Automatically Index a Document

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You can use Zone Maps to extract text from specific areas of a scanned document and then automatically store the recognized values in their corresponding fields.

 

For example:
Let's say your organization receives many invoices from a company called ACME. Normally you would scan and add these invoices to Globodox and then manually enter data such as Company Name, Invoice Number and Date into the indexing fields. However since all these invoices contain the Company Name, Invoice Number and Date at the same location you can use the Zone Maps feature to mark these areas (zones) on the document and link them to their respective respective indexing fields. Then with the help of the OCR engine the text will be extracted from the document and automatically stored in to the linked fields. This would eliminate the need for manual indexing.

 

In the below instructions we will configure Globodox to automatically index Invoice documents.
 

To Automatically Index a Document

1.In Globodox, click the Tools tab.
2.Click the Template Manager button. The Template Manager window be launched.
3.Click the Zone Maps option in the left pane. The Zone Maps pane will be displayed.
4.Click the New button on the Template Manager window to create a new Zone Map. The New Zone Map window will be launched.
5.Enter a name for the Zone Map in the Name box. You can enter Invoice.
6.Enter a short description about the Zone Map in the Description box. You can enter Use this zone map to automatically Index invoices.
7.From the Entity drop-down, select the the Document Type option.
8.From the Target drop-down, select the Invoice Document Type.
9.Now, click the OK button to create the Zone Map. The Zone Editor window will now be launched.
10.Click the Scan button on the Zone Editor window. Now, scan an Invoice document.
11.Click the Add & Close button. The scanned document will now be displayed in the Preview pane of the Zone Editor window. This document will be used as template.
12.Click the Draw Zone button to create a zone. In the preview pane, drag the mouse to select the area which displays the Company name. The Zone Properties pane will now be enabled.
13.In the Zone Properties pane, by default a name will be generated for the zone in the Name box. If you wish you can rename it.
14.Enter a short description about the zone in the Description box.
15.From the Type drop-down, select the OCR option.
16.From the Target drop-down select the Name field to map it with the selected zone. The text (Company Name) in this zone will be extracted and stored in the selected field.
17.Now, create zones in a similar manner and map them with their corresponding fields.
18.Click the Save button to save the zone map. The zone map will now be created. You can close the window.
19.Now, we will scan some Invoices.
20.Select the Home tab and click the Scan button. This will bring up the Scan Window.
21.You can select a Scan Profile from the Select a scan profile drop-down.
22.Select a scanner from the Select a Scanner drop down.
23.Click the Start Scan button to scan the document. The scanned document will now be displayed in the Preview pane of the Scan window.
24.From the Zone Map drop-down, select the Invoice zone map.
25.Now, click the Add & Close button. The scanned document will now be added to the Invoice Document Type and will be automatically indexed.

 
Notes:

If your invoices has barcodes, you can extract information from them and store it in a data field. To do this, mark the barcode as a zone select the Barcode option from the Type drop-down. Click the Options button to select the type of the zoned barcode. From the Target drop-down, select a field to map it with the zoned barcode.
You may receive Invoices from different company which may not have the indexing information located at the same place. In this case you will need to create separate zone maps for each company.
To delete a zone, select that zone in the preview pane and hit the Delete button on the keyboard.
To modify an existing Zone Map, select a Zone Map from the list and click the Edit button on the Template Manager window.
To delete a Zone Map, select a Zone Map from the list and click the Delete button on the Template Manager window.
 

Related Topics

Automatically Index a stack

Recognize barcodes on documents

 


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