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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

Product Details

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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 :
Business & Other
Concepts :
Document Preparation

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Length: 164 pages
Edition : 2nd
Language : English
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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Yes, all Early Access content is fully available through your subscription. You will need to have a paid for or active trial subscription in order to access all titles.

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Early Access is currently only available as a PDF or through our online reader. As we make changes or add new chapters, the files in your Packt account will be updated so you can download them again or view them online immediately.

How do I buy Early Access content? Chevron down icon Chevron up icon

Early Access is a way of us getting our content to you quicker, but the method of buying the Early Access course is still the same. Just find the course you want to buy, go through the check-out steps, and you’ll get a confirmation email from us with information and a link to the relevant Early Access courses.

What is Early Access? Chevron down icon Chevron up icon

Keeping up to date with the latest technology is difficult; new versions, new frameworks, new techniques. This feature gives you a head-start to our content, as it's being created. With Early Access you'll receive each chapter as it's written, and get regular updates throughout the product's development, as well as the final course as soon as it's ready.We created Early Access as a means of giving you the information you need, as soon as it's available. As we go through the process of developing a course, 99% of it can be ready but we can't publish until that last 1% falls in to place. Early Access helps to unlock the potential of our content early, to help you start your learning when you need it most. You not only get access to every chapter as it's delivered, edited, and updated, but you'll also get the finalized, DRM-free product to download in any format you want when it's published. As a member of Packt, you'll also be eligible for our exclusive offers, including a free course every day, and discounts on new and popular titles.