Verify

Some values are too important to trust to one person or one OCR pass: bank details, invoice totals, policy numbers. The Verify step adds a second pair of eyes. A second operator keys selected fields again without seeing the first entry. When both entries match, the value is verified. When they differ, the field stays unverified until the difference is resolved.

This is called blind double-key verification. It catches both OCR mistakes and typing slips, and it is a common control in finance and insurance capture.

How it is set up

Your administrator decides two things:

1. Which fields are double-keyed. Each field in a Batch Setup has a Double-key option. Only these fields are asked for in Verify.
2. Where Verify sits in the workflow. A Verify step needs field values before it, from extraction or an Index / Validate step. In the Batch Manager and on the dashboard the module is called Double-key verify; in the menu it is Verify.

Four-eyes rules

A Verify step is usually set up so that the person who indexed a batch cannot also verify it. In the Batch Setup's workflow, each manual step has a Four eyes setting: tick the other steps whose operators must not work on this step. The rule works both ways. Whoever opened the batch in a ticked step cannot open it here, and the other way round.

In practice:

• In the Verify work list, batches you may not verify show someone else and cannot be opened.
• Get next batch skips them.
• Opening one another way shows a message such as You worked on this batch in Index, so Verify must be done by someone else (four-eyes rule).

Four-eyes rules are available on every manual step (Quality check, Classification, Correction, Index / Validate and Verify), not only on Verify.

Open a batch

1. Click Verify in the left-hand menu. You see a card for each Verify step with the number of batches waiting.
2. Click Get next batch, or click a batch in the list.

Note: Verify has its own permission. Operators who can index do not automatically get it.

Verify the fields

The Verify screen looks like the Index / Validate screen: documents on the left, the page in the centre and fields on the right. A blue note at the top of the fields reads Double-key verification: type the highlighted fields again without looking at the first entry. Mismatches are flagged.

1. The first document with fields to verify opens.
2. Only double-keyed fields can be edited. Their boxes start empty; the first entry is never sent to your screen.
3. Read the value on the image and type it. Press Enter to save and move to the next field.
4. If you are sure of your reading, press Ctrl+Enter instead of Enter: your entry becomes the field's value, the field is verified and its checks are skipped. This is recorded in the batch history.
5. Press F8 (Next problem) to go to the next field that still needs your entry, in this document or the next.
6. When every double-keyed field in the batch has your entry, the Close button shows Release: click it (Ctrl+Shift+Enter) and choose Release batch.

Confidence badges are hidden in Verify, so they cannot influence you.

Tip: Type what the page shows, not what you expect. The point of blind keying is an independent reading.

When the entries do not match

When your entry is different from the first one, the field is not verified. DocView Capture will not release the batch while a document has unverified fields. The message names the documents, for example document 3 has unverified fields.

To resolve a mismatch:

1. Look again at the image, zoom in if needed (Alt+=), and key the value again.
2. If you are sure the first entry was wrong, Suspend the batch (Alt+P) with a reason such as Needs a supervisor. A supervisor can then move it back to an Index step in the Batch Manager to correct the value.

When someone corrects the value in an Index step, the double-key difference is resolved with it.

Other actions

The Verify screen has the same batch commands as Index / Validate: 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.

Depending on your role and the step settings, you can also reject a document, rotate pages and so on. See Index / Validate.

Important: You can have Verify 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.

Tips for supervisors

• Double-key only the fields that matter. Every double-keyed field adds keying time.
• Combine a Verify step with a four-eyes rule on the Index step to meet segregation-of-duties requirements.
• The audit log records who changed which value, with old and new values.
• Watch the Double-key verify card on the Dashboard to see how much is waiting.

Related pages

• Index / Validate
• Workflow
• Fields and extraction
• Users, roles and permissions