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

  1. To create a keyword process, select PROCESS > KEYWORD PROCESSING > NEW.
  2. This brings up the Keyword Process screen.

  1. Give your process a meaningful Name and Description.

Keyword Search

  1. 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.
  2. Choose the Language of Document with which you want DocuBreeze to search.
  3. 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).
  4. 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.).
  5. 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.
  6. Select where on the pages to search for your keywords. By default, DocuBreeze will search the entire page.
  7. To search in a specified location on the page, mark the Search in these zones only radio button.
  8. 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.

  1. Set the units by which to measure the zone coordinates. The options are pixels, inches or millimeters.
  2. 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.
  3. 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.)
  4. This brings up the Define OCR Zone window.

  1. 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.
  2. 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.
  3. 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.

  1. 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.
  2. Click SUBMIT to save your coordinates.
  3. 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.
  4. 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.

  5. 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.

  1. To run an OCR Keyword Process, mark the Enable Process checkbox.
  2. Select the Process Type and Process Name of the process to be run
  3. Indexes can be applied via keywords. Mark the Make document searchable with these words checkbox.
  4. 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.
  5. Indexes can also be applied using existing Index Forms. Mark the Attach Index Form checkbox.
  6. Select an Index Form from the drop-down list. Click EDIT to pre-populate any of the index fields.
  7. Click SAVE to save the OCR Keyword Process.

Run the OCR Keyword Process

  1. The Keyword Process is applied during a Task or QuickTask. It is applied in the same manner as any other process type.
  2. 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.
  3. Refer to the Tasks or QuickTasks section for more information.