1 Getting started with Capture

This chapter describes how to get started using the Oracle WebCenter Enterprise Capture client. First the basics of Capture are introduced, including how Capture works with batches, documents, attachments, and profiles. After starting the client application, you learn how to navigate its panes. Lastly, you identify your Capture role by learning the main ways users use the client to scan, import, index, and work with document batches.

This chapter covers the following main topics:

1.1 Understanding Capture basics

This section describes what you need to know about Capture to start using it.

1.1.1 What is the Capture client?

The Capture client is Capture's user application for:

  • Scanning and importing (capturing) documents

  • Reviewing, editing, and indexing documents

  • Releasing documents so that they can be further processed, checked into a content repository, or attached to business application records

The Capture client is installed and launched as a native desktop application that does not require a web browser.

1.1.2 What are batches and documents?

Batches and documents are the primary drivers of work in Capture.

  • As a client user, you scan or import groups of pages in batches using a client profile, which is defined by an administrator known as a Capture workspace manager. See What is a client profile?.

  • A batch contains one or more documents, which may be related (for example, multiple documents for a customer) or unrelated (for example, documents divided by separator sheets). A document may consist of scanned images or an electronic file such as a Microsoft Word or a PDF file. See What types of documents can I scan or import into Capture?.

  • A document contains zero or more attachments. An attachment may consist of images or an electronic file such as Microsoft Word or a PDF file.

  • A batch can be locked or unlocked. A lock icon displays when a batch is locked by you or another user. Releasing a batch removes the batch icon’s lock and depending on the client profile settings, frees the batch for another user or a system processor to work on. See How do I complete processing batches and release them?.

    Figure 1-1 Batches and Documents

    Description of Figure 1-1 follows
    Description of "Figure 1-1 Batches and Documents"
  • If the client profile includes indexing, each document can be assigned metadata (index) values. A customer document might be assigned metadata values such as a customer ID and name. Documents of different types in a batch typically have different sets of metadata fields available. A document profile identifies the set of metadata fields to complete for a selected document.

1.1.3 What is a client profile?

A client profile is a group of settings you select to instruct Capture how to scan, import, or index a batch's documents. A client profile controls such things as scanner settings, how documents are created and separated in the batch, whether metadata fields are available, and what happens next to batches after you release them.

1.1.4 What types of documents can I scan or import into Capture?

In Capture, a document consists of one of the following:

  • One or more images obtained from a scanner or imported from a file.

  • A non-image, electronic file such as a Microsoft Word or a PDF file. When you import non-image files, the client profile determines if they are retained in their original format, converted to an image format, or prevented from being imported.

1.1.5 How do I know whether I can capture and index batches?

The selected client profile determines whether you can use it to capture documents only, capture and index documents, or index documents only. You can tell the client profile's type by the toolbar buttons and panes that display when you select a document in the batch pane:

  • If no metadata pane displays, the client profile is capture-only. Capture-only profiles do not include indexing.

  • If metadata fields display in the lower left pane and capture buttons display in the batch pane, the client profile is capture-and-index.

  • If metadata fields display in the lower left pane but no capture buttons display in the batch pane, the client profile is index-only. You can assign metadata values to documents in index-only batches, but cannot append, insert, or replace pages.

1.1.6 How do I complete processing batches and release them?

When you are done working on a batch's documents, you release the batch, which unlocks it from your use (if there are no release processes defined). If you selected an available release process and released batches, the next action performed on the batch depends on the selected release process. What happens next depends on the client profile settings:

  • The batch may be removed from the batch pane list and committed elsewhere such as to a content repository, or it may be placed in a queue for further processing such as document conversion or bar code recognition.

  • The batch may remain in the list but unlocked (no lock icon displays). This allows you or another user to lock the batch for use and make further changes.

1.2 Starting the Capture client

The first time you access the client, enter the web address in a browser, sign in using your user ID and password, and click the Install Client button to install the client application on your workstation. After the client application is installed on your workstation, start the Capture client in one of the following ways:

  • Enter a web address in a browser, sign in using your user ID and password, and click the Launch Client button in the browser to launch the client application on the workstation.

    For example, you might enter a URL with the following format in a browser address field:

    http://hostname:16400/dc-client

  • Use the Start menu shortcut or desktop shortcut to launch the client application on the workstation.

  • Begin scanning in another application, such as a business application.

    For example, you might click a Scan button from a record in your business application, to scan a document and attach it to the selected business record.

Note:

When using SSO (Single Sign On), launch the client from the browser and not the shortcuts.

Note:

When prompted, sign in to Capture by entering a user ID, a password, and a resolvable host name or IP address of the Capture server that is being accessed.

1.3 Navigating the Capture client

The Capture client provides a single window with three distinct work areas, or panes. You perform actions on batches, documents, attachments, and pages in these panes:

  • Batch pane

    The batch pane in the upper left is fixed, while its other panes change, depending on your selection in the batch pane's tree. See How do I use the batch pane?.

    When you select a batch in the batch pane, batch information displays in the right pane to view or edit. For example, change the batch's status or priority, or include a note as a reminder or for others to view. See How do I use the batch information pane?. The lock information displays below the batch information. See How do I view the lock information for a batch?.

  • Document pane

    When you select a document or a document’s attachment in the batch pane, the right pane displays the document pane, containing the batch's documents, their thumbnail images, and document options in a top toolbar. See How do I use the document pane?.

  • Metadata pane

    The lower left pane, the metadata pane, displays metadata fields for indexing documents. Note that the metadata pane displays only when indexing is configured for the selected client profile. See How do I use the metadata pane?.

Figure 1-2 Capture Client Window Displaying Batch, Document, and Metadata Panes

Description of Figure 1-2 follows
Description of "Figure 1-2 Capture Client Window Displaying Batch, Document, and Metadata Panes"

1.3.1 How do I use the batch pane?

The batch pane always displays in the upper left pane, listing batches and their documents in a hierarchical batch list tree. Use the batch pane to select batches, documents, and attachments, and to perform actions on batches by clicking batch toolbar buttons above the tree.

Table 1-1 describes the batch pane toolbar buttons and keyboard shortcuts.

Table 1-1 Batch Pane Buttons and Keyboard Shortcuts

Batch Pane Buttons Button Name Shortcut Description

Client Profiles

Client Profiles

Select a profile to apply its settings when scanning or importing batches. A client profile must always be selected when creating, updating, or releasing batches.

Capture

Capture

F9

Begin scanning or importing documents, using the selected client profile, capture settings, and capture source.

Capture Settings/ Capture Source

Capture Settings/

Capture Source

Ctrl+S (Settings)

Ctrl+Alt+S (Source)

This button has two functions:

  • Click its left side (Capture Settings) to change capture settings for the selected scanner or for the import source. Settings you select are saved for the client profile.

  • Click the triangle on its right side (Capture Source) to select a scanner or the import source as the capture source.

Unlock / Release

Unlock/Release

F10 (Unlock)

Ctrl+Alt+R (Release)

Click the Unlock button to unlock one or more selected batches, which synchronizes their data with the Capture server.

If there are one or more release processes defined for the client profile, choose a release process to be performed when releasing the batches and click the Release button.

Either the Unlock button or the Release button will be visible to the user. To switch between the Unlock and Release buttons, click the triangle next to one of these buttons.

Delete Batch

Delete Batch

Permanently remove one or more selected batches, including their documents and metadata.

Search

Search

F7

Specify criteria to search for batches and filter the batch list. Filtering remains (even during batch refreshes) until you select the client profile again or clear the search criteria.

You can search based on batch name, creation date, status, priority, or processing state. Note that client profile settings can affect the batches displayed.

Refresh Batch List

Refresh Batch List

F5

Reload the list of batches to reflect recent batch changes.

Note that filtering remains during batch refreshes.

Find Document

Find Document

Ctrl+F

Finds a document within a batch where a displayed metadata field matches the criteria in the Find field.

Find Previous

Find Previous

Shift+F3

This is a Find toolbar icon. Click to find the previous document within a batch where a displayed metadata field matches the criteria in the Find field.

Find Next

Find Next

F3

This is a Find toolbar icon. Click to find the next document within a batch where a displayed metadata field matches the criteria in the Find field.

  • Press Home to select the first document. This keyboard shortcut selects the first document in the batch when a document is currently selected.

  • Press End to select the last document. This keyboard shortcut selects the last document in the batch when a document is currently selected.

Table 1-2 describes batch list icons, which indicate whether you can work on a batch.

Table 1-2 Batch List Icons

Batch List Icon Icon Name Description

Locked to You

Locked to You

Indicates that the batch is locked to you, the user currently using the workstation.

You can have multiple batches locked and open to you at once. Other users cannot access these batches until you release them.

Locked to Another User

Locked to Another User

Indicates that the batch is locked by another user.

You cannot expand a batch that is locked by another user.

Queued for Upload

Queued for Upload

Indicates that the batch is queued for upload and will be synchronized when a thread is available.

Unlocked

Unlocked

Indicates that the batch is unlocked and ready for you or another user to select it to work on.

Processing

Processing

Indicates that the batch is currently undergoing processing and cannot be accessed.

For example, depending on client profile settings, the batch's documents might be undergoing conversion, bar code recognition, or commit processing. You can click the Refresh Batch List button to check if the batch is still in the processing state.

Error

Error

Indicates that the batch contains one or more documents with errors. See Handling batch errors.

1.3.2 How do I use the document pane?

Use the document pane to review and edit selected documents. This pane displays in the right pane whenever a document is selected in the batch pane. It displays details for the batch's documents, including a scrollable thumbnail view of document pages, in which:

  • The selected thumbnail's page also displays as an adjacent full page view, allowing you to carefully review pages and further magnify them if needed. A dotted outline indicates the selected thumbnail.

  • A light-colored bar between pages identifies the end of one document and the start of the next.

  • You can drag and drop thumbnails from image documents to move pages within or between documents.

    Note:

    You cannot move pages contained in non-image documents.

  • The tooltip on the thumbnail displays the page number for each page in a document.

Toolbar buttons along the top of the pane allow you to make changes to documents or their pages, as listed in Table 1-3. Note that a document must be selected to use keyboard shortcuts.

Table 1-3 Document Pane Buttons and Keyboard Shortcuts

Button Name Shortcut Description

Create New Document

Create New Document

Ctrl+E

Create a new document, using the current page and all pages below it, until the next document.

Remove/Delete Documents

Remove/Delete Documents

Ctrl+Alt+D

Depending on your selection, either:

  • Remove the selected document, adding its pages to the end of the previous document. (If the selected document is the first document in the batch, only an option to delete the document displays.) Note that removing a document also removes its metadata values.

  • Delete the selected document, including all of its pages, from the batch.

See How do I remove a document separation?.

Create New Attachment

Create New Attachment

Ctrl+E

Create a new attachment, using the current page and all pages below it. This button is available when page 2 or greater is selected in a document attachment.

Remove/Delete Attachments

Remove/Delete Attachments

Ctrl+Alt+D

Delete the selected attachment, including all of its pages, from the batch.

Duplicate

Duplicate

Ctrl+U

Duplicates the selected document, page, or pages.

Go to Page

Go to Page

  • Ctrl+G (for the text field)
  • Ctrl+P (to go to previous page)
  • Ctrl+N (to go to next page)

Enter a page number in the text field and press the ENTER key to navigate to a specific page in the current document.

Click the left arrow button to view the previous page in the current document.

Click the right arrow button to view the next page in the current document.

Insert Pages

Insert Pages

No shortcut available

Scan or import new pages into the batch, inserting them before the selected page. See How do I insert pages before a selected page?.

  • If scanning, prompts you to scan one page or all pages in the feeder.

  • If importing, prompts you to specify files to import.

Append Pages

Append Pages

Ctrl+Alt+A

Scan or import pages to add to the batch. See How do I append pages to a document or attachment?.

  • If scanning, prompts you to scan one page or all pages in the feeder.

  • If importing, prompts you to specify files to import, and to add them to the end of the selected document or to create a new document.

Replace Page

Replace Page

No shortcut available

Delete the selected page or all the pages (including the selected page and the linked pages) and replace the page(s) with the page you scan or import. See How do I replace a page?.

Delete Pages

Delete Pages

Ctrl+D

Delete one or more selected pages. See How do I delete a page?.

View document in associated application

View document in associated application

No shortcut available

View a non-image document/attachment in its native application. See How do I view a document or an attachment in an associated application?.

Database Lookup

Database Lookup

Ctrl+L

Perform a database search for the selected metadata field. This button is active only when configured for the metadata field. Enter a search value and click the Database Lookup toolbar button or press Ctrl+L. If multiple matching values display in a results list, select a value.

Copy Metadata Values

Copy Metadata Values

Ctrl+Shift+C

Copies metadata values from the selected document.

See How do I copy and paste metadata values?.

Paste Metadata Values

Paste Metadata Values

Ctrl+Shift+V

Pastes metadata values copied from another document into the current document.

Note:
  • Copying/pasting of metadata values is allowed only if the documents belong to the same batch.
  • Paste is supported only for a document with a document profile that matches the document profile of the source document (from which metadata values were copied) or if the target document (to which metadata values are being copied to) uses the Default document profile. The Paste Metadata Values icon and keyboard shortcut (Ctrl+Shift+V) are enabled only when paste is supported.
  • You can paste the copied values into multiple documents.
  • If you copy metadata values from a document with the Default document profile, then you can paste the copied values only into a document with the Default document profile.

See How do I copy and paste metadata values?.

Clear Metadata Values

Clear Metadata Values

Ctrl+Shift+D

Clears the metadata values for the selected document. This option is useful to clear all the values when you want to enter or paste new values into all the metadata fields.

See How do I clear metadata values in a document?.

Zoom In

Zoom In

Ctrl+I

Increases the magnification of the selected page view. Click repeatedly to further zoom in.

Zoom Out

Zoom Out

Ctrl+O

Decreases the magnification of the selected page view. Click repeatedly to further zoom out.

Fit to Window

Fit to Window

Ctrl+W

Changes the page display so that the entire page fits in the window.

Fit to Height

Fit to Height

No shortcut available

Changes the page display so that the entire height fits in the window.

Fit to Width

Fit to Width

No shortcut available

Changes the page display so that the entire width fits in the window.

Rotate Left

Rotate Left

No shortcut available

Rotates the selected page to the left 90 degrees. The page is saved as last rotated (applies to images only).

Rotate Right

Rotate Right

Ctrl+R

Rotates the selected page to the right 90 degrees. The page is saved as last rotated (applies to images only).

Flip

Flip

No shortcut available

Rotates the selected page upside down 180 degrees. The page is saved as last rotated (applies to images only).

Print Page

Print Page

No shortcut available

Prints the selected page to the selected printer.

Show File Information

Show File Information

No shortcut available

Displays file information for the selected document.

View thumbnails horizontally/vertically

View thumbnails horizontally/vertically

No shortcut available

Switches the thumbnail display between a vertical and horizontal orientation.

Thumbnail size

Thumbnail size

No shortcut available

Displays thumbnails using a small, medium, or large view.

  • Ctrl+Alt+N: Keyboard shortcut that selects the next document.

  • Ctrl+Alt+P: Keyboard shortcut that selects the previous document.

  • Ctrl+N: Keyboard shortcut that moves the thumbnail selection to the next page.

  • Ctrl+P: Keyboard shortcut that moves the thumbnail selection to the previous page.

  • Home: Keyboard shortcut that moves the thumbnail selection to the first page of the document. This shortcut works only when the cursor focus is in the thumbnail area.

  • End: Keyboard shortcut that moves the thumbnail selection to the last page of the document. This shortcut works only when the cursor focus is in the thumbnail area.

  • Ctrl + A: Keyboard shortcut that selects all thumbnail pages in the selected document. This shortcut works only when the cursor focus is in the thumbnail area.

1.3.3 How do I use the metadata pane?

Use the metadata pane to index documents by completing their metadata values.

  • The metadata pane displays when the selected client profile includes indexing and a document is selected in either the batch or document pane.

  • Values you enter in the metadata fields apply to all pages in the selected document. To ensure standard input, metadata fields may use input masks or special formatting, numeric or date fields, choice lists, or database lookups, as described in Indexing documents. An asterisk indicates a required metadata field. See How does indexing work?.

    For example, you might enter an account number or look up a value from the database, which might auto populate related metadata fields.

  • Use the Document Profile field to identify the set of metadata fields to complete for the selected document.

    For example, a batch of customer documents might contain correspondence and customer agreement document profiles. While indexing, you would select a Correspondence document profile each time you encounter a correspondence document and complete its fields, then select the Customer Agreement document profile each time you encounter an agreement document.

  • To move between metadata fields using keyboard shortcuts, press Tab to move to the next metadata field, and Shift-Tab to move to the previous metadata field.

  • Use the Attachment Type field to change the attachment type for a selected attachment. This field is not available for capture-only profiles.

1.3.4 How do I use the batch information pane?

Whenever you select a batch in the left batch pane, batch information displays in the right pane. Use the batch information to add or edit notes about the batch, and change its status or priority. You can also view the name of the user who created the batch and when it was created and last modified. See Working with batches.

1.3.5 How do I view the lock information for a batch?

You can view the lock information for a batch below the batch information pane.

Whenever you select a batch in the left batch pane, batch information displays in the right pane. The lock information displays below the batch information. Click Get Information to view the name of the user who has locked the batch and the workstation name.

1.4 Capture client uses

This section introduces ways that production, knowledge, and business users use Capture.

Capture users typically fall into one of the following categories:

1.4.1 Scenario 1: Scanning and indexing documents

This scenario applies to both a production user assigned to scan entire boxes of paper document folders and a user who scans document batches on an occasional basis. Regardless, the user must know the client profiles to use for different types of document batches. For example, this user might select:

  • A client profile called Separator Pages to scan batches that have separator pages placed between documents.

  • A client profile called Simplex or Duplex to scan batches that are composed of only single or double-sided documents.

  • A client profile called Prompt that prompts the user to specify how documents are comprised.

Within the client, the user chooses a client profile configured for the type of batch to scan and begins capturing a batch. The user reviews and indexes each document, then unlocks or releases the batch. See Scanning documents for more information.

1.4.2 Scenario 2: Scanning documents only

In this case, the user's task is to scan batches of documents without indexing them. When scanning in Capture, a capture-only batch contains one document only, which may be separated into multiple documents and indexed later. For example, these batches may be later separated and indexed by users who index only (Scenario 4: Indexing documents only) or through an automated process such as bar code recognition or intelligent document recognition.

Within the client, the user chooses a client profile configured for capture only and begins capturing a batch. The user reviews each document, then unlocks or releases the batch. See Scanning documents for more information.

1.4.3 Scenario 3: Importing document files

This case involves creating batches by importing electronic files, either multiple image files or non-image files such as Microsoft Word or PDF files.

Within the client, the user chooses a client profile configured for the type of batch to import and begins capturing a batch by selecting files to import. The user reviews and indexes each document (if configured), then unlocks or releases the batch. See Importing documents for more information.

1.4.4 Scenario 4: Indexing documents only

In this case, the user's task is to assign metadata values to previously captured documents. For example, batches might have been scanned by production users, imported as electronic files, or imported as part of a bulk process.

Within the client, the user chooses an index-only client profile, then selects a batch to index. Typically, the batch list is filtered to display only batches that need indexing. If the documents are unorganized within the batch, all batch pages are assigned to the first document. The user creates new documents if needed. After indexing each document, the user unlocks or releases the batch. See How does indexing work? for more information.

1.4.5 Scenario 5: Scanning or importing documents via business application

This scenario begins from a business application rather than the Capture client. After completing customer entry fields, the user needs to scan or import a related document and attach it to the selected customer record.

The user clicks a Scan or Import button from a business application record. The client window displays and Capture immediately begins scanning or prompting for import, using the settings in a preselected client profile. Once captured, the batch is displayed. Often, metadata fields are automatically populated with values entered for the business application record.

Typically, the user reviews and indexes the documents, then releases the batch. The user returns to the business application record or another web page, and the document becomes attached to the business application record. See How do I scan or import from a business application? for details.

1.5 Setting preferences

Use preferences to select scanning settings, accessibility features, logging options, and other settings. To view and edit Capture client preferences:

  1. Click the drop-down list arrow in the upper right corner of the window and select Preferences. The Preferences window displays.
  2. Set other preferences as needed.
  3. Click Save.

1.5.1 How do I resize the window’s panes?

You can resize the left and right panes as well as the batch and metadata panes. To resize, move the cursor over the pane separation. When the cursor changes to a double-headed arrow, click and drag to resize.

After resizing, the new dimensions are automatically saved and displayed the next time you open the client.