Index / Validate

Index / Validate is where operators check the data DocView Capture extracted and fill in what it could not find. You see the page and its fields side by side. Problem fields are flagged, so you can go straight to what needs your attention.

A batch only reaches this step if the Batch Setup's workflow includes it, and, with straight-through processing on, only when something needs checking.

Open a batch

1. Click Index / Validate in the left-hand menu. The list looks like the Batch Manager: tiles at the top, filters, and one line per batch.
2. Click Get next batch (with several Index steps, choose the step), or click Open at the end of a batch's line. Double-clicking a line opens the batch too.

Every module has the same list: Quality check, Classification, Correction, Index / Validate, Double-key verify, and My work for all your steps together.

The list

The list refreshes every 10 seconds and as soon as batches change. Each line shows what still needs doing, without opening the batch:

Click a column heading to sort by it, for example To check to start with the batches that need least work. Point at the i next to a batch name to see its first problems. Use Filter rows to find a batch, and Export to download the table. The buttons above the table get the next batch of each step.

Get next batch picks your own unfinished batches first, then the highest priority, then batches of the same Batch Setup you just worked on, then the oldest.

Note: Index / Validate has its own permission. If the step has a four-eyes rule, batches you may not open show someone else and Get next batch skips them.

The page viewer: its own window, select zone

The page viewer shows one page at a time on every screen, as on Scan. To see the page larger or on another screen, click Open in its own window (the arrow button in the page toolbar).

• Select (the + button) and Move (the hand button), side by side at the top right of the page, choose what dragging does. With Select (on by default) drag a box round words on the page and they go into the field you are on; with Move dragging moves the page, wherever the drag starts (a click on a word still fills the field). The pointer shows which one is on: a cross for Select, a hand for Move. Hold Ctrl to switch to the other one for as long as you hold it: the cross becomes the hand, or the hand the cross, and it switches back when you let go. DocView remembers your choice. Dragging with the middle mouse button always moves the page, and the mouse wheel zooms at the pointer. To split the document at a page or delete a page, right-click the page.
• Double-click the page to fit it in the viewer — after zooming in you are back to the whole page without moving it by hand.
• Open in its own window: the page opens in a window of its own that you can move to another screen and make as large as you like. The screen keeps driving it: the page follows the document you are on, the field you are on is highlighted in it, and the select-zone tool and clicked words fill the field as usual. The window stays connected when you move on to the next batch. While the window is open, the zoom, fit, turn and invert buttons are in the window (the screen hides its own). Bring it back (or closing the window) shows the page here again.

The screen

Drag the dividers to resize the panels. On the ribbon, Documents hides or shows the left panel, Fields left / Fields right moves the fields to the other side, and Reset view restores the defaults. Your layout follows you to any PC.

Table view

Click Table view on the ribbon to see every document of the batch as a row, with its fields as columns, beside the page image. It is quicker when a batch has many similar documents. Form view switches back, and your choice is remembered.

• Type in a cell to change the value. It is saved and checked when you leave the cell.
• Enter or ↓ moves down a column, Shift+Enter or ↑ moves up, Tab moves along the row.
• The page of the current cell's document is shown on the right with the value marked. Click text on the page to fill the current cell.
• Red cells are invalid and yellow cells need a look; point at a cell to read the message. The Problems column counts each document's problems.
• The tick at the end of a row completes that document. The form button opens it in the form view.
• Batch fields are above the table. Line items (tables) are edited in the form view.

The ribbon status shows Document N of M and how many are still open. The Queue group shows how many batches are waiting.

Work through the fields

1. The first document that needs work opens with its first field selected.
2. Check the value against the image. When you select a field, the place it was read from is marked on the page.
3. Correct it if needed — type it, or click (or draw round) the text on the image; the cursor stays in the field. Press Enter: the value is saved and checked. A valid value moves you to the next field; if it is not valid, the cursor stays in the field and a message says what is wrong (correct it, or press Ctrl+Enter to accept it as it is). Enter works the same with the image selected. Tab and Shift+Tab also move between fields.
4. When the document is right, click Complete document (Alt+Enter). The next open document appears.

Accept a value as it is (Ctrl+Enter)

Sometimes a value is right even though a check says it is not, for example an unusual date or a reference in an old format. Select the field and press Ctrl+Enter: the value is kept exactly as typed, the field becomes valid and the next field opens. Its format, validation and the rules that name it are skipped, and the field shows accepted as is. The acceptance is recorded in the batch history. Typing a different value in the field checks it again.

Fill a field from the image

With a field selected, click a word on the image to put it in the field. Shift+click adds another word. Drag a box round several words to take them all. The mouse wheel zooms in and out around the point under the mouse; Shift+wheel scrolls up and down.

What the flags mean

Press F8 (Next problem) to jump to the next problem field, then to the next document that needs work.

Rule messages

Validation rules that compare fields or check the whole document or batch appear at the top of the fields panel. Errors are red, warnings amber. Batch-level rules start with Batch:.

Tables and line items

Line items (for example the rows of an invoice) appear as a table.

• Click a cell to edit it. The cell and its row are marked on the page.
• Row adds a row; the cross at the end of a row deletes it (if your role allows it).
• Drag a column edge to resize it; double-click it to go back to the Batch Setup widths.
• Pop out opens the table in a floating window you can move and resize; Dock puts it back.

Lookups

Fields linked to a lookup (for example a supplier list) help you in two ways:

• As you type, matching suggestions appear.
• Click the search button or press F4 to open the pick list. Type to search any column, use ↑ ↓ to choose a row and press Enter. Every mapped field of the document or table row is filled from that row.

Fields with a fixed list of values show a drop-down instead.

A form can also have lookup buttons, such as Find supplier or Find address. Click one to open a table of rows from a list. Each column has its own search box, and some may already be filled from the fields you keyed — for example, with the postcode already typed, the list shows the addresses at that postcode. Type in any box to narrow the list (Tab goes to the next box), choose a row with ↑ ↓, PgUp, PgDn, Ctrl+Home or Ctrl+End, and press Enter or Ctrl+Enter (or double-click). The fields named at the bottom right are filled from that row and checked like values you typed, and the list closes. Right after typing, Enter first searches; Ctrl+Enter searches and takes the first row straight away.

Drag the list by its title to move it, drag its bottom-right corner to resize it, and drag the edge of a column heading to widen a column (double-click the edge to fit it again). The list opens in the same place, at the same size and with the same column widths the next time, until you change them. Your administrator sets up these buttons in the screen designer.

Document actions

Some actions depend on your role and on the step's settings.

If you move to another document after changing one without completing it, you can choose Complete document, Leave incomplete, Discard changes or Stay.

Suspend, close or release

The ribbon is laid out as on Scan: the Home tab has the commands of this step and, at the end, the Batch group (Batch ▾, Suspend, Close / Release); the View tab has the page (fit, zoom, turn, own window) and the layout. The quick access buttons above the tabs stay visible when the ribbon is collapsed (Ctrl+F1), and end with Close and Suspend. To put the batch back as it was when you opened it, choose Discard changes and close in the Close prompt. Right-click a page thumbnail (or press the menu key) for the page commands of this step. Next batch: on / off in the Batch group is your own switch, the same in every module: when it is on, Close, Suspend and Release open the next waiting batch of the module straight away (not the batch you just closed); when it is off, they take you back to the module's list of batches. Here the thumbnail menu has View large, Open in its own window, Split, Merge with the previous one, Reject this document, Rotate and Delete page, as your role allows.

Close and Release are one button (Ctrl+S or Ctrl+Shift+Enter). When everything in the batch is done it shows Release; otherwise it shows Close. Either way one prompt says what is left and what is not saved yet:

• Not finished: Save and close keeps your work (the value being typed is saved first) and returns the batch to the queue; Suspend… asks for a reason and takes the batch out of the queue; Discard changes and close puts the batch back as it was when you opened it; Stay goes back to the batch.
• Finished: Release batch sends it to the next step; Keep for later returns it to the queue; Stay goes back to the batch.

When you suspend, one prompt asks for the reason and for anything not saved yet, with Save and suspend, Discard changes and suspend or Stay.

When every document is complete or rejected, the Close prompt opens by itself and offers Release batch (or Keep for later, or Stay); you can also use the Release button. Releasing opens the next waiting batch. That way you can key batch after batch without going back to the list.

The batch cannot be released while a document is incomplete, a batch field is invalid or a batch rule reports an error. The message lists what is left.

Important: You can have Index / Validate open in one window only. Opening it in another window or on another PC continues there at once, without asking; the first window stops and shows a bar with Use this window to take it back. Batches you had open continue in the new window.

Keyboard shortcuts

Click Shortcuts on the ribbon to see them all. To change one, click it and press the new key combination. Reset to defaults restores them.

Related pages

• Correction
• Verify
• Lookups
• Screen designer
• Validation rules

Other reads

Under a field filled by a finder, Other reads lists other values the finder considered for it, with their scores (up to four). Point at one to see where it is on the page; click it to use it instead of typing. A field whose best two values were too close to call (see Close candidates) is marked for checking.