Document Management

The phrase “document management” is rather broad and can apply to a variety of scenarios depending on the needs (and size) of the business. In some instances we are talking about a system that merely gives us an efficient way to scan paper and save it out in an orderly, intuitive structure. Other times, we need to bring in search and viewing capabilities that are all handled inside a single piece of software. Likewise we may be working with more than just digital versions of paper files, such as MS Office documents, CAD drawings and graphics files. We can even run into the need for advanced features like document lifecycle management and workflow. These features are especially important when regulations such as HIPAA and Sarbanes-Oxley apply, to keep prying eyes away from critical information, and to limit liability by removing old docs once they’ve passed their business or regulatory prime.

More information and side-by-side feature comparisons are available on the Document Management Comparison page.

PDF Processing with FineReader and FineReader Server

How to create a PDF from Microsoft® Word, Excel, or PowerPoint

How to convert emails to PDF

How to Split a PDF

Create new PDF documents or separate PDF documents combined in one easily with FineReader PDF 15.

Learn how to split PDFs and extract pages easily.

How to create and edit interactive PDF forms

Watch this video and see how to edit and create interactive PDF forms quickly and easily.

Form Editor tool in FineReader PDF 15 allows creating and editing fillable PDF forms with text and date fields, dropdown lists, list boxes, checkmarks, radio buttons, signature fileds and action buttons. Collect information and create effective document templates with ease!

How to extract text from scanned PDFs

How to extract tables

How can I verify if the digital signature is valid?

If you open a document with a valid digital signature in FineReader, you will see a green notification Valid on the left panel of ABBYY FineReader PDF 15:

Recognizing a document with existing text layer in FineReader PDF 15

Open FineReader PDF 15;
Go to Tools > Options > OCR;
In the PDF recognition mode select Use OCR option:
Click OK;
Recognize your document again.

How to convert a document into an accessible PDF/UA

Make your mixed documents—PDF, scanned, photographed, or papers— digital and accessible.

In this […]

Reading Barcodes with Digitech PaperFlow and PaperVision Capture

Does processing barcodes “on-the-fly” make any difference in speed or recognition?

On-the-fly processing is actually a preferable way of reading barcodes since it does not noticeably decrease scan speed. The recognition will be the same whether the barcode is processed on the fly or as a post-process.

How to configure a Capture job to index a value, insert a document break, and delete the barcode page

This article outlines the basic settings required to enable a job step to insert a document break, index a value, and then delete the page. This is typically configured when using barcode header sheets.

A single job step in Capture can be configured to break a document, index one or more values, and then delete the page used for breaking/indexing. This could be configured in a Capture Scan step, Barcode 1D or 2D step, or a Capture OCR (zonal) step. The steps below describe the setting changes that need to be made in either a Barcode or OCR step.

In the Capture job definition, add a Barcode step after the job’s start step.
Set the Auto Document Break Mode to ‘Barcode’.
Click the ellipses button next to Barcode Zones to open the Edit Zones dialog. Import or scan a break sheet and draw your zone.
The default barcode type is Code 39; change this if necessary. An optional setting is “Required for Delete,” which makes your zone required to be read successfully for the break page to be deleted from the document. Save and close the Edit Zones dialog when finished.
Set the Save Page property to ‘False’.
Now, under the Indexes section, click the ellipses to add a new index field.
Name the field, then click the ellipses next to Barcode Zones to draw the zone.
Save the index configuration.
Repeat Steps 6 through 8 for any additional index […]

Catherine2022-04-27T13:17:25-04:00Tags: Automatic Document Seperation, barcode, Barcode OCR, Data Capture, Document Management, Document Processing Software, Forms Processing, Invoice OCR, Invoice Workflow Software, OCR, OCR PDF|

Using FlexiLayout Studio to Design Data Capture Templates

FlexiLayout: How to capture a table using Repeating Group if table header is on each page

In some cases, we might have a table that we are not able to capture correctly using a traditional method – Table element. In such cases, we usually use Repeating Group element.

But what if we come across a multi-page document that has a table header on each page?

We can use two following methods to capture such a table using the Repeating Groups.

Using Absolute search area constraints

To limit the search area to the table area so that it doesn’t capture unnecessary text outside of the table, we can use Absolute search area constraints in the Search Constraints tab.

You can measure the area with the Measure Rectangle tool.

Using nested Repeating groups

Sometimes it might be not suitable to use the Absolute search area constraints method because other tables using this layout might have different positions and lengths of elements, thus making it not convenient to use the method, because you will have to re-measure the area every single time.

In such a case, you can use the nested Repeating group method.

Create the first, “main” Repeating group that will include the Table header and footer.
Next, create the nested RG in the first RG. The relations are as follows:
These are the main steps, other elements in the RG don’t need any specific settings and should be designed according to the needed results.

Additional information

FlexiLayout: Capturing a table using Repeating Group

How to reliably capture elements in FlexiLayout Studio if the image resolution can vary

When the image resolution varies, then the search area of elements based on absolute offsets can miss […]

Catherine2022-04-27T13:32:10-04:00Tags: Accounts Payable Automation, Accounts Payable OCR, Automate Data Entry, Batch OCR, Data Capture, Document Management, Document Processing Software, Forms Processing, Invoice Automation Software, Invoice Capture, Invoice OCR, Invoice Workflow Software, OCR Tables, Table Extraction|

Using ABBYY Vantage Document Skills

Processing Your First Documents with Vantage

Learn how easy it is to get started with Vantage – upload your documents and Vantage will take care of the rest.

How to Create and Train a Vantage Document Skill

Learn how to use the Vantage Skill Designer to create and train a new Document Skill with just a few sample documents.

How to Create and Train a Classification Skill in ABBYY Vantage

Learn how to use the Vantage Skill Designer to train a new Classification Skill. You need just a few samples of each document class.

How to Automate a Complete Workflow, by Creating a Vantage Process Skill

How to Edit a Document Skill

Learn how to adapt already existing skills to your specific documents and business requirements.

How to perform the first authentication in Vantage Swagger UI?

To get a first access token perform the initial authentification using the default client, one does not need to enter any passwords or client ID. The initial authentication is preconfigured. Just open a Swagger page (EU link or US link), click Authorize:

Select all scopes, and click Authorize again:

The password should be specified only for a custom client. A custom client can be created after the initial initialization.

References

EU Help: Getting a Tenant Identifier or US Help: Getting a Tenant Identifier

EU Help: Creating a Client or US Help: Creating a Client

Learn more at ABBYY […]

Catherine2022-04-27T13:35:40-04:00Tags: AI Classification, AI OCR Training, Artificial Intelligence, Automate Data Entry, Automated Invoice Processing Software, Automatic Classification, Automatic Document Seperation, Data Capture, Data Extraction, Document Management, Document Processing Software, Forms Processing, Invoice Automation Software, Machine Learning, OCR, Robotic Process Automation|

Using SharePoint in FineReader Server

Saving documents to the SharePoint in ABBYY Recognition Server

Note: In order to be able to communicate with the SharePoint Server, the Server Manager and the Remote Administration Console require Microsoft .NET Framework 4.5 to be installed.

To be able to save output documents to a SharePoint Server library, the ABBYY Recognition Server Server Manager service must be run under a user account that has read/write access to the SharePoint Server library. If during the installation, you chose to run the service under a Local System account, you should restart it under a user account.

To set up the publishing of documents to a SharePoint Server library:

Run the Remote Administration Console under a user account that has read/write access to the SharePoint Server library.
Create a new workflow or modify an existing one (see Creating a New Workflow). In the Output Format Settings dialogue select Save output file in SharePoint library.
Enter the URL of the SharePoint Server site (e.g. http://myportal/mysite/) and click Connect. The Remote Administration Console will try to connect to the specified site and download the list of document libraries and folders from there. If the connection is successful, you will see the “Connected” message below the button, and the names of the document libraries will appear in the Select document library list.
Select the document library from the list. Click the Settings…button to associate a document’s metadata fields with the corresponding columns of the selected document type in SharePoint.
Select the folder in the document library using the Browse…button or leave the field empty to save documents in the root folder.
Click OK in the Output Format Settings dialogue box.

If the Input folder has several subfolders containing image files, the output files will be saved in […]

Catherine2022-04-26T17:01:03-04:00Tags: Data Capture, Document Management, Document Processing Software, OCR|

Recognition of Barcodes in ABBYY technologies

ABBYY technology and products can read different barcode types.

The Document Analysis algorithms are able to locate and identify different barcodes on a document page, but of course it is also possible to “draw” a barcode block also via API.

Once the barcode region is defined/detected, it can be recognised. The API provides access to:

the coordinates
the characters
character confidence information
start/stop symbols of different barcode types,
for barcodes of type Code 39 the start/stop symbol is the asterisk “*”
The barcode value can then be used for file naming.

A very common scenario is document separation based on barcodes.

- This feature is implemented in FlexiCapture projects
- With FineReader Engine, the developers can “cut” the page stream with custom code
- Separation in FineReader Server
- Separation in the ABBYY Scan Station (FineReader Server & FlexiCapture)

Tips for working with barcodes

Barcode recognition quality depends on:

the barcode print quality
settings used in the document scanning process
Placement of the barcode when it is manually added

In order for the barcodes to be recognized well, follow these recommendations:

A barcode must be separated from other text by a fairly wide white gap.
Barcode size and the width of its separate bars or dots must meet the following requirements:
- The optimal barcode height is more than 10 millimetres. The size of a barcode should be less than A4 size.
- Barcode height must be higher than the double height of a text line
- For not-square barcodes, their […]

Catherine2022-04-26T16:20:06-04:00Tags: Barcode OCR, Batch OCR, Data Capture, Document Management, Forms Processing, Knoxville TN OCR Solutions, OCR|

Document Processing via Email in FineReader Server

In this video, learn how to configure a workflow for document input and processing via e-mail on FineReader Server.

See how in a few simple steps you can configure this workflow. You can even edit the e-mail subject and message. Watch how to setup usage scenario: Centralized document conversion service in this video.

From the document input to the document output, including the document processing, FineReader Server is designed to simplify, optimize and fasten your worflows. Scalable and easy to configure, FineReader Server can adapt to all your needs.

How to convert several emails from MS Outlook into PDF?

In order to convert several emails into a PDF file, you may use the virtual printer PDF-XChange 5.0 for FineReader.

Follow the steps below:

Select the needed emails in MS Outlook.
Press File>Print.
Select PDF-XChange 5.0 for FineReader as a printer and press Print.
Save the PDF file.

How to set up the import from the Gmail mailbox using the IMAP Image Import Profile?

In your Gmail, create the folder (mailbox) that you want to import from.
In your Gmail, create the folders (mailboxes) for the Exceptions and Processed emails.
Enable the IMAP protocol in Gmail settings.
Turn on the Less secure app access option in the Security section of Google Account Settings.
Create a new Image Import Profile (open the project in the Project Setup Station > Project > Image Import Profiles > New). Choose Hot Folder: IMAP Server.
Specify the address of the IMAP server: imap.gmail.com.
Click settings and specify your Gmail login and password. Choose Type of encrypted connection: SSL.
Click Browse and select […]

Catherine2022-04-26T15:21:53-04:00Tags: Data Capture, Document Management, Email OCR, OCR|

OCR Experts for Any Project

Our unique team of OCR experts are equipped to help out with OCR projects of any size or complexity. We have support specialists that can remotely configure desktop solutions in a matter of minutes and expert systems integrators with years of programming, database design, and robotic process automation experience.

Desktop OCR

Use our online store to order desktop OCR applications and our staff will be happy to answer your setup questions via email or web chat.

Remote configuration and training services using GotoMeeting are available for a low hourly rate.

Let Us OCR That For You

Got a one-time conversion and don’t want to hassle with software? Upload your scanned document to us and we’ll send back the converted files. Optional verification service corrects recognition errors and layout issue for a low hourly rate.

Data processing for forms, reports, directories, and other documents is also available with output to CSV, Excel, XML, JSON, SQL, etc.

Contact us and if possible provide a sample, total pages, desired output and whether you want us to correct the results after OCR and we’ll reply back with a quote right away. Prices start at $50 for up to 1,000 pages.

Batch Scanning & OCR Servers

Automate document scanning and digital document archival processes using zone OCR, barcode recognition, database integration and other technologies.

Small business systems and single document workflows can be setup remotely via GotoMeeting, usually in just a few hours. Chat now if we’re online or leave a message to schedule a consultation.

Data Capture and Forms Processing

Advanced data extraction solutions that can turn the most complex documents into structured data ready […]

Why are the prices of OCR applications so different?

OCR software ranges in price from freeware all the way up to tens of thousands of dollars. What explains the difference between these applications? Here’s the breakdown:

OCR Freeware uses the SimpleOCR or Tesseract engines and provide limited scanning and output format capabilities. Recognition quality is generally poor except for the highest quality document images.
PDF OCR Converters provide good quality OCR engines like ABBYY, IRIS and OmniPage, but limit the output to searchable PDF files. These cost less than $100.
Standard OCR applications range from $100-$200 and provide full OCR capabilities including converting scans to Word, Excel, HTML and other editable formats.
Corporate OCR applications add advanced features like automated hotfolder processing, concurrent licensing and other features useful for business applications. Pricing for these is $200-$500.
OCR Servers provide scalable, enterprise OCR services for processing very high volumes of documents or providing OCR capabilities to users throughout the organization. Prices start around $1,500 and go up based on processing volume.
Enterprise Data Capture and Forms Processing applications are used to capture structured data from complex documents like healthcare claim forms and invoices that include things like tables, handwriting, checkboxes, and movable zones. These solutions can cost anywhere from around $1,000 to hundreds of thousands of dollars depending on the document volume and complexity of the project.

aaron2021-01-24T18:39:02-05:00Tags: Accounts Payable Automation, Accounts Payable OCR, AP Invoice Scanning, Automate Data Entry, Barcode OCR, Batch OCR, Batch OCR PDF, Best OCR Software for Handwriting, Convert Images to Searchable PDF, Convert Images to Word, Convert PDF to Editable Word, Convert PDF to Excel, Convert PDF to HTML, Convert PDF to Text, Convert Picture to Text, Data Capture, Data Extraction, Document Management, Document Processing Software, Extract Text from Image, Forms Processing, Handprint Recognition, ICR, Image Recognition, Invoice Automation Software, Invoice Capture, Invoice Imaging, Invoice OCR, Invoice Recognition, Invoice Scanning Software, Invoice Workflow Software, Kofax OmniPage, Kofax PowerPDF, OCR Accuracy, OCR Character Recognition, OCR Invoice Processing, OCR PDF, OCR Scanner, Optical Character Recognition, PDF Data Extraction, PDF OCR, Scan Invoice, Server OCR, Simple Invoice Software, Text Recognition|

Kofax PaperPort Professional

Kofax PaperPort Professional empowers your organization to take control of document management beyond the desktop. With Kofax PaperPort Professional, office workers or individual professionals can save time and money with instant access to all documents—anytime, anywhere.

Nikita2021-02-07T09:46:16-05:00Categories: Desktop OCR, Document Management, Kofax, PDF Converters|Tags: Convert Images to Searchable PDF, Document Management, OCR PDF, OCR Scanner, PDF OCR|

Kofax PaperPort Standard

Kofax PaperPort Standard allows individuals and small organizations to scan, share, search and organize documents in a simple, integrated solution. With Kofax PaperPort, you can take individual information management to new levels of productivity and security using the ultimate digital filing cabinet.

Nikita2021-02-05T10:27:46-05:00Categories: Desktop OCR, Document Management, Kofax, PDF Converters|Tags: Convert Images to Searchable PDF, Document Management, OCR PDF, OCR Scanner, PDF OCR|

IRIS IRISmart File

Intelligent software for semi-automatic naming and classification of documents. Designed for personal document management without the headache of manual organization.

Nikita2021-04-16T15:15:59-04:00Categories: Document Management, IRIS, Zone OCR|Tags: Document Management|

SimpleIndex Barcode Suite

Simple Software SimpleIndex Product Suites offer you a better deal on bundles of essential products.

SimpleIndex Barcode Suite combines best Simple Software products to create a complete Barcode OCR solution. It includes:

SimpleIndex Barcode Server license with built in Accusoft barcode engine and server functionality.
SimpleSend solution enables automated sending of document files via secure FTP or email. SimpleSend enhances the functionality of SimpleIndex in several ways as well as functioning as a standalone application.
SimpleExport license is designed to convert any delimited text file into any XML or formatted text file format using XSLT. It automates the process of applying XSLTs, especially for document imaging applications where the data has matching files that must be moved or renamed along with the data.
5 licenses of SimpleCoversheet which is designed to work with data sources like SQL databases, spreadsheets and text files to dynamically build lists of barcodes to print. This is especially useful in document scanning applications where barcodes are used to identify and file documents automatically.

Demos and Additional Materials

Nikita2021-06-30T14:46:19-04:00Categories: Indian OCR Languages, Simple Software|Tags: Barcode OCR, Batch OCR, Batch OCR PDF, Convert Images to Searchable PDF, Convert PDF to Text, Data Capture, Data Extraction, Document Management, Document Processing Software, OCR PDF, OCR Scanner, PDF Data Extraction, PDF OCR|

SimpleView

Application for managing and viewing scanned documents, images and PDF files.

Unlike other freeware PDF viewers, SimpleView is designed to work with many files at once instead of one at a time. The free version also supports TWAIN scanning and the ability to move, rearrange and rotate pages.

Download SimpleView Freeware

Nikita2021-03-03T20:46:51-05:00Categories: Desktop OCR, Document Management, Simple Software|Tags: Document Management|

SimpleIndex OCR Server 1M PPY

SimpleIndex OCR Server 1 million pages per year – ABBYY FineReader OCR Server

Document capture solution with a one-click interface that automates your scanning and document filing by creating easy-to-find electronic content, saving you time and money. It’s highly customizable to meet even the most detailed needs, with top quality technicians to support your requirements.

Demos and Additional Materials

Nikita2021-06-30T14:47:36-04:00Categories: Batch OCR Software, Excel OCR, Server OCR, Simple Software, Zone OCR|Tags: Barcode OCR, Batch OCR, Batch OCR PDF, Convert Images to Searchable PDF, Convert PDF to Text, Data Capture, Data Extraction, Document Management, Document Processing Software, OCR PDF, OCR Scanner, PDF Data Extraction, PDF OCR, Server OCR|

SimpleIndex Professional

SimpleIndex Pro version Includes:

SimpleIndex Standard,

ISIS scanning,

FineReader OCR

Accusoft Barcode Upgrades

Demos and Additional Materials

Nikita2021-06-30T14:48:39-04:00Categories: Batch OCR Software, Desktop OCR, Excel OCR, Indian OCR Languages, Simple Software, Zone OCR|Tags: Barcode OCR, Batch OCR, Batch OCR PDF, Convert Images to Searchable PDF, Convert PDF to Text, Data Capture, Data Extraction, Document Management, Document Processing Software, OCR PDF, OCR Scanner, PDF Data Extraction, PDF OCR|

SimpleIndex Standard

SimpleIndex Standard version
Includes:

basic text and barcode recognition,

TWAIN scanning

Demos and Additional Materials

Nikita2021-06-30T14:50:12-04:00Categories: Batch OCR Software, Desktop OCR, Indian OCR Languages, Simple Software, Zone OCR|Tags: Barcode OCR, Batch OCR, Batch OCR PDF, Convert Images to Searchable PDF, Convert PDF to Text, Data Capture, Data Extraction, Document Management, Document Processing Software, OCR PDF, OCR Scanner, PDF Data Extraction, PDF OCR|

The phrase “document management” is rather broad and can apply to a variety of scenarios depending on the needs (and size) of the business.

Small businesses and departments may only need a system that provides an efficient way to scan paper and save it in an orderly, intuitive structure.

Most projects also require the ability to search and view documents in an integrated viewer or website, and provide ways to annotate images, making notes and markup that other users can see.

Likewise we may be working with more than just digitized paper files. Native born electronic documents such as MS Office docs, PDFs, CAD drawings and graphics files.

There can also advanced records management requirements like access audit trails, document retention, lifecycle and workflow. These features are especially important when dealing with regulatory compliance such as HIPAA and Sarbanes-Oxley.

Our document management solutions can fit any budget or support any project requirements. It’s not always possible to do both at once, but we will try our best!

Contact Us for a free evaluation of your document management project and online demo of our software recommendations.

Personal & Small Business

Users within a single department, working from home or who have a small business can simply scan their documents to a folder that is shared to everyone. In this “ad-hoc” scenario you only need some basic document scanning software to simplify and bring consistency to your filing system. Our SimpleIndex software is a perfect all-in-one scanning and document management tool for this purpose.

If you want to move to the next level, there are Desktop Document Management options that provide an all-in-one means for capture, storage, search and retrieval of documents. These solutions are affordable and focused on automating process of organizing and […]

aaron2022-01-31T19:23:10-05:00Tags: Document Management, Document Processing Software, Invoice Workflow Software, Knoxville TN OCR Solutions|

One Source, Many Solutions

There are many document scanning solutions to choose from. ScanStore offers many of the top document imaging solutions under one virtual roof. ScanStore‘s CDIA+ consultants can work with you to explain the strengths and weaknesses of each option and even provide a demo of the products using samples that you provide.

You’ll find flexibility with each of these products allowing a one-person shop to jump right in, or scale up to enterprise or service bureau proportions. If you need to throw some data capture into the document imaging mix, ScanStore also carries OCR, forms processing and document management tools.

Information and Advice

Take a look at the Scanning Solutions Comparison page to find in-depth information on the features of the available offerings and for more insight in finding the best fit.

And be sure not to miss the detailed comparison of the favorite Batch Scanning solutions in the exclusive Document Scanning Software Review.

What’s Right for You

You want a paperless office and document scanning is part of the path to get you there. Simply buying a scanner and feeding paper into it isn’t going to save you money. Automation of the scanning process is what holds costs down and drives up your Return on Investment.

For example, if an OCR automation costs $3,000 to implement, but by doing so you save a $15/hr employee 10 hours per week of data entry, the feature has paid for itself in 20 weeks.

So how do we automate the data capture? Here are a few possibilities:

Full-Page OCR turns a scan into a full-text document you can search
Barcodes on each document contain key data like a customer name or invoice number
A single field […]

aaron2021-02-05T15:21:28-05:00Tags: AP Invoice Scanning, Barcode OCR, Batch OCR, Batch OCR PDF, Data Capture, Document Management, Document Processing Software, Knoxville TN OCR Solutions, OCR, OCR Scanner, Receipt Scanning|

More information and side-by-side feature comparisons are available on the Document Management Comparison page.

Additional information

References

Recognition of Barcodes in ABBYY technologies

Tips for working with barcodes

OCR Experts for Any Project

Let Us OCR That For You

Batch Scanning & OCR Servers

Data Capture and Forms Processing

Personal & Small Business

One Source, Many Solutions

Information and Advice

Take a look at the Scanning Solutions Comparison page to find in-depth information on the features of the available offerings and for more insight in finding the best fit.

And be sure not to miss the detailed comparison of the favorite Batch Scanning solutions in the exclusive Document Scanning Software Review.

What’s Right for You

You want a paperless office and document scanning is part of the path to get you there. Simply buying a scanner and feeding paper into it isn’t going to save you money. Automation of the scanning process is what holds costs down and drives up your Return on Investment.

For example, if an OCR automation costs $3,000 to implement, but by doing so you save a $15/hr employee 10 hours per week of data entry, the feature has paid for itself in 20 weeks.

So how do we automate the data capture? Here are a few possibilities:

Full-Page OCR turns a scan into a full-text document you can search

Barcodes on each document contain key data like a customer name or invoice number

A single field […]

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