What is the basic workflow of overlay process in VOD? – Venio Systems

Instructions for Overlaying Data:

1. Start by uploading the structured data in a zip file. Go to the admin settings and select the Overlay option. Double-check the case name displayed in the top-right corner to ensure you’re in the correct case.

2.Once the zip file is uploaded, you will receive two notifications:

The first notification confirms the upload is complete.
The second notification informs you that the overlay analysis has finished.

3. Click on the 'Overlay Analysis Complete' notification to initiate the overlay process.

4. Select your load file. Then, click the arrow (>) to go to the next step.

5.In this step, you will map the full-text and native path fields. Ensure that you select the correct fields from your load file that contain the full-text and native file paths. Map these fields appropriately.

6. Validate the paths and ensure you receive the 'Validation Successful' message.

7. After the path validation is successful, close the prompt and proceed to map the remaining fields from your load file to the corresponding Venio fields. Then, select the Overlay Field Identifier.

8. Click the Validate button. The validation process may take a few minutes depending on the number of records. You will receive a notification in the bell icon once validation is complete. Once validation is successful, you can start the overlay process.

Note:

In the above step 8, the "Overlay Field Identifier" is a crucial element when overlaying data into an existing dataset. Here's a simplified explanation of how it works:

Overlay Field Identifier Selection: This is a unique field that exists both in your load file ( from the data you're importing) and within Venio's existing database. It serves as the key for matching records between the two datasets.
Example: Let's say you have a field named Id in your load file, with values like 1, 2, 3, 4.... You want to map this Id field to the Document Unique Identifier field within Venio. For the overlay to work correctly, the values in both fields must be the same—so the values in Venio’s Document Unique Identifier must also be 1, 2, 3, 4....
Purpose: By selecting the correct overlay identifier, Venio will overlay the data from your load file onto existing records in its database, ensuring that only matching records (based on the identifier) are updated.
Process: Once you map the field, Venio uses this mapping to determine which records in its system will be updated with the new data from the load file.

This process ensures that only the intended records are updated, and no duplicate or incorrect records are created.

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