Looking to integrate Brainware into your OnBase environment? The good news is it’s a relatively smooth process that can significantly enhance your document management capabilities. It allows your system to send images and import data from your Brainware solution.

Before starting, however, know that the user account performing the send to Brainware function needs to belong to a user group with the create revisions privilege. If this isn’t set up properly, the user will be unable to check out the document or export it to Brainware.

This blog and the video below will walk you through the key steps to ensure a successful integration.

How to Integrate CPD with Brainware

4 Steps to Integrate Capture Process Designer (CPD) with Brainware

1. Setting Up in OnBase Studio

The setup process begins in OnBase Studio. Navigate to the capture process tab in the repositories pane on the left. On the left hand side of your screen, click on the “Toolbox” tab” and drag and drop the “Brainware Integration” into your field.

2. Configuring the Properties

Next, we’ll be focusing on the properties pane in the right hand side of the screen. Within this pane, you’ll see the “Location” field. This is the UNC path where OnBase will export images and where Brainware will import images. to configure the UNC path for image export and import, Choose your location – in the video example, we chose a test location. In the “File Name Parts” field below “Location,” you will create your naming structure, which must include the document ID as the first element. If we don’t do this, Brainware will be unable to import the image and the image will not send. Beyond that first element, however, you can add in whatever naming convention you’d like. You can also add a delimiter if you’d like.

3. Creating Brainware Integration Status Step

In the bottom right hand of the screen, click on “Add Mapping.” Enter your desired name into the “Mapping Name” field.” Below that, you’ll see the “Polling Location” field. This is a UNC path to the directory to which Brainware will export XML files. Enter your desired path.

As a quick aside, if you have multiple mappings for Brainware integration status steps in a custom capture process, your data capture server will return the XML files in the order of lowest to highest ID numbers. So if the same path is used for multiple mappings, this can result in erroneous mappings being applied to the XML files. As such, it’s recommended to have separate UNC paths for each Brainware integration status step.

Under “Polling Location,” you will see “Integration Type.” In this example, we are doing an integration for Brainware for Intelligent Capture, so we select the option labeled “Generic.” But if you are doing an integration for invoices or transcripts, you would select either of those specifications there instead. Know that the process for performing these types of integrations is almost identical to what we’re doing in this example, so this guide should still be helpful to you.

Once you click “Generic,” it’ll automatically check the “Classification” box. But if you want to update documents with extraction results for Brainware solution, you would check the “Extraction” box. Next, click “Load Example File” and select an example file you’d like to use.

4. Mapping and Classification

Next, you will see the “Generic Classification” screen. In the “Document Types” box, you will see each document types assigned to the scan queue. On the right, you’ll find all the XML nodes that are assigned to your XML file.

At the bottom box, the wizard will automatically map document types with XML nodes. If any document types are unmapped, you would select the document type to be mapped in the node and click the link button located between the “Document Types” and “XML Nodes” box. This will automatically add it to the mapping list. This will tell the software what correlates with what so that the SML file can be read correctly and the information can be displayed properly. Make sure that you map this correctly and accurately.

When you’re done, clicking “Next” will bring up one of two screens. For this example, it’ll proceed to the “Options” screen since we selected the “Classification” option. But if you selected the “Extraction” option on the import settings page, you will have the extractions mapping page appear for you. Here are your two paths depending on whether you chose classification or extraction:

If you selected the “Classification” option: Here, you’ll see the Options screen, where you will have a few different options you can choose between. Clicking “Add XML Rendition” will include a rendition of the XML file with the processed image. The XML file will be corresponding with the document type in the document set. To transition a document directly after Brainware Intelligent Capturing processing has been completed for that document, you would select “Transition Document on Completion.” And if you need verification reports to be generated for the intelligent capture process itself, you would select “Generate Verification Reports.” Additionally, determine if the SML results will be saved once the Brainware processing is complete. If so, enter a shared UNC path to the directory. If not, click “Delete Results.” Then, when you click “Next,” it’ll bring you to the summary page. Here, you can look at all the settings you’ve set and confirm they’re correct. Clicking “Finish” will create the mappings. With that, you can point the rest of the capture process by configuring any other status steps or evaluators as needed.

If you selected the “Extraction” option: Once you’ve selected the “Extraction” option under “Integration Type” and then done your generic classification, you’ll find yourself on a new page called the “Extraction Mappings” page. Normally, on this page you would see each document type that’s been mapped to an XML node and it’ll be displayed with a total number of mapped keyword types and Brainware XML fields. You won’t be able to return to the generic classification page or the import setting page after you double click a document type row here, so make sure all settings and options on those pages have been done correctly before double clicking on a document type row. Next, you can load in an example XML file on this page, and if you do, the results will be loaded into the wizard, and it’ll attempt to automatically map the results.

When you click “Next,” it’ll take you to a familiar page where you have keyword types and XML nodes to be mapped together. On that page, you will then want to click “Next Mapping” if it’s available. If it’s not available, click “Next Document Type.” In both cases, the pages will be the same layout, just mapping different things. You will then return to the Extraction Mapping Page. Here, you can repeat the process for any keyword instance, groups, and Brainware XML nodes. If you’re done, just click “Next,” and you’ll be back to the options page, and we’ve already explored all the options on here. That’s all there really is to integrating CPD with Brainware.

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