AutoStore: Excel Data in a Konica Minolta Database Lookup Field

Sometimes, a simple data source can be quite appropriate to supply list items for a user to choose from. In this post, we'll connect a Konica Minolta Database Lookup field to a Microsoft Excel file to serve that purpose.

A recent AutoStore project involved the Konica Minolta Open API capture with route to an existing Windows folder structure. After mapping out the basics during the discovery phase, we were looking at basic entries on the touch screen.
  • Client Name
  • Document Type
  • Document Date

Based on the selected AutoStore form, the Document Types would vary. Enough was known about the scanning workflows to start building an initial configuration, but the customer still needed to compile a list of the Document Types.

Of course, it's simple to add list items into the properties of a List Field, but it means the CFG needs to be edited, saved, and the AutoStore service restarted for the new list to take effect. Relatively speaking, this would be easy for an AutoStore admin.

To keep it simple for the end user, an Excel spreadsheet was created to hold the known Document Types, and placed it in a shared folder for the user to modify over time. Instead of a traditional List field for the Konica Minolta component, we'll use a Database lookup field.

Setting up the Database Lookup field is fairly straightforward.
  1. Create an ODBC System DSN to the target spreadsheet. AutoStore uses the 32-bit version of the ODBC Data Source Administrator, which is located in the following directory:

    - C:\Windows\SysWOW64\odbcad32.exe

    The Microsoft Excel Driver (*.xls) can connect to an Excel 2003 spreadsheet. You can get the Microsoft Excel Driver (*.xls, *.xlsx, *.xlsm, *.xlsb) by installing Microsoft Excel 2007 and newer, or by installing the 32-bit version of the Microsoft Access Database Engine.
  2. In the Konica Minolta form, for the In the Database Lookup field, go to the field properties. To the right of the Connection String, click on the ellipsis [...] button. In the Data Source list, choose Microsoft ODBC Data Source, and click OK.
  3. Select the System DSN for the Excel file in the Use user or system data source name list, click the Test connection button, which should show Test connection succeeded, and click OK to close that message box. Click OK to save and close the Connection Properties dialog.
  4. Now in the Retrieve Data From section, when working with an Excel file, there is no table available to select from in the drop-down list. Using the spreadsheet's sheet name, enter that into the Table combo-box with a dollar-sign ($) character at the end of the sheet name.

    Example: Sheet1$

    Click the Connect button, and you should now see the column names for that sheet in the Value Column and Display Column drop-down lists. Click Test to view the results, and click OK to finish.

Save, restart, and these items should now show up in that field on the device. What's nice is much like with any other data source, the client is empowered to manage this list of items when they see fit. Make sure they have access to the file, such as a shortcut to the folder.

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