1. Using Global Human Resources
  2. How You Scan Attachment to Prefill Document Record Attributes

How You Scan Attachment to Prefill Document Record Attributes

You can prefill document record attributes including flexfield attributes without having to manually enter them in the Document Details page. You can scan and prefill these attributes from an attachment:

  • Number
  • From Date
  • To Date
  • Issuing Country
  • Issuing Location
  • Issued On
  • Issuing Authority

You can scan and prefill flexfield attributes which have value sets of validation type FORMAT ONLY, TABLE, INDEPENDENT and SUBSET.

You can control the manual entry of attribute values by making the fields as read-only. This will ensure that users only use the scanning feature to prefill the attribute values.

This example explains how you can scan an attachment for the Passport document type and prefill attributes (Number, From Date, To Date, and Issuing Location) in the Document Details page.

  1. On the home page, click the My Client Groups tab.
  2. Click the Document Records quick action in the Employment area.
  3. In the Document Records page, search and select the person for whom you want to prefill document record attributes.
  4. Click the Add drop-down list, and then select Add from Attachment.
  5. Select the Passport document type for which you want to prefill document record attributes.
  6. In the Attachments section, click the link to add the passport attachment.
  7. After the attachment has been successfully uploaded, click Extract Data.
  8. In the Select Field list, select the following attributes and scan the corresponding values from the attachment:
    • Number: Select the area in the attachment which displays the passport number, and then click OK.
    • From Date (Select the appropriate date format): Select the area in the attachment which displays the issue date, and then click OK.
    • To Date (Select the appropriate date format): Select the area in the attachment which displays the expiry date, and then click OK.
    • Issuing Location: Select the area in the attachment which displays the place of issue, and then click OK.
  9. Click Done. The document record attributes will be prefilled in the Document Details page.

This example explains how you can scan an attachment for the Drivers License document type and prefill flexfield attributes (Name, Driver License Type, Reference Number, and Country Code) in the Document Details page.

  1. Repeat steps 1 through 4 in the previous example.
  2. Select the Drivers License document type for which you want to prefill document record flexfield attributes.
  3. In the Attachments section, click the link to add the driver license attachment.
  4. After the attachment has been successfully uploaded, click Extract Data.
  5. In the Select Field list, select the following flexfield attributes and scan the corresponding values from the attachment:
    1. Name: Select the area in the attachment which displays the name of the person, and then click OK.
    2. Driver License Type: Select the area in the attachment which displays the license type, and then click OK.
    3. Reference Number: Select the area in the attachment which displays the reference number, and then click OK.
    4. Country Code: Select the area in the attachment which displays the country code, and then click OK.
  6. Click Done. The document record flexfield attributes will be prefilled in the Document Details page.

Points to Consider

  • You can’t scan and prefill while editing a document record.
  • You can upload attachments for scanning. These file formats are supported for scanning of attributes: PDF, PPT or PPTX, DOC or DOCX, TXT, and XLS or XLSX
    Note: Image file formats, such as PNG, JPG, TIF, and GIF are not supported for scanning of attributes. This includes images converted to PDF or added to word processing documents, such as DOC or DOCX.
  • If you add more than one attachment for scanning, then the extract data process will only consider the most recent attachment.
  • You can’t upload or parse password-protected documents.
  • You can scan and prefill a read-only attribute in the Document Details page.
  • The Select Field list includes attributes configured for the document type, such as Name, Number, and Issuing Country. Additionally, the list includes these segments:
    • Global segments of the document record descriptive flexfield (DFF).
    • Context-specific segments of the document type. These segments default the context based on the system document type for document record DFF and developer descriptive flexfield (DDF).
      Note: If the document type and context code don't match, then the context defaulting doesn't happen and the context segment won’t be displayed in the list.
  • If you select the Issuing Country attribute from the Select Field list while scanning, you need to select the corresponding country name (for example, United States), and not the country code (for example, US) from the attachment.