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Home > Business & Other > Document Preparation > Intelligent Document Capture with Ephesoft, Second Edition
Intelligent Document Capture with Ephesoft, Second Edition
Intelligent Document Capture with Ephesoft, Second Edition

Intelligent Document Capture with Ephesoft, Second Edition: Automate the processing of scanned and digital documents by improving accuracy using web-based open and modern intelligent document capture software , Second Edition

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Intelligent Document Capture with Ephesoft, Second Edition

Chapter 2. Creating a Batch Class

A batch is a set of pages or page images to be processed. A batch class is the definition of how Ephesoft will process these pages. A batch instance is the actual process of performing the operations defined by the batch class. Each batch class can monitor different sources for incoming content and create a batch instance when the content arrives. Batch classes can monitor a variety of sources, including folders in the file system, e-mail accounts, and standards-compliant content repositories.

As an example, we are going to create a new batch class for an accounts payable group that wants to automate the processing of invoices.

As we work through the example in this chapter, we will cover the following topics:

  • Creating a batch class
  • Creating a document type
  • Training for classification and separation
  • Creating fields
  • Basic key/value extraction
  • Validation rules
  • Exporting
  • Processing a batch

Creating a batch class in Ephesoft

The first step in our example is to create a batch class for processing accounts payable documents. We will accomplish this by copying a batch class provided by Ephesoft, and then customizing this batch class as necessary.

The batch classes that come with Ephesoft provide the core behavior that most organizations need. These batch classes should be used as templates and should not be modified or deleted. Creating a copy maintains the original template batch class for use in creating future batch classes.

We will create our batch class on the basis of the MailroomAutomationTemplate batch class. This batch class comes preconfigured with most Ephesoft functionalities, although some of it is disabled. To copy the MailroomAutomationTemplate batch class, first select it from the list in the Batch Class Management interface, and then click on the Copy button above the list.

Creating a batch class in Ephesoft

The batch class management main screen

Enter the Name, Description, Priority, and UNC Folder...

Creating a document type

Now that the accounts payable batch class exists, we must tell Ephesoft about the types of documents that this batch class will process. Each batch class can process many different document types, but we will begin by defining just one document type: an invoice.

Select the newly created batch class and click on the Open button.

When editing batch classes, Ephesoft displays a navigation tree on the left that allows the user to select the aspect of the configuration to be modified. The Document Types item is the default, so it should already be selected, as shown in the following screenshot:

Creating a document type

The batch class document type list

Click on the Add button located on the top of the screen. A new row will appear in the Document Types table into which you can enter information about the new document type, as shown in the following screenshot:

Creating a document type

New document type configuration

The following information can be provided when creating a new document type:

  • Name: The name of the new document...

Training for classification and separation

Traditional image capture systems require that scan operators place separator sheets between each document in a batch. The separator sheets tell the system where each document begins and ends and also indicate the document type. We will configure Ephesoft to separate the example accounts payable batch into individual documents and classify these documents as being invoices without the use of separator sheets. In order to accomplish this, we must train Ephesoft to recognize invoices by supplying an example.

First, find or create a blank invoice. If a blank invoice is not available, you can use an actual invoice with line items and header information, but this won't be as effective. We will discuss training and sample documents further in the next chapter.

Select the checkbox next to the invoice document type. Then, drag and drop the sample invoice to the area below the Upload Learn File(s) link.

Ephesoft will display a message while it learns...

Creating fields

Ephesoft stores information about a document in document-level fields. Further, Ephesoft stores information common to all the documents in a batch in batch-level fields. Typically, field content is extracted from a document, but the fields can be populated in a number of other ways. The field content can be manually entered by an operator, for instance, or populated from a database, or calculated programmatically on the basis of the values of other fields.

For the invoice document type, we would like to extract the customer number, invoice number, and invoice date. In order to accomplish this, we must first create the fields in the document type that we created. From the Batch Class Management interface, select and edit the Accounts Payable batch class. From the Document Types tree node, open the Invoice document type. The Index Fields item should be selected by default. Click on the Add button at the top of the user interface, which will create a new row in the table of...

Key/value extraction

Extraction is the process of automatically populating fields with text from a document. In the following example, the customer number follows a label with the text Customer Number. We can configure Ephesoft to extract any numeric text following Customer Number into the Customer Number field. This process is known as key/value extraction. The key is the label, and the value is the text to be extracted.

Key/value extraction

The sample invoice form

To define a key/value extraction rule, navigate to the KV Extraction Rule area of the menu on the left side of the batch class administration screen. Click on the Add button to open the key/value rule screen for a new rule.

In this screen, indicate on an actual invoice where the key and the value are located. Do this by dragging the invoice into the KV Test area at the bottom of the screen. The first page of the invoice will fill the right side of the screen, with two colored rectangles. Drag the green rectangle so that it surrounds the label, as...

Creating a batch class in Ephesoft

The first step in our example is to create a batch class for processing accounts payable documents. We will accomplish this by copying a batch class provided by Ephesoft, and then customizing this batch class as necessary.

The batch classes that come with Ephesoft provide the core behavior that most organizations need. These batch classes should be used as templates and should not be modified or deleted. Creating a copy maintains the original template batch class for use in creating future batch classes.

We will create our batch class on the basis of the MailroomAutomationTemplate batch class. This batch class comes preconfigured with most Ephesoft functionalities, although some of it is disabled. To copy the MailroomAutomationTemplate batch class, first select it from the list in the Batch Class Management interface, and then click on the Copy button above the list.

The batch class management main screen

Enter the Name, Description, Priority, and UNC Folder...

Creating a document type

Now that the accounts payable batch class exists, we must tell Ephesoft about the types of documents that this batch class will process. Each batch class can process many different document types, but we will begin by defining just one document type: an invoice.

Select the newly created batch class and click on the Open button.

When editing batch classes, Ephesoft displays a navigation tree on the left that allows the user to select the aspect of the configuration to be modified. The Document Types item is the default, so it should already be selected, as shown in the following screenshot:

The batch class document type list

Click on the Add button located on the top of the screen. A new row will appear in the Document Types table into which you can enter information about the new document type, as shown in the following screenshot:

New document type configuration

The following information can be provided when creating a new document type:

  • Name: The name of the new document...

Training for classification and separation

Traditional image capture systems require that scan operators place separator sheets between each document in a batch. The separator sheets tell the system where each document begins and ends and also indicate the document type. We will configure Ephesoft to separate the example accounts payable batch into individual documents and classify these documents as being invoices without the use of separator sheets. In order to accomplish this, we must train Ephesoft to recognize invoices by supplying an example.

First, find or create a blank invoice. If a blank invoice is not available, you can use an actual invoice with line items and header information, but this won't be as effective. We will discuss training and sample documents further in the next chapter.

Select the checkbox next to the invoice document type. Then, drag and drop the sample invoice to the area below the Upload Learn File(s) link.

Ephesoft will display a message while it learns the sample...

Creating fields

Ephesoft stores information about a document in document-level fields. Further, Ephesoft stores information common to all the documents in a batch in batch-level fields. Typically, field content is extracted from a document, but the fields can be populated in a number of other ways. The field content can be manually entered by an operator, for instance, or populated from a database, or calculated programmatically on the basis of the values of other fields.

For the invoice document type, we would like to extract the customer number, invoice number, and invoice date. In order to accomplish this, we must first create the fields in the document type that we created. From the Batch Class Management interface, select and edit the Accounts Payable batch class. From the Document Types tree node, open the Invoice document type. The Index Fields item should be selected by default. Click on the Add button at the top of the user interface, which will create a new row in the table of document...

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Description

Every organization, public or private, processes documents in various formats, especially paper and fax formats. Processing documents manually is an expensive and time-consuming endeavor. Ephesoft Enterprise is a modern document capture solution that allows an organization to automate the business process. It uses powerful technology to classify and capture the vital information from the document's content. This helps to minimize the time your company spends on reviewing and processing any physical and electronic documents. This book teaches you about document capture in general and implementation of document capture using Ephesoft. Start by learning about document capture and how Ephesoft revolutionized the industry. Progress to a tour of key features, including operator and administrator interfaces and then learn to configure Ephesoft to process your business’s specific document types and extract content from those documents. You will also get to know the advanced customization techniques that make Ephesoft accommodate your unique business needs. Finally, the book concludes by teaching you how to embed the classification and extraction functionality using Ephesoft’s web services. By the end, you will learn to optimize the processing of your documents, saving your company time and money.

Who is this book for?

This book is intended for information technology professionals interested in installing and configuring Ephesoft Enterprise for their organization, but it is a valuable resource for anyone interested in learning about intelligent document capture.

What you will learn

  • Discover the benefits of using intelligent document capture in your work place
  • Learn to capture, classify, and separate any type of document
  • Extract important information from your documents
  • Transfer the documents and data into your content management system
  • Customize Ephesoft to meet your unique business requirements
  • Understand the integration techniques using the Ephesoft web services API
  • Convert your paper archive to electronic records efficiently
  • Automate business processes that depend on documents in paper, fax, or email attachment format
  • Implement distributed capture for mailroom automation
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Publication date, Length, Edition, Language, ISBN-13
Publication date : Aug 24, 2015
Length: 164 pages
Edition : 2nd
Language : English
ISBN-13 : 9781783558582
Category :
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Concepts :
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Length: 164 pages
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ISBN-13 : 9781783558582
Category :
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Concepts :
Document Preparation

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Table of Contents

7 Chapters
1. A Quick Tour of Ephesoft Chevron down icon Chevron up icon
1. A Quick Tour of Ephesoft
The user interface
Administrative features
The operator user interface
File system
Summary
2. Creating a Batch Class Chevron down icon Chevron up icon
2. Creating a Batch Class
Creating a batch class in Ephesoft
Creating a document type
Training for classification and separation
Creating fields
Key/value extraction
Validation rules
Export
Processing a batch
Summary
3. Core Ephesoft Features Chevron down icon Chevron up icon
3. Core Ephesoft Features
Classification
Multiple layouts for a single document type
Fuzzy DB
Using Web Scanner
Uploading batches
Export
Configuration management of batch classes
Summary
4. Ephesoft's Advanced Features Chevron down icon Chevron up icon
4. Ephesoft's Advanced Features
Configuring other classification methods
Fixed form extraction
Table extraction
Scripting
The custom workflow
Writing a custom plugin
The Web Services API
Summary
5. Tips Chevron down icon Chevron up icon
5. Tips
Troubleshooting
Restarting the batch
No blank forms available for training
Setting up Active Directory
Setting up e-mail processing
Summary
A. References Chevron down icon Chevron up icon
A. References
Glossary
Common regular expressions
Commonly-modified Ephesoft settings
Index Chevron down icon Chevron up icon
Index

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I highly recommend this book to get an understanding of Ephesoft. Working with Ephesoft and it’s intelligent document capture after reading this book will be much easier. The book does a solid job of helping the reader understand the capabilities, terms, and areas to find settings within the system.You will still need to work with a system implementing Ephesoft, but this will get you in the door. Get it, read it, try it.
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About the 4 authors

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Profile icon Pat Myers
Pat Myers
Pat Myers is the executive vice president and a cofounder of Zia Consulting, a content-centric solutions firm. Zia is a platinum Ephesoft and Alfresco partner that provides solutions from paper to mobile. Zia was the Ephesoft Partner of the Year in 2012, 2013, and 2014. Pat has over 14 years of Enterprise Content Management (ECM) experience and 18 years of experience in professional services and application development. Pat and Ike Kavas developed the first official Ephesoft training, and Pat is the coauthor of Intelligent Document Capture with Ephesoft, First Edition.
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See other products by Pat Myers
Profile icon Jon Solove
Jon Solove
Jon Solove is a senior solutions engineer and ECM consultant at Zia Consulting, a content-centric solutions firm. He designs, implements, and sells Capture and ECM solutions for a multitude of industries, from manufacturing to financial services. He is a platinum Ephesoft and Alfresco partner who provides solutions from paper to mobile. Zia has been Alfresco's Partner of the Year in 2012, 2013, and 2015 and Ephesoft's Partner of the Year in 2012, 2013, and 2014.
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Profile icon Michael Muller
Michael Muller
Michael Muller is the director of engineering at Zia Consulting. He has 25 years of professional software development experience and is currently specializing in enterprise content management.
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Profile icon Ike Kavas
Ike Kavas
Ike Kavas has more than 15 years of solid experience in document imaging, document management, workflow, and systems. He is the founder and the chief technology officer at Ephesoft, Inc., responsible for product design and road maps. He has a keen technical background, which he has developed by implementing several multimillion-dollar projects for Fortune 100 companies and has outstanding sales and business experience, which he has demonstrated by achieving and exceeding revenue-based goals. Kavas is a serial entrepreneur. Before founding Ephesoft, Inc., he managed professional services at Kofax, Inc. and cofounded other technology companies in southern California. He holds a bachelor's of science degree in electronics and electrical engineering as well as a CDIA+ certification.
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For example:

  • If you live in Mexico, and the declared value of your ordered items is over $ 50, for you to receive a package, you will have to pay additional import tax of 19% which will be $ 9.50 to the courier service.
  • Whereas if you live in Turkey, and the declared value of your ordered items is over € 22, for you to receive a package, you will have to pay additional import tax of 18% which will be € 3.96 to the courier service.
How can I cancel my order? Chevron down icon Chevron up icon

Cancellation Policy for Published Printed Books:

You can cancel any order within 1 hour of placing the order. Simply contact customercare@packt.com with your order details or payment transaction id. If your order has already started the shipment process, we will do our best to stop it. However, if it is already on the way to you then when you receive it, you can contact us at customercare@packt.com using the returns and refund process.

Please understand that Packt Publishing cannot provide refunds or cancel any order except for the cases described in our Return Policy (i.e. Packt Publishing agrees to replace your printed book because it arrives damaged or material defect in book), Packt Publishing will not accept returns.

What is your returns and refunds policy? Chevron down icon Chevron up icon

Return Policy:

We want you to be happy with your purchase from Packtpub.com. We will not hassle you with returning print books to us. If the print book you receive from us is incorrect, damaged, doesn't work or is unacceptably late, please contact Customer Relations Team on customercare@packt.com with the order number and issue details as explained below:

  1. If you ordered (eBook, Video or Print Book) incorrectly or accidentally, please contact Customer Relations Team on customercare@packt.com within one hour of placing the order and we will replace/refund you the item cost.
  2. Sadly, if your eBook or Video file is faulty or a fault occurs during the eBook or Video being made available to you, i.e. during download then you should contact Customer Relations Team within 14 days of purchase on customercare@packt.com who will be able to resolve this issue for you.
  3. You will have a choice of replacement or refund of the problem items.(damaged, defective or incorrect)
  4. Once Customer Care Team confirms that you will be refunded, you should receive the refund within 10 to 12 working days.
  5. If you are only requesting a refund of one book from a multiple order, then we will refund you the appropriate single item.
  6. Where the items were shipped under a free shipping offer, there will be no shipping costs to refund.

On the off chance your printed book arrives damaged, with book material defect, contact our Customer Relation Team on customercare@packt.com within 14 days of receipt of the book with appropriate evidence of damage and we will work with you to secure a replacement copy, if necessary. Please note that each printed book you order from us is individually made by Packt's professional book-printing partner which is on a print-on-demand basis.

What tax is charged? Chevron down icon Chevron up icon

Currently, no tax is charged on the purchase of any print book (subject to change based on the laws and regulations). A localized VAT fee is charged only to our European and UK customers on eBooks, Video and subscriptions that they buy. GST is charged to Indian customers for eBooks and video purchases.

What payment methods can I use? Chevron down icon Chevron up icon

You can pay with the following card types:

  1. Visa Debit
  2. Visa Credit
  3. MasterCard
  4. PayPal
What is the delivery time and cost of print books? Chevron down icon Chevron up icon

Shipping Details

USA:

'

Economy: Delivery to most addresses in the US within 10-15 business days

Premium: Trackable Delivery to most addresses in the US within 3-8 business days

UK:

Economy: Delivery to most addresses in the U.K. within 7-9 business days.
Shipments are not trackable

Premium: Trackable delivery to most addresses in the U.K. within 3-4 business days!
Add one extra business day for deliveries to Northern Ireland and Scottish Highlands and islands

EU:

Premium: Trackable delivery to most EU destinations within 4-9 business days.

Australia:

Economy: Can deliver to P. O. Boxes and private residences.
Trackable service with delivery to addresses in Australia only.
Delivery time ranges from 7-9 business days for VIC and 8-10 business days for Interstate metro
Delivery time is up to 15 business days for remote areas of WA, NT & QLD.

Premium: Delivery to addresses in Australia only
Trackable delivery to most P. O. Boxes and private residences in Australia within 4-5 days based on the distance to a destination following dispatch.

India:

Premium: Delivery to most Indian addresses within 5-6 business days

Rest of the World:

Premium: Countries in the American continent: Trackable delivery to most countries within 4-7 business days

Asia:

Premium: Delivery to most Asian addresses within 5-9 business days

Disclaimer:
All orders received before 5 PM U.K time would start printing from the next business day. So the estimated delivery times start from the next day as well. Orders received after 5 PM U.K time (in our internal systems) on a business day or anytime on the weekend will begin printing the second to next business day. For example, an order placed at 11 AM today will begin printing tomorrow, whereas an order placed at 9 PM tonight will begin printing the day after tomorrow.


Unfortunately, due to several restrictions, we are unable to ship to the following countries:

  1. Afghanistan
  2. American Samoa
  3. Belarus
  4. Brunei Darussalam
  5. Central African Republic
  6. The Democratic Republic of Congo
  7. Eritrea
  8. Guinea-bissau
  9. Iran
  10. Lebanon
  11. Libiya Arab Jamahriya
  12. Somalia
  13. Sudan
  14. Russian Federation
  15. Syrian Arab Republic
  16. Ukraine
  17. Venezuela