Traditional Core & Advanced Capture
Techniques
Agenda
 The Capture Process
 What’s New in Capture Workflow?
 Core and optional capture features
 Imports
 Image processing
 Separation
 Output
 Structured vs. unstructured capture
 Product Demonstration
 Q&A
The Capture Process
All capture typically starts with a 3 step process
1.
Classify - identify the type of document. This may include
sorting documents into individual batch types or scanning all
documents in a folder/process as one.
2.
Separate - manual or intelligent separation of batch
document sets.
3.
Data Extraction - extract meaningful data through OCR,
barcode, KeyFree, advanced capture or manual entry.
Alternative Post Processing Techniques
1.
Data Merge – database lookup on a unique field(s) to
populate other data.
Core Capture Features
 Capture Workflow - Monitor a UNC or
shared folder on timed basis
 Unlimited capture and processing
 Server side image processing for fast client
scanning
 Image enhancement, Barcode, Zone OCR,
Delete Page & Text PDF Creator




Multi-core OCR processing options
Six (6) capture intake activities
Four (4) document separation activities
MFP/copier integration
 Sharp OSA, Kyocera HyPas & Xerox EIP
 3rd party vendor integration
 Nuance (eCopy), NSI Autostore, Planet Press,
Kofax, PSIGEN, etc.
What’s New in Capture Workflow?
 ImportEmail – ability to bring body
and attachments in as PDF vs. MSG
 Priority Workflow- provides priority
routing for certain Capture
Workflows
 Create One Batch per File – allows
each document to be processed
through all capture workflow stages
and into SmartSearch w/o waiting for
the entire batch to process
 Multiple output release – ability to
release to inbox, archive or file
system all at the same time
 Release to File – ability to release to
a file system directory using a field
value as the file name
Core Capture Imports

MFP Scanning - supports capture from ANY
network attached MFP/Copier via scan to
directory/ftp or email.

Desktop Scan- capture paper from any
TWAIN/WIA compliant scanner with the ability
to index at time of capture.

Drag & Drop – any document or email can be
dragged into SmartSearch. Soon to be added to
GlobalSearch.

Import- Manual or automatic import of ANY file
type into an Inbox or Archive.

ImportbyFileName- monitor a network folder
and automatically ingest the file name as index
field values.
Core Capture Imports

Import Email- Drag and drop or automatic
monitoring of any POP/IMAP mailbox

Import Data and Documents- Bulk import of
data and documents from a CSV or XML file

Import Web Forms – provides integration with
FreeForm product to offer post image processing
of resulting web to PDF document.

File XChange– “Save As” will prompt users to
index into SmartSearch through tight integration
with Windows Explorer.

Print- capture documents into SmartSearch by
printing to eDoc virtual print driver.
Image Processing Engines
 Bar Code Recognition – SmartSearch supports 1D barcode recognition, the process of
optically reading a bar code and assigning extracted values to a pre-configured
SmartSearch index field.
 Zone OCR– This option allows extraction of computer generated text from structured,
zone based areas on a templated document.
 PDF Creator – This option is a full page OCR engine and provides the ability to turn
scanned images into text searchable PDF documents.
 Delete Pages – Deletes blank or barcode pages.
 Image (Clean-up) Enhancement – Using state-of-the-art image enhancement
technology, SmartSearch quickly and easily applies despeckle, deskew and various other
document clean-up tasks to improve OCR capabilities.
 Set Field – Set a static field value as part of the capture process.
Image Separation Engines
SmartSearch supports 4 different types of
batch separation
1.
Barcode – separates based on barcode.
Supports prefix separation.
2.
Zone OCR – separates when zone field changes
from previous page. **NEW FEATURE**
3.
Blank page – use a standard blank copy paper
to separate documents
4.
Page count – set static number of pages for
separation
Core Capture Output
–
 Release to Archive
This activity releases the
image and the extracted data to the designated
Archive.
 Release to Inbox
– This activity is often used
when preprocessing documents prior to
release to their permanent SmartSearch
Archive
 Release to Folder
– This activity outputs
the captured document to a pre-defined
file share. **NEW FEATURE**
What is Advanced Capture
Structured vs. Unstructured
Structured forms:
Semi-structured forms:
 Forms of the same type with
 Forms and documents of the same
EXACTLY the same layout
 Information is located in the
same place of each page
 Quantity of fields per page is
fixed
 Templates used to locate and
capture data
type but different layouts
 Information located in different
areas of a document
 Quantity of fields, lines or
transactions per page can vary
 Documents may have varying
number of pages
Samples: STRUCTURED FORMS
Sample Structured Forms
 Credit application
 Employee time card
 State/federal income tax
form
 Customer survey or
questionnaire
Samples: SEMI-STRUCTURED FORMS
Sample UNstructured Forms
 Vendor Invoices
 Sales Orders
 Remittance Advice
 UB-92
 Bill of Lading
 Transcripts
Core SmartSearch
Capture Demo
• Ad-hoc KeyFree of a Purchase Order
• Text zone OCR of structured AR Invoices
• Barcode recognition, separation and Data
Merge of BOL
So, is there such a thing as
AUTOMATIC CAPTURE and INDEXING?
Advanced Capture Demonstration
• SimpleCapture with Auto learning technology of AP
Invoices
• docAlpha full unstructured data extraction of footer
and line item data of medical EOB’s