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Collector error folders and design

Article # 3038948 - Page views: 75

Solution

When Collector is processing email messages and attachments, the software may encounter an error with a document in a message, with more than one document in a message, or even the message itself. When a message is encountered, Collector handles them in the following manner:

Collector now provides business users with sufficient details about errors that can occur while processing attachments.

Previously, for example, if an email contained several attachments and Invoices was only able to partially process it, the entire email was moved to an Error folder without any indication concerning which attachments were processed or not.

Users can now see the following information directly from the emails and email folders:

  • The error that occurred and why the email was moved to an error folder.

  • Which attachments were processed and which ones were not.

In addition, for those emails with multiple attachments (where some were successfully processed and others were not), Collector creates a copy of the original that contains only those attachments that were not processed. That is, the attachments that were processed successfully are not included in the copy. Consequently, users can troubleshoot these copy emails without the risk of re-processing attachments that were processed previously.

This is how it works:

  • Every email that is processed through Collector (successfully or not) now ends up in the Processed folder. Previously, only emails that were successfully processed entirely ended up there.

  • If an error occurs in Collector Invoices, a copy of the email is placed in one of five subfolders that are automatically created under the Error folder depending on the type of error that occurred:

    • NoAttachments

    • OnlyIgnoredAttachments

    • NotAcceptedAttachments

    • NestedEmails

    • Unknown

  • Each email copy that is put into one of these subfolders is constructed using these rules:

    • It contains the same contents and attributes of the original mail (that is, body text, subject, sender, etc).

    • A log file is added as a new attachment including information on the nature of the problem, details on which attachments were processed and which ones were not, and how it can possibly be solved.

    • All successfully processed attachments are removed to prevent them from being sent to Invoices again.

    • The prefix, [COPY], is added to the email subject to differentiate it from the original supplier email.

  • Users need to check the five error subfolders regularly, and how they are troubleshooted depends on the error type:

    • Email copies that end up in the first four categories should be easy to fix. For example:

      • Job settings may need to be adjusted. Consequently, they would need to be processed again by moving them to the input folder.

      • If you see that the email does not contain any invoices, it can simply be deleted.

    • Email copies that end up in the Unknown folder need to be fixed differently depending on the error. For example:

      • All unprocessed attachments can be saved as files and imported directly. Then the email copy can just be removed.

      • Once the source of the error is fixed, email copies can be re-processed by moving them back to an input folder.

Level of Complexity 

High

 

Applies to  

Product Version Build Environment Hardware
Invoices Current      
Collector Current      

 

 

Article # 3038948
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