DocView Capture
With the separation rule "Each file is a document", every imported file starts a new document, however many pages it has: the right choice for files that already arrive one document per file, from an upload, a hot folder or the attachments of an e-mail.
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 the three sample files together (Import page, or drag them onto Scan). The batch has three documents with 1, 2 and 1 pages. Set up an import source (Administration › Import sources) to watch a folder or a mailbox with this Batch Setup.
At a glance
| Region | Global |
| Industry | System features |
| Document types | Invoice, Credit note, Complaint, Change of address, Order, Other correspondence |
| Workflow | Scan → OCR, separation & classification → Extraction & validation → Index / Validate → PDF generation & export |
| Straight-through processing | No — every batch is checked on screen |
| Separation | each file |
| 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 "Each file is a document", 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
Invoice
Recognised by words such as "invoice", "subtotal", "total due".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Invoice number | Text | Yes | pattern in the text | |
| Invoice date | Date | Yes | label "Invoice date" | |
| Order number | Text | label "Order No" | ||
| Supplier VAT number | Text | pattern in the text | UK VAT number | |
| Net amount | Amount | Yes | label "Subtotal" | at least 0 |
| VAT | Amount | label "VAT" | at least 0 | |
| Total | Amount | Yes | label "Total due" | at least 0 |
Credit note
Recognised by words such as "credit note".
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Invoice number | Text | Yes | pattern in the text | |
| Invoice date | Date | Yes | label "Invoice date" | |
| Order number | Text | label "Order No" | ||
| Supplier VAT number | Text | pattern in the text | UK VAT number | |
| Net amount | Amount | Yes | label "Subtotal" | at least 0 |
| VAT | Amount | label "VAT" | at least 0 | |
| Total | Amount | Yes | label "Total due" | at least 0 |
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.