DocView Capture
Incoming post is scanned in one stack with blank pages between letters. Each letter is classified by its wording (invoice, order, complaint, change of address, legal or official letter, other) and the sender, reference and date are read, so it can be routed to the right team. Classification review catches anything the rules were unsure about.
At a glance
| Region | Global |
| Industry | General |
| Document types | Invoice, Order, Complaint, Change of address, Legal or official letter, Other correspondence |
| Workflow | Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → PDF generation & export |
| Straight-through processing | Yes — documents that pass every check skip Index / Validate |
| Separation | blank pages |
| Output | searchable PDF with JSON 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 "Digital mailroom", 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.
Batch fields
Entered once per batch, for example on the Scan screen.
| Field | Type | Required | Found by | Checks |
|---|---|---|---|---|
| Date received | Date | Yes | entered by the operator | |
| Mail bag / tray | Text | entered by the operator |
Document types and fields
Invoice
Recognised by words such as "invoice", "amount due", "VAT", "payment terms".
| 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", "order number", "please supply".
| 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 |
Complaint
Recognised by words such as "complaint", "dissatisfied", "unacceptable", "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 |
Legal or official letter
Recognised by words such as "solicitor", "court", "attorney", "notice", "HMRC", "IRS".
| 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.