Route a Document by OCR Keyword
The ability to route documents is one of the most helpful features of DocuBreeze.
This may often be a bulk transfer of files from a Collection Point. However,
there are times when you may want documents to be transferred based on their
content. For this scenario, DocuBreeze features Keyword OCR Processing.
Keyword Processing uses the Optical Character Recognition (OCR) engine to look
at the content of a document, search for specific words or phrases, and then
it routes the document only if a match is found.
Creating the Process
- To create a keyword process, select PROCESS
> KEYWORD PROCESSING > NEW.
- This brings up the Keyword Process screen.
- Give your process a meaningful Name and Description.
Keyword Search
- The Keyword Search tab lets you define the words DocuBreeze
should search for, and, where to find them in the document. The execution
of any task depends on DocuBreeze finding the Keywords you define.
- Choose the Language of Document with which you want DocuBreeze
to search.
- In the Search for these words text box, specify the words to search
for, separated by commas. Words separated by a space are viewed as a single
phrase, i.e., Lincoln Tunnel. In the current version, the words and
phrases entered are exclusive of each other (logical OR).
- Mark the Case Sensitive Search checkbox to have DocuBreeze
search for the words exactly as you entered them. (Not checking this box will
make Tunnel and tunnel look the same to the search engine.).
- Select the Page range to search. You have the option to specify
single or multiple page(s). Mark All Pages or These Pages Only.
If you choose to search only the specified pages, enter them in the text box.
- Select where on the pages to search for your keywords. By default,
DocuBreeze will search the entire page.
- To search in a specified location on the page, mark the Search in these
zones only radio button.
- Set the Size of pages to OCR. The drop-down list contains several
common paper sizes, plus the ability to automatically sense the paper size.
IMPORTANT: If you choose auto,
and the resolution of the image cannot be determined, the image will not
be processed.
- Set the units by which to measure the zone coordinates. The options are
pixels, inches or millimeters.
- If you know this process will be used for a particular type of document,
you can mark the units as pixels and upload an image file. BROWSE
to the file, then click UPLOAD
to make the sample document available.
- Click ADD in the Zones table section
to begin defining the zone area to be searched. Note: This step is
required to use the Region Tool. Supported image types are BMP,
GIF, JPG, PNG and TIF. (Go to step 18 to use the Region tool to define
your OCR zone.)
- This brings up the Define OCR Zone window.
- Select whether to create the zone in All pages within allowable range
or in Only these pages from allowable range. If you choose the latter,
enter the page numbers on which to create the zone.
- Enter the X,Y coordinates of the zone. X1,Y1 represents
the top left corner of the bounding box, and X2,Y2 represents
the bottom right. Together, they form a box in which DocuBreeze will search
for your keywords. Units for each point are measured in the units that you
selected above.
- If you uploaded a sample document, you have the option of using the Region
Tool to assist you in creating your zone. The Region Tool allows you to
use your mouse to draw the zone box directly on the sample document. Click
on the Region Tool icon to open the tool window.
- The screen shows an image of your sample document. Use the mouse to click
and drag the bounding box exactly where you want to search for your keywords.
- Click SUBMIT to save your coordinates.
- On the Define OCR Zone page, you will see that the box you just
drew has been translated into the X and Y coordinates. Click OK
to save the zone.
- You may define multiple zones to search for your keywords, in more than
one location on your document(s). Click ADD
and repeat steps 18 through 20.
IMPORTANT: DocuBreeze saves
the settings you make from tab to tab. Make all settings in all tabs before
saving your Keyword Search. If you inadvertently save your settings
before you are finished, you can edit the search rule and include additional
settings.
- The Routing Instructions tab allows you to execute a process and
Index the resulting file. Note: A process or index
will only be applied if the keywords are found in the document. If no keywords
are found, the document will remain untouched.
- To run an OCR Keyword Process, mark the Enable Process checkbox.
- Select the Process Type and Process Name of the process to be run
- Indexes can be applied via keywords. Mark the Make document searchable
with these words checkbox.
- Enter the keywords in the textbox for which DocuBreeze may search.
In other words, when a user performs a File Search and enters any of the keywords
supplied here, this document will be found.
- Indexes can also be applied using existing Index Forms. Mark the
Attach Index Form checkbox.
- Select an Index Form from the drop-down list. Click EDIT
to pre-populate any of the index fields.
- Click SAVE to save the OCR
Keyword Process.
Run the OCR Keyword Process
- The Keyword Process is applied during a Task or QuickTask.
It is applied in the same manner as any other process type.
- When creating your Task or QuickTask, be sure to select a
Process Type of <Keyword Process>. The process you just created
should be available in the Process list.
- Refer to the Tasks or
QuickTasks section for more information.