Creating a Keyword Lookup/Replace Dictionary Entry - Advanced Capture - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard

Determine whether you would like to create an entry in the global Keyword Lookup/Replace dictionary or a form-level Keyword Lookup/Replace dictionary:

To create an entry in the global Keyword Lookup/Replace dictionary: click Global Keyword Lookup/Replace in the Tools panel of the Advanced Capture Configuration window.
To create an entry in a form-level Keyword Lookup/Replace dictionary: click Keyword Lookup and Replace in the Form Definition dialog box when modifying an existing Advanced Capture form.

The Keyword Lookup and Replace dialog box is displayed.

Note:

The Context Level label near the bottom of the Keyword Lookup and Replace dialog box indicates if you are creating an entry in the global dictionary (i.e., Context Level: Globa l) or if you are creating an entry in a form-level dictionary (Context Level: <Advanced Capture Form Name>).

Using the Keyword Type drop-down list, select the Keyword Type associated with Keyword Values that are to be replaced.

Note:

If you are creating an entry in a global dictionary, all Keyword Types configured for your Advanced Capture solution are available in the Keyword Type drop-down list. If you are creating an entry in a form-level dictionary, only Keyword Types assigned to Document Types associated with the Advanced Capture form are available in the Keyword Type drop-down list.

Click Add. The Edit Keyword Lookup and Replace Entry dialog box is displayed.

In the Description field, enter a description of the entry (up to 255 characters).

From the When Document Type is drop-down list, select the Document Type for which Keyword Lookup/Replace actions will be performed.

If you are creating an entry in a form-level Keyword/Lookup Replace dictionary for a form that has been configured to assign documents to a specific Document Type, then this Document Type is automatically selected.
If you are creating an entry in a global Keyword/Lookup Replace dictionary, or if you are creating an entry in a form-level Keyword/Lookup Replace dictionary for a form that has not been configured to assign documents to a specific Document Type, then <All> is selected by default. When this option is selected, the Keyword Lookup/Replace actions will be performed for all Document Types with the specified Keyword Type.

In the Compare Value field, enter the Keyword Value that is to be replaced if it is found.

This value can be a literal text string (i.e., specific text, such as Fall 08) or a regular expression (i.e., text that matches a certain pattern, such as a value containing four letters, a space, and two digits).

Literal values must be enclosed in quotation marks to differentiate them from regular expressions. Multiple values (literal values, regular expression, and/or both) can be configured by separating them by a space in the Compare Value field. Literal compare values are not case-sensitive.

Note:

To access the Regular Expression Library, click in the field and press F2. See The Regular Expression Library for more information.

If you wish to only replace values that are marked as suspect, select the Only match if value is marked as suspect check box.
If you wish to restrict the values that will be replaced according to case-sensitivity matches, select the Comparison is case-sensitive check box. The comparison between the value in this field and the Keyword Values extracted from the document will now be case-sensitive, whether the value is a literal text string or a regular expression. If the value is a regular expression, however, be aware that case-sensitivity may not be respected if the regular expression does not imply case one way or the other (e.g., \D, \w, etc.). For more information on regular expressions, see Regular Expressions Overview.

Select the radio button that describes how you would like the compare value to be treated once it is identified:

Replace with static text. Select this option if you would like to replace the compare value with a static text string. Enter the static text you would like to replace the compare value with in the Replacement Value field.

For example: You would like to replace all Term Keywords set to Fall 08 with Fall 2008. Set the compare value to "Fall 08"(a literal text value), select the Replace with static text radio button, and specify the replacement value as Fall 2008.
Replace with <blank>. Select this option if you would like to replace the compare value with a blank value. Once this option is selected, the Replace Value field is disabled.

For example: You would like to discard all Term Keywords set to Fall 08 and have a user manually enter a new value during Index Verification and Review. Set the compare value to “Fall 08”(a literal text value) and select the Replace with <blank> radio button.

Replace using captured groups. Select this option if you would like to replace the compare value with a new value composed of sections of the compare value.

Note:
This feature is only available when specifying a regular expression for the compare value.

By enclosing sections of your regular expression compare value in parentheses, you can specify the portions of the compare value (i.e., the building blocks) that are used to create the replacement value. Then, specify the sections of the compare value (e.g., [ 1] [2] [4]) you would like to use to compose the new Keyword Value in the Replacement Value field.

For example: Your institution stores Keyword Values for the Term Keyword using a <Season> <Four-Digit Year> format (e.g., Fall 2008, Spring 2009, Summer 2009). However, some transcripts received from other institutions use a <Season> Semester <Four-Digit Year> format for Term Keyword Values (e.g., Fall Semester 2008, Spring Semester 2009, Summer Semester 2009).

Create the following regular expression to identify the compare value: (\S{4,6}\s)(SEMESTER)\s(\d{4}). As you can see, parentheses are used to divide the value into three sections: the season (\S{4,6}\s), Semester (SEMESTER), and the year (\d{4}).

To drop the Semester “building block” (section #2) from the compare value and use only the season and the year “building blocks” (sections #1 and #3) to create the new value, enter [1] [3] in the Replacement Value field. Term Keyword Values matching the <Season> Semester <Four-Digit Year> format are replaced with Keyword Values matching the <Season> <Four-Digit Year> format.
Leave value unchanged. Select this option if you would like to leave the compare value as-is. Once this option is selected, the Replace Value field is disabled.

Tip:
This option is typically used in a form-level Keyword Lookup/Replace dictionary entry to override an entry in the global dictionary.

For example: You have an entry in the global Keyword Lookup/Replace dictionary that specifies that Term Keywords set to Fall 08 should be changed to Fall 2008. However, you have one non-transcript document for which you would like to leave the Term Keyword Value as-is.

Leave the global dictionary entry in place and configure a form-level dictionary entry for the Advanced Capture form that is matched to the non-transcript document where the compare value is set to “Fall 08”(a literal text value) and select the Leave Value Unchanged radio button. Because the form-level dictionary overrides the global dictionary, Fall 08 is changed to Fall 2008 for Term Keywords on all documents indexed via Advanced Capture except for the one non-transcript document you configured the form-level dictionary entry for.

Select the radio button that determines how the replacement value should be treated in terms of Suspect Level.

Suspect Level Remains Unchanged. The replacement value is given the Suspect Level score given to the compare value when it was identified by the OCR engine. The replacement value's score is compared to the Suspect Level threshold configured for the zone (or the form itself) to determine if it should be considered suspect.
Mark Value as Suspect. The replacement value is automatically marked as suspect, regardless of the Suspect Level score given to the compare value.
Mark Value as Not Suspect. The replacement value is automatically marked as not suspect, regardless of the Suspect Level score given to the compare value.

If you wish to set all instances of this Keyword Lookup/Replace dictionary entry to a specific color in the Indexing panel when the entry is matched in Advanced Capture processing, click Display Color to display your machine's color palette. Then select a color from the palette and click OK. The selected color is displayed in the box next to the Display Color button.

Note:

A selected display color overrides any red highlighting for suspect Keyword Values.

If you wish to forgo display colors and retain the default coloring scheme (i.e., with red highlights for suspect Keyword Values and default coloring otherwise), click Automatic. This is the default setting.

Tip:

When configuring a display color, select a color that will appropriately contrast adjacent colors and foreground/background text.

Click Save. The Edit Keyword Lookup and Replace Entry dialog box is closed and you are returned to the Keyword Lookup and Replace dialog box. The entry you created in Steps 2-9 is added to the dictionary.

Repeat Steps 2-10 to add additional entries to the Keyword Lookup/Replace dictionary.

To modify the order of the entries in the dictionary, select an entry and click Move Up or Move Down.

Tip:
If multiple entries in the Keyword Lookup/Replace dictionary affect the same Keyword Value, only the first entry in the dictionary will modify its value (remember -- a Keyword Value can only be replaced once). Use the Move Up and Move Down buttons to ensure the order of the entries will correctly identify and replace Keyword Values in your solution.
To delete an entry, select it and click Delete.

Once the Keyword Lookup/Replace dictionary is complete, click Save. The Keyword Lookup and Replace dialog box is closed.