2.3. How Symphony Profiler works, with a few technical details thrown in

A quick page from the support department to hopefully answer some of your big picture questions.

1. User makes a reservation.  This creates a “placeholder” file in the location specified when the reservation is made.  This “placeholder” file will have the extension of *.xpf, and will have the Worldox Doc ID for the resulting document.  For example, the reservation will be 12345678.xpf
1. Step one can be repeated as many times as needed – The user can make as many reservations as desired before scanning.  Each reservation will have a unique Worldox Doc ID and will end with the “xpf” extension.
2. Once these reservations are discovered by the Symphony Profiler Processor, they will appear in the top left quadrant of the Processor.
3. Note:  Your Indexer must be running for the reservations to be discovered by the Processor
2. User places the cover sheet with the corresponding reservation ID on top of the document and scans the document.
1. The user can scan multiple reservation in one batch.
3. For Symphony Profiler to see the scan, it must appear in a folder that is being monitored by Symphony Profiler Processor.  (Menu:  Edit > Preferences… > Monitored Folders)
1. All files in the monitored folders will appear in the top right quadrant of the Processor
4. Any file in the monitored folders containing more than one reservation (ie. A batch) will be split into individual files, the cover sheet removed, and renamed with the reservation ID.  This is the “splits” directory.
5. Whenever the Processor find a match – A reservation in Worldox (top left quadrant) and a file in one of the monitored folders (top right quadrant), Symphony will replace the “placeholder” file in Worldox with the actual scan.  The coversheet will be removed.  The reservation will be removed from the top left quadrant, the scanned file will be removed from the top left quadrant, and the resulting fulfilled reservation will be entered in the bottom left quadrant.  So the resulting file in Worldox will be 12345678.PDF.
1. Before the reservation is fulfilled, if the user searches for the document in Worldox, it will still have the *.xpf extension and will have the Symphony icon.  Once the reservation is fulfilled, the document will have the *.PDF extention, and the icon will be that of the locally installed PDF viewer.
2. Hopefully, you’ll see that there can be many reasons why a reservation would not be fulfilled: 
1. The file was never scanned
2. The file was scanned but didn’t contain a coversheet
3. The scan never made it into one of the monitored folders
4. The Indexer isn’t running (or the cabinet containing the reservation isn’t being indexed)
5. The default Symphony Profiler user (‘000000’) doesn’t have security access to the location where the reservation resides in Worldox
6. And the list goes on…
6. Deleting a reservation and/or scan.  Often times, users make reservations and then decide they don’t need them.  Or files are inadvertently scanned into one of the monitored folders.    Reservations in Worldox can be deleted just as if you were deleting any other file.  Find the file in Worldox (or just search for *.xpf to find ALL reservations), and then delete.  With regard to the monitored folder, if you no longer need the scan, just delete it.  In both cases, unfulfilled reservations (top left quadrant) and unprocessed files in your monitored folders (top right quadrant), you can double click on the entry in the Symphony Profiler Process, and it will take you directly to the reservation or file.
7. Common situations/maintenance – Ideally, both top quadrants of Symphony Profiler Processor should be empty, with the exception of reservations waiting to be fulfilled in the top left.  In practice, this is rare.  Symphony Profiler does require a very small amount of administration to be kept “clean”.  Common issues:
1. Reservations are made, but never fulfilled.  We are often asked how to clean up this situation.  Our answer is always “talk to the person that made the reservation”.  Only they will know if that reservation is still needed.  If the reservation is no longer needed, just search for it in Worldox and delete.  If it is needed, that person will need to find the scan, or re-scan the document.  If it is important that you KNOW the reservation is fulfilled, used the option to get a notification email when the reservation has been fulfilled.
2. Lingering files in the monitored folder.  Symphony Profiler will show all files in all monitored folders.  In our experience, it is very common for users to inadvertently scan other (non-Symphony) files into these folders.  Also, we find that users will duplicate the scanning process.  This can lead to files in the monitored folder with no matching reservation.  Again, only the users can answer the “do we still need this file” question.
1. It is important to keep the monitored folders clean because Symphony will continuously scan all files in these folders looking for changes, cover sheets, etc.