Release Node

Use the Release Node to release data and documents from a Workflow to GlobalSearch or to the file system. You can use multiple Release Nodes in a Workflow if you need to release to more than one location, or if you need to conditionally release to different locations based on previous workflow steps.

Release to File

You can release documents from the Workflow directly to a local or network file system.  If releasing to a network share, be sure to use a network addressable path (UNC path), never a mapped drive.  Also be sure that the service account GlobalCapture is using has permissions to the network share.

Release to Inbox or Archive

You can file documents away automatically by releasing them directly to a GlobalSearch Archive. You can also release to Inboxes in the GlobalSearch desktop client. Documents are most commonly released to an Inbox post-processing, where no indexing has been automated but where features like page separation or image enhancement are required. You then access the documents from the Inbox, where they can be indexed into an Archive manually.

Configure the Workflow Release

When to Delete at Release. The Delete at Release checkbox is enabled by default. As documents are captured, validated, and exported to an application like GlobalSearch, they are usually no longer useful in the GlobalCapture system, where they take up disk space. If your workflow has document related steps that happen after a release step, you will want to be sure Delete Files After Release is off. In these cases, you may want to leverage a Delete Node to purge documents prior to the process ending.

Check Network Share Permissions. If releasing over a network share, the user running the GlobalCapture service needs to be a user with rights to the designated export directory.

1. Drag a Release Node from the Nodes Pane to the Design Canvas.
   
   
2. In the Release Node Settings dialog that appears, enter a unique name and a description for the Node.
   As you configure settings, it changes the next settings offered.

Release Files to a Folder

1. To release documents directly to a file directory, in the Release Type group, click File.

   
   

   

   
   
   
2. Enter the directory path for the release location.
   It is a good idea to put the export directory under a directory you know that the user who is running the GlobalCapture service has rights to.
   
   
3. Enter the format for file names.
   You can use S9 Notation to select from available Process and Systems Fields to include in the file name. To do so, enter a brace ( { ) and select a Field from the list.
   
   
4. To replace captured files with new documents with duplicate file names, enable Overwrite Existing Files.
   
   
5. To delete files from GlobalCapture upon release, enable Delete Files after Release. This is enabled by default.
   Delete Files after Release is similar to the Delete All Pages setting in the Delete Pages Node.
   
   
6. Click Save.
   
   

Use S9 Notation Process Fields

When doing a File release, you can use S9 Notation in a Release Node to get to properties of a document. For example, you can name a file on release using S9 Notation: To name files based on Invoice Number Field, the PO Number Field, and the Batch ID number, in the File Naming Format text box, enter {p_Invoice Number}_{p_PO Number}_{p_BatchID}. Type a single brace ( { ) to view the list of S9 Notations to select from.

Release to GlobalSearch Archives

You can release your GlobalCapture data and documents directly to an Archive, if you have GlobalSearch installed.

1. In the Release Type group, click Archive.
   
   

   

   
   
   
2. Select a GlobalSearch instance from the Square 9 API drop-down list. The default is Square9 API Portal.
   If you have added GlobalSearch instances in the Portals interface, they will also appear in the list.
   
   
3. Select a database from the Database Destination drop-down list that appears.
   
   
4. Select an Archive from the Archive Destination drop-down list that appears.
   
   
5. To automatically create a destination Archive based on Field data, enable Import to Automatically Generate Child Archive. If enabled, from the Process Field Value for Archive Name list that appears, choose a Field.
   Use this setting very carefully. If you don’t go back and manually create a Search for the new Archive, you will never be able to find the documents in it.
   
   
6. To delete data and documents from GlobalCapture upon release, enable Delete Files after Release. This is enabled by default.
   
   

7. Click Save.

Examples: Release to Multiple Instances and to Nested Archives

Release to Multiple Instances. It is possible to have a single capture instance which is releasing to multiple GlobalSearch instances. If you run a service bureau, for example, you can capture documents and then release them to various customer GlobalSearch instances. You will be able to define the end points for each of those customers in your service bureau capture process.

Release to Sub-Archives. Suppose that you want to release to the PO Archive, with your purchase orders organized by vendor names. You can release to Sub-Archives under PO Archives based on vendor names by enabling the Import to Automatically Generate Child Archive setting and then select the Vendor Name Field in the Process Field Value for Archive Name list. That way, if a Sub-Archive for a vendor doesn’t already exist, one will be automatically created. Just be careful when you use this, because those new Sub-Archives are not automatically added to your existing Searches. You will need to manually create the Searches, if you ever want to find the documents in those Sub-Archives.

Release Performance

For "on premise" customers (customers who host their own GlobalSearch environment on the same network as their GlobalCapture environment), performance optimizations can be made to minimize network traffic related to file transfer at release time.  In the Square9.GlobalCapture.exe.config (by default, C:\GetSmart\CaptureServices\GlobalCapture_1) add the following entry to the appSettings section of the file:

<add key="GSReleaseDirectory" value="C:\SmartSearch\WebPortalCache" />

Note that the path for "value" should represent the path to your GlobalSearch server's ViewerCache location. This is defined in the Square9Api (C:\inetpub\wwwroot\Square9API) web.config file.  If the GlobalSearch and GlobalCapture servers are not physically on the same server, the path specified must be a common network share.

When this key is present in your environment, files are transferred directly in the file system, rather than through API routes.  This results in faster transfer rates as files don't need to be broken down into chunks, transferred, and then reassembled.  All customers where throughput is a consideration should leverage this setting.

Field Caching

GlobalCapture systems that release to GlobalSearch (on-premise or in the cloud - C2) have the ability to cache GlobalSearch field details.  This minimizes network traffic and improves processing speeds.  All new installations from GlobalCapture 2.2 and greater will have caching settings enabled by default.  Customers upgrading from a previous version may not have the settings present.  Any customer using GlobalSearch with their capture applications should add this setting.  In the Square9.GlobalCapture.exe.config (by default, C:\GetSmart\CaptureServices\GlobalCapture_1) add the following entry to the appSettings section of the file:

<add key="FieldTimeout" value="600"/>

Release to GlobalSearch Inboxes

You can release your GlobalCapture documents directly Inboxes, if you have GlobalSearch installed. Be aware, however, that Index Field data is not retained in an Inbox. If you have extracted data (from using the Process Field Node, or the Validation Station, for instance) it will not be retained in the Inbox. Release to an Archive instead.

1. To release documents directly to a GlobalSearch Inbox, in the Release Type group, click Inbox.
   
   

   

   
   
   
2. Specify which GlobalSearch instance the documents will be released to from the Square 9 API drop-down list.
   
   
3. Select a database from the Database Destination drop-down list that appears.
   
   
4. Select an Inbox from the Inbox Destination drop-down list that appears.
   
   
5. To delete data and documents from GlobalCapture upon release, enable Delete Files after Release. This is enabled by default.
   
   
6. Click Save.
   
   

File Names When Capturing to Inboxes

When you release documents from GlobalCapture to an Inbox, the file name always shows up as a unique character name. If you need to retain the original file names, instead choose to release to File and then release directly to the Inbox's file path on the server or network.