Using Data XChange, indexing data created in another location (like an accounting or other line-of-business application) can be pulled into GlobalSearch records. This can save a lot of redundant data entry time when users import data from source records into editable Fields. For example, after a purchase order has been scanned and indexed into GlobalSearch the invoice for services rendered arrives. It can be captured with just the P.O. number; all other indexing data could be pulled in automatically.

Before users can access Data XChange in the web client, you must map an external source (or sources) for an Archive. Data XChange can be configured to look up data from any ODBC- or OLEDB-compliant data source (Open Database Connectivity or Object Linking and Embedding, Database data source). These sources will appear in the Document Viewer of the GlobalSearch client.  Please refer to https://square9softworks.atlassian.net/wiki/spaces/GS61/pages/1448938251 for more information.

Data XChange does not appear initially at import in the GlobalSearch web client. Users must import and then open the document in the Document Viewer and then select Data XChange. Once configured, however, users can open a document in the Document Viewer, select a source, and the data lookups for the document will draw indexing data for editable Index Fields (not System Index Fields) from source records. If there is a similar document matching the indexing information being used, Data XChange will fill in as many Fields as possible in the current document with data from the matching data record. If more than one matching data record is found, users will be prompted to select the correct one.

Create Links to External Data XChange Sources

  1. To set Data XChange sources, on the GlobalSearch toolbar, in the Administration menu, select Administration.

  2. In the vertical Administration menu, select Archives. A list of Archives will appear.

  3. Click the More Options () icon for the selected Archive and select Data XChange.



  4. Click New.

  5. In the Data XChange Source dialog that appears, enter the name of the source in the Source Name text box. Use a short but descriptive name to indicate to users what Data XChange source is being used for updating. 




  6. Enter the connection string in the Connection String text box. The data source can be in a file format where a connection string can be created, such as CSV file, a SQL table, or an Access database.

  7. Click Go.

  8. Click the Select a data source Expansion (triangle) icon and in the Mapped Fields group, select one or more of the Archive Index Fields to map to from the list of available Fields.

  9. Click Save.

  10. Click Close to close Data XChange Sources.


Modify External Data XChange Sources Settings

  1. To modify links to external Data XChange sources, select Administration > Administration > Archives.

  2. From the list of Archives, click the More Options () icon for the selected Archive and select Data XChange.

  3. In the Data XChange Source dialog, select the source and click the Edit () icon and make changes to the settings.

  4. Click Save to save changes and then Close.


Delete Links to External Data XChange Sources

  1. To delete links to external Data XChange sources, select Administration > Administration > Archives.

  2. Click the More Options () icon for the selected Archive and select Data XChange.

  3. In the Data XChange Source dialog, select the source and click the Delete (-) icon.

  4. Click Close.


Example: Data XChange Connection String

The Connection String provides instructions on how the GlobalSearch server talks to the external data source. In this example, you need the connection string to link to a CSV file on drive C of the GlobalSearch server and the CSV file has column headers. The connection string should look similar to the examples below:

Access:
Provider=Microsoft.Jet.OLEDB.4.0;Data Source=c:\data\updatefiles;Extended Properties="text;HDR=Yes;";Persist Security Info=False

SQL:

Provider=sqloledb;Server=sqlservername\instancename;Database=databasename;Trusted_Connection=Yes;