PSIsafe User Guide: Capture/Import via Batch Capture

version 12.1.x   Download Pending

 

Overview

Batch Capture, as a module within PSIsafe, is designed to make the import of a "Batch" of documents easier than ever. Multiple tools have been built-in to expedite the process of the standard Filer method. While Metadata input and attached to content will remain the same, the ability to automatically fill in this Metadata is enabled in a few capacities, including automatic templates, barcode recognition, and OCR capabilities. Explore any of the sections below to find out more about how PSIsafe's Batch Capture module can ease your content import workflow.

 

Table of Contents

 

Batch Manual File Mode

 

Manual File mode allows the operator to group images or single pages, select a filing location in PSIsafe and file the document to that location. This is called Manual File Mode. If this is displayed on the toolbar as indicated in the figure below, Batch is operating in manual file mode. You can use the dropdown menu to select the mode in which you want to operate.

Manual File Mode Requires at least one Document Template set up in Management.


Manual File Mode Setup

 

If you've already browsed to the Repository, Cabinet, Folder and Tab within PSIsafe, you can select Set Active Items, which will automatically populate the corresponding information from your folder indexes and tab names.

Alternatively, you can manually enter the following:

Fill out your Repository, Cabinet, Folder and Tab in the top section of the Details tab.

Scan documents from a scanner or MFP, or drag and drop supported filetypes to the left-hand empty space under Batch Capture.

Keep in mind you must select a folder before some types of document naming segments (configured within your template) can be indexed.

 

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Choose your Manager and Naming Template within the Managers and Templates section. Make sure to use the dropdown arrows to expand unique sections:

 

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Select a single page to file, or use the Shift or CTRL keys to select multiple documents.

 

Document Records (Document-level Indexes)

 

The next step is to fill out your Document Records to complete the Details tab of the filing dialog.

 

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When importing content to PSIsafe, the above Records appear below the Managers and Templates Pane as seen above. These records pertain to information for single or multiple pages within the document, and the recorded information is up to the user and PSIsafe Administrator configuring the template, as discussed in the previous section. Adding multiple records may or may not be necessary depending on your business needs.

 

If document-level indexing information is only required on a limited basis for your business needs, consider reducing the number of index fields within your template, or making multiple versions of a template which has extensive fields and few fields respectively. The purpose of these fields is not only to associate specific indexing data with the filed content, but also to give Administrators the ability to export, migrate, and import this same metadata in the form of document-level indexes to and from other platforms that suit your business needs. In other words, the better a template is configured to get the important information, the easier it will be to move that information in and out of PSIsafe.

 

Once the filing process is complete, these records can then be edited at any time via the "Edit Document Data" right-click function, which is explored in more detail in the next section.

 

Learn more about Document Records:

PSIsafe User Guide: Document Records (Document-level Indexes)

PSIsafe Management Administrator Guide: Templates

 

If you'd like to add more specifics, select the Options tab and fill out the following:

Enter keywords that will make it easier to search for the document later.

Check the box for File document as attachment, and you will see a separate dialog box appear on filing which will allow you to attach the file to an existing document after filing.

 

Additionally, you can select Schedule item? with a corresponding due date and this will present an additional dialog window with the scheduling details upon filing. Learn more about Scheduling Items in this article.

 

 

Finally, when complete, select File to place the document in the specified location within PSIsafe.

Alternatively, select File & Route to allow use of a workflow rule to send the document to a specific user or group of users for a specific task. For more on workflow, see this article.

 

Segment Zoom, OCR, and Barcodes – Manual File Mode and Template File Mode

 

When filing documents in Batch Capture, templates can be set up in such a way that TIF images can fill out a variety of information automatically, or with assistance. This functionality applies to both Manual File mode and Template File Mode. To open the dialog window to configure a Zoom, OCR, or Barcode reading, double-click on the naming segment while in Manual or Template File mode:

 

There are three different options presented when configuring a naming template for this operation:

        1. Auto zoom location - Zooms to area on when document naming segment is clicked.
        2. Auto ocr location - OCRs an area and inserts the results in the segment.
        3. Read barcode location - Read an area for a barcode and insert the value in the segment.

Auto zoom can be combined with OCR or Barcode reading. Predetermined areas for Zoom and OCR are configured separately to accommodate zooming to one area, and then to OCR a more narrowly defined area.

To setup a template for Template File Mode, open up PSIsafe Management and either create or edit a template to have only a single tab association, as well as a TIF image file association:

 

 

Create a document template in PSIsafe Management. If the template is to be used in the Template File Mode, verify its compatibility in the Templates section. Select the template, then a user, and select Check Validity after selecting the Batch radio button. If your template does not meet the setup requirements, you will receive an error message clarifying what needs to be changed:

 

Next, we'll create or copy a sample document that matches the layout of the items to be scanned. Some common examples are: expense form, invoice from a specific vendor, vacation request, etc. This document must be located in an accessible directory and will be used in a later step.

After that, we'll select the template to be configured, in this case Auto zoom location:

 

Select the checkbox and you will be prompted to browse to the template image file in question. Once selected, a second dialog window will appear to allow you to customize the zoom location:

When the document opens, use your cursor to select the desired zoom/OCR/barcode area then click Select located in the top left.

If you want to combine both Zoom and OCR, repeat the process and select the OCR area. The selection window will look the same as the zoom section. You may want to limit your OCR zone to a narrow area that will only pick up the desired text.

Note: This setup only needs to be completed once in either filing Mode. The settings are saved and applied for all PSIsafe users having access to the template.

Operation:

Click on the segment field – notice the image will automatically zoom to the predetermined zoom area. Next click “Auto Populate Segments” located in the top bar. The preview will zoom to the OCR or Barcode selection area and the segment will be populated with the corresponding information.

Custom Columns

When using the Manual File Mode, Users can display any of their custom columns into the folder pull down display.

Set up:

Select the folder pull down and right click on the horizon column header. Select Column Chooser and drag and drop desired columns to and from the header.

Requires Custom Columns to be setup in PSIsafe. To learn more about setting up custom columns, check out this article.

 

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Batch Auto File Mode Setup

Auto File Mode reads barcodes from images, and files the documents based on the data represented by the barcodes. Select this mode from the toolbar like Manual File Mode or Template File Mode.

 

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Auto File Mode requires templates to be set up in Options > Auto File. Templates determine which barcodes to read and where the documents will automatically be filed. The figure below shows the setup screen.

Before using the Auto File Mode, the following must be configured:

  • In PSIsafe Management Cabinets, setup the Unique Identifier index field as the barcode which will automatically file to the folder in PSIsafe. This step is essential to ensuring the Process Pages function can complete successfully. This tells Batch which barcode on the page to use for locating the folder in which to file the document. In this example, we'll use the barcode to match the folder index defined as the Unique ID in the cabinet setup. Unique IDs are identified with an asterisk (*).
  • In the figure below, the Employee ID is used in the folder as the barcode that will identify which folder to file the document. Multiple barcodes may be used to file to Cabinet, Folder, and Tab.

The following document has an example of a barcode that is used to file to a specific folder:

 

Linking Load Template to Auto File Separation Template

When using a Load Template with Auto File Mode, the Separation template is automatically selected when the Load and Auto File template names are identical.

When selecting the matching name for a Load template (which is a simple configuration of the number of documents to load, where to load them, and what kinds of files to load, (as well as whether to convert them or split them automatically), the corresponding Auto File template will be selected to expedite the workflow process:

OCR and Auto File mode

Auto File Mode can be configured to OCR a specific area of your document or read a barcode and populate an index field accordingly.

As previously stated, Auto File Mode can be used to automatically populate Cabinet, Folder, Tab, and even Document Title information via OCR or Barcode reading.

To configure these areas, edit your Auto File Mode template (via Options> Auto File > Add/Edit) and select the corresponding tab for the information you wish to populate via OCR or Barcode reading.
Then, select Pick Location and browse to the sample document that will be used for the template.


You will then see a similar window to previous Barcode reading methods that allows you to select the area to be scanned for the barcode.

 

 

To populate data from a Barcode or OCR for your Document Title, Select the Document tab, click the "ellipses" (...) and choose your reading method via “From barcode At Location” or “From OCR at Location XY” depending on your specific type of reading method.


Navigate and select sample document that will be used as a location template, open it, and select either the OCR reading location or the Barcode reading location, as in previous steps.

You will be returned to the previous screen, where your selection will be copied to your clipboard automatically.



Close this window and paste your clipboard into the desired location in the title.

 

Note: Reading Barcodes is typically more accurate than OCR text. If the document contains text and a barcode of the same information, it is best to use the barcode.

  • Document title Zonal OCR in Auto File Mode–TIF Images - This capability supports OCR processing a predefined area if a TIF image being filed using Batch Auto File mode.

Retain Zoom Setting

When processing several of the same document types in Batch Capture (e.g. invoices from the same vendor), you may wish to save a constant zoom location when moving to the next document for filing.

Within the the preview panel, click on Tools > Options > and select the “Remember Zoom Location” box. Then click Save. Once enabled, your latest zoom settings will be applied when moving to the next document.

 

 

 

Keywords: PSIsafe Auto File Mode Batch Capture

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