RJS Imaging Scan Workstation

Transcription

1 User Guide RJS Imaging Scan Workstation 2013 RJS Software Systems Document Version RJS Software Systems 2970 Judicial Road, Suite 100 Burnsville, MN Phone: Fax: Sales Support Website:

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3 2013 RJS Software Systems This guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by RJS Software Systems. RJS Software Systems assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide. This guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This license allows users to copy, distribute, and transmit the guide for noncommercial purposes only so long as (1) proper attribution to RJS Software is given as the owner of the guide; and (2) any reuse or distribution of the guide contains a notice that use of the guide is governed by these terms. The best way to provide notice is to include the following link. To view a copy of this license, visit Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. Printed: February 2013

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5 Table of Contents Preface... 1 What Is in This Guide... 1 About RJS Software Systems... 1 What Is Not in This Guide... 1 Document Conventions and Symbols... 2 Contacting RJS Software Systems... 3 Introducing RJS Imaging Scan Workstation... 5 About RJS Imaging Scan Workstation... 5 Opening RJS Imaging Scan Workstation... 5 Touring RJS Imaging Scan Workstation... 6 Scanning and Checking In a Single Document... 9 Scanning a Single Document... 9 Opening a Document Appending a Page to a Document Checking In a Document Scanning and Checking In a Batch of Documents Scanning a Batch of Documents Using OCR to Automatically Fill Index Keys Using Check-In Processes Checking In a Batch of Single-Page Documents Checking In a Batch of Documents with the Same Number of Pages Checking In a Batch of Documents That Each Begin with a Barcode Checking In a Batch of Documents Using a Barcode Separator Page Checking In a Batch of Documents with a Barcode on Every Page Building a Document Manually Completing Check-In with Indirect Check-In Scanning and Checking In Documents Using a Network Scanner Creating an OCR Mask Opening the RJS OCR Zone Designer Creating a Zone to Read Text Creating a Zone to Read a Barcode Saving a Mask Testing a Mask Troubleshooting Troubleshooting TWAIN Errors Troubleshooting Check-In Errors with WebDocs Troubleshooting OCR Issues Troubleshooting Deactivated OCR and Check-In Features v

6 RJS Imaging Scan Workstation User Guide Steps to Take Before You Contact RJS Software Index vi

7 Preface Welcome to the RJS Imaging Scan Workstation User Guide. This guide is document version For more information on document version, see Document Conventions and Symbols below. What Is in This Guide About RJS Software Systems What Is Not in This Guide Document Conventions and Symbols Contacting RJS Software Systems What Is in This Guide This user guide provides detailed information on how to RJS Imaging Scan Workstation. Here is what this guide includes: Section 1 Preface describes this user guide, how to find the information you need, and how to contact RJS Software Systems. Section 2 Introducing RJS Imaging Scan Workstation describes RJS Imaging Scan Workstation, shows you how to open it, and introduces its interface. Section 3 Scanning and Checking In a Single Document shows you how to scan a document, fill index keys, and check in a single document. Section 4 Scanning and Checking In a Batch of Documents shows you how to scan a batch of documents, fill index keys using an OCR mask, and use check-in processes. Section 5 Creating an OCR Mask shows you how to create OCR masks to extract text or barcode information from a document. Section 6 Troubleshooting offers solutions to the most common problems encountered when using RJS Imaging Scan Workstation and tells you what steps to take before contacting RJS Software Systems for help. About RJS Software Systems RJS Software Systems helps companies go paperless by automating business processes and digitally managing the entire lifecycle of their business information. We provide solutions that help you capture, manage, distribute, and route documents digitally, and we provide you with the tools you need to keep that information safe and secure. Learn more about RJS Software Systems at What Is Not in This Guide This user guide does not describe the following: 1

8 RJS Imaging Scan Workstation User Guide Configuration and use of individual document-input equipment (for example: a scanner). See the manufacturer instructions for help. How to administer RJS Imaging Scan Workstation. For information on how to administer RJS Imaging Scan Workstation, see the RJS Imaging Scan Workstation Administrator Guide: Use, administration, or document retrieval of either WebDocs - iseries Edition or WebDocs - Windows Edition. For more information on WebDocs - iseries Edition, see For more information on WebDocs - Windows Edition, see Use, administration, or document retrieval of Enterprise Workflow. For more information on Enterprise Workflow, see Document Conventions and Symbols This user guide conforms to the following conventions: In step-by-step procedures, the following are in bold type: buttons, icons, tabs, words that you click, and keys that you press. For example: On the Document tab, click Delete Page. In step-by-step procedures, a selection in a drop-down list that you should choose is in bold type, but when you have more than one equally valid choice in a drop-down list, those selections are in italic type. In step-by-step procedures, words, letters, numerals, or symbols that you type into a text box or field are in both bold and italic type. For example: Type GO RJSIMAGE on a command line. The document version, shown on the first page of this guide, denotes both the RJS Imaging Scan Workstation software version this guide represents and the document draft for the release. Document version is in the format of X.Y.ZZ.N, where X.Y.ZZ represents the RJS Imaging Scan Workstation software version and N represents the document draft number. For example: If the document version is , then the information in this guide is current as of RJS Imaging Scan Workstation version 2.0.1, and this guide is the first release of the guide for that version. Typically with RJS Imaging Scan Workstation, as with most software applications, there are several ways to accomplish the same thing. This guide shows one simple way to perform an action, usually by clicking. 2

9 Preface RJS Software Systems is referred to as RJS Software in every section of this guide except the introduction and index. Contacting RJS Software Systems Please do the following before contacting RJS Software Systems for technical support: Gather and organize as much information as possible about the problem. You can find a list of information you should gather in Steps to Take Before You Contact RJS Software. If you have not already done so, check this guide's table of contents, index, and troubleshooting section for information that addresses your concern. Contact Information Telephone (available business days from 8:00 a.m. to 5:00 p.m. Central Time) Sales/Technical Support: General: Fax: Technical Support: support@rjssoftware.com Website Company: Technical Support: 3

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11 Introducing RJS Imaging Scan Workstation This section provides a summary of RJS Imaging Scan Workstation, how to open it, and an overview of its interface. About RJS Imaging Scan Workstation Opening RJS Imaging Scan Workstation Touring RJS Imaging Scan Workstation About RJS Imaging Scan Workstation RJS Imaging Scan Workstation is a tool that lets you scan documents, enter index-key information manually or extract it automatically using OCR, and check in documents to WebDocs and Enterprise Workflow. You can also use RJS Imaging Scan Workstation to open documents you have already scanned and check them in to WebDocs and Enterprise Workflow. With RJS Imaging Scan Workstation, you can scan: Individual documents. A batch of documents. Offline when access to the iseries system or Windows server is not available. RJS Imaging Scan Workstation highlights include: The ability to capture documents from any TWAIN scanner or from a network folder when scanning from a network scanner. The ability to assign up to 10 WebDocs - iseries defined index-key values and 30 WebDocs - Windows defined index-key values for each document. The support of optical character recognition (OCR) so that important information in documents, such as invoice numbers, can be captured from an image, converted to text, and stored in predefined index keys. The support of a wide variety of one-dimensional barcode formats so that barcode symbols can be translated to text and then stored in pre-defined index keys. The ability to check in scanned documents directly to WebDocs and Enterprise Workflow. Opening RJS Imaging Scan Workstation If RJS Imaging Scan Workstation was installed in the default location on your computer, open RJS Imaging Scan Workstation by clicking: Start > All Programs > RJS Software > RJS Imaging Scan Workstation > RJS Imaging Scan Workstation. 5

12 RJS Imaging Scan Workstation User Guide Touring RJS Imaging Scan Workstation You use RJS Imaging Scan Workstation by working in three areas and using tools in the menus and tool bars. This diagram shows you where to find the work areas and tools you will use: 1. The Menus Use the Menu options to: Define RJS Imaging Scan Workstation's configuration settings. Choose check-in processes. Customize viewing and tool options. 2. The Tool Bars Use the Tool Bars to: Scan documents. Open and close documents. Note: You can customize which tool bars display by clicking View > Tool Bars. 6

13 Introducing RJS Imaging Scan Workstation 3. The Viewing Area Use the Viewing Area to: Build a document from scanned pages. View the different pages of a document. 4. The Check-In Area Use the Check-In Area to: Fill index-key information. Run OCR to automatically fill index-key information. Check in a document. 5. The Input Queue Use the Input Queue to: Open and close batches of scanned documents. View thumbnail images of the pages in a batch of scanned documents. 7

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15 Scanning and Checking In a Single Document With RJS Imaging Scan Workstation, you can scan a document, fill important index-key information, and check in the document to WebDocs. This section takes you through this process using a single document. Scanning a Single Document Opening a Document Appending a Page to a Document Checking In a Document Scanning a Single Document This topic shows you how to scan a page of a single document. To learn how to scan a batch of documents at once, see Scanning a Batch of Documents. Note: The instructions in this topic assume: You have installed a scan driver on your PC. For questions about the scan driver, contact your administrator. You are using a local scanner. If you are using a network scanner, see Scanning and Checking In Documents Using a Network Scanner. To scan a page of a document: 1. Turn on the scanner and then open RJS Imaging Scan Workstation. 2. Place the first page of the document you're scanning in the scanner. 3. In the tool bar at the top of RJS Imaging Scan Workstation, click Scan New. 4. Depending how RJS Imaging Scan Workstation is set up on your computer, a scanner dialog box may display. If a scanner dialog box displays, choose the scan settings your organization uses and click the scan button. After the page is scanned, it displays in the Viewing Area with a thumbnail of the image to the right. 9

16 RJS Imaging Scan Workstation User Guide 5. (Optional) After scanning a page, you do not need to save it unless your administrator tells you to. If you need to save an image of a page, under the File menu, click Save and choose where to save the image. Opening a Document This topic shows you how to open a page you scanned and saved in RJS Imaging Scan Workstation or a page you scanned with a different program. 1. Open RJS Imaging Scan Workstation. 2. Click File > Open. The Open File dialog box displays. 3. Choose the folder where you saved the page. Note: By default, RJS Imaging Scan Workstation saves the pages you have scanned in C:\Program Files (x86)\rjs Software\RJSIMGSCAN\SCANTO. Depending on your computer, the Program Files folder may not have (x86) in the name. 4. Choose the page you want to open and click Open. The page displays in the Viewing Area with a thumbnail of the image to the right. Appending a Page to a Document If the document is more than one page, you can append additional pages onto the first page. To append a page to a document: 10

17 Scanning and Checking In a Single Document 1. Scan or open the first page of the document you need to add a page to. 2. Place the next page of the document in the scanner. 3. In the tool bar at the top of RJS Imaging Scan Workstation, click Scan Append. 4. Depending how RJS Imaging Scan Workstation is set up on your computer, a scanner dialog box may appear. If a scanner dialog box appears, choose the scan settings your organization uses and click the scan button. After the page is scanned, a thumbnail of the appended page displays in the Viewing Area below the thumbnail of the first page. 5. To view the appended page, use the scroll bar to the right of the Viewing Area to scroll down. 6. Repeat these steps to add as many pages as you need to the document. Checking In a Document After you have scanned a document, you can check in the document to WebDocs. To check in a document, you first fill the index keys for the document and then check in the completed document. This section shows you how to fill the index keys manually. To learn how to fill index keys automatically using an OCR mask, see Using OCR to Automatically Fill Index Keys. To fill index keys manually and check in a document to WebDocs: 1. In Document Type, choose the WebDocs Document Type. 2. In Folder, choose the WebDocs folder where you want to save the document. 3. In Title/Desc, type a title or description of the document or choose one from the drop-down list. 4. In the Search Key fields, enter the index-key values for this document. To find out how your organization uses index keys, see your administrator. For example: Byron is filling index keys in the sample invoice below. Byron's administrator told him that their company uses Search Key 1 for the invoice number, Search Key 2 for the customer name, and Search Key 3 for the order number. Byron fills those index keys accordingly: 11

18 RJS Imaging Scan Workstation User Guide Note: The Search Key fields may have different names depending on the WebDocs Document Type you chose in step 1. You can also type a variable: Inserts this value into the index key... The date and time when RJS Imaging Scan Workstation checks in the document to WebDocs. The date and time when the document was created. 5. Click Check-In Document to check in the document to WebDocs. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. 12

19 Scanning and Checking In a Batch of Documents If you have many documents to scan, RJS Imaging Scan Workstation lets you scan and process large batches of documents at once. This section tells you how to scan a batch of documents, use an OCR mask to automatically fill index keys, and check in a batch of documents using check-in-processes. Scanning a Batch of Documents Using OCR to Automatically Fill Index Keys Using Check-In Processes Completing Check-In with Indirect Check-In Scanning a Batch of Documents Scanning a batch of documents saves you time when you have many documents to scan. Note: The instructions in this topic assume: You have installed a scan driver on your PC. For questions about the scan driver, contact your administrator. You are using a local scanner. If you are using a network scanner, see Scanning and Checking In Documents Using a Network Scanner. To scan a batch of documents: 1. If you need to, turn on the scanner and then open RJS Imaging Scan Workstation. 2. Place the batch of documents you're scanning in the scanner. 3. In the tool bar at the top of RJS Imaging Scan Workstation, click Scan Batch. 4. Depending how RJS Imaging Scan Workstation is set up on your computer, a scanner dialog box may display. If a scanner dialog box displays, choose the scan settings your organization uses and click the scan button. After the documents are scanned, each page displays as a thumbnail in the Input Queue. 5. (Optional) If you need to append additional pages to this batch of documents, repeat steps 2-4. The pages you append display as thumbnails at the end of the Input Queue. Note: RJS Imaging Scan Workstation automatically saves the image of each page that you have scanned as a batch. You do not need to save these images. 13

20 RJS Imaging Scan Workstation User Guide Using OCR to Automatically Fill Index Keys While you can fill index keys manually when checking in a document, using OCR to automatically fill index keys can save you time and make your check-in process more efficient. Using OCR extraction is especially useful when you have a large number of documents to scan that all have the same format. This topic shows you how to use an OCR mask to automatically fill index keys. Note: This topic assumes that you already have an OCR mask for the type of document you are checking in. If you need to create an OCR mask for this type of document, see Creating an OCR Mask first. To use an OCR mask to automatically fill index keys: 1. Scan a single document, open a document, or scan a batch of documents and move the first document to the Viewing Area. 2. In the Check-In Area, next to OCR/ICR Mask Settings, click Browse. The Select OCR/ICR Mask File dialog box displays. 3. Choose the OCR mask for the type of document you are checking in and click Open. The OCR mask file you choose fills the OCR/ICR Mask Settings field. 4. Click Extract OCR. The OCR extraction runs and the extracted information fills in the Search Key fields: 14

21 Scanning and Checking In a Batch of Documents 5. Check carefully that the extracted information is correct and, if necessary, make any changes. Note: You still need to choose the Document Type, Folder and Title/Desc manually. To fill this information, see Checking In a Document. Using Check-In Processes After you have scanned a batch of documents, all the pages of the documents are listed in the order you scanned them in the Input Queue. The Input Queue makes no distinction where one document ends and the next one begins. Before you can check in the documents, you have to organize these pages into separate, complete documents. While you can define which pages belong to each document manually, RJS Imaging Scan Workstation's check-in processes automate this step. You can also use check-in processes to automate filling index keys and checking in documents. If you have many documents to check in, using check-in processes can save you a lot of time. The check-in processes are under the Check-In Processes menu: There are two steps to determine which check-in process you will use: Choose the category of check-in processes, based on the characteristics of the documents you are checking in. Choose the specific check-in process, based on how automated you want check-in to be. To choose the category of check-in processes, use the following table: 15

22 RJS Imaging Scan Workstation User Guide If your documents look like this... See... Document 1 Document 2 Document 3 Last Document... Checking In a Batch of Single- Page Documents 1 page long 1 page long 1 page long 1 page long Document 1 Document 2 Document 3 Last Document Multiple pages long Same number of pages as Document 1 Same number of pages as Document 1... Same number of pages as Document 1 Checking In a Batch of Documents with the Same Number of Pages Document 1 Document 2 Document 3 Last Document Barcode only on first page; any number of pages Barcode only on first page; any number of pages Barcode only on first page; any number of pages... Barcode only on first page; any number of pages Checking In a Batch of Documents That Each Begin with a Barcode Barcode Separator Page Document 1 Document 2 Any kind of document Barcode Separator Page Any kind of document... Barcode Separator Page Last Document Any kind of document Checking In a Batch of Documents Using a Barcode Separator Page 16

23 Scanning and Checking In a Batch of Documents If your documents look like this... See... Document 1 Document 2 Document 3 Last Document Barcode on every page; any number of pages Barcode on every page; any number of pages Barcode on every page; any number of pages... Barcode on every page; any number of pages Checking In a Batch of Documents with a Barcode on Every Page Document 1 Document 2 Document 3 Last Document Page and barcode pattern different from Document 1 Page and barcode pattern different from Documents 1 and 2... Page and barcode pattern different from previous documents Building a Document Manually Checking In a Batch of Single-Page Documents This topic tells you how to use check-in processes to check in a batch of documents that are each one page long: Document 1 Document 2 Document 3 Last Document 1 page long 1 page long 1 page long 1 page long... If the documents you are checking in are not each one page long, see Using Check-In Processes to find the right check-in processes for your documents. There are three check-in processes you can use to check in single-page documents: 17

24 RJS Imaging Scan Workstation User Guide Choose which of these check-in processes you will use, based on how automated you want check-in to be: If you want to manually fill index keys, see Using the Single Batch Check-In Process. If you want to use OCR to automatically fill index keys and you need to review the OCR extraction before check-in, see Using the Single Batch ICR Check-In Process. If you want to use OCR to automatically fill index keys and you do not need to review the OCR extraction before check-in, see Using the Automated Single Page Batch ICR Check-In Process. Using the Single Page Batch Check-In Process The Single Page Batch Check-In Process allows you to check in a batch of documents by manually filling index keys and then manually checking in each document. This check-in process is useful if each of your documents is one page long, but you are not using an OCR mask. To use the Single Page Batch Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Under Check-In Processes, click Start Single Page Batch Check-In Process. The first one-page document moves to the Viewing Area and cursor is placed in Search Key Fill the index keys. 4. Click Check-In Document or press Enter. RJS Imaging Scan Workstation checks in the document and automatically moves the next onepage document up to the Viewing Area for you to check in. 5. Continue checking in documents until the Input Queue is empty. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Using the Single Page Batch ICR Check-In Process The Single Page Batch ICR Check-In Process runs OCR automatically and then allows you to correct any mistakes in the OCR extraction and manually check in the document. This check-in process is useful if 18

25 Scanning and Checking In a Batch of Documents each of your documents is one page long and you want to save yourself the step of clicking Extract OCR every time you check in a document. To use the Single Page Batch ICR Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose the Document Type, Folder, and Title/Desc. 3. Next to OCR/ICR Mask Settings, click Browse and choose the OCR mask you are using. 4. Under Check-In Processes, click Start Single Page Batch ICR Check-In Process. The first one-page document moves to the Viewing Area, the OCR extraction runs automatically, and the values from the OCR extraction fill the index keys. 5. Check that the index keys are correctly filled and, if necessary, edit the index keys. 6. Click Check-In Document or press Enter. RJS Imaging Scan Workstation checks in the document, automatically moves the next one-page document up to the Viewing Area, and runs OCR extraction. 7. Repeat steps 5 and 6 to check in documents until the Input Queue is empty. 8. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Using the Automated Single Page Batch ICR Check-In Process The Automated Single Page Batch ICR Check-In Process runs OCR automatically and then checks in each document automatically. You do not have the opportunity to correct the index-key values unless an error occurs. After the initial set-up, this process is entirely automated. This check-in process is useful if you have few mistakes in OCR extraction or if you have another process for handling mistakes in OCR extraction. To use the Automated Single Page Batch ICR Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose the Document Type, Folder, and Title/Desc. 3. Next to OCR/ICR Mask Settings, click Browse and choose the OCR mask you are using. 4. Under Check-In Processes, click Start Automated Single Page Batch ICR Check-In Process. 19

26 RJS Imaging Scan Workstation User Guide The first one-page document moves to the Viewing Area, the OCR extraction runs automatically, the values from the OCR extraction fill the index keys, and the document is checked in. 5. RJS Imaging Scan Workstation automatically checks in each document, one page at a time, until the Input Queue is empty. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Checking In a Batch of Documents with the Same Number of Pages This topic tells you how to use check-in processes to check in a batch of documents that each have the same number of pages and are longer than one page (for example: each document is 3 pages long): Document 1 Document 2 Document 3 Last Document... Multiple pages long Same number of pages as Document 1 Same number of pages as Document 1 Same number of pages as Document 1 If the documents you are checking in do not each have the same number of pages or each document is one page long, see Using Check-In Processes to find the right check-in processes for your documents. There is one check-in process you can use to check in multi-page documents of the same length: Using the Defined Batch Check-In Process The Defined Batch Check-In Process allows you to check in a batch of documents by manually filling index keys and then manually checking in each document. To use the Defined Batch Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 20

27 Scanning and Checking In a Batch of Documents 2. Under Check-In Processes, click Start Defined Batch Check-In Process. The Group Pages dialog box displays. 3. Enter the number of pages in each document and click OK. All the pages in the first document move to the Viewing Area and cursor is placed in Search Key Fill the index keys. 5. Click Check-In Document or press Enter. RJS Imaging Scan Workstation checks in the document and automatically moves the next multipage document to the Viewing Area for you to check in. 6. Repeat steps 4 and 5 to check in documents until the Input Queue is empty. 7. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Checking In a Batch of Documents That Each Begin with a Barcode This topic tells you how to use check-in processes to check in a batch of documents that each have a barcode on the first page but not on the following pages: Document 1 Document 2 Document 3 Last Document... Barcode only on first page; any number of pages Barcode only on first page; any number of pages Barcode only on first page; any number of pages Barcode only on first page; any number of pages If the documents you are checking in do not each have a barcode on the first page or have barcodes on every page, see Using Check-In Processes to find the right check-in processes for your documents. To use these check-in processes, you must use an OCR mask with a barcode zone in it. If you do not have an OCR mask with a barcode in it, create one. 21

28 RJS Imaging Scan Workstation User Guide There are two check-in processes you can use to check in documents with a barcode on the first page: Choose which of these check-in processes you will use, based on how automated you want check-in to be: If you want to review the OCR extraction before check-in, see Using the Barcoded Document Check-In Process. If you do not need to review the OCR extraction before check-in, see Using the Automated Barcoded Document Check-In Process. Using the Barcoded Document Check-In Process The Barcoded Document Check-In Process runs OCR to find all the pages in a document and extract index-key information. Then it allows you to correct any mistakes in the OCR extraction and manually check in the document. To use the Barcoded Document Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose the Document Type, Folder, and Title/Desc. 3. Next to OCR/ICR Mask Settings, click Browse and choose the OCR mask you are using. 4. Under Check-In Processes, click Start Barcoded Document Check-In Process. The first document moves to the Viewing Area, the OCR extraction runs automatically, and the values from the OCR extraction fill the index keys. 5. Check that the index keys are correctly filled and, if necessary, edit the index keys. 6. Click Check-In Document or press Enter. RJS Imaging Scan Workstation checks in the document, automatically moves the next document up to the Viewing Area, and runs OCR extraction. 7. Repeat steps 5 and 6 to check in documents until the Input Queue is empty. 8. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. 22

29 Scanning and Checking In a Batch of Documents Using the Automated Barcoded Document Check-In Process The Automated Barcoded Document Check-In Process first runs OCR to find all the pages in a document, extracts OCR information automatically, and then checks in each document automatically. You do not have the opportunity to correct the index-key values unless an error occurs. After the initial set-up, this process is entirely automated. This check-in process is useful if you have few mistakes in OCR extraction or if you have another process for handling mistakes in OCR extraction. To use the Automated Barcoded Document Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose the Document Type, Folder, and Title/Desc. 3. Next to OCR/ICR Mask Settings, click Browse and choose the OCR mask you are using. 4. Under Check-In Processes, click Start Automated Barcoded Document Check-In Process. The first document moves to the Viewing Area, the OCR extraction runs automatically, the values from the OCR extraction fill the index keys, and the document is checked in. 5. RJS Imaging Scan Workstation automatically checks in each document until the Input Queue is empty. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Checking In a Batch of Documents Using a Barcode Separator Page This topic tells you how to use check-in processes to check in a batch of documents if you are scanning a special barcode separator page between documents: Document 1 Document 2 Last Document... Barcode Separator Page Any kind of document Barcode Separator Page Any kind of document Barcode Separator Page Any kind of document If you are not scanning a special barcode separator page between documents, see Using Check-In Processes to find the right check-in processes for your documents. To check in documents with a barcode separator page between them, you need an OCR mask designed for the barcode separator page and to have RJS Imaging Scan Workstation configured to read this OCR 23

30 RJS Imaging Scan Workstation User Guide mask as a barcode separator page. If RJS Imaging Scan Workstation is not already set up to use a barcode separator page, see your administrator. There is one check-in process you can use to check in documents if you are using a barcode separator page: Note: If you are using customized barcode separator pages that include index-key information, your check-in process may be different. See your administrator for more information. Using the Barcoded Document Check-In Process with a Barcode Separator Page The Barcoded Document Check-In Process runs OCR to find all the pages in a document between the barcode separator pages. Then you manually fill index keys or run OCR extraction and check in the document. To use the Barcoded Document Check-In Process with a barcode separator page: 1. Scan a batch of documents with a barcode separator page before each document or open a batch of documents by clicking Open Input Document Directory Queue. to the left of the Input 2. Under Check-In Processes, click Start Barcoded Document Check-In Process. All the pages of the document after the first barcode separator page move to the Viewing Area. 3. Fill the index keys or use OCR to extract index-key information. 4. Click Check-In Document or press Enter. RJS Imaging Scan Workstation checks in the document and automatically moves the document after the next barcode separator page up to the Viewing Area. 5. Repeat steps 3 and 4 to check in documents until the Input Queue is empty. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Checking In a Batch of Documents with a Barcode on Every Page This topic tells you how to use check-in processes to check in a batch of documents that have one or more barcodes on every page and each document uses a different barcode: 24

31 Scanning and Checking In a Batch of Documents Document 1 Document 2 Document 3 Last Document... Barcode on every page; any number of pages Barcode on every page; any number of pages Barcode on every page; any number of pages Barcode on every page; any number of pages If the documents you are checking in do not have a barcode on every page, see Using Check-In Processes to find the right check-in processes for your documents. To use these check-in processes, you must use an OCR mask with a barcode zone in it. If you do not have an OCR mask with a barcode in it, create one. There are two check-in processes you can use to check in documents with a barcode on the first page: Choose which of these check-in processes you will use, based on how automated you want check-in to be: If you want to review the OCR extraction before check-in, see Using the Combined Barcoded Document Check-In Process. If you do not need to review the OCR extraction before check-in, see Using the Automated Combined Barcoded Document Check-In Process. Using the Combined Barcoded Document Check-In Process The Combined Barcoded Document Check-In Process first runs OCR to find all the pages in a document and extract index-key information. Then it allows you to correct any mistakes in the OCR extraction and manually check in the document. To use the Combined Barcoded Document Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose the Document Type, Folder, and Title/Desc. 25

32 RJS Imaging Scan Workstation User Guide 3. Next to OCR/ICR Mask Settings, click Browse and choose the OCR mask you are using. 4. Under Check-In Processes, click Start Combined Barcoded Document Check-In Process. The first document moves to Viewing Area, the OCR extraction runs automatically, and the values from the OCR extraction fill the index keys. 5. Check that the index keys are correctly filled and, if necessary, edit the index keys. 6. Click Check-In Document or press Enter. RJS Imaging Scan Workstation checks in the document, automatically moves the pages of the next document with a new barcode up to the Viewing Area, and runs OCR extraction. 7. Repeat steps 5 and 6 to check in documents until the Input Queue is empty. 8. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Using the Automated Combined Barcoded Document Check-In Process The Automated Combined Barcoded Document Check-In Process first runs OCR to find all the pages in a document, extracts OCR information automatically, and then checks in each document automatically. You do not have the opportunity to correct the index-key values unless an error occurs. After the initial set-up, this process is entirely automated. This check-in process is useful if you have few mistakes in OCR extraction or if you have another process for handling mistakes in OCR extraction. To use the Automated Combined Barcoded Document Check-In Process: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose the Document Type, Folder, and Title/Desc. 3. Next to OCR/ICR Mask Settings, click Browse and choose the OCR mask you are using. 4. Under Check-In Processes, click Start Automated Combined Barcoded Document Check-In Process. The first document moves to Viewing Area, the OCR extraction runs automatically, the values from the OCR extraction fill the index keys, and the document is checked in. 5. RJS Imaging Scan Workstation automatically checks in each document with a new barcode until the Input Queue is empty. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. 26

33 Scanning and Checking In a Batch of Documents Building a Document Manually If your documents cannot be separated automatically using check-in processes, you can build each document manually. You will need to build documents manually if all of the following apply: The documents do not all have the same page-length. The documents do not all have a barcode. You are not scanning a barcode separator page between documents. Document 1 Document 2 Document 3 Last Document... Page or barcode pattern different from Document 1 Page or barcode pattern different from Documents 1 and 2 Page or barcode pattern different from previous documents If all of these statements do not apply to your documents, see Using Check-In Processes to find a faster check-in process for your documents. To build a document manually: 1. Scan a batch of documents or open a batch of documents by clicking Open Input Document Directory to the left of the Input Queue. 2. Choose all the pages of the document you are building by clicking the thumbnail of each page of the document in the Input Queue. A check mark displays in the box below each thumbnail you click. Note: To view a full-size page from a thumbnail to see whether it belongs to a document, rightclick the thumbnail and click View in Full Screen Mode. 3. In the buttons to the left of the Input Queue, click Insert all Selected Document Pages into New Document. 27

34 RJS Imaging Scan Workstation User Guide The page or pages you selected move to the Viewing Area. 4. Check in this document. 5. Repeat these steps until you have checked in all the documents in the Input Queue. 6. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. Completing Check-In with Indirect Check-In If you have already checked in all your documents but your administrator told you that you are using indirect check-in, you have an extra step to complete before you are finished checking in the documents. With indirect check-in, documents do not move immediately to WebDocs when you click Check-In Document. Instead, the documents are stored in a temporary folder until you are done checking in all the documents. Then, when your administrator tells you to, you send all the documents in the temporary folder to WebDocs at once. Your administrator may use indirect check-in to integrate RJS Imaging Scan Workstation with other system processes. To complete checking in the documents with indirect check-in: 1. Under Check-In Processes, click Check-In Batch from Check-In Directory. RJS Imaging Scan Workstation displays a message in the Check-In Area that tells you to wait until all the documents in the temporary folder are checked in to WebDocs: 2. After RJS Imaging Scan Workstation stops displaying the check-in message, you can resume scanning. 28

35 Scanning and Checking In Documents Using a Network Scanner This topic tells you how to use RJS Imaging Scan Workstation to check in documents that you have scanned with a network scanner. If you are scanning documents with a local scanner, see Scanning a Batch of Documents. Note: Before you begin, check the following with your administrator: The network folder for this scanner is mapped on the computer where you are using RJS Imaging Scan Workstation. This folder is set up as the Input Directory in RJS Imaging Scan Workstation. To scan and check in documents when using a network scanner: 1. Place the documents you're scanning in the network scanner and scan them according to the scanner manufacturer instructions. 2. On your computer, open RJS Imaging Scan Workstation. 3. To the left of the Input Queue, click Open Input Document Directory. 4. Depending how RJS Imaging Scan Workstation is set up on your computer, the Browse for Folder dialog box may display. If Browse for Folder dialog box displays, choose the network folder that the scanner scans to. The documents you scanned open in the Input Queue, with each page displayed as a thumbnail. 5. (Optional) If you need to append additional pages to this batch of documents, repeat steps 1-4. The pages you append display as thumbnails at the end of the Input Queue. 6. Check in the documents. 7. (Optional) If your administrator has told you that you are using indirect check-in, see Completing Check-In with Indirect Check-In. 29

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37 Creating an OCR Mask This section tells you how to create an OCR mask. OCR masks extract text and barcode data from scanned documents using optical character recognition (OCR) software. That extracted data is then automatically entered into defined index keys. If you need to check in many different documents that are all in the same format, such as invoices, creating an OCR mask for this format will help automate the check-in process. This section is divided into the following topics: Opening the RJS OCR Zone Designer Creating a Zone Saving a Mask Testing a Mask Opening the RJS OCR Zone Designer You create OCR masks for RJS Imaging Scan Workstation using the RJS OCR Zone Designer. The RJS OCR Zone Designer is installed automatically when you install RJS Imaging Scan Workstation. To open the RJS OCR Zone Designer: 1. Open RJS Imaging Scan Workstation. 2. (Optional) Open a sample document to create an OCR mask from. The position of the text in this document should be representative of where the text will appear on all the documents of this type that you want to run OCR on. 3. Under Tools, click OCR Zone Designer. The RJS OCR Zone Designer opens. If you had a document open in RJS Imaging Scan Workstation, the document automatically opens in the RJS OCR Zone Designer. 31

38 RJS Imaging Scan Workstation User Guide Creating a Zone to Read Text An OCR mask is composed of one or more OCR zones. Each zone is a box you draw that surrounds one piece of information to extract. A zone can extract either alphanumeric or barcode information from a scanned document. To create a zone: 1. Either: Open the RJS OCR Zone Designer with a sample document to create an OCR mask from. In the RJS Zone Designer, click Open Image and choose a document. 2. To create a zone, choose Draw Zone from the tool bar at the top of the RJS Zone Designer. When you move the mouse over the image, the tool to draw a zone displays: 3. Click and drag the mouse over the area of document where you want to extract text data: > > The OCR zone you selected is highlighted and labeled 1, with sizing handles. Note: You may find it useful to zoom in on the image when defining a zone. Zoom in using the zoom controls in the tool bar at the top of the screen: 4. To set the zone to read text, click Omnifront Zone in the tool bar at the top of the RJS Zone Designer. 5. You can create up to 10 zones. The example below shows four more OCR zones around the following information: customer name, order number, shipping date, and due date. You can also include zones to read barcodes in this list of zones. 32

39 Creating an OCR Mask OCR Zone Designer displays green arrows that show the sequence in which the OCR zones will be read. 6. After you have selected all the zones you need, in the Map ICR Fields area on the right side of the RJS OCR Zone Designer, assign each zone to a WebDocs index key. For each zone number in the OCR mask, choose which index key in WebDocs you want that zone to correspond to. Best Practice: If you reorder the index keys, choose No Value for the index keys you are not using. Creating a Zone to Read a Barcode An OCR mask is composed of one or more OCR zones. Each zone is a box you draw that surrounds one piece of information that you want to extract. A zone can extract either alphanumeric or barcode information from a scanned document. You may want to create a zone to read a barcode to: Extract barcode data from a scanned document. Create a barcode separator page to use during check-in. To create a zone to read a barcode: 1. Either: Open the RJS OCR Zone Designer with a sample document to create an OCR mask from. In the RJS Zone Designer, click Open Image and choose a document. 2. To create a zone, choose Draw Zone from the tool bar at the top of the RJS Zone Designer. When you move the mouse over the image, the tool to draw a zone displays: 33

40 RJS Imaging Scan Workstation User Guide 3. Click and drag the mouse over the area of document where you want to extract text data: > > The OCR zone you selected is highlighted and labeled 1, with sizing handles. Note: You may find it useful to zoom in on the image when defining a zone. Zoom in using the zoom controls in the tool bar at the top of the screen: 4. To set the zone to read a barcode, click Barcode Zone in the tool bar at the top of the RJS Zone Designer. 5. You can create up to 10 zones, to extract either alphanumeric or barcode information. To learn more about this step, see Creating a Zone To Read Text. You can use both text zones and barcode zones in the same OCR mask. 6. After you have selected all the zones you need, in the Map ICR Fields area on the right side of the RJS OCR Zone Designer, assign each zone to a WebDocs index key. For each zone number in the OCR mask, choose which index key in WebDocs you want that zone to correspond to. Best Practice: If you reorder the index keys, choose No Value for the index keys you are not using. 7. If you are using the barcode zone to automate the separation of documents using either of the barcoded check-in processes or either of the combined barcoded check-in processes, check Group By next to this barcode. Note: With either or the combined barcoded check-in processes, you can check Group By for more than one barcode. If you choose to group by multiple barcodes, the combined barcode check-in processes will start a new document whenever any one of the barcodes changes. For example: If you choose to group by two barcodes and you scan the following pages... 34

41 Creating an OCR Mask...The combined barcode check-in process will separate the pages into these documents: Document 1 Document 2 Document 3 Document 4 Saving a Mask After you have finished creating all the OCR zones and assigning index keys, save the mask: 1. In the tool bar at the top of RJS OCR Zone Designer, click Save Zone Template. The Save Zone Overlay dialog box displays. 2. Choose the folder where you want to save the OCR mask and save it with an NXP file extension. Best Practice: Save the OCR mask with the same file name as the document on which it is based. 3. Click Save. 35

42 RJS Imaging Scan Workstation User Guide Testing a Mask After you have created and saved an OCR mask, test the mask to make sure it reads the zones correctly: 1. Open the RJS Zone Designer. 2. In the top tool bar, click Open Image and choose an image you will use to test the OCR mask. The image displays in the Main Viewing Area of the RJS OCR Zone Designer, and a thumbnail of the image displays to the left of the screen. 3. In the top tool bar, click Open Zone Template and choose the OCR mask you created. The OCR mask displays over the image in the Main Viewing Area of the RJS OCR Zone Designer. 4. In the top tool bar, click Recognize Zones on Current Page. The RJS OCR Zone Designer runs OCR recognition on the image and displays the extracted information in the area to the right of the Main Viewing Area. 5. If an OCR zone captures too little or too much data, adjust the size of the zone as needed and test again. In this example, part of the box around the ship date is inside the zone. This zone needs to be smaller: > > 36

43 Creating an OCR Mask After testing again, the OCR zone captures the correct data: 6. If you make changes to the mask, save it. A user can now use this OCR mask in RJS Imaging Scan Workstation to extract information from this type of document. 37

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45 Troubleshooting This section provides you with troubleshooting tips for some of the issues you might encounter while using RJS Imaging Scan Workstation. Troubleshooting TWAIN Errors Troubleshooting Check-In Errors with WebDocs Troubleshooting OCR Issues Troubleshooting Deactivated OCR and Check-In Features Steps to take before you contact RJS Software Troubleshooting TWAIN Errors TWAIN errors are not problems with RJS Imaging Scan Workstation itself. Rather, RJS Imaging Scan Workstation is reporting a problem with your TWAIN driver. A TWAIN driver is software that handles the communication between a PC and a scanner. If you receive a TWAIN error when you try to scan, try the following: Open the TWAIN driver you installed with your scanner and check the scanner settings. Upgrade your TWAIN driver from the manufacturer's website. Check whether other programs on your PC can scan. Contact your administrator for any scanner or TWAIN driver problems. Troubleshooting Check-In Errors with WebDocs If you receive an error when you try to check in a document to WebDocs, there are two types of errors: Connection or authorization errors. Validation errors, if there is custom validation. In both cases, report the error to your administrator. Troubleshooting OCR Issues This topic provides you with troubleshooting tips if you are encountering problems when you run OCR on an image. OCR issues can occur on two levels: The OCR extraction doesn't run. The OCR extraction runs but doesn't find any data. 39

46 RJS Imaging Scan Workstation User Guide OCR Extraction Doesn't Run If an error message displays when you try to extract OCR information, the most likely cause is that the RJS OCR Zone Designer isn't licensed. The RJS OCR Zone Designer has a separate license from the RJS Imaging Scan Workstation license. To check if the RJS OCR Zone Designer is licensed, click: Start > All Programs > RJS Software > RJS Imaging Scan Workstation > Licensing > RJS Scansoft OCR 15 License. The Unlock ScanSoft OCR dialog box displays and informs you if the license has expired. Contact your administrator to license the RJS OCR Zone Designer. OCR Extraction Runs but Doesn't Find Data If the OCR extraction runs but doesn't find any data, the OCR mask may no longer be working. Often, if you change the way you scan documents (for example: changing the scanning resolution from 300 DPI to 400 DPI), the position of the OCR zones in the OCR mask may no longer match the scanned documents. To troubleshoot OCR mask issues, open the RJS OCR Zone Designer and check that the OCR mask is correct: 1. In the RJS OCR Zone Designer, open the image you are having problems extracting data from and the OCR mask you are using. 2. Test the mask. 3. Check the following: Do all the OCR zones correctly surround the data? Are the zones assigned to the correct index keys? Are the OCR zones set to read the right type of data (such as text or barcode)? 4. Test the OCR mask again to see if it works. 5. After the OCR mask works when you test it in the RJS OCR Zone Designer, save it and try to extract the OCR data in RJS Imaging Scan Workstation again. Troubleshooting Deactivated OCR and Check-In Features If you are checking in documents and the Extract OCR button and Check-in Processes are grayed out, the problem is that one of the files in the Input Queue is not a TIFF file. File types that are not TIFF files display with the file type listed in the Input Queue, like the PDF file in the following example: 40

47 Troubleshooting To resolve this problem, remove all non-tiff files from the Input Queue: 1. Under the Start menu, click Computer. 2. Choose the folder where RJS Imaging Scan Workstation stores scanned images. By default, RJS Imaging Scan Workstation stores scanned images in C:\Program Files (x86)\rjs Software\RJSIMGSCAN\SCANTO. Depending on your computer, the Program Files folder may not have (x86) in the name. 3. Remove any non-tiff files from this folder. 4. In RJS Imaging Scan Workstation, click Open Input Document Directory to reopen the Input Queue. OCR and check-in processes are once again enabled. Steps to Take Before You Contact RJS Software If you still have issues using RJS Imaging Scan Workstation after reading this user guide, taking the steps in the Troubleshooting section, and contacting your administrator, have the following information ready before you contact RJS Software: The version number of RJS Imaging Scan Workstation that you are using. To find the version number in RJS Imaging Scan Workstation, under Help, click About. The RJS Imaging Scan Workstation dialog box displays with the version number. 41

48 RJS Imaging Scan Workstation User Guide A detailed description of the problem. Find out the following information: Is the problem happening for just some documents or all documents? Is the problem with just one station or all stations? Any log information from the WebDocs server for jobs that fail to check in. Ask your administrator for this information. After you have gathered all this information, contact RJS technical support. 42