Configure Jobs Based on Their Document Organization

Configure a Job for Documents Containing a Fixed Number of Pages

With this document organization method, batches contain documents with a fixed number of pages. On the Document Processing page of a job, you specify the number of pages per document and the number of pages within a document to read bar codes.

Examples of this organization method include:

One page documents where a bar code exists on each page and each page represents a unique document. In this example, because each page must contain a bar code, Page 3 (where no bar code was found or recognized) would require manual data entry.
Two page documents, such as the front and back sides of a page scanned in duplex mode. While the document's first page typically includes the bar code, the second page would include the bar code if the back side of the page was inadvertently scanned first.
Form documents consisting of a fixed number of pages. For example, an organization's business agreement may always consist of five pages. If the number of pages is unknown or attachments are scanned with documents, you may need to use a separator page method.

To configure a recognition job for documents containing a fixed number of pages:

On the Processing tab, add or edit a recognition processor job.
On the Document Organization page, select the Fixed number of pages per document method.
On the Bar Code Recognition page, configure bar codes to be recognized.
On the Bar Code Definition page, configure how bar codes are detected.
On the Document Profile page, specify the group of metadata fields to apply to the recognition job by selecting a previously created document profile (Add or Edit a Document Profile) in the Default Document Profile field. You can determine a document profile dynamically using a selected bar code.
On the Document Processing page, complete settings specific to Fixed number of pages per document jobs, whose organization is set on the Document Organization page.
1. In the Number of Pages Per Document field, enter the fixed number of pages each document contains.
2. Specify a number in the Number of pages per document to read bar codes field.
  
  This setting optimizes performance by executing bar code recognition on the first specified number of pages of each document. For example, if the bar code was on page 3 of 10, you would specify 3 so that bar code recognition occurs on the first 3 pages of each document. You can also use this field to ensure that conflicting bar codes in later document pages are disregarded.
3. Specify an action in the If more than one value is found for a bar code within a document field: use the first value found, overwrite the bar code value, or clear the bar code value.
4. Specify how source document's attachments should be included in the created documents.
Configure metadata assignment settings on the Fields pages.
Click Submit and test the recognition job's functionality.

Configure a Job for Documents with the Same Bar Code Value on Each Page

With this document organization method, batches consist of multiple page documents where each page of a document contains the same bar code value. Thus, a change in bar code value between pages indicates the start of a new document. For example, a customer agreement document might contain a customer ID bar code on each page.

On the Document Processing page of a job, you specify which bar code the job uses to determine document separation and a maximum number of pages per document.

To configure a job for documents with the same bar code value on each page:

On the Processing tab, add or edit a recognition processor job.
On the Document Organization page, select the Same bar code value on each page organization.
On the Bar Code Recognition page, configure bar codes to be recognized.
On the Bar Code Definition page, configure how bar codes are detected. At a minimum, create the bar code definition that will determine document separation.
On the Document Profile page, specify the group of metadata fields to apply to the recognition job by selecting a previously created document profile (Add or Edit a Document Profile) in the Default Document Profile field. You can determine a document profile dynamically using a selected bar code.
On the Document Processing page, complete settings specific to the selected document organization (Same bar code value on each page).
1. Select the bar code definition you created in step 4 in the Bar Code That Determines Document Separation field.
2. Specify a number in the Maximum Number of Pages Per Document field to limit the number of pages permitted in a document. This is an optional field. Specify 0 to skip specifying the maximum number of pages per document.
3. In the Process Option field, optionally enable the optimistic bar code detection feature. If a bar code cannot be read or is not present on a page and this feature is active, the recognition processor compares values for the previous and next pages and assigns a value accordingly.
  
  For example, a three page batch contains page 1 with bar code A, page 2 with no bar code, and page 3 with bar code A. When the optimistic bar code detection feature is enabled, the recognition processor groups all 3 pages in the same document. When it is not enabled, pages 1 and 3 are grouped into one document excluding page 2.
4. Specify an action in the If more than one value is found for a bar code within a document field: use the first value found, overwrite the bar code value, or clear the bar code value.
5. Specify how a source document's attachments should be included in the created documents.
Configure metadata assignment settings on the Fields page.
Click Submit and test the recognition job's functionality.

Configure a Job for Batches with Separator Pages between Documents

With Separator pages selected as the Document Organization method, batches consist of multiple page documents that are separated by a document separator page. (Document organization for hierarchical levels of document separators is covered in Configure a Job for Documents with Hierarchical Separators.) With this organization type:

The separator page indicates the beginning of a new document. Separator pages can be retained or removed from the document.
The separator page can contain bar codes and/or patch codes to indicate a new document.
You create rules that govern how separator pages are detected. For example, you configure document separation to occur when either a specified bar code or a patch code is detected or require that both are detected. See Configure a Separator Page Definition.

To configure a job for batches with separator pages between documents:

On the Processing tab, add or edit a recognition processor job.
On the Document Organization page, select the Separator pages method. (This method is the default document organization.)
On the Bar Code Recognition page, configure bar code symbologies to be recognized.
On the Bar Code Definition page, configure bar code settings for the documents to process. Configure all bar codes, including the separator page bar code and any others that might provide document profile or metadata values.
On the Document Profile page, specify the group of metadata fields to apply to the recognition job by selecting a previously created document profile (Add or Edit a Document Profile) in the Default Document Profile field. You can determine a document profile dynamically using a selected bar code.
On the Document Processing page, complete settings specific to the selected Document Organization (Separator pages).
1. Click Configure and configure the separator page.
2. Specify a number in the Maximum Number of Pages Per Document field to limit the number of pages permitted in a document. This is an optional field. Specify 0 to skip specifying the maximum number of pages per document.
  
  This field is helpful in detecting missing separator pages or separator pages that failed recognition. If recognition processor reaches this number, images between the last valid document and the next separator sheet detected remain in the batch for manual indexing. For example, if you know that documents in the job's batches do not exceed 25 pages, enter this number to ensure that multiple documents are not combined if a document separator page is not detected or missing.
3. Specify an action in the If more than one value is found for a bar code within a document field: use the first value found, overwrite the bar code value, or clear the bar code value.
4. Specify how a source document's attachments should be included in the created documents.
Click Submit and test the recognition job's functionality.

Configure a Job for Documents with Hierarchical Separators

Recognition processor's hierarchical separator feature allows you to process and organize documents within a hierarchy of levels. For example, you might use a two level hierarchy with folder and document levels, where documents inherit higher level folder metadata values until the next folder level separator page is detected.

Hierarchical separators are particularly useful in configuring back file conversions, where large volumes of documents stored in folders and boxes are digitized. A third party application can generate the hierarchical separator pages needed, which preparers insert to prepare stacks of documents, folders, and/or boxes for scanning and recognition processing.

Note:

If a document separator is detected but the metadata values are not obtained, all metadata values are cleared at the applicable level and below to prevent unintentionally applying the wrong metadata values to a document.
In the case of hierarchical separator pages, a top level separator page must be the first page of the document, while lower level separator pages cannot be the first page, but may or may not be the second page.

To configure a job for batches with hierarchical separators to organize documents:

On the Processing tab, add or edit a recognition processor job.
On the Document Organization page, select the Hierarchical separator pages method.
On the Bar Code Recognition page, configure bar codes to be recognized.
On the Bar Code Definition page, configure bar code settings for the documents to process. Configure all bar codes, including separator pages and any others that provide document profile or metadata values.
On the Document Profile page, specify the group of metadata fields to apply to the recognition job by selecting a previously created document profile (Add or Edit a Document Profile) in the Default Document Profile field. You can determine a document profile dynamically using a previously created bar code or page separation definition.
On the Document Processing page, complete settings specific to hierarchical separator jobs.
1. Specify an action in the If more than one value is found for a bar code within a document field: use the first value found, overwrite the bar code value, or clear the bar code value.
2. Configure hierarchical separator pages in the Document Hierarchy Separator Pages table.
3. If you chose to determine a document profile dynamically using a separator page defined in step 5, a Document Profile column displays in the Document Hierarchy Separator Pages table for mapping page separator definitions with document profiles.
4. Specify how a source document's attachments should be included in the created documents.
Configure metadata assignment settings on the Fields page.
Click Submit and test the recognition job's functionality.

Configure a Job for Batches that do not need Document Organization

If batches are already organized into documents, you can skip the document organization process and proceed to recognize bar codes and index documents.

Batches processed with this method are already separated into documents. For example, you might choose this option for batches created by the import processor where each document in a batch represents an email attachment.
Unlike other organization methods, batches processed with this method may contain image and non-image documents. Because documents must be in image format for recognition processor to read their bar codes or patch codes, any non-image documents encountered are unaffected.

To configure a job for batches that do not need document organization:

On the Processing tab, add or edit a recognition processor job.
On the Document Organization page, select the None: Do not perform document organization method.
On the Bar Code Recognition page, configure bar codes to be recognized.
On the Bar Code Definition page, configure bar code settings for the documents.
On the Document Profile page, specify the group of metadata fields to apply to the recognition job by selecting a previously created document profile (Add or Edit a Document Profile) in the Default Document Profile field. You can determine a document profile dynamically using a selected bar code.
On the Document Processing page, complete settings specific to no document organization jobs.
1. Optionally, click Configure and set up a separator page definition.
  
  Note:
  
  The purpose of detecting a separator for this type of job is to remove it from the document.
2. Specify a number in the Number of pages per document to read bar codes field. Specify 0 to perform bar code recognition on all document pages.
  
  This setting optimizes performance by executing bar code recognition on the first specified number of pages of each document. For example, if the bar code is on page 3 of 10, you would specify 3 so that bar code recognition occurs on the first 3 pages of each document. You can also use this field to ensure that conflicting bar codes in later document pages are disregarded.
3. Specify an action in the If more than one value is found for a bar code within a document field: use the first value found, overwrite the bar code value, or clear the bar code value.
Configure metadata assignment settings on the Fields page.
Click Submit and test the recognition job's functionality.