Configure Client Profiles

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
General Settings	Select key profile settings such as: Whether users use the client profile to capture (scan or import), capture and index documents, or index documents only (see Configure a Client Profile's Type). The client profile name that displays to client users. How batches captured with this client profile are named. A default status for batches created using this profile. The Batch Control options such as Status, Priority, Notes allow the administrator to control the ability to change these values for the profile users.
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: How captured images with this client profile are formatted. See Configure Image Capture and Storage. How blank pages are detected during capture. See Configure Blank Page Detection. Whether and how non-image documents are imported. See Configure Non-Image File Capture Settings.
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: How documents are created within batches (Configure Document Creation) and separated (Configure Separator Sheet Use). How separator sheets are detected (Configure Separator Sheet Use). Dependent choice list (see Use a Dependent Choice List in a Client Profile). Asset lookups (see Enable an Asset Lookup in a Client Profile) Which document profiles (sets of metadata fields and attachment types) are available for users to complete metadata fields and select attachment types for documents (see Configure Document Profiles in Client Profiles).
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.

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.
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:

In the procedures pane on the left, select your procedure.
The configuration pages for the selected procedure are displayed on the right.
Open the Capture tab of your procedure.
In the Client Profiles table, click or select a profile and click .

To create another identical profile, you can copy an existing client profile by clicking and modifying it as required.
On the client profile, on each page, select applicable settings (see the table in About Client Profiles.
Click Submit to save and close the 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.

To deactivate or delete a client profile:

In the procedures pane on the left, select your procedure.
The configuration pages for the selected procedure are displayed on the right.
Open the Capture tab.
In the Client Profiles table, select the profile you want to first deactivate and then delete.
Click to deactivate the profile.
You can activate or deactivate a client profile by clicking Online/Offline on the Capture tab.
Select the deactivated profile and click . When prompted, confirm that you want to delete this 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.

To configure a client profile type:

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.

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.
When users import a batch, the import option they select determines whether a single document or multiple documents are created.
Although client users cannot index documents, they can separate documents by using the Create New Document option.
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.

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.
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:

Different groups of users scan versus index batches
Indexing users complete or verify indexing
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:

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.
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.
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:

Add or edit a client profile and select the Batch Filter Settings page.
In the page settings, specify filter settings that restrict the list of batches that display and save your changes. Follow these guidelines and filter descriptions listed in the table given below.
- AND conditions apply between filters. In this case, users see only batches that meet all selected filters (AND condition). If you specify a batch status and batch priority, only batches with that batch status and priority are displayed.
- OR conditions apply within a filter. In this case, users see batches that meet any of the selected filters (OR condition). If you select 1, 2, and 3 in the Priorities field, batches with an assigned priority of 1, 2, or 3 are displayed.

Table 11-2 Batch Filtering

Filter	Example Use
Additional Batch Prefixes	Users always see batches created with the selected profile's batch prefix, subject to other filters. To see batches that match the profile's batch prefix, re-enter the batch prefix here. To also see batches with other prefixes in addition to the profile's own prefix, list them here to include the profile's prefix. Enter a ; (semi-colon) to separate prefixes. Leave this field blank, so that users see batches created by any profile in that procedure, regardless of prefix.
Processing States	Restrict display to batches with one or more selected processing states. Processing states are internal system states that cannot be redefined. Use the Ready state to display batches that are unlocked and ready for users to select and work on. For example, use this state to display unlocked Index Only type batches to indexing users. Use the Locked state to display batches locked to any user. Use the Error state to display batches with one or more documents that encountered an error. For example, use this state to display batches needing correction by qualified users. Use the Processing state to display batches currently undergoing processing by one of the batch processors.
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. Select User and Workstation to display only batches that the current user captured on his or her current workstation. For example, you might select this setting in the case of business users who should not open other users' batches. Select User to display batches that the current user captured on one or more workstations. For example, in a common scenario where every user is responsible for scanning and indexing, all users go to one scan workstation to log in and scan their batches, and then they go to their own workstation to index them. Select All Users (default) to display batches to users, regardless of the workstation on which they were captured or by whom.
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: Batch Name Batch Item Count Batch Date Batch Priority Batch Status 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:

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.
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:

Add or edit a client profile and select the Image Settings page.
Configure image settings.
1. 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.
2. 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.
3. In the Blank Page Byte Threshold field, optionally configure blank page detection.
4. 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.
Configure non-image settings.
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.

To configure blank page detection:

When you add or edit a client profile, select the Image Settings page.
In the Blank Page Byte Threshold field, enter a file size value (in bytes). Users can override this threshold setting in the client’s Preferences window by entering a number in the Minimum number of bytes scanned before deleting a page field.

For black and white (200 x 200 DPI images), the recommended value is 1500. At this setting, Content Capture can usually differentiate between a blank page and a page with a small amount of text.
Click Submit to save the client profile.

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:

Add or edit a client profile and select the Image Settings page.
In the Non-Image File Import Action field, select the action to occur when a user selects a non-image file to import.
- Do Not Import: When selected, a message displays to the user that non-image files cannot be imported and no batch is created.
- Import in Native Format: When selected, non-image files are captured in their original format. Users can index non-image documents, but cannot edit their individual pages.
- Convert to Image Format: When selected, non-image files are converted to images using the non-image conversion settings selected on this page.
If needed, specify a maximum number of pages to display to client users in the Non-Image File Preview Page Limit field.

This setting is useful for maximizing client performance. It applies only to non-image documents stored in their native format. The default is 25 pages. Specify 0 to skip specifying a maximum number of pages to preview.
If needed, complete the Non-Image Conversion field settings.

These settings are available when Convert to Image Format is selected in step 2. They let you specify the color, JPEG image quality and DPI resolution to use for images during file conversion.
Click Submit to save the 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:

Add or edit a client profile and select the Document Indexing Settings page.

Note:

Document creation options do not apply to capture-only profiles. See Capture Only.
In the Document Creation Option field, select one of these options and save your changes:
- One Page (Simplex): This option creates one-page documents, and it is typically used with single-sided documents. When users scan a batch, the client inserts each scanned image as a page in its own document.
  
  The scanner's simplex/duplex setting determines whether it scans one or both sides of a page. If the profile is set to one page (simplex), the client creates one-page documents, regardless of the simplex/duplex setting on the scanner.
- Two Page (Duplex): This option creates two-page documents, and is typically used with two-sided (duplex) documents, such as forms with two sides. When users scan a batch, the client inserts two scanned images in each document.
  
  The scanner's simplex/duplex setting determines whether it scans one or both sides of a page. If the profile is set to two page (duplex), the client creates two-page documents, regardless of the simplex/duplex setting on the scanner.
- Variable Number of Pages: This option creates documents with a variable number of pages.
  - If users insert separator sheets between documents and the profile is configured to use separator sheets, the client scans all pages into the same document until it detects a separator sheet, in which case it starts a new document, scans all pages until the next separator sheet, and so on. The Content Capture Client discards the separator sheet pages, and places all the documents in a single batch. In the Separator Sheet Byte Threshold field, you configure how separator sheets are detected, as described in Configure Separator Sheet Use.
  - If users do not insert separator sheets between documents, the client scans all pages in the scanner into a single document in the batch. After scanning, users can define documents using the Create New Document option.
- Prompt User: This option prompts users with the Document Creation Options dialog each time they begin scanning, asking them how to create documents within the batch. Users can choose a fixed number of pages (one page or two pages) or a variable number of pages.

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:

Add or edit a client profile and select the Document Indexing Settings page.

To detect separator sheets, set the Profile Type field to 2 - Capture and Index and set the Document Creation Option field to either Variable Number of Pages or Prompt User. If other settings are selected in these fields, the Separator Sheet Byte Threshold field setting has no effect.

In addition, if you select Prompt User in the Document Creation Option field, client users can override the separator sheet threshold you specify in this separator sheet field.
In the page settings, specify a value in the Separator Sheet Byte Threshold field.

For black and white (200 x 200 DPI images), the recommended byte value is 1500. At this setting, a blank separator page and a page with a small amount of text are usually differentiated.

The Blank Page Byte Threshold field also sets the threshold at which blank pages are detected. In that case, however, the detected blank pages are deleted, so they are not treated as separator sheets.

Note:

If both fields contain a value other than 0, only the Separator Sheet Byte Threshold field is used. The Blank Page Byte Threshold field is ignored. For information about deleting blank pages, see Configure Blank Page Detection.
Click Submit to save the client profile.

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.

To use a dependent choice list in a client profile:

On the Metadata tab, create two or more choice lists, then create a dependent choice list that links them.
On the Capture tab, add or edit a client profile.
In the Dependent Choice List field on the Document Indexing Settings page, select the dependent choice list you created in step 1.
Click Submit to save the client profile.
In the client, test the dependent choice list as a user would use it.

Enable an Asset Lookup in a Client Profile

To be able to enable an asset lookup in a client profile, you must first create an asset lookup on the Metadata tab.

To enable asset lookup in a client profile:

On the Capture tab, add or edit a client profile.
On the Document Indexing Settings page, go to the Asset Lookup table, and click .
In the Enable Asset Lookup dialog, from the Asset Lookup drop-down list, select a lookup you created on the Metadata tab.
In the Asset Returned Limit box, enter a number to specify the number of assets to be returned during lookup. The default value is 10.
Select the Always Display Assets check box, if required.
Click OK to complete the configuration.
In the Content Capture Client, test the asset lookup as a user would use it.

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.

See Add or Edit a Document Profile.

To configure document profiles in a client profile:

Add or edit a client profile and select the Document Indexing Settings page.

To access this page, you must select indexing options 2 - Capture and Index or 3 - Index Only in the Profile Type field on the General Settings page.
In the page settings, complete the Document Profiles field.
- Select one or more document profiles listed.
- Select All to make all defined document profiles available for user selection.
- Select Default to make all metadata fields and attachment types defined for the procedure available in a single profile. This option is useful for troubleshooting purposes.
Click Submit to save the client profile.

Grant or Remove Security Access to Client Profiles

Content Capture provides these layers of client security:

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.
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:

Add or edit a client profile and select the Security page.

The Client Profile Users table lists users and groups with access to the client profile. You can remove a user group by selecting it and clicking . When you remove access to a client profile from a user or group, the profile no longer displays in the Client Profile field of the Content Capture Client for capturing new batches. However, users may still be able to access batches captured with the profile with another client profile selected.
To add a client profile user, click in the Client Profile Users table.
In the Add Security Member dialog, search for and add one or more users or groups. Use the text field to search for a specific member name. You can use the '*' character as a wildcard within a group name or user name.
Add the security member you selected and then click Submit to save the client profile.

Log in to the client as the user you just added. If the client profile is online, it should now display in the Client Profile field.

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.

Add, Edit, or Delete a Release Process

To add, edit, or delete a release process:

Add or edit a client profile and then select the Post-Processing page.
In the Available Release Processes table, click to add a release process. You can also edit or delete a release process by selecting it in the table and clicking or .
In the Release Process Settings dialog, do the following and then click OK:
1. Enter a name and description for the release process. The name will appear within the Content Capture Client as a selected release process.
2. In the Batch Processor field, specify what the next step will be once users release the batches captured with this client profile. You can choose:
  - Commit Processor: Select to send batches to this processor for final committing (output). For example, you might select this step after users capture and fully index batches.
  - Recognition Processor: Select to send batches to this processor for bar code recognition. For example, you might send batches scanned but not indexed for automatic indexing via bar code recognition.
  - Conversions to TIFF: Select to send batches to this processor for converting non-image documents that users import to image format.
  - Conversions to PDF: Select to send batches to this processor for converting documents to PDFs.
  - Asset Lookup Processor: Select to send batches to this processor to enable asset lookups.
  - XML Transformation Processor: Select to send batches to this processor to enable XML transformation of XML documents.
  - Taxonomy Lookup Processor: Select to provide taxonomy categories or automate taxonomy searches using a capture field value.
  - Conditional Assignment Processor: Select to provide a basic conditional logic that gives you the flexibility to manipulate metadata field values and change document profiles.
  - External Processor: Select to integrate existing, or new, capabilities with Content Capture. These capabilities can include types of document conversions, perhaps to Microsoft PowerPoint or other image formats. Or, the external processor could assign metadata values based on document content or sender’s email address. In general, it's a means to extend the functionality of Content Capture as a document flows through a procedure.
  - OCR Processor: Select to convert image documents into PDF or text.
3. If you specified conversions to TIFF/PDF or recognition processing as the next step, select the conversion or recognition job to run in the Batch Processor Job field.
4. Optionally, select the Default field to specify this release process as the default release process for the client profile.