This manual is a basic guide for loading and transferring data after Axional OCR has been properly configured based on customer requirements.

1 Requirements

The requirements are:

  • Templates created based on the type of document
  • Folders for loading and unloading documents on server
  • Destiny table/s for data transfer

2 Loading documents

IMPORTANT

All documents to be processed must be PDF with text layer, that is, data contained therein has been digitized and transformed into editable and searchable data. This is not part of the scope of Axional OCR application.

The files to be processed should have been located in the Folder file entry previously defined in Load settings.

  • Access the Axional OCR application.
  • Access External integration/Load process: a query screen will be displayed.
  • Select the Source code to be applied if you know it or do not specify any if there are more than one.
  • Press Execute/Run button: files have been integrated into the system and the message FINISHED PROCESS will be displayed.

Loaded files from Folder file entry are automatically moved to Processed folder. By doing so, it is easy to check which documents have been processed or not.

Everytime a file is uploaded, the system assigns and ID BATCH number. After splitting the file, all split documents will keep the same ID BATCH number, but a different DOCUMENT ID will be assigned to each one.

Now it is necessary to process uploaded files in order to automatically split them, assign a template and validate data fields.

  • Access the form External Integration/Repository of OCR files. A query screen will be displayed.
  • Press EXECUTE button, because the first file shown will be the last loaded file. Now file status is New.
  • Press PROCESS button. Now the file status is Processed.
  • Press PROCESS DOCUMENTS button. The file status is still Processed.
  • If the split process has been incorrectly performed, it will be necessary to manually split it.
Joins current page with the previous one in a unique document.
Joins current page with the next one in a unique document.
Adds a new document partition between pages.
Removes/restores page from template. Removed pages can be seen on the Repository OCR, but not on the final documents.
Marks page as an attachment.
  • If split and template processes run smoothly, the document/s status will be Validated.
  • Press TRANSFER button if no data modification is required.

The data has been transferred to destiny table: the file status is Finished and the document status is Transferred.

3 Failed process: checking the load and data extraction

When one process fails, it is advisable to verify that all documents have been correctly split and that all data fields have been correctly extracted.

  • Access Data Extraction/Management of templates/Documents. The document status will inform you about the data extraction process:
    • New: no template has been assigned and consequently the data extraction process has not yet taken place.
    • Incomplete: some fields show the Error message because data extraction was not possible.
    • Canceled: the user has canceled the previous results.
    • Validated: all fields show the Validated message because data extraction was correct.
    • Transferred: data document has been correctly transferred to intermediate table.

IMPORTANT

If template has been modified in order to solve errors or make improvements, it is necessary to press APPLY TEMPLATE button to repeat the data extraction process.

3.1 Modifying extracted data previous to transfer process

From the form Documents, it is possible to access the tab VALUES. This screen shows each document field and the corresponding extracted data, and this data is editable.

This option is especially interesting when a mandatory field is not found in the original document: here this field can be added manually.

  • Select EDIT icon of desired field.
  • Modify data.
  • Press UPDATE.

This option is not available when document has been transferred to destiny table.

4 Trasferring documents to the intermediate table

Only documents that have the status Verified can be transferred.

  • Access form Data Extraction/Management of templates/Documents or External Integration/Repository of OCR files.
  • Access desired document.
  • Press TRANSFER BUTTON: the document status will change to "transferred".

5 OCR Reports

The OCR application is provided with various reports and statistics for operation control. By this way it is easy to evaluate possible incidents and improve the system based on the information obtained.

5.1 Incidences with batches

This report shows all information related to batches that present incidents, usually repeated files.

For example, in this case, the source POWERGAS SAMPLE INVOICE has three identical uploaded files.

5.2 Documents

This report shows information related to all processed documents: document ID, template used, description, dates, batch ID, status, ... document file can also be unloaded.

As usual, the previous query panel can filter information on user's request.

5.3 Dashboard

This data dashboard is an information tool that visually tracks, analyzes and displays metrics of specific type of documents. They are customizable by date and document status.

At the bottom of the dashboard there is a report that filters the selected type of document by status.

6 Demo Video

The files to be processed should have been located in the Folder file entry previously defined in Load settings.