NOTE: In version 5.4.2 and above, we added a button to allow you to view global usage of each form. To avoid confusion we changed the "Check Usage" button to "Doc Type Usage" to differentiate the two buttons. When clicking on "View Usage" the following window will pop up allowing you to run a query by timeframe.
Adding Form Definitions
Clicking the Add button will open the Form Definition dialog. As mentioned, this provides an interface for defining all the characteristics of a form. Within this configuration interface, you have the standard template toolbar which allows you to load or scan a template image, as well as a set of zooming tools.
Form ID – The Form ID is the name of the form these characteristics define. Note: This name will be available as a variable, and be placed in a linked index field.
Group – The Group allows you to create subsets of forms and currently is purely for organization within the configuration.
Record Type – This dropdown will link to the configured Record Types on step 3 of the configuration wizard, and allows the linking of the Form Definition to the chosen Record.
Description – allows a user defined description of the form.
Page Count – for forms of specified page lengths, this count will be utilized in page validation.
Usage Ranking Behavior* - this option allows you to keep the current use ranked position or override usage ranking settings so that the selected form gets process in the beginning or end of the queue.
Use Ranked position
Override Ranking and process Form at the beginning of the Form list
Override Ranking and process Form at the end of the Form list
*Usage Ranking is available in versions 5.4.2 and above
The Classification Rules section of the module provides the ability to input one or more rules that will define your form. Below are the options:
Match – you can choose a positive or negative match for your rule, and combine them to build a series of rules that will define your form. For instance, you may have a form that has “Form OFS 2” on the top, but there are two versions, with different locations for the required data. One form has “Version 2” on the bottom, one does not. You can use a negative rule to make sure the form without Version 2 is properly identified.
Rule Type – currently there are two types of rules, OCR Text and Barcode.
Rule Value – the Rule Value provides an entry point for a regular expression to match either the barcode value or an OCR expression. This will trigger the classification and setting of Record Type.
Rule Match Behavior – If you have multiple rules, this drop down will provide a means to logically combine them to define the overall match. You can either choose to match on the first rule matched, or make the combination of all your rules required.
Note: The order of rules can be used to your advantage as rules are processed in the order of entry.
Last Page Classification Rules
If Last Page Rule processing is enabled and a Form Definition contains Last Page Rules, then when that Form is classified, all other Page Validation and classification is disabled and classification will only search for a matching last page for that form. Once is it is found, all pages up to that page will be added to that Form and classification will switch back to normal processing looking for matches for all defined forms. We will also handle the special case where the first page of a Form is also a last page.
If a Form Definition does not contain Last Page Rules, then the selected option under Page Validation will be used (Loose, Strict, None). This allows users to mix both types of validation in case they aren't able to use Last Page Rules for all of their forms.
Table Extraction-Line Items
This allows classification based on the page orientation or the size of the form. This can be useful as an additional criteria for defining a form, or can be used by itself with no rules to define a form. An example might be when scanning checks and check stubs, you can assign a record type of Check when certain page size criteria are met.
Clicking Import button on Classification Module settings will now display a dialog allowing you to choose which type of import to perform:
Database Import Feature
The Database Import feature is available in version 5.4.1 and above.
How to import via database:
Set up the Database Connection. This uses standard dialogs used throughout the product.
Form ID is required
Form ID, Description and Rules all use the standard Build Custom Value dialog to build those values from different database fields/constants.
The other fields are all optional including Rules. Setting up Rules during this step applies them universally across all imported forms. By making Rules optional, it allows the user to come back later and add rules to individual forms.
When defining Rules, users can either use the values from the table as is or run the values through the Regex Builder to generate codes necessary. This behavior is controlled for each rule separately using the “Convert to Regular Expression” option. The global Regex Options can be accessed using the Regular Expression Options button.
Duplicate Form ID Behavior – User can either skip creation of a form if a duplicate is found or add the rules to an existing form.
“Mark Imported Classification Form Definitions as Not Validated….” – if selected, this option will import the form as Not Validated. If the corresponding option on the Classification Definition settings is selected (see below), documents that match these Non Validated Forms will be treated as Exceptions to be processed on the Classification Validation dialog. To validate the Form, the user will open the Form in the ACE dialog. When they save out of ACE, the form will be validated for that document, any others in the batch of that type of Form and all future documents classified as that Form type.
"Do not create Classification Form Definitions that have no rules" - If selected no rule will be added and the form will not be created. The system will warn the user and let them know which form definitions were not made.
Sample Database Import
Custom Text File Import
All users need to do is "Browse" to the location of your text file and click the "Import" button.
This allows you to select an XML file that you have exported previously from the Form Definitions export option.
Data Extraction and Classification
Once a document is classified, and a Record Type assigned, custom data extraction rules can be applied for that particular type of document. Through the use of shared and unique fields tied to Record Types, all the different methods of data population are available. There are several key features that leverage Record Type focused extraction:
Dynamic Regular Expressions – Advanced Data Extraction (ADE) now allows specific regular expressions to be configured based on the Record Type.
Zone Profiles – allow zone OCR-based templates that are linked to specific Record Types.