am capture user manual

ArcMate Capture 2.0

User’s Manual

Table of Contents

Introduction ........................................................................ 3 System Overview ................................................................. 5

Client .............................................................................. 6 Management ................................................................ 8

Configuration Wizard................................................. 8 Security Manager ...................................................... 8 Input Source Manager ............................................... 8 Administration .......................................................... 9 Server Manager ........................................................ 9

Batch Manager ............................................................. 9 Automatic Batch Seperation .......................................... 9 Automatic Document Seperation ................................... 10 Automatic Indexing ..................................................... 10 Full Text Engine .......................................................... 10 Image Enhancement Engine ......................................... 10 Manual Document Seperation ....................................... 10 Manual Indexing ......................................................... 11 Quality Control ............................................................ 11 Release Engine ........................................................... 11 Scan .......................................................................... 11 Script Engine .............................................................. 11 Remote Synchronizer ................................................... 12

Terminology ....................................................................... 13

ArcMate Capture 2.0 User’s Manual - / 45

Defining Templates ............................................................. 15 Concepts ........................................................................ 15 Running Administration for the First Time ......................... 16

Starting ArcMate Capture Administration ....................... 16 Template Diagram .......................................................... 16

Fields ......................................................................... 17 Forms ........................................................................ 19 Templates .................................................................. 26

Defining Batches ................................................................ 33 Concepts ........................................................................ 33 Running Batch Manager for the first time .......................... 33

Starting ArcMate Capture Batch Manager ...................... 33 Processing through Batch Manager ........................... 35 Processing through Dedicated Modules ...................... 39

Quality Control ................................................................... 42 Manual Indexing ................................................................ 45


Introduction

ArcMate Capture system handles Document Capture and Processing Solution for huge paper backlogs.

ArcMate Capture provides a comprehensive scalable data capturing framework for organizations of all sizes and industries.

ArcMate Capture collects paper, forms and electronic documents, performs extensive data extraction, validation and quality control procedures to produce easily retrievable, business-ready documents to feed into databases, enterprise applications and archives.

ArcMate Capture uses advanced, state-of-the-art algorithms for accurate, fast and language independednt form recognition, ArcMate Capture can recognize and extract printed text (OCR), hand printed words (ICR), check marks (OMR) and numerous types of barcodes. Sophisticated, user-adjustable recognition quality thresholds redirects low quality scans to human operators for manual indexing and quality control.

ArcMate Capture is scalable from small sites dealing with light workloads thousands of documents per day to data capturing mega centers dealing in the millions. Scanning, data entry, quality control and release stations can be easily added to the network to distribute the workload as needed.

ArcMate Capture maximizes operator's productivity by assigning dedicated automatic processing workstations to handle time and resource consuming tasks like form recognition, OCR, image quality enhancement and processing etc.


The system structure provides human operators with a lightning fast response time for interactive operations.

ArcMate Capture provides Arabic user interface, seamless and transparent integration with many leading Arabic OCR engines as well as advanced Hindi numerals recognition algorithms for banking and financial applications.

Batch scanning by barcode, page count and form recognition, as well as the built-in support for vitually all production document scanners ensure maximum flexibilty and the least possible amount of manual work for scanning operators.

ArcMate Capture extensive API that covers virtually all of the system functionalities makes it easy for system integrators and solution providers to take advantage of, and extend the system in ways limited only by imagination.

Various powerful filters ensure automatic and efficient extraction of metadata from electronic documents, multimedia files, XML feeds and other types.

ArcMate Capture user customizable programmable release scripts ensure smooth export of captured documents and metadata into corporate workflows, databases, ERP's, CRM's, DMS's and other enterprise business systems.

ArcMate Capture turnkey productivity reporting helps managers control the document flow, recognize and redress work bottlenecks to achieve optimum work efficiency.


System Overview


ArcMate Capture is a professional data capturing system that manages the full process of capturing documents (paper and electronics) from various sources. This process consists of getting the documents (capturing), applying image enhancements on them, indexing and extracting full text information, then releasing them to their final destination as shown in the diagram above.

ArcMate Capture is based on a staging system, meaning that captured documents should pass on predefined stages to reach their final destination (to be released), that destination could be a database, a document management system or any other destination.

Client


On the client side, in terms of operating systems, ArcMate will work on most Windows operating systems. Actually, apart from the operating systems, you don't need any special requirements on the client machines.

Install ArcMate Capture from the software CD provided. ArcMate Capture will now have the following modules as shown above. At any stage after Scan till Manual Indexing, an Image Enhancement Stage can be added. The Quality Control comes to act if there is any kind of error that occurs in the Auto Document Separation or Auto Indexing stage. After stage 1 to stage 7 the stages can be customized to meet specific needs.

Management

Configuration Wizard

The Configuration Wizard module is a wizard that configures ArcMate Capture on the respective workstation as Client Machine or Server Machine.

Security Manager

The Security Manager Module defines the Security Setting in ArcMate Capture; which comprise definable groups, users, and rights.

Input Source Manager

The Input Source Manager Module is used for Managing Input Source in ArcMate Capture; which comprise definable Source Type, for example the scanner.


Administration

The Administration Module is used to define the fields, forms and templates. The fields are variables. The fields will be used while defining the forms which will be the indexing fields of that particular form. A template comprises of one or many forms and defines the various stages that the form has to go through.

Server Manager

The Server Manager Module manages the service needed to run the ArcMate Capture and to monitor the use of the protection key. The Server Manager enables to check the number of users currently accessing ArcMate Capture, at what time they logged in and at what time they had the last access. It enables to cancel users that are logged in. It also shows the Modules Availability and the remaining page count.

Batch Manager

The Batch Manager Module creates the Batch which consist of a particular template. In this module all the templates can be monitored, to see which stage is in process. The templates can be filtered based on running, finished, detached and deleted. At any time a batch can be deleted. This module is used to totally manage the batches.

Automatic Batch Seperation

The Automatic Batch Seperation Module seperates the various templates added to the Batch Template Design with the help of barcode value.


Automatic Document Seperation

The Automatic Document Seperation Module is used to automatically seperate the various documents by barcode, page count, blank page and form recognition depending upon the way it is defined. In the diagram it is the 2nd stage.

Automatic Indexing

The Automatic Indexing Module automatically extracts data without the interference of human that needs to be indexed. The fields are defined while creating the form. Users can freely define any number or type of indexing fields. Default values and validation rules can be defined for indexing fields.

Full Text Engine

The Full Text Engine Module applies full text OCR to a particular form as defined.

Image Enhancement Engine

The Image Enhancement Engine Module lets define image enhancement template which can be used on the documents, like removing horizontal and vertical lines, removing punch holes etc. This stage can be applied at any point as shown in diagram, after the Scan Stage, Document Seperation Stage, or Document Indexing Stage.

Manual Document Seperation

The Manual Document Seperation Module lets the user seperate the various documents manually.


Manual Indexing

The Manual Indexing Module lets the user enter data that needs to be indexed. Double data entry to ensure accurate information in critical fields. The fields are defined while creating the form with Head up digitizing zones defined to facilitate the indexing process.

Quality Control

The Quality Control Module controls the quality of the documents. While processing the Batch if any issue with respect to Automatic Document Seperation or Automatic Indexing arises the Quality Control Module is triggered to handle the issue with the user's entry and confirmation through the Manual Indexing Module.

Release Engine

The Release Engine Module, is the final stage in the process and is responsible to release the indexed fields and the scanned, seperated documents into corporate workflows, databases, archiving systems etc.

Scan

The Scan Module is used by the scan stations to scan and capture the data, it is the 1st stage.

Script Engine

The Script Engine Module executes the script that was written during the definition of the Script Stage.


Remote Synchronizer

The Remote Synchronizer Module


Terminology

Following is a glossary of most of the terms used in the program with brief description of each.

Default: Options taken by the program if the user did not change or define.

Date Field: A type of fields used in the entry mode to enter dates only.

Numeric Field: A type of fields used in the entry mode to enter numbers only.

Memo Field: A type of fields used in the entry mode to enter texts with unlimited number of Characters.

Text Field: A type of fields used in the entry mode to enter texts with a maximum length of 255 characters.

Option Field: A type of fields used in the entry mode to select from a number of available options using the circle next to each.

Dongle: A piece of hardware that comes with the software to be plugged on a USB port. The software needs the Dongle to be present in order to work.

OCR: Stands for Optical Character Recognition, which can be applied on files to extract raw, editable texts from them.

ICR: Stands for Intelligent Character Recognition, which can be applied on files to extract raw handwritten texts from them.


OMR: Stands for Optical Markup Recognition, which can be applied on files to extract raw checked box and radio button values from them.


Defining Templates

This Chapter will illustrate the concepts of creating fields, forms and templates in ArcMate Capture; their structure; and put it into work.

Concepts

A Document comprises of one or many pages, the full text of those pages and indexing fields of the pages.


Running ArcMate Capture Administration for the First Time

After you have installed ArcMate Capture on your machines, and made sure you plugged the protection key to you server, and had it working as a network server, you can now start ArcMate Capture Admisnistration on your server and your client machines.

Starting ArcMate Capture Administration

Through its setup, ArcMate Capture created an icon in the Start Menu. When you run the ArcMate Capture Administration Module you can go to the System Settings window which enables you to choose the interface languauge.

Tip Its useful to create a shortcut on desktop.

Template Structure

A Template comprises one or many forms and defines the various stages the forms will go through.

Template Diagram

Following is an illustration of the ArcMate Capture Template:


Fields are variables. The fields will be used while defining the forms which will be the indexing fields of that particular form. A form is a paper that will be scanned. A template comprises of one or many forms and defines the various stages that the form has to go through to execute a Batch of Documents.

Fields

In the Administration Module, Select the Fields Tab and click New to create a new Field.


Enter the Name of the Field, and select the Type i.e. the data type of the field in the General Tab.

Select the Properties Tab.


Enter the Maximum length for the field, select the Validation Rule and the input mask for the data type.

To edit any defined Field, select the Field and Click on the Edit Button.

To delete any defined Field, select the Field and Click on the Delete Button.

Forms

Select the Forms Tab and click New to create a new Form.


Enter the name of the Form and comments if any, in the General tab.

Click Form Zones Button, to configure the Zone that would be used to recognize and register the Form, by selected data from the Form.

Select Add Sample, to add a page as a sample that represents the form and will be used to process this form. We can add one or more than one sample

Select a sample and click Delete Sample to remove a sample.

Source Settings, is used to select the source from where the sample will be added.


Form Recognition Zone, is used to define a Zone to recognize the Form based on that data.

Select Form Recognition Zone, right click and select Add Zone. Go to the image and drag and mark the Zone having the data, by which the Form will be recognized.

Select the Zone defined and Click on Recognize to see whether the Zone has been recognized.

If the defined Zone needs to be deleted, select the Zone and Click Delete Zone.


Form Registration Zone, is used to define a Zone, that will register a coordinate in the form as a reference point, from where the indexing fields zone coordinates will be located.

Select Form Registration Zone, right click and select Add Zone. Go to the image and drag and mark the Zone having the data, by which the Form will be registered.

Select the Zone defined and Click on Recognize to see whether the Zone has been recognized.

If the defined Zone needs to be deleted, select the Zone and Click Delete Zone.

Click on Save and then close the window.

Select the Fields Tab, to add fields to the particular Form. These fields will be indexed from the Form.


Click Add, to add a Field. Select the Field type from the drop down.

If it is a mandatory Field select Required.

If the Field has to be unique throughout all the scanned documents for the Form, select Unique.

Select Sticky, if the values entered previously for a scanned document of that Form should appear while entering data for the next document of that Form.

Verify, will show the entered values twice while saving the document, to verify.

Enter a Default Value, if any. Title will be the Field Name.

Click on Fields Zones, to define the zones of the fields added to the form.

The Zones defined under Fields Autoindexing Zones is used for Automatic Indexing.

The Zones defined under Fields Headup Digitizing Zones is used for Manual Indexing.

Select the Defined Field, under Fields Autoindexing Zones and right click and select Add Zone. Then go to the image and drag and select the area from where the field value needs to be retrieved.

Select the type of recognition method that needs to be used to recognize the value as shown in the image below. It is at the bottom left area. It could be an OCR, ICR OMR or Barcode


recognition method. Various other parameters listed could also be set.

Select the Defined Field, under Fields Headup Digitizing Zones and right click and select Add Zone. Then go to the image and drag and select the area, this area will be highlighted and focussed during the Manual Indexing Stage.

Click on Save and then close the window.

Select the Form Data Recognition Tab, to define how to recognize the particular Form.


Select the option Use Form Recognition Zones, if the Zones are defined in Form Zones.

If the Form needs to be recognized based on Barcode, then Select the option Detect Barcode anywhere on page.

Select the appropriate option.

Fixed Value, if there is a fixed barcode always to recognize that form.

If the page having the Barcode needs to be discarded, check the Remove matching page check box..

To edit any defined Form, select the Form and Click on the Edit Button.

To delete any defined Form, select the Form and Click on the Delete Button.


Templates

In the Administration Module, Select the Template Tab and click New to create a new Template.

Enter the name of the Template, Select the Database Type and comments if any, in the General tab.

Select the Forms Tab, to add forms to the particular Template, you could add one more Forms.


Select the Forms from the Defined Forms area on the left and click the right arrow to move it to the Selected Forms. A new form can be created by clicking the New Form Button. If there are more than one forms, you can select a Form and click Set as default, to make a form a default one.

Select the Stages Tab, to add the Stages the batch of documents would go through.


Select the Stages from the Defined stages by clicking the right arrow button.

If any stage has to be removed, select the stage and click the

Remove button

For certain Stages when it is selected as below the

Configuration button gets enabled.


Click on the configuration button to configure that stage. The image below shows the configuration for Automatic Document Separation Stage.


The Recognition Method, is the method used to recognize the Form, it could be either by the Form Shape or some Data from the Form that is configured in the Form Zones in the Form Manager, while defining the Form.

The Seperator, is used to separate the scanned documents based on Page count, Blank Page or Barcode, it acts as a Document Seperator.

Select the Settings Tab, to set the image saving format.


Select the Format to save the images that the system is scanning. It can be set for BW and Color Images. The compression can also be set.

Select the Security Tab, to configure the Privileges to be assigned to the groups and users.


To edit any defined Template, select the Template and Click on the Edit Button.

To delete any defined Template, select the Template and Click on the Delete Button.


Defining Batches

This Chapter will guide you throughout the steps you need for creating a batch in ArcMate Capture; and put it into work.

Concepts

A Batch consist of one or more templates. A template defines the various forms and stages that the form would go through in the Batch cycle.

Running ArcMate Capture Batch Manager for the First Time

After you have installed ArcMate Capture on your machines, and made sure you plugged the protection key to you server, and had it working as a network server, you can now start ArcMate Capture Batch Manager on the client machine or the server machine.

Starting ArcMate Capture Batch Manager

Through its setup, ArcMate Capture created an icon in the Start Menu. When you run the ArcMate Capture Batch Manager Module you can go to the System Settings window which enables you to choose the interface languauge. Its useful to create a shortcut on desktop.

In order to start a new Batch, click on the icon New Batch.


Select the Template from the drop down and set priority to low, medium or high depending on its importance.

The details of the Template will appear at the bottom with all details pertaining to the Template. The Stage Column shows the present stage at which the Template is going through and the status of the stage in the Status Column.


Click on Process Batch to start processing the Batch.

The entire processing of the Stages can be done through the Batch Manager Module or through dedicated stations if assigned to do a particular Stage.

Processing through Batch Manager

The First Stage is the Scan Stage, select the template and click on the icon Process Batch. This will open the Scan Module.


Select the Source from the Available Sources drop down, through which the scanning will be done and click on the Start icon.

The scanning will commence and the images will be displayed in the bottom right side as shown above.

Once the scanning has been done, Click on the Next Stage, it will pop up a window confiming your choice to advance to the next stage. Click Yes to proceed to the next stage.


You will return back to the Batch Manager window with the next stage mentioned in the Stage Column, Click on the Process Batch icon inorder to process that stage, the same way we did for Scan Stage.

Depending on the Stage it will open the respective Module window. In the case below the Automatic Document Seperation module opens.


To start the stage click on the Start button, once the processing of that particular stage is done a window will pop up, confirming your choice to advance to next stage defined.


Click Yes to proceed.

You will return back to the Batch Manager window with the next stage mentioned. Click on the Process Batch icon inorder to process that stage.

Once all the stages are done the template will be cleared from the Batch Manager window since the Batch is complete.

Processing through Dedicated Modules

Each station responsible for its task will have to open their respective module in order to see which templates are pending to be processed.


After a new batch has been created through the Batch Manager, the first stage is scan.

Open the Scan module from the ArcMate Capture menu icon in the Start Menu.

In order to update the list to see if there are more templates, click on the Refresh Button.

In order to view a list of a particular template, select the Template from the drop down and click on Apply Filter.

To reset the list, click on Reset Filter.

To process a template, select the template and click the OK Button, to process that stage for the template.


Then follow the same steps as done through the section above Processing through Batch Manger.

The above was done for Scan Module, the same can be done for all Modules defined.

Open the respective Module window and select the template that needs to be processed.


Quality Control

The Quality Control Module controls the quality of the documents. While processing the Batch if any issue with respect to Automatic Document Seperation or Automatic Indexing arises the Quality Control Module is triggered to handle the issue with the user's entry and confirmation through the Manual Indexing Module.

Select the document, and click Edit Form, inorder to make changes to the Document or Page. The Form can be changed to another by clicking Change Form.


Select the document and click Edit Field, it will take the user to the Manual Indexing Module to enter the correct value.


Manual Indexing

The Manual Indexing Module lets the user enter data that needs to be indexed. Double data entry to ensure accurate information in critical fields. The fields are defined while creating the form with Head up digitizing zones defined to facilitate the indexing process.

For the Manual Indexing Stage, the following window will open.

Enter the values for the indexing fields. The field will get highlighted and focussed as you go to that field. After entering the values, click Save.