Product Overview. Transformation Modules KOFAX

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1 Product Overview Kofax streamline the transformation of business documents into structured electronic information by automating the process of document classification, separation and extraction. Whenever incoming documents drive transactions, organizations will benefit from: Reduced operating costs. Increased productivity. Better data quality. Improved compliance. Kofax is the most complete and versatile document transformation offering on the market, enabling the processing of forms, invoices, correspondence and other document types on a single platform. Using learn-by-example techniques for document classification, separation and extraction, solutions can be configured and optimized quickly and effectively. Kofax provide a seamless integration with Kofax Capture, giving access to the widest range of document scanners and back-end storage solutions, and benefiting from its distributed capture, high-availability and enterprise capabilities

2 KOFAX Documentation Kofax includes a comprehensive documentation set in context-sensitive integrated Help and PDF formats. The Kofax Configuration Guide provides a comprehensive overview of Kofax. It contains information about the configuration modules and how to use them. It also contains detailed information about the technology used in Kofax. KOFAX 4.0 Confi guration Guide The Kofax User s Guide is written for operators who will be using the User Interactive. The guide is for users and explains the purpose for and how to operate the User Interactive (Document Review, Correction, Validation, and Verification). These guides are available in electronic PDF format. KOFAX 4.0 User s Guide In addition to PDF documentation, Kofax also provides integrated Help files that are context-sensitive for the following modules: Project Builder Project Planner Server Knowledge Base Learning Server Synchronization Tool Statistics Viewer Validation Correction Verification Document Review These Help files are available in compiled Help (CHM) format

3 Use Cases & Licenses Automatic Indexing for Archive Use Case: Index fixed and free-form documents types and up to 3 fields before releasing them to an electronic document management or records management system. Required License: KTM Auto-Index Forms Processing Use Case: Automatically extract machine- and hand-print data from mixed batches of fixed forms to expedite downstream processes. Required License: KTM for Forms Invoice Processing Use Case: Automatically extract header, amount and line item data from invoices and validate against business rules and Purchase Order data. Required License: KTM Full plus KTM Table Extraction (optional) Sales Order Processing Use Case: Automatically extract customer data and lists of article codes and quantities from incoming purchase orders and validate them against customer databases and sales catalogs. Required License: KTM Full plus KTM Table Extraction

4 Use Cases & Licenses Workflow Automation Mailroom Use Case: Automatically classify mixed types of document, regardless of format, extract more than three fields of data, and release them to a workflow for routing to the correct department, workgroup or individual for immediate processing. Required License: KTM Full Business Process Automation (Low page and/or data volume) Use Case: Automatically classify and extract actionable business data from all incoming documents, regardless of format, and release them to workflow for routing to the correct department, workgroup or individual for immediate processing. Required License: KTM Full Business Process Automation (High page and/or data volume) Use Case: Automatically classify and extract actionable business data from all incoming documents, regardless of format, and release them to workflow for routing to the correct department, workgroup or individual for immediate processing. Fix classification errors prior to extraction for maximum efficiency. Required License: KTM Full

5 The user interactive modules (Document Review, Correction, Validation and Verification) have toolbars with common icons. Although each of these modules has a different purpose, the consistent look and feel of the toolbars and menus make it easy for operators to switch between them. Each module s toolbar is grouped and split into smaller toolbars containing related icons. The modules contain several of the same toolbar icons that perform the same tasks. For example, each of the modules has a Batch toolbar and a View toolbar (see left). Some of the modules have additional toolbar items that are unique to that module (see bottom left and right). User Interactive Toolbars For example, icons for navigating between problems on documents are available on the document toolbar for Document Review. The document toolbar for Validation has icons to mark documents for Online Learning. Full Toolbars Moving Toolbars Each of the grouped toolbars can be rearranged into any order. This can be done by hovering over the left side of each menu until the cursor changes to a cross (see right), clicking, holding and dragging the toolbar to the desired location

6 Configuring the Toolbars Because every individual works in a different way, each of the user interactive modules can have their toolbars and menus customized. This allows users to add, remove and rearrange the toolbars, icons and menu items to increase performance and usability for any of the user interactive modules. If a solution only contains documents and pages, the Folder toolbar is not required, and can be removed (see right and below). Each toolbar group has a Toolbar Options button that allows users to open and customize them. Once the Customize window has opened, users can modify the toolbars and menus. Menu layouts can be rearranged so the most common items appear at the top (see below). Each of the user interactive modules have integrated context-sensitive help. In order to access the help, press F1 or use the Help Menu (see right)

7 Document Review The purpose of Document Review is to ensure that every document in a batch contains the correct pages and has the correct classification. Operators are presented with a list of problems that need to be fixed before a set of documents can be processed further. Problems can occur when documents are not separated correctly. This can be easily solved by dragging the extra page from one document to its correct document (below). In the above example, the batch has several problems. The Current Problem panel (see left) shows a specific message that explains the Document Review rule failure for the selected document. Here, the document was incorrectly classified, so assigning a new class fixes the problem. Once the problem has been fixed, the document is no longer highlighted, and the problem icon is no longer displayed (see below). Access to functions for fixing document classification and separation errors is also provided by a contextmenu (see right)

8 Correction The purpose of Correction is to correct character level rejected data. The optimized interface allows fast correction of single characters using a single keystroke and also allows whole fields to be edited. For each unconfident character detected, Correction zooms to the corresponding part of the image, enabling easy keying of large data fields (see above). Correction allows efficient character level correction with a single keystroke (see above). The subsequent field is also displayed so operators can see one step ahead (see left). Sometimes it is quicker to edit the whole field if too many characters are rejected. Whole field edit can be triggered automatically based on the number of characters rejected, or selected manually by the user. (see left). An additional mode allows users to key fields while viewing the full image (see right), enabling them to correct problems that cannot be corrected in single character mode. In this example, the extraction zone is poorly aligned, but the field can still be corrected

9 Validation The goal of Validation is to review extraction results and to ensure that all information is valid. Documents can also be marked for Online Learning. Solution integrators set up extraction fields to extract specific document data. They also configure the Validation layout that is displayed to the Validation operator. Any validation errors are highlighted so they can be resolved. Select a word or drag around a phrase to insert it into the Document Results panel (see below). Once a validation error is resolved, press Enter to move to the next validation error. Online Learning and Validation Online Learning can be used to improve extraction performance. During the validation process, operators can mark documents for Online Learning, (see below) and saves them in a designated location. With Specific Online Learning, improvements in extraction are seen in the next batch

10 Verification Verification allows data that has been extracted and validated to be reviewed by an operator to ensure accuracy. It is used when 100% accuracy is required. Solution integrators decide which fields are used in Verification, either for background context information (read-only) or for the verification of data (blind keying or confirm methods). Fields configured for blind double keying require operators to refer to the document image (see right) to ensure the correct data is entered. Read-only fields provide context to surrounding fields that require double keying or confirmation (see below). When an Operator enters data that does not match the extracted value, they will receive an error message. If the Solution integrator has enabled the values to be displayed, the user will receive the original and new values for comparison (see right). If not, they will receive an error explaining that their entries did not match the original value (see left). In either case, they will need to re-enter the value for final confirmation. Fields configured for confirmation can be configured in one of two ways by the solution integrator. They can choose whether a field can be edited by operators. If this option is not enabled (see below), a document will need to be rejected if the displayed field value is not correct. This will route the batch to Kofax Capture - Quality Control. If this option is enabled, users can correct the extraction errors as needed

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