DocView Capture
Each document type has rules — keywords and patterns with weights — and a document gets the type with the highest score. When the score is below the type's threshold, or two types are close, the document goes to Classification, where an operator chooses the type.
Try it
Create a Batch Setup from this template (Batch Setups › New Batch Setup, tab System features), and download its sample documents from the template's card (Download samples). Then: Import mixed-post.pdf (letters separated by blank pages). The complaint, change of address and order are classified; the vague letter goes to Classification. Look at each type's rules on the Document types tab.
At a glance
| Region | Global |
| Industry | System features |
| Document types | Complaint, Change of address, Order, Other correspondence |
| Workflow | Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → PDF generation & export |
| Straight-through processing | No — every batch is checked on screen |
| Separation | blank pages |
| Output | searchable PDF with XML data |
| Dates read as | dd/MM/yyyy, d/M/yyyy, dd.MM.yyyy |
Use this template
- Go to Batch Setups and choose New Batch Setup.
- Filter by Global or search for "Classification by rules", select it and choose Next.
- Name the Batch Setup, choose the export folder and create it.
- Try it with a few of your own documents on the Test tab, adjust fields and rules, then publish it — see Test a Batch Setup and Versions and publishing.
Document types and fields
Complaint
Recognised by words such as "complaint", "dissatisfied", "refund".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Sender | Text | label "From", "Sender", "Yours sincerely" | ||
| Letter date | Date | label "Date", "Dated" | Not in the future | |
| Reference | Text | label "Our ref", "Your ref", "Reference" | ||
| Route to | Choice | entered by the operator | one of: Accounts, Sales, Customer service, Legal, Operations, Other |
Change of address
Recognised by words such as "change of address", "new address", "moved".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Sender | Text | label "From", "Sender", "Yours sincerely" | ||
| Letter date | Date | label "Date", "Dated" | Not in the future | |
| Reference | Text | label "Our ref", "Your ref", "Reference" | ||
| Route to | Choice | entered by the operator | one of: Accounts, Sales, Customer service, Legal, Operations, Other |
Order
Recognised by words such as "purchase order", "please supply", "order number".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Sender | Text | label "From", "Sender", "Yours sincerely" | ||
| Letter date | Date | label "Date", "Dated" | Not in the future | |
| Reference | Text | label "Our ref", "Your ref", "Reference" | ||
| Route to | Choice | entered by the operator | one of: Accounts, Sales, Customer service, Legal, Operations, Other |
Other correspondence
Used for documents that match no other type; operators can also choose it in Classification.
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Sender | Text | label "From", "Sender", "Yours sincerely" | ||
| Letter date | Date | label "Date", "Dated" | Not in the future | |
| Reference | Text | label "Our ref", "Your ref", "Reference" | ||
| Route to | Choice | entered by the operator | one of: Accounts, Sales, Customer service, Legal, Operations, Other |
Adapt it to your documents
- Add or rename fields and change how they are found: Fields and data extraction, Finders and zones.
- Improve document type recognition: Document classes and classification, Samples and classifier training.
- Send the documents and data to your systems — folders and servers, SharePoint, Google Drive and other cloud drives, S3, document management (FileNet, Alfresco, M-Files, DocuWare), SAP, Dynamics 365, Salesforce, Xero, QuickBooks, SQL, REST or a C# script: Output and export, Cloud and business-system destinations.
- Arrange the data entry screen: Screen designer.