GlobalCapture. Guide. 127 Church Street, New Haven, CT O: (203) E:

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1 GlobalCapture Guide 127 Church Street, New Haven, CT O: (203) E: Square 9 Softworks Inc. 127 Church Street New Haven, CT (+1) education@square-9.com

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3 Square 9 GlobalCapture Guide Version Copyrights, Legal Notices, Trademarks, and Servicemarks Copyright 2017 Square 9 Softworks All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means whatsoever, without written permission of Square 9 Softworks unless such copying is expressly permitted by Federal copyright law. For information regarding permissions, contact: Square 9 Softworks Inc., 127 Church Street, New Haven, CT 06510, USA, info@square-9.com. April 2017 edition Publication subject to change without notice, Square 9 Softworks assumes no liability for any damages incurred directly or indirectly from errors, omissions, or discrepancies between the actual software you install and/or the contents of this publication or any other accompanying publication. GlobalSearch, GlobalCapture, and GlobalAction are registered trademarks of Square 9 Softworks. All other products and devices listed in this document are trademarks or registered trademarks of their respective companies and are hereby acknowledged. Microsoft, Windows, Word, Excel, PowerPoint, SQL Server, and Exchange are trademarks and service marks of Microsoft, Inc., registered in the United States and other countries, and are the property of Microsoft, Inc. Google is a trademark of Alphabet, Inc., registered in the United States and other countries, and is the property of Alphabet, Inc. Mongo and MongoDB are registered trademarks of MongoDB, Inc. registered in the United States and other countries, and are the property of MongoDB, Incorporated. Square 9 Softworks Inc. 127 Church Street New Haven, CT (+1) education@square-9.com

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5 Table of Contents Getting Started with GlobalCapture... 1 Introduction to GlobalCapture... 3 Access GlobalCapture... 3 GlobalCapture Home Page... 4 Installation... 5 Server Prerequisite Configuration... 5 Server Installation Uninstallation Upgrade Before Upgrading GlobalCapture Server Upgrade Administrator Functions System Management Field Catalog Management Portal Management License Management Registration Field and List Management Create, Edit, and Delete Field Lists Create, Edit, and Delete Fields Data Types Field Properties List Options Table Fields Workflow Management GlobalCapture Designer Terminology GlobalCapture Designer Interface Nodes Pane Process Fields Pane Information Pane Design Canvas Published Button Layout Menu GlobalCapture Guide Table of Contents i

6 Workflow Menu Manage Workflows Workflow Node Configuration Begin and End Nodes Process Nodes Conditional Process Nodes Template Management Template Designer Terminology Template Designer Interface Create Templates Edit Templates Delete Templates Create, Edit, and Delete Template Groups Create, Edit, and Delete Zones Zone Properties Pane Zone Properties Create, Edit, and Delete Zone Groups User Functions Scan Documents Select and Configure Desktop Scanner Scan into GlobalCapture View Documents Open Validation Station Document Control and Navigation View Thumbnails Configure Indexing Data KeyFree User Settings Save Data and Documents Validation Station Hot Keys Rapid Adapt Forms Learning Batch Manager Access Batch Manager Batch Manager Interface Filter and Search Batches Select or Deselect Documents Sort Documents ii Table of Contents GlobalCapture Guide

7 Performance Reporting View, Edit, and Validate Documents Remove Documents from Process Delete Documents User Settings Change Language Set KeyFree Options Set Scanner Options Appendices Appendix A Pattern Matching using Regular Expressions Appendix B Values for Formatting an Index Field Appendix C S9 Notation Appendix D Multiple Language Support Appendix E Key GlobalCapture Definitions Appendix F GlobalCapture Feature Matrix GlobalCapture Guide Table of Contents iii

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9 How to Use This Guide Purpose The GlobalCapture Guide provides instructions for using your GlobalCapture web-based applications. It will help you understand their features and help you perform the following tasks: Capture and validate documents and data using GlobalCapture Monitor documents and data in capture workflows using Batch Manager Create document and data capture workflows using GlobalCapture For further details on using GlobalCapture as part of the Square 9 Global Suite of Products, refer to the GlobalSearch Administrator Guide. Audience GlobalCapture end users should read this guide to learn how to make the most of their web-based capture workflow application. GlobalCapture administrators should read this guide to understand the GlobalCapture features they will need to configure, implement, and support GlobalCapture Workflows. Organization This guide is organized into four sections as follows: Section I: Getting Started with GlobalCapture An introduction to the Square 9 GlobalCapture user interface and how to install and upgrade GlobalCapture. Section II: Administrator Functions Creating, managing, and deleting capture workflows, indexing fields, OCR/BCR templates, and setting user permissions and licenses. Section III: User Functions Using the GlobalCapture application, including capturing and validating files, monitoring documents for validation, and setting end-user preferences. Section IV: Appendices Understanding regular expressions in Templates, formatting for a Process Field, S9 Notation, terms used in GlobalCapture, and features in GlobalCapture and GlobalCapture Convey. GlobalCapture Guide How to Use this Guide v

10 Conventions Used in this Guide Icons Name Icon Description Behind the Scenes Business Case CAUTION Example Note Tip Troubleshooting Highlights technical information useful to administrators and installers Calls attention to specific examples which demonstrate how features can be used to address business needs Highlights important information to know to avoid situations that could potentially cause a loss of data or configuration, or could impact performance, functionality, or successful implementation Highlights examples of settings for typical business uses Highlights information of interest or important information needed to successfully accomplish a task or understand a procedure Highlights techniques, shortcuts, or productivity tips Highlights information or references troubleshooting resources that might prove helpful in solving a problem Typographic Conventions Convention Bold Italics Underlined Blue Fixed Width Font SMALL CAPITAL LETTERS Description Highlights interface items such as menus, dialog boxes, settings, and options and highlights text that must be entered exactly as shown. Emphasizes text or indicates a placeholder variable which the user should replace with a specific word or symbol Points out URL links to external web pages or documents Used for filenames, Windows folder paths, URLs, code samples, and system text Indicates keyboard keys, such as CTRL+C, ENTER, DELETE, or TAB Writing Conventions Convention Description Angle brackets enclosing a word or phrase in italics indicates that information must be entered specific to the <Username> installation, configuration, or system. For example, <Username> means to enter a specific username in the indicated field > Indicates the need to select an item from a menu. For example, File > Save Indicates the item referenced is particular to GlobalSearch or a Square 9 product or feature. For example, the Index Initial Caps Fields selected when creating an Archive A dot-shaped bullet indicates an unordered list, which in a procedure indicates either a procedure which is only Bullet one step long or a step or steps which may or may not need to be taken and in no particular order. Bullet An arrowhead bullet indicates information closely related to a step in a procedure. Help and Support Support Phone: , option 2 support@square-9.com Other Resources Forums: forums.square-9.com Square 9 classes: education@square-9.com vi How to Use this Guide GlobalCapture Guide

11 Getting Started with GlobalCapture Section I introduces the application interface and how to install GlobalCapture. As a web-based ECM application, GlobalCapture can be used with modern browsers and across desktop platforms. Standard browser controls can be applied, such as screen resizing, zoom view, navigate back and forth, and refresh, in addition to the application features. The chapter in this section includes: Introduction to GlobalCapture Installation Upgrade This chapter introduces the GlobalCapture interface. This chapter explains how install and uninstall GlobalCapture. This chapter explains how to upgrade GlobalCapture from a previous version. GlobalCapture Guide Getting Started with GlobalCapture 1

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13 Introduction to GlobalCapture GlobalCapture from Square 9 is a powerful tool which delivers a complete, end-to-end process for your data and document capture workflows. Optimize your office equipment and streamline your capture automation by batch-processing scanned documents and, once captured, automatically archive them or use them to begin a workflow process. GlobalCapture can capture documents with a variety of file formats (including images, audio, and video) and extract high-value information from them as part of your electronic document management system (DMS). Designed as a stand-alone web-accessible application, it is also part of the Square 9 Global Suite of Products for data and document management and therefore fully integrates with GlobalSearch. Please refer to the GlobalSearch Administrator Guide for details on setting up and using GlobalSearch together with GlobalCapture for an end-to-end, capture-to-completion business process. The easy-to-use interface lets you design and deploy workflows with no complicated SQL scripting required. With its graphical drag-and-drop approach, even complicated workflows can be seen at a glance. GlobalCapture is highly scalable for advanced data and document capture and processing with multithreaded processing for high-volume throughput. Access GlobalCapture GlobalCapture is accessed from your web browser. 1. Access GlobalCapture via the URL provided by your IT department or by clicking on the GlobalSearch desktop shortcut. 2. To launch GlobalCapture from the Square 9 GlobalSearch desktop client (if installed), on the Workflow tab, in the Workflow Management group, click GlobalCapture. Launch GlobalCapture from the GlobalSearch Desktop Client 3. In the GlobalCapture login screen which appear, enter your user name and password to log into GlobalCapture. GlobalCapture Guide Introduction to GlobalCapture 3

14 GlobalCapture Home Page When you log in, the GlobalCapture home page will appear. GlobalCapture Home Page Validate Documents When you need to review and validate your captured documents, click Validate to go to the Batch Manager and Validation Station interfaces. From the Batch Manager, you can filter through and monitor documents in your GlobalCapture Workflows. Performance metrics can be seen at a glance on a single graph for real-time process analysis. From the Batch Manager, you can quickly locate and access documents which may need further inspection and action in the Validation Station. For details, please refer to the Batch Manager and View Documents chapters. Scan Documents Click Scan to go to the Scanner interface, where you can configure options for your scanner and select a destination Workflow for your documents. Please refer to the Scan Documents chapter for more information. Design Workflows Click Design to go to the GlobalCapture Designer, Template Designer, and Field Catalog interfaces. From here you can create indexing data fields, OCR templates, and document capture workflows. Refer to the Workflow Management, Template Management, and Field and List Management chapters for details. Manage Screen Click Manage to go to the GlobalCapture Administration interface, where you can manage user permissions, manage licenses, and scale out multiple instances. Details can be found in the System Management chapter. 4 Introduction to Square 9 Workflows GlobalCapture Guide

15 Installation As a core feature GlobalCapture is installed as part of the GlobalSearch installation process. For details on installation with GlobalSearch, please refer to the GlobalSearch Installation Guide. For hardware and software requirements, please refer to the Square 9 website. This chapter addresses how to install or uninstall GlobalCapture as a standalone application. You must have system administrator permissions to perform the installation and uninstallation procedures. Note that GlobalCapture uses a chained Windows Installer package. Windows servers with RDS/Terminal Services enabled have known compatibility issues with this deployment methodology. You can unchain the installation when required. Contact Support for assistance when deploying GlobalCapture to an RDSenabled server. Due to resource contention, in most scenarios it is not advisable to run GlobalCapture on a server acting as an RDS server. Server Prerequisite Configuration Before installing GlobalCapture, you will need to have Microsoft Internet Information Server (IIS), Message Queuing,.NET or higher, and an instance of Microsoft SQL Server on your system (SQL Server Express may be installed from your GlobalCapture media). Although the GlobalCapture instance may be called anything, this document refers to the default name of GetSmart. Windows 7/8/8.1/10 Pro Prerequisites Installation To install IIS and Message Queueing on a compatible Windows operating system, you will need to follow the steps below: 1. To configure IIS and Messaging Queueing on a compatible Windows operating system, open the Control Panel. You may be prompted to insert the Windows Installation CD to install these features. 2. Select Programs. 3. In Programs, in the Programs and Features group, select Turn Windows Features on or off. 4. In the Windows Features window, enable the following system prerequisites: Microsoft.NET Framework (3.5 and later). Microsoft.NET or higher is required to install GlobalCapture v Windows 10 should already have.net 4.6 installed; there is no need to install.net in that case. Note that Microsoft may require a reboot after installing.net. In Internet Information Services > World Wide Web Services: Expand Application Development Features and enable the following: o.net Extensibility o ASP.NET Expand Common HTTP Features and enable the following: o Default Document o Directory Browsing o Static Content GlobalCapture Guide Installation 5

16 Expand Security and enable the following o Basic Authentication o Windows Authentication 5. To begin installing or enabling the prerequisites, click OK. This may require you to reboot the computer to complete the process. Windows Server Prerequisites Installation 1. To enable IIS and Message Queuing on a compatible Windows server operating system, open the Control Panel. GlobalCapture v2.0.2 is compatible with Windows Server 2008/2008 R2/2012/2012 R2/ Select Programs. 3. In Programs, in the Programs and Features group, select Turn Windows Features on or off. Once selected, Server Manager will launch, then after a moment, Add Windows Features will launch. Server Manager 4. If the Add Roles and Features Wizard doesn t appear, click Manage. 5. Click Add Roles and Features. 6 Installation GlobalCapture Guide

17 Server Manager Mange Menu 6. When the Add Roles and Features Wizard opens, click Next. Add Roles and Features 7. In Installation Type, select Role-based or feature-based Installation in Installation Type to configuring a single server by adding roles or features to it. 8. In Server Selection, select the server (this should be the local machine). GlobalCapture Guide Installation 7

18 Server Selection 9. Click Next. 10. In the Server Roles window, select Web Server (IIS). 11. Once that is selected there is a chance that a window will open with a message about installing other required features. Click OK to return to the Installation Wizard. 12. With Web Server (IIS) selected, click Next. Web Server IIS 13. If they are not already selected, In the Features window, select the following features:.net Framework (3.5 and later) 8 Installation GlobalCapture Guide

19 Message Queueing Triggers If you have selected a checkbox and another window appears, select Add Features. 14. Click Next. Add Features 15. In the Role Services window, install the IIS Role Services and install the following: Expand Common HTTP Features and enable the following: Default Document Directory Browsing Static Content Expand Security and enable the following: Basic Authentication Windows Authentication Expand Application Development and enable the following:.net Extensibility (3.5 and later) ASP.NET (3.5 and later) GlobalCapture Guide Installation 9

20 IIS Role Services 16. Once the Services are selected, click Next. 17. In Confirmation, make sure that all the GlobalSearch prerequisites have been selected, and then click Install. Server Installation Note that after installation, some GlobalCapture features require license registration to function. To do that, there must be an internet connection. GlobalCapture is distributed through download links. These links can be obtained from the Square 9 Softworks Fulfillment department by contacting them at: Phone Option 1 fulfillment@square-9.com Once the link is sent, it is valid for seven days. Download the self-extracting installation media to a folder of your choice. 10 Installation GlobalCapture Guide

21 Prior to the installation of GlobalCapture, the logged in account that will perform the installation must have the correct network permissions. If you re installing onto a domain, you will need to ensure that the user you are logged into the system as can create users on the Active Directory and to create databases within your instance of SQL Server. It is recommended that you use a Domain Admin during the initial install. If you re doing a local installation, you must be logged into the system as the Administrator. Troubleshooting: Microsoft does not recommend deploying SQL Server on a server configured as a Domain Controller. Since SQL Server is required for the operations of GlobalCapture, Square 9 does not recommend this configuration. You can deploy in that fashion if you need to, but if you do so, Square 9 recommends that you first install SQL Server and then install your Square 9 application, following the Square 9 guidelines for deploying to an existing SQL Server instance. Please consult Microsoft. for additional information. GlobalCapture Media Extraction 1. Once the installation media has been downloaded, double-click on it to run the self-extractor. 2. In the Self-Extractor window, select the location you want the files to go in Select extraction path. 3. Click OK to proceed with the extraction. This may take some time. If the extraction errors out, it is possible that the download has been corrupted. If so, it will need to be downloaded again. 4. Once it has been extracted, proceed to the installation. GlobalCapture Standalone Installation GlobalCapture Server Installation 1. From your installation media, navigate to the GCW directory, expand this directory, right-click on setup.exe and select Run as Administrator. 2. Click Next to start the GlobalCapture installation process using the Installation Wizard. There will be a pause while the installation is processing. GlobalCapture Installation Wizard GlobalCapture Guide Installation 11

22 File and Web Services Location 1. To use the default GetSmart and web services location and the default website port and continue the installation, in File and Web Service Location click Next. 2. To change from default locations: a. Click Change next to one or more of the following: Please enter the location you want to place GetSmart. The default location is C:\GetSmart\. Please enter the location you want to place GlobalCapture Engine Installer. The default location is C:\GlobalCaptureEngineStandaloneInstaller\. Please enter the location you want to place the Template Samples and the Viewer Cache. The default location is C:\GlobalCapture\. Please enter the location you want to place the web services. The default location C:\inetpub\wwwroot\. b. In the Change Current Destination Folder window, enter the new location path in the text box. c. Click OK. 3. To change the default website port that GlobalCapture will be installed to from port 80, enter a port number in the Enter your desired web port text box. 4. Click Next to continue. Note: GlobalCapture must be the only application running on a specified port (by default, port 80). Ensure that the port you have selected is available before installing GlobalCapture, as the installer does not validate port availability. File and Web Service Location GlobalCapture Server Customer Information 1. In Customer Information, enter a name in the User Name text box. 2. Enter a name in the Organization text box. 3. Enter your license number provided by Square 9 in the Serial Number text box. 12 Installation GlobalCapture Guide

23 4. If installing the GlobalCapture demonstration version or if you do not have a static IP address for the GlobalCapture server, enable Use IP Address (for Demo Mode). 5. Click Next. 6. If prompted with an error message, click OK or Yes and proceed with corrections. If no serial number is entered, a reminder message will appear. Click OK to proceed. Customer Information GlobalCapture License Agreement 1. Click Read License Agreement to read the agreement on the Square 9 website. 2. Click I accept the terms in the license agreement to accept the terms. 3. Click Next. License Agreement Authentication Configuration 1. In Authentication Configuration, in the Please select Authentication Server group, choose one of the following: Active Directory Enable to install GlobalCapture using Active Directory users and groups. GlobalCapture Guide Installation 13

24 Local Server Enable to install GlobalCapture using Workgroup users and groups (users and groups that are local to the server). Note that if the machine on which the installation is occurring is not on a domain, Local Server is selected and the choices are grayed out. 2. Enter a password for the SSAdministrator account in the Enter GlobalSearch Admin Password text box and confirm the password by typing it again in the Confirm text box. This password must meet the password guidelines set on the domain or local machine. 3. Click Next to continue. Authentication Configuration Tip: Meet System Requirements for Passwords. The password must meet the system requirements for the operating system on which the installation is being performed. The Installation Wizard will let you enter a non-compliant password, but GlobalCapture will not run properly if the password does not meet the system requirements. Tip: Change SSAdministrator Password. The SSAdministrator password can be changed at a later point, if you want. If you do so: It must comply with the password requirements for your machine. The password must be updated in the Application Pool in the IIS Manager and the Square 9 Service Console (if installed with GlobalSearch) or in the Windows Services menu. Create a New Database Instance By default, GlobalCapture installs with Microsoft SQL 2012 Express and creates a database called GetSmart. The default location is C:\Program Files (x86)\microsoft SQL Server. 1. To create a new database instance, in Database Type, select Create a new GetSmart database instance. 2. Click Next. 3. To indicate an alternate installation location for SQL Server 2012 Express, in Database Location, click Change. 4. If updates to SQL Server are desired, enable Allow SQL to install updates after installation. 5. Click Next. 14 Installation GlobalCapture Guide

25 Select Location for New Database Select an Existing Database Instance You can use GlobalCapture with an existing SQL Server or SQL Server Express database instance (SQL Server 2008 R2 or above). 1. In Database Type, select Choose an existing SQL instance for use with GlobalCapture. 2. Click Next. 3. In Database Server, in Database server that you are installing to, click the expansion arrow to and select from a list of the SQL Server instances available to you or click the Browse button and browse to a SQL Server instance. 4. Choose login credentials in the Connect Using section: Select Windows Authentication credentials of current user to use the login credentials of the currently logged in user to create databases in the specified SQL instance. Select Server authentication using the Login ID and password below to enter the System Administrator user credentials. 5. Click Next to continue the installation. Select Existing Database Server and Authentication GlobalCapture Guide Installation 15

26 GlobalCapture Server Installation Once preparation is done, you are ready to install GlobalCapture. The GlobalCapture Server installation window will pause while the GlobalCapture Engine installs and then it finishes the installation process. 1. To install GlobalCapture, in Ready to Install the Program, click Install. There will be a pause while the installation is processing. 2. If necessary, click Back to return to previous dialog boxes and adjust the installation settings. Begin GlobalCapture Server Installation GlobalCapture Engine Installation The GlobalCapture Server installation pauses while the GlobalCapture Engine installation begins. The GlobalCapture Engine installation process is very similar to the GlobalCapture Server process. If the GlobalCapture Engine InstallShield Wizard appears behind the Server installer, drag it into view. 1. In Welcome to the InstallShield Wizard for GlobalCapture Engine, click Next. There will be a pause while the installation is processing. GlobalCapture Engine Installation Wizard 16 Installation GlobalCapture Guide

27 GlobalCapture Engine Customer Information 1. In Customer Information, enter a name in the User Name text box. 2. Enter a name in the organization in the Organization text box. 3. Enter your license number provided by Square 9 in the Serial Number text box. 4. Click Next. If no serial number is entered, a reminder message will appear. Click OK to proceed. GlobalCapture Engine Customer Information GlobalCapture Engine Installation 1. Once preparation is done, in Ready to Install the Program, click Install to install the GlobalCapture Engine. There will be a pause while the installation is processing. 2. If necessary, click Back to return to previous windows and adjust your installation configuration. Begin GlobalCapture Engine Installation 3. To view and save a log of actions and times related to the installation for future reference: a. In InstallShield Wizard Completed, enable the Show the Windows Installer log. b. In Notepad, do a Save As to save your log and then close Notepad. Saving a log is recommended. When you are done, you will be returned to the installer. 4. Click Finish. GlobalCapture Guide Installation 17

28 GlobalCapture Engine Installation Completed Complete GlobalCapture Installation Once the GlobalCapture Engine installation is finished, the GlobalCapture Server installation will finish. With the installation complete, the application shortcut will appear on your Windows desktop. Again, it is recommended that you first enable save a log file using Notepad for future reference. 1. To view and save a log of actions and times related to the installation for future reference: a. In InstallShield Wizard Completed, enable the Show the Windows Installer log. b. In Notepad, do a Save As to save your log and then close Notepad. When you are done, you will be returned to the installer. 2. Click Finish. GlobalCapture Server Installation Completed 3. In GlobalCapture Installer Information, choose one of the following: At the prompt, click Yes to reboot the server, so that GlobalCapture is operational. Or, click No if you will manually reboot later. There will be a pause while the installation is processing. 18 Installation GlobalCapture Guide

29 Additional GlobalCapture Engine Instances You can stand up additional GlobalCapture Engine instances for GlobalCapture per machine which is running GlobalCapture. Once installation is complete, you will see the additional Engine listed in the GlobalCapture License Management interface. 1. Return to the location of your installation media, navigate to the GlobalCaptureEngineStandaloneInstaller directory, expand this directory, right-click on setup.exe and select Run as Administrator. 2. Select Install a new instance and click Next to start the next GlobalCapture Engine installation process. There will be a pause while the installation is processing. Install a New GlobalCapture Engine Instance The Installation Wizard will appear. The instructions for adding GlobalCapture Engine instances are similar to those in the GlobalCapture Engine Installation section above. 3. To begin the installation, in Welcome to the InstallShield Wizard for GlobalCapture Engine 2, click Next to proceed to the next window. 4. In Customer Information: a. Enter a name in the User Name text box. b. Enter name in the organization in the Organization text box. c. Enter your license number provided by Square 9 in the Serial Number text box. d. Click Next to continue the installation. If no serial number is entered, a reminder message will appear. Click OK to proceed. 5. In Database Server: e. In Database server that you are installing to, click the expansion arrow and select from a list which appears of the SQL Server instances available to you or click the Browse button and browse to a SQL Server instance. f. Choose login credentials in the Connect Using section: Select Windows Authentication credentials of current user to use the login credentials of the currently logged in user to create databases in the specified SQL instance. Select Server authentication using the Login ID and password below to enter the System Administrator (SA) user credentials. GlobalCapture Guide Installation 19

30 g. Click Next to continue. 6. Once preparation is done, in Ready to Install the Program, click Install to install the GlobalCapture Engine. There will be a pause while the installation is processing. 7. To view and save a log of actions and times related to the installation for future reference: a. In InstallShield Wizard Completed, enable the Show the Windows Installer log. b. In Notepad, do a Save As to save your log and then close Notepad. Saving a log is recommended. When you are done, you will be returned to the installer. 8. In InstallShield Wizard Completed, click Finish. 9. In GlobalCapture Installer Information, choose one of the following: At the prompt, click Yes to reboot the server, so that GlobalCapture is operational. To manually reboot later, click No. Uninstallation There are situations that may arise that require the complete uninstallation of GlobalCapture. For example, if the initial installation was done with an account that does not have sufficient privileges to all areas needed, a complete uninstall will need to be performed before the product can be reinstalled. CAUTION: Uninstalling GlobalCapture will result in permanent loss of data. Please ensure that you have a backup of all your GlobalCapture databases and files before proceeding with the uninstallation. You must be logged in with a user account which has administrative access on the computers being configured to uninstall GlobalCapture. Stopping Services Before proceeding with the uninstallation of GlobalCapture, it is good practice to make sure that all services are stopped and that all clients are closed. Use the Square 9 Service Console (if GlobalCapture is installed with GlobalSearch) or the normal Windows Services menu. 1. To stop GlobalCapture services if GlobalCapture is installed with GlobalSearch: a. Right-click on the Service Console and click Run as an Administrator. ServiceConsole.exe by default is located C:\GetSmart. b. In the Square 9 Service Console, click Stop All. 20 Installation GlobalCapture Guide

31 Stop Services in the Square 9 Services Console 2. To stop GlobalCapture services if GlobalCapture is a standalone installation: a. In the Windows Services stop the following services if they exist. (Some of these services may not be installed on your server, depending on your licensed features.) ssbatchportal sscontentsearch SSImp Engine SSLicenseClean SSXMLTransform b. GlobalCapture engine instances (such as GlobalCapture_1 or GlobalCapture_2). c. After stopping other services, stop MongoDB. GlobalCapture Engine Uninstallation Once preparation is done, uninstall each GlobalCapture Engine instance before uninstalling the GlobalCapture Server. 1. It is recommended that you run the uninstallation from the GlobalCapture Engine installer on the machine. To do this, navigate to the location of the GlobalCaptureEngineStandaloneInstaller directory. 2. Right-click on the setup.exe file and select Run as administrator. 3. In the GlobalCapture Engine installer which appears, enable Maintain or upgrade existing instance. 4. Click Next. GlobalCapture Guide Installation 21

32 Remove GlobalCapture Engine Instance 5. In Welcome to the InstallShield Wizard for GlobalCapture Engine, click Next. 6. In Program Maintenance, select Remove. 7. Click Next. GlobalCapture Engine Installation Wizard Program Maintenance 8. In Remove the Program, click Remove. There will be a pause while the uninstallation is processing. 22 Installation GlobalCapture Guide

33 Remove the Program 9. Once the removal has been completed, click Finish to exit the uninstaller. 10. At the prompt, reboot the system. Uninstallation Completed GlobalCapture Server Uninstallation Once all the GlobalCapture Engine instances are uninstalled, uninstall the GlobalCapture Server. Note that the MongoDB and SQL Server database are not deleted with this process. 1. Navigate to your Windows Control Panel > Programs and Features (or equivalent) and select to uninstall GlobalCapture Server. 2. At the prompt, click Yes or OK. 3. At the prompt, click OK to reboot the system and finish the uninstallation process. GlobalCapture Server Uninstall Prompts GlobalCapture Guide Installation 23

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35 Upgrade For details, on upgrading GlobalCapture with GlobalSearch, please refer to the GlobalSearch Upgrade Guide. For hardware and software requirements, please refer to the Square 9 website. This chapter addresses how to upgrade GlobalCapture as a standalone application. You must have system administrator permissions to perform the upgrade. Note: Service Pack 2 for GlobalCapture (v2.0.2) is available as standalone media only and is not bundled with GlobalSearch v If you have GlobalSearch v , install it with the included GlobalCapture v2.0.1 and then follow this chapter to update GlobalCapture to Service Pack 2. Before Upgrading There are some prerequisites which must be in place before upgrading from an earlier version of GlobalCapture. These include: Refer to the previous Server Prerequisite Configuration section of the previous Installation chapter for details on prerequisites for installing GlobalCapture. For additional information, please contact your Square 9 Softworks reseller and refer to our forums ( 9.com). License reactivation is required. The upgrade will automatically reregister licenses for any features that are either core to the product or options which have been purchased, if there is internet access. Customers with servers that do not have an internet connection will need to manually reregister their installation. Also, note that: A reboot of your system may be required during the upgrade process. If you are upgrading an installation where your website base path is not in the default location, you will need to manually replace Square9API\bin\Square9.Workflows.Logic.dll with the file from the installation media. GlobalCapture Backup Before beginning an upgrade, it is extremely important to first back up all your data, Templates, and Workflows. Back up the following directories (they may be in another location if you are updating from a custom installation): The GlobalCapture main application exists within the C:\GetSmart directory by default. Inside this directory are key folders that are specific to each individual installation. It is highly recommended that you back up the entire GetSmart directory. The web services, found by default in the C:\inetpub\wwwroot directory. GlobalCapture Guide Upgrade 25

36 CAUTION: Do not put your data at risk by overlooking a comprehensive backup strategy that includes both indexing data and document image files. Failure to adopt a regimented backup plan may result in incomplete data or days worth of rescanning and indexing documents because a backup plan was overlooked. Square 9 Softworks strongly urges our customers to implement a backup plan that will deliver an appropriate amount of protection from data loss. Please contact Support if you have any questions or concerns related to backup procedures. GlobalCapture Server Upgrade GlobalCapture is distributed through download links. These links can be obtained from the Square 9 Softworks Fulfillment department by contacting them at: Phone Option 1 fulfillment@square-9.com Once the link is sent, it is valid for seven days. Download the self-extracting upgrade media to a folder of your choice. Prior to the upgrade of GlobalCapture, the logged in account that will perform the installation must have the correct network permissions. If you re installing onto a domain, you will need to ensure that the user you are logged into the system as can create users on the Active Directory and to create databases within your instance of SQL Server. It is recommended that you use a Domain Admin during the initial install. If you re doing a local installation, you must be logged into the system as the Administrator. GlobalCapture Media Extraction 5. Once the upgrade media has been downloaded, double-click on it to run the self-extractor. 6. In the Self-Extractor window, select the location you want the files to go in Select extraction path. 7. Click OK to proceed with the extraction. This may take some time. If the extraction errors out, it is possible that the download has been corrupted. If so, it will need to be downloaded again. 8. Once it has been extracted, proceed to the upgrade. GlobalCapture Standalone Upgrade GlobalCapture Server Upgrade 1. From your installation media, navigate to the GCW directory, expand this directory, right-click on setup.exe and select Run as Administrator. 2. At the prompt to perform an upgrade, click Yes. 26 Upgrade GlobalCapture Guide

37 Prompt to Begin GlobalCapture Server Upgrade 3. Click Next to start the GlobalCapture upgrade process using the Installation Wizard. There will be a pause while the installation is processing. GlobalCapture Server Installation Wizard GlobalCapture Engine Upgrade With GlobalCapture Server upgrading, the GlobalCapture Engine upgrade begins. If the GlobalCapture Engine InstallShield Wizard appears behind the GlobalCapture Server installer, drag it into view. 1. In Resuming the InstallShield Wizard for GlobalCapture Engine, click Next. There will be a pause while the upgrade is processing. GlobalCapture Engine Installation Wizard for Upgrades GlobalCapture Guide Upgrade 27

38 2. Since the MongoDB instance is already installed, at the prompt, click OK. MongoDB Installed 3. To view and save a log of actions and times related to the installation for future reference: a. In InstallShield Wizard Completed, enable the Show the Windows Installer log. b. In Notepad, do a Save As to save your log and then close Notepad. Saving a log is recommended. When you are done, you will be returned to the installer. 4. Click Finish to complete the GlobalCapture Engine installation. GlobalCapture Engine Upgrade Completed Complete GlobalCapture Upgrade Once the GlobalCapture Engine upgrade is finished, the GlobalCapture Server upgrade will finish. Again, it is recommended that you first enable save a log file using Notepad for future reference. 1. To view and save a log of actions and times related to the installation for future reference: a. In InstallShield Wizard Completed, enable the Show the Windows Installer log. b. In Notepad, do a Save As to save your log and then close Notepad. When you are done, you will be returned to the installer. 2. Click Finish to complete the GlobalCapture installation. 28 Upgrade GlobalCapture Guide

39 GlobalCapture Server Upgrade Completed 3. In GlobalCapture Installer Information, choose one of the following: At the prompt, click Yes to reboot the server, so that GlobalCapture is operational. Or, click No if you will manually reboot later. There will be a pause while the installation is processing. Additional GlobalCapture Engine Instances Upgrades You can upgrade any additional GlobalCapture Engine instances you have installed. 1. Navigate to the GlobalCaptureEngineStandaloneInstaller directory, expand this directory, right-click on setup.exe and select Run as Administrator. 2. Select Maintain or upgrade an existing instance and click Next to start the next GlobalCapture Engine installation process. Upgrade an Additional GlobalCapture Engine 3. At the prompt to perform an upgrade, click Yes. GlobalCapture Guide Upgrade 29

40 Prompt to Begin GlobalCapture Additional Engine Upgrade 4. Click Next to start the GlobalCapture upgrade process using the Installation Wizard. There will be a pause while the installation is processing. GlobalCapture Installation Wizard 5. To view and save a log of actions and times related to the installation for future reference: c. In InstallShield Wizard Completed, enable the Show the Windows Installer log. d. In Notepad, do a Save As to save your log and then close Notepad. Saving a log is recommended. When you are done, you will be returned to the installer. 6. Click Finish to complete the additional GlobalCapture Engine installation. GlobalCapture Engine 2 Upgrade Completed 7. In GlobalCapture Engine 2 Installer Information, choose one of the following: At the prompt, click Yes to reboot the system, so that the GlobalCapture Engine is operational. Or, click No if you will manually reboot later. 30 Upgrade GlobalCapture Guide

41 Administrator Functions Section II covers administrator functions, with a focus on creating and customizing GlobalCapture Workflows, Fields, and Templates and system management. The chapters in this section include: System Management Workflow Management Field and List Management Workflow Node Configuration Template Management This chapter explains system settings such as licensing and registration, and how to create, manage, and delete Portals. This chapter explains how to create, manage, and delete Workflows using the GlobalCapture Designer. This chapter explains how to create, manage, and delete Fields and Lists using the GlobalCapture Field Catalog. This chapter explains how to set Workflow Node properties. This chapter explains how to create, manage, and delete capture Templates using the Template Designer. GlobalCapture Guide Administrator Functions 31

42

43 System Management Click the Manage button from the GlobalCapture home page or the Manage icon in the toolbar to access the system management interface. With administrator permissions, from here you can manage Fields and Field Lists, portals, licenses, and product registration. Field Catalog Management Fields are where identifying information (metadata) about a document is stored in GlobalCapture. The Field Catalog interface is where administrators can create, modify, and delete Fields. The GlobalCapture Field Catalog is accessed from the administration menu or from Workflow Process Field Settings dialing box in the GlobalCapture Designer. To create, edit, and delete Process Fields in your GlobalCapture Workflow, click Field Catalog to open the Field Catalog. For details on managing Fields and Field Lists refer to the Field and List Management chapter. Field Catalog Management Portal Management Portals are centralized entry points to your Square 9 software. Portals are used to organize how users access Workflows for security and ease of management. You must be a GlobalCapture System Administrator (members of the SSAdmin group) to configure Portals. Users must be granted permissions to a Portal and by default when they are created, security is set for no secured users or groups. There are three types of Square 9 Portals, which are created, modified, and deleted in a similar way: Batch Portal Use Batch Portals to organize and secure Batches of documents in GlobalCapture or GlobalAction. Analytics Portal Use Analytics Portals in GlobalAction to organize and secure Workflow metrics in GlobalAnalytics. Square9 API Portal If GlobalCapture is installed with GlobalSearch, a default S9API is created and with it the Square9 API Portal. If you have multiple instances of GlobalCapture, create multiple Square9 API Portals. You can configure Import and Release Nodes in Workflows to work with these different Portals. Users who are assigned to a Portal should carry full access rights to GlobalSearch or it will limit the functionality of this Portal. GlobalCapture Guide System Management 33

44 Tip: Use Portals to Organize and Secure. Creating a new Portal is an excellent way to secure Workflows and Batches to a particular user or group. For example, a Portal specifically for a Human Resources department. Create Portals 1. To create a new Portal, click the Manage button from the GlobalCapture home page or the Manage ( ) icon in the toolbar to open the Administration interface. 2. Click Portals. The default Portals will appear in the interface. Portal Management 3. Click the Add ( ) button found in the bottom right corner of the screen. A new Portal Connections Settings screen will appear. Create a Portal 4. Enter a name for the new Portal in the Portal Name text box. 34 System Management GlobalCapture Guide

45 5. Specify the URL of the server to manage the new Portal in URL text box. Use the same URL as the Default Portal unless you have installed separate services, in which case enter the URL for whichever server will host the new Portal. The URL is based on the application server, but the port used by the ssbatchportal service for the Batch Portal is always Enter your administrator username in the Username text box. 7. Enter your administrator password in the Password text box. 8. Select either Batch Portal, Analytics Portal, or Square9 API Portal to assign a Portal type. When you select Square9 API, the Portal Permissions and Workflow Security settings are grayed out because this Portal type is exclusively to connect with to GlobalSearch, which already has its own security settings configured. 9. Click Save. Note: Default Batch Portal and Workflow Security: The default Batch Portal is created at installation and can be deleted, even if it is the only Portal. New Workflows are automatically managed by the Default Batch Portal unless you edit the Secured Workflow list. Once the list is altered, new Workflows are no longer automatically added to the Secured Workflow list, but are instead added to the Available Workflow list. You must now use the Batch Portal settings to manually add the Workflows to the Secured list. You can add or remove Workflows from a Portal, but there must be at least one Workflow in the Secured Workflow list for each Portal. When you create a new Batch Portal, all Workflows that are published and saved will end up in the new Batch Portal s Secured Workflow list. New Workflows are automatically added to this new Batch Portal until you start to manually manage the Secured Workflow list. The Default Batch Portal is created at installation and by default the SSAdmin group is granted access to this Portal. Other users can be granted access to the Default Portal as well by adding them to the Portal s Secured Users & Groups list. You must manually grant users access, including the SSAdmin group, to new Batch Portals by adding them to the new Batch Portals Secured Users & Groups list. The new Portal will appear at the bottom of the list of Portals. Portals appear in the order in which they were created. 10. Click Test Connection (circle) icon to test the Portal link. Clicking this icon will change its color, depending on the connections status: Green Indicates a connection. Yellow Indicates a connection is in progress. Red Indicates a failed connection. 11. If the URL or credentials are not correct, make corrections and click Save. Secure Users and Groups 1. To configure which user has permissions to the Portal (and therefore the documents in the Portal), in the Portal interface, click Portal Permissions. 2. On the Users & Groups Security tab, from the Available Users & Groups list, using standard Windows selection methods, select users that will have access to the Portal. GlobalCapture Guide System Management 35

46 3. Click the Move Right (right arrow) button to move the selected users to the Secured Users & Groups list. 4. To rescind permissions, select users from the Secured Users & Groups list and click the Remove (left-arrow) button to return them to the Available Users & Groups list. 5. Click OK to save the settings and close the dialog box. 6. Click Save. Troubleshooting: Secure SSAdmin to Portals. For maintenance and troubleshooting, it is a good idea to secure members of the SSAdmin group to a Portal. Be careful when assigning User and Workflow Security, as the SSAdmin group can be removed from a Portal, including the Default Portal. Portal Permissions Secure Workflows 1. To configure security on Workflows, in the Portal interface, click Workflow Security. 2. In the Workflow Security dialog box, select Workflows from the Available Workflows list and click the Move Right (right-arrow) button to add them to the Secured Workflows list. 3. To rescind permissions, select users and/or groups from the Secured Workflows list and click the Move Left (left-arrow) button to return them to the Available Workflows list. 4. Click OK to save the settings and close the dialog box. 5. Click Save. 36 System Management GlobalCapture Guide

47 Workflow Security Edit Portals 1. To edit a Portal, in the Portals interface, select the Portal. 2. Click the More Options (thee dots) icon for the selected Portal and click Edit. 3. Make changes to the Portal settings. 4. Click Save. Delete Portals CAUTION: Deleting a Portal removes it permanently. 1. To edit a Portal, in the Portals interface, select the Portal. 2. Click the More Options (thee dots) icon for the selected Portal and click Delete. 3. Because this will permanently delete the Inbox, enter the displayed text in the Confirm Action prompt. 4. Click Delete. License Management There are two kinds of GlobalCapture licenses, user and feature. All user license types are concurrent, based on allocation. They can be assigned and reassigned by system administrators to users based on business process needs. Feature licenses are available in a three-tiered schema (to access a feature that is part of Tier 2, you must first have Tier 1 and for Tier 3 features, you must have Tier 1 and Tier 2). In addition to the three tiered licenses, you can have additional feature licenses for optional features. GlobalCapture configurations vary depending on whether you have GlobalCapture as a standalone application or with GlobalSearch, which user and feature licenses, etc. Please contact to your Square 9 Softworks reseller for details. Users are presented with the feature options available to them, based on licensing availability. If an earlier version of GlobalCapture is installed, an upgrade will automatically reregister licenses for any features that are either core to the product or options which have been purchased. Please note, however, to complete the licensing configuration upgrade requires internet access. GlobalCapture Guide System Management 37

48 User License Management With system administrator permissions, you can manage GlobalCapture licenses and their allocation. In order for a service, user, or group to be granted permissions to specific license type, you need to first create an allocation. When a license is consumed, the License ID showing the type of license, the username and IP address for the user, and the license expiration time are displayed. The numbers divided by a slash indicates the number of available licenses of that type that are available and how many are currently in use. License Management Allocate License Seats 1. To allocate license seats, click the Manage button from the GlobalCapture home page or the Manage ( ) icon in the toolbar to open the Administration interface. 2. Click License Management. 3. To allocate a new license seat, click the Add ( ) button. 4. Select the type of license from the License Type drop-down list. Core License Types 5. To allocate a user or group to a Designer, Validation, Scanner, Administrator, or Analytics license: a. Select a user or group from the User or Group drop-down list of available Windows and Square 9 User users or groups. b. To configure how long the license may go unused before expiring, enter the number of seconds before the license expires in the Duration (seconds) text box. The default is 900 seconds, which is 15 minutes. c. To set priority for allocating the license seat, enter a number in the Priority text box. 38 System Management GlobalCapture Guide

49 d. To set the number of licenses to be allocated to the user or group, enter a number in the Allocation Count text box. Priority is assigned by numerical value where whichever number is highest, the license will be consumed from that allocation first. e. Click OK. 6. To configure a Core license: a. Select a GlobalCapture instance from the Engine Name drop-down list. b. To set the number of licenses to be allotted, enter a number in the Allocation Count text box. c. Click OK. By default, the installation will create a four-license allocation for the default capture engine service, however additional engines can be added. There is no duration or priority for Core licenses, only the allocation count, which represents the maximum number of concurrent cores being spun up by that particular engine. The default, the purchased Core licenses are allocated to the first GlobalCapture instance (called GlobalCapture_1 ). If you have purchased multiple GlobalCapture instances, you can reallocate by modified the current allocation and then adding a new allocation entry. The number of licenses allocated from the total number available is indicated by the numbers on the right-hand side of each License bar. CAUTION: Allowing an engine to spin up multiple cores can be taxing to system resources and can cause performance issues if not allocated properly. Click the Refresh button to update the License ID list. Edit License Seats License Allocation 1. Click the Manage button from the GlobalCapture home page or the Manage ( ) icon in the toolbar to open the Administration interface. 2. Click License Management. 3. To edit a license seat, click the More Options icon in the selected License ID box and click Edit. 4. Make changes to the license seat settings. 5. Click Save. GlobalCapture Guide System Management 39

50 Delete License Seats CAUTION: Deleting a Portal removes it permanently. 1. Click the Manage button from the GlobalCapture home page or the Manage ( ) icon in the toolbar to open the Administration interface. 2. Click License Management. 3. To delete license seats and choose one of the following methods: a. Click the More Options icon in the selected license seat box and click Delete. b. To delete one or more selected license seats, enable the checkbox in the selected license seat box and click Remove. c. To delete all license seats, click Remove All. 4. Because this will permanently delete the license seat, enter the displayed text in the Confirm Action prompt. 5. Click Delete. License Types There are several types of GlobalCapture licenses: Designer License to access the Field Catalog, Template Designer and GlobalCapture Designer to create, edit, and delete Fields, Lists, Template, and Workflows. Validation License to access the Batch Manager and the Validation Station to view and validate captured documents and their data, and optionally, access Rapid Adapt. Scanner License used by scanning devices to scan and index documents into a Workflow. Different scanners can be assigned to different licenses. Core License used by the GlobalCapture Engine when spinning up a core to make use of the multi-threaded features in GlobalCapture. Adding additional Core licenses in high-volume situations can improve processing capabilities. Administrator License used to access the system management and user permissions features to manage portals, registration, and license allocation. Analytics License to access the Analytics Portal used for GlobalAction (if you have GlobalSearch with GlobalAction installed). It is not used for GlobalCapture. Tip: Add Cores in High-Volume Situations. Increase your Core licenses if you need faster processing. You must have the processor cores free on your machine (minus at least one for your OS). You can allocate and reallocate your Core licenses. Please contact your Square 9 Softworks reseller for details. Tip: Allocate Core Licenses Based on Throughput. Instead of allocating Core licenses across multiple GlobalCapture instances equally, distribute them based on processing needs. For example, you have a 16-core system, three instances, and a 12-core license. You have some very simple Workflows with no OCR, no enhancement, and which don t need to be doing multiple things at one time. You also have a very complicated Workflow, processing a large quantity of large documents, with OCR and enhancements. 40 System Management GlobalCapture Guide

51 With your 16-core system, it is a good idea to purchase a 12-core GlobalCapture license. You always want to make sure that your server has plenty of processing power to run the OS and other necessary applications. To process documents efficiently, allocate four of your Core Licenses to the simple Workflows, across two instances, each running on two cores. Allocate the remaining eight Core Licenses to the third instance for the complex Workflow. Feature License Types GlobalCapture is extremely scalable, with three feature license tiers and optional features to fit your capture needs. These include: Tier 1, Template-based OCR License for Marker Zones and Positional Zones. This allows you to use structured OCR to create a layout that configures GlobalCapture to extract data from specific locations on the document and is core to GlobalCapture. Tier 2, Unstructured OCR Extraction License for advanced capture technology, including directional or pattern-matching data extraction in your Templates, as well as Data Lookup in Templates. To use Tier 2, you must have Tier 1. Tier 3, Line Item OCR Extraction License to add the capability to extract table data such as invoice or PO line-item data. To use Tier 3, you must have Tier 1 and Tier 2. Additional Licenses You can add licenses for supplemental features as well. Please refer to Appendix F for a list of options or contact your Square 9 Softworks reseller for details. Note that these licenses are bound to specific GlobalCapture Engines. To allow you to assign Templates in multiple Engines (which may have different licensing), Templates are created and modify in the Template Designer without restricting features. Licensing settings are applied after Template configuration. This means it is possible to create Templates which may not work in a Workflow in a specific Engine, resulting an error message in Batch Manager. Therefore, it is it a good idea to review your licensing options for your intended GlobalCapture Engine before designing the Templates that you intend to use in it. Please contact your Square 9 reseller for more information on GlobalCapture license types. Registration Use the Customer Serial Number and Unique Identifier Number sent at installation from Square 9 Fulfillment when registering your software. Using the software without registration will allow only limited product functionality. For further details on registering your Square 9 software, please contact info@square-9.com or call Please have your Customer Serial Number and Unique Identifier Number available. Continuing without Registration will allow only limited functionality in the use of this product. GlobalCapture Guide System Management 41

52 GlobalCapture Registration While registration is usually done at installation, you can also access the Registration interface to adding a user license, add an instance, or change a demo version of GlobalCapture to a production version. 1. To configure registration settings, click the Manage button from the GlobalCapture home page or the Manage ( ) icon in the toolbar to open the Administration interface. 2. Click Registration. Features and registration serial numbers are found within the Square9CaptureAPI/bin. 3. Click View License Agreement to go to the EULA (End User License Agreement) page on the square-9.com website to review the license agreement. 4. To register your user licenses, choose one of the following: To register manually: a. Click Manual Registration. b. Contact Square 9 Support phone. You will be prompted for your Square 9 serial and ID numbers. c. Enter the registration number provided by Square 9 in the Registration text box. d. Click Register. To register via the internet: a. Click Web Registration. b. Enter your Square 9 serial number in the Serial Number text box. c. Click Register to submit the information to the Square 9 system. The registration will be automatically populated back into your system. 5. To register an unregistered GlobalCapture engine or additional engines: a. Click Engine Web Registration. b. In the Engine Web Registration dialog box, enter the serial number provided by Square 9. c. Click Register. Manual Registration and Web Registration 42 System Management GlobalCapture Guide

53 Field and List Management The Field Catalog is like a library of the Process Fields created within a database. These Fields are created in the Field Catalog and then are available be used or reused in any of the Workflows created in the database. One GlobalCapture Field Catalog supports all your capture processes, per instance of GlobalCapture. Like the GlobalSearch Field Catalog, the GlobalCapture Field Catalog includes Fields, Table Fields, and Field Lists. Use Fields to store identifying information about a document, such as vendor names. Use Table Fields to group multiple Index Fields together and add multiple entries into each Field, effectively creating a spreadsheet-like table. Field Lists let you quickly choose indexing information from a pre-configured list of values. (Note that while you can create Table Fields in the Field Catalog, you must have the Line Item Data Extraction option to extract data from those Table Fields.) One GlobalCapture Field Catalog supports all your capture processes, per instance of GlobalCapture. You can map your Process Fields to GlobalSearch Index Fields by matching the Field name. As it is name mapped, not data-type or ID-number mapped, it is important that the Process Field data type and the Index Field data type be the same. Access the Field Catalog in one of the following ways: Click the Manage button on the GlobalCapture home page or the Manage ( ) icon in the menu bar, and then choose Field Catalog from the menu. In the Workflow Process Field dialog box, click the Workflow Field Catalog button. GlobalCapture Field Catalog Create, Edit, and Delete Field Lists Process Fields can draw their data from a pre-configured pick list of values, greatly reducing the number of keystrokes needed to validate documents. Create the set of List values, then a Process Field, and then assign GlobalCapture Guide Field and List Management 43

54 it to a Workflow. The set of List values can be typed into the List Editor or be added via assembly binding. Refer to the List Options section below for details on the List types. Create Standard Field Lists 1. To create Standard Field Lists, on the GlobalCapture toolbar, in the vertical Administration menu, select Field Catalog. 2. On the Field Catalog toolbar, click Lists. A list of any existing Lists in the database will appear. Field Catalog Lists 3. To create a new List, click the Add ( ) button found in the bottom right corner of the screen. 4. Enter a name for the new List in the List Name text box. 5. Click the Add Value button and enter a value in the New Item text box. a. To add more values to the List, click Add Value again and enter a value. b. To delete a value, click the Delete (minus sign) button to the left of the value. 6. To draw the List data from an assembly bound list, with real time binding to a source, like vendor list in your accounting application, do the following: a. Click the Assembly Binding button. b. Enter the local path in the Assembly Path box. c. Enter the assembly parameters in the Assembly Parameters box. d. Click Load Data to test the List. 7. Click Save. List Editor 44 Field and List Management GlobalCapture Guide

55 Tip: Arrange Values in the List with the End User in Mind. List the values in a particular order (by frequency of use, for instance) can make the list more useable. However, when using the Type Ahead feature this is not necessary. Typing a character will return values starting with that character no matter where they are located in the list. Edit Standard Field Lists 1. On the Field Catalog toolbar, click Lists. 2. Click the More Options (three dots) icon in the selected List box and click Edit. 3. Make changes in the List Editor as described in the previous section. 4. Click Save. Tip: Update List Values Thoughtfully. If you edit a value on a List, any records currently using that value are not automatically updated and can no longer be found with that value. Also, if you edit a value on a List and then open a record that has the obsolete value in the Field, the record cannot be saved until some other value in the List is selected. When editing a List value, it is a good idea to first add a new, updated value to the List, then find all of the documents with the incorrect value and, in the Document Viewer, replace the incorrect value with the new value. Then return to the Field Catalog and remove the incorrect value from the List. Delete Standard Field Lists CAUTION: Deleting a List removes it permanently. When you delete the List, the document records which already exist will retain their values. Future document indexing data will not have this List available. 1. On the Field Catalog toolbar, click Lists. 2. Click the More Options icon in the selected List box and click Delete. Create, Edit, and Delete Fields Create Fields 1. To create Standard Field Lists, on the GlobalCapture toolbar, in the vertical Administration menu, select Field Catalog. GlobalCapture Guide Field and List Management 45

56 Field Catalog Fields 2. On the Field Catalog toolbar, click Fields. A list of any existing Fields in the database will appear. 3. Click the Add ( ) button found in the bottom right corner of the screen. Field Editor 4. Enter a name for the new List in the Field Name text box. 5. Select a data type from the Data Type drop-down list. Refer to the Data Types section below for details. 6. To display the Field with a certain format or layout (for example, a date with a two-digit year), enter the format type in the Format text box. The text entered is not freeform; it must adhere to one of the standard Microsoft SQL Server format patterns. Refer to the Appendix B for a list of format patterns. 7. Enter the maximum number of characters in a Character Field into the Length text box, up to 8000 characters. 8. To set a regular expression (RegEx), enter the RegEx text string into the Regular Expression text box. Refer to Appendix A for information on regular expressions. 9. To set Field Properties or system values, in the Field Properties group, enable one or more of the Required, Multi-value, or System Field checkboxes. Refer to the Field Properties section below for details. 46 Field and List Management GlobalCapture Guide

57 Before creating a Dynamic Pick List, create any Standard Pick Lists needed for the Dynamic Pick List. Refer to the Create, Edit, and Delete Field Lists section above for details on Field Lists. There are two level of dependency that you can specify for a Dynamic Pick List. The primary level is required and contains a list of standard Fields List values. The secondary level is optional and may have conditional Fields besides regular Field List values. Refer to the Dynamic Pick Lists section below for more information on Dynamic Pick Lists. Tip: Plan Fields and Values First. Creating Dynamic Pick Lists goes a lot faster when you plan out all of the Fields, Lists, and values ahead of time. First, you can check to see if you have noted all of the possible variables. Second, you can plan your naming conventions. The names of the Field Lists are only visible to you as an administrator. Names that are descriptive and which allow for future Lists work best. For example, instead of naming a Field List Size and then discovering that you need several different Lists for different size selections, consider using Paper Size and Hard Drive Size. 10. To assign, or create and assign, a Standard Pick List to a Process Field: a. Click List Options. b. In the List Options dialog box, add a List by changing the default of Normal Field to Standard Pick List. c. Select a List from the Select a list drop-down list. Refer to the Create Standard Field Lists section above for details on creating a List. 11. To assign, or create and assign a Dynamic Pick List to a Field: a. Click List Options. b. In the List Options dialog box, add a List by changing the default of Normal Field to Dynamic Pick List. c. Select a Field with a Standard Pick List from the Select a list drop-down list. For a single level of dependency, skip step d and proceed to building your List. d. To select controlling Fields for an optional second-level Dynamic Pick List, enable Secondary Dependency and select a second Field with a Standard Pick List from the Select a field list. e. To map the relationship between the List and the Field, click Build List. f. In the Edit List Mapping dialog box, in the Select filter 1 drop-down list, select a value for the first row. g. If creating a two-level Dynamic Pick List, from the Select filter 2 drop-down list, select a value from the List associated with the dependent Field. This column will not appear in the Edit List Mapping dialog box for a single-level Dynamic Pick List. h. Select a Field List in the Select a List column for each row. i. Repeat steps f through h for each keyword associated with the dependent Field. Map all possible combination that you wish to offer so that the Dynamic List Field can be displayed correctly. You will see an error message in the Validation Station for an unmapped combination. Note that while the GlobalCapture Validation Station displays Dynamic Pick List values in both Index Fields and Table Fields, the GlobalSearch v4.4.1 Document Viewer does not. The values are still saved in the SQL database, even though they are not displayed. j. Click Save to return to the List Options dialog box. GlobalCapture Guide Field and List Management 47

58 k. In the List Type group, select Drop Down or Type Ahead. Refer to the List Options section below for details on Drop-Down and Type-Ahead Lists. l. Click OK and return to the Edit dialog box 12. Click Save. List Options Edit Fields 1. To edit a Field, on the GlobalCapture toolbar, in the vertical Administration menu, select Field Catalog. 2. Click the More Options icon in the selected Field box and click Edit. 3. Make changes in the List Editor. 4. Click Save. Delete Fields CAUTION: Deleting a Field from the Field Catalog removes it permanently and will result in a loss of any data in that Field. 1. To delete a Field, on the GlobalCapture toolbar, in the vertical Administration menu, select Field Catalog. 2. Click the More Options icon in the selected Field box and click Delete. 3. Because this will permanently delete the Field, enter the displayed text in the Confirm Action prompt. 48 Field and List Management GlobalCapture Guide

59 Data Types Character The Character data type includes letters, numbers, and characters. Use this data type for alphanumeric data entry, such as names or for numbers which are a string of digits, such as a PO number or Social Security Number. You can change from any other data type to Character. You cannot change from Character to another data type. Keep in mind that changing the data type will likely affect how the data sorts. For example, numbers that use the Character data type sort differently than with a numeric sort. 1, 2, 10, 11, 12, 2, 20, 21, 22 will sort into 1, 10, 11, 12, 2, 20, 21. For a Character Field, use the pound sign ( # ) to restrict the entry to digits, although it does not control the number of digits entered. The length of a Character Field defaults to 50 characters. You can increase the maximum length up to 8000 characters. CAUTION: You can possibly edit a Character Field to make it shorter, but if you make the Field shorter than any current data in the Field you will risk losing data. GlobalSearch allows you to enter in a length shorter than any current data and then when you open up existing documents with values longer than the new length it will not let you save the document with any new data until you have altered the field and made the data the minimum number of characters specified in the Index Field Length. Numeric Numeric data types can only be integers (whole numbers, no fractions). If a decimal is entered into a Field with the Numeric data type, it will be rounded up or rounded down, depending upon the value. The appearance of Numeric Fields can be controlled with the Format box. (Refer to Appendix B for details.) The Numeric data type supports values from -2^31 (-2,147,483,648) to _2^31-1 (2,147,483,647). Date Use the Date data type for date, time, or both date and time Fields. You can enter a date in many different formats, such as words (month and day spelled out), abbreviations (month and day abbreviated), one-digit or two-digit months and dates, two- or four-digit years, slashers or dashes, etc. The appearance of Date Fields can be controlled with Formats. (Refer to Appendix B for details.) Date has a precision capacity of seconds (precision set to 3). GlobalCapture Guide Field and List Management 49

60 Decimal The Decimal data type can only include integers or decimals. Use for this data type for Fields denoting money. This Data Type has a precision of two. The appearance of Decimal Fields can be controlled with Formats. (Refer to Appendix B for details.) You can enter as many decimal places as you like and they are stored. However, a Format setting will control how many decimal places will display. The actual value will display rounded up or down if the Format supports fewer decimal places than the data that was entered. The Decimal data type supports values from E+308 to -2.23E-308, 0 and 2.23E-308 to 1.79E+308. Field Properties Required Fields With Required enabled, the record cannot be saved if there is no data in the Field, except for when you drag a document from one GlobalSearch Archive to another or from an Inbox in the desktop client to an Archive. Tip: Naming Required Fields. Required Fields are used for Fields containing critical data that is most often searched on for sorting or most often used in decision making, or for data that is used in Workflow. If you discover that a Field would be Required some of the time, but other times not (depending on the Archive it s used in), consider having two fields, such as Status and StatusR, where the R indicating the Status Field that has the Required Property. Tip: Workflow Considerations. If you have a Workflow moving documents into an Archive that has a Required Field, that Field must be populated by a Workflow action. Otherwise, the documents will fail to complete the Workflow and will have to be manually completed and processed via Batch Manager. Multi-Value Fields A Multi-Value Field is one where a list of data values can be entered in the Field, on a separate line. Use this data type any time you require multiple pieces of similar data to apply to a single document. While you can use this with any data type, it cannot be used in conjunction with a Dynamic List or Table Field. System Fields System Fields are Fields whose value is entered automatically for the user. The System Fields settings are available or grayed out, depending on the data type selected. For example, a Field called Last Modified By configured with the Last Modified System Field would automatically display the username of the last person to modify the document in the Validation Station. Choices include: Indexed By Captures the current user name. This is available when the Character data type is selected, this records the username or Service Logon identity that created the record. Last Modified Captures the date or the user when the record was last saved. When the Character data type is selected, this records the username or Service Logon identity for last saved changes to 50 Field and List Management GlobalCapture Guide

61 the document. When the Date/Time data type is selected, this records the date and/or time when the document was last changed and saved. Date Entered Records the date and/or time when the record was created in the database. It is available when the Date/Time data type is selected. Page Count Records the number of pages in the document when the record was last saved. Available when the Numeric data type is selected. File Type Available when the Character data type is selected, this records the extension of the source file stored in the Windows folder. Read Only The default setting, available for any data type, this prevents a user from entering data into the Field, or modifying existing data in the Field. The Field is therefore reserved for use by Workflows. Example: Use a System Field in a Workflow. Create a System Field which automatically captures who indexed the document. Then create a Search which that will return only documents indexed by the current user. List Options Use Field Lists, also known as pick lists to help users by grouping together multiple indexing values. There are three types; Normal, Standard, and Dynamic. Normal Field is a Process Field without a List and is the default setting. Standard Pick Lists A Standard Pick List is a list of choices for the Field where users may select a value. It can be set as either a drop-down type of list or a type-ahead type of list. A Drop Down List provides a set list of Index Field values to choose from and is indicated by a drop-down button to the right if the Index Field. Access the drop-down list by clicking the drop-down button. A Drop- Down List confines the value a user can enter to one chosen from the List. This keeps Index Field data values consistent. A Type Ahead List provides a suggested list of values as data is typed into a particular Field. Place your mouse cursor in the Index Field, click the mouse button and begin typing the first letter or so of the desired indexing value. A type-ahead pick list field is particularly useful for data values which are frequently misspelled, long, complex, or otherwise time-consuming to type. Example: Drop Down Pick List Search. Drop-down pick lists are usually used when there is a finite number of values to be used for a key field, such as document type or department name. Type Ahead is recommended when a large number of values for a particular key field are needed, such as customer name. GlobalCapture Guide Field and List Management 51

62 Example: Type Ahead Pick List Search. If you were to type an A, Application would appear in the box. If you typed an N the first value on the list would appear and in this case the value would be NDA. If you continue to type and added an E to make it NE, NECL would appear. (This is behavior similar to a web search engine). Dynamic Pick Lists A Dynamic Pick List is a conditional pick list, which allow you to filter drop-down fields in a pick list based on information selected in a related field. (The pick lists used to build Dynamic Pick Lists must be drop-down lists and the Dynamic Pick List cannot be a Multi-Value List.) For example, if you shop for a car on a website it does not show you all models, it shows only models based on the make of car you select. You can create the related List as you create the Dynamic Pick List, or create it first and then create the Dynamic Pick List. Generally, it is generally better to create it first. There are two levels of dependency that can be specified for a Dynamic Pick List. The primary level is required and contains a list of only regular Field List values. The secondary is optional and may have conditional Fields besides regular Field List values. The Lists and their values used can be different (like car models from different dealers) or can be reused (like the same colors for this dealer s cars and also that dealer s cars). You can use Dynamic Pick Lists in Process Fields and in Table Fields. Dynamics Pick Lists can be both inside and outside of Table Fields. This allows you to filter drop-down fields in a pick list based on information selected in a related field. For example, if you were shopping for a car and you select a manufacturer, the Dynamic Pick List value would be a list only the models of cars offered by that manufacturer. If you select a different manufacturer, you would see a list of those models instead. This can be a tremendous time-saver when indexing documents, such as assigning GL codes to captured AP documents. Example: Use a Dynamic Pick List. To make it easy for users to select a type of car, create a Dynamic Pick List where the table column Vehicle has its first dependency Car Make outside the Table Field, and it s second dependency Car Type inside the Table Field. After satisfying the two dependencies in different locations, Vehicle list values are populated. Table Fields Included with the GlobalSearch Corporate Edition, and optional in the Professional Edition, the Tabular Data feature supports multi-column, multi-row, spreadsheet-style indexing as a separate field control in the Validation Station. Each row is an individual line of data where you can enter information manually, through dragging or import, or through KeyFree Indexing. GlobalSearch supports Tabular Data for both line-item coding and editing. Dynamic Pick Lists can be included in the Table Field data, which is very useful for 52 Field and List Management GlobalCapture Guide

63 accounts payable invoice processing. Table Field data can only be entered by opening the Validation Station and manually entering the data, using KeyFree Indexing, or by a combination of the two methods. Create Table Fields Create the component Index Fields first, then create the Table Field by selecting from the list of available Index Fields. Fields can be added to or removed from Table Fields as needed. Note that while you can create Table Fields in the Field Catalog, you must have the Line Item Data Extraction option to extract data to those Table Fields. Field Catalog Table Fields 1. To bind individual Fields to create the table, in the vertical Administration menu, select Field Catalog. 2. On the Field Catalog toolbar, click Table Fields. 3. Click the Add ( ) button to add a new Table Field. Add Fields to the Table 4. Enter a name for the Table Field in the Table Field Name box. 5. If not already in the Field Catalog, create the individual Fields to be used in the table. Refer to the Create Fields section above for details. 6. Click the Add button to the left of the Index Fields in the Available Fields list to add them to the Included Fields list. 7. Repeat step 6 to add additional Fields. 8. Click Save and the Table Field will be added to the Field Catalog. GlobalCapture Guide Field and List Management 53

64 Edit Table Fields 1. To edit a Table Field, in the vertical Administration menu, select Field Catalog. 2. On the Field Catalog toolbar, click Table Fields. 3. Click the More Options icon in the selected Table Field box and click Edit. 4. Make changes in the <Table Field> Table Field editor. 5. Click Save. Delete Table Fields CAUTION: Deleting a Table Field from the Field Catalog removes it permanently and will result in a loss of any data in that Field. 1. To delete a Table Field or Fields, in the vertical Administration menu, select Field Catalog 2. Click the More Options icon in the selected Table Field box and click Delete. 3. Because this will permanently delete the Table Field, enter the displayed text in the Confirm Action prompt. 54 Field and List Management GlobalCapture Guide

65 Workflow Management The GlobalCapture Designer is where Workflows are designed and stored. From the Designer menu, a Workflow can be created, modified, copied, deleted, or published. The GlobalCapture Designer Nodes, Connections, and Process Fields components can be arranged and connected in a variety of ways to create both simple and complex Workflows. A Designer license is required to access the GlobalCapture Designer. GlobalCapture Designer Terminology GlobalCapture uses a set of concepts and terms to describe capture Workflows, with drag-and-drop components to help you visualize your entire Workflow. Nodes Nodes are the individual elements that create the Workflow structure. Drag them from the Nodes Pane onto the Design Canvas to in any order you want and positioned them to create a Workflow. A Node Settings dialog box will appear automatically, ready for your input, each time a Node is dragged to the Canvas. Nodes can be connected with either manual or automatic actions. They can contain a variety of properties and perform Workflow actions such as waiting, moving a document, and alerting a user via . Conditional Nodes, indicated by their diamond shape, allow you to make decisions in the Workflow. Connections Connections are the links between the different Nodes on the Design Canvas. By linking the Nodes, the Connections create a path for your documents that follow your flow of business information. They are represented by arrows pointing towards the direction of the Workflow process, with labels explaining the action between Nodes. Reposition a Node and the Connection follows. Hover over a Connection and it will change color to further indicate the direction of its flow. An Out arrow turns green and an In arrows turns red. Connections can be either manual or automatic. Workflows Workflows are a combination of steps which collectively represent the processing of a document or business information. Workflows can be saved, published, copied, printed, and revised. Workflow processes may vary from very basic to more complex. GlobalCapture Guide Workflow Management 55

66 GlobalCapture Designer Interface Click the Design button from the GlobalCapture home page or the Design ( ) icon in the toolbar to open the GlobalCapture Designer. It defaults to an empty Design Canvas to begin a new Workflow. GlobalCapture Toolbar GlobalCapture Designer Menu Bar Templates Menu Layout Menu Workflow Menu Nodes Pane Design Canvas Process Fields Pane Information Pane GlobalCapture Designer Nodes Pane The Nodes Pane, located on the left-hand side of the GlobalCapture Designer, contains a list of design Nodes available to be dragged onto and repositioned on the Design Canvas as elements in a Workflow. Nodes can be dragged out onto the Design Canvas in any order and can be repositioned. A Workflow cannot be saved and left unpublished as a draft without at least one Node on the Design Canvas. A Workflow cannot be saved and published without a single Import Node at the beginning and one or more End Nodes at the end. A Workflow can also have one or more of the other Nodes in between the start and the finish of the design. Place your mouse pointer over a Node icon to see its label. Select a Node and a square blue box will appear around it to indicate that it is selected. 56 Workflow Management GlobalCapture Guide

67 A Blue Box Indicates a Selected Node Use standard browser resizing methods to zoom the view of the Nodes in or out. Resize the Nodes 1. To use a Node in a Workflow, drag it onto the Design Canvas. A Node Settings dialog box will appear. 2. Enter the settings and click Save. Settings fields which are required are indicated with a red asterisk. Process Fields Pane Information Pane GlobalCapture Workflow Process Fields are variables which can be created and then used for extracting data from or setting data for the documents being processed. Use Process Field values for controlling process flow, getting and setting data from external data sources, or for collecting relevant data to be used to communicate to users downstream in a process. The Information Pane displays context-sensitive details about a selected Node. If the Node has settings, they appear here. To bring up the Node Settings dialog box, click the Edit ( ) icon in the top right corner of the Information Pane. Design Canvas The Design Canvas is the area where the Nodes are arranged into a visual map of the Workflow. Once Nodes are dropped on the Canvas, they can be selected and moved around. An entire Workflow can be seen at a glance, even with detailed branching. GlobalCapture Guide Workflow Management 57

68 View Elements on the Design Canvas To view more of the Canvas, you can click the arrow in the top left corner of a pane to collapse it. You can use the Layout menu choices (refer to the Layout Menu section below for details). You can also choose to click on a blank area of the Design Canvas and drag to reposition elements. Nodes on the Design Canvas To move a Node on the Design Canvas, hover over its graphic icon. When the icon graphic switches to text, and the mouse pointer becomes a Move ( ) icon, drag the Node into a new position. To view or edit Node settings, double-click on a Node icon or click the Edit icon in the Information Pane. To delete a Node, select it and press the DELETE key on your keyboard. Connections on the Design Canvas With two or more Nodes on the Design Canvas, the individual actions which the Nodes represent (whether manual or automatic) can be joined together with a Connection to form a Workflow. To connect two Nodes, place your mouse pointer over the starting Node. When the mouse pointer becomes a selection ( ) icon, drag a Connection line to another Node. The arrow indicates the direction of the process from one Node to the other and a label identifies the Connection. To delete a Connection, select it and press the DELETE key on your keyboard. Connections can be reshaped to change the visual representation of the Workflow in several ways: 1. Drag one or both connected Nodes around the Design Canvas. 2. Click on one of the Connection grip handles and drag it to a new position, causing the line to bend. 3. In the Layout menu, in the Formatting group, select Auto Horizontal to line up the Connections horizontally, or Auto Vertical to line them up vertically. Published Button You can develop or modify your Workflows in draft mode by saving them as unpublished. To activate a Workflow, click to toggle the status to Published. Workflows may also be published or unpublished using the Published Workflow checkbox in the Save Workflow dialog box. Note that unpublishing a Workflow halts the Import Node, but not the rest of the Workflow. Documents already in the process at the time it was unpublished will continue through the Workflow. 58 Workflow Management GlobalCapture Guide

69 Layout Menu Use the Layout menu in the menu bar to change the view of a Workflow on the Design Canvas. In the Formatting group, you can choose the layout of the Workflow elements by: selecting None to position Nodes and Connections freehand; selecting Auto Horizontal to line up the elements horizontally; or selecting Auto Vertical to line up the elements vertically. To show labels for Connections between Nodes, in the Link Labels group, select Show Labels. Deselect this for a very dense Workflow and when you want to save space on the Canvas. To change the size, the elements on the Design Canvas, in the Zoom group, select either Zoom In or Zoom Out. Workflow Menu From the Workflow menu found in the menu bar, you can save, reopen, copy, print, and delete the Workflow design. Manage Workflows With the Nodes, Connections, and Process Fields in the GlobalCapture Designer, Workflows both simple and complex can be created. GlobalCapture Designer components can be arranged and connected in a variety of ways. The Nodes selected, their order in the Workflow, and the various Node Settings allow for a great deal of design flexibility. Create a Workflow Create GlobalCapture Workflows in one of two ways: When the GlobalCapture Designer is first opened, it defaults to an empty Design Canvas, ready to begin a new Workflow. In the Workflow menu, in the Current group, select New to begin a new Workflow. Assign an Import Node Every GlobalCapture Workflow begins with one Import Node to obtain the documents to be processed. 1. Drag the Import Node onto the Design Canvas. GlobalCapture Guide Workflow Management 59

70 2. Configure the Import Node Settings. Refer to the Import Node section of the following Workflow Node Configuration chapter for details. Tip: While Creating, Save and Test Workflows. It is recommended that the Workflow is unpublished and frequently saved while you are designing it. The earliest that an unpublished Workflow can be saved is after placing an Import Node on the Design Canvas. It is a good idea to design a new Workflow using test source locations and test sample documents. After finishing and testing the complete design, then create the production Import Node. Configure Workflow Process Fields Process Fields are created in the GlobalCapture Field Catalog (or the GlobalSearch Field Catalog, if available). They are then assigned to Workflows in the GlobalCapture Designer. Both GlobalCapture and GlobalSearch Fields can be assigned to the same Workflow. Refer to the Field and List Management chapter and the GlobalSearch Administrator Guide or details on Fields. Use Process Fields to create the Fields to select from in the Set Process Fields Node settings, to select Fields to import files by file name or to import data & documents using the Import Node, and to view Fields in the Index Fields Pane, if no Templates have been used in the Workflow. While Process Fields can be created at any time during the design, they must be created before a Set Process Fields Node can be used or before using them in any S9 Notation or Template design. It is a good idea to plan the design of Workflow Process Fields early in the design process, if they will be used in the Workflow, rather than as the Nodes are dragged out to the Design Canvas. 1. Create Fields in the GlobalCapture Field Catalog and/or the GlobalSearch Field Catalog. You can quickly add a Process Field by clicking the Workflow Field Catalog button in the Workflow Process Field dialog box. 2. To add Fields to the Process Fields Pane: a. Click the Edit (pencil) icon to open the Workflow Process Field dialog box. b. In the Import Process Field From group, select either Workflow Fields or GlobalSearch Fields. c. In the Fields group, select and drag one or more Fields from the Available Fields list to the Added Fields list. d. To unselect a Field, drag it back to the Available Fields list. You can reorder the list by simply dragging the Field into a different order in the list. In the Added Fields list, if the Field name is followed by (Referenced), it indicates that it is assigned to the current Workflow. GlobalCapture in the Data Type column indicates a Process Field while GlobalSearch indicates an Index Field. 3. Click Update to save the settings and close the dialog box. 60 Workflow Management GlobalCapture Guide

71 Workflow Process Field 4. To view the Nodes to which the Field is assigned in the Process Fields Pane, place your mouse pointer over the Field and the border of the Nodes to which it is assigned will be highlighted. 5. To edit a Process Field, place the mouse pointer over it in the list in the Process Fields Pane and click the Edit ( ) icon. Edits will affect any Set Process Fields Node to which the Process Field is assigned. 6. To delete a Process Field, select it from the list in the Process Fields Pane. Click the Delete ( ) icon. If that Process Field has been assigned to a Node, a message will appear indicating that it cannot be deleted, as it is in use. First delete the Process Field from all Nodes and then delete it from the Process Fields Pane. Add or Delete Additional Nodes As long as there is one Import Node and one End Node in a Workflow, as many or few of the other Nodes as desired can be added the Workflow (at least one Release Node is highly recommended). Nodes can be repositioned, connected, or deleted at any time. Except for the single Import Node, there can be multiple numbers of the same Node type in a Workflow. 1. Drag the Node onto the Design Canvas. 2. Configure any Node Properties. Nodes have unique settings. See the Workflow Node Configuration chapter which follows for details on the GlobalCapture Node settings. 3. Repeat steps one and two to add additional Nodes. 4. To delete a Node, click to select it and press DELETE on your keyboard (Fn+ DELETE for Mac users). GlobalCapture Guide Workflow Management 61

72 Add or Delete Connections Draft Workflows can be saved in the unpublished state without Connections. To save and publish a Workflow there must be at least one Connection between the Import Node and the End Node. The arrow indicates the direction of the process from one Node to the other and the Connection label identifies the link. Connections can be repositioned or deleted at any time. 1. Drag a Connection line from a Node to the next Node in the Workflow process. 2. To reposition a Connection, use your mouse to drag it to the new position. 3. To delete a Connection, click to select it and press DELETE on your keyboard. Assign End Nodes A GlobalCapture Workflow requires at least one End Node and can contain multiple End Nodes. 1. Drag an End Node onto the Design Canvas. 2. Drag a Connection from the last Node to the End Node. Save a Workflow 1. To save a Workflow, in the Workflow menu, in the Current group, select Save. 2. In the Save Workflow dialog box, enter a title for the Workflow in the Title field. Enter a description in the Description field. 3. Select Published Workflow to activate the Workflow. 4. Click Save. 5. Wait for Workflow Saved message to appear, and then proceed. Tip: Save Often. Hitting the browser Back button will erase any design work not previously saved. As with any application, it is a good idea to click the Save button often while designing a Workflow. Tip: Build Workflows for Less Than Ideal Conditions. There can be variety in documents, whether it is a new vendor s invoice form or a page wrinkled while scanned. Build Workflows robust enough to allow for errors in the automated process. If a document errors out of a Workflow, a user can manually correct the issue and use the Save and Move option in the Validation Station to place the document back in the Workflow by choosing one of its Nodes. Configure (and name) Nodes to make it easier for users to place documents back in a Workflow for a do over. Tip: Always Create End Conditions. Exercise care to ensure that you have created a suitable end condition for every action in the process to complete the Workflow and release the document from its control. It is possible to create a Workflow which traps a document in an infinite loop, requiring that it be manually removed from the Workflow process via Batch Manager. Tip: Create Connections as You Design. Create Connections as you go, especially when designing a complex Workflow with multiple pathways. 62 Workflow Management GlobalCapture Guide

73 Publish a Workflow 1. Once the Workflow design is complete, click the Unpublished button to toggle the Workflow state to Published. Copy a Workflow 1. To copy an existing Workflow, in the Workflow menu, in the Current group, select Save As. 2. In the Save Workflow dialog box, enter a title for the Workflow in the Title text box. 3. Enter a description in the Description field. 4. Click Save. Note: When selecting Save As the Published Workflow checkbox is not enabled until you have made the desired changes to the new Workflow. Conflicts may arise when two identical Workflows compete for the same document from the same capture location. Open an Existing Workflow 1. To open an existing Workflow, in the Workflow menu, in the Management group, select Open. 2. From the Open Workflow dialog box, select a Workflow and click Open. Open an Existing Workflow Print a Workflow 1. To print a copy of the Workflow on the Design Canvas to a printer or to a PDF file, in the Workflow menu, in the Current group, select Print. 2. To choose a printer, click Destination and select from the list of available devices. The settings will vary depending upon the printer. GlobalCapture Guide Workflow Management 63

74 Delete a Workflow 1. To delete a Workflow, in the Workflow menu, in the Management group, select Delete. 2. In the Delete Workflow dialog box, select the Workflow to be deleted and click Delete. Delete a Workflow Tip: Unpublish and Then Delete. When deleting a Workflow that has been published, first unpublish it to halt any new documents from entering the Workflow, and check Batch Manager to confirm that any remaining documents have been processed through. Then delete the Workflow. 64 Workflow Management GlobalCapture Guide

75 Workflow Node Configuration GlobalCapture Nodes are the building blocks of the Workflow. When you drag Nodes to the Design Canvas their Settings dialog boxes appear for configuration. Begin and End Nodes To publish a Workflow, at its most basic, it must contain an Import Node connected to at least one End Node. These beginning and ending Nodes are indicated by their round shapes. Import Node Use the Import Node to bring documents into the capture process. Files may be brought in directly from a local file system, from a CSV or XML file, or directly from an mailbox. Any POP or SMTP mail gateway is addressable, in addition to a direct connection with Microsoft Exchange via Exchange Web Services (EWS). Note that while you can configure more than one unpublished Workflows to a single source location, each published Workflow must have a unique source. 1. Drag the Import Node from the Nodes Pane to the Design Canvas. The Import Node Settings dialog box will appear. 2. Enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. To specify how often the Workflow will check for new files, in the Frequency group, enter a number in the Days, Hours, and/or Minutes text boxes. The Import Node time will begin as soon as the Workflow is saved and published. 5. To create thumbnails of the document pages at time of capture, enable Generate Thumbnails for Improved Validation. This is enabled by default. If enabled, Thumbnails will be created at time of capture and remain available with the document. If you delete pages the Thumbnails for those pages are also removed. Thumbnails are updated as the document is updated. Tip: Name and Describe Nodes Thoughtfully. For easier maintenance, use a Node s Description field to include details about its purpose in a Workflow, in case you need to modify it later. For example, Import APPO Files. Give the Workflow a similar name as its Import Node. Tip: Generate Thumbnails at Import. Generate Thumbnails at time of capture. Otherwise, as Thumbnails are needed during the validation process, they will be generated on demand. This process is quick, but in in high-volume situations a noticeable processing delay could occur. If the Thumbnails have already been generated at time of capture, it is much faster for the server to simple relay the resulting images. GlobalCapture Guide Workflow Node Configuration 65

76 6. Optionally, to convert document at import, in the Convert Formats to PDF group, select a file format: Word Converts DOC, DOCX, TXT, ODS, RTF file formats. Excel Converts XLS, XLSX, CSV, XML, OOXML file formats PowerPoint Converts PPT, PPTX, ODP, PDF file formats Converts PST, VCF, EML, EMLX file formats. Note that converting files to text-searchable PDFs requires a Text Searchable PDF Converter license. Import Files from a Folder 1. To capture files from a watched folder, In the Import Type group, click File. As you select Import Node settings, the contextual options appear at the bottom of the dialog box. 2. Enter the path to the Windows directory to be monitored for import in the Source Path text box. Files are removed from the source location. Example: Import by File Type. Use the File Import Type to: Bring legacy records in bulk into GlobalSearch or other business applications. Scan records directly from a multifunctional device and name the image from the touch panel of that device. The scanned documents will be automatically indexed upon scanning. Break out multiple Index Fields in a single document file with delimiters. For example, a record named 10001_Square 9 Softworks_ PDF could automatically have its names broken down into three Index Fields; Invoice Number, Vendor Name, and Invoice Date. 3. To import files by file names: a. Enable Import by File Name. To use Import by File Name, you must add Process Fields to your Workflow first. If you do not, the setting will be disabled. b. In the contextual settings interface which appears, drag (or double-click on) one or more Fields from the Process Fields list to the Fields Delimited By list in the order that the data is listed in the source file names. c. Select a Field in the Fields Delimited By list and enter the field delimiter character (such as a comma or underscore) that is used in the source file names into the text box. 66 Workflow Node Configuration GlobalCapture Guide

77 Import Node Settings for Importing by File Name 4. To process only one file (if multiples are present) each time the Workflow checks the import folder, enable Single File per Batch. This option may degrade processing performance, as only one file will be imported at each iteration of the polling frequency. Use this option when you want only one file at a time to be presented in a batch in Batch Manager. 5. To delay the file import for two minutes before processing, enable Force Idle Wait. When you scan multiple-page documents from some capture devices, they scan each page, continuing to build the file ( job build the file) directly in their destination location. This can result in the Capture Engine importing the file before it has been completed, causing a variety of issues ranging from incomplete to corrupted files. When you enable this option, the process will pause for two minutes after the file has been written to. This ensure that a file is complete before it is imported. In general, it is a good idea to enable this, although it may save some time to turn this off while testing a Workflow. 6. To filter by file type when importing files, in the Import Node Settings dialog box: a. In the Import Type group, select File. b. In the Filter by File Extension group which appears, select one of the following: No Filter Use to import all types of filed (the default). Include Use to import specific file types. Enter file extension or extensions in the text box, using a comma to delineate between multiple file extensions. Exclude Use to exclude specific file types from import. Enter file extension or extensions in the text box, using a comma to delineate between multiple file extensions. 7. Click Save. GlobalCapture Guide Workflow Node Configuration 67

78 Import Node Settings for Importing Files Import Data and Documents When you select Data & Documents as the Import Type, you can choose to import using either the CSV (comma separated values) file format or the XML file format. Distributing documents with a CSV or XML file is a common means for file-sharing between line-of-business applications or for receiving records from a conversion services bureau. By setting up a script for automating the import, a hot folder can be monitored using the Data & Documents Import Type for inbound records being delivered by file transfer protocol (FTP). A valuable tool for bulk imports, users who share data with external sources or rely on outsourced scanning services can now accept and directly import their converted files automatically through FTP rather than upload from a CD or DVD. With XML files, you can import data via a copier or MFP data directly from a GlobalCapture Connection. A Workflow which uses Data & Documents can release to an Archive or to a directory. (You can t release to an Inbox as there s no place to put data extracted from the source CSV or XML file.) Tip: First Process Fields, Then Import Nodes. When creating a Workflow with Import by File Name, or the import type Data & Documents, it is a good idea to create the necessary Process Fields first and then set the Import Node. 68 Workflow Node Configuration GlobalCapture Guide

79 Import CSV Files 1. To use a CSV data file, in the Import Type group, click Data & Documents. 2. In the File Format group, enable CSV. 3. Enter the path to the Windows directory to be monitored for import in the Source Path text box. The files associated with the data do not need to be in the same path. File paths for each row in the CSV are indicated in the data. The service account running the engine will need direct access to the files, wherever they are located. 4. To specify the character used to denote a field in the CSV, enter the delimiter character in the Field Delimiter text box. The field delimiter default is a comma. 5. To specify the characters used to denote a string in the CSV, enter the delimiter character in the String Delimiter text box. The string delimiter default is quotation marks. 6. To include column headers in the CSV data being imported, enable Source File Includes Headers. If selected, the column headers will be used to map the data within the columns to fields within GlobalCapture and/or GlobalSearch (if installed). If not selected, the data columns within the CSV file must be in the same order as the Fields to which you are importing. The string delimiter and field delimiter tell GlobalCapture how the fields and strings are separated within the CSV file. 7. To preserve the image files specified in the CSV files in their source location, enable Preserve Image Files. If this option is selected, the original image files referenced in the CSV file will remain in their source directory. If not selected, the Import Node will remove imported image files from their source directory. 8. Click Save. Import Node Settings for Importing CSV Files Import XML Files 1. To import XML files, in the in the Import Type group, click Data & Documents. 2. In the File Format group, enable XML. 3. Enter the path to the Windows directory to be monitored for import in the Source Path text box. GlobalCapture Guide Workflow Node Configuration 69

80 4. To preserve the original image files referenced in the XML files in their source location, enable Preserve Image Files. 5. Click Save. Import Node Settings for Importing XML Files Import s 1. To monitor an inbox and automatically capture documents and indexing data, in the Import Type group, click To set the protocol for the connection to a mail server, in the Protocol group, choose either POP, IMAP, or Exchange. The default setting is POP. Note: For Exchange Web Services (EWS) you must use the Exchange connection type. POP or IMAP connections are not reliable when working with some versions of Exchange servers. 3. Enter the host server address in the Server Address text box. 4. Enter the port number in the Port text box. 5. To use Secure Sockets Layers (SSL) encryption, click SSL. To select your SSL type, in the Security Mode group, select None, Implicit or Explicit. SSL may be required by your server, depending upon your installation. The default setting is None. 6. Enter the account name of the mailbox to import messages from in the User Account text box. 7. Enter the password for the account of the user who will receive the imported messages in the Password text box. 8. To remove s after they are imported, enable Delete s on Import. This setting is on by default. 9. To bring in each file with a unique Batch ID number, enable Single File per Batch. 10. To test the connection to the server, click Test. 11. To set whether and how messages and attached documents are imported, in the Documents group, select one of the following: Message and Attachments Both the message and its attachments are imported (the default setting). If this is selected, then: 70 Workflow Node Configuration GlobalCapture Guide

81 o To import the message and any attachments separately, enable Separate Message and Attachments. Attachments Only Imports only the attached documents without the message. If this is selected, then: o To filter the types of attached files, enter file extensions in the Filter Attachments text box. If you want to filter by more than one type of file, separate the file extensions with semicolons. 12. Click Save. Tip: Match Fields to Workflow Process Fields. If you are releasing to an Archive, and you want to capture properties, make sure that the Process Field names which you add into your Workflow exactly match the properties Import Node Settings for Importing Messages Import GlobalForms Web Forms If you have GlobalSearch with GlobalCapture, you can import GlobalForms forms into GlobalCapture. Data will be written to a PDF version of the form and imported into GlobalCapture with indexing data based on GlobalForms settings. 1. To monitor a GlobalForms form and automatically capture documents, configure the GlobalForms to GlobalCapture link using the GlobalSearch desktop client. For details, please refer to the GlobalSearch Administrator Guide and the GlobalForms Guide. GlobalCapture Guide Workflow Node Configuration 71

82 2. To monitor a GlobalForms form and automatically capture indexing data, configure the GlobalForms to GlobalCapture link using the GlobalSearch desktop client and then create Index Fields in GlobalSearch with the exact same name as the GlobalForms field labels. 3. Add the Fields to the Process Fields Pane. (See the previous Configure Workflow Process Fields section for details.) 4. in the Import Type group, click GlobalForms. Import Node Settings for Importing GlobalForms Forms 5. To specify which instance of GlobalSearch the web forms will be imported, select from the Square9 API drop-down list. The default is Square9 API Portal. If you have added GlobalSearch instances in the Portals interface, they will also appear in the list. 6. To choose the form you wish to work with, select from the GlobalForms Mapping drop-down list. 7. Click Save. 72 Workflow Node Configuration GlobalCapture Guide

83 Import Node Settings End Node The End Node ends a Workflow. At least one End Node must be present before the Workflow will save and run. Drag the End Node from the Nodes Pane to the Design Canvas. End has no properties and does not display a Node Settings dialog box when placed on the Design Canvas. Process Nodes Use process Nodes for linear Workflows with automatic and manual changes to the data and documents. For more complex Workflows, using branching TRUE/FALSE logic, see the Conditional Process Nodes section below. GlobalCapture Guide Workflow Node Configuration 73

84 Release Node Use the Release Node to release documents and their data from a Workflow to GlobalSearch, the file system, or to another line-of-business application. You can use multiple Release Nodes in a Workflow. You can release documents from the Workflow directly to a Windows file directory, typically selected when every document that is processed in a Workflow needs to be backed up to a different location. For example, if you had invoices that a client wanted a copy of, you could have every document that is imported via an Invoice Workflow for that customer backed up to an external location, where it could be distributed. You can file documents away automatically by releasing them directly to a GlobalSearch Archive. Typically, you would release to an Archive when you have used an automated method for extracting field data. You can also choose to release to Inboxes in the GlobalSearch desktop client. Documents are most commonly released to an Inbox post-processing, where no indexing has been automated but where features like page separation or image enhancement are required. You then access the documents from the Inbox, where they can be indexed into an Archive manually. Tip: When to Delete at Release. The Delete at Release checkbox is enabled by default. As documents are captured, validated, and exported to an application like GlobalSearch, they are usually no longer useful in the GlobalCapture system, where they take up disk storage space. When you are configuring the Workflow, it is a good idea to retain the files in the working directory so that you have the option of returning them to the Workflow for testing. Tip: Check Network Share Permissions. If releasing over a network share, the user running the GlobalCapture service needs to be a local administrator with rights to the designated export directory. Tip: Another Way to Release Documents. You can also release documents using Call Assembly Nodes. 1. Drag a Release Node from the Nodes Pane to the Design Canvas. The Release Node Settings dialog box will appear. 2. Enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. Release Files to a Folder 1. To release documents directly to a Windows file directory, in the Release Type group, click File. When you select the File release type, contextual options appear at the bottom of the dialog box. 74 Workflow Node Configuration GlobalCapture Guide

85 Example: Use S9 Notation Process Fields. When doing a File release, you can use S9 Notation in a Release Node to get to properties of a document. For example, you can name a file on release using S9 Notation: To name files based on Invoice Number Field, the PO Number Field, and the Batch ID number, in the File Naming Format text box, enter {p_invoice Number}_{p_PO Number}_{p_BatchID}. Type a single brace ( { ) to view the list of S9 Notations to select from. Refer to Appendix C to for details on S9 Notation. 2. Enter the Windows directory path into the Export Path text box. It is a good idea to out the export directory under a directory you know that the user who is running the GlobalCapture service has rights to. 3. Enter the format for file names in the File Naming Format text box. You can use S9 Notation to select from available Process and Systems Fields. Enter a brace ( { ) to view and select a Field. 4. To replace captured files with new documents with duplicate file names, enable Overwrite Existing Files. 5. To delete files from GlobalCapture upon release, enable Delete Files after Release. Delete Files after Release is similar to the Delete All Pages setting in the Delete Pages Node. This is enabled by default. 6. Click Save. Release Node Settings for Releasing to File Folder Release to GlobalSearch Archives You can release your GlobalCapture data and documents directly GlobalSearch, if you have it installed. 1. To release data and documents directly to a GlobalSearch Archive to file them away automatically, in the Release Type group, click Archive. When you select the File release type, the File Type contextual options appear at the bottom of the dialog box. GlobalCapture Guide Workflow Node Configuration 75

86 2. Specify which GlobalSearch instance the data and documents will be released to from the Square 9 API drop-down list. The default is Square9 API Portal. If you have added GlobalSearch instances in the Portals interface, they will also appear in the list. 3. Select which database in the selected GlobalSearch instance the data and documents will be released to from the Database Destination drop-down list. 4. Select which Archive in the selected database the data and documents will be released to from the Archive Destination drop-down list. 5. To automatically create a destination Archive based on Field data, enable Import to Automatically Generate Child Archive. a. If enabled, from the Process Field Value for Archive Name list, choose the Field for generation of child Archives. Use this setting very carefully. If you don t go back and manually create a Search for the new Archive, you will never be able to find the documents in it. 6. To delete data and documents from GlobalCapture upon release, enable Delete Files after Release. This is enabled by default. 7. Click Save. Example: Release to Multiple Instances. It is possible to have a single capture instance which is releasing to multiple GlobalSearch instances. If you run a service bureau, for example, you can capture documents and then release them to various customer GlobalSearch instances. You will be able to define the end points for each of those customers in your service bureau capture process. Example: Release to Sub-Archives. Suppose that you want to release to the PO Archive, with your purchase orders organized by vendor names. You can release to Sub-Archives under PO Archives based on vendor names by enabling the Import to Automatically Generate Child Archive setting and then select the Vendor Name Field in the Process Field Value for Archive Name list. That way, if a Sub- Archive for a vendor doesn t already exist, one will be automatically created. Just be careful when you use this, because those new Sub-Archives are not automatically added to your existing Searches. You will need to manually create the Searches, if you ever want to find the documents in those Sub-Archives. Release Node Settings for Releasing to GlobalSearch Archive Release to GlobalSearch Inboxes You can release your GlobalCapture documents directly GlobalSearch, if you have it installed. Be aware, however, that Index Field data is not retained in an Inbox. If you have extracted data (from using the 76 Workflow Node Configuration GlobalCapture Guide

87 Process Field Node, or the Validation Station, for instance) it will not be retained in the Inbox. Release to an Archive instead. Tip: File Names When Capturing to Inboxes. When you release documents from GlobalCapture to an Inbox, the file name always shows up as a unique character name. If you need to retain the original file names, instead choose to release to File and then release directly to the Inbox's path. To specify how often the Workflow will check for new files, in the Frequency group, enter a number 1. To release documents directly to a GlobalSearch Inbox, in the Release Type group, click Inbox. 2. Specify which GlobalSearch instance the documents will be released to from the Square 9 API dropdown list. 3. Select which database in the selected GlobalSearch instance the documents will be released to from the Database Destination drop-down list. 4. Select which Inbox in the selected database the documents will be released to from the Inbox Destination drop-down list. 5. To delete data and documents from GlobalCapture upon release, enable Delete Files after Release. This is enabled by default. 6. Click Save. Release Node Settings for Releasing to GlobalSearch Inbox GlobalCapture Guide Workflow Node Configuration 77

88 Release Node Settings Separate Node Use the Separate Node to split multi-page documents ( burst ) into documents based on the presence of blank pages, barcodes, or the document page count. This is useful when, for example, all of the different forms from a personnel folder are scanned together or all of a single day s receipts. Use the designated pages as separators to automatically burst the scanned multi-page file into two or more captured documents. (You can also separate by Zone in a Template. Refer to Zone Properties in the Template Management chapter for details.) When separation by blank pages is added to a Workflow, documents can be scanned or otherwise imported in batches and wherever a blank page is encountered, automatically broken out into separate documents. Using separation by barcodes is a highly efficient means for document separation when scanning records in batches. It allows you to create Zones where barcodes are read and the data is used to index documents automatically to a specific Field. The document can either have a barcode incorporated into its lead page or a cover page can be used which uses a barcode as the indicator for separation. The barcode can be place horizontally or vertically on the page and may be run from left to right or top to bottom. GlobalCapture supports virtually any 1-D barcode type including the most common Code 39 and Code 128. You could also choose to use a predefined page count (starting from page one) which automatically separates documents coming into Workflows. Use this for batch-scanning documents if you know that the first document in a batch is two pages long, for example, set a separation to occur at page three. 78 Workflow Node Configuration GlobalCapture Guide

89 1. Drag the Separate Node from the Nodes Pane to the Design Canvas. 2. In the Separate Node Settings dialog box, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. Separate by Blank Page 1. To split documents at blank pages, in the Separation Type group, click Blank Page. 2. To increase the threshold of sensitivity for determining if a page is blank or not, move the Blank Threshold slider to the right. To decrease the threshold of sensitivity for determining if a page is blank or not, move the slider to the left. When you select the slider, a percentage indicator will appear. The default setting is 99 percent. Tip: Try 85% and 99%Threshold Level. If there is any noise on the scanned image (often as a result of dust and other artifacts on a scanner or paper), there may be speckling or other pixilation on the scanned image. A threshold level at which the blank page separation feature will activate of 100% white pixels would throw an error. Setting a lower percentage could correct that. The optimum threshold level will vary, but a start value between 85% and 99% is often a good starting point for adjustment. 3. To capture documents scanned in duplex mode, enable Documents Scanned in Duplex Mode. Enabling Documents Scanned in Duplex Mode will enforce a rule where separation will only occur when both sides of a page are blank (i.e., odd page and even page). This separator page deletes automatically, so you don t need to use the Delete Pages Node after the Separation Type. 4. To enable temporary color dropout while deleting pages, enable Force Black and White Detection. Blank pages may contain specks, watermarks, or other artifacts which may cause a false reading when detecting blank pages. The Force Black and White Detection setting gives you greater control when assessing which pages to separate or delete by temporarily performing a color dropout while processing the image in the Node. This image conversion only occurs for the duration of time documents spend in this step in the Workflow processing and then the image returns to its original image formatting. 5. Click Save. Separate Node Settings for Blank Page Separation GlobalCapture Guide Workflow Node Configuration 79

90 Separate by Barcode 1. To split documents at barcodes on the pages, in the Separation Type group, click Barcode Recognition. 2. Select a barcode setting from the list in the Barcode Formats group. The default format is Code From the Orientation group, select the Left to Right, Top to Bottom, Right to Left, or Bottom to Top barcode orientation. The default orientation is Left to Right. 4. To increase the threshold percentage for determining the presence of a barcode, move the Scan Sensitivity slider to the right for more sensitivity and to the left for less sensitivity. When you select the slider, a level indicator will appear. The default level of 5 reads bars that at set at a typical distance apart but may be adjusted to optimize results for your specific application. Level 1 is the least sensitive with level 10 being the most sensitive. 5. To set a custom prefix for recognizing your barcodes, enable Detect Prefix and enter a prefix in the Prefix text box. You want to document to separate at the beginning of a document, not somewhere in the middle. Use Detect Prefix if there are other barcodes are on the documents. Document separation will only occur on records containing a barcode with your custom prefix. 6. To enhance the document image temporarily before scanning the barcode, enable Enhance Document Prior to Recognition. 7. Click Save. Separate Node Settings for Barcode Separation Separate by Page Count 1. To separate documents at a predefined page count, in the Separation Type group, click Page Count. 2. Type a number in the text box to indicate the specified number of pages where the separation should take place. 80 Workflow Node Configuration GlobalCapture Guide

91 Separate Node Settings for Page Count Separation 3. Click Save. Separate Node Settings Image Cleanup Node The Image Cleanup Node can enhance the image quality of a TIF or PDF file automatically, including the ability to deskew, despeckle, rotate, and crop images as they are being captured. This Node is useful when documents have been imported with papers scanned crookedly, or where there may have been dust on the scanner or the paper, which may cause less accurate OCR results. Tip: Use Multiple Cores in High Volume Situations. Image Cleanup Node is a multi-threaded feature. If you have many pages in your documents or many people scanning simultaneously, then add more Core licenses to speed up the process. 1. Drag the Image Cleanup Node from the Nodes Pane to the Design Canvas. 2. In the Image Cleanup Node Settings dialog box which appears, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. GlobalCapture Guide Workflow Node Configuration 81

92 4. In the Page Options group, choose from the list of options to perform on inbound images: Color Dropout Use to convert a color or grayscale image to black and white. Remove Noise Use to reduce chroma and luminance noise in an image. Despeckle Use to reduce banding or visual noise often appears in a scanned image. Crop Black Use to remove black borders around an image. Crop White Use to remove white borders around an image. Deskew Use to straighten a skewed image. Rotate Use to automatically rotate an image. Leave the default setting of 0 or select to rotate by 90, 180, or Click Save. Image Cleanup Node Settings Convert Node As part of your digital asset management system, use the optional Convert Node to automatically transform your office documents into multi-page TIF or text-searchable PDF files prior to release. (Note that converting documents to text-searchable PDFs requires a Text Searchable PDF Creator license.) Tip: Choose TIF for Speed and PDF for File Sharing. Depending on the target and application, one file format may be more desirable than another. Using the TIF file format tends to be faster and more efficient for general image-processing applications. Using the PDF file format tends to be more broadly accepted as a file-sharing standard. Tip: Use PDF/A for Long-term File Storage. Use the Text Searchable PDF Creator module to automatically convert records in the TIF or non-text-based PDF file formats into a text-based PDF/A format as they are imported during a Workflow. When you convert your records into the PDF/A file 82 Workflow Node Configuration GlobalCapture Guide

93 format, you gain the benefit of using a format recognized by government and business as the standard for long-term document retention. Documents in the PDF/A file format are designed to be self-contained to ensure that records can be reproduced in exactly the same way for years. All information necessary for displaying the document in the exact manner every time is embedded within the file. This information includes, but is not limited to, all content (text, raster images and vector graphics), fonts, and color information. By using the PDF/A file format, GlobalCapture and Text Searchable PDF Creator becomes an integral component of your overall compliance strategy for records retention. 1. Drag the Convert Node from the Nodes Pane to the Design Canvas. The Convert Node Settings dialog box will appear. 2. Enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. Select the file format which the document will be converted to. Choices include: TIF Use to convert documents to a multi-page TIF file format used for images. RTF Use to convert documents to the RTF (rich text format) file format used in word processing applications. XLS Use to convert documents to the XLS file format used in spreadsheet applications. DOCX Use to convert documents to the DOCX file format used in word processing applications. XLSX Use to convert documents to the XLSX file format used in spreadsheet applications. PPTX Use to convert documents to the PPTX file format used in presentation applications. EPUB Use to convert documents to the EPUB file format used in e-books. ODT Use to convert documents to the ODT file format used in word processing applications. Text Searchable PDF Convert documents to a text-searchable PDF file format. 5. Click Save. Convert Node Settings GlobalCapture Guide Workflow Node Configuration 83

94 Delete Pages Node Use the Delete Pages Node in conjunction with the Separate Node to delete designated separating pages from a document after use, such blank pages or pages with a barcode. Files which were retained from the Release Node for testing or revalidation can be eventually deleted using the Delete Pages Node. When you set the Node to delete at barcodes, the barcode can be place horizontally or vertically on the page and may be run from left to right or top to bottom. GlobalCapture supports virtually any 1-D barcode type including the most common Code 39 and Code 128. The Delete All Pages feature allows you to delete files from the GlobalCapture system, thus freeing up disk space on your machine. Tip: Pause Before Deleting. While deleting pages frees up space, you can add an are you sure? step by adding a Validate Node just before the Delete Pages Node, where Approve is configured to approve the document to be deleted and Deny is configured to not delete at this time, but instead put it back into the process. 1. Drag the Delete Pages Node from the Nodes Pane to the Design Canvas. The Delete Pages Node Settings dialog box will appear. 2. Enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. Delete Blank Pages 1. To delete blank pages from a document, in the Deletion Type group, select Blank Page. Blank Page is the default setting. 2. To increase the threshold of sensitivity for determining if a page is blank or not, move the Blank Threshold slider to the right. To decrease the threshold of sensitivity for determining if a page is blank or not, move the slider to the left. When you select the slider, a percentage indicator will appear. The default setting is 99 percent. As with the Separate Node, 85 to 99 percent are recommended settings. 3. To enable temporary color dropout while deleting pages, enable Force Black and White Detection. Blank pages may contain specks, watermarks, or other artifacts which may cause a false reading when detecting blank pages. The Force Black and White Detection setting gives you greater control when assessing which pages to separate or delete by temporarily performing a color dropout while processing the image in the Node. This image conversion only occurs for the duration of time documents spend in this step in the Workflow processing and then the image returns to its original image formatting. 4. Click Save. 84 Workflow Node Configuration GlobalCapture Guide

95 Delete Pages Node Settings for Blank Page Deletion Delete Pages with Barcodes 1. To delete pages with barcodes from a document, in the Deletion Type group, select Barcode Recognition. 2. In the contextual settings which appear, select elect a barcode setting from the list in the Barcode Formats group. The default setting is Code From the Orientation group, select the Left to Right, Top to Bottom, Right to Left, or Bottom to Top barcode orientation. The default orientation is Left to Right. 4. To increase the threshold percentage for determining the presence of a barcode, move the Scan Sensitivity slider to the right for more sensitivity and to the left for less sensitivity. When you select the slider, a level indicator will appear. The default level of 5 is sufficient for most applications but may be adjusted to optimize results for your specific application. Level 1 is the most sensitive and level 10 the least sensitive. 5. To set a custom prefix for recognizing your barcodes, enable Detect Prefix and enter a prefix in the Prefix text box. This is useful if there are other barcodes on the documents. Document separation will only occur on records containing a barcode with your custom prefix. 6. To enhance the document image before scanning the barcode, enable Enhance Document Prior to Recognition. 7. Click Save. Delete Pages Node Settings for Barcode Recognition GlobalCapture Guide Workflow Node Configuration 85

96 Delete All Pages 1. To delete all the pages, enable Delete All Pages. 2. Click Save. Delete Pages Node Settings for Deleting All Pages Delete Pages Node Settings Data Lookup Node Replace custom SQL scripts by using the Data Lookup Node to map data from a SQL Server data source into a Workflow for real-time data lookup in the capture process. When you use this Node, for example, it is possible to extract data from an invoice and backfill additional details (vendor name, etc.) that already exists somewhere else (possibly even from documents that have previously been indexed to the target data source). Using a connection string, you can map your lookup table to the GlobalCapture Workflow. You can specify the Process Fields and table columns to draw from. Any columns that you have data in, the Node can look up in the data source and backfill the columns that you have mapped. 86 Workflow Node Configuration GlobalCapture Guide

97 You can set the amount of confidence you have in the accuracy of the data in the Process Field. By default, data in all Fields have a confidence level setting of zero. When you manually enter or validate a Field data in the Validation Station, then that Field will be assign 100 percent confidence in its accuracy. When the Data Lookup Node is executed, any Fields with confidence greater than the percentage which you have set as the Trusted Confidence level in the Node will be used to look up data in the data source. For example, if you create a Template that extracts an invoice number at a high level of confidence and has Fields for PO Number, Invoice Date, and Invoice Amount as well, you can create a lookup that will pull the data for those other Fields exclusively from your accounting system. 1. Drag the Data Lookup Node from the Nodes Pane to the Design Canvas. 2. In the Data Lookup Settings dialog box, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. Enter a connection string in the Connection String text box. The service account running the capture service will require access to the database unless you have provided credentials in the connection string. 5. To adjust the level of confidence in the accuracy of Process Field data used for the data lookup, move the Trusted Confidence slider to the right for more confidence and to the left for less confidence. The default setting is 75 percent. Note that this works with regular Fields, not with Table Fields. 6. Enter the name of the lookup table in the Table Name text box. 7. To specify the Process Field, in the Field Mapping group, select a property from the Process Field drop-down list. 8. To specify the column from the lookup table which will be mapped to the Field, in the Field Mapping group, enter a column name in the Column text box. a. To map additional columns, click the Add (plus sign) button and enter the additional column name. b. To delete a column from the list of columns to be mapped, select the column name and click the Delete ( X ) button. 9. Click Save. GlobalCapture Guide Workflow Node Configuration 87

98 Data Lookup Node Settings Call Assembly Node The Call Assembly Node is a wild card activity that allows you to call custom programs into GlobalCapture Workflows. This could be a SQL script or integration with another application. The Call Assembly Node allows for process execution to be paused and control handed off to an external application. Data can be passed to this external application and then received back from it. It is implemented as a.net assembly callout. Note that GlobalCapture v2.0.2 is 64-bit only. When using a Call Assembly Node, you make sure that your assemblies are compiled as Any CPU or x Drag a Call Assembly Node from the Nodes Pane to the Design Canvas. The Call Assembly Node Settings dialog box will appear. 2. Enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. Enter a server relative path location to the Assembly being loaded in the Server Path text box. 5. To merge documents, enable Merge Documents. Merge Documents is enabled by default. 6. Click Save. 88 Workflow Node Configuration GlobalCapture Guide

99 Call Assembly Node Settings Set Process Field Node Indexing data can be stored in either GlobalCapture Workflow Fields or GlobalSearch Fields (if GlobalSearch is installed), created in the GlobalCapture or GlobalSearch Field Catalog. You can capture data to the Field using a Template Zone or using a Process Field in the Workflow. Process Fields are variables used for control in a process and will show up in the Validation Station for end users to view and edit. (Note that Fields associated with a Template s Zones always show in the Validation Station for a document that has been read by that Template, but not for a document that fails to be read by it.) First create the Fields in the Field Catalog, then define them for the Workflow in the Process Fields Pane, and finally assign them to Set Process Field Nodes. To simplify capturing and indexing your documents to GlobalSearch, you can map Process Fields to GlobalSearch Fields simply by giving them the same name. 1. Drag a Set Process Field Node from the Nodes Pane to the Design Canvas. The Set Process Field Node Settings dialog box will appear. 2. Enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. In the Process Field drop-down list of all Fields in the Process Fields Pane, select a Process Field. 5. Enter a value in the Value text box which matches the Field s data type. Tip: Several Types of Process Field Values. You can use S9 Notation to insert Process Fields, if you would like. To access S9 Notations for field variables, type in a single brace, then select from the drop-down list. Refer to Appendix B to for details on S9 Notation. An error message will appear if the value type does not match the type specified for that Field. The Process Field which you select could be a Read Only Field, (Fields that could be populated by a Workflow, but a user can t populate or modify). Example, the System Field Original File Name. GlobalCapture Guide Workflow Node Configuration 89

100 6. Click Save. Set Process Field Node Settings Node Set the Node to automatically send an message to defined recipients about the document. The can include HTML formatting, a link to the document, and/or the document can be attached. 1. Drag an Node from the Nodes Pane to the Design Canvas. 2. In the Node Settings dialog box, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. Configure the message header and body fields (see below for details). To access S9 Notations for field variables, type in a single brace, then select from the list. Refer to Appendix C to for details on S9 Notation. 5. Click Save. Example: Use S9 Notation in Fields. Like the Release Node, the Node features S9 Notation. For example, use the S9 Notation {TODAY} to automatically enter the current date into the . Configure Message Headers 1. Enter the address of the message recipient in the To text box. The field can support multiple addresses. Simply separate the addresses with a comma or semicolon. 2. Enter the address of the message sender in the From text box. 3. Enter the address of the message CC recipient in the CC text box. Additional recipients may be added, with semicolons delimiting the addresses. 4. Enter an subject in the Subject text box. 90 Workflow Node Configuration GlobalCapture Guide

101 Configure Message Body 1. Enter the message in the Message text box. 2. The message can be formatted by clicking the formatting buttons directly above the Message box, or use HTML formatting. 3. Alternately, to specify an external HTML file: a. Click the Link (chain) button. b. In the Insert Link dialog box, enter the message in the Text to display text box. c. Enter a URL in the To what URL should this link go text box. d. To open the URL in a new window, enable Open in new window. The checkbox is enabled by default. e. Click Insert Link. 4. Place the mouse pointer over the bottom of the Message box, when the mouse pointer becomes a Move ( ) icon, drag the bottom of the box to adjust its height. 5. To include a copy of a document with an notification, enable Attach Document. Node Settings GlobalCapture Guide Workflow Node Configuration 91

102 Behind the Scenes: In order for GlobalCapture to send s out, you must configure an SMTP server. This can be done by modifying the SMPT keys in the Square9.GlobalCapture.exe.config file (located by default under GetSmart). Export Data Node Use the Export Data Node to export document indexing data and send it either to a CSV (Comma- Separated Value) file or SQL database. The Node can make a CSV file of a document s Index Field data (including table data and system data) and place that file in a specified directory, or it can export to an existing SQL database. Either choice allows users to export data, which could then be shared with third-party business applications. Note that if the document record includes a Table Field, the document s header index data will be repeated once for each row it contains, then again for each Table Field row. This allows all rows of data for a document to be seen in a CSV Export. Tip: Place Your Export Directory Thoughtfully. It is a good idea to put the export directory under a directory you know that the user who is running the GlobalCapture service has rights to, such as GetSmart. It is highly recommended that you do not put your export path directly under GetSmart to prevent issues such as data actively flowing in and out of a root directory. Instead, create a sub-directory (C:\GetSmart\sub-directory\filename.csv). Tip: Put Your Release Node Before Your Export Data Node. The first half of every data line in the CSV file is system information, including the path to the document that it exported, therefore put your Release Node before the Export Data Node. If you export the data first, you will not have the document path in your CSV file. 1. Drag an Export Data Node from the Nodes Pane to the Design Canvas. 2. In the Export Data Node Settings dialog box, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. To select the format for exporting data, in the Export Type group, select a type: To select the CSV type, click CSV. In the Export Path text box, specify the file, including the server UNC or local export path for the directory that will receive the CSV data. (For example, C:\GetSmart\GCWFExport\APPOs\appos.csv.) To include column header titles along with the data, enable Include Column Headers. 92 Workflow Node Configuration GlobalCapture Guide

103 This would appear as the first line in the CSV file and is highly recommended to ensure that the data populates fields correctly. To append the document to an existing file, enable Append to Existing. If this is disabled, each document processed will create a new CSV file, with the title incremented. Export Data Node Settings for Exporting to CSV Files To select the SQL type, click SQL. Enter the connection string for the SQL instance that will receive the document data in the Connection String text box. The SQL release will create a table for header data and a table for line-item detail. The service account running the capture service will require access to the database unless you have provided credentials in the connection string. 5. Click Save. Export Data Node Settings GlobalCapture Guide Workflow Node Configuration 93

104 Note Node You can add notes about the Workflow to the Design Canvas using the Note Node. It is a simple text-based element with no properties. 1. Drag a Note Node to the Design Canvas. 2. Select the Note and type in text. Once you begin typing, you can drag and resize the text box within the Node border. When you click off of the Note, the Node border resizes automatically. 3. To edit a Note, click on the text and begin typing. Tip: Use Plenty of Notes to Comment Your Workflow. It is a good idea to create detailed descriptions for Workflows and each of the Nodes in the Workflow, and to add additional Notes to the Design Canvas. This is very helpful while designing Workflows, which often represent complex business processes. Detailed documentation is useful for explaining the design when revising the Workflow. Conditional Process Nodes You can create Workflows which are very simple and linear. You can also create Workflows with very fluid decision routing using one or more conditional process Nodes. Recognizable by their flowchart diamond shape in the Designer, the conditional process Nodes are used for TRUE/FALSE logic decisions about the document in the Workflow. While creating or editing a Workflow with a conditional process Node, the Node path does not have to be set when it is dragged onto the Design Canvas. Only when the Node is linked to a Workflow by dragging a Connection does a second settings dialog box appear. There you must determine the document s path by making a decision about the next action taken against the document. The Workflow cannot be run without specifying both conditions. Condition Node Use the GlobalCapture Condition to make a TRUE or FALSE Boolean check, which allows for decisions to be made about a document. Use one or multiple conditions in a Workflow allows for intricate document routing in a business process. Conditions are bound to a Workflow Process Field. 1. Drag a Condition Node from the Nodes Pane to the Design Canvas. 2. In the Conditional Node Settings dialog box, a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 4. Select a Process Field from the Based on Process Field drop-down list. 5. Select a condition from the choices in Condition drop-down list. 94 Workflow Node Configuration GlobalCapture Guide

105 6. Enter a value for the Process Field in Value. You can use S9 Notations for Value variables. Refer to Appendix C to for details. 7. Click Save. Condition Node Settings Select Condition 1. To configure the first set condition, drag a Connection from the Condition Node to the next Node in the Workflow and in the Conditional Select dialog box, click condition <A>. 2. To configure the second set condition, drag a Connection from the Condition Node to another Node in the Workflow. The Conditional Select dialog box will appear with condition <B> selected. Condition Node Conditional Select GlobalCapture Guide Workflow Node Configuration 95

106 Classify Node Use the Classify Node to perform OCR text-based extraction on the pages of your documents and then attempt to match the extracted data to your GlobalCapture Templates. (Refer to the Template Management chapter for details on creating Templates.) Documents can be compared to one, several, or all of the available Templates, and the first Template which matches the document becomes the active Template. With the status Classified, the document can continue in the Workflow. If no existing Template matches closely enough, the document would be given the status Unclassified and follow a different route through the Workflow. Tip: Plan for Improperly Classified or Unclassified Documents. The Node does an excellent job of automatically matching documents to Templates. Sometimes, however, documents are not successfully classified, such as when a vendor changes billing forms or a crumbled page did not scan well. In these cases: Apply Customized Templates. Using the Template Designer, edit or create Templates for your specific documents, such as invoices, packing slips, checks, and purchase orders. Manually Classify. If a document fails to be classified by matching a Template, use an Node to send an alert, or view the document status in the Batch Manager. Using a Validate Node, unclassified documents could be opened into the Validation Station, edited, classified, and continue to the Workflow. Required Template Zones. If licensed for multiple Templates, be sure to include at least one required Zone in a Template to avoid classifying some documents inappropriately. If not licensed for multiple Templates, make sure that your single Template does not have any required Zones, or the Template will be skipped in the Workflow. Instead, use a Validation Node for the Classified path to ensure only appropriate documents continue through the process and an End Node for the Unclassified path. Tip: Optimize Template Order. If the classification results are not optimal, the order in which the Templates and Template Groups are presented for a match can be changed in the Applied OCR Templates list. The Workflow starts at the top and proceeds down the list until it reaches the first Template which the document matches. When the Classify Node gets to the Template Group, the Primary Template is applied first, then the remaining Templates in the Group are checked in order from the top to the bottom. Test the results of your Template and Template Group order when designing Workflows. Tip: Maximize Throughput in High-Volume Workflows. The Workflow performs OCR extraction on every page when it hits a Classify Node, so rather than multiple Nodes, it can be more efficient to use one Node and multiple Templates. Also, be sure to purchase sufficient Core licenses to process pages swiftly. For classifying large documents, using a barcode without OCR may be a solution; please contact your Square 9 Softworks reseller for details. 1. Drag the Classify Node from the Nodes Pane to the Design Canvas. 2. In the Classify Node Settings dialog box, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 96 Workflow Node Configuration GlobalCapture Guide

107 4. To use specific OCR Templates to perform extraction against, enable Apply Only Selected OCR Templates. This is off by default. If it is not enabled, then the document is checked against all of the available Templates in the order listed and uses the first Template that works for each document processed by the Node (usually based on the having a Marker set as Required). Note that checking more than one Template requires at least Tier 2 licensing. With Tier 1 licensing, you can choose only a single Template that will be used for all documents processed by the Node. 5. To restrict the process step to specific OCR Templates, in the Apply Only Selected OCR Templates group, drag one or more OCR Templates from the Available OCR Templates list to the Applied OCR Templates list. 6. Click Save. Classify Node Settings Select Condition 1. To classify a document, drag a Connection from the Classify Node to the next Node in the Workflow and, in the Conditional Select dialog box, click Classified. Use this when the document has been identified and a Template that matches the document has been selected. 2. For unclassified documents, drag a Connection from the Classify Node to another Node in the Workflow. The Conditional Select dialog box will appear with Unclassified selected by default. Use this when no matching Template was found for the document. Create a process path in the Workflow to deal with unclassified documents, such as removing them from the Workflow or sending them to the Validation Station where a user with permissions can create a Rapid Adapt Template to classify the new type of document. GlobalCapture Guide Workflow Node Configuration 97

108 Classify Node Conditional Select Validate Node Whether because an approval decision is needed, documents have arrived damaged, or a new type of form has appeared, at some point in a document capture process user input is needed. Use one or more Validate Nodes in a Workflow whenever you need manual control over a document or its data in the capture process. This Node is useful following the Classify Node, with the decision Unclassified. You can import, view and validate, and then process a document before even the opportunity for capture error could occur. When errors do occur, you can quickly view and correct documents in the Validation Station. Tip: Add Validation Points to Catch Issues Early. As much as possible, the GlobalCapture Workflow is automated. If confidence in the capture is high, then a document could be automatically validated. However, there can be times in the process when you must stop and use human labor. Add the Validate Node to a Workflow to handle specific scenarios. Add a Validate Node immediately after the Import Node so that you may visually inspect and validate all of the documents entering the system, before they continue in the process. Pages which are flipped over, stained, or folded may need to be rescanned before the OCR process is completely successful. Validate Image Quality. Scan in 100 pages of invoices. Before using OCR, use the Validate Node and use the Validation Station to visually validate that each of those 100 pages is legible and is useable. When validated the document can continue in the capture process. Validate Separation. If the 100 pages of invoices have no standard Zones, barcodes, or blank pages (or low blank page confidence), use the Validate Node and the Validation Station to manually divide the scan into individual invoice documents. Validate Status. From the Batch Manager, manually validate whether the invoices are approved for processing or use the Node to send them for further attention. 1. Drag the Validate Node from the Nodes Pane to the Design Canvas. 2. In the Validate dialog box, enter a unique name for the Node in the Title text box. 3. Enter a description in the Description text box. 98 Workflow Node Configuration GlobalCapture Guide

109 4. After an OCR step which uses a Confidence Threshold, enable Automatic Approval on Confidence Threshold to only require validation for documents that have Fields falling below their confidence threshold. Those that are above the threshold (configured per Field) would be automatically validated. This feature is turned off by default. When enabled, the confidence setting defaults to 75 percent. 5. To allow all users of the Workflow to create a Rapid Adapt Template from the Validation Station, enable Rapid Adapt. If enabled, then any user with permissions to the Workflow will be able to create Rapid Adapt Templates. If users are able to create Rapid Adapt Templates, the Classify Node that proceeds the Rapid Adapt-enabled Validate Node must have the Apply Only Selected OCR Templates disabled in order to allow the new Template to be available for use. 6. Click Save. Validate Node Settings Select Condition 1. To validate a document, drag a Connection from the Validate Node to the next Node in the Workflow and, in the Conditional Select dialog box, click Approve. Use this when the document has been approved to continue in the process. 2. For deny validation, drag a Connection from the Validate Node to another Node in the Workflow. The Conditional Select dialog box will appear with Deny selected by default. Use the document has been denied approval and will continue on another process path or be released, depending upon the Workflow design. Validate Node Conditional Select GlobalCapture Guide Workflow Node Configuration 99

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111 Template Management The Template Designer is where OCR Templates are designed and stored. Note that a Designer license is required to access the Template Designer. Template Designer Terminology GlobalCapture uses a set of concepts and terms to describe OCR Templates, with components to help you visualize your entire Template. Templates A Template is a form used for automatic data extraction by defining areas where common data may be found in a document. For example, a Template may be configured to look for the number found on the document which follows the words invoice, invoice number, or invoice no. Once created, one or more Templates can be applied to a GlobalCapture Workflow by using the Classify Node. Note that there are three levels of OCR licensing available for Template design. These licensed features are bound to specific GlobalCapture Engines, so while you can assign a Template to multiple Engines, if one does not have licensing for a feature, it will not by applied for that Engine. It is a good idea to review your license choices before creating a Template. Refer to the Feature License Types section in the System Management chapter for more details. Samples A sample is an image file of a document which is typically used in the Workflow which the Template will be applied to. To create a Template, you must have at least one (and preferably many more) sample documents available. These samples must be in the PDF or TIF file format. If your Workflow uses a Template, you might need to use a Convert Node before the Classify Node to change file formats. Also, as Templates are DPI-specific, samples should be the same resolution as the documents you plan to capture, or the extraction results are likely to be affected. A resolution of 300 DPI is recommended. Zones A Zone is the specific area in a document where extraction should occur, defined by some combination of where (position) or what (search string) common data may be found in a document. A Template can have one or multiple Zones and the configuration of a child Zone can be based on a parent Zone. GlobalCapture Guide Template Management 101

112 Template Designer Interface The Template Designer interface includes document viewing and navigation features familiar to users of the GlobalSearch Document Viewer, such as Pan, Zoom, Rotate, and Next. You can toggle full screen mode on and off. You can also resize, can swipe left/right to minimize/restore on mobile devices. Open Template Designer Click the Design button from the GlobalCapture home page or the Design ( ) icon in the toolbar to open the GlobalCapture Designer. In the Designer toolbar, click Templates. The Template Designer will open on another tab in the browser, and the Load Template dialog box will appear. From here you can create a Template or select one to edit or delete. 1. Click on a Template to open it in the Designer. Create, Open, or Delete Templates GlobalCapture Toolbar Template Designer Menu Bar Zones Pane Template Design Canvas Thumbnails Pane Properties Pane Template Designer The Template Designer opens to display the first page of the capture document. If there are more than one page in the document, there are several ways to select and view additional pages, including scrolling. Viewing a document image can also be adjusted in several ways. 102 Template Management GlobalCapture Guide

113 You can resize the Template Designer window by dragging the edges of a Designer window using the usual Windows methods. To resize the space allotted for the Zones and Properties Panes, place your mouse pointer on the pane border and when the mouse pointer becomes a double-headed arrow, drag the double-headed arrow to move the split line. The Template Designer has specialized areas and menus configuring your Templates. These areas include: Template Designer Menu Bar Use to access Template viewing, Zone creation, editing, and navigation. Template Design Canvas Use to show in image of the sample document and to configure Zones. Thumbnails Pane Use to navigate through the sample pages. Zones Pane Use to show the Zones for the Template. Properties Panel Use to configure the properties of the selected Zone. Template Control and Navigation When the Template Designer is open, you can select and control Templates from the GlobalCapture toolbar using the following: Notifications Use to list a history of Template Designer activities. Save Saves any changes to the Template. Load Use to open the Load Template dialog box. o Click to select a Template from the Load Template list. o To create a new Template, click New Template. o To view or create Template Groups, click Template Groups. o To close the menu, click Cancel or the Close ( X ) icon. Samples Use to open new sample documents. o Click to select a sample from the Samples list. o To import new samples, click Upload. o To save samples configuration, click Save Template. o To delete a sample, select it from the Samples list and click the Delete ( ) icon. o To close the menu, click Close or the Close ( X ) icon. More Options Displays the submenu to access Save As and Discard Changes commands. Document Control and Navigation Viewing a document in the Design Canvas can be adjusted in several ways. Select one or more options from the Template Designer menu bar: Previous Page Use to move back a page. Next Page Use to move from one page to the next. Document Scaling Use Zoom In and Zoom Out to resize the document image, select Zoom and use Fit to width, or Fit to page. Document Position Used to change the position of the document being viewed, select Pan and drag to reposition the document. Full Screen Use to enlarge the Designer to the full width of your display screen. Click the icon again to toggle back to normal size. GlobalCapture Guide Template Management 103

114 View Thumbnails Images of the sample document pages are displayed in the Thumbnails Pane, located on the left-hand side of the Template Designer interface. Simply click on a Thumbnail to select a page. This is useful for navigation if there are more than one page to the document. Zone Control and Navigation Once created, Zones can be measured and tested on the Design Canvas and organized and sorted in the Zones Pane. Refer to the Create, Edit, and Delete Zones, Create, Edit, and Delete Zone Groups sections below for more information on Zones and Zone Groups. Configure Zones Select tools for configuring Zones from the Template Designer toolbar: Measure Click the Measure ( ) icon, then drag your mouse pointer on the Template Design Canvas from one point to another to measure the distance. The Measurement dialog box will appear to display the line s X and Y coordinates. Test OCR Click the Test OCR ( ) icon to run the OCR engine to test the sample documents loaded for the Template. Organize Zones and Zone Groups Zones and Zone Groups appear in the Zones Pane in the order in which they were created. Zones can be reordered and gathered into Groups and Zone Groups can be nested in a folder hierarchy. Organize Zones To sort Zones in the Zones Pane, on the Template Designer Toolbar, click the Sort ( ) icon and choose one of the following: To sort Zones alphabetically. in the drop-down menu, click A->Z). To sort Zones by type, and in the drop-down menu, click Type. If Zones are in Zone Groups, they will reorder within their Group. Types are listed in the order in which they appear in the Zone Type drop-down list. To organize Zones in Zone Groups, drag them into or out of the Group folder. Hide and Show Zones When you add several Zones to a Template, the Design Canvas can become cluttered with Zones, making it more difficult to see the ones you are currently creating or editing. You can hide and show Zones on your sample documents to make easier to view your design without affect Zone settings or functionality. To hide or show a Zone in the Design Canvas, click the Hide/Show ( ) icon next to a Zone. 104 Template Management GlobalCapture Guide

115 Organize Zone Groups You can organize Zones into Groups in the Zone List Pane and you can create multiple layers of nested Groups. To add or remove a Group as a child of another Zone Group, drag the child Group folder icon. Hide and Show Zone Groups To hide or show the Zones and Sub-Groups in a Zone Group, click on its folder icon. The icon is empty when the folder is expanded and filled when it is collapsed. Create Templates Templates can be created from the Template Designer Load Template dialog box or from the Validation Station Rapid Adapt tool. Refer to the Rapid Adapt Forms Learning section in the View Documents chapter for details on the simple, user-friendly Template creation method. 1. To create a new Template, in the menu bar, click the Load ( ) icon. 2. In the Load Template dialog box, click New Template. 3. In the Enter a name for the new template dialog box, enter a name the New Template Name text box. 4. Click Create. The No samples loaded message will appear and the Template Designer will be blank, awaiting your document samples. You can rapidly create new Templates for your Workflows and then go back to them later to load sample documents and define Zones. Name New Templates Create Copies of Templates 1. To create a new copy of an existing Template, click the More Options (three dots) icon in the Designer menu and in the Test Template dialog box, click Save As. 2. In the Enter a name for the new template dialog box, enter a name the New Template Name text box. 3. Click Create. GlobalCapture Guide Template Management 105

116 Edit Templates Open a Template in the Template Designer to either complete a new Template or to modify one. You should have sample documents available to load into the Template Designer. Tip: Test Templates Against Different Images. For best results, work with a large sampling of documents. This allows the Template to be tested against a variety of factors that may impact Zone accuracy on some documents and not others. It is also a good idea to create a separate folder of document samples for each of you Templates. 1. To edit a Template, in the menu bar, click the Load ( ) icon. 2. In the Load Template dialog box, click on the selected Template. The Template will appear in the state that it was last saved. If you are editing a basic Template without samples or Zones assigned, you will see a blank Template Designer. 3. To load sample documents into the Template: a. In the Designer menu, click Samples. b. In the Samples dialog box, click Upload. c. Browse in a local or network directory to the sample PDF or TIF file to be imported, select it, and click Open. d. To add additional samples, click Upload again. Templates are DPI-specific. Use sample documents with the same DPI setting as the documents which will be processed using the Template, or the results are likely to error. As the OCR processes for each page, the Uploading message may appear for a moment. e. Click Save Template. 4. To delete a sample, in the Samples dialog box, click the Delete ( ) icon next to the selected sample. 5. To delete changes to the Template since the last time it was saved: a. Click the More Options (three dots) icon in the Designer menu and in the Test Template dialog box. b. Click Discard Changes and at the prompt, click OK. Document Samples 106 Template Management GlobalCapture Guide

117 6. Create any Zones needed for the Template. Refer to the Create, Edit, and Delete Zones section below for details on Zones. 7. To save your changes to the Template, in the Designer menu, click the Save ( ) icon. Once completed, Template can be used by the Classify Node within GlobalCapture Workflows. Tip: Plan Your Zones and Workflows For OCR. The default OCR settings in GlobalCapture work well in many cases, but due to the highly variable nature of documents, you should plan to test the results of your OCR settings. Use a variety of sample documents which are typical for your Templates, the more sample documents the better. Plan for documents which the OCR engine does not process 100%, such as documents which are stained, wrinkled, or low-contrast. Remember that end users may adjust their OCR settings in KeyFree as well. Test your Workflow using the same settings as those used in your production environment or the results may differ. Tip: Plan Your Documents For OCR. Just as the Template Zones should be optimized for OCR, it helps if the documents themselves have been optimized for the best OCR results. (In many cases this also makes them easier for people to read as well.) Use a consistent DPI resolution when capturing documents. A change of DPI will change the results. Use a high enough setting to capture sufficient details (such as 300 DPI). Use clear, simple fonts for your documents and avoid smaller font sizes (less than 10 point). Make sure that the characters and words have proper spacing (do not use compressed fonts). Allow plenty of space between text and borders or line separators on the page. Include a company name in plain text, not just in the company logo. For more reliable automated data extraction, use barcodes rather than text. Create sufficient contrast between text and background and remove color whenever possible, particularly behind the text. Copy Templates 1. Open the Template to be copied in the Template Designer. 2. Click the Options icon. 3. Select Save As. 4. In the Enter a name for the new Template dialog box, enter a name for the new Template. 5. Click Create to return to the Template Designer with the new Template ready for editing. Delete Templates 1. To delete a Template, in the Load Template dialog box, click the Delete ( ) icon to the right of the selected Template. 2. To return to the Template Designer, click the Close ( X ) icon. GlobalCapture Guide Template Management 107

118 Create, Edit, and Delete Template Groups For Workflows that require multiple Templates, GlobalCapture includes Template Groups to organize your Templates. Instead of multiple Templates (including ones created using Rapid Adapt), you can assign groups of Templates to classify your documents. Within each Template Group, you can also designate one as the Primary Temple, to capture indexing values common to its secondary Templates (header information such as vendor names and addresses) and merging them with one of the other Zones in the Group as a Secondary Template to capture more specific data (such as line item details). There is not a limit to how many secondary Templates in the Group there can be, but only one of them will be applied to a document in the Workflow in combination with the Primary Template. With Template Groups, you can replace multiple Classify Nodes in a Workflow with a single Node. Since every time documents pass through any Classify Node, the OCR engine runs on all pages, fewer Classify Nodes saves time and processing power. This can be particularly useful in high-volume situations. Tip: Plan the Templates in Your Template Group. When creating Templates for a Group, it is a good idea to first plan your Primary and Secondary Templates. Create the Template designated to be the Primary Template first, add Primary or P_ to its name, and in it, configure Zones to capture values common to all the Secondary Templates. Next create the Secondary Templates, name them in a way which makes it easy to locate them in your list of available Templates to assign to the Group, and configure their Zones which, when added to the Primary Template Zones, will successfully classify specific documents. While some experimenting may be useful in the order in which the Secondary Templates will be tried in the Group, it is a good idea to create them with an order in mind. As with individual Templates in the Classify Node, set the order to start with Templates which are likely to succeed for the most documents and work your way down. Create Template Groups 1. To create a Template Group, create more than one Template and in the Template Designer, click the Load icon. 2. in the Load Template dialog box, click Template Groups. 3. In the Load Template Groups dialog box, click New Template Group. Create Template Groups 4. In the Load Template Group dialog box, enter a name for the Group in the Template Group Name text box. 108 Template Management GlobalCapture Guide

119 5. Drag more than one Template from the Available OCR Templates list to the Grouped Templates list. 6. To reorder the Templates, drag them to a new position in the Grouped Templates list. 7. Click Save. Create a New Template Group Modify Template Groups 1. To modify a Template Group, in the Template Designer, click the Load icon. 2. in the Load Template dialog box, click Template Groups. 3. In the Load Template Groups dialog box, click Modify Template Group. 4. in the Load Template Group dialog box, make changes in the Templates in the Available OCR Templates list and the Grouped Templates list. 5. Click Save. Delete Template Groups 1. To delete a Template Group, in the Template Designer, click the Load icon. 2. in the Load Template dialog box, click Template Groups. 3. In the Load Template Groups dialog box, click the Delete (trashcan) icon to the right of the Group. 4. At the message, click Delete to confirm your deletion. GlobalCapture Guide Template Management 109

120 Assign a Primary Template to a Group To set one of the Templates in a Group as the Primary Template, in the Load Template Group dialog box, click the Primary ( ) icon next to the specified Template. If there is only one Template in the Group, it will not work to assign it as the Primary Template. If a match is made using a Primary Template and a Secondary Template, the Template Name System Field for that Workflow will the name of the Secondary Template. Set a Primary Template for the Group Create, Edit, and Delete Zones Templates use areas, or Zones to extract data from documents to automate the indexing process. There are a variety of Zone types, from a structured, simple area drawn with your mouse to more complex, unstructured multi-zone parent/child configurations, using regular expressions, locations, or an external lookup table. Each Template can have more than one Zone and Zones can be applied to one or more pages. Choose whether to map a Zone to a Process Field or not. If you do not need to track the data from a Zone (such as a found Marker for a second Zone), then do not set that Zone to extract data to a Field. If you do choose to extract data to a Field (such as vendor name or invoice number), then create Process Fields in the Field Catalog. Then, in the Workflow Designer, assign them to a Workflow and map Zones. You can use a single Zone in a Template, or multiple Zones. Zones can be bound to parent Zones, for as many nested levels as you need. For example, you could set a parent Zone to find the text PO Number and a child Zone to look to the right of that text and extract the number in that location. When creating Zones in the Template Designer, you assign each Zone a Search Region, which is the rectangular area of the document to be searched for data to extract. The Search Region can be as large as an entire page or as small as a single character. Search Regions can be defined by coordinates on the page (in pixels) or by its relationship to other Search Regions in the Template. The position of Zone coordinates or the start of a search string match begins in the top-left corner of the document image or parent Zone and move to the bottom-right corner of the page or Zone. If the OCR engine returns results from searching the Search Region, the Results Region appears. This is usually, but not always a subset of the Search Region. If the Search Region is defined with overlapping allowed or dynamically from data from other Zones, the Results Region may not be in exactly the same place on the page as the assigned Search Region. 110 Template Management GlobalCapture Guide

121 Tip: Name Zones for Future Use. When you name each Zone you should clearly indicate what it is for, especially if using several Zones in the Template. Indicate the Type and possibly the parent/child relationship. For example, you could begin all of your Marker Zones with M_ to make it easy to select a Marker Zone when you are building a parent/child relationship with a Zone. Create Zones 1. To create a Zone, in the Template Designer menu bar, click the Add (plus sign) icon and in the dropdown menu, click the Zone ( ) icon. 2. Configure the settings for the new Zone. (For details on configuring the different types of Zones, refer to the following sections in this chapter.) The Zone parameters are contextual, depending upon which Zone type you have selected. After applying Zone Properties, a validation message displays in red under the Zone in the Zones Pane if a configuration error exists. 3. Click the Apply ( ) icon to save the Zone configuration. Edit Zones 1. To edit a Zone, in the Zones Pane, select the Zone. As you select a Zone, its properties will display in the Properties Pane. 2. Reconfigure the settings for the new Zone. 3. Click the Apply ( ) icon. Delete Zones 1. To delete a Zone in a Template, in the Zones Pane, select the Zone. 2. In the Properties Pane for that Zone, click the Delete ( ) icon. Configure Structured OCR Zones Structured Data Extraction Zones include the Marker Zone and the Positional Zone. Configure Marker Zones GlobalCapture can register the location of a Zone on a Template based on the position of the Marker Zone on the page. A Template can have multiple Marker Zones. These are indicated by a salmon-colored box on the document image around the extracted search string and are listed in the Zones Pane to the right of the document image. The marker for this Zone is a string of characters configured to find specific text on a page (a search string). Some things to keep in mind about the Marker Zone search string are: It is not case sensitive. It does not have to be unique, although generally it is a good idea if it is unique or if it uses a Positional Zone to only extract the text from a certain region of the page. GlobalCapture Guide Template Management 111

122 You can specify part of a word, one word, or more than word. Use part of a word for contains matching. For example, specify appl to return both application and applied. You can specify more than one search string to perform an OR-based search in multiple values in the Zone. The results will be the first search string in the list which is found on the document, unless multiple occurrences of a search string or no occurrence of a search string are found. If multiple occurrences are found, the Multiple instances message will appear and the Marker Zone will move on to the next search string in the list to look for a unique match. If no matches were found among the search strings, the Marker not found message will appear. Adjust your Search String entries to achieve successful results. You can use Marker Zones to detect any shifts in the image position and automatically registers the Template to the proper location. You can also use Marker Zones to classify a document s layout. Using an exact string match of characters, this introduces a high level of accuracy, allowing tighter Zones to be drawn for text-heavy documents. Tip: Choose and Test Marker Text Carefully. When selecting text for your Marker, choose text which is most likely to return accurate OCR results. For example, while the Marker text is not case sensitive, the text you select should be clear and without attributes. Try to avoid characters that can be suspect during OCR, such as L/1, O/0, B/8, S/5, Z/2, and so on. Tip: Use Distinct Markers. It is a good idea to give all your Templates distinct Marker Zones, and usually, more than one, especially if Templates are similar but need to classify documents differently. Tip: Use Required Markers for Classify Node. If you are using Marker Zones in Templates which will be listed in a Classify Node and have a Classification license, be sure that at least one Zone is configured as Required. If all required Zones are not found on a document, then that Template will not be a match for classifying that document. If any of the Templates in the Workflow do not have a required Zone, documents will never register as Unclassified. 1. In the Properties Pane, enter a name for the new Zone in the Name text box. 2. From the Type drop-down list, select Marker (the default Zone). 3. To select the text used to register the image position, enter the text in the Search String text box. Click ENTER again to add more search strings. 4. Optionally, additional Zone properties can be configured. For details on configuring the properties of a Zone, refer to the Zone Properties section below. 5. To designate an area of the page to search for a match, click the Locator ( ) icon, and then use your mouse to drag a box over the area to be searched to create the Search Region. 6. Click the Apply ( ) icon. The Zone will be added to the Zones Pane and the matching text will be highlighted. 112 Template Management GlobalCapture Guide

123 Marker Zone Configure Positional Zones The Positional Zone is used to describe the Search Region on a document based on coordinates or the location of Search Regions in other Zones, starting from the top-left corner of the document or the parent Zone, if there is one. Position is based in pixels. For consistent results from sample document to sample document, they must be captured with consistent image resolutions. A Positional Zone can be set as a child of a Marker Zone, where the position was always relative to specific data. For example, find the Marker Date then look in the Positional Zone for the data. Create the parent first, then the child. Assign the Zone to the parent by selecting it from the Parent drop-down list. The Zone Search Region which you have selected is indicated by a light blue box on the document image and within that box another box indicates the data within the Search Region which is extracted. 1. In the Properties Pane, enter a name for the new Zone in the Name text box. 2. From the Type drop-down list, select Positional. 3. Click the Locator ( ) icon. Your mouse pointer will change to a Move cursor. 4. Drag your mouse cursor around the selected data extraction Search Region on the sample document to create a Search Region for the Zone. The area should encompass the entire data available on all sample documents. Draw a Search Region large enough to accommodate variations in data length on different documents (for example, a very long company name) or for shifting during scanning. The exact position of the Zone is indicated in the Position group in the Properties Pane, which are the coordinates set by pixels from the top-left corner of the document image. 5. To edit the data extraction Search Region, in the Position group, modify the number of pixels the Left, Top, Right, and/or Bottom text boxes. 6. To position a Zone relative to a Marker, rather than a specific set of coordinates on the page, from the Parent drop-down list, select a Marker Zone. 7. Optionally, additional Zone properties can be configured. 8. Click the Apply ( ) icon. GlobalCapture Guide Template Management 113

124 Configure Unstructured OCR Zones The Unstructured Data Extraction option uses advanced capture technology to evaluate documents which may not be standardized forms with data in a specific location. Use it, for example, to determine separate a batch scan into its separate documents, extract line-item data, find keywords in a document, and find values in proximity to keywords. Unstructured Data Extraction Zones include Pattern Match, Directional, and Data Lookup. Configure Pattern Match Zones Often used to anchor other Zones, a Pattern Match Zone is used to extract data which exactly matches your search string. This can include.net-based regular expression (RegEx) pattern matching and can span multiple lines of text. Examples of Pattern Match Zones could be Social Security numbers, telephone numbers or credit card numbers. Please refer to Appendix A for information on regular expressions and how to use them with Pattern Match Zones. The Zone Search Region which you have selected is indicated by a green box on the document image. 1. In the Pattern Match Zone s Properties Pane, enter a name for the new Zone in the Name text box. 2. From the Type drop-down list, select Pattern Match. 3. Enter text for an exact match or enter a RegEx in the Search String text box. 4. To enter multiple patterns, use your ENTER key to create new lines or use a pipe ( ). If configuring extraction from multiple lines, you can set the allowable gaps between multiple lines, in the in the Limits group, in the Lines subgroup by entering a number other than 1 in the Max text box. This will cause the Word Spacing setting to appear. Refer to the Limits section below for details. Note that when using multiple lines, GlobalCapture checks for a match for the entire line. If none is found, it checks the next entire line. When using the pipe element, it checks for a match the first string and if none is found, the string after the first pipe, and so on. Multi-Line Extraction in Pattern Match Zones 5. To designate a specific area of the page to search for a match, rather than the entire page, click the Locator ( ) icon, and then use your mouse to drag a Search Region over the area to be searched. 6. Optionally, additional Zone Properties can be configured. 7. Click the Apply ( ) icon. 114 Template Management GlobalCapture Guide

125 Configure Directional Zones Directional Zones are always assigned as a child of another Zone. They allow you to locate the first occurrence of specific data using a parent Zone and from there look in a specific place relative to the parent Zone s location. In the Directional Zone settings, you can specify one or more directions from the parent to the child Zone s Search Region. You can configure the Region to continue in that direction to the edge of the page or restrict its minimum and maximum distances from the parent Zone for pixel-precise control. You can use repeated Directional Zones for extracting Table Field and Multi-Value Field data, which is useful for line item entries on an invoice, for example. 1. In the Properties Pane, enter a name for the new Zone in the Name text box. 2. From the Type drop-down list, select Directional. 3. To assign the required parent Zone, select it from the Parent drop-down list. 4. To choose the portal which determines which Fields to extract the data to, in the Field group, choose one of the following: a. Choose a portal from the Portal list. b. If the selected portal is a standalone GlobalCapture portal, from the Field list, choose the Process Field into which the extracted data will be placed. c. If the selected portal is a Square 9 portal (if GlobalSearch is installed), choose a database from the Database drop-down list and then from the Field drop-down list, choose an Index Field in that database into which the extracted data will be places. 5. To set the direction to look for data in relation to the parent Zone, in the Direction group, choose one or more directions from the selection of Left, Up, Right, Down. 6. To set corresponding limits to the Zone, in the Positions group, enter the number of pixels within which data must be found in the Left, Top, Right, or Bottom text boxes. By default, the Directional Zone is set to the confines of the parent Zone that was found. For example, if your parent Zone is 40 pixels wide and the Directional Zone is configured to move down from its parent, by default the Directional Zone will be 40 pixels wide. This can be adjusted using the Position settings to make the Directional Zone wider than the parent Zone. Note that if the Zone is based on being, for example, to the left of another Zone and that Zone contains no data to extract, the next Zone to the left of it will also not extract any data. There might be data there, but you have broken the link to that next Zone. 7. Optionally, additional Zone Properties can be configured. 8. Click the Apply ( ) icon. Configure Data Lookup Zones A Data Lookup Zone is extremely useful if you need to match you capture data to data in an existing source. For example, you can check to see if a purchase order number found in your accounting system can be found on the document being classified. A Data Lookup Zone is configured with a connection string to an external data source, as well as the table in that source, and the column where your data resides. GlobalCapture will go through every row in the indicated column, to match a value found in the designated Search Region of the document, and extract it from the table. GlobalCapture Guide Template Management 115

126 1. In the Properties Pane, enter a name for the new Zone in the Name text box. 2. From the Type drop-down list, select Data Lookup. 3. To choose the portal which determines which Fields to extract the data to, in the Field group, choose a portal from the Portal list and then choose one of the following: If the selected portal is a standalone GlobalCapture portal, from the Field list, choose Process Field into which the extracted data will be placed. If the selected portal is a Square 9 portal (if GlobalSearch is installed), choose a database from the Database drop-down list and then from the Field drop-down list, choose an Index Field in that database into which the extracted data will be places. 4. To define the connection string to the external data source, in the Data Lookup group, enter it into the Connection String text box. For information on creating connection strings, you can refer to connectionstrings.com. 5. To indicate which table in the data source in which to do your lookup, in the Data Lookup group, enter the table in the Table Name text box. 6. To indicate which column in specified table, in the Data Lookup group, enter the column name in the Column Name text box. 7. To designate a Search Region of the page to search for a match, click the Locator ( ) icon, and then use your mouse to drag a Search Region over the Search Region to be searched. 8. Optionally, additional Zone Properties can be configured. 9. Click the Apply ( ) icon. Create Line Item Data Extraction Data To extract data, use the optional Line Item Data Extraction module, you must have both the Structured Data Extraction Zones and the Unstructured Data Extraction Zones available. 1. Create a Directional Zone (see the Configure Directional Zones section above for details. 2. In the Repetitions group, enable the Repeating checkbox. A repeating Zone cannot be the child of another repeating Zone. You can have a repeating Zone stop before it reaches the footer on the page, for example. 3. Optionally, additional Zone Properties can be configured. 4. Click the Apply ( ) icon. Zone Properties Pane Zones can be saved, deleted, or assigned a variety of properties from the Properties Pane. At the top of the Properties Pane are the Zone actions icons: Properties To jump to a particular property for the selected Zone, click the Properties ( ) icon and select from the list. Location Click the Locator ( ) icon to change your mouse pointer into the Precision Select (crosshairs) pointer. With your Precision Select pointer, drag across a part of the document to select the Search Region for a Zone. To reposition a Zone, once again click the Locator icon and drag you mouse pointer to create a Zone Search Region. Use the Measure ( ) tool for precise positioning. 116 Template Management GlobalCapture Guide

127 Save Zone Click the Apply ( ) icon to save the Zone and its properties settings. Delete Zone Click the Delete ( ) icon to delete the Zone. Scroll down to view and use the Zone properties, which vary depending upon which Zone type and settings you use. Zone Properties Zone properties vary depending upon the type of Zone selected, where some properties are required and some are optional. Properties allow you a great deal of control over how Zones extract data, but keep in mind while you are assigning Zone properties that the licensing configuration on the GlobalCapture Engine on which your Templates are run on could affect the outcome of a Workflow. Name Enter a name for the Zone. This property is required for all Zones and should be used to describe the Zone in a meaningful way. For example, a Marker Zone for an Invoice Number Zone might be named Invoice Number Marker. Type Selecting a Zone type is required for all Zones and which type your select affects the choices available for the rest of the Properties. Select from the following: Positional Select this to describe the Search Region on a document based on coordinates or the location of Search Regions in other Zones. Marker Select this to define a search string to detect any shifts in the image position and automatically registers the Template to the proper location or to classify a document s layout. Marker is the default Zone, and acts like a basic version of a Pattern Match Zone. Pattern Match Select this to define regular expressions to exactly match your search string. They can be used to anchor other Zones, acting as a marker. Directional Select this to locate the specific data using a parent Zone and from there look in a specific place relative to the parent Zone s location. Data Lookup Select this to match you captured data to data in an external source. Search String Enter a search string, which appears in the sample document in the Search String text box for the data to be searched for when using a Marker or Pattern Match Zone. Enter a word or phrase for the Marker Zone and a regular expression for the Pattern Match Zone. Note that a regular expression may just be text, but markers and regular expressions work differently. Markers are case insensitive. The search string for Pattern Match Zones are by default case sensitive, represent a true regular expression pattern, and multiple lines of expressions may be entered for the Zone. Expressions are evaluated in the order they are entered, and processing stops at the first found match of a pattern in the Zone. GlobalCapture Guide Template Management 117

128 Parent To establish a hierarchy of two or more Zones, select a parent Zone from the list of existing Zones. None is also a selection choice. You can constrain the child Zone to extract on the same page as its parent Zone using the Parent button in the Pages section. Directional Zones are set relative to parent Zones using the From the Parent Edge setting in the Limits group. Field You can map an indexing field to Zone using the Field settings. This may be configured for any Zone type. Note that with the Line Item OCR Extraction license, you can extract Table Field data from a single page (such as invoice line items) or from across multiple pages (such as document headers and footers). The repeating Zone can be set per document, per page, or per document region. Use this setting in Directional Zones. To choose a Field to map a Zone to, in the Field group: Portal Specify the database from the list of GlobalCapture and GlobalSearch (if available) via portals which will be the destination for data extracted from the Zone. Field Specify the Field in the database from the list of those available from the selected portal. This can be mapped to the destination for data extracted from the Zone. Table Field Specify the Table Field in the database from the list of those available for the portal selected which will be the destination for data extracted from the Zone. Assign a Table Field to the parent/header Zone of a table. You cannot assign a Table Field and a Field simultaneously, so your Header Zone should not be used for extracting data that feeds a Field. Replacement Use the Replacement settings to clean up your extracted data. For example, use this to replace the letter O with the number 0 or to remove the dollar sign or comma from a number. 1. After mapping a field to a Zone, the Replacement subgroup appears. 2. To assign replacement text, click Add Replacement. 3. In the text box which appears, enter the text to be matched in the Match text box. You can use a string or a RegEx. This text box cannot be empty. 4. Enter the text which should replace the matched text in the Replacement text box. You can use a string or you can leave Replacement empty to strip out text, such as removing commas from a number. 5. Select either Word to configure a text match or Pattern to configure a regular expression. 6. To configure additional replacements, click Add Replacement again. To delete a replacement, click the Delete (X) icon next to the selected replacement settings. 118 Template Management GlobalCapture Guide

129 Data Lookup To specify the data source for Data Lookup Zones, in the Data Lookup group: Connection String Enter the connection string for the SQL Server data source in the text box. Table Name Enter the name of the table in the data source in the text box. Column Name Enter the name of the column in the table in the text box. General Settings in the General group include the following: Required Enable the Required checkbox to require that data be extracted from the Zone in order for the document to be assigned to the active Template. This may be assigned to any Zone type. However, a required Field must be selected for your Workflow Classify Node for a match to be attempted. All required Zones in a Template must occur on a page for a document to be classified. A document will always classify with the first Template that matches all required Zones or the first Template that has no required Zones, whichever comes first. Note that in some situations, enabling a Zone as a header or a footer may in fact make that Zone required. This primarily happens when one of these Zone types is a separator. If licensed for multiple Templates, be sure to include at least one required Zone in a Template to avoid classifying some documents inappropriately. If not licensed for multiple Templates, make sure that your single Template does not have any required Zones, or the Template will be skipped in the Workflow. Instead, use a Validation Node for the Classified path to ensure only appropriate documents continue through the process and an End Node for the Unclassified path. Separator In addition to separating documents with the Separate Node, separation can also be done with a Template. On one or more Zones, enable the Separator checkbox and either the Header or Footer checkbox to burst documents when appropriate data is found. Alternatively, if identifying data appears on all pages and the documents should be burst when data in a Zone changes, also enable the contextual Separate on Change checkbox for that Zone. If Separator and Header are enabled, the Template will identify the first page of a document. If Separator and Footer are enabled, the Template will identify the last page. When either combination is enabled, the Group property becomes available. It is possible to add OR logic to separation with the use of header or footer groups. Enter a number in the Group text box or use the scrollbar arrows to adjust the number. If the Zones have the same Group setting, they are grouped together, which means that the Template must match all of the Zones in the Group and be found on the same page. If there is more than one group of Zones configured for separation, the data extracted from the Zones belonging to the group that has the highest Group numerical value will be GlobalCapture Guide Template Management 119

130 evaluated first. If all Zones in that group match a page, that header or footer group is used to separate the document on that page. If all Zones in the group do not match, the group with the second-highest group numerical value is evaluated, and so on until a matching header or footer group is found. If none of the defined header or footer groups matches a page, the document will not be separated on that page. If there are any non-header/footer Zones also defined in the Template, any required Zones must also be found in order for classification and separation to occur. Confidence Set the threshold of acceptability for confidence in the data extraction accuracy estimated by the OCR engine using the Confidence setting. To increase the threshold confidence, move the slider to the right and to decrease it, move the slider to the left. Note that data will only extract if the average confidence for the words within the extracted data are above the set confidence threshold. If the remaining text does not meet all the Zone s other requirements, then the search for the Zone will continue on subsequent specified pages. Also note that setting Zone confidence too high is a common cause of batch errors. Priority In some situations, two or more Zones could extract data for the same Field. To resolve extraction conflicts, assign a priority to a Zone using the Priority setting. The data extracted from the Zone which has the largest Priority numerical value will be retained. If the Zones have the same Priority setting, then the data extracted with the higher Confidence setting will be retained. This can be optionally configured for any Zone type. Enter a number in the Priority text box or use the scrollbar arrows to adjust the number. Header Enable the Header checkbox to assign the Zone as a header for a repeating or separator Zone. This can be assigned to go across multiple pages. Use headers to indicate the start of a document, thus allowing for separation on the start of a new document. Headers may also be used to trigger the start of a table of data, and are particularly relevant when attempting to extract tables of data across multiple pages. Footer Enable the Footer checkbox to assign the Zone as a footer for a repeating or separator Zone. This can be assigned to go across multiple pages. Use a footer to indicate the last page of a document when separating, or to indicate the stop point for table extraction when using repeating Zones. Position Use the Position settings to define the Search Region of a Zone. These settings can be configured for all types of Zones and they are required for Positional or Directional Zones. For Zones where Position settings are optional, if none are set, the entire page is searched for data. If an individual position is not set, the page is searched to the edge of the page in that direction. The location and dimensions of the Search Region can be specified by document page, by coordinates on the document page, the distance from the edge of another Zone (Zone Anchoring), or a combination of coordinates and Zone Anchoring. 120 Template Management GlobalCapture Guide

131 Coordinates Use the Coordinates and Zone Anchor settings to control extraction to your specific targeted data. When setting the Search Region for a Zone with no parent Zone, coordinates are measured in pixels from the topleft corner of the document page. For child Zones, coordinates are assigned in relationship to the location of assigned parent Zones, where coordinates (except for Directional Zones) are measured from the top-left corner of the parent s found data. For Directional Zones (which are always child Zones), coordinates depend on the direction of search. Refer to the Configure Directional Zones section found earlier in the chapter for details on Directional Zones and Configure Zones for using the Measure tool to aid in manually positioning Zones. When configuring a Zone as child, it is recommended that you set the Zone s parent properties before the child Zone s properties. With Zone Anchoring, a Zone's Search Region can be set by its position relative to up to four other Zones. Instead of using coordinates to define the Search Region to extract data, you can create completely dynamic Regions. Additionally, one Anchor can be chained to another; with multiple Anchors, extraction areas will adjust even more dynamically. The only time you cannot use this feature is to anchor a parent Zone to its child Zones. To specify size and position of a Zone Search Region, either draw the Region using the Locator ( the Zone s menu bar, or in the Lines subgroup, select from the following settings. ) icon on Coordinates To indicate the coordinates for the placement of the edge of a Zone, set one or more of the following: o o o o Left Enter the number of pixels to the left of the left side of the parent Zone s Search Region in the text box or click the up or down arrow. Top Enter the number of pixels above the top of the parent Zone s Search Region to place the child Zone in the text box or click the up or down arrow. Right Enter the number of pixels to the right of the right side of the parent Zone s Search Region in the text box or click the up or down arrow. Bottom Enter the number of pixels below the bottom of the parent Zone s Search Region in the text box or click the up or down arrow. Anchors To indicate the placement of the edge of a Zone relative to another Zone, create the Zones you will use to configure your Zone Search Region. Click the Anchor ( ) icon next to Left, Top, Right, or Bottom text box and in the Anchor menu which appears, select a Zone from the list of available Zones. The input box will then show the name of the anchored Zone in the text box. Any sides of the Search Region which are not defined by anchoring should be defined by coordinates. Note that if you set coordinates first and then select Anchors, you can revert to the coordinates by clicking Anchor again. Set one or more of the following: o o o Left Select a Zone to define the left edge by using the right edge of the selected Search Region. Top Select a Zone to define the top edge by using the bottom edge of the selected Search Region. Right Select a Zone to define the right edge by using the left edge of the selected Search Region. GlobalCapture Guide Template Management 121

132 o Bottom Select a Zone to define the bottom edge by using the top edge of the selected Search Region. Clear Coordinates Click the button to reset the Position coordinates and anchors to zero. Anchor a Zone to Other Zones Overlap Sometimes text is only partially in a Search Region. If those cases, you can use Overlap if you want to ensure that it is also picked up for the Zone. To set the directions outside of the drawn Zone Search Region to look for data to extract, in the Overlap subgroup, enable one or more of the Left, Top, Right, Bottom checkboxes. All four checkboxes are enabled by default. All text must reside at least a pixel within the Search Region for the overlap to pick it up, regardless of the direction. Orientation To set the direction in which data is read for extraction, move the Orientation slider. Move the slider from the default of 0 to the right to set the orientation to 90, 180, or 270. Pages Use Pages to specify which page to search for data to extract which meets a Zone s requirements. (Note that settings are unavailable for Separator Zones.) In the Page subgroup, select one of the following: First Select this to search only the first page of the document. Last Select this to search only the last page of the document. All Select this to search all the pages of the document. Parent If there is a designated parent Zone, to ensure that a child Zone s data is extracted from the intended location in a multi-page document, you can specify that it must be found on the same page as the parent Zone s data was found. 122 Template Management GlobalCapture Guide

133 Specific To extract from specified pages of the document, enter a page number or numbers in the text box. For more than one page, use a comma to delimit the page numbers or a hyphen to indicate a range of pages. Tip: Consider Atypical Documents When Configuring Zone Properties. Since the dimensions and position of a Zone Search Region can affect the extraction outcome, consider how to configure a fallback position if your Template encounters a document with non-standard content or formatting. For example, Zone Anchors are very dynamic, but if anchor text is not found, the drawn coordinates of the Zone is respected. If there are no drawn coordinates, the Zone checks the entire page. This may be the result that you want, but if you prefer that the Search Region is more specific for those times when the anchor text is not found, first set coordinates (either by drawing the Search Region or by entering coordinates) and then select the anchoring Zone or Zones. Limits You can specify minimum and maximum elements of data to extract. If the Zone on the current page contains too few or too many characters, words, or lines then subsequent specified pages will be searched. Enter a number in the text box or use the scrollbar to adjust the number. Note that the Min settings for Characters limit is enforced per line read within the entire Zone, while for the Min settings for Words limit is enforced for the entire Zone. In the Limits group, select one of the following properties. Characters To specify limits by character (a letter or number), in the Characters subgroup, select: Min To specify the minimum number of characters. The Zone must contain at least this many characters to be valid. Max To specify the maximum number of characters. The Zone will not extract more than this many characters. Words To specify limits by word, in the Words subgroup, select: Min To specify the minimum number of words. The Zone must contain at least this many words to be valid. Max To specify the maximum number of words. The Zone will not extract more than this many words. Lines The Lines subgroup includes settings for the limits of lines of text and for variable-height line extraction. GlobalCapture Guide Template Management 123

134 Use the Dynamic Line Extraction property for variable-height line extraction. This checkbox is contextual and only appears when a Positional Zone is assigned a repeating Directional Zone as a parent Zone. It is used most often for extracting repeating rows of table data where the number of lines of text in the row might vary (such as the description field of a line-item invoice where the text may wrap to multiple lines). Using the Dynamic Line Extraction, Positional Zones can be of variably heights, with its Search Region drawn dynamically based on the coordinates of its parent Directional Zone and the next repeating instance of that Directional Zone. This allows for far greater accuracy in cases where a Zone s height or width may dynamically change based on the data in it. Note that each repeating Positional Zone will continue to extract text until the next repeating Positional Zone is found. Since the last repeating area has no following Positional Zone, it will continue until it reaches a footer Zone, a Zone Anchor, or the end of the page. Dynamic Line Extraction is possible on multi-page documents, it simply follows the parent Directional Zone on the next page. Also note that if the Positional Zone is not in the same plane as its parent Directional Zone but is instead offset by some amount, that offset continues with the following repeating Zones, for the amount set for that first offset. To specify limits by lines of text, in the Lines subgroup, select: Min To specify the minimum number of lines. The Zone must contain at least this many lines to be valid. Max To specify the maximum number of lines. The Zone will not extract more than the specified lines. This value must be either zero (meaning no limit) or a number greater than one, in order to configure Word Spacing in Marker and Pattern Match Zones. Dynamic Line Extraction To configure this setting: 1. Create a repeating Directional Zone to identify each repeating line in the table. 2. Create a Positional Zone to extract another column of data and in the Parent dropdown list, select the repeating Directional Zone. 3. Enable Dynamic Line Extraction. 4. Set limits to the number of lines of text to extract in the Min and/or Max text boxes. Example: Extract Line Item Data. Use Dynamic Line Extraction when you wish to extract line item data from an invoice where details may be a single line and or multiple lines long. Create a Zone Search Region which is one line high, for example, and extract from one, two, or more lines of text. The line extraction resizes automatically based on their relationship to other elements on the page. In most cases, you should dynamically size a Positional Zone with a repeating Directional Zone parent will be so it's height is one pixel less than the top position of the next repeating Directional Zone. For this to work as expected, the Directional Zone's From Parent Edge property should be set to Bottom. 124 Template Management GlobalCapture Guide

135 Word Spacing Sometimes loose regular expressions can return false positive extraction results when used across documents with variable text value lengths that include gaps between consecutive words or lines of text. When you set your Zone to extract from different blocks of text, you can control what should be considered for the Zone and what should not, using the new Word Spacing setting, which appears when the Lines Max setting is zero or greater than one. You can now configure your multi-line pattern matching to specify the vertical and horizontal distances allowed between lines in one long, searchable string. When you specify the size of gaps, you can set two paragraphs to be extracted together, for example, or words in a full justified paragraph, where the space between words may be larger than normal. Note: The OCR engine treats a group of words as a line, although the words may not necessarily all on the same horizontal plane, as one might think of a line of text. To the OCR engine, both examples shown are two lines. Setting either Vertical or Horizontal spacing to zero will bridge gaps of any size. Both settings at zero will combine all available words into a single searchable string. You can use the Measure feature to help determine the gap settings. Click the Measure ( ) icon in the Template Designer toolbar and then drag your mouse pointer on the Design Canvas from one point to another to measure the distance. The Measurement dialog box will appear to display the line s X and Y coordinates. To specify limits to the spaces between consecutive words and lines, in the Word Spacing subgroup that appears, select: Vertical To specify the maximum number of pixels high the space between words or lines can be to be valid. Horizontal To specify the maximum number of pixels wide the space between words or lines to be valid. Example: Control Extraction by Controlling Gaps. Use the Word Spacing settings to control your extraction results, based on the empty spaces between words. In this example, Horizontal Word Spacing has been set to 200 pixels. There is a 150-pixel wide gap between the right edge of the first line and the left edge of the second line. Since this falls within the specified spacing distance, the pattern match for the Zone is successful. If the document has a larger 500-pixels gap between lines, the pattern match is not found. GlobalCapture Guide Template Management 125

136 Repetitions The Repetitions subgroup is contextual and appears when configuring a Directional Zone. To specify limits of the number of Zone repetitions for repeating Zone types, enable the Repeating checkbox and then select: Min To specify the minimum number of repetitions. The Zone must contain at least these many repetitions to be valid. Max To specify the maximum number of repetitions. The Zone will not extract more than these many repetitions. From Parent Edge The From the Parent Edge subgroup, like Repetitions, is contextual and appears when configuring a Directional Zone. It is required by a Directional Zone. To choose the direction relative to the parent Zone to locate the child Directional Zone, enable one of the following: Left To specify that the Zone is located to the left of the parent Zone. Top To specify that the Zone is located above the parent Zone. Right To specify that the Zone is located to the right of the parent Zone. Bottom To specify that the Zone is located below the parent Zone. Barcode To specify Zone for a BCR (Barcode Character Recognition) in the Barcode group, enable Barcode and then select: Enhance To enhance the barcode image temporarily to improve extraction results, enable the checkbox. Orientation To set the direction in which the barcode will be read, enable one of the following checkboxes: o East Read the barcode from left to right. o South Read the barcode from top to bottom. o North Read the barcode from bottom to top. o West Read the barcode from right to left. Symbology In the Symbology group, select one or more barcode symbology specifications. Scan Sensitivity To set the scanning intervals, enter a number in the text box or use the scrollbar arrows to adjust the number. A greater interval value means faster performance, but a lower recognition confidence level, and vice versa. The default setting is 5. Create, Edit, and Delete Zone Groups You can organize your Zones into Zone Groups, in a folder hierarchy. This is particularly useful when you have lots of Zones in your Template. 126 Template Management GlobalCapture Guide

137 Create Zone Groups 1. To create a Zone Group, in the menu bar, click the Add (plus sign) icon. 2. In the drop-down menu, click Group ( ) icon. Add Zone or Group Menu 3. In the New Group Name dialog box, enter a name for the Group. Group names cannot be duplicated (this is case-insensitive). 4. Click Create and the Group will appear in the Zones Pane. Edit Zone Groups 1. To change the name of a Zone Group, in the Zones Pane, click the More Options (three dots) icon to the right of the Group. 2. In the drop-down menu, click the Rename ( ) icon. 3. Enter a new name in the New Group Name text box. 4. Click Rename. Delete Zone Groups CAUTION: Deleting a Zone Group removes it, any Zones in the Group, any nested child Groups, and any of their Zones permanently after you have saved the changes to your Template. 1. To delete a Zone Group (and any Groups of Zones nested in it), in the Zones Pane, click the More Options icon to the right of the Group. 2. In the drop-down menu, click the Delete ( ) icon. 3. In the confirmation dialog box, click Delete. Delete a Zone Group GlobalCapture Guide Template Management 127

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139 User Functions Section III covers the features that end users need to make the best use of GlobalCapture. User activities include validating documents and indexing data. The section also includes user preferences. The chapters in this section include: Scan Documents View Documents Batch Manager User Settings This chapter explains the interface between your scanner and GlobalCapture. This chapter explains the main document interface for viewing and editing capture documents and data. This chapter explains the Batch Manager interface for monitoring documents and data in the workflow process. This chapter explains how to set personal preferences for the interface, scanner settings, and OCR performance. GlobalCapture Guide User Functions 129

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141 Scan Documents You can scan documents, individually or in batches, directly into GlobalCapture into selected destination Workflows from your local desktop TWAIN scanner. Once captured, the documents images can be improved for OCR, broken out into separate documents, and indexed for future Searches. Select and Configure Desktop Scanner 1. Have a locally attached TWAIN scanning device connected and powered up, with the scanner drivers installed and functioning properly. 2. Click the Scan button on the GlobalCapture home page or the Scan ( ) icon on the toolbar. 3. In the Scan interface, click the User Settings icon and select the Scanner tab. 4. In the Active Scanner text box, select the appropriate driver. If you have a single TWAIN driver, the available scanner will appear in the Active Scanner box. 5. To configure your scanner, click the Scanner Settings ( ) button found to the right of the Active Scanner text box. The dialog box which will appear is dependent upon the scanner you have selected. Refer to your scanner documentation for details. 6. To change the API port from the default, enter the port number in the Change API Port text box. 7. If your server implementation uses SSL, enable the Use SSL checkbox, which is enabled by default. Consult your IT department for details. 8. If SSL is implemented, to change the SSL port from the default, enter the port number in the Change SSL Port text box 9. Click Save to save your settings and close User Settings. Scanner Settings GlobalCapture Guide Scan Documents 131

142 Scan into GlobalCapture 1. Click the Scan button on the GlobalCapture home page or the Scan ( ) icon on the toolbar. 2. In the Select Destination dialog box, select a Workflow from the Workflow drop-down list. Select a Destination Workflow 3. Click Scan. There will be a pause while the image is processed and then the scanned document appears in the Scan interface. If the Workflow selected releases to an Archive and Fields have been assigned in that Workflow, then the Index Fields Pane will appear. If it releases to an Inbox, it will not. 4. To scan additional documents, on the GlobalCapture toolbar, click New Scan and repeat steps two and three. As you add scans, they will be added to the Scanner Station Thumbnails Pane. 5. On the GlobalCapture toolbar, click Save; the documents will then be processed by their selected Workflows. Scanner Station The Scanner Station opens to display the first page of the scanned document. If there are more than one page in the document, there are several ways to select and view additional pages, including scrolling. The Scanner Station interface is similar to the Validation Station interface. Please refer the following View Documents chapter for details on document and data control and navigation and for using the KeyFree Indexing feature. The Scanner Station has two additional features to help make scanning and capturing faster and easier; persistent Field values and persistent Workflow selection. 132 Scan Documents GlobalCapture Guide

143 GlobalCapture Toolbar Scanner Station Menu Bar Thumbnails Pane Document View Area Index Fields Pane Scanner Station Persistent Field Values With persistent Field values, you can retain indexing values in your Fields in your Scanner Station. If you need to scan and capture several invoices from the same vendor, for example, just enter the vendor name at the first capture, lock the Field, and your vendor name is automatically entered from your Scanner Station for the following invoices. The vendor name will persist until you either change the information or unlock the Field, from document to document and from scan to scan. 1. To configure Field values as persistent for your workstation, enter data in Fields, and click the Lock ( ) icon for the specified Fields. 2. To configure all the Field values presented in the Scanner Station as persistent, click the lock icon in the menu bar. 3. To return to entering Field values each time you scan, click the Unlock ( ) icon for specified Fields. You can change Field values without first unlocking Fields. When you do so, the new value will persist. Persistent Workflow Selection If you are scanning more than one document into the same Workflow, instead of selecting a Workflow every time you press the New Scan icon in the scanner menu bar, you can use the Workflow feature. Select a Workflow and your choice remains until you select another Workflow or until you are done scanning and close the page. Upon page load, or if no Workflow is selected when you click New Scan, the Select Destination dialog box will appear so you may select a Workflow and scan. 1. To retain your Workflow selection while scanning several documents, in the GlobalCapture toolbar, click the Workflow icon. 2. In the Select Destination dialog box which appears, select your Workflow and click Scan. When you click New Scan for other documents, your Workflow is already selected. GlobalCapture Guide Scan Documents 133

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145 View Documents If a GlobalCapture Workflow encounters a document and its data which needs to be manually validated, you will need to use the Batch Manager and the Validation Station interfaces. The GlobalCapture Validation Station has several options available for viewing, indexing, and editing documents. Please refer to the Batch Manager chapter for details. Note that the number of documents waiting for validation will show in a small circle on the Validate button on the GlobalCapture home page or the Validate ( ) icon in the toolbar to alert you to documents needing user action. The GlobalCapture Validation Station is where you view a captured document, add or modify data, modify the document, and rearrange pages. It is where you interact with your business information. The Validation Station will show an image of the selected document, the indexing data used to find and classify the document, and various ways to view, edit, and output the document. Open Validation Station 1. To view and validate data and documents for capture in a Workflow, enable the checkbox on one or more documents in the Batch Manager which has the status Validation. 2. In the Batch Manager menu bar, click GlobalCapture Validation. GlobalCapture Toolbar Validation Station Menu Bar Document View Area Index Fields Pane Thumbnails Pane Validation Station The Validation Station opens to display the first page of the captured document. If there is more than one page in the document, in addition to scrolling, there are several ways to select and view additional pages. The Validation Station has specialized areas and menus for viewing your document. These areas include: Validation Station Menu Bar Use to access document viewing, editing, and navigation. Document Pane Use to show an image of the document. Index Fields Pane Use to show the data for indexing a document (the metadata). Thumbnails Pane Use to manage and navigate the documents in the Validation Station. GlobalCapture Guide View Documents 135

146 Document Control and Navigation Viewing a document in the Document View Area can be adjusted in several ways. Select one or more options from the Validation Station menu bar: Document Scaling Use Zoom In and Zoom Out to resize the document image, or use the Fit Width, or Fit to Page. Rotate Use to rotate the document image. Transform Use to choose from the following image enhancement features: o Despeckle Use to reduce banding or visual noise often appears in a scanned image. o Deskew Use to straighten a skewed image. o Color Dropout Use to convert a color or grayscale image to black and white. o Crop White Use to remove white borders around an image. o Crop Black Use to remove black borders around an image. Document Position Use Pan to change the position of the document being viewed. Full Screen Use Fullscreen to enlarge the Designer to the full width of your display screen or restore it to normal size. You can navigate to another page in the document in the Document View Area by selecting one or more options from the Validation Station menu bar: Next (right arrow) Move from one page to the next. Previous (left arrow) Move back a page. Thumbnail View Select a page in the Thumbnails Pane. You can navigate to more than one document in the Pane. You can manage page and document selection using the Page Actions menu bar, located at the bottom of interface. Choices include: Select All Use to select all the pages in the Thumbnails Pane. Delete Page(s) Use to delete all the selected pages. The deleted pages will be removed from the Thumbnails Pane. Burst Page(s) Use to separate a document into two different ones within the Thumbnails Pane. The selected pages will become the new document and move to the bottom of the Pane. Insert from Scanner Use to add documents from your import scanner. Enable Multiple Selection Use to provide checkboxes to select multiple pages in the Thumbnail Pane. If this is enabled, use the Clear Selection (X) icon to unselect the checkboxes. Use the Validation Station menu bar to perform various functions: Save Use this to save changes to the current document and its data. Close Use this to close the current document. User Settings Use to set user preferences. Log Out Use this to close out of the Validation Station interface. 136 View Documents GlobalCapture Guide

147 View Thumbnails Images of the document pages are displayed in the Thumbnails Pane, located on the left-hand side of the Validation Station interface. This is particularly useful for navigation if there is more than one page to the document. Thumbnails can be used for page navigation and for the bursting edit method. In the Thumbnails Pane, you can select single or multiple pages at one time: To select a single page, double-click on the Thumbnail or enable the checkbox. To add pages to your selection, double-click on the additional pages. To select more than one Thumbnail at a time: a. Click the More Options (three dots) icon found at the bottom of the Thumbnails Pane. Checkboxes will appear next to the Thumbnails to indicate that the Multiple Selection mode is activated. b. To select Thumbnails, enable the Thumbnail checkboxes next to them. c. To disable the Mode, click the More Options icon again and click Disable Multiple Selection. To select all the Thumbnails in the pane, click on the More Options icon and choose Select All. To clear your selection, choose one of the following: o Uncheck the Thumbnails checkboxes. o To clear all of your section, click the Clear Selection ( X ) icon. Configure Indexing Data Like the digital equivalent of tabs on paper file folders, Index Fields gives you the ability to classify and search for documents. Unlike paper filing systems, you can quickly resort them in various ways, based on individual status values and search through them using different methods. The Index Fields Pane shows you the Fields for the current document, where indexing data is entered and stored. You can type in indexing data and use your mouse pointer or keyboard TAB key to move from Field to Field. With KeyFree Indexing, you can add data with a click of your mouse button. The circle icon to the right of the Field indicates confidence level in the data. If the circle is red, it indicates a problem with confidence in the results. Place your mouse pointer over it to see a tooltip with the exact confidence level. You can then click on that Field s text box and enter or modify your data. That data is considered to have 100% confidence once you have saved and approved the document. Edit Indexing Data Manually Depending upon how the Workflow is configured, you can manually enter indexing data into Index Field or a Table Field (a group of fields at the bottom of the Validation Station in a grid format, consisting of columns and rows like a spreadsheet). In Fields configured as Multi-Value Fields, you to enter more than one value for the Field. Some Fields have a Pick List (a drop-down list), or Dynamic Pick List (a drop-down list whose choices are based on the value selected in another Field). (Note that The Tabular Data feature is included in the GlobalSearch Corporate Edition, and optional in the Professional Edition.) 1. Manually enter data into the Index Field or Table Field text boxes: GlobalCapture Guide View Documents 137

148 Enter or edit data in the Field text box. Use standard Windows mouse and your keyboard arrow keys to move around in a single Index Field. Some Index Field may already have data from the capture and index process or because they are System Fields. Enter one or more values in a Multi-Value Search: a. Enter a value in the first Field text box. b. To enter additional values, click the Add (plus sign) button and add the value in the Add Value text box. Select a value from a Field drop-down list. A drop-down pick list may be configured to filter values based on a Dynamic Pick List. Use Dynamic Pick Lists to quickly filter through indexing data choices. They can appear both inside and outside of Table Fields and Multi-Value Fields. Use CTRL+A on your keyboard to select all the data in an Index Field. 2. To move from Field to Field, use your mouse pointer or use your keyboard TAB key to go down the Fields and SHIFT+TAB to go back. 3. Click Save Changes. KeyFree Indexing Use KeyFree Indexing to rapidly extract high-value data with without having to do any typing, which can take time and create opportunities for manual entry errors. With KeyFree Indexing activated, just click on any text on the document to populate your Fields. You can also use KeyFree Indexing to enter data into Table Fields, making it easy to input line-item data. Example: Use KeyFree. KeyFree Indexing is especially useful in low-to-moderate volume, unstructured document environments such as for sales order processing and accounts payable applications. Use KeyFree Indexing in situations where there are: Volume of documents per day Unstructured documents Typewritten data Several Fields to enter data into No handwriting recognition Vendor invoices, packing slips, orders, contracts (can be any format, not just scanned files) 1. To start indexing with KeyFree, select a document in Batch Manager and open it in the Validation Station. 2. With the document open, click KeyFree ( ) icon on the menu bar. The first Field text box in the Index Fields Pane becomes highlighted and the KeyFree icon turns yellow to indicate that it is active. 138 View Documents GlobalCapture Guide

149 KeyFree Indexing After a brief setup cycle, when you place your mouse pointer over the image of the document, a small KeyFree tooltip appears which indicates the text which would go into the first Index Field or Table Field. 3. Place the mouse pointer over the document to highlight your selected text and KeyFree automatically adds to the tooltip. The Field indicated in the tooltip indicates the Field highlighted in the Index Fields or Table Fields Pane. Select Text and Capture to Index Field or Table Field 4. Select the characters or words on the document to be extracted and the text will appear in the corresponding Field. Selection can be done several ways: Click on a single word. Drag the mouse pointer across multiple words to highlight and select your text. To select multiple words that are not in sequence, use the SHIFT key on your keyboard while clicking or dragging selected text. Press the ALT key on your keyboard while clicking or dragging on the text to generate an edit box which allows you to make changes in the selection before putting into an active Field. This is useful if document quality has reduced OCR accuracy. Tip: KeyFree Indexing with Multiple Words. You can drag the mouse pointer to select data for a Table Field. For example, to capture line items on an invoice, drag the mouse pointer down a single column of data to populate a column of the Table Field, such as quantity or unit cost. The number of rows will automatically expand to accommodate the rows of data being extracted. The selected text populates the highlighted Field and then advances, highlighting the next Field. 5. Repeat the process for selecting Index Field text on the document to fill the additional Fields. GlobalCapture Guide View Documents 139

150 6. In addition to automatically advancing through the Fields as KeyFree data is entered, the active Field can be selected: Click to select the Field in the Index Fields or Table Fields Pane. Press your keyboard TAB key to move to the next Field. Press SHIFT+TAB on your keyboard to move to the previous Field. 7. Click the icon again to turn off KeyFree when done. KeyFree Indexing will turn off automatically after entering data in the last Index Field. KeyFree User Settings Source documents can come in a variety of formats and levels of quality. KeyFree Indexing uses optical character recognition (OCR) technology to pull data from the document image. OCR technology is not 100% accurate and results are largely based on the quality of the scanned image. Fuzzy printing, wrinkles, or dirt may affect the results. In general, the default settings work well, but some images may benefit from customizing your OCR settings to match the document. KeyFree User Settings configure only the local user settings in the web client and do not affect the settings in the desktop client. 1. To configure KeyFree settings, from the User Settings on the GlobalSearch toolbar, select the KeyFree tab. 2. To restore the KeyFree Indexing to the factory default settings: a. Click Set Defaults. b. Click Save. 1. On the KeyFree tab, in the General Text Extraction group: Move the Speed/Accuracy settings slider to the left for faster OCR and to the right for slower but more accurate OCR processing. To select the letter case used for extraction, select from the Case Recognition Mode list: o Auto Case Use for text to retain the capitalization seen in the original document. o Small Case Use to enter text in lowercase letters in a Process Field. o Capital Case Use to enter text in uppercase letters in a Process Field. From the Text Types drop-down list, select the type of text that will be recognized for OCR. You can select more than one Text Type, but for best results keep the number of types selected to a minimum. Text types include: o Normal The default selection for most serif or sans serif text from a modern printer. o Typewriter Use for text from a typewriter. o Matrix Use with text from a dot-matrix printer. o OCR_A Use for text set in OCR A monospaced font designed for OCR. o OCR_B Use for text set in OCR B monospaced font designed for OCR. o MICR_E13B Use when indexing a check or other banking documents which uses this MICR (Magnetic Ink Character Recognition Code) font. o MICR_CMC7 Use when indexing a check or other banking documents that uses this font. To select a language for the OCR engine to apply when extracting, in the Language Extraction group, click the expansion arrow and select a language from the list. Choices include English (the default), French, Spanish, Portuguese, German, Italian, Romanian, or Dutch. Enable the Low Resolution Mode checkbox to specify whether text on an image with low resolution is recognized. This is useful when recognizing documents such as faxes or ones with poor print quality. 140 View Documents GlobalCapture Guide

151 KeyFree Indexing Settings 2. In the Image Detection group, select one or both checkboxes: Correct Inverted Image Select this option to invert white text on a black background to the more usual black text on a white background during the OCR process. Correct Orientation Use this option if an image has been scanned in an upside-down or sideways position to automatically reposition it. (In general, you will get better results using this setting than using the Rotate button while in KeyFree mode.) 3. More text extraction options can be found in the Advanced Text Extraction group: Remove Garbage Use to remove excess dots that are smaller than a certain size from the image during objects extraction (despeckle). Remove Texture Use to temporarily remove the background noise during OCR which might interfere with text recognition. Detect Matrix Printer If the source document was produced on a dot-matrix printer, use this option to interpret the text more accurately. Detect Porous Text Use to detect regions of the document with porous text. Detect Text On Pictures If the document has text on an image or colored background, use this selection to increase the contrast between the image and the text. Enable Aggressive Text Extraction Use to enable the OCR engine to attempt to extract as much text on the image as possible. This is useful when the image contains some low-quality text. (Although it may still require manual correction.) Fast Objects Extraction When speed is required more than a high level of OCR accuracy, select this setting. Prohibit Color Image Use to instruct the OCR engine to skip text laid over an image or colored background and to only scan the black-and-white text. 4. In the PDF Layer Reuse Mode drop-down list, select a PDF layer to reuse to specify how to use the text and image layers of the source PDF file. Do not use this if the source file contains only raster-based data, such as image-only PDFs. Auto Use to have the OCR engine use both text and image layers. This is useful in most cases. Do Not Reuse Choose this if you do not want to use the text layer which exists in the PDF file. Content Only Use to have the OCR engine use only text layers in the PDF file, if they exist. 5. Click Save. GlobalCapture Guide View Documents 141

152 Save Data and Documents Saving data and documents in the Validation Station is context sensitive, depending upon their status in a Workflow. Note that if you are working with several documents at one time, Save settings apply only to the document in open in the Validation Station. Save a Document after Validation After viewing and validating a document, there are three states in which a document may be saved: Approve Use to return the document to the Workflow to follow the Approved process. Deny Use to return the document to the Workflow to follow the Deny process. Save without Action Use to save changes made in the Validation Station without continuing the document through the Workflow. The document remains with the Validation status in the Batch Manager. This is useful if you need to check something or take a break before continuing you re your approval process. Save a Document after a Workflow Error After reviewing a document which has previously errored out of or has completed a Workflow, choose from the following: Save and Ready Use to save any changes and drop the document back into the Workflow at the point where it errored. Save and Move Use to save changes and then return the document to the Workflow for further processing. In the Select Destination dialog box, choose where in the process to place the document (represented by a Workflow Node in the drop-down list), and then click Save. This is very helpful for testing and troubleshooting a Workflow. Save Manually Completed Use to save changes and remove the document from the Workflow, but does not delete it from the Batch Manager. This is helpful if you want someone else to review the document or if you do not have permissions to the delete the entry. Save without Action Use to save changes made in the Validation Station without returning the document to the Workflow. The document remains with the Errored status in the Batch Manager. Delete Process Use to delete the document from the Workflow and Batch Manager. Tip: Name Nodes for Efficient Save and Move Selection. Nodes are listed in the Save and Move menu option in alphabetical order according to the Node s title. If Save and Move will be commonly used in your Workflow, consider using a title-naming convention that makes the list user for users to navigate while validating documents. For example, begin with an abbreviation indicating the Node type to group them or begin the title of the most commonly selected Node with the letter A. 142 View Documents GlobalCapture Guide

153 Save a Completed but not Deleted Document If a document has completed a Workflow but is not deleted from GlobalCapture, choose from the following: Save and Move Use to save changes and then return the document to the Workflow for further processing. In the Select Destination dialog box, choose where in the process to place the document (represented by a Workflow Node in the drop-down list), and then click Save. This is very helpful for testing and troubleshooting a Workflow. Save Without Action Use to save changes made in the Validation Station without returning the document to the Workflow. The document remains with the Completed or Manually Completed status in the Batch Manager Delete Process Use to delete the document from the Workflow and Batch Manager. Validation Station Hot Keys Hotkey support has been added to speed up validation processing actions. The following key combinations are available: Save CTRL+S. Approved CTRL+UP ARROW. Deny CTRL+DOWN ARROW. Discard Changes CTRL+D. Rapid Adapt Forms Learning Workflows can be configured to automatically extract data from documents in standardized forms. Occasionally the Workflow will process a document that does not match the current data extraction configurations (called Templates ). If a document does not match the current configurations, it will leave the Classify Node in an Unclassified state. If the feature has been enabled for you, you can create a Template on-the-fly using the Rapid Adapt forms tool accessed from the Validation Station interface. For example, you have an invoice which has not been classified by an existing Template because it is from a new vendor. You can quickly create a new Template for that vendor, if you expect to encounter additional invoices which use this format. In the Rapid Adapts tool, you will need to configure specific information about your document: Markers Use to indicate data which uniquely identifies a document. Field Zones Use to the areas of the document with the necessary data. 1. From the Validation Station menu bar, click the Rapid Adapt ( ) icon (if enabled). The Index Fields Pane is replaced by the Rapid Adapt Pane, showing a Template Wizard. GlobalCapture Guide View Documents 143

154 Rapid Adapt Pane in the Validation Station 2. To create a Marker which identifies unique text in your document, click Add Marker. There will be a pause while the image is processed. 3. Click on the words which will uniquely identify this document format. (For example, mark the company name and phone number.) You may add as many Markers as needed to ensure that the document format is uniquely identifiable. All of your required Markers are listed at the bottom of the Rapid Adapt Pane and can be deleted by clicking on the Delete ( X ) icon next to the Marker. Create a Marker with the Rapid Adapt Tool 4. Click Next. 5. Click Add Zone. a. Drag your mouse across the data to be extracted for the Fields. Make sure that the box your draw is large enough to fit data which may appear in other documents of this format. (For example, a very long order number.) b. In the Select Field dialog box, select the Field into which the extracted data should be placed from the drop-down list. c. Click OK. d. Repeat these steps for each Field to be populated. 144 View Documents GlobalCapture Guide

155 All of your data extraction Field Zones are listed below the required Markers and can be deleted by clicking on the Delete icon next to the Zone. 6. Click Next. 7. Enter a name in the Template Name text box. 8. Click Save Template. 9. Click the Validation Station Save button. The Template is added to the Load Template list, where an administrator may edit or delete it like any other Template. GlobalCapture Guide View Documents 145

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157 Batch Manager The Batch Manager interface is where you monitor the progress and history of documents in your GlobalCapture Workflows (also the GlobalAction Workflows, if you use GlobalSearch with GlobalCapture). You can view the full history of documents through the Workflow process, including which Workflow, Nodes, and Process Fields have affected the document. Performance metrics can be seen at a glance on a single graph, for real-time process analysis. Within Batch Manager, you can easily filter your Workflow documents by status, or search for Batches by ID, name, or date ranges to target the documents you need. From the Batch Manager, you can quickly locate and access documents which may need to be viewed, validated, or edited in either the GlobalCapture Validation Station or the GlobalSearch Document Viewer. (Refer to the GlobalSearch Administrator Guide for details on using the Document Viewer.) Batch Manager Access Batch Manager Access Batch Manager in one of the following ways: To access Batch Manger via your web browser: a. Use the URL provided by your IT department. Your default browser opens, you are possible asked for credentials, and then the GlobalCapture home page will appear. b. Click the GlobalCapture Validate ( ) button to go to the Batch Manager. The number of documents waiting for validation will show in a small circle on the Validate button on the GlobalCapture home page to alert you to documents needing user action. To access Batch Manager from the GlobalSearch web client for GlobalAction, on the GlobalSearch toolbar, click Batch Select (stack of hard drives) icon and select a Batch Portal. To access Batch Manager from the GlobalSearch desktop client: a. On the Workflow tab, in the Workflow Management group, click Batch Manager. b. If prompted, enter your username and password in the Authentication Required dialog box and click Log In. c. Select a Batch Portal. GlobalCapture Guide Batch Manager 147

158 To use all of the Batch Manager features, make sure that the pop-up blocker feature in your browser is disabled. Access Batch Manager from GlobalCapture, GlobalSearch Web or Desktop Client Batch Manager Interface The Batch Manager interface is where you view Workflow documents, their history and settings, and Workflow Batch analytics. GlobalCapture or GlobalAction Toolbar Batch Manager Menu Bar Batches Pane Validation Station Button Filter Workflow Search Box Advanced Button Clear Button Process Tabs Batch List Scrollbar Batch Manager Interface Batch Manager Menu Bar The Batch Manager menu bar provides navigation through Batch documents and to the GlobalCapture Validation Station, Batch actions, and Batch documents searching. Features include: Refresh Click to refresh the Batch List to update any changes that have been made. Batch Actions Enable the checkboxes to select documents from the Batches Pane and then choose a menu item. Refer to the Delete Documents and Remove Documents from Process sections below for details on Batch Actions. Pages Select from the menu how many documents will be shown at one time on per page (the default is 50). You have the choice of 20, 50, 100, or 200 documents per page. GlobalCapture Validation Click to launch documents one at a time out to the Validation Station for validation actions. Filter Workflow Search Batches by all or part of a Workflow name. Advanced Click this to open the Advanced Searching dialog box to search for documents in the Batch Manager. Refer to the Advanced Searching and Filtering section below for details. Clear Click to clear your search and filter parameters. 148 Batch Manager GlobalCapture Guide

159 Batches Pane The Batches Pane lists Workflow documents with information about each entry. Errored entries are listed in red to facilitate troubleshooting efforts and necessary manual completion tasks. Errored Batches can indicate that a Workflow process may need to be modified for best results. Enable the checkbox next to each document to select it. Click the List column headers to resort by that column. Columns include: Date The date and time that the document ran through the Workflow. Batch ID The Workflow batch identification number. Refer to the Validate Captured Documents section below for details on GlobalCapture actions which may be performed from this column. Process ID The GlobalCapture or GlobalAction individual document Workflow identification number. Type The type of Workflow. GC indicates a GlobalCapture Workflow, GA indicates a GlobalAction Workflow, and CW indicates a legacy Capture Workflow. Workflow The name of the Workflow that the document is or has been processed through. Status The status of the document in the Workflow process. Refer to the Filter Batch List section of the Batch Management chapter below for details on the status. Process Tabs The Process Tabs shows you the status and history of a Workflow document. Select a document in the Batches Pane to select it and Process information and actions become available to the right of the Batches Pane. To close a tab, click on another tab or click the Close ( X ) icon to close all of the tabs. Tabs include: Documents The document location of a document in a Windows directory. If the Workflow has a Release Node configured to delete on release or a Delete Pages Node to delete all pages, the Document tab will be empty, because the documents have been purged. If the Workflow is does not have delete on release configured, Documents shows the file path for working document. History Select to see the step-by-step history of the selected document through the Node processes of a Workflow. This is a useful audit trail for analyzing documents and their Workflows. It lists the type of Node, the title of the Node, and the action taken at that point in the process. Process Fields Select to see Process Fields and the data that was extracted as the document went through a Workflow process, as well as the confidence level the extraction was assigned. If there is no current value or if it is not applicable to that document, No Value appears in red for entry. If you have a Workflow with no Process Fields assigned, you will still see the system values. Process Actions Select from the menu of Workflow process actions for the document. The menu context-sensitive; choices will show depend upon whether the document is in a GlobalCapture or a GlobalAction Workflow. o GlobalCapture Workflow Select from the following menu choices: GlobalCapture Validation Click to launch the selected document to the Validation Station for viewing and validation actions. Remove from Process Click to release the selected document from a GlobalCapture Workflow process. This will not finish the Workflow and release to the configured destination. Approve Click to approve the document to proceed in the Workflow. GlobalCapture Guide Batch Manager 149

160 Deny Click to deny the document to proceed in the Workflow. o GlobalAction Workflow Select from the following menu choices: Remove from Process Click to release the selected document from a GlobalAction process. Launch Document Click to launch the selected document to the GlobalSearch Document Viewer for viewing and index editing. Queue Actions Click to complete a Queue action in a Workflow without having to view the document in the Document Viewer. Select from the list of any available Queue actions. Filter and Search Batches Quickly access entries to check status and performance, by using the Advanced Searching feature. Filter Workflows To search for all documents in a specific Workflow, enter the name or part of the name of the Workflow into the Filter Workflow search box. Filter by Batch or Scan User To filter documents by Batch or by Scan User, right click to select a document in the Batches Pane and open the context menu and choose one of the following: To filter your results to show documents only in that Batch, place your mouse pointer over the Filter by option and select Batch. To filter your results to show to show only the documents scanned in by specific user, place your mouse pointer over the Filter by option and select Scan User. Advanced Searching and Filtering Quickly access batches of documents to check their status and performance using the Advanced Searching feature. Click Advanced to open the Advanced Searching dialog box. Batch Manager Searching and Filters Filter Batch Lists While searching is used to return a large list of results, filtering is used to edit that list to one targeted to the results you need. To give you the largest pool of documents to begin your filter process, by default no filters are active. As you select a filter button, documents with the selected status are removed from the search results. The filter button changes from a distinct color to gray when you turn off a status. 150 Batch Manager GlobalCapture Guide

161 The status and its indicating color are also seen in the Status column of the Batches Pane. 1. In the Advanced Searching dialog box, click one or more of the filter buttons to filter entries by status: Processing (darker blue) Documents which are currently being processed in a Workflow. Processed (lighter blue) Documents which have completed their legacy Capture Workflow process but has not yet been picked up by the Import Engine. Completed or Manually Completed (green) Documents whose process has been completed (manually or automatically) and have exited the Workflow. Errored (red) Documents which have been halted in the Workflow process due to a processing error. Queued/Validation (orange) Documents which are currently being processed in a Workflow and are waiting for an action: o In a GlobalAction Queue either waiting for a user to take action or completing a sub-process system action. o A GlobalCapture validation step waiting for a user to take action. Behind the Scenes: A GlobalCapture document that was not deleted from the process can be found in the getsmart/captureprocessing directory. 2. To filter the list by the type of Workflow, enable one or more of the GlobalCapture Workflow, GlobalAction Workflow, and Capture Workflow checkboxes. When you enter the Batch Manager interface from GlobalSearch, the Advanced Searching selection defaults to GlobalAction. When you enter from GlobalCapture, it defaults to GlobalCapture. If you have GlobalCapture and GlobalAction Workflows, you may select to view both in the filter list. 3. Click Search. Advanced Searching Settings Search for Documents You can search for documents using various search criteria. Search by the Process ID number (which is assigned sequentially as each Batch is run), by the name assigned to a Workflow, or by a date or date range. GlobalCapture Guide Batch Manager 151

162 1. To search in a Batch with a specific ID number, enter the Process ID the Process ID text box. 2. To search by Workflow, enter the name or part of the name into the Workflow Name text box. 3. To restrict a search to a defined time period, enter a date in the From Date and/or Until Date text boxes. Select or Deselect Documents 1. To select a document, double-click on it in the Batch List or enable its checkbox. 2. To select or deselect all the documents, on the top-left corner of the Batches Pane, click Select All. Sort Documents You can sort the documents in the Batches Pane by clicking any column heading: 1. Click once to sort in ascending order. 2. Click again to reverse to descending order. Performance Reporting Batch Manager reporting functionality presents administrators and user with important information on Batch process performance. Delays in document processing can now be seen easily via a graphical interface, allowing them to quickly identify bottlenecks, OCR performance degradation, or a possible need for load balancing. View History Step-by-step history of a document through a Workflow can be viewed in the History Process Tab. History Tab View, Edit, and Validate Documents Documents can error out of a Workflow due to inaccuracies while indexing or capturing, such as a low confidence level in the OCR results, data truncation or mismatched data types. When this happens you can manually correct the errors or delete the documents from the Workflow, (with proper permissions). 152 Batch Manager GlobalCapture Guide

163 To manually correct errored documents, you will need to edit them from either the GlobalCapture Validation Station or the GlobalSearch Document Viewer, depending upon which Workflow the document is in. The pop-up blocker feature in your designated browser will need to be off. Edit GlobalCapture Documents From the Batch Manager, you can monitor for documents in a GlobalCapture Workflow which require manually validation as part of the capture process (indicated by the yellow color in the Batches Pane). If validation is needed for a document, you can open the Validation Station with a click of a button to view it and make any necessary changes. 1. To open documents in the GlobalCapture Validation Station for a closer inspection, select documents the list in the Batches Pane, and choose one of the following: On the Process Actions tab, click GlobalCapture Validation. On the Batch Manager menu bar, click GlobalCapture Validation. Right-click on the document and in the Validate menu select Process. 2. To validate GlobalCapture documents that is at the Validation stage, choose one of the following: To validate documents by Batch ID number, select Validate > Batch. To validate the document by Process ID number, select Validate > Process. Edit GlobalAction Documents From the Batch Manager, you can also monitor for documents in a GlobalAction Workflow which require manually editing as part of the document workflow process (indicated by the yellow color in the Batches Pane). If editing is needed for a document, you can open the Document Viewer with a click of a button to view it and make any necessary changes. For details on the Document Viewer, refer to the GlobalSearch Administrator Guide. 1. To open documents in the GlobalSearch Document Viewer for a closer inspection, select one or more errored or in-process Batches from the list in the Batches Pane. 2. Select Launch Document. Launch Document Validate Documents 1. In Batch Manager, select a Batch from the list in the Batches Pane which requires editing. 2. Click on the Documents tab. A list of documents which failed to import will be displayed. GlobalCapture Guide Batch Manager 153

164 3. To open a document in the Validation Station, double-click on the document or highlight the document and click the Edit (pencil) button. The problem Field is outlines in red. 4. Correct any erroneous data in the Index Field. 5. To save any changes, click Save. The corrected document will be automatically removed from the Documents tab of the Errored Batch. Once all documents have been edited or accepted, the status of the Batch will change to Manually Completed. 6. Repeat steps 2 through 5 to correct additional errored documents. Remove Documents from Process Documents may need to be taken out of the Workflow because were they either in the wrong Workflow or because they need further work before processing. This will not finish the Workflow and it will likely not release to the configured destination (it is more likely to remain in the working directory). The most likely use for this command is to delete entries from a bad batch. As you cannot delete an entry unless it is completed, manually complete the process with the Remove from Process button, and then delete your entry. 1. Select one or more errored or in-process documents from the list in the Batches Pane. 2. To manually complete a Batch and then release all the documents in that Batch from a Workflow, choose one of the following: On the Batch Manager menu bar, in the Batch Actions menu, choose Remove from Process. Click the Process Actions tab, which appears when a selected GlobalAction document is in a Queue, is processing, or is errored, and select Remove from Process. Remove from the Workflow Process Tip: Typical Reasons for Workflow Failure. Workflow-based errors can occur when something is wrong with the Workflow, such as a source or output location has been moved, renamed, or the service account doesn t have access. Errors of this type will be seen on the History tab. Document-based errors occur when something is wrong with one or more documents that have entered the Workflow. Errors of this type will be seen on the Documents tab. Fix the issues, then, depending on where in the Workflow the error was encountered, you might need to return to Batch Manager and manually process the documents that had entered the Workflow prior to the error manifesting. 154 Batch Manager GlobalCapture Guide

165 Delete Documents There are times when deleting document is required. This is especially true during initial testing of the system, or when Batches of documents are complete and no longer relevant to the capture process. CAUTION: Deleted documents cannot be recovered. Because of this a user must have permission to delete an errored document and a message will appear to confirm the deletion. 1. To delete, select one or more documents from the list in the Batches Pane by enabling the checkbox to the left of each document. 2. On the Batch Manager menu bar, click Batch Actions and select Delete from the drop-down menu. 3. Confirm your intention to delete the documents. GlobalCapture Guide Batch Manager 155

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167 User Settings You can set preferences for your GlobalCapture interface from the User Settings tabbed dialog box, such as the interface language, scanner settings, Data XChange, or tweaking OCR settings. 1. To access User Settings, on the GlobalCapture toolbar, click the User Settings (gears) button. 2. Select the Language, Data Xchange, KeyFree, or Scanner tab. 3. Choose the user settings (refer to the rest of this chapter for details on setting choices). 4. To reset the settings back to the default configuration, click Reset Defaults. 5. To cancel any unsaved changes to your settings, click Cancel. 6. To save changes to your settings, click Apply. Change Language The GlobalCapture has built in On Demand Localization to view it with different languages. Use Language to change from the default language, English, to French, Spanish, Portuguese, German, Italian, Romanian, or Dutch. Localization can also be extended to other languages with a fully documented translation kit. Note that this will change the language of buttons and toolbar icons but not, of course, the language in which any databases, Archives, Index Field, or documents you or your system administrator have created. In addition, the KeyFree extraction language defaults to English, but can be set to any of the listed languages. Language Settings Set KeyFree Options KeyFree Indexing allows you to enter indexing data without having to type it in. It is done using OCR (optical character recognition) technology. While the default settings produce excellent results in most cases, you can finesse the settings for each document or document type. The better the OCR results, the less data entry you will need to do. GlobalCapture Guide User Settings 157

168 KeyFree Indexing Settings Set Scanner Options You can use your local desktop TWAIN scanner to capture documents directly into GlobalCapture and then bring them into a GlobalCapture Workflow. Refer to the Scan Documents chapter for details. Scanner Settings 158 User Settings GlobalCapture Guide

169 Appendices Section IV includes helpful supplemental information. The appendix in this section include: Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F This appendix includes information about using regular expressions with the Pattern Match Zone. This appendix lists the values for formatting a Process Field. This appendix includes information about using S9 Notation with GlobalCapture. This appendix explains how to implement multiple-language support in the OCR engine. This appendix lists key GlobalCapture Convey definitions. This appendix lists the features found in the production server, Convey, and Convey Plus versions of GlobalCapture. GlobalCapture Guide Appendix 159

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171 Appendix A Pattern Matching using Regular Expressions The Pattern Matching Zone matches text using specific criteria. The criteria for pattern matching is written in a programmatic syntax called RegEx (short for regular expression). The Zone makes use of.net RegEx. Regular expressions can be written to be very specific or to be robust to allow for variations in the way the data may be presented. Tip: Use Regular Expressions with KeyFree. Regular expressions can be used to enable autohighlighting during KeyFree Indexing for Fields with the Character data type. When a RegEx is provided for a Field that is being populated through KeyFree Indexing, GlobalSearch will attempt to find any data on the page that matches the RegEx. Any matches found will be highlighted in the Validation Station. If only a single match is found, the data will be highlighted and the mouse cursor will jump to that area of the document. This feature further improves indexing speeds by bringing the user's attention to the most likely areas where data for a particular field may be found. Example: This RegEx is used to locate a zip code as 1) a five-digit string, 2) a five-digit string followed by a hyphen and a four-digit string, 3) a five-digit string followed by a four-digit string: ^\d{5}(?:[-\s]\d{4})?$ ^ = Start of the string. \d{5} = Match 5 digits (for all three sample patterns) (?: ) = Grouping [-\s] = Match a hyphen (for sample 2) or a space (for sample 3) \d{4} = Match 4 digits (for samples 2, 3)? = The grouping pattern before it is optional (for sample 1) $ = End of the string Pattern Matching Search String Description Example A simple string of letters or numbers Simple String. A RegEx expression of simple letters or numbers will pattern match specific phrases or words. The search string Number will match the first occurrence of the word Number on the scanned document (or all occurrences of number into a Multi-Value Field). (?i) Case Sensitivity. Pattern matching is case sensitive by default. To create a case-insensitive search, add the modifier (?i) to the beginning of the string. GlobalCapture Guide Appendix A 161

172 Search String Description Example Multi-line search string Sequence Based on Priority. A search string of multiple lines can instruct the Template to search for different words or phrases in a specific order of priority. The Template attempts to match following first. Since a match is found, it does not continue on to match number. This pattern logic can be used in cases where the content of a document or region can take multiple forms. Using a sequence based on priority, pattern matching enables you to anticipate multiple scenarios of incoming data and adapt the behavior step by step. In a case where the first line fails to match, the Template matches number on its second pass.. Wildcard. Many characters hold special meaning in RegEx syntax. A period is used as a wildcard to match any character or number in the document. This can be used create patterns that match a variety of different phrases or words with fuzzy logic. The search string Attn:.. will match both Attn: Scott and Attn: Abita. \ Escape Character. In cases where you want to use a special character literally, you must strip its special meaning with an escape character. In RegEx, a backslash is used to invoke this alternate interpretation. Logical Operator. Logical operators allow pattern matching an extra degree of complexity. The pipe character signifies a logical OR operator. A search string Somehow Court will return matches for either of the words Somehow and Court. [a b] Character Range a or b. In addition to literal characters and wildcards, search strings can detect groups of characters using character ranges and logical operators. The search string [P M]al[e t] detects a word which: begins with either a P or an M ; followed by al ; and ends with either an e or a t. When checked against the sample document, this pattern matches both Pale and Malt. [abc] Character Range a or b or c. A search string to detect this OR this OR that. A search string [BCH]at will match Bat, Cat, and Hat. [^abc] Character Range Not a or b or c. A search string to detect characters which are no this OR this OR that. The search string [^A] will match any character except capital A. [0-9] Character Range 0 to 9. A search string to detect a range of digits between 0 and 9. The search string [0-9] will match any one digit. 162 Appendix A GlobalCapture Guide

173 Search String Description Example [a-z] Character Range in Lowercase Letters. A search string to detect letters in a range with lowercase letters. The search string containing [a-z] will match any one lowercase letter. [a-z A-Z] Character Range in Both Uppercase and Lowercase Letters. A search string to detect letters in a range, regardless of the letter case. The search string containing [a-z A-Z] will match any letter of the alphabet, whether uppercase or lowercase. * 0 or More Quantifier. Quantifiers are used to specify how many instances of a character or string are required to produce a match. Use an asterisk to search for a range of none to unlimited. The search string containing 7* will match 0 to infinite 7 s. c+ 1 or More Quantifier. Use a plus sign to search for a range of one to unlimited number or characters or strings. The search string containing Z+ will match 1 to infinite Z s? 0 or 1 Quantifier. Use a question mark to search for a range of none or one characters or strings. The search string containing colou?r, will return matches for either of the words color or colour. {#} Exactly the Specified Number Quantifier. Use a number surrounded by braces to search for a specific quantify of characters or strings. The search string containing 7{3} detects three sevens in a row. {#,} Exactly the Specified Number or More Quantifier. Use a number, followed by a comma, and surrounded by braces to search for a specific quantify or more of characters or strings. The search string containing Z{3,} detects three to infinite Z s. {#,#} Exactly the Specified Number or More Quantifier. Use a number, comma, number, surrounded by braces to search for characters or strings between the first number and the next. The search string containing Z{3,5} detects three to five Z s. [0-9]{#} Number with Specific Digits and Amounts of Digits. Use a combination of Character Range 0 to 9 and Exactly the Specified Number Quantifier to search for specific patterns of digits. The pattern [0-9]{8}" matches any eight digits in a row, such as an eight-digit purchase order number. [A-Z]{#} [0-9]{#} Compound Combinations of Letters and Digits. Use a series of RegEx sequences of characters to create very specific or for very general ( robust ) search patterns. To search for U.S.A. addresses, the pattern [A-Z]{2} [0-9]{5} matches a state code plus a ZIP code (two uppercase letters followed by a space and then a five-digit number). GlobalCapture Guide Appendix A 163

174 Search String Description Example [0-9]{3}\.[0-9]{3}]\.[0-9]{4} Compound Combinations with Escape Characters. Use a series of RegEx sequences of characters, including ones which use a special character literally. The pattern [0-9]{3}\.[0-9]{3}]\.[0-9]{4} matches a sevendigit phone number plus area code, separated by periods. Note that escape characters are required. (([\w]+[-._+&])*[\w]+@([- \w]+[.])+[a-za- Z]{2,6}) Diversity and Robustness of Pattern Matching. Pattern Matching with RegEx is an extremely powerful tool. With a good understanding of its syntax, the possibilities are endless. (([\w]+[-._+&])*[\w]+@([-\w]+[.])+[a-za-z]{2,6}) will match valid addresses of various forms. Additional Resources Here are a few online resources that can help troubleshoot and further your understanding of pattern matching: Appendix A GlobalCapture Guide

175 Appendix B Values for Formatting an Index Field Field Type: Decimal Formatting Result $#,###.00 $10,129,081.02; $954.29; $3, #,###.00 65,006,508,156.00; 1, Field Type: Numeric Formatting #,### 10,129,081; 3,429 Result #,### 65,006,508,156; 1,546 Field Type: Date/Time Simple Formatting Result d system formatted date 7/9/2016 t system formatted time 10:20 am Dates Formatting M/d/yy 7/9/14; 10/20/16 Result MM/dd/yyyy 07/09/2014; 10/20/2016 MMM d, yyyy Jul 9, 2014; Oct 20, 2016 MMMM d, yyyy July 9, 2014; October 20, 2016 Times h:mm:ss hh:mm:ss Formatting Result 8:46:05 am; 10:20:26 pm 08:46:05 am; 10:20:26 pm hh:mm:ss 08:46:05; 22:20:26 GlobalCapture Guide Appendix B 165

176 Standard Date and Time Format Strings Format specifier Description If this is the date -> It would appear like this "d" Short date pattern. 6/15/2016 1:45:30 PM -> 6/15/2016 (en-us) "D" Long date pattern. 6/15/2016 1:45:30 PM -> Monday, June 15, 2016 (en-us) "f" Full date/time pattern (short time). 6/15/2016 1:45:30 PM -> Monday, June 15, :45 PM (en-us) "F" Full date/time pattern (long time). 6/15/2016 1:45:30 PM -> Monday, June 15, :45:30 PM (en-us) "g" General date/time pattern (short time). 6/15/2016 1:45:30 PM -> 6/15/2016 1:45 PM (en-us) "G" General date/time pattern (long time). 6/15/2016 1:45:30 PM -> 6/15/2016 1:45:30 PM (en-us) "M", "m" Month/day pattern. 6/15/2016 1:45:30 PM -> June 15 (en-us) "O", "o" Round-trip date/time pattern. (See for information on DateTime.) DateTime values: 6/15/2016 1:45:30 PM (DateTimeKind.Local) --> T13:45: :00 6/15/2016 1:45:30 PM (DateTimeKind.UTC) --> T13:45: Z 6/15/2016 1:45:30 PM (DateTimeKind.Unspecified) --> T13:45: DateTimeOffset values: 6/15/2016 1:45:30 PM -07:00 --> T13:45: :00 "R", "r" RFC1123 pattern. 6/15/2016 1:45:30 PM -> Mon, 15 Jun :45:30 GMT "s" Sortable date/time pattern. 6/15/2016 1:45:30 PM -> T13:45:30 "t" Short time pattern. 6/15/2016 1:45:30 PM -> 1:45 PM (en-us) "T" Long time pattern. 6/15/2016 1:45:30 PM -> 1:45:30 PM (en-us) "u" Universal sortable date/time pattern. 6/15/2016 1:45:30 PM -> :45:30Z "U" Universal full date/time pattern. 6/15/2016 1:45:30 PM -> Monday, June 15, :45:30 PM (en-us) "Y", "y" Year month pattern. 6/15/2016 1:45:30 PM -> June, 2016 (en-us) Any other single character Unknown specifier. Throws a run-time exception. 166 Appendix B GlobalCapture Guide

177 Custom Date and Time Format Strings Format specifier Description If this is the date -> It would appear like this "d" The day of the month, from 1 through 31. 6/1/2016 1:45:30 PM -> 1 6/15/2016 1:45:30 PM -> 15 "dd" The day of the month, from 01 through 31. 6/1/2016 1:45:30 PM -> 01 6/15/2016 1:45:30 PM -> 15 "ddd" The abbreviated name of the day of the week. 6/15/2016 1:45:30 PM -> Mon (en-us) "dddd" The full name of the day of the week. 6/15/2016 1:45:30 PM -> Monday (en-us) "f" The tenths of a second in a date and time value. 6/15/ :45: > 6 6/15/ :45: > 0 "ff" The hundredths of a second in a date and time value. 6/15/ :45: > 61 6/15/ :45: > 00 "fff" The milliseconds in a date and time value. 6/15/ :45: > 617 6/15/ :45: > 000 "ffff" The ten thousandths of a second in a date and time value. 6/15/ :45: > /15/ :45: > 0000 "fffff" The hundred thousandths of a second in a date and time value. 6/15/ :45: > /15/ :45: > "ffffff" The millionths of a second in a date and time value. 6/15/ :45: > /15/ :45: > "fffffff" The ten millionths of a second in a date and time value. 6/15/ :45: > /15/ :45: > "F" If non-zero, the tenths of a second in a date and time value. 6/15/ :45: > 6 6/15/ :45: > (no output) "FF" If non-zero, the hundredths of a second in a date and time value. 6/15/ :45: > 61 6/15/ :45: > (no output) "FFF" If non-zero, the milliseconds in a date and time value. 6/15/ :45: > 617 6/15/ :45: > (no output) "FFFF" If non-zero, the ten thousandths of a second in a date and time value. 6/1/ :45: > /15/ :45: > (no output) "FFFFF" If non-zero, the hundred thousandths of a second in a date and time value. 6/15/ :45: > /15/ :45: > (no output) GlobalCapture Guide Appendix B 167

178 "FFFFFF" If non-zero, the millionths of a second in a date and time value. 6/15/ :45: > /15/ :45: > (no output) "FFFFFFF" If non-zero, the ten millionths of a second in a date and time value. 6/15/ :45: > /15/ :45: > "g", "gg" The period or era. 6/15/2016 1:45:30 PM -> A.D. "h" The hour, using a 12-hour clock from 1 to 12. 6/15/2016 1:45:30 AM -> 1 6/15/2016 1:45:30 PM -> 1 "hh" The hour, using a 12-hour clock from 01 to 12. 6/15/2016 1:45:30 AM -> 01 6/15/2016 1:45:30 PM -> 01 "H" The hour, using a 24-hour clock from 0 to 23. 6/15/2016 1:45:30 AM -> 1 6/15/2016 1:45:30 PM -> 13 "HH" The hour, using a 24-hour clock from 00 to 23. 6/15/2016 1:45:30 AM -> 01 6/15/2016 1:45:30 PM -> 13 "K" Time zone information. (See for information on DateTime.) With DateTime values: 6/15/2016 1:45:30 PM, Kind Unspecified -> 6/15/2016 1:45:30 PM, Kind UTC -> Z 6/15/2016 1:45:30 PM, Kind Local -> -07:00 (depends on local computer settings) With DateTimeOffset values: 6/15/2016 1:45:30 AM -07:00 --> -07:00 6/15/2016 8:45:30 AM +00:00 --> +00:00 "m" The minute, from 0 through 59. 6/15/2016 1:09:30 AM -> 9 6/15/2016 1:09:30 PM -> 9 "mm" The minute, from 00 through 59. 6/15/2016 1:09:30 AM -> 09 6/15/2016 1:09:30 PM -> 09 "M" The month, from 1 through 12. 6/15/2016 1:45:30 PM -> 6 "MM" The month, from 01 through 12. 6/15/2016 1:45:30 PM -> 06 "MMM" The abbreviated name of the month. 6/15/2016 1:45:30 PM -> Jun (en-us) "MMMM" The full name of the month. 6/15/2016 1:45:30 PM -> June (en-us) "s" The second, from 0 through 59. 6/15/2016 1:45:09 PM -> 9 "ss" The second, from 00 through 59. 6/15/2016 1:45:09 PM -> 09 "t" The first character of the AM/PM designator. 6/15/2016 1:45:30 PM -> P (en-us) "tt" The AM/PM designator. 6/15/2016 1:45:30 PM -> PM (en-us) 168 Appendix B GlobalCapture Guide

179 "y" The year, from 0 to 99. 1/1/ :00:00 AM -> 1 1/1/ :00:00 AM -> 0 1/1/ :00:00 AM -> 0 6/15/2009 1:45:30 PM -> 9 6/15/ :00:00 AM -> 19 "yy" The year, from 00 to 99. 1/1/ :00:00 AM -> 01 1/1/ :00:00 AM -> 00 1/1/ :00:00 AM -> 00 6/15/2016 1:45:30 PM -> 16 "yyy" The year, with a minimum of three digits. 1/1/ :00:00 AM -> 001 1/1/ :00:00 AM -> 900 1/1/ :00:00 AM -> /15/2016 1:45:30 PM -> 2016 "yyyy" The year as a four-digit number. 1/1/ :00:00 AM -> /1/ :00:00 AM -> /1/ :00:00 AM -> /15/2019 1:45:30 PM -> 2019 "yyyyy" The year as a five-digit number. 1/1/ :00:00 AM -> /15/2016 1:45:30 PM -> "z" Hours offset from UTC, with no leading zeros. 6/15/2016 1:45:30 PM -07:00 -> -7 "zz" Hours offset from UTC, with a leading zero for a single-digit value. 6/15/2016 1:45:30 PM -07:00 -> -07 "zzz" Hours and minutes offset from UTC. 6/15/2016 1:45:30 PM -07:00 -> -07:00 ":" The time separator. 6/15/2016 1:45:30 PM -> : (en-us) "/" The date separator. 6/15/2016 1:45:30 PM -> / (en-us) "string" or 'string' Literal string delimiter. 6/15/2016 1:45:30 PM ("arr:" h:m t) -> arr: 1:45 P 6/15/2016 1:45:30 PM ('arr:' h:m t) -> arr: 1:45 P % Defines the following character as a custom format specifier. 6/15/2016 1:45:30 PM (%h) -> 1 \ The escape character. 6/15/2016 1:45:30 PM (h \h) -> 1 h Any other character The character is copied to the result string unchanged. 6/15/2016 1:45:30 AM (arr hh:mm t) -> arr 01:45 A GlobalCapture Guide Appendix B 169

180 Standard Numeric Format Strings Format specifier Name Description Examples "C" or "c" Currency Result: A currency value. Supported by: All numeric types. Precision specifier: Number of decimal digits ("C", en-us) -> $ ("C3", en-us) -> ($ ) "D" or "d" Decimal Result: Integer digits with optional negative sign. Supported by: Integral types only. Precision specifier: Minimum number of digits. Default precision specifier: Minimum number of digits required ("D") -> ("D6") -> "E" or "e" Exponential (scientific) Result: Exponential notation. Supported by: All numeric types. Precision specifier: Number of decimal digits. Default precision specifier: ("E", en-us) -> E ("e2", en-us) -> -1.05e+003 "F" or "f" Fixed-point Result: Integral and decimal digits with optional negative sign. Supported by: All numeric types. Precision specifier: Number of decimal digits ("F", en-us) -> ("F1", en-us) -> ("F4", en-us) -> "G" or "g" General Result: The most compact of either fixed-point or scientific notation. Supported by: All numeric types. Precision specifier: Number of significant digits. Default precision specifier: Depends on numeric type ("G", en-us) -> ("G4", en-us) -> e-25 ("G", en-us) -> E-25 "N" or "n" Number Result: Integral and decimal digits, group separators, and a decimal separator with optional negative sign. Supported by: All numeric types ("N", en-us) -> 1, ("N1", en-us) -> 1, ("N3", en-us) -> -1, "P" or "p" Percent Result: Number multiplied by 100 and displayed with a percent symbol. Supported by: All numeric types. Precision specifier: Desired number of decimal places. 1 ("P", en-us) -> % ("P1", en-us) -> % "R" or "r" Round-trip Result: A string that can round-trip to an identical number ("R") -> ("R") -> "X" or "x" Hexadecimal Result: A hexadecimal string. Supported by: Integral types only. Precision specifier: Number of digits in the result string. 255 ("X") -> FF -1 ("x") -> ff 255 ("x4") -> 00ff -1 ("X4") -> 00FF Any other single character Unknown specifier. Throws a run-time exception. 170 Appendix B GlobalCapture Guide

181 Appendix C S9 Notation S9 Notation is a tool for embedding variables into a variety of Workflow Nodes fields. These notations are replaced at runtime by either a Process Field or general information. To see a list of notations available for that Node field, type in a single brace ( { ). Standard S9 Notations Every GlobalCapture Workflow comes with a set of standard S9 Notations that be used as follows: Standard S9 Notation Formatting {LASTUSERMODIFIED} Result Contains the last user to either scan or validate the process. {PROCESSID} {TODAY} {p_activetemplate} {p_batchid} {p_filetype} {p_filepath} {p_originalfilename} {p_releasedfilepath} Contains the numeric unique identifier for this particular process. Contains the date and time that the notation is accessed. The Template which was last assigned to the document through classification. Contains the numeric unique identifier for this particular set of process. Contains the current file extension of the document that is being processed. Contains the path to the document in process if merged. (PDF and TIFs do not populate this property mid process). Contains the original name of the file prior to it being imported into the GlobalCapture Workflow. Contains the path to the released document following a Release Node. Basic Process Field Notation When simply referencing the value currently within a Process Field, the following S9 Notation can be used. (Replace ProcessFieldName with the name of your Field.) Field Name Notation It is helpful to keep in mind that there can be data-type mismatch issue spawned from inserting one Process Field into another. For example, an alpha character value cannot be placed within a numeric or decimal Field. GlobalCapture Guide Appendix C 171

182 In GlobalCapture Convey PLUS, you can extract the confidence of a given Field that has passed through the Classify Node or has been modified by a user. This will return a numeric value between 0 and 100; a higher value meaning that the capture engine is more confident in the value currently held in the Process Field. Field Name Notation with Confidence Multi-Value Field Notation You can access specific indexes of data from within a Multi-Value Field using S9 Notation. In the example, an index of 0 is provided within the MVFieldName notation to extract the first value of the array of data. (Replace MVFieldName with the name of your Multi-Value Field.) Note that if it attempts to access an index that does not exist, it will error in the Batch Manager. Multi-Value Field Notation In a slightly more complex example of a basic S9 Notation within a MVFieldName notation, the value extracted from the MVFieldName array will be based on the numeric value currently stored within the index Process Field. Multi-Value Field Notation With a method of extracting specific values from the MVFieldName notation, it can become useful to check the length of the Field data to ensure that a valid extraction is taking place. Use a trailing underscore followed by length to access the exact number of values within the Multi-Value Field. Multi-Value Field Notation with Length Like normal Process Fields, the MVFieldName notation also supports confidence extraction. 172 Appendix C GlobalCapture Guide

183 Multi-Value Field Notation with Confidence TableField Notation You can use S9 Notation with your Table Fields to access row and column data during your Workflows. The example shows how to access a specific value from within a Table Field. (Replace TFName with the name of your Table Field.) Note that there are two indexes used as coordinates of this data. The first index is the Field ID of the Process Field within that Table Field. This points to the column from which are you are planning on extracting data. The second index is the index of the array holding the data. In this example, the Process Field with Field ID 5 and 0 to extract data in the first row of the Table Field. Table Field Notation Like with MVFieldName notation, use a trailing underscore followed by length to access the exact number of values within the Table Field. This example attempts to see how many rows are in the column for Fields with Field ID 5. Table Field Notation with Length Here is the more complex example to show what notations are capable of. This example attempts to extract the confidence of a particular value in the Table Field. To focus on this value, it attempts a mathematical operation within the second index of the Table Field. This operation is checking the length of the Table Field column then subtracting a counter from it to specify the index. This index is then used to extract the confidence from that specific table cell. Table Field Notation with a Mathematical Operation GlobalCapture Guide Appendix C 173

184 Notation Math You can use addition and subtraction in S9 Notation-based operations, as seen in the following examples. S9 Notation with Notation Mathematics The values needed to do math do not need to be S9 Notations, but at least one of the values included in the string does. You can find the sum and the average in Multi-Value Field and Table Field columns. The Multi-Value Field (MVFieldName) or Table Field (TablefieldName) columns needs to contain numeric or decimal data. Multi-Value Field Notation with Notation Mathematics 174 Appendix C GlobalCapture Guide

185 Appendix D Multiple Language Support In keeping with Square 9 s commitment to global business needs, GlobalCapture OCR can support documents in a variety of single-byte languages written in Latin, Greek, or Cyrillic scripts. Configure for Multiple Languages To recognize different languages, in your TextOcr.cfg file, place the following settings (substituting French for the supported language of your choice): Languages Supported [RecognizerParams] TextLanguage = French Abkhaz, Adyghe, Afrikaans, Agul, Albanian, Altaic, Armenian, Avar, Aymara, Azerbaijani Bashkir, BASIC programming language, Basque, Belarussian, Bemba, Blackfoot, Breton, Bugotu, Bulgarian, Buryat C/C++ programming language, Catalan, Chamorro, Chechen, Simple chemical formulas, Chukcha, Chuvash, Cobol programming language, Corsican, Crimean Tatar, Croatian, Crow, Czech Danish, Dargwa, Dungan, Dutch, English, Eskimo, Esperanto, Estonian, Even, Evenki Faeroese, Farsi, Fijian, Finnish, Fortran programming language, French, Frisian, Friulian Scottish Gaelic, Gagauz, Galician, Ganda, German, Greek, Guarani Hani, Hausa, Hawaiian, Hungarian Icelandic, Ido, Indonesian, Ingush, Interlingua, Irish, Italian Java programming language Kabardian, Kalmyk, Karachay-Balkar, Karakalpak, Kasub, Kawa, Kazakh, Khakas, Khanty, Kikuyu, Kirghiz, Kongo, Koryak, Kpelle, Kumyk, Kurdish Lak, Sami (Lappish), Latin, Latvian, Lezgin, Lithuanian, Luba Macedonian, Macedonian, Malagasy, Malagasy, Malay, Malinke, Maltese, Mansi, Maori, Mari, Maya, Miao, Minangkabau, Mohawk, Mongol, Mordvin Nahuatl, Nenets, Nivkh, Nogay, Norwegian, Nyanja Occidental, for OCR-A and OCR B text types, Ojibway, Ossetian Papiamento, Pascal programming language, Tok Pisin, Polish, Portuguese, Provencal Quechua, Rhaeto-Romanic, Romanian, Romany, Ruanda, Rundi, Russian Samoan, Selkup, Serbian, Shona, Sioux (Dakota), Slovak, Slovenian, Somali, Sorbian, Sotho, Spanish, Sunda, Swahili, Swazi, Swedish Tabassaran, Tabassaran, Tagalog, Tahitian, Tajik, Tatar, Tatar, Jingpo, Tongan, Tswana, Tun, Turkish, Turkmen, Tuvan Udmurt, Uighur, Ukrainian, Uzbek, Welsh, Wolof, Xhosa, Yakut, Yiddish, Zapotec, Zulu GlobalCapture Guide Appendix D 175

186 Design Templates and Extract OCR Data in German 176 Appendix D GlobalCapture Guide