Editing and publishing a Document Definition

Document Definitions can be edited in the Document Definition editor window, where you can modify the layout of fields and static elements, edit their properties, rules, export settings, etc.

To prevent you from interfering with the work of other project members, the program allows you to edit a local copy of a Document Definition while the latest published Document Definition version will be used for recognition. In this manner, you can modify and test Document Definitions locally, while the Operators will use the currently published Document Definition to verify and export  documents. A Document Definition that is being edited by one Administrator cannot be edited by other Administrators. Once you have finished editing the Document Definition, you can either publish it, making the new version available for document recognition, or discard the changes.

To edit a Document Definition, proceed as follows:

1. In the main program window, click Project → Document Definitions....
2. Select the Document Definition that you want to edit.
3. Click the Edit... button in the Document Definitions dialog box to start editing the Document Definition. A local copy of the Document Definition will be created on your computer. The published version of the Document Definition will be locked for editing by other Administrators.
4. Make any necessary modifications to the Document Definition and click Save.
5. Test your modified Document Definition on several images from test batches that can be used with the local version of the Document Definition.
6. Click the Publish button in the Document Definitions dialog box to publish the Document Definition. Once published, the modified Document Definition  will be used for the recognition of documents in the working batches and other Administrators will be able to edit it. To revert to the original Document Definition, click Discard Changes.

Matching Document Definitions are selected as follows:

• First, the program will attempt to find a matching Document Definition among the fixed Document Definitions.
• If none of the fixed Document Definitions match the documents, the program will use the classifier project and header and footer elements to get a list of candidate FlexiLayouts.
• Next, the program will consecutively match each of the candidate FlexiLayouts against the documents and select the best match.
• If no good matches are found among the candidate FlexiLayouts, the program will consecutively match the remaining FlexiLayouts and select the best match.

In each of the steps described above, the Document Definitions are matched against the documents in the order in which they are listed in the Document Definitions dialog box. You can speed up the matching of FlexiLayouts that have no header or footer elements by selecting the Use first acceptable FlexiLayout option. In this case the program will select the first matching FlexiLayout instead of going thorough the entire list and selecting the best match.

Your modified version of the Document Definition will be used for recognition and further document processing immediately after it is published. However, the program will continue to use the previous version of the Document Definition for those documents whose processing started before you published your modified version. You can force the program to use your modified version of the Document Definition for such documents by selecting Tools → Update to Latest Version. Depending on your modifications to the Document Definition, you may need to re-recognize the documents, re-check the rules, or re-export the documents. You will need to re-recognize the documents if:

• the structure of fields has changed (fields have been added or deleted or field nesting levels have changed),
• field regions have changed, or
• recognition settings have changed (including data type settings, with the exception of format checks and auto-correction settings).