Process AR Delivery Receipts with Rapid Adapt
The “Process AR Delivery Receipts with Rapid Adapt” workflow automates the ingestion of AR Delivery Receipts from a hot folder and uses OCR to extract key index data from the document. Using GlobalCapture’s Rapid Adapt Forms Learning, the first document through the system will end up in validation and require the user to leverage a point and click designer to assign marker’s used to identify the document and the positional location of the data points to be extracted. Since this is an AR example, documents captured will likely not change or not change often. It might make sense for the workflow designer to work through the process during the initial setup to make the experience completely hands off for users. It is unlikely in an AR scenario that validation users will need to understand the Rapid Adapt Forms Learning process. Going forward, most subsequent documents should get classified and automatically processed. Because OCR is never 100% accurate, it should be expected that misreads will happen and a small percentage of future documents will require validation. The quality of the original, quality of the scan and the font type being read will have the biggest impact to OCR accuracy.
For demo and testing purposes, click here to download an archive of example delivery receipts to be used with this workflow.
Understanding the Delivery Receipt Transformation Process
To incorporate this workflow into your business process, make edits, or perform maintenance, it is important to completely understand how each node comes together. As such, a node by node review of the as-built workflow is outlined below. Users that have taken the Certified GlobalCapture Engineer (CGCE) eLearning and Advanced GlobalCapture Engineer (AGCE) education class will have the foundation of knowledge necessary to understand and implement this workflow.
The green Import node of the workflow determines the location GlobalCapture will monitor to automatically ingest the documents and the frequency at which it does so.
- Change the “Source Path” attribute to change the folder GlobalCapture monitors and imports from, along with the “Frequency” attribute to determine how often GlobalCapture performs in import. More information on all Import node attributes can be found in the GlobalCapture Workflow Management documentation.
The first blue Set Process Field Node sets control flags used to determine if any page separation will be enabled and if emails should be sent. Page separation is used to split pages when multiple individual documents are contained in a single file placed in the hot folder.
- To split on a static page count, set the Separation Flag to 2. This will configure GlobalCapture to separate every X pages as configured on the first blue Separate Node.
- To split using a QR Code or Datamatrix barcode coversheet that appears between each individual document in the file, set the Separation Flag to 1
The Send Unclassified Email flag used to determine if an email notification is to be sent when documents are unable to be classified and require attention in the Batch Manager.
- Set the Send Unclassified Email flag to 1 to send an email and 0 if no email is to be sent. Note that your system must be configured to send email if this flag is set to 1, otherwise processes will generate an error.
The AR Record Type is set to Delivery Receipt as well in this node. This corresponds to the Business Essentials database, and will properly identify the document when saved into the Accounts Receivable archive.
The next set of nodes contained within the Separation Configuration group control how documents being processed will be separated, according to the separation flag set earlier. To avoid issues, changes to these nodes should only be made by advanced users with a deep understanding of how separation works.
The first purple Condition node checks if page count separation will be used as configured in the Separation Flag previously.
If the flag is set to two, the workflow will proceed to use page count separation.
The first blue Separate node is used to configure page count separation. The Page Count attribute determines the number of resulting pages in each document. The default of one will initiate separation after every page in the document. If not the workflow moves to the next purple Condition node.
The second purple Condition node checks if barcode separation will be used as configured in the Separation Flag previously.
- If the flag is set to one, the workflow will proceed to use barcode separation.
The second blue Separate node is used to configure barcode page separation. GlobalCapture supports many barcode formats for use in separation. The default configuration uses QR code and DatMatrix formats. Additionally, so as not to initiate a false positive, a prefix can be used that reads the value in the barcode to find a unique value only intended for separation. The default prefix looks for the value “SEPARATOR” and will only initiate separation when it is found.
- For more on separation, consult the Separate Node documentation.
The brown Delete Pages node is used to remove pages from the resulting document(s). When using barcode coversheets for separation, once the sheets have served their purpose the sheets can be deleted from the resulting documents, saving space.
The third purple Condition node checks to ensure there are still pages remaining in the document using the Page Count system field. This is best practice whenever using the delete pages node as downstream errors can occur when trying to process a zero page document.
If pages remain the workflow moves straight to the classify node.
- If no pages remain, the red End node is reached and the workflow ends. A common example of where this can occur is when two barcode coversheets are mistakenly placed on top of each other. A resulting document would contain only the barcode cover sheet which would get deleted, leaving no pages.
The dark purple Classify node is used to initiate OCR extraction on the document with predefined templates.
- If the document matches an existing template or template group that has been applied, it will use that templates rules to extract data and move on to the release node.
- The first time a document is processed through this workflow, no templates will exist and the document will move to a validation queue in Batch Manager where a user can build an extraction template that matches that documents format. (See below)
The node is configured to only apply templates that are created as part of this process using a template group called AR Delivery Receipt. Templates created outside of this process can be included by adding them to the AR Delivery Receipt template group.
If no matching template is found, the document moves on to a validation queue in Batch Manager.
The next purple Condition node is used to check the Send Unclassified Email flag.
If set to 1, an email will be sent notifying a user or group that a document was unable to be classified and requires attention in Batch ManagerWe recommend that a sample document be sent into the workflow for each format automated extraction is expected. After a template has been created, all future documents should get classified and the data automatically extracted. Consult the classify node documentation for more information. If set to 0, the email step is bypassed.
The green Validate node is used to trigger user interaction into the process. In this case, allowing users to review documents that were unable to be classified. It could be that no templates had been created yet, the document didn’t match any previously created templates, was scanned at a low resolution causing OCR issues, or mistakenly entered the wrong capture process.
- The Validate node can have an unlimited number of outputs related to the various user actions that are available. This process is configured to allow for three actions, Save and Index, Reclassify or Delete Document.
- The Save and Index action is used when a user manually enters the index data for the document. It will route the document directly to the release node to be saved into your GlobalSearch Business Essentials Accounts Receivable Archive
- The Delete Document action deletes the document and ends the process. This is commonly used when a document mistakenly entered the workflow process and is not needed.
- The Reclassify action is used to send a document back into the Classify step to reattempt OCR classification. This can be used to immediately test templates created with Rapid Adapt at this step.
The orange Release node is used to release the document into your GlobalSearch Business Essentials database Accounts Receivable archive.
The red end node signifies the end of the GlobalCapture process.