Premier Director Document Imaging
Automated Indexing
Exactly what is Automated Indexing
• Automated Indexing is a Director module that
will enable Director to identify documents and
keywords on those documents by defining
forms within Director Client.
• By using Optical Character Recognition, OCR
technology Director can be setup to look at
specific locations on a document and read the
values at that location.
• Based on the values at the locations specified
Director can identify document types and
assign keyword values.
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Benefits of Automated Indexing
• Eliminate Operator Error
• Increase Efficiency
• By using OCR technology to execute the monotonous
tasks of indexing scanned documents
• Only requiring operator interaction with suspect
identification
• Increase the speed of availability for
important documentation to be accessed by
the end user
• End User Configuration
• Administrator rights are not needed to create new forms
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Practical Uses
• Importing vital information into Director and
having it be accessible to the end user
• Scanning Standardized Loan, Deposits,
Customer File, and Accounts Payable
documentation in an efficient manner
• Primary Keyword and Unique Identifier are located in
the same area on every form
• Scan and Go Capabilities
• Essentially it could give you the ability to put down an
entire loan file to have it scanned and indexed from
start to finish with no interaction.
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Process overview
• Documents are scanned into a specific queue
in Director client which is set for automated
indexing.
• Once the documents are finished scanning
the OCR engine runs against the documents.
• It takes each document scanned in and
compares it against the forms that are
configured in director client looking for a
match.
• Once a match is found it sets the document
type and then looks for any keyword values
assigned.
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Requirements for Automated Indexing
• Director must be properly licensed for
automated indexing
• Batch automated indexing or Ad hoc Automated
Indexing
• The scan queue must be set to perform
automated indexing on the documents that
are scanned into it.
• OCR components must be installed on the
station which is go be doing the automated
indexing or configuration of forms.
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Scan queue options
• Batch processing is activated on a per scan
queue basis
• Automated index processing queue
• This scan queue will route batches to the Automated index
queue
• Automatic Automated Index Processing
• This scan queue will route batches to the Automated index
queue and attempt to process them right away.
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Scan queue options (Continued)
• Activation of either automatic index queue
options will add a new processing queue to
the document imaging window
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Processing items
• Once items have been scanned they need to
be processed. They have 4 options to make
this happen.
• Manually on same machine
• Right click on the scanned batch in the automated indexing
queue and select perform automated indexing
• Manually on designated machine
• Right click on the scanned batch in the automated indexing
queue and select perform automated indexing from a different
machine
• Automatically on designated machine
• By using the switch -SCANAUTOINDEX
• Based on a scheduled job
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Form Recognition
• Director uses a technology called OCR which
has the capabilities recognize characters on
images
• Director needs a non-handwritten word or
phrase that is unique to that specific
Document Type and is in a standard position
on that page
• By configuring our form definition we can tell
the OCR engine where to look for the
information needed to identify the document
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Forms Setup
• Forms are setup in Director client. To access the
forms batches must be in the awaiting automated
index queue.
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Configuration layout
• The configuration screen layout is broken into 5
distinct sections.
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5 sections of the Configuration layout
• 1st section is the Current Configuration Overview.
• This window displays the components of the current
working form definition, followed by a listing of all
configured form definitions, followed by all document
types for the current scan queue grouped with their
assigned form definition(s) and associated search order.
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5 sections of the Configuration layout
• 2nd section is the Processing Results Verification
• The result verification window displays diagnostic
information related to the individual steps of the
Automated Index process to assist with debugging and/or
fine-tuning the form definitions.
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5 sections of the Configuration layout
• 3rd section is the Current Batch Manifest
• This window displays the contents of the batch that was
selected for Automated Index configuration, listed by
document and page. Only documents of image and PDF
format will be displayed, as these are the only formats that
can be processed by the Automated Index module.
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5 sections of the Configuration layout
• 4th section is the Tools Menu
• The tool menu allows for performing operations related to
the overall configuration or to set the default behavior
when a new zone area is drawn on the template.
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5 sections of the Configuration layout
• 5th section is the Current Form Definition Template
• The form template display window shows the defined
zones for the current form definition overlaid on a
document template. Zones are created, modified and
deleted using the mouse in this window.
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Forms Setup
• Scan in a document and we will Configure
Automated Indexing
• From here we can Assign an existing
form or create a
New form
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Forms Setup
• By changing the suspect level to 75 we leave
ourselves a margin of error for the OCR engine to
correctly identify the document type
• Knowing the approximate page limit of each
document type will increase the speed in which
Automated Indexing processes.
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Tying Forms to Document Types
• If you have many different document types that
are formatted differently we can assign multiple
forms to each document type
• In order to do this we will create the different
forms but tie them to the same Document Type
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Form Identification
• After configuring the forms then you must tie it to
a location which will be OCR’ed in order to
identify the documents.
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Form Identification
• Select Form Identification Zone
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Form Identification (Continued)
• This section is Very important.
• What type of match should be selected?
• Exact match – Characters must match exactly
• Fuzzy match – Characters can have a percentage of
errors
• Contains text – selected box must contain the matching
values
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Form Identification (Continued)
• Should Filtering be used?
• Is there any advantage to using combined
rules?
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Keyword Identification
• The form has been setup and identified up to
this point.
• Because we have identified the form we can
now scrape the keyword values for indexing.
• Keep in mind that because we are using
autofill keyword sets we only need to focus
on the Primary value.
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Keyword Identification (Continued)
• Keyword Identification is very similar to the
document type identification
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Keyword Identification (Continued)
• Setting filtering and suspect level is enough
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Process review
• Documents are scanned into Director client
with a queue set for automated indexing
• Automated indexing process is performed
• The documents are first identified by
comparing documents to forms, and then
based on the forms the defined keyword is
populated
• The autofill keyword set then kicks in and
populates all additional keywords on the
document type.
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Setup Demo
• I would like to walk through setting up 2
document types for automated indexing
• Please follow along as I go through the
process and feel free to ask questions at any
point in time.
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Best Practices
• Each Document Type to be scanned in has a
Unique Identifier in a standard position
• Each Document Type to be scanned in has
the Primary Keyword in a standard position
• Create Different Scan Queues for each file
type
• Loan documents, Customer file and Deposit
documents
• This will allow for a more efficient automated
indexing process
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Lab
LAB
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Premier Director Document Imaging
Automated Indexing