5 Working with batches

A batch is a collection of scanned images or electronic document files (such as PDF or Microsoft Office files) that can be organized into logical documents and stored in a repository. Pages are scanned into batches where they can then be organized into documents, indexed and released. After batches of documents are scanned or imported, they are ready for review, indexing (if specified), editing, and release. This chapter describes how to use batches: how to view, filter, and find them, lock them to work on or release them, change their properties, or edit them.

This chapter covers the following main topics:

5.1 Understanding batches

This section covers the following topics:

5.1.1 How are batches named?

When batches are created, they are automatically named using the client profile's prefix (for example, SCAN or IMPORT), followed by an internal sequence number.

5.1.2 What happens when I lock or release a batch?

  • Batches are automatically locked to you when you create them by scanning or importing, or when you open (expand) them. This allows you to work on batches without another user attempting to access them. You can have many batches locked to your workstation.

  • If there are no release processes defined and you unlock batches, Capture sends their documents and metadata to the Capture server and unlocks them.

  • If you selected an available release process and released batches, the next action performed on a batch depends on the selected release process.

    During batch release, a progress bar moves to the right on the batch name to indicate release progress. You can select and work on other batches while the batch release continues in the background.

  • After release, the next action performed on a batch depends on its client profile settings.

    • Batches may move to a post-processing step, such as bar code recognition, document conversion, or committing to a content repository.

    • Batches may become unlocked, allowing other users to lock and edit them. For example, after scan operators create, review, and edit batches, they might release them to index operators who select, index, and release them for post-processing.

5.2 Sorting, filtering, and searching for batches

This section covers the following topics:

5.2.1 Which batches are listed in the batch pane?

The following guidelines describe which batches display in the batch pane:

  • Batches locked to you are always listed, unless you have set a limit on the maximum number to display under Preferences (see How do I limit the batch list?). Batches locked to you display the following icon:

  • Whether you see batches that are unlocked or locked to other users depends on settings in the selected client profile. For example, the batch list may be limited to batches with a certain prefix, in a certain state (such as error or processing), or with a selected status or priority. (Note that you cannot open batches locked to another user or process.)

  • You can filter the batch list displayed using search options. A filter remains during refreshes until you remove it. For example, you 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.

5.2.2 How do I search for batches or filter the list?

You can search for batches by name, date, status, priority, and state. Note that the filtered list always includes batches locked to you in addition to the search results.

To search for batches:

  1. In the batch pane, click the Search button.

  2. In the Batch Search Criteria window, specify how to search for batches using the criteria listed in Table 5-1.

    You can specify multiple search options. Keep in mind that all specified search fields must match for a batch to be found, although only one value within a search field needs to match. For example, if you select Urgent in the Status field and 8, 9, and 10 in the Priority field, batches with an Urgent status AND a priority of 8, 9 OR 10 are found. On the other hand, batches with an Urgent status but a priority of 0, or batches with no status and a priority of 8, 9, or 10, are not found.

    Figure 5-1 Searching or Filtering Batches for Display

    Description of Figure 5-1 follows
    Description of "Figure 5-1 Searching or Filtering Batches for Display"

    Table 5-1 Batch Search Criteria

    Search Criteria Description

    Batch Name

    Enter a batch name to search for. You can specify a partial name followed by % to match one or more characters. For example, entering Batch% would match batches named Batch15 and Batches214.

    From Date/To Date

    Search for batches created within a date range by clicking the calendar button adjacent to the date field and selecting a from date and an end date.

    Status

    Search for batches by their assigned status by selecting one or more statuses. Batches assigned any selected status will match.

    Priority

    Search for batches by their assigned priority by selecting one or more priorities. Batches assigned any selected priorities will match.

    Batch State

    Search for batches by their system assigned state by selecting one or more states. Batches assigned any selected state will match. Available batch states include:

    • Ready: Batches are not locked and no errors have been encountered

    • Locked: Batches are locked by any user

    • Error: An error has been encountered in one or more documents in the batch

    • Processing: Batches are currently being processed by a Capture processor or processor job

  3. Click OK.

    The filtered search results display in the batch pane. Remember that batches locked to you always display in the batch pane, regardless of batch filter settings, and that batch filtering remains when you refresh the batch list until removed.

To remove a search filter:

  1. In the batch pane, click the Search button.
  2. In the Batch Search Criteria window, click Clear Criteria, and then click OK.

    The batch pane no longer filters the list by search criteria.

5.2.3 How do I sort the batch list?

You can sort the batch list to display batches to work on first. For example, you might sort by priority to address batches assigned a high priority first.

To sort the batch list:

  1. In the batch pane, click the column heading by which to sort. For example, click the Priority heading to sort by priority. The column is sorted and a triangle displays next to the column heading, indicating ascending or descending (inverted triangle) order.
  2. Click the heading again if needed to change the sort order.

    Note that clicking the heading repeatedly switches between ascending order, descending order, and the default sort order.

    To sort by more than one column, hold down the Shift key and click another column.

5.2.4 How do I limit the batch list?

To limit the number of batches listed in the batch pane:

  1. Click the drop-down list arrow in the upper right corner of the window and select Preferences. The Preferences window displays.
  2. In the Maximum Batches to Display field, set the maximum number of batches to list in the batch pane.

    Limiting the list can increase performance. The default is 100.

  3. Click Save.

    To see the new batch list setting used, refresh the batch list or select a client profile.

5.3 Editing batches

This section covers the following topics:

5.3.1 How do I edit an unlocked batch?

As described in How do I use the batch pane?, you can edit batches that are either unlocked or locked to you. You cannot edit batches locked to another user.

To edit an unlocked batch, select it in the batch pane, then click its triangle to lock it for your use. You can now edit its batch information or select and edit one of its documents.

5.3.2 How do I delete a batch?

You can delete batches that are either unlocked or locked to you. Deleting a batch permanently removes all documents in the batch.

  1. In the batch pane, select a batch. Hold down the Ctrl key to select multiple batches.
  2. Click the Delete Batch button. Click Yes to confirm the deletion.

5.4 Changing batch information

This section covers the following topics:

5.4.1 How do I set or change a batch’s priority?

You can assign a priority number to a batch. The priority ranges from 0 to 10, where 10 is the highest. A batch may have been assigned a default priority by the client profile, but you can change it.

  1. In the batch pane, select a batch.

    Batch information is displayed in the right pane. The Priority, Status, and Batch Notes fields are editable if the batch is locked to you. (If the batch is unlocked, lock it by clicking its triangle so the locked batch icon displays and the Priority field becomes editable.)

  2. In the Priority field, select a new priority number from 0 to 10.
  3. Click Apply. The priority value displays in the batch pane list.

5.4.2 How do I set or change a batch’s status?

You can assign a status to a batch from the list of available statuses. A batch may have been assigned a default status by the client profile, but you can change it.

  1. In the batch pane, select a batch.

    Batch information is displayed in the right pane. The Priority, Status, and Batch Notes fields are editable if the batch is locked to you. (If the batch is unlocked, lock it by clicking its triangle so the locked batch icon displays and the Status field becomes editable.)

  2. In the Status field, select a new status.

    Note:

    Contact your Capture workspace manager to add batch statuses.

  3. Click Apply. The new status displays in the batch pane list.

5.4.3 How do I add, edit, and delete batch notes?

You can attach a note to a batch, as a reminder or to alert other Capture users who might work on the batch. For example, you might enter a note indicating that a page is missing from a specified document in the batch.

  1. In the batch pane, select a batch.

    Batch information is displayed in the right pane. The Priority, Status, and Batch Notes fields are editable if the batch is locked to you. (If the batch is unlocked, lock it by clicking its triangle so the locked batch icon displays and the Batch Notes field becomes editable.)

  2. In the Batch Notes field, enter, modify, or delete text.
  3. Click Apply. A note icon in the Note column of the batch pane list indicates an attached note.

5.5 Releasing batches

Multiple release processes can be defined for a client profile in the Capture workspace. When releasing a batch in the Capture client, you can choose the release process to be performed from the list of defined release processes. Defining multiple release processes for a client profile is useful when you want to release the batch for processing by different batch processors using the same client profile.

For example, after releasing a batch, it might undergo document conversion, bar code recognition processing, or as a last step, commit processing to a repository.

  1. In the batch pane, select one or more batches. Hold down the Ctrl key to select multiple batches.
  2. If there are one or more release processes defined for the client profile, click the drop-down list arrow on the right side of the Release button and select a release process from the drop-down list. Click the Release button.

    A bar displays on the batch name and moves to the right to indicate release progress. During release, you can select other batches and documents to work on them.

  3. Optionally click the Refresh Batch List button to view the new state of the batch. Once the release is complete, one of the following may happen:
    • The batch disappears from the batch pane, such as after a successful commit.

    • The batch's icon displays a processing indicator (as shown in Table 1-2), indicating that it is undergoing further processing.

    • The batch's icon displays an error indicator (as shown in Table 1-2), indicating that one or more of its documents encountered an error.