Using a DataMatrix 2D Barcode to Encode Specific Filing Information

02/28/2017 - vMedia's barcode features have been enhanced to handle barcodes from multiple firms in a robust way. This applies to scanning and Print To vMedia ("PTV"), as well as barcode documentation.

Because DataMatrix 2D barcodes can store a substantial number of characters in a compact space, it becomes possible to encode filing instructions for vMedia within the barcode structure itself. When vMedia scans this specially formatted barcode, the embedded filing instructions dictate which index fields are filled in. In addition, when using an "intelligent" DataMatrix 2D barcode, a "Firm ID Number" can be included which will uniquely identify the document and the barcode belonging to a specific vMedia system.

NOTE: There is a long standing limitation in the 2D DataMatrix engine in WordPerfect (actually a limitation in the WP Merge) whereby Merge variables are limited in length to 127 characters. To overcome this limitation, which affects the ASSIGN merge command, an alternate strategy for creating the 2D barcode was developed that avoids the WP Merge variable. See "Alternate Method for 2D Barcode Generation with WordPerfect and the Collection-Master Merge" for details.

How to Configure

Create a DataMatrix barcode anywhere within the document that conforms to the following structure:

~?IMnnnnn~fieldname1=/value1~fieldname2=/value2

Characters in bold type should be interpreted literally and must appear as indicated.

fieldname1, fieldname2, etc. - The name of the index field in the vMedia database that will be assigned the corresponding value.

value1, value2, etc. - The information that will be assigned to the corresponding fieldname. NOTE: Quotation marks are not permitted. To specify a character value, prefix the value with a slash "/".

nnnnn - (optional) The "Firm ID" can be any user-specified one to five alpha-numeric character. To obtain a Firm ID number that is guaranteed to be unique across the entire universe of vMedia users, please contact Client Services.

After the Firm ID number is added to your barcodes, it must be configured in vMedia to only read barcodes containing your Firm ID Number as follows.

Open the F:\vMedia\IMASTER.INI file with a text editor and navigate to [Global].

Insert the following: ID= nnnnn where nnnnn is the Firm ID you are using.

Once ID= nnnnn is added to IMASTER.INI, only barcodes that have ~?IMnnnnn will be recognized by vMedia. Since an intelligent DataMatrix 2D barcode contains the field information, the data, and possibly the document structure, there is no additional configuration of vMedia required. This feature can be used in place of or in conjunction with the universal barcode mapping system. Even though it is not used, an intelligent DataMatrix 2D barcode does receive a barcode ID like universal barcodes, which should be taken into account when configuring universal barcodes to field mapping.

Initial Configuration for Multiple Firm IDs for Scanning

Configure Global ID Value

NOTE: Changing the existing ID= value in the [Global] INI section will affect other features that use the ID= value.

If no ID= is present, all "Smart" barcodes (ones that have the correct leading characters) are recognized; even ones that include an embedded ID.

Smart barcodes without any ID are recognized and processed.

If the ID= line contains one ID, only smart barcodes that contain the matching ID are recognized.

Smart barcodes without any ID are ignored, unless the ID= line contains the string -NONE-.

If the ID= line contains multiple IDs, separated by commas, smart barcodes containing any of the specified IDs are recognized.

Smart barcodes without any ID are ignored, unless one of the IDs listed is the string -NONE-.

Scanning Usage

After configuring the ID value, scan your documents that contain barcodes as you would normally.

Confirm that the field values in the Data Entry screen contain the correct information.

In a "multiple jobs per scan" case where the scanned pages have barcodes to instruct how to split into documents and whether to auto-save, there are three methods:

A Patch Code can be utilized and the Patch Code feature is enabled in the configuration. Patch Codes trail (mark the end of the document) and the page that has the Patch Code is discarded.

A barcode that has the value of EOD can be used if that feature is enabled in the configuration. EOD barcode pages trail, and the page that contains the EOD barcode is retained as the last page of the document.

Any barcode can qualify, as long as the feature is enabled in the configuration. Split on leading page, and split on trailing page options are available for method #3. The page that contains the barcode is retained (as either the first or last page) as appropriate.

NOTE: Methods #2 and #3 above can be enabled or disabled by the scanning operator without affecting the default configuration on a job by job basis.

Using a Barcode to Indicate the Last Page of the Document