Index Files by Bar Code

Files can be indexed manually or automatically with index forms or bar codes created in DocuBreeze. However, sometimes files already contain valuable information in an encoded bar code.

1. To create a Bar Code Indexing process, select PROCESS > BAR CODE INDEXING > NEW.
2. This brings you to the Bar Code Indexing Process screen. Note that bar code indexing works with TIF and JPG images only.

3. Provide a unique Name for your bar code indexing process.
4. Fill in an optional Description for your bar code indexing process.
5. Mark the checkbox if you want to Ignore DocuBreeze Bar Codes (meaning bar codes you created using DocuBreeze) and the other to Retain Original Indexes (meaning keep any indexes already associated to the file).
6. Decode and Index the following bar code types
   This section lets you define the types of bar code formats to process and use for Indexing. Any formats that are unchecked, or that are not included in the list, will not be read by the bar code processor.
7. Pages to Index
   Select the appropriate Page Range to Index radio button. You can select First Page Only, All Pages, or specific pages using These Pages Only. Put a comma between selected pages if you choose the latter.

8. Select where, on the pages, that you want to search for bar codes. By default, DocuBreeze will search the entire page. Note that if you define a "zone" in the process, the page range section will be disabled. Make sure you define your page range prior to setting up your page zones.
9. To search in a specified location on the page, check the Index in these zones only radio button.
10. Set the Size of pages. 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.

11. Set the units of measure for the zone coordinates. You have the option of pixels, inches or millimeters. (Choose pixels to use the Browse and Region Tool feature.)
12. If you know that this process will be used for a particular style or type of document, you may upload a sample of the document to assist in setting the zone coordinates. Choose pixels, click BROWSE to find the file, then click UPLOAD to make the sample document available. (This step is required to use the Region Tool. Supported image formats are JPG and TIF. )
13. Click the ADD button in the Zones table to begin defining your zone area.
14. This brings up the Define Zone window.

15. 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.
16. Enter the X,Y coordinates of the zone. X₁,Y₁ represent the top left corner of the bounding box, while X₂,Y₂ represent the bottom right corner. Together, they form a box in which DocuBreeze will search for bar codes. Units for each point are measured in the units that you selected above.
17. If you uploaded a sample document, you will 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.

18. The screen shows an image of your sample document. Use your mouse to click and drag the bounding box exactly where you want to search for bar codes.
19. Click Submit to save your coordinates.
20. Back on the Define Zone page, the box you have drawn has been translated into the proper coordinates. Click OK to save the zone.
21. You may define multiple zones to search for bar codes in more than one specific location on your documents. Click ADD and repeat the steps above to define additional zones.

Editing a Bar Code Indexing Process

• To edit a bar code indexing process, select PROCESS > BAR CODE INDEXING > EDIT/DELETE.
• You are brought to the Search screen, where search criteria may already be selected. Add any search criteria and click Search.
• Select the process you want to edit from the list, by clicking on its link.
• Edit: Change any information you want to update, and click Save.
• Delete: Select the process to be deleted and click Delete. Any conflicts must be resolved before you can Delete the process. A confirmation window will display after the Delete.

Using a Bar Code Indexing Process

1. To run a Bar Code Indexing Process task, select TASKS > STANDARD TASK > NEW.
2. Enter a Name for the Bar Code Indexing Process Task. (Required)
3. Enter a Description for the Bar Code Indexing Process Task (Optional).
4. Choose a Collection Point or Group from the lists of available Collection Points and Groups.
5. Choose a Process Type of <Bar Code Indexing Process> from the drop down menu.
6. When you choose a Process Type, the Process drop down menu will automatically update with the available Bar Code Indexing Processes that you have created. Choose a Process from this menu. Then choose a Transport Type (Move or Copy).
7. Choose a Distribution Point or Group from the lists of available Distribution Points and Groups.
8. Click SAVE to save the task.