Configure Client Profiles
A client profile contains the settings that end-users choose while scanning, importing, and/or indexing documents in the Content Capture Client. Client profiles control such things as how documents are created and separated in batches, whether metadata fields are available, and what happens when users release batches. You build client profiles using procedure elements.
See these topics to understand what client profiles are and how you configure them:
About Client Profiles
Some users only capture documents, some are responsible for generating indexes for document batches, and some do both. You configure client profiles according to these requirements. In client profiles, you specify batch prefixes, batch priority, criteria for filtering batches (priority, status, prefix, and so on). To restrict client profiles’ use, you can assign them users so that only users with sufficient rights can access client profiles in the client environment. You also associate one or more document profiles with each client profile.
To configure a client profile, you identify settings on the profile's pages.
Table 11-1 Client Profile Configuration
Page | Main Configuration |
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General Settings |
Select key profile settings such as:
|
Batch Filter Settings |
Optionally filter the batch display. Specify which batches are visible to users in the batch pane list when this client profile is selected and how they are listed (see Filter the Batch List Displayed to Users). |
Image Settings |
Specify image color and quality settings, detect blank pages, and handle imported non-image files. This tab is available only when the Profile Type field is set to 1 - Capture Only or 2 - Capture and Index on the General Settings page. For example, specify:
|
Document Indexing Settings |
Configure document separation, dependent choice list, and document profile options as needed. This tab is available only when the Profile Type field is set to 2 - Capture and Index or 3 - Index Only on the General Settings page. For example, specify:
|
Security |
Grant or remove access to the client profile for client users, based on their previously assigned role (see Configure Procedure Security). |
Post-Processing |
Define the release processes available for users when releasing batches (see Configure a Client Profile's Post-Processing). |
Summary |
Review selected settings for the client profile. |
Add or Edit a Client Profile
You can add a new client profile or edit an existing one on the Capture tab.
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It is recommended that you do not make major changes to a client profile after users have begun capturing batches using the profile. Instead, you may want to change the client profile to an index-only profile, which will allow users to index and release existing batches but prevent them from capturing additional batches.
For more extensive changes to client profiles, make a copy of the production profile where you can make changes safely until the new profile is ready to be used in production.
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Periodically save the client profile when you are making changes to it. Run the client to view and test the profile changes. After editing a client profile, its metadata fields, or its document profiles, sign out and back in to the client to see procedure changes reflected in the client.
To add or edit a client profile:
Deactivate or Delete a Client Profile
You can make a client profile accessible or inaccessible to the client users by activating or deactivating the profile. By default, client profiles are active (online). You can take a client profile offline for troubleshooting purposes or to phase out a profile before deleting it. Before you delete a profile, consider deactivating it for a period of time.
Deleting a client profile does not affect batches previously captured using the profile. Because users see all batches locked to them regardless of batch filter settings, they may be able to choose another client profile and continue to view, edit, and release batches they created using the deleted client profile.
Configure a Client Profile's Type
The client profile type you select determines how users use the profile and whether they capture documents and complete metadata values. The profile type also affects how documents are created within batches.
- Add or edit a client profile and select the General Settings page.
- In the Profile Type field, choose one of the following profile types: Capture Only, Capture and Index, or Index Only.
- Click Submit to save the client profile.
Capture Only
Choose the 1 - Capture Only profile type when you want users to scan or import documents but not index them. This type is commonly used for batches that are indexed later by the recognition processor in a post-processing step. When users select a Capture Only profile, the metadata pane does not display in the client window.
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When users scan a batch, the client scans all papers loaded in the scanner and creates a single document. Client users can separate the single document into multiple documents using the Create New Document option. Or a batch processor such as recognition processor can perform document separation.
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When users import a batch, the import option they select determines whether a single document or multiple documents are created.
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Although client users cannot index documents, they can separate documents by using the Create New Document option.
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With a Capture Only profile, indexing and document creation options do not apply. Settings on the Document Indexing Settings page are not available.
Capture and Index
Choose the 2 - Capture and Index profile type when you want users to capture documents and index them. When users select a profile, the metadata pane displays in the client window at the time of opening a batch.
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When users scan a batch using a Capture and Index profile, the Document Creation Option selected on the Document Indexing Settings page determines how documents are created, as described in Configure Document Creation. For example, a document creation option of One Page (Simplex) creates a new document after each page is captured. Users can use the Create New Document option to separate documents, or they use blank page separator sheets to automatically separate and define documents in the batch.
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When users import a batch using a Capture and Index profile, the import option they select determines whether a single document or multiple documents are created. Users can use the Create New Document option to separate documents in the batch.
Index Only
Choose the 3 - Index Only profile type when you want users to index documents from previously captured batches. For example, batches created using a high-speed, production scanner can be processed by multiple indexing users using the client. When users select an Index Only profile, the metadata pane displays in the client window, but capture options in the batch pane are hidden, preventing them from scanning or importing to add pages to batches.
You might create an Index Only profile when:
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Different groups of users scan versus index batches
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Indexing users complete or verify indexing
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Batches need correction but the indexing users do not have scanner access
Filter the Batch List Displayed to Users
You have a range of options for defining the batches users can see and access in the client's batch pane list. For example, you might configure the client profile to allow users to view any batch in the procedure, or restrict the batch list to batches users captured on their own workstations that have a certain prefix and contain errors.
The following guidelines describe which batches display in the batch pane to users:
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Batches locked to a user are always listed. Although not all may be visible if the user has set a limit on the maximum number to display in the client preferences.
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Whether users see batches that are unlocked or locked to other users depends on batch filter settings in the client profile. For example, you can limit the batch list to batches with a certain prefix, in a certain state (such as error or processing), or with a selected status or priority.
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Users can further filter the batch list in the client using search options. For example, they might filter the batch list to display a limited set of batches, such as high priority batches or older batches only or search for batches containing one or more documents that encountered an error.
To display batches to users in the client window:
Table 11-2 Batch Filtering
Filter | Example Use |
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Additional Batch Prefixes |
Users always see batches created with the selected profile's batch prefix, subject to other filters.
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Processing States |
Restrict display to batches with one or more selected processing states. Processing states are internal system states that cannot be redefined.
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Batch Statuses |
Restrict display to batches with one or more batch statuses created on the Classification tab. For example, select a Rescan or Needs Review batch status to display batches needing attention to qualified users. |
Priorities |
Restrict display to batches with one or more priorities. For example, select priority 10 to display batches needing immediate attention to users. |
Batch Visibility |
Restrict display by user and location.
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Days Old |
Enter numbers in the From and To fields to display batches that are between the specified number of days old. For example, you might display batches that are between 7 and 45 days old. |
Primary Sort, Secondary Sort |
Specify how batches should be sorted, and select ascending or descending order. You can specify a primary and secondary sort by:
For example, sort batches so that those with the highest priority display at the top and those with the same priority display with the oldest date first. Note: This setting specifies the default sort order for the client profile and the user can change the sort order after the batches are displayed. |
Configure Image Capture and Storage
When users capture documents in the Content Capture Client, the image settings come from two sources:
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Client profile settings, which are described in this topic. These settings apply to all batches captured with the client profile. In some cases, users can override these settings.
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Scanner settings, which are specific to the selected scanner and selected by users. The user selects these settings after clicking Capture Settings in the batch pane. Once selected, these settings are saved with the client profile.
To configure image and non-image capture settings in a client profile:
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Add or edit a client profile and select the Image Settings page.
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Configure image settings.
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In the Default Color field, specify a default color (Black and White, Grayscale, or Color), balancing image quality with image size considerations.
If you leave the field set to <Not Specified>, the scanner's selected color (selected by the client user or the scanner's default setting) is used.
Select the Prevent Default Override field to prevent client users from changing the scanner's color settings. Not all scanners may honor this setting.
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In the Default DPI field, specify a default DPI (100, 150, 200, 240, 300, 400, or 600), balancing image quality with image size considerations.
If you leave the field set to <Not Specified>, the scanner's selected DPI (selected by the client user or the scanner's default setting) is used.
Select the Prevent Default Override field to prevent users from changing image resolution in scanner settings in the client. Not all scanners may honor this setting.
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In the Blank Page Byte Threshold field, optionally configure blank page detection.
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To specify default image brightness and contrast, select the Apply Default Brightness and Contrast field and move the sliders to adjust the values up or down. Client users may be able to override these settings if allowed in their scanner-specific settings window.
Note:
Image results can vary among different scanner models. So, applying a default brightness and contrast works best when the same scanner model is being used with the client profile.
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Click Submit to save the client profile.
Configure Blank Page Detection
Image documents that users capture may contain blank pages. You can configure Content Capture to automatically delete blank pages from batches. To do this, you need to identify how a blank page should be detected, that is, you need to specify a threshold file size so any image whose size is less than or equal to this threshold is considered a blank page, and therefore, deleted.
For information about the differences in configuring separator sheet and blank page detection, see Configure Separator Sheet Use.
Configure Non-Image File Capture Settings
Scanned paper documents or imported image files are converted into image documents in Content Capture. However, when users import non-image files such as Microsoft Word or PDF documents, non-image file settings in the client profile determine how they are handled.
To configure non-image file handling in a client profile:
Configure Document Creation
When you configure a client profile, make sure you specify how documents within batches are created. For instance, are documents captured with a fixed number of pages such as one-sided or two-sided documents? Are separator sheets to be used to indicate the end of one document and start of the next? Or will the user be prompted to specify how to create documents based on the batch contents?
To set a document creation option in a client profile:
Configure Separator Sheet Use
You can configure a client profile to use separator pages to determine when documents should be separated. For images whose file size is less than or equal to the byte threshold value you specify, new documents are created and the separator sheet is deleted.
To configure a client profile to detect separator sheets:
Use a Dependent Choice List in a Client Profile
A dependent choice list includes two or more child choice lists linked to a parent field. One of which is displayed after the user makes a selection in the parent field. You can apply multiple choice lists but only one dependent choice list definition to a client profile through metadata field definitions.
Enable an Asset Lookup in a Client Profile
Configure Document Profiles in Client Profiles
A document profile specifies the set of metadata fields you can use to index a specific type of document and the set of attachment types available for a document. When you are configuring a client profile, select document profiles for all types of documents to be indexed or both captured and indexed with the profile.
Grant or Remove Security Access to Client Profiles
Content Capture provides these layers of client security:
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The system administrator must assign the appropriate user role (
CECCaptureClient
) to enable the user to sign in to the Content Capture Client. - Procedure managers may be granted procedure manager and user roles, allowing them access to the Procedures page for configuration and the Content Capture Client for testing configuration.
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To see and access specific client profiles, the procedure managers assign users the security access to the profiles.
To grant content capture users the security access to a client profile:
Configure a Client Profile's Post-Processing
Client users either unlock their batches or release them through a release process after they have worked on the batches. The next step of the batch depends on its post-processing configuration you specify using a release process. Either the batch undergoes commit processing based on active commit profiles defined for the procedure. Or, it is placed in a queue for further processing such as batch flow to conversion job to TIFF, batch flow to conversion job to PDF, batch flow to a recognition processor job, batch flow to an asset lookup job, or batch flow to an XML transformation job.
To configure post-processing for a client profile:
- Add or edit a client profile and then select the Post-Processing page.
- In the Available Release Processes table, add or edit a release process.
- Click Submit to save the client profile.