Creating and setting up document sets

To form a document set, you must create a new Document Definition. The sections of this Document Definition will be existing Document Definitions and your own sections. Existing Document Definitions, i.e. already created and debugged Document Definitions of individual documents, are selected when creating the Document Definition for a document set, whereas your own sections can be added when debugging the Document Definition for the document set. Additionally, when creating the Document Definition for a document set, you can add a summary section, which makes it possible to verify the document set as a single unit.

Creating a Document Definition for a document set

  1. Open the Project menu and click Document Definitions... (Ctrl + T).
  2. In the Document Definitions dialog box, click the New... button.
  3. In the Create New Document Definition dialog box, select the  Document set option and from the list below select the Document Definitions of the documents that you want to include in the document set. These Document Definitions will become sections of the document set Document Definition.
  4. Optionally, enable the Add Summary Section... option (see below for details). Click Next.
  5. In the dialog box that opens, specify a name for the document set and provide a description (a name is required and a description is optional). Click Finish.

The new Document Definition will be opened in the Document Definition editor, and all of the sections you added to the Document Definition will be displayed in the Document Structure pane, including the summary section. The sections that were created from existing Document Definitions will contain only index fields from the original Document Definitions. You can also add more Document Definitions as sections to the Document Definition of the document set. To do this, in the Document Definition editor, click Document Definition → Add Link to Document.... To add a summary section, click Document Definition → Add Summary Section....

Important! If you add or remove index fields when editing a document set Document Definition, you will need to refresh them, otherwise they will not be displayed correctly. To do this, right-click the element and click Update Index Fields on the shortcut menu.

Note: You can change the order of sections in the Document Definition on the Assembly tab of the Document Definition properties dialog box.

Note: You can choose whether or not to display a section in the summary section by enabling or disabling the Show on verification option in the properties dialog box of the section.

Summary section

A summary section is a Document Definition section that displays all of the principal fields in a document set. This makes it much easier for the Operators to verify documents in a document set, because they will be able to see all of the errors and low-confidence data in one place. Besides, the Operators will only need to open  documents that may contain errors.

A summary section:

  • Does not contain pages or images.
  • Does not affect how the Document Definition is applied.
  • Usually contains links to existing fields from documents in the document set.

To add a summary section to a Document Definition, open it in the Document Definition editor and click Document Definition → Add Summary Section.... In the dialog box that opens, specify a name for your summary section and provide a description (optional). The new summary section will be displayed in the Document Structure pane. Any rules enabled in the Document Definition will affect the fields in the summary section as if they were fields in regular sections.

Displaying fields from repeating documents of a set

If repetitions of certain document types are allowed in your set, the information that will be extracted from them may be displayed in a summary section as a repeating group or a table.

For example, an operator works with a loan application that contains several IDs—an ID of a borrower, his wife, and a guarantor. In this set of documents, ID indicates a repeating type of documents. If you create a group of fields that refers to these documents, it will also be a repeating one, which will allow you to present it in the form of a table. In this case, when recognizing documents, all data will be conveniently displayed in a data form, where each document will be presented as one line of the table. This will allow the operator to immediately see all the necessary information without having to open all documents one by one, which will significantly reduce the time spent on verification.

To move to the image and the data form of the original document, double-click the table cell or select the Go to Original field command in the context menu.

When the operator adds documents of this type to the set, the corresponding line is added to the table. When you delete a document or move it to another set, the line is deleted.

Displaying fields from repeating documents of a set as a table

To configure the display of fields from a repeating set of documents as a table, add a group that will reference one of the set documents in a summary section. If the document is a repeating one (repeated more than once), the group becomes a repeating one as well. After that, a user needs to add to this groups those fields from the document that they want to display as a table in the summary section.

  1. Add a summary section (Document Definition → Add Summary Section...).
  2. In the Assembly tab of the document set settings, set the repetition of the relevant document.
  3. In the summary section, set the field group that references the document. To do this, select Create Field  Link to Existing Field in the context menu of the summary section and specify the document. If the document is repeated more than once, the group will also be a repeating one.
  4. In the group, create links to fields of the document that was selected during group creation (Create Field  Link to Existing Field), specify the fields to be displayed in the table. Only simple fields may be added to the group. They include text fields and images without repetitions and subgroups.
  5. If you wish to configure displaying fields as a table, select the resulting group of fields in the document structure. In the data form the group will be highlighted with a green rectangle. Right-click the rectangle and select Show as Table.

If you add or delete a document from a set, the relevant line will be also added or deleted from the table.

Automatic assembly of document sets

Assembly rules for document sets are created similarly to assembly rules for documents with multiple sections.

A recognized document will be automatically added to a document set (a) if it is the first document in one of document set and sections order check is enabled or (b) if this document is a member of only one document set. Any subsequent documents will be added into this document set based on the assembly rules.

12.04.2024 18:16:02

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