DocView Capture
Sometimes only the customer can answer: a value you cannot read, a document that may belong to someone else, a missing page. Share with customer sends them the documents in question with a secure link. They answer on a simple web page (no account needed), and the documents come back to the same step for you or a colleague to check.
Switch it on
On the Batch Setup's Workflow tab, open Operations allowed in this step under an Index / Validate, Verify, Classification review or Correction step and tick Share with customer. It is off in every step until you tick it. Then set:
| Setting | What it does |
|---|---|
| While the customer answers | The shared documents wait in a batch of their own; the rest goes on (the default), or The whole batch waits |
| Answer questions, Fill in fields, Approve or reject, Upload replacement pages | What the customer may be asked to do |
| Link works (days) | How long the link can be used (14 by default) |
| Reminder every (days), Reminders | Reminder e-mails while there is no answer (every 2 days, up to 3, by default) |
| PIN needed | The customer also needs a six-digit PIN you give them separately |
| Tell these users when there is no answer | Who is told after the last reminder (the person who shared it is always told) |
Operators also need the permission Share with customer through their role. Roles that manage batches have it.
Share documents
- In the batch, open Batch ▾ on the ribbon and choose Share with customer…. The document you are on is ticked.
- Type the customer's name and e-mail address, and a message if you like.
- For each document to share, tick it and choose what to ask: a question or note, the fields they fill in, Approve or reject, Upload replacement pages.
- Click Share. DocView Capture e-mails the customer the link and shows you the link and the PIN. Tell the customer the PIN another way, for example by phone; it is not shown again.
The shared documents wait in a batch of their own (named "Shared SH-…") and you carry on with the rest. When the whole batch waits, you are taken to the next batch. A waiting batch shows Suspended: Waiting for customer (SH-…). Opening or resuming it does not let it go: only the customer's answer, or Send on or Cancel on the Shares page.
If e-mail is not set up, copy the link and send it yourself.
What the customer sees
The link opens a page with your organisation's name. After the PIN they see each document's pages, your question, the fields to fill in (with what was read), Approve or Reject (with a reason), and a place to upload pages. They give their name and click Send my answer.
Their answer is put in the batch as theirs (the batch history says "customer: Name"): field values are set and checked like typed values, rejected documents are marked as rejected with their reason, and uploaded pages are added at the end of their document. The batch goes back to the same step for an operator to check, and you get a notification.
Reminders and no answer
Reminder e-mails go out at the set interval. After the last one (or when the link expires), the share shows No answer and the people named are told.
The Customer shares page
Customer shares in the menu lists every share, those without an answer first. Open one to see what was asked, what the customer answered and the link's history (opened, PIN, answered, reminders). While it waits you can:
- E-mail the link again;
- make a New PIN (the old one stops working);
- Send on the batch without the customer's answer;
- Cancel the share (the link stops working).
Both of the last two put the batch back in its step.