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Print this pageForward this document  DT ScanDoc - file and folder templates

 

Templates can be used to give a highly flexible approach to defining where to pick up previously scanned files and where to save DT ScanDoc files, based on a number of variables such as client number, tax year etc. This is an advanced feature, and should only be used by users familiar with simple programming or scripting.

  • Template variables are contained in < > .
  • You can only enter a template variable if you have selected "Template" in the relevant DT ScanDoc setup.
  • Any text in a template not recognised as a template variable will be carried through to the file or folder name verbatim, including spaces, even if it is included inside < >
  • The template variables are case sensitive. For some variables upper and lower case versions of the same variable will produce upper or lower case text in the file of folder name. See the list of variables below for details.

List of template variables

    <N1> First name - upper case (T1 only)
    <n1> First name - lower case (T1 only)
    <N2> Last name (T1), corporation name (T2) or trust name (T3) - upper case
    <n2> Last name (T1), corporation name (T2) or trust name (T3) - lower case
    <NNNN> First 4 characters of name - upper case
    <nnnn> First 4 characters of name - lower case
    <ID> Social insurance (T1), business (T2) or trust (T3) number
    <#> DT Max client number
    <YYYY> or <AAAA> 4 digit tax year
    <YY> or <AA> 2 digit tax year
    <UUUU> DT Max user ID - upper case
    <uuuu> DT Max user ID - lower case
    <TX> 1 for T1, 2 for T2 or 3 for T3
    <SEQ> A unique sequential 3-digit number for distinguishing between files (DT ScanDoc file name only)
    <DB> or <BD> Full path to the DT Max database - upper case
    <db> or <bd> Full path to the DT Max database - lower case

Possible uses of templates

  • If your company uses a centralised system for scanning, a system could be set up to scan into folders which are structured according to the client's identification, the tax year, the user id of the person handling the client etc.
  • If your company uses an existing structure for saving client files then templates could be used to instruct DT ScanDoc to save its files at those locations. The DT ScanDoc files will then be accessible both through the DT Max keyword interface and through your company's existing archive system.

    Examples

    <DB>\T<TX>\<YYYY>\Attachments (This will expand into the default folder for saving DT ScanDoc files.)
    <nnnn><id>_sd<SEQ>.pdf (This will expand into the default name for DT ScanDoc files.)


    When using templates you should always test fully before relying on the template setup.

    June 18, 2009