When building Capture Server Pro processes, there are a few questions you will want to consider prior to building out a process to determine which activities you will want to use. These questions are:
- At what quality would you like your documents
- How are my documents getting into Capture Server Pro
- Are my documents digital or scanned
- Am I using barcodes
- Do I have multiple sets of processing criteria
- What do I want to do with my docs and metadata
- Are my documents structured or unstructured?
- Other considerations
- How do I clean up my processing entries?
We also have a few examples of common processes that users build for some of these scenarios :
At what quality would you like your documents?
Quality is important to consider. While some simple documents like invoices might only require 300 dpi black and white, other important documents such as real estate packets or inspection documentation may require higher fidelity images to be kept in tact.
Capture Server Pro often requires documents be broken into single page TIFFs for processing and assembly. These files are referred to as our Working Format and will be converted and split automatically based on settings in your Entry Process.
Every document coming through your system will go through a Configure Your Working Images step in the entry process. If you open this, you can set what settings you'd like your working format to be generated to not lose quality if you so desire.
Activities to consider for this question
How are my documents getting into Capture Server Pro?
Input method can alter a few things when processing.
If you are coming from a source that doesn't allow indexing such as a Scan Only profile in Scan or a File Import job, an Index Your Documents step will need to be included in your process.
NOTE: An Index Your Documents step is always recommended whether indexed or not, as it can validate your metadata prior to release.
Files coming from a CSV Import, XML Import, or the Upload App may not require manual indexing as they can be imported with metadata already present.
If you are coming from an Email Import, you may also need to do some pre-processing with a Manage Your Emails step prior to being able to perform anything else on them.
Activities to consider for this question
Are my documents digital or scanned?
Documents that come from a scanner or a multi-function device may suffer from quality issues depending on the scanner. These can be cleaned up using Enhance Your Documents to remove unwanted spots, correct skewing, or remove unnecessary blank pages.
Activities to consider for this question
Am I using barcodes?
If you use barcodes for separator sheets or metadata population, this configuration is done inside the Populate Your Documents and Separate Your Documents steps.
Populate Your Documents will be configuration only for barcodes providing information, but not performing any other action on the page. This is often used when barcodes are on a page containing other important information on a document.
Separate Your Documents will allow you to separate documents when a barcode is found as well as populate metadata. This will be used generally when using barcode separator sheets such as batch codes or when removing barcode pages from your scan.
Activities to consider for this question
Do I have multiple sets of processing criteria
Route to Activity can allow some flexibility in the processing of documents. If needed, you can use these to process documents containing different file types, metadata, or content types in different ways within a process.
You can also use Go to Process to route documents into a process if they somehow end up in a unexpected spot.
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Activities to consider for this question
What do I want to do with my docs and metadata
Here's where we get into the endgame. Things you will want to decide is what Quality and File Type you want your documents to end up as well as pick where you want your documents to end up.
Convert to Image and Convert to Searchable PDF will be used to convert files before upload into a format that you will retrieve later.
Upload to Destination will utilize the Content Type set during indexing, import, or during barcode reading to send the document to it's final destination.
If your batches are to be picked up by a third party line of business system, you can use Send to Folder to export your documents to a network location with an XML containing their metadata.
Activities to consider for this question
Are my documents structured or unstructured
KnowledgeLake Assist can help structured documents be automatically classified and have data extracted from them with minimal user interaction.
If you are using assist, you will want to use the Classify Your Documents and Send to Assist Queue steps to work with the Assist app.
Activities to consider for this question
- Classify Your Documents
- Send to Assist Queue
Other things to consider
There are a few activities that weren't covered above but can be useful in specific use cases.
Split Your Batches can be used to split a batch into multiple batches. This can assist with error handling and in some cases, performance.
NOTE: Single page documents aren't great for indexing, but can be useful in not having a single document in a batch hold up an entire batch.
Populate Your Properties can be used to set a static piece of metadata on documents that pass through it. This is often used to set a content type for files coming from File Import.
Insert into Data Source will allow you to populate a data source configured in the Connections App with metadata you populate during indexing.
Activities to consider for this question
How do I clean up my processing entries?
The final step you will want at the end of your processes is a Clean Up Your Cache step. This will mark your documents to be cleaned up both from your databases as well as the file system.
NOTE: If Clean Up Your Cache isn't at the end of a process, batches will remain in monitor in an Archived status.
Activities to consider for this question
Example Processes
Generally, the order processes will be built in are Pre-Processing Activities first, Enhance Your Documents second if you want to include it. Indexing activities such as manual indexing and barcode activities would come next, followed by your conversions, upload and clean up activities.
Some examples of processes are below :
Clean Up and Index
This process will clean up your scanned documents, allow users to index them, convert to the file of your choice and release them to their destination.
- Enhance Your Documents
- Index Your Documents
- Convert to Image (or SPDF)
- Upload to Destination
- Clean Up Your Cache
Clean Up, Route for Indexing and Convert
This will allow routing of documents to be indexed by different users. Very similar to the first but allows a bit more flexibility on who is indexing.
- Enhance Your Documents
- Route to Activity - Route based on Content Type or Metadata
- Index Your Documents - Will be in 2 branches with 2 sets of users
- Convert to Image (or SPDF)
- Upload to Destination
- Clean Up Your Cache
Clean Up, Route for Indexing and Convert
This process would require no indexing and is primarily used for bulk converting and cleaning up images and sending them off to a repository.
- Split Your Batches
- Enhance Your Documents
- Populate Your Properties
- Convert to Image (or SPDF)
- Upload to Destination
- Clean Up Your Cache
If you have more processes you'd like outlined, respond to this article in the comments or contact KnowledgeLake Technical Support.
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