (that is, the Delete
source document option is selected).
User→Login/Logout Tracks user login/logout activity.
User→Create/Delete/ Tracks when a new user is created, a user is deleted,

Modify or a user’s settings are changed in a user’s profile.
Group→Create/Delete/ Tracks when a new group is created, a group is

Modify deleted, and group settings are changed in a group
profile.
Queue→Create/Delete Tracks creation, deletion, and modification of a

queue.
Generic Import Tools Tracks generic bulk-load operation.
License Server Tracks all changes to the License Server settings in

Application Generator.
Create/Delete/Modify Tracks the creation, deletion, and modification of

Annotation Groups annotation groups.

Enabling Global Audit Trail Options

You can use two methods to enable options on the Audit Trail tree.
• Enable individual options as needed by selecting each option that you would like
to enable in the Audit Trail tree. Selecting a disabled (blank) option enables it;
selecting an enabled (checked) option disables it.
• Use the command buttons to the right of the Audit Trail tree to quickly enable or
disable auditing of actions in all AX applications. The following table describes
the command buttons:
Table 10. Global Audit Buttons for Configuring All Applications
Button Description
Set Default When selected, the following settings are enabled:

• Application→Create/Delete/Modify
• Document→Delete
• Index→Delete
• Page→Delete
• Version→Delete
• Version→Annotate
• Batch→Delete
• Batch→Batch import/scan
• Batch→Batch index
• Batch Page→Delete
• Query→Save
• Query→Delete
• User→Create/Delete/Modify
• Group→Create/Delete/Modify
Clear All Disables any enabled audit event settings.
Select All Enables all audit event settings.
Configuring the Audit Trail Settings for a Single AX Application

The Audit Trail capability allows you to define specific audit settings for each
individual AX application. You can also specify the log device to store the audit log (for
example, database, log file, or both) on an application-by-application basis. The
database table name is always AE_AUDIT and the file name is always AXAUDIT.LOG.
Note: To modify an application’s audit trail settings, you must have the Modify App
privilege on that application.
To configure audit trail settings for an individual AX application:
1. From the Applications tree, select an application and then Audit Trail. The Audit
Trail tab for the application appears.
Note: The global Audit Trail option controls access to the per-application Audit
Trail options. If the global Audit Trail is not turned on, the Audit Trail tab for each
AX application does not appear.

Figure 12. Application Audit Trail Tab
Note: For a complete explanation of the application audit settings, see "Audit
Settings for an AX Application" on page 79.
2. Enable the options that you want to use. For instructions, see "Enabling Audit Trail
Options for an Application" on page 81.
3. Specify at least one location to log audit events:
• If you want to log the audit events to an AX database table, enable the Log to
the database table option. The database table name is always AE_AUDIT.
• If you want to log the audit events to a log file, enable the Log to the file
located at option. The Log to the file located text box and Browse button are
enabled. Type the directory name to store the log file, or use the Browse
button or drop-down arrow to locate the directory to store the audit trail. The
file name is always AXAUDIT.LOG.
Note: All users who are using the application must have write access to the log file
path. It is recommended that the path be on the network so all users have access.
Locating the log file on the database server is recommended, because all users
already have access to that server to access AX. Be sure that the location of the log
file is shared in a way that provides write access to all users.
Note: If you set the log file write path to a local hard drive (for example, C:\Temp
or C:\Log), a log file is written on each user’s local machine.
4. Click Apply to automatically set the audit settings for the indicated application.

Audit Settings for an AX Application

You can configure the audit settings for the document, index, page, batch, batch page,
query, ODMA operations, and tools on a per-application basis.
Figure 13. Audit Trail Tab for an AX Application
The information logged to the audit trail log or table depends on the action being
tracked. Some or all of the following items may be logged:
• The user ID or user name for the user performing the action (If the data source is
using Windows security provider, the user domain is also tracked. If the data
source is using a directory service security provider, the "Name Attribute" name is
tracked.)
• The workstation ID for the workstation where the action is performed
• The workstation name for the workstation where the action is performed
• The time stamp indicating the time when the action is performed
• The event ID or event description for the action being performed
• The application ID for the application where the action is performed (if
applicable)
• The document ID for the document where the action is performed (if applicable)
• The status description for the action being performed
• The module where the action takes place
The following table describes the information that can be tracked for a specified AX
application:
Table 11. Per-Application Audit Trail Settings
Audit Trail Changes in audit trail settings
Document→Add Addition of documents
Document→Delete Deletion of documents

Table 11. Per-Application Audit Trail Settings (Continued)
Document→ Creation of a document index

Index→Create
Document→ Deletion of a document index

Index→Delete
Document→ Modification of a document index

Index→Modify
Document→Page→ Addition of a page to a document

Add
Document→Page→ Deletion of a page from a document

Delete
Document→Page→ When a document page (and/or full-text and OCR

View/Print/Export/ information) is displayed, printed, exported, or sent by
Mail e-mail
Document→Page→ Addition of a page version

Version→Add
Document→Page→ Deletion of a page version

Version→ Delete
Document→Page→ Addition and modification of annotations

Version→ Annotate
Document→Page→ Changes to OCR/Text View of a page version

Version→ OCR/Text
view
Batch→Create Creation of a batch
Batch→Delete Deletion of a batch
Batch→Batch Importing/scanning of batch

import/scan
Batch→index Indexing of a batch
Batch→Batch Addition of a batch page

Page→Add
Batch→Batch Deletion of a batch page

Page→Delete
Batch→Batch Attaching of a document to a batch page

Page→Attach to a
document
Query→Save Saving of a query

Table 11. Per-Application Audit Trail Settings (Continued)
Query→Delete Deletion of a query
Query→Execute Execution of a query
Query→Modify Modification of a query
ODMA operations Execution of ODMA operations
Tools→Import utilities Import operations for the Index Image Import, Auto Index
Import, and Key Reference Import wizards
Tools→Archive Archival of a document page version

Wizard
Tools→Migration Movement or deletion of documents in AX data sources

Wizard
Enabling Audit Trail Options for an Application

When you open an application’s Audit Trail tab for the first time, the check box next to
each option is dimmed. This is because application audit trail profiles inherit the global
audit trail settings by default.
A dimmed option, whether checked or unchecked, inherits the audit setting for that
option in the global Audit Trail tab. Options that are enabled based on global settings
are checked and dimmed on the Audit Trail tab of each application. Options that are
disabled based on global settings are dimmed on the Audit Trail tab of each
application. When a global audit trail setting is modified on the global Audit Trail tab,
the modification is reflected in the audit trail configuration for any application that has
that option dimmed on the application’s Audit Trail tab.
If necessary, you can override the global audit setting for an option for an individual
application. The following table explains how the appearance of each option’s check
box corresponds to the status of the option:
Table 12. Check Box Appearance in Application Audit Trail Tabs
This
Appearance Indicates this Option Status
This option is not audited for the application, regardless of the

global audit trail setting for the option.
This option is audited for the application, regardless of the global

audit trail setting for the option.

Table 12. Check Box Appearance in Application Audit Trail Tabs
This
Appearance Indicates this Option Status
This option is not audited for the application based on the global
audit trail setting for the option. If the option is enabled in the global
audit trail settings, the option is automatically enabled here as well.
This option is audited for the application based on the global audit
trail setting for the option. If the option is disabled in the global
audit trail settings, the option is automatically disabled here as well.
You can use several methods to enable options on the Audit Trail tree.
• Enable individual options as needed by selecting each option that you would like
to enable in the Audit Trail tree.
• Selecting a dimmed option (whether checked or unchecked) disables it and
causes it to no longer inherit global audit trail settings (the check box is
unchecked and clear);
• Selecting a locally disabled (unchecked and clear) option enables it, but does
not cause it to inherit global audit trail settings (the check box is checked and
clear);
• Selecting a locally enabled (checked) option causes it to inherit global audit
trail settings (the check box is dimmed and checked or unchecked depending
on the global audit trail settings for that option clear).
• Use the command buttons to the right of the Audit Trail tree to quickly enable or
disable auditing of actions in all AX applications. The following table describes
the command buttons:
Table 13. Audit Buttons for Configuring an Application
Button Description
Set Default Click this button to set the audit trail settings for the
application to match the default settings defined in the
global Audit Trail tab. When an application’s audit trail
settings are configured to match the global audit settings,
whenever an option is enabled or disabled in the global audit
trail settings, the change is reflected in the application’s audit
trail settings.
When you first open an application’s Audit Trail tab, all
options are set to match the global audit trail settings.
Clear All Click this button to disable all audit trail options for an
application. Note that when you use this button to clear all
options, you remove the connection between the settings for
this application and the global audit trail settings.

Table 13. Audit Buttons for Configuring an Application (Continued)
Button Description
Select All Click this button to enable all audit trail options for an
application. Note that when you use this button to enable all
options, you remove the connection between the settings for
this application and the global audit trail settings.
Legend Click this button to display a legend that explains how the
appearance of each check box corresponds to the option
status. The Audit Trail Settings Legend dialog box appears.
Figure 14. Audit Trail Settings Legend Dialog Box

Chapter 4: Designing an Application
To begin using ApplicationXtender to store and manage documents, you must first
design and then create applications in which to store your documents. Different
applications can be created to meet different content management requirements.
When preparing to create an application, you should first establish a design plan. It is
important to assess current and future user requirements, and then design an
application to accommodate your users’ needs. Although applications can be
modified, careful planning reduces the need for future redesign.
This chapter provides extensive information that is useful to AX system administrators
who will be designing applications, including details on planning data entry and
security for an application. It is recommended that you review each of the following
sections carefully before creating the first application for an AX system:
• "Design Considerations" on page 84 provides information about available
configuration options used in defining index fields within an application design.
It also discusses other potential design planning issues.
• "Application Design Outline" on page 120 provides a helpful planning tool that
can be used whenever you need to create a new application.
• "Application Examples" on page 127 provides some case studies depicting
specific content management and storage solutions designed in
ApplicationXtender.
When you have finished the planning stage and are ready to create an application, see
"Creating an Application" on page 134.
Design Considerations
Developing a design plan for an application is recommended prior to creating the
application in Application Generator (AppGen). A design plan can help prevent
situations in which an application does not meet the requirements of the users for
whom it was created. Additionally, efficiency of data entry and document retrieval is
controlled in large part by the application design. Each of the following sections
discusses specific factors you may want to consider when designing an AX application:
• "Planning the Index Fields" on page 85
• "Field Attributes" on page 85
• "Using Custom Data Types and Formats" on page 104
• "Ordering Fields for Efficient Data Entry" on page 118
• "Designing Fields to Simplify Data Entry" on page 118

• "Building in Data Integrity Precautions" on page 118

• "Allowing for Customized Data Imports" on page 119
• "ApplicationXtender Application Limitations" on page 119
For information on selecting a full-text engine, see "Verity vs. ProIndex" on page 340.
Planning the Index Fields

The most important part of designing an application is planning the index fields that
will be used to hold descriptive information for documents. First, you should evaluate
the storage and retrieval needs of those who will be using the application, and then you
set up field definitions for each index field. A data type can be chosen for each defined
field, and each data type offers specific formatting options. Several different "field
flags" can be enabled or disabled for each field to configure different field attributes.
With your particular storage requirements in mind, you will make decisions about the
set of index fields for the application, such as:
• What information is needed (fields) to adequately describe each of the documents
to be stored in the application;
• Whether description (more fields) or quick index data entry (fewer fields) is more
important; and
• Whether a field, or a combination of fields, should be chosen to make up unique
identifiers for each document.
You make choices for each individual field in the application as well, such as:
• What type of data each field will hold (such as text, integers, dates, social security
numbers, and so on) and how that data will be formatted;
• Whether a value is required for each field;
• Whether the values entered in a field can be modified after the initial data entry;
• Whether the values in each field will be searchable;
• Whether data validation features should be used for each field to ensure accurate
data entry;
• Whether values for each field can be imported using a batch import or automatic
data entry mechanism or whether they will be entered one document at a time;
and
• Whether the values entered into a field should be used as a basis for granting or
denying access to the documents the values describe.
Note: AX allows up to 64 index fields for each application.
Field Attributes
When designing an application, you must enter the name, type, and length of each
index field. The field name may be up to 64 alphanumeric characters. The first
character must be a letter of the alphabet; it may not be a number, blank space, or
symbol. The following characters are not allowed in field names: double quotation
mark ("), single quotation mark (‘), and backslash (\).

ApplicationXtender allows you to choose from a variety of data types and formats for
each field, which can aid in customizing a field’s functionality. You can also "flag" fields
to cause them to perform particular functions or to have particular attributes. For more
information, see the following sections:
• "Data Types" on page 86 describes each of the data types available.
• "Field Flags" on page 96 describes each of the field flags available.
Data Types
AppGen supports many data types and provides standardized formatting options for
each data type. For example, some formats insert special characters (such as hyphens
in a social security number).
Several of the data types available for index fields within ApplicationXtender have
pre-configured formatting choices. When you add a field with one of these data types,
the Format list becomes active. The list contains all available formats, and you must
choose one of these formats.
The data types that activate the Format list are as follows: Integer, Decimal/Numeric,
Date, SSN, Telephone, Zip Code, Currency, and Boolean Choice. For all of these data
types except Boolean Choice, values entered for the data type are automatically
converted to the applicable format. (Users choose items from a list for Boolean Choice
data type fields and no reformatting is necessary.)
The data types that do not activate the Format list are as follows: Text (unless the
Validation Mask field flag is enabled for the field), Time, Time Stamp, and User-defined
List. The Time and Time Stamp data types each have only one format available, which
you select by selecting the data type.
The following sections describe all of the data types supported by AX, a description of
the formatting options available for each of the data types, and their maximum field
length:
• "Text Data Type" on page 87
• "Integer Data Type" on page 87
• "Decimal/Numeric Data Type" on page 88
• "Date Data Type" on page 89
• "Time Data Type" on page 90
• "Time Stamp Data Type" on page 91
• "SSN Data Type" on page 91
• "Telephone Data Type" on page 92
• "Zip Code Data Type" on page 93
• "Currency Data Type" on page 93
• "Boolean Choice Data Type" on page 94
• "User-defined List Data Type" on page 95
• "Selecting a Locale" on page 96

If these data types or their formats do not meet your requirements, you can create
custom data types or custom data formats. This feature is most useful for international
customers. For example, you can create a custom data format for Japanese phone
numbers within the Telephone data type. For instructions, see "Using Custom Data
Types and Formats" on page 104.
Text Data Type

The Text data type is used to store any combination of up to 254 alpha/numeric
characters.
Table 14. Text Data Type
Item Description
Maximum Length 254 characters
Format Any alpha/numeric characters
Prohibited The index values entered in this field cannot contain question
Characters mark (?) or asterisk (*) characters. These characters are reserved
for wildcard searches.
Available Field Required, Search, Read-Only, Doc Level Security, Part of Unique
Flags Key, Dual Data Entry, Key Reference, Data Reference, Auto
Index, Validation Mask
Automatic If you apply the Validation Mask flag to a text field, AX permits
Formatting the user to enter only values that match the validation mask. For
more information on the Validation Mask flag, see "Validation
Mask Flag" on page 102. Otherwise, no automatic formatting is
performed.
Integer Data Type

An integer is a whole number and can contain up to 10 numeric characters. Integers
can be stored with or without commas. Parentheses can be used to indicate negative
numbers. If the parentheses are not used, negative numbers will appear with a minus
sign. To store longer whole numbers than are allowed in the Integer data type, use the
decimal/numeric data type instead and choose the format with no decimal point.
Table 15. Integer Data Type
Item Description
Maximum Length 10 digits (The range of values that a user may enter into an
integer field is from -2,147,483,648 to 2,147,483,647.)
Format Whole numbers
Available Formats You can select a format that combines any of the following:
• With or without commas
• Negatives shown with or without parentheses

Table 15. Integer Data Type (Continued)
Item Description
Index, Leading Zeroes (for more information about field flags,
see "Field Flags" on page 96).
Automatic AX does not allow the user to enter a decimal value. Also,
Formatting depending on the format you select:
• AX inserts or strips commas.
• AX converts a minus sign to parentheses or vice versa.
• If you apply the Leading Zeroes flag to an Integer field, and
the user enters the necessary leading zeroes, AX preserves the
zeroes.
You can select a locale (a language and country combination) to customize integer
settings. For details, see "Selecting a Locale" on page 96.
Decimal/Numeric Data Type

The Decimal/Numeric data type is used to store numbers that may or may not include
decimals. The number of places allowed in the decimal portion of the number is
configurable. If the format without a decimal point is chosen, no decimal point will
display in the stored index information for the field. Numbers can be stored with or
without commas. Parentheses or a minus sign are used to indicate negative numbers.
If a data format is chosen that uses parentheses, all negative numbers entered will
appear in the index field with parentheses. If a data format is chosen that uses a minus
sign, negative numbers will appear with a minus sign.
Table 16. Decimal/Numeric Data Type
Item Description
Maximum Length 38 digits in Microsoft SQL Server and Oracle databases; 31 digits
in IBM DB2 databases; 28 digits in Microsoft Access databases;
and 20 digits in Sybase databases
Format: Whole numbers or numbers with decimal places
• Negatives shown with a minus sign or with parentheses
• Whole numbers or decimals to 5 places

Table 16. Decimal/Numeric Data Type (Continued)
Item Description
Flags Key, Dual Data Entry, Key Reference, Data Reference, Auto Index
(for more information about field flags, see "Field Flags" on
page 96).
Automatic If the user enters a value with greater precision than the format
Formatting allows (that is, if the value has too many digits after the decimal),
the value will be rounded. For example, if the decimal/numeric
data type is formatted as nnnn.n, and 1.99 is entered, 2.0 will be
saved.
Also, depending on the format you select:
• AX inserts or strips commas.
• AX adds zeroes after the decimal (if necessary to store a value
with the appropriate number of decimal places).
You can select a locale (a language and country combination) to customize

decimal/numeric settings. For details, see "Selecting a Locale" on page 96.
Date Data Type

Many different formats are available for the storage of dates. To have months appear
with a three-character abbreviation (such as JAN), select an mmm month format.
Table 17. Date Data Type
Item Description
Length Not configurable (automatically set to format selected)
Format Numeric
• Month, day, and year in any order
• 2-digit or 4-digit year
• 3-character abbreviated month (for example, JAN) or 2-digit
month (for example, 01)
• Dashes or slashes
Two additional formats spell out the month and use spaces and a
comma:
• mmmm dd, yyyy (for example, March 26, 2001)
• dd mmmm, yyyy (for example, 26 March, 2001)

Table 17. Date Data Type (Continued)
Item Description
Flags Key, Dual Data Entry (unless Date Stamp is used), Key
Reference, Data Reference (unless Date Stamp is used), Auto
Index, Date Stamp (for more information about field flags, see
"Field Flags" on page 96).
Automatic If you select a format that uses 3-character months, and the user
Formatting enters a 3-character month in lower case, AX converts it to
uppercase.
If you apply the Date Stamp flag to a date field, AX
automatically stores the date of entry in the selected format. For
more information on the Date Stamp flag, see "Date Stamp Flag"
on page 103.
Otherwise, depending on the format you select:
• AX converts a 2-digit year to a 4-digit year or vice versa. The
parameters AX uses to do the conversion can be set on the
Data tab of the Configuration dialog box.
• AX converts a 3-character month to a 2-digit month or vice
versa. For example, AX converts FEB to 02.
• AX converts dashes to slashes or vice versa.
Time Data Type

In fields with the Time data type, values can be entered in only one format (hh:mm:ss).
Note: When a user enters a time into a time field, the time will be automatically
converted to military time. (For example, 1: 00: 30 p.m. will be stored as 13: 00: 30.)
When the user saves the index, the display of the time value will be in the military time
format.
Table 18. Time Data Type
Item Description
Length Not configurable (automatically set to 8 digits)
Format Numeric values for hour, minute, and second, where the hour is
expressed in terms of a twenty-four hour clock
Available Formats hh:mm:ss format only

Table 18. Time Data Type (Continued)
Item Description
Flags Key, Dual Data Entry (unless Time Stamp is enabled), Key
Reference (unless Time Stamp is enabled), Data Reference
(unless Time Stamp is enabled), Auto Index, Time Stamp (for
more information about field flags, see "Field Flags" on page 96).
Automatic If you apply the Time Stamp flag to a Time field, AX

Formatting automatically stores the system time of the workstation creating
the document in the hh:mm:ss format.
Otherwise, if a user enters a time in the format hhmmss (without
colons) AX inserts colons.
Time Stamp Data Type

When the Time Stamp data type is selected, the index field is automatically populated
during index creation using the system time. Time Stamp field values cannot be
changed; they are added as read-only (yyyy-mm-dd hh:mm:ss).
Table 19. Time Stamp Data Type
Item Description
Format System date of the workstation creating the document, where

the hour is expressed in terms of a twenty-four hour clock
Available Formats yyyy-mm-dd hh:mm:ss format only
Available Field Search, Doc Level Security, Part of Unique Key (for more
Flags information about field flags, see "Field Flags" on page 96).
Automatic AX automatically stores the date and time of entry in the

Formatting yyyy-mm-dd hh:mm:ss format.
SSN Data Type

When the SSN format with dashes is selected, AX automatically enters the dashes
during index creation. When the format without the dashes is selected, AX will strip
any dashes entered during index creation.
Table 20. SSN Data Type
Item Description
Format Integers

Table 20. SSN Data Type (Continued)
Item Description
Available Formats You can select a format with or without hyphens.
Index (for more information about field flags, see "Field Flags"
on page 96).
Automatic Depending on the format you select, AX inserts or strips

Formatting hyphens.
Telephone Data Type

Four formats are available for the storage of telephone numbers, one without an area
code and three with an area code. Dashes and parentheses in telephone numbers will
be automatically added or stripped by AX during index creation, in accordance with
the format selected.
Table 21. Telephone Data Type
Item Description
Format Numeric
Available Formats Any combination of the following:

• With or without area code
• Area code separated by parentheses or dash
• Area code and parenthesis separated by a space or not
on page 96).
Automatic If necessary, AX inserts hyphens to match the selected format.

Formatting
If you select a format without an area code, AX allows the user to
enter only seven digits. If you select a format with an area code,
and the user enters only seven digits, an error appears.
• AX converts parentheses to a hyphen or vice versa.
• AX inserts or strips a space between area code and number.

Zip Code Data Type

You can choose whether or not to allow storage of the additional four digits of zip
codes. When the long zip code format is selected, index validation will fail if the last
four digits are not explicitly entered.
Table 22. Zip Code Data Type
Item Description
Format Numeric
Available Formats You can select a format with or without a four-digit extension.
The format with the extension has a dash to separate the
extension from the main part of the zip code.
on page 96).
Automatic If you select the format with the four-digit extension and the
Formatting user enters only the five-digit zip code, AX responds with an
error message to prompt the user to enter the four-digit
extension.
If you select the format without the four-digit extension, AX
does not permit the user to enter more than five digits.
Currency Data Type

Currency values can be stored with or without decimal places and commas. If a data
format is chosen that uses parentheses, all negative amounts entered will appear in the
index field with parentheses. If a data format is chosen that does not use parentheses,
negative amounts will appear with a minus sign.
Important: For currency data types, values will be truncated after two decimal places.
For example, if 9.689 is entered, $9.68 will be saved, not $9.69. Numbers will not be
automatically rounded by AX for currency data types.
Table 23. Currency Data Type
Item Description
Maximum Length 38 digits in Microsoft SQL Server and Oracle databases; 31 digits
in IBM DB2 databases; 28 digits in Microsoft Access databases;
and 16 digits in Sybase 9 databases
Format Numeric

Table 23. Currency Data Type (Continued)
Item Description
• Negatives shown with minus sign or with parentheses
• With or without 2 decimal places
on page 96).
Automatic AX always inserts a dollar sign. If the user enters data that
Formatting extends to three decimal places, only two will be saved. AX will
not round the numbers.
• AX adds zeroes after the decimal (if necessary to store a value
with 2 decimal places).
• AX inserts or strips out commas.
You can select a locale (a language and country combination) to customize currency
settings. For details, see "Selecting a Locale" on page 96.
Boolean Choice Data Type

Boolean choice fields build a list box of two mutually exclusive options. One of the two
is selected during index creation.
If the Boolean choice field is not flagged as a required field, AppGen will insert a "null"
value, which users can choose rather than either of the configured options. If the field
is required, the null value is not added, and the list box will contain only the selected
values.
If the desired choice is not listed in the Format list for Boolean choice, create a
User-defined List that contains the two items.
Table 24. Boolean Choice Data Type
Item Description
Length Not configurable (automatically set to length of longest item in

list)
Format Creates a list box on data entry and search screens with a pair of
choices
Available Formats Yes/No, True/False, On/Off, In/Out, Male/Female,

Exempt/Non-exempt, Asset/Liability, Income/Expense, or
Receivable/Payable

Table 24. Boolean Choice Data Type (Continued)
Item Description
Flags Key, Data Reference, Auto Index (for more information about
field flags, see "Field Flags" on page 96).
Automatic The user must select a value from a list.

Formatting
Default Value on A wildcard (*), which represents all values

Search Screens
User-defined List Data Type

You can configure a drop-down list containing all possible values for a field. Items can
be imported from a text file and can be rearranged in the list.
If the User-defined List field is not flagged as a required field, AppGen also inserts a
"null" value, which users can choose rather than any of the configured options. If the
field is required, the null value is not added, and the list box will contain only the
configured values.
Table 25. User-Defined List Data Type
Item Description
Length Not configurable [automatically set to length of longest item in

list (132 characters maximum)]
Number of Unlimited
User-Defined Lists
that Can Be
created
Format Creates a list box on data entry and search screens with all
entries specified
Flags Key, Key Reference, Data Reference, Auto Index (for more
information about field flags, see "Field Flags" on page 96).
Automatic User must select a value from a list.

Formatting
Default Value on A wildcard (*), which represents all values.

Search Screens

Selecting a Locale
You can select a language and country to customize currency, integer, and
decimal/numeric display settings by using the Locale option. AX supports formatting
for more than 75 language and country combinations.
When you select a language and country, AX identifies the appropriate currency,
integer, and decimal/numeric display format for the locale that corresponds to that
language and country. Whenever index fields with the Currency data type, Integer
data type, and Decimal/Numeric data type are viewed on an AX workstation or WX
browser, AX converts data in those fields to cause the data to display in the appropriate
display format for that locale.
Note: You can select a Locale for the entire AX database, or just for individual custom
data formats. The Locale setting for the entire AX database is provided only for legacy
purposes. If you want to change the locale for an index field, it is highly recommended
that you create a custom data format, specify the locale for that custom format (instead
of specifying a locale for the entire database), and specify that custom format for the
index field. For instructions on creating custom data formats, see "Creating Custom
Data Formats" on page 109.
To configure the locale for the entire AX database:
1. From the Tools menu, select Options. The Options dialog box appears.
2. Select the Locale tab.
3. From the Locale drop-down list, select a language and country combination that
you want to use. The selected combination appears in the Locale text box.
4. Click OK.
Field Flags
You can set a variety of field flags for each index field. When you are actually defining
the application in AppGen, the flags for the current index field being created or
modified are displayed. If desired, different combinations of field flags can be
configured for each field in an application. The following sections explain each field
flag that can be set for an index field:
• "Required Flag" on page 97
• "Search Flag" on page 97
• "Read-Only Flag" on page 97
• "Doc Level Security Flag" on page 98
• "Part of Unique Key Flag" on page 99
• "Dual Data Entry Flag" on page 99
• "Key Reference Flag" on page 100
• "Data Reference Flag" on page 100
• "Auto Index Flag" on page 101
• "Validation Mask Flag" on page 102
• "Leading Zeroes Flag" on page 103
• "Date Stamp Flag" on page 103
• "Time Stamp Flag" on page 104

Required Flag
When enabled, the Required flag designates the field as required. If a field is
designated as required, the user must enter data in that field to save a document’s
index. AX will not accept an empty required field.
Table 26. Required Flag
Item Description
Available for these data types Boolean Choice, Currency, Date (unless the Date
Stamp flag is enabled), Decimal/Numeric, Integer,
SSN, Telephone, Text, Time (unless the Time Stamp
flag is enabled), User-defined List, or Zip Code (for
more information about data types, see "Data Types"
on page 86).
Always enabled (cannot be Date (when flagged with Date Stamp), Time (when
disabled) for these data types flagged with Time Stamp), or Time Stamp
Enabled by default? Yes
Search Flag
When enabled, the Search flag designates the field as a search field. If a field is
designated as a search field, then users can use this field to search for documents.
Table 27. Search Flag
Item Description
Available for these data types All (Boolean Choice, Currency, Date,
Decimal/Numeric, Integer, SSN, Telephone,
Text, Time, Time Stamp, User-defined List, or
Zip Code) (for more information about data
types, see "Data Types" on page 86).
Enabled by default? Yes
For more information on using a field flagged with the Search flag to search for
documents, refer to the "Retrieving Documents" chapter of the ApplicationXtender
User’s Guide.
Read-Only Flag
When enabled, the Read-Only flag designates the field as read-only. If a field is
designated as read-only and not required, and the document has been saved with the
field value as null, AX allows the field to be edited only once. If a field is designated as
read-only and required, then it cannot be modified after the document’s index is saved.

AX will not allow index modification of a read-only field. Index fields using the Time
Stamp data type, the Time Stamp flag, or the Date Stamp flag are automatically added
as read-only.
Table 28. Read-Only Flag
Item Description
Available for these data types Boolean Choice, Currency, Date (unless flagged
with Date Stamp), Decimal/Numeric, Integer, SSN,
Telephone, Text, Time (unless flagged with Time
Stamp), User-defined List, or Zip Code (for more
information about data types, see "Data Types" on
page 86).
Always enabled (cannot be Date (when flagged with Date Stamp), Time (when
disabled) for these data types flagged with Time Stamp), or Time Stamp
Enabled by default? No, except for index fields using the Time Stamp
data type, the Time Stamp flag, or the Date Stamp
flag
Doc Level Security Flag

When enabled, the Doc Level Security (DLS) flag allows the field to be used for
Document Level Security. If this flag is enabled for a field, then AX allows or denies
user access to AX documents, based on the contents of the field.
If you apply the Doc Level Security flag to a field, the Document Level Security tab
appears so that you can configure Document Level Security.
Table 29. Doc Level Security Flag
Item Description
Available for these data types All (Boolean Choice, Currency, Date,
Text, Time, Time Stamp, User-defined List, or
Zip Code) (for more information about data
Enabled by default? No
Corresponding application creation Document Level Security

tab
Note: If you intend to use the Multiple indexes referencing single document option for
an application, it is recommended that you not apply the Doc Level Security flag to any
index field in the same application. If you use the Multiple indexes referencing single
document option, users that have access to a document through at least one index
record will have access to that document and all index records associated with it. For
example, if Document Level Security is configured in an application so that documents
with Yes as a value in the Protected index field are inaccessible to the Data Entry group,
and if a particular document has one index record with Yes in the Protected field and

another index record with No in the Protected field, the Data Entry group can view the
document and both index records. To make a document inaccessible to the Data Entry
group, the value in the Protected field must be Yes in all of that document's index
records.
For more information on Document Level Security, see "Managing Document Level
Security" on page 269.
Part of Unique Key Flag

When enabled, the Unique Key flag prevents the same index information from being
used for more than one document. This feature is usually used on multiple index fields,
but could be used to ensure a single unique index field, such as a social security
number. When this option is enabled, AX checks for redundant data entered into the
enabled index field(s). If another document already contains that combination of index
information in the unique field(s), AX will not accept the entry.
Table 30. Part of Unique Key Flag
Item Description
Available for these data All (Boolean Choice, Currency, Date,

types Decimal/Numeric, Integer, SSN, Telephone, Text,
Time, Time Stamp, User-defined List, or Zip Code) (for
more information about data types, see "Data Types"
on page 86).
Dual Data Entry Flag

When enabled, the Dual Data Entry flag functions as a validation measure to ensure
that documents are indexed correctly. If it is enabled, the user must enter the index
field’s data twice. AX accepts the information upon verification of the second entry.
After enabling the Dual Data Entry flag, this feature can be turned on and off in the
Data tab of the AX Configuration dialog box.
Table 31. Dual Data Entry Flag
Item Description
Available for these data types Currency, Date (unless the Date Stamp field flag
is enabled), Decimal/Numeric, Integer, SSN,
Telephone, Text, Time (unless the Time Stamp
field flag is enabled), or Zip Code (for more
information about data types, see "Data Types"
on page 86).
Not available for these data types Boolean Choice, Time Stamp, or User-defined
List

Table 31. Dual Data Entry Flag (Continued)
Item Description
Cannot be used for a field in Date Stamp or Time Stamp

combination with these flags
For more information on enabling dual data entry, see "Enable Dual Data Entry" on
page 433.
Key Reference Flag

When enabled, the Key Reference flag allows the field to be used for key reference file
indexing. Index information can be imported into a Key Reference table, from which
data fields are automatically populated during indexing, based on the value entered in
the key index field. To use key reference file indexing, an application must have one
Key Reference field and at least one Data Reference field defined.
If you apply the Key Reference and Data Reference flags to fields, the Key Reference
File Setup tab appears so that you can configure Key Reference Import.
Table 32. Key Reference Flag
Item Description
Available for these data types Currency, Date (unless the Date Stamp flag is
enabled), Decimal/Numeric, Integer, SSN,
Telephone, Text, Time (unless the Time Stamp
field flag is enabled), User-defined List, or Zip
Code (for more information about data types,
see "Data Types" on page 86).
Not available for these data types Boolean Choice or Time Stamp

Corresponding application creation Key Reference File Setup

tab
For more information on importing with Key Reference Import, see "Key Reference
Import" on page 294.
Data Reference Flag

When enabled, the Data Reference flag allows the field to be used with the Key
Reference for reference file indexing. To use key reference file indexing, an application
must have one Key Reference field and at least one Data Reference field defined.

If you apply the Key Reference and Data Reference flags to fields, the Key Reference
File Setup tab appears so that you can configure Key Reference Import.
Table 33. Data Reference Flag
Item Description
Available for these data types Boolean Choice, Currency, Date (unless the
Date Stamp flag is enabled), Decimal/Numeric,
Integer, SSN, Telephone, Text, Time (unless the
Time Stamp flag is enabled), User-defined List,
or Zip Code (for more information about data
Not available for this data type Time Stamp

Corresponding application creation Key Reference File Setup

tab
For more information on importing with Key Reference Import, see "Key Reference
Import" on page 294.
Auto Index Flag

When enabled, the Auto Index flag allows the field to be used for auto-indexing. When
the Auto Index import feature is used, index information is imported into an Auto
Index table. By pressing [F7] during indexing, the user can use a record from the table
to automatically populate a document’s index. Once a record of index values is chosen
from an Auto Index table, the record is deleted from the table.
If you apply the Auto Index flag to a field, the Auto Index Import Setup tab appears so
that you can configure Auto Index Import.
Table 34. Auto Index Flag
Item Description
Available for these data types Boolean Choice, Currency, Date (unless the
Date Stamp flag is enabled),
Text, Time (unless the Time Stamp flag is
enabled), User-defined List, or Zip Code (for
more information about data types, see "Data
Types" on page 86).
Not available for this data type Time Stamp

combination with this flag

Table 34. Auto Index Flag (Continued)
Item Description
Corresponding application creation Auto Index Import Setup

tab
For more information on importing with Auto Index Import, see "Auto Index Import"
on page 292.
Validation Mask Flag

When enabled, the Validation Mask flag allows you to create a validation mask for the
field. A validation mask is a template, or format, for the values to be entered in this
field. When this option is enabled, users must comply with the pre-defined format in
order for AX to accept data entered into the index field. For example, if you create a
mask of four alphabetic characters (aaaa), then no other type of character is allowed
for the first four characters in the field. A mask establishes how data must be entered
for a Text type field.
Table 35. Validation Mask Flag
Item Description
Available for this data type Text (for more information about data types, see
"Data Types" on page 86).
Not available for these data types Boolean Choice, Currency, Date,
Time, Time Stamp, User-defined List, or Zip
Code
For more information on establishing a field validation mask, see "Validation Mask" on
page 147.

Leading Zeroes Flag

When enabled, the Leading Zeroes flag tells AX to preserve any zeroes entered as the
leading characters in an integer type index field. For example, if the user enters 00897
in an integer field, all five digits will be shown in the index as they were entered. If this
option is disabled, AX truncates the leading zeroes.
Table 36. Leading Zeroes Flag
Item Description
Available for this data type Integer (for more information about data types,
Decimal/Numeric, SSN, Telephone, Text, Time,
Time Stamp, User-defined List, or Zip Code
For more information on the Integer data type, see "Integer Data Type" on page 87.
Date Stamp Flag

When enabled, the Date Stamp flag tells AX to automatically populate the index field
during index creation using the system date.
Table 37. Date Stamp Flag
Item Description
Available for this data type Date (for more information about data types,
Not available for these data types Boolean Choice, Currency, Decimal/Numeric,
Integer, SSN, Telephone, Text, Time, Time
Stamp, User-defined List, or Zip Code
Cannot be used for a field in Dual Data Entry, Key Reference, Data Reference
combination with these flags (Validation Mask and Leading Zeroes are
unavailable because of the use of the Date data
type)
For more information on the Date data type, see "Date Data Type" on page 89.

Time Stamp Flag

When enabled, the Time Stamp flag tells AX to automatically populate the index field
during index creation using the system time.
Table 38. Time Stamp Flag
Item Description
Available for this data type Time (for more information about data types,
Text, Time Stamp, User-defined List, or Zip
Code
Cannot be used for a field in Dual Data Entry, Key Reference, Data
combination with these flags Reference, Auto Index (Validation Mask and
Leading Zeroes are unavailable because of the
use of the Time data type)
For more information on the Time data type, see "Time Data Type" on page 90.
Using Custom Data Types and Formats

If the pre-configured field data types and formats available to you in AppGen are not
adequate for your organization’s needs, you can add new types. You can add
completely new data types and accompanying formats, or you can add additional data
formats for existing data types. (The AX Administrator privilege is required to create,
modify, or delete custom data types and custom data formats.)
To access the Data Types node:
• From the View menu, choose Show Data Types. The Data Types node appears in
the AppGen tree view.
Table 39. Key to Data Type Icons
Icon Description
A green folder indicates a standard, pre-configured data type. Custom

formats can be added to standard data types, but standard data type
properties cannot be changed.
A green format icon indicates a standard, pre-configured data format.

Standard formats cannot be changed.
A blue folder indicates a custom data type. You can create, and
subsequently edit, custom data types.

Table 39. Key to Data Type Icons
Icon Description
A blue format icon indicates a custom format. You can create, and
subsequently edit, custom formats.
A blue folder with a red X indicates an invalid custom data type. If a

custom data type has been created, but no accompanying custom
formats have been added, it will appear as invalid in the AppGen tree
view.
• If you would like to create a new data type, proceed to "Creating a Custom Data
Type" on page 105 for information about creating a new custom data type.
• After you have created a data type (or if you are adding a format to an existing
data type), see "Creating Custom Data Formats" on page 109 for information
about creating new custom data formats.
Note: The Migration Wizard cannot migrate custom data types or formats. If you want
to migrate an application that has custom data types or formats, you must recreate the
custom data type or format in the destination application before performing the
migration.
Creating a Custom Data Type

If AppGen’s pre-configured data types do not meet your requirements, you can create
custom data types. After a custom data type has been created, you must add at least
one data format so the data type and format can be used to define the content and
format allowed in AX index fields.
Important: When creating custom formats for currency, Boolean Choice, date, and time
stamp data types, you must create the format beneath the existing standard data type
for the format to be correctly implemented. Do not create new data types for currency,
Boolean Choice, date, and time stamp fields.
Note: You can also modify or delete data types. Be aware that you should not modify
or delete data types that are being used in a live application. You should create, test,
and finalize your new data types and formats using a test application before deploying
them within a live application. See "Modifying and Deleting Custom Data Types" on
page 107 for more information.
To create a custom data type:
1. Start AppGen. For more information, see "Starting Application Generator" on
page 60.
2. Right-click the Data Types node in AppGen’s tree (if the Data Types node does not
appear, choose Show Data Types from the View menu to display it). A shortcut
menu appears. From the shortcut menu, select New. The Custom Data Type
wizard appears.

Figure 15. Custom Data Type Wizard
3. In the Data Type Name text box, type a name for the custom data type.
4. You will notice that the Type Id text box is dimmed. It shows the Data Type ID that
identifies the data format in the AX database. This value cannot be changed.
5. You will also notice that the Region Code box is dimmed. This feature is not
implemented for AX 5.25 and will be enabled in a future version.
6. From the Database Type drop-down list, select the database type for the data type
that you want to create. The database type for the data type determines the set of
characters allowed for that data type. You have the following choices:
• If the index values will have alphabetical characters, symbols, or formatted
numbers (ANSI or ASCII characters, like the SSN, Telephone, Text, and Zip
Code data types), select DBTYPE_STR.
• If the index values will be numeric characters without a decimal point (whole
numbers, like the Integer data type), select DBTYPE_I4.
• If the index values will be numeric characters with a decimal point (numbers
that may have a fractional component, like the Decimal/Numeric data type),
select DBTYPE_NUMERIC.
Note: User-defined lists cannot be created using the custom data type
functionality.
7. Enable the Variant Size check box if you want the data type to have a variable (not
unlimited) size. If you leave the Variant Size box disabled, proceed to step 9.
8. If you enabled the Variant Size check box, in the Max Size and Min Size text boxes,
specify the maximum size and minimum size for the data type, in number of
characters. (For example, the Currency data type has a minimum size of 1 and a
maximum size of 38.)
When calculating how many characters to allow, if the index value will be stored
to the database with formatting marks, remember to count the formatting marks.
For example, xxx-xx-xxxx is 11 characters, not 9.

9. In the Available Attributes box, select the flags that you want to be available for the
custom data type. (For example, the Time Stamp data type has only the Doc Level
Security, Search, and Part of Unique Key flags available.)
10. In the Default Attributes box, select the flags that you want to be enabled by
default for the custom data type. (For example, the Text data type has the Required
and Search flags enabled by default.)
11. Click Finish. AppGen creates the custom data type according to the information
that you specified and adds the custom data type to the tree list. You will notice
that the new data type appears in the AppGen tree with a red X over its icon. This
indicates that it cannot be used until you add data formats.
12. You are now ready to add new data formats for your data type. Proceed to
"Creating Custom Data Formats" on page 109 for information about creating data
formats.
Note: For information about modifying and deleting custom data types, see
"Modifying and Deleting Custom Data Types" on page 107.
Modifying and Deleting Custom Data Types

If necessary, you can modify most properties of a custom data type. You can also delete
custom data types. (Standard data types cannot be modified or deleted.)
Important: You should not modify or delete data types that are being used in a live
application. You should create, test, and finalize your new data types and formats
using a test application before deploying them within a live application.
To modify a custom data type:

1. Expand the Data Types node in AppGen’s tree. Select the custom data type that
you want to modify. The properties of the custom data type appear in AppGen’s
right pane.

Figure 16. Custom Data Type Properties
2. In the Data Type Name text box, you can change the name for the custom data type.
3. From the Database Type drop-down list, you can select a different type of data
type. You have the following choices:
• If the index values will have alphabetical characters, symbols, or formatted
numbers (ANSI or ASCII characters, like the SSN, Telephone, Text, and Zip
Code data types), select DBTYPE_STR.
• If the index values will be numeric characters without a decimal point (whole
numbers, like the Integer data type), select DBTYPE_I4.
• If the index values will be numeric characters with a decimal point (numbers
that may have a fractional component, like the Decimal/Numeric data type),
select DBTYPE_NUMERIC.
4. Enable the Variant Size check box if you want the data type to have a variable (not
fixed) size. If you leave the Variant Size box disabled, proceed to step 6.
5. If you enabled the Variant Size check box, in the Max Size and Min Size text boxes,
specify the maximum size and minimum size for the data type, in number of
characters. (For example, the Currency data type has a minimum size of 1 and a
maximum size of 38.)
6. In the Available Attributes box, you can change the flags that you want to be
available for the custom data type. (For example, the Time Stamp data type has
only the Doc Level Security, Search, and Part of Unique Key flags available.)
7. In the Default Attributes box, you can change the flags that you want to be enabled
by default for the custom data type. (For example, the Text data type has the
Required and Search flags enabled by default.)
8. When you have made all of the changes to the custom data type that you want to
make, click Apply. To refresh applications so that the changes to the data type are
accessible from the Application Fields page, expand and collapse the Applications
node in the AppGen tree view.

To delete a custom data type:

1. Expand the Data Types node in AppGen’s tree.
2. Right-click the custom data type. From the shortcut menu that appears, select
Delete. A message appears asking you to confirm the deletion.
3. Click Yes. The custom data type is deleted.
Creating Custom Data Formats

You can add new custom data formats for existing data types. In addition, at least one
data format must be added to new data types before they can be used to describe index
fields.
Note: You can also modify or delete custom data formats. Be aware that you should not
modify or delete data formats that are being used in a live application. You should
create, test, and finalize your new data types and formats using a test application
before deploying them within a live application. See "Modifying and Deleting Custom
Data Formats" on page 116 for more information.
To create a custom data format:.
1. Expand the Data Types node in AppGen’s tree. Right-click an existing data type
(custom formats can be added to all existing data types with the exception of the
User-defined List data type). From the shortcut menu that appears, select New. The
Custom Data Format wizard appears.
Note: If you are creating a Boolean data format, add a format to the Boolean Choice
standard data type. If you are adding a Currency data type, add a format to the
Currency standard data type. Do not create these types of formats using a custom
data type.
Figure 17. Custom Data Format Wizard
2. In the Format Name text box, type a name for the custom data format.

3. You will notice that the Format Id text box is dimmed. It shows the Data Format ID
that identifies the data format in the AX database. This value cannot be changed
from AppGen.
4. If the data type for which you are creating a custom format is of the
DBTYPE_NUMERIC type, the Scale text box is available. In the Scale text box,
specify the number of digits after the decimal point for the custom format. (For
example, the Decimal/Numeric data type has a n,nnn.nnn format which has a
scale of 3.)
5. In the Format Width text box, specify the width of the index value as it will appear
in AX, including all formatting characters. For example, if you were creating a
simple date format of YYYY-MM-DD, you would enter 10 as the Format width.
6. In the DB Width text box, specify the width of the index value as it will be stored
in the database. For example, if you were creating a simple date format of
YYYY-MM-DD, you would enter 8 as the DB width, as you would not want to save
the dashes in your database.
7. In the Validation Expression text box, use regular expression syntax to define the
format as it will appear in AX. For example, to create a format that appears as
YYYY-MM-DD, you would enter:
(\d{4})-?(\d{2})-?(\d{2})
in the Validation Expression text box.
For more detailed information about creating validation expressions in AppGen,
see "Using Regular Expression Syntax to Define Custom Data Formats" on
page 111.
8. If the format that is stored in the database will be different than the format
displayed in AX, use regular expression syntax in the Data Conversion Expression
text box to define the information that should be included in the database. For
example, to store the YYYY-MM-DD format in the database, you would use:
$1$2$3
where $1, $2, and $3 represent the subexpressions (\d{4}), (\d{2}), (\d{2})
in the expression we placed in the Validation Expression text box.
For detailed information about creating data conversion expressions, see "Using
Regular Expression Syntax to Define Custom Data Formats" on page 111.
9. What you type in the Formatting 1 and Formatting 2 boxes is dependent on the
type of format you have added:
• If you are creating a simple string expression (like the one in our example),
type the format that you would like AX to use to display your expression. For
example, you would type $1-$2-$3 in the Formatting 1 text box, where $1,
$2, and $3 match our sample expression’s subexpressions, to display text that
is typed into an AX document index as 20020626 as 2002-06-26 after the index
is saved.
• If you are creating a Boolean format (for example, an expression like
(^\bPublic$|^\bPrivate$), where users can only type one or two
values), type the first string (in this case, Public) in the Formatting 1 text box,
and the second (Private), in the Formatting 2 text box. These choices will then
appear in the Boolean Choice list box in AX.

• If you are using a numeric or integer format that can contain negative values,
enter the positive format in the Formatting 1 box (for example, $1), and the
negative format in the Formatting 2 box (-$1, for example).
10. If you want to specify a default value for the format, enter it in the Default Value
box.
Note: Each index field using a custom data format with a default value should also
be set as Read-Only. In this case, the index field will be automatically populated
with the default value.
11. In the Locale drop-down box, select the locale you would like to use as default.
This allows AX to display currency symbols specific to the locale you have chosen.
12. Click Finish. AppGen creates the custom data format according to the information
that you specified and adds the custom data format to the tree list.
13. Collapse and expand the Applications node in the AppGen tree view to refresh
applications. The data format can now be selected from the Format drop-down list
on the Fields page or tab for an application.
Using Regular Expression Syntax to Define Custom Data Formats

To create a valid data format, you must use regular expressions to populate the
Validation Expression, Data Extraction Expression, and Format text boxes.
In the Validation Expression box, you define a full expression that describes the data
format you want to create. In the Data Extraction and Format text boxes, you use a
reduced set of regular expression syntax to extract information from the Validation
Expression in order to instruct AppGen how to save the index information in the
database, and how to display it in AX.
Note: This section contains basic information about creating regular expressions for
AX data formats. For more advanced information about regular expression syntax,
consult a reference dedicated to regular expressions.
To understand how to create new data format expressions:
1. Review some basic rules of regular expression syntax in "Regular Expression
Basics" on page 112.
2. Review some examples of data formats that you can add to AX in "Example Data
Formats in Application Generator" on page 113.
Regular Expression Basics

A backslash (\) acts as the escape character. Characters that are used as operators in
regular expressions must be preceded by a backslash if you want to use them literally.
For example, to display a period or dollar sign, you must use "\." and "\$" to display
them. The table below shows all characters that must be preceded by a backslash in
order to use their literal representation.
Table 40. Regular Expression Literal Characters
. * ( ) ? +

Table 40. Regular Expression Literal Characters
^ $ { } \
[ ]
The list of regular expression rules that follow should help you to gain an
understanding of basic regular expression command syntax and how regular
expressions are composed. (See "Example Data Formats in Application Generator" on
page 113 for specific examples of data formats that work in AX.)
• Any character besides those listed in the table above matches itself.
Example: (abc) will match abc.
• A period (.) matches any character.
Example: (ab.) will match abc, abd, ab3, ab5, and so on.
• An asterisk (*) matches zero or more occurrences of a character or expression.
Example: (abc)* matches null, abc, abcabcabc, and so on. abc* matches abc, abcc,
and so on.
• A plus sign (+) matches one or more occurrences of a character or expression.
Example: (abc)+ matches abc, abcabc, and so on.
• A question mark (?) matches zero or one occurrence of a character or expression.
Example: (abc)? matches null or abc only.
• A pipe (|) matches one of the listed choices.
Example: (a|b|c) would match a, b, or c.
• A caret (^) is used to mark the beginning of a line, and the dollar sign ($) is used
to mark the end of a line. You need only to use this in AppGen when you have
two options in a single expression (as is used in Boolean Choice).
Example: ^Choice1$|^Choice2$
When the caret is used within square brackets ([ ]), it excludes values. See the
example for usage of square brackets ([ ]).
• Parentheses () are used to group items together in a subexpression, which can
then be called using $1, where 1 represents the number of the subexpression
within a sequence.
Example: In the expression (a|b|c)(a*), $1 would represent (a|b|c) in the Data
Extraction and Formatting boxes within AppGen, and $2 would represent (a*).
• A question mark and colon within parentheses (?:n) indicate a grouping that will
not be considered a subexpression.
Example: In the expression (a|b|c)(?:\$)(a*), $1 would represent (a|b|c) in the
Data Extraction and Formatting boxes within AppGen, and $2 would represent
(a*). (?:\$) would not be represented for extraction at all.
• Braces ({}) indicate bounds (in other words, values within the braces indicate the
number of characters to match).
Example: Within an expression, {5} would match any combination of five
characters.
• Sets ([ ]) indicate a range of values that can be selected.

Example: Within an expression, [123] would match 1, 2, or 3. [^123] would match

any character that is not 1, 2, or 3. [0-9] would match any number from 0 to 9. [^0-9]
will match any character that is not a numeral.
• Shortcuts can be used in place of sets: \w matches any alphanumeric character,
including underscore. \d matches any digit. \l signifies lowercase, \u signifies
uppercase, \s signifies space. For a more detailed list of these operators, consult a
regular expression syntax reference.
Example: \d{4} would match any series of 4 digits (1234, 9845, and so on). \w{2}
would match any series of 2 alphanumeric characters (ab, df, 1g, and so on).
Example Data Formats in Application Generator

See each figure below and the description beneath for example data formats.
Figure 18. Long Series of Numbers
This figure shows a data format that accommodates a long series of numbers,
n-nn-nnn-nnnnnnn, which might be used for international phone numbers. Only the
numbers (no dashes) will be saved to the database, as is illustrated in the Data
Conversion Expression text box. It will be formatted as n-nn-nnn-nnnnnnn.

Figure 19. Date, Month, and Year in YYYY-MM-DD Format
This figure shows a data format that accommodates a date in YYYY-MM-DD format. If
you wanted to be more stringent, and, for example, require that only the years 1999,
2001, and 2002 be accepted, you could change the Validation Expression to:
(1999|2001|2002)-?(\d{2})-?(\d{2})
Figure 20. A Boolean Format
This figure shows a Boolean data format. In this example, users can choose either Print
Version or Online Version when indexing a document with this format. If Print Version
is chosen, "Print" will be stored in the database. If Online Version is chosen, "Online"
will be stored in the database.

Figure 21. A Currency Format
This figure shows a currency data format. Since the locale selected is English (United
Kingdom), the British pound symbol is displayed instead of the American dollar sign
when the index is saved in AX.
Modifying and Deleting Custom Data Formats

If necessary, you can modify all properties of a custom data format except the Format
ID number. (Standard data formats cannot be modified.)
Important: You should not modify or delete data formats that are being used in a live
application. You should create, test, and finalize your new data types and formats
using a test application before deploying them within a live application.
To modify a custom data format:

1. Expand the Data Types node in AppGen’s tree. Expand the node for the data type
that contains the custom data format that you want to modify.
2. Select the custom data format that you want to modify. The properties of the
custom data format appear in AppGen’s right pane.

Figure 22. Custom Data Format Properties
3. In the Format Name text box, you can change the name for the custom data format.
4. If the data type for which you are modifying a custom format is of the
DBTYPE_NUMERIC type, the Scale text box is available. In the Scale text box, you
can change the number of digits that appear after the decimal point for the custom
format.
5. In the Format Width text box, you can change the width of the index value as it will
appear in AX, including all formatting characters. For example, if you were
creating a simple date format of YYYY-MM-DD, you would enter 10 as the Format
width.
Note: To specify an unlimited width for formatting, use 0 as the Format Width
value.
6. In the DB Width text box, you can change the width of the index value as it will be
stored in the database. For example, if you were creating a simple date format of
YYYY-MM-DD, you would enter 8 as the DB width, as you would not want to save
the dashes in your database.
7. In the Validation Expression text box, use regular expression syntax to define the
format as it will appear in AX. For example, to create a format that appears as
YYYY-MM-DD, you would enter:
(\d{4})-?(\d{2})-?(\d{2})
in the Validation Expression text box.
For more detailed information about creating validation expressions in AppGen,
see "Using Regular Expression Syntax to Define Custom Data Formats" on
page 111.
8. If the format that is stored in the database will be different than the format
displayed in AX, use regular expression syntax in the Data Conversion Expression
text box to define the information that should be included in the database. For
example, to store the YYYY-MM-DD format in the database, you would use:

$1$2$3
where $1, $2, and $3 represent the subexpressions (\d{4}), (\d{2}), (\d{2})
in the expression we placed in the Validation Expression text box.
For detailed information about creating data conversion expressions, see "Using
Regular Expression Syntax to Define Custom Data Formats" on page 111.
9. What you type in the Formatting 1 and Formatting 2 boxes is dependent on the
type of format you have added:
• If you are editing a simple string expression (like the one in our example),
type the format that you would like AX to use to display your expression. For
example, you would type $1-$2-$3 in the Formatting 1 text box, where $1,
$2, and $3 match our sample expression’s subexpressions, to display text that
is typed into an AX document index as 20020626 as 2002-06-26 after the index
is saved.
• If you are editing a Boolean format (for example, an expression like
(^\bPublic$|^\bPrivate$), where users can only type one or two
values), type the first string (in this case, Public) in the Formatting 1 text box,
and the second (Private), in the Formatting 2 text box.These choices will then
appear in the Boolean Choice list box in AX.
• If you are using a numeric or integer format that can contain negative values,
enter the positive format in the Format 1 box (for example, $1), and the
negative format in the Format 2 box (for example, -$1).
10. If you want to specify a default value for the format, enter it in the Default Value
box.
Note: Each index field using a custom data format with a default value should also
be set as Read-Only. In this case, the index field will be automatically populated
with the default value.
11. In the Locale drop-down box, select the locale you would like to use as default.
This allows AX to display currency symbols specific to the locale you have chosen.
12. When you have made all of the changes to the custom data format that you want
to make, click Apply. To refresh applications so that the changes to the data format
are accessible from the Application Fields page, expand and collapse the
Applications node in the AppGen tree view.
To delete a custom data format:
1. Expand the Data Types node in AppGen’s tree. Expand the node for the data type
that contains the custom data format you want to delete.
2. Right-click the custom data format. A shortcut menu appears. From the shortcut
menu, select Delete. A message appears asking you to confirm the deletion.
3. Click Yes. The custom data format is deleted.
Ordering Fields for Efficient Data Entry

Index field design substantially influences data entry and manipulation. Fields can be
arranged in the index in a way that simplifies the user’s entry of index information.
Required fields should be grouped together in the index for the most efficient data
entry.

Designing Fields to Simplify Data Entry

When thousands of documents are added to an application, new document indexing
can become a time-consuming task. ApplicationXtender provides data type and field
flag options that can help reduce the amount of time spent indexing documents. For
example, the User-defined list and Boolean Choice data types allow users to pick an
item from a list rather than typing it in. Use of these data types as index fields has the
additional benefit of ensuring standardization of data entry by preventing
typographical errors or misspellings.
Additionally, enabling the Auto Index field flag allows the user to choose a record of
index values from a table, rather than typing them in. Using the Key Reference feature
lets the user populate index information based on the value of a key field.
Building in Data Integrity Precautions

The potential for errors in data entry during document indexing should be considered
during the application design process. For data types where specific data formats can
be chosen, data format validation is automatically provided by AX. AX either
reformats the values that were entered incorrectly, or does not accept the entered value.
In addition, some of the data formats and field flags available in AX can be used to help
ensure standardization of data entry practices. For example, the Date Stamp and Time
Stamp data types cause the current date or time to be automatically filled in. These are
read-only values and cannot be modified by the user.
Additionally, enabling the Validation Mask field flag for a text field allows you to
configure a template for data entered into the field. All values entered must conform
to the character pattern established in the validation mask. Enabling the Part of Unique
Key field flag for a field ensures that the combination of values entered into the field(s)
is unique to the application. Enabling the Dual Data Entry field flag makes users enter
the value for an index field twice to ensure data entry accuracy.
Allowing for Customized Data Imports

When imports are performed using one of the three import wizards,
ApplicationXtender follows a set of rules called a specification. The specification lets
AX know the fields to be imported, the field order and data format, and the character
(delimiter) that indicates that the information for one field has ended and the
information for another field has begun.
A default specification exists for every delimiter type. Default specifications are
already configured for use with the import features. When a user performs an import
and chooses a default specification, AX automatically looks for index information for
every field that is available for that type of import, in the order that the fields are listed
in the application. Users can use the default specifications to import data into AX as
long as the data in the import file is formatted to work with the specification.
But in certain situations, the default specifications do not work with an import. (For
example, the import file has fields in an order that does not correspond with the order
of fields in the application.) For that reason, the tools to customize specifications are
provided in AppGen. AX system administrators can either modify the existing default
specifications, or can create new specifications.

An administrator can create a new specification to import data into only some of the
available fields. An administrator can also change the order in which fields are
imported. If field values are formatted in a different format than is configured for the
field in the application, an administrator can configure the specification to convert the
imported data to the correct data format.
For a complete description of each of the three import methods, including instructions
on actually performing an import, see "Import Wizards" on page 290.
ApplicationXtender Application Limitations

When designing your AX applications, keep in mind the following limitations:
Table 41. ApplicationXtender Application Limitations
Number of Maximum
Applications per database 2,048
Batches per application 2,147,483,647
Documents per application 4,294,967,295
Documents per application in Demo mode (set by Demo License)
Documents per application in Evaluation mode 1000
Page versions (BIN files) per application 2,147,483,647
Pages per document 250,000
Paths per database 32,767
Versions per page 255
Note: The maximum number of pages per document for each full-text engine is as
follows: ProIndex supports up to 2,000 and Verity supports up to 250,000.
Application Design Outline

This outline is provided to help lead you through the process of application design.
The following sections present, in a question and answer format, the concerns relevant
at each level of application design, starting at the most general level of design issues
and ending with the details of designing particular fields:
• "General Application Design Questions" on page 120
• "General Index Design Questions" on page 121
• "Field Design Questions" on page 123
It is intended that you make notes on the answers to each relevant question for use
when creating your application.

Once the application design process is complete, the application name and description,
indexing options, and field definitions can be specified in the AppGen module, and the
application can be built. To assist you in relating this conceptualization process to the
procedure for implementing the design, portions of the AppGen application creation
wizard are used to illustrate any relevant options relating to each question.
General Application Design Questions

The first step in defining an application is to name the application, describe it, and
enable or disable general indexing configuration options. To do this, answer the
following questions about the overall design of the application.
• What will the name of the application be?
The application must have a unique name composed of up to 64 alphanumeric
characters. Only users who have been given the AX Administrator privilege in
AppGen can access applications that begin with an underscore. Two applications
within a single data source cannot have the same name. The following characters are
not allowed in application names: double quotation mark ("), single quotation mark (‘),
blank space, backslash (\), forward slash (/), period (.), comma (,), asterisk (*), pipe (|),
semi-colon (;), colon (:), question mark (?), percentage sign (%), less than sign (<), and
greater than sign (>). The application name may not begin with a number.
• What description should be given to the application?
The description should be formulated to aid users in identifying the application’s
purpose. The description can be up to 128 alphanumeric characters. The following
characters are not allowed in application descriptions: double quotation mark ("),
single quotation mark (‘), and percentage sign (%).
• Should users be allowed to attach multiple index records to a single document?
Figure 23. Multiple Indexes Check Box
Attaching multiple indexes to a single document allows users to classify the same
document in more than one way. Take, for example, an application that will be used to
store documents relating to individual people. If a document relates to more than one
person, this feature can reduce the amount of storage space used by referencing the
same document for each person (rather than storing several copies of the document,
one for each person).
Note: If document level security and the Multiple indexes referencing a single
document option have both been enabled for an application, and if a user with delete
privileges can access a document through at least one of its index records, keep in mind
that the user can delete that document even if DLS does not allow the user to access the
document through any of its other index records.
• Do you need to configure the application to comply with HIPAA?

Figure 24. Check In/Check Out Check Boxes
For each AX application that contains data protected by HIPAA, it is recommended

that you enable the Prompt for checkout when open documents, Checkout comments
required, Checkin comments required, Reason Code, and Document signing options.
The first four of these options address the needs of privacy and security outlined by
HIPAA by allowing you to identify which documents are being accessed, who is
accessing them, and why the documents are being accessed. The Document signing
option allows you to guarantee that the individual signing a page really is who he or
she claims to be and that the document has not changed since the date of the signature.
For more information, see "Recommendations for Compliance with HIPAA" on
page 51.
General Index Design Questions

Once overall application design questions have been answered, the next step in
designing an application is choosing index field attributes. Answering the following
questions help to provide a framework for that design.
• Is description or quick index data entry more important?
When more fields are in an application’s index, more data entry is required for each
document added to an application. If the amount of data entry needed to add
documents to an application is a concern, consider using as few fields as possible. Use
of a limited number of fields also helps to reduce the time that it takes to run a search
for stored documents.
Figure 25. Sample List of Index Fields
If it is important that documents be well-described, a few more index fields may be a

good idea. Increasing the number of fields allows users doing document retrieval to be
more specific in their search requests. In general, however, it is recommended that the
number of index fields be kept to a minimum.
• What information will the users retrieving documents from the application be
most likely to know?
To prevent documents from being "lost" in an application over time, be sure to include
at least one field that will contain values that are unlikely to change and that are likely
to be known by the user. If documents will be stored relating to people, for example, a
name field or a social security number field would be a good idea.
• Should a combination of fields be chosen to make up unique identifiers for each
document?

Figure 26. Part of Unique Key Field Flag
The Part of Unique Key field flag can be used to mark fields as part of a group of fields
that must contain, as a whole, a unique combination of values for each document. For
example, a name field and a social security number field in an application both have
the Part of Unique Key field enabled. A user indexes one document with the values
"John Doe" and "111-22-2222." When the user tries to index another document with the
same two values, AX rejects the index entries as invalid. Any number and combination
of the fields in an application can be enabled as Part of Unique Key.
For more information on the Part of Unique Key flag, see "Part of Unique Key Flag" on
page 99.
Field Design Questions

Once a list of the fields for an application has been developed, you can define the
attributes of each field. Determining field attributes involves choosing a data type, a
data format (when necessary), a field length (when necessary), and any appropriate
field flags. Review the following list of questions for each field:
• What type of data will the field hold (such as text, integers, dates, social security
numbers, and so on) and (if applicable) how will that data be formatted?
Figure 27. Data Type List Box
The data type determines the kind of data that can be stored in the field. Some data
types, such as text, are inclusive of other data types; other data types, such as social
security number, allow entry of only a narrow range of values. From the Data Type list
box, you can choose any of the following field data types: Text, Integer,
Decimal/Numeric, SSN, Telephone, Zip Code, Currency, Boolean Choice, Time, Time
Stamp, Date, and User-defined List.
Note: If you are planning to configure the application for retention administration or
records management, for each AX field that will be mapped to Records Manager (RM)
fields, select a data type equivalent to that of the RM field. For example, if an AX field
will be mapped to an RM picklist field, configure the AX field as a User-defined List
field. For more information, refer to the Records Manager for ApplicationXtender
Integration Guide.
For more information on data types, see "Data Types" on page 86.
• If the data type requires that you specify a field length, what should it be?

Figure 28. Length Text Box
For several data types, the field length is configured when the data format is chosen.
However, for the data types listed in the following table, the field length must be
specified. The following table also indicates the maximum length that can be specified
for each data type, and refers you to other sections for more information.
Table 42. Data Types and Maximum Field Lengths
Maximum
Data Type Field Length For More Information, See
Currency 38, 31, 28, or 20 "Currency Data Type" on page 93
Decimal/Numeric 38, 31, 28, or 20 "Decimal/Numeric Data Type" on page 88
Integer 10 "Integer Data Type" on page 87
Text 254 "Text Data Type" on page 87
A field length should be long enough to accommodate reasonably long entries. The
length of the field, however, determines the amount of storage space set aside each
time a value is stored for that field. For a text field where only a single word is likely to
be entered, for example, a field length of 100 would waste database space.
Note: If you are planning to configure the application for retention administration or
records management, for each AX field that will be mapped to Records Manager (RM)
fields, select a length equal to that of the RM field. An AX field length longer or shorter
than that of the corresponding RM field results in truncation of index data and can
cause accidental data loss. For more information, refer to the Records Manager for
• Should the user be required to enter a value into the field when indexing a
document?
Figure 29. Required Field Flag
Enabling the Required field flag for a field requires users to enter data into that field
when documents are added to the application. AX will not add the document until
valid values have been entered for each required field during document indexing.
For more information on the Required flag, see "Required Flag" on page 97.
• Should the user be able to search the values stored in the field?

Figure 30. Search Field Flag
Enabling the Search field flag makes the values stored in the field searchable by users
retrieving documents.
For more information on the Search flag, see "Search Flag" on page 97. For more
information on using a field flagged with the Search flag to search for documents, refer
to the "Retrieving Documents" chapter of the ApplicationXtender User’s Guide.
• Should the values entered in the field be modifiable after the initial data entry, or
should they be read-only?
Figure 31. Read-Only Field Flag
If the Read-Only field flag is enabled for a field, the user can enter a value into the field
when a document is first added to an application. However, that value cannot be
modified after the initial indexing process is complete.
For more information on the Read-Only flag, see "Read-Only Flag" on page 97.
• Should the values entered into the field be used as a basis for granting or denying
access to documents?
Figure 32. Document Level Security Field Flag
The AX Document Level Security feature allows an AX system administrator to protect

documents within an application from access by users. You can enable the Doc Level
Security flag for fields, then designate values within those fields as accessible or
inaccessible to certain users.
When deciding whether or not Document Level Security should be enabled for a field,
consider whether the values to be entered in the field are likely to prove effective for
managing document access. The contents of the field should either relate directly to the
reason that document access is being restricted or should indicate in some way
whether or not a document should be restricted. Managing Document Level Security
for fields with a greater variety of information entered will be more time-consuming
than managing fields with a smaller range of values.
For more information on the Doc Level Security flag, see "Doc Level Security Flag" on
page 98. For more information on Document Level Security, see "Managing Document
Level Security" on page 269.
• Should the field be part of a unique key for each document?

Figure 33. Part of Unique Key Field Flag
You can ensure that a "unique key," or unique combination of index values, is assigned
to only one document in an application by enabling the Part of Unique Key field flag
for one or more fields in the application’s index. If, for example, a name field and an
account number field each have the Part of Unique Key field flag enabled, a user
cannot enter the combination of "John Doe" and "12345" for more than one document.
For more information on the Part of Unique Key flag, see "Part of Unique Key Flag" on
page 99.
• Should data validation features be employed to ensure accurate data entry for the
field?
For some fields, it is crucial that data be entered accurately. Fields used to store the
values that will be the primary tool for document retrieval are good candidates for data
validation precautions. For example, the first search field in an index is likely to contain
data that will be frequently used to retrieve documents. Several field flag and field
formatting options can be used to help guarantee that mistakes are not made during
data entry.
The first step in building data integrity precautions into a field definition involves
choosing a data type. Several of the data types available for fields in AX have pre-set
data formats. The Integer, Decimal/Numeric, Date, Time, SSN, Telephone, Zip Code,
and Currency data types are all pre-set. When you choose one of these data types, AX
will not accept values that are not the correct type of data, that cannot be formatted to
match the data format, or that exceed the length of the field. AX also reformats valid
data entered to the correct display format.
The Boolean Choice and User-defined List data types can also be used to ensure
accurate data entry. Users enter values into a field of either of these data types by
choosing an item from a drop-down list, eliminating the possibility of typographical
errors. Whenever the same entries will repeatedly be made in a field, you should
consider using a user-defined list to minimize the potential for user error.
Figure 34. Validation Mask Field Flag
Field flags can also be set to help validate data entry. The Time Stamp field flag, which
can be set for fields with the Time data type, and the Date Stamp field flag, which can
be set for fields with the Date data type, automatically enter the current time and date.
This feature makes data entry for those fields unnecessary. When a field has a Text data
type, you can enable the Validation Mask field flag and then create a validation mask,
or template, for data entered into the field. AX then checks any data entered into the
field against that mask. Enabling the Dual Data Entry flag for a field forces users to
enter data twice for the field.

For more information on the Validation Mask flag, see "Validation Mask Flag" on
page 102. For more information on establishing a field validation mask, see "Validation
Mask" on page 147.
• Can values for the field be imported using a batch import mechanism or will they
be entered one document at a time?
If the values can be imported, consider using a Key Reference Import or an Auto Index
Import.
Figure 35. Key Reference Field Flag
With the Key Reference feature, the user enters a unique piece of data into the "key"
reference file field, then presses the [TAB] key to populate the "data" reference file fields
for the document. AX fills the data fields with values from the index record with that
key value in the Key Reference table. In order to enable the Key Reference feature for a
field, you must enable the Key Reference field flag if the field will be a Key field or
choose the Data Reference field flag if it will be a Data field.
For more information on the Key Reference and Data Reference flags, see "Key
Reference Flag" on page 100 and "Data Reference Flag" on page 100. For more
information on importing with Key Reference Import, see "Key Reference Import" on
page 294.
The Auto Index field flag lets users or administrators import index values for Auto
Index enabled fields. AX takes the imported values and builds a table of index records.
Users can then invoke the Auto Index function by pressing the [F7] key during the
indexing process and picking an index record from the table. When a user picks a
record from an Auto Index table, that index record is deleted from the table. In order
to enable the Auto Index feature for a field, you must enable the Auto Index field flag.
For more information on the Auto Index flag, see "Auto Index Flag" on page 101. For
more information on importing with Auto Index Import, see "Auto Index Import" on
page 292.
Application Examples
This section provides some examples of ApplicationXtender applications designed to
meet certain organizational needs:
• "Document Level Security for Employee Records" on page 127, illustrates the use
of the Doc Level Security field flag, the Part of Unique Key field flag, the
User-defined List data type, and the Key Reference Import wizard.
• "Importing Customer Information" on page 129 also involves import of index
information; in this case, however, the use of Auto Index Import is shown.
• "Importing an Existing Litigation Database" on page 130 includes use of the Doc
Level Security field flag and the User-defined List data type. The focus of this
scenario is illustration of a situation where the Index Image Import wizard would
be useful.

• "Data Entry Validation for Accounts Payable" on page 133 describes a situation
where field flags are used to ensure data entry accuracy.
Document Level Security for Employee Records

A human resources department for a mid-sized company must track several different
kinds of paperwork for each employee:
• Health insurance registration forms
• Tax forms
• Employee profiles (which might include a résumé and a picture of the employee)
• Performance review forms
• Registration forms for the company’s 401K
• Employee commendations or complaints
The AX system administrator designing this application anticipates a large initial data
entry process (to store all existing paper documents online), followed by occasional
addition of pages to an employee’s document and periodic addition of documents
relating to new employees. To ease the data entry process, she wants all paperwork
relating to a single employee to be stored in a single document. However, once she
plans the security for the application, it occurs to her that some of the paperwork to be
stored, such as performance reviews and employee complaints or commendations,
should be seen only by senior human resources employees. She decides that each
employee should have a "performance records" document and a "personal records"
document, and that all paperwork relating to the employee will be stored as pages in
one of the employee’s documents.
The administrator creates a field called TYPE OF EMPLOYEE RECORDS with a
user-defined list data type. She puts two items, "PERFORMANCE RECORDS" and
"PERSONAL RECORDS," in the list. She makes the field a search field to allow a user
to search for all performance documents or all personal documents. In order to ensure
that only one personal and only one performance document will be created for each
employee, she enables the Part of Unique Key field flag for the field. Finally, she
enables Document Level Security for the field. The value "PERFORMANCE
RECORDS" will be marked as inaccessible for a group of human resources employees
responsible for keeping track of employee records such as insurance records and tax
records. The members of this group will have access to all "PERSONAL RECORDS"
documents in the application. The group including only the top-level human resources
officers will have access to all documents in the application.
The remainder of the index for this application is fairly simple: SOCIAL SECURITY
NUMBER, NAME OF EMPLOYEE, and DEPARTMENT. As noted above, in order to
ensure that only two documents will be created for each employee, the administrator
enables the Part of Unique Key field flag for both the TYPE OF EMPLOYEE RECORDS
field and the SOCIAL SECURITY NUMBER field. This guarantees that only one
"PERFORMANCE RECORDS" entry and only one "PERSONAL RECORDS" entry can
be chosen in combination with each social security number.
The administrator has a spreadsheet of employee names, social security numbers, and
departments. She decides to export that information and import it into AX for use in
indexing documents. After considering the import options, she decides that the Key

Reference Import option would be best. She enables the Key Reference field flag for the
SOCIAL SECURITY NUMBER field and the Data Reference field flag for the
EMPLOYEE NAME and DEPARTMENT fields.
Figure 36. Index for RECORDS Application
By importing the information using Key Reference, the administrator makes it easier
to manage employee information in the future. She can create a Key Reference table
containing index records for each employee. When the user adds each of an employee’s
two documents, AX will use the social security number entered to locate the
corresponding employee name and department information. The two data fields will
be automatically populated with the information stored in the table for each document.
If the employee’s name or department changes in the future, the administrator can
update the information in the index of one document and, because that information is
stored in the Key Reference table and also used to populate the index for the
employee’s other document, the information will be updated in that index as well.
The following table summarizes the field names, data types, data formats and field
flags used for the application. The SOCIAL SECURITY NUMBER field is used as the
primary search field for the application, because the number is the piece of index
information most likely to be known by a user retrieving documents. Additionally,
placement of the social security number first will facilitate use of the Key Reference
Import wizard, because the SOCIAL SECURITY NUMBER field is the key field. The
users can enter the key field value, press [TAB], and populate the data fields
immediately. This saves the user from using additional keystrokes to move to the key
field.
Table 43. Field Definitions for the RECORDS Application
Data
Field Name Type Length Format Field Flags
1 SOCIAL SSN 11 (defined by nnn-nn-nnnn Required,

SECURITY data type) Search, Part of
NUMBER Unique Key,
Key Reference
2 EMPLOYEE Text 40 N/A Required,

NAME Search, Data
Reference

Table 43. Field Definitions for the RECORDS Application (Continued)
Data
3 TYPE OF User- 19 (defined Choice of Required,

EMPLOYEE defined by user list) "PERFORMANCE Search, Part of
RECORDS List RECORDS" and Unique Key,
"PERSONAL Doc Level
RECORDS" Security
4 DEPARTMENT User- (defined by Choice of each of Required,

defined user list) the departments in Search, Data
List the company Reference
Importing Customer Information

The application in this example is also designed to receive index information exported
from another system. In this case, however, the Auto Index Utility is used. This
scenario illustrates a situation in which Auto Index Import is preferable to a Key
Reference Import.
A credit union decides to use ApplicationXtender to store information for customers
who have taken out loans. The customer account numbers, names, and social security
numbers are stored in a database on the credit union’s mainframe. For some of the
customers, but not all, there is also a loan type designation stored in the database. All
of this information will be exported from that database and imported into AX.
Only loan officers will access the application, so they decide that there is no need for
Document Level Security. However, the credit union manager wants the application to
be protected from access by any other users on the network. The AX system
administrator creates a profile for the application that filters out all privileges to the
application for the group called Everyone. He then creates a Loan Officers group that
grants the necessary privileges to the application for those employees.
Figure 37. Index for LOANS Application
The administrator names the application LOANS, and describes it as holding loan
information. The mainframe database can export information in whatever order is
needed, so the administrator decides that the field order for the application should be
ACCOUNT NUMBER, NAME, SOCIAL SECURITY NUMBER, and then LOAN TYPE.
He makes each of the fields a search field and enables the Auto Index field flag for each.
He flags the ACCOUNT NUMBER, NAME, and SOCIAL SECURITY NUMBER fields
as required. He chooses the Integer data type for the ACCOUNT NUMBER field.
Because account numbers are only eight digits long, he sets the field length for that
field to eight to help prevent incorrect data entry. Although he would prefer to make
the LOAN TYPE field a user-defined list, the entries from the previous database vary
too much to do so, so he makes it a text field.

The following table lists the fields and field attributes for the LOANS application:
Table 44. Field Definitions for the LOANS Application
Field Name Data Type Length Format Field Flags
1 ACCOUNT Integer 8 nnnn Required,

NUMBER Search, Auto
Index
2 NAME Text 40 N/A Required,

Search, Auto
Index
3 SOCIAL SSN 11 (defined by nnn-nn-nnn Required,

SECURITY data type) Search, Auto
NUMBER Index
4 LOAN TYPE Text 30 N/A Search, Auto

Index
Importing an Existing Litigation Database

This example illustrates how an AX system administrator can plan an application to
accommodate the import of indexes and images from another software program. The
Index Image Import wizard is used as the import tool in this scenario. The use of the
Doc Level Security field flag and the User-defined List data type are also shown.
The litigation group in a law firm is working on a paper-intensive litigation case. When
the case first starts, the group decides that online document storage is the best way to
manage the thousands of documents that they expect to use as evidence in the case.
The litigation support manager asks a consultant to design a proprietary database
where they can store index information for the documents.
The consultant sets up a system using two different types of software, one for viewing
images and one for storing index information. The proprietary system allows the
group to search for index information and link to the related image. They index and
store half the documents for the case using this system. Unfortunately, as more and
more documents are added to the system, management of the system becomes more
and more unwieldy, until finally the structure of the system proves to be too inflexible
for the group’s needs.
The litigation support manager for the group, upon learning about the combination of
storage and viewing capabilities in ApplicationXtender, decides to switch over to AX.
The last thing she wants, however, is to have to re-index and store the documents
already stored in the proprietary database. She wants to be able to export the
documents and index information from the proprietary database, and import them
into AX with the correct index values attached to the correct documents.
The data stored in the proprietary database is stored in an index structure similar to the
one used in ApplicationXtender, but it includes a field that contains a value indicating
the location of the image file. The manager decides that the fastest way of moving the
data from the database into ApplicationXtender is to export all of the index data from
the existing database. The resulting text file can then be edited to fit the format model
needed to do an Index Image Import into ApplicationXtender.

The litigation manager names the application DOEVDOE to indicate the name of the
case. For the description, she chooses the full name of the case. The design of the index
for this application is based on the index in the existing application, which contains
several index fields: DESCRIPTION, PRODUCED BY, PROTECTED, KEYWORDS,
DOCUMENT TYPE, AUTHOR, RECIPIENT, DATE OF DOCUMENT, and
DOCUMENT ID. All of these fields will be defined as AX index fields except for the
PRODUCED BY and DOCUMENT ID fields. All fields will be marked as search fields,
and the first two fields will have the Required field flag enabled. The KEYWORDS and
DOCUMENT TYPE fields both have a User-defined List data type and the
PROTECTED field has a Boolean Choice data type in order to help ensure accuracy of
data entry for these fields.
Figure 38. Index for DOEVDOE Application
The images to be imported for the application are named by document ID. To prepare
for an Index Image Import, the litigation manager exports all of the information in the
existing database as records with the fields delimited (separated) by commas. The
document ID field is exported as the last field in each record. In order to import the
data using Index Image Import, the manager edits each of the exported document ID
fields to include the following:
• An @ symbol (which lets AX know that an image location follows)
• The volume label for the media where the image is located
• The directory path to the file
• A file extension
Security for this application will be somewhat complex. Users accessing the
application will include paralegals and attorneys. Whereas normally secretaries have
privileges to display, print, and fax documents within the law firm’s
ApplicationXtender system, they will not have privileges to perform any functions in
this application. The administrator creates an application security profile with no
privileges enabled and associates the Secretaries group with the profile.
Because of the level of sensitivity of information for this case, only certain attorneys
and high-level paralegals can view documents that have a "Yes" value in the
PROTECTED field. In order to ensure that access to these documents is controlled, the
manager enables Document Level Security for the PROTECTED field. She then denies
access to the value "Yes" for a group of users who are not allowed to access protected
documents by using the Document Level Security field flag within the application
(found in AppGen).

The following table summarizes the field names, data types, data formats, and field
flags that will be used for the application.
Table 45. Field Definitions for the DOEVDOE Application
Field Name Data Type Length Format Field Flags
1 DESCRIPTION Text 50 N/A Required,

Search
2 PROTECTED Boolean 3 (defined by Choice of Required,

Choice choice list) "YES" or Search, Doc
"NO" Level
Security
3 KEYWORDS User- defined (defined by Choice of Search

List user list) each of the
keywords
used to code
the
documents
4 DOCUMENT User- defined (defined by Choice of Search

TYPE List user list) several
different
document
types
5 AUTHOR Text 40 N/A Search
6 RECIPIENT Text 40 N/A Search
7 DATE OF Date 8 (defined by mm-dd-yyyy Search

DOCUMENT data type)
Data Entry Validation for Accounts Payable

This example is intended to illustrate the AX field attributes that can be used to control
data entry accuracy, including the Dual Data Entry field flag and the Validation Mask
field flag.
An accounts payable department wants to set up an invoicing system in AX so that
they can scan all documents associated with an invoice (invoices, purchase orders,
checks received, and so on). Because this invoice number controls the flow of invoices
through the company, they are concerned that the number be entered accurately.
Figure 39. Index for INVOICE Application
The name of the application is INVOICE, and they describe it as an invoice tracking
application. The index for this application contains two fields: INVOICE NUMBER
and CUSTOMER NAME.

Figure 40. Validation Mask for INVOICE NUMBER Field
For the INVOICE NUMBER field, because it is critical that the data is entered
accurately, they enable both the Validation Mask field flag and the Dual Data Entry
field flag. Every invoice number starts with three letters, which are followed by five
numbers, so they put the following validation mask on the field: aaannnnn. They also
enable the Dual Data Entry field flag to force the users to enter the invoice number
correctly twice. In addition, they set the field length to 8 to prevent invoice numbers
that are too long.
The following table summarizes the fields and field attributes for the application:
Table 46. Field Definitions for the INVOICE Application
Data
1 INVOICE Text 8 aaannnnn Required, Search,

NUMBER Validation Mask,
Dual Data Entry
2 CUSTOMER Text 40 N/A Required, Search

NAME

Chapter 5: Creating an Application
Once an application has been designed, you can open the Application Generator
(AppGen) module of ApplicationXtender (AX) to create it. Each data source can
support up to 2048 different applications. The procedures used to create an application
are detailed in this chapter. The following procedure provides an overview of this
chapter:
To create an application:
1. If you will be using the LEGATO DiskXtender (DX) or ArchiveXtender - Ascent
Storage Edition (ArcX-ASE) software as a document storage server, install and
configure it.
• If you will be using DX as your document storage system, installing and
configuring DX prior to starting Application Generator's New Application
wizard allows you to enter DX paths and verify that they are correct.
• If you will be using ArcX-ASE as your document storage system, installing
and configuring ArcX-ASE prior to starting Application Generator's New
Application wizard allows you to enter ArcX-ASE paths and verify that they
are correct.
For details on AX/DX connectivity or AX/ArcX-ASE connectivity, refer to the
2. Make sure that your workstation has read and write privileges to all paths that the
AX system will use.
3. Start Application Generator. For more information, see "Starting Application
Generator" on page 60.
4. Right-click the Applications node in Application Generator’s tree. A shortcut
menu appears. From the shortcut menu, select New. The New Application wizard
begins, starting with the application’s Application page.
5. On the Application page, name and describe the new application, enable (or
disable) the indexing option, and select a full-text engine. For more information,
see "Entering Application Information" on page 137. Click Next. The application’s
Paths page appears.
6. On the Paths page, identify document, annotation, OCR, and full-text database
write path settings for the application. For more information, see "Setting Write
Paths" on page 139. Click Next. When AX has verified that the paths entered are
valid, the application’s Fields page appears.

7. On the Fields page, configure the index fields that will be used to store information
for each document in the application. Configuring the index fields includes
specifying field names, field data types, data formats, and field flags. For more
information, see "Defining Index Fields" on page 144. Click Next. The page that
appears next depends on the field flags you have selected.
8. If you choose to use any of ApplicationXtender’s import features, or
ApplicationXtender’s Document Level Security feature, you need to configure the
remaining New Application wizard page or pages.
Configuring any of the import pages entails defining index specifications for use
in importing index data and/or documents into your application. Configuring the
Document Level Security page entails specifying how you want to configure group
access on a document-level basis. For more information, see the following sections
in later chapters:
• "Setting up DLS in an Existing Application" on page 277
• "Custom Specification in a New Application" on page 300
9. After configuring each New Application wizard page for these features, click Next
or Finish.
When you click Finish, Application Generator builds all screens and database tables
according to the information that you specified during creation. A status box appears
indicating the processing status. Once the application has been built, Application
Generator adds the new application to the tree list. The application can now be opened
in ApplicationXtender, and documents can be added to the application for storage.
Pre-defined Applications: _FORMS and _RSTAMP

In addition to creating applications for your content, Application Generator allows you
to create two types of pre-defined applications: _FORMS and _RSTAMP. You generate
these applications through a wizard that is accessed by right-clicking the Applications
node in the Applications view.
Proceeding through the wizards that create these two pre-defined applications is the
same as it is for creating custom applications, except that you must accept the default
values provided through the wizard.
• "The _FORMS Application" on page 136
• "The _RSTAMP Application" on page 136
For instructions on creating documents within the _FORMS and _RSTAMP
applications, refer to the "Creating Documents" chapter of the ApplicationXtender User
Guide.
Important: Only AX system administrators (users who have been given the AX
Administrator privilege in Application Generator) can access applications that begin
with an underscore. Therefore, only AX system administrators can access the _FORMS
and _RSTAMP applications.

The _FORMS Application

AX contains a wizard for creating a pre-defined application called _FORMS that allows
you to store ASCII and image forms for use with CX/ERMX documents in AX.
Forms must be scanned (image) or imported (ASCII) into ApplicationXtender for use
with COLD/ERM data. When you display a COLD/ERM report page, the appropriate
form is also retrieved from the _FORMS application. Different display possibilities are
configured in the application’s index. You enter the desired information into the
_FORMS index fields to affect the report page display. Characters per inch, lines per
inch, top offset and left offset are fields within the index that tell AX how to display the
form with the report data.
Creating the _FORMS application is the first step in enabling form overlay for
CX/ERMX documents. If such an application does not exist, you must create the
application through Application Generator.
To create a _FORMS application:
• In Application Generator, right-click Applications in the Applications view and
select the Create _FORMS Application option. This opens the wizard that allows
you to create your application. Specify write paths, and then use the Next button
to continue page-by-page through the wizard. On the final page, click Finish.
With the exception of the Application Description on the first page of the wizard, do
not change any of the default values entered for the application. You may change the
Application Description if appropriate.
Once created, you can view the configuration of the _FORMS application the same way
you would view the configuration of any other application.
The AX _FORMS application is used to store and manage form overlays for CX/ERMX
documents. Each document in the _FORMS application consists of only one page and
one version, containing the contents of the form as an ASCII or image file.
The _RSTAMP Application

AX contains a wizard for creating an application called _RSTAMP that allows you to
store pre-defined annotation types called rubber stamps.
The rubber stamp annotation provides users the ability to place preset and custom text
annotations on a page as well as image files supported by the AX image library and
embedded foreign files.
The _RSTAMP application must be created through Application Generator in order to
use rubber stamps.
To create an _RSTAMP application:
• In Application Generator, right-click Applications in the Applications view and
select the Create _RSTAMP Application option. This opens the wizard that allows
you to create your application. Specify write paths, and then use the Next button
to continue page-by-page through the wizard. On the final page, click Finish.
With the exception of the Application Description on the first page of the wizard, do
not change any of the default values entered for the application. You may change the
Application Description if appropriate.

Once created, you can view the configuration of the _RSTAMP application the same
way you would view the configuration of any other application.
For each user who will be applying rubber stamps to documents, you must assign that
user the Display privilege either in the _RSTAMP application or in a global profile.
Rubber stamps are pre-defined annotations that exist as documents within the
_RSTAMP application. The AX _RSTAMP application is used to store and manage
rubber stamps. Each document in the _RSTAMP application consists of only one page
and one version, containing the contents of the rubber stamp as a compressed text file,
image file, or embedded icon foreign file. When a rubber stamp is selected, the cursor
turns into an RS icon, and AX places the rubber stamp on the AX page wherever the
user clicks. To turn the rubber stamp off, click the Rubber Stamp toolbar button to
disable it.
Entering Application Information

After starting Application Generator and the New Application wizard, the first step in
creating an application is to name and describe it, set indexing parameters, and select
a full-text engine. You or another AX system administrator can change an application's
description, the indexing parameters, or the full-text engine at another time. For more
information, see "Changing the Application Description" on page 154.
Figure 41. New Application Wizard: Application Page
To configure the New Application wizard's Application page:

1. In the Application Name text box, type a unique name for the application. The
application name may be up to 64 alphanumeric characters.
Note: The application name must not start with a number and must not contain any
of the following symbols: double quote ("), single quote ('), space, slash (/),
backslash (\), period (.), comma (,), asterisk (*), pipe (|), semicolon (;), colon (:),
question mark (?), percent (%), or angle bracket (< >).
Note: Only AX system administrators (users who have been given the AX
Administrator privilege in Application Generator) can access applications that
begin with an underscore. Also, these applications cannot be set as active

applications in AX. You should take this into account when creating applications
to be accessed by users – normal applications should not be named with leading
underscores, as regular AX users will not be able to access them.
2. In the Application Description text box, type a description that will help identify
the application. The description may be up to 128 alphanumeric characters. The
following characters cannot be used in application descriptions: double quote ("),
single quote ('), or percent (%).
3. You have the following choices:
• If you want the new application to store a single document once but make it
available for indexing many times, click the Multiple indexes referencing
single document check box to enable the option.
Enabling this option could save storage space. For example, the application
for a Human Resources department has an index field for Employee Name.
When the entire Documentation department won an award, this award was
scanned and entered as a new document for each employee in the
Documentation department. With the Multiple indexes referencing single
document option enabled, this document is saved as one BIN file, but has an
index record for each employee in the Documentation department.
• If you want each document to have a separate index record, click the check
box again to disable this option.
Note: If you intend to use the Doc Level Security flag for any index field in this
application, it is recommended that you disable the Multiple indexes referencing
single document option. For more information, see "Doc Level Security Flag" on
page 98.
4. To cause users to be prompted to check out documents from the current
application when they open them for display, enable the Prompt for checkout
when open documents option. This option performs the following functions:
• This option enables check in/check out mode for the application. (A similar
option on the Data tab of the AX Configuration dialog box enables check
in/check out mode for the workstation. However, to ensure consistent use of
the mode by all users of an application, it is recommended that you enable
check in/check out mode on an application basis.)
• This option also enables the final revision feature. Documents in this
application can be marked as a final revision, which can be opened only in
read-only mode and which cannot be checked out or modified. Users with the
Delete Doc privilege can delete final revisions.
For information on operational modes, see "Using the AX Interface" on page 48.
5. To require users to enter a comment whenever they check a document out of the
current application, enable the Checkout comments required option. Each
comment is saved to the audit trail database table or log file, depending on the
audit trail configuration. For information on configuring audit trails, see "Using
Audit Trails" on page 69.
6. To require users to enter a comment whenever they check a document into the
current application, enable the Checkin comments required option. Each comment
is saved to the audit trail database table or log file, depending on the audit trail
configuration. For information on configuring audit trails, see "Using Audit Trails"
on page 69.

7. To require users to enter comments and select the functionality they intend to use
whenever they create, display, export, print, or e-mail a document in the current
application, enable the Reason Code option. Enabling this option facilitates
compliance with the Health Insurance Portability & Accountability Act of 1996
(HIPAA) by allowing you to capture information about the use of documents
within AX. For more information about the use of the reason audit mode for an
application, see "Using the AX Interface" on page 48.
If you enable this option and you do not have the Audit Trail option enabled in
AppGen, a message appears indicating that Audit Trail is disabled and HIPAA
messages will not be logged. Even if you enabled the Reason Code option, no
logging occurs unless you also enable audit trails; users are prompted for
comments, but the comments they enter are not logged. For information on
configuring audit trails, see "Using Audit Trails" on page 69.
8. To cause users to be prompted to sign for each newly created BIN file (document,
page, or version), enable the Document signing option. Enabling this option
facilitates compliance with the Health Insurance Portability & Accountability Act
of 1996 (HIPAA) and the Title 21 Code of Federal Regulations (21 CFR Part 11) by
allowing you to require a signature for each BIN file within AX. For more
information about use of the Document signing option for an application, see
"Configuring Digital Signatures" on page 52.
9. Under Full-text Engine, select a full-text engine for the application. This is the
engine that will be used to process documents in this application when they are
submitted for full-text indexing. You have the following choices:
• Verity K2 full-text engine
• Pro-Index full-text engine
For a comparison of these two engines, see "Verity vs. ProIndex" on page 340.
10. If you selected the Verity K2 full-text engine, enter the name and port number of
the Verity K2 server in the appropriate text boxes. (Verity’s default port number for
the K2 Server is 9920.) Enter the same port number that was displayed on the
Finish page of the Verity K2 setup wizard. See Figure 180 on page 346. Then, enter
a collection name in the (case-sensitive) Collection Name text box. For instructions
on configuring the K2 server and creating a collection for each application, see
"Configuring the AX System to Use Verity" on page 343.
11. When all the application information has been entered, click Next. Your new
application is added to AppGen’s tree, and the Paths page appears.
You are now ready to set write paths for the new application. For more information,
see "Setting Write Paths" on page 139.
Setting Write Paths

After you have named and described the application, you must specify the document,
annotation, OCR, and full-text database write paths. These path settings point to the
directories where documents (and annotations) will be stored for the application.
AppGen verifies that all write paths configured are valid paths before continuing to the
next page.

During this application generation procedure, you configure the initial storage location
for an application’s documents, annotations, OCR output, and full text. You or another
AX system administrator can overwrite the active application’s write paths later. For
more information, see "Changing Write Paths" on page 157.
Figure 42. New Application Wizard: Paths Page
To configure the New Application wizard's Paths page:

1. Specify where you want document page files to be stored. You can enter the
appropriate path in the Document Write Path text box, choose an existing directory
path name from the Document Write Path text box drop-down list, or click Browse
to navigate to the appropriate location.
A document write path must be specified for each application in order for AX to
store documents and pages added to the application. AX document pages are
stored as .BIN files in the directory specified in the Document Write Path text box.
When a user retrieves documents in AX, the path specified in the Document Write
Path text box is also used as the primary search path.
The document write path could be a local hard drive, network file server,
DiskXtender server, ArchiveXtender - Ascent Storage Edition server, or volume of
interchangeable media, such as an optical disk. Also, if dual write paths have been
configured in XSAdmin for the data source, the document write path could be a
remote or primary path. For more information, see "Supported Write Paths" on
page 142.
2. Specify where you want annotations to be stored. You can enter the appropriate
path in the Annotation Write Path text box, choose an existing directory path name
from the Annotation Write Path text box drop-down list, or click Browse to
navigate to the appropriate location.
An annotation write path must be specified so annotations can be added to AX
document pages. Annotations are stored as .ANO files in the directory specified in
the Annotation Write Path text box.
The annotation write path could be a local hard drive, network file server,
DiskXtender server, ArchiveXtender - Ascent Storage Edition server, or volume of

configured in XSAdmin for the data source, the annotation write path could be a
remote or primary path. For more information, see "Supported Write Paths" on
page 142.
3. If you intend to use optical character recognition (OCR), specify where you want
OCR output text to be stored. You can enter the appropriate path in the OCR Write
Path text box, choose an existing directory path name from the OCR Write Path text
box drop-down list, or click Browse to navigate to the appropriate location.
OCR output text is the text associated with document pages, entire documents, or
selected regions of document pages that have been processed using OCR. AX can
be configured to automatically OCR pages during scanning (refer to the
"Scanning" chapter of the ApplicationXtender User Guide) or when there is not
currently a text view of an image (see "View Tab" on page 407).
If needed, an OCR write path can be specified for each application so that
document pages can be processed using OCR. When users process documents
and/or pages using OCR, AX creates a text version of those documents and or
pages. The OCR output files are stored as text files in the directory specified in the
OCR Write Path text box. If the OCR Write Path text box does not specify a path,
OCR output files are stored as text files in the directory specified in the Document
Write Path text box.
The OCR write path could be a local hard drive, network file server, DiskXtender
server, ArchiveXtender - Ascent Storage Edition server, or volume of
configured in XSAdmin for the data source, the OCR write path could be a remote
or primary path. For more information, see "Supported Write Paths" on page 142.
4. If you selected the ProIndex full-text engine and if you are going to use a full-text
database, specify the location (or path) of the full-text database, where you want
the full text of your documents to be stored. You can enter the appropriate path in
the Full-Text DB Path text box, choose an existing directory path name from the
Full-Text DB Path text box drop-down list, or click Browse to navigate to the
appropriate location.
AX offers an optional full-text database engine. This optional module allows text
to be added to a database for full-text searches. When used in combination with the
OCR module, scanned pages can be turned into text and then added to the full-text
database. A full-text database path must be set for each application in order for AX
to add documents to the full-text database engine.
Full-text information is stored in the directory specified in the Full-Text DB Path
text box. If the Full-Text DB Path text box does not specify a path, full-text
information is stored in the directory specified in the Document Write Path text
box.
The full-text database write path could be a local hard drive or network file server.
Also, if dual write paths have been configured in XSAdmin for the data source, the
full-text database write path could be a remote or primary path. For more
information, see "Supported Write Paths" on page 142.
Note: You cannot use DiskXtender, ArchiveXtender - Ascent Storage Edition, or a
volume label as a Full-Text Database path.
5. Click Next. When AppGen has verified that all paths entered are valid, the Fields
page appears.

You are now ready to define index fields for the new application. For more
information, see "Defining Index Fields" on page 144.
Supported Write Paths

Write paths can be set to point to several different kinds of storage media. The
following table provides some examples. In the following table, the Example column
indicates what you might type in the Document Write Path text box, and the Result
column indicates the storage path for an application named RECORDS.
Table 47. Examples of Write Paths for Various Storage Media
Storage Location Example Result
Local Hard Drive C:\OPTICAL C:\OPTICAL\RECORDS
Network File Server P:\OPTICAL P:\OPTICAL\RECORDS

(mapped drive)
Network File Server (UNC) \\SERVERNAME\ \\SERVERNAME\

\OPTICAL OPTICAL\RECORDS
Removable Media Labeled $VOLUME_NAME $VOLUME_NAME\

with a Volume Name RECORDS
DiskXtender (NT Shares) R:\ R:\RECORDS
DiskXtender (RPC, with \\DXEXTENDEDDRIVE \\DXEXTENDEDDRIVE\

<DXSERVER>) RECORDS
DiskXtender (RPC, with a \\SERVERNAME\ \\SERVERNAME\

specified DX Server Name) DXEXTENDEDDRIVE DXEXTENDEDDRIVE\
RECORDS
DiskXtender (DCOM, with \\MEDIAFOLDERNAME \\MEDIAFOLDERNAME

<DXSERVER>) \RECORDS
DiskXtender (DCOM, with \\SERVERNAME \\RECORDS

a specified DX Server) (on the extended drive)
ArcX-ASE with the H drive ArchX://abc H:\O616263

as a simulated volume
named abc (original)
Note: An ArcX-ASE volume name is always three characters. For simulated volumes,
the corresponding directory name starts with either an "O" or "B" prefix (for original or
backup volume), followed by ASCII codes for the three characters in the volume name.
ArcX-ASE uses hexadecimal characters for the ASCII character codes.
Note: To write to the root of an extended drive in AX, you must use a DX server name
instead of <DXSERVER> in the DiskXtender tab of the Configuration dialog box, and
you must precede the DX server name with two slashes when you specify a write path.
This is necessary because \\ is not a valid write path for AX and \\<DXSERVER> is
not a valid write path for AX.

If you intend to write documents, annotations, or OCR output to media with a volume
label or to a document storage server such as DiskXtender or ArchiveXtender - Ascent
Storage Edition, see the following sections:
• "Write Paths for Volume Labels" on page 143
• "Write Paths for DiskXtender" on page 143
• "Write Paths for ArchiveXtender - Ascent Storage Edition" on page 144
Write Paths for Volume Labels

AX supports volume labels for write paths. A volume label is a name placed on a piece
of media that allows software programs to reference the media by locating that name.
To write documents, annotations, or OCR output to media with a volume label, enter
$VOLUME_NAME in place of a drive letter in the write path text box.
If documents, annotations, or OCR output files are stored on multiple pieces of media
each labeled with a volume label, you should list all drives where media may be
mounted as volume label search drives. (List these drives in the Volume Label Search
Drive text box of the AX or SX Configuration dialog box Paths tab. For instructions, see
"Volume Label Search Drives" on page 442.) AX will check each drive listed in this text
box to determine if the appropriate piece of media is mounted there.
Write Paths for DiskXtender

If you use DiskXtender to store documents, annotations, or OCR output, first
determine which interface to DX will be used: Windows NT shares, RPC, or DCOM.
• If you use Windows NT shares, AX stores and retrieves documents, annotations,
or OCR output to a drive letter, which would be mapped on every AX
workstation. The NT share drive letter would be entered as the write path (such
as O:\). You could also enter other paths so AX would write to sub-directories
from the share (such as O:\AXDOCS).
• RPC provides a closed client-server interface between AX and DX. With RPC, AX
workstations are not required to map DX as a drive letter. Instead, you enter the
DX Partition Name in the AX write path (such as \\DX_PARTITION). Additional
sub-directories can also be added to the write path (such as
\\DX_PARTITION\AXDOCS). When you use the RPC interface, you are
required to enter DX configuration information. This can be accomplished in the
Configuration dialog box in AppGen, or in the DiskXtender tab of the
Configuration dialog box in AX. When you use the RPC interface, you are also
required to map the DX Extended Drive to a partition name through the DX
Administrator.
• DCOM provides a closed client-server interface between AX and DX. With
DCOM, AX workstations are not required to map DX as a drive letter. Instead,
you configure AX to write to the Extended Drive of a DX Agent or a DX2000
computer. AX can be configured to write to an Extended Drive in the
Configuration dialog box in AppGen, or in the DiskXtender tab of the
Configuration dialog box in AX.

To write AX documents to the root of an extended drive, you must use a DX server
name instead of <DXSERVER> in the DiskXtender tab of the Configuration dialog
box, and you must precede the DX server name with two slashes when you specify
a write path. This is necessary because \\ is not a valid write path for AX and
\\<DXSERVER> is not a valid write path for AX.
Note: DX 5.5 introduced file retention as a new feature that applies to certain EMC
media and NAS media. When file retention is enabled, files stored on that media
cannot be modified or deleted for the configured retention period. This causes the
following problems with AX and WX:
• If a path managed by DX and using file retention is assigned to the application’s
document write path, you may not be able to create or modify document pages
that contain embedded OLE objects.
annotation write path, annotations can no longer be modified once created and
saved.
OCR write path, once an image has been processed using OCR and a text view of
the image has been created, a new text view can not be produced via OCR
processing.
A path managed by DX and using file retention may be used as a document write path.
However, do not use such a path as an annotation or OCR write path.
Write Paths for ArchiveXtender - Ascent Storage Edition

If you use ArchiveXtender - Ascent Storage Edition (ArcX-ASE) to store documents,
annotations, or OCR output, type ArchX://abc (where abc is the volume name). The
ArchX prefix is case-sensitive (you must use upper-case A, lower-case rch, and
upper-case X). The volume name is also case-sensitive (the capitalization of the volume
name must match exactly as it appears in the ArchiveXtender - Ascent Storage Edition
Administrator).
Defining Index Fields

After you have set paths for the application, the next step is to define index fields. Each
field defined for the index will be used to hold descriptive information about the
documents stored in the application.
When a document is added to an AX application, the user enters data for each of the
index fields in an application. For a detailed discussion about planning the fields in an
index, see "Planning the Index Fields" on page 85. For a description of all data types
and formats supported by AX, for the formatting options available for each of the data
types, and their maximum field length, and for descriptions of the field flag settings,
see "Field Attributes" on page 85.
You or another AX system administrator can change an application's index field
definitions later. For more information, see "Modifying an Application" on page 153.

Figure 43. New Application Wizard: Fields Page
The following procedure provides an overview for this section.

To configure the New Application wizard's Fields page:
1. Add each of the fields that you want to add. For instructions, see "Adding a Field"
on page 146.
2. If necessary, insert any additional fields that you want to insert. For instructions,
see "Inserting a Field" on page 149.
3. If necessary, change the attributes of any field that you want to change. For
instructions, see "Changing a Field" on page 149.
4. If necessary, change the order of the fields. For instructions, see "Re-ordering
Fields" on page 150.
5. If necessary, delete any field that you want to delete. For instructions, see "Deleting
a Field" on page 150.
6. Click Next.
Note: AX allows up to 64 fields for each application.
If you set the Doc Level Security flag for a particular field, the Document Level Security
page appears. For more information on configuring Document Level Security, see
"Managing Document Level Security" on page 269.
If Document Level Security was not enabled for any index field, one of the File Setup
pages appears. The Index Image File Setup page always appears, while the other two
File Setup pages (Auto Index and Key Reference) appear only if their flags were
enabled for an index field. For more information, see the following sections in "Import
Wizards":
• "Auto Index Import" on page 292
• "Key Reference Import" on page 294
• "Index Image Import" on page 295

Adding a Field
Repeat this procedure for each index field that you want to add to the application.
To add a field:
1. In the Field Name text box, type a name for the index field. The field name may be
up to 64 alphanumeric characters. The first character must be a letter of the
alphabet; it may not be a number, blank space, or symbol. The following characters
cannot be used in field names: double quote ("), single quote (‘), backslash (\), or
percent (%).
2. From the Data Type drop-down list, select the data type that you want to associate
with this index field.
Note: If you select User-defined List as a field’s data type, see "User-defined List"
on page 148 for information about using the User-defined List dialog box. Also, if
the standard data types or their formats do not meet your requirements, you can
create custom data types or custom data formats. For instructions, see "Using
Custom Data Types and Formats" on page 104.
3. If you are defining a Currency, Decimal/Numeric, Integer, or Text field, you must
specify a length. In the Length text box, enter the number of characters or digits
that you want the index field length to be.
The maximum field length varies, depending on the data type you have chosen. If
the length specified is invalid for the data type, AppGen displays the number in
red and does not allow the field to be added.
Note: AppGen automatically fills in the length for the following field types:
Boolean Choice, Date, SSN, Telephone, Time, Time Stamp, User-defined List, or
Zip Code.
4. If you are defining a Currency, Date, Decimal/Numeric, Integer, SSN, Telephone,
or Zip Code field, you must select a format. From the Format drop-down list, select
the format that you want to use for the field.
Note: If you want to specify a format for a Text field, you can create a validation
mask. For more information on creating a validation mask, see "Validation Mask"
on page 147.
5. Under Flags, enable or disable the flags that you want to apply to the field. Flags
further specify index field functionality. The following table provides a brief
description of each flag. For full explanations of all field flags, see "Field Flags" on
page 96.For tips on choosing field flags, see "Application Design Outline" on
page 120.
Table 48. Flags
To Do the Following Select
Require a user to enter data in this field Required
Enable this field for searching Search
Protect this field from being modified Read-Only

Table 48. Flags (Continued)
To Do the Following Select
Allow or disallow user access based on the contents of Document Level

this field Security
Require unique data in this field for each document Part of Unique Key
Require users to enter this data twice as a validation Dual Data Entry
measure
Allow this field to be used for key reference file Key Reference
indexing. If you set a Key Reference field, you must also
define at least one Data Reference field.
Allow this field to be used for key reference file Data Reference
indexing. If you set a Data Reference field, you must
also define a Key Reference field.
Populate a document’s index from imported data Auto Index
Create and set a template format for this field (see Validation Mask
"Validation Mask" on page 147)
Preserve leading zero characters in an integer field Leading Zeroes
Note: The Required and Search field flags are enabled by default. Be certain to
check field flags for each index field before proceeding.
6. When all the information for a field has been entered, click Add. The new field
appears in the Application Field Order list box at the bottom of the screen and in
the application’s tree.
Validation Mask
If you enabled the Validation Mask field flag for a text field when defining your index
fields, the Format text box activates so that you can create a validation mask. Enter a
template for the data to be contained in this field in the Format text box, using the exact
characters that reflect an allowable entry.
The mask you enter will be used as a character-by-character validation of the text field.
Users will be required to enter the same character pattern in this index field when
adding documents. The characters in the following table are allowable in the validation
mask (these characters must be entered in lower case).
Table 49. Mask Characters
Mask Character Allows These Characters
n Numerical character (0-9)
z Numerical character (0-9) or space
a Alphabetic character (A-Z)

Table 49. Mask Characters (Continued)
Mask Character Allows These Characters
x Non-space character
? Any character
To enter a letter as an exact match requirement, you must use the upper case. For
example, the Tnnna mask would require users to enter the letter "T" followed by any
three numbers and a letter.
The field length in index creation must be at least as long as the mask. After you have
entered the mask requirements in the field, other characters can be added, provided the
overall length of the entry does not exceed the allowable length as defined in index
creation.
While z is the special mask character representing a number or space, a space is not
allowed as the leading entry in an index field.
Table 50. Validation Mask Examples
Enter This in the Field

To Allow Only This Format Validation Mask Dialog Box
Any two alphabetic characters and four numbers aannnn
A plus or minus sign, two numbers, a space, and xnnznnn

three numbers
Letter "A" followed by five numbers Annnnn
Two numbers, a hyphen and an alphabetic nnxa

character
User-defined List
If you selected User-defined List as a field’s data type when defining your index fields,
the User-defined List dialog box appears when you click Add.
To create a user-defined list:
1. In the Item text box, type an item to add to the list, and then click Add.
Note: You can add an unlimited number of items to the list. Each item can contain
up to 132 characters.
2. You have several choices:
• To import text from a file for use as a list item, click Import. Choose the
desired file from the Open dialog box.
• To change the order of items in a user-defined list, select the item that you
want to move, hold down the left mouse button, drag the item to the new
position, and release the mouse button.

• To alphabetize the list in ascending order, click the User-defined List Item
heading with the left mouse button. To alphabetize the list in descending
order, click the User-defined List Item heading with the right mouse button.
• To change an entry, double-click the item and make the necessary
modifications, then click Modify.
• To remove an entry from the list, select it and click Delete.
Note: If you are planning to configure the application for retention administration
or records management, and you plan to map an AX User-defined List field to a
Records Manager (RM) picklist field, make sure the longest item in the AX list is
equal to that of the RM picklist. An AX field length longer or shorter than that of
the corresponding RM field results in truncation of index data and can cause
accidental data loss. For more information, refer to the Records Manager for
3. Click OK to accept your list entries.
Note: To modify a User-defined List, double-click the field you want to modify to
enable the User-defined List button.
Inserting a Field
If you want to insert a field prior to building the application, you should do so now
before advancing to the next page.
To insert a field:
1. Select the field that will follow the newly inserted field in the Application Field
Order list box.
2. Set the new field’s attributes.
3. Click Insert. The new field appears above the selected field in the box.
Changing a Field
If you want to make changes to fields that you have added prior to building the
application, you should do so now before advancing to the next page.
To change a field’s attributes:
1. Double-click the field’s name in the Application Field Order list.
2. Make the necessary modifications.
3. Click Modify. The field is changed.

Re-ordering Fields
If you want to reorder the fields prior to building the application, you should do so
now before advancing to the next page. Repeat the following procedure for each field
that you want to move.
To move a field:
• Drag the field to the desired position.
You can drag a field from either Application Field Order or from the Application’s
Field Node.
Deleting a Field
If you want to delete a field prior to building the application, you should do so now
before advancing to the next page.
To remove a field:
1. Select the field’s name in the Application Field Order list.
2. Click Delete. The field is removed from the box and from the application’s tree.

Chapter 6: Managing Existing Applications
The role of the AX system administrator includes not only the creation of AX
applications, but also the maintenance of those applications. There are certain tasks
that may need to be performed periodically in order to keep the ApplicationXtender
system functioning at peak efficiency. The following application management tasks are
described in this chapter:
• Modifying applications
The storage needs associated with a particular project often change. You may want
to redesign the index fields of an AX application to reflect those new requirements.
Existing applications can be easily modified using the AppGen module of AX (the
same function used to create applications). Changes can be made to any of a field’s
attributes, including the name and length of the field and the field flag settings.
Fields can be added to or deleted from existing applications. Once modifications
to the application are complete, the application is rebuilt with all dialog boxes and
application tables reflecting the modifications. For more information, see
"Modifying an Application" on page 153.
• Using the Archive Wizard
The AX Archive Wizard can be used to move documents from one document
storage location to another. Documents are often frequently accessed for a period
of time after they are added to an application. Once they are no longer current,
however, they are accessed infrequently, if at all. The Archive Wizard allows you
to move less frequently accessed documents within an application from more
expensive, faster access storage, such as a hard drive, to less expensive, larger
capacity media, such as a CD-ROM. By archiving older documents to removable
media, you can free storage space on faster access media, then use that space to
store more frequently accessed documents. When documents are archived, they
can still be accessed by searching and retrieving them within the application where
they were originally stored; AX only changes the document’s physical storage
location and sets a new pointer to the document’s new location. For more
information, see "Using the Archive Wizard" on page 161.
• Using the Migration Wizard
The AX Migration Wizard can be used to move index data from one database to
another. If you decide that you want to use AX with a different database, you can
create applications identical to your existing applications in the new database. You
can then use the Migration Wizard to move document records to the new database.
You can move all document records to the new database, or you can selectively
migrate document records. Users can then connect to the new database through a
new data source for that database. When you move document records from one

database to another, you do not have to change the document storage location for
the documents (although you can if you choose to). For more information, see
"Using the Migration Wizard" on page 182.
• Managing saved queries
In ApplicationXtender, you can perform and save queries that search for
documents in an application. (For more information on performing and saving
queries, refer to the "Retrieving Documents" chapter of the ApplicationXtender User
Guide.) You can manage these saved queries in Queue Manager. For more
information, see "Managing Saved Queries" on page 209.
• Troubleshooting
If a message appears (when a user attempts to create a document) indicating that
the AE_SEQ table has been locked, you need to fix a database collision. For more
information, see "Fixing Database Collisions" on page 211.
If you need to clear a user’s login from an application, you can do so by showing
the PID table and deleting the user. For more information, see "Using the PID
Table" on page 213.
If a user has checked out a document and is unable to check it back in for some
reason, you can cancel check out of the document from AppGen. You can also view
all of the currently checked out documents in an application if you need to
determine who has a document checked out. For more information, see "Managing
Document Check Out Status" on page 214.
If the status of a batch is Scanning or Indexing, but no users on your entire AX
system have the batch open, either in SX or in AX, you can reset the status of that
batch. For instructions, see "Resetting the Status of a Batch" on page 215.
• Removing obsolete data from the ApplicationXtender system
If the data stored in an application is no longer needed, you can delete or purge
that application, again through the AppGen module. When an application is
deleted, the index information relating to each stored document is deleted and the
index field definitions for the application are deleted. Purging an application
deletes all index records, but keeps the application definition in place.
If the data stored in an application is no longer needed, but you anticipate using
the same application in the future, the data in the application should be purged. If
you do not foresee a future need for the application, the application should be
deleted. When an application is either purged or deleted, the disk space occupied
by the index information is reclaimed for other uses. The .BIN files containing the
documents themselves are not deleted. These .BIN files can be deleted by deleting
the document files within ApplicationXtender before deleting the application, or
through Windows Explorer. For more information, see "Deleting or Purging an
Application" on page 216.

Viewing Properties of an Application

You can view the properties of an application in Queue Manager.
To view the properties of an application:
1. Start and log in to Queue Manager. For instructions, see "Starting Queue Manager"
on page 383.
2. Make sure that the contents of a data source are listed on the right. For instructions,
see "Viewing the Contents of a Data Source" on page 384.
3. If the existing applications are not listed on the right, select View Applications
from the View menu.
4. From the list on the right, right-click an application name. A shortcut menu
appears. From the shortcut menu, select Properties. The Properties dialog box
appears, providing information about the selected application.
Modifying an Application
If the storage requirements for a project change, you can modify the application to
accommodate the new storage needs. Within AppGen, the names, data types and
formats, and field flag settings for existing fields can be modified. New fields can be
added or existing fields can be deleted.
Before making changes to an application, you should be aware of how changing
formats may affect the existing data in the application. If the data type of an index field
is changed from Decimal/Numeric to Integer, for example, any stored data with digits
after the decimal point will be truncated in the conversion to the new data type. If a
new index field is added to an application that already has documents stored in it, it
may be necessary to retrieve those existing documents and manually update their
index records to include values for the new field. AppGen alerts you to any potential
loss of data before changing or deleting a field.
Note: Rebuilding an application may be time-consuming, depending on the number of
documents in the application. Careful consideration should be given to the timing of
the rebuild.
To modify an application:
1. Close AX on all workstations.
2. Back up the AX database that contains the application you want to modify. This is
a precaution against accidental loss of data.
page 60.
4. In AppGen's tree, expand the Applications node. A list of applications appears.
5. From the list of applications, select the application that you want to modify.
6. You have several choices. For more information, see the following sections in this
chapter and later chapters:
• "Changing the Application Description" on page 154
• "Changing the Options for an Application" on page 155

• "Changing the Full-Text Engine" on page 156

• "Changing Write Paths" on page 157
• "Changing Index Fields" on page 157
• "Changing DLS in an Existing Application" on page 278
• "Modifying Import Specifications" on page 304
Note: Once an application has been created, its name cannot be changed.
7. If you are using WebXtender or XtenderSolutions Web Services, you must restart
the web site in IIS on each WebXtender or XtenderSolutions Web Services server
after any changes to the AX database, such as the modification of an application in
AppGen, to allow the changes to take effect.
Note: For information on application retention modes (green application icons and
application icons with clocks), see "About Retention Modes" on page 161.
Changing the Application Description

Once an application is created, its name cannot be changed. An application’s
description, however, can be changed at any time.
Figure 44. Application Tab
To change an application's description:

1. Select the appropriate application name in AppGen’s Application tree, and click
the Application tab.
2. Make the desired changes to the application’s description, and click Apply. Click
Cancel to exit without saving your changes. The following characters cannot be
included in application descriptions: double quotation mark ("), single quotation
mark (‘), or percentage sign (%).

Changing the Options for an Application

You can change the options for an application.
To change the options for an application:
1. Select the appropriate application name in AppGen’s Application tree, and click
the Application tab.
2. Enable or disable options as needed. The following table briefly describes each
option:
Table 51. Application Options
Option Description
Multiple indexes The application stores each document once but makes it
referencing single available for indexing many times.
document
Prompt for Whenever a document in the current application is opened

checkout when for display, the user is prompted to check out the document.
open documents This option enables check in/check out mode for the
application. This option also enables the final revision
feature.
Checkout Whenever a document in the current application is checked

comments out, the user is required to enter a comment.
required
Checkin comments Whenever a document in the current application is checked

required in, the user is required to enter a comment.
Reason Code Whenever a document in the current application is created,

displayed, exported, printed, or e-mailed, the user is
required to enter comments and select the intended
functionality.
Document signing Whenever a new BIN file (document, page, or version) in

the current application is created, the user is prompted to
apply a signature.
For more information on each of these options, see "Entering Application

Information" on page 137.
3. If you enable the Reason Code option and Audit Trail has not been enabled, a
message appears indicating that reason codes can not be audited unless Audit Trail
is enabled. Click Yes to enable Audit Trail and Reason Code.
4. If you enable the Document signing option, a message appears asking whether you
would like to sign all existing documents in the application. If you click Yes and a
default certificate has not been selected, the Signature Properties dialog box
appears.

Figure 45. Signature Properties Dialog Box
Select the certificate that you want to use and enter a comment. Click OK.
5. Click Apply.
Changing the Full-Text Engine

You can change the full-text engine in use for an application. After you change the
full-text engine for an application, keep in mind that full-text searching does not return
any documents in this application until you submit them to the Index Server, even if
they have already been full-text indexed by the previous engine.
To change the full-text engine:
1. In AppGen’s tree, expand the Applications node.
2. Select the application for which you want to change the full-text engine.
3. On the Application tab, under Full-text Engine, select a full-text engine for the
application. This is the engine that will be used to process documents in this
application when they are submitted for full-text indexing. You have the following
choices:
• Verity K2 full-text engine
• Pro-Index full-text engine
For a comparison of these two engines, see "Verity vs. ProIndex" on page 340.
4. If you selected the Verity K2 full-text engine, enter a server name in the Verity K2
Server Name text box, enter a port number in the Server Port text box, and enter a
collection name in the (case-sensitive) Collection Name text box. Enter the same
port number that was displayed on the Finish page of the Verity K2 setup wizard.
See Figure 182 on page 347.
5. Click Apply. The changes are saved.
Consider using the Full Text Indexing Wizard to submit documents to the Index Server
for full-text indexing, rather than submitting them from the AX result set. This wizard
allows you to submit more documents to the Index Server at a time than the AX result
set allows. For instructions, see "Resubmitting Documents to the Index Server" on
page 350.

Changing Write Paths

As your ApplicationXtender system grows, it may become necessary for you to add
additional storage devices. Additional hard drives, LEGATO DiskXtender servers, or
other storage systems might be required to store more AX documents. When storage
devices are added, new write paths must be entered for AX to begin storing documents
to the devices. Any of the write paths (document write path, annotation write path,
OCR write path, and full-text database write path) can be changed in AppGen.
To change write paths:
1. Select the appropriate application in AppGen’s Application tree, and click the
Paths tab.
2. Enter the new path(s) in the appropriate text boxes, and click Apply to save the
changes. Click Cancel to exit without saving the changes.
Note: AppGen verifies that the paths entered are valid. Be sure that you have read and
write privileges to any directory or path that is to be entered.
Changing Index Fields

You can change the attributes of existing fields, add new fields to an application, or
delete fields. For more information, see the following sections:
• "Changing Existing Fields within an Application" on page 157
• "Adding New Fields to an Application" on page 159
• "Deleting Fields from an Application" on page 160
If the standard data types or their formats do not meet your requirements, you can
create custom data types and formats. For instructions, see "Using Custom Data Types
and Formats" on page 104.
Changing Existing Fields within an Application

Once the application has been opened, you can change existing fields and field
attributes. A field's field name, field length, data format, and field flag settings can all
be changed.
Depending on the currently configured data type, it is possible that the data type for a
field can also be changed. The following table lists the valid options for changing an
index field data type:
Table 52. Data Type Conversions
Data Type Can Convert To
Currency Decimal/Numeric, Integer, or Text
Date Time Stamp or Text
Decimal/Numeric Integer, Currency, or Text
Integer Decimal/Numeric, Currency, or Text
SSN Integer or Text

Table 52. Data Type Conversions (Continued)
Data Type Can Convert To
Telephone Text
Text Anything but Boolean Choice or User-defined
Time Time Stamp or Text
Time Stamp Date, Text, or Time
Zip Code Integer or Text
Note: When converting a field with a Date data type to a Text field type, ensure that
the field length is ten characters or more. This will avoid the truncation of existing
information.
If you apply the Key Reference flag to a field in an application that already contains
documents, there may be missing values in that field. For instructions on checking for
missing values, see "Checking for Missing Key Reference Values" on page 315.
To change a field:
1. Click the Fields tab on the right side of AppGen’s main window. The Fields tab
appears.
2. Double-click the name of the field to be changed. Once a field definition is active,
the field name appears in the Field Name text box. The field attributes also appear.
If you change the field name, note that the following characters cannot be used in
AX field names: double quotation mark ("), single quotation mark (‘), percent sign
(%), and backslash (\). The field name may be up to 64 alphanumeric characters.
The first character must be a letter of the alphabet; it may not be a number, blank
space, or symbol.
3. Click or tab to the appropriate text box to make any additional changes to the
selected field. To enable or disable field flags, click the check box next to the field
flag option. Make any desired changes to the data format by selecting a new option
from the Format list box. To make additions, deletions, or changes to the
User-defined List, select the User-defined List button. For more details on field flag
settings and defining data formats, see "Data Types" on page 86 and "Field Flags"
on page 96.
4. To update the Fields tab with the new index field changes, click Modify. When a
field is modified (if the application contains documents), AppGen alerts you to the
changes that will result once the command is executed. Application tables will be
adjusted to accommodate the changes, and existing data may be truncated under
the new format. A warning message may appear.
Figure 46. AppGen Edit Warning

5. Click Yes to continue or No to quit the process.

6. Click Apply to save the changes and rebuild the application. To quit without
saving the index field modification, click Cancel. Repeat the procedure to edit any
other field in the index.
Adding New Fields to an Application

New fields can be added to an index after documents have already been stored in the
application. Any existing documents will not contain values for new fields; to store
values in the new fields, modify the index record for each document. For advice on
planning index fields for an application, see "Planning the Index Fields" on page 85.
AppGen permits a total of 64 index fields in an application.
To add a new field to an application:
1. In the Fields tab, in the Field Name text box, type the name of the index field that
you want to add. The field name may be up to 64 alphanumeric characters. The
first character must be a letter of the alphabet; it may not be a number, blank space,
or symbol. The following characters cannot be used in AX field names: double
quotation mark ("), single quotation mark (‘), percentage sign (%), and backslash
(\).
2. From the Data Type drop-down list, select the data type that you want to associate
with the index field.
3. In the Length text box, enter the index field length in number of characters. The
maximum field length varies, depending on the data type chosen.
Note: AppGen automatically fills in the length for any field types that allow for
special formats, such as date, zip code, and social security number.
4. If a format is required, in the Format text box, select the format that you want to
use.
5. To further specify a field’s attributes, enable the desired field flag check boxes. For
a complete explanation of all field flags, see "Field Flags" on page 96.
6. After all field characteristics have been completed, click Add to append the field to
the application’s index. To add the field elsewhere, select the field that will follow
the new entry and click Insert.
When a field is added, AppGen alerts you to the changes that will result once the
command is executed. Previous tables and screens will be adjusted to
accommodate the changes. A warning message appears.
Figure 47. Add Field Warning
7. Click Yes to continue, or No to quit the process.

saving the new index field, click Cancel.

Deleting Fields from an Application

Existing fields can be deleted completely from the index for an application.
Important: You should exercise caution when deleting fields; all index values already
stored in the application for that particular field are deleted when the field is deleted.
Note: You cannot delete all of the original fields. All least one original field must
remain in the application.
To delete a field from an application:
1. In the Fields tab, select the field in the Application Field Order list box that you
want to delete.
2. Click the Delete button. A warning message appears.
Figure 48. Delete Field Warning
3. Click Yes to delete the selected index field, or No to cancel the process. If you click
Yes, the field is removed from the Application Field Order list box and from the
application’s tree.
deleting the index field, click Cancel.
Important: When the application is rebuilt, AppGen deletes the field and all the data
contained in this index field throughout the database. Caution should be exercised
because recovery of the data is not possible.

About Retention Modes

If you have configured applications for retention administration or records
management, the filing cabinet icons in AppGen reflect these modes. The following
table describes the Records Manager retention mode indicators on application icons in
AppGen:
Table 53. Retention Mode Indicators on Application Icons
Icon Description
Gray filing cabinets represent applications with neither records

management or retention administration.
Green filing cabinets represent applications with records management.
Gray filing cabinets with a clock icon represent applications with retention
administration.
Green filing cabinets with a clock icon represent applications with both
records management and retention administration.
For information on modifying the retention mode of an application, refer to the Records
Manager for ApplicationXtender Integration Guide.
Using the Archive Wizard

Typically, documents stored in ApplicationXtender are accessed frequently at first. As
the information contained in a document becomes less current, however, the document
may be retrieved less and less frequently. For example, if a purchase order is added to
an application, it will probably be retrieved often while the order is active. Once the
goods have been delivered and the purchase order is closed, however, the purchase
order will probably be stored in the application as a record of the transaction, but not
retrieved unless there is a question relating to the transaction. While it makes sense to
store frequently accessed documents on a server, hard drive, or other fast-access media,
once a document is no longer active, archiving it to removable media such as CD-ROM
media is more cost effective than leaving it in its current storage location.
The Archive Wizard can be used to move older or less frequently needed documents
out of the original document write path for the application and into a storage location
better suited to the access need for the document. When a document is archived, it is
removed from the original document write path and stored instead in the path or on
the volume specified during the archive process. The user can choose to archive all
documents from an application, or can search for selected documents to archive.
When the Archive Wizard archives a document, it changes the reference to its storage
location in AX to point to the document’s new location. The document can still be
retrieved after the archive process by running a query in the original application. It is
still referenced within the same AX application, with the same index information. The
only change is the physical location of the document. New documents added to an
application after the archive has been completed are added to the current document

write path specified in the application, not to the archive media path. The change in
document location only applies to the set of documents archived, not to new
documents.
Note: The Archive Wizard does not move documents that are under retention via the
Records Manager for ApplicationXtender integration.
• "Planning the Archive" on page 162
• "Possible Archive Configurations" on page 165
• "The Archiving Process" on page 168
• "Automating Archive Processes" on page 176
Planning the Archive

Archiving documents in ApplicationXtender can be more efficient if you plan your
archive before you begin. In order to simplify the archive process, you should identify
the archive retrieval method and determine your pre-mastering requirements before
performing your archive.
Before archiving, you should determine each of the following:
• How will documents be stored? For more information, see "Determining the
Storage Method" on page 162.
• Do you need to archive the documents to a pre-mastering directory? For more
information, see "Determining Pre-mastering Requirements" on page 163.
• Does an Archive Media Path need to be specified? For more information, see
"Choosing an Archive Retrieval Method" on page 164.
Once you have decided how your documents will be stored for retrieval and whether
or not you need to archive those documents to a pre-mastering directory, you can
choose the correct archive configuration for your needs. For instructions on
performing each of the possible archive configurations, see "Possible Archive
Configurations" on page 165.
Determining the Storage Method

To determine how documents will be stored, you must determine each of the
following:
• Are you archiving to removable or stationary media? For more information, see
"Removable or Stationary Media" on page 162.
• Will that media be stored on-line or off-line? For more information, see "On-line
vs. Off-line Storage" on page 163.
Removable or Stationary Media

Documents can be archived to any form of media: stationary media, such as hard
drives, or removable media, such as rewritable or Write Once, Read Many (WORM)
optical disks, or CD-ROM media. Storage subsystems, such as DiskXtender, are
considered stationary media for the purpose of usage with the Archive Wizard.
Although documents stored to DiskXtender are often ultimately stored on removable
media, DX manages the pre-mastering of documents to media. This allows the AX end

user to simply write to a DX media folder without concern for which particular piece
of media will be used to store the documents. For the remainder of this Archive Wizard
section, whenever a storage subsystem is discussed, DiskXtender will be used as an
example as it is the storage system most frequently used with ApplicationXtender.
On-line vs. Off-line Storage

An on-line or off-line Archive Retrieval Method is configured during the archive
process so that the archived documents can be located by ApplicationXtender after the
archive has been created. On-line storage includes hard drives, and optical or CD-ROM
media stored on-line in a jukebox (or library) or in DiskXtender. Off-line storage
involves removable media, such as magneto-optical disks or CD-ROM media, loaded
into a standalone drive only when a file on the media is needed.
Determining Pre-mastering Requirements

Archiving documents to stationary media simply requires that the user to specify the
media path to which the archived documents should be written. In order to write to
removable media, however, you must "pre-master" the documents to a separate
directory and then transfer them to the media using either CD-mastering software
(CD-ROM media) or the Copy or Move functions in Windows Explorer (other types of
removable media). A pre-mastering option in the Archive Wizard allows you to specify
a pre-mastering directory. Once the archive is complete, as noted above, you must
move the pre-mastered documents to the removable media before the documents can
be accessed.
Stationary Media On-line

If the archive is stored on-line and involves stationary media, you need only perform
the archive and the documents will be in the correct location for future retrieval. If you
are not archiving to removable media, the only items that you need to specify in the
Media and the Pre-master pages of the Archive Wizard are the Media Id Prefix and the
Archive Media Path. In this case, no information needs to be entered on the Pre-master
page, and the Pre-master Archive Media to option can be disabled.
Removable Media On-line

If you archive to removable media for on-line storage, the media must be placed in the
media path specified during the archive before documents can be retrieved from it. If,
for example, documents will be archived to a pre-mastering directory during the
archive, then moved to CD-ROM for storage in a CD-ROM library, the archive media
path should point to the library.
If you are archiving to removable media which will be stored on-line but which cannot
be written to through DiskXtender (i.e., CD-ROM media), you need to enter the Media
Id Prefix and the Archive Media Path in the Media page of the Archive Wizard. You
also need to enable the Pre-master Archive Media to option, specify a pre-mastering
directory, and set a Media Size in the Pre-master page of the Archive Wizard.

Removable Media Off-line

When off-line storage is chosen, you will be using removable media and must archive
the documents to a pre-mastering directory and then use third-party software to move
them to the media. AX places a file (VOLID.RDS) containing volume label information
in the pre-mastering directory with the archived documents. The volume label
information in the VOLID.RDS file overrides any volume label assigned to the disk or
media during formatting. When you move the document files to the removable media,
this file should be included in the root directory of the media. When a request is made
for retrieval of one of the archived documents, AX searches for the correct VOLID.RDS
file. If the media containing the correct file is not located, AX prompts you to load that
media.
Figure 49. Archive/Pre-mastering Path Configuration Process
Stationary Specify
Specialty Determine Yes
Media Archive
Media Premastering (including DX?) Media Path
Requirements
Only
No
Specify Archive
CD-ROM Yes Media Path,
Jukebox or Media Size, and
Tower? Premastering
Directory
No
Specify Media
Size and
Premastering
Directory Only
If you are archiving to removable media that will be stored off-line, you only need to
enter the Media Id Prefix in the Media page of the Archive Wizard; an Archive Media
Path is not necessary in this storage scenario. In the Pre-master page of the Archive
Wizard, you need to enable the Pre-master Archive Media to option, enter a
pre-mastering directory, and specify a Media Size.
Choosing an Archive Retrieval Method

In order to retrieve documents once they have been archived, the Archive Wizard must
have instructions that tell it where to find the archived documents. The Archive
Retrieval Method indicates to the Archive Wizard whether the archived documents are
stored on-line or off-line. When the Archive Retrieval Method is configured as On-line,

the Archive Wizard will look in the configured directory path for documents; when
Off-line is configured, the Archive Wizard will look for the correct piece of media and
prompt you to load it if it is not loaded.
Figure 50. Choosing an Archive Retrieval Method
Select
Archive Jukebox or No Hard No
Retrieval Tower? Drive?
Method
Stand-
Yes Yes alone
Choose
On-line as Removable Media
Archive Drive (CD-ROM,
Retrieval Diskette,
Method WORM,
Choose
Off-line as
Archive
Retrieval
Method
Possible Archive Configurations

There are three general archiving scenarios possible: stationary media on-line,
removable media on-line, and removable media off-line.
Table 54. Archive Configuration Types
Type of Archive
Configuration Includes
Stationary Media On-line Hard drives, DiskXtender, and other storage subsystems
(optical jukeboxes and towers are usually managed by
DX or another subsystem)
Removable Media On-line CD-ROM media in jukeboxes and towers
Removable Media Off-line CD-ROM and optical media in standalone drives

• "Stationary Media On-line" on page 166
• "Removable Media On-line" on page 166
• "Removable Media Off-line" on page 167

Stationary Media On-line

Documents can be archived to stationary media, such as a hard drive or DiskXtender.
If you intend to use DiskXtender to store the archived documents, you can choose to
archive directly to DX (using the steps in this section) or to archive to removable media
and then add that media to DX (using the steps in "Removable Media On-line" on
page 166). If you choose to write directly to DX, then DX handles the mastering of
documents to media. From the perspective of the AX user, archiving to DiskXtender (or
another storage subsystem) is as simple as archiving to a hard drive; any media
swapping needed to store or retrieve documents is performed by the DiskXtender
administrator on the back-end and is invisible to the AX end user.
Note: In instances when archived documents to be stored in DiskXtender need to be
pre-mastered, such as when you want to write to CD-ROM media for storage in a
CD-ROM jukebox or tower under DX, use the steps in "Removable Media On-line" on
page 166. This is needed only when the storage subsystem cannot write directly to the
media. Once the media has been mastered, add it to DX and restore the files it contains.
The following procedure provides an overview of the process. For detailed procedures,
see "The Archiving Process" on page 168.
To archive documents to stationary media for storage on-line:
1. Select a source database.
2. Select an application.
3. Select On-line (using directory path) as the Archive Retrieval Method.
4. Specify a Media ID Prefix.
5. Specify an Archive Media Path (pointing to the desired location on the hard drive
or the DX media folder where the media will be stored).
6. Disable Pre-master Archive Media to: option.
7. Archive documents.
Important: The media containing the archived documents must be located in the
Archive Media Path in order for them to be retrieved.
Removable Media On-line

Storage of removable media on-line involves removable media stored in jukeboxes or
towers where the writing of data to media is not managed by DiskXtender or another
storage subsystem. For example, DiskXtender only supports CD-ROM media as
read-only. If you wish to write documents to CD-ROM media, therefore, you cannot do
so through DX. If you wish to archive documents to CD-ROM for storage in
DiskXtender, move the documents to removable media using the steps in this section,
then add that media to DX.

Note: In instances when archived documents to be stored in DiskXtender can be

written directly to media, such as when you want to write to optical media for storage
in an optical jukebox or tower under DX, use the steps in the section above. The steps
in this section are needed only when the storage subsystem cannot write directly to the
media.
To archive documents to removable media for storage on-line:
3. Select On-line (using directory path) as the Archive Retrieval Method.
4. Specify a Media ID Prefix. Specify an Archive Media Path (pointing to the jukebox
or the DX media folder where the media will be stored).
5. Enable Pre-master Archive Media to: option. Specify a pre-mastering path.
6. Specify the Media Size.
8. Move archived documents from pre-mastering path to CD-ROM using
CD-mastering software or to other types of removable media using the Move or
Copy functions in Windows Explorer.
9. Place media in the path specified so that archived documents can be located and
retrieved.
Removable Media Off-line

Storage of removable media off-line includes any media that is normally not loaded in
an accessible drive until it is needed. Optical media and CD-ROM media mounted in
standalone drives only when needed are in this category. When archiving to removable
media for storage off-line, you must archive your documents to a pre-mastering
directory first and then follow the directions for moving documents to media from a
pre-mastering directory, regardless of whether or not the media can be written to
directly. This insures that the directory structure on the media will be correct and the
volume identification system used by AX to locate archived documents will function
properly.
To archive documents to removable media for storage off-line:
3. Select Off-line (using volume ID) as the Archive Retrieval Method.
4. Specify a Media ID Prefix, which will be used to create the VOLID.RDS file. Leave
Archive Media Path text box blank.
5. Enable Pre-master Archive Media to: option. Specify a pre-mastering path.
6. Specify the Media Size.

8. Move archived documents from pre-mastering path to CD-ROM using
CD-mastering software or to other types of removable media using the Move or
Copy functions in Windows Explorer.
9. Place media in one of the paths specified as a volume label search drive in AX for
retrieval. (AX prompts for media if it is not mounted.)
The Archiving Process

Once you have determined the correct archive configuration for your needs, follow the
steps outlined in the appropriate section of "Possible Archive Configurations" on
page 165. The following sections describe in detail each portion of the archive process:
• "Starting the Archive Wizard" on page 168
• "Selecting a Data Source" on page 169
• "Selecting an Archive Retrieval Method" on page 170
• "Configuring the Media Page for Off-line Media" on page 170
• "Configuring the Media Page for On-line Media" on page 171
• "Configuring the Pre-master Page" on page 172
• "Reviewing Archive Settings" on page 173
• "Configuring the Search Criteria Page" on page 173
• "Moving Documents from Pre-mastering Directory to Media" on page 175
Note: Images that have been scanned locally and not yet moved on-line cannot be
moved on-line using the Archive Wizard. The Archive Wizard appears to archive the
documents to a new location, but the images are not actually moved. Use the Move
Online utility to move images scanned locally on-line. For more information on using
Move Online, refer to the "Move Online" appendix of the ApplicationXtender User Guide.
Starting the Archive Wizard

The Archive Wizard leads you through the necessary steps involved in archiving an
application. The Next button continues to the following step; the Back button (when
active) allows you to return to the previous step. The Cancel button exits the Archive
Wizard, aborting the archive process.
To start the Archive Wizard:
2. From the ApplicationXtender menu, select Archive Wizard. The Data Source page
appears. For more information, see "Selecting a Data Source" on page 169.

Selecting a Data Source

The Data Source page allows you to select the data source that contains the application
you want to archive.
Figure 51. Archive Wizard Data Source Page
To continue the archive process:

1. Select a data source.
2. Under ApplicationXtender Login, in the User Name text box, type a valid user
name for the selected data source.
Note: Your login procedure may vary depending on the security provider in use
for the current data source. For information, see "Variations on Login Procedures"
on page 61.
3. In the Password text box, type a valid password for the selected user name and
database.
4. Click Next. The Application page appears.
Figure 52. Archive Wizard Application page

5. Select the application you want to archive and click Next to continue. The Method
page appears. For more information, see "Selecting an Archive Retrieval Method"
on page 170.
Note: Only one application can be archived at a time.
Selecting an Archive Retrieval Method

The Method page allows you to select a retrieval method.
Figure 53. Archive Wizard Method Page

1. Select the Archive Retrieval Method that you want to use. You have two choices:
• If the archived documents will be accessed from removable media on a
standalone drive, choose Off-line (using volume ID).
• If a jukebox, a tower, or DiskXtender will be used to access the archived
documents, or if they will be archived to non-removable media, choose
On-line (using directory path).
2. Click Next.
• If you selected Off-line, the Media page for off-line media appears. For further
instructions, see "Configuring the Media Page for Off-line Media" on
page 170.
• If you selected On-line, the Media page for on-line media appears. For further
instructions, see "Configuring the Media Page for On-line Media" on
page 171.
Configuring the Media Page for Off-line Media

The Media page for off-line media allows you to specify a media ID prefix. The Archive
Wizard uses the 3-digit prefix that you specify to label each piece of archive media. An
Archive Media Path text box is also included on this page, but should be left blank for
Off-line Media archiving.

Figure 54. Archive Wizard Media Path Page – Off-line Media

1. Enter an identifying Media ID Prefix in the Media ID Prefix text box.
2. Leave the Archive Media Path text box blank and click Next. The Pre-master page
appears. For further instructions, see "Configuring the Pre-master Page" on
page 172.
Note: If documents will be stored off-line, configuration of an archive media path is not
necessary.
Configuring the Media Page for On-line Media

The Media page for on-line media allows you to specify an archive media path. The
Archive Wizard retrieves archived documents from the archive media path that you
specify. The archive media path can point to a workstation or server hard drive (for
example, C:\ARCHIVE), to the drive letter mapped to a jukebox (for example, M:\), or
to a DiskXtender media folder (for example, \\ARCHIVE). The Archive Wizard also
allows you to specify a media ID prefix. You can use this three-digit prefix to label each
piece of archive media.
Figure 55. Archive Wizard Media Path Page – On-line Media


1. Enter an identifying Media ID Prefix in the Media ID Prefix text box.
2. In the Archive Media Path text box, enter a directory. To browse for a path, click
Browse.
3. Click Next. The Pre-master page appears. For further instructions, see
"Configuring the Pre-master Page" on page 172.
Configuring the Pre-master Page

If the documents to be archived will be stored on removable media, they should be
archived to a pre-mastering directory first, then moved to the media. Pre-mastering is
not necessary for stationary media, such as a hard drive. If you will be storing your
archived documents in DiskXtender, you only need to pre-master if you are writing to
CD-ROM media. If no archive media path was specified in the Media page and the
archive retrieval method is off-line, the pre-mastering option is automatically enabled.
If a directory is configured in the Pre-master page, documents will be written to the
specified pre-mastering area, even if an archive media path was specified in the Media
page. (The archive media path is the location from which AX will attempt to retrieve
documents if a path was specified.)
Note: Documents from several applications can be archived to the same piece of media
by placing them in the same pre-mastering directory.
Figure 56. Archive Wizard Pre-master Page

• If you are not archiving documents to removable media, disable the
Pre-master Archive Media to option.
• If you are archiving documents to removable media, enable the Pre-master
Archive Media to option and specify the directory to which the documents
should be pre-mastered. Then, specify a media size in megabytes in the Media
Size, Mbytes box.
The media size setting configures the maximum storage area that will be used
for storing ApplicationXtender documents on the target media. This number
does not take into account file system or directory overhead, so the number of

megabytes entered should always be lower than the total megabytes of

available space on the media. As a rule of thumb, set the media size at 80-85%
of the total media capacity. For example, the default setting of 500 megabytes
assumes a media size of 650 megabytes.
2. Click Next. The Settings page appears. For further instructions, see "Reviewing
Archive Settings" on page 173.
Reviewing Archive Settings

The Settings page summarizes the configured settings for the archive. You can also
save your settings for use in future archives. For more information about saving and
loading settings, see "Saving and Loading Archive Wizard Settings" on page 176.
Figure 57. Archive Wizard Settings Page

• Verify that the settings are correct.
• If the settings are incorrect, click Back to back up and change settings.
• If the settings are correct, click Next. The Search Criteria page appears. For
more information, see "Configuring the Search Criteria Page" on page 173.
Note: You can choose to save your settings for use in future archives. For more
information about saving and loading settings, see "Saving and Loading Archive
Wizard Settings" on page 176.
Configuring the Search Criteria Page

The Search Criteria page allows you to specify which documents within an application
will be archived. Much like the ApplicationXtender Query function, you can add value
information that applies to any index field specific to the application in order to narrow
down the documents to be archived.

Figure 58. Archive Wizard Search Criteria Page

1. Under Values, enter search values that describe the documents you want to
archive. For detailed instructions on performing a search for documents, refer to
the "Retrieving Documents" chapter of the ApplicationXtender User Guide.
Note: If you want to archive all documents in the application, leave the Values text
boxes blank.
2. Click Finish.
If a volume from a previous archive still exists in the pre-mastering directory, the
Archive Wizard asks you if you want to add the current archive to that volume.
• To add the current archive to the volume, click Yes.
• To create a separate volume for the current archive, click No.
Once the archive is complete, the Status dialog box appears with statistics for the
completed archive.
Figure 59. Archive Wizard Status
4. Click Done to exit the Status box. The Search Criteria page is now active.
• If you want to archive a new application from the same source database, a
new application from a different source database, or change any other
settings, click Back.
• If you want to exit the program, click Exit.

Moving Documents from Pre-mastering Directory to Media

If documents were archived to a pre-mastering directory, they must be moved to
removable media before the documents can be retrieved in AX. If the archive retrieval
method was configured as on-line, the media must then be placed in the archive media
path (in a jukebox, for example) before the documents can be retrieved. If off-line
retrieval was configured, AX retrieves archived documents by searching for the media
with the correct VOLID.RDS file, and prompts the user to load that media if it is not
found in the drive.
If the archived documents should be moved to CD-ROM media, use CD-mastering
software to burn the archived documents to CD-ROM. If the documents should be
moved to other media, use the Move or Copy functions in Windows Explorer to
transfer them to the media.
When documents are archived to a pre-mastering directory, the Archive Wizard creates
a subdirectory where the documents are temporarily stored. The name of the
subdirectory corresponds to the volume label created by AX for that archive. The
volume label consists of the three-letter prefix specified as the Media ID Prefix and a
sequential number assigned by the Archive Wizard (i.e., AEX00001, AEX00002). The
Archive Wizard also creates an application subdirectory under the media id
subdirectory, and hashing subdirectories under that. In order to allow for document
retrieval, the application subdirectory must be moved to the root of the target media,
with its underlying subdirectory structure intact. The VOLID.RDS, which can be found
in the media id subdirectory for the archive, must be moved to the root of the media as
well. The media id directory structure should not be moved to the media, because that
would create an unnecessary directory layer which would prevent AX from finding the
volume label (VOLID.RDS) for the media.
Note: It is possible to archive documents from more than one application to a single
volume. If subdirectories exist for more than one application under a single media ID
directory, the same VOLID.RDS file applies for each application’s documents. Each of
these application sub-directories and the VOLID.RDS file must be moved to the same
piece of media.
Consider the example in the following figure. The pre-mastering directory is
C:\PRE_MAST\ and documents from the DEMO application have been archived. A
media ID subdirectory, \AEX00002\, was created and an application subdirectory,
\DEMO\, was created below that. In order to move the documents to removable
media for a successful retrieval, the administrator would need to move both the
\DEMO\ directory (with the underlying \0\0 directories intact) and the VOLID.RDS
file found in the \AEX00002\ directory to the root of the removable media. The
administrator would not move the \AEX00002\ directory structure to the media.

Figure 60. Archive Wizard – Archiving Example
Automating Archive Processes

For users who perform the same archives on a routine basis, Archive Wizard’s built-in
automation features can be used to script some or all of the archive process. You can
save settings files to load for future use, use Archive Wizard’s extensive command line
options, or use both to facilitate a quick and accurate archive.
For more information on automating archive processes through the Archive Wizard,
see the following sections:
• "Saving and Loading Archive Wizard Settings" on page 176
• "Command Line Options" on page 179
Saving and Loading Archive Wizard Settings

The Save Settings and Load Settings features can be used to save archive settings from
the current archive process and to load saved settings from previous archive processes,
respectively. Use of saved settings allows you to bypass several configuration steps
and proceed directly to archiving the application. In circumstances where documents
from the same application will be archived frequently, it may be more efficient to save
and reuse settings. This also results in more consistent archiving.
Save Archive Settings

Settings can be saved from the Archive Wizard Settings page, after archive settings
have been configured. For more information about the Archive Wizard Settings page,
see "Reviewing Archive Settings" on page 173.
To save your settings for a future archive process:
1. Configure archive settings. For instructions, see "The Archiving Process" on
page 168.
2. When the Settings page appears, review your archive settings (for more
information, see "Reviewing Archive Settings" on page 173), and click Save
Settings. The Save As dialog box appears.

Figure 61. Archive Wizard Save Settings Button
3. Navigate to the directory where you want to save the settings file, and type the
name you want to save it as in the File Name box.
Figure 62. Save Archive Settings Save As Dialog Box
4. Click Save to return to the Settings page and proceed with the archive. To return to
the Settings page without saving archive settings, click Cancel. For more
information about completing the archive process, see "Reviewing Archive
Settings" on page 173.
Load Archive Settings

You can load previously saved archive settings in order to bypass several configuration
steps. Settings for the source database, application, retrieval method, archive media
path, media ID prefix, and pre-mastering options saved from a previous archive
session can be loaded and used.
To load settings from a previous archive:
1. Start the Archive Wizard. (For instructions, see "Starting the Archive Wizard" on
page 168.) The Data Source page appears.
2. Click Load Settings.

Figure 63. Archive Wizard Load Settings Button
3. The Open dialog box appears. Navigate to the directory where the settings file has
been saved, and then select the appropriate file so that it appears in the File name
box.
Figure 64. Archive Wizard Load Settings Open Dialog Box
4. Click Open to load the specified settings and to return to the Data Source page. To
Cancel the Load Settings process, click Cancel.
5. After you have clicked Open and the Data Source page reappears, settings from the
.ARW file automatically populate the page. Click the Next button to move to the
next page of the wizard. If any settings need to be altered, change them so that they
are correct and then click Next to proceed.
6. Repeat step 5 for each page of the wizard until you reach the Search Criteria page.
For more information about completing the archive process, see "Configuring the
Search Criteria Page" on page 173.

Command Line Options

Command line options (or "switches") can be used when executing Archive Wizard to
speed up the archive process. A switch is available for each configurable archive
option, and archive settings files can be specified as well. For more information about
saving archive settings files, see "Save Archive Settings" on page 176.
To run Archive Wizard using command line options:
1. From the Windows Start menu, select Run. The Windows Run dialog box appears.
Figure 65. Run Dialog Box
2. In the Open text box, enter the following syntax:

"C:\Program Files\XtenderSolutions\Content
Management\ArchiveWizard.exe" optional-settings-file switches
In this command, "C:\Program Files\XtenderSolutions\Content
Management" is the directory to which AX has been installed, optional-settings-file is the
location and filename of the settings file you want to use, and switches are a series of
command line switches.
Note: If you are using Windows 98, be sure to surround paths and filenames that
include spaces (such as C:\Program Files\XtenderSolutions\Content
Management) with quotation marks. Otherwise, Windows may not be able to find the
directory.
For more information about using command line options to perform application
archive processes, see the following sections:
• "Specifying an Archive Settings File" on page 180
• "Command Line Switches with Arguments" on page 181
• "Command Line Switches without Arguments" on page 181
• "Example Archive Wizard Command Line Arguments" on page 182

Specifying an Archive Settings File

You can load a pre-created archive settings file using command line options.
To specify archive settings file to use:

Management\ArchiveWizard.exe" C:\AX\AEG.ARW switches
Where C:\Program Files\XtenderSolutions\Content Management\ is the
directory AX was installed to, C:\AX\AEG.ARW is the path and filename of the archive
settings file you want to use, and switches are any optional switches you would like to
use. For more information about additional command line options you can use, see
"Command Line Switches with Arguments" on page 181 and "Command Line
Switches without Arguments" on page 181. To view sample command lines, see the
"Example Archive Wizard Command Line Arguments" on page 182.
directory.
For more information about saving Archive Wizard settings files for use with Archive
Wizard, see "Save Archive Settings" on page 176.
Note: When using an archive settings file and command line switches together,
Archive Wizard uses information from the archive settings file for information not
included as a command line switch. If a parameter included in the archive settings file
has also been specified using a command line switch, the command line switch
parameters are used for the archive process.

Command Line Switches with Arguments

Command line switches with arguments are used to specify parameters that Archive
Wizard should use to conduct the archive. Command line switches can be used alone
or in conjunction with archive settings files. For more information about specifying
archive settings files from the command line, see "Specifying an Archive Settings File"
on page 180. The following table provides a list of command line switches that require
arguments and describes what they do.
Table 55. Archive Wizard Command Line Switches with Arguments
Option Description
/DSN DataSource Specifies the data source name
/U UserName Specifies the username to log into the data source
/P Password Specifies the password to log into the data source
/APP ApplicationName Specifies the application name to be archived
/MID Specifies the Media ID Prefix
/MS Specifies Media Size (in Megabytes)
/MP Specifies the Media Path
/PP Specifies the Pre-Mastering Path
/S "n^z~a%b%c" Specifies search criteria. Search criteria contain

tilde-separated (~) search fields. Fields can contain
single values, multiple values, or a range of values. A
percent sign (%) is used to separate multiple values. A
caret (^) is used to separate range limits. The entire
search string should be surrounded by double
quotation marks. For sample search criteria statements,
see "Example Archive Wizard Command Line
Arguments" on page 182.
Command Line Switches without Arguments

Command line switches without parameters can also be used to configure your archive
process. The following table provides a list of command line switches that do not
require parameters and describes what they do. \
Table 56. Command Line Options without Arguments
Option Description
/A Runs Archive Wizard in automatic mode
/ON Create media for on-line retrieval
/OFF Create media for off-line retrieval

Table 56. Command Line Options without Arguments (Continued)
Option Description
/PM Pre-master media
/NOPM Archive directly to media
Example Archive Wizard Command Line Arguments

Consider the following example command line arguments:
Management\ArchiveWizard.exe" C:\AX\AEG.ARW /S "Smith" /A
In this example, Archive Wizard uses the pre-created settings saved in the AX archive
settings file C:\AX\AEG.ARW, and archives all documents whose first index fields
match ‘Smith’. Archive Wizard runs in automatic mode. For more information about
using archive settings files, see "Specifying an Archive Settings File" on page 180.
directory.
Management\ArchiveWizard.exe" /DSN DEMO /U SYSOP /P PW1 /APP
IMAGEAPP /MID AEX /MS 500 /ON /NOPM /MP F:\ARCHIVE\AEX_ARCHIVE
/S "1^9~~~X-Ray%Grayscale"
In this example, documents in the application IMAGEAPP whose first index term
(Object Number) is between 1 and 9 and whose fourth index term (Document Type) is
either X-Ray or Grayscale are archived from the DEMO data source. The archive
retrieval method is set to on-line, and no pre-mastering takes place. The Media ID
prefix is AEX, the Media Size is 500 Megabytes, and the documents are stored to the
F:\ARCHIVE\AEX_ARCHIVE directory. The user name and password used to access
the data source are SYSOP and PW1, as specified by the /U and /P switches.
Using the Migration Wizard

The Migration Wizard allows you to migrate applications from one database to another
using a simple wizard interface, which guides you through the migration process.
Migration Wizard can migrate all or some of an application’s documents. Migration
Wizard can also migrate applications within the same database. All index information,
annotations, and the document file itself are migrated automatically, but the migration
can be expanded to include security settings and ERMXtender (ERMX) report view
information or can be limited to migrate index information only, excluding actual
documents. Custom data types and formats are migrated, but only the ones being used
by the source application, and only if they do not already exist in the destination
application.

If the application does not exist on the destination database, Migration Wizard creates
a new application identical to the source application. If the application already exists
on the destination database, you can choose to merge the documents into the
destination application or to overwrite all existing documents in the destination
application with the source application.
Note: Only users who have been granted the AX Administrator privilege can perform
migrations. In addition, the Migrate App privilege must be enabled for the user or
group’s application security profile in order for the applications to be viewed in
Migration Wizard and subsequently migrated.
Migration Wizard allows you to perform several migrations without exiting to change
the database, because source and destination databases are specified within the
Migration Wizard. In instances where the same application needs to be migrated
periodically, Migration Wizard also works efficiently. Settings from a migration can be
saved and reused, making the migration process almost automatic for subsequent
migrations. Command line options are also available, allowing for quick, efficient
migrations.
Keep in mind the items that are not migrated:
• If an application is migrated with batches waiting to be indexed, the non-indexed
batches are not migrated. Batches should be indexed before an application is
migrated.
• Full-text and OCR information from the full-text database is not migrated. (If you
enable the Migrate Indexes Only option and if the destination application is
created before the migration, Verity full-text engine settings are migrated.
Otherwise, Verity full-text engine settings are not migrated.)
• The Migration Wizard does not move documents that are under retention via the
Records Manager for ApplicationXtender integration.
Note: During a migration, users can continue to retrieve and view documents in the
source and destination applications, but cannot add new documents, edit existing
documents, or delete documents in the source or destination application until the
migration process is complete.
Migrating an Application
Migration Wizard provides a step-by-step wizard interface for application migration
between databases. When migrating an application using Migration Wizard, you select
the documents to be migrated by specifying search criteria that describe which
documents will be included in the migration. You can choose to:
• Migrate an application to a database which does not already contain the
application
• Merge the application with an existing application in the destination database
• Write the application over an existing application in the destination database
• Append the application to an existing application in the destination database
• Migrate an application within the same database
• Migrate index information only
• Migrate security information

• Migrate previous revisions

• Migrate annotation groups
Document annotations in the application are migrated automatically.
Note: You can save the settings for a migration and reload them to save time on later
migrations. Command line switches can also be used to pre-configure a migration. For
more information on these features, see "Automating Migration" on page 197.
Migration Wizard walks you through each of the following steps:
• Choosing the source database (where the source application is stored)
• Choosing the destination database (where the destination application will be
stored)
• Setting migration options
• Choosing documents, ERMX reports, or both to be migrated by specifying search
criteria
• Specifying write paths for the destination application, if this application does not
already exist
• Performing the migration
Detailed descriptions of each page of the wizard are provided in the following sections.
Starting the Migration Wizard

The Migration Wizard leads you through the necessary steps involved in migrating an
application. The Next button continues to the following step; the Back button allows
you to return to the previous step. The Exit button exits the Migration Wizard, aborting
the migration process. The Help button is available to provide online context-sensitive
help at any time.
To start the Migration Wizard:
2. From the ApplicationXtender menu, select Migration Wizard. The Select Source
Database page appears. For instructions, see "Selecting the Source Database" on
page 185.

Selecting the Source Database

At the beginning of the migration process, the Migration Wizard displays the Select
Source Database page. The first step in migrating an application involves selecting the
source database and logging into that database using a valid user name and password.
Figure 67. Migration Wizard: Select Source Database Page
Note: If saved settings exist from previous migrations, you can load those settings
using the Load Settings button located within the Select Source Database page. For
further information, see "Load Migration Settings" on page 199.
To continue the Migration Wizard:
1. In the Data Source Name list, select the name of the data source where the
application to be migrated resides.
Note: You can select a data source that is using a previous version of AX (version
5.0 and higher).
on page 61.
database.
4. Click Next. The Migration Wizard connects to the selected source database. The
Select Destination Database page appears. For instructions, see "Selecting the
Destination Database" on page 186.
Note: If the User Name and Password text boxes are not filled in correctly prior to
clicking the Next button, a login dialog box appears. Enter the correct account
information, and then click Login to proceed to the Destination Database page. To
return to the Source Database page, click Cancel.

Selecting the Destination Database

After you have successfully logged into the source database, the Select Destination
Database page appears. In this page, you select the database to which the application
will be migrated.
Figure 68. Migration Wizard: Select Destination Database Page

1. In the Data Source Name list box, select the name of the database to which you
want the application to be migrated.
on page 61.
database.
4. Click Next. The Migration Wizard connects to the selected destination database.
The Select Applications page appears. For instructions, see "Selecting Applications
and Options" on page 186.
Note: If the User Name and Password text boxes are not filled in correctly prior to
clicking the Next button, a login dialog box appears. Enter the correct account
information, and then click Login to proceed to the Select Applications page. To return
to the Destination Database page, click Cancel.
Selecting Applications and Options

Once you have selected the source and destination databases, the Select Applications
page appears. This page allows you to specify source and destination applications, and
select migration options.

Figure 69. Migration Wizard: Select Applications Page

1. In the Source list box, select the name of the application that you want to migrate.
Note: When migrating an application that uses a form overlay, the _FORMS
application must be migrated separately. Migration Wizard does not automatically
migrate forms data when an application using forms is migrated.
When you have chosen a source application name, the Destination list box is
populated with the matching application name from the destination database.
2. If you intend to migrate to an existing application on the destination database,
select the application from the Destination drop-down list.
3. If the source application contains ERMX reports, you can choose to migrate
documents, reports, or both. (An ERMX report is the source file from which ERMX
extracts index information and uploads documents to AX. ERMX can be
configured to upload the documents with their ERMX reports. In AX, after these
documents and their reports have been uploaded, they retain an association with
each other.) You have the following choices under Migrate By:
• To migrate the source application’s documents (and optionally the reports
associated with those documents), enable the AX document search option.
• To migrate the source application’s reports (and optionally the documents
associated with those reports), enable the ERMX report search option.
You must select one or both of the Migrate By options.
4. You have the following additional choices:
• To overwrite an existing application on the destination database, select the
Replace Destination option. For more information, see "Replace Destination"
on page 188.
• To delete migrated documents from the source application, enable the Delete
Source Documents option. For more information, see "Delete Source
Documents" on page 189.
• To migrate index information only, enable the Migrate Indexes Only option.
For more information, see "Migrate Indexes Only" on page 189.
• To merge the source application with the destination application, enable the
Merge option. For more information, see "Merge" on page 189.

• To allow duplicate indexes in the destination application, keep the Allow

Duplicate Indexes option enabled. For more information, see "Allow
Duplicate Indexes" on page 190.
• To migrate security settings with the application, including Document Level
Security, enable the Migrate Security option. For more information, see
"Migrate Security" on page 190.
• To migrate all revisions of all documents in the application, enable the
Migrate Previous Revisions option. For more information, see "Migrate
Previous Revisions" on page 191.
• To migrate all annotation groups in the source data source (and the user and
group accounts associated with those annotation groups), enable the Migrate
annotation groups option. For more information, see "Migrate Annotation
Groups" on page 191.
• To map users and groups in the source database to users and groups in the
destination database, enable the Use alternative security option. For more
information, see "Use Alternative Security" on page 192.
• To migrate all existing signatures with the migrated documents, enable the
Migrate document signatures option. For more information, see "Migrate
Document Signatures" on page 193.
After the migration has been configured, you can execute it from the Select
Applications page. You will then select documents to migrate from the application,
and Migration Wizard will perform the migration.
5. Click Next. The page that appears next depends on the Migrate By options you
chose.
• If you enabled the AX document search option, the Document Search Criteria
page appears. For instructions, see "Selecting Documents by Specifying
Criteria" on page 193.
• If you enabled the ERMX report search option but not the AX document
search option, the Report Search Criteria page appears. For instructions, see
"Selecting Reports by Specifying Criteria" on page 194.
Note: If you enable the Migrate security option or the Migrate annotation groups
option, and if the security provider for the destination data source is not the same
as the security provider for the source data source, a confirmation message appears
when you click Next. For information, see Table 57 on page 191.
Replace Destination
Place a check mark next to the Replace Destination option to delete the existing
application in the destination database and replace it with the application from the
source database.
When Replace Destination is enabled, the Merge option is disabled automatically and
the Allow duplicate indexes option is checked and disabled.

Important: Selecting the Replace Destination option will permanently delete the existing
documents in the destination application. Recovery of the data is not possible through
ApplicationXtender.
Delete Source Documents

Place a check mark next to the Delete Source Documents option to delete all migrated
documents from the source application after successful migration. Use extreme caution
in enabling this option; all index information and referenced image or report files will
be deleted.
Important: Selecting this option will permanently delete the migrated documents and
the index information referencing the documents from the source database. Recovery
of the data is not possible through ApplicationXtender.
Migrate Indexes Only

Place a check mark next to the Migrate Indexes Only option to migrate only index
information from the source database. The actual object files referenced by the index
information are not migrated to the destination database. This feature can be useful, for
instance, when converting to Microsoft SQL Server from a runtime database. The
storage location for the actual document files need not change.
If you enable the Migrate Indexes Only option and if the destination application is
created before the migration, Verity full-text engine settings are migrated. Otherwise,
Verity full-text engine settings are not migrated.
When Migrate Indexes Only is enabled, the Delete Source Documents option is
disabled automatically.
Note: The destination application must have the same name as the source application
when migrating indexes.
Merge
Place a check mark next to the Merge option to merge migrated source documents into
pre-existing applications in the destination database, adding pages from source to
destination that have matching index information.
When Merge is enabled, the Allow Duplicate Indexes option is disabled automatically.
If the source application has "Multiple indexes referencing a single document" enabled
in Application Generator, Merge is not available.
Note: If duplicate index records already exist in the destination database, duplicate
index records in the source database are merged with only the first matching index
record.

Allow Duplicate Indexes

Place a checkmark next to the Allow Duplicate Indexes option to allow duplicate
records to be added to the destination database. If the Allow Duplicate Indexes box is
unchecked, duplicate documents are rejected. The Allow Duplicate Indexes option is
enabled by default.
This option cannot be enabled if Merge is enabled, because Merge overwrites
destination documents with source documents that have matching index terms.
Note: Duplicate indexes will not be checked if the destination application is being
created or replaced. If Replace Destination is enabled, the Allow Duplicate Indexes
option becomes enabled and cannot be altered. If the destination application does not
exist, it does not matter if Allow Duplicate Indexes is enabled or disabled.
Migrate Security
Place a checkmark next to the Migrate Security option to migrate user security settings
from the source to the destination database. Each user and group that has privileges in
the source application will be migrated. Document Level Security is also migrated
during a security migration.
Note: Security is migrated only if Replace Destination is checked or if the destination
application does not already exist.
The following rules are in effect during a security migration:
• When an application is migrated with migrate security checked, source security is
copied to the destination database for all users and groups that have access to the
migrated application.
• When group security is migrated, all users that belong to the group are migrated
to the destination database.
• For both user and group profiles, the application-specific profile located in the
source database always overrides the application-specific profile in the
destination database.
• For both user and group profiles, the source global profile is copied to the
destination application if it does not already exist. If a global profile already exists
on the destination database, it is not overwritten.
For user profiles, permissions are verified for all individual users, and if the destination
permissions are not the same as the source (possibly due to membership in multiple
groups), the application-specific profile is created or altered to match the user

permissions in the source database. If the source data source is using a different
security provider than the destination data source, keep in mind the information in the
following table:
Table 57. Migrating Security to a Different Security Provider
To Database Using CM To Database Using Windows or Directory

Security Provider Service Security Provider
What is • All users and groups that • All users and groups that have privileges in
migrated? have privileges in the source the source application
application • All users who are members of those groups
What needs to be • Assign passwords to each

done after migrated user account
migration?
Which migrated • All migrated user accounts Only valid user accounts:
user accounts can • For the Windows security provider, the user
be used after accounts that have domain name in the user
migration? account name
• For a directory service security provider, the
user accounts that match the value for the
Name Attribute specified in XSAdmin
Migrate Previous Revisions

Place a checkmark next to the Migrate previous revisions option to migrate previous
revisions and current revisions from the source database to the target database. If the
Migrate previous revisions option is disabled, only the current revision of each
document is migrated.
Migrate Annotation Groups

Place a checkmark next to the Migrate annotation groups option to migrate all
annotation groups in the source data source (and the user and group accounts
associated with those annotation groups). The configuration for each user and group
within the annotation group is migrated, but user profiles and privileges are not
migrated with the user accounts (unless you have chosen to migrate security as well).
After migration, you must use AppGen to assign privileges to each user that was
migrated as part of an annotation group migration (unless the user was migrated as
part of a security migration).

If the source data source is using a different security provider than the destination data
source, keep in mind the information in the following table:
Table 58. Migrating Annotation Groups to a Different Security Provider
To Database Using CM To Database Using Windows or Directory

Security Provider Service Security Provider
What is • All annotation groups in the • All annotation groups in the data source
migrated? data source • All users and groups that have been added to
• All users and groups that have those annotation groups
been added to those annotation • All users who are members of those groups
groups
What needs to be • Assign privileges to each • Assign privileges to each migrated user
done after migrated user account account
migration? • Assign passwords to each user
account that has been migrated
as a result of the annotation
group migration
Which migrated • All user accounts Only valid user accounts:

user accounts can • For the Windows security provider, the user
be used after accounts that have domain name in the user
migration? account name
• For a directory service security provider, the
user accounts that match the value for the
Name Attribute specified in XSAdmin
Use Alternative Security

Place a checkmark next to the Use alternative security option to map users and groups
in the source database to users and groups in the destination database.
When the migration is performed, if the Use alternative security option is enabled in
the Migration Wizard, only the users and groups with alternative security information
configured in Application Generator are migrated.
Note: You must configure security mapping in Application Generator prior to running
the migration if you want to use this option. For instructions on configuring security
mapping for an existing user or group, see "Changing an Existing Group’s Security
Mapping Configuration" on page 247 or "Changing an Existing User’s Security
Mapping Configuration" on page 260.
Important: If you do not enable this option during the migration, all users and groups
will be migrated, even if you have configured specific users or groups for security
mapping.

Migrate Document Signatures

Place a check mark next to the Migrate document signatures option to migrate the
digital signatures associated with the migrated documents.
Selecting Documents by Specifying Criteria

The Document Search Criteria page allows you to select the documents that you want
to migrate by specifying search criteria.
Figure 70. Migration Wizard: Document Search Criteria Page

1. Enter criteria that match the documents you want to migrate.
Note: To select all documents in an application, do not enter any text into the
search fields on the Document Search Criteria page.
2. If you want to determine how many documents would be migrated based on the
document search criteria you have entered, click Run Query. A message appears
indicating how many documents match the criteria.
Figure 71. Migration Wizard: Number of Matching Documents Message
Note: No result set appears to indicate which documents would be migrated. To

view the selected documents prior to migration, open the application in AX and
run a query using the same search criteria. If the criteria are the same, the number
of documents that match the criteria on the Document Search Criteria page should
match the number of documents that appear in the result set in AX.
3. In the Migration Wizard message, click OK.
4. If you want to include all reports that are associated with the selected documents,
enable the Include associated reports option.
5. Click Next. The page that appears next depends on two separate factors:

• If you enabled the ERMX report search option, the Report Search Criteria
page appears. For instructions, see "Selecting Reports by Specifying Criteria"
on page 194.
• If you did not enable the ERMX report search option and if the destination
application does not already exist in the destination data source, the
Application Path Configuration page appears. For instructions, see
"Specifying Write Paths for the Destination Application" on page 195.
• If you did not enable the ERMX report search option and if the destination
application does already exist in the destination data source, the Summary
page appears. For instructions, see "Completing the Migration" on page 196.
Selecting Reports by Specifying Criteria

The Report Search Criteria page allows you to select the reports that you want to
migrate by specifying search criteria.
Figure 72. Migration Wizard: Report Search Criteria Page

1. Enter criteria that match the reports you want to migrate.
Note: To select all reports in an application, do not enter any text into the search
fields on the Report Search Criteria page.
2. If you want to determine how many reports would be migrated based on the
report search criteria you have entered, click Run Query. A message appears
indicating how many reports match the criteria.
Figure 73. Migration Wizard: Number of Matching Reports Message
Note: No result set appears to indicate which reports would be migrated. To view
the selected reports prior to migration, open the application in AX and search for
reports using the same search criteria. If the criteria are the same, the number of
reports that match the criteria on the Report Search Criteria page should match the
number of reports that appear in the result set in AX.
3. In the Migration Wizard message, click OK.

4. If you want to include all documents that are associated with the selected reports,
enable the Include associated documents option.
5. Click Next. The page that appears next depends on the destination application:
• If the destination application does not already exist in the destination data
source, the Application Path Configuration page appears. For instructions,
see "Specifying Write Paths for the Destination Application" on page 195.
• If the destination application does already exist in the destination data source,
the Summary page appears. For instructions, see "Completing the Migration"
on page 196.
Specifying Write Paths for the Destination Application

The Application Path Configuration page appears if the destination application does
not already exist in the destination data source. This page allows you to specify write
paths for the new application.
Figure 74. Migration Wizard: Application Path Configuration Page

1. Enter a storage path for the destination database application in the Document
Write Path text box. Previous entries are available from the drop-down list, which
can be accessed by clicking on the drop-down arrow next to the list.
Note: The document write path for the destination database application must be
different from the document write path for the source database application.
2. Enter an annotation write path, an OCR write path, and a full-text DB path for the
destination database application in the corresponding text boxes. Previous entries
are available from the drop-down list.
Note: The full-text write path cannot point to a DX write path or volume label.
3. Click Next. The Summary page appears. For instructions, see "Completing the
Migration" on page 196.

Completing the Migration

Once you have chosen source and destination applications, have selected migration
options, and have selected the documents (and/or reports) that you want to migrate,
the Summary page appears. This page allows you to verify all of your migration
selections, save these settings, and complete the migration.
Figure 75. Migration Wizard: Summary Page
To complete the Migration Wizard:

1. Examine the information listed on this page to make sure that all of the selections
are as you intended. (If you need to make changes, click Back until the page in
which you want to make changes reappears. After you have made the changes,
click Next until the Summary page reappears.)
2. In the event that you anticipate a subsequent migration of the same application, the
Save Settings feature can be used prior to migration to save migration settings for
reuse. (For details on saving migration settings files, see "Save Migration Settings"
on page 198.)
3. Click Migrate to begin the application migration process.
If you are migrating from a database on a CD-ROM and if a volume label search
drive is not specified on the Paths tab of the Configuration dialog box, a Volume
Label Search Drives dialog box appears.
Figure 76. Volume Label Search Drives Dialog Box
4. If the Volume Label Search Drives dialog box appears, select the drive in which the
CD-ROM is located and click OK.

Once Migration Wizard has completed the migration, a message appears

indicating completion.
Note: The message states that the operation was completed, but it does not
guarantee that all documents were migrated. You may want to view the log file to
ensure that all desired documents were migrated. For example, if some of the
documents searched for were not found, a successful completion message still
appears. For more information about the Migration Wizard log file, see "The
Migration Wizard Log File" on page 197.
5. Click OK. The Summary page reappears.
6. You can choose to migrate other applications (by clicking Back until the page in
which you want to make changes reappears), or you can exit the program (by
clicking Exit).
The Migration Wizard Log File

Migration Wizard maintains a log file that contains the details of all migrations,
including errors encountered. By default, it is saved as C:\AXMigration.log. If the
C:\AXMigration.log cannot be written to (locked or read-only), the log file is saved
within your current directory – which is typically the Migration Wizard’s program
directory (by default, C:\Program Files\XtenderSolutions\Content
Management\). However, if you are running a batch file from a different location, the
log file is saved to the directory in which the batch file resides. If all of these attempts
fail, no log file is written.
You can specify the location and filename of the Migration Wizard log file with the /L
command line option. For example, consider the following command line syntax:
Management\MigrateWiz32.exe" "C:\App1.mig"
/L C:\Temp\MyLog.log
If you used this example, Migration Wizard would perform a migration using the
saved App1.mig settings, and would save the log file at C:\Temp\MyLog.log.
Note: For more information about saving migration settings and using command line
options, see "Automating Migration" on page 197.
Automating Migration
For users who perform the same migrations on a routine basis, Migration Wizard’s
built-in automation features can be used to script some or all of the migration process.
You can save settings files to load for future use, use Migration Wizard’s extensive
command line options, or both to facilitate a quick and accurate migration.
For more information on automating application migration through the Migration
Wizard, see the following sections:
• "Save and Load Migration Wizard Settings" on page 198
• "Command Line Options" on page 200

Save and Load Migration Wizard Settings

The Save Settings and Load Settings features can be used to save migration settings
from the current migration and load settings from previous migrations, respectively.
Loading saved settings allows you to bypass several configuration steps and proceed
directly to application migration. In circumstances where the same migration will be
performed frequently, settings can be saved and re-used to make the migration process
more efficient.
Save Migration Settings

Settings from the current migration, including source and destination database, source
and destination application, and migration options, can be saved for use for
subsequent migrations. For detailed instructions on configuring migration settings, see
"Migrating an Application" on page 183.
To save the settings from a current migration:
1. On the last (Summary) page of the Migration Wizard, click Save Settings.
Figure 77. Migration Wizard: Save Settings Button
2. The Save As dialog box appears.

3. Enter a storage path and file name with a suffix of MIG (for example,
C:\AEX\INVOICES.MIG), then click Save to save settings and return to the Select
Applications page. Choose Cancel to abort the save and return to the Select
Applications page.
Figure 78. Migration Wizard: Save As Dialog Box

Load Migration Settings

You can load previously saved migration settings in order to bypass several
configuration steps. For more information about saving migration settings, see "Save
Migration Settings" on page 198.
To load saved settings:
1. On the first (Select Source Database) page of the Migration Wizard, click Load
Settings.
Figure 79. Migration Wizard: Load Settings Button
2. The Open dialog box appears. Select a migration settings (.MIG) file to load and
click Open; or click Cancel to return to the Migration Wizard without loading a
settings file.
Figure 80. Migration Wizard: Open Dialog Box
3. Settings from the .MIG file should automatically populate the Migration Wizard.
Click the Next button to move to the next dialog of the wizard. If any settings need
to be altered, change them so that they are correct and click the Next button to
proceed.
4. Repeat step 3 for each page of the wizard until you reach the Select Applications
page. Change any options as needed, and then click the Migrate button to begin
with the migration. For more information about completing a migration, see
"Completing the Migration" on page 196.

Command Line Options

Command line options (or "switches") can be used when executing Migration Wizard
to speed up the migration process. A switch is available for each configurable
migration option, and migration settings files can be specified as well. Command line
syntax can be run using a command line, a Windows shortcut, or a batch file. For more
information about saving migration settings files, see "Save Migration Settings" on
page 198.
Note: For command line help at any time, right-click anywhere on the Migration
Wizard interface. From the shortcut menu that appears, select Command Line Help.
The Command Line Help window appears. Click OK to exit Command Line Help
when you have finished.
In addition, you can use the /? command line option to open command line help. To
do this, use the following syntax in the Windows Run dialog box or from the Windows
command line:
Management\MigrateWiz32.exe" /?
To run Migration Wizard using command line options:
Note: You can also use Windows shortcuts and batch files to run Migration Wizard
with command line options. For more information, see "Using Batch Files and
Shortcuts with Command Line Options" on page 206.
Management\MigrateWiz32.exe" optional-settings-file switches
In this command, "C:\Program Files\XtenderSolutions\Content
Management" is the directory to which AX has been installed, optional-settings-file is the
location and filename of the settings file you want to use, and switches are a series of
command line switches.
directory.
For more information about using command line options to perform application
migrations, see the following sections:
• "Specifying a Migration Settings File" on page 201
• "Command Line Switches with Arguments" on page 202

• "Example Migration Wizard Command Line" on page 203

• "Command Line Switches without Arguments" on page 204
• "More Example Migration Wizard Command Lines" on page 205
• "Using Batch Files and Shortcuts with Command Line Options" on page 206
Specifying a Migration Settings File

You can load a pre-created migration settings file using command line options.
To specify a migration settings file to use:
Note: You can also use Windows shortcuts and batch files to run Migration Wizard
with command line options. For more information, see "Using Batch Files and
Shortcuts with Command Line Options" on page 206.
Management\MigrateWiz32.exe" C:\AX\AEG.MIG switches
Where C:\Program Files\XtenderSolutions\Content Management\ is the
directory AX was installed to, C:\AX\AEG.MIG is the path and filename of the
migration settings file you want to use, and switches are any optional switches you
would like to use. For more information about additional command line options you
can use, see "Command Line Switches with Arguments" on page 202 and "Command
Line Switches without Arguments" on page 204.
include spaces (such as C:\Program Files\XtenderSolutions\Content Management)
with quotation marks. Otherwise, Windows may not be able to find the directory.
For more information about saving Migration Wizard settings files for use with
Migration Wizard, see "Save Migration Settings" on page 198.
Note: When using a migration settings file and command line switches together,
Migration Wizard uses information from the migration settings file for information not
included as a command line switch. If a parameter included in the migration settings
file has also been specified using a command line switch, the command line switch
parameters override settings contained in the settings file.

Command Line Switches with Arguments

Command line switches with arguments are used to specify parameters that Migration
Wizard should use to conduct the migration. Command line switches can be used
alone or in conjunction with migration settings files. For more information about
specifying migration settings files from the command line, see "Specifying a Migration
Settings File" on page 201. The following table provides a list of command line switches
that require arguments and describes what they do.
Table 59. Migration Wizard Command Line Switches with Arguments
Option Description
/SD DataSourceName Specifies the name of the data source to be used as the
source database
/SU UserName Specifies the user name for logging into the data source
to be used as the source database.
Note: Your login procedure may vary depending on the
security provider in use for the current data source. For
information, see "Variations on Login Procedures" on
page 61.
/SP Password Specifies password for the user name specified with the
/SU switch
/SA ApplicationName Specifies the source application name
/DD DataSourceName Specifies the name of the data source to be used as the
destination database
/DU Username Specifies user name for logging into the data source to
be used as the destination database.
Note: Your login procedure may vary depending on the
security provider in use for the current data source. For
information, see "Variations on Login Procedures" on
page 61.
/DP Password Specifies password for the user name specified with the
/DU switch
/DA ApplicationName Specifies the destination application name
/S "n^z~a%b%c" Specifies document search criteria. Search criteria

contain tilde-separated (~) search fields. Fields can
contain single values, multiple values, or a range of
values. A percent sign (%) is used to separate multiple
values. A caret (^) is used to separate range limits. The
entire search string must be surrounded by double
quotation marks. For sample search criteria statements,
see "Example Migration Wizard Command Line" on
page 203.

Table 59. Migration Wizard Command Line Switches with Arguments
Option Description
/RS "n^z~a%b%c" Specifies ERMX report search criteria. The rules for
document search criteria also apply to ERMX report
search criteria.
/L LogFile Specifies a directory and filename to override the

default log file location (For more information, see "The
Migration Wizard Log File" on page 197.)
/PD DocumentPath Specifies a document write path for the destination

application, if it does not already exist.
/PA AnnotationPath Specifies an annotation write path for the destination

/PO OcrPath Specifies an OCR write path for the destination

/PF FullTextPath Specifies a full-text write path for the destination

Note: When entering search criteria for a list of values search in a batch file, two percent
signs (%%) should be used instead of one. For example, a search for documents whose
first index terms match 1,2, or 5 should appear as follows in a batch file: /S
"1%%2%%5". For more information about using batch files with command line options,
see "Using Batch Files and Shortcuts with Command Line Options" on page 206.
Example Migration Wizard Command Line

Management\MigrateWiz32.exe" /SD DEMO /SU SYSOP /SP PW1 /SA
IMAGEAPP /DD NEWDEMO /DU SYSOP /DP PW1 /DA NEWIMAGES /S
"1^9~Smith%Jones~~Invoice"
In this example, documents in the application IMAGEAPP whose first index fields
contain values between 1 and 9, second index fields match either "Smith" or "Jones",
and fourth index fields match "Invoice" are migrated from the DEMO data source to
the NEWIMAGES application within the NEWDEMO database. The user name and
password used to access both databases are SYSOP and PW1, as specified by the /SU,
/SP, /DU, and /DP switches.
Management\MigrateWiz32.exe" C:\AX\AEG.MIG /S "Smith%Jones"

In this example, Migration Wizard uses the pre-created settings saved in the AX
migration file C:\AX\AEG.MIG, and migrates all documents whose first index field
contains either "Smith" or "Jones". For more information about using migration settings
files, see "Specifying a Migration Settings File" on page 201.
Command Line Switches without Arguments

Command line switches without parameters can also be used to configure your
migration. The following table provides a list of command line switches that do not
require parameters and describes what they do. The following table also refers you to
other sections for more extensive information about some of these options.
Table 60. Command Line Options without Arguments
Option Description For More Information, See
/A Runs Migration Wizard in

automatic mode
/IO Migrates indexes only "Migrate Indexes Only" on page 189
/NOIO Migrates indexes and images "Migrate Indexes Only" on page 189
(default)
/MV Deletes source documents "Delete Source Documents" on

page 189
/NOMV Retains source documents (default) "Delete Source Documents" on

page 189
/OV Overrides the destination "Replace Destination" on page 188

application
/NOOV Appends source documents to the "Replace Destination" on page 188

destination application (default)
/MS Migrates security "Migrate Security" on page 190
/NOMS Does not migrate security (default) "Migrate Security" on page 190
/MRG Merges documents with matching "Merge" on page 189

indexes
/NOMRG Always creates new documents "Merge" on page 189

(default)
/DI Allows duplicate indexes to be "Allow Duplicate Indexes" on

created (default) page 190
/NODI Does not allow duplicate indexes to "Allow Duplicate Indexes" on

be created page 190
/DR Migrates previous document "Migrate Previous Revisions" on

revisions page 191

Table 60. Command Line Options without Arguments (Continued)
Option Description For More Information, See
/NODR Does not migrate previous "Migrate Previous Revisions" on

document revisions (default) page 191
/AGS Migrates annotation group security "Migrate Annotation Groups" on

page 191
/NOAGS Does not migrate annotation group "Migrate Annotation Groups" on

security (default) page 191
/MDS Migrates by AX document search "Selecting Applications and

(default) Options" on page 186
/NOMDS Does not migrate by AX document "Selecting Applications and

search Options" on page 186
/IAR Includes associated reports in the "Selecting Documents by

migration Specifying Criteria" on page 193
/NOIAR Does not include associated reports "Selecting Documents by

in the migration (default) Specifying Criteria" on page 193
/MRS Migrates by ERMX report search "Selecting Applications and

Options" on page 186
/NOMRS Does not migrate by ERMX report "Selecting Applications and

search (default) Options" on page 186
/IAD Includes associated documents in "Selecting Reports by Specifying

the migration Criteria" on page 194
/NOIAD Does not include associated "Selecting Reports by Specifying

documents in the migration Criteria" on page 194
(default)
/? Displays Migration Wizard

Command Line Help
More Example Migration Wizard Command Lines

Management\MigrateWiz32.exe" /SD DEMO /SU SYSOP /SP PW1 /SA
IMAGEAPP /DD NEWDEMO /DU SYSOP /DP PW1 /DA NEWIMAGES /MS /IO /A
In this example, only security settings and indexes in the application IMAGEAPP are
migrated from the DEMO data source to the NEWIMAGES application within the
NEWDEMO database. The user name and password used to access both databases are
SYSOP and PW1, as described by the /SU, /SP, /DU, and /DP switches. If you specify
search criteria in the command line, the migration runs in automatic mode, needing no
user interaction. Since no search criteria were specified in this example, the Migration
Criteria dialog box appears.

Management\MigrateWiz32.exe" C:\AX\AEG.MIG /S "1^9" /MRG /MS /A
In this example, Migration Wizard uses the pre-created settings saved in the AX
migration file C:\AX\AEG.MIG, and migrates all security settings and documents
whose first index fields contain values between 1 and 9 into the destination database.
Documents from the source database are merged with the destination database. The
migration runs in automatic mode.
Using Batch Files and Shortcuts with Command Line Options

You can use batch files and Windows shortcuts to execute migrations. These methods
are especially useful for migrations that must be run multiple times and are more
convenient to use for long command line strings than the Windows Start menu’s Run
function.
To create a Windows shortcut:
1. Navigate to the AX program directory (in default installations, C:\Program
Files\XtenderSolutions\Content Management\) using Windows Explorer and
locate MIGRATEWIZ32.EXE.
2. Right-click MIGRATEWIZ32.EXE, and then choose Send to from the shortcut
menu that appears. From the Send to menu, choose Desktop (Create Shortcut). A
new file named SHORTCUT TO MIGRATEWIZ32.EXE is added to the desktop.
3. Right-click SHORTCUT TO MIGRATEWIZ32.EXE, and, from the shortcut menu
that appears, choose Properties. The Shortcut to MigrateWiz32.exe Properties page
appears.
Figure 83. Shortcut Properties Page
4. If the Shortcut tab is not forward, click the Shortcut tab to reveal it.

5. Within the Target text box, add command line options after the program directory
and executable, leaving the quotation marks around the program directory and
executable intact. For more information about command line option syntax, see
"Command Line Options" on page 200.
Figure 84. Adding Command Line Options to the Shortcut Target
6. Click OK to save changes and close the Properties page.

Double-clicking on SHORTCUT TO MIGRATEWIZ32.EXE from the desktop now
executes Migration Wizard using the parameters you specified in the Target line. You
can rename and/or copy SHORTCUT TO MIGRATEWIZ32.EXE to other directories
according to your needs.
To create a Windows batch file:
1. From the Windows Start menu, select Programs and then select Accessories. From
the Accessories menu, select Notepad. Notepad opens, with an untitled document
active.
2. Type the full command line syntax that you want to use for your migration into the
Notepad window, according to the instructions in the "Command Line Options" on
page 200.
Important: While you can enable Text Wrap from the Format menu in Notepad to
provide for ease of editing, do not use manual line breaks. Using a manual line break
within a command line causes all options after the line break to be ignored.

Figure 85. Command Line Syntax in Windows Notepad
Note: When entering search criteria for a list of values search in a batch file, two
percent signs (%%) should be used instead of one. For example, a search for
documents whose first index terms match 1,2, or 5 should appear as follows in a
batch file: /S "1%%2%%5".
3. After you have finished entering command line syntax, select Save from the File
menu. The Save As dialog box appears.
4. Navigate to the directory where you want to save the batch file. In the Save as type
list box, click the down-arrow and choose All Files.
5. In the File name text box, type the name you want to save the file as, using a .BAT
extension (for example, MYBATCHFILE.BAT). Click Save to save the file.
Important: Be sure to change the Save as type to All Files. Otherwise, Notepad saves
the batch file as a non-executable text (.txt) file.
Figure 86. Saving a Batch File
When executed (by double-clicking on it using Windows Explorer, or by using Run

from Start menu), the batch file runs Migration Wizard using the parameters you
specified in the MYBATCHFILE.BAT file. You can edit the parameters at any time by
reopening the file in Notepad.

Managing Saved Queries

In ApplicationXtender, you can perform and save queries that search for documents in
an application. (For more information on performing and saving queries, refer to the
"Retrieving Documents" chapter of the ApplicationXtender User Guide.) You can manage
these saved queries in Queue Manager. You can manage standard, compound, and
cross application queries. The following sections describe each of the tasks that you
may need to perform as you manage saved queries:
• "Viewing an Application's Saved Queries" on page 209
• "Running a Saved Query" on page 210
• "Renaming a Saved Query" on page 210
• "Deleting a Saved Query" on page 210
• "Viewing the Properties of a Saved Query" on page 211
Viewing an Application's Saved Queries

You can view a list of an application's saved queries in Queue Manager.
Note: You can view all public queries and all private queries that you have created. You
cannot view private queries created by other users.
To view a list of an application's saved queries:
1. Start and log in to Queue Manager. For instructions, see "Starting Queue Manager"
on page 383.
3. If the existing applications are not listed on the right, select View Applications
from the View menu.
Figure 87. Viewing Applications
4. From the list on the right, double-click an application name. A list of the
application's saved queries appears on the right. For each query, information is
provided including the query's name and ID number.

Figure 88. Viewing Saved Queries
Running a Saved Query

You can run a saved query in Queue Manager.
To run a saved query:
1. Make sure that a list of queries appears on the right. For instructions, see "Viewing
an Application's Saved Queries" on page 209.
2. From the list of queries on the right, double-click a query.
If ApplicationXtender is not already running, it starts. AX runs the saved query and the
results appear in the result set. For more information on processing the results of a
query, refer to the "Retrieving Documents" chapter of the ApplicationXtender User Guide.
Renaming a Saved Query

You can rename a saved query in Queue Manager.
To rename a saved query:
2. From the list of queries on the right, right-click a query. A shortcut menu appears.
From the shortcut menu, select Rename.
3. Type a new name for the query and press [ENTER].
Deleting a Saved Query

You can delete a saved query in Queue Manager.
To delete a saved query:
From the shortcut menu, select Delete. The query is deleted from the AX system.

Viewing the Properties of a Saved Query

You can view the properties of a saved query in Queue Manager.
To view the properties of a saved query:
From the shortcut menu, select Properties. The Properties dialog box appears,
providing the saved query's name, ID number, and type.
Figure 89. Queue Manager: Properties Dialog Box: Saved Query
Fixing Database Collisions

If a message appears (when a user attempts to create a document) indicating that the
AE_SEQ table has been locked, you need to fix a database collision.
Figure 90. AX Message - Possible Collision
The AE_SEQ table is an internal AX system table that allows AX to keep track of
application information. In this table, AX assigns each application an identification
number called AppID. During some operations, AX sets the AppID value to a negative
value in the AE_SEQ table to avoid any possible ID duplication. While the value of
AppID is negative, AX does not allow document creation. AX resets AppID to a
positive value after each of these operations. In the unlikely event of an AX crash
during one of these operations, AX may neglect to reset AppID to a positive value. This
is considered a database collision.
Important: Do not attempt to fix a database collision unless you are certain that an
AE_SEQ table has been locked. Verify that there no users adding documents or pages
to the system prior to fixing the database collision. It is recommended that all users be
logged out of the system when you fix the database collision. Multiple indexes can
mistakenly be added to the same document or document files can be accidentally
overwritten if you fix a database collision while additions are in progress.

You must start AppGen with the /allowfixdbcollision switch in order to have
access to the Fix Database Collision command.
To fix a database collision:
1. Close ApplicationXtender on your AX workstation (and preferably on all other AX
workstations on the system).
2. From the Start menu, select Run. The Run dialog box appears.
3. In the Open text box, enter the path to the Application Generator executable file
(APPGEN32.EXE) on your system. (You can use the Browse button to browse for
the APPGEN32.EXE file.) Enter the /allowfixdbcollision switch after the
path.
The Open text box should contain the following: "C:\Program
Files\XtenderSolutions\Content Management\AppGen32.exe"
/allowfixdbcollision (where C:\Program Files\XtenderSolutions\Content
Management is the installation location that you selected during
ApplicationXtender installation).
Figure 92. Run Dialog Box with AppGen32 Path and Fix Database Collision
Switch
4. Click OK. The Login dialog box appears.

5. In the User Name text box, type a user name that is valid for the default data
source.
on page 61.
6. In the Password text box, type your password. Click Login. The Application
Generator window appears with the Applications node selected.

8. Right-click the node for the application in which the problem has occurred. A
shortcut menu appears. From the shortcut menu, select Fix Database Collision. A
message confirming that you want to attempt to fix the database collision displays.
9. Click Yes to fix the database collision.
Figure 93. Fix Database Collision Confirmation Message
Using the PID Table

The AE_PID table in the AX database stores information relating to the currently active
login sessions on the AX system and what state they are in. You can show the PID table
in AppGen to view, and if necessary, delete user login sessions.
To show the PID table:
• In AppGen, right-click the Users node. A shortcut menu appears. From the
shortcut menu, select Show PID Table. The PID Table dialog box appears. The
currently active user login sessions are listed.
Figure 94. PID Table Dialog Box
To sort the PID table:

• Click the column by which you want the table to be sorted.
To refresh the PID table and view the most current activity:
• Click the Refresh button. The list of users is refreshed.
To delete a user’s login:
• Select the user’s name in the list and click the Delete button. The user’s name is
removed from the PID table.
To close the PID table dialog box:
• Click Close. The PID Table dialog box closes.

Managing Document Check Out Status

As the system administrator, you can view a list of the documents that are currently
checked out to users in the AX system. If necessary, you can cancel the check out of a
document to make the document available for check out by other users.
Important: When you cancel the check out of a document, all changes that the user
may have made to the document since check out are discarded. Canceling check out
causes AppGen to delete the working copy of the document that is created when the
user checks out the document. It is recommended that whenever possible you have
users check documents in or cancel document check out themselves.
To show the Checked Out Documents dialog box:

• In AppGen, right-click the Users node. A shortcut menu appears. From the
shortcut menu, select Show Checked Out Documents. The Checked Out
Documents dialog box appears. The currently checked out documents are listed.
Figure 95. Checked Out Documents Dialog Box
To refresh the Checked Out Document dialog box:

• Click the Refresh button. The list of checked out documents is refreshed.
To cancel check out of a document:
• Select the checked out document in the list and click the Cancel Check Out button.
AppGen discards the working copy of the document created when the document
was checked out, and checks the document in.
To close the dialog box:
• Click Close. The Checked Out Documents dialog box closes.

Resetting the Status of a Batch

If you have the AX Administrator privilege, you can reset the status of a batch.
Important: Do not reset the status of a batch unless you are certain that no users on
your entire AX system have the batch open, either in SX or in AX.
To reset the status of a batch:

• In AX, from the Utilities menu, select Batch Index (List).
• In SX, from the Batch menu, select List.
The Batch Index or Batch Scan dialog box appears.
2. In the Batches for application drop-down list, select the application that contains
the batch for which you want to reset the status. A list of batches appears in the
table.
3. Right-click the batch for which you want to reset the status. A shortcut menu
appears. From the shortcut menu, select Reset batch state. A confirmation message
appears.
Figure 96. Reset Status of Batch Confirmation Message
4. Click Yes. The status of the batch is changed to Idle.

Deleting or Purging an Application

If the data stored in an application is no longer needed, you can delete or purge that
application, again through the AppGen module. The following table describes what
happens when you delete or purge an application:
Table 61. Deleting or Purging an Application
When You AX Deletes AS Does Not Delete
Delete an The index information relating The files that make up the
application to each stored document. (AX documents themselves.
deletes all index records.)
The index field definitions for
the application.
Purge an The index information relating The index field definitions for
application to each stored document. (AX the application. (AX keeps the
deletes all index records.) application definition in place.)
The files that make up the
documents themselves.
If the data stored in an application is no longer needed, but you anticipate using the
same application in the future, the data in the application should be purged. If you do
not foresee a future need for the application, the application should be deleted. When
an application is either purged or deleted, the disk space occupied by the index
information is reclaimed for other uses. The .BIN files containing the documents
themselves are not deleted. These .BIN files can be deleted by deleting the document
files within ApplicationXtender before deleting the application, or through Windows
Explorer.
• "Deleting an Application" on page 216
• "Purging Data from an Application" on page 217
Deleting an Application
Applications that are no longer needed can be deleted through AppGen. Deleting an
application through AppGen deletes all tables, stored index information, and index
field definitions relating to the application. The compressed document files (.BIN files)
referenced by the application’s index entries, however, are not deleted.
When an application is deleted through AppGen, the entire application is permanently
removed from the AX system. Deleted applications cannot be restored. AppGen
provides a warning message to remind you; however, once the deletion is confirmed,
none of the information can be recovered. Strong discretion is advised when executing
any delete command.

To delete an existing application:

page 60.
4. From the list of applications, select the application that you want to delete. The
Application tab for the selected application appears.
5. Right-click the application name in AppGen’s Applications list. A shortcut menu
appears. From the shortcut menu, select Delete. A warning message appears.
Figure 97. Delete Application Warning
6. Click Yes to delete the application, or No to cancel the deletion process.
Important: Clicking Yes will permanently delete the application and index values it
contains. The .BIN files referenced by the application’s index entries are not deleted,
but recovery of the data in AX is only possible from backup media.
If the application that you have deleted contained index fields that used custom data
types or formats, and if you are certain that no other application uses these custom data
types and formats, you can delete them. For instructions, see "Modifying and Deleting
Custom Data Types" on page 107 and "Modifying and Deleting Custom Data Formats"
on page 116.
Purging Data from an Application

In some cases, the data stored in an application is no longer needed, but the application
will still be used. If, for example, an application has been created in order to store
information that is constantly changing, such as a membership list or statistical
information, you may need to periodically remove obsolete information. Using the
Purge Application function, all document indexes currently stored in the application
can be purged, while still leaving the application table structure and the index
definition intact. The values stored in the index records for the application are deleted,
but the application definition remains so that new information can be added.
Important: This feature permanently purges all index values currently stored in the
selected application(s). Caution should be exercised because recovery of the data is not
possible.

To purge an existing application:

page 60.
4. From the list of applications, select the application that you want to purge. The
Application tab for the selected application appears.
5. Right-click the application name in AppGen’s Applications list. A shortcut menu
appears. From the shortcut menu, select Purge. A warning message appears.
6. Click Yes to purge the application, or No to cancel the process.
Figure 98. Purge Application Warning
Note: If Yes is selected, the contents of the selected application(s) are purged. Because
the application definition remains intact, the application name still appears in the
applications list.

Chapter 7: Managing Security
The ApplicationXtender (AX) system provides a range of security features, allowing

for flexible, easy-to-administer data protection. Using the User and Group Security
functions in the AppGen module, you can define global or application-level security
settings for individual users or for groups of users. These security settings, called
privileges, govern the ability of a user or group of users to access functions in AX.
Through the Document Level Security function in the AppGen module, particular
documents can be made accessible or inaccessible to groups of users based on index
values attached to the documents. Annotation groups allow you to control users’
access to specific annotations.
• "Introduction to Managing Security" on page 220 introduces the main concepts
that you need to understand before performing any of the procedures in this
chapter.
• "Managing Group Security" on page 233 explains how to add and delete groups,
add and remove users as members of groups, create new group profiles and
modify existing ones (global and application-level), and assign privileges within
profiles. Additionally, this section includes model profiles of privilege settings for
groups of users who perform specific functions in AX.
• "Managing User Security" on page 248 explains how to add and delete users,
change user passwords, add and remove users as members of groups, create new
user profiles and modify existing ones (global and application-level), and assign
privileges within profiles.
• "User and Group Privileges" on page 262 lists and briefly describes each of the AX
access privileges.
• "Managing Document Level Security" on page 269 explains how to implement
Document Level Security.
• "Managing Annotation Groups" on page 280 explains how to create, modify, and
delete annotation groups.
Note: If you are using WebXtender or XtenderSolutions Web Services, you must restart
the web site in IIS on each WebXtender or XtenderSolutions Web Services server after
any changes to the AX database, such as the modification of a user or group in
AppGen, to allow the changes to take effect.

Introduction to Managing Security

The following sections introduce the main concepts that you need to understand before
performing any of the procedures in this chapter:
• "Global and Application-Level Security" on page 220
• "Understanding Precedence of Privileges for Users and Groups" on page 220
• "License Groups" on page 222
• "Document Level Security" on page 223
• "Security Providers" on page 224
• "User and Group Icons" on page 231
• "Security Mapping" on page 232
Global and Application-Level Security

All global and application-level security is driven by security profiles. In each profile,
privileges for a list of AX functions are granted. AX allows you to manage security user
by user (user profiles), or to create groups of users and establish security settings that
apply to an entire group (group profiles). Profiles can be created which convey default
privileges for all AX applications (global profiles), or which convey privileges for a
specific application (application profiles).
Global profiles are created to give users common functional privileges for all
ApplicationXtender applications. The privileges defined globally are automatically
granted to the user for all applications on the data source. However, using application
profiles, the user can be given different privileges for each AX application.
When a user has both global and application-specific profiles defined, the settings in
the application-specific profile override the settings in the global profile for that
application only. If, for example, a user has a global profile with Display and Scan
privileges enabled, and an application profile for the application DEMO which has
only Display privileges enabled, he will only be able to display documents when using
the DEMO application.
Privileges granted to group profiles are reflected in the user profiles for any users that
belong to the group. The user has all privileges enabled in the group profile and all
privileges enabled in the user profile. However, you can choose whether to accept
group settings for the user or to override those settings by setting specific privileges for
the user.
Once a group has been created, you can add members to the group. Any user added as
a member in a group is given the same privileges as defined for the group. A group’s
privileges can vary from one application to the next; you could assign full privileges to
a group in one application, but limited privileges in another.
Understanding Precedence of Privileges for Users and Groups

If the user is a member of a group that has either a global security profile or an
application security profile configured, the privilege settings for the group carry over
to the user profiles by default. When the data source is using the CM security provider,
the functions that are enabled for a user due to group profiles are indicated in the user
profiles by a dimmed checkmark next to the item. Regardless of the security provider,
the check boxes for these items are dimmed. You can choose to accept the group

privileges or to override the group settings. Group settings can be overridden by

enabling a privilege (clicking its check box and placing a checkmark there) or by
disabling a privilege (clearing the check box).
Figure 99. User Security Privileges
A privilege is enabled if the check box for an item contains a check mark. If the check
box is clear, the privilege is disabled. If the check box is dimmed, the user inherits the
privilege setting from any groups in which the user is a member:
• When the data source is using the CM security provider, the user’s Profile tab
indicates the inherited privilege setting for each privilege. If the check box is
dimmed and has a checkmark next to it, the privilege is enabled. If the check box
is dimmed with no checkmark, the privilege is disabled.
• When the data source is using the Windows security provider or a directory
service security provider, the user’s Profile tab does not indicate the inherited
privilege setting for each privilege. If the check box is dimmed and you want to
determine what privilege setting has been inherited, you must refer to the Profile
tab for the group.
To view the User and Group Privileges Legend:
• On the Profile page or tab for a user or group, click Legend. The User and Group
Privileges Legend appears.
Figure 100. User and Group Privileges Legend (CM Security)

Figure 101. User and Group Privileges Legend (Windows or Directory Service
Security Provider)
License Groups
If any license groups have been created in the License Server, you can specify their use
for individual users, for individual workstations, or for individual AX databases. The
following general guidelines apply:
• If you specify a license group for an individual user, then each time that user logs
on to an AX component on any workstation for any AX database, that license
group is used. For instructions on specifying a license group for a user, see
"Changing an Existing User’s License Group" on page 257.
• If you specify a license group for an individual workstation, then each time any
user logs on to an AX component on that workstation for any AX database, that
license group is used. For instructions on specifying a license group for a
workstation, see "Configuring License Server Settings for the Workstation" on
page 67.
• If you specify a license group for an individual AX database, then each time any
user logs on to an AX component on any workstation for that AX database, that
license group is used. For instructions on specifying a license group for an AX
database, refer to the XtenderSolutions Administrator’s Guide.
However, the license group for a user overrides the license group for the workstation
or for the AX database. For example, the license group GROUP1 is specified for the
AXUSER user, the license group GROUP2 is specified for the AXUSERWS workstation,
and the license group GROUP3 is specified for the Xtender database. If the AXUSER
user logs into the Xtender database in AX, on the AXUSERWS workstation, the
GROUP1 license group is applied.
Also, the license group for a workstation overrides the license group for the AX
database. For example, the license group GROUP2 is specified for the AXUSERWS
workstation and the license group GROUP3 is specified for the Xtender database. If
any user logs into the Xtender database in AX, on the AXUSERWS workstation, the
GROUP2 license group is applied.
Consider assigning license groups to users rather than to databases, to minimize the
number of licenses in use for each user. If license groups are assigned to AX databases,
each time a user logs in to a different data source, the user uses a separate license.

License groups can be created for AX licenses, Pro-Index full-text client licenses, Verity
full-text client licenses, SX licenses, WX licenses, WX PAL licenses, and ERMX client
licenses. For more information on configuring license groups, refer to the License Server
Document Level Security

Document level security (DLS) functions differently from global and application-level
security. When a document is stored in an AX application, index information is entered
for the document. The values entered into these fields when storing documents can
then be used to control access to the documents in the application. You can create a
secured value list and add values that will either allow or deny a group of users access
to the documents. If, for example, the field User Name is marked as a Document Level
Security field, you can set "John Doe" as a value that is inaccessible to the user group
"Scan." Any user who is a member of the group Scan will not be able to access any
documents that have the index value "John Doe" stored in the User Name field.
Document level security can be either accessible or inaccessible. Once you have
specified either accessible or inaccessible security, you can create a list of secured
values. If the accessible security type is chosen, AX will allow the users in the selected
group to access documents with index field values matching the secured value list (and
only those documents). If the inaccessible security type is chosen, AX will not allow the
users in the selected group to access documents with index field values matching the
secured value list (but will allow access to all other documents).
Note: If document level security and the Multiple indexes referencing a single
document option have both been enabled for an application, and if a user with delete
privileges can access a document through at least one of its index records, keep in mind
that the user can delete that document even if DLS does not allow the user to access the
document through any of its other index records.
DLS Keywords
DLS Keywords can be used to restrict access to documents based on user name and/or
workstation. To configure this for an actual application, fields should be set up to
correspond to the keyword being compared. For instance, if you wanted an application
to restrict access to documents based on user name, you would create an index field
(such as "Username") to contain user names, and assign it the %u keyword on the
Document Level Security page within Application Generator. Within the actual
document indexes, the field "Username" should be populated with an actual user
name. When the user runs a query on the application with DLS keywords set up for
user, only those documents that contain their user name in the "Username" index field
will be retrieved. The same process would be followed using the %w keyword in DLS
with a field designed to hold workstation names to restrict documents based on
individual workstations. For detailed information about configuring DLS in
ApplicationXtender using DLS keywords, see "Adding a DLS Keyword as a Secured
Value" on page 274.

DLS Wildcards
Wildcard characters can be used within DLS secured values to restrict or allow access
to a wider range of documents. The asterisk (*), when used in a secured value, replaces
several characters and the question mark (?) replaces a single character. For instance, a
secured value set as 1*1 could restrict all documents where the index field data begins
and ends with a 1 (101, 10021, 1541, etc.), and a secured value set as 1?1 would restrict
all documents where the index field data contains three digits and begins and ends
with a 1 (101, 111, 121, etc.). For detailed information about configuring DLS in
ApplicationXtender using DLS wildcards, see "Adding a DLS Wildcard as a Secured
Value" on page 275.
Security Providers
Security providers implement authentication, which requires all users to enter a valid
user name and password to access most modules. XSAdmin offers two pre-packaged
security providers (CM and Windows) to ensure that each user is who he or she claims
to be. You can also create a directory service security provider, if necessary.
XSAdmin allows you to choose the security provider for each data source. Then,
Application Generator allows you to create and import users and groups. The
following table lists the differences between the security providers:
Table 62. Security Providers
Security
CM • A pre-packaged security provider.

• You can import users and groups from an existing security system
such as Windows.
• The import is simply a snapshot of the current users and groups list.
The imported list is not updated when a change is made to the source.
• The imported list does not contain each user’s password. The
password must be re-entered in AppGen.
Windows • A pre-packaged security provider.

• You can import users and groups only from Windows.
Windows user maintenance utility, the next time that user logs into an
XtenderSolutions module, the changes are reflected in the
• You must use the Windows user maintenance utility to maintain
• Allows single logon, which means that users who are already logged
into Windows do not need to log in again when starting AX
components. AX uses the users’ current Windows user account for
authentication.

Table 62. Security Providers (Continued)
Security
Directory • If you are already using a directory service to maintain users and
service groups in your enterprise, you can configure the system to use the
directory service and create a new security provider in XSAdmin.
(Requires configuration of a web service.) For instructions, refer to the
• You can import users and groups from a directory service via an
LDAP interface, such as Microsoft Active Directory or Netscape
Directory Server.
directory service user maintenance utility, the next time that user logs
into an XtenderSolutions module, the changes are reflected in the
• You must use a directory service user maintenance utility to maintain
For instructions on selecting a security provider, refer to the XtenderSolutions

• "Allowing Multiple Users on One Workstation" on page 225
• "Best Practices for each Security Provider" on page 230
Allowing Multiple Users on One Workstation

If the data source is using the Windows security provider, and if you want to allow a
user to log in to AX with user account information other than what was used to log in
to the workstation, you must give the additional user account the "Act as part of
operating system" advanced user right, either on that workstation or on the License
Server workstation. For example, if a user logs into her workstation as RFROST and if
you want to log into AX on that workstation as BOBP, the BOBP account must have the
"Act as part of operating system" advanced user right.
The method for adding the "Act as part of operating system" user right to an account
depends on the operating system. For instructions, see the following sections:
• "Allowing Multiple Users on a Windows NT Workstation" on page 225
• "Allowing Multiple Users on a Windows 2000 Workstation" on page 228
Allowing Multiple Users on a Windows NT Workstation

Server workstation. This section describes how to add the "Act as part of operating
system" user right to a user account on Windows NT. The following procedure
provides an overview for this section.

To configure the account:

1. Log on to the computer on which AX has been installed. Make sure that you are
logged on as a member of the local Administrators group.
Note: This step is necessary because configuring the account requires the rights of
an Administrator.
2. From the Windows Start menu, select Programs and then Administrative Tools
(Common). From the Administrative Tools (Common) menu, select User Manager
or User Manager for Domains. The User Manager appears.
Figure 102. User Manager
3. If you are using a Windows NT Server as your operating system, make sure that
the local computer is the active domain. For instructions, see "Selecting the Local
Computer as the Active Domain" on page 226.
4. Make sure that the account that you want to configure has the "Act as part of the
operating system" advanced right. For instructions, see "Adding the Advanced
Right to the Account" on page 227.
5. In the User Manager, select Exit from the User menu.
6. If the account that you have configured is the same as the active account (the
account with which you have logged on), you must log off and log on again.
Note: This step is necessary because any changes made to an active account do not
take effect until the user has logged off and logged on again. (Windows security
sets all rights for the active user account when the user logs on.)
The account is configured. When a user logs on to a workstation using this account,
additional users will be able to log on to AX components on that workstation.
Selecting the Local Computer as the Active Domain

If you are using a Windows NT Server as your operating system, the User Manager
allows you to select different domains as the active domain. (The active domain is
named in the title bar and is the one for which all of the users and groups are listed.) If
the local computer is not the active domain, you need to select the local computer as
the active domain.

To select the local computer as the active domain:

1. From the User menu, select the Select Domain option. The Select Domain dialog
box appears.
Figure 103. Select Domain Dialog Box
2. In the Domain text box, type the name of the local computer. Click OK.
Adding the Advanced Right to the Account

Server workstation. The following procedure describes how to add these rights to the
account.
To add the right to the account:
1. From the Policies menu, select User Rights. The User Rights Policy dialog box
appears.
2. Enable the Show Advanced User Rights option by clicking the check box.
Figure 104. User Rights Policy Dialog Box
3. From the Right drop-down list, select Act as part of the operating system.
4. Click Add. The Add Users and Groups dialog box appears.

Figure 105. Add Users and Groups Dialog Box
5. From the List Names From drop-down list, select the name of the domain on which
the intended account was created.
6. Under Names, select the account that you want to configure. Click Add. Under
Add Names, an entry appears in the following format:
DOMAINNAME\Account
In this format, DOMAINNAME represents the name of the domain and Account
represents the name of the account.
7. Click OK. The Add Users and Groups dialog box closes. In the User Rights Policy
dialog box, the account name appears under Grant To.
Figure 106. User Rights Policy Dialog Box
8. Click OK.
Allowing Multiple Users on a Windows 2000 Workstation

Server workstation. The following procedure describes how to add the "Act as part of
operating system" user right to a user account on Windows 2000.

To add the right to the account:

1. Open the Local Security Settings utility. The method to do this depends on the
operating system:
• On Windows 2000 Professional, from the Start menu, select Settings and then
select Control Panel. From the Control Panel menu, select Local Security
Policy.
• On Windows 2000 Server or Windows 2000 Advanced Server, from the Start
menu, select Programs, then Administrative Tools. From the Administrative
Tools menu, choose Local Security Policy.
The Local Security Settings Console appears.
Figure 107. Local Security Settings Console
2. Expand the Local Policies node, and then select User Rights Assignment. All user
rights should appear in the right-side pane of the Local Security Settings Console.
3. Right-click Act as part of the operating system and choose Security. The Local
Security Policy Setting dialog box appears.
Figure 108. Local Security Policy Setting Dialog Box
4. Click Add. The Select Users or Groups dialog box appears.

Figure 109. Select Users or Groups Dialog Box
5. Select the domain from the Look in drop-down list, select the account from the top
pane, and click Add. It should appear in the bottom pane as
DOMAINNAME\Account Name. Click OK. Click OK again to return to the Local
Security Settings Console.
6. Close the Local Security Settings Console. The account is configured. When a user
logs on to a workstation using this account, additional users will be able to log on
to AX components on that workstation.
Best Practices for each Security Provider

AppGen allows you to import users and groups and to create users and groups
manually. However, the best practice for this task depends primarily on which security
provider is in use.
• If the data source is using the CM security provider and you need to create many
users or groups, the best practice is to import groups with the Import Users
option enabled.
• If the data source is using the CM security provider and you need to create only
one user or group, you can import it or create it manually. (In this case, neither
method is better than the other.)
• If the data source is using the Windows security provider or a directory service
security provider, the best practice is to import groups and assign privileges to
those groups. The users who are members of those groups may then immediately
begin to log in to the XtenderSolutions products, even though those users have
not been specifically imported. If you need to give an individual user different
privileges than what is inherited from a group, the best practice is to import that
user, rather than creating the user manually.
• If the data source is using the Windows security provider and you want to create
a user or group manually, you must provide the domain name along with a user
or group name that already exists in Windows in order to create a valid user or
group.
• If the data source is using a directory service security provider, and you want to
create a user or group manually, you must provide the "Name Attribute" name in
order to create a valid user or group. That is, the name you enter in AppGen must
match the value for the Name Attribute specified in the Create Directory Service

Provider dialog box in XSAdmin. For example, if the Name Attribute specified for
users in the Create Directory Service Provider dialog box is "e-mail address", then
the name you enter when creating a user must match the e-mail address attribute
for that user.
• "Creating a Group" on page 236
• "Importing Group Accounts" on page 242
• "Creating a User" on page 249
• "Importing User Accounts" on page 255
User and Group Icons

The user and group icons vary depending on whether a domain has been specified for
the user or group. The relevance of this distinction varies depending on the security
provider in use. The following table describes each of the icons that represent users and
groups in AppGen.
Table 63. User and Group Icons
Icon Description
This icon indicates that a domain has been specified for the group. In a data
source that uses the CM or Windows security provider, domains are
automatically specified for imported groups.
This icon indicates that a domain was not specified for the group. If the data
source is using the Windows security provider, this icon indicates a group
that is not valid for use in the data source. For details, see "Troubleshooting
Invalid Users and Groups" on page 231.
This icon indicates that a domain has been specified for the user. In a data
source that uses the CM or Windows security provider, domains are
automatically specified for imported users.
This icon indicates that a domain was not specified for the user. This icon is
also used for the SYSOP user. If the data source is using the Windows
security provider, this icon indicates a user that is not valid for use in the
data source. For details, see "Troubleshooting Invalid Users and Groups" on
page 231.
Troubleshooting Invalid Users and Groups

If the data source is using the Windows security provider, the following icons indicate
a user or a group that is not valid for use in the data source (with the exception of the
SYSOP user).
Figure 110. User and Group Icons Created in AppGen

Check each of the following items to determine the problem:

• When the user or group was created, the Show Domain button should have been
enabled. (See Figure 116 on page 243.)
• When the user or group was created, an appropriate domain name and a
backslash (\) should have preceded the user or group name in the User Name or
Group Name text box.
• Verify the spelling of the domain name and user or group name. The spelling of
the name in AppGen must exactly match the spelling of the name in Windows
security.
If any of these problems occur, you must delete the user or group from AppGen and
recreate it. To avoid these problems, consider using the Windows user maintenance
utility to create groups, and then importing them into AppGen. For instructions on
importing groups into AppGen, see "Importing Group Accounts" on page 242.
Security Mapping
When the Migration Wizard is used to migrate documents and security information,
the administrator has the option to map users and groups in the source database to
users and groups in the destination database. Similarly, when the ReportXtender (RX)
Extraction Wizard is used to extract AX documents and security information before the
creation of an RX CD-ROM, the administrator has the option to map users and groups
in the source database to users and groups in the database on the CD-ROM (or in the
database where the CD-ROM will be reintegrated).
When a Migration Wizard migration is performed, if the Use alternative security
option is enabled in the Migration Wizard, only the users and groups with alternative
security information configured are migrated. For more information on enabling this
option, see "Use Alternative Security" on page 192.
When an RX Extraction Wizard extraction is performed, if the Use alternative security
information option is enabled in the Extraction Wizard, only the users and groups with
alternative security information configured are extracted. Therefore, only those users
and groups exist on the resulting RX CD-ROM. When you reintegrate the resulting
CD-ROM, all of the users and groups that are on the CD-ROM are reintegrated. For
more information on enabling this option, refer to the ReportXtender Administrator’s
Guide.

Note: The availability of the security mapping feature depends on the security
provider in use by the destination data source and the source data source. The
following table indicates whether users or groups can be mapped from one security
provider to another.
Table 64. Security Mapping between Security Providers
Mapping To
Directory
CM Windows Service
Mapping From
CM Allowed Not Allowed Not Allowed
Windows Allowed Not Allowed Not Allowed
Allowed Not Allowed Not Allowed

Directory Service
The following sections provide instructions on configuring security mapping:

• "Configuring the Security Mapping Page for a New Group" on page 240
• "Changing an Existing Group’s Security Mapping Configuration" on page 247
• "Configuring the Security Mapping Page for a New User" on page 253
• "Changing an Existing User’s Security Mapping Configuration" on page 260
ApplicationXtender Security Limitations

When creating or importing users or groups, keep in mind the following AX security
limitations:
Table 65. ApplicationXtender Security Limitations
Number of Maximum
Groups per database 250,000
Users per database 250,000
Managing Group Security

An AX system administrator can create or import a group of users to grant the same
security settings to all of the members of the group. Groups can be used to assign global
and application-level security settings (by configuring group security profiles) or to
protect documents from access at the document level.
Group security, like user security, uses profiles to assign privileges in AX, but
privileges assigned to a group apply to all members of the group, rather than a single
user. The privileges to perform functions in AX, such as adding documents, printing,
and creating and modifying applications, are assigned in security profiles. By creating
group security profiles, you can easily assign the same privileges to all of the members
of a group.

Group security profiles, like user security profiles, can be used to grant privileges to all
applications in the data source, or to assign privileges to a specific application. A global
security profile allows the members of the group to access the AX functions enabled in
the profile in all AX applications. An application security profile allows the members
of the group to access the functions enabled in the application to which the profile
applies.
Groups are also used when assigning Document Level Security (DLS) settings. You
associate a group with an index field and assign values for that field that either grant
or deny access to documents. For more information on DLS, see "Managing Document
Level Security" on page 269.
Configuring Group Security Profiles

The group security feature allows administrators to easily configure security settings
for large groups of users by creating a single group profile. If several users will be
performing the same functions, you can create a group, configure a security profile that
enables access to each needed function, and then add each of the users as a member of
the group.
As with user profiles, when new group profiles are created, you assign privileges that
allow the group members to access AX functions. Users are given privileges to
functions in all applications (in a global profile) or a single application (in an
application profile). You can set up a global profile for a group, allowing the members
of the group to access a minimal set of default functions in any AX application, and
then override those settings by creating application-specific profiles for the group,
which add additional privileges or remove privileges.
Global profiles are created to give group members common functional privileges for
all ApplicationXtender applications. The privileges defined globally are automatically
granted to group members for all applications in the data source. By creating different
application profiles, you can give group members different privileges for each AX
application.
Privileges granted in group security profiles can be overridden in user security profiles
created for individual users. If the data source is using the CM security provider, a user
security profile, when viewed, displays a checkmark next to each function that is
enabled because of a user’s membership in a group.
Users can be members of more than one group simultaneously. When a user belongs
to more than one group, the user is granted all privileges enabled in each of the group
profiles. In other words, if the privilege to perform a function is enabled in a profile for
one group and disabled in a profile for another group, a user who belongs to both
groups will be able to perform that function.
You should exercise caution when removing users from a group because any security
conveyed by the group’s security profiles or Document Level Security settings will no
longer apply to the user. Whenever a user is removed, you should check to make sure
that any necessary privileges assigned on the group level are not lost to the user. For
example, a user may be granted privileges to an application by a group security profile.
If the user is removed from the group, you must either add the user to another group
with privileges to the application or create a user security profile granting access.

Similarly, adding a user to a group causes any security settings in place for the group
to apply to the user. Because Document Level Security settings are assigned by
association with groups, by adding a user to a group you may accidentally deny a user
access to documents that the user should be able to access. When a user is added to a
group, you should make sure that no settings in the user’s user security profile will
cause the user to have different privileges than you intend the user to have.
If a global profile does not exist for a group, AX displays a blank global profile.
Similarly, if an application name is selected for which the group does not already have
a security profile, a blank profile for the application appears. Privileges must be
configured in the blank profile and the profile saved in order for the group members
to have access to all AX applications (in the case of the global profile) or to the specific
application (in the case of an application profile).
Guidelines for Group Profiles

ApplicationXtender users can usually be classified as particular user types according
to the functions that they perform in AX. One set of users may be responsible for
scanning documents and adding them to AX, for example, while another group
primarily uses AX to retrieve and process documents. You can set up group accounts
for each type of user relevant to your AX system, and then add users as members in the
appropriate groups.
The following table gives guidelines for assigning privileges to profiles for typical AX
user types. These sample profiles are merely suggestions illustrating typical settings;
you can add or remove privileges to customize profiles. You can create more than one
group of a particular type; for example, two scan groups with different privileges could
be created.
Table 66. Group Examples
Group Name User Duties Privileges
Scan Users • Scanning and indexing documents • Add Page

or pages online • Batch Scan
• Batch scanning • Batch Index
• Batch indexing • Scan/Index Online
Optionally:
• Display
• Modify Index
• Delete Doc
• Delete Page
• Enhance Pages
• Edit Annotations
• Edit Redactions
• OCR
• Full Text Index
• Full Text Query

Table 66. Group Examples (Continued)
Group Name User Duties Privileges
Retrieve Users • Retrieving, displaying, printing, • Display

and faxing documents • Print
Optionally:
• Edit Annotations
• Edit Redactions
• Full Text Query
Administrative Users • All user and administrative • Full Privileges

functions
Creating a Group
The New Group wizard allows you to create a new group. The following procedure
provides an overview of this section.
Note: If you intend to use the same user and group structure in your AX system as in
Windows, consider using the Windows user maintenance utility to create groups, and
then importing them into AppGen. For instructions on importing groups into AppGen,
see "Importing Group Accounts" on page 242.
Note: If the data source is using the Windows security provider, a group that you create
in AppGen is valid only when a group of the same name exists in Windows. If the data
source is using a directory service security provider, it is highly recommended that you
import groups rather than creating them in AppGen. For more security provider
considerations, see "Best Practices for each Security Provider" on page 230.
After a group has been created, you can change any group setting except the group
name. For more information, see "Changing Group Settings" on page 243.
To create a new group:
1. Right-click the Groups node in AppGen's tree. A shortcut menu appears. From the
shortcut menu, select New. The New Group wizard begins, starting with the
Group page.
2. On the Group page, enter a unique name for the group. (If the data source is using
the Windows security provider, you must precede the group name with its domain
name and a backslash. If the data source is using a directory service security
provider, you must provide the "Name Attribute" name.) You can also specify a
description for the group. For more information, see "Configuring the Group Page
for a New Group" on page 237.
3. Click Next. If the data source is using the CM security provider, the Users page
appears.
4. On the Users page, you have the following choices:
• Specify the group’s membership now. (You can add users to the Members list
for the group by dragging them from the Non-Members list.) For more
information, see "Configuring the Users Page for a New Group" on page 238.
• Specify the group’s membership later.

5. Click Next. The Profile page appears. By default, when a group is being added, it
has no security profiles configured.
6. On the Profile page, you have the following choices:
• Assign security profiles to the group for all applications or for particular
applications now. For more information, see "Configuring the Profile Page for
a New Group" on page 239.
• Assign security profiles to the group for all applications or for particular
applications later.
7. Click Next. The Security Mapping page appears.
8. On the Security Mapping page, you have the following choices:
• Configure alternative security for the group now. For more information, see
"Configuring the Security Mapping Page for a New Group" on page 240.
• Configure alternative security for the group later.
9. Click Finish. The new group now appears in AppGen’s Groups list. For a
description of each of the icons that represent groups in AppGen, see "User and
Group Icons" on page 231.
Configuring the Group Page for a New Group

The Group page of the New Group wizard allows you to assign the group a name. You
can also specify a description for the group.
Figure 111. New Group Wizard: Group Page

To configure the Group page for a new group:

1. In the Group Name text box, type a unique group name for the new group. The
name may be up to 64 characters. (If the data source is using the Windows security
provider, you must precede the group name with its domain name and a
backslash. The domain name may be up to 64 characters. If the data source is using
a directory service security provider, you must provide the "Name Attribute"
name.)
2. In the Description text box, type a description of the new group. The description
may be up to 132 characters.
3. Click Next. The page that appears next depends on the security provider that the
data source is using:
• If the data source is using the CM security provider, the Users page appears.
For more information, see "Configuring the Users Page for a New Group" on
page 238.
• If the data source is using the Windows security provider or a directory
service security provider, the Profile page appears. For more information, see
"Configuring the Profile Page for a New Group" on page 239.
Configuring the Users Page for a New Group

The Users page of the New Group wizard allows you to specify the group’s
membership. Thus, you specify which users belong to the new group. The Users page
displays two lists. The top list contains the users who are group members. The bottom
list contains the users who do not belong to the group.
Note: If the data source is using the Windows security provider, you must use the
Windows user maintenance utility to add or remove users from the group. Similarly, if
the data source is using a directory service security provider, you must use a directory
service user maintenance utility to add or remove users from the group.
To configure the Users page for a new group:
1. If necessary, add a user to the Members list by double-clicking the user name in the
Non-Members list or by dragging the user name from the Non-Members list to the
Members list. The user name moves to the Members list.
2. Repeat step 1 for each user that you want to add to the Members list.

Figure 112. New Group Wizard: Users Page
3. If necessary, remove a user from the Members list by double-clicking the user name
in the Members list or by dragging the user name from the Members list to the
Non-Members list. The user name moves to the Non-Members list.
4. Repeat step 3 for each user that you want to remove from the Members list.
5. Click Next. The Profile page appears. For more information, see "Configuring the
Profile Page for a New Group" on page 239.
Configuring the Profile Page for a New Group

The Profile page of the New Group wizard allows you to assign security profiles to a
group for all applications or for particular applications. For a complete explanation of
user privileges, see "User and Group Privileges" on page 262.
Figure 113. New Group Wizard: Profile Page

To configure the Profile page for a new group:

1. In the Application drop-down list, you have the following choices:
• To assign the same privileges to all AX applications, select <Global Profile>.
• To define privileges for one application only, select the application name from
the list.
2. Under Privileges, select the items appropriate to the responsibilities of the users in
the group. Enable an option by clicking a checkmark in its check box, disable an
option by clearing its check box, or when applicable accept the default settings.
When configuring group profiles, you can also use the buttons described in the
following table:
Table 67. Group Profile Buttons
Button Description
No Privileges Disables all privileges for the selected security profile.
Delete Profile Deletes the selected security profile.
Add Profile Adds the selected security profile.
Full Privileges Enables privileges for all system functions.
3. If you want to configure more profiles for the group, repeat step 1 and step 2 for
each profile.
4. Click Next. The Security Mapping page appears. For more information, see
"Configuring the Security Mapping Page for a New Group" on page 240.
Configuring the Security Mapping Page for a New Group

The Security Mapping page of the New Group wizard allows you to implement
security mapping for a group. This feature is useful if you intend to use the Migration
Wizard to migrate documents and security information from one data source to
another, or if you intend to use the ReportXtender (RX) Extraction Wizard to extract
documents and security information to a CD-ROM. Security mapping allows you to
map a group in the source database to a group in the destination database.

Figure 114. New Group Wizard: Security Mapping Page
By default, the Alternative security option is disabled, and the Overwrite options and
Group Name and Description text boxes are dimmed.
To configure security mapping for a new group:
1. If you would like to map this group, enable the Alternative security option. The
Overwrite options become available.
• If you want to map this group to a group with the same name, then enable the
Same group name option. If you enable this option, the Group name and
Description text boxes remain dimmed.
• If you want to map this group to a group with a different name, then enable
the Different group name option. The Group name and Description text boxes
become available for you to change the information in them.
3. If you have enabled the Different group name option, type a new name for the
group in the Group Name text box. The group name can be up to 64 characters
long. (If the destination database is using the Windows security provider, you must
precede the group name with its domain name and a backslash. The domain name
may be up to 64 characters. If the destination database is using a directory service
security provider, you must provide the "Name Attribute" name.)
4. If you have enabled the Different group name option, you can type a new
description for the group in the Description text box. The description can be up to
132 characters long.
5. Click Finish. The new group now appears in AppGen’s Groups list.
You have now completed the creation of a new group. If you need to make changes to
this group’s security information, you can do so at any time. For more information, see
"Changing Group Settings" on page 243.

Importing Group Accounts

Adding a large number of group accounts can be a time-consuming process. You may
already have a list of group names and descriptions on your network. If this
information is available, it can be imported into AppGen.
AppGen offers an import option that makes it easier for system administrators to
configure security information for new groups. Group name lists can be imported from
the workstation’s Security Authority, such as Novell NDS or Microsoft Domain
Security Authority. This feature can be used to reduce data entry when adding several
new groups at once.
Note: Active Directory Services (ADS) must be installed on the workstation from
which users will be imported.
When the Import Groups feature is used, the information that AX imports depends on
the security provider the data source is using:
• If the data source is using the CM security provider, AX imports the group name
and description.
security provider, AX imports the group name and description. In addition, the
user who are members of the imported group may immediately log into AX
components.
Security profiles must still be configured for the imported groups to complete the
group account setup process.
To import group accounts:
1. Right-click the Groups node in AppGen's tree. From the shortcut menu, select
Import. The Import Groups dialog box appears, allowing the selection of group
names.
Figure 115. Import Groups Dialog Box
2. For each group that you want to import, select the group name and click Add. The
selected groups appear in the Groups to be Imported list. (To remove group names
from the Groups to be Imported list, select the group and click Remove.)


• If the data source is using the CM security provider and you want to import
all users that are members of the selected groups, enable the Import Users
check box.
service security provider, and you want to be able to modify the profiles for
the users that are members of the selected groups before the users attempt to
log into an AX module, enable the Import Users check box.
4. When you have completed your Groups to be Imported list, click OK. The selected
groups now appear in AppGen’s Groups list as imported groups. For a description
of each of the icons that represent groups in AppGen, see "User and Group Icons"
on page 231.
Note: If the data source is using the Windows security provider or a directory
service security provider, and if you disabled the Import Users check box, the users
who are members of the imported groups do not immediately appear in AppGen’s
Users list. However, as soon as these users start using AX modules, their user
names do appear in AppGen’s Users list and they inherit the privileges of the
groups to which they belong.
To display the domain names with each imported group and user in AppGen, click the
Show Domain button on the toolbar.
Figure 116. Show Domain Button
For each of the groups that you have imported, you can change the group’s
description, membership, and profile. For more information, see "Changing Group
Changing Group Settings

After a group has been created, you can change any group setting except the group
name. For more information, see the following sections:
• "Changing an Existing Group's Description" on page 243
• "Changing an Existing Group's Membership" on page 244
• "Changing an Existing Group's Profile" on page 245
• "Changing an Existing Group’s Security Mapping Configuration" on page 247
Changing an Existing Group's Description

You can change the description specified for a group at any time.
To change a group description:
1. In AppGen's tree, expand the Groups node. A list of existing groups appears.
2. Click the name of the group in the AppGen’s Groups list. The Group tab for the
selected group appears.

Figure 117. Group Tab for an Existing Group
3. In the Description text box, type a new description of the group. The description
may be up to 132 characters.
4. Click Apply.
Changing an Existing Group's Membership

If the data source is using the CM security provider, you can use AppGen to add or
remove users from the group.
Windows user maintenance utility to add or remove users from the group. Similarly, if
the data source is using a directory service security provider, you must use a directory
service user maintenance utility to add or remove users from the group.
To change a group’s membership:
2. Expand the node for the name of the group in AppGen’s Groups list. A list
appears. In this list, click the Users node. The Users tab appears.

Figure 118. Users Tab for an Existing Group
3. If necessary, add a user to the Members list by double-clicking the user name in the
Non-Members list or by dragging the user name from the Non-Members list to the
Members list. The user name moves to the Members list.
4. Repeat step 3 for each user that you want to add to the Members list.
5. If necessary, remove a user from the Members list by double-clicking the user name
in the Members list or by dragging the user name from the Members list to the
Non-Members list. The user name moves to the Non-Members list.
6. Repeat step 5 for each user that you want to remove from the Members list.
7. Click Apply.
Changing an Existing Group's Profile

You can change the security profile or profiles for an existing group.
To change a particular group’s profile(s):
appears. In this list, click the Profile node. The Profile tab appears.

Figure 119. Profile Tab for an Existing Group
Note: For a complete explanation of user privileges, see "User and Group
Privileges" on page 262.
• To assign the same privileges for all AX applications, select <Global Profile>.
the list.
4. Under Privileges, select the items appropriate to the responsibilities of the users in
the group. Enable an option by clicking a checkmark in its check box, disable an
option by clearing its check box, or when applicable accept the default settings.
When configuring group profiles, you can also use the buttons described in the
following table:
Table 68. Group Profile Buttons
Button Description
5. Click Apply.
6. If you want to configure more profiles for the user, repeat step 3 to step 5 for each
profile.

Changing an Existing Group’s Security Mapping Configuration

You can change the security mapping configuration for a group at any time. This
feature is useful if you intend to use the Migration Wizard to migrate documents and
security information from one data source to another, or if you intend to use the
ReportXtender (RX) Extraction Wizard to extract documents and security information
to a CD-ROM. Security mapping allows you to map a group in the source database to
a group in the destination database.
To change an existing group’s security mapping configuration:
appears. In this list, click the Security Mapping node. The Security Mapping tab
appears.
Figure 120. Security Mapping Tab for an Existing Group
3. If you would like to map this group, enable the Alternative security option. The
• If you want to map this group to a group with the same name, then enable the
Same group name overwrite option. If you enable this option, the Group
name and Description text boxes remain dimmed.
• If you want to map this group to a group with a different name, then enable
the Different group name overwrite option. The Group name and Description
text boxes become available for you to change the information in them.
5. If you have enabled the Different group name option, type a new name for the
group in the Group Name text box. The group name can be up to 64 characters
long. (If the destination database is using the Windows security provider, you must
precede the group name with its domain name and a backslash. The domain name
may be up to 64 characters. If the destination database is using a directory service
security provider, you must provide the "Name Attribute" name.)

6. If you have enabled the Different group name option, you can type a new
description for the group in the Description text box. The description can be up to
132 characters long.
7. Click Apply.
Deleting a Group
Groups can be deleted from the AX system. When a group is deleted, all of the group’s
security settings are deleted as well.
• If the data source is using the CM security provider, users who were members of
the group are not deleted, but no longer have any of the privileges that were
granted in the group’s security profiles.
security provider, users who were members of the group and who are listed in
AppGen’s Users list are not deleted, but no longer have any of the privileges that
were granted in the group’s security profiles. If you have deleted a group in
Windows, consider also deleting it from AppGen as well, to avoid confusion.
To delete a group:
2. Click the name of the group in AppGen’s Groups list. The Group tab for the
selected group appears.
3. Right-click the group name in AppGen’s Groups list. A shortcut menu appears.
From the shortcut menu, select Delete. A warning message appears.
4. Click Yes to delete the group, or No to cancel the deletion process.
Managing User Security

Security in AX can be managed by user or by group. This section discusses the features
available for managing security for each individual user. For more information on
group and document level security, see "Managing Group Security" on page 233 and
"Managing Document Level Security" on page 269.
User security is managed by creating user profiles containing privilege settings that
enable user access to AX functions. Global profiles, which grant the same set of
privileges for all AX applications, and application profiles, which grant a set of
privileges only for the selected application, can be created for the individual user.
Users can also gain (or be denied) access to AX functions by becoming members of
groups that have group security profiles configured. Group security profiles, like user
security profiles, can be global or application-specific. The process for configuring a
group profile is essentially identical to that for a user profile; the settings for a group
profile, however, apply to every user who is a member of the group. If a function is
enabled in a group profile for a particular application, and a user profile is created for
the same application, you can choose to disable that function in the user profile.


• "Creating a User" on page 249 describes how to create a new user, set a new user's
group membership, and assign security profiles to a new user for particular
applications.
• "Importing User Accounts" on page 255 describes how to import user accounts
into AX.
• "Changing User Settings" on page 256 describes how to modify an existing user's
settings (such as the user’s password), set or change an existing user’s group
membership, and assign security profiles to an existing user for particular
applications.
• "Deleting a User" on page 262 describes how to delete a user.
Creating a User
The New User wizard allows you to create a new user. The following procedure
provides an overview of this section.
Note: If you intend to use the same user and group structure in your AX system as in
Windows, consider using the Windows user maintenance utility to create users, and
then importing them into AppGen. For instructions on importing Windows users into
AppGen, see "Importing User Accounts" on page 255.
Note: If the data source is using the Windows security provider, a user that you create
in AppGen is valid only when a user of the same name exists in Windows. If the data
source is using a directory service security provider, it is highly recommended that you
import users rather than creating them in AppGen. For more security provider
considerations, see "Best Practices for each Security Provider" on page 230.
After a user has been created, you can change any user setting except the user name.
For more information, see "Changing User Settings" on page 256.
To create a new user:
1. Right-click the Users node in AppGen’s tree. From the shortcut menu, select New.
The New User wizard begins, starting with the User page.
2. On the User page, enter a unique user name. If the data source is using the
Windows security provider, you must precede the user name with its domain
name and a backslash. If the database is using a directory service security provider,
you must provide the "Name Attribute" name. If the data source is using the CM
security provider, you must also enter a personal password for the user and verify
the password by typing it again. You can also specify the user's full name and a
license group for the user. For more information, see "Configuring the User Page
for a New User" on page 250.
3. Click Next. If the data source is using the CM security provider, the Groups page
appears.
4. On the Groups page, you have the following choices:
• Specify the user’s group membership now. (Drag groups from the Not
Member Of box to the Member Of box to assign group membership.) For
more information, see "Configuring the Groups Page for a New User" on
page 251
• Specify the user’s group membership later.

5. Click Next. The Profile page appears.

6. On the Profile page, you have the following choices:
• Assign security profiles to the user for particular applications now. For more
information, see "Configuring the Profile Page for a New User" on page 252.
• Assign security profiles to the user for particular applications later.
7. Click Next. The Security Mapping page appears.
8. On the Security Mapping page, you have the following choices:
• Configure alternative security for the user now. For more information, see
"Configuring the Security Mapping Page for a New User" on page 253.
• Configure alternative security for the user later.
9. Click Finish. The new user now appears in AppGen’s Users list. For a description
of each of the icons that represent users in AppGen, see "User and Group Icons" on
page 231.
Configuring the User Page for a New User

The User page of the New User wizard allows you to assign the user a unique user
name and personal password. You can also specify the user's full name and specify a
license group for the user.
Figure 121. New User Wizard: User Page
To configure the User page for a new user:

1. In the User Name text box, type a unique user name for the new user. The user
name may be up to 64 characters. (If the data source is using the Windows security
provider, you must precede the user name with its domain name and a backslash.
If the data source is using the CM security provider, the forward slash (/) and the
backward slash (\) are invalid characters. The domain name may be up to 64
characters. If the data source is using a directory service security provider, you
must provide the "Name Attribute" name.)
2. In the Full Name text box, type the full name of the new user. The full name may
be up to 132 characters.

3. If the data source is using the CM security provider, in the Password text box, type
a password for the new user. The password may be up to 64 characters. In the
Verification text box, type the same password in exactly the same format.
4. If your system uses license groups, type the name of the license group from which
the user’s license should be pulled in the License Group text box. The license group
name may be up to 32 characters.
Note: For more information on configuring license groups, refer to the License
Server Administrator’s Guide.
5. Click Next. The page that appears next depends on the security provider that the
data source is using:
• If the data source is using the CM security provider, the Groups page appears.
For more information, see "Configuring the Groups Page for a New User" on
page 251.
service security provider, the Profile page appears. For more information, see
"Configuring the Profile Page for a New User" on page 252.
Configuring the Groups Page for a New User

The Groups page of the New User wizard allows you to specify the user’s group
membership. The Groups page displays two lists. The top list contains the groups of
which the user is a member. The bottom list contains the groups to which the user does
not belong.
Windows user maintenance utility to change the group membership settings for a
particular user. Similarly, if the data source is using a directory service security
provider, you must use a directory service user maintenance utility to change the
group membership settings for a particular user.
Figure 122. New User Wizard: Groups Page

To configure the Groups page for a new user:

1. If necessary, add a group to the Member Of list. Double-click the group name in the
Not Member Of list. The group name moves to the Member Of list.
2. Repeat step 1 for each group that you want to add to the Member Of list.
3. If necessary, remove a group from the Member Of list. Double-click the group
name in the Member Of list. The group name moves to the Not Member Of list.
4. Repeat step 3 for each group that you want to remove from the Member Of list.
5. Click Next. The Profile page appears. For more information, see "Configuring the
Profile Page for a New User" on page 252.
Configuring the Profile Page for a New User

The Profile page of the New User wizard allows you to assign security profiles to the
user for particular applications.
Figure 123. New User Wizard: Profile Page
Note: For a complete explanation of user privileges, see "User and Group Privileges"
on page 262.
To configure the Profile page for a new user:
the list.
2. Under Privileges, select the items appropriate to the user’s responsibilities. Enable
an option by clicking a checkmark in its check box, disable an option by clearing
its check box, or when applicable accept the default settings.

When configuring user profiles, you can also use the buttons described in the
following table:
Table 69. User Profile Buttons
Button Description
Delete Privileges Deletes the selected security profile.
3. If you want to configure more profiles for the user, repeat step 1 and step 2 for each
profile.
4. Click Next. The Security Mapping page appears. For more information, see
"Configuring the Security Mapping Page for a New User" on page 253.
Configuring the Security Mapping Page for a New User

The Security Mapping page of the New User wizard allows you to implement security
mapping for a user. This feature is useful if you intend to use the Migration Wizard to
migrate documents and security information from one data source to another, or if you
intend to use the ReportXtender (RX) Extraction Wizard to extract documents and
security information to a CD-ROM. Security mapping allows you to map a user in the
source database to a user in the destination database.
Figure 124. New User Wizard: Security Mapping Page
By default, the Alternative security option is disabled, and the Overwrite options and
User Name, Full Name, Password, and Verification text boxes are dimmed.

To configure security mapping for a new user:

1. If you would like to enable this option, click the check box in front of it. The
• If you want to map this user with same name and password, then enable the
Same user name and password option. The User Name, Full Name,
Password, and Verification text boxes remain dimmed.
Note: If the source database uses the Windows security provider or a directory
service security provider, the Same user name and password option will be
dimmed because a password cannot be duplicated from an existing user account
to another user account.
• If you want to map this user with the same name, but a different password,
then enable the Same user name, but different password option. The
Password and Verification text boxes become available. The User Name and
Full Name text boxes remain dimmed.
• If you want to map this user with a different name and password, then enable
the Different user name and password option. The User Name, Full Name,
Password, and Verification text boxes all become available.
3. If you have enabled the Different user name and different password option, type a
new name for the user in the User Name text box. The user name can be up to 64
characters long. (If the destination database is using the Windows security
The domain name may be up to 64 characters. If the destination database is using
name.
4. If you have enabled the Different user name and different password option, you
can type a new name for the user in the Full Name text box. The full name can be
up to 132 characters long.
5. If you have enabled the Same user name, but different password option, or the
Different user name and different password option, type a new password in the
Password text box. The password can be up to 64 characters long.
Different user name and different password option, retype the new password in
the Verification text box. The password can be up to 64 characters long.
7. Click Finish. The new user now appears in AppGen’s Users list.
You have now completed the creation of a new user. If you need to make changes to
this user’s security information, you can do so at any time. For more information, see
"Changing User Settings" on page 256.

Importing User Accounts

Adding a large number of user accounts can be a time-consuming process. You may
already have a list of user names from your network. If this information is available, it
can be imported into AppGen.
AppGen offers an import option that makes it easier for system administrators to
configure security information for new users. User name lists can be imported from the
workstation’s Security Authority, such as Novell NDS or Microsoft Domain Security
Authority. This feature can be used to reduce data entry when adding several new
users at once.
Note: Active Directory Services (ADS) must be installed on the workstation from
which users will be imported.
When the Import Users feature is used, the information that AX imports depends on
the security provider the data source is using:
• If the data source is using the CM security provider, AX imports the user name.
All user names are imported with blank passwords. The CM security provider
cannot decrypt Windows passwords and therefore cannot import passwords.
security provider, AX imports the user account. With these security providers,
passwords are not managed in AppGen.
Note: When AppGen’s user list increases to more than 500 users, AppGen
automatically divides the list. If you expand AppGen’s Users node, a node for each set
of 500 users appears. Each of these nodes is named after the first user and last user in
the set. If you expand the node for a set, the list of users in that set appears. The only
purpose of these sets is to improve AppGen performance with a large number of users.
Security profiles must still be configured for the imported users to complete the user
account setup process.
To import user accounts:
1. Right-click the Users node in AppGen's tree. From the shortcut menu, select
Import. The Import Users dialog box appears, allowing the selection of user
names.
Figure 125. Import Users Dialog Box

2. For each user that you want to import, select the user name and click Add. The
selected users appear in the Users to be Imported list. (To remove user names from
the Users to be Imported list, select the user and click Remove.)
3. To import groups associated with the selected users, enable the Import Groups
check box.
4. When you have completed your Users to be Imported list, click OK. The selected
users now appear in AppGen’s Users list as imported users. For a description of
each of the icons that represent users in AppGen, see "User and Group Icons" on
page 231.
To display the domain names with each imported group and user in AppGen, click the
Show Domain button on the toolbar. (See Figure 116 on page 243.)
For each of the users that you have imported, you can change certain user settings. For
more information, see "Changing User Settings" on page 256.
Changing User Settings

After a user has been created using the CM security provider, you can change the
user’s password, full name, license group, group membership, or security profile. You
also must configure passwords for the user accounts that you have imported.
If the data source is using the Windows security provider or a directory service security
provider, however, you can change only the user’s full name, license group, and
security profile.
• "Changing an Existing User's Password" on page 256
• "Changing an Existing User’s Full Name" on page 257
• "Changing an Existing User’s License Group" on page 257
• "Changing an Existing User's Group Membership" on page 258
• "Changing an Existing User's Profile" on page 259
• "Changing an Existing User’s Security Mapping Configuration" on page 260
You can also copy user permissions to and from existing profiles. For instructions, see
"Copying User Privileges" on page 267.
Changing an Existing User's Password

If the data source is using the CM security provider, you can use AppGen to change the
password of an existing user without knowing the user’s original password. Once a
password has been changed, the old password is no longer valid; the user can then log
in only with the new password.
Windows user maintenance utility to change the password of any existing user except
SYSOP. Similarly, if the data source is using a directory service security provider, you
must use a directory service user maintenance utility to change the password of any
existing user except SYSOP. You can use AppGen to change the password for SYSOP,
regardless of the security provider in use.

To change a user’s password

1. In AppGen's tree, expand the Users node. A list of existing users appears.
2. Click on the name of the user in AppGen’s Users list. The User tab for the selected
user appears.
Figure 126. User Tab for an Existing User
3. In the Password text box, type a new password for the user. The password may be
up to 64 characters.
4. In the Verification text box, type the same password in exactly the same format.
5. Click Apply.
Note: Passwords are case-insensitive when the data source is using the CM security
provider.
Changing an Existing User’s Full Name

You can change the full name specified for a user at any time.
To change the full name specified for a user:
2. Click the name of the user in AppGen’s Users list. The User tab for the selected user
appears. (See Figure 118 on page 245.)
3. In the Full Name text box, type a new full name. The full name may be up to 132
characters.
4. Click Apply.
Changing an Existing User’s License Group

If your system uses license groups, you can change the name of the license group from
which the user’s license should be pulled.
Note: For more information on configuring license groups, refer to the License Server

To change the license group specified for a user:

appears. (See Figure 118 on page 245.)
3. In the License Group text box, type a name for the license group that you want the
user to use. The license group name may be up to 32 characters.
4. Click Apply.
Changing an Existing User's Group Membership

If the data source is using the CM security provider, you can use AppGen to change the
list of groups in which a particular user has membership. For details on changing the
list of users that are members of a particular group, see "Changing an Existing Group's
Membership" on page 244.
Windows user maintenance utility to change the group membership settings for a
particular user. Similarly, if the data source is using a directory service security
provider, you must use a directory service user maintenance utility to change the
group membership settings for a particular user.
To change a user’s group membership:
2. Expand the node for the name of the user in AppGen’s Users list. A list appears. In
this list, click the Groups node. The Groups tab for the selected user appears.
Figure 127. Groups Tab for an Existing User
3. If necessary, add a group to the Member Of list. Double-click the group name in the
Not Member Of list. The group name moves to the Member Of list.
4. Repeat step 3 for each group that you want to add to the Member Of list.
5. If necessary, remove a group from the Member Of list. Double-click the group
name in the Member Of list. The group name moves to the Not Member Of list.

6. Repeat step 5 for each group that you want to remove from the Member Of list.
7. Click Apply.
Changing an Existing User's Profile

You can change the security profile or profiles for an existing user.
To change a user's profile:
this list, click the Profile node. The Profile tab for the selected user appears.
Figure 128. Profile Tab for an Existing User
Note: For a complete explanation of user privileges, see "User and Group
Privileges" on page 262.
3. In the Application drop-down list, you have two choices:
the list.
4. Under Privileges, select the items appropriate to the user’s responsibilities. Enable
an option by clicking a checkmark in its check box, disable an option by clearing
its check box, or when applicable accept the default settings.

When configuring user profiles, you can also use the buttons described in the
following table:
Table 70. User Profile Buttons
Button Description
5. Click Apply.
6. If you want to configure more profiles for the user, repeat step 3 to step 5 for each
profile.
Changing an Existing User’s Security Mapping Configuration

You can configure security mapping for a user at any time. This feature is useful if you
intend to use the Migration Wizard to migrate documents and security information
from one data source to another, or if you intend to use the ReportXtender (RX)
Extraction Wizard to extract documents and security information to a CD-ROM.
Security mapping allows you to map a user in the source database to a user in the
destination database.
Note: There is no alternative security information for the "SYSOP" user. However, the
SYSOP user will be migrated or extracted with the same password as in the source
database.
To change an existing user’s security mapping configuration:
this list, click the Security Mapping node. The Security Mapping tab for the
selected user appears.
3. If you would like to map this user, enable the Alternative security option. The

Figure 129. Security Mapping Tab for an Existing User

• If you want to map this user with same name and password, then enable the
Same user name and password option. The User Name, Full Name,
Password, and Verification text boxes remain dimmed.
Note: If the source database uses the Windows security provider or a directory
service security provider, the Same user name and password option will be
dimmed because a password cannot be duplicated from an existing user account
to another user account.
• If you want to map this user with the same name, but a different password,
then enable the Same user name, but different password option. The
Password and Verification text boxes become available. The User Name and
Full Name text boxes remain dimmed.
• If you want to map this user with a different name and password, then enable
the Different user name and password option. The User Name, Full Name,
Password, and Verification text boxes all become available.
5. If you have enabled the Different user name and different password option, type a
new name for the user in the User Name text box. The user name can be up to 64
characters long. (If the destination database is using the Windows security
The domain name may be up to 64 characters. If the destination database is using
name.)
6. If you have enabled the Different user name and different password option, you
can type a new name for the user in the Full Name text box. The full name can be
up to 132 characters long.
Different user name and different password option, type a new password in the
Password text box. The password can be up to 64 characters long.

Different user name and different password option, retype the new password in
the Verification text box. The password can be up to 64 characters long.
9. Click Apply.
Deleting a User
If the data source is using the CM security provider, you can use AppGen to completely
delete users from an AX system. When a user is deleted, all of the user’s security
settings are deleted and the user is removed from all groups.
Note: If the data source is using the Windows security provider or a directory service
security provider, and if a group exists in which the deleted user is a member, the user
is automatically recreated in AppGen if the user logs into AX. However, although the
user is recreated, the profile for that user is deleted when you delete the user through
AppGen.
To delete a user:
appears.
3. Right-click the user name in AppGen’s Users list. A shortcut menu appears. From
the shortcut menu, select Delete. A warning message appears.
4. Click Yes to delete the user, or No to cancel the deletion process.
User and Group Privileges

This section details access privileges that can be configured in AppGen.
Figure 130. User Profile
You can copy user permissions to and from existing profiles. For instructions, see
"Copying User Privileges" on page 267.

The following table describes each privilege, and indicates whether another privilege
is required. (For example, a user with the Scan/Index Online privilege can perform
online indexing of scanned documents, but only if the user also has the Add Page
privilege.)
Table 71. Privilege Descriptions
Required
This Privilege Grants This Ability Co-Privileges
Scan/Index The user can perform online indexing of scanned Add Page
Online documents.
Enhance Pages The user can perform image enhancement Add Page and
functions such as deskew, inverse text correction, Display
and dot shading removal.
Batch Scan The user can perform batch creation functions,

and use Batch Create and Batch Import. (The
Batch Scan and Add Page privileges are both
necessary in order to perform these functions in
AX. Only the Batch Scan privilege is necessary in
order to perform batch creation functions in SX.)
Batch Index The user can perform batch indexing. Add Page
Modify Index The user can modify the document indexes. Display
Display The user can display documents. This privilege

also allows ODMA users to open documents in
read-only mode.
Print The user can print, fax, e-mail, or export pages or

documents in AX (and can print and fax pages in
SX). The user can also cut pages, copy pages, or
copy text from documents. (The Print and
Display privileges are both necessary in order to
e-mail, export, copy pages, or copy text. The
Print, Display, and Delete Page privileges are all
necessary in order to cut pages.)
Configure WS The user can access all tabs of the AX or SX

Configuration dialog box. (The user can always
access the View, Display, Fonts, and Scan tabs of
the AX Configuration dialog box and the View,
Display, and Scan tabs of the SX Configuration
dialog box.)
Delete Doc The user can delete documents in the application,

including those marked as final revisions. This
privilege also allows ODMA users to delete
document revisions.

Table 71. Privilege Descriptions (Continued)
Required
Delete Page The user can delete pages in the document. This
privilege also allows ODMA users to check in
and replace the current document revision. (The
Delete Page and Display privileges are both
necessary in order to perform these functions.)
Add Page The user can add pages to documents in the

application. (The Add Page and Display
privileges are both necessary when adding pages
to existing documents.) This privilege also allows
ODMA users to check in, check out, and save
documents.
Create App The user can create new applications.
Modify App The user can modify existing applications.
Delete App The user can purge or delete applications.
Migrate App The user can perform application migration. AX

Administrator
COLD Import The user can perform COLD/ERM extracts.
COLD Import The user can maintain COLD/ERM extract COLD Import
Maint definitions.
COLD Batch The user can perform COLD/ERM batch

Extract extractions.
AX The user can:

Administrator • Access XtenderSolutions Administrator
• Change the license configuration in
Application Generator
• Access in AX any applications with names that
begin with an underscore (_), such as _FORMS
or _RSTAMP
• Reset a batch in AX or SX
• Create, modify, or delete custom data types and
custom data formats
• Use the Archive Wizard or Migration Wizard
(The Migrate App and AX Administrator
privileges are both necessary in order to
perform this function.)
• Use the Full Text Indexing Wizard.
• Delete documents filed for retention.
Multiple Logins The user can log into AX from different

workstations simultaneously.

Required
DLS Maint The user can configure the Document Level

Security tab for an application in AppGen.
Key Ref Maint The user can configure the Key Reference File
Setup tab for an application in AppGen.
Auto Index The user can configure the Auto Index Import
Maint Setup tab for an application in AppGen.
User Security The user can maintain user security. This

Maint privilege is required to access the Users, Groups,
and Annotation Groups nodes in AppGen and to
change the security provider.
Key Ref Import The user can import Key Reference files.
Auto Index The user can import Auto Index files.

Import
Index/Image The user can configure the Index/Image Import

Import Setup tab for an application in AppGen, and can
import Index Image files.
Create The user can add annotations. Display

Annotations
Edit Annotations The user can edit, delete, or hide the annotations Display
created by the same user.
Create The user can add redactions. Create

Redactions Annotations
and Display
Edit Redactions The user can edit, delete, or hide redactions Edit
created by the same user. Annotations
and Display
Global The user can add annotations; can edit, delete, or Edit
Annotations hide annotations created by other users, and can Annotations
view the text of text annotation icons created by and Display
other users. In addition, if Edit Redactions is
selected, the user can add redactions and can
edit, delete, or hide redactions created by other
users.

Required
Full Text Index If the Allow full-text option on the AX

Configuration dialog box Full Text tab is enabled
for the workstation, the user can submit
documents in the application to the Index Server
for full-text indexing. If you enable or disable the
Allow full-text option, you must restart AX for
the change to take effect.
Full Text Query If the Allow full-text option on the AX

Configuration dialog box Full Text tab is enabled
for the workstation, the user can perform a
full-text search for documents in the application.
If you enable or disable the Allow full-text
option, you must restart AX for the change to
take effect. (The Full Text Query and Display
privileges are both necessary in order to view the
results of the full text search.)
OCR If the Allow OCR option on the AX

Configuration dialog box OCR tab is enabled for
the workstation, the user can process documents
in the application with optical character
recognition (OCR). If you enable or disable the
Allow OCR option, you must restart AX for the
change to take effect.
WX PAL User Public Access Licenses are used when you are
using WebXtender in combination with AX to
make AX documents available over the World
Wide Web or over intranets. If this privilege is
enabled, the user’s privileges are restricted when
using WebXtender. The user can only access
ApplicationXtender documents in read-only
mode using the WX Thin Client. (A user with the
WX PAL User privilege cannot log into any AX
component, regardless of the other privileges in
the user security profile.)
Report View Allows the user to query AX applications Display

specifically for and view ERMX generated
reports.
The following privileges are available only on the Global Profile. These privileges are
not available for individual applications:
• Configure WS
• Create App
• AX Administrator

• Multiple Logins
• User Security Maint
• WX PAL User
Copying User Privileges

AppGen provides two copy features that allow user privileges to be copied to and from
other accounts. An account is the collection of profiles configured for a user. These
copy features can be very useful when an administrator needs to add numerous user
accounts with identical privileges. A template account can be used to populate
application privileges to other accounts. Profiles in the template account can be copied
to other user accounts, or user accounts can copy profiles from the template account.
Copying Privileges to a User Account

Instead of completing the account setup procedure for each user on the system, you can
create an account template for users with identical Profile and Group privileges. In
AppGen, you can create profiles, including the Group privileges, for one user account,
which becomes the template. Those profiles can then be copied to any number of users.
You can save data entry time through this copy feature.
To copy profiles to the selected user(s) from an existing account:
appears.
3. Right-click the name of the user to use as a template account; Profile and Groups
privileges defined for this account will be transferred to the user(s) selected in step
2. A shortcut menu appears.
4. From the shortcut menu, select Copy Privileges To. The Copy Privileges To dialog
box, containing a list of all other user accounts on the system, appears.
Figure 131. Copy Privileges To Dialog Box with User List

5. Select a user or multiple users that will assume the new Profile and Group
privileges defined in the template account.
6. Click Copy. The Profile and Group privileges in the template profile are copied to
the selected user(s).
Copying Privileges from a User Account

The Profile and Group privileges can be copied from an existing account to a new user.
With the Copy Privileges From feature, you can transfer profiles and the associated
Group privileges from an existing user account to another individual user in the user
security system. This feature is especially useful if one new user has been added and
needs profiles identical to an existing account.
To copy profiles from an existing account to a user:
appears.
3. Right-click the name of the user to whom the account should be copied. A shortcut
menu appears.
4. If you want to use the same security settings of another user, from the shortcut
menu, select Copy Permissions From. The Copy Permission From dialog box,
containing a list of all other user accounts on the system, appears.
Figure 132. User List
5. Select a profile that contains the desired privileges to copy.

Note: Only one profile can be copied from the user list to an individual user in the
account system. Multiple selections are not possible.
6. Click Copy. The Profile and Group privileges in the selected profile are copied to
the current user.

Managing Document Level Security

ApplicationXtender offers a powerful security feature, called Document Level Security
(DLS), which pinpoints user access within an AX application. With DLS, you can deny
a group of users access to any classified or sensitive document(s), without restricting
access to other documents in the application. DLS can also be configured to grant a
group of users access to only a specific set of documents in an application.
In ApplicationXtender, documents are catalogued for retrieval at the time they are
stored by attaching an index record containing values for each of the application’s
index fields. Document Level Security is implemented by creating an association
between an index field and a group of users and then creating a list of secured field
values that are either accessible or inaccessible to that group of users. When a member
of the group searches for a document in the application, AX checks the search criteria
values against the secured values in the list and grants or denies access based on
whether or not the values match. Document Level Security can also be implemented
using wildcards and keywords.
There are two types of Document Level Security: accessible security and inaccessible
security. You must choose a security type before assigning secured values.
• Accessible security grants access to the users in the group for only documents
with index field values matching the secured value list.
• Inaccessible security denies access to the users in the group for documents with
index field values matching the secured value list.
For detailed instructions on implementing Document Level Security, see the following
sections
• "Setting up DLS while Creating an Application" on page 269
• "Setting up DLS in an Existing Application" on page 277
• "Changing DLS in an Existing Application" on page 278
• "Exporting Secured Values to a File" on page 280
Setting up DLS while Creating an Application

You can implement Document Level Security while creating an application.
Note: Before you start the application creation wizard, make sure that the groups
whose access to documents you want to configure have been created. For more
information, see "Managing Group Security" on page 233.
The following procedure assumes that you are familiar with the procedures for
creating an application. For detailed instructions on creating an application, see
"Designing an Application" on page 84.
To set up DLS while creating an application:
1. On the Fields page, as you create each field that you want to configure for
Document Level Security, apply the Doc Level Security flag to the field. For more
information, see "Applying the DLS Flag to a New Field" on page 270.
2. On the Document Level Security page, specify how you want to allow or deny
groups access to documents. For more information, see "Configuring the
Document Level Security Page" on page 270.

Applying the DLS Flag to a New Field

To protect documents from access by unauthorized users, you must first choose an
index field in the application to use as a checkpoint. AX enforces Document Level
Security based on the values entered into fields marked as Document Level Security
fields. All data entered into these index fields is checked against values defined by you
to allow access or prohibit access to the documents they describe.
Figure 133. DLS Flag Applied to an Index Field
Configuring the Document Level Security Page

On the Document Level Security page, you can specify how you want to allow or deny
groups access to documents. In effect, you create a statement such as, "This group has
(or does not have) access to documents with these values in this field." Each statement
applies to only one field and one group. Repeat the following procedure for each such
statement that you want to create.
Figure 134. Document Level Security Page
To configure the Document Level Security page:

1. Create an association between a field and a group. For more information, see
"Associating a Group with an Index Field" on page 271.
2. Select a security type for the current association. For more information, see
"Selecting a Security Type" on page 272.
3. Specify secured value for the current association and security type. For more
• "Specifying a Secured Value" on page 273
• "Adding a DLS Keyword as a Secured Value" on page 274

• "Adding a DLS Wildcard as a Secured Value" on page 275

• "Importing Secured Values from a File" on page 276
4. Click Next.
Associating a Group with an Index Field

To secure documents within an AX application, you configure a set of values for a
particular index field as accessible or inaccessible to a group of users. You do this by
associating any of the existing groups with any Document Level Security index field,
then assigning values as accessible or inaccessible. These values are known as secured
values.
If Document Level Security is enabled, it signals AX to monitor the value of the field.
AX checks search requests for a match to the secured values that are set up in the
Document Level Security page. If a match to the secured value is entered into a DLS
field, access to the document is permitted (if it is an accessible value) or denied (if it is
an inaccessible value) for the associated group.
For example, an application has a field called Protected. The possible index values for
the Protected field are Yes and No. You create an association between the Protected
field and a group named Scan, and you set the value "Yes" as inaccessible to the Scan
group. When a user from the Scan group does a search in this application, the user
cannot retrieve documents with the value "Yes" stored in the Protected index field.
To associate a group with a field:
1. Under Fields, select the name of the field that you want to configure for Document
Level Security.
2. Under Groups, select the name of the group that you want to configure for
Document Level Security.
Note: If you are configuring DLS while creating a new application and the group
whose access to documents you want to configure has not been created, click Next and
complete the application creation without DLS configuration. After the application has
been created, you can create the group and configure DLS in the new application. For
more information on creating and managing groups, see "Managing Group Security"
on page 233. For more information on configuring DLS in an existing application, see
"Setting up DLS in an Existing Application" on page 277.

Figure 135. Document Level Security Page with Group and Field Associated
The selected field and group are temporarily associated for the purpose of configuring
Document Level Security. If you click Back, Next, or Cancel without completing
Document Level Security configuration, the association is lost. The next step in this
configuration is described in "Selecting a Security Type" on page 272.
Selecting a Security Type

Once you have associated a group with a field, you can specify the security type for
that association. You must decide whether the values that will be used as DLS criteria
will grant members of the group access or deny them access to the documents. When
a user performs a search, AX monitors the data entered in the DLS field and checks it
against the data values assigned in the Document Level Security page.
Only one security type can be chosen for a particular group/field combination. The
same list of data values cannot be designated as both accessible and inaccessible to a
group. The security type option is a toggle option that applies to the whole Data Values
list, and the two types are mutually exclusive.
Note: Multiple groups can be associated with one DLS field, and the security type used
for each group can be different. For example, certain data values in the SSN field can
be made inaccessible for members of the Scan group by selecting the field name and
the Scan group name, choosing the inaccessible security type, and adding those values
as inaccessible values. The same values could be tagged as accessible to the Retrieve
group by selecting the field name and the Retrieve group name, choosing the accessible
security type, and adding the values as accessible.
Figure 136. DLS Security Type Option
To use the values to grant the group access:

• Under Security Type, click Accessible. Members of the associated group gain
access to only the documents with index values listed in the data values list.

To use the values to deny the group access:

• Under Security Type, click Inaccessible. Members of the associated group are
denied access to the documents with index values listed in the data value list.
The type of security is temporarily configured. If you click Back, Next, or Cancel
without completing Document Level Security configuration, the security type
selection is lost. The next step in this configuration is to specify secured value for the
current association and security type. Keywords and wildcards can be used as secured
values as well. For more information, see the following sections:
Specifying a Secured Value

Once you have associated a group with a field and specified the security type for that
association, you can specify secured values. A secured value is a string of text used as
DLS criteria. All data entered for the DLS field is measured against the secured value.
One or many items can be entered as secured values for each DLS field.
There are two types of secured values in AX: accessible and inaccessible. A security
type should be chosen before values are assigned, and should not be changed once
values have been added to the secured values list. For more information, see "Selecting
a Security Type" on page 272. Changing the security type in the midst of creating the
secured value list converts all values in the list to accessible, if Accessible is chosen, or
inaccessible, if Inaccessible is chosen.
Note: Secured values can be configured as keywords and wildcards. For more
information, see "Adding a DLS Keyword as a Secured Value" on page 274 and
"Adding a DLS Wildcard as a Secured Value" on page 275. Secured values can also be
imported from a text file. For more information, see "Importing Secured Values from a
File" on page 276.
Repeat the following procedure for each secured value that you want to specify.
To specify a security value:
1. Click Add Item. The Add New Secured Value dialog box appears.
Figure 137. Add New Secured Value Dialog Box
2. In the Secured Value text box, type the string that you want to use as DLS criteria.
Data entered into the DLS field during a search will be measured against the value
entered here.
3. Click OK. The value is added to the secured values list (under Data Values).

Figure 138. DLS Page with List of Inaccessible Values
Important: Once the list for an associated group and field has been created using a
particular security type, do not toggle the security type option buttons; this reverses
the security setting for all values already added.
Adding a DLS Keyword as a Secured Value

After you have associated a group with a field, you can add a DLS keyword value to
the secured value list. Valid DLS keyword values are %U for user name and %W for
workstation. When a user performs a query, AX retrieves documents based on the
specified keyword (for example, %U for user name or %W for workstation name).
Note: If the data source is using the Windows security provider, the user name in the
document index record must be preceded with a domain and a slash. For example,
typing documentation\rfrost indicates the "rfrost" user on the "documentation"
domain. If the data source is using a directory service security provider, the user name
in the document index record must be the "Name Attribute" name.
To add a keyword as a secured value:
2. Enter the appropriate DLS keyword value in the Secured Value text box. You have
the following choices:

• If you want to restrict a user to retrieve a set of documents in an application

based on the login user name, type %u.
• If you want to restrict a workstation to retrieve a set of documents in an
application based on the workstation name, type %w.
Adding a DLS Wildcard as a Secured Value

Once you have associated a field with a group and assigned a security type, either
inaccessible or accessible, to a secured value, you can add a wildcard character to a
secured value list to search for documents. AppGen supports two wildcard characters:
asterisk (*) and question mark character (?). DLS wildcard values are supported for the
following field types:
• Text
• SSN
• Zip Code
• Telephone
• Time Stamp
When searching for documents using a wildcard character, AX monitors the data
entered in the DLS field and checks it against the data values assigned in the Document
Level Security page. If the accessible security type is chosen, AX allows the users in the
selected group to access documents with index field values matching the secured value
list and wildcard character (and only those documents). If the inaccessible security
type is chosen, AX does not allow the users in the selected group to access documents
with index field values matching the secured value list and wildcard character (but
allows access to all other documents).
To add a wildcard as a security value:
1. In AppGen's tree, expand the Applications node and select the appropriate
application. Click the Document Level Security tab.
2. In the Document Level Security tab, select the field and group to add the DLS
wildcard character.
4. In the Secured Value text box, enter a value that contains the appropriate DLS
wildcard character. You have the following choices:
• Type * to substitute any character or set of characters.
• Type ? to substitute a single character within a specific string of text.

Figure 141. Key Word Data Values
Importing Secured Values from a File

Once you have associated a group with a field and specified the security type for that
association, if you have a text file containing a list of values that you want to use in
Document Level Security configuration, you can import the values in the text file. Any
string of text can be used as a secured value item.
Note: Since ApplicationXtender (AX) can save result sets to a text file, these can be
imported directly into the secured value list, without re-entering the index values. You
can search AX for documents to be restricted, and then save the relevant index
information as a text file for import into AppGen's Document Level Security feature.
For more information on saving an AX result set to a text file, refer to the "Managing
Documents" chapter of the ApplicationXtender User Guide.
To import secured values from a file:
1. Click Import From. The Open dialog box appears.
Figure 142. Open File Dialog Box
2. Navigate to the text file that you want to import.

3. Click Open. The values from the text file are imported into the secured values list.
You can also export secured values to a text file for use anywhere else in the system.
For more information, see "Exporting Secured Values to a File" on page 280.

Setting up DLS in an Existing Application

You can implement Document Level Security in an existing application.
Note: Make sure that the groups whose access to documents you want to configure
have been created. For more information, see "Managing Group Security" on page 233.
The following procedure assumes that you are familiar with the procedures for
modifying an application. For detailed instructions on modifying an application, see
"Modifying an Application" on page 153.
To implement DLS in an existing application:
1. On the Fields tab, apply the Doc Level Security flag to the field that you want to
configure for Document Level Security. For more information, see "Applying the
DLS Flag to an Existing Field" on page 277.
2. On the Document Level Security tab, specify how you want to allow or deny
groups access to documents. For more information, see "Configuring the
Document Level Security Tab" on page 277.
3. Click Apply. The Document Level Security configuration is saved.
Applying the DLS Flag to an Existing Field

To protect documents from access by unauthorized users, you must first choose an
index field in the application to use as a checkpoint. AX enforces Document Level
Security based on the values entered into fields marked as Document Level Security
fields. All data entered into these index fields is checked against values defined by you
to allow access or prohibit access to the documents they describe.
Figure 143. DLS Flag Applied to an Index Field
An index field’s DLS status is determined by the enabling of the DLS field flag for the
field. This status is first determined when the application is first generated. However,
you can modify an existing application to enable Document Level Security by enabling
the field flag for a field in the application. For details on application design, see
"Application Design Outline" on page 120. For details on application creation, see
"Creating an Application" on page 134. For more information on modifying an
application, see "Modifying an Application" on page 153.
Configuring the Document Level Security Tab

On the Document Level Security tab, you can specify how you want to allow or deny
groups access to documents. In effect, you create a statement such as, "This group has
(or does not have) access to documents with these values in this field." Each statement
applies to only one field and one group. Repeat the following procedure for each such
statement that you want to create.

Figure 144. Document Level Security Tab
To configure the Document Level Security tab:

1. Create an association between a field and a group. For more information, see
"Associating a Group with an Index Field" on page 271.
2. Select a security type for the current association. For more information, see
"Selecting a Security Type" on page 272.
3. Specify secured values for the current association and security type. For more
4. Click Apply.
Changing DLS in an Existing Application

If you have an application that has been configured for Document Level Security, you
can change some of the configurations. For more information, see the following
sections:
• "Changing a Value in the Secured Value List" on page 279
• "Deleting Values from the Secured Value List" on page 279
This section assumes that you are familiar with the procedures for modifying an
application. For detailed instructions on modifying an application, see "Modifying an

Changing a Value in the Secured Value List

Items that have been added to a secured value list can be changed.
To change a secured value:
1. In AppGen's tree, expand the Applications node. Select the application that is
configured with the DLS secured value that you want to modify. Click the
Document Level Security tab.
2. In the Document Level Security tab, select the field and group that are configured
with the DLS secured value that you want to modify.
3. From the Data Values list, select the value that you want to modify and click
Change Item. The Add New Secured Value dialog box appears. The Secured Value
text box contains the value that you selected.
4. In the Secured Value text box, make the appropriate modification to the secured
value.
5. Click OK. The change is reflected in the Data Values list.
6. Repeat step 3 to step 5 for each value that you want to change.
7. Click Apply.
Deleting Values from the Secured Value List

Items that have been added to a secured value list can be deleted.
To delete a secured value:
configured with the DLS secured value or values that you want to delete. Click the
with the DLS secured value or values that you want to delete.
3. From the Data Values list, select the value or values that you want to delete.
Note: To select two or more items in sequence, select the first item, then press and
hold the [SHIFT] key while selecting the last item. To select two or more out of
sequence, press and hold the [CTRL] key while selecting items.
4. Click Delete Item. The value is removed from the Data Values list.
5. Click Apply.

Exporting Secured Values to a File

Any string of text can be used as a secured value item. The secured value list can also
be exported to a text file. The resulting text file can then be imported into another
software program or imported as a secured value list for another AX application.
To export secured values to a file:
configured with the DLS secured values that you want to export. Click the
with the DLS secured values that you want to export.
3. From the Data Values list, select the secured value or values to export.
Note: To select two or more items in sequence, select the first item, then press and
hold the [SHIFT] key while selecting the last item. To select two or more out of
sequence, press and hold the [CTRL] key while selecting items.
4. Click the Export To button. The Save As dialog box appears.
Figure 146. Save As Dialog Box
5. Select a drive, folder, and file name for the file and click Save. AppGen saves the
secured values as a text file.
Managing Annotation Groups

You can use privileges to apply annotation-related security measures. However, if you
want to control users’ access to specific annotations, you must use annotation groups.
Annotation groups allow you to create associations between users, groups, and
specific annotations. You can specify which users and groups can view or modify
specific annotations, and which users and groups can hide or modify specific
redactions.
You use Application Generator (AppGen) to create annotation groups and to populate
them with existing users and existing groups. For instructions, see the following
sections:
• "Creating an Annotation Group" on page 281
• "Annotation Group Example" on page 283
• "Follow Legacy Rules Example" on page 287

• "Modifying an Annotation Group" on page 287

• "Deleting an Annotation Group" on page 288
Note: Only users with the User Security Maint privilege in their user profiles may
create, modify, or delete annotation groups.
Then, in ApplicationXtender (AX), certain users who are members of annotation
groups can assign annotations to those annotation groups. For instructions on
assigning annotations to annotation groups, refer to the "Annotations" chapter of the
ApplicationXtender User Guide.
Creating an Annotation Group

This section describes how to create an annotation group.
To create an annotation group:
1. Right-click the Annotation Groups node in AppGen’s tree. From the shortcut
menu, select New. The New Annotation Group wizard appears in AppGen’s right
pane.
Figure 147. New Annotation Group Wizard
2. In the Name text box, type a unique name for the annotation group. An annotation
group name may be up to 64 characters.
3. Click Add. The Select Users and Groups dialog box appears.
Figure 148. Select Users and Groups Dialog Box

4. Select the users and/or groups that you want to include in the annotation group.
Note: You can select multiple sequential users or groups by selecting the first user
or group in the sequence, pressing [SHIFT], and selecting the last user or group in
the sequence. You can select multiple non-sequential users and groups by pressing
[CTRL] and selecting each user or group, one at a time.
5. Click OK. The users and groups that you have selected appear in the New
Annotation Group wizard. By default, each one is configured to follow legacy
rules, which means that each user’s ability to view or edit annotations or to hide
or edit redactions is governed by the privileges assigned to their user or group
profile.
Figure 149. New Annotation Group Wizard with Users and Groups
6. If you want to change the configuration for a user or group, select that user or
group from the list and disable the Follow Legacy Rules option. Other check boxes
become available. The following table lists your choices:
Table 72. Annotation Group Choices
To Give the User This Ability Enable These Options
View all annotations in the current Annotations > View

annotation group
Create annotations Annotations > View

Annotations > Create
Edit one’s own annotations in the Annotations > View

current annotation group Annotations > Edit
Edit all annotations in the current Annotations > View

annotation group Annotations > Edit
Global Edit
Hide all redactions in the current Redactions > Hide

annotation group

Table 72. Annotation Group Choices
To Give the User This Ability Enable These Options
Create redactions Annotations > View

Annotations > Create
Redactions > Hide
Redactions > Create
Edit one’s own redactions in the current Annotations > View

Redactions > Hide
Redactions > Edit
Edit all redactions in the current Annotations > View

Redactions > Hide
Redactions > Edit
Global Edit
For more information on the abilities that each option allows, see "Annotation
Group Example" on page 283.
Note: For ease of administration, it is recommended that you assign the same
options to all members of each annotation group. For example, one annotation
group can contain users and groups who all have the Annotations > View option
and another group can contain users and groups who all have the Redactions >
Hide option.
7. If you want to remove a user or group from the annotation group, select the user
or group from the list and click Delete.
8. Click Finish.
Note: The flexibility of this feature allows you to customize it to your needs. However,
this same flexibility may be somewhat confusing to your users. You should provide
them with guidelines as to what they should be able to do with various annotations.
For those users who can assign annotations to annotation groups, you should provide
guidelines as to which annotations they should assign to each annotation group.
Annotation Group Example

Consider an AX system in which there are two annotation groups: COMMON and
RESTRICTED. In this example system, there is a document on which some of the
annotations have been assigned to COMMON, some have been assigned to
RESTRICTED, and some have not been assigned at all. Several users are members of

the COMMON annotation group (but are not members of the RESTRICTED annotation
group). All of these users have full privileges in their user profiles. The following table
lists each of these users:
Table 73. Users in Annotation Group Example
User Annotation Group Options
VA Annotations > View
EA Annotations > View and Annotations > Edit
EAGE Annotations > View, Annotations > Edit, and Global Edit
HR Redactions > Hide
ER Annotations > View, Annotations > Edit, Redactions > Hide, and
Redactions > Edit
ERGE Annotations > View, Annotations > Edit, Redactions > Hide,
Redactions > Edit, and Global Edit
Note: The interface and documentation sometimes refer to an annotation with

redaction as simply a redaction. The interface and documentation sometimes refer to an
annotation without redaction as simply an annotation.
The following sections indicate which annotations each of these example users can see,
hide, edit, and assign:
• "Seeing Annotations" on page 284
• "Hiding Annotations" on page 285
• "Editing Annotations" on page 286
• "Assigning Annotations" on page 286
Seeing Annotations
The following table indicates which annotations each of the users in the COMMON
annotation group can see:
Table 74. Seeing Annotations
VA EA EAGE HR ER ERGE
Annotations
RESTRICTED None None None None None None

annotations
COMMON All All All None None None

annotations
Unassigned All All All All All All

annotations
Redactions

Table 74. Seeing Annotations (Continued)
RESTRICTED All All All All All All

redactions
COMMON All All All All All All

redactions

redactions
Hiding Annotations
annotation group can hide:
Table 75. Hiding Annotations
Annotations

annotations
COMMON All All All None None None

annotations

annotations
Redactions

redactions
COMMON None None None All All All

redactions

redactions

Editing Annotations
annotation group can edit:
Table 76. Editing Annotations
Annotations

annotations
COMMON None One’s All None None None

annotations own

annotations
Redactions

redactions
COMMON None None None None One’s All

redactions own

redactions
Note: This table indicates "One’s own" in cases where the user can edit only the
annotations that he or she has created. For example, the only COMMON annotations
that the EA user can edit are the ones that EA created.
Assigning Annotations
annotation group can assign to the COMMON annotation group:
Table 77. Assigning Annotations
Annotations

annotations
COMMON None One’s All None None None

annotations own
Unassigned None One’s All None None None

annotations own

Table 77. Assigning Annotations (Continued)
Redactions

redactions
COMMON None None None None One’s All

redactions own
Unassigned None None None None One’s All

redactions own
Note: This table indicates "One’s own" in cases where the user can assign only the
annotations that he or she has created. For example, the only COMMON annotations
that the EA user can assign are the ones that EA created.
Annotation groups can also be assigned to annotations when the annotation is created
or when current default settings are applied to the annotation. This is accomplished
through a default annotation group setting. Only the EA and EAGE users can set the
annotation group COMMON as default. The VA, HR, ER, and ERGE users cannot set
the annotation group COMMON as default.
Follow Legacy Rules Example

For a user who is a member of an AX group within an annotation group, if the group
follows legacy rules, then the user follows legacy rules regardless of other
configurations for the user within the annotation group. For example, an annotation
group ANNOTATORS contains two AX groups: ONE and TWO. Within the
ANNOTATORS annotation group, ONE follows legacy rules and TWO has one or
more of the other options. For users who are members of both groups (ONE and TWO),
the Follow Legacy Rules option configured in ANNOTATORS for ONE overrides the
other options configured for TWO.
Modifying an Annotation Group

This section describes how to modify an annotation group.
To modify an annotation group:
1. In AppGen's tree, expand the Annotation Groups node. A list of existing
annotation groups appears.
2. Click the name of the annotation group in AppGen’s Annotation Groups list. The
Annotation Group tab for the selected annotation group appears.
3. If you want to add users or groups to the annotation group, click Add. The Select
Users and Groups dialog box appears.
4. Select the users and/or groups that you want to include in the annotation group.

Note: You can select multiple sequential users or groups by selecting the first user
or group in the sequence, pressing [SHIFT], and selecting the last user or group in
the sequence. You can select multiple non-sequential users and groups by pressing
[CTRL] and selecting each user or group, one at a time.
5. Click OK. The users and groups that you have selected appear in the New
Annotation Group wizard. By default, each new user or group in an annotation
group is configured to follow legacy rules, which means that each users’ ability to
view or edit annotations or to hide or edit redactions is governed by the privileges
assigned to their user or group profile.
6. If a user or group is configured to follow legacy rules and if you want to change
the configuration, select that user or group from the list and disable the Follow
Legacy Rules option. Other check boxes become available. The available choices
are described in Table 72 on page 282.
For more information on the abilities that each option allows, see "Annotation
Group Example" on page 283.
Note: For ease of administration, it is recommended that you assign the same
options to all members of each annotation group. For example, one annotation
group can contain users and groups who all have the Annotations > View option
and another group can contain users and groups who all have the Redactions >
Hide option.
7. If a user or group is configured to view or edit annotations or to hide or edit
redactions, and if you want the user or group to be configured to follow legacy
rules, select that user or group from the list and enable the Follow Legacy Rules
option.
8. If you want to remove a user or group from the annotation group, select the user
or group from the list and click Delete.
9. Click Finish.
Note: The flexibility of this feature allows you to customize it to your needs. However,
this same flexibility may be somewhat confusing to your users. You should provide
them with guidelines as to what they should be able to do with various annotations.
For those users who can assign annotations to annotation groups, you should provide
guidelines as to which annotations they should assign to each annotation group.
Deleting an Annotation Group

This section describes how to delete an annotation group.
To delete an annotation group:
1. In AppGen's tree, expand the Annotation Groups node. A list of existing
annotation groups appears.
2. Click the name of the annotation group in AppGen’s Annotation Groups list. The
Annotation Group tab for the selected annotation group appears.
3. Right-click the annotation group name in AppGen’s Annotation Groups list. A
shortcut menu appears. From the shortcut menu, select Delete. A warning message
appears.
4. Click Yes to delete the annotation group, or No to cancel the deletion process.


Chapter 8: Import Wizards
Storing and indexing documents individually in ApplicationXtender (AX) is quick and

efficient when you only need to add a few documents at a time. However, when you
are storing and indexing hundreds or thousands of documents, manual keying of
index information for each document is no longer an efficient means of data entry. For
this reason, AX provides import wizards to allow users to add documents more
efficiently.
The powerful import features offered by AX allow for the simplest method of entering
and updating data. Two of these features, Auto Index Import and Key Reference
Import, allow you to build a data entry table by importing index information from a
text file. Once the table has been built, users can index documents by accessing index
records from the table. The third feature, Index Image Import, allows users to import
index data and document files in a single step.
To import index data (or index data and documents):
1. Familiarize yourself with the three import features. For details on Auto Index, Key
Reference, and Index Image Imports, see "Using AX Import Wizards: An
Overview" on page 291.
2. Create an import file. For more information on the appropriate syntax of each type
of import file, see the following sections:
• "Auto Index Import File Format" on page 293
• "Key Reference Import File Format" on page 295
• "General Index Image Import File Format" on page 295
3. If you will be importing data for all fields in an application, in the order and format
they occur in the application, you can use one of the default import specifications.
However, if any of the following conditions apply, create or configure a custom
import specification.
• If you want to include a subset of the fields
• If you want to change the field order
• If you want to change any of the field formats
For instructions on creating and managing custom import specifications, see
"Import Specifications" on page 298.
4. Run the Auto Index Import wizard, the Key Reference Import wizard, or the Index
Image Import wizard. For instructions on using the import wizards, see "Using the
Import Wizards" on page 305. For instructions on running the import wizards from
the command line, see "Importing from the Command Line" on page 330.

Using AX Import Wizards: An Overview

The following table briefly describes each import feature:
Table 78. Brief Descriptions of the Import Features
Import
Feature Brief Description
Auto Index An Auto Index Import allows you to use the [F7] key to import index
values from a text file, so users adding documents can automatically
populate indexes using the imported data. Auto Index is ideal for the
import of index records that are applicable to only one document. In an
Auto Index Import table, once a record (or a group of index values) has
been used to index a document, the record is deleted. For more
information, see "Auto Index Import" on page 292.
Key A Key Reference Import allows you to use the [TAB] key to import
Reference index values from a text file. Key Reference is most effectively utilized
in situations where each imported record may be used to describe
several documents. Key Reference Import maintains the index records
in the Key Reference table even after records have been used to index
documents. Any change made to a record in the Key Reference table is
reflected in the indexes of all documents described by that record. For
more information, see "Key Reference Import" on page 294.
Index An Index Image Import allows you to import index data and document
Image files in a single step. A text file is created which contains a line of text
for each document to be imported, with a value for each index field and
a reference to the location of the file to be imported. You can import all
index information and documents using the import wizards found in
the AX programs menu. No manual document indexing is required. For
more information, see "Index Image Import" on page 295.
Import of index data (or index data and documents) using these features is performed
through separate import wizards by the system administrator. In most cases, the
information in the import file matches the index field order and data format of the AX
application. In those cases, a default specification can be used to import the data. If a
default specification can be used, you do not need to create a custom import
specification.
There are certain circumstances, however, where changing the rules used to import
data can either make an otherwise infeasible import possible or remove the need to
reformat import files. For instructions, see "Import Specifications" on page 298, which

describes how to create and manage custom import specifications. Customizing an

import specification allows you to perform the following tasks (which cannot be
performed using the default specifications):
• Import data for fields in a different order than the order of fields in the AX
application (while importing the correct data into the correct field).
• Import information into only selected fields in an application.
• Reformat data, which is of the correct data type but in a different data format
from what the application requires. (For example, dates can be formatted
mm-dd-yy in the import file, but imported into an AX date field formatted
dd-mm-yy because the customized rules tell AX to reformat the dates to fit the
field format during the import.)
Auto Index Import

When a user performs an Auto Index Import, the first step is to import a file containing
index data into an Auto Index table (AE_AI#) in AX. For data to be imported into a field
using Auto Index Import, the Auto Index field flag must be enabled for that field.
(Field flags can be enabled during application creation, or later by modifying an
application. For details on application design, see "Application Design Outline" on
page 120. For details on application creation, see "Creating an Application" on
page 134. For more information on modifying an application, see "Modifying an
Application" on page 153.)
Once an Auto Index table has been created, the user can enter data into any one of a
document’s Auto Index enabled fields during indexing and press [F7]. If the data is
unique, AX extracts the matching record from the Auto Index table and populates the
rest of the document’s index with the values in the record. If more than one record
matches the contents of the Auto Index field, AX displays a result set. Once the user
chooses an entry from the result set, the fields in the index are automatically populated
with the appropriate data. Once an index is used, it is deleted from the Auto Index table
and cannot be re-used; this prevents use of the same index information for two
different documents, and allows the user to track unindexed records.
Note: A field’s Auto Index or Key Reference status can be changed to enabled or
disabled, but the entire application must then be rebuilt. This can be very
time-consuming on large databases. Also, if the Auto Index or Key Reference status of
a field is disabled, any corresponding import tables are permanently removed from
AX.
Note: If an Auto Index table is used to enter a value into an index field, even if that field
is flagged for dual data entry, the user is not prompted to enter data a second time. For
more information on importing data into an Auto Index table, see "Auto Index Import
File Format" on page 293 and "Auto Index Import Wizard" on page 306. For more
information on using an Auto Index table to enter a value into an index field, refer to
the ApplicationXtender User Guide.

Auto Index Import File Format

To successfully accomplish the import, the import file must be formatted correctly. The
data for insertion in index fields must be formatted and ordered to correspond exactly
to the fields as defined and ordered in the AX application. For example, one line, which
references an image file, could read as follows:
123121234,JOHN DOE,092964
The social security number, name, and birth date make up the record in the import file.
During import, each record listed in the import file is added to the Auto Index table.
Auto Index Options

When an AX user is using the Auto Index feature to index a document, the AX Result
Set dialog box may appear.
Figure 150. AX Result Set of Auto Index Records
You can remove the Delete button, the Delete All button, or both from this dialog box
for all users of an AX data source. In effect, removal of these buttons can make it more
difficult for AX users to delete index records from the Auto Index table.
To remove the deletion buttons:
1. Login to AppGen as SYSOP or as a user that has the AX Administrator privilege.
2. From AppGen’s Tools menu, select Options. The Options dialog box appears.
Figure 151. Options Dialog Box


• To disable the Delete button on the AX Result Set dialog box, click Disable
Auto Index delete.
• To disable the Delete All button on the AX Result Set dialog box, click Disable
Auto Index all delete.
4. Click OK.
Key Reference Import

In some ways, the Key Reference feature is similar to the Auto Index feature. A table of
records is created, and the data in the table is used to automatically populate AX index
fields. When a user performs Key Reference Import, the first step is to import a file
containing index data into a Key Reference table in AX.
In order for data to be imported into a set of fields using Key Reference Import, the Key
Reference field flag must be enabled for one of those fields and the Data Reference field
flag must be enabled for the rest of those fields. (Field flags can be enabled during
application creation, or later by modifying the application. For details on application
design, see "Application Design Outline" on page 120. For details on application
creation, see "Creating an Application" on page 134. For more information on
modifying an application, see "Modifying an Application" on page 153.) When
configuring an application’s index for Key Reference Import, you mark one field as a
Key Reference field and other fields as Data Reference fields.
Once a Key Reference table has been created, the user can enter data into the key field
of a document’s index during document creation and press [TAB]. AX automatically
fills in the fields marked as data fields with the values from the record in the Key
Reference table with that key field value. The data fields, in other words, are populated
based on the value entered in the key field; ApplicationXtender uses the key field value
to find the appropriate data values. After a record in the Key Reference table is used to
describe a document, the record is maintained in that table (unlike Auto Index, where
the record is deleted). The same record can be used to fill in all or part of the index
information for several documents. Whenever index information for a data field stored
in the Key Reference table is modified, the index information is modified for all
documents with that key field. When the information in a key field is modified, AX
changes the information for only that document.
Key Reference Import is useful when the same information must be entered for several
documents, if that information should be the same for all of the documents. For
example, a corporation sets up an application where several documents are stored
relating to each of the employees at the corporation. The key field for the application is
the employee’s social security number (which is unlikely to change), and the
employee’s name is specified as a data field. If the employee’s name changes, the
modification to the name field need only be done for one document, and that change
will be reflected in the index record for every document relating to that employee.

Key Reference Import File Format

To successfully accomplish the import, the import file must be formatted correctly. The
data for insertion in index fields must be formatted and ordered to correspond exactly
to the fields as defined and ordered in the AX application. For example, one line, which
references an image file, could read as follows:
123121234,JOHN DOE,092964
The social security number, name, and birth date make up the record in the import file.
During import, each record listed in the import file is added to the Key Reference table.
Index Image Import

The Index Image Import feature functions as a conversion tool. If images are located in
another system, you can easily import them into AX along with the corresponding
index data. When a user uses the Auto Index and Key Reference Import features, the
user still adds each document manually, and then accesses imported data to help
populate the document’s index. In Index Image Import, however, the import feature
does the document addition automatically. The user sets up a file where lines contain
the information for the document index and a reference to the storage location of the
file to be added as a document. AX then imports each document and attaches the
associated index information to it in a process that is transparent to the user
performing the import.
Once the data is formatted correctly in the import file, the Index Image Import wizard
can be used to import the records into the desired AX application. All index
information for each document is populated during the import; no data entry is
required. For valid Index Image Import file formats, see the examples in the following
sections.
Note: When Index Image Import is processed in an application with Key Reference
enabled fields, the index information in the Key Reference table is also updated.
General Index Image Import File Format

To successfully accomplish the import, the import file must be formatted correctly. One
or two @ symbols should immediately precede a file name and path. The following
table lists the file types which can be preceded by one @ symbol and the file types
which must be preceded by two @@ symbols:
Table 79. Using @ vs. Using @@
May Use One @ Symbol Must Use Two @@ Symbols
• AX single-page image types • Foreign files

• PDF • Multi-page image files
• Basic Windows RTF • Text files (require a file type mapping)
• HTM
Note: If you import a multi-page PDF file, the result in AX is a single page with
multiple subpages. If necessary, you can convert these subpages to pages. For
instructions, refer to the "Managing Documents" chapter of the ApplicationXtender
User’s Guide.

When AX processes an import file with file names preceded by two @@ symbols, AX
honors the file type mappings and image storage format settings for those file names.
The following table explains the trade-off between using one @ symbol or two:
Table 80. Trade-Off Between Using @ vs. Using @@
For This Scenario Do This Result
All of the files listed in Precede each file name and AX imports the file without
the import file are of a path with only one @ checking the file type. Each
format that is natively symbol. file must be a natively
supported by AX. supported file format.
Some of the files listed Precede each file name and AX checks the file type and
in the import file are of path with two @@ symbols. treats the file as the detected
a format that is type (such as image, text, or
natively supported by foreign file format). The
AX and some are not, number of files that AX must
and you do not have check increases the import
time to edit the import time.
file.
Some of the files listed For each supported file, If one @ precedes the file
in the import file are of precede the file name and name and path, AX imports
a format that is path with only one @ the file without checking the
natively supported by symbol. file type.
AX and some are not,
For each unsupported file, If two @@ signs precede the
and you do have time
precede the file name and file name and path, AX
to edit the import file.
path with two @@ symbols. checks the file type and treats
the file as the detected type.
None of the files listed Precede each file name and AX checks the file type and
in the import file are of path with two @@ symbols. treats the file as the detected
a format that is type (in this case, foreign file
natively supported by format).
AX.
The file name should appear immediately after the index fields. The data for insertion
in index fields must be formatted and ordered to correspond exactly to the fields as
defined and ordered in the AX application. For example, one line, which references an
image file, could read as follows:
123121234,JOHN DOE,092964@c:\windows\cars.bmp
The social security number, name and birth date make up the first part of the record in
the import file, and the CARS.BMP image is attached to that record. Both the index data
and the image are imported as a document in ApplicationXtender. An example of a
line referencing a text file would be:
123121234,JOHN DOE,092964@@c:\windows\cars.txt

In this example, again the social security number, name and birth date on the record
are taken from the first three entries in the line, but here the CARS.TXT text file is
attached to the index. The same format would be used to import a file of foreign file
format.
Format for Import Referencing a Volume Label

A volume label can be used as the root of the file path in place of a drive letter, to allow
for batch index input from multiple pieces of media. If, for example, the images to be
stored in AX are located on several different optical disks, each of those disks can be
referenced in the import file by the volume label on the disk. As references to different
volume labels are found during the import, you will be instructed to insert the correct
media. Volume labels can be referenced by placing the name of the volume with a
dollar sign in front - $VOLUME_NAME - where the drive letter would normally be. An
example of a line including the volume label VOLUME_01 is:
123121234,JOHN DOE,092964@$VOLUME_01\images\castle.bmp
Format for Import of Multiple Page Documents

To import multiple page documents, add a new line after the index record for every
page to import. It is not necessary to repeat the index field names. Subsequent lines
should contain the @ symbol and the image name and location, as shown below.
123121234,JOHN DOE,092964@c:\windows\cars.bmp
@@c:\windows\squares.txt
@$VOLUME_01\images\castle.bmp
The following format is also acceptable:
123121234,JOHN DOE,092964
@c:\windows\cars.bmp
@$VOLUME_01\images\castle.bmp
Importing Multiple Pages with a Single Command

The asterisk (*) wildcard character can be used to import several files from a single
location. Rather than entering a line in the import file for each file in the directory, files
with similar names can be referenced with one command. Use the asterisk to replace
some or all of the letters, and AX will import all of the files in the referenced directory
whose names contain the remaining pattern of letters. If, for example, the filenames for
all of the financial reports in the directory "C:\FINANCE\" begin with the word
"REPORT," placing the line "C:\FINANCE\REPORT*.*" in the import file will import
all of those files. All files in a particular directory can be imported with one command
by entering "*.*" in place of the filename. The following are examples of the use of the
wildcard character in an Index Image Import file:
123121234,JOHN DOE,092964
@c:\windows\cars.bmp

@$VOLUME_01\images\castle*.bmp
@c:\images\*.bmp
@c:\images\new\*.*
The first two lines each import a single page. The third line imports all bitmap files
with the prefix "castle" in the images directory on the disk labeled Volume_01 as pages.
The fourth line imports all bitmap files in the C:\IMAGES directory. The fifth line
imports all files in the C:\IMAGES\NEW directory.
Import Specifications
A specification is a set of rules followed by ApplicationXtender when importing data
from an import file using one of the three import wizards available. In most cases, the
data can be imported using a default import specification provided in AX. Whenever
data will be imported into all available fields in an application, and the data format and
field length of those fields does not need to be altered, a default specification can be
used to perform the import. If an existing default specification is not sufficient for an
import, you can either modify a default specification or create a new, customized
specification for the import.
For a successful import, AX must correctly read the data to be imported from the file.
Each line of data in the import file must be organized in a specific format. AX stores
each line of the file as a separate record, or group, of index field values, using the hard
return character as an indicator of the end of a record. Within each record, there should
be a value for each field into which data is being imported. These values are separated
by a delimiter, such as a comma or a tab. When AX parses a line of the import file, it
creates a record and stores the data preceding the first delimiter in the first field of the
record, the data preceding the second delimiter in the second field, and so on.
A specification provides the following information to AX during the import process:
• The fields into which data should be imported
• The order in which fields should be imported
• The data format and length of each field
• The delimiter which will be used to separate one field value from another in the
import file
A default specification automatically imports data into every available field in an
application in the order specified in the application, and uses the data format
configured when the application was created. The only difference between one default
specification and another is the delimiter used to separate data. The default
specifications, therefore, are each named for the delimiter used in the specification. The
following default specifications are available.
Table 81. Delimiter Descriptions
Delimiter Description
none Fixed length records (no delimiter)
, Comma
| Pipe

Table 81. Delimiter Descriptions (Continued)
Delimiter Description
~ Tilde
\t Tab
An administrator can modify a default specification by reordering or removing fields

and modifying field data formats. However, to prevent confusion when doing imports
for the same application in the future, it may be better to create a new specification.
Administrators can remove fields from the field list in the specification. This allows a
user to import data into only the fields on the field list, rather than all available fields
in the application. If fields have previously been removed from a specification, you can
add them again. You can also reorder the fields in the field list, so that AX will import
index field data from the file in a different order.
Changes can be made to data formats to accommodate discrepancies between the
format of data in the import file and what AX will accept as a valid index field value.
AX will automatically re-format the data as it is imported so that it conforms to the
application index field setting. For example, if the field setting for a date field is
mm-dd-yy, and the dates in the file are formatted yy-mm-dd, the data format for the
field can be changed in the import specification. When AX imports the dates from the
file, it will copy the numbers it reads as yy-mm-dd, convert them to the format
mm-dd-yy, and store them in the application in the mm-dd-yy format.
• If you want to create a new import specification and customize it to your needs,
while you create a new application, see "Custom Specification in a New
• If you want to create a new import specification and customize it to your needs, in
an existing application, see "Custom Specification in an Existing Application" on
page 303.
• If you want to modify an existing import specification (default or custom), see
"Modifying Import Specifications" on page 304.
• If you want to delete an existing import specification (default or custom), see
"Deleting Import Specifications" on page 305.

Custom Specification in a New Application

You can create a new import specification and customize it to your needs while
creating an application. The following procedure assumes that you are familiar with
the procedures for creating an application. For detailed instructions on creating an
application, see "Creating an Application" on page 134.
To set up an import specification while creating an application:
1. On the Fields page, as you create each field, if you want to configure the field for
Auto Index Import or Key Reference Import, apply the appropriate import flag to
the field. For more information, see "Applying an Import Flag to a New Field" on
page 300.
2. On the import file setup page, create the new import specification. For more
information, see "Configuring an Import File Setup Page" on page 300.
Applying an Import Flag to a New Field

If you want to perform an Auto Index Import or a Key Reference Import, make sure
that you have applied the appropriate flag or flags to the fields into which you intend
to import data. Keep in mind the following points:
• If you intend to use Auto Index Import to import data into a field, apply the Auto
Index field flag to that field.
• If you intend to use Key Reference Import to data into an application, apply the
Key Reference flag to one field, and apply the Data Reference flag to at least one
field.
Configuring an Import File Setup Page

The File Setup pages allow you to configure custom specifications for importing data
into AX. By default, the Index Image Import File Setup page always appears. If Key
Reference or Auto Index flags were set for any fields, these specifications can also be
set now. Standard templates are included for import files that are an acceptable format
(using one of the standard field delimiters and in the application’s index field order).
Custom specifications should be added only if the standard templates cannot be used.
Specifications can also be set after applications are created. For more information, see
"Custom Specification in an Existing Application" on page 303. You or another
administrator can change an application's import specifications later. For more
information, see "Modifying Import Specifications" on page 304.
Depending on how the application’s index fields are configured, you may be presented
with multiple File Setup pages. The last page displays the Finish button. Repeat the
following procedure for each File Setup page.
To create a new import specification:
1. In the Specification Name text box, type a unique name. The following characters
are not allowed in specification names:
• double quotation mark (")
• single quotation mark (‘)
• percentage sign (%)

Note: If the AX database in which you are creating an import specification is a

Microsoft Access database, do not use the vertical bar (|) symbol in the
specification name. Access converts this symbol to a single quote (‘) symbol, which
is prohibited in AX specification names.
2. From the Field Delimiter drop-down list, select the character that the import file
uses to separate fields. For the list of delimiters supported by ApplicationXtender,
see Table 81 on page 298.
3. Click Add. The new specification appears in the Specification List along with the
standard formats. The Field Name text box also becomes available.
4. In the Field List box, list the fields in the order in which they are listed in the import
file. For more information, see the following sections:
• "Adding Fields" on page 301
• "Inserting Fields" on page 301
• "Changing Maximum Field Width" on page 302
• "Changing Field Format" on page 302
• "Re-ordering Fields" on page 302
• "Deleting Fields" on page 302
5. After all fields have been added, click Finish or Next to save the specifications
(delimiter, field formats, field lengths, field order, and so on) for use in importing
data into the appropriate AX application. To quit the procedure at any point, click
Cancel.
Adding Fields
You can add fields to a specification. For each field you want to add, repeat the
following procedure.
To add a field:
1. From the Field Name list, select the new field.
2. If necessary, modify the maximum width for the field. The maximum width
indicates the maximum number of characters to import from the file.
3. If necessary, modify the format for the field. The format indicates the format of that
field in the import file.
4. Click Add. The field is appended to the end of the Field List.
Inserting Fields
You can insert fields into a specification. For each field you want to insert, repeat the
To insert a field:
1. In the Field List, select the field that will follow the new field. (The new field will
be inserted before the selected field.)
2. From the Field Name list, select the new field.
3. If necessary, modify the maximum width for the field. The maximum width
indicates the maximum number of characters to import from the file.

4. If necessary, modify the format for the field. The format indicates the format of that
field in the import file.
5. Click Insert. The new field is inserted in the Field List, after the selected field.
Changing Maximum Field Width

You can change the maximum width of fields in a specification. The maximum width
indicates the maximum number of characters to import from the file. For each field you
want to modify, repeat the following procedure.
To modify the maximum width of a field:
1. In the Field List, double-click the field you want to change.
2. Modify the maximum width for the field.
3. Click Modify. The Field List reflects your changes.
Changing Field Format

You can change the format of fields in a specification. The format indicates the format
of that field in the import file. For each field you want to modify, repeat the following
procedure.
To modify the format of a field:
1. In the Field List, double-click the field you want to change.
2. Modify the format for the field.
3. Click Modify. The Field List reflects your changes.
Re-ordering Fields
You can change the order of fields in a specification by moving fields, one at a time. For
each field you want to move, repeat the following procedure.
To move a field:
• Drag the field to its new location. The Field List reflects your changes.
Deleting Fields
You can delete fields from a specification. For each field you want to delete, repeat the
To delete fields:
1. In the Field List, select the field you want to delete.
2. Click Delete. The field is removed from the Field List.

Custom Specification in an Existing Application

Standard templates are included for import files that are an acceptable format (using
one of the standard field delimiters and in the application’s index field order). Custom
specifications should be added only if the standard templates cannot be used.
You can create a new import specification and customize it to your needs, in an existing
application. The following procedure assumes that you are familiar with the
procedures for modifying an application. For detailed instructions on modifying an
application, see "Modifying an Application" on page 153.
To set up an import specification in an existing application:
1. On the Fields tab, if you want to configure a field for Auto Index Import or Key
Reference Import, apply the appropriate import flag to the field. For more
information, see "Applying an Import Flag to an Existing Field" on page 303.
2. Click the appropriate File Setup tab (Auto Index, Key Reference, or Index Image).
Note: The Auto Index and Key Reference File Setup tabs are available only if their
field flags are enabled within the application.
3. On the import file setup tab, create the new import specification. For more
information, see "Configuring an Import File Setup Tab" on page 303.
Applying an Import Flag to an Existing Field

If you want to perform an Auto Index Import or a Key Reference Import, make sure
that you have applied the appropriate flag or flags to the fields into which you intend
to import data. Keep in mind the following points:
• If you intend to use Auto Index Import to import data into a field, apply the Auto
Index field flag to that field.
• If you intend to use Key Reference Import to import key reference data into a
field, apply the Key Reference flag to that field.
• If you intend to use Key Reference Import to import data reference data into a
field, apply the Data Reference flag to that field.
• If you intend to use Key Reference Import to data into an application, apply the
Key Reference flag to one field, and apply the Data Reference flag to at least one
field.
Configuring an Import File Setup Tab

The File Setup tabs allow you to configure custom specifications for importing data
into AX. By default, the Index Image Import File Setup tab always appears. If Key
Reference or Auto Index flags were set for any fields, these specifications can also be
set now. Standard templates are included for import files that are an acceptable format
Custom specifications should be added only if the standard templates cannot be used.
Custom specifications can be set after applications are created.
Depending on how the application’s index fields are configured, you may be presented
with multiple File Setup tabs. Repeat the following procedure for each File Setup tab.

To create a new import specification in an existing application:

1. In the Specification Name text box, type a unique name.
2. From the Field Delimiter drop-down list, select the character that the import file
uses to separate fields. For the list of delimiters supported by ApplicationXtender,
see Table 81 on page 298.
3. Click Add. The new specification appears in the Specification List along with the
standard formats. The Field Name text box also becomes available.
4. In the Field List box, list the fields in the order in which they are listed in the import
file. For more information, see the following sections:
5. After all fields have been added, click Apply to save the specifications (delimiter,
field formats, field lengths, field order, and so on) for use in importing data. To quit
the procedure at any point, click Cancel.
Modifying Import Specifications

The File Setup tabs allow you to configure custom specifications for importing data
into AX. Standard templates are included for import files that are an acceptable format
Custom specifications are added only if the standard templates cannot be used.
Specifications can be modified after applications are created. Specification names, field
delimiter, field order, and formats can all be modified.
To modify an import specification:
1. Select the application name from AppGen’s Application list, and click the
appropriate File Setup tab (Auto Index, Key Reference, or Index Image).
Note: The Auto Index and Key Reference File Setup tabs are available only if their
field flags are enabled within the application.
2. Double-click the name in the Specification List box.
3. To modify the specification name or field delimiter, type the new name in the
Specification Name text box or select a new delimiter from the Field Delimiter list.
Click Modify to save the changes.
4. Make the necessary changes to the Field List. In the Field List box, list the fields in
the order in which they are listed in the import file. For more information, see the
following sections:


5. After all modifications have been made to the specification, click Apply. Click
Cancel to discard the changes.
Deleting Import Specifications

Import specifications can be deleted at any time. Default specifications and custom
specifications that you have created can be deleted. Although default specifications can
be deleted, it is not recommended. Even if you are not using them now, it may be
necessary to use them in the future.
To delete an import specification:
1. Select the application name from AppGen’s Applications list.
2. Click the appropriate File Setup tab (Auto Index, Key Reference, or Index Image).
3. From the Specifications List, select the import specification you want to delete.
4. Click Delete. A message appears, asking you to confirm the deletion.
Figure 152. Application Generator Message: Delete Specification?
5. Click Yes to delete the specification, or No to return to the File Setup tab.
6. Click Apply.
Using the Import Wizards

ApplicationXtender contains three import wizards – Auto Index Import, Index Image
Import, and Key Reference Import. While each import feature has a distinct purpose,
the method of importing data into AX is similar in each case. You specify the import
parameters in the associated wizard. For more information, see the following sections:
• "Auto Index Import Wizard" on page 306
• "Key Reference Import Wizard" on page 312
• "Index Image Import Wizard" on page 320

Auto Index Import Wizard

Once you have created an import file and, if necessary, configured an import
specification, you can run the Auto Index Import wizard to import index information.
For general information about this feature, see "Auto Index Import" on page 292.
This section describes how to run the wizard. The following procedure provides an
overview of this section.
To run the Auto Index Import Wizard:
1. Start the import wizard. For details, see "Starting the Auto Index Import Wizard"
on page 306.
2. Configure the welcome page of the wizard. For details, see "Configuring the Auto
Index Import Welcome Page" on page 306.
3. If you want to test the import setup, preview the import. For details, see
"Previewing the Auto Index Import" on page 308.
4. Configure the options page of the wizard and perform the import. For details, see
"Configuring the Auto Index Import Options Page" on page 310.
5. If you want to view the status of the completed import, use the status dialog box.
For details, see "Using the Auto Index Import Status Dialog Box" on page 311.
Starting the Auto Index Import Wizard

The Auto Index Import wizard allows you to import index information.
To start the Auto Index Import Wizard:
From the ApplicationXtender menu, select Auto Index Import. The Login dialog
box for the Auto Index Import Wizard appears.
login.
source.
on page 61.
4. In the Password text box, type your password.
5. Click Login. The Auto Index Import Wizard appears, starting with the welcome
page. For more information, see "Configuring the Auto Index Import Welcome
Page" on page 306.
Configuring the Auto Index Import Welcome Page

The Auto Index Import Wizard welcome page allows you to select an application, an
import specification, and an import file for the Auto Index Import. This page also
allows you to preview the Auto Index Import.

Figure 153. Auto Index Import Wizard: Welcome Page
To configure the Auto Index Import welcome page:

1. From the Application drop-down list, select the application into which you want
to perform an Auto Index Import.
Note: Only those applications containing Auto Index fields are available when
performing Auto Index Import.
2. From the Specification list, select an import specification. The specification defines
the rules AX will follow in importing data (such as date formats, delimiters, and so
on).
If you will be importing data for all fields in an application, in the order and format
Otherwise (if you want to include a subset of the fields, if you want to change the
field order, or if you want to change any of the field formats), you must use a
custom import specification. For instructions on creating and managing custom
import specifications, see "Import Specifications" on page 298.
3. Click Import From. A standard Windows Open dialog box appears.
Figure 154. Open Dialog Box

4. Navigate to and select the file containing the import data and click Open.
• If you want to test the Auto Index Import setup before performing the import,
click Preview. The Auto Index Import Preview dialog box appears. For more
information, see "Previewing the Auto Index Import" on page 308.
• If you want to continue the wizard without previewing the Auto Index
Import, click Next. The options page of the Auto Index Import Wizard
appears. For more information, see "Configuring the Auto Index Import
Options Page" on page 310.
Previewing the Auto Index Import

The Auto Index Import Preview dialog box allows you to test the Auto Index Import
setup against each line of the import file before performing the import. The Auto Index
Import Preview dialog box also allows you to switch to a different specification, if
necessary.
Figure 155. Auto Index Import Preview
The following table describes each element of the Auto Index Import Preview dialog
box:
Table 82. Auto Index Import Preview Dialog Box Elements
Dialog Box Element Description
Line Number: # Contains the specified line (record) of data from the
import file, and displays it as it appears in the file.
Line Status Indicates the status of the specified line (record) of data
(OK, in the preceding figure).
Next Line Displays the next line in the import file.

Table 82. Auto Index Import Preview Dialog Box Elements (Continued)
Format Specifications Lists the available specifications.
Recognized Fields Contains the specified line (record) of data from the
import file, and displays it as it will appear after being
parsed according to the option selected under Format
Specifications. If one of the fields fails during the
attempt to preview the line, no other fields are
displayed after that field.
To continue with the Auto Index Import Wizard:

1. Note the status indicated in the Line Status text box and examine the text under
Recognized Fields.
2. If the status is not OK, or the text under Recognized Fields does not appear as you
expect, try each of the following troubleshooting tips until the problem is solved:
• Make sure that the import file uses the proper syntax. Make sure that the line
of the import file that you are previewing uses the same syntax as the rest of
the import file. For more information on the proper syntax of an import file,
see "Using AX Import Wizards: An Overview" on page 291.
• Make sure that you have selected the correct specification. Under Format
Specification, select a different specification.
• Make sure that you have selected the correct import file. Click Back, specify a
different file name, and click Preview again.
• Make sure that you have selected the correct application. Click Back, specify a
different application, and click Preview again.
• Make sure that the specification setup meets your needs. Exit the import
wizard. In AppGen, reconfigure the specification or create a new one. For
more information on configuring a specification or creating a new one, see
"Import Specifications" on page 298. Restart the import wizard. On the
welcome page of the import wizard, specify the application, specification,
and import file. Click Preview again.
3. When the status for the displayed line is OK and the text under Recognized Fields
appears as you expect, click Next Line.
4. Repeat step 1 to step 3 until you are satisfied with the preview.
5. Click Close. The Auto Index Import Preview dialog box closes and any changes
you have made are saved.
6. In the welcome page of the Auto Index Import Wizard, click Next. The options
page of the Auto Index Import Wizard appears. For more information, see
"Configuring the Auto Index Import Options Page" on page 310.

Configuring the Auto Index Import Options Page

The options page of the Auto Index Import Wizard allows you to specify how the data
in the import file will be imported into AX.
Figure 156. Auto Index Import Wizard: Options Page
To continue with the Auto Index Import Wizard:

1. Under Import Options, specify whether you want the imported records to append
or replace the records in the existing Auto Index table. The following table
describes each option:
Table 83. Auto Index Import Options
If You Want the Imported Click This

Records To Option Result
Append to the records in the Append data AX appends, or adds, the

existing Auto Index table, and imported records to the Auto
you want to keep existing Index table for the selected
data unchanged application. Existing data is not
affected.
Replace all of the records in Replace AX replaces all existing data in

the existing Auto Index table existing data the Auto Index table with the
imported records.
These options (Append data and Replace existing data) are mutually exclusive.
You can select one or the other, but not both.
Important: If you select the Replace existing data option, AX deletes all existing
data in the Auto Index table before importing records. Therefore, all the records in
the database are deleted, even if the import is unsuccessful.
2. If you want to omit from the import a record or a group of records at the beginning
of the import file, you need to specify the number of lines that you want AX to skip
when processing the import file. In the Skip text box, type the number of leading
lines that you want AX to skip.

3. If you want to omit from the import a record or a group of records at the end of the
import file, you need to specify the number of lines that you want AX to load when
processing the import file. In the Then Load text box, type the number of lines that
you want AX to load.
Note: You can use the Skip and Then Load text boxes simultaneously. For example,
if you want AX to process only lines 21 through 30, specify 20 in the Skip text box
and 10 in the Then Load text box. AX skips the 20 leading lines in the import file,
and then processes only the subsequent 10 lines (lines 21 through 30).
4. Click Import. The import wizard processes the records in the import file. When the
import is completed, the Auto Index Import Status dialog box appears. For more
information, see "Using the Auto Index Import Status Dialog Box" on page 311.
Using the Auto Index Import Status Dialog Box

You can use the Auto Index Import Status dialog box to view the status of the
completed Auto Index Import.
Figure 157. Auto Index Import Status
To view the status of the completed Auto Index Import:

1. Examine the import processing information displayed in the text boxes. The
following table describes each text box.
Table 84. Auto Index Import Status Text Boxes
Text Box Description
Processing Completed At: Date and time the import was completed.
Records Processed: The number of records processed.
Records Imported: The number of records successfully imported.
Records Rejected: The number of records rejected.
2. If any records were rejected and you want to see more information on these
rejections, click View Rejection File. The Auto Index Import rejection log appears.
When you have viewed the log, close the file and return to the Auto Index Import
Status dialog box.

Figure 158. Auto Index Import Rejection Log
If you want to see processing and destination information pertaining to the

completed import, click View Log. The Auto Index Import log appears. When you
have viewed the log, close the file and return to the Auto Index Import Status
dialog box.
Figure 159. Auto Index Import Log
3. Click Exit. The Auto Index Import Status dialog box closes.
Key Reference Import Wizard

specification, you can run the Key Reference Import wizard to import index
information. For general information about this feature, see "Key Reference Import" on
page 294.
To run the Key Reference Import Wizard:
1. Start the import wizard. For details, see "Starting the Key Reference Import
Wizard" on page 313.
2. Configure the welcome page of the wizard. For details, see "Configuring the Key
Reference Import Welcome Page" on page 313.
3. If the Key Reference flag has been applied to a field in an existing application and
you want to check for missing values in that field, see "Checking for Missing Key
Reference Values" on page 315.
"Previewing the Key Reference Import" on page 315.

"Configuring the Key Reference Import Options Page" on page 317.
For details, see "Using the Key Reference Import Status Dialog Box" on page 319.
Starting the Key Reference Import Wizard

The Key Reference Import wizard allows you to import index information.
To start the Key Reference Import Wizard:
From the ApplicationXtender menu, select Key Reference Import. The Login
dialog box for the Key Reference Import Wizard appears.
login.
source.
on page 61.
5. Click Login. The Key Reference Import Wizard appears, starting with the welcome
page. For more information, see "Configuring the Key Reference Import Welcome
Page" on page 313.
Configuring the Key Reference Import Welcome Page

The Key Reference Import Wizard welcome page allows you to select an application,
an import specification, and an import file for the Key Reference Import. This page also
allows you to preview the Key Reference Import.
Figure 160. Key Reference Import Wizard: Welcome Page

To configure the Key Reference Import welcome page:

to perform a Key Reference Import.
Note: Only those applications containing Key Reference fields are available when
performing a Key Reference Import.
on).
• If the Key Reference flag has been applied to a field in an existing application
and you want to check for missing values in that field, see "Checking for
Missing Key Reference Values" on page 315.
• If you want to test the Key Reference Import setup before performing the
import, click Preview. The Key Reference Import Preview dialog box appears.
For more information, see "Previewing the Key Reference Import" on
page 315.
• If you want to continue the wizard without previewing the Key Reference
Import, click Next. The options page of the Key Reference Import Wizard
appears. For more information, see "Configuring the Key Reference Import

Checking for Missing Key Reference Values

If the Key Reference flag has been applied to a field in an application that already
contains documents, there may be missing values in that field. You can check for
missing values. If there are missing values, you can provide a value to be used as a
placeholder. AX inserts the value that you provide so that you can search for those
documents later.
To check for missing Key Reference values:
1. Click Check existing application data. AX checks the selected application for
missing Key Reference values. A message appears indicating how many records
were found with missing values.
2. If records were found with missing values and if you want to provide a
placeholder value for these records, click Yes. The Fix missing Key Reference Data
dialog box appears.
Figure 162. Fix Missing Key Reference Data Dialog Box
3. In the text box, enter the value that you want to use as a placeholder. Consider
using a unique value so that you can search for the documents later.
4. Click OK. AX inserts the specified value in each record, where values were
missing. The welcome page of the Key Reference Import Wizard reappears.
5. To continue with the Key Reference import, click Next. The options page of the Key
Reference Import Wizard appears. For more information, see "Configuring the Key
Reference Import Options Page" on page 317.
Consider performing a query in AX, using as search criteria the placeholder value that
you specified, to find the documents in which the Key Reference value had been
missing. Then you can change the placeholder value for each document to a more
useful value. For instructions on searching for documents and modifying document
indexes, refer to the "Retrieving Documents" and "Managing Documents" chapters in
the ApplicationXtender User’s Guide, respectively.
Previewing the Key Reference Import

The Key Reference Import Preview dialog box allows you to test the Key Reference
Import setup against each line of the import file before performing the import. The Key
Reference Import Preview dialog box also allows you to switch to a different
specification, if necessary.

Figure 163. Key Reference Import Preview
The following table describes each element of the Key Reference Import Preview
dialog box:
Table 85. Key Reference Import Preview Dialog Box Elements
Line Status Indicates the status of the specified line (record) of

data.
To continue with the Key Reference Import Wizard:

Recognized Fields.

3. When the status is OK and the text under Recognized Fields appears as you expect,
click Next Line.
5. Click Close. The Key Reference Import Preview dialog box closes and any changes
6. In the welcome page of the Key Reference Import Wizard, click Next. The options
page of the Key Reference Import Wizard appears. For more information, see
"Configuring the Key Reference Import Options Page" on page 317.
Configuring the Key Reference Import Options Page

The options page of the Key Reference Import Wizard allows you to specify how the
data in the import file will be imported into AX.
Figure 164. Key Reference Import Wizard: Options Page

To continue with the Key Reference Import Wizard:

1. Under Import Options, specify whether you want the imported records to append,
merge with, or replace the records in the existing Key Reference table. The
following table describes each option:
Table 86. Key Reference Import Options
If You Want the Click This

Imported Records To Option Result
Append to the records Append AX appends, or adds, the imported

in the existing Key data records to the Key Reference table for the
Reference table, and selected application. Existing data is not
you want to keep affected.
existing data
unchanged
Merge with the records Merge with AX compares the key field values of the
in the existing Key existing imported records with the key field values
Reference table data of records already in the Key Reference
table. If an imported record and an
existing record have the same value in the
key field, the values in the data fields for
the imported record overwrite the values
in the data fields for the existing record.
All other records are added as new records
in the table.
Replace all of the Replace AX replaces all existing data in the Key
records in the existing existing Reference table with the imported records.
Key Reference table data
These options (Append data, Merge with existing data, and Replace existing data)
are mutually exclusive. You can select only one.
Important: If you select the Replace existing data option, AX deletes all existing
data in the Key Reference table before importing records. Therefore, all the records
in the database are deleted, even if the import is unsuccessful.
2. If you want to omit from the import a record or a group of records at the beginning
of the import file, you need to specify the number of lines that you want AX to skip
when processing the import file. In the Skip text box, type the number of leading
lines that you want AX to skip.
3. If you want to omit from the import a record or a group of records at the end of the
import file, you need to specify the number of lines that you want AX to load when
processing the import file. In the Then Load text box, type the number of lines that
you want AX to load.

Note: You can use the Skip and Then Load text boxes simultaneously. For example,
if you want AX to process only lines 21 through 30, specify 20 in the Skip text box
and 10 in the Then Load text box. AX skips the 20 leading lines in the import file,
and then processes only the subsequent 10 lines (lines 21 through 30).
4. Click Import. The import wizard processes the records in the import file. When the
import is completed, the Key Reference Import Status dialog box appears. For
more information, see "Using the Key Reference Import Status Dialog Box" on
page 319.
Using the Key Reference Import Status Dialog Box

You can use the Key Reference Import Status dialog box to view the status of the
completed Key Reference Import.
Figure 165. Key Reference Import Status
To view the status of the completed Key Reference Import:

Table 87. Key Reference Import Status Text Boxes
Processing Completed At: Date and time the import was completed.
Records Processed: The number of records processed.
If any records were rejected and you want to see more information on these
rejections, click View Rejection File. The Key Reference Import rejection log
appears. When you have viewed the log, close the file and return to the Key
Reference Import Status dialog box.
Figure 166. Key Reference Import Rejection Log

If you want to see processing and destination information pertaining to the

completed import, click View Log. The Key Reference Import log appears. When
you have viewed the log, close the file and return to the Key Reference Import
Status dialog box.
Figure 167. Key Reference Import Log
2. Click Exit. The Key Reference Import Status dialog box closes.
Index Image Import Wizard

specification, you can run the Index Image Import wizard to import index information
and documents. For general information about this feature, see "Index Image Import"
on page 295.
To run the Index Image Import Wizard:
1. Start the import wizard. For details, see "Starting the Index Image Import Wizard"
on page 321.
2. Configure the welcome page of the wizard. For details, see "Configuring the Index
Image Import Welcome Page" on page 321.
"Previewing the Index Image Import" on page 323.
"Configuring the Index Image Import Options Page" on page 325.
For details, see "Using the Index Image Import Status Dialog Box" on page 328.

Starting the Index Image Import Wizard

The Index Image Import wizard allows you to import index information and
documents.
To start the Index Image Import Wizard:
From the ApplicationXtender menu, select Index Image Import. The Login dialog
box for the Index Image Import Wizard appears.
login.
source.
on page 61.
5. Click Login. The Index Image Import Wizard appears, starting with the welcome
page. For more information, see "Configuring the Index Image Import Welcome
Page" on page 321.
Configuring the Index Image Import Welcome Page

The Index Image Import Wizard welcome page allows you to select an application, an
import specification, and an import file for the Index Image Import. This page also
allows you to preview the Index Image Import.
Figure 168. Index Image Import Wizard: Welcome Page
To configure the Index Image Import welcome page:

to perform an Index Image Import.
on).

5. If a WorkflowXtender™ (WfX) client has been installed, you can import into WfX.
For instructions, see "Importing into WorkflowXtender" on page 322.
6. On the Index Image Import Wizard welcome page, you have the following choices:
• If you want to test the Index Image Import setup before performing the
import, click Preview. The Index Image Import Preview dialog box appears.
For more information, see "Previewing the Index Image Import" on page 323.
• If you want to continue the wizard without previewing the Index Image
Import, click Next. The options page of the Index Image Import Wizard
appears. For more information, see "Configuring the Index Image Import
Importing into WorkflowXtender

If a WorkflowXtender™ (WfX) client has been installed, you can import into WfX.
To import into WfX:
1. On the Index Image Import Wizard welcome page, click Login. The
WorkflowXtender Login dialog box appears.
2. In the Workflow Server and Workflow Database text boxes, type your workflow
server name and workflow database name.
3. In the Username text box, type your user name.
Note: If WfX and AX user accounts are identical, your login procedure may vary
depending on the security provider in use for the current data source. For
information, see "Variations on Login Procedures" on page 61.

5. Click OK. The Index Image Import Wizard welcome page indicates whether the
application into which you intend to import documents is linked to a workflow
business process.
Figure 170. Index Image Import Wizard: Logged in to WfX
If the application is linked to a workflow business process, each imported

document creates a new business process.
6. On the Index Image Import Wizard welcome page, you have the following choices:
• If you want to test the Index Image Import setup before performing the
import, click Preview. The Index Image Import Preview dialog box appears.
For more information, see "Previewing the Index Image Import" on page 323.
• If you want to continue the wizard without previewing the Index Image
Import, click Next. The options page of the Index Image Import Wizard
appears. For more information, see "Configuring the Index Image Import
Previewing the Index Image Import

The Index Image Import Preview dialog box allows you to test the Index Image Import
setup against each line of the import file before performing the import. The Index
Image Import Preview dialog box also allows you to switch to a different specification,
if necessary.
Figure 171. Index Image Import Preview

The following table describes each element of the Index Image Import Preview dialog
box:
Table 88. Index Image Import Preview Dialog Box Elements
Line Status Indicates the status of the specified line (record) of

data.
To continue with the Index Image Import Wizard:

Recognized Fields.
3. When the status is OK and the text under Recognized Fields appears as you expect,
click Next Line.

5. Click Close. The Index Image Import Preview dialog box closes and any changes
6. In the welcome page of the Index Image Import Wizard, click Next. The options
page of the Index Image Import Wizard appears. For more information, see
"Configuring the Index Image Import Options Page" on page 325.
Configuring the Index Image Import Options Page

The options page of the Index Image Import Wizard allows you to specify how the data
in the import file will be imported into AX.
Figure 172. Index Image Import Wizard: Options Page
To continue with the Index Image Import Wizard:

1. Under Import Options, specify whether you want the imported items to be created
as new indexes and documents or merged with existing documents. The following
table describes each option:
Table 89. Index Image Import Options
If You Want the Click This

Imported Items To Be Option Result
Created as new Create new AX creates a new index and document for
indexes and indexes and each import item. AX does not check for
documents documents duplicate document indexes.
Merged with existing Merge data AX checks the selected application for
documents with duplicate document indexes. If AX finds
existing an existing document with the same index
documents information as an imported item, AX adds
the item as a new page to that document.
AX imports any documents with new
index information as new documents.
These options (Create new indexes and documents and Merge data with existing
documents) are mutually exclusive. You can select one or the other, but not both.

2. If full-text queues have been created, you can select one from the FT Queue
drop-down list. If the selected queue has been properly configured, the documents
imported by the Index Image Import wizard are processed using the selected
queue.
3. Under Other Options, specify options to control how the import is processed. The
following table describes each option:
Table 90. Index Image Import Options
Option Description
Check for If any of the fields in the application have been flagged as
unique key unique keys, and if you want the import wizard to check the
values imported into these fields, enable this option. If the
import wizard discovers multiple documents listed in the
import file with the same values in the unique key fields, the
import wizard imports the first such document and rejects all
remaining redundant documents. If the import wizard
discovers any documents listed in the import file with values in
the unique key fields that duplicate the values for a document
already in the application, the import wizard rejects all
redundant documents.
Allowed # of Type the highest number of consecutive errors that you want
consecutive the import wizard to tolerate. When the import wizard has
errors encountered the number of errors specified, the import wizard
stops processing.
Skip If you want to omit from the import a record or a group of

records at the end of the import file, you need to specify the
number of lines that you want AX to skip when processing the
import file. In the Skip text box, type the number of lines that
you want AX to skip.
Then Load If you want to limit the size of record or a group of records at the
end of the import file, you need to specify the number of lines
that you want AX to load when processing the import file. In the
Then Load text box, type the number of lines that you want AX
to load.
Note: You can use the Skip and Then Load text boxes
simultaneously. For example, if you want AX to process only
lines 21 through 30, specify 20 in the Skip text box and 10 in the
Then Load text box. AX skips the 20 leading lines in the import
file, and then processes only the subsequent 10 lines (lines 21
through 30).

Table 90. Index Image Import Options (Continued)
Option Description
Batch Size During the Index Image Import, database transactions commit
document records to the database. Enter the number of records
that each database transaction should commit to the database.
The default batch size is 100 records, but you can enter any
integer from 1-10,000.
Note: If you enable Allow document additions while importing,
the Batch Size is set to 1 and this option is dimmed. When you
allow document additions while importing, the import wizard
commits each record from the import as a separate database
transaction rather than committing multiple document records
to the database at a time.
Allow If you want to allow other users to be able to add documents to

document the application to which you are importing documents during
additions the import, enable this option.
while
Note: If you do not enable the option, a wait message will appear
importing
when you select Import at the end of the wizard and the import
wizard will wait until it can place a lock on the application before
beginning the import.
Use bulk If you have placed database triggers on the DT and DL tables in
objects your AX application, you should disable this option. The option
is enabled by default; to disable it, click the check box to clear
the checkmark and disable use of database bulk objects.
Convert If you are importing TIFF images that have Eastman Imaging
Annotations annotations, and you want those annotations to be converted to
AX annotations, enable this option. The Annotation Properties
dialog box does not display user information for converted
annotations. The line widths and fonts may differ from the
original. In the import file, you must precede the path and file
name with two "at" symbols (@@).
Import If you are importing TIFF images that have Eastman Imaging
Annotation annotations assigned to annotation groups, and you want those
Group annotations groups to be imported into AX, enable this option.
These annotation groups are created with <ALL> following
legacy rules. For instructions on changing the configuration of
an annotation group, see "Modifying an Annotation Group" on
page 287. This option is available only when the Convert
Annotations option is enabled.

Table 90. Index Image Import Options (Continued)
Option Description
Preserve file If you want the imported files to retain their file time after
time import, enable this option. This option can be used if you are
using the LEGATO DiskXtender (DX) software to store AX
documents in an extended drive, and you have configured DX
to move or purge files according to their file time.
Note: This option works only with DX 5.2, Service Release 1, or
later and only via RPC.
Apply a digital If you want imported files to be digitally signed, enable this
signature to option. (This option is available only when the Document
each document signing option has been enabled for the application into which
you are importing files.)
4. Click Import. The import wizard processes the records in the import file.
5. If the Signature Properties dialog box appears, select a certificate, enter a comment,
and click OK.
When the import is completed, the Index Image Import Status dialog box appears. For
more information, see "Using the Index Image Import Status Dialog Box" on page 328.
Note: If you have not enabled the Allow document additions while importing option,
a wait message appears and the import wizard waits until it can place a lock on the
application before beginning the import. You can click Cancel to stop the import
process or wait until the import wizard is able to obtain an application lock and begin
the import process.
Using the Index Image Import Status Dialog Box

You can use the Index Image Import Status dialog box to view the status of the
completed Index Image Import.
Figure 173. Index Image Import Status

To view the status of the completed Index Image Import:

Table 91. Index Image Import Status Text Boxes
Processing Date and time the import was completed.

Completed At:
Records Processed: The number of documents processed.

Note: If the application in use supports multiple indexes
referencing a single document, the document is only
counted once, regardless of the number of indexes applied
to that document.
Workflow Errors The number of errors produced from WorkflowXtender

(WfX)
Note: This text box is displayed only if a WfX client has
been installed.
2. If any records were rejected and you want to see more information on these
rejections, click View Rejection File. The Index Image Import rejection log appears.
When you have viewed the log, close the file and return to the Index Image Import
Status dialog box.
Figure 174. Index Image Import Rejection Log
3. If you want to see processing and destination information pertaining to the

completed import, click View Log. The Index Image Import log appears. When you
have viewed the log, close the file and return to the Index Image Import Status
dialog box.

Figure 175. Index Image Import Log
4. Click Exit. The Index Image Import Status dialog box closes.
Importing from the Command Line

You can perform an import from the command line. A command line import can be
performed from the Run dialog box, from a DOS prompt, from a batch file, or from a
shortcut. This section describes how to perform a command line import from the Run
dialog box.
To perform a command line import:
Figure 176. Windows Run Dialog Box
2. In the Open text box, enter the import command you want to use. The following
sections describe each of the import commands:
• "Index Image Import Command" on page 331
• "Key Reference Import Command" on page 334
• "Auto Index Import Command" on page 336
3. Click OK.
include spaces (such as C:\Program Files\XtenderSolutions\Content Management) with
quotation marks. Otherwise, Windows may not be able to find the directory.

Index Image Import Command

Use the following syntax when performing an Index Image Import:
Management\IndexImageImport.exe" switches
In this command, C:\Program Files\XtenderSolutions\Content Management\ is the
directory in which AX has been installed and switches are a series of command line
switches.
• "Required Index Image Import Switches" on page 331
• "Optional Index Image Import Switches" on page 331
Required Index Image Import Switches

The required command line switches are described in the following table:
Table 92. Required Index Image Import Switches
Option Description
/U UserName Specifies the user name.
/W Password Specifies the password.
/A ApplicationName Specifies the application name.
/S "SpecificationName" Specifies the specification name. The specification

name must be enclosed in double quotes.
/F PathAndFileName Specifies the path and file name of the import file.
Optional Index Image Import Switches

The optional command line switches are described in the following table:
Table 93. Optional Index Image Import Switches
Scenario Use This Switch Description
If you want to specify a /N DataSource AX imports documents into the

data source other than specified data source.
the default
If you want the /C AX creates a new index and document

imported items to be for each import item. AX does not
created as new indexes check for duplicate document indexes.
and documents

Table 93. Optional Index Image Import Switches (Continued)
If you want the /M AX checks the specified application for

imported items to be duplicate document indexes. If AX
merged with existing finds an existing document with the
documents same index information as an
imported item, AX adds the item as a
new page to that document. AX
imports any documents with new
index information as new documents.
If any of the fields in /Q If you use this switch and the import
the application have wizard discovers multiple documents
been flagged as unique listed in the import file with the same
keys, and if you want values in the unique key fields, the
the import wizard to import wizard imports the first such
check the values document and rejects all remaining
imported into these redundant documents.
fields
If you want the import /E MaxErrors Specify the highest number of

wizard to stop consecutive errors that you want the
processing after a import wizard to tolerate.
certain number of
consecutive errors
If you want to omit /K SkipNumber Specify the number of lines that you
from the import a want AX to skip when processing the
record or a group of import file.
records at the
beginning of the
import file
If you want to omit /L LoadNumber Specify the number of lines that you
from the import a want AX to load when processing the
records at the end of
the import file
If a WorkflowXtender /X WfXServer If the application is linked to a

(WfX) client has been /D WfXDatabase workflow business process, each
installed and you want /R WfXUser imported document creates a new
to import into WfX /O WfXPassword business process.
/Z

If you want to specify /B During the Index Image Import,

the number of records database transactions commit
that each database document records to the database.
transaction should Specify the number of records that
commit to the database each database transaction should
commit to the database. The default
value is 100, but you can specify any
integer from 1-10,000.
Note: Do not use /B and /I in the same
command. If you use the /I switch, the
Batch Size will be set to 1, which means
that the import wizard commits each
record from the import as a separate
database transaction rather than
committing multiple document records
to the database at a time.
If you want to allow /I AX allows other users to add

other users to be able documents to the application to which
to add documents to you are importing documents during
the application to the import.
which you are
Note: If you do not use the /I switch, a
importing documents
wait message appears when you run
during the import
the import and AX waits until it can
place a lock on the application before
beginning the import.
If you want to allow /P n Specifies the polling interval in

the Index Image seconds. AX polls a disk directory for a
Import program to file that matches a user supplied mask.
wait for the import file The file specification switch of /F
to become available. accepts a path that includes asterisk (*)
wildcards. For example, if a command
line includes
/P 5 /F C:\Imp\*.txt,
AX polls the C:\Imp directory every 5
seconds and imports files in this
directory that match *.txt, such as
Cardiff.txt.
If you have placed /J AX disables the use of database bulk

database triggers on objects.
the DT and DL tables
in your AX application

If you are importing /V AX converts the Imaging annotations

TIFF images that have into AX annotations. The Annotation
Eastman Imaging Properties dialog box does not display
annotations, and you user information for converted
want those annotations annotations. The line widths and fonts
to be converted to AX may differ from the original. In the
annotations import file, you must precede the path
and file name with two "at" symbols
(@@).
If you are importing /G AX imports the annotation groups.

Eastman Imaging These annotation groups are created
annotations assigned with <ALL> following legacy rules.
to annotation groups, For instructions on changing the
and you want those configuration of an annotation group,
annotations groups to see "Modifying an Annotation Group"
be imported into AX on page 287. This switch can be used
only when the /V switch is used.
If you want the /T AX retains the file time for imported

imported files to retain files. This option can be used if you are
their file time after using DiskXtender (DX) to store AX
import documents in an extended drive, and
you have configured DX to move or
purge files according to their file time.
Note: This option works only with DX
5.2, Service Release 1, or later and only
via RPC.
If you want to specify a /Y If the selected queue has been properly

queue for full-text configured, the documents imported
processing by the Index Image Import wizard are
processed using the selected queue.
If you are uncertain /? A message appears that briefly

about Index Image describes the Index Image Import
Import command line command line usage.
usage
Key Reference Import Command

Use the following syntax when performing a Key Reference Import:
Management\KeyRefImport.exe" switches
In this command, C:\Program Files\XtenderSolutions\Content Management\
is the directory in which AX has been installed and switches are a series of command line
switches.

• "Required Key Reference Import Switches" on page 335
• "Optional Key Reference Import Switches" on page 335
Required Key Reference Import Switches

Table 94. Required Key Reference Import Switches
Option Description

/F PathAndFileName Specifies the path and file name of the import file
Optional Key Reference Import Switches

Table 95. Optional Key Reference Import Switches
If you want to specify a /N DataSource AX imports records into the specified

data source other than data source.
the default
If you want the /P AX appends, or adds, the imported

imported records to records to the Key Reference table for
append to the records the specified application. Existing data
in the existing Key is not affected.
Reference table, and
you want to keep
existing data
unchanged

Table 95. Optional Key Reference Import Switches (Continued)
If you want the /M AX compares the key field values of

imported records to the imported records with the key field
merge with the records values of records already in the Key
in the existing Key Reference table. If an imported record
Reference table and an existing record have the same
value in the key field, the values in the
data fields for the imported record
overwrite the values in the data fields
for the existing record. All other
records are added as new records in
the table.
If you want the /R AX replaces all existing data in the Key

imported records to Reference table with the imported
replace all of the records.
records in the existing
Key Reference table
records at the
beginning of the
import file
the import file

about Key Reference describes the Key Reference Import
usage
Auto Index Import Command

Use the following syntax when performing an Auto Index Import:
Management\AutoIndexImport.exe" switches
In this command, C:\Program Files\XtenderSolutions\Content Management
is the directory in which AX has been installed and switches are a series of command line
switches.


• "Required Auto Index Import Switches" on page 337
• "Optional Auto Index Import Switches" on page 337
Required Auto Index Import Switches

Table 96. Required Auto Index Import Switches
Option Description

/F PathAndFileName Specifies the path and file name of the import file
Optional Auto Index Import Switches

Table 97. Optional Auto Index Import Switches
If you want to specify a /N DataSource AX imports records into the specified

data source other than data source.
the default
If you want the /P AX appends, or adds, the imported

imported records to records to the Auto Index table for the
append to the records specified application. Existing data is
in the existing Auto not affected.
Index table, and you
want to keep existing
data unchanged
If you want the /R AX replaces all existing data in the

imported records to Auto Index table with the imported
replace all of the records.
records in the existing
Auto Index table

Table 97. Optional Auto Index Import Switches (Continued)
records at the
beginning of the
import file
the import file

about Auto Index describes the Auto Index Import
usage

Chapter 9: Managing the Index Server
The Index Server is an optional module that adds full-text indexing and OCR
functionality to ApplicationXtender systems.
You can submit text to the Index Server for full-text indexing. After text is processed by
the server, users can search for any string of text contained in the full-text database.
Users can add entire AX documents to the server for indexing. Scanned documents and
pages can be processed using OCR and the resultant text can be added to the Index
Server in one step. With full-text indexing, users can search for documents in AX by
index values and/or keyword content within the document. The Index Server adds
text from AX documents to the full-text database (located in the full-text database path
set in AppGen).
You can also submit text to the Index Server for OCR processing. If you submit an OCR
job to the Index Server, you can keep track of the job as easily as you would a full-text
indexing job.
The Index Server consists of a few components that work together to provide full-text
indexing and OCR processing. The Index Server itself is responsible for processing all
full-text indexing jobs and for processing all OCR jobs submitted to the Index Server.
The Index Server polls full-text queues and OCR queues for the next job (document or
page) to process. Full-text and OCR queues are set up to accommodate jobs from
multiple workstations, and can be configured at any Index Server workstation. The
queues are database table rows (in the AX database) that track which documents are
processed by the Index Server.
Note: Full-text queues and OCR queues can be created and monitored in the Index
Server or in the Queue Manager. However, after you create a full-text or OCR queue,
you must designate the queue as a processing queue, and this procedure can only be
performed in the Index Server Configuration dialog box. For more information on
creating or monitoring queues in the Queue Manager, see "Adding a New Queue" on
page 364. For more information on designating a queue as a processing queue, see
"Adding Queues to be Processed" on page 365.
For more information on installing Index Server, refer to the ApplicationXtender
Installation Guide.
The following sections describe how to manage the Index Server:
• "Configuring the AX System to Use the Index Server" on page 340
• "Creating the Impersonation Account" on page 353
• "Configuring the Index Server" on page 359

• "Maintaining the Index Server" on page 371

• "Monitoring the Index Server" on page 375
Configuring the AX System to Use the Index Server

The instructions for configuring the AX system to use the Index Server depend on the
full-text engine in use. (Full-text engines are configured on a per-application basis.) For
• "Verity vs. ProIndex" on page 340
• "Configuring the AX System to Use Verity" on page 343
• "Configuring the AX System to Use ProIndex" on page 353
Note: XtenderSolutions Administrator allows you to configure connectivity between
Index Server and the LEGATO DiskXtender software and to specify mapped drives.
For details, refer to the XtenderSolutions Administrator’s Guide.
Verity vs. ProIndex

For each AX application, you can choose whether to use ProIndex or Verity as the
full-text engine. The following sections compare the two engines to help you decide
which one is best for each application:
• "Full-Text Indexing with Verity vs. ProIndex" on page 340
• "Full-Text Searching with Verity vs. ProIndex" on page 342
• "Using Multiple Processors with Verity vs. ProIndex" on page 342
Note: When you purchase AX, you must indicate which full-text engine you want to
use, Verity or ProIndex, so that you receive the appropriate licenses and software.
Note the supported number of pages per document for each full-text engine: ProIndex
supports up to 2,000 and Verity supports up to 250,000.
Full-Text Indexing with Verity vs. ProIndex

The following table describes how each full-text processing engine processes each page
type:
Table 98. AX Full-Text Indexing
Page Type ProIndex Verity
Image The Index Server uses OCR on The Index Server uses OCR on the
each image file to generate a each image file to generate a text file
text file for ProIndex to index. for Verity to index.
COLD/Text ProIndex indexes the Verity indexes the COLD/Text file.

COLD/text file. However, areas normally covered
by redactions and non-transparent
text annotations are replaced with
blank spaces before indexing.

Table 98. AX Full-Text Indexing
PDF The Index Server uses PDF The Index Server does not convert
Library 5.0 to convert each PDF files into text files. Verity
PDF file into a text file. Then indexes each PDF file directly. (Text
ProIndex indexes the text file. hidden behind redactions is not
(Text hidden behind redactions removed.)
is not removed.)
RTF The Index Server uses The Index Server does not convert
KeyView to convert each RTF RTF files to text files. Verity indexes
file to a text file. Then each RTF file directly.
ProIndex indexes the text file.
HTML The Index Server uses The Index Server does not convert
KeyView to convert each HTML files to text files. Verity
HTML file to a text file. Then indexes each HTML file directly.
Foreign The Index Server uses The Index Server does not convert
KeyView to convert each foreign files to text files. Verity
foreign file to a text file. Then indexes each foreign file directly.
OLE The Index Server does not The Index Server does not process
Embedded process OLE files. OLE files.
files
Note: The Index Server converts image, PDF, RTF, HTML, and foreign file types to text
only if configured to do so on the Full-Text tab of the AX Index Server Configuration
dialog box. Also, the configuration settings for non-image file types apply only to
applications using the ProIndex full-text engine. These configuration settings do not
apply to applications using Verity full-text engine, because Verity does not need to
convert PDF, RTF, HTML, or foreign files before processing them.

Full-Text Searching with Verity vs. ProIndex

The following table describes the appearance of full-text search results for each full-text
engine:
Table 99. AX Full-Text Search Result Display
Image AX highlights the hit results AX highlights the hit results using
using the text view of the the text view of the image in
image. KeyView.
COLD/Text AX highlights the hit results in AX highlights the hit results in

normal COLD display mode KeyView. Areas normally covered
with annotations and form by redactions and non-transparent
overlays if necessary. text annotations are replaced with
blank spaces. Annotations and form
overlay do not apply. You can use
the text view toolbar button or
menu item to switch to normal text
display mode with annotations and
form overlays.
PDF AX highlights hit results in the AX highlights hit results in the

native AX viewer. native AX viewer.
RTF AX highlights the hit results AX highlights the hit results in

using the text view of the KeyView.
image.
HTML AX highlights the hit results AX highlights the hit results in

image.
Foreign AX highlights the hit results AX highlights the hit results in

image.
Using Multiple Processors with Verity vs. ProIndex

If the Index Server is installed on a computer with multiple processors, you can
increase Index Server processing speed by configuring it to use all available processors
(up to four) to full-text index multiple documents simultaneously. For each processor,
one Index Server thread processes one document. You can configure up to four full-text
processors (four threads) for each Index Server. For configuration instructions, see
"Full-Text Tab" on page 366.
If the Index Server is configured to use four processors, Verity can process four
documents simultaneously, but ProIndex typically processes each document
sequentially.

The Verity K2 license determines the number of processors that you can use in a
multi-processor Verity server, based on the number of Verity users, as the following
table indicates. (This table applies to Verity K2, not the Index Server.)
Table 100. Correlation of Verity Users to Processors
Number of Verity Users Number of Processors
Up to 49 1
50 to 99 2
100 to 149 3
150 or more 4
Note: Submitting documents from applications using ProIndex and from applications
using Verity to the same Index Server queue may cause a serialization of full-text
processing, defeating the purpose of this multiple processor configuration.
Configuring the AX System to Use Verity

If you want to use Verity® for full-text processing of documents, use the following
procedure.
To configure the AX system to use Verity for full-text indexing:
1. Perform each of the following on the same computer as the AX Index Server:
• Install Verity servers and the Verity K2 Administration component. For
instructions, see "Installing Verity Servers" on page 344.
• Install the CM Gateway for Verity. For instructions, see "Installing the CM
Gateway for Verity" on page 348.
• Create a collection (a Verity full-text database) for each AX application. For
instructions, see "Creating a Collection" on page 348.
• Assign each collection to a K2 Server. For instructions, see "Assigning a
Collection to a K2 Server" on page 349.
2. Configure applications to use the Verity K2 full-text engine. For instructions on
selecting a full-text engine while creating an application, see "Entering Application
Information" on page 137. For instructions on changing the full-text engine for an
existing application, see "Changing the Full-Text Engine" on page 156.
3. Create and configure the Index Server impersonation account. For instructions, see
"Creating the Impersonation Account" on page 353.

4. Configure the Index Server. For instructions, see "Configuring the Index Server" on
page 359.
When you have configured the AX system to use a full-text engine and the Index
Server, you can begin submitting documents to the Index Server. For instructions,
refer to the ApplicationXtender User Guide.
5. If the applications that you have configured contain documents that have already
been processed with ProIndex, you can use the Full-Text Indexing Wizard to
process them again with Verity. For instructions, see "Resubmitting Documents to
Installing Verity Servers

The following procedure describes how to install Verity servers for the purpose of
processing full-text requests from AX or WX workstations. Verity servers must be
installed on the same computer as the AX Index Server. Keep in mind that the
following Verity servers are required for use in an AX system:
• Ticket server
• Administrator server
• K2 server
The following procedure also describes how to install the Verity Administration
component (also known as the K2 Dashboard) for the purpose of assigning AX
collections to the Verity K2 Server.
Note: Verity K2 also requires Java 2 Platform, Standard Edition (J2SE) SDK, v1.4.1_02
or higher on the same computer.
For instructions on installing Verity servers for other purposes, refer to the
documentation provided by Verity.
To install the Verity K2 servers:
1. Insert the Verity setup CD-ROM into your CD-ROM drive.
2. Close all open applications.
3. Run D:\Verity K2 Server 5.5\vsetup.exe where D represents the drive that
contains the setup CD-ROM.
Important: The vsetup.exe file in this directory was created specifically for
installing Verity in an AX system. The Setup.exe file was not.
The Verity K2 Setup wizard appears, starting with the Welcome page.
Continue with the setup wizard as described in the Verity documentation until the
License Key page appears. On this page, the license key for Verity K2 is already
provided.
4. Accept the license key provided for Verity K2.
Additional Data Folders page appears.

Figure 177. Verity K2 Setup Wizard - Additional Data Folders Page
5. Specify at least one location where you want to place collections and click Next.
The Installation Type page appears.
Figure 178. Verity K2 Setup Wizard - Installation Type Page
6. Select Basic and click Next. The Administration Service Account page appears.

Figure 179. Verity K2 Setup Wizard - Administration Service Account Page
7. Select Local System Account and click Next.

Verity K2 Bundled Tomcat Port Number page appears.
Figure 180. Verity K2 Setup Wizard - Bundled Tomcat Port Number Page
8. Take note of the port number for future reference. (You will need this information
if you need to log in to the K2 Dashboard from another computer.) Click Next. The
Select Administrator page appears.

Figure 181. Verity K2 Setup Wizard - Select Administrator Page
9. Enter a user name, password, and domain for the user who administers your K2
domain, as described in the Verity documentation. Take note of the account
specified for future reference. (You will need this information when you first log
into the Verity K2 Dashboard and when you configure the AX Index Server.)
Finish page appears.
Figure 182. Verity K2 Setup Wizard - Finish Page
10. Take note of the settings displayed on the Finish page for future reference. (You
will need the K2 Server port number when you configure the Index Server. You
will need the Master Admin port number when you configure AX application to
use the Verity K2 server for full-text indexing.)
Note: Do not enable the Launch the K2 Dashboard option. The Dashboard should
not be launched until after the computer has been restarted.

11. Click Finish. A message appears asking whether you want to restart the computer.
12. Click Yes.
After the computer has been restarted, installation of the Verity K2 Administration
Server service is complete. It is responsible for both the K2Server.exe and K2Ticket.exe
server processes. The K2 Dashboard is also installed.
Installing the CM Gateway for Verity

When the Verity server installation is complete, you must install the CM Gateway for
Verity on the same computer as the AX Index Server.
Note: If you are using a version of Verity K2 that is no longer supported with AX, such
as 4.5.2, you must upgrade to a supported version of Verity K2, currently 5.5, before
installing the CM Gateway for Verity.
To install the CM Gateway for Verity:
1. Run D:\Verity Gateway 5.25.###\VerityGateWay.msi where D represents
the drive that contains the Verity setup CD-ROM. The CM Gateway for Verity
Setup wizard appears, starting with the Welcome page.
2. Complete the setup wizard as described in the Verity documentation.
Creating a Collection
A collection is a Verity full-text database. You must create collections on the computer
where the AX Index Server and Verity servers are installed. You should create one
collection for each application.
To create a collection:
1. From the Windows Start menu, select Run. In the Open text box, type cmd. Click
OK. A Windows command prompt window opens.
2. At the prompt, type the following command:
mkvdk -collection <path>\<collname> -create
where path is the location in which you want to create the collection and collname is
the name that you want to use for the collection.
Note: It is recommended that you do not create a collection within the directory of
another collection. Also, take note of the capitalization of your collection name.
When you specify the collection name in AppGen, you must use the same
capitalization.
If you intend to process documents that are written in languages other than
English, you can use -locale to specify the language. Each collection (and
therefore each application) may have only one locale. For details, refer to the
documentation provided with the Verity software.
3. Press [Enter]. The collection is created in the location you specified.

Assigning a Collection to a K2 Server

After you have created a collection for each AX application, you must assign each
collection to a K2 Server. The following procedure describes how to use the Verity K2
Administration component (K2 Dashboard) to assign each AX collection to a K2 Server.
For more detailed instructions on assigning collections, refer to the documentation
provided with the Verity software.
To assign a collection to a service:
1. From the Windows Start menu, select Programs and then select Verity. From the
Verity menu, select Administration and then K2 Dashboard. The K2 Dashboard
prompts you to log in. (Consider using the account that was entered as the Verity
Administrator account during Verity K2 Server installation. See Figure 181 on
page 347.)
2. Select the K2 Server to which you want to assign a collection. From the Actions
drop-down list, select Register & Attach Index. The Register and Attach Index
dialog box appears.
Figure 183. Register and Attach Index Dialog Box
3. In the Index Alias text box, enter an alias name for the collection that you want to
assign. (The alias name is usually the same as the collection name.)
4. From the Index Type set of options, select Collection.
5. Enable the Override default path option. In the Path text box, specify the location
of the collection that you want to assign.
6. From the Document Access set of options, select Public.

7. Click Register. A message appears indicating that you must perform a quick restart
in order for changes to take effect.
8. Click OK.
Resubmitting Documents to the Index Server

If you have changed the full-text engine for an application, keep in mind that full-text
searching does not return any documents in this application until you submit them to
the Index Server, even if they have already been full-text indexed by the previous
engine. However, if you submit documents to the Index Server from the AX result set,
the number of documents that can be submitted at a time is limited. (For information
on this limitation, see "Maximum Query Results" on page 411.)
Consider using the Full-Text Indexing Wizard to submit documents to the Index Server
for full-text indexing, rather than submitting them from the AX result set. This wizard
allows you to submit more documents to the Index Server at a time than the AX result
set allows.
To use the Full-Text Indexing Wizard:
1. From the Windows Start menu, select Programs and then select
ApplicationXtender. From the ApplicationXtender menu, select Full Text Indexing
Wizard. The wizard appears, starting with the Data Source Selection page.
Figure 184. Full-Text Indexing Wizard - Data Source Selection Page
2. Select the data source in which you want to process documents. In the User Name
and Password text boxes, enter your user name and password. (This user account
must have the AX Administrator privilege.) Click Next. The Application Selection
page appears.

Figure 185. Full-Text Indexing Wizard - Application Selection Page
3. Select the application in which you want to process documents. Click Next. The
Queue Selection and Other Options page appears. This page lists the queues that
are available for processing.
Figure 186. Full-Text Indexing Wizard - Queue Selection and Other Options Page
4. If you want to add another queue, click Add. The Create New Full-text Queue
dialog box appears.

Figure 187. Create New Full-Text Queue Dialog Box
5. In the Queue Name text box, enter a name for the new full-text queue. You can also
enter a description in the Description text box. Click OK. The Queue Selection and
Other Options page reappears.
6. Under Queue Selection, select the queue in which you want to process documents.
7. If the selected application contains documents that have already been processed by
ProIndex, the Only documents already full-text indexed in ProIndex check box is
available. Use this check box to specify whether you want to process only those
documents. You have the following choices:
• If you want to process only the documents that have already been processed
by ProIndex, enable the check box.
• If you do not want to exclude documents based on whether they have already
been processed by ProIndex, clear the check box.
Keep in mind that processing takes longer if this check box is enabled, because of
the time it takes to determine which documents have already been processed.
8. Click Next. The Query Documents page appears.
Figure 188. Full-Text Indexing Wizard - Query Documents Page

9. Enter criteria to match the documents that you want to process. (To select all
documents in the application, leave all search fields blank.) Click Next. The Status
page appears and the selected documents are submitted to the specified queue.
When the documents have been submitted, the Status page indicates the number
of documents successfully submitted and the name of the queue to which they
were submitted.
10. Click Finish.
Configuring the AX System to Use ProIndex

If you want to use ProIndex for full-text processing of documents, use the following
procedure.
To configure the AX system to use ProIndex for full-text indexing:
1. Configure applications to use the ProIndex full-text engine. For instructions on
selecting a full-text engine while creating an application, see "Entering Application
Information" on page 137. For instructions on changing the full-text engine for an
existing application, see "Changing the Full-Text Engine" on page 156.
2. Create and configure the Index Server impersonation account. For instructions, see
"Creating the Impersonation Account" on page 353.
3. Configure the Index Server. For instructions, see "Configuring the Index Server" on
page 359.
When you have configured the AX system to use a full-text engine and the Index
Server, you can begin submitting documents to the Index Server. For instructions,
refer to the ApplicationXtender User Guide.
Creating the Impersonation Account

The Index Server impersonation account grants security privileges to Index Server and
is essential for the Index Server to operate properly. Index Server uses the Index Server
impersonation account to access remote and server resources, including AX document
paths, the XtenderSolutions License Server, the registry, and the image repository (in
some cases, the DX Document Server).
Because no login is required for the Index Server service to run, some security context
needs to be established – and this is done with the Index Server impersonation account.
The Index Server uses the same security provider as AX to log in and access images and
documents. The Index Server impersonation account must have the following
advanced right: Log on as a service.
If any of the components used by Index Server will be located remotely, the Index
Server impersonation account must be added as a domain account on a domain that is
trusted by the Index Server, License Server, and the Document Server (in many cases,
the DX Server). For example, you may install Index Server on one computer and install
SQL Server and AX on another computer to allow for faster processing. The domain
account and the local accounts must be the same Windows account in order for account
rights to translate across the domain to the local machines.

Also, in a native Active Directory environment, when domain-level permissions are

active, they override local permissions, so it may be necessary to grant the two
advanced rights at the domain level.
It is recommended that the Index Server impersonation account be created as a domain
account and then added locally. By adding the domain account to the local Index
Server, you ensure that only one account is used.
The Computer Management button starts the Computer Management utility, which
can be used to quickly verify information regarding the Index Server impersonation
account and the current active account.
Note: If changes are made to the active account in Computer Management, the user
must log out and log back into Windows for the changes to take effect.
You must create and correctly configure an impersonation account to be used to run
the AX Index Server. For instructions on creating and configuring advanced user rights
for the AX Index Server impersonation account, see the following sections:
• "Creating the Index Server Impersonation Account" on page 354
• "Adding Advanced Rights to the AX Index Server Impersonation Account" on
page 357
Creating the Index Server Impersonation Account

To create the Index Server impersonation account:
1. Log on to the computer on which the Index Server has been installed. Make sure
that you are logged on as a member of the local Administrators group.
2. From the Windows Start menu, select Programs and then Administrative Tools.
From the Administrative Tools menu, select Computer Management. The
Computer Management console appears.
Figure 189. Computer Management Console
3. Expand the System Tools tree item, and then expand Local Users and Groups.
Right-click Users, and select New User. The New User dialog box appears.

Figure 190. New User Dialog Box
4. Enter a User name, Full name, Description, Password, and Password confirmation
in the available text boxes.
5. Disable the User must change password at next logon check box, and enable the
Password never expires check box.
6. Click Create. The new AX Index Server impersonation account is created. Click
Close to exit the New User dialog box. When you return to the Computer
Management console, the list of local users should appear in the console’s
right-side pane (if it does not appear, click the Users folder, located beneath Local
Users and Groups).
7. Right-click the AX Index Server impersonation account you just created and select
Properties. The User Properties pages appear.
Figure 191. User Properties Pages
8. Click the Member Of tab.

Figure 192. Member Of Page
9. Click Add. The Select Groups dialog box appears.

Figure 193. Select Groups Page
10. Select Administrators from the top Groups pane, and click Add.
DOMAINNAME\Administrators should appear in the bottom pane. Click OK to
return to the User Properties page. Click OK again to exit the User Properties page
and return to Computer Management.
11. Close Computer Management. You now need to configure the new account to have
the following advanced right: Log on as a service.
For full instructions on adding the required advanced rights to the Index Server
impersonation account, see "Adding Advanced Rights to the AX Index Server
Impersonation Account" on page 357.

Adding Advanced Rights to the AX Index Server Impersonation Account

The Index Server impersonation account requires the following advanced right: Log on
as a service.
The following procedure describes how to add these rights to the account you want to
configure as the Index Server impersonation account.
To add advanced rights to the Index Server impersonation account:
1. Open the Local Security Settings utility. The method to do this depends on the
operating system:
• On Windows 2000 Professional, from the Start menu, select Settings and then
select Control Panel. From the Control Panel menu, select Local Security
Policy.
• On Windows 2000 Server or Windows 2000 Advanced Server, from the Start
menu, select Programs, then Administrative Tools. From the Administrative
Tools menu, choose Local Security Policy.
The Local Security Settings Console appears.
Figure 194. Local Security Settings Console
2. Expand the Local Policies folder, and then select User Rights Assignment. All user
rights should appear in the right-side pane of the Local Security Settings Console.
3. Right-click Log on as a Service and choose Security. The Local Security Policy
Setting dialog box appears.

Figure 195. Local Security Policy Setting Dialog Box
4. Click Add. The Select Users or Groups dialog box appears.

Figure 196. Select Users or Groups Dialog Box
5. Select the account you created to use as the AX Index Server impersonation
account from the top pane, and click Add. It should appear in the bottom pane as
DOMAINNAME\Account Name. Click OK. Click OK again to return to the Local
Security Settings Console.
6. Close the Local Security Settings Console. Your impersonation account for AX
Index Server can now be entered onto the Setup tab of AX Index Server
Configuration. For more information, see "Specifying an Index Server
Impersonation Account" on page 362.

Configuring the Index Server

Before using the Index Server, you must configure it.
Note: The Index Server service continues running while your configure the Index
Server. When you click OK in the AX Index Server Configuration dialog box, the Index
Server service is restarted automatically.
To configure the Index Server:
1. Display the AX Index Server Configuration dialog box:
• If the Index Server has not been started, from the Windows Start menu, select
Programs and then ApplicationXtender. From the ApplicationXtender menu,
select Index Server.
• If the Index Server has been started, right-click the Index Server icon in the
status area of the Windows task bar. A shortcut menu appears. From the
shortcut menu, select Configure Index Server.
The Index Server Configuration dialog box appears.
2. Verify that each of the configuration requirements in the following table has been
configured for the Index Server. This step is necessary for you to use the Index
Server. The following table refers you to the appropriate sections for more
information:
Table 101. Required Index Server Configuration
Configuration Requirement For More Information, See
Locate and refresh the list of data sources, and "Data Sources Tab" on page 361
set one data source as default.
Specify an AX login account. "Specifying an AX Login

Account" on page 362
Specify an impersonation account. "Specifying an Index Server

Impersonation Account" on
page 362
Create at least one available queue. "Queues Tab" on page 363
If AX users will be submitting documents to "Full-Text Tab" on page 366

the Verity engine for full-text indexing, specify
Verity K2 Administration connection
information.
If AX users will be submitting documents to "OCR Tab" on page 368

the Index Server for OCR processing, select an
OCR engine.

3. If necessary, the Index Server Configuration dialog box allows you to perform the
following additional configuration functions:
Table 102. Optional Index Server Configuration
Configuration Option For More Information, See
You can use the Full-Text tab to select the page "Full-Text Tab" on page 366
types that can be converted to text.
You can use the OCR tab to select the OCR "OCR Tab" on page 368
result format.
You can use the Log File tab to set a log file "Log File Tab" on page 369
path.
You can use the Misc tab to configure "Configuring Index Server Error
stopping of jobs on error. Behavior" on page 370
You can use the Misc tab to configure the "Remove Job from Queue when
automatic removal of a job from a queue Finished" on page 371
when the job is finished.
4. After you have finished configuring the Index Server, click OK.
Note: Once you have configured the Index Server and created an OCR or full-text
queue, make sure that the AX workstations on which users need to submit jobs to these
queues are configured to allow OCR or full-text processing on the OCR and Full-Text
tabs, respectively, of the AX Configuration dialog box. In addition, if the workstation
that is submitting a full-text or OCR job has the local write path enabled on the Paths
tab of the AX Configuration dialog box, or has documents stored in a local write path,
then the jobs will result in error. If you update the configuration settings on the
workstation, you must exit AX and re-login for the changes to take effect. For more
information, see "Configuring AX Workstations" on page 392.
Note: If you are using the LEGATO Automated Availability Manager® (AAM)
software to monitor the Index Server, use one of the methods described in "Stopping
the Index Server" on page 374 to stop the Index Server and then use the AAM Console
to start the Index Server. For instructions on starting a service in the AAM Console,
refer to the AAM User’s Guide.

Data Sources Tab

The Data Sources tab allows you to locate and refresh the list of data sources and set
one data source as default. The Index Server does not run unless a data source has been
set as default.
Figure 197. Index Server Configuration Dialog Box: Data Sources Tab
To configure a data source for the Index Server:

1. Click the Data Sources tab.
2. Click Locate. The Data Link Properties dialog box appears. On the Provider and
Connection tabs, enter appropriate information to specify the database. (For more
detailed instructions, refer to the "AX Data Sources" chapter of the XtenderSolutions
Administrator’s Guide.)
3. Click OK. The list of data sources appears.
4. Double-click a data source to set it as default, or select the data source and click Set
as Default. A white check mark within a black background ( ) appears next to it.
Note: The data source that you set as default for the Index Server can be different
than the data source that you set as default for AX.
5. Click the Setup tab. For more information on configuring the Setup tab, see "Setup
Tab" on page 362.
Documents Submitted from Other Data Sources

When users submit documents to the Index Server from data sources other than the
one set as default in the Index Server Configuration dialog box, the Index Server does
not process the job until you perform the following procedure:
To allow the processing of documents from other data sources:
1. In the Index Server Configuration dialog box, set as default the data source that
contains the document that has been submitted to the Index Server. For
instructions, see "Data Sources Tab" on page 361.
2. If you have changed the data source that is set as default in the Index Server
Configuration dialog box, you must re-enter the AX login account information on
the Setup tab. For instructions, see "Setup Tab" on page 362.

3. Click the Queues tab. Confirm that the correct queues have been configured for the
selected data source. For instructions, see "Queues Tab" on page 363.
4. Click OK.
Setup Tab
The Setup tab allows you to specify the user account that the Index Server needs in
order to access AX. The Setup tab also allows you to specify an Index Server
impersonation account.
Specifying an AX Login Account

You must specify an AX login account for the Index Server.
To specify an AX login account:
1. Click the Setup tab.
Figure 198. Index Server Configuration Dialog Box: Setup Tab
2. Under AX Login, specify the user account that the Index Server needs in order to
access AX.
3. In the User Name text box, a user name that is valid for the Index Server default
data source.
on page 61.
4. In the Password text box, type the password for the user name that you entered.
5. If you have not yet specified an Index Server impersonation account, see
"Specifying an Index Server Impersonation Account" on page 362.
6. Click the Queues tab. For more information on configuring the Queues tab, see
"Queues Tab" on page 363.

Specifying an Index Server Impersonation Account

You must create and specify an Index Server impersonation account. The Index Server
impersonation account grants security privileges to Index Server and is essential for
the Index Server to operate properly. Index Server uses the Index Server impersonation
account to access remote and server resources. (For instructions on creating an Index
Server impersonation account, see "Creating the Impersonation Account" on page 353.)
To specify an Index Server impersonation account:
1. Click the Setup tab.
2. Make sure that the Index Server impersonation account has been created. If it has
not yet been created, click the User Manager or Computer Management button.
For further instructions, see "Creating the Impersonation Account" on page 353.
Note: Because an actively logged on account is not required for Index Server to be
running, some security context must be established – this is done with the Index
Server impersonation account. Index Server sessions use the same security model
as AX to log in and access images and documents.
It is recommended that the Index Server impersonation account be created as a

domain account and then added locally. By adding the domain account to the local
Index Server, you can ensure that only one account is used.
3. Under Impersonation Account, specify where the Index Server should search for
the Index Server impersonation account. You have the following choices:
• If you want to use a local account for the Index Server impersonation account,
enable the Local account check box. The Domain/Server text box becomes
disabled. The Index Server searches for Index Server impersonation accounts
in the local account database only.
Note: If the resources that the Index Server uses, such as the data source, License
Server, and the Document Server (in many cases, the DX Server), are not local
resources, then the impersonation account must be a domain account.
• If you want to use a domain account for the Index Server impersonation
account and you know which domain has the account, type the domain name
or server name in the Domain/Server text box. The Index Server searches in
the specified domain or server for the Index Server impersonation account.
• If you want to use a domain account for the Index Server impersonation
account and you are not certain which domain has the account, enable the
Search domains check box. The Domain/Server text box becomes disabled.
The Index Server searches the local domain, and then all trusted domains, for
Index Server impersonation account until the account is found.
4. In the Account and Password text boxes, type the user name and password for the
Index Server impersonation account. This password is case-sensitive.
5. Click the Queues tab. For more information on configuring the Queues tab, see
"Queues Tab" on page 363.

Queues Tab
Queues are used by the Index Server to collect full-text jobs and OCR jobs. A full-text
job is created in a full-text processing queue when a document is submitted to the
Index Server for full-text indexing. An OCR job is created in an OCR processing queue
when a document is submitted for OCR processing.
Initially, there are no queues for the Index Server. Therefore, to add documents to the
full-text database, you must create full-text queues. To submit OCR jobs to the Index
Server, you must create OCR queues. The Queues tab allows you to add to the
Available Queues list by creating new queues.
To initiate processing of an available queue, you must move it to the Processing Queues
list. When you add a document to the full-text database, you select an Available Queue
for the document. The document is not processed, however, until that queue is added
to the Processing Queues list. Once a queue has been added to the Processing Queues
list, the documents in the queue are either processed and added to the full-text
database or processed with OCR.
Figure 199. Index Server Configuration Dialog Box: Queues Tab
You can add new queues and move the queues from the Available Queues list to the
Processing Queues list or remove queues from the Processing Queues list. For more
• "Adding a New Queue" on page 364
• "Adding Queues to be Processed" on page 365
• "Removing Queues from the Processing Queues List" on page 366
Adding a New Queue

Adding a new queue adds a new entry for the queue in the AE_QUEUE table in the AX
database for storing full-text database information for AX documents. You can choose
whether a queue will be a full-text queue (for documents that are already in text format
or for images that have been processed using OCR) or an OCR queue (for documents
that must be processed to extract text from an image).
To add a new queue:
1. Click the Queues tab.
2. Click New. The Create New Queue dialog box appears.

Figure 200. Create New Queue Dialog Box
3. In the Name text box, type a name.

4. From the Type drop-down list, select a type (OCR or FULL TEXT). OCR queues can
be used by users submitting documents for OCR; full-text queues can be selected
when a user submits a document for full-text indexing.
5. In the Description text box, you can enter a description. This description appears
in the Queue Manager with the queue name.
6. Click Create. The new queue is listed in the Available Queues list.
7. For each additional queue you want to create, repeat step 3 to step 6.
8. Click Close. The Create New Queue dialog box closes.
9. Click the Full-Text tab. For more information on configuring the Full-Text tab, see
Adding Queues to be Processed

In order for a queue to be used by AX users, you must add it to the Processing Queues
list.
To add a queue to the Processing Queues list:
1. On the Index Server Configuration dialog box, click the Queues tab.
2. In the Available Queues list, select the name of the queue you want to add.
Note: You can select multiple sequential queues by selecting the first queue in the
sequence, pressing [SHIFT], and selecting the last queue in the sequence. You can
select multiple non-sequential queues by pressing [CTRL] and selecting each
queue, one at a time.
3. Click the right arrow button.
Figure 201. Right Arrow Button for Adding Queues
The name of the queue is moved to the Processing Queues list.

4. Repeat the above procedure for each queue in the Available Queues list you want
to add to the Processing Queues list.

Removing Queues from the Processing Queues List

When you remove a queue from the Processing Queues list, the definition of the queue
is maintained for later use, but the queue is deactivated. Any jobs submitted to the
queue for processing are not processed until the queue is moved back to the Processing
Queues list.
To remove a queue from the Processing Queues list:
1. Click the Queues tab.
2. In the Processing Queues list, select the name of the queue you want to remove.
3. Click the left arrow button.
Figure 202. Left Arrow Button for Removing Queues
The name of the queue is moved back to the Available Queues list.
4. Repeat the above procedure for each queue you want to remove from the
Processing Queues list.
Full-Text Tab
The Full-Text tab allows you to configure the Verity full-text engine for the Index
Server, to select the type of pages that can be converted to full text for indexing, and to
specify the number of full-text processors.
Figure 203. Index Server Configuration Dialog Box: Full-Text Tab

To configure the Full-Text tab:

1. Click the Full-Text tab.
2. If any of your applications are using the Verity full-text engine, you must specify
the information described in the following table:
Table 103. Verity K2 Admin Information
Group Description
Server Enter the host name, alias, and port number for the Verity K2
Configuration Administration Server.
• The host name may be in the form of an IP address,
127.0.0.01, localhost, or the computer name.
• The alias is usually the same as the Administration Server
computer name.
• Verity’s default port number for the Administration Server
is 9950.
Enter the same alias and port number that was displayed on
the Finish page of the Verity K2 setup wizard. See Figure 182
on page 347.
User Credentials Enter the account information for an Administrator of the

Verity K2 Administration Server. You can do one of the
following:
• Enter the same user name, password, and domain that was
entered on the Select Administrator page of the Verity K2
setup wizard. (See Figure 181 on page 347.)
• Use the Verity K2 Dashboard to add a user as a new
Administrator and then specify that account on the Full-Text
tab. For instructions on using the K2 Dashboard, refer to the
Verity documentation.
3. Enable or disable page types to be converted as appropriate. The page types are as
follows:
• Bi-level images (black and white)
• PDF files (Portable Document Format)
• RTF files (Rich Text Format)
• HTML files (Hypertext Markup Language, with either an .HTML or .HTM
file extension)
• Foreign files (all types of files that AX does not natively support)
All of these file types need to be converted before the ProIndex full-text engine can
process them. However, PDF files, RTF files, HTML files, and foreign files do not
need to be converted for the Verity full-text engine.
For more information on these file types, as well as on which files are supported in
AX and which are considered foreign files, refer to the ApplicationXtender User
Guide.
Note: Pages or documents added to AX using the Insert Object command cannot
be submitted to the Index Server for full-text indexing or OCR.

Note: If a user submits a document containing a mixture of pages that can be

converted and pages that cannot be converted, only those page types enabled here
will be converted and indexed.
4. If the computer on which the Index Server is installed has multiple processors,
specify the number of processors to be used for full-text indexing. For information,
see "Using Multiple Processors with Verity vs. ProIndex" on page 342.
5. Click the OCR tab. For more information on configuring the OCR tab, see "OCR
Tab" on page 368.
OCR Tab
The OCR tab allows you to configure the OCR engine to be used by
ApplicationXtender and to select the format of the page that results when a page is
processed using OCR.
To configure the OCR tab:
1. On the Index Server Configuration dialog box, click the OCR tab.
2. Select an OCR engine from the drop-down list. The FineReader 6.0 OCR Engine is
always available as an OCR engine because it is always installed with AX. (If you
have purchased, installed, and configured FineReader 4.0 Professional, the
"FineReader" option is also available. However, this engine is not recommended
for use with the Index Server.)
Note: The OCR engine selected here is the engine used when a user submits a
document for OCR using the Submit OCR job option in the AX Result Set shortcut
menu or the Document menu. If the user selects OCR Entire Document from the
Document Display shortcut menu or OCR from the Document menu, the OCR
engine configured on the AX workstation is used.
Figure 204. Index Server Configuration Dialog Box: OCR Tab
The OCR tab also allows you to select the OCR result format (the OCR output file
format).
3. Under OCR Result Format, you have the following choices:
• If you want the OCR result format to be plain text, click Plain text.
• If you want the OCR result format to be RTF, click Rich Text Format (RTF).

The following table describes each available format:
Table 104. OCR Tab Options
Option Description
Plain text The plain text format is an ASCII text format, readable on
MS-DOS/Windows operating systems.
Rich Text Rich Text Format is a format that can be read on all platforms. This
Format format should be used if the document text will be exported for
(RTF) use on non-MS-DOS/Windows systems. Rich Text Format retains
most formatting.
Note: This OCR Result Format setting applies only to documents submitted to an
Index Server OCR queue. If an image is submitted to an Index Server full-text
queue (and the OCR (if necessary) option is enabled), the Index Server always
converts it to plain text before full-text indexing it, regardless of any OCR Result
Format setting.
4. Click the Log File tab. For more information on configuring the Log File tab, see
"Log File Tab" on page 369.
Log File Tab

The Index Server automatically logs index job events to a log file. The Log File tab
allows you to configure the Log File Path.
Figure 205. Index Server Configuration Dialog Box: Log File Tab
To configure the Log File Path:

1. Click the Log File tab.
2. Type a path in the Log File Path text box or use the Browse button to browse for a
file.
3. Click the Misc tab. For more information on configuring the Misc tab, see "Misc
Tab" on page 370.

Misc Tab
The Misc Tab allows you to configure miscellaneous settings.
Figure 206. Index Server Configuration Dialog Box: Misc Tab

• "Configuring Index Server Error Behavior" on page 370
• "Remove Job from Queue when Finished" on page 371
Configuring Index Server Error Behavior

When an error occurs, you can configure whether the Index Server stops processing the
current job or continues processing the current job.
To configure Index Server error behavior:
1. Click the Misc tab.
• If you want the Index Server to stop a job if an error is encountered and move
to the next job in the queue, click the Abort current job when error occurs
check box to enable the option.
• If you want the Index Server to continue processing the current job after
encountering an error, click the Abort current job when error occurs check box
to disable the option.
3. Click OK. The changes that you have made to Index Server configuration are
applied and the dialog box closes.

Remove Job from Queue when Finished

This option removes each job from its queue when it is successfully finished. When the
job has been removed, you can no longer view it in the Index Server Monitor or in the
Queue Manager.
To set job removal on completion:
1. Click the Misc tab.
• Click the Remove job from queue when finished check box to enable the
option.
• Click the Remove job from queue when finished check box to disable the
option.
3. Click OK. The changes that you have made to Index Server configuration are
applied and the dialog box closes.
Maintaining the Index Server

The role of the AX system administrator includes not only the initial configuration of
the AX Index Server and full-text engines, but also the maintenance of those
components. For more information, see following sections:
• You can start the Index Server. For more information, see "Starting the Index
Server" on page 371.
• You can pause and resume the Index Server. For more information, see "Pausing
the Index Server" on page 373 and "Resuming the Index Server" on page 374.
• You can view the current Index Server version and copyright information. For
more information, see "Viewing Index Server Information" on page 374.
• If it becomes necessary, you can stop the Index Server. For more information, see
"Stopping the Index Server" on page 374.
Starting the Index Server

You can start the Index Server in two ways: via the Windows Start menu or via the
Windows Services dialog box.
software to monitor the Index Server, always use the AAM Console to start the Index
Server first, before using the methods described in this section, except when starting
the Index Server in order to configure it. For instructions on starting a service in the
AAM Console, refer to the AAM User’s Guide.

To start the Index Server via the Start menu:

• From the Windows Start menu, select Programs and then ApplicationXtender.
From the ApplicationXtender menu, select Index Server. What happens next
depends on whether the Index Server has been configured:
• If the Index Server has not been configured, the AX Index Server
Configuration dialog box appears. For further instructions, see "Configuring
• If the Index Server has been configured, an icon that appears in the status area
of the Windows task bar.
Figure 207. Index Server Icon
Important: Make sure that a local write path is not configured for any AX workstation
submitting full-text index jobs. If a local write path is configured, the Index Server will
not process the documents saved to that local write path, an error message may appear,
and the Index Server may automatically shut down.
Starting the Index Server Service

If the Index Server has already been configured, you can also use the Windows Services
dialog box to start the Index Server service.
To start the Index Server service:
1. From the Start menu, select Settings, Control Panel, Administrative Tools, and then
Services. The Services dialog box appears.
Figure 208. Services Dialog Box: Starting Index Server Service
2. Select the AX Index Server service and click the Start Service button.

Figure 209. Start Service Button
Pausing the Index Server

You can use the Windows Services dialog box to pause the Index Server service.
To pause the Index Server service:
Figure 210. Services Dialog Box: Pausing Index Server Service
2. Select the AX Index Server service and click the Pause Service button.
Figure 211. Pause Service Button
A message appears asking you to verify the action.

3. Click Yes.

Resuming the Index Server

If the Index Server is paused manually, you can resume Index Server operations. You
can use the Windows Services dialog box to resume the Index Server service.
To resume the Index Server service:
Figure 212. Services Dialog Box: Resuming Index Server Service
2. Select the AX Index Server service and click the Restart Service button.
Figure 213. Restart Service Button
Viewing Index Server Information

You can view the current Index Server version and copyright information.
To view the current Index Server information:
1. Right-click the Index Server icon in the status area of the Windows task bar. A
shortcut menu appears.
2. From the shortcut menu, select About Index Server. The About Index Server dialog
box appears, displaying current Index Server version and copyright information.
Stopping the Index Server

You can use the Windows Services dialog box to stop the Index Server service.
software to monitor the Index Server, always use the AAM Console to stop the Index
Server first, before using the methods described in this section, except after
configuration of the Index Server. For instructions on stopping a service in the AAM
Console, refer to the AAM User’s Guide.

To stop the Index Server service:

Figure 214. Services Dialog Box: Stopping Index Server Service
2. Select the AX Index Server service and click the Stop Service button.
Figure 215. Stop Service Button
A message appears asking you to verify the action.

3. Click Yes.
Monitoring the Index Server

The following sections describe how to monitor the Index Server:
• You can use the Index Server Monitor to view the current status of jobs in the
Processing Queues. For more information, see "Using the Index Server Monitor"
on page 376.
• You can use LEGATO AAM software to monitor the AX Index Server. For more
information, see "Using LEGATO AAM to Monitor the Index Server" on page 378.
• You can use XtenderSolutions Administrator to monitor the AX Index Server. For
more information, refer to XtenderSolutions Administrator’s Guide.

Using the Index Server Monitor

The Index Server Monitor can be used to view the current status of jobs in the
Processing Queues. For more information, see the following sections:
• "Monitoring Jobs on One Queue" on page 376
• "Monitoring Jobs on All Queues" on page 376
• "Viewing the Log File" on page 377
Note: The Index Server Monitor closes automatically when it is not the active window.
You can configure the Index Server Monitor to remain on top of all open dialog boxes,
however. For instructions, see "Keeping the Index Server Monitor on Top" on page 377.
Monitoring Jobs on One Queue

To monitor the jobs on one queue:
1. Double-click the Index Server icon in the task bar. The Index Server Monitor
appears.
2. Click the Jobs tab.
3. From the Processing Queues drop-down list, select the queue you want to monitor.
The Jobs tab of the Index Server Monitor displays information about the jobs on
that queue that are currently being processed by the Index Server.
Figure 216. Index Server Monitor: Jobs Tab
Monitoring Jobs on All Queues

To monitor the jobs on all queues:
1. Double-click the Index Server Monitor icon in the task bar. The Index Server
Monitor appears.
2. Click the Jobs tab.
3. From the Processing Queues drop-down list, select All queues. The Jobs tab of the
Index Server Monitor displays information about all of the jobs that are currently
queued for processing by the Index Server.

Figure 217. Index Server Monitor: Jobs Tab: All Queues
Viewing the Log File

To view the Index Server Monitor Log:
1. Double-click the Index Server icon in the task bar. The Index Server Monitor
appears.
2. Click the Log tab. The Log tab lists the jobs that have been processed by the Index
Server. Job errors and job completions are both logged. Each message is identified
by a thread ID.
Figure 218. Index Server Monitor: Log Tab
Note: If the end of a line of the log extends beyond the edge of the screen, you can open
the log file to see the details that cannot be viewed.
Keeping the Index Server Monitor on Top

If you want the Index Server Monitor dialog box to remain in front of all other open
dialog boxes, use the following procedure:
To keep the Index Server Monitor on top:
1. Right-click the Index Server icon in the status area of the Windows task bar. A
shortcut menu appears.
2. From the shortcut menu, select Index Server Monitor Always on Top.

When the Index Server Monitor Always on Top option is checked and when the Index
Server Monitor is open, the Index Server Monitor dialog box remains in front of all
other open dialog boxes.
Using LEGATO AAM to Monitor the Index Server

You can use the LEGATO Automated Availability Manager® (AAM) software to
monitor the AX Index Server. The AAM software automates availability of your
applications and data. For instructions, see the following sections:
• "Configuring AAM to Monitor the Index Server" on page 378
• "Using AAM Console to Monitor the Index Server" on page 381
Configuring AAM to Monitor the Index Server

To configure AAM to monitor the AX Index Server:
1. Install the AAM Agent on the same computer as the AX Index Server. For
instructions, refer to the AAM Installation Guide.
2. Install the AAM Management Console on a computer that has access to the AX
Index Server and create a domain for the AX Index Server. For instructions, refer
to the AAM Installation Guide.
3. Create a process proxy for the AX Index Server. For instructions, see "Creating a
Process Proxy for the AX Index Server" on page 378.
4. Create a service for the AX Index Server. For instructions, see "Creating a Service
for the AX Index Server" on page 380.
Creating a Process Proxy for the AX Index Server

To create a process proxy for the AX Index Server:
1. In the AAM Console, expand the node for the AX Index Server domain.
2. Right-click the Process Proxies node. From the shortcut menu, select Create New
Process Proxy. The New Process Proxy dialog box appears.

Figure 219. New Process Proxy Dialog Box
3. In the Proxy Name text box, enter a name for the proxy (such as
AXIndexServerProxy).
4. Click Apply. The New Process Configuration dialog box appears.
Figure 220. New Process Configuration Dialog Box
5. From the Operation Type drop-down list, select Executable.

6. In the Operation text box, enter the full path to CMAAMProxy.exe in the directory
where AX was installed (which is by default, C:\Program
Files\XtenderSolutions\Content Management). You can click Operation to navigate
to and select CMAAMProxy.exe.
7. In the Parameters text box, type /axindexserver.
8. Under Login Info, type information for the user account under which you want to
run the process and specify the directory from which you want the process to be
started.
9. Click Apply. The new process proxy is added to the tree.
Creating a Service for the AX Index Server

To create a service for the AX Index Server:
2. Right-click the Services node. From the shortcut menu, select Create New Service.
The New Service dialog box appears.
Figure 221. New Service Dialog Box
3. In the Service Name text box, type a name for the service (such as
AXIndexServerService).
4. Click the Application-Class check box to enable the option. In the text box, type a
unique name for the application class (such as axindexserver).
5. From the Proxy Process drop-down list, select the proxy process that you created
for the AX Index Server.
6. From the Service to run drop-down list, select AXIndexServer.
7. Click Apply. The new service is added to the tree.

Using AAM Console to Monitor the Index Server

To monitor the Index Server sensors:
2. Expand the Services node.
3. Select the node for the AX Index Server service.
4. If the service has not been started, from the Action menu, select Start Service and
the name of the computer on which you want it to start.
5. In the right pane, select the Sensors tab.
Figure 222. Sensors Tab for AX Index Server Service
Under Process Sensors, several sensors are listed. The following table describes
each of the sensors specific to the AX Index Server:
Table 105. AX Index Server Sensors
Sensor Description
GetNumOfDocIndexed The number of documents that have been

indexed by a full-text processing queue.
GetNumOfDocIndexFailed The number of documents for which a

problem prevented full-text indexing.
GetNumOfDocOcred The number of documents that have been

indexed by an OCR processing queue.
GetNumOfDocOcrFailed The number of documents for which a

problem prevented OCR indexing.

Table 105. AX Index Server Sensors
Sensor Description
GetProcessingFTQueueNames The names of all currently processing full-text

queues.
GetProcessingOcrQueueNames The names of all currently processing OCR

queues.
6. Select the sensor for which you want information.

7. Click Get Sensor Value. The Console displays input data, sensor value, and sensor
data for that sensor.
Note: Restarting the Index Server resets each sensor value.

Chapter 10: Managing Queues
Queue Manager allows you to manage various types of AX queues: Index Server
queues for full-text indexing, Index Server queues for OCR processing, and Image
Print Server (IPS) queues. Queue Manager allows you to manage the queues in all of
your AX data sources.
Note: Only users with the AX Administrator privilege in their user profiles may
manage queues.
For instructions, see the following sections:
• "Starting Queue Manager" on page 383
• "Logging into Data Sources" on page 384
• "Viewing the Contents of a Data Source" on page 384
• "Creating a New Queue" on page 385
• "Viewing the Properties of a Queue" on page 386
• "Viewing Jobs in a Queue" on page 386
• "Unlocking a Queue" on page 387
• "Viewing the Properties of a Job" on page 388
• "Viewing Elements of a Job" on page 389
• "Resubmitting a Job" on page 389
• "Deleting Jobs" on page 389
• "Deleting all Jobs in a Queue" on page 390
• "Deleting a Queue" on page 390
You can also run saved queries from Queue Manager. For instructions, see "Managing
Saved Queries" on page 209.
Starting Queue Manager

The following procedure describes how to start Queue Manager.
To start Queue Manager:
2. From the ApplicationXtender menu, select Queue Manager. The Queue Manager
window appears.

Figure 223. Queue Manager
The left pane of the Queue Manager window lists the existing data sources. For
instructions on logging into each data source you want to manage, see "Logging into
Data Sources" on page 384.
Logging into Data Sources

Repeat the following procedure for each data source you want to manage.
To log into a data source in Queue Manager:
1. In the left pane of the Queue Manager window, click QueueManager. The existing
data sources are listed on the right. From the list on the right, double-click a data
source name. The Login dialog box appears.
2. In the User Name text box, type a user name that is valid for the selected data
source.
on page 61.
4. Click Login. Once you have successfully logged in, Queue Manager lists the
contents (the queues and applications) of the data source.
Figure 224. Queue Manager Listing Contents
Viewing the Contents of a Data Source

Queue Manager can display a list of the queues and applications for each AX data
source.
To view the contents of a data source:
1. Start Queue Manager. For instructions, see "Starting Queue Manager" on page 383.
2. Log in to the data source. For instructions, see "Logging into Data Sources" on
page 384.

3. Once logged in, the contents of the data source appear on the right.
• If you want to show or hide a list of the queues in the data source, from the
View menu, select View Queues. For each queue in the data source (when
queues are shown), information is provided including a name, a type, a queue
status, an ID number, and a description.
• If you want to show or hide a list of the applications in the data source, from
the View menu, select View Applications. For each application in the data
source (when applications are shown), information is provided including a
name, a type, an application status, an ID number, and a description.
Creating a New Queue

You can create a new queue in Queue Manager.
To create a new queue:
page 384.
4. From the list of queues and applications on the right, right-click any queue or
application. A shortcut menu appears. From the shortcut menu, select New Queue.
The New Queue dialog box appears.
Figure 225. New Queue Dialog Box
5. In the Name text box, type a name for the new queue.
6. From the Type drop-down list, select a queue type. You have the following choices:
• If you want to create a queue for submitting full-text jobs to the Index Server,
select FULLTEXT.
• If you want to create a queue for OCR jobs, select OCR.
• If you want to create a queue for submitting print jobs to the Image Print
Server, select IPS.
7. In the Description text box, you can type a description for the new queue.
8. Click OK. The new queue is added to the list of queues.
Note: If the new queue does not appear in the list of queues on the left, select
Refresh from the View menu.

9. If the newly created queue is for OCR jobs or full-text jobs, you must add the queue
to the Index Server's Processing Queues list. Jobs sent to the queue are not
processed until the queue has been added to the Processing Queues list. For more
information, see "Configuring the Index Server" on page 359.
Note: Once you have created an OCR or full-text queue and configured the Index
Server, make sure that the AX workstations on which users need to submit jobs to
these queues are configured to allow OCR or full-text processing. These
configurations are performed on the OCR tab and Full Text tab of the AX
Configuration dialog box. For more information, see "Allow OCR" on page 446
and "Allow Full-Text" on page 443.
Viewing the Properties of a Queue

You can view the properties of a queue in Queue Manager.
To view the properties of a queue:
page 384.
4. If the existing queues are not listed on the right, select View Queues from the View
menu.
5. From the list on the right, right-click a queue name. A shortcut menu appears.
From the shortcut menu, select Properties. The Properties dialog box appears,
providing the queue's name, description, type, status, and number of jobs.
Figure 226. Queue Manager: Properties Dialog Box: Queue
Viewing Jobs in a Queue

You can view the jobs in a queue in Queue Manager.
To view the jobs in a queue:
page 384.

menu.
Figure 227. Viewing Queues
5. From the list on the right, double-click a queue name.

A list of jobs in the queue appears on the right. For each job, information is provided
including a JobID number, a UserID number, a priority number, a date and time
submitted, a date and time started, a date and time finished, and a job status.
Figure 228. Viewing Jobs
Note: Depending on configuration in the Index Server, jobs may be removed from the
job listing upon successful completion. For more information, see "Remove Job from
Queue when Finished" on page 371.
Unlocking a Queue
If Queue Manager indicates (in the status column) that a queue is locked, you can
unlock the queue. If a queue is locked, it does not accept any new jobs. Unlocking the
queue allows the queue to accept jobs normally.
Note: If the status column does not indicate that the queue is locked, do not attempt to
unlock the queue.
To unlock a queue:
page 384.
menu.

From the shortcut menu, select Unlock queue. A message appears, requesting
confirmation.
Figure 229. Queue Manager Message: Unlock Queue?
6. Click Yes.
Viewing the Properties of a Job

You can view the properties of a job in Queue Manager.
To view the properties of a job:
1. Make sure that a list of jobs appears on the right. For instructions, see "Viewing
Jobs in a Queue" on page 386.
2. Right-click a job. A shortcut menu appears. From the shortcut menu, select
Properties. The Properties dialog box appears, providing the Job ID number, the
date and time submitted, the user name of the user who submitted the job, the date
and time started, the date and time finished, and a job status.
Figure 230. Queue Manager: Properties Dialog Box: Job
3. If you want to see more details in the text box below the job status, click Details.

Viewing Elements of a Job

You can view elements of a job in Queue Manager. The elements of the job include
index number, AppID number, DocID number, page number, page version, status, and
description.
To view elements of a job:
2. Double-click a job. The elements of the job appear on the right, including index
number, AppID number, DocID number, page number, page version, status, and
description.
Figure 231. Elements of a Job
Resubmitting a Job
You can resubmit a job in Queue Manager. The resubmit function is useful if you
believe a previous job has failed. Even the job was processed successfully, resubmitting
it results in no action, so there is no consequence to resubmitting a successful job.
In addition, multiple jobs can be resubmitted at the same time, if appropriate.
To resubmit a job:
2. Right-click a job. A shortcut menu appears. From the shortcut menu, select
Resubmit. The job is resubmitted.
Deleting Jobs
You can delete jobs in Queue Manager. You may delete jobs individually or select
multiple jobs and delete them all at once.
Note: Do not attempt to delete a job that is currently processing.
To delete jobs:
2. From the list of jobs on the right, select one or more jobs for deletion.

Note: To select two or more jobs in sequence, select the first job, then press and
hold the [SHIFT] key while selecting the last job. To select two or more jobs out of
sequence, press and hold the [CTRL] key while selecting jobs.
3. Right-click the selection. A shortcut menu appears. From the shortcut menu, select
Delete. The selected jobs are deleted from the queue.
Deleting all Jobs in a Queue

You can delete all of the jobs in a queue in Queue Manager.
Note: Do not attempt to purge a queue containing currently processing jobs.
To delete all of the jobs in a queue:
page 384.
menu.
From the shortcut menu, select Purge queue. A message appears, requesting
confirmation.
Figure 232. Queue Manager Message: Purge Queue?
6. Click Yes. All jobs in the queue are deleted.
Deleting a Queue
You can delete an empty queue in Queue Manager.
Note: A queue must be empty before you can delete it. If you want to delete a full
queue, you must first purge the queue, and then you may delete it using the following
procedure.
To delete a queue:
page 384.

menu.
From the shortcut menu, select Delete. A message appears, requesting
confirmation for the deletion.
Figure 233. Queue Manager Message: Delete Queue?
6. Click Yes. The queue is removed from the list of queues.

Note: If the deletion is not reflected in the list of queues on the left, select Refresh from
the View menu.

Chapter 11: Configuring AX Workstations
As the AX system administrator, you must consider the following aspects of

workstation configuration:
• You (or the user) can adjust the layout of the AX desktop and the behavior of the
AX views. You can also customize toolbar display and settings. For instructions,
see "Customizing the AX Desktop" on page 392.
• You control the level of access that the users on your AX system have to
functionality on their AX and ScanXtender (SX) workstations. You can allow users
to configure all aspects of AX or SX functionality on their individual
workstations, or you can restrict configuration rights and only allow
configuration of options relating to the display of information in AX or SX. For
instructions, see "Opening the Configuration Dialog Box" on page 405 and the
topics for each tab.
• To simplify AX system deployment, AX provides Save Settings and Load Settings
features that allow you to copy workstation settings from one AX workstation to
another. You (or the user) customize all aspects of an AX workstation
configuration for a single machine, and then save the settings using the Save
Settings feature. To copy the saved configuration to other workstations, you
simply load the saved settings file on each workstation, and all of the saved
configuration settings are applied. By going through each of the configuration
and customization options described in this chapter, you can set most of the
options that can be saved as workstation settings. For detailed instructions and
for a list of the settings that are saved, see "Saving and Loading Settings" on
page 455.
Note: The ApplicationXtender Add-in for Microsoft Outlook allows you to map
Outlook fields with AX index fields so that you can create AX documents by copying
or moving items (mail, appointments, meeting requests, and contacts) from Outlook to
AX. You can also configure the add-in to monitor folders for incoming items and
automatically export these items to AX. For more information, refer to the
ApplicationXtender Integration Guide for Microsoft Outlook.
Customizing the AX Desktop

You can set up the AX desktop for your users and copy it from one AX workstation to
other AX workstations. By customizing desktop settings, you can set up the AX
environment in the way that you think would be most productive for the users on your
AX system. You can customize both AX toolbar settings and AX view settings. Any
adjustments that you make to the contents, locations, and display settings of the

toolbars, and the location and display settings of the Application view, Query view,
Thumbnail view, or WorkflowXtender Workbox can be copied to another AX
workstation by saving and loading settings. For a detailed description of what options
are saved, see "Saving and Loading Settings" on page 455.
Note: The WorkflowXtender Workbox view is only available if the WorkflowXtender
client (Workbox) is installed on the AX workstation.
Configuring Toolbars, Title Bar, and Status Bar

You can customize the ApplicationXtender (AX) toolbars, the Document Display view
title bar, and the AX status bar to meet your needs. For instructions, see the following
topics:
• "Displaying or Hiding a Toolbar" on page 394 describes how to hide and show AX
toolbars.
• "Changing the Size of Toolbar Buttons" on page 395 describes how to increase or
decrease the size of AX toolbar buttons.
• "Customizing Toolbars" on page 395 describes how to remove buttons from the
toolbar, add buttons to the toolbar, or re-order the buttons.
• "Configuring the Title Bar" on page 396 describes how to specify whether the AX
data source name or application name appears with the batch name in the title bar
of the Document Display view.
• "Displaying or Hiding the Status Bar" on page 397 describes how to hide or show
the AX status bar.
The following table briefly describes the functions available on each toolbar:
Table 106. AX Toolbars
Toolbar Description
Main The Main toolbar provides shortcuts to common ApplicationXtender

commands (such as print, scan, query, and configure). These
commands can be executed by clicking the buttons on the toolbar,
eliminating the series of steps necessary when using the pull down
menus.
Annotation The Annotation toolbar contains shortcuts to the annotation features,

such as select, save, delete, and create.
Image The Image toolbar provides shortcuts for manipulating images. Some
of the buttons available are pan mode, process a page using OCR,
show index value, rotating, and zooming.
Script The Script toolbar provides shortcuts for up to 20 script-based

functions. In order to activate the buttons on this toolbar, your system
administrator must create a file named AEX32.TXT containing a script
that assigns AX functions to the Script toolbar buttons. The AX
software development kit (SDK) provides documentation on AX
scripting.

Table 106. AX Toolbars (Continued)
Toolbar Description
Batch Index The Batch Index toolbar provides shortcuts to the batch indexing
feature. From the Batch Index toolbar, you can create new documents
and pages from a batch, delete a page from a batch, and navigate from
page to page in a batch or document.
Scan The Scan toolbar contains shortcuts for scanning options and
configuration settings such as manual feed, auto feed, single feed,
rescan, and different automatic-rotation options.
Displaying or Hiding a Toolbar

ApplicationXtender toolbars can be shown or hidden from view. All AX features are
always available from menus, even if the toolbar is hidden. Toolbars can be removed
to create more space for displaying documents.
Figure 234. Displaying Toolbars
To display or hide a toolbar:

1. From the View menu, select Toolbars. In the Toolbars submenu, the name of each
displayed toolbar has a check mark next to it.
2. In the Toolbars submenu, click the name of the toolbar you want to display or hide.
If the toolbar you selected was previously displayed, it is now hidden. If the
toolbar you selected was previously hidden, it is now displayed.

Changing the Size of Toolbar Buttons

The default size of ApplicationXtender toolbar buttons may be too small for some
users. You can change the size of AX toolbar buttons, if necessary.
To make small toolbar buttons larger:
1. From the View menu, select Toolbars. In the Toolbars submenu, a check mark
indicates the current button size setting.
2. If Small Icons are enabled, in the Toolbars submenu, click Large Icons. The buttons
increase in size.
To make large toolbar buttons smaller:
1. From the View menu, select Toolbars. In the Toolbars submenu, a check mark
indicates the current button size setting.
2. If Large Icons are enabled, in the Toolbars submenu, click Small Icons. The buttons
decrease in size.
Customizing Toolbars
Any AX toolbar can be customized to meet your needs. Buttons can be deleted from
the toolbar, added to the toolbar, or re-ordered.
To customize a toolbar:
1. Right-click the toolbar to be customized. From the shortcut menu that appears,
select Customize. The Customize Toolbar dialog box appears.
Figure 235. Customize Toolbar Dialog Box
2. You have several choices:

• Remove buttons from the toolbar by double-clicking on the button name in
the Current toolbar buttons list or by selecting the button name and clicking
Remove.
• Add buttons to the toolbar by double-clicking on the button name in the
Available buttons list or by selecting the button name and clicking Add.
• Re-order buttons by selecting a button name in the Current toolbar buttons
list and clicking Move Up or Move Down or by dragging the button name to
the new location.
• Reset to a pre-defined list of toolbar buttons by clicking Reset.
3. After you have completed customizing the toolbar, click Close.

Configuring the Title Bar

When documents are displayed in the Document Display view, information about each
document appears in the Document Display view title bar, including a value for each
document from one of its index fields. If a document window is maximized in the
Document Display view, this information appears in the title bar for the main
ApplicationXtender window.
For each application, you can specify which index field is used to populate the title bar.
You can also configure the title bar to display the name of the AX data source that
contains the document, the name of the application that contains the document, or both
for each application.
To configure the Document Display view title bar:
1. In the Applications view, right-click the application for which you want to
configure the Document Display view title bar. From the shortcut menu that
appears, select Properties. The Properties dialog box for that application appears.
2. Select the Title tab.
Figure 236. Properties Dialog Box: Title Tab
3. Specify whether you want the name of the AX data source to appear in the
Document Display view title bar. You have the following choices:
• To include the name of the AX data source, enable the Data Source Name
check box.
• To leave out the name of the AX data source, clear the Data Source Name
check box.
4. Specify whether you want the name of the application to appear in the Document
Display view title bar. You have the following choices:
• To include the name of the application, enable the Application Name check
box.
• To leave out the name of the application, clear the Application Name check
box.

5. In the Field Value of drop-down list, select the name of the index field that you
want to include in the Document Display view title bar.
6. Save your changes. You have the following choices:
• To save changes and keep the Properties dialog box open, click Apply.
• To save changes and close the Properties dialog box, click OK.
The next time you display a document, the Document Display view title bar reflects
your changes.
Displaying or Hiding the Status Bar

The status bar appears at the bottom of the AX screen and contains each of the
following from left to right:
• Help messages for ApplicationXtender functions, describing toolbar button
functions and menu item functions
• The name of the active application
• The page number of the currently displayed page
• The total number of pages in the currently displayed document
• The version number of the currently displayed version
• The total number of versions in the currently displayed page
The AX status bar can be removed from the AX window to save space for the
Document Display view.
To display or hide the status bar:
1. Click the View menu. In the View menu, the Status Bar command has a check mark
next to it if the status bar is currently displayed.
2. From the View menu, select Status Bar. If the status bar was previously displayed,
it is now hidden. If the status bar was previously hidden, it is now displayed.
Customizing AX Views
The Applications, Query, Workflow, and Thumbnail views can be modified to set up
the AX desktop according to the user’s needs. By changing the way AX views display,
you can customize the AX desktop.
The Applications, Query, Workflow, and Thumbnail views can each be configured to
appear as a docked view, as a dialog box, or as a subwindow. The Applications view
and the Query view can also be configured to "hide on use."
client is installed on the AX workstation.
For more information, see the following topics:
• "Docking a View" on page 398
• "Displaying a View as a Dialog Box" on page 399
• "Displaying a View as Subwindow" on page 400
• "Hiding a View on Use" on page 401

• "Activating AX Full Screen Mode" on page 401

• "Managing the Query View Result Set" on page 401
Docking a View
An AX docked view has a grab bar. A grab bar is similar to a title bar except that it does
not contain a title.
Figure 237. AX Docked View Grab Bar
You can drag the view to the left, right, top, or bottom of the AX window by dragging
this bar. A docked view automatically aligns with the AX window borders and cannot
be moved beyond the AX window borders. By default, the Applications, Query,
Workflow, and Thumbnail views appear as docked views.
Note: The following procedure applies to only the Applications, Query, Workflow, and
Thumbnail views. It does not apply to the Document Display view or the Index view.
To dock a view that is now a dialog box:
1. Right-click inside the dialog box. From the shortcut menu that appears, select
Allow Docking. Allow Docking can be toggled on or off.
2. Click the grab bar, and drag the view to the desired position on the AX desktop.
For the view to dock, you must drag it to the left, right, top or bottom edge of the
AX desktop. When you release the mouse button, the view moves to that location.
Figure 238. AX Desktop with Docked Views

Displaying a View as a Dialog Box

An AX dialog box has a title bar with a Close button. You can drag the view to a
different location on your desktop by dragging the title bar. A dialog box is
independent of the AX window borders. That is, it can be moved away from the AX
window borders, in any direction. This behavior is often described as "floating."
Figure 239. AX Dialog Box Title Bar

To display a view as a dialog box:
1. Double-click the grab bar. The docked view becomes a dialog box.
2. Click the Title bar and drag the dialog box to the desired location on the AX
desktop.
Figure 240. AX Desktop with Query View as Dialog Box

Displaying a View as Subwindow

An AX subwindow has a title bar with Minimize, Maximize, and Close buttons. You
can drag the view to a different location in the AX window by dragging the title bar. A
subwindow is independent of the AX window borders but cannot be moved beyond
them. This behavior is often described as "floating as an MDI window."
Figure 241. AX Subwindow Title Bar

To display a view as a subwindow:
1. Right-click in the docked view or view dialog box. From the shortcut menu that
appears, select Float as MDI Window.
2. Click the Title bar and drag the subwindow to the desired location on the AX
desktop.
Figure 242. AX Desktop with Query View as Subwindow

Hiding a View on Use

By default, the views remain in the AX window until you close, or hide, them. That is,
when you display the Query View, the Applications View remains. Also, when you
display a document, the Query View remains. You can configure the Applications view
to hide when you display the Query View and you can configure the Query View to
hide when you display a document.
This is described as "hiding on use" because you use the Applications view to display
the Query View and you use the Query View to display a document. When a view is
configured to hide on use, this configuration is often described as "hide on use mode."
In this mode, AX automatically hides the view after items have been selected.
You can always display the hidden view using the Applications View button or the
Query View button on the Main toolbar. The hide on use mode can be used on a view
whether it displays as a docked view, as a dialog box, or as a subwindow.
Note: The following procedures apply to only the Applications view and the Query
view. They do not apply to the Document Display, Index, Workflow, or Thumbnail
view.
To configure a docked view to hide on use:
• Right-click the view’s grab bar. From the shortcut menu that appears, select Hide
on Use.
To configure a dialog box or subwindow to hide on use:
• Right-click inside the dialog box or subwindow. From the shortcut menu that
appears, select Hide on Use.
Activating AX Full Screen Mode

The Full Screen feature allows you to expand AX to fill the entire monitor screen. This
feature allows you to maximize AX viewing.
To enable/disable full screen:
• From the View menu, select Full Screen.
Managing the Query View Result Set

After you search for a document, the Query view Result Set tab displays the document
index records that met the search criteria you entered. There is a column for each field
in the result set. You can control the display of columns from the Result Set. For
example, you can show or hide, reorder, or save columns from the Result Set. For more
information, see the following topics:
• "Changing the Way the Result Set Lists Documents" on page 402
• "Hiding or Showing Result Set Columns" on page 403
• "Sorting the Result Set" on page 403
• "Reordering the Result Set Columns" on page 403
• "Resizing the Result Set Columns" on page 404
• "Saving the Result Set Columns" on page 404

• "Resetting Result Set Column Configuration" on page 404

• "Collapsing the Result Set" on page 405
Changing the Way the Result Set Lists Documents

You can change the way the Result Set lists your documents.
To change the way the Result Set lists your documents:
1. Right-click the Result Set. From the shortcut menu that appears, select View As.
Another shortcut menu appears.
• To display only the first index field of each record and a small folder icon next
to each record, select Names.
Figure 243. Displaying Names in the Result Set
• To display all index fields and a small folder icon next to each record, select
Details.
Figure 244. Displaying Details in the Result Set
• To display only the first index field of each record and a large folder icon
above each record, select Folders.
Figure 245. Displaying Folders in the Result Set

Hiding or Showing Result Set Columns

The first time you log into an AX application, the Result Set tab displays a column for
each of the index fields in the application, plus a column for the number of pages in
each document. You can hide any of these columns. There is also a column for the
document ID, which is hidden by default. You can configure this column to appear in
the Result Set.
To hide or show a column:
1. Right-click a column heading in the Result Set. From the shortcut menu that
appears, select Settings. The List Column Editor dialog box appears.
Figure 246. List Column Editor Dialog Box
2. Click the check box next to the name of the column that you want to hide or show.
3. When each column that you want to hide has no check mark and each column that
you want to show has a check mark, click OK.
Sorting the Result Set

Ascending or descending sorts can be performed on any index column listed in the
Result Set tab. To sort a field in ascending order, click the column heading of the
desired field. To sort a field in descending order, click the column heading of the field
again.
In addition, your workstation may be configured to sort the result set automatically
based on the last column selected or based on the document ID. The Display tab of the
Configuration dialog box allows this configuration. For information, see "Use KeyView
to Display Foreign Files" on page 409.
Reordering the Result Set Columns

The first time you log into an AX application, the Result Set tab displays columns in a
default order. You can change the order of these columns.
To move a column:
• Drag the column to the position you want to use.

Resizing the Result Set Columns

The first time you log into an AX application, the Result Set tab displays default
column widths for each index field. These column widths are resizable. Because the
data is truncated in narrow columns, resizing is a useful display tool.
To resize a column width:
1. Drag the boundary between column headings to the position you want.
2. Right-click the column headings. From the shortcut menu that appears, select Save
Columns. The column configuration is saved for the current user name and
application.
Saving the Result Set Columns

You can save Result Set column configuration changes for the current user name and
application.
To save column settings:
• Right-click any column heading in the Result Set. From the shortcut menu that
appears, select Save Columns. The column configuration is saved for the current
user name and application.
Resetting Result Set Column Configuration

If you have made changes to the way columns appear in the Result Set (such as hiding
columns, showing the Document ID column, changing the column order, or changing
the column width) you can set them back to their default configuration.
To reset Result Set columns:
1. If you have your View As option set to Folders or Names, you must first change
that option to Detail. For instructions, see "Changing the Way the Result Set Lists
Documents" on page 402.
2. Right-click any of the Result Set column headings. From the shortcut menu that
appears, select Settings. The List Column Editor dialog box appears.
3. Click Reset All.

Collapsing the Result Set

You can collapse the Result Set to display only those documents that you select.
To collapse the Result Set:
1. In the Result Set tab, select the documents you want to view in the Result Set. You
have the following choices:
• If you want to select only one document, click the document.
• If you want to select multiple documents in consecutive order, hold down
[SHIFT] and click the first and last document.
• If you want to select multiple documents that are not in consecutive order,
hold down [CTRL] and select each document individually.
2. Right-click within the Result Set. From the shortcut menu that appears, select
Collapse. Only the documents you selected are listed in the Result Set tab.
Data Sources
One aspect of configuring the AX desktop is the selection of data sources. You can use
the Data Source Selector to specify the default data source for AppGen and the three
import wizards. For instructions, see "Selecting Data Sources" on page 58. You can use
the Data Source Selector to select multiple data sources for display in
ApplicationXtender. For instructions, refer to the ApplicationXtender User’s Guide.
When you set an application as the "active" application within ApplicationXtender, the
data source that contains that application also becomes active. Setting a data source as
active within AX is not the same as setting a data source as default in the Data Source
Selector or Queue Manager. For instructions on setting an application (and its data
source) as active, refer to the ApplicationXtender User’s Guide.
When you save AX workstation settings, each of these settings is saved:
• Default data source
• Selected data sources
• Active data source
For instructions on saving AX workstation settings, see "Saving Settings" on page 455.
Opening the Configuration Dialog Box

As the AX system administrator, you control the level of access that the users on your
AX system have to functionality on their AX and SX workstations. You can allow users
to configure all aspects of AX or SX functionality on their individual workstations, or
you can restrict configuration rights and only allow configuration of options relating
to the display of information in AX or SX.
If the Configure WS privilege is enabled in a user’s security profile, the user has access
to all AX and SX configuration options. If it is disabled, you can set configuration
options and the user cannot access the configuration tabs to change those options.

The ApplicationXtender User’s Guide and the ScanXtender User’s Guide include
information on the configuration options that are available to users regardless of their
security settings. This topic contains information relating to the more advanced
configuration options.
• Each AX workstation has an AX Configuration dialog box, accessible through
ApplicationXtender, which can be used to customize the behavior of AX on the
workstation.
• Each SX workstation also has an SX Configuration dialog box, accessible through
ScanXtender, which can be used to customize the behavior of SX on the
workstation.
Many configuration options are available to accommodate individual operational
needs. Some of the options on the AX Configuration dialog box are not available on the
SX Configuration dialog box, because they configure features that are not necessary in
SX.
Some configuration options are cosmetic and do not alter the way the system performs,
such as options controlling the look and feel of the main screen. Others are integral to
the functionality of AX, such as a default digital certificate; the file types and formats
that AX and SX use; and interface options for e-mail, fax server, and optical character
recognition (OCR) packages.
This topic explains the configuration options available in ApplicationXtender,
including: export formats, font types for text, COLD/ERM display settings, display
zoom default, OCR settings, full-text settings, and various other AX system settings.
System defaults are in place for most features, such as zoom and tile. These defaults
can be changed in the AX or SX Configuration dialog box. Changes that you make to
the options in the AX Configuration dialog box are saved when you save workstation
settings. For a detailed description of what options are saved, see "Saving and Loading
To open the Configuration dialog box:
1. From the File menu, select Configuration. The Configuration dialog box appears.
2. Set the desired options according to the instructions in the following topics:
• "View Tab" on page 407
• "Display Tab" on page 410
• "Fonts Tab" on page 412
• "Scan Tab" on page 415
• "COLD Tab" on page 417
• "Print Tab" on page 419
• "E-Mail Tab" on page 423
• "Export Tab" on page 428
• "File Types Tab" on page 431
• "Data Tab" on page 433
• "Paths Tab" on page 440
• "Full Text Tab" on page 443
• "OCR Tab" on page 445
• "Fax-in Tab" on page 449

• "Thumbnail Tab" on page 450

• "Document Signing Tab" on page 452
• "WorkflowXtender Tab" on page 454
3. Click OK. The Configuration dialog box closes and any changes you have made are
saved.
View Tab
The View tab of the AX and SX Configuration dialog box allows you to configure
several aspects of viewing documents and batches. Some of the options on the AX
Configuration dialog box View tab are not available on the SX Configuration dialog
box View tab, because they configure features that are not necessary in SX.
Figure 247. Configuration Dialog Box: View Tab
Image Size Options

Image Size options control the default display size of images displayed in AX or SX.
You can use these options with all supported image types. (In AX, these options also
apply to text when the Allow zoom option is enabled on the COLD tab of the
Configuration dialog box.)
To change the default image size setting:
1. In the Configuration dialog box, select the View tab.
2. Under Image Size, select one of the five zoom settings.

These settings are explained in the following table:
Table 107. Image Size Options
Option Description
Fit to If this option is chosen as the default, AX or SX displays images to fit

window the display window either top to bottom or left to right, while
maintaining the original aspect ratio of the image and displaying the
entire image.

window the window from top to bottom. You might need to scroll left or right
height to see the sides of the image.

window the window from left to right. You might need to scroll up or down to
width see the top or bottom of the image.
Actual If this option is chosen as the default, AX or SX displays images as

size actual size (one pixel stored is equal to one pixel on the monitor).
Use zoom If this option is chosen as the default, AX or SX displays images using
setting the default zoom percent. The Use Zoom Setting drop-down list
allows you to set the default ratio.
3. If you have enabled the Use zoom setting radio button, select the desired ratio. You
can click the User zoom setting drop-down list and select the desired ratio
(standard options range from 25% to 400%) or type the preferred percentage in the
text box.
4. Click OK to save the settings.
Zoom Settings are Pixels

By default, AX or SX takes into consideration both the image resolution and monitor
resolution when rendering images for display. By enabling the Zoom settings are pixels
option, AX or SX displays images in raw pixel size, disregarding image and monitor
resolution.
Scale-to-Gray
When the Scale-to-gray option is enabled, AX or SX displays bi-tonal (black and white)
images as grayscale, which is frequently a more legible format. Various shades are used
to convert black and white images for the highest readability. This option applies to
bi-tonal images only.
Display Text View of Page

AX allows users to process images using OCR, creating an alternate "text view" of the
image. Users can switch between the original image and the text view of the image at
will. The Display text view of page option sets the default document display to text
format or image format. When the check box is enabled on the View tab of the

Configuration dialog box, AX displays documents as text when applicable. If no OCR

view is available, the page will be automatically processed using OCR to create an OCR
view when it is viewed. When the check box is disabled, AX always displays
documents in image format. (This option is not available in SX.)
Restore Last Layout at Startup

If the Restore last layout at startup option is enabled on the View tab of the AX or SX
Configuration dialog box, the AX or SX desktop layout is automatically saved when
you exit AX or SX. This includes the following settings:
• AX or SX window size and location
• Toolbar locations and toolbar button size
• View type (docked view, dialog box, or subwindow) for the Applications, Query,
Workflow, and Thumbnail views
• Location and size of the Applications, Query, Workflow, and Thumbnail views
If this option is disabled, the desktop layout is not saved on exit. When you open AX
or SX, the desktop layout reverts to the previously saved settings.
Use KeyView to Display Foreign Files

When this option is enabled, AX or SX uses the Verity KeyView Viewer technology to
display the contents of various foreign files. The appearance of a foreign file in
KeyView is similar to its appearance in its native viewer, but not exactly the same. For
a list of Verity KeyView Viewer-supported file types, refer to the "Creating Documents"
chapter of the ApplicationXtender User’s Guide. When this option is disabled, AX or SX
displays a foreign file page as an icon.
Use Acrobat Reader to Display PDF Files

When this option is enabled, AX or SX uses the Acrobat Reader technology to display
the contents of PDF files. When this option is disabled, AX or SX uses PDF Library to
display each PDF page. If you enable the option for AX or SX, it is enabled for both.
Note: If you choose to display a PDF page in Acrobat Reader, you cannot annotate PDF
documents and full-text search hits on PDF documents will not be highlighted.
However, the PDF Library performs document printing of a PDF page regardless of the
view setting.
Allow Map of Unknown Data Sources to Existing Data Sources

When this option is enabled, AX will allow you to specify a data source for a document
for which the data source is unknown. The original data source may be unknown if you
are opening a document that has been somehow saved to your machine, or if a
reference to an AX document has been e-mailed to you. If the data source listed in the
reference is named differently from the data sources that are configured on your
computer, and you attempt to open the file, the Pick a Data Source dialog box will
appear allowing you to specify the correct data source to use. For more information
about selecting a data source from the Pick a Data Source dialog box, refer to the
ApplicationXtender User’s Guide. (This option is not available in SX.)

Display Tab
The Display tab of the Configuration dialog box contains options for various AX and
SX display features. Some of the options on the AX Configuration dialog box Display
tab are not available on the SX Configuration dialog box Display tab, because they
configure features that are not available in SX.
Figure 248. Configuration Dialog Box: Display Tab
Screen DPI
The Screen DPI settings refer to the dots per inch of the system monitor. AX or SX takes
this information from the video interface card installed with the system. You can
overwrite the defaults by entering new Horizontal or Vertical settings. If you want to
change the Horizontal or Vertical settings back to the defaults from the video interface
card, click Reset.
PgUp/PgDn in Dual-Page View

This option dictates how the [PAGE UP] and [PAGE DOWN] keys operate in AX or SX
when a document or batch is in dual-page display mode. This mode is also known as
Split View. The Split View feature splits the Document Display view or the Batch
Display view so that multiple pages of the same document or batch are displayed.
In Split View, the actions performed by your [PAGE UP] and [PAGE DOWN] keys
depend on the PgUp/PgDn in Dual-Page View setting in the Display tab:
• When you select Next/previous 2 pages, the keys page through two pages at a
time. For example, if you display a document or batch with four pages in Split
View, pages 1 and 2 appear first, then pages 3 and 4.
• When you select Next/previous page, the keys page through one page at a time.
For example, if you display a document or batch with four pages in Split View,
pages 1 and 2 appear first, then pages 2 and 3.

Query Results
The Query Results options allow you to configure the maximum number of documents
that will be included in a result and how the result set will be sorted. (These options
are not available in SX.)
Maximum Query Results

Using the Maximum Query Results option, you can set the maximum number of
documents that will be included in a result set. The default is 2048 documents. The
higher this value is set, the larger the result set can be. If a query returns more
documents than the maximum number, the result set will be truncated. (This option is
not available in SX.)
Sort Result Set Automatically

This option sets the default to automatically sort index records displayed in the query
result set based on the column field selected. When this option is enabled on the
Display tab of the Configuration dialog box, the new query displayed in the result set
is sorted by the last column field selected. When this option is disabled, AX displays
the index records in the query result set based on one of the two Sort Order of
Document ID options specified in the Sort Order of Document ID topic. For more
information, see "Sort Order of Document ID" on page 411.
Note: Automatic sort overrides sort order of document ID.
Maximum Index Retrieved

If the application in which you are searching has the Multiple indexes referencing
single document setting enabled, the result set may contain more than one record for
each document. For example, if the Maximum Query Results value on the Display tab
in the Configuration dialog box is set to 2048 documents, your result set may contain
more than 2048 index records. To improve performance, you can use the Maximum
Index Retrieved setting to limit the number of index records that are listed in the result
set.
The default setting is 1000 index records. The higher this value is set, the larger the
result set can be. If a query returns more index records than the maximum number, the
result set is truncated.
Sort Order of Document ID

This feature lets you control the display of items in the query result set. When
Ascending order is enabled, AX displays index records listed in the query result set by
ascending chronological order. Enabling the Descending order sorts the documents in
reverse chronological order.
Ascending Order
This option sets the sort order of the query result set in ascending chronological order,
based on the document ID number. If this option is chosen as the default, AX displays
index records sequentially, from low to high, in the query view.

Descending Order
This option sets the sort order of the query result set to descending chronological order,
based on the document ID number. If this option is chosen as the default, AX displays
index records sequentially, from high to low, in the query view.
Fonts Tab
Using the Fonts tab of the Configuration dialog box, you can choose the fonts for
displaying and printing text documents.
Figure 249. Configuration Dialog Box: Fonts Tab

• "Opening the Configuration Dialog Box" on page 405
• "Screen Fonts" on page 412
• "Printer Fonts" on page 413
• "Simulate Box Drawing Characters" on page 414
Screen Fonts
The font used for text display depends on whether the page has a text overlay, an image
overlay, or no overlay at all. It also depends on whether the user is allowed to zoom in
on the page.
Note: Zoom is configured using the Allow zoom setting on the COLD tab. For more
information on configuring Allow zoom, see "Allow Zoom" on page 418.
Using the Screen Fonts setting, you can configure the fonts used for text display.

To set the screen fonts:

1. Select the font to configure from the Screen Fonts list. You have the following
choices:
• Page (fixed size)
• Page (variable size)
• Image Form Overlay
The font that you select depends on whether the text page has a text or image
overlay and whether zoom is enabled. The following table describes which font is
used for text display in each scenario:
Table 108. Configuring Screen Fonts with Form Overlay
Page Type When Zoom is Enabled When Zoom is Disabled
Text with no overlay Page (variable size) Page (fixed size)
Text with a text overlay Page (variable size) Page (fixed size)
Text with an image overlay Image Form Overlay Image Form Overlay
2. Click Change. The Font dialog box appears.

Note: AX only supports fixed pitch fonts. The fonts that are displayed are the only
fixed pitch fonts currently on your machine.
3. Choose the font, style, and size you want to use for text display.
Note: If you are configuring the Image Form Overlay font, you do not need to
select a font size. Text on pages with an image overlay automatically appears at a
calculated size that is not configurable.
Printer Fonts
The font used for printing text documents depends on whether the page has a text
overlay, an image overlay, or no overlay at all. It also depends on whether the user is
allowed to zoom in on the page.
Note: Zoom is configured using the Allow zoom setting on the COLD tab. For more
information on configuring Allow zoom, see "Allow Zoom" on page 418.
Using the Printer Fonts setting, you can configure the fonts used for printing text.
You can configure the print fonts to be the same as the display fonts. For more
information on configuring screen fonts, see "Screen Fonts" on page 412.
However, you may need to configure the print fonts differently from the display fonts
if the fonts installed on the workstation are different from those installed on the printer.
To set the print fonts:
1. Select the font to configure from the Printer Fonts list. You have the following
choices:
• Page (fixed size)

• Page (variable size)

• Image Form Overlay
The font that you select depends on whether the text page has a text or image
overlay and whether zoom is enabled. The following table describes which font is
used for printing text in each scenario:
Table 109. Configuring Printer Fonts with Form Overlay
When Zoom is
Page Type When Zoom is Enabled Disabled
Text with no overlay Page (variable size) Page (fixed size)
Text with a text overlay Page (variable size) Page (fixed size)
Text with an image overlay Image Form Overlay Image Form Overlay
2. Click Change. The Font dialog box appears.

Note: AX only supports fixed pitch fonts. The fonts that appear in the list are the
only fixed pitch fonts currently on your printer.
3. Choose the font, style, and size you want to use for text display.
Note: If you are configuring the Image Form Overlay font, you do not need to
select a font size. Text on pages with an image overlay automatically prints at a
calculated size that is not configurable.
Simulate Box Drawing Characters

AX uses "box drawing characters" to support the use of fonts that require box drawing
characters to correctly represent AX text documents. Because of this, several characters
in the AX font set are replaced with box drawing characters. For documents that are
written in foreign languages, this substitution may interfere with the font set
requirements for the foreign language. Characters display as boxes rather than as the
characters that they should be.
For example, when viewing documents written in the Danish language, the box
drawing character substitution interferes with the font set requirements for Danish.
You need to disable the Simulate Box Drawing Characters options to view documents
and text form overlays written in any foreign language that uses characters that are
assigned using the ASCII values from 176 to 223.
To allow viewing of documents written in foreign languages using the ASCII values
from 176 to 223:
1. Disable the Enable Support for Form Text option to allow display of form overlays
written in foreign languages using the ASCII values from 176 to 223.
2. Disable the Enable Support for Data Text option to allow display of text documents
written in foreign languages using the ASCII values from 176 to 223.

Scan Tab
The Scan tab of the AX or SX Configuration dialog box allows you to customize your
batch scanning process.
Figure 250. Configuration Dialog Box: Scan Tab
Removing Blank Pages

You can configure AX or SX to automatically remove blank pages from the batch while
you are scanning.
To configure the automatic removal of blank pages:
1. On the Scan tab of the Configuration dialog box, select the Remove blank pages
check box to enable the option. The Threshold slider becomes available.
Figure 251. Configuration Dialog Box: Scan Tab: Removing Blank Pages

2. Use the Threshold slider to adjust the setting for what the scanner recognizes as a
blank page. Keep in mind the following points:
• If you want to allow a noisier image to be recognized as a blank page (and
therefore removed), adjust the slider towards Noisier.
• If you want to allow a cleaner image to be recognized as a blank page (and
therefore removed), adjust the slider towards Cleaner.
Important: As you begin to use this feature, examine the pages that are scanned and
take note of which pages are automatically removed from the document or batch as
you scan them. If you find that pages are being removed that should not be removed,
adjust the slider towards Cleaner. You must make sure that the Threshold slider setting
is appropriate for the pages that you are scanning.
Synchronized Scan
With some types of scanning, the images are scanned faster than AX or SX can display
them. The Synchronized scan option slows down your scanner so that AX or SX can
display each scanned image. You have the following choices:
• If you want to review each page as it is scanned, enable the Synchronized scan
option.
• If you want to allow your scanner to scan images at its highest speed, disable the
Synchronized scan option.
Scanner Manual Feed Timeout

This option sets the scanner timeout for scanning that is performed while in the
manual feed mode. The default is 20 seconds. The timeout option specifies how much
time you will need to put more pages in the scanner without having to manually
continue the scan process. This option can be set higher or lower to meet your needs.
COLD Tab
The COLD tab of the Configuration dialog box allows you to configure the display of
the following file types:
• ColdXtender documents
• ERMXtender documents
• Text, as defined on the File Types tab of the Configuration dialog box (For
instructions, see "File Types Tab" on page 431.)
The COLD tab is not available on the SX Configuration dialog box.

Figure 252. Configuration Dialog Box: COLD Tab
Cache Forms
When this option is selected, forms will be cached locally in memory to facilitate
quicker retrieval. This setting holds for the current session only. Once you exit AX, the
form is no longer held in cache. Click to place a check mark in the Cache Forms check
box to enable the option.
Allow Paste Text

Users are not required to use the Paste Special command to insert text pages from the
clipboard. ApplicationXtender supports standard pasting of text pages from the
clipboard with the Paste command. The Allow paste text option must be enabled to
activate this function.
Allow Zoom
When this option has a check mark in it, the Zoom feature becomes active for
CX/ERMX and ASCII documents. Consequently, you can zoom in and out on
CX/ERMX or ASCII documents if a variable font is selected.
Display As Image Only

When enabled, this option restricts the user's ability to change a CX/ERMX document
with an Image Form Overlay to either an ASCII Form Overlay or without the Image
Form Overlay.
Form Overlay Settings

The Form Overlay Settings configure display and print options for CX/ERMX
documents. Separate settings apply to display and print. CX/ERMX documents can be
configured to display or print with a form overlay.

Screen
This option determines how CX/ERMX documents are displayed. Select Off to display
documents without a form overlay. Select Text to display documents with a text form
overlay, or select Image to display documents with an image form overlay.
Printer
This option determines how CX/ERMX documents are printed. Select Off to print
documents without a form overlay. Select Text to print documents with a text form
overlay, or select Image to print documents with an image form overlay.
Default Color Bar Settings

This feature lets you view text documents with a "color" bar background. When a
document is displayed with the color bar enabled, the background will be composed
of alternating bars of a selected color and white. You can change the color and the
width of the bands.
Figure 253. Configuration Dialog Box: COLD Tab: Color Bar Options
Show
Use this option to turn the color view on or off. A check mark indicates that color view
is on. No check mark indicates that color view is off.
Lines
This option determines the width of the bands. The default setting is three lines.
To set the line width:
• In the Lines box, type or select the number of lines desired by using the up or
down arrow.

Color
This option sets the color to be used in color view.
To set the line color:
• In the Color drop-down list, click the color of your choice. (If the color that you
want to use is not listed, select Custom. The standard Windows Color dialog box
appears, allowing you to create a color for the color bar.)
Print Tab
The Print tab of the AX Configuration dialog box allows you to configure how AX
documents or pages are printed. The Print tab of the SX Configuration dialog box
allows you to configure how SX pages are printed. Some of the options on the AX
Configuration dialog box Print tab are not available on the SX Configuration dialog
box Print tab, because they configure features that are not available in SX.
Figure 254. Configuration Dialog Box: Print Tab
Print Original Size

When an AX or SX page is printed, the printer automatically fits the contents of the
page to a standard printable area. If some characters in the page are outside the
printable area of the page, the printer slightly reduces the overall size of the page so
that all characters can fit. However, there are occasions when a perfect one-to-one
(original to printed) match is required. AX or SX meets this requirement through the
Print original size feature. This function allows AX or SX to override the printer’s fixed
printable area. All characters in a page are scaled to print exact original size.
When the Print Original Size option is enabled, AX or SX overrides the printer’s
printable area and prints the selected page in exact original size. When disabled, the
printer shrinks or enlarges the selected page to fit the printable area.
This option applies to the following page types:
• Images

• Text, as defined on the File Types tab of the Configuration dialog box (For
instructions, see "File Types Tab" on page 431.)
Dithering
Dithering is a technique used in computer graphics to create the illusion of varying
shades of gray on a monochrome display or printer. Dithering relies on treating areas
of an image as groups of dots that are colored in different patterns. Dithering takes
advantage of the eye's tendency to blur spots of different colors by averaging their
effects and merging them into a single perceived shade or color. Depending on the ratio
of black dots to white dots within a given area, the overall effect is of a particular shade
of gray. Dithering is used to add realism to computer graphics and to soften jagged
edges in curves and diagonal lines at low resolutions.
If you are printing a color image to a monochrome (black and white) printer, you can
improve the quality of the printout by enabling the Dithering option. When this option
is enabled and you send a color image to a monochrome printer, AX or SX dithers the
image. For example, if you print a color, 400 K, 200 DPI image to a monochrome printer,
the result is a black and white, 3600 K, 600 DPI image of the same size. Each pixel in the
color image becomes nine pixels in the black and white image.
Note: When the Dithering option is enabled and you send an image to a color printer,
AX does not dither the image.
Print Toolbar Button

The Print Toolbar Button options allow you to configure the Print button on the Main
toolbar. You have the following choices:
• If you want the Print button to print the entire displayed document, select
Document print.
• If you want the Print button to print only the displayed page, select Page print.
• If you want the Print button to display a Print dialog box for the currently
displayed page, so that the user can specify the scope of each print job
individually, select Prompt.
Acceleration
The Acceleration options expedite the printing of AX documents or SX batches. AX
and SX support XipPrint accelerator cards, Talaris printers, and Quick PCL printing.
Note: Pages with annotations, CX/ERMX pages with a form overlay, and pages with
print endorsements (from ApplicationXtender) are not printed in accelerated mode.
Whenever a page of one of these types is printed, AX or SX ignores the acceleration
setting while that page prints.
XipPrint
If you have a XipPrint II card, you can use the XipPrint printer acceleration feature. The
XipPrint II is a card that can be installed in the SIMM socket of a printer. It takes over
file decompression, allowing AX or SX to process print jobs more quickly.

Talaris
If you have a Talaris 1794FT or 3290FT printer, you can use the Talaris printer
acceleration feature. The Talaris 1794FT and 3290FT printers take over file
decompression, allowing AX or SX to process print jobs more quickly.
Quick PCL
If you have a PCL5 compatible printer, such as HP III, HP IV or Compaq, you can use
the Quick PCL printer acceleration feature. This feature significantly improves
printing performance for black and white images to any PCL5 compatible printers.
Quick Print bypasses the Windows GDI layer so that AX or SX talks directly to the
Windows printer driver. This substantially reduces cycle time.
Note: Quick Print is valid for bi-tonal images only. Grayscale and color images are
processed at the standard rate.
Endorse Printed Pages

You can use this option to print pages with an identifying text message in one corner
of each page. The message can include the page number of the page printed.
Endorsements print on all pages as long as the option is enabled.
Note: Endorsements are valid for all file types except HTML.
To configure print endorsement:
1. Click the Endorse Printed Pages check box. (To disable the endorsement, clear the
check box.)
Figure 255. Configuration Dialog Box: Print Tab: Endorsement Options
2. From the Position drop-down list, select an option. Available options include
Lower right, Lower left, Upper right, and Upper left.

3. In the Text text box, type the message you want printed. To print the number of the
current page in the endorsement, include %P in the endorsement text string.
Endorsement text strings can be up to 10 lines, and each line can have up to 80
characters, including spaces.
4. Enable or disable the Overlap on image option. (This option is not available when
using XipPrint or Talaris acceleration.)
• If this option is enabled, the endorsement overlaps any images. This option
allows the image to be printed on a larger area of the page.
• If this option is disabled, the images and the endorsement take up separate
areas of the printed page. Also, if this option is disabled, the Print original
size option becomes unavailable.
Consider disabling this option if the endorsement overlaps with an important part
of the image, or if the endorsement is difficult to read with the image printed
behind it.
The endorsement will be printed on every page in the location selected from the
Position drop-down list. The page number will be printed wherever the %P is located
within the text string.
E-Mail Tab
The E-Mail tab of the AX Configuration dialog box provides options for e-mailing AX
documents. ApplicationXtender interfaces with Microsoft Outlook® or cc:Mail™ so
that you can attach AX documents or pages to electronic mail messages. (The E-Mail
tab is not available on the SX Configuration dialog box.)
The attachment is displayed as an icon in the body of the e-mail message, and the
recipient double-clicks on the icon to view documents or pages. AX has both a Mail
Document Reference feature and a Mail Document Page feature. Use this page to
configure the Mail Document Pages feature in the Document menu and the Mail
feature in the Page menu.
Figure 256. Configuration Dialog Box: E-Mail Tab

Through e-mail configuration, any user can receive and view an e-mail message with
an AX attachment, even if AX is not installed on the user’s workstation. This is
accomplished by converting the AX document into a format that can be opened by an
application that exists on the user’s workstation. If the recipient has only the Paint
program, for example, AX can convert the attachment to a bitmap format. The recipient
can then view the attachment via Paint, because it reads bitmap files.
For instructions on sending documents by e-mail, refer to the "Managing Documents"
chapter of the ApplicationXtender User’s Guide.
E-Mail Formats
On the E-Mail tab of the Configuration dialog box, all available formats for each image
type (that is, Black & white images, 4/8-bit color images, and True color images), are
listed. The following is an explanation of the E-Mail tab options that are available for
your use.
Black & White Images for E-Mail

This option determines the file format that AX will use for images. Select a file format
from the Black & white images drop-down list. Your choices are Windows BMP, TIFF,
and TIFF Compressed.
4/8-bit Color Images for E-Mail

This option determines the file format that AX will use for 4/8-bit color images. Select
an appropriate file format from the 4/8-bit color images drop-down list. Your choices
are Windows BMP, Windows BMP Compressed, GIF, TIFF, and TIFF Compressed.
True Color Images for E-Mail

This option determines the file format that AX will use when e-mailing true color
images. Select an appropriate file format from the True color images drop-down list.
Your choices are Windows BMP, GIF, JPEG, TIFF, and TIFF Compressed.
Note: You can compress true color images using Joint Photographic Experts Group
(JPEG) image compression. If you select JPEG, the JPEG quality factor (1-100) is
enabled. For more information on compressing JPEG images, see "JPEG Quality Factor
(1-100)" on page 424.
Note: AX does not support progressive JPEGs. Importing a progressive JPEG into AX
will result in the file being imported as a foreign file.
JPEG Quality Factor (1-100)

JPEG provides compression of true color images, such as photographs, artwork, and
similar still images. There is always some loss of information when you use JPEG
compression to compress an image. For example, when compressing a scanned
photograph, the output image is not exactly identical to the input image.
JPEG compression allows you to trade off between file size and output image quality.
In most cases, you want to obtain a minimum file size by choosing the maximum
amount of compression without affecting the output image quality. However, if image
quality is not important, you can use a higher compression level to make an extremely

small file. Conversely, if the image quality is important, you can use a lesser
compression level to increase the quality until there is no visible change to the output
image.
The JPEG quality factor (1-100) slider allows you to choose the compression setting for
true color images. AX uses the JPEG quality factor scale, which ranges from 1 to 100,
where 1 indicates the smallest file size with the lowest quality and 100 indicates the
largest file size with the best quality.
Figure 257. Configuration Dialog Box: E-Mail Tab: JPEG Quality Factor
To set the level of JPEG compression for e-mailed images:

1. On the E-Mail tab of the AX Configuration dialog box, select JPEG from the True
color images drop-down list. The JPEG Quality Factor (1-100) slide ruler becomes
available.
2. Use the slide ruler on the scale to adjust (reduce or increase) the level of
compression and the quality factor that AX applies to True color images when they
are sent by e-mail.
Text for E-Mail

This option determines the file format that AX will use when e-mailing text pages. By
selecting As text, AX will e-mail pages as text and exclude all annotations except
redactions. Redactions cause the area where the redaction is located to be blank. By
selecting As image, AX will e-mail text pages as TIFFs regardless of the image e-mail
settings and include all annotations.
Use Multi-Page Files for E-Mail

You can combine sequential pages that are similar or of the same file type and send
them by e-mail as a combined file attachment or as a sequence of combined file
attachments with the Use multi-page files option. For example, a document composed
of a GIF, a TIFF, two PDFs, and three JPEGs (in that order) would be combined into

three files: a TIFF, a PDF, and another TIFF. The first TIFF would contain the GIF and
TIFF, the PDF would contain the two PDFs, and the second TIFF would contain the
three JPEGs.
Note: AX can combine up to 1024 TIFF pages into a single attachment. For example, if
you send a document that contains 1025 consecutive TIFF pages, one attachment
contains the first 1024 consecutive TIFF pages and another attachment contains the
remaining TIFF page.
The following table details which file types can be combined and how they are
combined:
Table 110. File Types and Combined Output
File Types Output When Combined
All supported image files, 1 TIFF file for each sequence of image pages in the
including: document
• TIFF
Note: The number of pages that can be combined into
• GIF
1 TIFF file is limited to 1024. If there are more than
• Bitmap
1024 pages in the document, the combined files are
• PCX
broken up so that each file has no more than 1024
• DCX
pages in it.
• JPEG
• TGA
Adobe Portable Document 1 PDF file for each sequence of PDF pages in the
Format (PDF) files document
Text files, including: 1 TXT file for each sequence of text pages in the
• TXT files document (if the TXT file type was configured on the
• ColdXtender reports Configuration File Types tab in ApplicationXtender
• ERMXtender reports when the document was created); otherwise 1 TXT
file for each TXT page in the document
Rich Text Format (RTF) files 1 RTF file for each RTF page in the document
HTML files 1 HTML file for each HTML page in the document
AX-supported foreign file 1 file for each file in the document

types, including:
• Word processing files
• Spreadsheets
• Presentations
When the Use multi-page files option is disabled, pages of the same type are not
combined. If you send a document by e-mail when this option is disabled, each page
of the document is a separate attachment to the e-mail message.

E-mail in Archived Format

The Email in Archived format option allows you to send the archived format of each
page by e-mail. That is, instead of specifying that images be sent as Windows BMP,
Windows BMP Compressed, GIF, JPEG, TIFF, or TIFF Compressed, you can specify
that pages be sent in the same format in which they were stored in the AX system. A
page can be sent in its archived format only when both of the following conditions are
true:
• The current user has sufficient privileges to hide all of the redactions on the page
(if there are any).
• The page to be sent is not a certain kind of subpage. (If a subpage number appears
after the BIN file name in the Information dialog box for the page to be sent, it can
not be sent in its archived format. For instructions on displaying the Information
dialog box, see the "Viewing Documents" chapter of the ApplicationXtender User's
Guide.)
If these conditions are true, the archived format of the page is always sent. If these
conditions are not true, the page is sent as specified with other format options on the
E-mail tab.
For example, if you have the image storage format for black and white images set to
TIFF on the Data tab of the AX Configuration dialog box, and you import a black and
white image into AX, it is stored in TIFF format. If you enable the Use archived format
option on the E-mail tab, and you send the same image from AX (and the conditions
above are met), it is sent as TIFF.
Note: When the archived format of a page is sent by e-mail, no annotations are
included on that page.
You can use this option to allow images to be sent in their original format. That is, if an
image is imported into AX and sent from AX, the format of the sent image is exactly
the same as the original image before import. A page can be sent in its original format
only when all of the following conditions are true (in addition to the conditions above):
• The image storage format for the image type on the Data tab of the AX
Configuration dialog box was set to Default when the image was imported.
• The Separate multi-page TIFFs option on the Data tab of the AX Configuration
dialog box was disabled when the image was imported.
• The page to be sent is not text. (Text is always compressed before storage.)
If these conditions are true, the original format of the page is always sent.
E-Mail Vendor
This option configures the e-mail package that will be used by AX. You can choose
from either Microsoft (MAPI32) or CC: Mail (SMI32).

Export Tab
The Export tab provides options for exporting AX documents and pages. AX can
export documents and pages in the system to various file formats. (The Export tab is
not available on the SX Configuration dialog box.)
Figure 258. Configuration Dialog Box: Export Tab
For instructions on exporting documents, refer to the "Managing Documents" chapter

of the ApplicationXtender User’s Guide.
Black & White Images for Export

This option determines the file format that AX will use for images. Select a file format
from the Black & white images drop-down list. Your choices are Windows BMP, TIFF,
and TIFF Compressed.
4/8-bit Color Images for Export

This option determines the file format that AX will use for 4/8-bit color images. Select
an appropriate file format from the 4/8-bit color images drop-down list. Your choices
are Windows BMP, Windows BMP Compressed, GIF, TIFF, and TIFF Compressed.
True Color Images for Export

This option determines the file format that AX will use when exporting true color
images. Select an appropriate file format from the True color images drop-down list.
Your choices are Windows BMP, GIF, JPEG, TIFF, and TIFF Compressed.
(JPEG) image compression. If you select JPEG, the JPEG quality factor (1-100) is
enabled. For more information, see "JPEG Quality Factor (1-100)" on page 429.


image.
true color images. AX uses the JPEG quality factor scale, which ranges from 1 to 100,
where 1 indicates the smallest file size with the lowest quality and 100 indicates the
largest file size with the best quality.
Figure 259. Configuration Dialog Box: Export Tab: JPEG Quality Factor
To set the level of JPEG compression for exported images:

1. On the Export tab of the AX Configuration dialog box, select JPEG from the True
available.
compression and the quality factor that AX applies to True color images when they
are exported.

Text for Export

This option determines the file format that AX will use when exporting text pages. By
selecting As text, AX will export pages as text and exclude all annotations except
redactions. Redactions cause the area where the redaction is to be blank in the exported
page. If you select As image, AX will export text pages as TIFFs (regardless of the
image export settings) and include all annotations.
Use Multi-Page Files for Export

You can combine sequential pages that are similar or of the same file type and export
them as a combined file or as a sequence of combined files with the Use multi-page files
option. For example, a document composed of a GIF, a TIFF, two PDFs, and three
JPEGs (in that order) would be combined into three files: a TIFF, a PDF, and another
TIFF. The first TIFF would contain the GIF and TIFF, the PDF would contain the two
PDFs, and the second TIFF would contain the three JPEGs.
Note: AX can combine up to 1024 TIFF pages into a single file. For example, if you
export a document that contains 1025 consecutive TIFF pages, one file contains the first
1024 consecutive TIFF pages and another file contains the remaining TIFF page.
Files can be combined for export in the same way that they can be combined for e-mail.
For detailed information on how files are combined, see "Use Multi-Page Files for
Export" on page 430.
When the Use multi-page files option is disabled, pages of the same type are not
combined. If you export a document when this option is disabled, each page of the
document is exported as a separate file.
Export in Archived Format

The Export in Archived format option allows you to export the archived format of each
page. That is, instead of specifying that images be exported as Windows BMP,
Windows BMP Compressed, GIF, JPEG, TIFF, or TIFF Compressed, you can specify
that pages be exported in the same format in which they were stored in the AX system.
A page can be exported in its archived format only when both of the following
conditions are true:
• The current user has sufficient privileges to hide all of the redactions on the page
(if there are any).
• The page to be exported is not a certain kind of subpage. (If a subpage number
appears after the BIN file name in the Information dialog box for the page to be
exported, it can not be exported in its archived format. For instructions on
displaying the Information dialog box, see the "Viewing Documents" chapter of
the ApplicationXtender User's Guide.)
If these conditions are true, the archived format of the page is always exported. If these
conditions are not true, the page is exported as specified with other format options on
the Export tab.
For example, if you have the image storage format for black and white images set to
TIFF on the Data tab of the AX Configuration dialog box, and you import a black and
white image into AX, it is stored in TIFF format. If you enable the Use archived format
option on the Export tab, and you export the same image from AX (and the conditions
above are met), it is exported as TIFF.

Note: When the archived format of a page is exported, no annotations are included on
that page.
You can use this option to allow images to be exported in their original format. That is,
if an image is imported into AX and exported from AX, the format of the exported
image is exactly the same as the original image before import. A page can be exported
in its original format only when all of the following conditions are true (in addition to
the conditions above):
• The image storage format for the image type on the Data tab of the AX
Configuration dialog box was set to Default when the image was imported.
• The Separate multi-page TIFFs option on the Data tab of the AX Configuration
dialog box was disabled when the image was imported.
• The page to be exported is not text. (Text is always compressed before storage.)
If these conditions are true, the original format of the page is always exported.
File Types Tab

The File Types tab of the AX or SX Configuration dialog box provides options for
importing files into AX or SX. By default, files not natively supported by AX or SX (for
example, files other than TIFF, Windows bitmaps, TGA, RTF, JPEG, GIF, PCX, and
DCX) are imported as foreign files. (For details on what file types are natively
supported, refer to the "Getting Started" chapter of the ApplicationXtender User’s Guide.)
Pages imported as foreign files are represented in AX or SX in one of the following two
ways:
• Represented by an icon and require a third-party viewer to display the contents of
the page
• Displayed in the Verity KeyView Viewer (For more information, see "Use
KeyView to Display Foreign Files" on page 409.)
For example, if a Microsoft Word document is imported (using the Import File
function) as a new page, a Word icon displays as the AX or SX page. You then
double-click the icon to start Word and view the document. The File Type tab provides
options for importing file types or extensions.

Figure 260. Configuration Dialog Box: File Types Tab
AX and SX supports different file types in a variety of ways.

• Microsoft Word documents can be brought into AX as OLE Objects, in which case
the File Types settings do not matter. File Types settings only apply when a
document or page is brought into AX using the Import File command. (SX does
not support OLE Objects.)
• AX and SX do not support progressive JPEGs. Importing a progressive JPEG into
AX or SX results in the file being imported as a foreign file.
• By default, most text pages are imported into AX and SX as plain text, but some
may be imported as foreign files. If you want to import all files with a TXT
extension as plain text, add this file type in the File Types tab.
Adding File Types

The File Types tab of the AX or SX Configuration dialog box allows you to configure
AX or SX to recognize files by their extensions as certain file types. For example, you
can configure AX or SX to recognize files with the TXT extension as the Text file type.
To add a file type:
1. In the File Extension text box, type the extension that you want AX or SX to
recognize.
2. Select a file type from the File Type drop-down list. The File Type options available
are Image Format, Text, Rich Text Format, Embedded Object, Foreign File, Web
Component, and Adobe PDF.
3. Click Add. The extension and file type are added to the Formats list.

Deleting File Types

The File Types tab of the AX or SX Configuration dialog box allows you to remove
extensions from the list of recognized file types.
To delete a file type:
1. In the Formats list, select the file type you want to delete.
2. Click Delete. The file type is removed from the Formats list.
Data Tab
Some of the options on the AX Configuration dialog box Data tab are not available on
the SX Configuration dialog box Data tab, because they configure features that are not
available in SX.
• The Data tab of the SX Configuration dialog box allows you to set default image
formats and other data-related settings.
• The Data tab of the AX Configuration dialog box allows you to set AX index
options, set default image formats, and other data-related settings.
Figure 261. Configuration Dialog Box: Data Tab
Enable Dual Data Entry

The Enable dual data entry option on the Data tab works in conjunction with the Dual
Data Entry flag configured in the Application Generator (AppGen). This option is
enabled by default. (Dual Data Entry options are not available in SX.)
Note: In order for dual data entry to be available for an index field, your system
administrator must first enable the Dual Data Entry flag for that field in AppGen. For
more information, see "Dual Data Entry Flag" on page 99.

The Dual Data Entry flag and the Enable dual data entry option together form a
validation measure that ensures documents are indexed correctly. When this feature is
enabled, you must enter an index field’s data twice. AX accepts the information upon
verification of the second entry.
If the information entered the second time is exactly the same as the first time, the
document is indexed and added to the application. If the information is not entered
correctly, a Dual Data Entry Error dialog box appears.
Note: If an Auto Index table is used to enter a value into an index field, even if that field
is flagged for dual data entry, the user is not prompted to enter data a second time. For
more information on importing data into an Auto Index table, see "Import Wizards" on
page 290. For more information on using an Auto Index table to enter a value into an
index field, refer to the ApplicationXtender User’s Guide.
To activate dual data entry:
1. During application generation in the Application Generator, apply the Dual Data
Entry flag to each index field that requires the validation feature.
2. In ApplicationXtender, in the AX Configuration dialog box, click the Data tab.
3. Make sure that the Enable dual data entry option is enabled. (This option is
enabled by default.)
Disable Query Window

This option allows AX system administrators to control what queries are run in AX.
This option limits access to the Query view on the AX workstation. (Query options are
This option is intended for systems where the AX SDK has been used to set up access
to AX from another interface. You can use this option to force users to run queries from
another interface instead of AX.
Database Connect & Drop

This option controls the duration of the database connection held by AX or SX. By
default, the Database connect & drop option is disabled.
• If this option is disabled, the AX or SX data layer holds the connection to the
underlying database for the entire AX or SX session.
• If this option is enabled, the AX or SX data layer connects to the database when
needed and then drops the connection when it is not needed.
Because the user is connecting to the database and then dropping the connection when
it is not needed, if the database goes down and back up or if the database fails over in
a clustered server environment, AX or SX connects to the restarted database or the new
database. However, because users are connecting and dropping, there is performance
degradation when this option is enabled (because database connect and drop depends
on the data source’s ability to perform connection pooling).

If you are planning to run AX in a clustered environment, you must enable the
Database connect & drop option. For more information on clustering, refer to the
"Planning Your ApplicationXtender Installation" chapter of the ApplicationXtender
Installation Guide.
Check for Matching Index

If this option is enabled, AX will automatically check against existing documents for a
duplicate index. This option allows the same index value or combination of index
values to be entered for more than one document in an application. (Index options are
ODMA Support
Use this option to activate the Open Document Management API (ODMA) integration
between AX-supported ODMA client applications and ApplicationXtender. By
enabling this option, users of AX-supported ODMA client applications can easily store
and retrieve documents within AX without leaving an active client application.
(ODMA options are not available in SX.)
Allow Remember Password

This option controls the display of the Remember password option on the Login dialog
box for AX or SX. By default, the Allow remember password option is enabled. The
following table indicates the result of enabling or disabling the Allow remember
password option on the AX or SX Configuration dialog box:
Table 111. Allow Remember Password Option
Option Configuration
Status Dialog Box Result
Enabled AX The next time you start AX, the Login dialog box
appears with the Remember password option.
Enabled SX The next time you start SX, the Login dialog box
appears with the Remember password option.
Disabled AX The next time you start AX, the Login dialog box
appears without the Remember password option.
Disabled SX The next time you start SX, the Login dialog box
appears without the Remember password option.
Prompt for Check Out when Open

This option controls the operational mode of AX for the AX workstation. If this option
is enabled, the AX workstation operates in check in/check out mode. If the option is
disabled, the AX workstation operates in normal mode. In check in/check out mode,
users are prompted to either check out a document or open it in read-only mode when
they display the document. In AX normal mode, users can check out documents if

needed, but they are not required to do so in order to make changes to a document (as
long as the document is not checked out to someone else). (Options for document
check-out are not available in SX.)
When a user checks a document out, AX makes a separate working copy of the
document. Any changes made to the document while the user has it checked out are
made to the copy. If the user decides to check the document back in, the working copy
is saved as either a new document revision or a replacement document revision of the
original document. If the user decides to cancel changes, the working copy is discarded
by AX.
When AX is in check in/check out mode, use of revision control with AX documents is
mandatory. A user must check out a document in order to modify it. If the user does
not check the document out, it is opened in read-only mode and it cannot be modified.
When AX is in normal mode, users can open and modify documents without checking
them out. When a user closes a document, the modifications are automatically saved
to the AX document repository. Users can check out documents while AX is in normal
mode, in order to prevent other users from making modifications while they are
working on a document. This is useful if making the document modifications will
extend past the current user session.
If a user checks out a document and another user accesses that document while in
normal mode, the second user automatically receives the AX repository copy of the
checked out document in read-only mode and is not able to make changes to the
document until it is checked back in.
A similar option in AppGen enables check in/check out mode on an application basis,
rather than a workstation basis. If you need configure your AX system to comply with
the Health Insurance Portability and Accountability Act of 1996 (HIPAA), it is
recommended that you enable check in/check out mode on an application basis. For
more information on configuring AX to comply with HIPAA, see "Recommendations
for Compliance with HIPAA" on page 51.
The WorkflowXtender tab has a related option called Check out document when
opening and check in when closing. This option allows you to automatically check out
a document when you open it, and check it back in when you close it. If this option is
enabled, documents that are checked in or out are automatically given a timestamp as
a check-in or check-out comment. For more information, refer to the WorkflowXtender
User’s Guide.

Enable ODMA Attribute Search

When a user creates an AX document using an ODMA-compliant application, the user
can enter optional information about the document: title, subject, author, keywords,
and comment. These pieces of information, including the name of the user that created
the document, are considered to be the document’s "ODMA attributes." These
attributes can be changed once a document has been created. ODMA attributes
(document properties) can be changed either within AX or within the
ODMA-compliant application that was used to create it. You can configure an AX
workstation to allow users to use these ODMA attributes to retrieve documents.
(ODMA options are not available in SX.)
To allow users to search by ODMA attributes:
• Enable the Enable ODMA attribute search option.
To prevent users from searching by ODMA attributes:
• Disable the Enable ODMA attribute search option.
Auto Logout
You can configure the AX workstation to automatically log out of AX after a specified
period of idle time. An idle workstation is one on which the pointer and cursor have
not been moved over any AX interface at all, no dialog boxes or messages have
appeared, and the current user is not logged onto any active data source as SYSOP. (The
Auto Logout option is not available in SX.)
To configure Auto Logout:
• In the Auto Logout text box, specify the number of minutes that you want to
allow an AX workstation to remain idle. (The maximum number of minutes that
you can enter is 480.) When that time is up, the user is automatically logged out of
AX.
To disable Auto Logout:
• In the Auto Logout text box, type 0 (zero).
Data Field 2 Digit Year Max Future Years Setting

When a date has been stored in a two-digit date format, AX interprets the date in the
context of a range of one hundred years. For example, in the context of the range 1910
to 2009, AX interprets the year 08 as 2008 instead of 1908.
AX calculates the end of this range by adding the number that you specify in the Max
Future Years Setting text box to the current year. For example, if the current year is 2005
and you specify the value 25, AX would interpret each two-digit date in the context of
the range 1931-2030. This option only applies to two-digit date formats.
It is not necessary to update this option each year, because AX calculates the range of
years based on the current year. To continue the previous example (in which you have
specified 25 in the Max Future Years Setting text box), in the year 2006, AX would
interpret each two-digit date in the context of the range 1932-2031.

The default value for the Max Future Years Setting is 10. If you use the default value of
10, in the year 1999, AX would interpret any two-digit year between 00 and 09 as
2000-2009 respectively. AX would interpret any date between 10 and 99 as 1910-1999.
Image Storage Format

You can configure the default storage format for AX or SX image files. These settings
determine the storage format for documents, batches, and pages created from
scanning.
These settings also determine to what storage format imported documents, batches,
and pages are converted. This applies to all document imports, such as creating a new
document, batch, or page using the Import File command; using the Index Image
Import wizard and an import file that precedes each image file name with two "@"
symbols (@@); creating a new document or page from a fax-in queue; and so on.
Storage Format for Black & White Images

This option determines the file format that AX or SX uses to store bi-tonal images.
Select an appropriate file format from the Black & White drop-down list. Your choices
are Default, TIFF, and Windows BMP:
• If you select Default on the Configuration dialog box, imported bi-tonal images
are stored in their native format (for example, a GIF file would be stored as GIF)
and scanned bi-tonal images are stored as TIFF.
• If you select one of the specific image formats on the Configuration dialog box, all
bi-tonal images are stored in that format, regardless of their original format.
Storage Format for 4/8-bit Color Images

This option determines the file format that AX or SX uses for 4/8-bit color images.
Select an appropriate file format from the 4/8-Bit Color drop-down list. Your choices
are Default, TIFF, and Windows BMP:
• If you select Default, imported 4/8-bit color images are stored in their native
format (for example, a GIF file would be stored as GIF) and scanned 4/8-bit color
images are stored as TIFF.
• If you select one of the specific image formats, all 4/8-bit color images are stored
in that format, regardless of their original format.
Storage Format for True Color Images

This option determines the file format that AX or SX uses to store true color images.
Select an appropriate file format from the True Color drop-down list. Your choices are
Default, TIFF, Windows BMP, and JPEG.
• If you select Default, imported true color images are stored in their native format
(for example, a GIF file would be stored as GIF) and scanned true color images are
stored as TIFF.
• If you select one of the specific image formats, all true color images are stored in
that format, regardless of their original format.

(JPEG) image compression. If you select JPEG, JPEG compression is enabled. You can
set the JPEG Quality Factor (1-100) slider to control the level of compression and the
quality of the compressed images. For more information on compressing images using
this slider, see "JPEG Quality Factor (1-100)" on page 439.

image.
true color images. AX and SX use the JPEG quality factor scale, which ranges from 1 to
100, where 1 indicates the smallest file size with the lowest quality and 100 indicates
the largest file size with the best quality.
Figure 262. Configuration Dialog Box: Data Tab: JPEG Quality Factor
To set the level of JPEG compression for stored images:

1. On the Data tab of the AX Configuration dialog box, select JPEG from the True
available.
2. From the True Color drop-down list, select JPEG.

compression and the quality factor that AX or SX applies to True Color images
when they are stored.
Separate Multi-Page TIFFs

This option controls how AX or SX imports a multi-page TIFF or multi-page DCX file.
• If this option is enabled, AX or SX imports a multi-page TIFF or multi-page DCX
file by separating each page of the imported file into a page within the new AX
document or SX batch. Each page is stored as a separate BIN file.
If you enable this option, file storage format for multi-page image files depends on
the image storage format settings discussed above (for black and white, 4/8-bit
color, or true color settings). If this option is enabled, AX or SX applies the selected
image storage format (for example, BMP) to each stored page separated from the
multi-page file. If this option is enabled and the image storage format is set to
Default, all multi-page image files are saved in the file’s native format.
• If this option is disabled, AX or SX imports a multi-page TIFF or multi-page DCX
file in its native format, regardless of the image storage format settings discussed
above. All of the pages in the multi-page file are stored together as one BIN file.
Disabling this option greatly increases the speed at which system conversion is
completed.
Paths Tab
The Paths tab of the AX or SX Configuration dialog box allows you to configure local
and personal write paths for the AX workstation. These are separate from the write
paths established in AppGen for the application. You may also enter volume label
search drive(s) for the AX workstation. This setting tells AX or SX to look at the
specified drives for the images. The Business Intelligence Gateway path is configured
on this tab as well. However, it is not available on the SX Configuration tab because it
configures a feature that is not necessary in SX.

Figure 263. Configuration Dialog Box: Paths Tab
Path settings are saved in the Windows registry for each AX or SX workstation.
Whether you configure path settings on the Paths tab in the SX Configuration dialog
box, or in the AX Configuration dialog box, the settings are saved to the same place in
the registry and apply only to the workstation where the configuration takes place.
Local Write Path

Using this option, you can activate a temporary storage area for scanning in AX or SX,
such as a local hard drive. You can even configure a different local write path for each
data source. If you index documents when scanning locally in AX, the index
information is stored in the AX application just as if you had scanned to the primary
document write path, except the images are stored locally. The Local Write Path option
enables you to use the local write path when needed and the document write path at
other times. When this option is enabled, documents are stored in the path entered in
the Local Write Path text box.
Important: Do not enable a local write path on the AX workstation where the Index
Server is installed. If a local write path has been configured and enabled when you
attempt to start the Index Server, an error message appears and the Index Server
automatically shuts down.
Note: The Local Write Path option should be enabled when scanning locally. The
option remains enabled until you clear the check box in the Paths tab of the
Configuration dialog box.
Note: You cannot use volume labels for the local write path.
You can use the Move Online component of AX to move locally scanned documents to
the document write path. For instructions on using Move Online, refer to the "Move
Online" appendix of the ApplicationXtender User’s Guide or the ScanXtender User’s Guide.

Personal Search Path

Using this option, you can configure additional paths to search for AX documents or
SX batches. If documents or batches for an application are stored in a location that is
not referenced in any of the other path settings, a personal search path should be set to
allow for retrieval of those documents or batches.
When retrieving documents or batches, AX or SX searches first in the primary search
path, then the application’s write path, and then the paths listed in the Personal Search
Path text box. AX or SX then searches all the remaining configured write paths.
Volume Label Search Drives

The Paths tab of the AX or SX Configuration dialog box allows you to specify the drives
that AX or SX searches to find documents batches that were stored on removable media
using volume labels.
If removable media with volume labels are used as document write paths to store
documents or batches, this option is used to configure retrieval of those documents or
batches. The drive letter (or letters) where the media will be mounted must be specified
as Volume Label Search Drives. AX or SX checks each of the drives specified to
determine if the media labeled with the volume label is mounted in one of those drives.
If not, AX or SX prompts the user to insert the appropriate media.
To specify a drive:
• In the Volume Label Search Drive(s) text box, type the drive letter. (To specify
multiple drives, type each drive letter separated by a semicolon.)
• Click Select. Select a drive. (To specify multiple drives, hold down the [CTRL]
key or [SHIFT] key while selecting the drives.)
Business Intelligence Gateway Path

The Paths tab of the AX Configuration dialog box allows you to configure the path for
submitting documents/reports to BI Gateway. This path is not available in the SX
Configuration dialog box because it configures a feature that is not necessary in SX.
This path must be configured before submission to BI Gateway is allowed. For more
information, refer to the ApplicationXtender User’s Guide.
To specify a BI Gateway path:
1. In the Business Intelligence Gateway path text box, type the path to the location
where the ERMX.INI file was stored by ERMXtender.

Full Text Tab

The Full Text tab of the AX Configuration dialog box provides options for full-text
indexing. The following is an explanation of the Full Text tab options that are available
for your use. (The Full Text tab is not available on the SX Configuration dialog box,
because it configures features that are not necessary in SX.)
Figure 264. Configuration Dialog Box: Full Text Tab
Processing Queue
Use this option to choose the queue that will be used to process full-text indexing jobs.
Full-text queues are created in the AX Index Server Configuration dialog box or in
Queue Manager and can be selected at any AX workstation. Select the queue you want
to use from the Processing Queue drop-down list.
Note: When considering which queues to assign to each workstation, keep in mind
that you cannot use more than one Index Server for the same AX application.
Allow Full-Text
Using this option, you can make all full-text commands unavailable to an AX
workstation. This option may be useful when, for example, you are configuring a
workstation for a user who does not need to use full text and you have a limited
number of full-text licenses. If this option is enabled for an AX workstation when a user
logs in to that workstation, a full-text license is used.
To make all Full-Text commands unavailable on an AX workstation:
1. Disable the Allow full-text option.
2. Restart AX. The full-text commands are now unavailable on this workstation.

Convert to Text (if necessary)

When this option is enabled, all image pages that you submit to the Index Server for
full-text indexing are automatically processed using optical character recognition
(OCR). When this option is not selected, you must use OCR to process an image page
before you can submit it. In addition, when the OCR option is not selected, only text
pages can be submitted to the Index Server.
Note: When you submit an image to the Index Server for full-text indexing, if the OCR
(if necessary) option is enabled and if the image does require OCR processing, the
result of the OCR processing is automatically plain text, regardless of the OCR Result
Format configuration on the OCR tab.
Prompt User with Queue Selection

When this option is selected, AX will prompt you to pick a full-text queue every time
a job is submitted to the Index Server. Disabling this option will result in every full-text
index job being submitted to the queue selected in the Processing Queue drop-down
list.
Submit New Documents for Full Text Index

When this option is enabled, all new documents (that are imported or scanned into AX)
are automatically submitted to the Index Server for full-text indexing. When the
document is saved and closed, a message appears indicating that the full text index job
has been submitted to the Index Server. For instructions on configuring the Index
Server, see "Managing the Index Server" on page 339. For instructions on creating a
document, refer to the "Creating Documents" chapter of the ApplicationXtender User’s
Guide.

OCR Tab
The OCR tab contains options for using optical character recognition (OCR) with AX.
(The OCR tab is not available on the SX Configuration dialog box, because it configures
features that are not available in SX.)
Figure 265. Configuration Dialog Box: OCR Tab
OCR Engine
Using this option, you can choose the OCR engine to be used by AX. The "FineReader
OCR Engine" option is always available as an OCR engine. (FineReader 6.0 OCR
Engine is always installed with AX.) The "FineReader" option is available only if you
have purchased, installed, and configured FineReader 4.0 Professional.
Figure 266. Configuration Dialog Box: OCR Tab: OCR Engines

When you select FineReader as the OCR Engine, other options become available. For
more information, see "Text View" on page 448, "Export" on page 448, and "Indexing"
on page 449.
Allow OCR
Using this option, you can make all OCR commands unavailable to an AX workstation.
This option may be useful when, for example, you are configuring a workstation for a
user who does not need to use OCR.
To make all OCR commands unavailable on an AX workstation:
1. Click the Allow OCR check box to disable the option.
2. Restart AX. The OCR commands are now unavailable on this workstation.
OCR Result Format

Using this option, you can choose the OCR output file format. When you use OCR to
process documents or pages in AX, they are stored in the selected file format. Select
either Plain text (TXT), or Rich text format (RTF). The following table explains each file
format.
Table 112. OCR Result Format Options
Option Description
Plain text The plain text format is an ASCII text format, readable on
(TXT) MS-DOS/Windows operating systems. Plain text format retains
formatting options that are available in MS-DOS text format, such as
bold and italics.
Rich text Rich text format is a format that can be read on all platforms. This
format (RTF) format should be used if the document text will be exported for use
on non-MS-DOS/Windows systems. Rich text format retains most
formatting.
Note: If Rich text format is selected, documents processed using OCR cannot be
indexed using OCR proofing. Only plain text documents can be indexed using OCR
Proofing.

Template Settings
If you have installed FineReader 4.0 and have selected FineReader as the OCR engine,
you can configure the FineReader template that AX uses when you process an image
with OCR.
Adding a FineReader Template

To add a FineReader template:
1. Create a template (.FRM file) in FineReader. Make sure that the field names in the
FineReader template match the field names in the AX application. For more
information on creating a template in FineReader, refer to your FineReader
documentation.
2. On the OCR tab of the Configuration dialog box, click Template Settings. The OCR
Form Templates dialog box appears.
Figure 267. OCR Form Templates Dialog Box
3. Click Add. The Add OCR Forms Template dialog box appears.
Figure 268. Add OCR Forms Template Dialog Box
4. In the Template File text box, enter a path and file name for a FineReader template
file (.FRM).
5. In the Template Description text box, type a description for the form template. This
description is for identification purposes.
6. Click OK. The form template is added to the list of form templates.

Configuring a FineReader Template

To configure a FineReader template:
1. Click Template Settings. The OCR Form Templates dialog box appears.
Figure 269. OCR Form Templates Dialog Box
2. Select a form template and click Set Default.

3. If you want a list of form templates as you process each image using OCR, enable
the Show list selection before form OCR option.
4. Click Close.
Language Selection
The Language Selection drop-down list allows you to select from a variety of
languages. Selection of a language that matches the images to be processed improves
the results of OCR processing. For example, if you select Spanish, the results of OCR
processing will be better for images of Spanish text than for images of English text. The
language selection in the OCR tab of the Configuration dialog box sets the default for
the workstation. The languages that are available for selection depend on the OCR
engine you chose.
Text View
you can use the Enable proofing and Use form templates options. The Enable proofing
option configures AX to enable OCR proofing when a text view is created. The Use
form templates option configures AX to use the selected FineReader template when a
text view is created.
If the Use form templates option is enabled for exporting OCR results, the text view
contains only the text specified by the FineReader template. Otherwise, the text view
contains all of the text on the image.
Export
you can use the Enable proofing and Use form templates options. The Enable proofing
option configures AX to enable OCR proofing during export. The Use form templates
option configures AX to use the selected FineReader template during export.
If the Use form templates option is enabled for exporting OCR results, the exported file
contains only the text specified by the FineReader template. Otherwise, the exported
file contains all of the text on the image. For more information on OCR exporting, see
"OCR Job" on page 449.

Indexing
you can use the Enable proofing option. The Enable proofing option configures AX to
enable OCR proofing during indexing.
OCR Job
The following topics describe the two ways that you can configure OCR jobs.
Processing Queue
Use this option to choose the queue that will be used to process OCR jobs. OCR queues
can be created in the AX Index Server Configuration dialog box or in Queue Manager
and can be selected at any AX workstation. Select the queue you want to use from the
Processing Queue drop-down list. (For more information on creating an OCR queue,
see "Creating a New Queue" on page 385.)
Prompt User with Queue Selection

When this option is selected, AX prompts the user to select an OCR queue each time a
job is submitted to the Index Server. Disabling this option results in every OCR job
being submitted to the queue selected in the Processing Queue drop-down list.
Fax-in Tab
The Fax-in tab of the AX Configuration dialog box allows you to choose a Fax-in server.
(The Fax-in tab is not available on the SX Configuration dialog box, because it
configures features that are not necessary in SX.)
Figure 270. Configuration Dialog Box: Fax-in Tab

To configure the Fax-in tab:

• From the Select Fax-in Server drop-down list, select the server that you want to
use. AX supports each of the following Fax-in servers:
• Castelle FAX Press Server (Software Version 7.0.0/8.0.0)
• RightFax (Software Version 8.5)
Note: If you select RightFax, everything that you need to connect to the FAX server is
included in AX. If you select a version of the Castelle FAX Press Server, the Castelle
FAX Press client must be installed on the workstation. The Castelle FAX Press client is
not included with AX.
Note: If you select RightFax, you can customize the way columns appear in fax server
queue dialog boxes, which list each incoming or outgoing fax from a selected queue.
Customizable options include column title, column order, which columns appear, and
the type of faxes that appear. To modify these options, open the RFFIELDLIST.INI file,
which is located in the C:\Program Files\XtenderSolutions\Content Management\
directory (or wherever AX was installed), in Notepad and follow the instructions in the
file to edit it.
Thumbnail Tab
The Thumbnail tab allows you to configure the Thumbnail view. (The Thumbnail tab
is not available on the SX Configuration dialog box.)
Figure 271. Configuration Dialog Box: Thumbnail Tab

The following table describes each option on the Thumbnail Tab:
Table 113. Thumbnail Tab Options
Option Description
Thumbnail Width Allows you to specify the width of the thumbnails, in pixels.
(pixels) You can choose from 48, 64, 80, 96, and 128.
Thumbnail Height Allows you to specify the height of the thumbnails, in pixels.
(pixels) You can choose from 48, 64, 80, 96, and 128.
Color Depth Allows you to specify the color depth of the thumbnails. You
can choose from any of the color depths available for your
monitor, including 16-Color, 256-Color, and True Color, up
to 24-Bit Color. The color depth 16-Color is enough for most
thumbnails.
Render foreign file Allows you to display thumbnails of foreign files as

miniature images, rather than as icons. To display the
thumbnail of a foreign file as a miniature image, you must
also have the foreign file configured to display as an image,
rather than as an icon.
Render RTF File Allows you to display thumbnails of Rich Text Format (RTF)
files as miniature images, rather than as icons.
Hide annotation if Allows you to hide annotations on thumbnail images. You

allowed to do so must have the Edit Annotations privilege to use this option.
3D Icon Allows you to display thumbnails as a three-dimensional

icon.
Display thumbnail of Allows you to display the Thumbnail view instead of the
the document when Document Display view when you double-click a record in
double-click on a the Result Set.
query result.
Always display the Allows you to keep the Thumbnail view displayed,
thumbnail of the regardless of other activity on the AX desktop. The
active document. Thumbnail view changes to reflect the currently displayed
document.

Document Signing Tab

The Document Signing tab of the AX Configuration dialog box allows you to specify a
digital certificate and comment to be used by default when documents are signed. This
tab is available only for applications in which the Document signing option has been
enabled.
Figure 272. Configuration Dialog Box: Document Signing Tab
For more information, see the following topics:

• "Importing Digital Certificates" on page 453
• "Exporting Digital Certificates" on page 453
• "Specifying a Default Digital Certificate" on page 454
• "Clearing Default Digital Certificate" on page 454
• "Deleting Digital Certificates" on page 454

Importing Digital Certificates

Import a digital certificate on each AX workstation that will be used to sign AX page
versions.
To import digital certificates:
1. On the Document Signing tab, click Import. The Import Certificate dialog box
appears.
Figure 273. Import Certificate Dialog Box
2. Specify the certificate file to import. (You can click Browse to locate the file.)
3. Specify the password for the private key.
4. Specify whether you want the certificate file to be available only for the current
user or for any user on the machine.
5. Specify whether you want to enable strong private key protection.
6. Specify whether you want the certificate to be exportable.
7. Click OK.
8. On the Document Signing tab, click OK.
Exporting Digital Certificates

To export a certificate:
1. On the Document Signing tab, click Export. The Export Certificate dialog box
appears.
Figure 274. Export Certificate Dialog Box

2. Specify the certificate file to export. (You can click Browse to locate the file.)
3. Specify the password for the private key.
4. Click OK.
Specifying a Default Digital Certificate

To specify a default certificate and comment:
1. On the Document Signing tab, select the certificate that you want to designate as
default.
2. Click Set As Default. The default comment text box becomes available.
3. In the default comment text box, type the comment that you want to include each
time a document is signed.
Clearing Default Digital Certificate

To clear the default certificate designation:
1. On the Document Signing tab, select the default certificate.
2. Click Clear.
Deleting Digital Certificates

To delete a certificate from configuration:
1. On the Document Signing tab, select the certificate that you want to delete.
2. Click Delete. A message appears asking you to confirm the deletion.
3. Click Yes.
WorkflowXtender Tab
WorkflowXtender (WfX) is an AX add-on module. The WorkflowXtender tab contains
various options that enable you to use WfX in conjunction with AX. (The
WorkflowXtender tab is not available on the SX Configuration dialog box.)
For details on configuring the WorkflowXtender tab and on using WorkflowXtender,
refer to the WorkflowXtender User’s Guide.

Saving and Loading Settings

To make AX system deployment easier for you, AX has Save Settings and Load Settings
features that allow you to copy workstation settings from one AX workstation to
another. You (or the user) customize the configuration of the AX workstation in several
ways, and then you save the configuration. To copy the saved configuration to other
workstations, you then just load the saved settings file on each workstation and all of
the saved configuration settings are applied. The following topics detail the settings
that are saved and explain how to save and load settings.
Saving Settings
Once the AX workstation has been configured, you can save the customized settings to
a configuration file. The saved settings file can be loaded on other AX workstations to
copy the saved configuration settings to those workstations.
Note: If a profile is created in one version of AX, this profile cannot be applied to later
versions of AX. You must save a new settings file for specific to each AX release.
When you save settings for a workstation, AX saves information about all of the
options in the AX Configuration dialog box. When you load the settings on another
workstation, the settings you saved are loaded for that workstation. If an option is
enabled on the workstation where the settings are saved, the option is enabled on the
other workstation once you load the settings.
In addition to AX Configuration dialog box options, Save Settings saves information
about the views and toolbars on the AX desktop. If, for example, Allow Docking is
enabled for the Query view on the workstation where you save settings, Allow
Docking is enabled on the AX desktop of the second workstation once you load
settings.
Additional information saved when you save settings includes default settings for
annotations, the data source configurations on the AX workstation, and the last
directories used for several AX functions. For details on setting AX annotation
defaults, refer to the ApplicationXtender User’s Guide. For more information on setting
up AX data sources, refer to the ApplicationXtender Installation Guide.
For a detailed list of the settings that are saved, see "Saved Workstation Settings" on
page 458.
To save a workstation settings file:
1. Make the appropriate changes to the AX Configuration settings, annotation
defaults, data source configuration, and desktop arrangement.
2. Select Save Settings from the File menu. The Save AX Settings dialog box appears.

Figure 275. Save AX Settings Dialog Box
3. If you want to specify the type of file you are saving, from the Save as type
drop-down list, select the type of files that you want to save. Your available choices
are AX Settings Files (*.AXS) or All Files (*.*).
4. Select the location to save the file. You can select the location from the Save in
drop-down list and double-click a folder or file in the box below to open it, or enter
a path and file name.
5. You also have the following options:
• To save the AX workstation configuration settings, leave the AX Settings
check box enabled. Enabling this option saves all AX configuration settings,
toolbar configuration, views, and status bar settings.
• To save data source settings, leave the XSCM.Config check box enabled. For
more information, see "Important Information about XSCM.CONFIG" on
page 456.
• To save settings from an AX integration with Microsoft Outlook, such as
targets and field mappings, enable the Outlook check box. (For information
on integrating AX with Microsoft Outlook, refer to the ApplicationXtender
Integration Guide for Microsoft Outlook.)
6. Click Save. The file is saved in the specified location.
Important Information about XSCM.CONFIG

When you use XtenderSolutions Administrator (XSAdmin), Component Setup
Wizard, or Data Source Selector, settings are read from and written to C:\Documents
and Settings\All Users\Application Data\XSCM.CONFIG. Each component writes
different settings to this file.
Important: Do not edit or distribute the XSCM.CONFIG file.
The recommended method for providing each user with access to a data source group
is to have each user use the Data Source Selector to locate a data source, as described
in the ApplicationXtender User’s Guide.

However, the XSCM.Config file check box on the Load AX Settings dialog box and the
Save AX Settings dialog box provides another method for distributing data source
connectivity. When you save workstation settings with the XSCM.Config file check box
selected, the contents of the XSCM.CONFIG file are included in the AX settings file.
The contents of the XSCM.CONFIG file are located at the end of the AX settings file
starting with line [XSCM.CFG]. The AX settings file can be distributed to other AX
workstations. When your users load an AX settings file that has an [XSCM.CFG]
section in it, with the XSCM.Config file check box selected, a new XSCM.CONFIG file
is created. Each user is then prompted to log in to the default data source, as specified
in the new XSCM.CONFIG file.
Important: If you choose to use this method for distributing data source connectivity,
you must take both of the following precautions:
• Ensure that XSAdmin, the Component Setup Wizard, WebXtender Server, and
Render Server have not been installed on any of the computers on which you
intend to save or load the AX workstation settings.
• Ensure that no changes are made in XSAdmin or in the Component Setup Wizard
on any computer in your AX system between saving and loading AX workstation
settings.
If problems occur after deployment on an AX workstation, use the Data Source Selector
to locate a data source, as described in the ApplicationXtender User’s Guide. If problems
occur after deployment on a workstation with WX components, run the Component
Setup Wizard to register components again as described in the WebXtender

Saved Workstation Settings

The following table lists the settings that are saved when you save settings for an AX
workstation:
Table 114. Saved Workstation Settings
AX Configuration Saved Settings
AX Desktop • The tab of the Configuration dialog box that was most
Configuration recently viewed
• The data source set as the active data source (shown in
bold in the Application view)
• The application set as the active application (shown in
bold in the Application view)
• Allow Docking option for the Application view
• Allow Docking option for the Query view
• Allow Docking option for the Thumbnail view
• Allow Docking option for the WorkflowXtender Workbox
• Hide On Use option for the Application view
• Hide On Use option for the Query view
• Hide On Use option for the WorkflowXtender Workbox
• Float as MDI Window option for the Application view
• Float as MDI Window option for the Query view
• Float as MDI Window option for the Thumbnail view
• Float as MDI Window option for the WorkflowXtender
Workbox
• New Document Index view location
• Modify Document Index view location
• Batch Index view location
• Batch Index view column settings
• Display of Enhance Image dialog box
Annotation Settings • Foreground color

• Background color
• Line width
• List of most recently used rubber stamp annotations for
each AX application
• Default annotation group for each data source
Toolbars • For all toolbars:

•Small icons
•Large icons.
• For each toolbar:
• Display location
• Whether or not the toolbar is hidden
Query Result Set • The settings for result set column display in the result set
column Configuration for each application

Table 114. Saved Workstation Settings (Continued)
View Tab Configuration • Image Size

•Fit to window
•Fit to window height
•Fit to window width
•Actual size
•Use zoom setting
• Zoom settings are pixels
• Display text view of page
• Scale-to-gray
• Restore last layout at startup
• Use KeyView to display foreign files
• Allow map of unknown data sources to existing data
sources
Display Tab • Screen DPI

Configuration •Vertical
•Horizontal
• Maximum Query Results
• Sort result set automatically
• Sort Order of Document ID
•Ascending Order
•Descending Order
• PgUp/PgDn in dual-page view
•Next/previous 2 pages
•Next/previous page
Fonts Tab • Screen Fonts

Configuration • Printer Fonts
• Simulate Box Drawing Characters
•Enable Support for Form Text
•Enable Support for Data Text
Scan Tab Configuration • Remove blank pages (and Threshold)

• Synchronized scan
• Scanner manual feed timeout
COLD Tab • Cache forms

Configuration • Allow paste text
• Allow zoom
• Display as image only
• Form Overlay Settings
•Screen
•Printer
• Default Color Bar settings
•Show
•Lines
•Color

Print Tab Configuration • Print original size

• Dithering
• Toolbar Print Button
• Acceleration
•None
•XipPrint
•Talaris
•Quick PCL
• Endorsement
•Endorse printed pages
•Position
•Text
OCR Tab Configuration • OCR Engine

• Allow OCR
• OCR Result Format
• Template Settings
• Language Selection
• Text View
•Enable proofing
•Use form templates
• Export
•Enable proofing
•Use form templates
• Indexing
•Enable proofing
• Processing Queue
• Prompt user with queue selection on submit
Fax-in Tab • Select Fax-in Server

Configuration
Thumbnail Tab • Thumbnail Width (Pixels)

Configuration • Thumbnail Height (Pixels)
• Color Depth
• Render foreign file
• Render RTF file
• Hide annotation if allowed to do so
• 3D icon
• Display thumbnail of document when double-click result
set
• Always display the thumbnail of the active document
WorkflowXtender Tab • Workflow Server Name

Configuration • Workflow Database Name
• Use ApplicationXtender user name and password for
login
• Always open latest revision

Document Signing Tab • Default certificate

Configuration • Default comment
E-Mail Tab • Black &White Images Format

Configuration • Pseudo Color Images Format
• True Color Images Format
•JPEG Quality Factor
• Text Format
• Use multi-page files
• Vendor
•Microsoft (MAPI32)
•CC: Mail (SMI32)
Export Tab • Black &White Images Format

Configuration • Pseudo Color Images Format
• True Color Images Format
•JPEG Quality Factor
• Text Format
• Use multi-page files
File Types Tab • File types that have been added and their associated file
Configuration extensions
Data Tab Configuration • Enable dual data entry

• Disable query window
• Database connect & drop
• Check for matching index
• ODMA support
• Allow remember password
• Prompt for checkout when open
• Enable ODMA Attribute Search
• Auto Logout
• Date Field with 2-digit Year Max Future Years Setting
• Image Storage Format
• Black & White
• 4/8-Bit Color
• True Color
• Separate multi-page TIFFs
• JPEG Quality Factor
Paths Tab • Local write path use

Configuration • Local write path
• Personal search path
• Volume label search drives
Full-Text Tab • Processing Queue

Configuration • Allow Full text
• Convert to text (if necessary)
• Prompt user with queue selection on submit
• Submit new documents for full text index

Directories • Last import directory

• Last export directory
• Last Batch Create directory
• Last Batch Import directory
• Last OCR export directory
Data Source • Default data source setting

Configuration • Selected data sources
• For each data source:
•Description
•Encoded data source connection string
•Full-text queues
•OCR queues
•Print queues
Loading Settings
When you choose Load Settings from the File menu, ApplicationXtender displays the
Load AX Settings dialog box. This dialog box allows you to load previously saved
configuration settings on an AX workstation. The settings consist of the AX settings
that are found in the AX Configuration dialog box, toolbar configuration, AX views,
and status bar settings, user data source settings, and system data source settings.
Note: When you attempt to open AX, if a message appears indicating that AX cannot
find the data source or licensing information it needs to connect to the AX database,
you can load settings to provide AX with connection information.
To load a workstation settings file:
1. From the File menu, select Load Settings. The Load AX Settings dialog box
appears.
Figure 276. Load AX Settings Dialog Box

2. Select the file name. You can select the appropriate folder from the Look In
drop-down list and double-click a folder or file in the box below to open it, or enter
a path and file name and click Open.
3. Specify which settings are loaded from the file. You have the following choices:
• To load the AX workstation configuration settings, leave the AX Settings
check box enabled. Enabling this option loads all AX Configuration settings,
toolbar configuration, AX views, and status bar settings.
• To load the data source settings, leave the XSCM.Config check box enabled.
For more information, see "Important Information about XSCM.CONFIG" on
page 456.
• To load settings from an AX integration with Microsoft Outlook, such as
targets and field mappings, enable the Outlook check box. (For information
on integrating AX with Microsoft Outlook, refer to the ApplicationXtender
Integration Guide for Microsoft Outlook.)
Note: If AX is having trouble connecting to the AX database on your computer, you
can copy the data source settings for a workstation that can successfully connect to
the database and load the data source settings on your computer. If you choose not
to load AX Settings when you load settings, you can load the data source
configuration without affecting the rest of your AX configuration.
4. Click Open. The Login dialog box appears.
on page 61.
You must re-login to AX to load the saved profile.
5. From the Logon Type drop-down list, select the type of license that you want the
logon to use. The following table describes each logon type:
Table 115. AX License Types
Login Type Description
AX Logs into AX using an AX license only.
CX/ERMX Logs into AX using a CX and ERMX license only, so that you can
view CX/ERMX data.
AX & Logs into AX using both an AX and CX/ERMX license, so that

CX/ERMX you can view both AX and CX/ERMX data.
source.
8. Click Login. AX resets your AX workstation to the new workstation profile
settings.
Note: If AX is unable to connect to the database, check the database to make sure that
it is running and accessible.


Appendix A: Importing and Exporting XML Data
If application data and security data have been exported to an XML file, you can import
this data into Application Generator (AppGen). For instructions, see "Importing XML
Data" on page 464.
You can also export this data from AppGen to an XML file. For instructions, see
"Exporting XML Data" on page 484.
Importing XML Data

this data into Application Generator (AppGen). For instructions, see the following
sections:
• "XML File Format" on page 464
• "Running the Import Wizard" on page 481
• "What Happens when a Duplicate User or Group is Found?" on page 483
XML File Format

The XML file that you import must have the following general format. (Indentation
and line breaks are not necessary in the XML file, but have been added here to show
the logical structure.)
<DsDescriptor>
<CMDataTypes>
DataTypeDescriptions
</CMDataTypes>
<Applications>
AppDescriptions
</Applications>
<Security provider="SecurityProvider">
<Users>
UserDescriptions
</Users>
<Groups>
GroupDescriptions
</Groups>
</Security>
<AnnoGroups>

AnnotationGroupDescriptions
</AnnoGroups>
<MassStorage>
</MassStorage>
</DsDescriptor>
The required format for each of the placeholders shown here (DataTypeDescriptions,
AppDescriptions, SecurityProvider, UserDescriptions, GroupDescriptions, and
AnnotationGroupDescriptions) is described in one of the following sections:
• "Format for Data Type Descriptions" on page 465
• "Format for Application Descriptions" on page 468
• "Format for Security Provider Specification" on page 476
• "Format for User Descriptions" on page 477
• "Format for Group Descriptions" on page 477
• "Format for Annotation Group Descriptions" on page 480
Note: For a better understanding of the XML file format, you can export existing
information from AppGen and then refer to the exported XML file as an example. For
instructions, see "Exporting XML Data" on page 484.
The syntax rules for names in the XML file are the same as if you were entering the
information through the AppGen interface. For information, see "Designing an
Application" on page 84, "Creating an Application" on page 134, and "Managing
Security" on page 219.
Format for Data Type Descriptions

If you want to use a custom data type in any of the application descriptions in the XML
file, you must include a description for each custom data type.
Note: If none of the application descriptions in the XML file specify a custom data type
or custom data format, omit the <CMDataTypes>...</CMDataTypes> section.
The description for each custom data type in the XML file that you import must have
the following general format. (Indentation and line breaks are not necessary in the
XML file, but have been added here to show the logical structure.)
<CMDataType id="TypeID" name="TypeName" dbtype="DBType"
minsize="MinSize" maxsize="MaxSize" attrib="AvailAttrib"
defattrib="DefaultAttrib">
DataFormatDescriptions
</CMDataType>
Each of the placeholders shown here is described in the following table:
Table 116. Placeholders in Format for Custom Data Type Descriptions
Placeholder Description
TypeID A unique ID number for the custom data type. (Do not use
numbers from one to eleven. These are reserved for standard
data types.)
TypeName The name of the custom data type.

Table 116. Placeholders in Format for Custom Data Type Descriptions
DBType A value that specifies the database type for the custom data
type. You have the following choices:
• If the index values will be numeric characters without a
decimal point (whole numbers), type 3.
• If the index values will have alphabetical characters, symbols,
or formatted numbers (ANSI or ASCII characters), type 129.
• If the index values will be numeric characters with a decimal
point (numbers that may have a fractional component), type
131.
MinSize The minimum size for the data type, in number of characters.
MaxSize The maximum size for the data type, in number of characters.
AvailAttrib A value that specifies the attributes that you want to be

available for the custom data type. For details, see Table 117 on
page 466.
DefaultAttrib A value that specifies the attributes that you want to be enabled
by default for the custom data type. For details, see Table 117 on
page 466.
DataFormat Descriptions for each custom data format in the custom data
Descriptions type. The required format for each data format description is
described in "Format for Data Format Descriptions" on
page 467.
To calculate the value for AvailAttrib or DefaultAttrib, add the decimal values for the
attributes that you want to specify, as listed in the following table:
Table 117. Attribute Values
Attribute Decimal Value Hexadecimal Value
Read-Only flag 1 1
Required flag 2 2
Search flag 4 4
Auto Index flag 8 8
Doc Level Security flag 16 10
Part of Unique Key flag 32 20
Validation Mask flag 64 40
Dual Data Entry flag 128 80
Leading Zeroes flag 512 200

Table 117. Attribute Values
Attribute Decimal Value Hexadecimal Value
Key Reference flag 1024 400
Data Reference flag 2048 800
Date Stamp flag or Time Stamp flag 4096 1000
Specifiable index field length 268435456 10000000
Specifiable data format 536870912 20000000
For more information on creating custom data types and custom data formats, see
"Using Custom Data Types and Formats" on page 104.
Format for Data Format Descriptions

If you want to use a custom data format in any of the application descriptions in the
XML file, you must include a description for each custom data format.
The description for each custom data format in the XML file that you import must have
<CMDataFormat id="FormatID" name="FormatName" lcid="LocaleID"
scale="Scale" dbwidth="DBWidth" fmtwidth="FormatWidth">
<Mask>TextMask</Mask>
<ValidateExpr>ValExpr</ValidateExpr>
<RawExpr>DataConvExpr</RawExpr>
<FormatExpr1>Formatting1</FormatExpr1>
<FormatExpr2>Formatting2</FormatExpr2>
<DefValue>DefValue</DefValue>
</CMDataFormat>
Table 118. Placeholders in Format for Custom Data Format Descriptions
FormatID A unique ID number for the custom data format.
FormatName The name of the custom data format.
LocaleID A value that specifies the locale for currency symbols. You have
the following choices:
• To use Default System Locale, type 0.
• To use English (United States), type 1033.
• To use French (France), type 1036.
• To use Japanese, type 1041.
• To use Portuguese (Brazil), type 1046.
• To use Spanish (Mexico), type 2058.

Table 118. Placeholders in Format for Custom Data Format Descriptions
Scale The number of digits after the decimal point for the custom data
format.
DBWidth The width of the index value as it will be stored in the database.
FormatWidth The width of the index value as it will appear in AX, including
all formatting characters.
TextMask The validation mask for the custom data format, if necessary.
ValExpr The format as it will appear in AX, defined with regular

expression syntax.
DataConvExpr The format that will be stored in the database, defined with
regular expression syntax. If this format is the same as ValExpr, it
may be omitted.
Formatting1 • If you are creating a simple string expression, type the format
that you would like AX to use to display your expression.
• If you are creating a Boolean Choice format, type the first
string.
• If you are using a numeric or integer format that can contain
negative values, type the positive format.
Formatting2 • If you are creating a Boolean Choice format, type the second
string.
• If you are using a numeric or integer format that can contain
negative values, type the negative format.
DefValue A default value for the format, if necessary.
For more information on creating custom data types and custom data formats, see
"Using Custom Data Types and Formats" on page 104.
Format for Application Descriptions

The description for each application in the XML file that you import must have the
following general format. (Indentation and line breaks are not necessary in the XML
file, but have been added here to show the logical structure.)
<Application name="AppName" description="AppDesc"
multiIndex="MultiIndex" promptChkout="CheckInMode"
requireChkoutComment="OutComment"
requireChkinComment="InCommment" HIPAACompliant="ReasonMode"
DocumentSigning="DocSign" Retention="RetMode"
RMTransfer="RmMode" FTEngine="FullTextEngine" >
<Paths>
<DocPath path="DocPath" />
<AnnoPath path="AnnoPath" />
<OcrPath path="OcrPath" />
<FtPath path="FtPath" />

</Paths>
<Fields>
FieldDescriptions
</Fields>
KeyRefFields
</Application>
Table 119. Placeholders in Format for Application Descriptions
AppName The name of the application.
AppDesc An optional description that will help identify the

application.
MultiIndex A value that specifies whether to use the Multiple indexes

referencing single document option. You have the
following choices:
• If you want the application to store a single document
once but make it available for indexing many times, type
true.
• If you want each document to have a separate index
record, type false.
CheckInMode A value that specifies whether to enable check in/check

out mode for the application. You have the following
choices:
• If you want to enable check in/check out mode for the
application, type true.
• If you want to enable normal mode for the application,
type false.
OutComment A value that specifies whether to require comments when

documents are checked out. You have the following
choices:
• If you want to require comments, type true.
• If you want comments to be optional, type false.
InCommment A value that specifies whether to require comments when

documents are checked in. You have the following choices:
• If you want to require comments, type true.
• If you want comments to be optional, type false.
ReasonMode A value that specifies whether to enable reason audit

mode for the application. You have the following choices:
• If you want to enable reason audit mode for the
application, type true.
• If you want to enable normal mode for the application,
type false.

Table 119. Placeholders in Format for Application Descriptions (Continued)
DocSign A value that specifies whether to cause users to be

prompted to sign for each newly created BIN file
(document, page, or version). You have the following
choices:
• If you want to enable document signing, type true.
• If you do not want to enable document signing, type
false.
RetMode A value that specifies whether the application has been

configured for retention administration. For information,
refer to the Records Manager for ApplicationXtender
Integration Guide.
RmMode A value that specifies whether the application has been

configured for records management. For information, refer
to the Records Manager for ApplicationXtender Integration
Guide.
FullTextEngine Specifies the full-text engine. You have the following

choices:
• If you want the application to use the ProIndex full-text
engine, type ProIndex (or omit the FTEngine
specification).
• If you want the application to use the Verity full-text
engine, type Verity and specify values as in the
following example:
FTEngine="Verity" FTServerName="FTServer"
FTServerPort="9920" FTCollection="coll01"
DocPath The document write path for the application.
AnnoPath The annotation write path for the application.
OcrPath The OCR write path for the application.
FtPath The full-text database write path for the application. If you
specify Verity full-text engine settings, omit this path.
FieldDescriptions Descriptions for each field in the application. The required

format for each field description is described in "Format
for Field Descriptions" on page 471.
KeyRefFields Syntax for specifying a Key Reference field and one or

more Data Reference fields. You can omit this information
if you do not intend to import Key Reference data into the
application. For details, see "Format for Key Reference
Fields" on page 476.
For more information on designing and creating an application, see "Designing an

Application" on page 84 and "Creating an Application" on page 134.

Format for Field Descriptions

The description for each field in the XML file that you import must have the following
general format.
<FieldType fieldTypeId="TypeNum" name="FieldName" FieldFlags FieldLength
FieldFormat />
Table 120. Placeholders in Format for Field Descriptions
FieldType A keyword that indicates the field’s data type. For a list of
standard data type keywords, see "Data Types in XML" on
page 472. (If you want to use a custom data type, specify the data
type name as it appears in the <CMDataTypes> section of the XML
file. For instructions, see "Format for Data Type Descriptions" on
page 465.)
TypeNum An ID number that indicates the field’s data type. For a list of
valid data type ID numbers, see "Data Types in XML" on page 472.
(If you want to use a custom data type, specify the data type ID
number as it appears in the <CMDataTypes> section of the XML
file. For instructions, see "Format for Data Type Descriptions" on
page 465.)
FieldName The name of the field.
FieldFlags A list of the valid flags for the field’s data type, indicating which
flags should be enabled for the field (Flag="true") and which
flags should be disabled for the field (Flag="false"). Separate
each flag with a space. For a list of the valid flags, see "Field Flags
in XML" on page 473.

Table 120. Placeholders in Format for Field Descriptions (Continued)
FieldLength The length of the field. For Currency, Decimal/Numeric, Integer,

or Text data types, the length must be specified with the following
syntax, where N is the number of characters allowed in the field:
length="N"
Do not specify a length for Boolean Choice, Date, SSN, Telephone,
Time, Time Stamp, User-defined List, or Zip Code data types.
FieldFormat The field format. For most data types, the format must be
specified with the following syntax, where X is a string of
characters that represents the text that is allowed in the field.
format="X"
For the User-defined List data type, instead of using this syntax,
you specify a list of values. Do not specify a format for the Time or
Time Stamp data types. For more information, see "Field Formats
in XML" on page 474. (If you want to use a custom data format,
specify the data format name as it appears in the <CMDataTypes>
section of the XML file. For instructions, see "Format for Data
Format Descriptions" on page 467.)
Data Types in XML

The following table lists the keywords and ID numbers that should be used for each
data type in the XML file. For more information on each of these data types, see "Data
Types" on page 86.
Table 121. Data Types in XML
Data Type Keyword ID Number
Boolean Choice BooleanField 10
Currency CurrencyField 9
Date DateField 3
Decimal/Numeric DecimalField 2
Integer IntegerField 1
SSN SSNField 6
Telephone PhoneField 7
Text TextField 0
Time TimeField 4
Time Stamp TimeStampField 5

Table 121. Data Types in XML (Continued)
Data Type Keyword ID Number
User-defined List UDLField 11
Zip Code ZipField 8
Field Flags in XML

The following table lists the keywords that should be used for each field flag in the
XML file. For more information on each of these flags, such as which flags are valid
with each data type, see "Field Flags" on page 96.
Table 122. XML Keywords for Field Flags
Field Flag Keyword
Auto Index autoIndex
Date Stamp dateStamp
Doc Level Security dls
Dual Data Entry dualData
Leading Zeroes leadingZeros
Part of Unique Key uniqueKey
Read-Only readOnly
Required required
Search search
Time Stamp timeStamp
Some field flags are not represented by keywords in XML. The following table briefly
describes how each is represented in XML:
Table 123. Field Flag Representation in XML
Field Flag Representation in XML
Data Reference This flag is represented as part of the optional KeyRefField syntax
in the XML file. For details, see "Format for Key Reference Fields"
on page 476.

Table 123. Field Flag Representation in XML (Continued)
Field Flag Representation in XML
Key Reference This flag is represented as part of the optional KeyRefField syntax
in the XML file. For details, see "Format for Key Reference Fields"
on page 476.
Validation This flag is represented by a string of characters within the quotes

Mask of a Text field format specification. The Text data type does not
require a format specification unless you want to specify a
validation mask. For information, see "Validation Mask" on
page 147.
Field Formats in XML

The following table lists the field formats that be used for each data type in the XML
file. For more information on each of these data types, see "Data Types" on page 86.
Table 124. Field Formats in XML
Data Type Formats
Boolean Choice Yes/No Exempt/Non-exempt

True/False Asset/Liability
On/Off Income/Expense
In/Out Receivable/Payable
Male/Female
Currency $ nnnn.nn $ (nnnn.nn)

$ n,nnn.nn $ (n,nnn.nn)
$ nnnn $ (nnnn)
$ n,nnn $ (n,nnn)
Date dd-mm-yy mm-dd-yy yy-mm-dd

dd-mmm-yy mm-yy-dd yy-dd-mm
dd-mm-yyyy mm-dd-yyyy yy-mmm-dd
dd-mmm-yyyy mm-yyyy-dd yy-dd-mmm
dd-yy-mm mmm-dd-yy yyyy-mm-dd
dd-yy-mmm mmm-yy-dd yyyy-dd-mm
dd-yyyy-mm mmm-dd-yyyy yyyy-mmm-dd
dd-yyyy-mmm mmm-yyyy-dd yyyy-dd-mmm
dd/mm/yy mm/dd/yy yy/mm/dd
dd/mmm/yy mm/yy/dd yy/dd/mm
dd/mm/yyyy mm/dd/yyyy yy/mmm/dd
dd/mmm/yyyy mm/yyyy/dd yy/dd/mmm
dd/yy/mm mmm/dd/yy yyyy/mm/dd
dd/yy/mmm mmm/yy/dd yyyy/dd/mm
dd/yyyy/mm mmm/dd/yyyy yyyy/mmm/dd
dd/yyyy/mmm mmm/yyyy/dd yyyy/dd/mmm
dd mmmm, yyyy mmmm dd, yyyy

Table 124. Field Formats in XML (Continued)
Data Type Formats
Decimal/ nnnn (nnnn)

Numeric nnnn.n (nnnn.n)
nnnn.nn (nnnn.nn)
nnnn.nnn (nnnn.nnn)
nnnn.nnnn (nnnn.nnnn)
nnnn.nnnnn (nnnn.nnnnn)
n,nnn (n,nnn)
n,nnn.n (n,nnn.n)
n,nnn.nn (n,nnn.nn)
n,nnn.nnn (n,nnn.nnn)
n,nnn.nnnn (n,nnn.nnnn)
n,nnn.nnnnn (n,nnn.nnnnn)
Integer nnnn
n,nnn
(nnnn)
(n,nnn)
SSN nnn-nn-nnnn
nnnnnnnnn
Telephone nnn-nnnn
nnn-nnn-nnnn
(nnn)nnn-nnnn
(nnn) nnn-nnnn
Text A field format is not required for the Text data type. However, a
validation mask can be specified. For information, see "Validation
Mask" on page 147.
Time Do not specify a format for the Time data type. Only one format
(hh:mm:ss) is valid.
Time Stamp Do not specify a format for the Time Stamp data type. Only one
format (yyyy-mm-dd hh:mm:ss) is valid.
User-defined List Specify a list of values in the following syntax:

<UDLField fieldTypeId="11" name="FieldName" FieldFlags >
<ListItem value="FirstValue" />
<ListItem value="NthValue" />
</UDLField>
Zip Code nnnnn

nnnnn-nnnn

Format for Key Reference Fields

If you intend to import Key Reference data into the application, you specify a Key
Reference field and one or more Data Reference fields. To do so you must use the
following format:
<KeyRefField name="KeyRefField">
DataRefFields
ReferenceTable
</KeyRefField>
Table 125. Placeholders in Format for Field Descriptions
KeyRefField The name of the field that you want to use as a Key Reference
field.
DataRefFields List of fields that you want to use as Data Reference fields.
Each field must be specified in the following format, where
DataRefField is the name of the field:
<DataRefField name="DataRefField" />
ReferenceTable An optional specification of the Key Reference table name.

AppGen assumes that the specified Key Reference table is
already created and its columns are compatible with the
application. If a Key Reference table is not specified in the
XML file, AppGen creates the Key Reference table
automatically according to the application definition.
Format for Security Provider Specification

The following table provides the required syntax for specifying each security provider
in the XML file:
Table 126. Format for Security Provider Specification
Security Provider Syntax
CM <Security provider="NATIVE">
Windows <Security provider="NT">
Directory service <Security provider="DIRECTORY">
Note: If you specify the use of a directory service security provider in the XML file, you
must create and configure the directory service security provider in XSAdmin. For
instructions, refer to the XtenderSolutions Administrator’s Guide.

Format for User Descriptions

The description for each user in the XML file that you import must have the following
general format. (Indentation and line breaks are not necessary in the XML file, but have
been added here to show the logical structure.)
<User name="UserName" description="UserFullName" >
ProfileDescriptions
</User>
Table 127. Placeholders in Format for User Descriptions
UserName The name of the user.
UserFullName An optional full name that will help identify the user.
ProfileDescriptions A list of the security profiles for the user. For details, see
"Format for User or Group Profile Descriptions" on
page 478.
Format for Group Descriptions

The description for each group in the XML file that you import must have the following
general format. (Indentation and line breaks are not necessary in the XML file, but have
been added here to show the logical structure.)
<Group name="GroupName" description="GroupFullName" >
ProfileDescriptions
<Users>
MemberList
</Users>
</Group>
Table 128. Placeholders in Format for Group Descriptions
GroupName The name of the group.
GroupFullName An optional full name that will help identify the group.
ProfileDescriptions A list of the security profiles for the group. For details,
see "Format for User or Group Profile Descriptions" on
page 478.
MemberList A list of the users who are members of the group. Each
user must be listed in the following syntax, where
UserName is the user’s name:
<User name="UserName" />

Format for User or Group Profile Descriptions

Each user or group can have one profile for each application and one global profile. A
user’s or group’s profile for an application must use the following syntax, where
AppName is the name of the application and PrivilegeList indicates which privileges are
enabled for the profile:
<Profile appName="AppName" PrivilegeList />
A user’s or group’s global profile must use the following syntax, where PrivilegeList
indicates which privileges are enabled for the profile:
<GlobalProfile PrivilegeList />
In both types of profiles, the PrivilegeList contains a series of phrases separated by
spaces. Each phrase indicates whether a privilege is enabled, disabled, or (in the case
of a user’s profile) inherited from a group. Each phrase must use the following syntax:
Keyword="N"
For the N placeholder, insert the integer 0, 1, or 2, as described in the following table:
Table 129. Privilege Setting Indicators in XML
Privilege Setting Indicator
The privilege is disabled for this profile. 0
The privilege is enabled for this profile. 1
The privilege setting is inherited from a group, of which the 2

user is a member.
For the Keyword placeholder, insert either default or a keyword for a privilege, as shown
in the following table. The default keyword represents all privileges that have not been
otherwise specified for the profile.
Table 130. Privilege Keywords in XML
Privilege Keyword
Scan/Index Online Scan
Enhance Pages EnhancePages
Batch Scan BatchScan
Batch Index BatchIndex
Modify Index ModifyIndex
Display Display
Print Print
Configure WS ConfigWS
Delete Doc DeleteDoc

Table 130. Privilege Keywords in XML (Continued)
Privilege Keyword
Delete Page DeletePage
Add Page AddPage
Create App CreateApp
Modify App ModifyApp
Delete App DeleteApp
Migrate App MigrateApp
COLD Import COLDImport
COLD Import Maint COLDImportMaint
COLD Batch Extract COLDBatchExtract
AX Administrator Admin
Multiple Logins MultiLogin
DLS Maint DLSMaint
Key Ref Maint KeyRefMaint
Auto Index Maint AutoIndexMaint
User Security Maint UserSecurityMaint
Key Ref Import KeyRefImport
Auto Index Import AutoIndexImport
Index/Image Import IndexImageImport
Edit Annotations EditAnno
Edit Redactions EditRedact
Global Annotations GlobalAnno
Full Text Index FullTextIndex
Full Text Query FullTextQuery
OCR OCR
WX PAL User WXPAL
Report View ReportView

Format for Annotation Group Descriptions

The description for each annotation group in the XML file that you import must have
<AnnoGroup name="AnnotationGroupName">
MemberList
</AnnoGroup>
Table 131. Placeholders in Format for Annotation Group Descriptions
AnnotationGroupName The name of the annotation group.
MemberList A list of the users and groups who are members of the
annotation group.
Each user or group in the MemberList must be listed in the following syntax:
<AnnoGroupPerm name="UserName" type="MemberType" OptionList />
Table 132. Placeholders in Format for Annotation Group

Member List
UserName The user’s or group’s name.
MemberType Either user or group.
OptionList A list of the annotation group options that you want to enable
for the specified member of the annotation group, in the
following syntax:
Option="1"
The following table describes each annotation group option that may be enabled for
each member of the annotation group:
Table 133. Annotation Group Options
Option Description
Legacy The user’s or group’s ability to view or edit annotations or to

hide or edit redactions is governed by the privileges assigned to
the user or group profile. This option must not be used with any
other annotation group option.
ViewAnno The user or group can view all annotations in the current
annotation group.

Table 133. Annotation Group Options
Option Description
CreateAnno The user or group can create annotations. The annotation group
option ViewAnno must also be enabled.
EditAnno The user or group can edit one’s own annotations in the current
annotation group. The annotation group option ViewAnno must
also be enabled.
HideRedact The user or group can hide all redactions in the current
annotation group.
CreateRedact The user or group can create redactions. The annotation group
options ViewAnno, CreateAnno, and HideRedact must also be
enabled.
EditRedact The user or group can edit one’s own redactions in the current
annotation group. The annotation group options ViewAnno,
EditAnno, and HideRedact must also be enabled.
GlobalEdit The user or group can edit all annotations in the current
annotation group. The annotation group options ViewAnno and
EditAnno must also be enabled. (If HideRedact and
EditRedact are also enabled, the user or group can edit all
redactions in the current annotation group.)
For more information on creating annotation groups, see "Creating an Annotation

Group" on page 281.
Running the Import Wizard

this data into AppGen.
To import XML data:
1. If the data source into which you intend to import data is using the Windows
security provider, you must make sure that each user listed in the XML file exists
on the Windows domain before the import. The same also applies to a directory
service security provider: Make sure that each user exists in the LDAP directory
service.
2. From AppGen’s File menu, select Import. The Import wizard appears.

Figure 277. Import Wizard
3. Click Browse. The Open dialog box appears.

4. Navigate to and select the XML file that contains the application data and security
settings.
5. Click Open.
6. In the Import wizard, under Import Parameters, enable the options that you want
to use. For information on the overwrite options, see "What Happens when a
Duplicate User or Group is Found?" on page 483.
7. Click Next. The data is imported according to the options you specified. Keep in
mind the following points:
• If you attempt to import an application when an application of the same
name already exists, the application is not replaced.
• If a user or group is imported and a user or group of the same name exists, the
imported information either overwrites or appends to the user’s or group’s
existing information, depending on the options that you chose.
• If a user or group profile for a particular application is imported and a profile
already exists for that user or group and for that application, the profile is
overwritten, regardless of the options chosen.
• User passwords are not imported.
The Import Results page appears. This page indicates the number of errors
and warnings that have occurred, indicates the number of applications, users,
and groups that have been imported, and lists the warnings and errors.
8. If you will need to refer to this information after closing the wizard, you can copy
it to a file. (Select the portion of the text that you want to copy. Right-click the
selected text and select Copy. Paste the text into the application of your choice and
save.)
9. Click Finish.

After importing data from an XML file, further configuration may be necessary:
• If you have imported users into a data source that is using the CM security
provider, you must give each imported user a password. For instructions, see
"Changing an Existing User's Password" on page 256.
• Consider creating a global profile for each user that you have imported. For
instructions, see "Changing an Existing User's Profile" on page 259.
What Happens when a Duplicate User or Group is Found?

If a duplicate user or group is found when you import users or groups from an XML
file, the resulting changes to the user’s or group’s profiles depend on the options you
chose. For details, see "Changes in a User’s or Group’s Profiles" on page 483.
Similarly, if a duplicate group is found when you import groups from an XML file, the
resulting changes to the group’s membership list depend on the options you chose. For
details, see "Changes in a Group’s Membership List" on page 484.
Changes in a User’s or Group’s Profiles

If a duplicate user is found when you import users from an XML file, the changes that
occur in the user’s profiles depend on whether you enabled or disabled the Over-write
existing user if a duplicate user name is encountered option. Similarly, if a duplicate
group is found when you import groups from an XML file, the changes that occur in
the user’s or group’s profiles depend on whether you enabled or disabled the
Over-write existing group if a duplicate group name is encountered option.
• If the option is enabled, the profiles for a particular user in the XML file overwrite
all of the profiles for that user in AppGen.
• If the option is disabled, the user’s or group’s profiles are compared. New profiles
in the XML file are appended. Profiles in the XML file for the same application
overwrite the original profile in AppGen. Profiles that exist in AppGen but not in
the XML file are maintained.
For example, AppGen has a user RUDY with profiles for applications A and B. An
XML file has a user RUDY with profiles for applications B and C. The B profile in the
XML file is different than the B profile in AppGen. The following table lists RUDY’s
resulting profiles, depending on the overwrite option:
Table 134. What Happens to Profiles?
RUDY’s RUDY’s RUDY’s resulting RUDY’s resulting

profiles in profiles in profiles with overwrite profiles with overwrite
AppGen XML file enabled disabled
A A
B with Display B with full B with full privileges B with full privileges
privilege only privileges
C C C

Changes in a Group’s Membership List

When you import groups from an XML file, if a duplicate group is found, the changes
that occur in the group’s membership list depends on whether you enabled or disabled
the Over-write existing group if a duplicate group name is encountered option.
• If the option is enabled, the membership list for a particular group in the XML file
overwrites the membership list for that group in AppGen.
• If the option is disabled, the group accumulates users as members.
For example, AppGen has a group QA with two users as members. An XML file also
has a group QA with two users as members, but only one user is the same. The
following table lists the group’s membership list, depending on the overwrite option.
Table 135. What Happens to Group Membership?
QA’s resulting QA’s resulting

QA’s members QA’s members members with members with
in AppGen in XML file overwrite enabled overwrite disabled
RON RON
SHIBLY SHIBLY SHIBLY SHIBLY
JUDD JUDD JUDD
Exporting XML Data

You can export data about applications and security from AppGen to an XML file. This
data is limited to the following:
• Custom data types and formats
• Application name, description, setting for Multiple indexes referencing a single
document, and full-text engine settings
• Write paths (document, annotation, OCR, and full-text)
• Field name, data type, length, format (including user-defined lists), and flags
• Security provider setting
• User names, full names, profiles, and privileges
• Group names, descriptions, member lists, profiles, and privileges
To export XML data:
1. From AppGen’s File menu, select Export. The Save As dialog box appears.
2. Navigate to the location where you want to save the data and specify a file name.
3. Click Save. The data is exported.

Appendix B: Integrating TELEform
The Verity TELEform® software can be integrated with ApplicationXtender to provide

enhanced indexing capabilities. Documents can be automatically indexed in TELEform,
and then the documents and their attached indexes can be released into an
ApplicationXtender application. Documentum supplies a customized release script
(the TELEform Script for AX) that sends document indexing information to the AX
database and the corresponding form files to the AX storage subsystem.
Note: Documentum’s support for this integration covers only ApplicationXtender and
the TELEform Script for AX. If you need support for TELEform, refer to your Verity
support representative.
This document summarizes the steps that you must take in order to index documents
in TELEform and then successfully release those documents into AX. The following
procedure provides an overview for this document.
To integrate TELEform into AX:
1. Prepare for the integration. This includes creating the AX application that will hold
the images that you want to release from TELEform. For instructions, see
"Preparing for TELEform Integration" on page 486.
2. Create and activate the forms that you want TELEform to use. For instructions,
refer to the Verity TELEform documentation.
Note: When naming index fields for the form, consider using the same names as
the corresponding index fields in the AX application. If the names match, they are
linked automatically. If the names do not match, you will have to manually link the
fields during form configuration.
3. Configure TELEform. This includes specifying the directory in which you want
TELEform to find images for processing. For instructions, see "Configuring
TELEform" on page 486.
4. Configure each form for AX integration. For instructions, see "Configuring a Form"
on page 488.
5. Place image files in the specified Search directory and run TELEform Reader to
begin the export, as described in "Exporting TELEform Documents to AX" on
page 495.
TELEform then automatically processes the images in the specified directory and
generates documents for AX from them.

Preparing for TELEform Integration

The order of steps in the following procedure is crucial for the successful export of
documents from TELEform to AX.
To prepare for TELEform integration:
1. Install AX and create the application into which you want TELEform to export
documents. For instructions, refer to the ApplicationXtender documentation.
2. Install TELEform. For instructions, refer to the Verity TELEform documentation.
3. Insert the AX/WX CD-ROM into your CD-ROM drive.
4. From the Windows Start menu, select Run. The Run dialog box appears.
5. In the Open text box, enter Z:\ApplicationXtender\Release
Scripts\Teleform Release Script\TFSetup.msi where Z represents the
drive that contains the CD-ROM.
6. Click OK. A setup wizard appears, starting with the welcome page.
7. Click Next. The wizard displays the end-user license agreement.
8. Click Next. The wizard displays the TELEform Script for AX Readme File.
9. Click Next. The wizard indicates that you are now ready to install the TELEform
Script for AX.
10. Click Next. The wizard briefly displays the progress of the installation and then
indicates a successful installation.
11. Click Finish. The TELEform Script for AX is installed.
Configuring TELEform
To configure TELEform for the purpose of exporting documents to AX, you must
specify the directory in which you want TELEform to find images for processing.
• If you want to process individual files, see "Specifying the Search Directory" on
page 487.
• If you want to process batches, "Configuring Automated Batch Creation" on
page 487.
These sections briefly describe the settings that you need to configure in order to
successfully release documents into AX. For more detailed instructions on configuring
TELEform, refer to the Verity TELEform documentation.

Specifying the Search Directory

To configure TELEform for the purpose of exporting documents to AX, you must
specify the directory in which you want TELEform to find images for processing.
To specify the Search directory:
1. Run TELEform Designer. (From the Windows Start menu, select Programs and then
select TELEform. From the TELEform menu, select TELEform Designer.)
2. From the Utilities menu, select Connect Agent Setup and then select Evaluate
Directory. The Evaluate Directory Setup dialog box appears.
Figure 278. Evaluate Directory Setup Dialog Box
3. Enable the Enable evaluations from directory check box.

4. In the Search directory text box, enter the directory in which you want TELEform
to find images for processing.
5. Click OK.
Configuring Automated Batch Creation

To configure TELEform for batch processing, you must configure automated batch
creation.
To configure automated batch creation:
1. From the Utilities menu of the TELEform Designer, select Connect Agent Setup and
then select Evaluate Directory. The Evaluate Directory Setup dialog box appears.
2. Make sure that the Enable evaluations from directory check box is clear. Click OK.
3. From the Utilities menu, select Connect Agent Setup and then select Automated
Batch Creation. The Automated Batch Creation dialog box appears.

Figure 279. Automated Batch Creation Dialog Box
4. Under Batch creation options, in the Directory text box, enter the directory in
which you want TELEform to find images for processing. This directory can be the
same as the Search directory specified in the Evaluate Directory Setup dialog box,
or it can be different.
5. Under Batch Job Option, in the Default batch job name drop-down list, select
(Default).
6. Click OK.
Configuring a Form
To configure each form for the purpose of exporting documents to AX, you must
perform the following form configurations:
• "Bypassing Verification" on page 488
• "Configuring Automatic Export for a Form" on page 489
These sections briefly describe the settings that you need to configure in order to
successfully release documents into AX. For more detailed instructions on configuring
TELEform, refer to the Verity TELEform documentation.
Bypassing Verification
Before exporting documents to AX, you must configure each form so that image
processing continues without interruption. The following procedure describes how to
modify form properties for this purpose. Repeat the following procedure for each form
that you want to configure for AX integration.

To modify form properties:

1. In the TELEform Designer, open the form. For instructions, refer to the Verity
TELEform documentation.
2. From the Form menu, select Properties. The Properties dialog box appears.
Figure 280. Form Properties Dialog Box
3. Enable the Bypass Verification option.

4. Click OK.
Configuring Automatic Export for a Form

Automatic export should be configured and enabled for each form that you want to use
to release documents to AX. The procedures that follow describe how to configure
automatic export for a form. Repeat the following procedure for each form that you
want to configure for AX integration.
To configure automatic export for a form:
1. In the TELEform Designer, open the form. For instructions, refer to the Verity
TELEform documentation.
2. From the Form menu, select Auto Export Setup. The Auto Export Setup dialog box
appears.

Figure 281. Auto Export Setup Dialog Box - Select Tab
3. Click New. Another Auto Export Setup dialog box, for the open form, appears.
Figure 282. Auto Export Setup Dialog Box - Main Tab
4. On the Main tab, from the Format drop-down list, select AX. (If AX is not available,
click Cancel and install the TELEform Script for AX as described in "Preparing for
TELEform Integration" on page 486.)
5. Click the Fields tab.

Figure 283. Auto Export Setup Dialog Box - Fields Tab
6. Make sure that the following rows are enabled:

• Suspense_File
• Image_Seq
• All index fields that you want TELEform to extract
All other rows may be cleared.
7. Click the Main tab.
8. Click Save As. The TELEform Script for AX - Setup dialog box appears.
9. Proceed to "Configuring the Release Script for a Form" on page 491 to continue.
Configuring the Release Script for a Form

After you have begun the automatic export configuration for a form, the TELEform
Script for AX - Setup dialog box appears. This dialog box allows you to select an AX
data source, provide login information, select an AX application, and link the form’s
index fields with the application’s index fields.

Figure 284. TELEform Script for AX - Setup Dialog Box
To configure the release script for a form:

1. Under Available Fields, select one of the fields and click Add. The field moves to
the Selected Indexes list. Repeat for each index field that you want TELEform to
extract. (Leave Suspense_File and Image_Seq under Available Fields.)
2. Click Setup. A message appears asking if you want to continue.
3. Click OK. The TELEform Script for AX wizard appears, starting with the Data
Source Selection page.
Figure 285. Release Script Wizard - Data Source Selection Page
4. Select the AX data source to which you want TELEform to send documents. Click
Next. The Login Information page appears.

Figure 286. Release Script Wizard - Login Information Page
5. Under AX Login, enter the user name and password that you want TELEform to
use. This user account must have the Add Page privilege in the AX system.
6. If you also want to enter WorkflowXtender login information, you can do so.
7. Click Next. The AX Application page appears.
Figure 287. Release Script Wizard - AX Application Page
8. From the Select AX application list, select the application to which you want
TELEform to send documents. Click Next. The Field Link page appears.

Figure 288. Release Script Wizard - Field Link Page
9. Under Selected Fields, select one of the form’s index fields. Under All Fields, select
the corresponding AX index field. Click Link. Repeat for each of the form’s index
fields.
Note: If the names of the form’s index fields match the names of the AX index
fields, they are linked automatically.
10. You are now ready to complete form configuration. To continue, see "Completing
Form Configuration" on page 494.
Completing Form Configuration

After you have linked TELEform fields with AX applications and index fields, you are
ready to complete form configuration.
To complete the form configuration:
1. In the release script wizard, click Finish. A message appears indicating that setup
is done.
2. Click OK. The TELEform Script for AX - Setup dialog box reappears.
3. Click Done. The Auto Export Setup dialog box for the open form reappears.
4. Under Settings, enable the Enable option. Click OK. The original Auto Export
Setup dialog box reappears with a new settings item in the list. This new settings
item represents the release script settings that you have just configured, and Yes
should appear under Enabled.
Note: If you want to enable a settings item that is not enabled (or if you want to
disable a settings item that is enabled), select it from the list and click the Enable
check box.
Important: Documentum recommends that you enable only one settings item for
each form.
5. Click OK.

6. Save the form. After you have completed all configuration steps for all forms, you
are ready to place the image files that you want TELEform to process in the
specified search directory and run TELEform reader to launch the export process.
7. Proceed to "Exporting TELEform Documents to AX" on page 495 to continue.
Exporting TELEform Documents to AX

After you have completed all configuration steps, you are ready to begin the export.
To begin the process of TELEform export to AX:
1. Place the image files from which you want TELEform to generate AX documents
into the search directory that you specified in "Specifying the Search Directory" on
page 487 or "Configuring Automated Batch Creation" on page 487.
2. Start TELEform Reader: from the Windows Start menu, select Programs and then
select TELEform. From the TELEform menu, select TELEform Reader. When the files
are detected in the specified directory, TELEform Reader begins processing the files
and exporting documents to AX.

Glossary
This glossary contains terms and definitions found in this manual. Most of the terms
are specific to ApplicationXtender products.
accessible security Accessible security grants access to the users in the group
for only documents with index field values matching the
secured value list. (See also Document Level Security.)
annotation An annotation is a note or a shape added to a document

page, typically to focus attention on a particular part of the
page. Users can use annotations to comment on the
contents of a page, block areas of the page from view, or
highlight important information. When a user creates an
annotation, it is associated with the AX document page on
which he or she created it. Annotations are edited and
stored separately from the image, but they are displayed
along with the image in AX. The types of annotations
available include text, highlighting, lines, arrows, shapes,
and rubber stamps.
annotation group Annotation groups allow you to create associations

between users, groups, and specific annotations. You can
specify which users and groups can view or modify
specific annotations, and which users and groups can hide
or modify specific redactions.
application An AX application is an index-driven data storage

structure where documents can be stored and retrieved.
An AX application is based on an index that is composed
of one or many fields. AX applications are created in the
Application Generator module of AX.

Glossary
application security Application security profiles, like global security profiles,

profile allow you to grant a particular set of privileges to a user or
group of users. You can define different privileges for a
user or group of users in each application.
When a profile is application-specific, however, the
privilege settings are not carried over to a new application
when it is created. If a group of users has an
application-specific profile for a certain application, but no
global profile, then when a new application is created, the
members of the group will not be able to access the new
application. Application-specific security settings override
global security settings.
audit trail The Audit Trails feature allows you to track user activity
within the AX system. System-wide activities such as the
creation, modification, and deletion of applications, users,
and groups can be tracked. You can also track user activity
in applications by tracking items such as the creation and
deletion of documents, the addition of pages, and the
modification of index information for documents. By
default, AX logs audit trail events to a table in the AX
database. You can configure audit trails to log to this table,
to a log file, or to both locations.
authentication Authentication requires all users to enter a valid user

name and password to access software modules.
Authentication ensures that each user is who he or she
claims to be.
authorization Authorization is the granting of specific access privileges

according to the user name. Security profiles contain
information pertaining to a user’s specific privileges
within the AX system.
auto index import Auto Index Import allows use of the <F7> key to import
index values from a text file, so users adding documents
can automatically populate indexes using the imported
data. Auto Index is ideal for the import of index records
that are applicable to only one document. In an Auto
Index Import table, once a record (or a group of index
values) has been used to index a document, the record is
deleted.
check in/check out When AX is in check in/check out mode, use of revision
mode control with AX documents is mandatory. Users must
check out a document in order to modify it. If they do not
check the document out, it is opened in read-only mode
and it cannot be modified.

Glossary
COLD COLD (computer output to laser disk) data is report data

generated for existing applications. COLD data can be
added to AX as documents through the use of
ColdXtender® (CX) or ERMXtender™ (ERMX).
collection A collection is a Verity full-text database.
data source A data source is the means by which ApplicationXtender

accesses data from a database. When a data source is
defined, an OLE DB data provider is configured to access
the database. All of these characteristics in combination –
where the data is stored, the format of the data stored, and
the data provider used to access the data – comprise the
data source.
data source group A data source group in XSAdmin associates a list of data
sources with everything that has been configured in
XSAdmin, such as WebXtender settings and connections
to License Server computers. This feature provides
convenience in that the work of configuration does not
have to be repeated every time you create a data source.
database A database is a collection of data tables of a particular

database format (such as Oracle or Microsoft SQL Server).
ApplicationXtender uses databases to store application
information. When an application is created, details such
as the field definitions and security information are stored
in database tables. Once documents are added to an
application, index information is stored in a table, as are
the pointers to the location of the documents.
document A document is a page or group of pages stored in an

application and identified by index information. Each
page of a document is comprised of a single object such as
a scanned image file or a word processing document. To
create a new document, users add an object to an
application and attach index information to it. Subsequent
objects can be added as additional pages of the same
document.
Document Level Document Level Security (DLS) pinpoints user access

Security within an AX application. With DLS, you can deny a
group of users access to any classified or sensitive
document(s), without restricting access to other
documents in the application. DLS can also be configured
to grant a group of users access to only a specific set of
documents in an application.
ERM ERM (enterprise report management) data is report data

generated for existing applications. ERM data can be
added to AX as documents through the use of
ERMXtender™ (ERMX).

Glossary
extended Extended applications are AX applications that can be

applications called from within other software applications, adding
document storage and processing functions.
full-text Users can index documents for full-text searching by

submitting them to the Index Server. With a full-text
search, users can find documents even if they do not know
any of the index values. Users can also use full-text
searching to refine an index value search.
global security Global security profiles can be established to

profile automatically assign a uniform set of access privileges for
a user or group of users every time a new application is
created. When a global profile exists for a user or group of
users, the privileges assigned in that profile are
automatically assigned for every application created. If a
user or group of users does not have a global profile, an
application-specific profile must be created for that user or
group before they can access an application.
grab bar An AX docked view has a grab bar. A grab bar is similar to
a title bar except that it does not contain a title.
impersonation The Index Server impersonation account grants security

account privileges to Index Server and is essential for the Index
Server to operate properly. Index Server uses the Index
Server impersonation account to access remote and server
resources, including AX document paths, the
XtenderSolutions License Server, the registry, and the
image repository (in some cases, the DX Document
Server).
import specification A specification is a set of rules that ApplicationXtender

follows when importing data from an import file using the
Auto Index, Index Image Import, or Key Reference import
wizard.
inaccessible security Inaccessible security denies access to the users in the

group for documents with index field values matching the
secured value list. (See also Document Level Security.)
index An AX index contains a group of fields where descriptive

information pertaining to documents can be stored. This
group of field definitions is used by AX when storing
index information within an application.
index image import Index Image Import allows you to import index data and
document files in a single step. A text file is required
which contains a line of text for each document to be
imported, with a value for each index field and a reference
to the location of the file to be imported. No manual
document indexing is required.

Glossary
Index Server The Index Server is an optional module that adds full-text
indexing and OCR functionality to ApplicationXtender
systems.
JDBC Java Database Connectivity (JDBC) is a programming

interface for accessing data in a Java 2 Edition application
such as the WXJ2 deployment model. For more
information, refer to the WebXtender Administrator’s Guide.
key reference import Key Reference Import allows use of the <Tab> key to
import index values from a text file. Key Reference is most
effectively used in situations where each imported record
may describe several documents. Key Reference Import
maintains the index records in the Key Reference table
even after records have been used to index documents.
Any change made to a record in the Key Reference table is
reflected in the indexes of all documents described by that
record.
node A node is an element of a tree structure such as in

XSAdmin, AppGen, AX, or ERMXtender. A node can be
expanded to reveal subnodes or can be collapsed.
OCR Users can process bi-tonal images using optical character

recognition (OCR). This process converts an image of text
into text. After a user processes an image using OCR, it
can then be submitted to the Index Server for full-text
searching.
ODMA Open Document Management API (ODMA) support

allows users to work with AX documents within other
ODMA-compliant applications.
OLE DB OLE DB is a programming interface for accessing data,

and is a fundamental building block for storing and
retrieving data using Microsoft’s Data Access Components
(MDAC). OLE DB provides flexible data architecture that
offers applications like AX efficient access to databases.
Data is accessed through OLE DB data providers.
page The word “Page” typically implies a single entity. Since

AX supports multiple object types, the term “page” is
redefined within AX to mean a single object. A very long
word processing file is considered a page to AX. A page
could also be, for example, a single scanned image, a
30-minute video clip, or an audio recording. Each page of
a document has the same index record attached.
privileges Privileges govern the ability of a user or group of users to

access functions in AX.

Glossary
redactions A redaction is a filled and opaque annotation shape that

can be used to secure or hide portions of image and text
document pages. Users can apply redaction to all available
annotations. When applied, the area of the page behind
the redaction is not visible.
security Security is the combination of authentication and

authorization.
security mapping When the Migration Wizard is used to migrate documents

and security information, the administrator has the option
to map users and groups in the source database to users
and groups in the destination database. Similarly, when
the ReportXtender (RX) Extraction Wizard is used to
extract AX documents and security information before the
creation of an RX CD-ROM, the administrator has the
option to map users and groups in the source database to
users and groups in the database on the CD-ROM (or in
the database where the CD-ROM will be reintegrated).
security provider Security providers implement authentication, which

requires all users to enter a valid user name and password
to access most modules. XSAdmin offers two
pre-packaged security providers (CM and Windows) to
ensure that each user is who he or she claims to be. You
can also create a directory service security provider, if
necessary.
write paths Write paths are used to instruct ApplicationXtender where

to store documents, annotations, OCR output, and the
ProIndex full-text database for a particular AX application.

Index
_FORMS application 136 administrator, AX system 53

creating 136 advanced rights, adding
_RSTAMP application 136 to additional user (Windows security provider)
creating 136 on Windows 2000 228
21 CFR 11 51 on Windows NT 227
21 CFR Part 11 compliance 51 AE_PID table 213
4/8-bit color images AE_SEQ table locked 211
e-mail format 424 allowing
export format 428 docking 398
storage format 438 duplicate indexes 190
500 users 255 full text on an AX workstation 443
map of unknown data sources to existing 409
A OCR on an AX workstation 446
paste 418
remember password option 435
acceleration printer options 421
zoom for text 418
accessible security, definition of the term 269
alphabetizing user-defined list 149
account
annotation
AX login for Index Server 362
definition of the term 32
creating a group account 236
Eastman Imaging 327, 334
creating a user account 249
write path, changing 157
importing group accounts 242
write path, for new application 140
importing user accounts 255
annotation groups
Index Server impersonation account 353
creating 281
Acrobat Reader
view PDF files 409
deleting 288
Act as part of the operating system
Eastman Imaging 327, 334
add right to additional user (Windows security
migrating 191
provider)
modifying 287
on Windows 2000 228
Annotation toolbar, enabling display 394
on Windows NT 227
append data
active domain 226
Auto Index table 310
actual size display, as default 408
Key Reference table 318
adding
AppGen
a field 159
description 44
a new user to a groups page 251
hide status bar 65
a new user to a profile page 252
hide toolbar 65
advanced rights 227–228, 357
login 60
DLS keyword as a secured value 274
main window 64
DLS wildcard as a secured value 275
starting 60
fields to import file setup page 301
toolbar buttons 64
file type 432
tree structure 64
fine reader template 447
application
flag to a new field 300
_FORMS 136
flag to an existing field 303
_FORMS, creating 136
groups 242
_RSTAMP 136
index fields 144
_RSTAMP, creating 136
page numbers to printed documents 422
building 135
queue 364
changing description 154
queue to be processed 365
changing DLS 278
security type 273
changing index fields 157
toolbar buttons 395
changing options 155
users 255

Index
A-A
completing migration 186 command line switches 181

creating 134 command line switches example 182
custom import specification 300, 303 configuring for off-line media 170
definition of the term 32 configuring for on-line media 171
deleting 216 description 46
description 138 determine storage method 162
design outline 120 load settings 176–177
design, general questions 120 planning 162
designing 84 save settings 176
development 54 saving settings 176
examples 127 settings file, specify 180
examples, data entry validation 133 starting 168
examples, document level security 127 using the 161
examples, import indexes and images 130 archived documents, moving 175
examples, import information 129 archived format
exporting 484 e-mailing 427
field order list box 147 exporting 430
importing 481 ArchiveXtender - Ascent Storage Edition 39, 47
in data sources, list of 384 AX storage location 144
limitations 119 configuration component 47
maintenance 54, 151 full-text path restriction 141
migrating from database to database 183 maintenance issues 57
modifying 153 using as AX storage 134
module for managing 44 archiving documents
naming the 137 to removable media off-line 167
new 134 to removable media on-line 166
opening to modify 153 to stationary media stored on-line 166
planning 120 ascending order, as default 411
predefined 135 assigning
purging 216–217 collection to Verity K2 Server 349
security profile, definition of the term 42 security type 273
security, application level 220 attributes of index fields 85
setting up DLS in existing 277 audit trail 69
setting up DLS in new 269 configuring global settings 72
steps for creating 134 configuring settings 71
viewing properties 153 configuring settings for one application 77
viewing saved queries 209 definition of the term 32
wizard 134 disable all settings 82
Application Generator. See AppGen enable all settings 83
applications global settings 73
per database, maximum 119 legend for settings 83
ApplicationXtender. See AX set all settings as default 82
archive settings for one application 79
configurations 165 starting 70
data source, select 169 authentication
media id prefix, specify 171–172 definition of the term 40
media path, specifying 172 author, search by 437
moving documents 175 authorization
pre-master page, configuring 172 definition of the term 40
process 168 Auto Index
retrieval method 164 buttons, disabling 293
retrieval method, selecting 170 auto index
review settings 173 file setup 300, 303
search criteria, configuring 173 flag 101, 292
archive wizard 161 table 45
automating 176 auto index import
command line options 179 command line switches, optional 337

Index
B-C
command line switches, required 337 files to execute migrations, creating 207
command line syntax 336 reset status 215
definition of the term 290 batches
example application 129 per application, maximum 119
file format 293 BIN files
optional switches 337 from multi-page TIFF or DCX 440
overview 292 per application, maximum 119
required switches 337 storage location 140
auto index import wizard when you delete an application 216
available options 310 when you purge an application 216
configure welcome page 306 bitonal images 424
continue 309 black and white images
preview 308 e-mail format 424
run 306 export format 428
start 306 storage format 438
status 311 Boolean choice data type 94
auto logout 437 buttons, toolbar
automated batch creation, configuring 487 adding 395
automatic export for a form, configuring 489 change size 395
automatic features customizing 395
full text 444 removing 395
hiding a view on use 401 bypassing verification 489
indexing using auto index 45
indexing using key reference 45 C
migration 197
OCR, using during full-text indexing 444
cache forms 418
saving desktop layout on exit 409
cancelling check out 214
Verity KeyView Viewer 409
Cardiff, import file polling 333
automatically logging in 62
CFR 51
AX 47
CFR compliance 51
administrator 53
change toolbar button size 395
configuring 392, 405
changing
description 47
data type for an index field 157
desktop, customizing 392, 397
document level security 278
functions security 42
group description 243
interface 48
group membership 244
login account, for Index Server 362
group profile 245
SDK 51
security type 273
AX application, selecting 493
characters
AX data source, selecting 492
prohibited in application description 120
AX index fields
prohibited in application names 120
enabling 491
prohibited in index field names 85
linking 494
prohibited in specification names 300
selecting 492
simulate box drawing 414
AX views
validation mask 147
customize 397
check in, definition of the term 50
display as dialog box 399
check out
display as subwindow 400
cancelling 214
docking 398
hiding on use 401
list of checked-out documents, refresh 214
prompt for when open 138, 435
B status of a document, managing 214
checking for updates 56
backup 55 choosing
band width, color bar 419 archive retrieval method 170
batch clock icon 161
files to execute migrations 206 CM Gateway for Verity, installing 348

Index
C-C
CM security provider 41, 224 stored true color images 439–440

COLD data concepts 31
configuring 417 configuration
configuring form overlay 418 dialog box 406
definition of the term 33 load 462
full-text indexing of 340 configuring
full-text search results 342 ApplicationXtender 392
collapse columns 405 archive wizard 165
collection audit trail settings 71
assigning to Verity K2 Server 349 audit trail settings, global 72
creating 348 audit trail settings, single application 77
definition of the term 348 auto index import wizard 306
color bar automated batch creation 487
color, setting 419 automatic export for a form 489
enabling for text 418–419 AX workstation 405
width in lines, setting 419 cache forms 418
color images COLD/ERM settings 417
e-mail format 424 data settings 433
export format 428 data sources for the Index Server 361
storage format 438 data sources, module for 47
column display settings 410
hide in result set 403 DLS tab 277
order in result set 403 document display 396
save in result set 404 document level security page 270
show in result set 403 e-mail package 427
widths in result set 404 e-mail settings 423
COM automation interface 51 export settings 428
combining pages for fax in settings 449
e-mail 425 file types 431
export 430 fine reader template 448
command line fonts 412
archive wizard 179 form 488
auto index import 336 full-text settings 443
auto index import, optional switches 337 group page for a new group 237
auto index import, required switches 337 group security profiles 234
import 330 groups page for a new user 251
index image import 331 import file setup page 300
index image import, optional switches 331 index image import wizard 321
index image import, required switches 331 index options 433
key reference import 334 Index Server 359
key reference import, optional switches 335 key reference import wizard 313
key reference import, required switches 335 license groups 54, 66, 222
migration settings file, specifying 201 License Server location 66
migration wizard 200 local forms cache 418
migration wizard batch files 206 locale for entire AX database 96
migration wizard example 203, 205 locale for existing custom data format 118
migration wizard shortcuts 206 locale for new custom data format 111
migration wizard switches 202, 204 log file path 369
comment, search by 437 OCR engine 368
completing form configuration 494 OCR settings 445
compliance to standards 51 paths 440
21 CFR Part 11 51 print original size 420
HIPAA 51 print settings 419
components of AX 44 printer fonts for CX/ERMX documents 413
compressing privileges 240, 246
e-mailed true color images 425 profile page for a new group 239
exported true color images 429 profiles page for a new user 252

Index
D-D
Quick Print feature 421 AX desktop 392

release script for form 491 AX views 397
scaling 407 specification in a new application 300
scanning 415 specification in an existing application 303
search engine 366 customized data imports 119
server error behavior 370 customizing
status bar 397 toolbar buttons 395
SX workstation 406 CX documents
Talaris feature 421 configuring 417
TELEform 486 configuring form overlay 418
thumbnails 450 definition of the term 33
title bar 396
toolbars 394 D
user page for a new user 250
users page for a new group 238
DAC 37
view settings 407
data
volume labels 143
entry accuracy, example application 133
WorkflowXtender settings 454
entry, field design factors 118
workstation 55, 392
entry, planning 121
write path 139
format, changing 157
write paths 142
method of importing 305
XipPrint II feature 421
providers, OLE DB 37
zoom 407
reference flag 100
configuring AX system to use
settings, configuring 433
ProIndex full-text engine 353
validation, planning an application 126
Verity full-text engine 343
Data Access Components 37
connection to database, maintaining 434
data format
content 31
wizard 109
copy user privileges 267
data formats
from a user account 268
custom, creating 109
to a user account 267
custom, deleting 116
creating
custom, managing 109
annotation group 281
custom, modifying 116
application 134
data source
collection 348
configuration module 47
custom data formats 109
custom data types 105
Index Server 361
group 236
logging in to 384
index fields 144
management 36
Index Server impersonation account 353–354
multiple data sources 38
indexes and documents during import 325
saved settings 405
new queue 385
selecting for archive 169
user-defined list 148
tab 361
users 249
unknown 409
Verity full-text database 348
view contents 384
creator, search by 437
data sources 58
currency data type 93
default 59
custom
locating 59
data formats, creating 109
specify default 59
data formats, deleting 116
data types 146
data formats, managing 109
Boolean choice 94
data formats, modifying 116
changing 157
data types, creating 105
currency 93
data types, deleting 107
custom, creating 105
data types, managing 105
custom, deleting 107
data types, modifying 107
custom, managing 105
customize
custom, modifying 107

Index
D-D
date 89 check out 50

decimal/numeric 88 COLD 33
formats 86 collection 348
integer 87 data source 38
possible conversions 157 database 38
SSN 91 document 33
telephone 92 Document Level Security 269
text 87 document level security 43
time 90 ERM 33
time stamp 91 extended applications 51
user-defined list 95 field flag 96
wizard 105 full-text 34
zip code 93 global security profile 42
database grab bar 398
collision fixing 211 impersonation account 353
definition of the term 38 import specification 298
maintaining connection 434 inaccessible security 269
maintenance recommendations 56 index 34
date index image import 290
data type 89 Index Server 339
index values, Y2K compliance 437 key reference import 290
stamp flag 103 MDAC 37
DCOM nodes 64
DX write paths 143 OCR 35
DCX files ODMA 35, 50
importing multi-page files 440 OLE DB 37
DDE 51 page 35
decimal/numeric data type 88 privileges 219
default redactions 36
actual size 408 security 40
ascending order 411 security mapping 43
data sources, specify 59 Verity KeyView Viewer 36
descending order 412 write paths 39
fit left to right 408 delete
fit to window 408 field 160
fit top to bottom 408 field in import file setup page 302
login (SYSOP) 61 group 248
specifications 298 import specifications 305
storage format for 4/8-bit color images 438 job 389
storage format for bi-tonal images 438 all 390
storage format for images 438 queue 390
storage format for true color images 438 saved queries 210
text display 408 source documents 189
defining index fields 144 user 262
definition deleting
authentication 40 an application 216
authorization 40 annotation group 288
security provider 40, 224 application 216
definition of terms 31 custom data formats 116
accessible security 269 custom data types 107
annotation 32 file type 433
annotation group 280 descending order, as default 412
application 32 description
application security profile 42 application 138
audit trail 32 archive wizard 161
auto index import 290 changing for application 154
check in 50 migration wizard 182

Index
E-E
planning an application 120 configure display 396

security group 238 definition of the term 33
design display 396
application files
factors to consider 84 when you delete an application 216
considerations 84 indexes
index purging 217
overview 85 retrieval 122
designing storage locations 38
application 84 document level
destination security field flag 43
replace 188 Document Level Security 269
destination database document signatures, migrate 193
for migration 186 document signing 33
development prompt for when open 139
application 54 document write path
dialog boxes, display views as 399 changing 157
digital signature, definition of the term 33 configuring 140
digital signatures definition of the term 39
overview 52 documents
directory service security provider 41, 225 per application, maximum 119
DiskXtender 39 domain
AX storage location 143 imported users and groups 243, 256
full-text path restriction 141 DPI, screen 410
maintenance issues 57 drop-down list
using as AX storage 134 format 146
display dropping database connection 434
as image only 418 dual data entry 433
status bar 397 field flag
toolbars 394 example application 133
display settings, configuring 410 dual data entry flag 99
dithering 420 duplicate indexes
DLS allowing 190
associating a field 271 DX file retention 144
changing in an existing application 278
configuring 270 E
configuring in existing application 277
definition of accessible vs. inaccessible 269
Eastman annotation groups 327, 334
definition of the term 43, 269
Eastman annotations 327, 334
example application 127
electronic mail 423
field flag
elements
apply 270
job, view 389
enabling 270, 277
e-mail 423
combining pages for 425
implementing 269
configuring 423
keywords 223
format 424
module for configuring 44
text format 430
overview 223
e-mail format, 4/8-bit color images 424
selecting security type 272
e-mail format, black and white images 424
setting up in existing application 277
e-mail format, text 425
setting up while creating an application 269
e-mail format, true color images 424
wildcards 224
e-mail package
doc level security field flag
configuring 427
planning an application 125
e-mail tab 423
doc level security flag 98
e-mailing
document
archived format 427
check out status 214
original format 427

Index
F-F
enable paste text 418 date stamp 103

enabling index fields 491 DLS 98
ERM data dual data entry 99
configuring form overlay 418 key reference 100
definition of the term 33 leading zeroes 103
ERM data, configuring 417 part of unique key 99
ERMX documents read-only 97
configuring 417 search 97
definition of the term 33 time stamp 104
ERMX documents, configuring form overlay 418 validation mask 102
errors insert 149
Index Server 370 insert into import file setup page 301
maximum for Index Image Import 326 modifying a 157
examples reorder 150
archive wizard command line 182 validation 86, 146
AX applications 127 field attributes
migration wizard command line 203 changing 149
migration wizard command line arguments 205 planning an application 123
export field data type
configuring settings 428 planning an application 123
images 429 field delimiter
values to a file 280 file setup 304
export format, 4/8-bit color images 428 import file setup 301
export format, black and white images 428 field flag 146
export format, true color images 428 auto index 101
export tab 428 changing settings 157
exporting data reference 100
applications, users, groups 484 date stamp 103
archived format 430 default settings 147
combined pages 430 definition of the term 96
OCR proofing during 448 DLS 98
original format 431 dual data entry 99
extended applications key reference 100
definition of the term 51 leading zeroes 103
part of unique key 99
F planning an application 124
read-only 97
fax in settings, configuring 449
required 97
fax in tab 449
search 97
field
time stamp 104
add 146
validation mask 102, 147
add in import file setup page 301
field length
add to or delete from existing app 153
changing 157
adding a 159
associating with a group for DLS 271
field name
change format in import file setup page 302
changing 157
change max width in import file setup page 302
fields
changing name 157
defining in AppGen 144
re-order in import file setup page 302
file
delete 150
format
delete in import file setup page 302
auto index import 293
deleting from an existing app 160
index/image import 295
flag
set up field delimiter 301
required 97
setup pages 300
flags 146
setup tabs 303
auto index 101
file format
data reference 100

Index
G-G
Key Reference Import 295 true color images 438

file retention, DX 144 forms, caching 418
file time, retaining after import 328, 334 full name
file type changing for user 257
adding 432 full screen 401
deleting 433 full text
file type, configuring 431 allow on an AX workstation 443
final revision full text tab 443
enabling in existing application 155 full-text 444
enabling in new application 138 change database write path 157
fine reader template 447 definition of the term 34
configuring 448 Index Server module 45
fit search functionality
left to right, as default 408 module for accessing 45
fit to window full-text database
as default 408 Verity collection 349
fit top to bottom write path 141
as default 408 full-text engines, comparison of 340
fixing database collision 211 full-text indexing
flags 146 Index Server 339
auto index 292 submit 339
import to a new field 300 wizard 350
import to an existing field 303 full-text indexing while importing 326
float as MDI window 400 full-text queue
fonts prompt user to select 444
configuring 412 full-text searches
printer 413 write path for text 141
fonts tab 412 full-text settings
foreign files configuring 443
full-text indexing of 341 full-text tab 366
full-text search results 342
Verity KeyView Viewer 409 G
form
configuration, completing 494
global audit trail settings 72
configuring 488
global profile
form overlay 33
changing group security 246
form overlay, settings 418
changing user security 259
format drop-down list 146
group security 240
format text box 146
user security 252
formats
global security 220
data types 86
global security profile
e-mail 424, 430
field, change in import file setup page 302
grab bar, defined 398
for index/image import 297
grayscale, display as 408
OCR results 446
green application icon 161
formats for e-mail
green bar
4/8-bit color images 424
enabling for text 418–419
black and white images 424
group
text 425
add 242
true color images 424
annotation 280
formats for export
associating with index field for DLS 271
change description 243
creating 236
true color images 428
deleting 248
formats for storage
icons 231
import 242
license group for a workstation 68

Index
H-I
managing membership 244 export format, 4/8-bit color 428

managing security 233 export format, black and white 428
mapping 240, 247 export format, true color 428
membership 234 size options 407
naming 238 storage format, 4/8-bit color 438
privileges 262 storage format, black and white 438
profile storage format, true color 438
change 245 Image toolbar, enabling display 394
troubleshooting 231 images
group membership full-text indexing of 340
changing for single user 258 full-text search results 342
group page Imaging annotation groups 327, 334
configuring for a new group 237 Imaging annotations 327, 334
group privileges impersonation account
legend 221 definition of the term 353
group profile Index Server 353
guidelines 235 import
group security auto-index 45
configuring profiles 234 designing custom specifications 119
deny access 273 flag, applying to a new field 300
grant access 272 flag, applying to an existing field 303
groups from command line 330
exporting 484 groups 242
importing 481 index image 45
per database, maximum 233 secured value 276
groups page specification
adding a new user 251 create new 300
delete 305
H modify 304
specification, definition of the term 298
users 255
hardware
import mechanism
maintenance 56
hide
import specification
AppGen's status bar 65
customizing 292
AppGen's toolbar 65
import specifications
result set columns 403
module for configuring 44
status bar 397
import wizards 290, 305
hide on use 401
overview 291
HIPAA 51
using 291
HIPAA compliance 51
importing
applications, users, groups 481
HIPPA. See HIPAA
full-text indexing 326
HTML
retaining file time 328, 334
full-text indexing of 341
signing documents 328
importing multi-page image files 440
inaccessible security
I definition of the term 269
index
icons, user and group 231 allow duplicate 190
image check for matching 435
compression for e-mailed 425 defining an 146
compression for exported 429 definition of the term 34
compression for stored 440 design questions 121
e-mail format, 4/8-bit color 424 dual data entry 433
e-mail format, black and white 424 migrating 189
e-mail format, true color 424 modify 153

Index
J-J
unique 99 queues tab 363

index field resume service 374
add 146 setup tab 362
adding to an existing app 159 start 371
attributes 85 start service 372
changing data format 157 stop 374
changing data type 157 stop services 374
changing length 157 view information 374
changing name 157 Index Server impersonation account 353
defining 144 adding advanced rights to 357
deleting from an existing app 160 create 353–354
modifying a 157 definition of the term 353
order 118 specify 362
index field flag index/image import
changing settings 157 command line 331
index field names optional switches 331
prohibited characters 85 required switches 331
Index Image Import example application 130
errors, maximum 326 file format 295
polling interval 333 in key reference application 295
index image import 45 multiple page documents 297
definition of the term 290 optional switches 331
index image import wizard overview 295
available options 325 required switches 331
configuring the welcome page 321 using volume labels 297
preview 323 wildcard character 297
run 320 indexing documents, using OCR template 449
start 321 installing
status dialog box 328 Cardiff Teleform release script 486
index import types CM Gateway for Verity 348
auto-index 45 Verity Administration component 344
key reference 45 Verity servers 344
index options integer
configuring 433 data type 87
Index Server 45 integrating Cardiff TELEform, overview 485
adding new queue(s) 364 integrations
adding new queues to be processed 365 Records Manager 161
configuring 359 Introduction 28
configuring AX system to use 340 introduction 47
configuring search engine for 366
creating impersonation account 353 J
data sources 361
job
full-text indexing 339
delete 389
full-text tab 366
delete all 390
job waiting 361
in a queue, view 386
log file tab 369
OCR 449
maintenance 371
remove from queue 371
management 371
enable 371
Misc tab 370
resubmit 389
monitor
view
jobs in all queues 376
elements 389
jobs on one queue 376
properties of 388
keep on top 377
job waiting, Index Server 361
OCR tab 368
JPEG compression 439
pause service 373
JPEG quality factor 424, 429
performance 342

Index
K-M
K groups 222
limitations
K2 Server, assigning collection to 349 application 119
key reference security 233
file setup 300, 303 line width, color bar 419
missing values 315 linking index fields 494
key reference fields load
and index/image import 295 archive settings 176–177
key reference flag 100 workstation settings 462
Key Reference Import AX cannot log in 462
file format 295 locale
key reference import specifying for entire AX database 96
command line 334 specifying for existing custom data format 118
optional switches 335 specifying for new custom data format 111
required switches 335 locating
definition of the term 290 data sources 59
optional switches 335 locked AE_SEQ table 211
overview 294 log file
required switches 335 auto index import log 312
key reference import wizard auto index import rejection log 311
available options 317 configure path 369
configuring the welcome page 313 index image import log 329
preview 315 index image import rejection log 329
run 312 Index Server 369
start 313 key reference import log 320
status dialog box 319 key reference import rejection log 319
key reference table 45 migration wizard 197
keyboard keys tab 369
Page Down 410 view 377
Page Up 410 Log on as a service, add right to Index Server account
Shift 61 on Windows 2000 357
KeyView Viewer logging in automatically 62
definition of the term 36 login
view foreign files 409 AppGen 60
keyword, search by 437 AX, cannot 462
keywords into data sources 384
add a DLS keyword 274 login information, providing 493
document level security 223 logout
auto 437
L
M
layout, restore previous 409
leading zeroes 103 mail 423
legend, privileges 221 Main toolbar, enabling display 394
length text box 146 main window
license group 222 AppGen 64
changing for user 257 maintenance
for a database 66 application 54, 151
for a workstation 66, 68 backups 55
maintenance 54 data storage server 57
License Server 48 database 56
configuring license groups 54, 66, 222 hardware 56
configuring location 66 Index Server 371
network information 66 security 54
workstation, information 67 software 56
licenses management
data sources 36

Index
N-N
document check out status 214 delete source documents 189

group security 233 description 46
Index Server 339, 371 destination database, select 186
queues 383 duplicate indexes, allow 190
saved queries 209 log file 197
security 219 merge source documents 189
managing migrate annotation groups 191
custom data formats 109 migrate document signatures 193
custom data types 105 migrate indexes only 189
Result Set 401 migrate previous revisions 191
manual feed migrate security 190
scanner timeout 417 replace destination 188
map security mapping option 192
unknown data sources 409 source database, select 185
mapping starting 184
a group 240, 247 Use alternative security 192
a user 253, 260 Misc tab 370
max future years 437 missing values, key reference 315
maximum number of results 411 mode
MDAC normal 50
definition of the term 37 modify
media application index 153
removable 162 modifying
off-line 164 annotation group 287
on-line 163 custom data formats 116
stationary 162 custom data types 107
on-line 163 monitor
media id prefix jobs in all queues 376
specifying for archive 171–172 jobs on one queue 376
media size keep on top 377
configuring for archive 172 move online
membership description 46
changing a group’s 244 moving archived documents 175
group 234 MS SQL Server 38
merge multi-page TIFF or DCX 440
source documents 189 multiple data sources 38
Merge data with existing documents 325 multiple indexes
Merge with existing data 318 planning an application 121
method of archive retrieval 164 referencing single document check box 138
method of importing data 305 multiple page documents
Microsoft Data Access Components 37 importing using index/image import 297
migrate annotation groups 191 multiple users on one workstation 225
migrate previous revisions 191
migrate security 190 N
migration 182
automating 197
Name Attribute 230
completing 196
naming the application 137
indexes only 189
network
save settings 198
License Server information 66
migration settings
new
loading saved settings 199
create queue 385
migration wizard 182
new application 134
application, migrating 183
wizard 134
command line
new data format
arguments example 205
wizard 109
example 203
new data type
completing 186, 196
wizard 105

Index
O-P
nodes e-mailing 427

definition of the term 64 exporting 431
normal mode 50 original size, configuring 420
null value outline for application design 120
used in Boolean choice field 94 overview 30
User Defined List 95 owner, search by 437
numeric
data type 88 P
O page
combining for e-mail 425
object types 35 combining for export 430
for AX documents 33 definition of the term 35
OCR Page Down key 410
allow on an AX workstation 446 page numbers
definition of the term 35 adding to printed documents 422
engine 445 Page Up key 410
configuring 368 page versions
full text 444 per application, maximum 119
job 449 pages
output file available formats 368 per document, maximum 119
output file format 446 part of unique
tab 368, 445 key field flag
write path planning an application 125
changing 157 part of unique key
OCR queue planning an application 122
prompt user to select 449 part of unique key flag 99
OCR Result Format setting password 60
Index Server 368 allowing remember password 435
workstation 444, 446 changing 256
OCR settings remember option 62
configuring 445 setting for new user 251
OCR write path paste
configuring for new application 141 enabling 418
ODMA special 418
definition of the term 35, 50 paths
support 435 configuring 440
ODMA attributes, search by 437 local 441
off-line per database, maximum 120
removable media 164 personal search 442
storage 163 supported write paths 142
OLE DB supported, ArchiveXtender - Ascent Storage
data providers Edition 144
installed with MDAC 37 supported, DiskXtender 143
definition of the term 37 write paths for document storage servers 142
on-line write paths for volume labels 143
removable media 163 PDF
stationary media 163 full-text indexing of 341
storage 163 full-text search results 342
opening PDF files
AX configuration 405 Acrobat Reader 409
options performing
changing for application 155 index image import 295
command line key reference import 294
settings file, specify 201 performing an auto index import 292
command line, migration wizard 200 personal search path 442
original format PID table 213

Index
Q-Q
PID table, sorting 213 removing queues 366

plain text 446 processors, using multiple with Index Server 342
OCR format 446 profile
planning an application 120 changing for user 259
data type 123 profile page
data validation 126 adding a new user 252
description 120 configuring for a new group 239
doc level security field flag 125 ProIndex full-text engine 340
document retrieval 122 configuring application to use 139, 156
field attributes 123 configuring AX system to use 353
field length 123 prompt for check out 138, 435
general questions 120 prompt for document signing 139
HIPAA compliance 121 properties
import mechanism 126 application, view 153
index questions 121 job, view 388
multiple indexes 121 queue 386
name 120 view 386
part of unique key 122 saved queries, view 211
part of unique key field flag 125 provider
prohibited characters for application name 120 security 40
quick data entry 121 provider, security 224
read-only field flag 125 providing login information 493
required field flag 124 purging
polling directory for import file 333 application 216–217
pre-mastering
determine requirements 163 Q
for archive to CD-ROM 172
pre-mastering directory
quality of JPEG images 439
moving archived documents to media 175
query
structure after archive 175
disable window 434
use with archive wizard 162
results 411
preparing for integration 486
query result set
primary search path 140
collapsing the columns 405
print
hiding columns 403
dithering 420
reordering the columns 403
endorsement feature 422
resizing the columns 404
settings configuring 419
saving the columns 404
printer 418
showing columns 403
acceleration option 421
sorting 403
printing
queue
configure to print original size 420
add 364
configuring fonts for CX/ERMX and ASCII
add to be processed 365
documents 413
create new 385
enable Quick Print feature 421
delete 390
enable Talaris feature 421
full-text jobs 443
enable XipPrint II feature 421
managing 383
privileges
OCR jobs 449
changing for user 259
remove 366
configuring 240, 246
unlock 387
view
group 240, 246, 262
jobs in 386
legend 221
properties 386
precedence of user and group settings 220
queue manager 383
user 252, 262
description 46
copy 267
starting 383
processing queues
queues in data sources, list of 384
adding queues 365
queues tab 363

Index
R-S
Quick Print feature result set

configuring 421 changing document list 402
collapsing columns 405
R hiding columns 403
managing 401
reordering columns 403
read-only field flag
resetting columns 404
resizing columns 404
read-only flag 97
saving columns 404
Records Manager 161
showing columns 403
redactions
sort automatically 411
sorting 403
PDF file, full-text indexed 341
retaining file time after import 328, 334
reference file fields
retention mode 161
key reference feature 45
retrieval method, archive 164
refresh
review
list of checked-out documents 214
archive settings 173
release script
rich text format 446
configuring for form 491
OCR format 446
installing 486
RPC
remember password 62
DX write paths 143
remember password, allowing 435
RTF
remote components
security 353
removable media 162
run
off-line 164
saved queries 210
archiving to 167
on-line 163
archiving to 166 S
remove
job 389 save
all 390 archive settings 176
job from queue 371 columns 404
enable 371 settings 455
queue 366, 390 workstation settings 455
Remove Blank Pages 416 saved queries
removing delete 210
toolbar buttons 395 management 209
rename properties 211
saved queries 210 rename 210
reorder columns 403 run 210
replace existing data view 209
Auto Index table 310 properties 211
Key Reference table 318 saved settings
required data sources 405
field flag scale to gray 408
planning an application 124 scaling, configuring 407
required flag 97 scan
requirements synchronized 417
pre-mastering 163 scan locally and move online 46
reset Scan toolbar, enabling display 394
result set columns 404 scanned documents
reset batch status 215 moving from local to online 46
resize scanner timeout
columns 404 manual feed 417
restore last layout at startup 409 scanning
resubmit configuration 415
job 389 scanning locally, local write path 441

Index
S-S
screen 418 changing for user 259

DPI 410 copying from an existing account 268
SDK 51 group 233
search by ODMA attributes 437 guidelines for group profiles 235
search criteria security profiles
configuring 173 application 42
search directory, specifying 487 global 42
search drives 442 security provider
search engine CM 41, 224
configuring 366 definition of the term 40, 224
Search field flag directory service 41, 225
planning an application 124 Windows 41, 224
search flag 97 security provider selecting 62
secured value security type
changing 279 assigning 273
defining for document level security 273 changing 273
importing 276 document level security 223, 275
list 223 selecting for document level security 272
changing a value 279 selecting
deleting a value 279 AX application 493
secured values AX data source 492
exporting 280 AX index fields 492
security selecting archive retrieval method 170
adding new users 249 selecting local computer as active domain 226
adding profiles for new users 249 selecting security provider 62
application level 220 sending by e-mail
AX functions 42 combined pages 425
definition of the term 40 separating multi-page image files 440
document level 43, 269 server
exporting 484 error behavior 370
global 220 index 45
group 233 setting write path 139
configure profiles 234 settings
description 238 archive file, load 180
icons 231 Archive Wizard, load 176–177
importing 481 Archive Wizard, save 176
Index Server impersonation account 353 FineReader template 447
limitations 233 load when AX cannot log in 462
maintenance 54 Migration Wizard, save 198
managing 219 save 176
mapping 43 workstation, load 462
migrate 190 workstation, save 455
overview 220 setup tab 362
provider 40 Shift key 61
remote components 353 shortcuts
troubleshooting users and groups 231 command line options 206
user 248 show
managing 248 columns 403
security in AX 44 status bar 397
security mapping Show Domain button 243, 256
a group 240, 247 signatures See digital signatures
a user 253, 260 signatures, migrate 193
definition of the term 43 signing a document 33
Migration Wizard option 192 signing documents while importing 328
security privileges simulate box drawing characters 414
assigning to a group 234 size
security profile change for toolbar buttons 395

Index
T-T
skip lines of storage format, 4/8-bit color images 438

Auto Index import file 310 storage format, black and white images 438
Key Reference import file 318 storage format, true color images 438
software maintenance 56 storage method
sort determining 162
ascending order 411 subject, search by 437
descending order 412 submit
order of document id 411 full-text index job 339
result set 403 OCR job 339
result set automatically 411 subwindow, display views as 400
sorting PID table 213 summary
source database chapter 29
for migration 185 support
source documents ODMA 435
delete 189 supported paths
merge 189 volume labels 143
migrate previous revisions 191 supported paths ArchiveXtender - Ascent Storage
specification Edition 144
custom 300, 303 supported paths DiskXtender 143
default 298 supported paths DX 143
list 304 supported write paths 142
set up in a new application 300 document storage servers 142
set up in an existing application 303 switches
specification list 301 command line
specifying settings file, specify 201
AX login account for Index Server 362 with arguments, migration wizard 202
specifying search directory 487 without arguments 204
SSN command line, migration wizard 200
data type 91 switching security provider 62
standardization of data entry SX
field design factors 118 configuring 406
starting synchronized scan 417
archive wizard 168 SYSOP
auto index import wizard 306 default login 61
index image import wizard 321 SYSOP, initial password 61
Index Server 371 system administrator, role of the 53
Index Server service 372 system security
key reference import wizard 313 module for configuring 44
migration wizard 184
queue manager 383 T
stationary media 162
on-line 163
table
stored on-line
AE_PID 213
archiving to 166
AE_SEQ 211
status bar
Talaris feature
configuring 397
configuring 421
enabling display of 397
telephone data type 92
hide 65
template settings 447
hiding 397
template, fine reader 447
showing 397
template, for copying privileges 267
status, reset batch 215
text
storage
color bar 418–419
locations 38
data type 87
off-line 163
default display 408
on-line 163
e-mail format 425
storage format
export format 430
AX images 438

Index
U-V
full-text search results 342 deleting from AX 262

paste 418 icons 231
view 448 import 255
Then Load 311 managing group membership 238
then load 318, 326 mapping 253, 260
threads, using multiple with Index Server 342 naming a new 250
Threshold slider 416 password
thumbnail tab 450 change 256
thumbnails set 251
configuring 450 privileges 262
TIFF, multi-page 440 copy 267
time troubleshooting 231
data type 90 user activity
time stamp managing through security 42
data type 91 user defined list
time stamp flag 104 data type
timeout example application 130
scanner manual feed 417 user privileges
title bar legend 221
configuring 396 user profile
title, search by 437 changing security 259
toolbar security 248
AppGen 64 user-defined list
hide 65 alphabetizing 149
toolbar buttons creating 148
change size 395 data type 95
toolbars users
adding buttons 395 500 255
configuring 394 exporting 484
customizing 395 importing 481
display 394 per database, maximum 233
enabling display 394 users page
removing buttons 395 configuring for a new group 238
tree structure in AppGen 64
troubleshooting V
groups 231
users 231
validation mask 102
true color images
characters 147
e-mail format 424
field flag
export format 428
storage format 438
special mask characters 148
values
U add a DLS keyword 274
add a DLS wildcard 275
unique change 279
index 99 delete 279
unknown data source 409 deny group access 273
unlock export to a file 280
queue 387 grant group access 272
Update Monitor 56 import from a file 276
Use alternative security 192 specify 273
user vendor 427
add 255 verification, bypassing 489
changing full name 257 Verity
changing group membership 258 assigning collection to K2 Server 349
changing license group 257 full-text database, creating 348
creating 249 servers, installing 344

Index
W-Z
Verity Administration component WorkflowXtender settings, configuring 454

installing 344 WorkflowXtender tab 454
using to assign collection 349 workstation
Verity full-text engine 340 configuration 55
configuring application to use 139, 156 license group for 68
configuring AX system to use 343 License Server information 67
Verity KeyView Viewer load settings 462
definition of the term 36 save settings 455
view foreign files 409 workstation, configuring 392
versions write path
per page, maximum 120 annotation 140
view changing 157
application properties 153 configuring for new application 140
applications in data sources 384 configuring for OCR 141
elements of a job 389 definition of the term 39
Index Server information 374 full-text database 141
jobs in a queue 386 local 441–442
log file 377 local scanning 441
options, full screen 401 setting 139
properties of a job 388 write path configuration
properties of saved queries 211 during migration 195
queues in data sources 384 write paths
saved queries for an app 209 per database, maximum 120
view settings, configuring 407
view tab 407 X
viewing
auto index import wizard status 311
XipPrint II feature
views
configuring 421
display as dialog box 399
XML
display as subwindow 400
exporting 484
docking 398
importing 481
hiding on use 401
XtenderSolutions License Server 48
VOLID.RDS
moving to media after archive 175
volume label Y
search drives 442
using with index/image import 297 Y2K compliance
volume labels date index values 437
use in optical path configuration 143 year 2000
date index values 437
W
Z
width in fields
change in import file setup page 302 zip code data type 93
width in lines, color bar 419 zoom
wildcard character allowing for text 418
use with index/image import 297 configuring 407
using to import multiple files 297 settings as pixels 408
wildcards zoom percent 408
add a DLS wildcard 275
document level security 224
Windows NT shares
DX write paths 143
Windows security provider 41, 224
AX login vs. workstation login 225
troubleshooting users and groups 231
wizard, full-text indexing 350


ApplicationXtenderAdministratorsGuide 5.25

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ApplicationXtenderAdministratorsGuide 5.25

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Final Document - Last Modified on 12/10/04

Copyright © 1994-2004. EMC Corporation. All Rights Reserved.

Chapter 1: Introduction.......................................................................................... 28.

Chapter Summary ........................................................................................................................ 29.

ApplicationXtender, Release 5.25

ApplicationXtender, Release 5.25

What is the Normal AX Mode? ........................................................................................ 50.

Chapter 2: Getting Started..................................................................................... 58.

Selecting Data Sources ................................................................................................................ 58.

Chapter 3: Using Audit Trails ................................................................................ 69.

Starting an Audit Trail ................................................................................................................... 70.

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Configuring Audit Trail Settings .................................................................................................... 71.

Chapter 4: Designing an Application.................................................................... 84.

Design Considerations ................................................................................................................. 84.

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Leading Zeroes Flag ............................................................................................... 103.

Chapter 5: Creating an Application .................................................................... 134.

Pre-defined Applications: _FORMS and _RSTAMP................................................................... 135.

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Adding a Field ...................................................................................................................... 146.

Chapter 6: Managing Existing Applications ...................................................... 151.

Viewing Properties of an Application .......................................................................................... 153.

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Selecting an Archive Retrieval Method.......................................................................... 170.

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Automating Migration ........................................................................................................... 197.

Chapter 7: Managing Security............................................................................. 219.

Introduction to Managing Security .............................................................................................. 220.

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Adding the Advanced Right to the Account ...................................................... 227.

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User and Group Privileges ......................................................................................................... 262.

Chapter 8: Import Wizards................................................................................... 290.

Using AX Import Wizards: An Overview ..................................................................................... 291.

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Key Reference Import .......................................................................................................... 294.

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Starting the Index Image Import Wizard ........................................................................ 321.

Chapter 9: Managing the Index Server ............................................................... 339.

Configuring the AX System to Use the Index Server.................................................................. 340.

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Specifying an AX Login Account ................................................................................... 362.

Chapter 10: Managing Queues............................................................................ 383.

Starting Queue Manager ............................................................................................................ 383.

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Viewing Jobs in a Queue............................................................................................................ 386.

Chapter 11: Configuring AX Workstations......................................................... 392.

Customizing the AX Desktop ...................................................................................................... 392.

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Scale-to-Gray ....................................................................................................................... 408.

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Print Original Size ................................................................................................................ 420.

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Enable ODMA Attribute Search ........................................................................................... 437.

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Importing Digital Certificates ................................................................................................ 453.

Appendix A: Importing and Exporting XML Data .............................................. 464.

Importing XML Data.................................................................................................................... 464.

Appendix B: Integrating TELEform..................................................................... 485.

Preparing for TELEform Integration............................................................................................ 486.

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