User manual KOFAX TRANSFORMATION MODULES 4.0

© 2006-2009 Kofax, Inc., 16245 Laguna Canyon Road, Irvine, California 92618, U.S.A. All right reserved. Portions © 2002-2006 Kofax Development GmbH. Portions © 1997-2006 Kofax Development UK Ltd. All Rights Reserved. Use is subject to license terms. Third-party software is copyrighted and licensed from Kofax's suppliers. This product is protected by U.S. Patent No. 5,159,667. THIS SOFTWARE CONTAINS CONFIDENTIAL INFORMATION AND TRADE SECRETS OF KOFAX, INC. USE, DISCLOSURE OR REPRODUCTION IS PROHIBITED WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF KOFAX, INC. Kofax, the Kofax logo, Ascent Xtrata Pro, INDICIUS, Xtrata, Kofax Transformation Modules, Ascent Capture, Kofax Capture, VirtualReScan, the "VRS VirtualReScan" logo, and VRS are trademarks or registered trademarks of Kofax, Inc. or its affiliates in the U.S. and other countries. All other trademarks are the trademarks or registered trademarks of their respective owners. U.S. Government Rights Commercial software. Government users are subject to the Kofax, Inc. standard license agreement and applicable provisions of the FAR and its supplements. You agree that you do not intend to and will not, directly or indirectly, export or transmit the Software or related documentation and technical data to any country to which such export or transmission is restricted by any applicable U.S. regulation or statute, without the prior written consent, if required, of the Bureau of Export Administration of the U.S. Department of Commerce, or such other governmental entity as may have jurisdiction over such export or transmission. You represent and warrant that you are not located in, under the control of, or a national or resident of any such country. DOCUMENTATION IS PROVIDED "AS IS" AND ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO BE LEGALLY INVALID. Contents How to Use This Guide ............................................................................................... 7 Introduction ............................................................................................................ 7 Related Documentation ........................................................................................... Installation Guide for Kofax Transformation Modules ......................................... Kofax Transformation Modules Configuration Guide ........................................... Help .............................................................................................................. Scripting Help ................................................................................................ Release Notes ................................................................................................. 7 7 8 8 8 8 Training ................................................................................................................. 8 Technical Support .................................................................................................. 9 Overview .................................................................................................................... 11 Kofax Transformation Modules ............................................................................... Module Order .............................................................................................. Components .................................................................................................. A Typical Kofax Transformation Solution ........................................................ Batch Processing ........................................................................................... 11 11 12 15 16 How Do I Use Document Review? ............................................................................. 19 Processing Batches with Document Review .............................................................. Reviewing Documents ................................................................................... Fixing Problems ............................................................................................ Foldering and Fixing Problems ....................................................................... Editing Batch Structure .................................................................................. Editing Classes ............................................................................................. 20 21 21 26 27 29 Shortcut Keys ....................................................................................................... 30 Quick Tour of Document Review ............................................................................... 33 Menu Bar ............................................................................................................. 34 Toolbars ............................................................................................................... 37 Kofax Transformation Modules User's Guide 3 Contents Panels .................................................................................................................. Batch Content Panel ...................................................................................... Document Viewer ......................................................................................... Current Problem Panel ................................................................................... Windows .............................................................................................................. Open Batch Window ..................................................................................... Settings Window ........................................................................................... Application Language Window ....................................................................... Rejection Note Window ................................................................................. 40 40 41 41 42 42 43 44 45 Status Bar ............................................................................................................. 41 Adjusting the Panel Layout .................................................................................... 45 How Do I Use Correction? ......................................................................................... 47 Processing Batches with Correction ......................................................................... Single Character Correction ............................................................................ Whole Field Correction .................................................................................. Overriding Fields .......................................................................................... Inserting the Previous Field Value ................................................................... Inserting the OCR Value ................................................................................ Validation Rule Failures ................................................................................. Viewing the Full Image ................................................................................. Navigating Within a Batch ............................................................................. Closing a Batch ............................................................................................ Field Order ................................................................................................... 48 49 50 51 51 51 52 52 53 54 54 Shortcut Keys ....................................................................................................... 55 Quick Tour of Correction ........................................................................................... 57 Menu Bar ............................................................................................................. 58 Toolbars ............................................................................................................... 61 Panels .................................................................................................................. 64 Correction Viewer ......................................................................................... 64 Image Viewer ............................................................................................... 66 Status Bar ............................................................................................................. 66 Windows .............................................................................................................. Application Language Window ....................................................................... Open Batch Window ..................................................................................... Settings Window ........................................................................................... 67 67 67 69 4 Kofax Transformation Modules User's Guide Contents How Do I Use Validation? .......................................................................................... 71 Processing Batches with Validation ......................................................................... Validate a Document ..................................................................................... Batches with No Invalid Documents ................................................................ Batch Editing ................................................................................................ Character Exact Editing ................................................................................. Masked Areas ............................................................................................... Show Field Contents in Batch Tree ................................................................. Online Learning ............................................................................................ Shortcut Keys ............................................................................................... Read-Only Fields .......................................................................................... Force Valid Field .......................................................................................... Auto Completion For Fields ........................................................................... Assign a Class .............................................................................................. Reject Documents or Pages ............................................................................ Table Indexing .............................................................................................. 71 72 73 73 77 77 78 78 79 79 79 79 80 82 82 Shortcut Keys ....................................................................................................... 84 Quick Tour of Validation ............................................................................................ 87 Menu Bar ............................................................................................................. 88 Context Menus ...................................................................................................... 94 Toolbars ............................................................................................................... 99 Status Bar ........................................................................................................... 105 Panels ................................................................................................................. Batch Content Panel .................................................................................... Document Result Panel ................................................................................ InPlace Editor Panel .................................................................................... Document Viewer ........................................................................................ Adjusting the User Interface ......................................................................... Windows ............................................................................................................ Application Language Window ..................................................................... Kofax Capture Objects Window .................................................................... Make Available for Generic Online Learning Window ..................................... Open Batch Window .................................................................................... Page Properties Window ............................................................................... Rejection Note Window ............................................................................... Select Folder Class Window ......................................................................... 105 105 106 108 109 109 110 110 111 111 112 113 114 114 Kofax Transformation Modules User's Guide 5 Contents Settings Window ......................................................................................... 115 How Do I Use Verification? ...................................................................................... 119 Processing Batches with Verification ..................................................................... Verification Mode ........................................................................................ Confirm ...................................................................................................... Blind Double Keying ................................................................................... Read-Only .................................................................................................. Rejecting Documents and Pages .................................................................... Navigating Within a Batch ........................................................................... Closing a Batch ........................................................................................... 119 121 121 122 123 124 124 125 Shortcut Keys ..................................................................................................... 125 Quick Tour of Verification ........................................................................................ 127 Menu Bar ........................................................................................................... 128 Context Menus .................................................................................................... 132 Toolbars ............................................................................................................. 133 Panels ................................................................................................................. Batch Content Panel .................................................................................... Document Result Panel ................................................................................ Document Viewer ........................................................................................ Windows ............................................................................................................ Application Language Window ..................................................................... Open Batch Window .................................................................................... Settings Window ......................................................................................... Rejection Note Window ............................................................................... Page Properties Window ............................................................................... 137 137 138 138 139 139 140 141 143 144 Status Bar ........................................................................................................... 139 Glossary ................................................................................................................... 145 Index ......................................................................................................................... 155 6 Kofax Transformation Modules User's Guide How to Use This Guide Introduction This guide describes how to use Kofax Transformation Modules and is for use by keyboard operators correcting and validating data and batch structure. It provides a brief introduction to each of the modules and gives the instructions necessary to operate these modules. The modules must be configured for a specific document set before use. This is done using the configuration tools and is not covered in this guide. If you need more detailed information on configuring a solution, read the Help. Complete details of the Kofax Transformation Modules documentation are included in the section Related Documentation. This guide assumes that you have a thorough understanding of Windows standards and interfaces, and Kofax Capture. To use this guide, briefly read the Overview chapter to gain an overall understanding of Kofax Transformation Modules. Then read the chapter that describes the specific module that you will be operating. Note The Overview chapter is supplementary information, so you may wish to go direct- ly to the chapter for the module you will be using. Related Documentation In addition to this Kofax Transformation Modules User's Guide, the following documentation is available. Installation Guide for Kofax Transformation Modules This installation guide is provided as a separate document in the Kofax Transformation Modules software package. The installation guide provides instructions for installing Ko- Kofax Transformation Modules User's Guide 7 How to Use This Guide fax Transformation Modules. In addition, it contains information about implementing your installation, certified operating systems, and other system requirements. Kofax Transformation Modules Configuration Guide The Kofax Transformation Modules Configuration Guide provides an overview of Kofax Transformation Modules. It contains information about the configuration modules and how to use them, as well as detailed information about the technology provided by Kofax Transformation Modules. Help Kofax Transformation Modules Help is available from the application components as follows: s From any of the Kofax Transformation Modules components, press F1, click Help from the toolbar, or select Contents from the Help menu. From any application window, press F1 or click Help to display context sensitive help information for the window. s Scripting Help Information about scripting is available from the Help menu of any Project Builder interface that allows you to write or access scripts. Select Help and then the desired help component. Release Notes Late-breaking product information is available from the release notes. You should read the release notes carefully, as they contain information that may not be included in other Kofax Transformation Modules documentation. Training Kofax offers both classroom and computer-based training that will help you make the most of your Kofax Capture solution. Visit the Kofax Web site at www.kofax.com for complete details about the available training options and schedules. 8 Kofax Transformation Modules User's Guide How to Use This Guide Technical Support For additional technical information about Kofax products, visit the Kofax Web site at www.kofax.com and select an appropriate option from the Support menu. The Kofax Support pages provide product-specific information, such as current revision levels, the latest drivers and software patches, online documentation and user manuals, updates to product release notes (if any), technical tips, and an extensive searchable knowledgebase. The Kofax Web site also contains information that describes support options for Kofax products. Please review the site for details about the available support options. If you need to contact Kofax Technical Support, please have the following information available: s Kofax Transformation Modules software version Kofax Capture and KCN Server software versions Operating system and service pack version Network and client configuration Copies of your error log files Scanner make and model Scanner engine (board) type Special/custom configuration or integration information s s s s s s s Kofax Transformation Modules User's Guide 9 10 Kofax Transformation Modules User's Guide Chapter 1 Overview Introduction This chapter introduces the components included with Kofax Transformation Modules, as well as their key features. Kofax Transformation Modules Kofax Transformation Modules provides additional automatic classification, separation, and extraction, as well as advanced user interactive functionality such as, indexing and validation to Kofax Capture. Kofax Capture scans paper-based documents, creating a series of scanned image files. Alternatively, Kofax Capture Import Connector - Email can retrieve emails (including attachments) from a server. Kofax Capture then routes the files through Kofax Transformation Modules, which separates pages into documents, classifies documents and extracts information. Within Kofax Transformation Modules these classification, separation and extraction results are presented for review by users. After all documents have been validated in the attended modules, the batch is analyzed to increase the recognition of documents with the same layout by an "online learning" algorithm. Finally, the accurate, validated data and images are exported to a back-end system using Kofax Capture. Kofax Transformation Modules consists of a set of components, either Kofax Capture custom modules or additional tools. In this documentation, the components are also referred to by their module or tool name, omitting the product name as a prefix. Module Order The following diagram shows Kofax Capture as the platform for the Kofax Transformation Modules components, linking them together into the complete solution. The configuration tools are used to tailor the modules for the particular documents being processed. Kofax Transformation Modules User's Guide 11 Chapter 1 Figure 1.1. Kofax Transformation solution (all modules) One of the key features of Kofax Transformation Modules is its flexibility. There are many different ways in which the modules can be configured, ensuring maximum accuracy and efficiency regardless of the type of documents being processed. Each solution is unique, features and modules documented in this guide may not be used in your solution. In addition, shortcut keys may have been changed or additional options implemented in your installation's configuration. Please ask your solution integrator which areas of functionality are relevant to you. Components Kofax Transformation Modules consists of a set of components, either Kofax Capture custom modules or additional tools. Table 1.1. Configuration Tools Component Kofax Transformation - Project Builder Description A configuration tool that is used to develop, train, and test Kofax Transformation Modules configurations. A configuration tool that is used to manage document sets and configure trainable document separation. Kofax Transformation - Project Planner (Professional Add-on license only) 12 Kofax Transformation Modules User's Guide Overview Component Kofax Transformation - Synchronization Description A setup component that is integrated into the Kofax Capture Administration module as a custom panel. It is used for linking Kofax Capture document classes and index fields to classes and fields in the Kofax Transformation project and is installed with Kofax Transformation Modules - Server. A configuration tool that is used to create and maintain extraction Knowledge Bases. Kofax Transformation - Knowledge Base Administration Kofax Transformation - Service Configura- A configuration utility that is used to set up tion and change settings for the Kofax Transformation Modules - Batch Processing Service and the Kofax Transformation Modules Knowledge Base Learning Service. It is installed with Kofax Transformation Modules - Server. Table 1.2. Server Modules Component Kofax Transformation Modules - Server Description A module that automatically separates a batch into documents and then classifies and extracts information from each document. It also groups documents into folders based on common features if foldering is enabled. Kofax Transformation Modules User's Guide 13 Chapter 1 Component Kofax Transformation Modules - Knowledge Base Learning Server Description A module that performs online learning tasks to improve recognition based on validation input for documents with unsatisfactory extraction results. Table 1.3. User Interactive Modules Component Kofax Transformation Modules - Validation Description A user interactive module that is used to review extraction results for an entire document and to ensure that all information is valid. Documents can also be marked for online learning. A user interactive module that is used to review extraction results for individual fields and correct low confidence characters extracted with zonal OCR in a speed-optimized environment. A user interactive module that is used to review batch structure and ensure that each document contains the correct pages and is correctly classified. Kofax Transformation Modules - Correction Kofax Transformation Modules - Document Review Kofax Transformation Modules - Verifica- A user interactive module that is used to tion double key critical data to ensure greater accuracy from extracted data. Table 1.4. Other Tools Component Kofax Transformation - Statistics Viewer Kofax Transformation - XDoc Browser Description A tool that is used to monitor classification and extraction performance. A tool that is used to view and analyze extracted data within XDocs. 14 Kofax Transformation Modules User's Guide Overview Component Kofax Transformation - OCR Server Description A tool that is used to quickly create XDocs from batches of images to expedite configuration. A tool that is used to quickly test image classification on large numbers of images. Kofax Transformation - Image Classifier Once Kofax Transformation Modules is installed, you can add the unattended and attended modules to any batch class already defined in the Kofax Capture Administration module. Typically, the Server module is placed directly after the Scan module and replaces the Recognition Server module in the Kofax Capture workflow. Documents are classified and processed for data extraction and then routed to the attended modules, Knowledge Base Learning Server and/or the Release module. A Typical Kofax Transformation Solution A typical Kofax Transformation solution will have multiple dedicated stations for each module. For example, there may be a scanner station, stations automatically running Server and Knowledge Base Learning Server, computers dedicated to running the Document Review module, several more computers running Correction, Validation, and Verification, and a Release station, as shown in the following illustration. Depending on the documents being processed and the requirements of the system, some modules in the Kofax Transformation Modules may not be used. Kofax Transformation Modules User's Guide 15 Chapter 1 Figure 1.2. A typical Kofax Transformation solution Batch Processing When documents are first scanned they are collated into batches. These are sets of documents that can be processed efficiently as a unit through the transformation process. There may be a link between all the documents in a batch. For example, they may have 16 Kofax Transformation Modules User's Guide Overview all arrived from a specific site, or they may be independent. A typical batch will contain between 50 to 500 documents. Kofax Transformation Modules User's Guide 17 18 Kofax Transformation Modules User's Guide Chapter 2 How Do I Use Document Review? Introduction The purpose of Document Review is to ensure that every document in a batch contains the correct pages and has the correct classification. Operators are presented with a list of problems that need to be fixed before a set of documents can be processed further. Kofax Capture Workflow A batch is processed through Kofax Capture and is classified, separated, and optionally extracted by the time it reaches Document Review. If there are any problems with the classification and separation, they can be solved in Document Review. After a batch has passed through Document Review, it will be sent for further extraction for any document with an altered structure. The data extracted at this stage of the workflow is critical, so it is important that any problems are fixed in Document Review beforehand. After extraction is complete, the batch is passed on to additional modules to further process the extracted information. Finally, each document along with its extracted information is released to a back-end system for storage or further processing. Problems in Document Review The solution integrator decides which Document Review rules will be applied when a Kofax Transformation solution is configured. If any of these rules are not met when a batch is run, they appear as problems to be fixed in Document Review. A problem consists of one or more failed Document Review rules that appear on a document or at the global level in the batch. This means that a batch may have several problems, each with one or more rule failures. Kofax Transformation Modules User's Guide 19 Chapter 2 For example, a project has been configured requiring that a batch contain at least 50 documents, ten of which are application forms. These requirements are configured using two separate rules: one rule to specify the minimum number of documents needed in the batch, and a second rule to specify that there need to be at least ten applications in the batch. After the batch is processed, there are only nine application forms and 49 documents due to poor separation. When Document Review starts, there is a single problem at the batch level that lists both of the Document Review rule failures as specified above. Processing Batches with Document Review You can start Document Review manually like a standard Windows application or from the Kofax Capture Batch Manager module. If you use the Batch Manager module, Document Review opens the batch and automatically shuts down when the batch is closed or suspended. Document Review can be configured to open the next batch automatically. In this case, after starting the module or closing the current batch, any waiting batch opens automatically. Note If no batches are waiting a message "No waiting batches" is displayed instead. ® To configure the option to open batches automatically 1 2 3 4 From the Options menu, select Settings. Select Open next batch automatically. If required, select Poll for next batch (seconds) and type a value in the box. If required, select Include suspended batches. If the Open next batch automatically option is cleared, different behavior occurs when starting the module or closing the current batch. The Open Batch window is displayed, allowing you to choose a waiting batch. ® To open a batch 1 In the Open Batch window, select a batch from the list. 20 Kofax Transformation Modules User's Guide How Do I Use Document Review? 2 Click OK. The batch opens and the first problem is displayed. Important If a batch contains folders, several batch editing options are not available in Document Review. Reviewing Documents Document Review is a comprehensive interface that allows you to fix problems using the following features: s Batch Content Panel provides a clear structure of the batch, including thumbnail images of pages. A panel provides details of the current problem, particularly the Document Review Rules which has not been met. The first page of the selected document is displayed in the Document Viewer. You can display others by using simple navigation. s s Fixing Problems A problem is displayed in Document Review if any of the following batch rules are not met: s This batch must have N documents. This batch must have N documents of class X. s Document Review identifies problems if any of the following document level rules are not met: s Every document of this class must have N pages. Every document must have a class. Every document with a suggested class must be reviewed. s s This Batch Must Have N Documents This batch has an incorrect number of documents. You can resolve this problem by performing one of the following actions: Kofax Transformation Modules User's Guide 21 Chapter 2 Drag and Drop If a document contains a page that belongs to a previous or subsequent document, you can drag this page to the correct document. Similarly, if the pages within a document are in the incorrect order, you can drag and drop the pages to reorder the document. To move a page, select the page you want to move and use your mouse to drag-and-drop the page to the desired location. Merging Documents If a document has been incorrectly separated, you can merge it with the previous document to make a complete document. In order to merge a document, you need to select the document that was incorrectly separated from its previous document. From the Document menu, select Merge to Previous to combine the selected document with the previous document listed in the Batch Content panel. You can merge documents as many times as necessary. Splitting Documents If a document contains one or more pages that do not belong to it, you can separate these pages from the current document and create a new document with them. In order to split one or more pages from the current document, you need to select the first extraneous page in the current document and then, from the Document menu, select Split before Current Page. This separates the current document into two documents. The selected page becomes the first page of the new document, which is not classified and requires attention. If your project has a default classification, the new document is assigned this class. If the assigned class is incorrect, you can change it. You can split documents as many times as necessary to return the documents to their correct structure. This Batch Must Have N Documents of Class X This batch has an incorrect number of documents in a specific class. 22 Kofax Transformation Modules User's Guide How Do I Use Document Review? You can resolve this problem by performing one of the following actions: Change Class If the class is incorrect, change it as follows: ® To change the class 1 2 Click the assigned class to activate the drop-down list box. Select the correct class from the drop-down list box. Drag and Drop If a document contains a page that belongs to a previous or subsequent document, you can drag this page to the correct document. Similarly, if the pages within a document are in the incorrect order, you can drag and drop the pages to reorder the document. To move a page, select the page you want to move and use your mouse to drag-and-drop the page to the desired location. Merging Documents If a document has been incorrectly separated, you can merge it with the previous document to make a complete document. In order to merge a document, you need to select the document that was incorrectly separated from its previous document. From the Document menu, select Merge to Previous to combine the selected document with the previous document listed in the Batch Content panel. You can merge documents as many times as necessary. Splitting Documents If a document contains one or more pages that do not belong to it, you can separate these pages from the current document and create a new document with them. In order to split one or more pages from the current document, you need to select the first extraneous page in the current document and then, from the Document menu, select Split before Current Page. Kofax Transformation Modules User's Guide 23 Chapter 2 This separates the current document into two documents. The selected page becomes the first page of the new document, which is not classified and requires attention. If your project has a default classification, the new document is assigned this class. If the assigned class is incorrect, you can change it. You can split documents as many times as necessary to return the documents to their correct structure. Every Document of This Class Must Have N Pages This document has an incorrect number of pages. You can resolve this problem by performing one of the following actions: Change Class If the class is incorrect, change it as follows: ® To change the class 1 2 Click the assigned class to activate the drop-down list box. Select the correct class from the drop-down list box. Drag and Drop If a document contains a page that belongs to a previous or subsequent document, you can drag this page to the correct document. Similarly, if the pages within a document are in the incorrect order, you can drag and drop the pages to reorder the document. To move a page, select the page you want to move and use your mouse to drag-and-drop the page to the desired location. Merging Documents If a document has been incorrectly separated, you can merge it with the previous document to make a complete document. In order to merge a document, you need to select the document that was incorrectly separated from its previous document. From the Document menu, select Merge to Previous 24 Kofax Transformation Modules User's Guide How Do I Use Document Review? to combine the selected document with the previous document listed in the Batch Content panel. You can merge documents as many times as necessary. Splitting Documents If a document contains one or more pages that do not belong to it, you can separate these pages from the current document and create a new document with them. In order to split one or more pages from the current document, you need to select the first extraneous page in the current document and then, from the Document menu, select Split before Current Page. This separates the current document into two documents. The selected page becomes the first page of the new document, which is not classified and requires attention. If your project has a default classification, the new document is assigned this class. If the assigned class is incorrect, you can change it. You can split documents as many times as necessary to return the documents to their correct structure. Every Document Must Have a Class This rule is displayed in the Problem Display panel when a document does not have a class.You can resolve this problem with one of the following actions: Assign a Class If there is no class, use the "Class" drop-down list box to assign a new class. ® To assign a class 1 2 3 Select the problem document to be updated. Select the Class drop-down list box. Begin typing the name of the class. The typed characters select the matching value from the drop-down list box of available classes. 25 Kofax Transformation Modules User's Guide Chapter 2 4 Press Enter to confirm the correct value. You can also assign the class by using the mouse to click on the current class, and then selecting a new class from the drop-down list box. Every Document With a Suggested Class Must Be Reviewed This message is displayed in the Current Problem panel when there is no class assigned to a document due to a result below the confidence threshold. When this happens, Document Review makes a suggestion based on the class alternatives that were below the confidence threshold. This can happen if a document was poorly scanned. You can resolve this problem with one of the following actions: Confirm the Class If the class is correct, confirm the class for the document that is below the confidence threshold. To confirm the class, right-click the class that needs to be confirmed and select Confirm Class. Change Class If the class is incorrect, change it as follows: ® To change the class 1 2 Click the assigned class to activate the drop-down list box. Select the correct class from the drop-down list box. Foldering and Fixing Problems When foldering is enabled, the folder levels are not displayed in Document Review. As a result, there is a flat hierarchy structure, and documents are shown at the same level regardless of their folder structure. The following Document Review actions are not available when a batch with folders is processed: s Drag and Drop 26 Kofax Transformation Modules User's Guide How Do I Use Document Review? s Merging Documents Splitting Documents s This prevents accidental restructuring of the folders. However, the following actions are available to correct any problems that are displayed in Document Review: s Rejecting Documents Deleting Documents and Pages Changing a Class Confirming a Class Assigning a Class s s s s In addition, the following actions may help when solving a problem: s Unrejecting Documents Rotating Pages s Editing Batch Structure The following actions allow you to edit the batch structure: Drag and Drop If a document contains a page that belongs to a previous or subsequent document, you can drag this page to the correct document. Similarly, if the pages within a document are in the incorrect order, you can drag and drop the pages to reorder the document. To move a page, select the page you want to move and use your mouse to drag-and-drop the page to the desired location. Merging Documents If a document has been incorrectly separated, you can merge it with the previous document to make a complete document. In order to merge a document, you need to select the document that was incorrectly separated from its previous document. From the Document menu, select Merge to Previous Kofax Transformation Modules User's Guide 27 Chapter 2 to combine the selected document with the previous document listed in the Batch Content panel. You can merge documents as many times as necessary. Splitting Documents If a document contains one or more pages that do not belong to it, you can separate these pages from the current document and create a new document with them. In order to split one or more pages from the current document, you need to select the first extraneous page in the current document and then, from the Document menu, select Split before Current Page. This separates the current document into two documents. The selected page becomes the first page of the new document, which is not classified and requires attention. If your project has a default classification, the new document is assigned this class. If the assigned class is incorrect, you can change it. You can split documents as many times as necessary to return the documents to their correct structure. Rejecting Documents If you cannot fix a problem in a batch, you can reject a document. This sends the entire batch to Quality Control where it can be reviewed and fixed by a Quality Control operator. ® To reject a document 1 2 From the Document menu, select Reject. Type the reason for rejecting the document in the window or select a reason from the pre defined list. The document is marked with the rejection symbol. Unrejecting Documents To unreject a document, from the Document menu, select Unreject. 28 Kofax Transformation Modules User's Guide How Do I Use Document Review? Rotating Pages If a document has a page with the wrong orientation, you can rotate the page. ® To rotate a page 1 2 Select the page that is incorrectly oriented. Click Rotate Left ( ) or Rotate Right ( ) from the toolbar as appropriate. Click rotate as many times as needed to correct the page orientation. Deleting Documents and Pages If a batch contains extra or duplicated documents, you can delete them. Similarly, if a document has extra or duplicate pages, you can delete them. Note The option to delete a page or document may be disabled by your solution integra- tor. ® To delete a document 1 2 Select a document to delete. From the Document menu, select Delete Document. Important If you delete a document or page, it is permanently removed from a batch. Only delete a document or page if there is no other way to fix the problem. Always consider rejecting the document instead. ® To delete a page 1 2 Select a page to delete. From the Page menu, select Delete Page. Editing Classes The following actions allow you to edit the class assigned to a document. This may be necessary if a document has no class or an incorrect class. Kofax Transformation Modules User's Guide 29 Chapter 2 Assign a Class If there is no class, use the "Class" drop-down list box to assign a new class. ® To assign a class 1 2 3 Select the problem document to be updated. Select the Class drop-down list box. Begin typing the name of the class. The typed characters select the matching value from the drop-down list box of available classes. 4 Press Enter to confirm the correct value. You can also assign the class by using the mouse to click on the current class, and then selecting a new class from the drop-down list box. Change Class If the class is incorrect, change it as follows: ® To change the class 1 2 Click the assigned class to activate the drop-down list box. Select the correct class from the drop-down list box. Confirm the Class If the class is correct, confirm the class for the document that is below the confidence threshold. To confirm the class, right-click the class that needs to be confirmed and select Confirm Class. Shortcut Keys Document Review provides the following shortcut keys which make processing batches. 30 Kofax Transformation Modules User's Guide How Do I Use Document Review? Shortcut Key Ctrl + O Ctrl + L Ctrl + S Ctrl + F Ctrl + Shift + P Ctrl + P Ctrl + Shift + F Ctrl + Shift + N Ctrl + N Ctrl + H Ctrl + D Ctrl + J Ctrl + Shift + J Ctrl + Del Ctrl + M Ctrl + T Del Ctrl + Shift + R Ctrl + R Description Opens a batch Closes a batch Suspends a batch Navigates to the first document Navigates to the previous document Navigates to the next document Navigates to the last document Navigates to the previous problem Navigates to the next problem Changes a class Confirms a class Rejects a document Unrejects a document Deletes a document Merges the selected page to the previous document Splits the selected page from the document and creates a new document Deletes a page Rotates a page left Rotates a page right Customizing Shortcut Keys You can customize the shortcut keys. ® To customize a shortcut key 1 Right-click on the toolbar and select Customize. The Customize window is displayed. Kofax Transformation Modules User's Guide 31 Chapter 2 2 3 4 Click Keyboard. The Customize Keyboard window is displayed. In the Commands list, select a menu command whose shortcut key you want to customize. In the Specify a Shortcut list, select the new shortcut key. 32 Kofax Transformation Modules User's Guide Chapter 3 Quick Tour of Document Review Introduction Document Review has a menu and toolbar for quick access to various features and commands. In addition, a status bar is displayed along the bottom of the window and provides additional information. If the Document Viewer and Current Problem panels are visible, you can undock and reposition them. Kofax Transformation Modules User's Guide 33 Chapter 3 Figure 3.1. Kofax Transformation Modules - Document Review Layout Menu Bar Document Review provides a standard, Windows-style menu bar with the following menus: s Batch View Document Page Options s s s s 34 Kofax Transformation Modules User's Guide Quick Tour of Document Review s Help Batch Menu The following options are available: s Open - a list of available batches that you can open is displayed. Close - closes the current batch. Suspend - suspends the current batch. Exit - closes the module. s s s View Menu The following options are available: s Zoom In - increases the magnification of the selected page in the image viewer. Zoom Out - decreases the magnification of the selected page in the image viewer. Best Fit - fits the image size to the image viewer. s s Document Menu The following options are available: s First - navigates to the first document in the batch. Previous - navigates to the previous document in the batch. Next - navigates to the next document in the batch. Last - navigates to the last document in the batch. Previous Problem - navigates to the previous problem in the batch. Next Problem - navigates to the next problem in the batch. Change Class - opens the class list for the selected document. Confirm Class - confirms the class for the selected document. s s s s s s s Kofax Transformation Modules User's Guide 35 Chapter 3 s Reject - flags the selected document so it is sent to Quality Control and opens the Rejection Note window. Reject is enabled in the menu only when you have selected a document or page that is not already rejected. Unreject - removes the rejection flag for the currently selected document. Unreject is enabled in the menu only if you have selected a document that is already rejected. Delete Document - removes the selected document. Merge to Previous - combines selected documents into a single document. Split before Current Page - splits the current document. This item is not available for the first document or page or if a document is a single page in length. s s s s Page Menu The following options are available: s Delete Page - removes the selected page. Rotate Left - rotates the page 90° to the left. Rotate Right - rotates the page 90° to the right. s s Options Menu The following options are available: s Show Script - shows the script window if script debugging is enabled. Select Language - allows you to select one of the available languages for the application. Settings - allows you to configure settings. s s Help Menu The following options are available: s Contents - opens the Help for Document Review. 36 Kofax Transformation Modules User's Guide Quick Tour of Document Review s About - shows information about Document Review. Toolbars The toolbars provide shortcuts to many menu items and gives quick access to all important features. Use the Batch toolbar to manage batches. Table 3.1. Batch Toolbar Icons Description Open Batch A list of available batches that can be opened is displayed. Suspend Batch Suspends the current batch. Close Batch Closes the current batch. Use the View toolbar to adjust the size of the image in the document viewer. Table 3.2. View Toolbar Icons Description Zoom In Increases the magnification of the current page. Zoom Out Decreases the magnification of the current page. Best Fit Adjusts the size of the image displayed in the viewer. Use the Document toolbar to navigate between documents and problems in a batch. Kofax Transformation Modules User's Guide 37 Chapter 3 Table 3.3. Document Toolbar Icons Description First Navigates to the first document in the batch. Previous Navigates to the previous document in the batch. Next Navigates to the next document in the batch. Last Navigates to the last document in the batch. Next Problem Navigates to the next problem in the batch. Previous Problem Navigates to the previous problem in the batch. Change Class Opens the class list for the selected document. Confirm Class Confirms the class for the selected document. Delete Document Deletes the selected document. Reject Rejects the selected document and opens the Rejection Note window. Reject is only enabled in the menu when you have selected a document or page that is not already rejected. 38 Kofax Transformation Modules User's Guide Quick Tour of Document Review Icons Description Unreject Unrejects the selected document. Table 3.4. Page Toolbar Icons Description Delete Page Deletes the selected page. Rotate Left Rotates the page 90° to the left. Rotate Right Rotates the page 90° to the right. Customizing Toolbars You can customize the toolbars as follows. ® To add a menu command to the toolbar 1 Right-click on the toolbar and select Customize. The Customize window is displayed. 2 3 Select the Commands tab. In the Commands list, select the desired menu command and drag it onto the toolbar. ® To remove a menu command from the toolbar 1 2 On the right side of a toolbar, click Toolbar Options ( ). Select Add or Remove Buttons, then select the name of the toolbar containing the menu command. Kofax Transformation Modules User's Guide 39 Chapter 3 3 Clear the option for the menu command ( ). Panels The following panels are available in Document Review: s Batch Content Panel Document Viewer Current Problem Panel s s Batch Content Panel The Batch Content panel is on the left side of the Document Review application and contains the navigation tree and the batch contents. The batch content cannot be hidden or moved within the Document Review window. Figure 3.2. Batch Content Panel The name of the batch. 40 Kofax Transformation Modules User's Guide Quick Tour of Document Review A problem document. By default, the first problem is displayed. A document with its class name and page count. Document Viewer By default, the the first page of the currently selected document is displayed in the Document Viewer. To display a subsequent page in a multi-page document, click on its thumbnail in the Batch Content panel. This panel can be floated to any position on the screen, inside or outside of the Document Review window. In order to see a document or page more clearly, you can zoom in or out using "Zoom In" and "Zoom Out" ( or ) on the toolbar or the mouse wheel. If you want to move around a zoomed document, hold Shift while you hold the left mouse button and drag. Current Problem Panel Document or global problems are displayed in the Current Problem panel. A problem may contain one or more Document Review rule failures. Figure 3.3. Current Problem example You can navigate between problems by clicking "Next Problem "( Problem "( ) on the toolbar. ) and "Previous Status Bar Kofax Transformation Modules User's Guide 41 Chapter 3 The status bar provides the state of the Insert (OVR), Num Lock (NUM) and Caps Lock (CAP) keys. The state of Document Review, the number of documents, pages in the currently selected document, and the number of problems are also displayed. Figure 3.4. Document Review Status Bar Windows The following windows are available in Document Review: s Open Batch Settings Application Language Rejection Note s s s Open Batch Window The Open Batch window allows you to choose which batch to open. It is displayed when: s Batches are ready for Document Review when the module is started, and the Open next batch automatically option is not selected. Batches are ready for Document Review when you close a batch, and theOpen next batch automatically option is not selected. The window is opened from the main menu or toolbar. s s The window provides a list of batches that are ready for Document Review, one of which can be selected for processing. List of Batches A list of available batches that are ready to be processed with Document Review is displayed. You can sort the list by column by clicking on the corresponding column's label. 42 Kofax Transformation Modules User's Guide Quick Tour of Document Review Name The name of the batch. BatchClass The name of the batch class. Date The date and time when the batch was created. Status The current Kofax Capture batch status. For further details, see Kofax Capture Help. Priority The priority level for processing the batch from 1 to 10, with 1 as the highest priority. For further details, see Kofax Capture Help. StationID The station ID for the workstation where the batch was created. For further details see Kofax Capture Help. Buttons The following buttons are available on the Open Batch window: OK Saves your settings. Cancel Closes the window and discard any changes made. Refresh Updates the list of batches that are waiting for Document Review. Help Help for this window. Settings Window Use the Settings window to define the behavior of the batch, for example after the last problem has been fixed. End of Batch Behavior The following options are available for configuring the end of batch behavior: Kofax Transformation Modules User's Guide 43 Chapter 3 Prompt before closing batch When all documents in the batch have been processed, this message is displayed by default. To turn off this prompt, clear the option. The batch automatically closes without prompting. Open next batch automatically By default, this option is enabled so that when one batch closes, the next batch automatically opens. If Poll for next batch (seconds) is selected, the module checks for batches to be processed based on the specified polling interval. If there is a batch waiting, it opens immediately. To show suspended batches, select the Include suspended batches option. Script Allow script debugging By default, Allow script debugging is disabled. When selected it allows scripts to be debugged in Document Review. This option is only enabled for advanced users. The Script Editor (From the Options menu, select Show Script) can only be used if this option is enabled. Note This option may not be available if overridden by your solution integrator. Application Language Window When you open Document Review for the first time, the language used is determined by the operating system. Use this window to change the language of the Document Review module. You must restart the application for changes to take effect. ® To change the language 1 2 From the Options menu, choose Select Language. Select the desired language from the drop-down list box. If the required language is not available in the drop-down list box, you can download it by clicking on the "Install additional languages" link. 44 Kofax Transformation Modules User's Guide Quick Tour of Document Review Rejection Note Window Use this window to add a comment that describes why you have rejected the current document. When the document is opened in Quality Control, this comment is displayed. Predefined This is a drop-down list box of predefined comments. Select a suitable comment from the list or add your own comment to the free-form field. Any added comments are available for subsequent rejections. Free-form If the drop-down list box of predefined comments does not contain a suitable comment, you may enter a new comment in the free-form Rejection Reason box and click OK. This comment is automatically added to the list of predefined comments. Adjusting the Panel Layout It is possible to float the Document Viewer to a new position inside Document Review as well move it anywhere on the screen outside of Document Review. Moving the Document Viewer outside of Document Review is useful if you have dual monitors. The Batch Content and Current Problem are on one screen, while the Document Viewer is on the other. In order to float the panel, click its header and drag it to the desired location. To dock the panel, double-click its header. This returns the panel back to its original location in the Document Review window. You can "Auto Hide" the Document Viewer and Current Problem panels so they collapse into a tab wherever they are docked. To autohide either of these panels, click on the pin ( ) in the panel header. Click on the pin ( original location. ) in a panel tab to return the panel to its Note A panel needs to be docked before it can be dragged outside of the Document Re- view window. This means that you cannot undock a panel that has "Auto Hide" turned on. Kofax Transformation Modules User's Guide