Folder Fields

Folder Index Fields: General

Folder Index Field Definition

Default Value

This option allows the user to specify a default value in which to populate this field. This can either be a predefined default value, chosen from the system defined list or a manually entered value.

NOTE: Depending on the Data Type of the field chosen items in this list may or may not be present

NOTE: Additional options will appear after defining Batch Index Fields. They will appear as [Batch Field.(the name of the field)] or [Folder Field.(the name of the field)] which allows the user to automatically populate the Folder Index Field with those Batch Field values.

NOTE: To see the complete list of options, see Document Index Fields: General.

Input Mask

There are many options that may be selected that will limit what the user can enter into the field when manually indexing. This feature provides a visual mask and forces the user who is manually indexing to adhere to the defined format. Choose from a number of commonly used masks via the dropdown list, or write custom masks with Regular Expressions. NOTE: this feature in NOT used in validation and is not used for validation when auto populating a field but it may be required to display the return values in that field

NOTE: Press  to see the complete list of options, or refer to Document Index Fields: General.

Min. Length

This defines the Minimum length of ‘Text’ ‘Data Type’ fields ONLY. If the length of the populated data is less than the minimum length, validation will fail on that document.

Max. Length

This defines the Maximum length of ‘Text’ ‘Data Type’ fields ONLY. If the length of the populated data is greater than the maximum length, validation will fail on that document.

Custom

User can create a custom index field with the use of Constants and/or a combination of other Fields. Click “Build” to create a Custom Index Field.

Auto Populated Data Options

Truncate to Max. Length

Select this option for Text’ ‘Data Type’ fields that are being populated automatically by methods like barcode, zone OCR, Database Lookup etc., where the desired result is NOT to have data in excess of the Max Length value populate the field.

Ignore Length

Select this option for Text’ ‘Data Type’ fields that are being populated automatically by methods like barcode, zone OCR, Database Lookup etc., where the desired result is to have all data regardless of the Max Length value populate the field. Max Length will be ignored during validation if data is auto populated.

Auto Increment

This allows a numeric field to be setup to be an auto-incremented number.

Setup

Auto Increment Configuration

Auto Increment Options

Selecting “New Counter Per Batch” will cause the counter to start at the Start Value each batch.

Setup

Selecting Setup will bring up the main Configuration Shared Counters Setup Counters dialog box allowing the user to choose one of the defined counters or create a new one. See the Shared Counters in the System Configuration section of this manual for more information.


Start Value

The value the user wishes to start incrementing from.

Increment By

The value the user wishes to increment by.

Update subsequent items after value changed

Select this option will cause subsequent records after the record being changed to also be changed accordingly (example: record 3 has the value 3 and the user changes it to 5 and the Increment By value is 1 then record 4 will have the value 6).

Trim Whitespace

Deletes whitespace at the end of any values entered in the index field.

Field Options

Read Only

Whether this field is read only.

Hide

If selected, this field will not be displayed to the user.


Re-Key

This option is used in conjunction with a second index workflow step. Once this option is selected, the field will need to be re-entered. When re-entering a field in Re-index (the second Index step in the workflow), if the re-entered value does not match the previously entered data, the user will be warned that the expected value was the value first keyed and then prompted to either keep the original value or override it with the newly entered value.

Required

Whether this field requires data to be entered.

Skip

If selected, this field will be skipped over when the user presses tab or enter during navigation between index fields.

Regex

Further manipulate the data entered in the index field through the use of Regular Expression. Click “Setup” to configure.

Displays expressions currently in use. Click “Add” to add more.

User can write custom expressions or click “Select From Global List” to display Regular Expressions Manager and chose pre-existing expressions.

Sticky

If selected the data in this field will remain in this field for each following document until changed. Click “Setup” to choose to populate subsequent fields with the entire value or a subset value. In order to determine the subset, a start and end position must be defined.

Auto Casing

Options Include:

  • All characters to Uppercase
  • All characters to Lowercase
  • Title Case – First letter of each word capitalized
  • Sentence Case – First letter of first word
Use Custom Validation Script

Use scripts to validate each index field after entered. Click “Edit” to bring up the Script Editor. Click “Edit” to bring up the Script Editor.


Folder Index Fields: Advanced

Additional options for auto populated data is configured here.

Auto Populated Data Settings

Populate Index Field with

Populate index field with Entire Value, Matching Word Only, and Matching Word Only Custom Format.

Match Expressions

Use regular expressions to extract and format data from captured images to populate image fields.

Add/Edit

Brings up Regular Expression Editor to input expression(s)

Delete

Deletes unwanted expressions

Custom Format

Chose between the whole capture, group 1, group 2, etc.

Sources to Process

Use check boxes to select where match expressions are used to extract index data containing matching words.

Sources:

            • Barcodes
  • Data Files
  • Default Values
  • Image Tags
  • Import File Metadata
  • Lookups
  • PDF Fields
  • Zone OCR/ICR
  • Zone OMR
  • On Demand OCR/ICR

Folder Index Fields: Barcodes

The Barcodes tab specifies whether the selected document index field should be populated using a barcode value. Index fields can be populated by either barcode mapping or with a barcode processing script.

Barcode Mapping

Selecting the Map Field to Barcode Number allows the user to designate which physical or logical (if separating – see the Capture Profile Configuration  section of this manual) barcode number to the current field. The following options are available for barcode mapping:

Barcode X on Folder Separator Sheet

Maps to the specified barcode number on the Folder Separator Sheet.

Barcode X in Zone Y

Maps to the specified barcode number within a specified zone in the document. This zone can be defined to be anywhere on the document including on a specified page.

Define Zones

Select this to define a new zone.

Zone Configuration

The Icons at the top of the above screen allow the user to: Select a template image, save the template with zones, point, manually draw zones, select predefined zones, copy zones, delete zones, group zones, select an area to zoom, zoom in and zoom out.

Anchoring Type

Choose from the Top Left of Page, Barcode, Patch Code, Zone OCR Expression, or Precision OMR Timing Tracks.

Barcode

NOTE: If users use a Barcode, the type and pattern selected must be on the selected page and match







Barcode Type

Choose a specific type of barcode or all supported barcode types.

Preview

Define Zones

Select this to define a new zone.

Zoom in to the desired area leaving room to maneuver. Then select the draw zones Icon and draw the zone(s). Name the zone and fill out which page of the document it is expected to be found on. The Zone Names are kept in a list for use anywhere in the program that the user can Define ZonesNOTE: The Page of the template and its Resolution is displayed at the bottom of the screen and they MUST match the page and resolution at capture time.

 - delete the highlighted unwanted zone. NOTE: If a Zone is in use by any Capture Profile, the zone cannot be deleted and will appear greyed out.

 - ungroup a cluster of child zones contained within the selected zone (child zones are used for OMR purposes).

Barcode Type

The following 1D barcode font types are supported: Australia Post, Codabar, Code 11, Code 128, Code 32, Code 39, Code 93, EAN-13, EAN-8, Intelligent Mail, Interleaved 2 of 5, ITF 14, Planet, Plus 2, Plus 5, Postnet, RM4SCC, Rss 14, Rss 14 Limited, Telepen, UPC-A, UPC-E

The following 2D barcode font types are supported: Data Matrix, Micro QR, PDF417 and QR.

Barcode Parsing

The user may select to populate the field with the entire contents (default) of the selected barcode or to populate the field with a subset of the barcode. If a subset of the barcode is specified, select the Start Position and End Position of the characters in the barcode to be placed in the current field. NOTE: If the barcodes in question do NOT contain fixed length values an unexpected result will occur. See Barcode Splitting in the Capture Profile Configuration\Recognition\Barcode Detection section of this Manual for other options or use Scripting.

Populate field with entire barcode

The entire barcode value will be placed in the index field.


Populate field with subset of barcode

The value to be placed in the index field will be positional based on what is set in the Start Position and the End Position. In this example only the first 6 characters of the file name would be placed there.

Use Custom Validation Script

Use scripts to validate each index field after entered. Click “Edit” to bring up the Script Editor. Click “Edit” to bring up the Script Editor.


Folder Index Fields: List

List Definition

Select the “Use selection list for field” option to create a specific list of values for the highlighted index field. These values can be used during the indexing process to populate the index field.

Add (New)

Select the Add button to add a new value to the list. The user can specify separate display and data values for each entry. The Display Value is the “friendly name” for the item, which is displayed to the user in the list. The Data Value is the value that is stored and passed on to lookups, migrations, etc.

Add Multiple

Available in versions 6.2 and higher

The Add Multiple button displays a dialog screen where the user can enter multiple display and data entries in comma-separated value (CSV) format. Enter one new Display Value/Data Value pair per line, separated by a comma. For additional information regarding format, press the Help button. To add the entries to the List Definition, press the Save button. To abandon the entries without saving, press the Close button.

Import Multiple

Available in versions 6.2 and higher

Press the Import Multiple button to display a standard Windows File Open dialog screen which allows the user to select a pre-existing, comma separated file containing new Display Value/Data Value pairs.

Delete

Select a list entry and press delete to remove it from the list.

Move Up/Down

Select a list entry and press up or down to change its position in the.

Limit user entry to items defined in list

Select this option to prevent users from entering values during indexing that are not in the pre-defined list.

Sort list alphabetically

Select this feature to display the Display Values in alphabetical order during indexing.

NOTE: List boxes automatically support type ahead. For large lists or lists that change frequently, use the Lookups function in Capture Profile Configuration/Advanced Indexing.


Folder Index Fields: Zone

NOTE: Although OMR or OCR zones may be defined on the folder index fields they are only processed on the folder separator sheet. Conversely OMR or OCR may occur on any image within the document.

Actions:

  • None
  • Zoom Only (No Recognition)
  • OCR – Optical Character Recognition
  • ICR – Intelligent Character Recognition (Handwriting)
  • OMR – Optical Mark Recognition
  • MICR - Magnetic Ink Character Recognition Code font detection
  • On Demand OCR/ICR Only

Define Zones

Select this to define a new zone:

The Icons at the top of the above screen allow the user to:














The Icons at the top of the above screen allow the user to:

 - Save Zone Settings - saves the zone settings for the current profile

 - Select Profile - Opens the profile the user wants to use for zone configuration

 - Copy Current Proflle - Enables user to duplicate profiles for other documents

 - Add Blank Profile - Create a new profile

 - Delete Current Profile - Deletes the current profile open

 - Displays name of current profile selected

 - Select Template Image - load a template image

 - Capture Template Image - allows user to capture a template image from a capture device

 - Pointer – standard mouse pointer (selecting by default)

 - Draw Zone (1) – manually draw an OCR zone

 - Draw OMR Zone (2) – manually draw and OMR zone

 - Draw Smart Zone (4) - manually draw a smart zone

 - Draw Precision OMR Zone (3) 

 - Auto Sized Zones – select from a list to draw a new zone on the described area

Users now have the ability to define Dynamic Zones (i.e. Full Page, Bottom Half, etc.) that autosize based on the size of the image being processed. When adding a new Auto Sized Zone, user will be prompted on whether they want this to be a Dynamic zone or not.

If they want to change the dynamic zone setting on an existing zone, they can do so on the Advanced Zone settings dialog.

NOTE: Dynamic zones are not limited to just zones created using the Auto Sized Zone menu. Any standard or smart zone can have the dynamic zone setting enabled.

 - Make Copy of Current Zone - repeat a zone (use this to make OMR configuration quick)

 - Delete Selected Zones – deletes the selected zones

 - Rerun Auto Zone Creation - no longer requires a new template image to be loaded each time it is to be used

 - Grouping Tools – group multiple zones for OMR purposes. Select Create OMR Zone or Create Multi-Record Line Item Zone

 - Zone Display - allows user to select which zones to show

 - Selection Zoom - Select an area to zoom

 - Zoom In – increase the size of the image

 - Zoom Out – decrease the size of the image

 - Rotate Left - rotate document image left

 - Rotate Right - rotate document image right

Anchoring Type

Select Default (Top Left of Page)

Select Patch Code and choose the patch code type and which one of that type on the template.

Select Barcode and choose the barcode type and pattern (must match).

Defined Zones

Zoom in to the desired area leaving room to maneuver. Then select the draw zones Icon and draw the zone.

Zone Name and Page

Name the zone and fill out which page of the document it is expected to be found on. The Zone Names are kept in a list for use anywhere in the program that the user can Define ZonesNOTE: The Page of the template and its Resolution is displayed at the bottom of the screen and they MUST match the page and resolution at capture time.

 - Delete the highlighted unwanted zone. Note: If a Zone is in use by any Capture Profile, the zone cannot be deleted.

 - Apply image processing to the zone template image.

 - Preview OCR/ICR results on printed text in the selected zone.

 - Ungroup a cluster of child zones contained within the selected zone (child zones are used for OMR purposes).

 - Advanced Settings as shown below.

Enable OCR Logical Context Filtering (Recommended)

OCR Logical Context filtering enforces rules for "everday norms" when generating results. For example, logical context filtering ensures a number of such as 34567 would not ber read as 34S67, as it is unlikely that the letter "S" would appear within a list of numbers. If your images are of high quality (computer generated) and a zone contains data that breaks everyday norms, disable this option for the zone to improve your OCR results.

Enable OCR Trigram Mode

Trigram postprocessing uses language model statistics to try and correct recognition results in natural language sequences. Disabling Trigram Mode can improve recognition results on zones that contain random sequences of letters and numbers (e.g. part numbers, invoice numbers, etc.).

Machine Print Font Type

User options include Unknown and Machine Type.

If Machine Type is selected, automatic handwriting vs. machine-print recognition will be deactivated. All text detected on input area will be treated like matchine print (handwriting included). Selecting Unknown activates automatic handwriting vs. machine print recognition. Only subregions classified as machine print will be further processed. Hence, there is some risk that low-quality machine print subregions are missing in the final result, for they might have erroneously been classified as handwriting.

Machine Type Pitch

User options include Unknown and Variable.

In rare instances, the default value Unknown will cause misreads in zones that contain a mixture of numbers, characters, and letters. For example, "0569625-IN" would be read as "05696254N". In these cases, switch the Machine Type Pitch to Variable.

Enable Dynamic Bounds

Check this option to automatically resize zones based on the dimensions of the captured page. For example, if a zone is defined to encompass the top half of an 8.5” x 11” page, and an 8.5” x 5” page is captured, the zone’s height will automatically be adjusted to cover only the top half of the page.

Zone Definition

Action: None

No zone related functions are performed.

Action: Zoom Only (No Recognition)

No recognition will be performed on the defined zone. However, when the user selects the index field box in the Capture and Index modules or in the QA module if defined and the feature “Zoom to zone for index fields with zones defined” is select in the Quality Assurance Settings configuration screens, the document will be zoomed in based on the defined zone. This can be helpful during manual indexing to make text easier to read. This can also be described as a Zoom Assisted Key from Image Capability.

Choose a zone name from the “Zone” drop down list or select Define Zones to define a new zone.

Disable page change for Zoom Only Zones

Prevents the viewer from changing the page when this index field becomes active







Action: OCR/ICR

Selecting this option will cause the OCR/ICR engine to attempt to OCR/ICR the contents of the selected zone and populate the index field for the current document. This process will occur either during auto-indexing or when the field is selected during manually indexing. NOTE: Zone OCR/ICR if defined for Folder fields runs on the Folder Separator Sheet ONLY.

Zone OCR/ICR Options: General

Zone

Choose a zone name from the “Zone” drop down list or select Define Zones to define a new zone.

Show Zone Popup Window when Indexing

Selecting this option causes a floating popup window to appear when indexing is active in the product.

Don’t run Zone OCR if field is already populated

Skip OCR/ICR if there is already data in the index field.

Page Processing Option

Choose pages from the document for the recognition engine to process. Select from Defined Page, First Page, Last Page, or All Pages.

Skip Document Separator/Skip Folder Separator

Choose to skip the document or folder separator pages.




Zone OCR/ICR Options: Character Filtering

Character Filter

If a zone is known to contain either only numeric or only alpha characters, the OCR results can be filtered to return only those characters by specifying that option in the Filter. If the OCR text contains both alpha and numeric characters, then set this to All Characters. Some possible options are All Characters, Alpha Only, Numeric Only, Numeric Extended (0-9,$,%,#,+,- ..), Date (0-9./-) and Extended Characters Only, Standard Printable Characters.











Enable Extended Characters

This setting allows user to include additional characters that would not have been included based on the Character Filter option selected above. For instance, if the user has a zone that contains numeric characters and the letters A, B, and C the user may set the Character Filter to Numeric Characters Only, Enable Extended Characters, and add A, B, and C into the Extended Characters List. By doing this, there will be better OCR results than if the user had simply set the Character Filter to ‘All Characters’.

Click “Enter Characters” to add characters to the character filter.

Invalid Character Action

Do Not Correct

This populates with all characters detected by the OCR/ICR engine. There may be chances for inaccuracies.

Remove

All invalid characters as chosen from the character filter will be deleted from the return value.

Auto Correct

This option will find and replace all invalid characters with user specified characters defined in the following list:

Auto Correction Settings

The user can Add or Remove settings to enhance the quality of the OCR. For example in the table above if the OCR engine returns an alpha O and the Character Filter + Extended Characters are expecting 0-9 and a, b or c. The character placed in the field would be a zero (0).










Replace with Marker

Invalid Character Marking

Choose a valid character to put in place of an invalid character that has been deleted. NOTE: Replacing invalid characters with a character that is invalid for that fields data type will cause either no data to be returned or errors to occur. (ie). an asterisk (*) when the fields data type is numeric.

Character Filtering Processing

Choose to filter the entire OCR/ICR zone or only on certain matching words when detected.

Action: OMR

Choose a zone name from the “Zone” drop down list or select Define Zones to define a new zone. NOTE: For folder fields the template must be a part of the folder separator sheet.

Zone OMR Options

Attach Single Zone

Select from the previously defined zones.

Attaching the OMR zone to the Index Field will populate the field with the value of the zone with the highest weight of fill.

Select a Zone from the drop down.

Attach Multiple Zones

Add Zone

Select from the previously defined zones in the order in which concatenation is desired.






Below is a look at previously defined zones.










Replacement Values

No Mark Detected

Define a character to populate a field when no mark is detected (default is *). Manual indexing is needed for these type of documents.

Multiple Mark Detected

Define a character to populate a field when multiple marks are detected (default is *). Manual indexing is needed for these types of documents. NOTE: It is critical that the template is BLANK (without marks) as base weights are assigned when selecting save in the define zone screen.

Action: On Demand OCR/ICR Only

Also known as rubber band OCR or drag and drop OCR; selecting this option will cause the OCR/ICR engine to attempt to OCR/ICR the contents of the area drawn by the user during manual indexing and populate the index field. NOTE: There is no need to define the zone for this function because the zone will be hand drawn during manual indexing, as shown in the example below:

Zone On Demand OCR/ICR: Character Filtering

Character Filter

If a zone is known to contain either only numeric or only alpha characters, the OCR results can be filtered to return only those characters by specifying that option in the Filter. If the OCR text contains both alpha and numeric characters, then set this to All Characters. Some possible options are All Characters, Alpha OnlyNumeric Only, Numeric Extended (0-9,$,%,#,+,- ..)Date (0-9./-) and Extended Characters OnlyStandard Printable Characters.





Enable Extended Characters

This setting allows user to include additional characters that would not have been included based on the Character Filter option selected above. For instance, if the user has a zone that contains numeric characters and the letters A, B, and C the user may set the Character Filter to Numeric Characters Only, Enable Extended Characters, and add A, B, and C into the Extended Characters List. By doing this, there will be better OCR results than if the user had simply set the Character Filter to ‘All Characters’.

Click “Enter Characters” to add characters to the character filter.

Enter each individual extended character to the list.

For example, If users wanted all Letters and Numbers, users should select “Alpha Only” and then enter “1234567890” into the extended characters list.



Invalid Character Action

Do Not Correct

This will populates with all characters detected by the OCR/ICR engine. There may be chances for inaccuracies.

Remove

All invalid characters as chosen from the character filter will be deleted from the return value.

Auto Correct

This option will find and replace all invalid characters with user specified characters defined in the following list:

Auto Correction Settings

The user can Add or Remove settings to enhance the quality of the OCR. For example in the table above if the OCR engine returns an alpha O and the Character Filter + Extended Characters are expecting 0-9 and a, b or c. The character placed in the field would be a zero (0).










Replace with Marker

Invalid Character Marking

Choose a valid character to put in place of an invalid character that has been deleted. NOTE: Replacing invalid characters with a character that is invalid for that fields data type will cause either no data to be returned or errors to occur. (ie). an asterisk (*) when the fields data type is numeric.

Character Filtering Processing

Choose to filter the entire OCR/ICR area or only on certain matching words when detected.

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