Version 3.8

Capture Web Client User Guide

Imagine Solutions Inc. 1501 LBJ Freeway, Suite 790 Dallas, TX 75234 www.imaginesolutions.com

Fifth Edition (September, 2013) © Copyright Imagine Solutions 2007-2013. All rights reserved. Information contained herein is the sole property of Imagine Solutions Inc. Any duplication in part or full is not permitted without the prior written consent of Imagine Solutions. All information is confidential and is protected by non-disclosure agreement(s). The content of this document is provided for information purposes only. No claim is made as to the accuracy of the content. Furthermore, Imagine Solutions does not accept liability to any person for the information or advice provided in this document or incorporated into it by reference. Imagine Solutions does not accept any liability for loss or damage incurred as a result of reliance placed upon the content of this document.

Table of Contents 1.

Getting started with Encapture ........................................................................................................ 5 1.1 Common tasks ......................................................................................................................... 6 2. Security and Configuration............................................................................................................... 7 2.1 Login ........................................................................................................................................ 7 2.2 Change Password ..................................................................................................................... 8 2.3 Logout...................................................................................................................................... 9 2.4 Configure Station Security Settings......................................................................................... 10 3. Scanning Documents and Editing Batches ...................................................................................... 11 3.1 Overview................................................................................................................................ 11 3.1.1 About Capture ................................................................................................................ 11 3.1.2 About Index .................................................................................................................... 13 3.1.3 About Batch Data ........................................................................................................... 14 3.1.4 About Batch Assembly .................................................................................................... 16 3.2 Tasks ...................................................................................................................................... 18 3.2.1 Scan Documents ............................................................................................................. 18 3.2.2 Change Current Scan Settings ......................................................................................... 20 3.2.3 Create a New Batch ........................................................................................................ 21 3.2.4 Complete a Batch ........................................................................................................... 22 3.2.5 Suspend a Batch ............................................................................................................. 23 3.2.6 Open a Suspended Batch ................................................................................................ 24 3.2.7 Delete a Batch ................................................................................................................ 25 3.2.8 Navigate Through Items in a Batch ................................................................................. 26 3.2.9 Add Pages to a Batch ...................................................................................................... 27 3.2.10 Delete Pages from a Batch .............................................................................................. 28 3.2.11 Move Pages in a Batch .................................................................................................... 29 3.2.12 View Batch Documents or Pages..................................................................................... 30 3.2.13 Change Batch Page Orientation ...................................................................................... 31 3.2.14 Zoom In or Out on a Page ............................................................................................... 32 3.2.15 Confirm the Location of a Low-Confidence Page in the Batch ......................................... 33 3.2.16 Create a Document......................................................................................................... 34 3.2.17 Delete a Document......................................................................................................... 36 3.2.18 Split a Document ............................................................................................................ 37 3.2.19 Import an Electronic File ................................................................................................. 38 3.2.20 Import an Image File from the File System ...................................................................... 39 3.2.21 Retrieve the Next Batch for Indexing .............................................................................. 40 3.2.22 Enable or Disable the Automatically Get Next Batch Function......................................... 41 3.2.23 Release a Batch to the Index Queue ............................................................................... 42 3.2.24 Mark a Page as the Best Image Available ........................................................................ 43 3.2.25 Mark a Page for Rescan .................................................................................................. 44 3.2.26 Rescan a Page................................................................................................................. 45 4. Monitoring batches and changing their status ............................................................................... 46 4.1 Overview................................................................................................................................ 46 4.1.1 About Batch Monitor...................................................................................................... 46 4.1.2 About Encapture Workflow ............................................................................................ 48

4.1.3 About Batch Monitor data .............................................................................................. 52 4.2 Tasks ...................................................................................................................................... 55 4.2.1 Switch Batch Monitor Views ........................................................................................... 55 4.2.2 Find a Batch.................................................................................................................... 56 4.2.3 View Batch Detail ........................................................................................................... 57 4.2.4 View Batch Event History................................................................................................ 58 4.2.5 Change Batch Priority Level ............................................................................................ 59 4.2.6 Change a Batch Status .................................................................................................... 60 4.2.7 Reset a Batch into Workflow .......................................................................................... 61 4.2.8 Open a Suspended Batch in the Batch Monitor Module .................................................. 62 4.2.9 Queue a Batch for Deletion ............................................................................................ 63 4.2.10 Skip Cleanup on a Batch ................................................................................................. 64 4.2.11 View Batch Cleanup Status ............................................................................................. 65 4.2.12 View a List of the Documents in the Batch ...................................................................... 66 4.2.13 Copy Batch Information to the Clipboard........................................................................ 67 5. Troubleshooting ............................................................................................................................ 68

1.

Getting started with Encapture Imagine Solutions' Encapture application is a document imaging tool for performing remote and/or centralized document capture. Encapture scans and places document images into a batch using any TWAIN compliant scanner and then transfers these completed batches to a central server. Batches can be reviewed and their image files can be assembled into documents, indexed, re-scanned, rearranged, deleted, or completed as needed. The application is comprised of two components: Capture - A user-friendly application which allows the capture and assembly of documents and associated data. Index - An application that allows documents that are created in the application to be indexed. The application provides the same f unctionality a the Capture application, but adds the ability to retrieve documents for indexing from a work queue. Batch Monitor - A tabular based batch reporting application, which provides a powerful search capability and mechanisms for managing batches during the capture, transfer and delivery processes. What would you like to do? Learn Encapture About Capture About Index About Batch Monitor Using Encapture Create a batch Scan documents Assemble documents Complete a batch Retrieve the Next Batch for Indexing

1.1

Common tasks Below is a list of common tasks within Encapture. You'll find more information by browsing the document contents. What would you like to do? Scan Documents Complete a Batch Suspend a Batch Find a Batch Open a Suspended Batch Retrieve the Next Batch for Indexing Delete a Batch Create a Document Change Batch Status Login Change Password Logout

2.

Security and Configuration

2.1

Login Enter your User ID and Password. Click the Continue Button. Notes 

Based upon your site's configuration, you may have automatic or transparent login to Encapture.



If you are idle for a period of time, the application automatically terminates your session requiring you to log back in to the application.



If you are using the Encapture Native login mechanism you may be periodically prompted to change your password on login.

Related topics Logout Change Password

2.2

Change Password 1. Click Change Password on the toolbar. 2. Enter your current password in the Current Password field. 3. Enter your desired new password in the New Password field. 4. Enter your new password again in the Confirm Password field to confirm. 5. Click the Continue button to change your password. Note 

The new password must be different than the existing password



If your password has expired, you will not be able to use the application until you change it.



Based upon your site's configuration, you may have automatic or transparent login to Encapture. In this case, the Change Password option will not be available.



This function is only available if the system is configured for Native login and password changes are enabled.

Related topics Login Logout

2.3

Logout 1. Click the Logout menu item to terminate your session and display a Logout confirmation page. Note 

Based upon your site's configuration, you may have automatic or transparent login to Encapture. In this case, the logout option may not be available.



If you are idle for a period of time, the application automatically terminates your session requiring you to log back in to the application.

Related topics Login Change Password

2.4

Configure Station Security Settings 1. Access the Encapture web site. If your workstation has not been configured to support access to the site then you will be redirected to the Client Configuration page. 2. Note the specified settings for the server name and the secure sockets layer (http/https) option displayed on the Web page. You will also need to know whether you are accessing the server over an intranet (i.e. within your organization’s network) or over the internet (i.e. outside your organization’s network). 3. Click the Configure option. 4. The Encapture client configuration utility will be downloaded and launched. You will be prompted to either Save or Run the utility one or more times. Each time you should select the Save option, save the setup executable file to your computer, then launch the setup. If you are an administrator on the workstation, you should rightclick the setup executable, then click Run as administrator. 5. Click Next to continue. 6. Enter the Server Name that was displayed on the Web page. 7. Check the Secure Sockets Layer option that was indicated on the Web page. 8. Check the appropriate option for Internet or Intranet access. 9. Click Next to launch the configuration process. During this process multiple popups will be displayed as the station security settings are updated. If any errors occur during the process a popup will be displayed and the process will terminate. This may occur because your organization blocks some security settings from being modified. 10. Once the process is complete click Finish to close the configuration utility. 11. Select Finish to attempt to access the Encapture server. If the configuration was successful you will be able to access the application otherwise you will be redirected back to the configuration page. If this occurs you should contact your Systems Administrator for instructions on how to proceed. Note 

If you are using Internet Explorer 6 it may be necessary to close and reopen your browser before you can access the application



The configuration process writes a log file called WebClientInstallationLog.xml to the following location: C:\Documents and Settings\\Application Data\Imagine Solutions\Encapture This file can be used to identify the actions that were performed by the utility and the cause of any errors that occurred if the configuration was not successful.

3.

Scanning Documents and Editing Batches

3.1

Overview

3.1.1

About Capture The Capture application allows for the simple creation of batches through a very straightforward and easy to use interface. Batches may contain any number of documents and images and their associated data. Typically, this data is used by back-end processing applications or to index the batch for later retrieval from an image repository. Capture generally involves simply selecting the Batch Content Type and Scan Mode to use, entering any required and optional batch data, scanning and optionally assembling documents, then completing the batch. Batches are created as needed and are active until they are deleted, suspended, or completed. The three lifecycle actions that may be performed on a batch in Capture are:

Action

Description

Complete

This locks a batch in its current state and submits it for processing.

Suspend

This saves a batch for later completion or deletion.

Delete

This deletes the images and data associated with a batch.

What would you like to do? Learn Encapture About Index About Batch Data About Batch Assembly About Batch Monitor Customize a Scan Mode About Customized Scan Modes Use Capture to Scan Documents Complete a Batch Suspend a Batch Delete a Batch

Open a Suspended Batch Add Pages to a Batch Delete Pages from a Batch Move Pages in a Batch Create a Document Import an Electronic File Import an Image File Delete a Document Split a Document Rescan a Page Mark a Page as the Best Available Image Navigate through Items in a Batch Find a Batch

3.1.2

About Index The Index application allows the process of indexing documents to be separated from the process of capturing the documents. Indexing of a document involves assigning relevant business data to the document so that it can be retrieved later. The Capture application provides functionality that allows a batch of documents to be indexed when it is created. However, the Index application allows a batch of documents to be created in the Capture application, completed before it has been indexed, and then opened from a work queue in the Index application by another user and/or on a different workstation. Note that if all required index fields are entered when a batch is created in the Capture application then the batch will be sent directly to delivery. The application provides the same functionality as the Capture application, but adds the ability to retrieve batches for indexing from a work queue. Batches can be retrieved in priority and create time order by using the get next batch functionality. What would you like to do? Learn Encapture About Capture About Batch Data About Batch Assembly About Batch Monitor Use Index to Retrieve the Next Batch for Indexing Release a Batch to the Index Queue Flag a Page for Rescan

3.1.3

About Batch Data Batch data describes all of the data associated with a batch. Data is associated with a batch for a variety of reasons, these typically include: 1. Identifying the type of images in the batch in business terms 2. Identifying the settings that should be used when creating images for the batch e.g. color or black and white 3. Identifying the source of the images 4. Providing index values for the repository 5. Providing any data required by downstream workflow processes To fulfill these requirements, Encapture provides a number of standard data fields as well as the ability to configure custom fields. Additionally, Encapture also provides the ability through an extender model, to validate and verify data entered into any of the fields to reduce the error rate during back-end processing. The fields in Encapture and their purpose are:

Field

Purpose

Content Type

Describes the content of the batch. Typically, this is expressed in business terms.

Scan Mode

This is the scanner and file configuration settings to use for this batch.

Scan From

This is the source of the images for the batch. It may be an attached scanner or the file system.



These are any fields added by the administrator for a given content type. These fields may optionally be verified against back-end systems. Typically, these fields are used for index data or data required by workflow systems.

What would you like to do? Learn Encapture About Capture About Index About Batch Assembly About Batch Monitor Customize a Scan Mode About Customized Scan Modes Use Capture to Scan Documents Complete a Batch

Suspend a Batch Delete a Batch Open a Suspended Batch Add Pages to a Batch Delete Pages from a Batch Move Pages in a Batch Create a Document Import an Electronic File Import an Image File Delete a Document Split a Document Navigate through Items in a Batch Find a Batch Retrieve the Next Batch for Indexing

3.1.4

About Batch Assembly Batch assembly is the term used to describe the process of taking a set of loose pages that have been scanned into a batch and organizing them into documents that have been identified with business data. A batch is created by scanning sheets of paper using a TWAIN scanner, or importing image files from the file system. Even though these sheets may be physically grouped into documents, when they are initially scanned into a batch Encapture cannot recognize where the sheets for one document ends and the sheets for the next document begins. Each sheet is added to the batch as a loose page - or two loose pages if you are scanning in duplex mode. These loose pages must then be organized into documents within the application. A group of pages may be assembled into a document by selecting the pages in the tree view or thumbnail and selecting the Create Document function from the toolbar. This results in a new document being added to the batch and the selected loose pages being moved into that document. Alternatively the toolbar Create Document function can be selected without any pages selected and an empty document will be created. Pages can then be added to the document by scanning with the document selected in the tree view, or by moving existing loose pages into the document via the cut and paste function, or the drag and drop function in the tree view. Note that a batch cannot be completed with documents that do not contain any pages. If the system has been configured for auto-assembly then documents may be automatically created by using the appropriate patch and barcode separator sheets or based on a fixed page count. If a separator sheet is placed between each document in the batch then a document will be automatically created when a separator sheet is identified and each subsequent page will be placed in that document. If the system has been configured for fixed page document assembly then a document will be automatically created for each group of pages scanned based on the specified fixed page count. If the system has been configured to use Datacap for classification and data extraction, then batches will be routed to a Datacap server. After Datacap processing, batches with missing required fields or low-confidence pages will be routed to the Encapture index step. Encapture also allows electronic files, such as MS Word, MS Excel or PDF files, to be imported into a batch. Since these files already contain a document, they are automatically added to the batch as a document and cannot be modified. Once a document has been created it must be assigned to a document class. This identifies the business category of the document and may determine that additional business data, such as an account number must be entered to further identify the document. If additional data entry is required the n fields prompting you for this data will be displayed one the document class has been selected. Required fields are marked with a red asterisk. Note that a batch cannot be completed if required index data has not been entered for all documents. What would you like to do?

Learn Encapture About Capture About Index About Batch Assembly About Batch Monitor Customize a Scan Mode About Customized Scan Modes Use Capture to Scan Documents Complete a Batch Suspend a Batch Delete a Batch Open a Suspended Batch Add Pages to a Batch Delete Pages from a Batch Move Pages in a Batch Create a Document Import an Electronic File Import an Image File Delete a Document Split a Document Navigate through Items in a Batch Find a Batch Retrieve the Next Batch for Indexing

3.2

Tasks

3.2.1

Scan Documents 1. Place your documents in the scanner. 2. Choose Content Type, Scan Mode, and Scan From source from their associated drop down lists. 3. On the toolbar, click Start Scanning with Current Settings the current settings for page size and duplex mode.

to scan pages using

4. To scan with different settings select Scan... from the Scan options menu. Select the required page size and duplex mode and click Ok to scan pages. Note 

Using the default Start Scanning with Current Settings toolbar is the equivalent of using the Quick Scan options menu.

option on the

option from the scan



The Scan… option is only available if the select Scan Mode type has been configured to allow the page size and/or duplex mode to be configured to allow user selection.



A batch will be registered on the system once you have selected a Content Type.



You may also scan documents into the batch by right-clicking the batch node in the tree view and select Start Scanning from the context menu.



Once you have scanned documents into a batch you will not be able to change the Content Type without all of the documents, pages and index data being deleted from the batch.



You may click Stop Scan to stop the scanning operation. Depending upon the scanner, one or more pages may still be fed through the scanner and not all of those pages may have been scanned.

Related topics Change Current Scan Settings Delete a Batch Add Pages to a Batch Delete Pages from a Batch Change Page Orientation in a Batch Move Pages in a Batch

Complete a Batch Zoom In or Out on a page

3.2.2

Change Current Scan Settings 1. Select Scan Settings...

from the Scan options menu.

2. Select the required page size and duplex mode and click Ok to save the changes. Note 

The Scan Settings option is only available if the select Scan Mode type has been configured to allow the page size and/or duplex mode to be configured to allow user selection.



To restore the scan settings to the default values for the selected Scan Mode select Default.

Related topics Scan Documents Delete a Batch Add Pages to a Batch Delete Pages from a Batch Change Page Orientation in a Batch Move Pages in a Batch

3.2.3

Create a New Batch 1. On the toolbar, click Create New Batch . Alternately select the Create New Batch link or icon on the initial capture page. Note 

If a batch has been created, you must complete, suspend, or delete the existing batch before you can create a new batch.



A new batch will not be registered to the system until you have selected a content type on the scan page.



Based upon your security configuration you may not have access to this functionality.

Related topics Scan Documents Add Pages to a Batch Delete Pages from a Batch Move Pages in a Batch

3.2.4

Complete a Batch 1. When you have scanned all of the pages for a batch and entered all the data, on the toolbar click Complete

to close and process the batch.

Note 

Encapture starts transferring batches to the central batch store as soon as they are available. Once you have completed the batch you may create another batch even if the transfer process on the previous batch is not complete. However, if you attempt to log off before the transfer process is complete you will be notified that a transfer is in process. Transferring will continue until all items have been successfully processed unless you cancel the process, in which case the transfer will start again the next time any user logs on to Encapture on the station.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Related topics Suspend a Batch Open a Suspended Batch Delete a Batch

3.2.5

Suspend a Batch 1. On the toolbar click Suspend

to suspend the batch.

2. Enter any notes you want. Notes 

The Suspended Batches window shows the notes you enter so you may use this to more quickly locate batches when reopening them.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Related topics Open a Suspended Batch

3.2.6

Open a Suspended Batch 1. On the toolbar, click Open Batch . This will display the Open Batch window. Alternately select the Open Batch link or icon on the initial capture page. 2. From the list of suspended batches, click on the row to highlight the batch you want to open. Click the Ok button to open the batch. Note 

Double-clicking a batch in the list will also open the batch.



The batch list may include batches that are In Process. This is to allow 'hung' batches (e.g. batches that were being worked when the station lost power) to be opened. Before selecting an In Process batch, you should be careful to ensure that it is not open on another station.



If your security configuration permits it, a list of suspended batches for all users can be displayed by clicking the checkbox to Show batches for all users.



If your security configuration permits it, a list of suspended batches for all stations can be displayed by clicking the checkbox to Show batches for all stations.



Batches may be edited by changing batch data or manipulating (inserting, deleting, adding, etc) the images in the batch.



Based upon your security configuration you may not have access to this functionality.

Related topics Suspend a Batch Complete a Batch Open a Suspended Batch in the Batch Monitor Module

3.2.7

Delete a Batch 1. On the toolbar click Delete Batch

.

Note 

Once a batch is deleted it cannot be recovered.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Related topics Delete Pages from a Batch Complete a Batch

3.2.8

Navigate Through Items in a Batch On the toolbar, click

to move to the first document in the batch.

On the toolbar, click

to move to the previous document in the batch.

On the toolbar, click

to move to the first page in the batch or document.

On the toolbar, click

to move to the last page in the batch or document.

On the toolbar, click

to move to the next document in the batch.

On the toolbar, click

to move to the last document in the batch.

3.2.9

Add Pages to a Batch 1. In the tree view or thumbnail view, click the location where you want to add the new pages. 2. Place the new pages into the scanner. 3. On the toolbar, click Start Scanning

.

4. If you have selected the batch node or a document node in the tree view , or a page in the middle of the batch or document you will be prompted for the target location of the new pages. Select Insert to add the new pages immediately after the item selected. Select Append to add the new pages at the end of the batch or document. Hint 

To automatically append pages to a batch or document either select the last loose page in the batch or the last page in the document.



To insert pages at the beginning of the batch select 'Home' and then click on the left of the first image. This will move the insert point to the beginning of the batch.



To import image files stored on the file system as loose pages, select the File System option in the Scan From field. This option may not be available for all users.



If you have multiple pages selected in the tree view or thumbnail view then the insertion point is immediately after the last selected page.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Notes

Related topics Create a New Batch Delete Pages from a Batch Move Pages in a Batch Suspend a Batch Complete a Batch Open a Suspended Batch Import an Image File

3.2.10 Delete Pages from a Batch 1. In the tree view or thumbnail view, click the page you want to delete. 2. On the toolbar, click Delete Selected Items

.

Hint 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



Pages may also be deleted by right-clicking on the selected items and selecting Delete on the context-menu.



Pages may also be deleted by selecting the pages in the tree view or thumbnail view and pressing the Delete key on the keyboard.



You may not select pages across multiple items in the tree view i.e. you may only select pages within the same document, or loose pages in the batch.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Notes

Related topics Add Pages to a Batch Move Pages in a Batch Suspend a Batch Complete a Batch

3.2.11 Move Pages in a Batch Drag and Drop 1. In the thumbnail view or tree view, click the page you want to move and hold down the mouse button. 2. Drag the insertion point to where you want to move the selected pages. 3. Release the mouse button. Cut and Paste 1. In the thumbnail view or tree view , click the page you want to move. 2. On the toolbar select Cut

.

3. Click on the in the tree view item or thumbnail to use as the insertion point (the insertion point will be immediately after the selected item). 4. On the toolbar select Paste

.

Hint 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



In the tree view the insertion point must be at a valid level in the hierarchy. If the insertion point is not valid then the background of the move cursor will be red. For valid insertion points the background color of the move cursor will be blue.



If you cut a page without pasting it then it will be deleted from the batch.



Pages may not be moved between documents.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Note

Related topics Add Pages to a Batch Delete Pages from a Batch Suspend a Batch Complete a Batch

3.2.12 View Batch Documents or Pages 1. In the tree view or thumbnail view, click on the page or document you want to view. 2. If an electronic document is selected, select the link in the image view panel to view the document in the appropriate application. Notes 

Pages will not be displayed when more than one page is selected.



Electronic documents cannot be modified while being viewed.

Related topics Add Pages to a Batch Delete Pages from a Batch Create a Document Import an Electronic File Import an Image File Suspend a Batch Complete a Batch

3.2.13 Change Batch Page Orientation On the toolbar, click

to rotate the current page counter clockwise 90°.

On the toolbar, click

to rotate the current page clockwise 90°.

On the toolbar, click

to rotate the current page 180°.

Hint 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



Pages may also be rotated by right-clicking on the selected items and selecting Rotate on the context-menu.



All loose pages may be rotated by right-clicking on the batch node and selecting Rotate on the context-menu.



All document pages may be rotated by right-clicking on the selected document node and selecting Rotate on the context-menu.



Image rotation changes will be saved when performed. Depending upon the size of the batch, you may experience a delay while this is processing.



Based upon your security configuration you may not have access to this functionality.

Note

Related topics Zoom in or out on a page Suspend a batch Complete a Batch Open a Suspended Batch

3.2.14 Zoom In or Out on a Page On the toolbar click Zoom In On the toolbar click Zoom Out

to zoom in on a page (+). to zoom out on a page (-).

On the toolbar click Change Zoom Level to display image size options. Select a percentage to set the zoom level for the image. Select Fit Best to set the image size to fit within the display area. Select Fit Width to set the image size to fit the width of the display area. Related topics Change Batch Page Orientation View Documents or Pages in a Batch

3.2.15 Confirm the Location of a Low-Confidence Page in the Batch 1. In the tree view or thumbnail view, click the page you want to confirm. 2. On the toolbar, click Confirm Low-Confidence Page Location

.

Hint 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



Page locations may also be confirmed by right-clicking on the selected items and selecting Confirm Low-Confidence Page Location on the contextmenu.

Related topics Change Batch Page Orientation View Documents or Pages in a Batch

3.2.16 Create a Document 1. Select one or more pages in the tree view or thumbnail view. 2. On the toolbar, click Create Document From Selected Pages

.

3. Select a Document Class for the new document in the data view. 4. Enter all required data for the document in the data view. Hint 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



A document may also be created by right-clicking on the selected items and selecting Create Document From Selected Pages on the context-menu.



An empty document can be created by clicking Create Empty Document on the toolbar with no pages selected in the tree view or thumbnail view. Pages may then be moved or pasted into the document. Documents that do not contain any pages will be highlighted in red and assigned the following icon in the tree view. A batch cannot be completed until all documents contain at least one page.



If the batch content type selected for the batch has been configured for autoassembly then documents may be automatically created by using the appropriate patch and barcode separator sheets.



Documents that require index data will be highlighted in red and assigned the following icon in the tree view. A batch cannot be completed until all documents have been indexed.



This functionality will not be available if it is not permitted by the Content Type that has been selected for the batch.



If only one document class exists then it will be automatically selected when a document is created.



It is not necessary to take any action to save the data entered for a document - it is automatically saved as it is entered.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Note

Related Topics Import an Electronic File

Delete a Document Split a Document

3.2.17 Delete a Document 1. Select a document in the tree view. 2. On the toolbar, click Delete Selected Items

.

Hint 

A document may also be deleted by right-clicking on the selected item and selecting Delete on the context menu.



A document may also be deleted by selecting the document in the tree view and pressing the Delete key on the keyboard.



Only one document may be selected at a time.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Note

Related Topics Create a Document Import an Electronic File Split a Document

3.2.18 Split a Document 1. In the tree view or thumbnail view, select the page in an existing document that you want to become the first page in a new document. 2. On the toolbar, select Split Document . The selected page and all subsequent pages in the document will be moved to a new document. Hint 

A document may also be split by right-clicking on the selected page and selecting Split Document on the context-menu.



This function is only available when a single image page in a document is selected.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Note

Related Topics Create a Document Import an Electronic File Delete a Document

3.2.19 Import an Electronic File 1. On the toolbar, click Import Electronic File

.

2. Select a Document Class for the new document in the data view. 3. Enter all required data for the document in the data view. Hint 

An electronic file may also be imported right-clicking anywhere in the tree view and selecting Import Electronic File on the context-menu.



An electronic file can only be added to the batch as a document. To import an image file as a page see Import an Image File.



If only one document class exists then it will be automatically selected when a document is created.



It is not necessary to take any action to save the data entered for a document - it is automatically saved as it is entered.



When importing an electronic file, the Scan Mode and Scan From fields are not required.



Documents that require index data will be highlighted in red and assigned the following icon in the tree view. A batch cannot be completed until all documents have been indexed.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Note

Related Topics Create a Document Delete a Document Split a Document Import an Image File

3.2.20 Import an Image File from the File System 1. Select the File System option from the Scan From field 2. In the file browser window navigate to and select the files that you want to add to the batch. 3. On the toolbar, click Start Scanning

.

4. If you have selected the batch node or a document node in the tree view , or a page in the middle of the batch or document you will be prompted for the target location of the new pages. Select Insert to add the new pages immediately after the item selected. Select Append to add the new pages at the end of the batch or document. Hint 

To automatically append pages to a batch or document either select the last loose page in the batch or the last page in the document.



To insert pages at the beginning of the batch select 'Home' and then click on the left of the first image. This will move the insert point to the beginning of the batch.



Image files can only be imported as pages using the File System virtual scanner, they cannot be imported as electronic documents.



If you have multiple pages selected in the tree view or thumbnail view then the insertion point is immediately after the last selected page.



Based upon your security configuration you may not have access to this functionality.



You may be prompted to confirm this action.

Notes

Related Topics Create a New Batch Delete Pages from a Batch Move Pages in a Batch Complete a Batch Suspend a Batch Open a Suspended Batch Add Pages to a Batch Import an Electronic File

3.2.21 Retrieve the Next Batch for Indexing 1. On the toolbar click Get Next Batch

.

2. On the drop down menu, click Get Next Batch… 3. On the Get Next Batch dialog select the Content Type for the batch or leave as Any to get the next priority batch from any content type that you are authorized to access. 4. To enable automatic retrieval of the next batch check the Automatically get next batch on batch disposition option. 5. Click Ok to open the next batch in the Index application.

Notes 

When the settings on the Get Next Batch dialog are modified they are persisted until you log out of Encapture.



To retrieve the next batch for indexing using the current settings select the Quick Get Next Batch option on the Get Next Batch .toolbar button dropdown menu.



To reset the get next batch settings to the default click Defaults on the Get Next Batch dialog.

Related Topics Create a New Batch Create a Document Enable or Disable the Automatically Get Next Batch Function Release a Batch to the Index Queue

3.2.22 Enable or Disable the Automatically Get Next Batch Function 1. On the toolbar click Get Next Batch

.

2. On the drop down menu, check the Automatically get next batch option to enable the function, or uncheck it to disable the function. Notes 

Note you can also change this function by clicking the Get Next Batch Settings toolbar button and checking or unchecking the option on the Get Next Batch Settings dialog.

Related Topics Retrieve the Next Batch for Indexing Release a Batch to the Index Queue

3.2.23 Release a Batch to the Index Queue 1. On the toolbar click Release Batch

.

2. Click Yes to release the batch into the index queue. Notes 

To prevent another batch from being retrieved from the queue after the current batch is release, disable the Automatically Get Next Batch option using the Get Next Batch toolbar menu before releasing the batch.



This function is only available in the Index tab.

Related Topics Retrieve the Next Batch for Indexing Enable or Disable the Automatically Get Next Batch Function

3.2.24 Mark a Page as the Best Image Available 1. In the tree view select the page that you want to mark as the best image available. 2. On the toolbar click Mark page as best available

.

Notes 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



Pages may also be marked as best available by right-clicking on the selected items and selecting Mark page as best available on the context-menu.

Related Topics Mark a Page for Rescan Rescan a Page

3.2.25 Mark a Page for Rescan 1. In the tree view select the page that you want to mark for rescan. 2. On the toolbar click Mark page for rescan

.

3. Select one or more Rescan Reasons from the check list. 4. Click Ok. Notes 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



Pages may also be marked for rescan by right-clicking on the selected items and selecting Mark page for rescan on the context-menu.



This function is only available in the Index tab.

Related Topics Mark a Page as the Best Image Available Rescan a Page

3.2.26 Rescan a Page 1. In the tree view select the page that was marked for rescan. 2. Insert the pages to be rescanned into the scanner and click Scan

.

3. Select Insert Pages from the Insert or Append Pages dialog. 4. Click Ok. 5. In the tree view select the page that was marked for rescan. 6. On the toolbar click Delete selected items

.

Notes 

To select multiple pages hold the Control button while selecting the items in the tree view or thumbnail view.



Pages may also be marked for rescan by right-clicking on the selected items and selecting Mark page for rescan on the context-menu.

Related Topics Mark a Page for Rescan Mark a Page as the Best Image Available

4.

Monitoring batches and changing their status

4.1

Overview

4.1.1

About Batch Monitor Batch Monitor is a tool which allows you to monitor batches as they move through the system as well as perform a variety of actions on them through status and priority changes. The interface is comprised of two views: 

My Batches View: The My Batches view shows the status of batches that you created or were the last to open. The view is split into the following three panels: 1. Recent batches: Shows the most recent batches that you created

or opened (excluding suspended or failed batches). By default the last 15 batches are displayed although this number may have been changed in your system. 2. Suspended batches: Shows all batches that you suspended. Up to

1000 batches will be displayed in this panel. 3. Failed batches: Shows any batch that has failed processing. Note

that this panel is only displayed if a failed batch exists. 

Search View: The search view allows you to perform searches to find batches in the system. It contains a search pane and results pane. Searches can be performed on most attributes of a batch. Results are then displayed in the results pane with each row representing a single batch.

The following functions are available for batches that are displayed in either the My Batches or Search View, although access to the functions may vary based on your security settings: 

View Document List: Displays a list of the documents in the batch.



View Batch Detail: Displays additional details about the batch.



View Batch Event History: Displays all events that have occurred to the batch.



View Cleanup Status: An administrative function allowing the cleanup of images on batch stores to be monitored.



Change Status: Allows the status of a batch in the workflow process to be changed.



Change Priority: Allows the priority of the batch to be changed.

What would you like to do? Learn Encapture

About Batch Encapture Workflow About Batch Monitor Data About Capture Use Batch Monitor to Find a Batch Change Batch Priority Level Change Batch Status Remove a Failed Batch Reset a Batch into Workflow View Batch Detail View Batch Event History View Batch Cleanup Status Skip Batch Cleanup Open a Batch

4.1.2

About Encapture Workflow Encapture manages the processing of batches through the system using a workflow manager. When a batch is created it is placed in a workflow and the batch status and priority settings are then used to manage the batch through the various steps that have been defined in that workflow. A workflow is defined as a series of steps. Each step has one or more applications which allow a batch to be processed while assigned to a particular step. In the standard Encapture workflow there are only two steps defined, although the system may be configured to add additional steps if necessary. The standard Encapture steps are: 

Capture: The Capture step is where a batch and its content is created. On completion of the Capture step a batch will be routed to the Process or Index step if all required index data has not been supplied, otherwise it will be routed to the Delivery step. Batches in the Capture step may be processed using the workstation capture Web application or the multifunction device applications.



Process: The Process step allows a batch to be exported to Datacap for advanced document classification, data extraction and image cleanup processing. On completion of the Process step a batch will be routed to the Index step if all required index data has not been supplied, otherwise it will be routed to the Delivery step.



Index: The Index step allows a batch to be indexed by another user or on a different workstation. The Index step also allows batches processed by Datacap in the Process step to be reviewed and any low-confidence document classification issues to be resolved. Batches in the Index step must be processed using the workstation capture Web application. On completion of the Index step the batch will be routed to the Delivery step.



Delivery: The Delivery step is where a batch is delivered to the target imaging system from the central server. On completion of the Delivery step the Encapture workflow is considered to be complete. Batches in the Delivery step are processed by the Encapture Delivery Service.

The batch status defines the status of a batch within a particular step in the workflow. The batch priority controls the sequence in which the batches are processed through the system. The batch status is set whenever an action is taken against a batch. Usually the batch status is maintained by the various applications that manage the Encapture process. However, in certain circumstances it is also possible to modify the batch status using the Batch Monitor application. The initial priority of a batch is set based on the content type that the batch is assigned to. If necessary the priority of a batch can be changed in the Batch Monitor application. Batch Statuses The following table describes the statuses for a batch and the actions that may occur to a batch once it has been placed in that status:

Status

Description

Status Override

In Process

A batch will be placed in an In Process status while it is being actively processed in a workflow step.

Delete, Queued

Suspended

Batches that have been suspended in the Capture application. This means that Failed ,Queued, they may be opened in the Capture application using the Open Batches dialog. Delete

Queued

A batch is placed in a Queued status when it is waiting to be processed in a particular step.

Failed, Suspended

Failed

If an error occurs while processing a batch the batch is placed in a failed status.

Queued, Delete, Suspended

Complete

Once a batch has been successfully processed through all steps in the workflow a batch is placed in a Complete status.

Queued, Delete

Transferring

A batch will be shown to be in a status of Transferring whenever items form the batch are being transferred from a remote batch store to the central batch store.

Delete

If a batch is queued for deletion in the batch monitor application it will be assigned a status of Delete Queued.

Priorities The batch priority controls the sequence in which batches will be processed in an automated step such as Delivery. The priority can be set to high, medium or low. The application or services responsible for processing batches in a step will process all high priority batches followed by all medium priority batches followed by all low priority batches. The initial priority of a batch is determined from the combination of content type and route to that the batch is assigned to. If necessary the priority can be modified in the Batch Monitor application. Changing statuses and why The Batch Monitor application allows the status of a batch to be changed in certain situations. A user may only make these changes if they are authorized to do so. Status change authorization may be granted for user or system steps. A User step is a step which required a user to open the batch in an application, suc h as the Capture Workstation application. A system step is a step that is managed by an automated system process, such as the Encapture Delivery Service.. The following table details the status changes that may be performed in the Batch Monitor application if a user has the required authorization: From Status To Status

Description

In Process

Delete

The status of an In Process batch can be changed to Delete, resulting in the batch record and all related images being deleted from the system. This allows batches that become orphaned due to a hardware problem (such as a disk crash) to be removed from the system.

In Process

Queued

An In Process batch may be resubmitted for processing in the current step in workflow or a previous step in the workflow. This allows batches that were hung in process to be resubmitted for processing. Note that only batches in a System step e.g. Delivery may

be resubmitted for processing. Suspended Delete

The status of a Suspended batch may be changed to Delete, resulting in the batch record and all related images being deleted from the system. This allows batches that were suspended by a scanner but never reopened to be deleted from the system without having to use the Capture application.

Suspended Queued

A Suspended batch may be resubmitted for processing in the current step in workflow or a previous step in the workflow. This allows suspended batches to be resubmitted for processing.

Suspended Failed

The status of a Suspended batch may be changed to Failed, resulting in the batch no longer being eligible to be worked.

Queued

Failed

The status of a Queued batch may be changed to Failed, resulting in the batch being removed from the workflow process. This allows processing for a batch to be temporarily delayed.

Queued

Suspended The status of a Queued batch may be changed to Suspended, resulting in the batch being removed from the workflow process. This allows processing for a batch to be temporarily delayed.

Failed

Queued

Failed

Suspended A batch with status of Failed may be suspended. This allows failed batches to be opened for processing once the condition that caused the error has been corrected. Note that a batch cannot be suspended if it failed during Transfer.

Failed

Delete

The status of a Failed batch may be changed to Delete, resulting in the batch record and all related images being deleted from the system. This allows failed batches that cannot be fixed to be removed from the system.

Complete

Queued

The status of a Complete batch may be reset in workflow. This allows batches to be resubmitted for processing should this be necessary e.g. if the batch was deleted from the target system after being delivered.

Complete

Delete

The status of a Complete batch may be changed to Delete resulting in the batch record and all related images being deleted from the system.

A batch with status of Failed may be resubmitted for processing in the workflow. This allows failed batches to be resubmitted for processing once the condition that caused the error has been corrected. Note that a batch cannot be resubmitted if it failed during Transfer.

Note that when the status of a batch is changed to delete, the batch is only scheduled for deletion. The batch record will not actually be deleted until all the batch files have been cleaned up on all batch stores for stations on which the batch was opened. File cleanup is scheduled when the batch is scheduled for deletion. However, if the station for a batch store is no longer available, or is not in use, then file cleanup will not occur on that station and the batch record cannot be deleted. Should this occur, the system can be told to skip cleanup on that station to allow the batch record to be deleted. Note that scheduling a batch for deletion overrides the system file and record retention rules for that batch. Note that batches that were imported into Encapture from an external source using the Discovery Service cannot be reset into workflow after they have been completed. However, these batches may be restarted in the Delivery step prior to completion.

Note that the status of InProcess batches that were created using a Lexmark multifunction device and have had content scanned into them should never be modified in batch monitor. If the status is changed then the batch will not successfully transfer and will have to be deleted. What would you like to do? Learn Encapture About Batch Monitor About Batch Monitor Data About Capture Use Batch Monitor to Find a Batch Change Batch Priority Level Change Batch Status Remove a Failed Batch Reset a Batch into Workflow View Batch Detail View Batch Event History View Batch Cleanup Status Skip Batch Cleanup Open a Batch

4.1.3

About Batch Monitor data Batch List Column Headings The column headings described below are the standard column headings displayed in the MyBatches and Search view batch lists, regardless of the installation. In addition to the system fields all configured batch search custom fields are displayed. To sort the results by a particular column heading, click the column heading name. The standard column headings and their contents include:

Column

Description

Locator

A batch identifier created as . Although there is a very high probability that this is a unique identifier, it is not guaranteed to be unique like Batch ID.

Content Type

The content type assigned to the batch at capture time.

Status

The current batch status.

Create Time

The date and time when the batch was created.

User

The user that created the batch or last opened the batch.

Page Count

The number of pages contained in this batch.

Document Count The number of documents contained in this batch. Priority

The current workflow batch priority. This will not be present when the batch has been completed in workflow.

Comment

The comment that was entered when the batch was suspended (only included in the suspended batches panel in the MyBatches view).

Error Description The description of the error that caused a batch to fail (only included in the failed batches view of the MyBatches view). Custom Field

Any custom field that is configured as a search field.

Batch Detail Fields In addition to the fields displayed in the batch lists, the following fields can be accessed on the batch detail dialog: Field

Description

Source

The application that was used to generate the batch.

Current Station

The Station on which the batch is currently locked.

Encryption Provider

The encryption algorithm that was used to encrypt the batch content.

Complete Time

The time that the batch was completed.

Batch ID

The unique identifier for the batch in the system.

Custom Fields

All custom fields that are entered for the batch.

Batch Document List Column Headings The following fields are displayed in the batch document list dialog:

Field

Description

Document Class

The document class that was assigned to the document.

Page count

The number of pages in the document. This is set to N/A for electronic documents.

Create Time

The date and time that the document was created.

Id

The unique identifier of the document.

Batch Event History Column Headings Encapture tracks all actions that are taken on a batch. The following fields are displayed in the batch event history dialog: Field

Description

Step

The workflow step that the batch was in when the action occurred.

Event

The action that was taken on the batch.

Event Time

The date and time that the action occurred.

User

The user who performed the action. This will be set to System if the action was taken be a system process.

Station

The station on which the action occurred.

Error Description

The error that occurred that caused a batch to be failed in a step.

Batch Cleanup Status Column Headings Encapture manages the process of ensuring that all batch files are removed from the system when a batch is scheduled for deletion either when file retention rules are applied or manually via batch monitor. The batch cleanup process ensures that content is removed from all batch stores for stations on which the batch was opened. This process can be monitored and managed through the batch cleanup status dialog. The following information is displayed on the batch cleanup status dialog:

Field

Description

Station

The name of a station on which the batch was opened.

Schedule Time

The date and time that cleanup of the batch files was scheduled.

Complete Time

The date and time that cleanup of the batch files was completed.

Batch Monitor Search Criteria The following fields are available on the batch monitor search view to control the batches that are returned in a search: Search Criteria

Description

Locator

The content type assigned to the batch at capture time.

Content Type

The content type assigned to the batch at capture time.

Create Date From

The system time when the batch was created. If only a date from is entered, the search will return all batches created after this date. If a date from and a date to are entered, the system will return all batches created between these dates.

Create Date To

The system time when the batch was created. If only a date to is entered, the search will return all batches created prior to this date. If a date from and a date to are entered, the system will return all batches created between these dates.

Status

The current status of the batch in workflow. This drop down contains an option for each possible workflow step and status. It also contains options that allow all batches in a particular status, regardless of the workflow step, to be retrieved.

User

The user who created or last opened the batch. Based on your security privileges, this allows you to either select your user id or all users, or enter the id of a particular user.

Station

The station on which a batch was opened. This allows all batches that were opened or updated on a particular station to be retrieved. Based on your security privileges, this allows you to either select the current station or all stations, or enter the name of a particular station.

Site

The site in which a batch was opened. This allows all batches that were opened on a station in a particular site to be retrieved. Based on your security privileges, this allows you to either select the site for the current station or all sites, or enter the name of a particular site.

Custom Fields

Values for all custom fields that have been configured as search fields may be entered.

Note that for all fields that allow a value to be entered a wild card character of * can be used. What would you like to do? Learn Encapture About Batch Monitor About Encapture Workflow About Capture Use Batch Monitor to Find a Batch Change Batch Priority Level Change Batch Status Remove a Failed Batch Reset a Batch into Workflow View Batch Detail View Batch Event History View Batch Cleanup Status Skip Batch Cleanup Open a Batch

4.2

Tasks

4.2.1

Switch Batch Monitor Views 1. On the toolbar, click View and Search views.

. This will toggle the display between the MyBatches

Note 

Based upon your security configuration you may not have access to either the MyBatches or the Search view.

Related topics View Batch Detail View Document List View Batch Event History Find a Batch

4.2.2

Find a Batch 1. If the search view is not already displayed, on the toolbar, click View 2. In the Batch Monitor Search Criteria, enter the search criteria in the appropriate fields. 3. On the toolbar, click Search search criteria to the defaults.

to execute your search or Reset

to reset the

Note 

If you enter a value in the station field the search will return any batch that has been opened on that station.



If you enter a value in the site field the search will return any batch that has been opened on a station in that site.



Values entered in a custom field will be used to search both batch and document custom fields.



An asterisk may be used as a wild card value in any of the fields.



The system is configured to return a maximum number of batches. The default is 1000.

Related topics View Document List View Batch Detail View Batch Event History Switch Batch Monitor Views Change Batch Status Reset a Batch into Workflow Delete a Batch Change Batch Priority Level

4.2.3

View Batch Detail 1. On the toolbar, click Batch Detail

. To close the dialog click Close.

Note 

This option is not available if multiple batches are selected.

Related topics Find a Batch Change Batch Status View Document List View Batch Event History View Batch Cleanup Status

4.2.4

View Batch Event History 1. On the toolbar, click Event history

.

2. To close the dialog click Close. Note 

This option is not available if multiple batches are selected.

Related topics Find a Batch Change Batch Status View Document List View Batch Detail View Batch Cleanup Status

4.2.5

Change Batch Priority Level 1. In Batch Monitor, Find the batches you want to change the priority of and select them in the batch list. 2. On the toolbar, click Change Priority Level

.

3. Select the priority you wish to change the batches to. Note 

Priority of a batch may only be changed if all the selected batches are in a workflow step.



Based upon your security configuration you may not have access to this functionality.

Related topics About Batch Monitor About Batch Monitor Data Find a Batch Change Batch Status

4.2.6

Change a Batch Status 1. In Batch Monitor, Find the batches you want to change the status of and select them in the batch list. 2. On the toolbar, click Change Status

.

3. Select the status you wish to change the batches to. 4. At the confirmation message, click Ok to apply the change. Notes 

To set a batch status to queued in the current workflow step - select Restart.



The options available vary based on the current status of the selected batches.



The options available vary based on the current status of the selected batches. See About Encapture Workflow for the rules controlling when a batch status may be changed.



See Reset a Batch into Workflow to submit a batch to an earlier workflow step for reprocessing.



Based upon your security configuration you may not have access to this functionality.

Related topics About Batch Monitor About Batch Monitor Data About Encapture Workflow Reset a Batch into Workflow Find a Batch

4.2.7

Reset a Batch into Workflow 1. In Batch Monitor, Find the batches you want to change the reset of and select them in the batch list. 2. On the toolbar, click Change Status

and select Reset.

3. In Reset Batch Step dialog select the step that you want to set the batches to. 4. Click Ok. Notes 

Based upon your security configuration you may not have access to this functionality.



The options available vary based on the current status of the selected batches. See About Encapture Workflow for the rules controlling when a batch status may be changed.



You can only reset a batch to a step prior to the current step in the workflow.

Related topics About Batch Monitor About Batch Monitor Data About Encapture Workflow Change Batch Status Find a Batch

4.2.8

Open a Suspended Batch in the Batch Monitor Module 1. In Batch Monitor, Find the batch you want to open and select it in the batch list. 2. On the toolbar, click Open Batch . If the batch is in the Capture step it will be opened in the Capture module and the capture tab will be made active. If the batch is in the Index step it will be opened in the Index module and the index tab will be made active Note 

This option is not available if multiple batches are selected.



A batch that is In Process may also be opened. This is to allow 'hung' batches (e.g. batches that were being worked when the station lost power) to be opened. Before selecting an In Process batch, you should be careful to ensure that it is not open on another station.



If you attempt to open a batch while a batch is already open in the Capture or Index module you will be prompted to confirm the action. Opening a batch in this scenario will leave the currently open batch in an in process state. It is recommended that the current batch be closed in before the new batch is opened.



The batches that you are allowed to open is controlled by your security configuration. Based on your security configuration you may only be allowed to open batches that you own and that were created on the current station. Additional security privileges may allow you to open batches for other users and/or open batches that were created on stations other than the current station.



If your security configuration does not allow you to open a particular batch a message will be displayed.



Based upon your security configuration you may not have access to this functionality.

Related topics Suspend a Batch Complete a Batch Open a Suspended Batch in the Capture Module

4.2.9

Queue a Batch for Deletion 1. In Batch Monitor, Find the batches you want to change the status of and select them in the batch list. 2. On the toolbar, click Change Status

.

3. Select the Delete option. This will queue the batches for deletion, resulting in the batch record and all related images being deleted from the system by the Cleanup Service. Notes 

When the status of a batch is changed to delete, the batch is only scheduled for deletion. The batch record will not actually be deleted until all the batch files have been cleaned up on all batch stores for stations on which the batch was opened. File cleanup is scheduled when the batch is scheduled for deletion. However, if the station for a batch store is no longer available, or is not in use, then file cleanup will not occur on that station and the batch record cannot be deleted. Should this occur, the system can be told to skip cleanup on that station to allow the batch record to be deleted.



Scheduling a batch for deletion overrides the system file and record retention rules for that batch.



Based upon your security configuration you may not have access to this functionality.



See About Encapture Workflow for the rules controlling when a batch status may be changed.

Related topics About Batch Monitor About Batch Monitor Data About Encapture Workflow Find a Batch Change Batch Status Reset a Batch into Workflow View Batch Cleanup Status Skip Batch Cleanup

4.2.10 Skip Cleanup on a Batch 1. On the toolbar, click Cleanup Status

.

2. Select the station on which cleanup should be skipped from the list. 3. Click Skip Cleanup. 4. To close the dialog click Close. Note 

This option is not available if multiple batches are selected.

Related topics Find a Batch View Document List View Batch Detail View Batch Event History

4.2.11 View Batch Cleanup Status 1. On the toolbar, click Cleanup Status

. To close the dialog click Close.

Note 

This option is not available if multiple batches are selected.

Related topics Find a Batch Change Batch Status View Document List View Batch Detail View Batch Event History Skip Batch Cleanup

4.2.12 View a List of the Documents in the Batch 1. On the toolbar, click Document List

. To close the dialog click Close.

Note 

This option will be disabled if the batch is not eligible to contain documents.



This option is not available if multiple batches are selected.

Related topics Find a Batch View Batch Detail View Batch Event History

4.2.13 Copy Batch Information to the Clipboard 1. Select the batch records in a batch list. 2. Right click on the batch list and select Copy to clipboard. Note 

The copied data is tab delimited.

Related topics Find a Batch View Batch Detail View Batch Event History

5.

Troubleshooting Below is a table of common issues and their resolution.

Trouble

Possible Cause and Solutions

No Scanner Attached message Perform the following steps: received. 1. Check to see if the scanner is turned on. If not, quit the capture application, turn the scanner on, restart the Capture application. 2. Cannot find a batch in Batch Monitor.

Check to see if the scanner is attached. If not, quit the Capture application, attached the scanner, restart the application.

When searching all the criteria is applied. Ensure that some criteria is not excluding the batch you are looking for.

Batch status is ‘Delete Queued’ When the status of a batch is changed to delete, the batch is only scheduled for but the batch is never deleted deletion. The batch record will not actually be deleted until all the batch files have been cleaned up on all batch stores for stations on which the batch was opened. File cleanup is scheduled when the batch is scheduled for deletion. However, if the station for a batch store is no longer available, or is not in use, then file cleanup will not occur on that station and the batch record cannot be deleted. Should this occur, the system can be told to skip cleanup on that station to allow the batch record to be deleted. Batch status indicates If the process of transferring the files from a remote station batch store to the central ‘ transferring’ and the batch store is not complete when a user logs out of Encapture and the user cancels batch never finishes transfer. the transfer process then the batch will be left in a transferring status. The transfer process will not continue until a user logs onto that station. If the station is no longer available then the batch can be scheduled for deletion. Inconsistent TWAIN Errors.

Due to the inconsistent implementation of the TWAIN standard in some device drivers, some devices may exhibit unexpected behavior, or report misleading errors in response to certain conditions such as a paper jam, empty feeder and open cover.