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There are two types of data sets in FlexiCapture:
  • The first type only contains information about the structure of the data.
  • The second type contains the data from the external database. This is enabled by selecting the Cache data option in the properties of the data set.
Updating a data set synchronizes it with its external database and makes the up-to-date data available in FlexiCapture. Only data sets that contain data from an external database need to be updated. Data sets are updated at various times:
  • An update can be initiated in the Document Definition Editor by the user.
  • An update can occur after a certain time period since the last update, when the batch is opened on the Administrator Station or on the Operator Station of FlexiCapture Standalone, or on the Project Setup Station of FlexiCapture Distributed. This time period can be changed.
  • An update can be explicitly initiated by a user of the Processing Server or of a full-featured station (that is, a FlexiCapture station with access to all of the program’s features, which can only be used in the local area network), or according to a schedule set up on the Processing Server or on the Project Setup Station.

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Update data sets in the Document Definition editor

1

Open the Document Definition properties

Open the Document Definition menu and click Document Definition Properties….
2

Open the Data Sets tab

Go to the Data Sets tab in the dialog box that opens.
3

Update the data set

Select the data set you want to update and click the Update button.

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Update data sets when batches are opened

To enable automatic updates, open the properties of the data set, select the Update interval, and specify the interval between updates. An update is initiated when a certain amount of time has elapsed since the last update and the batch is opened on any station of the Standalone version, or on the Project Setup Station in the Distributed version of FlexiCapture. Some stations do not have access to the external database, making it impossible to update their data sets. You can disable data set updates on stations by clearing the Update data sets when batch is opened option on the Document Processing tab in the Options dialog box, or by editing the following registry subkey:

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Schedule data set updates

In FlexiCapture Distributed, data set updates can be initiated from the command line on the Processing Server or on any full-featured station (except remote stations and web stations). This is only possible when the Processing Server or station has access to the FlexiBr.exe or FlexiBrSvc.exe file. Use the following command to update data sets:
  • <project path> is the URL of the project on the FlexiCapture Application Server, such as https://<ApplicationServer>/ProjectId, where <ApplicationServer> is the name of the computer on which the Application Server is installed. You can copy this URL from the properties dialog box of the project on the Project Setup Station.
  • <Document Definition name> is the name of the Document Definition to which the data set belongs.
  • <data set name> is the name of the data set that needs to be updated.
Only Administrators and the user of the Project Setup Station can use this command in FlexiCapture. Example of a command that can be run on the Processing Server to update the Vendors data set:
This command updates the data set on the Processing Server. However, full-featured stations keep using their local copy of the data set until they are restarted. Processing Stations that run as Windows services update their local copies of the data set in the background before each recognition process. You can also use Windows Scheduler to configure the data set to be updated on schedule.

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Merge data when updating a data set

FlexiCapture lets Operators edit data sets during processing. In particular, users can add new vendor and business unit data and modify existing data. These changes are not carried over to the external database. The external database can be edited independently. Data sets are updated as follows:

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Replace data set data with data from an external database

If the Operators do not make any changes to the data set, all of the data it contains is replaced by data from the external database upon each update. If the Operators do change the data set, the Administrator can overwrite it with data from the external database, deleting all of the Operator’s changes. To do this, reconnect the data set:
1

Select the data set

Open the Data Sets tab in the Document Definition Properties dialog box and select the data set you want to reconnect.
2

Open the setup

Click the Set Up… button.
3

Reconnect the data set

Specify the connection string, select a schema and a table, and specify matching columns.
For more information, see Using vendor and business unit databases.

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Update data sets using scripts

For more information, see Data set update script.