The Auto-Index Documents action allows you set index values for Records based on OCR and Bar Code data

This action is part of our Indexing Automation tool kit. Auto-Index is built to quickly index data based on the values found on the documents.


Options


    • Overwrite Data - Check this ON and the system will overwrite existing data with the extracted data. With this OFF, the system will leave existing data alone.


    • Extract PDF Data - Check this ON to extract basic information from PDF forms based on field name. The better method for this is to use the Extract Document Data action type.


    • Record Type - Specify which Record Type this will be moved to. This is not required but can help the system determine which fields to fill if using the manual click-indexing screen.


Source Documents (Enterprise Edition)


    • Sample Doc ID - The ID of a document you can use for testing. Be sure the document has had OCR performed on it so the system can read that data.


    • Document Category - The Category of documents to use for the auto-indexing. Leave blank to use all Documents.


    • Document SubCategory - The SubCategory of documents to use for the auto-indexing. Leave blank to use all Documents.


    • Document Name - The Name of documents to use for the auto-indexing. Leave blank to use all Documents.



Fields (Enterprise Edition)



    • Field Name - The name of the field where the value is saved once found


    • Default Value - The default value to use if no data is found for this field


    • Sample Result -  This is filled in while testing so you can see what value was found from your test document


    • Source -  Specify whether to use OCR only, Bar Code only or OCR and Bar Code data.


    • Page Number -  Specify the page on which to find the field value. If you use 0 then it will check each page until a match is found. If you specify a page number less than 0 then the system will start at the last page (as -1) and count backward to find the page number. For instance, of you specify -2 and your document has 5 pages, the auto-index will use page 4.


    • Region - Specify the region where to look the data. If nothing is specified then the entire page is used. You can have multiple regions and the custom region all used together of you need.


    • Anchor - You can have the system look for anchor words and from there look around to find the data. If you have field headers or labels you can sometimes anchor on those. In practice this can be fairly tricky. Try different techniques with your test document to see how to best apply the logic to your documents.


    • Parsing - Once you find some data you can use the parsing section to filter out noise. You can use the entire value, split the value and take on portion or use REGEX. Once you have done all that you can then use the Variable Override to execute a variable on it if you need.