SMTP

Configure the import source settings for a SMTP server type.

  1. In the New import source dialog box, on the Type list, select SMTP server type.
  2. Enter a unique Display name for the mailbox.
  3. By default, the import connection is Active.
  4. To normalize the incoming image files to TIFF and create pages, select Normalize images and create pages. (Default: Clear)
    Note
    • To normalize images and create pages for the images in Import (old behavior), the Normalize images and create pages option is enabled on upgrading TotalAgility from version 7.5.0 or lower. We recommend that you do not select this option for new process maps.

      For new process maps, keep this option clear (default). Use the Document conversion activity to normalize the images and then create pages for the images. You can also address issues such as scaling and orientation in the Document conversion activity and then use any Capture activities in your process map.

    • The Document conversion activity runs on the transformation server (scalable and optimized for heavy loads) that can manage the tasks of converting, splitting images and creating pages efficiently.

  5. To create a document from the email body and classify and extract information from it, select Create document from body and provide the following settings. (Default: Clear)
  6. To import the required sections of the email and their occurrence, select one of the following options for Import content:
    • Attachments

    • Attachments first and body

    • Body first and attachments (Default)

    • None

    • Only Body

  7. To import the body with metadata in its header instead of plain body, select one of the following options for Body with message header:
    • Exclude message header (Default)

    • Include message header of email

    • Include message header of email and embedded email(s)

  8. To import an EML file same as the original email including attachments, select Include complete message as EML file. (Default: Clear)
  9. To import an MSG file same as the original email including attachments, select Include complete message as MSG file (Default: Clear)
  10. In the Skip import for extensions field, enter a list of all the file types which you do not want to convert. Delimit each file type with a semicolon. For example, to skip the conversion of PNG and TEXT files, enter .png;.txt.
  11. In the Skip import for files of size (bytes) less than field, enter a valid file size. TotalAgility skips the conversion of files with file size less than specified in this field. (Default is 0, which means this field is ignored.
  12. To allow the extraction of documents from PDF portfolio files, select Extract PDF portfolio content. (Default: Clear).
  13. Under Documentation normalization, configure the following settings:
    1. To normalize non-PDF eDocuments (MS Office documents) to PDF/A, select Normalize non-PDF eDocuments to PDF/A and configure the following settings. (Default: Clear)
      1. To skip converting certain file types to PDF/A format, enter the file types in the Skip PDF/A preparation for extensions field and separate each file type with a semicolon. For example, to skip the conversion of PNG and TEXT files, enter .png;.txt.
      2. To specify the minimum file size below which TotalAgility should skip conversion of files to PDF/A, enter a file size in the Skip PDF/A preparation for files of size (bytes) less than field. (Default: 0, which means this field is ignored.)
      3. To concatenate PDF files selected at the time of importing, select Concatenate multiple PDF files. (Default: Clear)
      4. On the Output PDF format list, select one of the following the output format for normalized PDF files:
        • PDF

        • PDF/A-1a

        • PDF/A-1b (Default)

        • PDF/A-2a

        • PDF/A-2b

        • PDF/A-2u

        • PDF/A-3a

        • PDF/A-3b

        • PDF/A-3u

        Note
        • If the input PDF file format is not compatible to be converted to the required output format, the actual output format may be downgraded. For example, if the input file version is PDF 1.5 and if the "Output PDF format" field is set to PDF/A-1a, PDF/A-2a or PDF/A-3a, the output PDF document is PDF/A-1b,PDF/A-2u or PDF/A-3u respectively.

        • For a complete list of supported input file formats and respective output PDF formats, refer to the Kofax TotalAgility Administrator's Guide.

      5. To embed the source files in the normalized PDF file, select Embed original source file. This option is only available when Output PDF format is set to PDF/A-3a, PDF/A-3b or PDF/A-3u.
        Note If the input source file is of XML type, it is not embedded in the normalized PDF file.
    2. To convert the PDF documents to the ISO-standardized PDF/A format, specialized for digital preservation of electronic documents, select Normalize incoming PDF documents to PDF/A and configure the following settings. (Default: Clear).
      1. On the Output PDF format list, select one of the following the output format for normalized PDF files:
        • PDF

        • PDF/A-1a

        • PDF/A-1b (Default)

        • PDF/A-2a

        • PDF/A-2b

        • PDF/A-2u

        • PDF/A-3a

        • PDF/A-3b

        • PDF/A-3u

        Note
        • If the input PDF file format is not compatible to be converted to the required output format, the actual output format may be downgraded. For example, if the input file version is PDF 1.5 and if the "Output PDF format" field is set to PDF/A-1a, PDF/A-2a or PDF/A-3a, the output PDF document is PDF/A-1b,PDF/A-2u or PDF/A-3u respectively.

        • For a complete list of supported input file formats and respective output PDF formats, refer to the Kofax TotalAgility Administrator's Guide.

      2. To embed the source files in the normalized PDF file, select Embed original source file. This option is only available when Output PDF format is set to PDF/A-3a, PDF/A-3b or PDF/A-3u.
        Note If the input source file is of XML type, it is not embedded in the normalized PDF file.
    3. To allow conversion of XFA forms to PDF documents, select Flatten XFA forms to PDF/A documents using Adobe Experience Manager. (Default: Clear).

      Ensure the following:

      • Install the Adobe Experience Manager output service and ensure that the web service interface is available.
      • Configure the Adobe Experience Manager credentials in the Kofax Message Connector configuration.

      Note If support for Adobe LiveCycle is available, you can also use Adobe LiveCycle for conversion of XFA Forms.
    4. If there is any exception during the normalization process of a document, you can import the unprocessed document. To import such unprocessed documents, select Import exception page for failed preparation (default: Clear). A document with error information is generated and the original document is appended to this document.
  14. Under VRS processing, configure the following settings:
    1. On the Scan/VRS profile list, select a Scan/VRS profile.
    2. To extract the text from PDF, on the Extract text from PDF list, select one of the following options:
      • All text(Default): Extracts both visible and invisible text.
      • Automatic: Extracts only visible text. If results are empty, then extracts by including invisible text in the results.
      • Ignore all text layer: Extracts PDF through OCR. PDF text layer is ignored.
      • Visible text only: Extracts only visible texts.
    3. In the Word separation characters field, enter the characters that you need as word separators. Default characters are: /, :, (, ), - and #.

      When processing the PDF text, strings of text containing these characters are treated as separate words. For example, 1234/56 is treated as three separate words, 1234, /, and 56.

    4. To apply the selected Scan/VRS profile to the documents, select Apply Scan/VRS profile to eDocuments. (Default: Clear)
  15. For Document archiving, in the Archive folder field, enter the path to a local folder (such as, C:\Archive) or a network folder where the archived documents are stored. For more information, see Kofax TotalAgility Administrator's Guide.

    To test the archive folder, click Test archive folder.

  16. To send notification emails to configured email addresses when the document import process is partially successful or failed, configure the following Notification Settings:
    1. In the Reject notification recipient list (delimited by “;”) field, enter email addresses to which you want to send the notification. Delimit each email addresses with a semicolon.
    2. To send notification to the originator, select Send email to originator. (Default: Clear)
    3. To attach the original message (in eml format) to the notification mail, select Include complete email message as attachment. (Default: Clear)
    4. In the Message from field, enter the email address of the sender.
    5. To verify whether the recipient list have received the emails by sending a test mail, click Send a test notification email.
  17. Under XML processing, select the import options for XML file:
    1. On the Kofax XML import mode list, select one of the following options:
      • Do not map XML fields to TotalAgility fields: The XML file fields are not mapped to the TotalAgility fields.
      • Map XML fields to TotalAgility fields and reject on mismatch: TotalAgility imports the XML file and maps the TotalAgility fields to XML file fields. If there is any difference in the fields specified in the XML file, TotalAgility rejects the XML file.
      • Map XML fields to TotalAgility fields and allow fields mismatch: TotalAgility import the XML file and maps the TotalAgility fields to XML file fields. If there is any difference in the fields specified in the XML file, TotalAgility will still import the file and display the errors in the Message Connector.
    2. On the Kofax XML page tag processing level list, select either option:
      • Document: Imports a Kofax XML containing reference to a multi-page TIFF file.

      • Page(default): Imports Kofax XML containing reference to a single page TIFF file.

    3. To create a document from the XML content, select Create document from XML content (default: Clear). Additionally, on the Process list, select the process which contains the Document conversion activity with required XML rendering configuration.
      By default, you can only map the XML content to the XML process variable.
      Note You must select this option to use the XML rendering feature in the document conversion activity.
  18. On the Job type list, select one of the following job types to associate an action with the POP3 server so that a job can be created at runtime.

    Create new job(Default)

    1. On the Select a Process list, select a process or case.

      If the selected process or case map has any initialization variables, the parameters appear under Initialization variables.

    2. To map the parameters to the initialization variables, on the Mapping list of the initialization variable, select a dynamic value or click and enter a static value.

    Create new case

    1. On the Case list, select a case map.

      If the selected case map has any initialization variables, the parameters appear under Initialization variables.

    2. Select an Expression type:

      • Regular: Enter an expression to extract the case reference from a subject in the Case ref field.

      • XSL: Enter an XML expression to extract the case reference from the XML data in the Case ref field.

      • None (default): Automatically uses the job ID as the case reference.

    3. Map the parameters to the initialization variables, using a dynamic or static value.

    Create job in case

    1. On the Process list, select a process, case fragment or case.

      If the selected process or case map has any initialization variables, the parameters appear under Initialization variables.

    2. Select an Expression type:

      • Regular(default): Enter an expression to extract the case reference from a subject in the Case ref field.

      • XSL: Enter an XML expression to extract the case reference from the XML data in the Case ref field.

    3. Map the parameters to the initialization variables, using a dynamic or static value.

    When you use a process with a document initialization variable; a new job is created for each document. However, when you use a process with a folder initialization variable; one job is created and the documents are added to the folder.

  19. Click Save.

    The New import connection dialog box is displayed.

  20. Click Save for the changes to take effect.