Capture/Import Workflow

General

The options available on the General tab of Capture settings are outlined below. 























Capture Options

  • Enabling audio notifications - Selecting this option turns on a series of audible alarms (each different) when various events occur in the capture module such as a new document, a new folder or a new batch.
  • Delete Blank Pages (Requires Blank Page Detection to be Enabled in Recognition) - Selecting this option in conjunction with the Blank Page Detection  option in Capture Profile - Recognition Engines will delete images that are blank.
    • Store Deleted Blank Pages - Selecting this option will store deleted blank pages in a subfolder labeled “Deleted Blanks” within batch folder. WARNING!!! Choosing this option will cause blank pages to be counted as a captured image for those users who have a limited count license.
  • Scale Images that Exceed the Maximum Image Size in Either Dimension - This allows users to choose the size of the image being captured. NOTE: Currently one number represents both height and width size. 

Auto Recognition Options

  • Suspend Batches in Capture After Auto Recognition - Selecting this option will cause all batches which are processed using the auto recognition Capture Profile to be suspended in Capture after auto recognition occurs.
  • Display the Create Batch Dialog for New Auto Recognition Batches - Enabling this will prompt users with the “Create Batch” dialog for each new auto recognition batch.

Batch Deadline Options

  • Populate the Batch Deadline from an Index Field when Closing the Batch - This option is useful when chaining Batches together and users want the Batch Deadline to be set to the Deadline on the initial Batch. This requires outputting the initial Batch's deadline when outputting that Batch (either thru Text migration, Batch Export, etc.) and mapping that field to an index field when bringing the data into the next Batch in the chain (either thru Data File Indexing, Batch Import, etc.).
    • Index Field Dropdown - Select which index field the user would like the deadline information to be linked to.

Import























Import Options

  • Imported Image Resolution - There are three resolutions options to select from as stated below.. NOTE: For Fixed and Maximum Resolution it is strongly suggested this be set to either 200dpi (default) or 300dpi.
    • Minimum Resolution
    • Fixed Resolution
    • Maximum Resolution
    • Original Resolution
  • Mark Even Numbered Pages as the Back Page - Useful when scanning paper documents in duplex mode. NOTE: it is advised that care be taken during scan time to keep the page numbers in sync with the actual paper.
  • Check for and ignore embedded thumbnails when importing images - Certain image formats contain low-resolution thumbnail images to be used as previews, and this setting can prevent these images from being erroneously imported into batches. NOTE: Only enable if having issues with embedded thumbnails being added to Batch as this check incurs a performance hit during import. Available in versions 6.1+. 

PDF Import Options

  • PDF Import Method - These options allow the image captured to be rasterized vs extracted for better image quality.
    • Enable image extraction and only use rasterization if extraction is not possible

    • Disable image extraction and always use rasterization

  • Ignore XObjects Annotation Images when Determining PDF Import Method - When this option is checked, it is more likely that the faster Image Extraction method will be used when importing PDFs. However, depending on the content of the PDF, it could result in parts of the PDF not being imported. Usually this would be when they had annotation overlays on the PDF but could also include signatures, form data, etc. NOTE: If the user chooses to select this option to speed up their import, they should test thoroughly to ensure their PDFs are being captured correctly.
  • Rasterize Color Depth - Allows user to specify PDF rasterization to color, black and white, or grayscale, or to allow Capture to determine which method is best (default). NOTE: Available in versions 6.1+
    • Rasterize to color depth based on contents of PDF
    • Always rasterize to color
    • Always rasterize to grayscale
    • Always rasterize to black and white.
  • Rasterize Black and White Pages as Grayscale when Importing PDF Files - This option allows the user to avoid the lightening issue that might arise with importing black and white. NOTE: Users may not want to have this option on due to increased file size.
  • Rasterize Color Pages as Grayscale when Importing PDF FilesThis can help drive down output file sizes for PDF output in certain scenarios.

Extended File Format (EFF) Import Options

  • Enable Support for Importing Extended File Format Files - This feature allows for the import of Microsoft Office files types and converts them to image files (TiFF).
    • Extensions to Import - Enter Extended File Format file extensions, one per line (e.g. docx, xlsx). Leave blank to allow any extension. For a full list of recognized file types click here.
  • Convert Extended File Format Files to Images when Importing (supported file types only) - Instructs PSicapture to convert the files to images.
  • Store Extended File Format Files for Output Even when Conversion Occurs - This option allows the user to save the original file even if it was converted upon capture.

Indexing

The options available on the Indexing tab of Capture settings are outlined below. 

  • Allow Indexing in Capture Module - Selecting this option enables the ability to enter/edit index fields in the Capture module.

  • Hide Index Fields in Capture module - When “Allow Indexing in Capture module” is unchecked, the inactive index fields can be hidden to increase the viewing area.























Indexing Options

  • Indexing Mode on When Opening Batches - Selecting this option causes the indexing mode to be active when loading a batch in the Capture module.
  • Index Field Font Size - Allows the user to select which font size the index field is displayed in. Available sizes are:
    • 8.25
    • 10
    • 12
    • 14
    • 16

Field Navigation Options

  • Allow <Enter> Key to move between fields - Selecting this option allows the user to hit the <Enter> key to move to the field below. NOTE: By default, the <Tab> key will be used to toggle between fields.
  • Select Text when an Index Field Receives Focus - Selecting this option will highlight all the text that exists in an index field when selected.

  • Skip to Next Field when Maximum Character Count is Reached - Selecting this option will skip to the next field when the maximum character count is reached. NOTE: Maximum character count can only be set on text or memo fields.

  • Include Folder Fields in Field Navigation - Selecting this option will include folder index fields in the field navigation window.

  • Go to Next Field after Selecting Item from List - Selecting this option will cause the cursor to go to the next index field once the user has selected an item from a list.

Field Validation Options

  • Enable Data Validation of Index Field in Capture Module - Enable this if lookups are being performed during capture time and the user wishes to have real time feedback on field validation.
    • Validation Should Fail if Lookups have Failed - Tag a field as failed if lookups return no value.

      • Validation Timing - Users can choose the frequency by which index validation is being checked. Available options are:
        • Validate index values after each field

        • Validate index values after each document

        • Validate index values when closing a batch

Other Options

  • Show Initial Value Entry for Sticky/Auto Increment Fields when Capture Begins - Selecting this option launches the initial value dialog box to enter starting values for sticky and auto-increment fields when selecting Start Capture.
  • Display Index Field Zones Mode on when Opening Batches - Selecting this option allows the user to display zones on the document when opening batches. 
      • Enable Zoom to Zone Mode when Opening Batches - The image preview will zoom to OCR/ICR/OMR zones when the field is selected.
  • Zoom to the Entire Parent Zone for Multi-Record and Line Item Extraction Zones - If a multi-record zone is used this option will display the entire zone rather than the sub zone for the current field.
  • Disable Index Field Tooltips - Selecting this option will suppress a floating tooltip on the image screen with the value of the index field.


Image Modification

The options available on the Image Modification tab of Capture settings are outlined below. 
























Enable Watermarking

To place a watermark on a page, click Setup to bring up the Watermark Settings Definition dialogue box. 















There are two methods for watermarking which are Manual and From Image File.

  • Manual Watermarking - Allows the user to enter the value of the watermark.
    • Text - Enter the text the user desires to use as the watermark (e.g. paid, overdue, cancelled, void, confidential).
    • Font - Choose the desired font from the drop down list of system installed fonts. NOTE: Some fonts produce better results than others.
    • Font Color - Choose one of the many colors of the system color palette.
    • Font Size - Choose the desired font size.
    • Rotation - Choose the desired orientation angle of the text on the image.
    • Position - Choose the X and Y pixel coordinates for the top left or where the watermark is to go.
    • Opacity - Choose the transparency of the watermark.
    • Processing Options - Choose what pages get processed for watermarking.
      • All Pages
      • Selected Pages Only
      • All Pages Except Selected Pages
    • Page to Process - Available for every processing options EXCEPT "All Pages". NOTE: For multiple pages, separate pages with commas.
      • Custom Page List
      • Separators - Choose from document or folder separators
    • Custom Pages - Enter the custom pages of the batch here.
  • From Image File Watermarking - Allows the user to import an image vs enter the text for the watermark.
    • File - Enter the path of the image file to be used as the watermark. The valid file types are tif, jpg, bmp, gif or png.
    • Zoom - Allows the user to select the zoom level of the image upon importing. Available options are:
      • Original Size
      • Fit to Page
      • Stretch to Fit
      • Zoom - by percentage
    • Convert Color Image to Grayscale
    • Position - Choose from the default list of locations or enter the X and Y pixel coordinates for where the watermark is to go.
    • Opacity - Choose the transparency of the watermark.
    • Page to Process - Available for every processing options EXCEPT "All Pages". NOTE: For multiple pages, separate pages with commas.
      • Custom Page List
      • Separators - Choose from document or folder separators
    • Custom Pages - Enter the custom pages of the batch here.


Enable Bates Stamping

Bates Stamping is a legal industry standard for organizing and numbering multi-page legal documents. The program provides two methodologies for applying Bates Stamping: Capture Bates Stamping and Migration Bates Stamping. Capture based stamping applies Bates Stamps during the initial capture phase of a workflow. Migration based stamping applies Bates Stamps in the Migration phase of a workflow, which is typically the final phase.

Configure Capture Bates Stamping by enabling the Bates Stamping and Imprinting option and then selecting the associated Setup button.

















Bates Stamps

  • Name - This is the name tag for this Bates Stamp. Here the user can Add or Delete Bates Stamp names.
  • Formatting - Here the user can determine the formatting for each named Bates Stamp.

    • Font - Choose the desired font from the drop down list of system installed fonts. NOTE: Some fonts produce better results than others.

    • Font Color - Choose one of the many colors of the system color palette.

    • Background Color - Choose one of the many colors of the system color palette however, “Transparent”(default) or “White” are highly recommended.

    • Font Size - Choose the desired font size.

    • Rotation - Choose the desired alignment angle of the text on the image.

    • Position - Choose the X coordinate in either pixels or inches, From Left or From Right edge of the image; and Y coordinate From Top or From Bottom.

Sections For Current Bates Stamp

  • Name - This is the name tag for each section of the Bates stamp.
  • Section Settings - Here the user can determine the options for named Bates stamp.
    • Section Type - There are 4 section types to choose from outlined below.
      • System Field - Allows the user to use the field settings already avaialbe within PSIcapture.
      • Index Field - Choose from one of the defined index fields from this Capture Profile.
      • Constant - Choose from any printable character however, a space or underscore are the most common.
      • Auto Number - Bates Stamps can contain section(s) with auto incrementing numbers.
        • Counter - If "New Counter Per Batch" is selected, the user will be asked to create a new counter each time a new batch is created. The use can also choose one of the pre-existing shared counters. Click Setup and then Add to create a new shared counter.
          • Display Name - Enter a name for the new counter. This counter as well as all other existing counters will also be accessible through Shared Counters.
          • Initial Value - Enter a numeric value as the starting point of this new counter.
          • Reset Counter - Highlight the counter to be reset and select reset. This will set the value to 0.
          • Update/Enter new counter value - Highlight a counter then click “Update” to change the Counter Value of said counter.
          • Increment By - Set a value by which to step up each time.
            • Every - Select to increment every PageDocument, or Folder.
        • Width - Set the number of digits for the Auto Number section.

        • Pad Section with - Select the character to pad or prefix with if the width selected above is greater than its value.

        • Output Format - Select the desired structure (mask) of the Bates string. NOTE: Click “Help” for output formatting help, or see Text Field Masking in the Appendix section of this manual.

        • Convert to uppercase - Selecting this option will cause all alpha characters to be printed in uppercase.

Bates Stamp Preview

This displays how the configured Bates Stamp will appear on the Image.

Options

  • Create Border for Bates Stamps
    • Percent to shrink original image - The entire image will be shrunk by this percentage to create a margin for Bates Stamps.
    • Image Position - Anchor the image in order to get the desired white space to stamp the image without over writing something on the image.
      • Anchoring to the Center will create equal space on all sides.
      • Anchoring to the Top will create space at the Bottom.
      • Anchoring to the Bottom will create space at the Top.
      • Anchoring to the Left will create space at the Right.
      • Anchoring to the Right will create space at the Left.


Enable Imprinting

This section is for those users who wish to imprint on documents at scan time. The scanners in use must contain the ability to imprint and be configured to do so. NOTE: Scanning may become significantly slower.











Imprinting Text

  • Name - This area displays the names of any imprinter text created. Users an Add, Delete, or Move up and down any created imprinter text.
  • Section Settings - Here the user can configure any settings for each named imprinter text.
    • Section Type -There are 3 section types to choose from:
      • Index Field - Choose from one of the defined index fields from this Capture Profile.
      • Constant - Choose from any printable character however, a space or underscore are the most common.
        • Auto Number - Bates Stamps can contain section(s) with auto incrementing numbers.
        • Counter - If "New Counter Per Batch" is selected, the user will be asked to create a new counter each time a new batch is created. The use can also choose one of the pre-existing shared counters. Click Setup and then Add to create a new shared counter.
          • Display Name - Enter a name for the new counter. This counter as well as all other existing counters will also be accessible through Shared Counters.
          • Initial Value - Enter a numeric value as the starting point of this new counter.
          • Reset Counter - Highlight the counter to be reset and select reset. This will set the value to 0.
          • Update/Enter new counter value - Highlight a counter then click “Update” to change the Counter Value of said counter.
          • Increment By - Set a value by which to step up each time.
            • Every - Select to increment every PageDocument, or Folder.
        • Width - Set the number of digits for the Auto Number section.

        • Pad Section with - Select the character to pad or prefix with if the width selected above is greater than its value.

        • Output Format - Select the desired structure (mask) of the Bates string. NOTE: Click “Help” for output formatting help, or see Text Field Masking in the Appendix section of this manual.

        • Convert to uppercase - Selecting this option will cause all alpha characters to be printed in uppercase.

Imprinter Text Preview

This displays how the configured imprinter text will appear on the page.

Manual Cropping Options

  • Default Crop Behavior- Select the default behavior for this module from one of the following options:

    • Replace Current Page

    • Insert as Page Before Current Page

    • Insert as Page After Current Page

    • Insert as Page at end of Current Document

    • Insert as Document Before Current Document

    • Insert Document After Current Document

    • Insert as Document at end of Current Folder

  • Show Crop Preview Dialog - Enabling this option will cause the Crop Preview Dialog to be displayed showing a before and after image.

  • Select New Item After Cropping - Enabling this option moves to the next image after crop is complete.


Miscellaneous

The options available on the Image Modification tab of Capture settings are outlined below. 























Viewer Options

  • Default Image View - Users can select which how to display the document image in the Viewer window. Available options are:
    • Page View
    • Thumbnail View
    • Both
  • Thumbnail Image Size - Users can select what size the thumbnail will be. Available options are:
    • Smallest
    • Small
    • Medium
    • Large
  • Show File Size in the Thumbnail Viewer

Miscellaneous Options

  • Enable Scanner Control Sheets - Selecting this option will allow the user to process a load of a scanner profile for this Capture Profile. The format is a barcode sheet which is formatted as follows: LP-“the name of the profile”.
  • Enable PDF Bookmark Sheets - Selecting this options allows the user to control whether or not we check for PDF Bookmark Sheets

  • Auto Save Pages After Manually Rotating - Enabling this option will illuminate the need for user to hit “Save Rotation” after each manually rotated page.
  • Warn User When Closing Batches that Contains Items Flagged for Deletion or Rejection - Selecting this option will cause a dialog box to appear when a user attempts to close a batch containing items flagged for Deletion or Rejection.
  • Delete Empty Batch Items (Folders, Documents) when Closing Batch - Enable this option to automatically delete all empty folders and documents when closing a batch.
  • Capture Image Display
    • Display All Images
    • Do Not Display Images
    • Display Every N Images
      • Nth Image - When "Display every N images" is chosen, set the interval of pages to skip ahead. This option may help increase performance for older computers with limited graphic display capabilities during capture.
  • Disable Confirmation Prompt when Deleting Folders, Documents and Pages - Allows the user to skip the confirmation prompts every time a folder, document, or page is deleted. 
  • Automatically Name Manually Separated Folders Using Current Date and Time - Allows the user to name separated folders configured in Capture Profile - Separation by current date and time.