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ZySCAN Manual

1. 9 The additional fields will be added when the field value for the Database Lookup Field is available in the database aA 72 Document Edit b rc UM bt rt rhet Doc Pmt bor ClientlD 1 CompanyName ZyLAB ClientFirstName John ClientLastName Doe 10 Click OK 11 Click Yes to continue to the next stage 12 Click Start OCR to OCR the image 13 Click Yes to continue to the next stage 14 Click Start Export 15 Click Yes when finished exporting to close the job Result You have processed a job and added field values to your files 73 HTTP Export Use HTTP Export to export ZySCAN processed data over https to a secured environment ZySCAN users do not need any access to the file store index data location When exporting via HTTP ZySCAN Export will zip up the scanned and ocr ed images and upload the zip file to a web client using a ZyLAB user account The web client upload functionality will unzip the zip file and add the images and ocr ed text to the index data folders M 74 Configure HTTP Export Conditions You want to export ZySCAN processed data over https to a secured environment ZySCAN has been installed ZyINDEX incl web client has been installed Windows IIS has been installed Anindex has been created index longname httpexport Awebclient has been created http alias and long name httpexport web client
2. Export method TxtJTiff Export x Character encoding C Export to default data directory and modules of the index Export directory For text xml Files CAZyLAB DatalIndex DatalAcmeColxml iv Export directory For image Files C 2yLAB Data Index DatalAcmeColtiff v Browse Defines where the data from a job is exported to This will typically be a file server location which is also accessible to ZyINDEX for indexing and to ZyFIND for displaying the documents Make sure that there is a backup policy for this location since it will contain all your valuable documents Select an Export method from the dropdown list If you have chosen Use XML internally Template Wizard Internals or linked to E Aa 28 an index with XML Wrapper choose XML Tiff Export otherwise the XML files will be stored as txt files after export If you have linked this job template to an index Template Wizard Internals you can select Export to default data directory and modules of the index Do this if you want to use the selected index s data locations and if you are using the TIMER automatic mode in ZyINDEX If you selected Xml Tiff Export you are able to choose from UTF 8 for small character sets and UTF 16 for large character sets such as Chinese or a combination of world languages as the type of Character Encoding Browse to select the Export directory for txt xml fil
3. SCSI 2 adapter Kofax Adrenaline SCSI Scanner driver including image enhancement It is also possible to use Kofax hardware images accelerators Using the following Kofax hardware will allow color scanning the 450 650 and 650i with image enhancement boards also the AIPE Adrenaline Image Processing Engine can be used The Kofax Adrenaline Kofax Adrenalinescanning software can only drive certain so called single pass color scanners Ui 89 One could also scan the color image with another color scanner and save the pages as BMP PCX or JPEG file ZySCAN can import these files by using the single page color tiff import filter However for optimal performance it is recommended to scan the data into a 150 dpi true color TIFF with JPEG compression then the files can be imported with the Recursive tiff import filter which is nothing more then a file copy This will be much faster than the single page color tiff filter After import the files can be enhanced with the Kofax hard or software image enhancement component Scanner Properties Fujitsu fi 4750C General Color Mode Source ADF b Color true color Destination E in T m Other Resolution DPI 300 Sa V Auto length t Paper Size faa Size in Orientation Portrait miu m Timeout m Sides Scan Start secs 10 a Single sided I secs rn Cancel Options Advanced Operation Ste
4. The brightness and contrast levels of each document will be analyzed comparing them to the user defined acceptable range Exceptions are automatically corrected or can be displayed to the operator for manual adjustment In manual mode the operator ae a 96 uses the on screen view of the image to read just clarity settings until the desired result is obtained VRS lets the scanner operator further enhance the image by thinning or thickening lines and characters and removing excessive speckling With noise reductionnoise reduction you obtain crisp clean images every time VRS will display optimum settings for each scanned image to allow users to create new default settings for common documents Thus a form printed on difficult to read color paper can be scanned and analyzed so that the optimum settings for that type of document can be created and saved for future use VRS lets you save multiple document profiles to accelerate the scanning process In the figures below you can see the difference of the same document in the viewer scanned with and without VRS The first picture is the original document The second one is scanned without VRS The third one is scanned with the VRS module Evident differences can be seen in parts that have a low contrast look for instance at the word airway in the upper left corner Also the difference can be seen in the right part of the page that is fading The lower right part in the image that is re
5. 17 Click OK M 69 18 19 20 21 22 Lookup Database Connection CS Connection string DSN Benelux Uid Pwd Table Customers Select the Lookup tab Select the primary key field from the dropdown listbox Field name in database which you would like to use as a reference primary key from your database table Click OK Name Type Index Search View Edit ODBC Lookup New Field Definition t3 Database Lookup Look up field value Field name in database ClientID Add as many fields as you want to add to your ZySCAN fields definitions Do not use field type Database Lookup again Per index you can only have one Lookup key field For each field click the Lookup tab to select the referring database field Also select the option Look up field value to retrieve the value from the database a 70 New Field Definition J m Name Type Index Search View Edit ODBC Lookup l Database Lookup Look up field value Field name in database CompanyName y ClientLastName 23 Click OK when all fields are added 24 Click Next 25 Keep the default ZyOCR settings and click Next 26 f you did not link your job template to an index select the folders to export your txt XML XMLfields and TIFF files to and click Next 27 f you linked your job template to an existing index select
6. 3 Batch Description test D KLM ExportAscent AWB Standard 00000D49 TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB 1 AWB_RB 2 AWB_RO 333 Batch Description test D KLM ExportAscent AWB Standard 00000D4A TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB AWB_RB AWB_RO Batch Description test D KLM ExportAscent AWB Standard 00000D4B TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB AWB_RB AWB_RO Batch Description test D KLM ExportAscent AWB Standard 00000D4C TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB AWB_RB AWB_RO Batch Description test D KLM ExportAscent AWB Standard 00000D4D TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB AWB_RB AWB_RO Batch Description test D KLM ExportAscent AWB Standard 00000D4E TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB AWB_RB AWB_RO Batch Description test D KLM ExportAscent AWB Standard 00000D4F TIF AXIS 7000 Copier Filter The AXIS 7000 Copier Filter allows users to define how to present the metadata it applies an XML transformation to format the data However the metadata file it outputs has Unix
7. Additional XML C White page recognition using file size Maximum image tif file size bytes C White page recognition using number of OCR ed characters Maximum number of QCR ed characters Cancel The size of an average white page depends on the source and compression Using either ZyLAB Professional OCR or ZyLAB Basic OCR our test lab suggests the following values as a minimum image file size PEN Compression PEE 87 Note We don t recommend White page removal as it is very difficult to determine what the amount of bytes on a white page will be when is a page completely white and what the number of OCR ed characters will be what if a character is not recognized M 88 Color scanning ZySCAN supports color OCR For ZySCAN 4 0 a special procedure has to be followed ZySCAN has facilities for automatically converting color images to black and white images that can be OCR ed A residue of the black amp white images is retained in a wyh file to enable highlighting of words in ZyVIEW for the color tiffs OCR color images is enabled Template Wizard OCR General tab This section will explain what kind of configuration and settings are needed The recommended configuration to scan color pages in ZySCAN and OCR them to obtain Hits on the Image with the WYHIWYG technology is as follows Pentium IV 3 Ghz 2 Gb RAM per CPU Fujitsu Scanpartner 620c SCSI Fujitsu 4750c SCSI
8. gt Field Name ZyLAB1 Value test1 gt lt KnowledgeFields gt lt KnowledgeObject gt lt KnowledgeObject gt lt KnowledgeFields gt Field Name TiffFileName Value C as outbox image_2 tif gt Field Name ZyLAB Value test2 gt lt Field Name ZyLAB1 Value test3 gt lt KnowledgeFields gt lt KnowledgeObject gt lt KnowledgeObject gt lt KnowledgeFields gt Field Name TiffFileName Value C as outbox image_3 tif gt Field Name ZyLAB Value test4 gt lt Field Name ZyLAB1 Value test5 gt lt KnowledgeFields gt lt KnowledgeObject gt lt KnowledgeObjects gt lt AutoStore gt My 148 PDF Images Filter This import filter will import all TIFF CCITTGroup4 or CCITTGroup3 encoded images from the PDF documents encountered when recursively traversing the import directory The filter should be used in run unattended mode with delete files after import to import all PDF documents one document per job Note that only some PDF files contain their written data as images Normally PDF files contain electronic ASCII data with formatting and those files give no import result and should be indexed with ZyINDEX directly The Settings button displays the following settings options PDF Images Filter Settines C Extract Fields From filename Add filename field C Don t try to decode JBIG2 encoded images When the option Extract fields from file
9. Export to default data directory and modules of the index and click Next 28 Enter a name for your job template 29 Click Finish Result You have created a job template and added a lookup field and related fields You are now ready to start using your job template in the production environment Note If you get an Unknown error during database lookup this might be due to the fact that one or more database key fields contain spaces To avoid this problem create a Database View in which each field name with spaces is replaced by an alias without spaces For more information see the Using ZyLAB Programs and Databases manual Database View am 71 Use Database Lookup Field Conditions You have created a job template and configured the Database Lookup Field Now you are ready to start using your job template in the production environment You want to have a visual view of the field values that are being added while processing Instructions Start ZySCAN Click New Job Select the job template you created for ZySCAN Database Lookup Click OK Click Import to import the files you want to add information to Click Yes to continue to the next stage Enter a value for the Database Lookup Field Click Look up N O Oi A WO N Field Editor Document Edit o P DOC rive ret Dc fast boc ClientID 1 CompanyName Repeat ClientFirstName Repeat ClientLastName Repeat i ER x
10. Image settings are Color settings Select the color setting that is best for your file type Lower bit values result in smaller file sizes and quicker processing but with a possible decrease in image quality DPI Select the DPI Dots Per Inch that will give a reasonable image quality A lower DPI number results in a smaller file size and quicker processing but with possible decrease in quality Size Select the size that best fits the page size of the original file The key fields settings allow you to automatically create and fill fields using the file name or to add user specified fields using field names and values contained in a related XML file Note The fields must already be defined in your target index am 141 The key field settings are None No fields are filled Use file name to extract key fields separated by This fills fields predefined with the name series field1 field2 field3 etc using the file name When the file name is split into parts using underscores those parts are used to fill the fields in the field series For example the file name 2009 06 03 Weekly Report Smith doc will fill the following fields field 2009 06 03 field2 Weekly Report and field3 Smith Additional XML files contain key fields same name as File An XML file for each file in the folder contains the file specific data to be written to the predefined fields The XML file m
11. Instructions Fioesult iia 48 View and manipulate documents during job 49 eroi E r 49 MS P o ceva 49 Manipulate E 49 Semi automatic job processing eese nennen 51 Semi automatic processing entire job sene 52 Conditions Instructions Result mee Semi automatic processing parts of the job 1 D4 Conditions ssssssssseseee 54 Instructions 54 Result 55 Automatic processing 56 CONGILIONS e 56 Yp Advanced ScanniFig nie cim uoce teca rane rita imudu sour ke suci ecesssecteecsrvirccetsrecade 59 Global ODlIOnS sanean a e e ae a es 60 File System Warnings 68 Conditions 68 Instructions 68 Result 64 Note 65 Database Lookup Field iiio onte ma rei o i teri tr ER 66 Configure Database Lookup Field seeee 67 Conditions sssss 67 Instructions n Result 70 Note 6 nscecssacn isis unas 70 Use Database Lookup Field 71 GondillOriS ic nicis ta cic E KE SEE ERA A ERR E AS FL AX RE ZXS RR XE EM RUE RA dS 71 Instructions Result HTTP Export dis Configure HTTP Expor
12. Result You added email s to the selected index Also you added fields Ui 43 Other electronic documents If you want to add field values to electronic documents other than Office documents and emails you have two options 1 Save electronic documents in the correct data folder of an index with XML Wrapper with one or more defined fields Build the index and add field values with ZyFIND This option is recommended for large numbers of documents 2 Upload electronic documents to your Web Client where you selected an index with XML Wrapper with one or more defined fields and add field values while doing so You can upload one document at a time M 44 Add field values using ZyFIND Conditions You have created an index with XML Wrapper and added fields You have a large number of electronic documents you want to add field values to Instructions o ON Oo Oi B OON 10 11 12 13 Save your electronic documents in the correct data folder Electronic Open ZyINDEX Open an index with XML Wrapper Build the index Open ZyFIND Go to File Select index es Select the index you just build Click OK Search for the documents you want to add field values to The documents appear in ZyResult Query car Fuzzy 0 Percentage 50 Progressive 0 ZyResult international Jog File Edit View Help Haeum 7Tem ix x u X Number of hits Y Hit density Volume name Filename E Sta
13. and the result will be written in a TXT XML file Selecting more than one language or OCR engine will decrease the overall OCR process speed but it will increase the OCR quality Choose between Select best result stores the OCRed text of the language which most resembles the text Store all output stores the OCRed text of all languages If you chose Select best result and there is more than one language you can select the default language and engine The default language is used if the language cannot be detected The Mode and Test size control how much of the job or document is used to determine the language used in the job or document but a larger Test size will result in a slower process 23 General tab Template Wizard ZyOCR t3 C Language analyst Dot matrix letters C Small text Auto orientation Languages General White Page Removal Additional XML Enable hits on the image C Check TIFF integrity Prevent punctuation C Mutti directional OCR a Store language information To create a standard job template keep the the following options selected For information about the other options refer to Advanced Scanning My 24 Auto orientation This automatically rotates the image until the page is readable For example if the page was fed in the scanner upside down the OCR engine will rotate the image 180 degrees before OCR is performed T
14. 2 Select an Available OCR engine Several engines are supported If you are processing large batches with varying image quality choose ZyLAB Professional OCR The Basic OCR engine is provided as the low end OCR engine for ZySCAN A 22 Select multiple engines for one language 1 2 Select one language and OCR engine Check the Use multiple language engines checkbox Click the right arrows button to add the language OCR engine combination to the list Select another OCR engine for the langauge and add it to the list During OCRing the OCR engine that gives the best result will do the OCR process and the result will be written in a TXT XML file Selecting more than one OCR engine will decrease the overall OCR process speed but it will increase the OCR quality Choose between Select best result stores the OCRed text of the language which most resembles the text Store all output stores the OCRed text of all languages If you chose Select best result and there is more than one engine you can select the default engine Select multiple languages and or engines 1 2 Select one language and OCR engine Check the Use multiple language engines checkbox Click the right arrows button to add the language OCR engine combination to the list Select more language OCR engine combinations as required and add them to the list During OCRing the OCR engine that gives the best result will do the OCR process
15. If you want the Bates numbers to be permanently added to the pages check the Burn into page checkbox The X and Y measurements are the distances from the bottom left corner of the page Note To prevent multiple instances of ZySCAN using the same Bates numbering range at the same time the job template will only work on the computer where it is installed 6 Click Next Result The Template Wizard ZyOCR screen appears if added to the workflow 20 Note If you linked to RMA in Template Wizard Internals create a Barcode field select Barcode field as the type in the Name Type tab When the job is being processed the barcode printed out on top of the job corresponding with the correct Record in the RMA is added as a field to the document s being scanned This barcode establishes the link between ZySCAN and the RMA Ui 21 Template Wizard ZyOCR Conditions You are creating a job template The Template Wizard ZyOCR screen is open Instructions Languages tab Template Wizard ZyOCR Languages General White Page Removal Additional ML Available languages Available OCR engines English American x ZyLAB Global Standard OCR v C Use multiple languages engines Language Engine Default language Default engine Mode Test size pages Select one language and one engine 1 Selecta language from the Available Languages dropdown list
16. T Template Wizard General Template Wizard Internals Export scanned documents to BMA 4er 106 Template Wizard Summary 31 Template Wizard Workflow 9 Template Wizard ZyEXPORT 27 Create page hash codes based on TIFF files 115 Template Wizard ZyFIELD 15 Template Wizard ZyIMPORT 13 Template Wizard ZyOCR 21 Store Language Information 110 Template Wizard ZySCAN 11 U Unicode Fields Supported 100 Use Database Lookup Field 71 Use HTTP Export 77 Using Store Language Information 113 Using the Command line 120 V View and manipulate documents during JOD occ pertes VRS and ZySCAN W What to do if the locked job cannot be unlocked sssusss 105 White pages Z Zonal OCR sss 98
17. and continue with this procedure 4 In ZySCAN click the Open Job button The Open Job dialog appears When ZySSCANSservice processes a job with delete job after export delete job after export it is likely that there are no complete green jobs present In the Open Job dialog illustration above the last entry in the table indicates a locked job lock status displays locked Before we can open the job to process it manually we have to unlock it 5 Click Unlock all or open the job that is not finished 102 6 If you followed the last option you get the following message The job you are trying to open is locked do you wish to unlock it 7 Click Yes The documents will be shown in the viewer 8 Proceed to the next section to finish the job either manually or automatically Result You processed a locked job after a system failure Note If it is not possible to unlock the job the following message box is displayed Unable to open job If you receive this message please continue with What to do if a locked job cannot be unlocked page 105 Recovery from ZySCAN jobs with multiple documents with invalid primary keys has been made easy ZySCAN remembers which documents have been exported successfully and which have not been exported Ui 103 Processing the job manually or automatically Once the job is no longer locked processing can continue In case ZySCANService was running in cu
18. automatically fully text accessible Graphics Import The Graphics Import filter is used for importing color files GIF JPEG PCX etc and saved as a JPEG compressed tif files One entire directory of files is imported at a time In ZySCAN color or scale scale images can be processed except for the OCR In the OCR these files will be skipped automatically M 144 If you select the Settings button you can define the following settings Dialog Black amp white CCITT Group 4 Lossless Grayscale Images Uncompressed v Palette Color Images Uncompressed Palette Colors iM Full Color Images Uncompressed iw Image quality For JPEG compression 1 99 L1 Maintain compression of JPEG input If you compress the file size will be smaller Also the lower the image quality the smaller the file size Both compressing and lower quality decreases the image quality It is a matter of trial and error for the most beneficial settings per case HP Digital Sender Imports HP Digital Sender documents The HP Digital Sender converts paper documents to pdf Portable Document Format or tif tagged image format files and automatically e mails them to any e mail address HP OfficeJet filter This filter is made for the all in one HP OfficeJets that support the scan to archive functionality It does a recursive import on the import directory at one level deep and stores the directory n
19. create a new job with the same name Rightfax 5 0 See Facsys 4 10 Faxination 3 0 Rightfax 5 0 Watermark SAP Electronic Documents Imports electronic SAP systems applications and products in data processing documents If you want to keep the names of the original files click the Settings button and select the option Keep original filename Click OK SAP Electronic settings C Keep original filename SAP Paper Documents Imports paper SAP systems applications and products in data processing documents SendMe Imports SendMe documents SendMe is a scan to solution which offers access to a digital workflow by transforming paper documents into electronic files Sharp MFP Imports XML documents containing links to attached TIFF JPEG BMP PNG and other standard image formats created with Sharp MFP Multi Functional Peripheral devices such as combined printers copiers and scanners y 154 Single page TIFF filter The Single page TIFF Filter is used for importing tif files and imports these files on a directory basis That is the whole directory containing the tif files is copied into the TIFF folder of the specified job The TIFF files in the import directory are copied all at once you cannot import per file Please note that this process is not recursive When you have more directories with TIFF files you want to import automatically then you should consider developing a job structur
20. is 1024 To check if all TIFF and XML TXT export files are created select the checkbox Check exported files To optimize the performance and enhance search speed select the checkbox Check free disk space before exporting and define the Minimum free disk space To enhance security select the checkbox Create page hash codes Burn In Fields tab Template Wizard ZyEXPORT General Process Control Burn In Fields Bum in fields First page only O All pages Left margin for burn in 10 mm Top margin for burn in 10 fS mm M 30 Select Burn in fields if you want to stamp the value of a selected key field on the images of the exported document Choose between burning on the First page only or All pages Click Select fields to determine which fields you want to have burned in and if you want to change their sequence Define the left and top margin to determine the exact location Click Next to move to the next screen Result The Template Wizard Summary screen appears Ui 31 Template Wizard Summary Conditions You are creating a job template The Template Wizard Summary screen is open Instructions Template Wizard Summary Summary Workflow ZySCAN ZyIMPORT ZyFIELD ZOCR ZyEXPORT C Keep as default template Template name 1 2 3 4 5 View the summary of the workflow of the job If you want to save your settin
21. is stored in a directory together with all the tif files from which parts were clipped into that dat file Thus the dat file is the file that results from the clipping process and stores all field names and values as well as the image locations i e locations of the tif files in the file format needed for ZySCAN field name field value 152 field name field value field name field value etc image location image location image location Note that for exporting ProClip requires a special ZyLAB export program which needs to be installed with the DLLs This especially for ZNySCAN designed export DLL ZySCAN dll exports the dat file and the corresponding tif files to an export directory defined in the workflow file ZySCAN ddf The ProClip import filter is then used for importing dat and corresponding tif files into a ZySCAN job Fields in ProClip can be customized If you use fields in ProClip these fields have to be defined in the settings txt file as well N B The ProClip files are included in your ZyLAB program installation under WProgram Files ZyLAB Information Management Platform AddOn ProClip Integration The interface of ZyIMPORT provides the entire standard buttons and tools for opening a new job or an existing one as well as buttons for closing and deleting jobs and deleting pages As in ZySCAN opening an existing job displays the last image in that job in your display box on
22. line feeds rather than windows CR LF The filter perform similarly to the NewsClip or ProClip filter accepting multipage page and Unix style EOL markers Note that in the DAT file only relative paths to TIFF files must be used Bacon Filter The Bacon Filter extracts information from files with a strict format It imports all files within a directory without looking at the extension ClipWorX ClipWorX TIFF filter The ClipWorX program is developed for scanning and clipping newspaper articles It aur 139 lets you cut parts of images A2 A3 and paste them in a new image in a standard A4 format see also Oce s website www oce nl In this way collections of newspaper cuttings are produced The ClipWorX filter can import the standard export from ClipWorX For examples see Program Files ZyLABWnformation Management Platform Examples Import ClipWorX Batch Convert to TIFF Import Filter This filter batch prints many different file types into TIFF and XML format ready for automatic processing in ZySCAN This enables you to keep all your documents in an open source industry standard format that can always be opened and allows all the files types to be OCR processed used for full text searching Note Before you can use the Batch Convert to TIFF Import you must have a license for the ZyLAB Scanning Bundle The filter watches a specified input folder and must run in Run unattended mode with Delete
23. more information see Patch pages page 85 4 Select Barcode Recognition if you want to store recognized barcode values as ar p 79 field values For more information see Barcode Recognition page 80 Result You set one or more image processing properties and thus enhanced the quality of your TIFF files Note If you want to modify the Image Processing settings while running a job you are in the ZySCAN or ZyIMPORT stage click the Stage Settings button This will trigger the ZySCAN ZyIMPORT General page plus the Image Processing tab N ZyIMPORT ZyFIELD ZyOCR ZyEXPORT Stage Settings Image M 80 Barcode Recognition Conditions You want to automatically store recognized barcode values as field values and or you want to separate documents Instructions Open ZySCAN Go to Template New Template Select Define new job template or base it on an existing template Click Next a fF oO N Define Internals and click Next It is advised to link this job to an index with barcode fields Define Stages select ZySCAN or ZyIMPORT Click Next Click the Image Processing tab Select Barcode recognition Select a Barcode reader from the dropdown listbox 2 ON o 0 Click the Properties button If you selected Readiris software the following Barcode Settings can be defined Ui 81 C Use height limits Minimum height mm Maximum he
24. template style ZyFIND Enterprise The httpexport index has been added to the httpexport web client The anonymous user is member of the Administrators group to allow uploading of documents to a web client Instructions 1 Start ZySCAN and create a new job template Go to Template New Template 2 Click Next 3 Select External link Ui 75 4 5 6 Select Index over HTTP Cl suppress job in Audit Trail v External Link Click Select Define your web client http alias index long name and user Base URL http localhost Client Name httpexport Index Name HTTPExport User anonymous Password eccceces Confirm Password eeccccece Test connection C9 Coma 76 7 Click Test connection to test the settings 8 Change settings if not OK 9 If OK click OK 10 Click Next 11 Select ZyIMPORT ZyFIELD ZyOCR and ZyEXPORT 12 Click Next 13 Browse for files you want to import You may want to try with our example files first located on WProgram Files ZyLAB Information Management Platform Examples Import Single page Tiff 14 Select the correct import filter When using the example files the Single Page Tiff import filter 15 Click Next 16 Click Next 17 Keep the default ZyOCR settings and click Next 18 Click Next 19 Enter a name for your job template and click OK Result You are now ready to start using your job template in
25. the right Furthermore you can browse through a job insert a job and so on Select the import filter and import directory you want to use from respectively the Filter drop down list box and with the Browse of the Import directory box To actually import the files press Import File s Note that you have an option of enabling or disabling Delete Original Files After Import Proclip Custom contains information in 3 separate sections lt BurnIn gt Field and Images All three have to exist Recursive TIFF filter The Recursive TIFF Filter is used for importing tif files that are stored in one level deep directory structures Per directory a job is created All TIFFs in such a directory are imported in one job This filter is designed to run in unattended mode and works as a recursive filter recursion reaches one dir level deeper than the import directory Use the option Delete Original Files to make sure that the imported directories and TIFFs are removed from the system and not imported twice If you do not set this option you will receive a message cannot create dir the second time the template is run unattended mode This is because the name of the first import directory is used _ a 153 to create a new job with the same name So if your import dir is called 00000001 the name of the job is jobroot 00000001 already exists and an error message is generated i e the name of the import directory is used to
26. then be sent to multiple sources XML and other files e g index files can be sent along with the scanned document automatically for use by ZyLAB programs eCopy import filter Imports eCopy documents eCopy allows you to transform full color or black amp white a7 _ 143 paper documents into electronic images Electronic Import This filter imports electronic documents doc ppt xls etc together with the XML files that contain the field information These documents can be directly stored in an existing index If you want to keep the names of the original files click the Settings button and select the option Keep original filename Click OK Electronic Import settings t3 C Keep original filename For more information see WProgram Files ZyLABWnformation Management Platform Examples Import Electronic Facsys 4 10 Faxination 3 0 Rightfax 5 0 Watermark These are all special versions of Multi page TIFF files These formats can be imported easily with these filters When you want to copy more files in a directory you have to process the job automatically one job at a time and check the option delete original files after import For each import action a multi page TIFF is imported and the original is deleted At the next action automatically the next file will be imported until the directory is empty With these filters it is possible to make all ingoing and outgoing faxes
27. wxname gt lt jwxname gt Yes Flow Plain text field No lt wxflow gt lt wxflow gt Yes State Plain text field No lt wxstat gt xjwxstat Yes Status Plain text field No lt wxtsks gt wxtsks Yes Delet T AssignedTo Plain text field No wxuser lt jwxuser gt Yes CreationDate Datejtime field No lt wxdate gt lt Jwxdate gt Yes DoneDate Date time field No lt wxdone gt lt wxdone gt Yes DueDate Date Field No lt wxdue gt lt jwxdue gt Yes Priority Plain text field No lt wxprio gt lt jwxprio gt Yes Import definitions Creator Plain text field No lt wxauth gt lt jwxauth gt Yes Classification Plain text field No wxclsf gt lt jwxclsf gt Yes Field view settings Visualization settings Advanced settings s T i Cancel a If you want to import a set of field definitions click Import definitions and select a fields txt file from an index s FIELDS folder b If you want to add new fields click Add definition to display the New Field Definition window New Field Definition Name Type Index Search View Edit ODBC Lookup Name Type Plain text Field v Type specific options Default value Fixed value Value file name Browse c Enter the Name of the new field definition For example Author Name or Contract number Note that a field name may not contain spaces so all spaces entered are automatically replaced by unde
28. 02 NA PD A Er aiik 102 Processing the job manually or automatically 103 Processing the job manually 103 a e 103 Processing the job automatically ssseeene 103 Processing the job s automatically using run unattended ZySCAN mode sssssseseeseeeneeee nennen nrennem rennen erret nrennenns 104 What to do if the locked job cannot be unlocked sesesessss 105 Template Wizard Internals Export scanned documents to RMA s CONDITIONS ED agere laisse TEE Multi direction OCR Instructions Template Wizard ZyOCR Store Language Information Setup the Store Language Information Option Using Store Language Information eee CORGILOLS 7 55 Tires cavern ir e EE A EP aiti RETAN atv eto P Template Wizard ZyEXPORT Create page hash codes based on EE fIGS citri tidie rte op e d n oe d d n e E EE EE EE What is a hash code anyway At TT UL C umo CEDE Naming Conventions 2 roca citro een esaet dp sti oneris Job functions Using the Command line 2 Image Processing section eeeeeeeeeeeeee enne enne FANNIE ZyIMPORT section ZyFIELD section ZyOCR section ZyEXPORT section Field Defini
29. 1 Follow step 1 to 6 explained in the ZyINDEX manual Create an advanced index with the following variations nthe ZyINDEX manual gt Step 2 Modules make sure you select the XML Wrapper nthe ZyINDEX manual gt Step 5 Define fields make sure you add Field definitions while Module field XML Wrapper is selected Complete all steps and click Finish Result You have created an index with XML Wrapper M 40 Documents with already defined fields Conditions You have created an index with XML Wrapper ZySCAN is open Instructions 1 Follow the steps explained in Create a job template page 3 with the following variations In Template Wizard Internals create an external link to an index with XML Wrapper Do not select Suppress job in Audit Trail and do not select Use XML internally In Template Wizard Workflow page 9 select ZyIMPORT ZyFIELD Exclude ZyFIELD from workflow and ZyEXPORT Do not select ZyOCR n Template Wizard ZyIMPORT page 13 select Electronic Import as Import filter Complete the Template Wizard and click Finish Click New Job Select the template you just made Click OK Click Import Continue with Export yy OORA WO WM Close the job Result You have created a job template tailored to importing electronic documents with already defined fields Also you have imported and exported electronic documents with already defined fields Now you can B
30. 133 Searching for Bates Stamping Numbers Instructions 1 Open ZyFIND 2 Define a Bates Stamping Number 3 Click Search The prefix and number are searchable via full text and with hit highlighting However searching in the field that has been assigned as bates field is not possible except with the numbers used for the first and last page because these numbers are used to specify the bates range in the Bates Number field for txt bates number prefix 00000018 00000020 bates numbers for XML field id bates_number gt prefix 00000018 00000020 lt bates_number gt My 134 Ui 135 Appendix A Hot keys ZyFIND Help noo ome o Select Index es ZyRESULT Open document Shift of Ctrl Multi select in result list Navigate in result list Ctrl L Launch document s related application or Remove document reference from ZyRESULT Delete document from disk Edit document s keyfields Select all ZyVIEW Tab Next hit Ui 136 Home First page images only End Last page images only Ui 137 Appendix B Import filters The following import filters are currently supported in alphabetical order Ascent 3 0 Ascent 5 5 Filter The Ascent Filters are quite similar the ProClip Filters Main difference is it uses txt instead of dat files The file name is placed between fieldname fieldvalue are placed next to each other For example example txt con
31. 20 f Y mm 50 fs Machine name ZYNLDEWO206 a Select the option Add Bates stamp 130 13 14 15 16 17 b Define the Bates Prefix This prefix will be followed by a bates number c Define the location of the Bates Prefix File This XML file is used to store the prefix and associated offset bates number d Selecta Field Definition the Bates Number field you just created from the dropdown listbox This plain text field will be used to store the bates range for a document When this job template is saved automatically a bates counter file is created in the job template folder containing offset zero See Note below e Select a ZySCAN stage from the dropdown listbox During this stage the bates numbers are added For now only ZyEXPORT can be selected f Define the X and Y location where the bates number should be burned in the image g Click OK h Please read the Attention dialog To prevent multiple instances of ZySCAN from concurrently using the same Bates range this job template will only work on this computer i Click OK Note You can also choose NOT to define a Field Definition but keep it set on none The prefix and bates numbers will in that case only be stored on the pages making field search impossible Also you cannot view the bates number range via the bates number field displayed in the result list Of course full text search will still work Click Next De
32. Control tab If you want to remove the job directory from the hard disk immediately after completion of the job do not select this option and define in the job template the option Delete job when finished successfully Template Wizard ZyExport Process Control tab Save Job Logging After Delete Select this option if you want to save the statlog txt file which is created with the Enable Job Logging option selected above when the job directory is deleted Suppress fatal OCR errors these errors will be written in the output text file Select this option if you want to prevent that an error dialog will abort the job or stop ZySCANService and restarted With this option selected the job will continue with the next page However though the job may continue it is possible that these following pages are not OCRed Allow field definition when editing fields This option is selected by default If you deselect it the Edit field definitions button in the Field Editor dialog will be disabled Ui 63 File System Warnings Conditions You want to assist users with understanding the file system limits when processing jobs Depending on the settings defined in the File System Warnings dialog messages will appear With File System Warnings defined you can create a limit on the number of finished jobs in a job root that can be processed the number of pages per job and the number of pages per document The user gets a message
33. Electronic Document no OCR Import as images text is lost C Maintain email attachment links j Cancel The ZySCAN template in which the filter is defined must be linked to an index with XML wrapper module ZySCAN will automatically select the XML TIFF export method The filter supports black white grey values RGB and pallets bases on grey values or RGB CMYK and other colour spaces are possible too Colour corrections ICC profiles are recognized but ignored ProClip Custom ProClip Multi ProClip Standard Filter The ProClip program is developed for scanning and clipping newspaper articles It lets you cut parts of images A2 A3 and paste them in a new image in a standard A4 format In this way collections of newspaper cuttings are produced ProClip needs a Dataset Definition File DDF for clipping this is a workflow file defining workflow properties such as the list of data fields in this specific workflow the DLL s needed and the export directory to write resulting dat and tif files to The fields defined in the DDF have to correspond with the fields in the job definition After a DDF file is selected clipping can start You can clip from different TIFF images and select any part of the image to be cut and pasted into the new image The Dataset Definition File produces a single dat file and multiple tif files per clipping These are the resulting files when you save the clipping The dat file
34. Information Management Platform Bin directory OCR color files Make sure OCR color images is checked by clicking the Stage Settings button Make sure color images are scanned at 150 dpi with a maximum of 256 colors Color images will be over 300 kb per page Deskew and Auto orientation cannot be used in combination with color scanning y 48 Export During this stage all documents from a job are exported to an export directory This directory is predefined in the job template Conditions You are processing a job ZySCAN is open You are in the ZyEXPORT stage Instructions Click Start Export Result The documents are exported Now you can build the index to make them searchable Ui 49 View and manipulate documents during job Conditions ZySCAN is open You are in one of the stages during a job View RI Q 4 o C Ej els Use these buttons to select an image region zoom in zoom out drag rotate zoom to height zoom to width and fit in window Use these arrows to scroll through the pages and documents If you want to select these and other options you can also click with your right mouse button on the image and choose an option Manipulate Delete Page Toggle between Image and Text the tabs to see on which page you are and in which document If you want to remove a single page from a document click Click New Document to indicate that a page is the beginning of a new do
35. Repeat step 2 and 3 until finished 5 Click OK Result The selected job template s are processed A job template may consist of one or more stage s of the job process For example a am 53 adding fields with ZyFIELD Or importing with ZyIMPORT and adding fields with ZyFIELD M 54 Semi automatic processing parts of the job Conditions ZySCAN is open Instructions 1 Goto Job Run unattended Only ZyOCR Only ZyEXPORT or ZyOCR amp ZyEXPORT a Current jobroot b Several jobroots 2 If you have chosen Several jobroots the Job Roots dialog appears Job Roots Select the job roots you want to monitor and add them to the list C ZyLAB DatalZySCAN JobRootl Add to list F Cancel 3 Browse for the jobroots you want to process 4 Clickthe button Add to list 5 Click OK am 55 Result The jobs of the selected jobroots are opened processed moved to the next stage and when finished closed automatically M 56 Automatic processing Conditions You want to process ZySCAN automatically ZySCAN is open Instructions 1 Goto Job ZySCAN NT Service The ZySCAN NT Service dialog appears ZySCAN NT Service Installation Pracess Priority User name john High Password EE Normal Domain name ZYLAB Olow Install ZySCANService Service parameters OOCR only Template Import directory Quickst
36. XST Filler oneri nie etre rete rm rera 154 ZYCOLD Professional Filter 22 tu irata retia 155 PAEA ABY Aal EET 155 ZYLAB Data XML Filler rere tacente pateat nnne Ege eA 156 ZyLAB IM Platform Forms Filter 157 ZySCAN Document fillar 2 3 2 rtr earners 157 About ZySCAN ZySCAN is a powerful tool that easily processes paper documents and existing image formats into searchable information Input ZySCAN can drive both high end and low end scanners so that all your paper documents can be scanned in any size whether it is AO A4 A5 letter or legal If you already have your documents in an image format such as TIFF JPEG or Fax ZySCAN can import and process these files as well Automatic indexing ZySCAN recognizes all the text in documents regardless of the size and uses this recognized text to automatically index all of a document s information You can be sure that all of this information is processed because ZySCAN s different OCR Optical Character Recognition engines provide the most accurate and thorough results possible The OCR process also supports multiple languages such as Arabic and English on the same page Even rotated text is recognized Manual indexing If required ZySCAN enables you to add manual index fields to the scanned or imported documents A variety of different field types are possible such as Plain Text Date List Barcode and many others These manual indexes can be fill
37. ZySCAN Copyright Notice Information in this document is subject to change without notice and does not represent a commitment on the part of ZyLAB Technologies BV The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of the agreement It is against the law to copy the software on any medium except as specifically allowed in the license or nondisclosure agreement No part of this manual may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose without the express written permission of ZyLAB Technologies Copyright 2010 ZyLAB Technologies BV ZyLAB ZyINDEX ZyFIND ZySCAN PUBLISH and the flying Z are registered trademarks of ZyLAB Technologies BV ZySEARCH ZyALERT ZyBUILD ZyIMPORT ZyOCR ZyFIELD ZyEXPORT ZyARCHIVE ZyTIMER MyZyLAB are trademarks of ZyLAB Technologies BV All other brand and product names are trademarks or registered trademarks of their respective companies Contact Us Full contact details can be found on the ZyLAB website www zylab com For support visit the ZyLAB support website support zylab com M Contents About ZYSCAN 1 ei AER T E A ATT 1 Automatic indexing Manual indexing Information storage Production EnVi
38. a series of document records it will split this original dii file into multiple sub dii files The original dii file is renamed to extension d i Each sub dii file contains a selection of import records that have a maximum number of pages of approximately 500 These sub dii files can be processed with the iPRO jobtemplate either manually or by using ZySCAN run unattended or ZySCANService In this situation the delete after import option should be checked Kodak Capture Import filter This filter imports graphic files TIFF multi page JPG GIF BMP graphic PDF PCX etc No additional settings can be defined The import file is located at the import directory or in a subfolder of the import directory The import file is a dat file that contains ANSI text All information on a line of text will be ignored except information with the following formats full path to image file name For example C example tif or zydc01 files example tif field name and field value separated by a colon For example fieldname fieldvalue spaces around the fieldname and fieldvalue will be deleted Invalid paths to local files drive letter colon backslash and additional information or to network files two backslashes followed by something else indicate that the file is not correct Multi page TIFF filter one document per file The multi page TIFF filter is used to import multi page TIFF files as a file i e every time on
39. ab to define Barcode Recognition page 80 Select Readlris Software then click Properties and select EAN 128 Click OK Select the option Fill in barcode field Return to the General tab or click Next Ui 15 Template Wizard ZyFIELD Conditions You are creating a job template The Template Wizard ZyFIELD screen is open This screen allows you to add and or change fields Advanced options are described in the Power User Manual Instructions 1 If you have linked this job template to an index and you want to use the field definitions of that index without making changes or if you have not linked to an index and do not want to add fields click Next and continue with the Template Wizard ZyOCR screen To add or change fields continue with the next step Template Wizard ZyFIELD ZyFIELD Field Definitions Final Bates Stamping 2 Ifyou want to add edit or delete field definitions click Field Definitions to display the Field Definitions screen If you linked to an index the index s fields will appear 16 in the list and all changes made to fields will also appear in your index when the Template Wizard is finished Field definitions Name Type Fixed value Required Start delimiter End delimiter Add tc Add definition Template Plain text field No lt wxtype gt lt wxtype gt Yes Name Plain text field No lt
40. age Processing Import directory Browse Import filter Single page Tiff v C Delete source files C Create new document every page s Auto rotate Instructions 1 Click Browse to select the Import directory 2 Selectan import filter Where applicable click Settings and adjust the settings as necessary ZyIMPORT can import files from various sources such as directories fax Servers or other scanning solutions Please refer to the ZyINDEX manual gt Appendix B Import filters page 137 information on the different import filters available ZyIMPORT imports the files into the TIFF directory of the job and renames the files with a new unique name 14 3 aed Delete source files This prevents you from repeatedly importing the same iles 4 If necessary select Create new document every n page s 5 If necessary select Auto rotate and choose from 90 180 or 270 degrees This can be an important feature when the system is linked to digital copiers 6 Click Import Source and select the source with the correct driver settings Click Scan Source Properties to adjust scanner settings like page size resolution color depth These settings will be stored in the template 8 Click Next Result The Template Wizard ZyFIELD screen appears if added to the workflow Note If you linked to RMA in the Template Wizard Internals screen select the Image Processing page 78 t
41. all cases ASCII files So when you have a lot of TIFF s coming from other programs you are able to create your own jobs without importing the files in ZySCAN This can save you lots of disk space and import time Naming Conventions When TIFF images are imported or paper documents are scanned they are stored in the tiff folder with a unique name ZySCAN and ZyIMPORT re name the TIFF files and assign successive names to multiple TIFF s in a job s tiff folder For example the first tiff file in the tiff folder is renamed 000001 TIF the next image file will then be re named as 000002 TIF The matching text files stored in the text folder of the job have corresponding names Thus the text file belonging to 000001 TIF is called 000001 TXT If you create your own file name convention be sure these are ALWAYS uppercase and limited to 8 characters plus the extension TIF Other formats may eventually work but are not supported by ZyLAB in the long run On every first tiff file that you create in your job ZySCAN creates in the field folder a field file fld for holding possible key field information The name of this field file corresponds to the name of the first tiff file in your job So if your first tif file is named 000001 TIF the corresponding fld file is named 000001 FLD If use is made of document separators for assigning different field values to different groups of documents the fld file names are identical to the name of the firs
42. ame where the TIFF originates from in a plain text field Typically the name of the directory is a date and the directory will contain all multi page images that were scanned to archive on that day IBML Imports documents that are scanned with IBML scanners JPEG is supported SP6 Infotrieve filter Imports information and articles from Infotrieve databases A aA 145 iPRO Summation ZySCAN import filter The iPRO Summation ZySCAN import filter can import loadfiles that have been prepared with iPRO software using the Summation export option Typically loadfile meta data and single page TIFF images are delivered on some form of removable labelled media i e CD or DVD The load file with dii extension and the meta data file with fielded txt extension should be copied to the import directory of the ZySCAN jobtemplate that is configured with the iPRO Summation import filter If the images are not stored on a labelled volume but are stored on a fileserver or the volume label has changed the settings of the import filter should be changed in the ZySCAN job wizard to enter the location of the images that are referenced in the dii loadfile When processing the import filter will read the dii file import the images and import the meta data stored in the fielded txt file When an error occurs during import the dii file will remain in the import filter with extension d i When more than 500 pages are referenced in
43. ant to OCR a certain rectangular part of a tiff Usually this is done if you want to recognize numbers or words that are always on the same region of an image This information will be automatically entered as a field value Instructions o c fF WO N a e Open ZyINDEX gt Build Build Open an index via File Open or create one via File New Select Define Fields Click Add Definition Define a name Make sure the Plain text or the Logical field is selected as the type A logical field can have two different values true or false When you use a logical field you have to give in what the percentage of threshold is in order to get the logical field filled For example a threshold percentage of 30 means that if the surface of black pixels in the selected area is larger then 30 96 of the total surface the value of this field will be filled with a true value checked 1 or yes In case the amount of black pixels is smaller then 30 96 of the selected area the value of this field will be false unchecked 0 or no This could come in handy in case you have to detect tick boxes and you have to assign a yes or a no to a certain field This would be a very nice option in case you would want to select people from out of questionnaire results Click Type specific options The Auto OCR Options dialog appears Ui 99 11 Auto OCR Options Threshold percentage 18 Left 0 Right 0 Top 0 Bottom 0 S
44. are creating a job template The Template Wizard Internals screen is open Template Wizard Internals Internals C Suppress job in Audit Trail External Link Instructions 1 When ZySCAN processes a job an Audit Trail is automatically created logging all the steps made and the computer they were made from If you want to prevent Audit Trail information being created select Suppress job in Audit Trail see Note 1 N If you want create a link to an index a RMA Record Management Application or an index over HTTP check the External Link checkbox see Note 2 If you want to use the field definitions and data locations of an index select Index from the drop down list click Select and select an index All field definitions of this index will be reused Also the location of the data folders will be reused p 3 Any changes made to the field definitions will be synchronized Click OK The name of your selected index appears in the text box If you want to export to a record of a Record Management Application select RMA from the drop down list Click Select Enter the RMA URL and the User Enter and confirm the Password Use a User name and Password of the RMA Click OK Note To be able to export your documents to RMA a barcode for each record must already be created in the RMA For more information see Export scanned documents to RMA page 106 f
45. art Color job C Program Files ZyLAB Information Management Platform Example O Export only OOCR amp Export S Entire Job is L gt Add Quickstart job I Time out value 180 seconds Shutdown Time Limit 60 s seconds Fill in a User name Make sure this user has enough rights to work with ZySCAN Fill in a Password Fill in a Domain name If the machine is not used for other activities set Process Priority to High Select one of the four processes OCR only Export only OCR amp Export Entire job o oa fF Q ND Am am 57 f you selected Entire Job select a job template from the drop down list and click Add f you selected one of the other options click Add and browse to add more Job roots 7 Select and click Delete to delete Templates Job roots 8 Define the Time out value Click OK 10 Reboot the computer to automatically start the service or Go to Start gt Settings gt Control Panel gt Services gt ZySCANService and click Start Result All the indexes you included to ZySCAN NT Service are automatically processed User privileges Difficulties with starting the service may be due to a lack of user privileges a fF OO N Go to the ZySCANService Properties dialog Select the Log On tab Select a user Local System account or another selected account Click OK If the user has not enough rights the operating system will ask to give these rights t
46. atform AddOn Patch pages folder and are called NewDocumentPatchPage tif Kofax and Patchcode tif from Read Iris StopPatchPage tif from Kofax In case you want to use them print them out and put them in between the documents that need to be separated or in between documents where different scanner settings are needed A big advantage is that you can keep on scanning without manually separating documents This is very helpful with high volume scanning With the stop page the scanner can be stopped to do some manual adjustments Recognized patch pages will be deleted once their job is done They are not included in the index Recognize Patch pages Create a template in ZySCAN In Template Wizard ZySCAN ZyIMPORT select the Image Processing tab Select Patchcode recognition br O N Depending on the tif file you are using NewDocumentPatchPage Kofax or Patchcode Read Iris select Kofax or Read Iris from the dropdown listbox My 86 White pages Separating documents based on the contents or rather the lack of contents can be done in the following way White Page Recognition using File Size or White Page Recognition using Number of OCR ed Characters Additionally you can set Maximum image file size and Maximum number of OCR ed Characters Maximum image file size and Maximum number Of OCR ed Characters is unlimited Template Wizard ZyOCR Languages General White Page Removal
47. code anyway Hash codes are used to prove the authenticity of files A hash code is a string presented as 40 hex characters field id hnashcode gt 1004046B52575F85AF065E24594271 BE3BOE92D2 lt field gt This hash code is calculated based on the contents of a text txt XML PDF etc or an image TIFF file The hash code is based on the Secure Hash Standard In this standard the SHA 1 Secure Hash Algorithm 1 is specified This Secure Hash Algorithm 1 is designed to ensure that it is impossible to find two different files which produce the same hash code This means that you can use this code to prove the authenticity of your files Therefore if you want to share your files and want to have the possibility to prove that everyone is using the same file and no changes are made you are advised to add hash codes to your files Ui 117 Internals In this section we try to give you more insight on how ZySCAN works If scanning is causing problems you know where your documents are stored during the ZySCAN process Also the contents of the standard files will be explained Structure Jobs are stored in the JobRoot directory For each job a job directory is created in the JobRoot directory with a name identical to the job name you assigned 3 00000000 Jat file Edit wew Favorites Tools Help a Qa P sent e rotes E Address C ZyLAB DatalZySCAN JobRootl00000000 x Go Folders E amp C ZyLAB Data M tex
48. cognized with VRS can still be read AIRWAY USA Airbill 807030972286 0240m Billing Copy Li From _ Express Package Service Packages under 150 fos md wm O F AS see s Accon Nabe Oaa oane S 1 Bum ix JS Honans mw 949 EPL 1222 Denes nnn a Ies rem Ks os CDV Express Freight Service Packapo owr 1500 IUIUS m eyes om ed ass o 2 us Lapuma Compu Load iur Cal fr lbry vcnedue Gee buc tor aant discors of bight seven w LANE sm CP w 326E bbo i You Internal eng Reference Information HY m ee z Recipient s Name Prone OF Check here nomcn Dep Roo Sut Room Ciy Sum m For HOLD at Location check here WEEKEND eru api T a Of Hold I RETR S Hold Saturday Saterday Delivery Sunday we My 97 B0703057 2 BE USA Airbill a From pay 0 A DSO sanders account tumer 0 210 oan 1 a JD tienes comm Kolor ums L2 8 Lag uma C w oe RN Your Intemal Billing Reference Information ye o ee Company L ec distance is MAD CUI ocn vbi acus le Depia Saioen State ap For HOLD at Location check here For end D Delivery check heres 2272 oce Iu ra cr ella rao es beause Ten Foor sin CP p 3261 F 602 Billing Copy iT Expross Package Servio Pactoges onde sone EME ania BER oi PULA u
49. creating more than one job with the same settings and necessary for automatic processing of large amounts of data For information on creating a template see Create a job template page 3 Job Counter P amm 61 The Job Counter is the folder name of the job With each job the counter will be raised with 1 The counter is linked to the machine on which ZySCAN runs during creation of the job If the job root is located on a network the job name can be used to determine the origin of the job The job name can be saved in an automatic job name field File Counter You may want to define the File Counter if you have more than one workstation on separate locations During research this will help you determine the origin of documents For example the File Counter may start with AA for Aruba or NL for the Netherlands Text Editor Obsolete Default Job Define the Job template which will be shown when creating a new job template The new job template can be based on the default Job template but it is possible to choose another template Workflow Index If you want to start a workflow whenever a document is exported to an index database select a workflow index from the dropdown listbox File System Warnings If you want to assist users with dealing with the file system limits when processing jobs define File System Warnings Depending on the settings defined in the new File System Warnings dialog messages will appear With Fi
50. cument Use this option after scanning Multi split Click to automatically split large documents This can be useful with big microfilm conversions or when processing forms or clippings where a document always has a fixed number of pages 50 Ui 51 Semi automatic job processing Jobs can be processed semi automatically This means that no explicit action is required The images in the Image Viewer are not updated This is done for performance reasons You can process ZySCAN automatically In the digital copier scenario where ZySCANService monitors one or more directories this is very useful The main advantage is that no person has to be logged on After rebooting the computer the service is automatically started However if no one is logged on no drive mappings are available You can resolve this by using UNC paths to directly reference non local disk locations M 52 Semi automatic processing entire job Conditions ZySCAN is open Instructions 1 Goto Job Run unattended Entire job ZySCAN No job open Job Template Image Processing Options View Help New Ae Open FIELD ZyOCR ZyEX Delete Bg Run unattended gt Only ZyOCR ZySCAN NT Service Only ZyEXPORT ZyOCR amp ZyEXPORT gt Exit Entire job Geannina davies The Template Selection dialog appears 2 Selecta job template 3 Click on the Arrows to the right button 4
51. cument every page s Auto rotate Instructions 1 Select a Scan interface Kofax Preferred for low medium and high end scanning solutions Supports image enhancement Also an automatic document separator can be added every n pages This eliminates the use of manual document separation when scanning large sets of forms or documents of equal length Twain Supported for backward compatibility 2 Ifrequired select Show message when scanning is finished 3 Ifnecessary select Create new document every n page s 4 If necessary select Auto rotate and choose from 90 180 or 270 degrees 12 Click Scan Source and select the source with the correct driver settings 6 Click Scan Source Properties to adjust scanner settings like page size resolution color depth These settings will be stored in the template 7 Click Next Result The Template Wizard ZyIMPORT screen appears if added to the workflow Note fyou linked to RMA in the Template Wizard Internals screen select the Image Processing page 78 tab to define Barcode Recognition page 80 Select Readlris Software then click Properties and select EAN 128 Click OK Select the option Fill in barcode field Return to the General tab or click Next Ui 13 Template Wizard ZyIMPORT Conditions You are creating a job template Template Wizard ZyIMPORT is open Template Wizard ZyIMPORT General Im
52. down Click OK Optionally you can specify that barcodes should be treated as patch pages with the option Split at bar code and if necessary deleted afterwards In contrast with a patch page a barcode page that is used to indicate the start of a new document is not deleted from the document You can also store the bar code value in an index barcode field by selecting Fill in barcode field This will store the barcode that is scanned last in the barcode field When you want each scanned barcode value stored in scan order in barcode fields select Recognize barcodes on multiple pages Note that you must have an adequate quantity of barcode fields in your index Click Next In Template Wizard ZyFIELD click Field Definitions Make sure that the field s you are linking to are defined as barcode fields If necessary add or edit fields Click OK Click Next until Finish and complete the Template Wizard Start a New Job with the newly created Job template Go through all stages and close the job Result You have completed a job scanned your documents and stored recognized barcodes as field values Note For more information on defining a new Job template see Create a job template page 3 If bar codes are too large they won t be recognized as bar codes See also the ZyINDEX manual gt Synchronize fields and database records with ODBC M 84 Separating documents You can automatically separate d
53. ds with the corresponding button Also you can Edit Field Definitions 4 Click OK The fields are added to your document s 5 Ifyou want to go to the next stage click Yes or If you want to complete this stage for all jobs present in the jobroot click No Completing all jobs present in a jobroot may be useful in a run unattended mode i e batch processing For more information see Semi automatic job processing page 51 a Click Next available job b Use the Edit field values and Edit field definitions buttons to change and add fields With the Multi split button you can assign the field values of the first document to all the following ones Note If you want to add fields to a single document it is recommended to do that in ZyFIND For more information see the ZyFIND manual Fields Label your documents 38 Add fields and field values to electronic documents The XML Wrapper allows you to add fields and field values to electronic documents of any format Word Excel PDF WAV MPG etc Also you will be able to import documents with already defined fields In both instances the field information is stored in an XML file that is linked to the document In order to be able to store field information in an XML file in ZyINDEX an index has to be created using the XML Wrapper Ui 39 Create an index with XML Wrapper Conditions ZyINDEX is open Instructions
54. e Click Next Select External Link Select RMA Click Select URL Define the RMA URL and User name and Password N Oo Oo 5h WO D c Ui 107 10 11 12 13 14 RMA Selection Type RMA URL here localhost RMA User administrator Password ecccce Confirm Password eeeeee Click OK Click Next Select ZySCAN ZyFIELD and ZyEXPORT Click Next Select the correct Scan interface Select the Image Processing tab Select Barcode Recognition Make sure Readlris Software selected Click Properties and select EAN 128 Click OK f you do not want to store the barcode page in the RMA select Split at barcode and Delete barcode page To store the bar code value in an index barcode field select Fill in barcode field This will store the barcode that is scanned last in the barcode field When you want each scanned barcode value stored in scan order in barcode fields select Recognize barcodes on multiple pages Note that you must have an adequate quantity of barcode fields in your index M 108 Template Wizard ZySCAN General Image Processing Image processing Features are available only when the appropriate hardware and or software is installed Patch code recognition Barcode recognition ReadIris software v Split at barcode C Delete barcode page Fil in barcode field 15 Select Next 16 Select Field De
55. e around the TIFF files This saves you a lot of import time and disk space Watermark See Facsys 4 10 Faxination 3 0 Rightfax 5 0 Watermark Xerox DCXST Filter The Xerox DCXST Filter handles the XST files from the multi page TIFF export of the XDCs with respect to the file locks within the XST to prevent premature import of the file until upload is complete Also it has the ability to extract at least some possible keyfield data from the XST Use this filter if multipage TIFF s or PDF s are being used xst files are present the startdelimiters of the fields that have to be filled in ZyField interact with the field name defined in the xst file attention Case sensitive 1 2 3 The xst file is searched for data in the following format description XRX DSCRPT METADATA Field O string MetaDataFieldName Veldnaam string MetaDataPrompt Prompt string MetaDataType string string MetaDataDefaultValue Default veldwaarde string MetaDataValue Veldwaarde KXRX STATUS COMPLETED end The file is searched for MetaDataFieldName the value between brackets will be compared with the startdelimiters of the field names If they are the same without 155 and gt the value behind the field name between the quotes is entered In this case that would be Veldnaam If there is no MetaDataValue the value behind MetaDataDefaultValue is entered ZyCOLD Prof
56. e document itself The fields are fully customizable and you can add as many fields as you want Exclude ZyFIELD from workflow used when you add fields automatically with 10 3 automatic field options barcodes or if you use the electronic import filter This turns off the field screen pop up so you can work without interruption Fields can also be added later using ZyFIND ZyOCR to convert text on images into actual text that can be searched This is done using the inbuilt Optical Character Recognition programs ZyEXPORT to export files from a job to a predefined export folder from where ZyINDEX is used to build the index Click Next Result The Template Wizard ZySCAN screen appears if selected for the workflow The Current Stages tab cannot be edited During the processing of a job it shows which stage you are in In the Batch Stages tab you can choose whether you want ZyFIELD ZyOCR and or ZyEXPORT to process in a separate session This can be convenient when you work with large batches and multiple users The Internals tab gives an overview of the options selected in the Template Wizard Internals screen Ui 11 Template Wizard ZySCAN Conditions You are creating a job template The Template Wizard ZySCAN screen is open Template Wizard ZySCAN General Image Processing Scan interface Kofax v C Show message when scanning is finished C Create new do
57. e more then one job select a Jobroot The Jobroot is the location where all jobs are stored 3 Selecta job 4 Click OK 5 Place the correct documents in the scanner copier 6 Click Scan Result ZySCAN will notify you when the scanning of the job is completed Press Yes to go to the next stage or No if you want to continue scanning until all documents have been scanned In case you continue scanning each document will be appended to the Job as a new document We advise to restrict the number of pages in a single job to 700 pages More pages can be handled at the expense of slowing down your functions p 35 Enhance the quality of your scanning To enhance your scanning you can do one or more of the following Adjust the Stage Settings select a Scan interface and choose either Show message when scanning is finished Create new document every n page s or Auto rotate Enable Backside pages disabled by default First scan all frontpages of one batch then all backpages If you want to create new documents during scanning click Start new document For example scan the pages of chapter one click Start new document scan the pages of chapter two click Start new document etc If you scanned one page wrong click Re Scan With Re Scan you delete the old wrong page and save the new one Adjust the Scan Source Properties select paper size contrast and resolution Note that these settings depend on y
58. each time one of these three limits is reached and react on it This will prevent instability within ZySCAN due to hardware issues memory issues data loss caused by server crashes etc Instructions 1 Goto ZySCAN Options Global Options 2 Click next to the option File System Warnings the Define button The File System Warnings dialog appears File System Warnings Maximum number of Finished jobs in the JobRoot 200 Maximum number of pages per job 2000 Maximum number of pages per document 1000 3 Define the maximum number of finished jobs in the Job Root 1 999999 In some cases users do not empty their jobroot and or do not delete completed jobs This can result in an enormous amount of completed jobs in the jobroot which will affect performance 4 Define the maximum number of pages per job 1 999999 Some users scan very large batches in one job Users will be advised to start a new job after a certain amount of pages 5 Define the maximum number of pages per document 1 999999 zm aan 64 Some documents can be very long because users scan large batches as one document 6 Click OK twice Result You have defined the limits based on which warning messages appear Limits can be reached during import or scanning When the maximum number of finished jobs in the Job Root is reached the following message appears Job limit exceeded Your ZySCAN jobroot contains m
59. ean Language list for detection List of numbers must all be valid language numbers Detection mode Number must be 0 1 or 2 Detection test size Number White page recognition using file Boolean size Maximum file size Number White page recognition using char Boolean count Maximum char count Number Example ZyOCR 0 ZyLAB Professional OCR 1 1 1 1 1 1 1 1 1 1 23 1 17 19 23 24 29 30 34 43 54 59 71 73 0 1 1 1024 1 10 ZyEXPORT section ZyEXPORT in batch Boolean Export method String Text export directory String Image export directory String Recursive export Boolean Check export Boolean Delete job after export Boolean M 124 Check disk space before export Boolean Minimum free disk space Number Start indexing after export Boolean Burn in fields Boolean Burn in fields in all pages Boolean Left margin for burn in Number Top margin for burn in Number Example ZyEXPORT 0 ZyLAB Standard C Text C Tiff 1 1 1 1 1 0 1 0 10 10 Field Definitions File section Location of field definitions file String Example FieldDefinitionsFile C Program Files ZyLAB Information Management Platform JobRoot Templates Example fa Destiny section Location of new template String Example Destiny C Program Files ZyLAB Information Management Platform JobRoot Templates Example job Registry section Add to registry command line Boolean Example Registry 1 Complete example j ImageProcessin
60. ed automatically with a date the number of pages the language of the document and so on Whatever information you need indexed and depending on whether you want to have that information manually or automatically indexed ZySCAN gives you the flexibility to manage the information in your documents in any way you see fit The ZyLAB search programs enable you to search for all the words that are indexed which ensures that you are able to retrieve your documents again y Information storage ZySCAN uses an open file format to store all information This format is XML or ASCII text for the manual and automatic index information and open source TIFF for the original scanned or imported documents The TIFF image guarantees a 10096 copy of the original file retaining all information such as signatures and written remarks XML is a non proprietary format for information storage and exchange On average 1 GB can store about 15 000 A4 pages B W Production Environment ZySCAN is a very scalable solution and is therefore suited for high volume scanning and processing Multiple ZySCAN clients can be set up and the whole process of scanning and manual and automatic indexing can be divided over different PCs to create a reliable high volume scanning environment Ui Create a job template After you have created or reused an index in ZyINDEX you can use ZySCAN to scan or import then process your files and export them to your index Each docu
61. elect the option Obtain from OCR region Define the Threshold percentage of the region Specify a region zone by defining the left right top and bottom values Alternatively select the Edit region button and draw a selection rectangle For a better view zoom in on the tiff by pulling a rectangle with your right mouse button Zoom out by double clicking on the image Click OK This zone will be OCRed separate form the normal OCR process The result of this OCR is called zonal OCR and may be assigned to the plain text or logical field Click OK Result You defined the field for zonal OCR Link this index to the correct job template Template Wizard Internals and process the job The fields will be filled with the appropriate values Note It is also possible to add an automatic confidence keyfield containing the OCR engine s confidence value for the OCR of the given region This can be used as a measure to indicate which images should be re examined by a user based on those with lower confidence ratings M 100 Unicode Fields Supported With Unicode fields supported it is now possible to get good field values including Zonal OCR page 98 with the Arabian Russian Hebrew and Asian OCR engines Note Make sure the option Use XML internally is selected when creating a job template Template Wizard Internals Ui 101 Process a locked job after a system failure ZySCAN or ZySCANServ
62. er page This stores the language detected for each document or page processing time increases for this level of detection When you click Next two fields are created in your specified index these are Language Code and Language Name Changing the Stage settings when a job is being processed will not create the language code or name fields and will not detect the languages used in the documents You must create or change a job template to use Store language information Ui 113 Using Store Language Information Conditions You have setup the Store Language Information option in the Template Wizard ZyOCR Languages and General pages Instructions 1 ZySCANis open 2 Startajob 3 In ZyFIELD make sure that the Language Code and Language Name fields are present Field Editor E Document Edit MS dE oda d RE Language Code Language Name 4 In ZyOCR monitor the language detection the detected language is stored in the Language Code and Language Name fields M 114 Delete text files From job Delete text files from job Delete text file from page Delete text File from page OCR all deferred jobs OCR all deferred jobs i Detecting OCR language Working on image language is English nee jl 000001GE Ef OCR progress OCR progress BRRSRRRRRRRRRRRRRRRRRRRRRRRR BRRRRRRRRRRRRRRRRRRRRRRRRRRN Job progress Job progress CD ne h 3 5 When the job has fini
63. es If you linked to an index with XML Wrapper select Place fields in separate XML file Click Browse to select the Export directory for field XML files Click Browse to select the Export directory for image files TIFF Click Browse to select the Export directory for electronic files if the electronic import filter is selected Template Wizard ZyIMPORT Process Control tab Template Wizard ZyEXPORT General Process Control Burn In Fields C Delete job when finished successfully Set maximum file count For output directories 1024 v files C Check exported files C Check free disk space before exporting Minimum free disk space Mb To create a standard job template keep the default settings To restore disk space after exporting jobs in batches select the checkbox Delete am 29 job when finished successfully Your documents are stored as images the scanned imported files and text the OCRed files Therefore each document has a tiff and a txt version These versions are stored in the corresponding export directories destination folders and they are still located in the jobroot taking a lot of space The Delete job function ensures that the finished jobs in the jobroot will be deleted To optimize the performance and enhance search speed set the maximum file count for output directories by selecting a value from the dropdown listbox The default value
64. essional Filter The ZyCOLD Professional Filter is quite similar to the NewsClip Filter It imports data from DAT and PDI files The contents of a PDI file FormName CUM_LOON ArchiveFile 0ZIRWZYETG72Q0C Time 16 34 33 Date 16 1 2003 IndexName Polisnummer IndexName Periode IndexName Jaar IndexName Sofinr FieldName Polisnummer 009418 FieldName Periode 02 FieldName Jaar 2003 FieldName Sofinr 084992268 Page 0 After the string FieldName the field definition is displayed On the next line the field value There is no limit to the number of fields The accompanying TIFF name is similar to the name of the PDI file but with a tif extension The TIFF file can be a single page TIFF or a multi page TIFF Also PDF files can be imported ZyLAB Data Filter Imports the TIFF data and the fields defined in the txt file of a ZyLAB v2 xx v3 0x v4 x or v5 x index The txt file is also used to maintain the structure of documents It can be used for example to re ocr images or to add wyhiwyg information to older ZyLAB indexes Typically the import directory should be set to the root of the text amp TIFF directory default is the index directory This filter will do a full recursion and automatically imports a single document which is then deleted It should be run in run unattended mode to import all documents automatically creating one job per document 156 ZyLAB Data XML Filter Im
65. ex settings Click Next Select ZyIMPORT ZyFIELD ZyOCR and ZyEXPORT Click Next Browse for the files you want to add information to For example single page tiff import files Select the Single Page Tiff import filter or another suitable filter Click Next Click Field Definitions Click Add definition Enter a field name For example ClientID Select the field Type Database Lookup key Click the Type specific options button M 68 New Field Definition Name Type Index Search View Edit ODBC Lookup Name ClientID Type Database Lookup key v Type specific options Default value Fixed value Value File name 15 Enter the Connection string The database connection string is the string to connect to your data source and the referring database For example Provider Microsoft Jet OLEDB 4 0 Data Source E ZyLAB Data Database Database mdb Driver Microsoft dBASE Driver dbf DriverlD 277 Dbq c ZyLAB Data Databases DSN Benelux Uid Pwd For more connection strings check http www codeproject com database connectionstrings asp To get it working with an ODBC connection Go to Control Panel Administrative Tools Select Data Sources ODBC select the System DSN tab and click Add to create a system DSN For example Benelux The valid connection string would be DSN Benelux Uid Pwd 16 Enter the Table name For example Customers
66. file size possible VRS also watches the status of the scanner out of paper paper jam connection etc and guides the end user to resolve any hardware issues Ui 91 Conversion of the document with thresholding The quality of the made scans depends also on the thresholding of the VRS module Thresholding is the conversion of a multi bit grayscale image into a black and white image When a certain area contains more pixels then a certain level threshold given in will the area become completely black This concept of simple thresholding results in a compromise Whatever threshold level there is always something sacrificed Bacher ABCDEFGH IMBCOE AGH AbGUE LiH T3 T ABCDEFGH ABCDEFGH ABCDEFGH ABCDEFGH AGCIErG Ag CA ANCDENEH ABCDEFGH ABCDEFGH ABCDEFGH ABCDEFGH uff Labo MYL Ge Look at the black amp white image with different threshold levels Whatever setting we choose we always lose some text The threshold value of 55 third picture represents the picture rather ok But all the faint text is gone The dark value threshold 15 second picture shows more text but the picture is completely gone and the dark backgrounds turn completely black hiding the text The light setting threshold 95 last picture reveals the text superimposed with the dark background but all the normal text and faint text are completely gone VRS eliminates the compromise of thresholding by using a dynam
67. fine the Available languages Click Next Choose an Export method Both Txt TIFF and XML TIFF can be used Make sure the option Export to default data directory and modules of the index is selected if you linked to an index If not choose your export directories Click Next Define a template name Click Finish Result You have created a job template for Final Bates Stamping During processing bates numbers including prefix will be added to the OCRed text and image The numbers are exported in txt TIFF or XML TIFF format the start and end bates numbers are ar p 131 exported in plain text fields M 132 Processing Final Bates Stamping Job Conditions You have create a Final Bates Stamping Job Template Now you want to process the job When a job is created based on a Final Bates Stamping template the prefix is copied in the job as well as a link to the bates counter file Instructions 1 Open ZySCAN 2 Select New Job 3 Selectthe Final Bates Stamping template 4 Click OK 5 Click Import or Scan 6 Click Yes The bates number field is not yet filled Bates numbers are added in the ZyEXPORT stage 7 If there are any other fields you can define them 8 Click OK 9 Click Yes 10 Click Start OCR 11 Click Yes In the Export stage the bates numbers are added 12 Click Start Export 13 Click Yes Result You have processed a Final Bates Stamping job p
68. finitions 17 Click Add definition 18 Enter a Name Barcode and select a Type barcode field 19 Click OK twice 20 Click Next 21 Click Next 22 Fill out a Template name for example Link to RMA 23 Click Finish Result You have created a new job template which allows you to scan documents and export store them in the RMA Place the document with the barcode page on top in the scanner and go to File gt New Select the correct template and click OK to start processing When the job is finished the document is exported stored as a component of a record in the RMA amm 109 Multi direction OCR It is now possible to OCR documents with text that is displayed horizontally vertically and upside down Define this in a job template Instructions a A OO N 2 2 MN o 0 12 13 14 ZySCAN is open Go to Template gt New template Define a new template or edit an existing one Click Next Define your settings in Template Wizard Internals For more information see Template Wizard Internals page 6 Click Next Select ZySCAN or ZyIMPORT If needed select ZyFIELD Select ZyOCR and ZyEXPORT Define the settings of ZNySCAN ZyIMPORT and ZyFIELD Go to Template Wizard ZyOCR In the Languages tab make sure you select the following OCR engine Global Professional OCR engine In the General tab select Multi directional OCR If this option is not available deselect Aut
69. g 0 0 0 0 0 ZySCAN 0 1 3 1 180 ZyIMPORT C Testing Import Sing lePageTiff 1 1 3 1 180 ZyFIELD 0 ZyOCR 0 ZyLAB Professional OCR 1 1 1 1 1 1 1 1 1 1 23 1 17 19 23 24 29 30 34 43 54 59 71 73 0 1 1 1024 1 10 ar p 125 ZyEXPORT 0 ZyLAB Standard C Text C Tiff 1 1 1 1 1 0 1 0 10 10 FieldDefinitionsFile C Program Files ZyLAB Information Management Platform JobRoot Templates Example fd Destiny C Program Files ZyLAB Information Management Platform JobRoot Templates Example job Registry 1 Registry startup parameters HKEY_LOCAL_MACHINE Software ZyLAB ZySCAN RunUnattended can optionally contain a DWORD value TimeOut default is 300 seconds EntireJob DWORD value Run if gt 0 Run Unattended Entire Job Templates Contains string values for each template to run OCR DWORD value Run if gt 0 Run ZyOCR JobRoots Contains string values for each job root to monitor If empty current job root Export DWORD value Run if gt 0 Run ZyEXPORT JobRoots Contains string values for each job root to monitor If empty current job root OCRAndExport DWORD value Run if gt 0 Run ZyOCR amp ZyEXPORT JobRoots Contains string values for each job root to monitor If empty current job root Registry is checked in the order as above So if you want to run OCR amp Export you have to make sure the DWORD value Run is 0 in all the other subkeys ZySCANService Comma
70. gned for document scanners so installation and operation are consistent and reliable Sophisticated image processing including black border removal deskew line removal deshade destreak despeckle and character repair 650i 850 1700 models Unsurpassed bar code recognition plus advanced recognition features such as patch code recognition page registration and form recognition 650i 850 1700 models The image enhancement properties patch code recognition properties and bar code recognition properties can be found in the Template Wizard ZySCAN ZyIMPORT Image Processing tab In case you want to use these options during scanning you have to select them in the scan template M 60 Global Options Global Options Job Root Directory CAZyLAB DatalZySCAN JobRootl Job Template Directory C ZyLAB DatalZySCAN Templates Job Counter 00000000 File Counter 00000000 Default Job Quickstart job vl Workflow Index none v File System Warnings Allow Valid Workflow only Save Job Logging After Delete 3 Suppress fatal OCR errors these errors will Enable Job Logging Oo be written in the output text File On deleting jobs use the Recycle Bin Allow Field definition when editing Fields Job Root Directory Define the location where the content of ZySCAN jobs are stored Job Template Directory Define the location where the ZySCAN templates are saved The templates are convenient for
71. gs select Save as job template If you want this template preselected in future select Keep as default template Enter a Template name Click Finish Result You have created a job template You can start scanning and or importing your documents 32 Ui 33 Processing a job After an index and a job template have been created you can start a job the pages you are working with in one batch A job consists of the stages defined in a job template The first stage is scanning or importing The first stage can be followed by adding fields OCRing and exporting depending on the job template you chose After the job has been finished you can build the index Finally you can search your documents Each job can be ended with the Close Job button When a job is closed all settings are saved on disk Select Open job to continue Each job can be deleted with the Delete Job button M 34 Scan Conditions You want to process a job ZySCAN is open You are in the ZySCAN stage Instructions Start a new job 1 Click New job 2 Keep the automatically defined Job name 3 Selecta job template 4 If you want the selected template to appear in the template box click Keep as default job template That way you do not have to select it the next time 5 Click OK 6 Place the correct documents in the scanner copier 7 Click Scan Restart an existing job 1 Click Open job 2 If you hav
72. he string the entire string must be enclosed in quotes List list of one of the other types enclosed by square brackets and comma Separated 121 Image Processing section Image enhancement Patch code recognition Bar code recognition Split at bar code Fill in bar code field Boolean Boolean Boolean Boolean Boolean Example ImageProcessing 0 0 0 0 0 ZySCAN section Show done Split Split size Auto rotate Auto rotate angle Example ZySCAN 0 1 3 1 180 ZyIMPORT section Import directory Import filter Delete source files Split Split size Boolean Boolean Boolean Boolean Number must be 90 or 180 or 270 String String must be a valid import filter name Boolean Boolean Number y 122 Auto rotate Auto rotate angle Boolean Number must be 90 or 180 or 270 Example ZyIMPORT C Testing Import SinglePageTiff 1 1 3 1 180 ZyFIELD section ZyFIELD in batch Example ZyFIELD 0 ZyOCR section ZyOCR in batch Engine Language analyst Dot matrix Small text Auto orientation Deskew WYHIWYG Check TIFF integrity Prevent punctuation OCR color Output XML Fixed language aur p Boolean Boolean String must be a valid engine name Boolean Boolean Boolean Boolean Boolean Boolean Boolean Boolean Boolean Boolean Number must be a valid 123 language number Auto language detection Bool
73. he Table of Contents the correct index with XML Wrapper Click Upload The Upload File Web page dialog appears e Browse for the file you want to upload Select the folder index you want to add the file to Fill out the Field values Click Upload Click Refresh to check whether the file is added to the Table of Contents Open ZyINDEX ON OA n 0 Select the index you just uploaded a file to 11 Rebuild by clicking the blue arrow b i Result You uploaded a file to an index with XML Wrapper Also you added field values After you have rebuild the index you can search the index and your uploaded files Ui 47 OCR During this stage the pixels of the images the scanned documents are recognized as text OCR Optical Character recognition Conditions You are processing a job ZySCAN is open You are in the ZyOCR stage Instructions Click Start OCR to OCR the current job Result The job is OCRed You can toggle between text and image with the text and image tabs Keep resource usage low The OCR process takes quite some time To keep resource usage at an acceptable level OCR your jobs at a later point in time at night 1 Select Close Job instead of Start OCR All settings are saved on disk 2 Atthe end of the day click OCR all deferred jobs All feedback from the OCR engine fatal and non fatal errors and warnings will be written in the OCR error log file in the ZyLAB
74. her meta data created with NSi Autostore software NSi Autostore input specification This filter was created based on the following XML lt AutoStore gt Header Version 1 DateCreated 2005 03 25 TimeCreated 1 1 15 20 AUTHOR COMMENTS gt lt KnowledgeObjects Count 1 gt lt KnowledgeObject gt lt KnowledgeFields Count 3 gt Field Name TiffFileName Value C as outbox image_1 tif gt Field Name ZyLAB Value test gt p 147 Field Name ZyLAB1 Value test1 gt lt KnowledgeFields gt lt KnowledgeObject gt lt KnowledgeObjects gt lt AutoStore gt This is interpreted as follows Header is ignored KnowledgeObjects Count ignored redundant info every KnowledgeObject is considered as a single document KnowledgeFields Count ignored redundant the Field Name TiffFileName must contain the full path to a multipage TIFF all other Fields are interpreted as field name value pairs Name and value can only be stored in the Name and Value attribute So this import filter can import multiple documents at once e g alternative example of valid XML stripped of uninterpreted information imports to three documents with different values for fields ZyLAB and ZyLAB1 lt AutoStore gt lt KnowledgeObjects gt lt KnowledgeObject gt lt KnowledgeFields gt Field Name TiffFileName Value C as outbox image_1 tif gt lt Field Name ZyLAB Value test
75. his is especially important when you use image files stored on disk because you may have had no control over their orientation rotation when they were scanned Please note that auto rotation is OCR engine dependent and will never be 10096 accurate Enable hits on the image Allows hits to be displayed on your files If you are planning to import your files into another application that does not support hit highlighting deselect this option Check TIFF Integrity Checks the TIFF file first for suitability if you are using poor quality TIFFs or the source of the TIFFs is not known Prevent punctuation Avoids long repeating strings of dots or hyphens in the OCR output This prevents the Too many tokens error during indexing White Page Removal tab Template Wizard ZyOCR Languages General white Page Removal Additional XML White page recognition using file size Maximum image tif file size bytes C White page recognition using number of OCR ed characters Maximum number of OCR ed characters If you want to detect and remove white blank pages based on file size select White page recognition using file size A TIFF file smaller then 1 000 bytes 1 Kb will be recognized as being blank The pages before and after this page will then belong to two different documents If you want to separate your pages it is better to use patch pages or barcodes and these methods are described in Separati
76. ic way of thresholding so the most left picture will be the result M 92 Suppressing shaded and dark backgrounds and deskew properties VRS also suppresses shaded and dark backgrounds This makes the text more readable and results in small file sizes Traditional deskew corrects the black amp white image directly resulting in jagged edges and artifacts figure below right side VRS deskews the gray image first and then converts it into a black amp white image picture below left side VRS grayscale deskew produces crisper text Combined with VRS automatic text enhancement OCR forms processing systems produce up to 20 less questionable characters Another thing that VRS does is fusing the edges of broken characters This helps the OCR engine to recognize the text on the images better and can read these characters much more accurately Ui 93 Below examples of the recognition on characters that are scanned with and without VRS are given In first figure the broken characters that are made due to scanning without VRS can be seen A lot of characters will not be recognized correct this makes it harder to find the documents you are looking for The second figures shows the broken characters repaired by the edge fusion of VRS The result of the OCR engine recognizing these characters All characters will be recognized correct Searching on the word technology will give a result now technology technology VRS cor
77. ice will automatically lock a job that is being processed In case the computer crashes for example due to a power failure another process that corrupts the operating system or a hardware malfunction the job will remain locked after the program has stopped Consequently after restarting the computer ZySCANservice will automatically start but the locked job will not be processed and ZySCAN will import the next file in entire job mode or process the next available job in current jobroot mode Note that in case the computer crashed during OCR the job has no locked status but an error status In that case the job will be processed automatically by the automatic recovery mechanism This procedure will explain how to recover a locked job manually Instructions 1 Shut ZySCANService down a Goto Start gt Settings gt Control Panel gt Administrative Tools gt Services b Select ZySCANService at the bottom of the list C Click your right mouse button or select the Stop Service icon 2 If the Service is stopped successfully start the Service again via the Windows program menu and check if the job is processed If the job is not processed restart the computer and check if it is working again If it doesn t stop the Service and continue with point 4 of the procedure 3 If the Service cannot be stopped successfully switch the Startup Type to manual and restart the computer After the computer has rebooted start ZySCAN
78. ield 67 Configure HTTP Export 74 Conversion of the document with thresholding Create a job template Create an index with XML Wrapper 39 Create Final Bates Stamping Job Template eee 128 D Database Lookup Field 66 Documents with already defined fields E E mails entren 42 Export 48 F File System Warnings 63 G Global Options 60 H HTTP Expott erret 73 l Image Processing 78 ImpoOft cinui etre 36 Internals trenes 117 M Multi direction OCR 109 O OCR sco iint eee Aveta Office documents Other electronic documents 160 P Pateh pago Siin 85 Process a locked job after a system UTE TT 101 Processing a job 33 Processing Final Bates Stamping Job ER 132 Processing the job manually or automatically 103 S SCAM P E M 34 Searching for Bates Stamping Numbers sees 133 Semi automatic processing entire JOD scie RD TERAEERRIERNS 52 Semi automatic processing parts of the job ciere 54 Separating documents 84 Setup the Store Language Information Option 111 Suppressing shaded and dark backgrounds and deskew properties 2 irren 92
79. ight mm AT Barcode Settings x Types Orientation Not selected Selected Mo Codabar l 71 90 Code 128 E Code 39 3 of 9 v 180 gt Code 39 Extended 71 27n Code 39 HIBC v 270 Code 93 D2of5 1 EAN 128 Detect skewed barcodes EAN 13 EAN 2 v Size Misc Source Quality 1 100 140 ES C Detect partial barcodes Types Select the appropriate barcode Types Codabar Code 128 1234567 Code 39 3 of 9 INN Code M m Code 39 HIBC Code 93 D2of5 EAN 128 EAN 13 EAN2 EAN 5 EAN8 Interleaved 2 of 5 MSI Pharma M 82 e MSI Plessey Postnet Postnet 32 Postnet 52 Postnet 62 UPC A o poolz a45eo7 0 UPC E ZyLAB backfile services uses the barcode 128 type since this type has proven very reliable in combination with Kofax barcode recognition Barcode 128 is also the barcode type that is printed by the ZyLAB Document Registration Module Orientation The application searches for bar codes in a linear fashion examining the search area for potential bar codes For horizontal bar codes with an orientation of 0 for example it works down the image starting on the left and searching toward the right edge for vertical bar codes it works across the image starting on the top edge and searches to
80. in the lt document gt tag lt xml version 1 0 encoding UTF 16 standalone no gt lt zylab gt document version 1 1 name 0000003K tif type image date 20050323 time 15 45 04 00 size 652981 gt lt fields gt p 157 lt field id id gt value lt field gt lt fields gt lt document gt lt zylab gt User must add the create date create time and size in bytes The file should be encoded as mentioned in the XML header so in this case as unicode otherwise you get an import error ZyLAB IM Platform Forms Filter The ZyLAB IM Platform Forms Filter imports the output of the ZyLAB Forms module It imports an XML file and TIFFs from the same directory XML format batch batchPath AAAAA frm gt lt page pageNumber n pageTemplate page template identifier string gt block blockName fieldname gt fieldvalue lt block gt lt page gt lt batch gt In which AAAAA is the name of this batch AAAAA is also the string which starts the TIFF names Other attributes of the batch are ignored If pageNumber n an image with the name AAAAAnnnn tif should be in the import directory AAAAA batch name nnnn n preceded by zeros until the number has four digits Field names are compared to existing field definitions start delimiter and UI name If no existing field is found a new field is added Except if ZyHydra Documents are used in which case the option Export to defaul
81. ion or transferred directly to the Electronic Folder of your index PDF formats that are not supported are renamed PDF p f Conditions You want to import different PDF formats PDF Text PDF Image and PDF Searchable Image also called Mixed from one single location to a ZyLAB index Instructions on oO oa Aa WO N Start ZySCAN Go to Template gt New Template Click Next twice Select ZyIMPORT ZyFIELD ZyOCR and ZyEXPORT Click Next Browse for the folder with the PDF files you want to import Select the PDF import filter Click Settings PDF settings Fields C Extract Fields From filename Add Filename field Mixed text images PDF files O Import as Electronic Document no OCR Import as images text is lost If you select the option Extract fields from filename and the filename consists of several values which are separated by underscores these values are automatically placed in the first plain text fields found in the job template except if the plain text field is called PdfFilename see step 10 Example Filename John_Doe pdf Field definitions FirstName plain text field 150 Date date field PdfFilename plain text field LastName plain text field Result FirstName John Date PdfFilename LastName Doe 10 If you want to add a field in which the original filename is saved select Add filename field The file names wil
82. l be saved in the PdfFilename field Electronic documents keep their own name These files are not OCRed 11 Define how you want to import the Mixed PDF files as Electronic Document no OCR or The PDF Mixed files will like the PDF Text files be placed in the electronic folder These documents will keep their own name as images text is lost The PDF Mixed files will like the PDF Image files be processed as TIFF 12 Click OK 13 Click Next three times 14 Define the correct file locations 15 Click Next 16 Define a template name 17 Click Finish Result You are now ready to process your PDF files with ZySCAN using this job template Note All PDF files that cannot be handled will be renamed PDF XML Import Filter The PDF XML Import Filter allows you to automatically import field information in a Separate XML file It can import PDF files with images and text To automatically add field values to the PDF file create a XML file with the following format fields xml lt xml version 1 0 encoding UTF 16 standalone no gt lt zylab gt p 151 document version 1 1 name ImportMe pdf gt lt fields gt lt field id FieldName1 gt Value1 lt field gt lt field id FieldName2 gt Value2 lt field gt lt field id FieldName3 gt Value3 lt field gt lt fields gt lt document gt lt zylab gt P df Xml Settings Mixed text images PDF files O Import as
83. le System Warnings defined you can create a limit on the number of finished jobs in a job root that can be processed the number of pages per job and the number of pages per document The user gets a message each time one of these three limits is reached and react on it This will prevent instability within ZySCAN due to hardware issues memory issues data loss caused by server crashes etc For more information on how to define File System Warnings see File System Warnings page 63 Allow Valid Workflow only With this option selected users cannot move freely between ZySCAN stages This allows you to separate responsibilities during the scanning process for example 62 automatic scanning importing after which a user defines field values followed by automatic OCR and export or to force users to follow the preferred scanning scenario import scan fields OCR export Enable Job Logging If you select Enable Job Logging a statlog txt file will be created in the job directory This file will contain information like ZySCAN added to workflow ZySCAN removed from workflow ZyOCR no longer batch stage ZyFIELD stage done Page added On deleting jobs use the Recycle Bin If you want to move the job directory to the Recycle Bin after completion of the job select this option and define in the job template the option Delete job when finished successfully Template Wizard ZyExport Process
84. lipWorX TIFF filter 138 Batch Convert to TIFF Import Filter eeen 139 plo 142 eCopy import filtet cuui teret rire pas to erae rt rer vene 142 Electronic Importt tnnt rrr reno 143 Facsys 4 10 Faxination 3 0 Rightfax 5 0 Watermark 143 Graphics IMPON 25i rre itte em ESI en ia 143 HP Digital Sendet iiir rtc Aiara AEAEE REEERE 144 HP OfficeJet filter 144 jr TQ 144 Infotrieve filter cert enn tnnt nenne 144 iPRO Summation ZySCAN import filter a n 145 Kodak Capture Import filter sese 145 Multi page TIFF filter one document per file 145 NewsOGlip 2 5 0 tend rte NSi Autostore PDF Images Filter rre nen 148 PDF Import Filter Universal eere 148 PDF XML Import FII earn eno re rentre nre Ferr tin 150 ProClip Custom ProClip Multi ProClip Standard Filter 151 vi Ui Recursive TIFF filter rnnt eite teres 152 Rightfax 5 0 SAP Electronic Documents eeeeeeseseeeeeeeennenne nne 153 SAP Paper Documents nennen 153 Ear 153 SharpiMEB s itasse teretes ie xe igereerveanaeescers 153 Single page TIFE fiter 2i tei rre 154 Enc 154 Xerox DO
85. ly one file is imported from the directory When you want to copy more files in a 146 directory you have to process the job automatically one job at a time and check the option delete original files after import For each import action a multi page TIFF is imported and the original is deleted At the following action the next file will be imported until the directory is empty If you select the Settings button you can define the following settings Import filter settings Recurse directories Add file info fields need to be defined Keep original filename Recourse directories to import all files that are in all sub folders of the import folder This option should only be used when run unattended mode is selected and the Delete source files checkbox is checked Add file info File information created by the copier can be stored as field information on the documents These fields must be defined in the field definitions dialog of the template This option is only applicable for the plain text field and the date field Keep original filename to maintain file name properties NewsClip For examples see Program Files ZyLAB Information Management Platform Examples Import NewsClip Also see Program Files ZyLAB Information Management Platform AddOn NewsClip Integration NSi Autostore Imports XML documents containing links to a attached multi page TIFF files and ot
86. ment has to go through a sequence of steps some optional depending on the step configuration to prepare the file for export The steps are saved as a Job Template and multiple templates can be created to process different types of source files Job Templates are created using the ZySCAN template wizard Note The job template allows you to automate some stages of the job workflow You can create an entirely new template create one based on an existing template or change an existing tempate In all cases you have to use the Template Wizard Electronic documents for example Word documents can be saved immediately in the Index s data folder Electronic M Template Wizard General Conditions You want to create a job template Instructions 1 Start ZySCAN Go to Template gt New template The Template Wizard General screen appears Template Wizard General General Define new job template Define new job template based on existing job template Templates Quickstart Color job i 2 Tocreate a completely new template select Define new job template or To change an existing template or create a new template based on an existing template select Define new job template based on an existing job template 3 Click Next Result The Template Wizard Internals screen appears A am UN Template Wizard Internals Conditions You
87. name is selected and the file name consists of several values which are separated by underscores these values are automatically placed in plain text fields that have been created previously The Add filename field adds the PDF file name as a field to the document The Don t try to decode JBIG2 encoded images option prevents JBIG2 encoded PDF files being processed If a JBIG2 encoded PDF is encountered during processing a No JBIG2 decoder found warning is given if the JBIG2 decoder is not in the correct folder The JBIG2 decoder is included in the ZyLAB software but is not integrated into the ZyLAB installation as it has an open source software license The jbig2dec exe JBIG2 decoder is located in C Program Files ZyLAB Information Management Platform AddOn jbig2 conversion tool and must be moved to folder C Program Files ZyLABWnformation Management Platform Bin for the decoder to function when the Don t try to decode JBIG2 encoded images option is not selected Please read the JBIG2 decoder LICENSE txt before you use the decoder PDF Import Filter Universal It is now possible to import three types of PDF files image text and searchable image mixed from one location During each import action one PDF file is imported p 149 PDF image processed with OCR PDF text transferred to the Electronic Folder of your index PDF searchable image mixed processed with OCR losing all textual informat
88. ndard User Manual doc Focus 2490 pdf Purchasing and performing undeclared For Help press F1 D0CS 5 HITS 22 Select the documents you want to add field values to Press Ctrl F Double click the correct Field and add a Field value Select the Field you added a value to P amm 45 Document Properties E3 3 Field Value s JV Last Name Dod replace Date 20020101 replace m B il gt 14 Click OK 15 Go to ZyINDEX 16 Rebuild the index 17 Goto ZyFIND and search Result You have added documents to an index with XML Wrapper You build the index and added field values with ZyFIND You searched on the added field values after you rebuild the index Note If you cannot add field values in ZyFIND check whether you selected Read only in ZyFIND when you created the index Mew Field Definition t3 Name Type Index Search View Edit ODBC Lookup Show in ZySCAN Show in file display in ZyFIND and Webserver C ReadOnly in ZyFIND C Input required Group iv User interface control Text Control Iv ZEN D 46 Add field values using Web Client Conditions You have one or a few electronic documents you want to add field values to You have access to a Web Portal that contains an index with XML Wrapper and one or more fields Instructions 1 Selectthe Contents tab Select in t
89. ndline Options ZySCANService obtains its startup parameters either from the command line or from the registry This is because command line parameters can only be entered when the service is started manually from the Services dialog that can be invoked from the Control Panel Command line parameters can not be entered when the service is started automatically when the system boots ZySCANService first checks if valid command line parameters have been entered and if this is not the case then checks the registry for valid startup parameters Put the command line parameters in the string value commandline under HKEY LOCAL MACHINE Software ZyLABZYSCANNRunUnattended u ru job ALD job t300 If you create a template with the ZySCAN j option and use the option Registry 1 this will be done automatically With the command line option d a template can be removed from the RunUnattended 126 commandline registry entry Example given C Program files ZyLAB Information Management Platform bin zyscan d templatename Removes the template templatename from the registry entry Just d empties the entire RunUnattended commandline registry entry Registry startup parameters Organized like this HKEY_LOCAL_MACHINE Software ZyLAB ZySCAN RunUnattended can optionally contain a DWORD value TimeOut default is 300 seconds EntireJob DWORD value Run if gt 0 Run Unattended Entire Job Tem
90. ng documents Typically a blank A4 300 dpi image compressed using TIFF group 4 will have a _ p 25 file size of approximately 1 5 Kb on disk Shadow lines in the paper may create small groups of black pixels which can easily lead to a 3 Kb file size so white page detection limit of 3 4 Kb should be considered To estimate file size check the file size of a blank page that has already been scanned 2 If you want to detect and remove blank pages based on number of OCRed characters select White page recognition using number of OCR ed characters Additional XML tab Template Wizard ZyOCR Languages General White Page Removal Additional XML C Generate separate xml file in case of txtjtiff export Cl Sentences 1 Generate separate xml file in case of txt tiff export Creates a XML file in addition to txt tiff file 2 Sentences Creates a separate sentence for each line of text 3 Click Next Result The Template Wizard ZyEXPORT screen appears if added to the workflow Note In the Languages tab if you select the option Store all output then the option Deskew in the General tab is disabled 26 Ui 27 Template Wizard ZyEXPORT Conditions You are creating a job template The Template Wizard ZyEXPORT screen is open Instructions General tab Template Wizard ZyEXPORT General Process Control Burn In Fields
91. ngs will appear and the whole document will be imported scanned Note In unattended mode via ZySCAN Job Run Unattended entire job no job or document page warnings are given However if a job root limit is reached a message will appear In unattended mode via ZySCANShellUtility all messages are repressed In unattended mode via ZySCANService there is no user interaction Z aA 66 Database Lookup Field The ZySCAN Database Lookup Field makes it possible to insert information from a database into the key fields in ZySCAN ZyINDEX The Lookup Field is used to search for information in a database and inserts this information in the appropriate fields Already ZySCAN ZyINDEX offers several functions for including database information such as ODBC synchronization and database fields However with the Lookup Field users can confirm and add information visually in real time The Database Lookup Field function should work with all common databases using standard interfaces The Database Lookup Field should work with ODBC and ADO interfaces Ui 67 Configure Database Lookup Field Conditions ZySCAN is installed You want to insert information from a database into the key fields in ZySCAN ZyINDEX Instructions 1 2 o 0 nA 10 11 12 13 14 Start ZySCAN Go to Template New Template Click Next Or link the job template to an index first This will give you all the ind
92. o orientation Click Next and define the settings in the Template Wizard Export and Summary dialog Click Finish Result You have created edited a job template to enable multi direction OCR Use this template if you want to scan text that is displayed horizontally vertically and upside down M 110 Template Wizard ZyOCR Store Language Information The option Store language information uses the ZyLAB language recognition tools to recognize the text language and to store the language code and language name in two dedicated fields in the document s XML wrapper The language code and name are derived from the ISO 639 standard and comprise a three letter code and a language name that appears in the language set in the ZySCAN Interface Language Options Interface languages Template Wizard ZyOCR Languages General White Page Removal Additional XML C Language analyst Enable hits on the image Dot matrix letters C Check TIFF integrity C Small text Prevent punctuation Auto orientation Multi directional OCR Store language information Note that if the Language Code and Language Name fields already exist in the index specified as an external link then the Store language information option is already selected and cannot be de selected Yp 111 Setup the Store Language Information Option When you create a job template you choose the languages you want to use to OCR you
93. o the user Confirm The service is started If you are working with templates that contain paths over your intranet it is not possible to use the local system account It is wise to use the account of the domain administrator M 58 Ui 59 Advanced Scanning The ZySCAN module contains additional settings that can enhance image quality and recognize patch pages and barcodes in combination with image enhancement software or hardware of Kofax This together with some other advanced features and functionalities for example different import filters zonal OCR color scanning and the jobroot internals will be explained in the following sections Kofax is an accelerator board vendor Major scanner vendors are qualified but mainly towards the high end Kofax offers image processing for both video and SCSI scanners Kofax uses ISIS drivers for most low to mid range scanners Adrenaline is a complete family of scanner controllers image processing accelerators and software engines designed to offer support for professional document scanning From workgroup to high volume SCSI to video black and white to color Adrenaline makes your scanning easier better faster and more reliable Certified compatibility Kofax tests and certifies Adrenaline products to work with document scanners from Bell amp Howell Canon Fujitsu Hewlett Packard Kodak Panasonic and Ricoh Dependable installation and operation Adrenaline is desi
94. ocuments within jobs using Patch pages White pages or Barcode pages A Patch page is a page with a defined logo functioning as document separator White page separation speaks for itself a white page functions as a document Separator However this is not a very reliable method because often a white page is not recognized due to image noise The advantage of white page separation is that no additional Kofax Adrenaline hardware or software engine is required A Barcode page is a page with a bar code often used to add database records in the ZyLAB keyfields but also to separate documents see Barcode Recognition page 80 Separation based on bar codes or patch pages are highly reliable methods to split documents automatically Whenever the documents in a job have a fixed number of pages the Multi split button allows you to split the job in batch This can be useful with microfilm conversions or when processing forms or clippings where a document always has a fixed number of pages Ui 85 Patch pages There are two different patch pages a document separation page which indicates the start of a new document and a stop scanning page which will show the Kofax settings dialog to enable the user to change scanner settings like paper size or switch to duplex scanning A Kofax Adrenaline board or software driver with image enhancement is required The patch pages can be found in the ZyLAB Information Management Pl
95. onvert different file types to TIFF process them using OCR and enter ield data Instructions 1 Create an Index with the required fields either the field series field1 field2 field3 etc or with fields and values that will be used in an XML file 2 Designate an import folder and add files to the folder 3 If necessary prepare the file names add underscores to use for the field series or create XML file s with the applicable field names and values 4 In ZySCAN create a new job template to use the Batch Convert to TIFF Import Filter Select Delete source files and specify the settings required for the filter If Delete source files is not selected then the first file in the folder will be repeatedly processed 5 In ZySCAN add a field using field type Automatic file name You can use this to trace problems in the conversion result 6 Runthe ZySCAN job template in unattended mode If the Batch Convert to TIFF Import Filter is not run in unattended mode it will only process the first file in the folder then it will stop Result All files are processed and the TIFF and XML files are moved to the index s data folders The source files are deleted DocSend Imports DocSend documents DocSend allows users to scan pages in full color or black and white Edits enhancements and annotations can be made including changes to document characteristics such as size orientation color and compression Documents can
96. ore than 1 completed jobs For performance reasons it is advisable to delete completed jobs on a regular basis Completed jobs 2 Pending jobs 3 What would you like to do Delete all completed jobs C Select jobs to be deleted O Ignore this warning Or press Cancel to exit without creating a new job The user can select one of the three options and click OK Or the user can stop processing by clicking Cancel When the maximum number of pages per job is reached the following message appears M 65 Page limit reached The job has reached its maximum number of pages as defined under Global Options what would you like to do The user can stop importing scanning or ignore the message If the user chooses to ignore this message no other warnings will appear and the whole job will be imported scanned If scanning is stopped pages that are already processed by the scanner and exceed the limit defined are not lost but included When the maximum number of pages per document is reached the following message appears Page limit reached The current document has reached its maximum number of pages as defined under Global Options What would you like to do The user can split the document by selecting the Split here button Once the defined maximum of pages in a document is reached again the message will appear again If the user chooses to Ignore this message no other warni
97. our scanner capabilities If you scan color images make sure they are scanned at 150 dpi max 256 colors M 36 Import Conditions You want to process a job ZySCAN is open You are in the ZyIMPORT stage Instructions 1 Click New job 2 Keep the automatically defined Job name 3 Selecta job template 4 Ifyou want the selected template to appear in the template box click Keep as default job template That way you do not have to select it the next time 5 Click OK 6 Click Import Result Tiff files and other electronic documents formats are imported For more information about the different image formats that can be imported see the ZyINDEX manual Appendix B Import filters page 137 Note Use to cancel import Ui 37 Add fields If ZyFIELD is excluded from the workflow see Template Wizard Workflow page 9 you can ignore this stage the defined fields are automatically added to the scanned imported documents Conditions You are processing a job ZySCAN is open You are in the ZyFIELD stage with the Field Editor open Assign fields manually per document group 1 Fill out a field value for each field definition 2 Click Repeat for each field definition value you want to assign to all documents in the job 3 Usethe navigation buttons to scroll through the pages documents in your job and assign fields to them You can go directly to the Next document with Empty Fiel
98. p by Step based on the image processing engines In case no image processing is available ignore these settings Open ZySCAN and create a job with the Template Wizard that Scans OCRs Exports and if possible uses Image Enhancement Set the scanner to scan 150 dpi true color In the image enhancement section do not set image enhancement at scanning or at import but use the option to OCR color Images in the scantemplate Select an image enhancement source an Adrenaline board or Adrenaline software driver and set the following properties Disable all Image Enhancement functionality except for the Image Filter nthe Image Filter disable all filters except for the Character Smutting Smooth amp Clean and the Light Thicken Filter Use the default settings for these filters Then scan your color pages OCR and export your files After Export build an index from the txt and the tif files Ignore the wyh files in defining the index Then you can try to search the data You will then see WYHIWYG in color M 90 Automatic image enhancements KOFAX supports automatic enhancement of images based on a new image enhancement method called Virtual ReScan Kofax VRS This software enables you to scan your documents faster and with a better quality It corrects if needed the images so the text on the image has a better quality and so can be recognized better by the OCR engine s The idea is that you neve
99. p to bottom Bar codes can be oriented on an image in four general directions You can select the check box for 0 90 180 and or 270 for the direction you would like to search If you are scanning pages containing barcodes that are put on in a random direction specify the directions in which they have to be recognized 0 Horizontal rotated 0 degrees read left to right 90 Vertical rotated 90 degrees to the right read top to bottom 180 Horizontal rotated 180 degrees to the right read right to left 270 Vertical rotated 270 degrees to the right read bottom to top To detect barcodes placed at an angle select the checkbox Detect skewed barcodes Note The more checkboxes are selected the more performance will slow down Size To define the dimensions of the bar size select the checkbox Use height limits This will enhance reliability and performance The height of a bar code is the distance between the top of the bars and the bottom of the bars You can type or select the bar code height from the drop down list Misc To influence barcode recognition define the Source Quality The higher the value the quicker the process Recognition of low quality barcodes will decrease The lower the value the slower the process Recognition of false barcodes will increase To recognize incomplete barcodes select the checkbox Detect partial barcodes p 83 9 10 11 12 If selected performance will slow
100. p you to achieve a better OCR result Instructions 1 Whencreating a job template in Template Wizard ZySCAN ZyIMPORT select the Image Processing tab 2 Select Image Enhancement and select the Properties button Select one of the following options Deskew properties Compensates for image skew during scanning resulting in straight images The deskew feature does not require lines or leading edge borders Black border properties Eliminates the black edges generated by scanners with black backgrounds reducing the image file size while improving legibility Deshade properties Adjusts for shaded backgrounds and eliminate random noise speckles and streaks whether present on the original document or generated during the scan Despeckle properties Adjusts for shaded backgrounds and eliminate random noise speckles and streaks whether present on the original document or generated during the scan Image filter properties Makes documents more legible and recognizable by performing a variety of image enhancements Lines and characters can be smoothed thickened thinned filled or outlined Line removal properties Eliminates all unwanted horizontal and vertical lines Streak properties Adjusts for shaded backgrounds and eliminate random noise speckles and streaks whether present on the original document or generated during the scan 3 Select Patch code recogntion if you want to separate documents For
101. plate Test T Navigate Fields a Inthe Edit Default Field Values screen use the Navigate Fields buttons to Select the field you want to override b Enter the new Default Value C If you want to return to the index s value click Reset to Index Default d Click OK If you have selected Create ZyLAB Workflow on the Template Wizard Internals screen select ZyLAB Workflow Select a template and a user For more information about workflow refer to the ZyLAB Workflow manual Yp 19 5 If required click Final Bates Stamping to apply a Bates numbering system to your files The Bates number will appear in a field if selected in the xml file as text and burnt onto each page if selected Bates Settings Add Bates stamp Bates Prefix John_Doe Bates Number File John_Doe Bates number file xml Field Definition Browse lt none gt ZySCAN stage ZyEXPORT Burn into page Machine name ZYNLDEVO206 gt mm 10 a Y mm 10 E lt gt a Check the Add Bates stamp checkbox b Enter the Bates Prefix This can be any text A sequential Bates number is added to the prefix c Give aname to the Bates Number File or browse to the location of the file you want to use d If you want the Bates number to appear in a field select a field definition from the drop down list e Select the ZySCAN stage you want the Bates stamping to occur f
102. plates Contains string values for each template to run OCR DWORD value Run if gt 0 Run ZyOCR JobRoots Contains string values for each job root to monitor If empty current job root Export DWORD value Run if gt 0 Run ZyEXPORT JobRoots Contains string values for each job root to monitor If empty current job root OCRAndExport DWORD value Run if gt 0 Run ZyOCR amp ZyEXPORT JobRoots Contains string values for each job root to monitor If empty current job root Registry is checked in the order as above So if you want to run OCR amp Export you have to make sure the DWORD value Run is 0 in all the other subkeys Ui 127 About Final Bates Stamping Final Bates Stamping Bates numbers are finalized in a form that is always present in viewing printing exporting etc and that is also searchable With Final Bates Stamping it is possible to Search for Bates numbers meta data and full text When a user searches for a specific bates number the exact page with this number will be shown View Bates numbers in the meta data and in the resultlist The Bates number including prefix of the first and last page in a document will be shown in the result list View documents using tiff2png view as TIFF or view as PDF with the Bates number including prefix of the page burned in the image View the Bates numbers on printed documents Use a maximum length of 20 characters for the prefix s
103. ports the TIFF data and the fields defined in the XML file of a ZyLAB v4 x or v5 x index The XML file is also used to maintain the structure of documents It can be used for example to re ocr images or to add WYHIWYG information to older ZyLAB indexes Typically the import directory should be set to the root of the XML amp TIFF directory default is the index directory This filter will do a full recursion and automatically imports a single document which is then deleted It should be run in run unattended mode to import all documents automatically creating one job per document Format XML Regular ZyLAB XML lt xml version 1 0 encoding UTF 16 standalone no gt lt zylab gt lt document version 1 1 gt lt fields gt lt field id id gt value lt field gt lt fields gt lt objects gt lt object id 1 gt lt link type image date 20050323 time 15 45 04 00 size 652981 gt 0000003K tif lt link gt lt text gt lt l gt text lt I gt lt text gt lt object gt lt object id 2 gt lt link type image date 20050323 time 15 45 04 00 size 652981 gt 0000003L tif lt link gt lt text gt lt l gt inhoud lt I gt lt text gt lt object gt lt objects gt lt document gt lt zylab gt 3k tif and 3l tifs are links to single page TIFFs but multipage TIFFs will also work Another XML format in which object and link tags are missing and multipage TIFF is indicated
104. r documents Template Wizard ZyOCR Languages When you know a single language is used in the job this can be one specific language or a selection of languages when documents or pages contain different languages When a single page contains multiple languages the first detected language is stored When a language cannot be detected the Default language is used The speed of the detection process becomes slower when you select more languages Template Wizard ZyOCR Languages General White Page Removal Additional XML Available languages Available OCR engines Aymara v Use multiple languages engines Select best result O Store all output Language Engine Friulian ZyLAB Global Standard OCR Sorbian Lower ZyLAB Global Standard OCR Aymara ZyLAB Global Standard OCR Default language English American iv Default engine ZyLAB Global Standard DER x Mode Per job iv Test size 1 pages When you want to detect multiple languages in a job select Use multiple languages engines and Select best result Note Do not Select Store all output as this causes all languages listed to be stored in the language fields If the language of a job is the same for all of the job s documents set the Mode to Per job The language detected in the first document is used for all documents If the A aA 112 language is different for each document or each page set the Mode to Per document or P
105. r have to do a rescan and adjust the scanner settings manually The purpose of document scanning is to electronically create accurate black and white images of original source documents The originals may also be in black and white but often they will feature colors shaded backgrounds reversed text or other elements difficult for a bitonal scanner to translate into crisp clean black and white images Without VirtualReScan even the most skilled scanner operator must go through a Series of scans and rescans to obtain an acceptable image from a complex document Even this process yields less than perfect results And the more documents you have to scan the longer and more costly this process is An alternative is to capture the document images as color or grayscale files While this results in cleaner more readable images it also results in excessively large files too large for rapid transport and storage over most conventional networks VRS uses the 256 shades of a grayscale image to analyze and determine the optimum settings for each document It then converts this image into a small perfectly readable black and white image Thus VRS gives you the highest quality black and white images with small file sizes VRS is image enhancement technology providing good quality images to your system with minimum effort you don t have to do the fine tuning of your scanner manually and represents all the content of the original with the smallest
106. rects 99 of the images automatically and warns the user if an image is out of range Adjustments of images can be done without a physical rescan of the original My 94 VRS and ZySCAN The installation of the VRS module is practically the same as other Kofax products In this section will be explained how VRS works together with ZySCAN and what to do if a scanned image does not match the requirements you gave in The most important requirements you can give in are the brightness and the contrast of the documents As stated before VRS not only allows you to scan your images faster and with a better quality but also supports you during scanning The Auto Resolve Manager pops up when something has happened during scanning Examples of these are scanner out of paper no connection with scanner paper jam bent corners etc In high volume situations where scanning speed is critical VRS can be set to perform fast scanning at a lower dots per inch dpi resolution After analyzing the image VRS will then convert the final bitonal image black and white into a higher resolution dpi for better on screen viewing Ui 95 When you configure the VRS module the most important thing is the clarity You only have to draw a rectangle that gives the settings for the contrast and the brightness ranging from 0 100 Intersity 100 Gamma Corect 0 Nase Skew Cdor Background Blank Page
107. ronmberib irit riae LI npa erae oe Ra dei ERR RE FEAR YR akan 2 Create a job terriplate ceiieeecii niei ai ibana recaian aiai Abdera apanan aS aaar sidii 3 Template Wizard General essere neret nnne 4 Template Wizard Internals 6 Template Wizard Workflow 9 Template Wizard ZySCAN ort rre eri etos rer Pun E dy Fea 11 jl c 12 Template Wizard ZyIMPORT sessi nne 13 Template Wizard ZyFIELD eei M Template Wizard ZyOCR Conditions Template Wizard ZyEXPORT ciencia tnt ee te dh Rte ez vetns 27 Te Situ Ter e n NER 27 Enhance the quality of your scanning nnfeje TETTE OROSIUS T AT 36 Add fields sisi man cci i a a Rl SO E n ER Fe 1 Lo a RE RU KL RE RT EORR ER KO 37 Add fields and field values to electronic documents ssesssssssss 38 Create an index with XML Wrapper Siol aTe LIE EIS uoo edere soe om erre enc pepe ee see be tat aede u Freenet ges d FREUT Ro ez e Documents with already defined fields GOnGILliOriS escort ther er elec E eua e eee ede eaa ER ERE ad IASPUCTIONS e Office documents Conditions Add field values using ZyFIND s dd SPHERE 44 Instructions 44 Conditions
108. rrent jobroot mode you can simply shut down ZySCAN go to the services panel and start ZySCANService However in case ZySCANService was running in entire job mode it may be necessary to process the job manually Or if for some reason ZySCANService has failed repeatedly and there were multiple locked jobs that have been unlocked it is better to process the jobs automatically in run unattended mode Processing the job manually Go through the remaining of the pending stages by following the program manually The stages that have to be completed depend on the stage the job was in during failure of the system Possibly not all processes are pending anymore If the job is opened it will automatically go to the first pending job 1 Open the job that has to be processed by selecting it 2 Click OK Result The job will be processed and the next stage will appear if you click Yes For more information on processing a job see Processing a job page 33 To begin ZySCAN the ZySCANService has to be started The service can be started by selecting from the services dialog and clicking the start button or using the right mouse button The subsequent jobs will run automatically Processing the job automatically The unfinished job can also be processed automatically There are two options First option is to temporarily reconfigure ZySCANService to run in current jobroot mode so it will finish all current pending jobs in the jobroot The au
109. rscores P a 17 Q d Selecta Type from the dropdown list and where applicable add Default and Fixed values and the value file name For more information about the different types see Field types If you have selected the Plain text field or Logical field you can select the Type specific options button and specify a region of the TIFF file that will be OCRed separately from the normal OCR process e Selectthe Index tab The following options are available refer to the notes in Step 5 Define fields for more information New Field Definition Primary field can only be set while creating a new field definition C Obtain as document property from electronic file C Add new documents to TOC folder specified in Field value Start delimiter End delimiter If you are using XML in job or have linked to an index with XML Wrapper see Template Wizard Workflow page 9 select Module field gt XML Wrapper f Click OK M 18 3 Override Index Default Values allows you to make changes to the values of an index s fields while using ZySCAN but without changing the fields default values in ZyINDEX These changes will not be synchronized with the index s fields but the fields values will appear in ZyFIND This is especially useful with fixed values for example to add the name of the person who is scanning Edit Default Field Values Field 1 of 12 Name Default Value Tem
110. rt directory to use for ZyIMPORT what language to use in ZyOCR the output directory for ZyEXPORT and so on The changes you make to the job settings by pressing the Settings button that is provided with each stage are recorded in the settings text file The container application activates the stages and passes the job settings from one stage to the other My 120 Using the Command line ZySCAN has a command line option j that can be used to create a job template without starting up ZySCAN and optionally to add this job template to the command line parameters that are stored in the registry and which are used by the ZySCAN NT Service Because job template creation requires a lot of parameters here s what the command line should conform to Start with j J j or J Rest must be within square brackets Within the square brackets the following sections may appear not every section has to be defined Image Processing ZySCAN ZyIMPORT ZyFIELD ZyOCR ZyEXPORT Field Definitions File Destiny obligatory Registry Each section consists of a section header which must be exactly one of the names mentioned above followed by a colon followed by a comma separated list of values and ended by a semicolon There are four types of values M Boolean 0 or 1 Number an unsigned number sometimes restricted to certain values String a valid string for the value involved If any white space appears in t
111. s not necessary to define the fields again as they are already defined in the index you linked to Also the location to where your documents will be exported the data folders is the same Any changes to the indexes field definitions will be synchronized with the job template ensuring the same settings are used Another advantage of the External Link to an index option is that it is possible for the index to detect exactly which documents are added making it possible to use Quick Build to build the index Ui Template Wizard Workflow Conditions You are creating a job template The Template Wizard Workflow screen is open Template Wizard Workflow Stages Current Stage Batch Stages Internals zyscaN ZyIMPORT ZyFIELD C Exclude ZyFIELD from workflow ZyOCR ZyEXPORT Note Only one of the two collection stages Z2ySCAN ZyIMPORT may be selected Instructions 1 Make sure the Stages tab is selected 2 Selectthe stages the workflow you want to include in the job ZySCAN to import files from a scanner that has a direct connection to the workstation ZyIMPORT to import files scanned or from other sources from disk Typically used with copiers that use FTP to copy scanned documents to a folder located on your computer or a network server ZyFIELD to add key fields to your documents With key fields you can search on information not present in th
112. saAsn 807030872286 a From x OF eS eost 0 210 Billing Copy E Express Postage Service Packages under 150 ibe aT lay 1 pio Over 5 s Standard Overnight Fist Overnight Du c NU wh p m n Jigme ime DD Hons Prone 343 321 12392 3D Coro Kolar Ces training cw iiie aene e E Express Freight Service Packagn over 160 fis REV CERNITUR LA a css CA m 326 E 608 Your Internas Piling Reference Informator city E Recipiert s Name Phone Company Check here if residence Actes fT Tr CL at opin pert scores hert Neal Fears efom City Stale TP For HOLD al Localiar check here For WEEKEND Delivary check herea sa cie TOS si Juil cmrs aonan So trae Oar L ANIMA ES tease 14C gem ne BL sj Fata Igi cence ler dam sut agafa a Packaging 6 Latter 2 Pak 3 Box aite OE t m Save fate L i EPI S O Special Handling EE a j err ronan ams goes To aL cae Te BE peli us tW Joan Aicrtt Daly Dianom i L pem Li fed me pl 2 ire Parra oett eo Ce te ee Tew ofa germ 9n Cx Foul Packages Tots Weight TANDO Carad Value Tol Cuas ee i e Tap o una bee oper iran OA tiae nat joe urit Cad ach Esas Signature War MALIE dices us o clTe GNE pepe tert pittika iii RS zum E M 98 Zonal OCR Zonal OCR is used in case you w
113. shed build the index in ZyINDEX 6 Open the index in ZyVIEW and view a document from the job The two language fields will show the ISO 639 language code and name ui 115 Template Wizard ZyEXPORT Create page hash codes based on TIFF files Template Wizard ZyEXPORT General Process Control Burn In Fields Delete job when finished successfully Set maximum File count For output directories 1024 x files CI Check exported Files check free disk space before exporting Minirnum free disk space Mb Start indexing when export has Finished C Enable quick build It is now possible to create hash codes based on image tiff files This hash code is stored with the image link in the XML file that is created during export In order to create these hash codes the XML Tiff Export method has to be selected in the General tab Then you select the Process Control tab and select the option Create page hash codes Now for each image tiff file that is processed during a job a hash code is created and saved within the XML file with the image link that is created during export If you use this option in combination with an hash code field the calculation of the hash code field is based on the xml file with hash codes of the images The hash code field is stored in a separate file in order not to change the contents of the XML file 116 What is a hash
114. source files selected The filter loops through each file in the input folder and completes the ZySCAN job process on it before starting on the next file Separate TIFF and XML files are created for each page of a document and both are moved to the index s data folders All files are converted but the conversion results for unusual file formats may not be usable in ZyFIND To help trace failed conversion files use ZyFIELD in the ZySCAN job template with the Automatic file name field This will show the original file name in ZyFIND A license is required for each user and this is obtained from your ZyLAB supplier Use ZyLAB License Manager to manage your ZyLAB licenses My 140 Features of the Batch Convert to TIFF Import Filter Convert to TIFF settings Image settings Color settings Grayscale 8 Bit M DPI 300 300 DPI v Size A4 210 x 297 mm iv Key Fields O None S Use file name to extract key Fields seperated by _ O Additional XML files contain key fields same name as file O Additional XML File contains key Fields For all Files in Folder Image settings are used to set the quality of the TIFF file produced by the printer driver High quality images are larger but will create better images for OCR processing If the original file is good quality you can use lower settings but you must choose color settings if you want color pictures and graphics to remain in color The
115. t 5 Federator Cj Index Data Index List ma C3 Indexes License Stamps Library ie roses Temp RN amp C Users amp C WorkFlow CQ ZyALERT ZyINDEX Templates amp C3 ZySCAN JobRoot 00000000 xml noo Fields txt Text Document 2K mA settings txt Text Document 4KB ZySCAN Templates The JobRoot directory can be installed either on a network or local Each job has its own directory storing three text files and three folders The three folders are field field folder containing files that record key field information per document A job can consist of more documents It is possible to add a set of key fields for each document text text folder with files containing the OCR ed text of the images tiff TIFF folder containing the original TIFF images xml XML folder containing the OCR ed text in XML format This folder will only be filled if the option Use XML internally is selected in the job template Template Wizard Internals page 6 118 The jobroot will grow if the delete job when finished successfully option is disabled This means that you have all your data two times on your system Once in the jobroot and once in the archive you exported to Jobs that are not finished yet will be kept in this jobroot Tip A job consists of a transparent directory structure accompanied by a number of parameter files that are in
116. t nennen 74 CORdGILlOlS esiti psa ca tn ex EISE a Cod T 74 Instructions 74 Result 76 Note m Use HTTP Export will Conditions 77 ISTHUGTIONS ERR ERRORI EPOR EST 77 lal C E 77 Note att Image Processing 78 Instructions 78 Result 79 Note once wld Barcode RecodgrHitioti scies 163 cease rne re RE esae ERES EO P Eie Sr ERE RIURER PAR ERM ERR RE CERE nas 80 Conditions anesan een a E ree PLeC eT Tor etree eCTerrer eer ete Instructions Result Di M Separating documents essere eene 84 Patch pages 85 Recognize Patch pages White pages Note Color scanning nennen nennen enne nnne tnnt 88 Operation Step by Step based on the image processing Cr m 89 Automatic image enhancements 90 Conversion of the document with thresholding esses 91 Suppressing shaded and dark backgrounds and deskew WII S VRS and ZySCAN s VAVIERLo0 mEE IMSTHUCTIONS ee Result Process a locked job after a system failure InSttuGtiornis ic tcs PROS UI Mes sae MERECE E TY 1
117. t tif file in the group of documents that the key field information belongs to To illustrate this imagine having the following sequentially named tif files in the tiff folder of your job 000001 TIF 000002 TIF 000009 TIF 000010 TIF Now you assign key fields to those tif files per group of two files the corresponding fld filenames in the fields directory of your job are 000001 FLD 119 000003 FLD 000005 FLD 000007 FLD 000009 FLD Note that field values can be assigned per job per document or per group of documents in a job Text and image files are related one to one but this doesn t hold for field files For instance it is possible to have only one fld file in a job with multiple image and text files Job functions If you create a job the container application creates the corresponding job functions The four files that are created to register job functions are fields txt language txt sequence txt Settings txt The fields text file records the fields in a document which are created during the Fields stage of a job If a job is linked to an index no fields text file is created since the field definitions are then read from the index The language file records the language that is chosen to OCR a page The sequence text file records the sequence of the tif files in a job The settings text file registers the properties per tab For example it stores which import filter and impo
118. t data directory and modules of the index in Template Wizard ZyEXPORT General tab should be selected As soon as the first page template is detected again the filter creates a new document Therefore a batch should not start with the second page of the first document ZySCAN Document filter The ZySCAN Document filter is very similar to the ZyLAB Date Filter with the difference that with the ZySCAN Document filter users are able to choose which documents to import Users can decide for every page within the document to keep the recognized text or delete it 158 The ZySCAN Document filter accepts only the regular variant of XML see ZyLAB Data XML filter and also ZyINDEX text TIFF files from ZyLAB v4 Only single page TIFFs Per import the user selects documents Ui 159 Index Semi automatic job processing 51 A About Final Bates Stamping 127 About ZySCAN sseeeeee 1 Add field values using Web Client 46 Add field values using ZyFIND 44 Add fields iae 37 Add fields and field values to electronic documents 38 Advanced Scanning Appendix A Hot keys n 135 Appendix B Import filters 137 Automatic image enhancements 90 Automatic processing 56 B Barcode Recognition 80 C Color scanning sse 88 Configure Database Lookup F
119. tains text fieldname fieldvalue anotherfieldname anotherfieldvalue singlepage tiff multipage tiff For more information and examples see WProgram Files ZyLABWnformation Management Platform Examples Import Ascent 3 0 Ascent 5 5 should generate the txt file which will have to be edited accordingly to include any field information that needs to be added Description Standard Output File Ascent 5 5 in Ascent it is called Ascent Capture Text Release Script Start gt first comma is the field Batch class remove all the quotes first comma gt second comma is the field Document class These two are pre defined fields of this release script These cannot be changed After the second comma you get the field definition followed by a comma and the field value and this is repeated for all the fields You can delete the characters these are used for standard fields At the end is a link to the corresponding TIFF file 138 Please see below for example txt file structure IR IO TOR TOR IR ITO IK IK IR IR IR KI TOR IK IK IK IR IA IR II III II IKI KIKI RII II KIKI RIK II III IIIA AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB 1 AWB_RB 2 AWB_RO 3 Batch Description test D KLM ExportAscent AWB Standard 00000D48 TIF AWB Standard AirWayBillStandard Document Class Name AirWayBillStandard AWB_LB 1 AWB_RB 2 AWB_RO
120. the production environment Note Each document is transferred in a ZIP file For example 10 documents in one scanning job will be 10 ZIP files that are transferred Use HTTP export carefully For example using http export with documents over 100 pages will result in gt 8MB files that are transferred over HTTP Ui 77 Use HTTP Export Conditions You have created a job template for exporting ZySCAN documents via http Now you want to start processing Instructions Start ZySCAN and click New Job Select the job template you created Click OK Click Import to import your files Click Yes to continue to the next stage If your linked index contains fields enter the field values and click OK Click Yes to continue to the next stage Click Start OCR to OCR the image Click Yes to continue to the next stage ON OO Oc B WO M 0 Click Start Export and click Yes when finished exporting to close the job Result You have scanned your documents and exported them via http Note Each document is transferred in a ZIP file For example 10 documents in one scanning job will be 10 ZIP files that are transferred Use HTTP export carefully For example using http export with documents over 100 pages will result in gt 8MB files that are transferred over HTTP M 78 Image Processing When Kofax hardware or software is installed it is possible to enhance the quality of your TIFF files This can hel
121. tions File section s Destiny Sectores tie tede E EE Eee SR Unete Ue iS cde ARA SAA Registry SectlOn erret nri erepti irat Ene SaaS Registry startup parameters eese nennen Ui ZySCANService Commandline Options eee 125 Registry startup parameters sesssseseeeeeeeeeeeenn 126 About Final Bates Stamping isrannu kunnian pennen nennen nnn ntnn tnn nnn nnn 127 Create Final Bates Stamping Job Template eee 128 ies ERE 128 aiU etn e 128 Ia eo 130 Processing Final Bates Stamping Job 132 GONGILIONS 5 uiti ces cred ete fenex seeds et esee cbe pacte eesae revo s ea ges E 132 InStructioris c ea ideena iai k e ERR ER FER FE PR SFORA ET dea ERE EXE AAAA 132 RN MEET 132 Searching for Bates Stamping Numbers eene 133 INSMHUCTIONS Ee T 133 Appendix A Hot KeYS cccccccssesseessneesseessceesenesseesseeessnesseessseessnesneeeseneeseneneneeneeeas vAudlp ZyRESULT Ad H Appendix B Import filters eeeeeeeeeeee esee eeeeee eene tn enne nnns nnn nnnm sanant 137 Ascent 3 0 Ascent 5 5 Filter 137 AXIS 7000 Copier Filt r sissioni deni eret ccrte 138 Bacon Filler nter treten tir siais 138 ClipWorX C
122. tomatic recovery mechanism of ZySCANService will automatically process bad images even if OCR is not possible The disadvantage is that ZySCANservice has to be reconfigured and later on has to be restored to the original entire job processing mode Second option is to use ZySCAN run unattended i e in batch mode which enables ZySCAN to process jobs automatically similar to ZySCANService but as a windows application Note that if you are running ZySCAN on Windows98 or Windows ME running ZySCAN run unattended is your only option since services are not supported on these operating systems 104 Processing the job s automatically using run unattended ZySCAN mode This has to be done by unlocking the job with Unlock all and pressing Cancel so no job is open Go to job in the menu and select run unattended ZyOCR amp ZyEXPORT gt gt current jobroot If this works close ZySCAN after processing and start the services again Ui 105 What to do if the locked job cannot be unlocked Depending on the cause that locked the job t may not be possible to unlock a locked job A few of these reasons are described below Note In case you are not an experienced Windows user it is not a good idea to solve these problems yourself If you don t feel confident about what you are doing just call the helpdesk The sequence txt file in the job directory is corrupted i e its contents do no longer match the seq
123. tring It is not possible to change Bates numbers after they have been burned into the image M 128 Create Final Bates Stamping Job Template Conditions Full understanding of creating job templates in ZySCAN refer to Create a job template page 3 Instructions Open ZySCAN Go to Template New Template Select Define new job template Click Next a A WO N If you want to store the processed files in an index and use already defined fields select External Link Click the Select button to select an index Click Next Select ZyIMPORT or ZySCAN ZyFIELD ZyOCR and ZyEXPORT 9 Click Next o N o 10 Define the import directory and the import filter 11 Click Next 12 Inthe Template Wizard ZyFIELD dialog select the Field Definitions button Click Add Definition Define a Name For example Bates number Make sure the Type is a Plain text field Click OK twice Select the Final Bates Stamping button p 129 Template Wizard ZyFIELD t3 ZyFIELD Field Definitions Override Index Default Values ZyLAB Workflow Final Bates Stamping The button is active only if a Bates Stamping Module License is present Bates Settings t3 SSS lELI Add Bates stamp Bates Prefix prefix Bates Number File C prefix xml Field Definition lt none gt iv ZySCAN stage ZyEXPORT iv Burn into page 2 Y a X mm
124. uence of the tiff files in the tiff folder If you arrange the content of the sequence txt file e g with notepad in the same order as the sequence of the tiffs as they appear in you document and save the txt file it will work again Open the job and try to process it manually or otherwise use the ZySCANService Itis also possible that the paths fields import export in the settings txt are not correct anymore Change the paths into the correct ones save the txt file and open and process the job again A very efficient solution in case it won t work is closing the job deleting it and scanning the documents again After this start the service again and continue with scanning M 106 Template Wizard Internals Export scanned documents to RMA You can create an external link between ZySCAN and the RMA Record Management Application This will allow you to store scanned documents directly in the RMA First you have to create a record in the RMA and declare it Then select View barcode and print the page This page with barcode is placed on top of the document you are about to scan The scanned document is exported stored as a component of the record you just created In order to make this possible you have to create a new job template in ZySCAN Conditions ZySCAN is open The ZyLAB Barcode Reader is installed the license key added Instructions Go to Template New Template Select Define new job templat
125. uild the index and search on Fields See Semi automatic job processing page 51 if you want to process a complete directory in one go p 41 Office documents Conditions You have created an index with XML Wrapper and one or more fields An Office application for example Microsoft Word is open Instructions 1 Open a document 2 Goto ZyLAB gt Archive Active Document 3 Select an index with XML Wrapper Ed Select index a f Catagories 53533 x x x x x x x x XO dedes Reden gt Nene of evderes selected D Of 4 Click OK The Documents Properties dialog appears Select the Field names you want to add values to Add the Field values Click OK Result You added a document to the selected index Also you added fields M 42 E mails Conditions You have created an index based on the Email Archive template For more information see the ZyINDEX manual Create an index based on a template An e mail application for example Outlook is open Instructions 1 Select one or more e mails 2 Click the Archive Messages button If you receive a warning allow access for a few minutes and click Yes Select an index based on the Email Archive template 4 Click OK The Document Properties dialog appears The Field values are automatically added If you selected two or more e mails the added Field values are not visible 5 Click OK
126. ust have the same basename as its associated file for example the file WeeklyReport doc will have the XML file WeeklyReport XML The XML files are stored in the same folder and are removed from the folder as the files are processed These XML files would be automatically produced using an external program The format of the XML file is shown below Additional XML file contains key fields for all files in folder A single XML file for all the files in the folder contains the folder specific data to be written to the predefined fields This XML file will have the same basename as the folder for example the folder Weekly Reports will have the XML file Weekly Reports XML The XML file is stored in the same folder and remains in the folder as the files are processed The format of the XML file is shown below The XML file must have the following content where MyFieldName is the name of the field in the index and MyValue is the value to be added to that field and be saved in a unicode format i lt xml version 1 0 encoding UTF 16 standalone no gt z lt zylab gt document version 1 1 gt lt fields gt z field id MyFieldNamel gt MyValuel lt field gt lt field id MyFieldName2 gt MyValue2 lt field gt lt field id MyFieldName3 gt MyValue3 lt field gt n lt fields gt lt document gt My 142 lt zylab gt Using the Batch Convert to TIFF Import Filter Conditions hie Pes to c
127. you want to export to an Index over HTTP select Index over HTTP from the drop down list Click Select Enter the Base URL Enter the Client Name and the Index Name Enter the User name Enter and confirm the Password Click Test connection to test that the settings are correct Click OK If required check the Create ZyLAB Workflow checkbox Note For more information on Creating a ZyLAB Workflow refer to the ZyLAB Workflow Manual Click Next Result The Template Wizard Workflow screen appears Note 1 When ZySCAN processes a job using a job template with an associated Audit Trail index the required audit trail information is generated and logged in an XML file ready for inclusion in the Audit Trail index For large jobs this process can create a large amount of audit trail data which in certain configurations can cause performance to decrease If you think performance will decrease when audit trail information is being generated check the Suppress job in Audit Trail checkbox to stop the audit trail data being created Note Audit trail information includes the following job open job closed job deleted create a new job create a new job template create a new text txt XML file create a new image TIFF file export an image TIFF file and fields edited External Link to index is an important option and it is recommended to use it for each job template you create With an External Link to an index it i

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