Module OCR Full Text and PDF Conversion
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1 Module 13 OCR Full Text and PDF Conversion OCR Full Text and PDF Conversion OCR Full Text definition OCR Full Text configuration Batch class setup Document class setup Export setup PDF properties and output PDF configuration Batch class setup Document class setup Export setup OCR Full Text and PDF Conversion Slide 2 Module OCR Full Text and PDF Conversion OCR Full Text Definition OCR Full Text Uses Optical Character Recognition to convert pixels to text Allows inclusion of pictures and graphics Creates an active document in a variety of formats: Comma Separated Values -.csv Text -.txt Rich Text Format -.rtf HTML -.mht Word -.doc Excel -.xls Slide 3 Module OCR Full Text and PDF Conversion Page 1
2 Application OCR Full Text uses: Legal profession (case documents) Medical documents Scientific documents Government documents Historical documents Technical manuals Financial records Any kind of printed document that needs to be archived and electronically active or searchable. Not intended to perform extraction of data. Slide 4 Module OCR Full Text and PDF Conversion Required Steps for OCR Full Text Setup There are three required steps for setting up OCR Full Text within the Administration module: 1) Add OCR Full Text to the batch class workflow (Batch Class properties, Queues tab) 2) Set the properties for OCR Full Text (Document Class, OCR tab) 3) Export the OCR Full Text-generated documents (export connector) Slide 5 Module OCR Full Text and PDF Conversion Batch Class Setup Add OCR Full Text to the batch class workflow Slide 6 Module OCR Full Text and PDF Conversion Page 2
3 Document Class Properties OCR Tab Set the properties for OCR Full Text. [Enable OCR full text] must be checked A Dictionary support file may be used to add words not in the OCR Dictionary Slide 7 Module OCR Full Text and PDF Conversion Dictionary Files A text file that has the following format: 1 value per line 32 characters per line 1000 words max Slide 8 Module OCR Full Text and PDF Conversion Recognition Profile - Edit The first page of a document may be skipped. Example: when using separator sheets A Recognition profile s properties are available with [Edit] Slide 9 Module OCR Full Text and PDF Conversion Page 3
4 Advanced OCR Full Text Select a language The Non-natural language option may be selected Then the valid characters can be defined Slide 10 Module OCR Full Text and PDF Conversion Languages Supported Over 170 different choices are available Slide 11 Module OCR Full Text and PDF Conversion Mark Level Spell Check Spell check may be selected and a character entered that will be placed before misspelled words Mark level is the % of confidence required for characters to be flagged when the confidence falls below that level Slide 12 Module OCR Full Text and PDF Conversion Page 4
5 Advanced and Output Options are Available Advanced options may be edited Slide 13 Module OCR Full Text and PDF Conversion Advanced Options Attributes To help the OCR engine to process the text, amount the text is rotated can be specified. Text type and character type may be selected Converting color/grayscale images to bitonal should enhance performance Apply Low resolution mode setting to improve results for low resolution documents Slide 14 Module OCR Full Text and PDF Conversion Advanced Options -- Elements Text block forces the recognition engine to consider the recognition zone as a text block. Other settings for detecting tables, pictures, and bar codes are then unavailable Table options may be selected If the document does not include pictures or barcodes, disabling these options should enhance performance Slide 15 Module OCR Full Text and PDF Conversion Page 5
6 Advanced Options -- Operation Settings allow for balancing between optimum performance and accuracy Select this check box to ensure that small text is clearly recognized Slide 16 Module OCR Full Text and PDF Conversion Output Options Output options may be edited Slide 17 Module OCR Full Text and PDF Conversion Output Formats Six output formats are available with different options for each format Slide 18 Module OCR Full Text and PDF Conversion Page 6
7 Plain Text Options Plain Text options may be selected Slide 19 Module OCR Full Text and PDF Conversion Rich Text Options Text attributes and color may be selected Removing pictures may be selected as well as setting the level of resolution Slide 20 Module OCR Full Text and PDF Conversion HTML (mht) Options Text attributes and color may be selected Removing pictures may be selected as well as setting the level of resolution Change JPEG Quality to between 85 and 100 for best results Slide 21 Module OCR Full Text and PDF Conversion Page 7
8 Word Options Text attributes and color may be selected Removing pictures may be selected as well as setting the level of resolution Slide 22 Module OCR Full Text and PDF Conversion Comma-Separated Options A comma (,) is the default, however other characters may be used as the separator Slide 23 Module OCR Full Text and PDF Conversion Excel Options Text options may be selected Slide 24 Module OCR Full Text and PDF Conversion Page 8
9 Save As to Save Changes When changes are made, the [Save As] command button is used to save the profile with a new name Slide 25 Module OCR Full Text and PDF Conversion Recognition Profile Selected The new profile may be selected Slide 26 Module OCR Full Text and PDF Conversion Text Export Connector Setup Export the OCR Full Text-generated documents Select OCR output and enter or browse to the directory Select an output format if the image files will also be exported Slide 27 Module OCR Full Text and PDF Conversion Page 9
10 Processing Create a batch based on the OCR Full Text batch class Scan or import the batch of documents Process batch through the OCR Full Text queue Export the OCR Full Text documents Slide 28 Module OCR Full Text and PDF Conversion OCR Full Text Processing Batch name, class and progress are displayed Document information is displayed A batch is opened, processed and closed automatically An event log is displayed with auto scroll enabled Slide 29 Module OCR Full Text and PDF Conversion OCR Full Text Files Word Format Documents are exported in the format selected Slide 30 Module OCR Full Text and PDF Conversion Page 10
11 OCR Output File - Word This file can be opened easily with Microsoft Word Notice the ^ indicating a questionable character Slide 31 Module OCR Full Text and PDF Conversion Required Steps for PDF File Conversion Setup There are three required steps for setting up PDF file conversion within the Administration Module: 1) Add PDF Generator to the batch class workflow (Batch Class, Queues tab) 2) Set the properties for PDF generation (Document Class, PDF tab) 3) Export the PDF documents (export connector) Slide 32 Module OCR Full Text and PDF Conversion Adding Queues Add the PDF Generator queue to the workflow. PDF Generator has no userdefinable properties to examine. Slide 33 Module OCR Full Text and PDF Conversion Page 11
12 PDF Properties Set the properties for PDF generation. [Enable Kofax PDF generation] must be checked Enable PDF generation for this document class. Remember, we have already added the PDF Generator queue to the batch class properties. Slide 34 Module OCR Full Text and PDF Conversion Dictionary File An optional dictionary file improves OCR results. Create in a program like Windows Notepad. The guidelines are: Up to 32 characters per word One entry per line Up to 1000 words total Save in *.txt format Slide 35 Module OCR Full Text and PDF Conversion Multiple PDF Output Types are Available PDF output options include: PDF Image Only, PDF Image + Text, and PDF Text Under Image. PDF Text Under Image is similar to the Kofax PDF Image + Text profile, but differs as follows: Offers improved speed Sets the default Page content selection for the output format to Text Under Image, instead of Text Over Image Sets the default resolution to 72 dpi, instead of 200 dpi Slide 36 Module OCR Full Text and PDF Conversion Page 12
13 Select a Recognition Profile Click on [Edit] to examine or change the profile properties Select the recognition profile. Options include: PDF Image Only, PDF Image + Text, and PDF Text Under Image. Remember: Kofax PDF Image + Text and Text Under Image require an additional license. Slide 37 Module OCR Full Text and PDF Conversion Output Options PDF Image Only There is very little to edit with this profile: only an attached Image Cleanup profile and Output options. Slide 38 Module OCR Full Text and PDF Conversion PDF Image Only Settings Resolution is in dots per inch (dpi). Define the compression format for the output file. JPEG Quality relates to compression -- the greater the quality, the less compression and vice versa. Formats include: JPEG, CCITT, JPEG 2000 PDF Version is selectable: Auto, 1.3, 1.4, 1.5, 1.6, or 1.7 Slide 39 Module OCR Full Text and PDF Conversion Page 13
14 Image Compression Profiles and PDF Compression PDF file compression is available and defined by PDF image compression profiles. PDF Compression reduces storage and bandwidth requirements. PDF image compression profiles are a convenient way to specify image compression settings for a process. Kofax Capture supports the Kofax PDF image compression profile. Slide 40 Module OCR Full Text and PDF Conversion Image Compression Profile Settings When configuring a PDF profile, PDF Compression can be configured using an Image Compression profile. Remember: PDF Compression requires additional licensing. Slide 41 Module OCR Full Text and PDF Conversion Sensitivity, Background Quality, Picture Detection Sensitivity High settings preserve faint data; low settings suppress textured backgrounds. A high setting increases quality but increases file size; a low setting reduces quality and reduces file size. Background Quality The background is rendered as a compressed image, and this parameter controls the quality of this image. A high setting increases quality, but decreases compression, increasing file size; a low setting reduces quality, but increases compression, reducing file size. Picture Detection Pictures are rendered as compressed images. This option enables detection and adjusts picture quality and file size. A high setting increases quality but increases file size; a low setting reduces quality and reduces file size. Slide 42 Module OCR Full Text and PDF Conversion Page 14
15 Recognition Profile PDF Image + Text & Text Under Image Click on [Edit] to examine or change the profile properties Slide 43 Module OCR Full Text and PDF Conversion Output Options PDF Image + Text & Text Under Image Advanced settings are available Use the text entry field below the check box to specify the characters that are valid to include in a word. Slide 44 Module OCR Full Text and PDF Conversion PDF Image + Text & Text Under Image Advanced Settings A variety of advanced settings are available Slide 45 Module OCR Full Text and PDF Conversion Page 15
16 PDF Image + Text & Text Under Image Output Settings Output settings are also available Slide 46 Module OCR Full Text and PDF Conversion PDF Image + Text & Text Under Image Output Options Determine if the text layer is above or below the image layer Text attributes can be set Resolution is in dots per inch (dpi). JPEG Quality relates to compression -- the greater the quality, the less compression and vice versa. PDF Version is selectable Slide 47 Module OCR Full Text and PDF Conversion PDF Image + Text & Text Under Image PDF Compression PDF Compression can be configured using an Image Compression profile. Remember: PDF Compression requires additional licensing. Slide 48 Module OCR Full Text and PDF Conversion Page 16
17 PDF/A Support PDF/A Features Preserves visual appearance over time. Select between Standard PDF and PDF/A output formats. Independent of tools & systems used for creating or storing. 100% self-contained all necessary information for reproducing the file is embedded. Is available for PDF Image-only, PDF Image + Text, and PDF Text Under Image formats. Slide 49 Module OCR Full Text and PDF Conversion PDF Header Information Data can be added to the PDF file header. Click [OK] to save. Slide 50 Module OCR Full Text and PDF Conversion Setting the PDF Output File Destination Specify the export of the PDF documents by setting up the export folder. The image files can be ignored if a PDF file is detected at export. Select [OK] to save Slide 51 Module OCR Full Text and PDF Conversion Page 17
18 Processing Create a batch based on a batch class that includes the PDF Generator Scan or import the batch of documents Process the batch through the PDF Generator queue Export the PDF Documents Slide 52 Module OCR Full Text and PDF Conversion Demonstration OCR Full Text and PDF Conversion Slide 53 Module OCR Full Text and PDF Conversion Lab OCR Full Text and PDF conversion Refer to the Kofax Capture 10 Lab and Reference Guide Slide 54 Module OCR Full Text and PDF Conversion Page 18
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