Using the Therefore™ Capture Client

Creating or Editing a Capture Profile

  1. Click Profile Wizard. Select an existing profile (for editing) or enter a new name that relates to the category to which the documents will be saved. Click the Start Button.

  2. The Profile Wizard will open and the first tab, Scan Settings, will be shown; these settings will be automatically applied to whichever scanner is used for scanning. Configure these as required.

  3. To optimize the picture quality/size, various image processing options can be applied to the scanned page. It is recommended to apply one option at the time and previewing for changes before applying another.

  4. The next dialog is needed when category or index data should be extracted from a barcode. Therefore™ supports a variety of barcode types and allows the use of more than one barcode on a single document page. There is no limit to the number of barcodes. Click New and then enter an intuitive name. Then click Sample and open a file containing the barcode. Double-click on the barcode and if it is supported, it will be automatically recognized. The page on which the barcode occurs, frequency which it occurs and its orientation on the page must also be specified. For details on the other settings and on using verification see Barcode definitions.

    To use multiple barcodes of the same type on a page, a zone will need to be specified to distinguish between barcodes.

  5. The next dialog is needed when category or index data should be extracted from text on the scanned image. This data can also be used to create document breaks.

  6. Following, it is possible to specify how document breaks should be recognized. These settings are used in addition to any breaks defined in the OCR Zones tab.

  7. Next, set up which Therefore™ category and how the index data should be assigned.

  8. The index fields tab allows users to define zoom to zone settings. This can be configured to facilitate manual indexing. As an example, it is possible to set up the zoom to be where the invoice number is expected to be. This will automatically be zoomed in on when the document view is opened.

  9. Following, users can specify which format the scanned images should be stored as. Additionally, in this tab, users can select which language should be used by the OCR recognition.

  10. Finally, if any DLLs (Dynamic Link Libraries) are to be executed at various points in the capture process, these can be configured now.

Capturing and Saving Documents

  1. To begin, select a matching capture profile, created by following the steps above. To capture a document via scanning, click Scan, to capture an electronic document, click Import.

  2. A batch will be created and displayed in the left pane. Each batch object may contain one or more documents depending on document break settings, and each document may contain one or more pages. The printer icon will show which batch and document is currently active. Additional documents may be added into the batch with the Scan or Import functions.

    Note:

    When adding more documents to a batch, if the current profile has no document break specified, the pages will be added under the currently active document.

    Additionally, when changing capture profiles, a new batch is created.

  3. To add any electronic file to a document, right-click it and select 'Add file'. This will appear as a new page under the document object.

  4. To add a page to a document by scanning, right-click a page in the document and select 'Scan Single Page' or 'Scan Multiple Pages'. The number of pages in a document is shown in the document title. Page order can be changed by dragging and dropping.

  5. In the tutorial above, a category and index data have been assigned to the profile being used. If there are mandatory index data fields not automatically set in a document, its name in the batch will be preceded by a pen icon. Double-click a document to begin manually entering index data. Once the category has been set, its name will appear as the document header and the pen icon will be replaced with a green check mark. Once every document in a batch has been assigned a category and mandatory index data, it can be saved to Therefore™ by right-clicking and pressing 'Save Batch'.

Setting Index Data for a Whole Batch of Documents

Via the document-details view it is possible to set index data values for all documents in a batch at the same time.

  1. Select a batch object on the left pane. The 'Document-details view' will be displayed.

  2. Click on an index field header and enter a value. This value will be applied to all documents in the batch.