Entrance uses document definitions to locate and interpret the fields on your documents. This is different than an XML document definition.
A document definition is like a template of one sort of document from one sender. It contains field positions and other information that Entrance can use to match a document with its sender.
Each document profile can have any number of document definitions associated with it.
The Interpret module creates a document definition when:
a document from a new sender enters the system.
a new type of document from an existing sender enters the system (that is, it has a different design/layout).
This is called learning the document. To learn a document, Interpret compares the document with the document profile and tries to match fields on the document with the field profiles.
The Interpret module does not create a document definition when:
a document of the same type from an existing sender enters the system.
In this case, an existing document definition is used.
Usually, only one document definition is needed for each sender. Exception: A sender may have variants.
If both of the settings in the Master data policy dialog are selected, new sender names cannot be created by Entrance users. But you can create a variant. All documents connected to that document definition any of its variants are mapped to the same sender information.
Usually, there is only one sender associated with each document definition. Exception: Multiple senders may share one document definition if the sender has different addresses (locations) but uses the same design/layout in every document. The only difference between documents from different senders is the sender's location. If the location is found, Entrance finds the correct sender.
Note: For the same document definition to be used for multiple senders, those senders must have the same sender number and corporate group ID. Their only difference is their location.
When Interpret processes a document, Interpret tries to identify the document as matching one of the existing document definitions. If the document matches a document definition, Interpret interprets it according to that document definition.