Field Lookup (Real-Time Lookup)

Lookup processes retrieve information from a third-party database and store them with the document processed in Quick Fields. As a real-time process, Field Lookup can be used in various stages of processing, including to update information during Revision. Field Lookup matches one or more values extracted from a document with a column or columns in a third-party database. When a match is found, any value from the corresponding row in the database can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. The lookup will pull data from the first row whose columns match the specified inputs. The lookup can begin when a field is updated, when a specified key is pressed, or when the document is processed.

Note: Field Lookup works similarly to the Lookup process available in processing, but can run during Revision and does not have access to additional tokens generated by other processes.

To configure a Field Lookup

1. Select the name of the document class.
2. At the bottom of the Tasks Pane, select Manage Metadata.
3. In the Real-Time Processes tab of the Metadata Management for Document Class dialog box, select Add Process and Field Lookup.
4. In the Summary step, you can specify a name and description for this Field Lookup process to help you or others remember its purpose at a glance.
5. In the Source step, specify the database to retrieve information from. You have three choices for the Configure Data Source Wizard: Windows ODBC, Advanced, and Expert.
6. Once you have configured the database connection, in the Input step, you can specify data to look up in the database.
7. Under Select the table and columns to use, select the settings you want. The available choices are determined by which data sources you have configured.
8. To configure which data to use in the lookup, click Add....
9. In the Add Input dialog box, select a column from the database and the token from Quick Fields whose value you want to match.
10. Click Add... again to configure an additional item to use in the lookup. Using more than one item will look up all the specified values. This is useful when more than one item in the database may meet some of the specified criteria. You can continue adding queries until they will identify unique columns.
11. To modify an input, select it and click Edit.... Make your changes and click OK.
12. To remove an input, select it and click Remove.
13. To create a custom SQL query, click Edit Query. Select Use Custom Query to use this query for your Lookup.
14. In the Results step, configure which fields will be updated with what information when the Field Lookup process is run.
15. To configure a field, click Add.... The Configure Result Action dialog box will open. Select one of the fields associated with your document class and specify a value that will populate the field when the Field Lookup process is run. Column tokens represent information from the database you configured in earlier steps.
16. To edit a result action, select it and click Edit.... Make your changes and click OK.
17. To remove a result action, select it and click Remove.
18. In the Trigger step, you can configure when the process will run. You can select one or multiple options.

Example: Angelica sets a Field Lookup to trigger when a field changes and when the document is processed. When a document is processed, information from the document will trigger the lookup that populates the fields from information from the database. During Revision, when reviewing the scanned documents and their metadata, she can change the field that is set to trigger the lookup and the data will be updated again.

The choices for when to update a process are:

• When a field changes: Select a field or fields.
• When a key is pressed: Select the input box and press the desired keyboard shortcut to trigger the lookup.
• When the document is processed: The lookup will run when the document is processed.

Note: If you are using more than one input value, it is better to run the lookup after processing, when all the values have been generated.

In the Options stage, you can select additional options for the Field Lookup.

The options are:

• Perform field verification: Fields will be marked as unverified if the lookup returns no data.
• Show field icons: The template will display "input" and "output" icons next to the appropriate fields.
• Clear fields when no data is retrieved: If the database contains no data, the field will be cleared.
• Log field changes: Changes will be logged to the output pane.