Student admissions and records — document capture template

Admissions and registry files for schools, colleges and universities: application forms, transcripts, certificates and identity documents are classified and indexed by student number, name, date of birth and academic year.

At a glance


Region	Global
Industry	Public sector & education
Document types	Application form, Transcript, Certificate / diploma, Identity document, Other student document
Workflow	Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → PDF generation & export
Straight-through processing	No — every batch is checked on screen
Separation	each file, change of document type
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 "Student admissions and records", 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
Academic year (e.g. 2026/27)	Text	Yes	entered by the operator

Document types and fields

Application form

Recognised by words such as "application form", "applicant", "programme", "program".

Field	Type	Required	Found by	Checks
Student / applicant number	Text	Yes	label "Student number", "Student ID", "Applicant number"
Student name	Text	Yes	label "Name", "Student name", "Applicant"
Date of birth	Date		label "Date of birth", "DOB"	Not in the future
Programme / course	Text		label "Programme", "Program", "Course"

Transcript

Recognised by words such as "transcript", "grade", "GPA", "credits".

Field	Type	Required	Found by	Checks
Student / applicant number	Text	Yes	label "Student number", "Student ID", "Applicant number"
Student name	Text	Yes	label "Name", "Student name", "Applicant"
Date of birth	Date		label "Date of birth", "DOB"	Not in the future
Programme / course	Text		label "Programme", "Program", "Course"

Certificate / diploma

Recognised by words such as "certificate", "diploma", "hereby certify", "awarded".

Field	Type	Required	Found by	Checks
Student / applicant number	Text	Yes	label "Student number", "Student ID", "Applicant number"
Student name	Text	Yes	label "Name", "Student name", "Applicant"
Date of birth	Date		label "Date of birth", "DOB"	Not in the future
Programme / course	Text		label "Programme", "Program", "Course"

Identity document

Recognised by words such as "passport", "identity card", "driver license".

Field	Type	Required	Found by	Checks
Surname	Text	Yes	label "Surname", "Last name", "Nom"
Given names	Text	Yes	label "Given names", "First name", "Forenames"
Date of birth	Date	Yes	label "Date of birth", "DOB", "Geburtsdatum"	Not in the future
Nationality	Text		label "Nationality", "Staatsangehörigkeit", "Nationalité"
Document number	Text	Yes	pattern in the text
Expiry date	Date	Yes	label "Date of expiry", "Expiry date", "Expires"	Not expired

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.

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