Validate Document

Overview

This screen defines the operations that can be done on a batch in validation state. During this stage, the user can perform various operations on the batch, such as classifying, splitting, copying, and deleting the document, and additional tasks. The user has the ability to change the value of the document-level fields that have been extracted.

The document also explains the various plugin properties that should be set for batches that are in validation state. With the help of these properties, Ephesoft Transact facilitates the fuzzy search option, suggestion box facility, development of external modules or applications, and integration with Ephesoft Transact. When the batch comes to the validate state, its status is changed to READY_FOR_VALIDATION and it needs to be validated by the user manually if it is not validated automatically.

Below is shown the Batch List screen that contains a tab for the list of all the batches present in READY_FOR_VALIDATION state.

Batch List Screen Displaying Batches in READY_FOR_VALIDATION State

Configuration

Perform the following steps to set the validation plugin properties:

  1. Log in to theAdministrator module (Batch Class Management screen).
  2. Navigate to Batch Class > Modules > Validate Document module > VALIDATE_DOCUMENT plugin.

The following screenshot illustrates the fields in the upper section of the page:

VALIDATE_DOCUMENT Screen, Top-most Property Fields (1 of 2)

The following screenshot illustrates the fields at the bottom of the page:

VALIDATE_DOCUMENT Screen, Property Fields at Bottom of Screen (2 of 2)

Property Fields

The VALIDATE_PLUGIN configuration screen contains the following property fields:

Configurable property Type of value Value options Description
External Application Switch List of values
  • ON
  • OFF
This field is used to develop external applications and integrate them to work together with Ephesoft.

Default OFF.

Field Value Change Script Switch List of values
  • ON
  • OFF
If the switch is enabled, then every time the field values are changed, the field value change script runs.

Default OFF.

Fuzzy Search Switch List of values
  • ON
  • OFF
If the switch is enabled, then fuzzy search facility is enabled.

Default ON.

Suggestion box Switch List of values
  • ON
  • OFF
If the switch is enabled, then suggestions for alternate values for document level fields are available.

Default OFF.

Fuzzy Pop Up X Dimension (in px) Integer Integer value To specify the x-dimension of the fuzzy search result pop-up in pixels.
Fuzzy Pop Up Y Dimension (in px) Integer Integer value To specify the y-dimension of the fuzzy search result pop-up in pixels.
Validation Script Switch List of values
  • ON
  • OFF
If the switch is enabled, then whenever the batch in validation state is saved, the specified script runs.

Default OFF.

External Application X Dimension (in px) Integer Integer value To specify the x-dimension of the external application in pixels.
External Application Y Dimension (in px) Integer Integer value To specify the y-dimension of the external application in pixels.
URL1 Title, URL2 Title, URL3 Title and URL4 Title String N-A These properties hold titles for the external application.
URL1 (Ctrl+6), URL2 (Ctrl+7), URL3 (Ctrl+8) and URL4 (Ctrl+9) String N-A To fire the specified External Application for a batch on the Review Validate UI. URL of the external application is specified here which can be accessed via shortcut keys (Ctrl+6, etc.) as well as by selecting options from list. (External Application 1, External Application 2, External Application 3, External Application 4 as can be seen in the below screenshot.)

The following screenshot illustrates the External Application on the Validation screen:

External Application on Validation Screen

Features List

There are three panels in this screen:

  • Left-side panel or 1st panel — contains a document tree for the classified and unclassified Ephesoft documents.
  • Middle panel or 2nd panel — contains the Validation button and facilitates fuzzy search option. It also contains the list of document types and the list of documents for merging. Below, the validation panel displays document-level fields (with their extracted value) are present for the corresponding document.
  • Right-side panel 3rd panel — displays the enlarged image of the selected document.

Three Panels of the Validation Screen

Left-side Panel

The document tree in this panel lists the valid and non-valid documents.

  • Valid documents are marked by a green border line on the left.
  • Non-valid documents are marked by a red border line on its left.

Ephesoft Transact redirects the user to the Review view panel when the user clicks the Review view button at top left of the left-side panel.

  • The Review panel displays all the pages of the selected document as thumbnail images.
  • When the user again clicks the Review button, Ephesoft Transact redirects the user to the Document tree panel.
Review Panel with Thumbnail Images on Left-side Panel

The user can change the order of the page in a document by simply dragging the page to the desired location. When the user drags the page to the left, the remaining pages will shift to right, and vice versa.

Middle Panel

The middle panel displays the document-level fields with their extracted values. In the following screenshot, the document-level field is Part Number and the extracted value is 998100000015.

Review Panel with Part Number field in Middle Panel

When the user clicks the table view button, this opens another panel that contains a table corresponding to the selected document.

  • This option only comes when there is some table configuration given for the document type.
  • The table should contain valid data. If any cell in the table contains any non-valid data, the document is not validated.
  • Values in the table can also be populated by selecting the overlay from right-most panel.

The Review Validate Screen Table

The table on the Review Validate screen enables the user to perform the following general tasks:

  • Merge the document
  • Use function key
  • Save the batch
Table on the Review Validate Screen

The Review Validate screen supports the following actions or functions for tables:

  • Insert — Inserts a new row below the selected row in the table.
  • Delete — Deletes the selected rows. A row can be selected for deletion by selecting its check box.
  • Delete All — Deletes all the table rows.
  • Row Extraction — When clicking Row extraction, a temporary row will be inserted. In the new row, the user populates the value from the page on right-most panel by drawing overlays which will act as column coordinates x0,x1. Depending upon the coordinate, table extraction will be done. Based on the extraction results, new rows will be inserted in the table.
  • Column Extraction — This function extracts values of a specific column. In column extraction, the user needs to draw overlay for a specific column on the basis of which table extraction is performed as in Row extraction but here instead of adding new rows existing rows get merged with the extracted data for the specified column value. This merging is done by finding the nearest row on the basis of row coordinates within a specified threshold which is 1.5 times the height of extracted row.
    • An empty column can be populated by performing manual extraction for the column. For this, user must select the Column checkbox present to the right of the manual Extraction button.
    • Invalid data extracted during Manual extraction for rows can be discarded by selecting the header checkboxes of a column. Any row with invalid value for the checked column will not be added on performing manual extraction.
  • Field View — Navigates to the document-level field view.
    • This functionality aims at providing the application user (mainly review operators) the flexibility of customizing the shortcuts for specific operations on the RV screen.
    • The user can run some code script as per the need which will be fired just by pressing a key.

The table contains data validated using the table validation rules and column validation patterns defined for it.

In the case where a table validation rule fails, the entire row is highlighted.

In the case where the column pattern validation fails, then that particular column is highlighted. The user can break the column validation pattern for a column by using Ctrl + B on the column’s cell.

The user can define the validation rules from the following screen by clicking the Add menu.

Clicking Add in Table Validation Rules

The user can define the validation pattern for a column from the following screen. The user is also provided with an option to use Regex Builder or Regex pool for defining a regex pattern.

Option to Use Regex Builder or Regex Pool for Defining a Regex Validation Pattern

The user can move between different columns in a table by using the Up, Down, Left and Right arrow keys.

The user can also copy and paste the values of a column in multiple columns by making an overlay using right click.

Using an Overlay with Right Click

When selecting a check box of a row, the overlay highlights all the extracted values of all the columns corresponding to that row, as the following screenshot illustrates:

Highlighting values within the same line

If some of the extracted values of a row are located within the same line, the overlay highlights all of them in the single row, as shown in the above screenshot.

Otherwise, the overlay highlights only the extracted values, as the following screenshot illustrates:

Highlighting only Extracted Values

If the user selects a select-all check box, the overlay highlights all the extracted values, as the following screenshot illustrates:

Highlighting all the Extracted Values

The user can copy values, as the following screenshot illustrates:

Copying Extracted Values

Fuzzy Search Box

The Fuzzy Search option returns table data that match a pattern approximately. Every document is mapped to a table in database. Data from the table in database is returned corresponding to the pattern specified in the fuzzy search text box. User can specify the pattern in fuzzy search text box in following ways:

  • By typing text in the fuzzy search text box.
  • By single click population from the image in right-most panel.
  • By making an overlay on the image in the right-side panel.
Specifying a Value for Fuzzy Search

A particular row from that table can be selected for populating data into document-level fields.

Selecting a Row for a Table

Fuzzy search returns table data from database.

When clicking OK, the document-level fields are populated by the data from the table.

Filling the Document-level Fields

When the click arrow is present on the right of a column header, the user can perform a sorting operation.

When the user hovers the mouse over columns, the list of columns is displayed with checkbox in front of every column.

When any checkbox is unchecked, that column is removed from the Fuzzy Search popup for the current session.

The user can sort the column by clicking on the column header.

The user can change the column order by dragging the column to the desired position. The change in order is maintained for the current session.

Document-level Fields Getting Populated

Categories

Document-level fields can be organized into different categories, with these additional functions:

  • The user can define the category from the following screen in the Category column.
  • Document-level fields are categorized in the Group1 category by default.
Organizing Document-level Fields by Categories

The following screenshot illustrates how the document type appears on the Validation screen, when categories are defined for document-level fields:

Document Type as Displayed on the Validation Screen

When all document-level fields in a category are valid, that category will have a green dot on top left of the Category tab.

A category with one or more non-valid document fields will have a red dot with an exclamation mark on the top left of the Category tab.

Field Types

Document-level fields can be any of the following field types:

  • Text
  • List
  • Checkbox
  • Date
  • Multiline
  • Combo

The user can define the Field Type on the Index Fields screen using the Field Type dropdown menu.

Document-level fields with different field types appear, as shown:

Field Type Dropdown Menu

Document-level fields with different field types appear as illustrated with the following screenshot:

Document-level Fields with Different Field Types

During the pre-validation stage in the workflow, the Review Validate screen in Ephesoft Transact provides a feature to soft validate the document-level field value using a Java script code.

  • This can be used to validate fields or inject any custom Java script on the Review Validate screen.
  • If the custom client-side script returns false, it is considered to be an invalid state. Ephesoft Transact ensures that no validation task (UI validation or script) is done until the operator validates the fields.
  • It can be configured using any js file and including it in the ReviewValidate.html file.
  • As an example, Ephesoft provides the function signature in the utility.js file.

Case 1 — When the function returns false, the Validation screen displays a popup window informing the user that validation will not be done as the script returns false. No validation operation is performed in this case.

Returning False

 

Popup Window when Returning False

Case 2 — When the function returns true, then the Validation screen displays a popup window showing that validation will be done because the script returns true. In this case, Ephesoft Transact performs the Validation operation.

Returning True

 

Popup Window when Returning True

 

Validation Done Message

The user can perform the following tasks:

  • The user can configure category of document-level field and can also define them as read only with help of batch.xml using scripts. Default value of tags in the batch.xml file will be same as that defined on the user interface.
  • The user can specify any message with a document level field in the batch.xml file using scripts.
  • The user can copy/cut and paste using Ctrl + X/C/V or using context menu after right click to enter value in document-level field from a word document.
  • The user can perform a split operation to split a multipage document.
    • While performing this operation, the user has the option to split or retain only the document-level fields value, only the values in tables, both or none.
Document Split Confirmation Dialog

For an invalid document-level field, a tooltip will specify the reason the document-level field was flagged as invalid.

Flagging a Document-Level Field as Invalid

The user can suppress the popup windows from the Validation screen by selecting (enabling) the Don’t ask me again checkbox.

The next time the user performs that operation, the popup windows will not appear for the current session.

Confirmation Message for Duplicate Page

Clicking the More menu opens further options for the Function Key, External Application, Scanning and Shortcuts.

Using the More Menu

Function Key

This functionality provides the user (primarily review operators) with the flexibility of customizing the shortcuts for specific operations on the Review Validate screen.

The user can run a code script as per the need which executes by pressing a key.

The user can define the the Function key from the following screen by clicking the Add menu.

Function Key Mapping

The Review screen with the Function Key defined appears as shown below:

Review Screen with the Function Key Defined

External Application

This function is used to launch the specified external application for a batch on the Review screen.

For configuration of external applications, please refer to the Configuration section.

Scanning

This functionality aims at providing the application user to Re-Scan and Insert Page(s) in a document using a web scanner.

Scanning Function for Keyboard Shortcut

Rescan

This feature will redirect user to web scanner screen from where the user can only rescan the selected page. On clicking Finish, the user will be redirected to Review screen again.

The web scanner screen for rescanning appears as shown below:

Web Scanner Screen for Rescanning

Insert

This feature redirects the user to the web scanner screen from where the user can only insert a page which will be added before the selected page. The user can insert multiple pages one by one. On clicking Finish, the user will be redirected to Review screen again.

The web scanner screen for the Insert function appears as follows:

The Web Scanner Screen for the Insert function

Shortcuts

When the user clicks Shortcuts, this option opens a list of shortcuts for operations such as Saving, Splitting, Merging, Deleting the document, and more.

Choosing Shortcuts (partial display shown)

 

Choosing Shortcuts (additional options)

 

Choosing Shortcuts (additional options)

 

Choosing Shortcuts (additional options)

The user can select Enable / Disable Page Jumping on Field Change by using the keyboard shortcut Ctrl+Shift+\.

  • On enabling page jumping, when the user navigates between document-level fields in a document, the page from which the document-level field is extracted will be loaded on right-side panel.
  • On disabling page jumping, when the user moves to any document-level field in a document, the page on the right-side panel will not change.

The user can resize the dialog box using the edges, and can reposition it by dragging it to the desired position.

This change will be maintained for the current session.

Example of Resizing (1 of 2)

 

Example of Resizing (2 of 2)

Right-side Panel

The right-side panel contains the buttons for splitting, deleting, rotating the document, and more. These buttons can be used to perform functionality that is defined in the Shortcuts tab. The user can select any page from any document and use these buttons to perform the functionality shown in the screen shot below:

  • Shortcut key to ‘toggle multipage previewer’ in the upper left corner of Validation screen
  • Shortcut has been added to open multipage previewer
  • Shortcut: Ctrl + Shift + o

The following screenshot illustrates these functions:

Sample Functions for Ctrl + Shift + o

Support for Deletion of Multiple pages in Validation

This enhancement provides the user with the ability to delete multiple pages on the Review Validate screen.

The user can select multiple pages by pressing the Ctrl key, then selecting the pages identified for deletion. Multi-selection of pages for deletion can be made only within the document (intra-document only).

The following screenshot illustrates this method:

 

Deletion of Multiple pages in Validation

The following snapshot illustrates display of the document type name:

E:\Documentation\4040\Images\PreviewPanelValidation.png
Document Type Name

Shortcut to Close Batch

The Alt + left arrow key is used to close the batch on the Validation screen. This shortcut detail is also present in shortcut menu view.

Shortcut for Close Batch

If some unsaved changes are present, such as when the Validate button is red and the user tries to close the batch, then the following popup window appears to the user.

Popup Window

When the user clicks Yes, the batch will be close and unsaved changes will be lost.

When the user clicks clicks No, the user will stay on the Validate screen.

Tab Title of Validation Web Page

The tab title of this screen shows Validate.

Validate Tab Title

Validate Button Turns Red

If the user makes any change that must be saved manually to the batch.xml file, the Validate button turns red. The user must save the change by clicking this button.

The Validate button does not turn red for changes that are saved automatically to the batch.xml file.

E:\Documentation\4040\Images\ValidateRed.png
Validate Button Turns Red

Document Type Description in Preview Panel

The Document Type description will also be displayed in preview panel.

The following snapshot illustrates both the Document Identifier and Document Type.

This change for Document Type, from the Document Type dropdown list, is not saved to the batch.xml file until the user validates it.

E:\Documentation\4040\Images\PreviewPanelValidation.png
Changing Document Type

Shortcut to Close Batch

Use the Alt + left arrow keys to close the batch on the Validation screen.

This shortcut detail is also present in shortcut menu view.

Close Batch Keyboard Shortcut

If there are unsaved changes and the Validate button is red, the following message appears if the user attempts to close the batch:

Unsaved Changes Message

If the user clicks Yes, the batch will be closed and unsaved changes will be lost.

If the user clicks No, the user remains on the Validation screen.

Change Document Type

Use the Document Type dropdown menu to change the type of document.

Document Type Dropdown Menu

This dropdown menu displays either the list of document names or document descriptions.

The user can define which to display using the Document Display Property switch.

  • The value of Document_Type_Name sets the dropdown menu to display a list of document names.
  • The Document_Type_Desc sets the dropdown menu to displays a list according to description.
  • The following screenshot illustrates these properties:
Document Display Property

Apply To All

The user can define the Apply to all function for any index field of a document type on the Batch Class Management screen.

Apply to All Settings in Additional Configuration Column

When the value of this field is empty, or not extracted by any extraction plugin, the value of this field is populated with the corresponding field value of a previous document of the same document type.