Increase your efficiency with maximum productivity and minimal work

Transcription

1 >> ELO DocXtractor II FORM Increase your efficiency with maximum productivity and minimal work ELO DocXtractor II Form eliminates the high costs of capturing forms from day one. The intelligent module is the ideal solution for processing structured documents such as forms and features all the functionalities required for this. A large amount of data is thus captured in a short time and at the best quality. This leads to more flexible and, more importantly, quicker running business processes. Enterprise Content Management I Document Management I Archiving I Workflow I

2 The solution practical added value >> Competitive advantages through time savings Efficiency from day one ELO DocXtractor II FORM Forms are still a major constituent of the business world. Companies receive all types of different forms, such as orders, requests, replies, etc. every day. These arrive by post, fax or the Internet in varying qualities and with diverse field information. Regardless of whether the information is handwritten or printed; manual capture is generally very time-consuming and prone to errors. With ELO DocXtractor II Form, a large volume of data can be captured in a short time and in better quality. ELO DocXtractor II Form is seamlessly integrated in the ELO ECM Suite. The simplicity of setting up forms and its unique userfriendliness enables this flexibly extendable system to successfully get started with business process optimisation. ELO DocXtractor II Form provides you with the following: Ability to focus on actual profit-making tasks Cost savings Efficient working due to fewer errors Faster additional processing through faster availability and higher data quality More flexible processes A quality-assured data export to databases of downstream systems (e.g. in order processing or at authorities for faster additional processing) Enterprise Content Management

3 Functionality of ELO DocXtractor II Form Image preprocessing: Sound results After the documents have been scanned in, the configurable preparation of the scanned documents for the OCR takes place. The following processing steps can be used here: Removal of preprint and lines (e.g. on remittance slips) Rotation tolerance and upside-down correction for images rotated by 180 Removal of noise for better image quality Automated restoration of dots removed for the OCR (e.g. dots in the date or for umlauts in German) Angle of rotation correction for images scanned in at the wrong angle Removal of punched holes If the customer has a scan software which offers image preprocessing, this function can simply be deactivated within ELO DocXtractor II Form. Intelligent classification In ELO DocXtractor II Form, the classification of documents can be based on the layout or a simple content-related procedure. With the layout-related classification, a document is analysed based on its form and structure. The content-related method interprets the entire content of the document or part of the content. Possible form classifications: Classification based on layout Classification based on search patterns (text at a specific position) Classification using barcodes Classification using page sizes With layout-based classification, for training purposes the ELO DocXtractor II Form only requires a sample document in order to analyse all the required features. Documents with an almost identical layout are then recognised automatically. By specifying a search pattern, like a specific position in the text, 100% classification can be ensured. Other classification methods are available in ELO DocXtractor II Mailroom. Fig. 1: Imaging preparation at document and field level Document Management I Archiving I Workflow I

4 The solution practical added value >> Intelligent and structured Targeted processing ELO DocXtractor II FORM A form comprises different field types. After ELO DocXtractor II FORM has classified the document, class-specific fields are extracted. The following field types are supported: Address (for recognising address fields) Anchor (for locating an exact position in the document) Check box (for recognising check boxes) Barcode (for barcode decoding within a document) Search pattern (definition of search and result patterns) Table (for extracting complete tables) Text (for extracting information at specific positions) TopDown (function for selecting information from the database) Various special fields such as batch, transaction and document ID Fig. 2: Document definition and form verifier in ELO DocXtractor II FORM Enterprise Content Management

5 The anchor field type describes the anchoring of a position within the document for the exact positioning of a specific information field. This is necessary if when printing out the document, for example, it is still only a certain percentage of its original size. Using the barcode field type, a barcode reader can be used to decode barcodes on a document. The system finds the barcode regardless of its position in the document. The check box field type is used to recognise check boxes in a document. ELO DocXtractor II Form automatically recognises whether the box is checked or not and assesses this information. Fig. 3: Fields for extraction Document Management I Archiving I Workflow I

6 The solution practical added value >> Flexible adaptation ELO DocXtractor II Form Using the search pattern field type it is possible to define search and result patterns which are linked to one another. Thus in a free letter, for example, the word date can represent the search pattern and the following value, e.g can be accepted as the result pattern. The table field type is used to extract complete tables. Tables in a fixed position (e.g. on forms) and free tables (e.g. on invoices) can be defined. Since the structure of tables may vary considerably, different extraction strategies are offered. The text field type is used to extract information with a fixed position in forms. Using regular expressions such as dd.mm.yy for the date or the structure of the value for invoice or tax numbers, it is possible to specify the structure of the content in advance and to verify it precisely using these criteria. The TopDown field type (alignment of data) is always used to select information which is filed in a database. The alignment is high performance and tolerant vis-à-vis OCR errors or different spellings. Even OCR results which have been heavily distorted can still result in good alignment values. Save costs in post-processing When the field types have been analysed, ELO DocXtractor II Form provides a unique opportunity to check and correct them. ELO DocXtractor II Form Improver determines the best values based on all the information selected and the alternatives. This increases the quality of recognition and considerably reduces post-processing efforts. Enterprise Content Management

7 High quality of exported data All checks carried out during the analysis can be activated in the verifier (post-processing location) at the click of a button. Here it is ensured that the data selected also matches. Carrying out checks in the verifier avoids incorrect entries when manually capturing data and thus significantly increases the quality of the exported data. Secure testing for maximum success Processes which cannot be featured with the standards provided can be implemented using the ELO DocXtractor Scripting Programming Language (SPL), an integrated programming language. ELO DocXtractor contains a complete development environment for testing programs for this purpose. A range of language elements is available for the various use cases. Fig. 3: Results in the verifier Logic check Using restrictions (determination of requirements/ conditions), complex mathematical and logic checks can be defined for fields. The restrictions are assessed by ELO DocXtractor II Improver. The features of every checked value are determined. Based on these configurable features, it is determined whether a value is to be exported directly or verified first. Via restrictions, customer-specific checks can also be incorporated. Document Management I Archiving I Workflow I

8 >> ELO DocXtractor II Form 2009 ELO Digital Office GmbH, Stuttgart/Germany. Reproduction, in part or in whole, only with written permission from ELO Digital Office GmbH. Subject to technical change. Printed in Germany. Item no. A002-DOCX-EN ELO is available through: ELO Digital Office GmbH Stuttgart (Germany) ELO Digital Office CH AG Zürich (Switzerland) ELO Digital Office AT GmbH Linz (Austria) Enterprise Content Management I Document Management I Archiving I Workflow I