Separation: Document

Overview

 

Document Separation allows the Administrator to define methods by which to separate Documents and Folders during Capture. This is a very powerful tool that when scanning many documents at once allows the program to determine when to begin a new Folder and/or Document occurs. The user can easily create a structured Batch containing multiple folders and multiple documents. Setting up multiple profiles allow the user the ability to change which type of separation method occurs based on triggers.


 

Document separation profiles define how scanned or imported images will be separated. Only the first profile in the list is run by default unless a trigger is specified to cause a new profile to be enabled. Once a new profile is triggered it will remain active until the next triggered profile is activated (if any).

Triggers are typically handled by specific barcode values, however there are many options for triggering a separation profile change.

 

Profile

 

 

Separation Type

There are four available separation types. In this section we cover the four options and their settings. Users can only choose one separation type.

  • None - This is the default type for a new Capture Profile. The program will not attempt to perform any separation of documents. All pages that are captured will be placed in one document.
  • Fixed Length Documents - Select this option if all of the documents that will be captured using this Capture Profile have the same page count. When selected, user will be able to specify how many pages each document should have. The program will automatically create a new document when the current document reaches the specified page count.
  • Variable Length Documents - Select this option for documents that do not have a fixed page count per document and need to be separated. In order for the program to separate the documents and create new documents, it is necessary to specify the method by which the user wants the documents to be separated.
  • Use Scripting - Selecting this option enables scripts to be used as method of separation. Select Open Script Editor to begin creating a script.


Script Editor

When the Script Editor is opened, the scripts for the currently configuration area are displayed by default. For example, pressing the Open Script Editor button on the Auto Import Settings screen displays the scripts for Auto Import by default. However, once the Script Editor is opened, all scripts are available for editing.

For more information on the different options for Separation scripting see our Document and Folder Separation Scripts article.

 

 


 

Variable Length Separation Options

 

 

Document Separator Options

Users can choose to keep the separation sheet and/or discard the back of the separator sheet. 

Separator

Below is a breakdown of each separator option and description.

  • Separate on any BarcodeAny barcode read will cause separation.

  • Separate on specific Barcode values and patternsRegular expressions can be used to create a desired pattern. If a barcode is read and matches the pattern then separation occurs. Let's use 990008 as a value for example: 

    • Option 1: If the value 990008 exists anywhere in the barcode separation will occur. 

    • Option 2: When ^990008$ is entered as the value only a barcode containing the exact string 990008 would cause separation.

    • Option 3: If the user wants to separate on certain positions, the user should use these brackets [] to enter value options. For example if [0-3][a-f] was entered as the value then separation would occur when the first character of a barcode was 0, 1, 2, or 3 and the second character of the barcode was a, b, c, d, e, or f (in that order).

  • Separate when Barcode changes - Select this option when scanning documents that contain the same barcode value on more than one sequential page. These documents have ONLY one barcode per page or zone.

  • Separate after N Barcodes - Separation will occur on the Nth barc ode in the document.

  • Separate on N or more Barcodes on a single page - Separation will occur when N or more barcodes on a single page.

  • Separate on exactly N Barcodes on a single page - Separation will occur if exactly N barcodes exist on a single page.

  • Separate when Barcode N on page changes - Separation will occur when the Nth barcode on a page changes.

  • Separate on any Patch Code

  • Separate on specific Patch Code - Choose from patch code types I, II, III, IV, VI, or T.

  • Separate on blank page - Separation occurs when a front side page is blank during scanning or any blank page during import.

  • Separate on new file (Import only) - Separation occurs by file.

  • Separate when child Folder N of selected directory changes (Import only) - Separation occurs when the Nth child folder changes. In the following example, Folder C57183 is the first child folder (N=1), and Folders A-Z are the second level child folders (N=2). Select the value of the Nth level of the child folder in focus. From the above example, if the user sets N=2, Folders A-Z will each be a separate document.

  • Separate on specific Zone OCR/ICR values and patterns - Detecting a user defined word in a Zone or the entire Page will cause separation. Example: If the user enters “Page 1” into the field, PSIcapture will create a new document (separation) each time the word “Page 1” is read within the specified OCR/ICR zone.

  • Separate when Zone OCR/ICR value changes - Select this option when scanning documents that contain the same value as read by zone OCR/ICR on more than one sequential page and users desire to separate only when that value changes. Example: Draw a zone around the “Invoice Number” when processing invoices and it will separate whenever the number changes. NOTE: This will separate when ANY value in that zone changes.

  • Separate when Zone OCR/ICR Match value changes - Select this open and specify a regular expression below to search the page or zone for specific patterns and separate when the pattern changes. Example: Enter the regular expression “\d{6}” and draw a zone around where the invoice number is located. This will search the zone, if a six digit number is located within that zone PSIcapture will check to see if the number is different from the previous match and separate when it changes.

  • Separate on any PDF Bookmark - Select this option when scanning documents that contain PDF Bookmarks. Separation will occur if ANY bookmark is found.
  • Separate on specific PDF Bookmark values and patterns - Select this option wihen the user would like to separate on a specific PDF bookmark. For instance if the user is scanning a user manual, by entering a specific value of "chapter", PSIcapture will separate any time it finds that value separating each chapter as a different document.

Adding Multiple Separation Values

This window allows the user to enter multiple separation values or regular expressions at the same time. Each new line is considered a new separation value. NOTE: Only available when using values and/or patterns as a separator.

 

 

Regular Expression Help

Basic help dialog containing a examples for pattern matching using Regular Expressions.

 

 

Zone to Search

The <Entire Page>is the default or the user can select a zone that was previously defined or select the Define Zones button to make new zones.

Zone Configuration

The ribbon icons at the top of the screen allow the user to: Save Zone Settings, Select Template Image, Capture Template Image, or Rerun Auto Zone Creation.

 

 
Define Zones

Zoom in to the desired area leaving room to maneuver. Then select the draw zones icon and draw the zone. NOTE: Some of the zone options change based on which separator the user chooses.

point, manually draw zones, select pre-defined zones, copy zones, delete zones, group zones, select an area to zoom, zoom in and zoom out.

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 (printed text), ICR (handwritten text), MICR (E-13B), or MICR (CMC-7) results in the selected zone.

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

 - this pulls up more OCR options like enabling OCR logical context filtering or enabling OCR Trigram mode.

Populate Document Separator Value with

Once the values are entered users will need to choose how to populate the value by selecting from the following:

  • Entire Separator Value
  • Matching Words Only
  • Matching Word Only (Custom Format)

NOTE: To see which custom formats are available click on the question mark icon for help.

 

 

 

Zone Anchoring Configuration

 

 

Choose from the following anchor types:

  • Default (Top Left of Page)
  • Barcode
  • Patch Code
  • Zone OCR Expression
  • Precision OMR Timing Tracks

NOTE: If the user uses a barcode or patch code the type and pattern selected must be on the selected and match.

Other configuration options are listed below. NOTE: Availability depends on anchor type.

  • Page Image to use for Anchoring - Select between Main, Original, or Alternate Image.
  • Alternate Image Tag - Enter the tag name to be associated with the alternate image.
  • Barcode/Patch Code Type - Select between various supported types of barcodes or patch codes.
  • Barcode Pattern - Enter barcode value for the barcode intended to use for anchoring.
  • Patch Code Number  - Set Nth patch code on the page intended to use for anchoring. 
  • Zone OCR Text - Enter specific text for OCR to detect.
  • Zone To Search Anchor For - Drop down menu will list entire page and names of various zones previously defined.
  • Preview Recognition Language - Use for Zone OCR purposes, drop down menu lists various supported languages.

PDF Bookmarking Options

Additionally, the user can choose to separate on a specific bookmark level. For instance, if a PDF has multiple bookmarks and child bookmarks they can choose to separate only on a child level vs the top level.

 

 


 

Trigger

A trigger is used to activate a separation profile.

 

 

Available triggers are:

  • No Separation Trigger – Nothing will activate this profile.
  • Activate on Any Barcode – Any barcode read will cause activation of this profile.
  • Activate on specific Barcode values and patterns – Regular expressions can be used to create a desired pattern. If a barcode is read and matches the pattern activation of this profile will occur.
  • Activate on any Patch Code – Any patch code will cause activation of this profile.
  • Activate on a specific Patch Code – Choose from patch code types I, II, III, IV, VI, or T to activate this profile.
  • Activate on new file (Import Only) – Any new file will cause activation of this profile.
  • Activate when child folder N of selected directory changes (Import Only) – Activation occurs when the Nth child folder changes. In the following example, Folder C57183 is the first child folder (N=1), and Folders A-Z are the second level child folders (N=2).
  • Activate on specific zone OCR/ICR values and patterns - Detecting a user defined word in a Zone or the Entire Page will activate a separation profile.
  • Activate on any PDF Bookmark - Any PDF bookmark read will cause activation of this profile.
  • Activate on specific PDF Bookmark values or patterns - Detecting a specific PDF bookmark will activate the separation profile.
  • Activate by script – use a script cause activation of this profile.

PDF Bookmarking Options

Additionally, the user can choose to separate on a specific bookmark level. For instance, if a PDF has multiple bookmarks and child bookmarks they can choose to separate only on a child level vs the top level.

 

 

Triggers are used to switch between active separation profiles. Once a profile is activated it will remain active until another trigger is found.

  • Keep Trigger Sheet – allows the user to decide to keep or discard the page containing the trigger event.
  • Force Separation on Trigger Sheet – Use this option if the user wants to force separation on trigger sheets. One example of where this option might be used is when switching to a barcode separation method and the user doesn’t want to place a barcode sheet immediately after a trigger barcode sheet.

Examples of Profiles with Triggers

Profile - Multi-page

 

 

In this case the user would like to setup a profile that allows variable length documents in which a barcode whose value is MP will cause document separation.

The trigger is also set to a barcode whose value is MP

 

 

Profile - Fixed Page 1

 

 

In this case the user would like to setup a profile that allows fixed length documents containing only one image. The document separator cannot be deleted since it’s the only page in the document. The trigger is set to a barcode whose value is SP.

 

 

 

 

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