Keyword Processing

OCR Keyword Process Rule

Keyword Processing allows you to search through files, at the time of processing, to take specific actions based on text string(s) found.

1. Select PROCESS > KEYWORD PROCESSING > NEW. This brings you to the Keyword Processing Rule screen.
2. Enter a Name for the process. For example, “Keyword1.“
3. Enter a brief, optional description of the Keyword Process.
4. Check "Retain Original Indices" if you would like any files spawned from this process to be indexed the same as the original file.
   For example, if this Keyword Process splits a document into multiple files, the new files will have the same index information as the original input file.
5. Choose the Language with which to search.
6. In the Search for these Words section, specify the words Docubreeze will search for, separated by commas. The words entered will be exclusive of each other (logical OR), meaning search for any one of the words.
7. Check the "Case Sensitive" box if you want to limit the search by case-sensitivity.
8. Mark the preferred radio button to tell DocuBreeze where to OCR the search. Either Entire Page for all Pages in Range or These Pages Only (and specify a range or pages separated by a comma).
9. To search in only a specific area, or zone, of a document, mark the "Search in these zones only" radio button.
• Select the size of the pages you expect to run through this process. The drop-down list includes most common paper sizes.
• IMPORTANT: If you choose auto, and the resolution of the image cannot be determined, the image will not be processed.
• Select the unit of measurement to use to define the zone area. Choices include pixels, millimeters or inches.
• You can upload a file to use as the template for creating the zone.
  For example: If you are routing based on text contained in a letterhead, you can upload a sample of that letterhead to help define the desired region.

 

IMPORTANT: If you have pop-up blocker enabled on your browser, the Define OCR Zone window will not pop-up unless you change the settings to always allow pop-ups from this site.

• To define the zone, click on the ADD button at the bottom of the form. This brings up the Define OCR Zone window.
1. Select to include all pages or only certain pages from the allowable range into the zone. (The allowable range was defined on the main Keyword Process form.)
2. Set the coordinates of the zone. The coordinates will define the upper-left and lower-right corners of a rectangle. X is the amount over from the left-hand edge of the page, while Y is the amount down from the top edge of the page. Coordinates (0, 0), or X = 0, Y = 0, represent the top-left corner of the page.
3. Optionally, if you uploaded a document as mentioned above, the Region Tool will be available. Click on the Region Tool to open the pop-up window. Use your mouse to physically draw the zone (rectangle) on the desired location of the document.

 

 

IMPORTANT: DocuBreeze saves the settings that you make from tab to tab. Make all of your settings before clicking SAVE.

Routing Instructions Tab

Use this tab to define the routing instructions for the Keyword Process.

1. Enable Process. Check this box to run a separate process on documents that match your Keyword criteria (defined on the previous tab). You may select from Imaging and OCR processes.
2. Index Association. Mark this box to make the associated files searchable in DocuBreeze. Documents can be made searchable in two different ways: Type your own keywords in the "Make document searchable with these words" text box ; or documents can be associated with a pre-defined Index Form. To make them searchable based on the Index, select the Index Form from the list.
3. If you select a Manual Index (one that requires a user to fill in information) with required fields, you will need to provide a default value for each field.

   IMPORTANT: Be sure to make all of your setting before clicking SAVE. If you save settings before you are finished creating the rule, you can edit the rule later. Click here for more information on editing processes.

Using a Keyword Process

1. Once you have created a Keyword Processing Rule, you can create a Task to run it.
2. Select TASKS > STANDARD TASK > NEW.
3. Enter a Name for your Keyword Processing Task.
4. Enter a Description (optional).
5. Choose a Collection Group or a Collection Point from the lists.
6. Choose "Keyword Processing" from the Process Type drop down menu.
7. The Process drop down menu will list all the available Process Rules you have created. Choose a Process from this menu. If required, also select whether you want the documents to Copy or Move by setting the Transport Type.
8. Choose a Distribution Group or Point from the lists.
9. Click SAVE to save the task.
10. To schedule the task to run automatically, select TASKS > SCHEDULER > NEW and set the time the task should execute.