If you have recently upgraded to the latest EzeScan CD and were previously on EzeScan 4.0, 4.1 or upto 4.2.13 your ICR results will be behaving incorrectly.

The reason for this was a change made in our ICR supplier's toolkit which was outside EzeScan's control.

To fix the issue, load your KFI Job\s and go into each field that is using ICR.

In the OCR/ICR/OMR tab for the respective field you will notice that your ICR settings are incorrect.

i.e. If previously set to Numeric, it may now be set to Alpha Lower Case.

Go through each field and correct as required.

Please feel free to contact us for any assistance on this issue.

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1. The physical network connection does not exist.

To check this open My Computer, type the host name (I.e. file://actserver/ )into the address bar and then press enter. If the host's network share folders aren't displayed then the connection does not exist. Please see your network administrator.

2. The firewall on the Host is blocking the required ports to access the shared database.

To fix this issue please click Here

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This issue has been fixed in the EzeScan 4.2.34 EzeScan Patch.

To fix this issue please upgrade your EzeScan installation to this version (or higher).

If the isse is still occuring after the upgrade please contact us for further assistance.

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Unfortunately Auto Profiing cannot work on a Objective Wintalk EzeScan Job. The reason for this is when EzeScan profiles a document, the image gets passed onto the Windows Interceptor. The Windows Interceptor is outside of EzeScan's control so it does not return a message back to EzeScan notifying that the image has completed it's upload. This means that EzeScan does not know when to start profiling the next document.

The solution for this is that F4 (Profile) needs to be pressed for each document in the batch.

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You may be finding that if importing PDF images and running through an EzeScan Job that the output files are much larger.

The reason for this is if EzeScan cannot determine if the PDF is Black & White, Greysale or Colour the image will be imported as colour. This is done to preserve the image in case it is colour.

There are two ways to fix this problem.

  1. If the job is only working with Black and White images, go to the Import Tab and select "Black & White" as the Import Colour option.
  2. Change the imported images from PDF to TIF. If you are using a MFD to save the images to the import folder, it is advisable to configure the device to save the image as a Multi Page TIFF instead of a PDF. When images are imported into EzeScan they are converted to TIF for processing (i.e. zone OCR, OMR, etc). Then in the output tab select PDF as the output option so the file is saved as a PDF file.
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Note: The below functions were designed specificaly for validating a KFI field value against a Hummingbird 6.04 Combo fields' values list and that this may not work with other systems.

Please contact us for help with setting this up other DM systems.

Step One - Create a ODBC connection to the SQL Server on the EzeScan workstation.

Step Two Add the following two functions to the DM systems databse using the SQL Query Analyzer tool. (Requires SQL Administrative privilleges)

Function1. fnSplit - splits lookup values using the specified delimiter.



@sInputList VARCHAR(8000)

, @sDelimiter VARCHAR(8000)


RETURNS @List TABLE (item VARCHAR(8000))


DECLARE @sItem VARCHAR(8000)WHILE CHARINDEX(@sDelimiter,@sInputList,0) 0


SELECT @sItem=RTRIM(LTRIM(SUBSTRING(@sInputList,1,CHARINDEX(@sDelimiter,@sInputList,0)-1))), @sInputList=RTRIM(LTRIM(SUBSTRING(@sInputList,CHARINDEX(@sDelimiter,@sInputList,0)+LEN(@sDelimiter),LEN(@sInputList))))

IF LEN(@sItem) > 0



IF LEN(@sInputList) > 0




Function2. fnValidateLookupItem - returns the specified Lookup Value if a match is made, else a null value is returned.

CREATE FUNCTION dbo.fnValidateLookupItem ( @sField VARCHAR(255), @sLookupValue VARCHAR(2000))




DECLARE @sValues VARCHAR(8000), @sValue VARCHAR(8000)

select @sValues = CAST(OBJECTITEMS AS VARCHAR(8000)) from DOCSADM.DOCSCOLUMN where COLNAME = @sField

select @sValue = item from dbo.fnSplit(@sValues,';') where item = @sLookupValue

RETURN (@sValue)


Step Three Open the EzeScan KFI Admin forms Fields tab and select edit on the KFI field that will be using the field validation. Then on the KFI Field Properties form that appears open the Processing tab and enable the option "Validate the input data using an ODBC lookup". Now click on the ODBC... button and do the following -

  • Fill in the DSN, Userid, and Password fields
  • Select the connector option "Return value based on a placeholder value
  • Type in the SQL Statement: select dbo.fnValidateLookupItem('COLUMNNAME','')
  • Note you will need to replace the text COLUMNAME with the SQL Column Name of the Combo Field, and replace the ? with the current KFI field number.
  • Now click ok, run the Job to test the new settings.
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If you have just upgraded your EzeScan to version 4.2.34 (or above) and finding that your WorkSite KFI / UPLOAD jobs are failing it could be due to the WorkSite Operator field not being populated correctly.

Firstly check with your WorkSite administrator to see if the WorkSite field "Operator" is mandatory.

If so, the Target UPLOAD field mapping of "Operator" needs to be set.

There are two options that can be used here.

Set the Operator Target Field to a static value and put in a valid WorkSite username.


Set the Operator Target Field to a static value of "<<S2>>"

<<S2>> this is the EzeScan placeholder of the windows login name.

When these values have been set, the respective username will be applied to the Operator WorkSite field.

If the upload issue is still occuring after applying these settings please contact us for further assistance.

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EzeScan Indexing Station Configuration Instructions:

  1. Create and configure a Job Type (F6), KFI Type (F7), and Upload Type (F8) using Admin Forms.
  2. On the (F8) Upload Admin Form set the Upload Type “Convert File Format To” setting to “PDF Text Searchable”.
    Note: On the (F6) Job Admin Form, Output tab, check the “File Type” setting is set to “TIF”.
  3. On the (F6) Job Admin Form, Output tab Select the option “KFI” in the “Other Destination” combo.
  4. On the (F6) Job Admin Form select the new KFI Type in the “KFI Type” combo.
  5. On the (F7) KFI Admin Form, Output tab, select the new Upload Type in the “Upload Type” Combo.
  6. On the (F6) Job Admin Form, Output tab, change the “Output Folder” text to a UNC path that is accessible from the EzeScan Server.
  7. Test the Job. Ensure KFI fields are correct and Upload works.
  8. On the (F6) Job Admin Form, Output tab, select the Other Destination Combo Advanced button. On the displayed Advanced KFI Settings Form enable the “Ignore Upload Connector”.
  9. Select the Admin Menu > Settings Backup > Export Settings... and Export the Job Type, KFI Type, and Upload Type.
  10. Now run the Job Type again to Output some sample Images and Index files to the UNC path.


EzeScan Upload Server Configuration Instructions:

  1. Select the Admin Menu > Settings Backup > Import Settings... option and Import the Configuration exported at Step 9.
  2. On the (F9) Route Admin Form press the New button and then press the “Create From Job button” on Save Routing Type As Form. A list of available Jobs will be displayed.
  3. Select the Indexing Job from the list and select ok.
  4. On the Save Route Type As Form press the OK button.
  5. Check on the (F9) Route Admin Form, Mode tab, that the “Route Using” setting is set to “Route using a KFI field value to match a rule keyword (with optional UPLOAD to a DM system)”.
  6. Check on the (F9) Route Admin Form, Mode tab, that the “KFI” setting is set to the imported KFI Type.
  7. Check on the (F9) Route Admin Form, Mode tab, the Override “KFI Field Processing” setting is enabled.
  8. Check on the (F9) Route Admin Form, Import tab, the Import Existing Index File setting is set to “Verify KFI”.
  9. Check on the (F9) Route Admin Form, Import tab, the “Import Directory #1” setting is set to the Output Folder of the imported Job Type.
  10. On the (F9) Route Admin Form press the Run Routing button and then press the Stop Routing once a document has been completed. Check that the document has successfully uploaded to the DM system.
  11. In Command Prompt install and start the EzeScan Routing service (using EzeScan_Routing.exe -install). Check that the documents are successfully uploading to the DM system.

Warning: You can’t run Routing as a service and run Routing from the Route Admin Form at the same time!

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If using a KFI / UPLOAD job to SharePoint and populating Date or Date and Time type fields the SharePoint Server requires the date to be in a specific format.

To achieve this with EzeScan, do the following for the date KFI field/s:

For Date only Fields

  1. Set your KFI field to Date and the respective date format (if for supplier invoices set to VARIABLE).
  2. Set the Output date mask to YYYY-MM-DD
  3. Apply the changes
  4. Select the respective UPLOAD job and confirm target field is set to "Date".

For Date/Time Fields

The Date value must be in ISO 8601 format, e.g. yyyy-mm-dd hh:mm:ss

To achieve this with EzeScan, do the following for the date KFI field/s:

  1. Set your KFI field to Date and the respective date format (if for supplier invoices set to VARIABLE).
  2. Set the Output date mask to YYYY-MM-DD
  3. Go to the Output tab and add the following as the suffix.

    <<(Time Processed)(hh:mm:ss)>>
  4. Apply the changes
  5. Select the respective UPLOAD job and confirm target field is set to "Date & Time".

Run the job and the date will be correctly populated on the SharePoint Server.

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  • This FAQ only applies to EzeScan version 4.2 only. To setup multiple instances on version 4.3 please refer to the EzeScan SERVER User Guide section 7.1.
  • To run multiple instances of EzeScan.exe or EzeScan_Routing.exe your workstation must be licensed for more than 1 Exe Instances.
  • The number of EzeScan.exe and EzeScan_Routing.exe instances that can be run on the workstation is limited to the number of Exe Instances on your license.
  • Additional licensed instances of EzeScan.exe and EzeScan_Routing.exe can be purchased from our Sales department.



  1. Open My Computer and browse to the following directory
    "C:\Program Files\Outback Imaging\EzeScan 4.2"
  2. In the same folder make a duplicate of the EzeScan.exe and EzeScan_Routing.exe, and then rename them to EzeScan2.exe and EzeScan_Routing2.exe respectively.
  3. Now run the EzeScan2.exe - EzeScan will automatically create a new Cache folder and Configuration file for the new instance of EzeScan.
  4. Repeat steps 2 to 3 for EzeScan.exe and EzeScan_Routing.exe intances 3 and 4 (if required).
  5. To install the new EzeScan_Routing.exe instances as a service use the following text in Command Prompt
    "c:\program files\outback imaging\ezescan\ezescan_routing2.exe -install"

    Note: You will need replace the number 2 from the above text with the instance number you are wanting to install.
  6. Each licensed instance must use its own Routes with unique import folders to prevent errors that may occur if multiple instances are accessing the same folders.
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