Your Advanced Capture solution can be configured to use a Keyword Lookup/Replace dictionary to replace Keyword Values extracted from documents via the Advanced Capture process with other values.
For example:
Your institution stores Term Keyword Values as a season and a four-digit year (e.g., Fall 2008, Spring 2009, Summer 2009, etc.). However, some institutions that you receive transcripts from identify terms using a season and a two-digit year (e.g., Fall 08, Spring 09, Summer 09).
You can configure a Keyword Lookup/Replace dictionary to automatically replace the undesirably-formatted Keyword Values extracted from the transcripts with your preferred values.
Keyword Lookup/Replace dictionaries can be configured at either of two different levels:
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At the Global Level. When a global Keyword Lookup/Replace dictionary is configured, a Keyword Value extracted using any Advanced Capture form in your solution can be replaced by an entry in the dictionary.
Entries in the Global Keyword Lookup/Replace dictionary are configured by clicking Global Keyword Lookup/Replace in the Tools panel of the Advanced Capture Configuration window.
For example: You have several dozen Advanced Capture forms configured for your solution, and your global Keyword Lookup/Replace dictionary specifies that Fall 08 should be replaced by Fall 2008 for the Term Keyword Value. As a result, all instances where the Term Keyword Value is identified as Fall 08 by the Advanced Capture process are replaced by Fall 2008, regardless of which Advanced Capture form was matched to the document the Keyword Value was extracted from.
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At the Advanced Capture Form Level. When a form-level Keyword Lookup/Replace dictionary is configured, a Keyword Value is only replaced if it is specified in the Keyword Lookup/Replace dictionary for the form used to identify it.
Form-level Keyword Lookup/Replace dictionaries can be configured by clicking Keyword Lookup and Replace in the Form Definition dialog box when modifying an existing Advanced Capture form.
For example: You have two Advanced Capture forms in your solution (HYL-Hyland University and WSU-Westlake State University), and a Keyword Lookup/Replace dictionary is configured for the Hyland University form (but not the Westlake State University form) to replace Term Keyword Value with Fall 2008 when it is identified by the Advanced Capture process as Fall 08. As a result, all instances of the Term Keyword set to Fall 08 are replaced with Fall 2008 for documents matched to Hyland University form, but Fall 08 remains set as the Term Keyword Value for all documents matched to the Westlake State University form.
If both a global and a form-level Keyword Lookup/Replace dictionary entry are configured for the same Keyword Value, then the form-level entry will override the global entry.
A Keyword Value can only be replaced once. If a Keyword Value is replaced by another value, and the replacement Keyword Value also has an entry in the Keyword Lookup/Replace dictionary, the replacement value is not replaced.