Document Indexing Documentation

This is the user interface program where the PDF and the extracted data is presented for inspection and correction.

PLEASE NOTE: To enlarge a photo – please click on the image.

Section 1

These are the options found at the top of the program.

1.1 Refresh

During the testing and deployement stay you can make amendments to the template settings using the configurator program and then use the Refresh option to load the amended template.

1.2 Switch

Allows you to swap the position of the PDF display and the extracted data panels.

1.3 Skip

When documents are automatically loaded into the programming the Skip option allows you to move to the next document without deleting or saving the current PDF.

1.4 Move To Error

This option allows the user to move the PDF out of the source folder into the on error folder.

1.5 Create Template

If a PDF is loaded that does not have a template then the ‘Create Template’ option allows you to pull in as much data as possible from the PDF and then create a template from within the document indexing program.

Section 2

These settings are accessed using the cog symbol at the top-right of the main screen.

2.1 Installation Name

Enter the name of your installation. It is used when your settings are saved.

2.2 XML Watch Folder

For systems that load the PDFs for processing using XML control files this is the path of the folder to watch. The XML control files are in the format:-

<PDFSourcePath>c:\server nameBoL Documents For Processing736455.pdf</PDFSourcePath>
<DocumentClass>Bill of Lading</DocumentClass>
<DocumentTemplate>Evergreen Shipping Agency.xml</DocumentTemplate>



2.3 Errors Folder

If any PDFs fail the automatic indexing process the XML file will be moved into this folder and the reason for the error will be written into the XML file.

2.4 Error Count

A count showing how many errors are in the errors folder.

Section 3

A typical scenario will be for PDF documents received as email attachments to be moved into a folder for processing. Moving the email attachments could be done automatically by an email macro or manually by the user.

3.1 Document Class

This section specifies how to process PDFs from source folder where the source folder contains PDFs from just one supplier/customer. Typically the PDFDatatNet Pre Processor identifies the document and writes it into the correct folder or your email macro uses the sender’s email address to dermine the folder into which to write the attachment.

These settings then sepecify which template to use when reading PDFs from each folder.


3.2 Document Template

Specifys the template to apply.

3.3 PDF Watch Folder

The path of the watch folder

3.4 Backup Source PDF Files

Option to move all the PDFs into a backup folder after they have been processed.

3.5 PDF Errors Folder

When errors are detected in the extracted data the user can use the ‘Move To Errors’ button to park the PDF in an errors folder until the problem can be resolved. When the indexing program is being run as a service the errored PDFs will be moved automatically.

3.6 Email On Error

This option will send an email to a designated user when an error is encountered.

3.7 Delete Source PDF Files

When testing the system it is useful to leave the ‘Delete source PDF files when processed’ unticked so that you can keep processing the documents until the process works correctly. Once the system is proven tick the delete option so that the same PDFs are not reprocessed.

Section 4

4.0 Automatically Save Documents Without Errors

With this option selected any loaded PDFs where no errors are detected will be saved without being displayed.

4.1 Confidence Level

If a PDF is loaded and matches the specified confidence level the document can automatically be saved without any user intervention. This option is only used for OCRed PDF images.

4.2 Allow only 1 Copy of Document Indexing at a time.

This option limits the number of copies of the program that can be open to 1.

4.3 Default File Type

In Program Options set the ‘Default File Type To Process’ to PDF.

4.4 Autoload Files

With this option selected the files requiring processing will automatically be loaded for processing.

4.5 Waiting for PDF (sec)

Built in delay between the PDF being written into a file and Document Indexing processing it. Stops issues of Document Indexing trying to process a file whilst it is still being created.

4.6 Display Folder File Counts

With this option selected the user will be shown a count of the number of files that are in the source folders.

4.7 Auto Zoom

When clicking on a field in Document Indexing the PDF dicplay panel will zoom to the area of the extracted data.

4.8 XML File Errors

This options either allows or stops the creation of XML files when there are errors detected in the extracted data – e.g. if a date field is an invalid date or a mandatory field is empty. It passes control of errors to the program that is processing the XML files.

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