Batch Capture Auto File Mode

Use Auto File Mode to automatically populate cabinet, folder, tab, and document title information using OCR or barcode reading. Auto File Mode utilizes OCR and barcodes from images to file documents based on the translated data. This data can be used to tell PSIsafe Desktop in which folder to file a document or what information should be populated within a Document Record.

Use Batch Capture Auto File Mode

You must first configure a Batch Capture Auto File Mode Separation template before proceeding.

Click Batch capture in the PSIsafe Desktop module navigation menu in the lower-left.
Select the Auto File Mode option in the top navigation menu.
Import content by using File > Open, Scan, or by dragging content from File Explorer into the import panel in the left-hand side.
Documents that have not completed the filing process appear automatically in this import panel.
Select Process Pages.
If the processed information is correct, proceed to the next step, otherwise select Edit to modify the processed information.
Select File to Tungsten PSIsafe to complete the filing process.

Set up Batch Capture Auto File Mode

Before using the Auto File Mode an administrator must configure the following settings in PSIsafe Management.

Go to File Structure > Cabinets.
Set up the unique identifier index field as the barcode that automatically files to the folder in PSIsafe Desktop. This step is essential to ensuring the process pages function can complete successfully. This tells Batch capture which barcode on the page to use for locating the folder in which to file the document. Unique IDs are identified with an asterisk (*).

You can use multiple barcodes to file items to cabinet, folder, and tab.
Set up the template. Templates determine which barcodes to read and where the documents are automatically filed.
1. Open the Options tab.
2. In the Batch Options window, select Auto File.
3. Configure the Auto File Mode Separation template configuration options in the Settings, Post File Actions, and Barcode Settings tabs.

Set up an Auto File Mode Separation template

You can configure the auto file mode to OCR a specific area of your document or read a barcode and populate an index field accordingly. To do so, perform the following steps.

Reading barcodes is more accurate than OCR text. If the document contains text and a barcode of the same information, it is better to use the barcode.

Select Options > Auto File > Add/Edit to edit the Auto File Mode Separation template.
On the Settings tab, select any of the following optional features for your template:
1. Fixed Pages per Document: Set a fixed number of pages that each document must have to use this template.
2. Attach Document using a DBMS Key: Check this box to tell Batch Capture to assign a unique DBMS key value to this file when it is stored within the SQL database.
3. Count document separation page as part of fixed pages per document count: Check this box to have any separation pages included in the above Fixed Pages per Document number.
4. Include document separation page within the document: Any detected separation pages are included in the filed document.
5. Disable OCR: Batch Capture does not perform OCR on the document for Full Text Search functionality.
Cabinets, Folders, Tabs, and Document Titles can be created based on OCR or barcode reading functionality. In each corresponding tab, determine if this template files to a fixed location (Static), or read the location to file based on a barcode within the document.
If using a barcode to determine a location, either select From barcode number to determine which scanned barcode is used.
Alternatively, select the From barcode at location option and click Pick Location, then browse to a sample document that can be used as a template and select the barcode region that Batch Capture reads for this template.
To populate data from a barcode or OCR for your document title, open the Document tab, click the ellipses button, and choose your reading method by selecting the From Barcode At Location, or From OCR at Location X,Y button.
Navigate to and select the sample document to be used as a location template, and then open it and select either the OCR reading location or the barcode reading location.

You are returned to the previous screen, where your selection is copied to the clipboard automatically.

Close the window and paste the clipboard contents into the preferred location in the title.
On the Barcode Settings tab, adjust your barcode reading settings as necessary.
- Scan interval: Select the number of times Batch Capture attempts to scan the document for barcodes.
- Number of expected barcodes: Set the number of expected barcodes for Batch Capture to read.
- Barcode Types: Set one or more types of barcodes for Batch Capture to read.
- Scan Directions: Determine the directions that Batch Capture detects barcodes from, which affects the From barcode number setting. For example, if Batch Capture scans from top to bottom, the first detected barcode from the top is barcode number one, the second barcode number two, etc.
On the Post File Actions tab, adjust any of the following optional settings for this template.
Note: Leaving the Send to field blank results in the user being prompted to enter the appropriate user or group each time a document is filed with this template.
- Enable Workflow: Set the Workflow type to User, Group, or Rule, and then fill in the Send to field (or not, as noted above). Add any Remarks as necessary.
- Enable Email: Fill in the Send to field (or not, as noted above), Subject, and Body as necessary. Check the box to Send Email without an Attachment to send the email with inline text only.

Link Load Template to Auto File Separation template

When you use a Load Template function with the Auto File Mode, the Separation template is automatically selected when the Load Template and Auto File template names are identical.

The load template defines the number of documents to load, where to load them, and what kinds of files to load, as well as whether to convert them or split them automatically. When you select the matching name for a load template, the corresponding auto file template is selected to expedite the workflow process.

See Batch Capture Load Template setup.

Load a template

Select Load.
Select your preconfigured template.
Select your Separation Template from the dropdown list.

Retain zoom setting

When you process several of the same document types in batch capture (for example, invoices from the same vendor), you may want to save a constant zoom location when moving to the next document for filing.

Once enabled, your latest zoom settings are applied when moving to the next document.

In the Preview panel, select Tools > Options.
Select the Remember Zoom Location check box.
Click Save.