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  8. Mortgage Batch Class

Mortgage Batch Class

The Ephesoft Transact Mortgage batch class is available for Ephesoft Transact 2020.1.x. This batch class contains hundreds of trained document types instantly available for document processing. 

The Transact Mortgage batch class is available in two offerings:

  • Standard Package — Contains over 400 trained document types.
  • Premium Package — Contains over 600 trained document types, with additional support specifically for FHA loan documents.

This batch class is a paid add-on. Please contact your sales representative for more details on how to purchase this.

Supported Environments

The Ephesoft Transact Mortgage batch class can be deployed in the following environments:

  • Environment types — cloud or on-premises
  • Database — Microsoft SQL Server
  • Operating Systems — Microsoft® Windows™

Note: Ephesoft Transact does not support the Mortgage batch class for the following additional environments:

  • Operating System — Linux
  • Databases — Oracle®, and MariaDB


Ensure that the following conditions or preparations are met prior to deploying the Transact Mortgage batch class:

  1. Ephesoft Transact 2020.1.x is installed and fully operational.
  2. The Transact service and Tomcat server has been started at least once. This is required so that the Ephesoft database schema is created.
  3. Verify that you have administrator rights. You must have access to the Transact server and the target directory on which to upload and install the Transact Mortgage batch class.

User Instructions

The following sections describe how to install and deploy the Mortgage batch class. Installation steps vary depending on your environment:

Deployment Overview

Here is a high-level overview of the steps to deploy the Mortgage batch class:

  1. Import the Mortgage batch class (standard or premium)
  2. In the Ephesoft directory, update the lucene sample files for the batch class.
  3. Restore the EphesoftDocumentClassification database, and update the batch class ID.
  4. Deploy the configuration files for the Mortgage batch class.
  5. Deploy the JAR files for the Mortgage batch class. These JAR files will interact with the configuration files and EphesoftDocumentClassification database.
  6. Update environment variables on the servers.
  7. Restart Ephesoft Transact.
  8. Learn files for the document types.
  9. Perform test classification.

The following table shows a breakdown of the folders and ZIP files included in the Mortgage batch class:

Note: Each file ends with the version number (202011), which is subject to change.

Component Description Contains all JAR files that are cited in other portions of this document. Exported standard mortgage batch class ZIP file. Contains the sample documents for the lucene-search-classification-sample folder for the standard Mortgage batch class. Contains the lucene-search-classification-sample folder for the premium Mortgage batch class. Exported premium mortgage batch class ZIP file. Contains scripts that are used during XML configurations for the standard batch class. Contains scripts that are used during XML configurations for the premium batch class. Contains database backup components.

Single-Server Environment

Import the Batch Class

  1. Import the Mortgage batch class. Refer to Importing a Batch Class for detailed steps.

The following screenshot shows the Mortgage batch class after import:

Figure 1. Batch Class Management

The following screenshot shows several document types that are available after importing the batch class:

Figure 2. Document Types

Copy the Lucene Sample Files

Perform the following steps to copy the lucene sample files, which are located in a separate ZIP file.

  1. Using File Manager, navigate to the lucene-search-classification-sample folder located at [Ephesoft_Directory]\SharedFolders\<BatchClass>. This is an empty folder structure created upon importing the Mortgage batch class.
  2. Delete the contents of the lucene-search-classification-sample folder.

Note: The Mortgage batch class does not contain the sample lucene images. Due to the volume of sample images, we recommend copying the images after the batch class has imported.

  1. Unzip the contents of the folder to a temporary location. This contains the populated lucene-search-classification-sample folder.
  2. Copy the contents of the lucene-search-classification-sample folder from the temporary location to [Ephesoft_Directory]\SharedFolders\<BatchClass>\lucene-search-classification-sample.

Figure 3. Copy the lucene-search-classification-sample Folder

The following screenshot shows the contents of the lucene-search-classification-sample folder after copying the files.

Figure 4. Lucene Sample Images

Restore the EphesoftDocumentClassification Database

Perform the following steps to restore the EphesoftDocumentClassification database. This should be done on the server that hosts the MS SQL database.

  1. Using Microsoft SQL Server Management Studio (SSMS), right-click on Databases in the left panel and select Restore Database.

Figure 5. Object Explorer

The Restore Database dialog appears.

Figure 6. Restore Database

  1. From the General page, select Device in the Source section.
  2. Click the browse (…) button to open the Select backup devices dialog box.

Figure 7. Specify Backup

  1. From the Backup media type dropdown, select File.
  2. Click Add to specify the backup media and its location.

SSMS will provide a default directory.

Figure 8. Locate Backup File

  1. In Windows File Manager, navigate to the default SSMS directory. This is the path in the Backup File location field in SSMS, as shown in Figure 11 above.
  2. Copy the EphesoftDocumentClassification.bak file from your local system to the default SSMS directory path.

Note: The .bak file is located in the file.

  1. Return to the Locate Backup File dialog in SSMS and open the Backup directory. The EphesoftDocumentClassification.bak file should appear in the right panel.

Figure 9. Open Bin Directory

  1. Click OK.
  2. Select the uploaded file in the Backup sets to restore section.

Figure 10. Select Backup Sets

The Database destination will be automatically populated.

  1. For the Restore to dropdown, keep the default option of The last backup taken.
  2. Click OK to save the changes.
  3. A confirmation dialog will appear. Click OK to close the dialog.

Update the Tables

Perform the following steps to update the tables in SQL Server Management Studio.

  1. In SSMS, expand Databases > EphesoftDocumentClassification > Tables.

Figure 11. Expand Tables Node

  1. Update the following database tables to reference the Batch Class ID of the Mortgage batch class.
    1. DocConversionByFileType
    2. DocConversionByFileTypeatDocumentAssembly
    3. DocumentAssemblyRules
    4. DocumentConversionReview
    5. DocumentTypeMerge

While updating the database records, always use the where clause, as the database contains records for both the standard and premium Mortgage batch classes. Example SQL queries are provided below where “BC26” is the Mortgage batch class ID:

  • Standardupdate DocumentAssemblyRules set BatchClass = 'BC26' where BatchClass = 'BC2A'
  • Premium update DocumentAssemblyRules set BatchClass = 'BC26' where BatchClass = 'BC27'

Note: The “database restore” step uses multiple backup files instead of a script. These database tables are important for customization, as they contain logic and rules used by the Mortgage batch class.

Figure 12. Document Assembly Rules

Note: The following tables should not be updated:

  • FormsSubmittedAttachments
  • FormsSubmittedFiles
  • FormsSubmittedValues
  • UploadTypes

Deploy Configuration Files

Perform the following steps to deploy the configuration files. This is done by copying the configuration files into a folder structure that supports the Transact Mortgage batch class.

Important: You must put these configuration files into the same directory, regardless of single or multi-server deployment.

  1. Create a folder in [Ephesoft_Directory]\SharedFolders named “EphesoftConfigs”.

Figure 13. EphesoftConfigs Folder

  1. Inside the EphesoftConfigs folder, create two subfolders with the following names:
    1. “DocTypes” — This folder must exist, even if it is empty.
    2. “Scripts” — This folder will contain the script configuration files.

Figure 14. DocTypes and Scripts Folder

  1. In the Scripts folder, create a subfolder named with the batch class ID from the Mortgage batch class. For example, “BC26”.

Figure 15. Batch Class Folder

  1. Copy the XML files from the EphesoftConfigScripts folder to the folder created in the previous step. This includes the following files:
    1. Databases.xml
    2. DocTypeCompare.xml
    3. DocumentAssembly.xml
    4. Exceptions.xml
    5. Export.xml
    6. FieldCompare.xml
    7. FieldProofing.xml
    8. Notifications.xml
    9. Transform.xml
    10. Validation.xml
    11. Versioning.xml

Edit the Databases.xml and DocTypeCompare.xml Files

Perform the following steps to configure the required XML files.

  1. Open the Databases.xml file in an editing tool, such as Notepad++.
  2. Configure the hostname, username, and password for the three databases.
    1. If the database is on a different server, the hostname must reflect the IP address of the database server, as should the port.

Figure 16. Configure Databases.xml File

    1. If a different database name was chosen during Transact installation, update the third database—”ephesoft”—accordingly.
  1. Save and close the Databases.xml file.
  2. Open the DocTypeCompare.xml file in an editing tool.
  3. Update the batch class ID with that of the imported Mortgage batch class. In the example below, that is “BC26”.

Figure 17. Configure DocTypeCompare.xml Files

  1. Save and close the DocTypeCompare.xml file.

Create Environment Variables and Deploy Jar Files

Perform the following steps to create environment variables. These advise the batch class on where to find the shared folders.

  1. Open the Windows Control Panel.
  2. Navigate to Advanced System Settings > Environment Variables.

Figure 18. Environment Variables

  1. Configure environment variables for running Transact from the command prompt, and as a Windows service. These variables must be added to the User variables and System variables sections.

Refer to the following table of sample environmental variables as a guide.

Variable Name Sample Variable Value
GEphesoftLocalSystemSharedFolder \\{SERVERNAME}\Ephesoft\SharedFolders\
GExtractionDocTypesPath \\{SERVERNAME}\Ephesoft\Shared_Folders\
GImageMagickPath C:\Ephesoft\Dependencies\ImageMagick
GScriptConfigPath \\{SERVERNAME}\Ephesoft\Shared_Folders\
GGhostScriptPath C:\Ephesoft\Dependencies\gs\bin\gswin64c.exe

Note: For typical installations, {SERVERNAME} is the installation folder name.

  1. Deploy the following JAR files from the folder to the customPluginJars folder (located at [Ephesoft_Directory]\SharedFolders\customPluginJars).
    1. AdvScriptRC2JAR785.jar
    2. guava-17.0.jar
    3. jopt-simple-3.2.jar
    4. ormlite-core-4.45.jar
    5. ormlite-jdbc-4.45.jar
    6. simple-xml-2.6.7.jar
    7. snakeyaml-1.11.jar
  2. Restart Ephesoft Transact.

Learn Files

After restarting Transact, perform the following steps to learn files.

  1. From the Batch Class Management screen, open the Mortgage batch class.
  2. Go to Document Types.
  3. Select all document types and click Learn File(s).

Important: Due to the volume of document types, it may take some time for Transact to finish learning files. Ensure Transact doesn’t time out due to inactivity, and that the process doesn’t stop abruptly.

Test Classification

Perform the following steps to test classification for the Mortgage batch class documents.

  1. Delete the contents of the test-classification and test-extraction folders. These folders are located at [Ephesoft_Directory]\SharedFolders\<BatchClass>.

Figure 19. Test Folders

  1. Refer to Test Classification and follow the steps listed to perform test classification.

Multi-Server Environment

Note: The following steps have not been verified by QA.

  1. For the first server, follow the steps under Single-Server Environment.
  2. For the remaining servers, create environmental variables.
  3. Restart all servers one-by-one.


This section includes information on limitations and known issues with the Mortgage batch class.

Issue: Cleanup Fails Due to Error

The following error is logged after a batch instance is processed successfully:

java.nio.file.FileSystemException: C:\Ephesoft\SharedFolders\ephesoft-system-folder\BIB\ The process cannot access the file because it is being used by another process.


Schedule a Windows or Linux task to clean up batch instance temporary directories where the status is FINISHED.

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