Appendix D: Configure Perceptive Content Server for Capture and Indexing - Appendix D: Configure Perceptive Content Server for Capture and Indexing - Perceptive Content - Titan - Perceptive-Content/Titan/Foundation-26.1/Titan-Installation-and-Setup-Guide/Appendix-D-Configure-Perceptive-Content-Server-for-Capture-and-Indexing - Foundation 26.1 - Foundation 26.1

Install Capture and Indexing iScript bundle

Capture and Indexing relies on a set of iScripts, CI_RouteBatch.js and CI_SubmitBatch.js, to handle routing batches after capture and final submission. These files are available for download on Hyland Community Downloads. Copy and paste both files into the inserver\script folder of the Perceptive Content Server and confirm the names of those scripts are correctly configured in the app.config.json configuration file.

Define users and groups

We recommend defining user groups for each of the different roles or locations you want to use in Capture and Indexing. For example, users that only perform scanning or capturing documents, create a capturing user group and only assign users to that group that perform that role. Once you create that group, assign that group to the privileges for capture source, capture profiles, and application plans used during capturing. For more information, refer to the Create the application plan for capturing section. Create a similar user group for users that only perform Indexing. Allow that group privileges to the drawers, document types, and application plans that are only used for indexing. For more information, refer to the Create the application plan for indexing section.

You can break user groups down by location. Each location user group can only access or index documents that belong to their location. The user group origins, as defined in the next section, help to define and associate a particular user group to their origin or location.

User group origins

When configuring user groups in Management Console, include origins associated with the user group by defining them in the group description, in the format Origin: <origin name>. You can define multiple origins by creating a new line in the group description.

Origins serve multiple purposes, first of which is to identify where and what group created the batch. After batch creation, origin-based routing allows batches to be filtered into a workflow queue/process that only specific user groups have privileges to access.

Define the workflow process

In Capture and Indexing, captured documents are contained in a batch that is processed through a series of workflow queues. You can define the steps in the workflow process to fit the business process. In the simplest form, you can perform the QA, Indexing and Validation functions in one step. In larger organizations, you can split those functions into multiple steps and locations, allowing distribution of work by role and location. For more information about configuring workflow processes in Perceptive Content, refer to the Workflow Designer documentation. To define the workflow process in Perceptive Content, complete the following steps.

1. Create a new workflow process.
2. Add queues or super queues that represent each step in the process. For example, QA, Index, and Validate.
3. If the Capture and Indexing process is not centralized, define sub-queues within each super queue to represent a location or department in the organization.
4. Assign users or groups to each sub-queue.
5. Add a route between queues.

What is the batch capture process?

The three steps that typically take place in the batch capture process are quality assurance (QA), indexing, and validation. Each process is organized by the origin and location where the document is captured. You can model the process as a workflow with three super-queues. Each super-queue contains sub-queues that represent the capture location.

What is the record correction process?

Record correction process queues are organized by the given reason for the problem. You can model the record correction process as either a super-queue containing sub-queues that represent correction reasons, or as individual work queues for each reason.

Assign queue privileges

To assign queue privileges, complete the following steps.

1. To open queue properties, double-click the queue.
2. Under Users, add users or groups to the workflow.
3. Select the Add, Process, or Remove privilege for each user.

Assign sub-queue privileges

To assign sub-queue privileges, complete the following steps.

1. To open super-queue properties, double-click the super-queue.
2. Under Users, in the entry queue, select Add to allow the user to create new workflow items in the sub-queue.
3. Select Remove to allow the user to remove items from workflow.

What is queue validation?

Validation rules

Validation rules in Capture and Indexing are defined in Application Plans, as well as automatically being defined based on the fields data type. In the app.config.json configuration file, you can set the enableValidation rules for each queue or sub-queue. Data type validations are always enabled to prevent bad data from being sent to the server.

Required fields

You can mark an indexing field as a required field by configuring the Manual Index Plan for the document type. You must edit the field within the application plan. In the Field Attributes dialog, clear the Allow blank check box to mark the field as required.

Define the content model

In Perceptive Content, documents that are captured and indexed in the application reside in a folder and are processed in a workflow process. The folder represents a collection of documents captured in a single capture session, typically referred to as a batch. This folder contains metadata required for processing, as well as additional metadata acquired during the capture process.

As part of the design process, you define the content model for the captured documents by designating the drawer and folder type for the capture and indexing process, and by assigning required privileges.

Define a drawer

To define the drawer in Perceptive Content, complete the following steps.

1. Create a new drawer and provide a unique name.
2. In Management Console, assign the following Content Drawer privileges for users and groups:
   • Open
   • Search
   • Create or append
   • Move
   • Rename
   • Delete
   • Edit custom properties
   • Edit type
3. Assign the Edit Keys privileges for users and groups.

Define batch custom properties

Folder types that represent the batch are recommended to have the Batch Capture - Documents composite custom property to store the order of documents in the batch. To successfully define batch custom properties, complete the following steps and assign the custom properties to the folder type created below.

1. Create a new string custom property named Batch Capture – Document.
2. Create a composite custom property named Batch Capture – Documents that contains the Batch Capture – Document property.
3. Create a new string custom property named Batch Capture – Origin.

Define batch folder type

To create the batch folder type for storing captured documents with the required custom properties, complete the following steps.

1. Create a new folder type.
2. Assign a unique name for the folder type, for example, Batch.
3. Assign the Folder Type > Use folder type privilege for users and groups.
4. Add batch custom properties: Batch Capture – Documents and Batch Capture – Origin.

Define document types

To configure the indexing scheme by document type, you can associate a manual application plan to a document type list.

In Perceptive Content, you can define document types for content that is captured and indexed. You can also add custom properties to document types, as applicable.

What are unknown and unindexed document types?

You can designate certain document types as unknown or unindexed. You can add these document types to a document type list, such as unindexed documents. In the application configuration, set the applicationPlan attribute for this document type list to an empty string. For more information, refer to the unindexed document example.

Define document type lists

To add document types to a document type list, complete the following steps.

1. Create a new document type list.
2. Add one or more document types to List Members.

Create the application plan for capturing

The Capture and Indexing application uses Perceptive Content capture profiles and application plans for capturing content.

Create a source profile

To create a source profile, complete the following steps.

1. In Management Console, in the left pane, click Capture.
2. On the Source Profile tab, click New.
3. On the Source Profile Definition page, select Document and then click Next.
4. Under Name, enter a name for the source profile.
5. Under Source, select External Scanner and click Next.
6. On the Scanner Options page, select the appropriate scan properties and click Next.
7. On the Scanner Barcode Options page, select the appropriate source profile barcode properties and click Next.
8. On the Scanner Image Processing Options page, select the appropriate source profile image properties and click Next.
9. Verify the configuration settings and click Finish.
10. Click Modify and, on the Security tab, assign the Manage privilege to the appropriate users or groups.

Create an external user application plan

1. In Management Console, in the left pane, click Application Plans > External User.
2. On the Applications tab, click New.
3. In the Plan Settings dialog, on the General tab, select the Document content type.
4. In the Name field, enter a name for the application plan and click OK.
5. On the Security tab, add users or groups and allow them to Link Documents and View.
6. In the Application Plan Designer, create dictionary entries for any field that will be manually entered by the capturing user.
   Note: "Origin" is a special dictionary entry that will map to the user‑selected Origin value during capture.
7. Map all dictionary entries to folder or document field values.
8. Select Folder Name, click , and assign the folder name to either a unique ID or a sequence number.
9. Select Folder Type, click , select the appropriate folder type for the batch, and click OK.
10. Configure folder and document fields as desired.

Create a capture profile

To create a capture profile, complete the following steps.

1. In Management Console, in the left pane, click Capture.
2. On the Capture Profile tab, click New > External Scanner.
3. On the Capture Profile Definition page, select Document and then click Next.
4. Under Name, enter a name for the capture profile and click Next.
5. Select an existing source profile and click Next.
6. Select an application plan and click Next.
7. On the Capture Profile Options page, click Next.
8. On the Capture Profile Definition page, review the configuration settings and click Finish.
9. Assign the Use privilege to the appropriate users or groups.

Create the application plan for indexing

For each indexing scheme, you must define a manual application plan in Perceptive Content. To create a manual application plan, complete the following steps.

1. Create a new manual application plan that contains a unique name.
2. Add the Link Documents privilege to users and groups that will use the application plan.
3. Open the Manual Application Plan Designer for the newly created application plan and navigate past the Drawer section.
   Note: Within the application, the documents being indexed are contained in the batch container (folder).
4. Perform one of the following actions to map one or more document index keys (Field1–Field5) or custom properties:
   • Map document name to unique ID.
   • Select either User Entry or Predefined List for fields that are completed by users.
   • Optionally enter a label for fields completed by a user.
   • Select the Allow checkbox to mark the field as required or clear the Allow checkbox to mark the field as optional.
   • Map the document type to the applicable document type list.

Configure document indexing

After defining document type lists and manual application plans in Management Console, you must associate them within the app.config.jsonn configuration file. To configure a document, complete the following steps.

1. Add the name of the document type list to the documentTypeList object.
2. Enter the name of the manual application plan to the applicationPlan attribute.

Configure print privileges

To print documents in Capture and Indexing, users must have print privileges. To configure print privileges, complete the following steps.

1. To allow printing all documents in a drawer, under drawer privileges for the user or group enable Viewer > Print Document.
2. To allow printing all documents of a document type, under the document type’s privileges for the user or group enable Viewer > Print Document.