General (Capture Profile)

Identification, Roles, and Security

Name

The Capture Profile name will be displayed throughout program including the Batch Manager and Batch Select screens. For this reason, it should be as descriptive as possible of the Documents that will be captured using this Capture Profile. Examples: Invoices, Purchase Orders, Hiring Packets. This name is unique and cannot be duplicated on another Capture Profile.  The Capture Profile name cannot begin nor end with a space.  

Group

User can specify a group for which the capture profile belongs to for organizational purposes. A unique group name must be defined if the user wishes to enable Toggle Grouping. Otherwise, the default value will be “user”.

Description

The Capture Profile description field allows the user to give a more complete description of a Capture Profile. This can be useful if there are multiple Capture Profiles with similar Names. The description will be displayed along with the Name when selecting a Capture Profile in the Configured Capture Profiles portion of the Capture Profiles Tab.

Allowed Roles

Roles are defined in the Security Settings, and which roles can access this Capture Profile or which portion of this Capture Profile can be selected here or in the Security Settings

Password Protection Settings

Users can restrict Editing, Copying, Deleting, Exporting, and Importing via password protection.

Batch Type

Users choose whether a batch is local to the machine or shared through the Capture Server.

Storage Options

The Storage Location specifies the directory that new Batches will be stored in when run using this Capture Profile. It is recommended that a different Storage Location be used for each Capture Profile. Specify a Storage Location by selecting one from the drop down list or by selection the New button. NOTE: Storage Locations can also be defined in the Storage tab in the Main Configuration Settings.

A new Storage Location can be defined by pressing the New button, which will open the Storage Location Definition dialog below. When the new Storage Location is saved, it will be added to the list of Storage Locations and will be automatically selected for the user.

Storage Location Information

Storage locations can be local folders, UNC paths, or mapped drives. When choosing a storage location, note that all mahines that will process documents through this Capture Profile must have full access to this location.  Local folders are not reommended because they are limited to the local machine.  In the event another machine is added to the PSIcapture environment, the storage location would not be valid for the new machine. NOTE: Selecting a drive by using the Browse button\Network\Computer\share will place the UNC path in the “Storage Directory” field. It is strongly suggested that UNC paths are used when running PSIcapture in a Network Server / Network Station environment.

Batch Naming

Users can choose to name batches in one of the following ways:

• Automatic - Automatic Batch naming will use the current date and time to generate a unique batch name automatically. The batch name can still be changed when Batches are created. The default automatic batch naming format is yyyyMMdd.hhmmss
• Manual - Manual Batch naming requires the user to enter a Batch name when the Batch is being created.
• Custom - Custom Batch naming allows user to define multiple batch name templates based on formatted dates and constant string values. When creating a new batch, the user will then be able to select the Batch name from the list created for the defined templates.

As an extra precaution when dealing with multiple stations or specific standards users can opt to disable the ability to name batches any time a new batch is created.

Batch Custom Naming Configuration

The example below incorporates a batch index field and will name the batch with the format Attorney_####_MM.dd.yyyy. The user could then key only the box number ie.1234 to create a batch name “Attorney_Box1234_03.22.2011.” Use  "New Section" found at the bottom of the window to add new elements to the batch name.

Batch Retention

Once the batch is created users can select a batch retention policy for the Capture Profile. NOTE: The Batch directory may contain all or most of the following: the batch database, recycle bin for the batch, blank pages detected at capture time, the batch images and any OCRed files contained in the batch. Keeping or Archiving the Batch allow the user to re-process the batch without rescanning.  Users should take the disk space needed for these files into consideration when selecting a retention policy. 

• Keep Batch - The Batch directory which will be kept and each batch will be marked as closed in Batch Manager.
• Archive Batch - The Batch directory will be archived to the specified archival directory either immediately or after the user specified number of days. When archived, the Batch will also be removed from the Batch Manager but may still be imported back in at a later date by the user.
• Delete Batch - The Batch directory will be deleted and the Batch removed from the Batch Manager either immediately or after the user specified number of days.

Users can choose to keep the retention date when re-opening the batch to retain the exact date it was originally run.