Export2CM (vMedia Export Program)

NOTE: Export2CM is an interface between Collection-Master and vMedia. The export can only be performed by a vMedia Power User or a vMedia System Administrator. If an invalid tier membership is detected, an error message will appear as follows:

NOTE: For clients that are using both SQL (Spectrum, vParser) and Non-SQL (Hanna Importer) importers, two Export2CM profiles must be configured in the IMASTER.INI file.

NOTE: FNList_Print allows the program to display the same log. It not only formats the data in columns, it updates the list every second using a GRID/LIST. The net impact is a huge improvement both in GUI appearance and Performance.

Overview

Export2CM is a module designed to extract document data for Collection-Master, import into the Paperless File, and then to return updated field values back to vMedia. In Collection-Master, the Paperless File will display the initials of the user who scanned/printed to the file with vMedia.

This integration component (Export2CM) is required in SQL-only vMedia sites, and is strongly recommended in SQL-shared sites. In SQL-only configurations, Collection-Master's [4-2-6] import feature will not work. No documents are exchanged, as Collection-Master is unaware of SQL. In SQL-shared sites, document synchronization will still occur; however, there will be a delay and the reverse data flow will be incorrect if the document index is edited after it has been saved and synched.

• Prior to Collection-Master 8.3, when Collection-Master imported data from vMedia regarding new scanned images, it recorded the user's initials logged in at the computer where the import into Collection-Master occurred. This was the default behavior.
• Now, the initials of the user who actually did the scanning are now available and vMedia may be configured to pass those initials to Collection-Master so that the scanner's initials will appear in the Paperless File Notes as opposed to the importer's initials.
  • To turn on this behavior, vMedia must be configured to send the scanners login name to Collection-Master as part of the import process. Once vMedia is configured, Collection-Master will automatically show the scanner's initials in the notes. New images will have the scanner's initials. Additionally, this will add 16 bytes to each image.

NOTE: This is a "go forward" configuration, meaning previously scanned images prior to changing vMedia's configuration will continue to show the importer's initials.

• As of Collection-Master 8.3, the Collection-Master image importer engine will pass the claim's Forwarder Number to vMedia. This will automatically update the vMedia database with the correct Forwarder Number.

To turn on this behavior, vMedia must be configured to send the scanners login name to Collection-Master as part of the import process. Once vMedia is configured, Collection-Master will automatically show the scanner's initials in the notes. New images will have the scanner's initials. Additionally, this will add 16 bytes to each image.

NOTE:  vMedia has a 2 GB file size limit, so if your image database is approaching the 2 GB limit, you might consider not turning on this "scanner's initials" feature until you've enabled the SQL database, which allows for databases over 2 GB in size.

Benefits

• Better data isolation between vMedia and Collection-Master

• Faster synchronization, since only the appropriate records are offered to Collection-Master

• Integrated SQL Server support for vMedia SQL Version

Field Synchronization

When importing files using the key of forwarder reference number (MASTER.FORW_REFNO), the EDI Type must also be specified on the vMedia side, and also match the forwarder that is assigned to the claim with the matching FORW_REFNO.

There are two classes of fields involved with data transfer between Collection-Master and vMedia: Index fields and Non-index fields.

• Index fields are used to help Collection-Master locate the proper consumer file.
• Non-index fields are used to return data back to vMedia after a match has been found.

Key fields (in order of operation) that search for data in Collection-Master.

Within the group of index fields, the import program selects only one to perform a search. Which field is chosen is based on a priority order where all higher priority index fields must be blank. If after looking at open claims by the last "Lookup Value" (Forwarder Reference Number + EDI Type) and no match is found, then closed claims are searched starting over by File Number.

vMedia and Collection-Master Data Exchange (SCANDMS)

The table-order of the returned non-index fields indicates the priority order of the index fields in the returned list.

NOTE: The combined field search of Forwarder Reference Number + EDI Type is used to weed out false matches when clients use the same numbering sequences for the reference numbers.

The correct claim is identified by searching the "Lookup Value" order in the image until a match is found.

• The first lookup is by File Number.
• If a matching File Number in open claims is found, the search stops and the data is gathered and passed to vMedia.
• If a matching File Number is not found, then a match is attempted by Docket Number.
• If a matching Docket Number in open claims is found, the search stops and the data is gathered and passed to vMedia.
• If a matching Docket Number is not found, then a match is attempted by Forwarder File Number.
• If a matching Forwarder File Number in open claims is found, the search stops and the data is gathered and passed to vMedia.
• If a matching Forwarder File Number is not found, then a match is attempted by Co-counsel File Number.
• If a matching Co-counsel File Number in open claims is found, the search stops and the data is gathered and passed to vMedia.
• If a matching Co-counsel File Number is not found, then a match is attempted by Forwarder Reference Number + EDI Type.
• If a matching Forwarder Reference Number + EDI Type in open claims is found, the search stops and the data is gathered and passed to vMedia.
• If after looking at open claims by the last "Lookup Value" (Forwarder Reference Number + EDI Type) and no match is found, then closed claims are searched starting over by File Number.

The previous table has two classes of fields, the ones at the top that are identified with a description in the Lookup Value are first used as inputs to Collection-Master from vMedia to find the correct file. Once a matching consumer file is found, all fields are exported to vMedia from the Collection-Master database. A field only participates if it is configured in the vMedia database. Once a field is configured in vMedia, only new and updated documents will have information from Collection-Master placed in the field.

Installation

1. Create a subfolder under the CLSINC folder named appropriately for the task, such as VM_IMPORT.

NOTE: IMASTER.INI stores scanner, viewer, and OCR engine selections and configuration, as well as parameters for each workstation (or group of workstations) that use EIDMS. The section order is important.

NOTE: Export2CM was enhanced to write usage statistics to a separate .LOG file that is not erased. The program was also enhanced so you can chose to have the import process steps displayed in a window, or minimized to a taskbar icon so you can choose whether or not to display the process.

Imaster.ini Parameter Descriptions

[EXPORTCM] section header defaults to ExportCM; but, an alternate configuration can be specified in the IMASTER.INI file. To process that alternate configuration, include the chosen configuration name on the command parameters for Export2CM when it is executed.

CMBASE= The folder created in step 1.

DBNAME= The vMedia database name with no extension

CMEXEC= The location of the Collection-Master executable (wb32.exe or brclient.exe)

UpdateType=0 (Update using DBF tables only, regardless of the vMedia SQL configuration.)

UpdateType=1 (Update using SQL Server based tables for all vMedia databases that have a valid DSN entry, otherwise behave as in UpdateType=0 for databases for which a valid DSN does not exist.

UpdateType=2 (Update using DBF tables as the primary data source; but, also update the corresponding tables on SQL server if a file DSN exists for the database.)

ShowStatus=0 While process runs, an taskbar icon appears. If the the taskbar icon is not minimized, the processing dialog will appear and behave as in ShowStatus=1. If the icon is minimized, the process completes with no user display and no pause at the finish.

ShowStatus=1 A processing dialog appears with status and execution times for each of the three processes.

Typical Example: (non-SQL)

[ExportCM]

CMBASE=F:\CLSINC\VM_IMPORT\

DBNAME=F:\vMedia\CLS000 (This example uses CLS000 as the first six characters of the DB name; be sure to use the first six characters of your DB name.)

CMEXEC=F:\CLSINC\WBWIN\BRCLIENT.EXE

UpdateType=0

Typical Example: (SQL)

[ExportCM]

CMBASE=F:\CLSINC\VM_IMPORT\

DBNAME=F:\vMedia\CLS000 (This example uses CLS000 as the first six characters of the DB name; be sure to use the first six characters of your DB name.)

CMEXEC=F:\CLSINC\WBWIN\BRCLIENT.EXE

UpdateType=2

2. Edit Imaster.ini to include an [EXPORTCM] section as follows:

[EXPORTCM]

CMBase=F:\CLSINC\VM_IMPORT\

DBName=F:\vMedia\CLS000

CMExec=F:\CLSINC\WBWIN\BRCLIENT.EXE

UpdateType=0

ShowStatus=0

LogFile=F:\IMASTER\IMPORT_LOG\VM_IMPORT.TXT

3. Locate the new section anywhere within imaster.ini. The top of file is preferable for custom sections.

4. Save Imaster.ini. (If necessary, make it read only.)

NOTE: If you are running Collection-Master 8.2D.008 or higher, skip steps 3 and 4.

5. Open Collection-Master menu path [1-S-4-5].

6. Change the vMedia linkage (Imaster DBF) field to reference the CLS000CM.DBF file in the folder path chosen in step #1. (Example: F:\CLSINC\VM_IMPORT\CLS000CM.DBF)

7. Ensure that Export2CM.EXE resides in the network IMASTER folder; if not, contact Vertican Client Services.

8. Establish a shortcut or scheduled task to this executable.

Usage

NOTE: The Export2CM process can only be performed by a vMedia power user or a vMedia system administrator.

Run the Export2CM program in place of the [4-2-6] function within Collection-Master. Users who attempt to import via [4-2-6] instead of Export2CM will receive a relevant error message.

NOTE: Documents will be added to the Paperless File, and consumer  information will be migrated back to vMedia.

Technical Notes and Options (non-SQL and SQL)

Regarding DBNAME: Only specify the path and the first six characters of your vMedia database filename.

Regarding UpdateType= The following option types are supported:

• 0 = Update using DBF tables only (regardless of the vMedia SQL configuration)

• 1 = Update using SQL Server based tables for all vMedia databases that have a valid DSN entry, otherwise behave as in type=0 for databases for which a valid DSN does not exist.

• 2 = Update using DBF tables as the primary data source, but also update the corresponding tables on SQL server if a file DSN exists for the database.

Regarding Section Header: It defaults to ExportCM; however, an alternate configuration can be specified in the IMASTER.INI file. To process that alternate configuration, include the chosen configuration name on the command parameters for Export2CM when it is executed.

NOTE: For clients that are using both SQL (Spectrum, vParser) and Non-SQL (Hanna Importer) importers, two Export2CM profiles must be configured in the IMASTER.INI file.

For firms using both importers, configure IMASTER.INI file as follows:

[ExportCM]
;Used for standard DBF as primary (PTvM, Hanna)
CMBase=F:\CLSINC\VM_IMPORT
DBName=F:\IMASTER\CLS000
CMExec=F:\CLSINC\WBWIN\BRCLIENT.EXE
UpdateType=2
ShowStatus=0

[ExportCMSQL]
;Used for SQL as primary (Spectrum, vParser)
CMBase=F:\CLSINC\VM_IMPORT
DBName=F:\IMASTER\CLS000
CMExec=F:\CLSINC\WBWIN\BRCLIENT.EXE
UpdateType=1
ShowStatus=0

These can be run manually by creating a shortcut to the Export2CM.exe. The first profile with [ExportCM] will run by default.

To run the second profile, the header must be added to the end of the path; in this case the shortcut would read as:

• F:\IMASTER\Export2CM.exe [ExportCMSQL]

These can be configured to run back to back by creating a batch (.cmd) file with both executables listed:

• F:\IMASTER\Export2CM.exe
• F:\IMASTER\Export2CM.exe [ExportCMSQL]

Optionally, the batch file can be set up to run automatically using Windows Task Scheduler.