---
title: "Add a Document Import Application"
slug: "add-a-document-import-application"
updated: 2024-12-13T15:11:02Z
published: 2024-12-13T15:11:02Z
canonical: "kb.lasernetgroup.com/add-a-document-import-application"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://kb.lasernetgroup.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Add a Document Import Application

To enable users to add documents to the Autoform DM archive, you must add import applications to Autoform DM.

In summary, to add an import application, you follow this process:

1. [Add a new import application to Autoform DM and provide basic details and settings](/v1/docs/add-a-document-import-application#add-a-document-import-application).
2. Configure the new import application:
  1. [Specify which document definitions a user can choose from when they are archiving documents](/v1/docs/add-a-document-import-application#1-link-the-import-application-to-document-definitions).
  2. [Specify which file types are allowed](/v1/docs/add-a-document-import-application#2-specify-the-allowed-file-types).
  3. [Add import keys (key definitions) to the import application](/v1/docs/add-a-document-import-application#3-add-import-keys-to-the-import-application).
  4. [Specify which user groups and users can access the import application](/v1/docs/add-a-document-import-application#4-grant-application-access-to-user-groups-and-individual-users).

The following sections describe how to complete each stage of this process.

> [!NOTE]
> Note
> 
> You must be an Autoform DM administrator to add or modify an import application.

> [!TIP]
> Tip
> 
> To learn how users use import applications to archive documents, see [Use a Document Import Application](/v1/docs/use-a-document-import-application).

## Add a Document Import Application

To add an import application to Autoform DM:

1. In the left menu, click **Administration**.
2. In the **Managers** column of the **Administration** page, click **Application Manager**.
3. In the menu bar, click **New Application**. The **New Application - Basic Details** page opens.
4. In the **Application Type** area, select **Document Import (V2)**.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/basic details.png)
5. Provide basic details and settings for the application:
  - **Label:** The “display name” for the application. This name is displayed in the application lists in the Application Manager (for administrators) and the main **Application** page (available to all users). **Label** must be unique.
  - **Name:** The name that Autoform DM uses to identify the application. For example, in URLs. Autoform DM automatically creates **Name** from the **Label** that you enter. **Name** must be unique.

> [!NOTE]
> Note
> 
> Name must contain only lowercase letters or numbers or hyphens. It cannot contain consecutive hyphens, or start or end with a hyphen.
  - **Description**
  - **Show application on home screen**

> [!NOTE]
> Note
> 
> For a user to see an application on the main **Applications** page, they must be [granted permission to access it](/v1/docs/add-a-document-import-application#4-grant-application-access-to-user-groups-and-individual-users). Additionally, the application’s **Show application on home screen** checkbox must be selected.
  - Autoform DM 10.1 and later only:
    - **Automatically add new document definitions to this application**

Next, you must configure the application. The first configuration stage is [linking the import application to document definitions](/v1/docs/add-a-document-import-application#1-link-the-import-application-to-document-definitions).

## Configure the New Document Import Application

After you add the import application, you must configure it.

### 1. Link the Import Application to Document Definitions

As part of the archiving process, a user must classify each import document by selecting the document definition that describes it. To specify which document definitions the user can choose from when they use this import application, you must link the import application to document definitions.

Follow the steps for your version of Autoform DM:

#### Autoform DM 10.1 and Later

In the **Document Definitions** part of the **Basic Details** page, the **Associated Definitions** list contains the document definitions that are linked to the import application.

To link particular document definitions to the import application, move them to the **Associated Definitions** list:

- To move a document definition to the **Associated Definitions** list, select it in the **Disassociated Definitions** list then click **Associate Selected** below.
- To move a document definition to the **Disassociated Definitions** list, select it in the **Associated Definitions** list then click **Disassociate Selected** below.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/associate document definitions.png)

#### Autoform DM 10.0

In the **Document Definition** list on the **Basic Details** page, select a document definition.

To move to the next configuration stage, click **Next**.

### 2. Specify the Allowed File Types

The **File Types** page enables you to limit the type of file (for example, `.pdf`, `.png`, `.docx`, and so on) that users can archive through this import application. Or, you can allow users to archive any type of file.

Follow the steps for your version of Autoform DM:

#### Autoform DM 10.1 and Later

**Allow Any Type of File**

In the **File types** area, select **All**.

**Allow Only Specific Types of File**

To specify which types of file are allowed, follow these steps:

1. In the **File types** area, select **Limited**.
2. You can select from a list of preset file types. If the file type you need is not in that list, you can specify it yourself.
  - In the **Preset types** box, you can select one or more file types.
    - To select all of the displayed image types, select **All image types**.
  - In the **Custom file** box, you can specify file extensions and MIME types.
    - **File extension:** Enter the file extension (for example, `.abc`) into the box, then click **Add**.
      - If you do not add a period (.) before the file extension, Autoform DM will automatically add one.
      - The file extension must:
        - Contain only alphanumeric characters.
        - Contain no more than four characters (not including the period).
      - If the file extension duplicates a preset type or an existing custom file extension, Autoform DM will highlight the existing file type.
    - **MIME type:** Enter the MIME type into the box, then click **Add**. The MIME type must:

> [!NOTE]
> Note
> 
> Because browser support for MIME types is limited, some MIME types might not work as expected when limiting the types of file that are allowed.
      - Contain a type, followed by a slash (/), followed by a subtype. For example, `application/zip`.
      - Contain only alphanumeric characters (with the exception of the slash).
  - You can use the **Preset types** and **Custom file** boxes at the same time.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/file types.png)

#### Autoform DM 10.0

**Allow Any Type of File**

Leave the **Allowed File Types** box empty.

**Allow Only Specific Types of File**

In the **Allowed File Types** box, enter a comma-separated list of file extensions. Include all the file types that you want to allow. For example: `.pdf,.docx,.png`

After you have completed this stage of the process, click **Next**.

### 3. Add Import Keys to the Import Application

The **Import Keys** page enables you to bind key definitions (and Customer Unique Key, from Autoform DM 10.3 onwards) to your import application. The keys bound here will appear as metadata fields for the user to fill in when importing documents.

Allow enough time to carefully consider this stage of the process, because any misconfiguration here will cause problems for application users and could prevent them from uploading documents with the correct information.

Follow the steps for your version of Autoform DM:

#### Autoform DM 10.3 to 10.5

Bind key definitions to the import application, and (if required) bind Customer Unique Key (CUK) to the import application.

Follow the relevant steps below, depending on whether you want to bind a key definition or CUK:

**Bind Key Definitions to the Import Application**

Click **Add Key Binding** to add a key definition binding to your application. The next available key definition is added.

> [!NOTE]
> Note
> 
> You can bind one or more key definitions to the import application. Each key can be bound only once.

**View Key Configurations**

Each key binding’s configuration is contained in a collapsible panel. Click the panel header to expand it. Click the header again or click outside of the panel to collapse the panel.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/key binding panel header.png)

**Arrange Key Order**

The order in which keys appear on this page is the order in which they will appear to the application user when entering data.

Click **↑ Up** to move the key configuration up one level.

Click **↓ Down** to move the key configuration down one level.

**Unbind Key Configurations**

Click the **Delete** (trashcan) button to unbind the key configuration from your application.

> [!NOTE]
> Note
> 
> You can re-add the unbound key later by clicking **+ Add Key Binding**, if necessary.

**Configure a Key Definition Binding**

When you bind a key definition to an import application, you must configure the binding. Click the binding’s panel header to display its configuration.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/key_config_default_value_update.png)

**Select Key**

When the key is added, it will automatically be assigned the next key definition available.

Select a different key from the **Select Key** dropdown menu, if required.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/drop-down_keys(2).png)

| Key Type | Icon |
| --- | --- |
| String key | ![string_key_icon](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/string_key_icon.png) |
| Numeric key | ![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/numeric_key_icon.png) |
| Date key | ![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/date_key_icon.png) |
| System key | ![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/cuk_key_icon.png) |

**Input Type**

Select **Text Input** or **Dropdown Input** from the **Input Type** list.

The input field can be displayed as either:

- **Text Input:** A data entry field.
- **Dropdown Input:** A menu with a predefined set of options.

**Dropdown Input**

If you select **Dropdown Input** from the **Input Type** list, you must define the options that will be shown to the application user.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/dropdown_options_all.png)

In the **Dropdown Options** area, define the options that you want the application user to select from. Click **Add Option** to add an option.

For each option, select a value type (for example, **User defined** or **Filename**), and then enter any additional text that is required.

For a description of each value type, see the descriptions in the Default Value section below.

> [!NOTE]
> Note
> 
> You must define at least two options.

All the options that you define become available to choose from in the **Default value** list for this key binding.

Click the trashcan button beside an option to delete it.

**Text Input**

If you select **Text Input** from the **Input Type** list, the user will enter a value for the key when using the import application, instead of selecting a predefined value.

**Default Value**

Specifying a good default value can facilitate the work of the import application user.

**Dropdown input keys:** For a "dropdown input" key binding, select the default value for the import key from the list. You can select from the values that you specified when setting up the dropdown list options (above).

**Text input keys:** For a "text input" key binding, select one of the following options and then (where necessary) select or specify the default value in the adjacent list or box:

- **User property:** A particular user property that has already been defined. Select a user property from the list.
- **User's Username**
- **User's Email**
- **Filename:** The filename of the import document including its extension. For example: `Document 12345.pdf`
- **Filename (no extension):** The filename of the import document without its extension. For example: `Document 12345`
- **User defined:** Enter the value that you want the key to have.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/default_value.png)

> [!NOTE]
> Note
> 
> **Filename (no extension)** is available in Autoform DM 10.5 and later.

> [!NOTE]
> Note
> 
> For numeric keys, **User defined** and **User property** are available.
> 
> 
> 
> For date keys, **User defined** and **Today** are available.

> [!NOTE]
> Note
> 
> Extended properties must have been defined elsewhere for them to be an option in the drop-down menu.

**Regex**

Enter a regular expression to constrain acceptable default values. This is an optional field.

> [!NOTE]
> Note
> 
> The regular expression will apply to the entire string.

**Read-only**

If selected, the field will be non-editable. An appropriate default value must be set because the user cannot change this key’s value when uploading a document.

**Required**

If selected, the application user must enter a value into the field.

**Hidden**

If selected, the field will be hidden from the application user when entering data but can still be populated via default value, key seeds, or a matched document.

> [!NOTE]
> Note
> 
> This is not a security feature; it is intended to reduce on-screen clutter and save space, minimizing confusion during the document import process.

**Bind Customer Unique Key (CUK) to the Import Application**

The Customer Unique Key (CUK) metadata field enables an organization to apply a document identifier (that is meaningful to that organization) to each document.

For example, an upstream system might generate a document identifier that Autoform DM, that upstream system, and several other business systems will all use to identify the document. This shared identifier could include text, numbers, and other characters, and could include meaningful content (such as a customer number, order number, or transaction number). Autoform DM can store this identifier in that document's **Customer Unique Key** field.

Although each document that Autoform DM manages has its own unique **Document ID**, that identifier is generated by Autoform DM (according to its own ID generation process) and contains only numbers. Also, a document's **Document ID** number cannot be supplied by another business system, so if an organization wants to apply their own identifier to a document it must be stored in the **Customer Unique Key** field.

**Add Customer Unique Key to the Import**

To add Customer Unique Key (CUK) to the import, click **Add Customer Unique Key**.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/add-CUK.png)

Autoform DM adds a **Customer Unique Key** area to the page. Click the area to expand it.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/CUK-config-area.png)

**Configure the Customer Unique Key Import Field**

Customer Unique Key has some dedicated settings, and some settings that other import keys also have.

**Regex and Required**

The **Customer Unique Key** field has **Regex** and **Required** settings, which other import keys also have. For more information, see the description of these settings in the Bind Key Definitions to the Import Application part of this page.

**Barcode Type and Barcode Order**

> [!NOTE]
> Note
> 
> The barcode scan and match feature (and so, the **Barcode Type** and **Barcode Order** settings) are available in Autoform DM 10.4 and later only.

Autoform DM can automatically extract an identification code from a barcode in an import document, then use that code in the import workflow as the import document's CUK.

Barcode scanning enhances the existing CUK matching feature. If the CUK read from the barcode is a match for a document in the archive, the import document becomes a new revision of that existing document, and Autoform DM applies the existing document's metadata to the import document. Else, Autoform DM creates a new document record in its archive.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/BSM-1(1).png)

Use **Barcode Type** and **Barcode Order** to configure this capability.

For more information on the topic, consider watching our [FormBytes video](https://www.youtube.com/watch?v=AFGUYVgOczQ).

**Barcode Type**

Select the types of barcode (**Code 128**, **Code 39**, or **QR Code**) that you want Autoform DM to look for in import documents. After you add a document to an import, Autoform DM will look for barcodes in that document, and will stop looking when it successfully detects one.

**Barcode Order**

If you select more than one type, **Barcode Order** determines the order in which Autoform DM looks for barcodes of those types. For example, if you select **Code 128** and **Code 39**, but **Code 39** is at the top of the **Barcode Order** list, Autoform DM will first search the document for a Code 39 barcode. If it doesn't find one, it will then search the document for a Code 128 barcode.

If you add more than one barcode type to the import configuration, use the **Up** and **Down** arrows to specify which type of barcode Autoform DM must look for first.

**Considerations for Barcode Scanning**

**QR Codes**

Autoform DM can read a QR code from an import document only if the document contains no more than one QR code.

**Multiple Code 128 or Code 39 Barcodes in a Document**

If a document contains multiple Code 128 barcodes, Autoform DM will read one of them (but cannot guarantee which one).

The same consideration applies for Code 39 barcodes.

**Supported Document Formats for Barcode Scanning**

- PDF
  - Single or multipage documents
  - A3, A4, and A5 page size
- Image
  - PNG, JPG, GIF, BMP
  - Any image size

**Factors that Affect Barcode Detection**

The ratio of barcode size to document page size or image size affects detection success. For example, Autoform DM might not detect a very small or very large barcode on an A4 page.

The proximity of a barcode to the edge of a page or image affects detection success. For example, Autoform DM might not detect a barcode that is close to the edge of a page in a PDF document.

**Remove Customer Unique Key**

To unbind Customer Unique Key from the import application, click the **Delete** (trashcan) button in the **Customer Unique Key** area.

#### Autoform DM 10.0 to 10.2

Click **+ Add Key Binding** to add a key to the application.

> [!NOTE]
> Note
> 
> There is no limit to the number of keys you can bind. However, each key can be bound only once.

**View Key Configurations**

Key configurations are displayed in a collapsible panel. Click the panel header to open it. Click the header again or click outside of the panel to close it.

**Arrange Key Order**

The order in which keys appear on this page is the order in which they will appear to the application user when entering data.

Click **↑ Up** to move the key configuration up one level.

Click **↓ Down** to move the key configuration down one level.

**Unbind Key Configurations**

Click the **Delete** (trashcan) button to unbind the key configuration from your application.

> [!NOTE]
> Note
> 
> You can re-add the unbound key later by clicking **+ Add Key Binding**, if necessary.

**Key Configuration Options**

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/key_config_regex.png)

**Select Key**

When you add a key to an import application, the next key definition available is added. Use **Select Key** to bind a different key, if necessary.

**Autoform DM 10.0:** Select the key type from the first list, and the key definition from the second list.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/key binding(3).png)

**Autoform DM 10.1 and 10.2:** Select a key from the list. There are three types of key: String, Numeric and Date. The key icon color indicates the key type.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/drop-down_keys(1).png)

**Input Type**

The input field can be displayed as either:

- A regular input field
- A dropdown menu with a preconfigured set of options

Select an option from the dropdown menu.

**Dropdown Input**

If you select **Dropdown Input**, you must define the options that will be shown to the application user.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/drop_options(1).png)

Type the options you want to appear to the application user.

> [!NOTE]
> Note
> 
> You must define at least two options.

Click **Add Option** to add an option.

Click the trashcan button beside an option to delete it.

**Default Value**

Choose the option you want to appear in the field by default. This can facilitate the application user's work if there is a common but not constant answer.

**Text Input**

For input fields, type the default value in the field.

> [!NOTE]
> Note
> 
> For date keys, select the default date from the calendar.

**Dropdown Input**

For dropdown menu inputs, select the default option.

> [!NOTE]
> Note
> 
> You must choose from the options defined in the previous step.

**Regex (Autoform DM 10.2 and Later Only)**

Enter a regular expression to constrain acceptable default values. This is an optional field.

> [!NOTE]
> Note
> 
> The regular expression will apply to the entire string.

**Read-only**

If selected, the field will be non-editable. A default value must be set that cannot be changed.

**Required**

If selected, the application user must enter a value into the field.

**Hidden**

If selected, the field will be non-editable in the same way as **Read-only**; however, the field will also be hidden from the application user when entering data.

> [!NOTE]
> Note
> 
> This is not a security feature. It is intended to reduce on-screen clutter and save space, minimizing confusion during the document import process.

#### Resolving Validation Errors

Validation is performed when you configure a key binding. Errors will be highlighted in red with a message informing you of the problem. The most common issues are:

- If entered, the default value must be valid for the particular key type. String keys will allow almost any content, but numeric and date keys must be valid numbers and dates respectively.
- Dropdown keys, in addition to requiring a minimum of two options to be present, also require that each option matches the data type of the selected key.
- Read-only fields require a default value because they cannot be changed. The default value will apply to all instances of the keys, in all documents imported by this application.

If any of these conditions are not met, the panel header will show the number of currently unresolved errors.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/error_msg.png)

> [!NOTE]
> Note
> 
> When a binding has errors like this, the panel will not close until they are resolved.

When all errors are resolved, you can save your import application and move on to the next screen.

> [!NOTE]
> Note
> 
> You can return to this screen and modify the key bindings, if necessary when required. A recommended process is to initially configure key bindings, then check the look and feel of the import application by running and using it, and then return to this part of the Administration area to refine the key bindings if necessary.

After you have completed this stage of the process, click **Next**.

### 4. Grant Application Access to User Groups and Individual Users

To provide the appropriate users with access to the new import application (on the Autoform DM **Applications** page), you must grant application access accordingly. Access can be granted on a group basis or an individual user basis.

#### Grant Access to Groups

The **Group Access** page enables you to select user groups to grant access to the import application. Users that are members of those groups will be able to access the application.

Select the checkboxes for the user groups that you want to grant access to.

However, if you want to grant access on an individual user basis rather than a group basis, do not select any group checkboxes.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/group access 1.png)

Subgroups are included if their parent group is selected.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/sub_group_included.png)

To move to the **User Access** configuration stage, click **Next**.

#### Grant Access to Individual Users

The **User Access** page enables you to select individual users to grant access to the import application.

Move users to the column that gives them the appropriate level of access.

![](https://cdn.document360.io/c831ef63-c6b3-48ee-b443-3e33644e4e2e/Images/Documentation/user access 1.png)

Users are categorized according to whether or not they can access the application.

- **Users with default access:** These users inherit access based on their groups.
- **Users with access:** These users have been given access specifically.
- **Users without access:** These users do not have access.

Click **Confirm** to save your changes. **User Access** is the final configuration page for import applications. Autoform DM will take you to the Application Manager area.

### Return to the Application Manager

After each of the preceding stages, you saved the configuration of the new import application.

At any time, you can return to the **Application Manager** page. To do this, click **App. Manager** in the left panel.