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Best way to Split Documents based on Identified Pages

Laserfiche
Updated July 27, 2015
posted on July 22, 2015

By identified pages, I mean the following kind of scenario

 

  • A single document contains, say, 8 pages
  • Of these 8 pages, 3 of these are in relation to a health insurance claim for 2013
  • 2 of these pages are in relation to a claim for 2014
  • The balance are in relation to a new claim for 2015

 

The scanning team don't have capacity to separate these into separate documents at scan stage, so ideally "document splitting" process should happen in Laserfiche, via the Web login (not client).

 

I've a few ideas on how to achieve this

  • "Year" Stamps (user selects from list of public stamps referencing "Claim Year 2012") - one stamp per required year
  • "Year" meta data field (user enters comma separated list of page numbers)

 

Once identified, I'll need a way of identifying those pages that are to be split and then create those new documents. The document creation bit is OK as I've done this with the comma separated list approach for another project. But in this case, the comma separated list is a bit messy in my opinion. It would be easier for the user to stamp those pages that related to the respective Claim Years.

 

If Stamps are used, am I forced down the SDK route to identify the page numbers that were stamped? I know I can search for documents based on Stamp Name (Claim Year), but I'm not sure the Workflow Designer returns the page numbers in any such search result.

 

Thought?

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replied on July 27, 2015

Cheers Ben!

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replied on July 24, 2015

Hi Michael,

If there really isn't a way to train Quick Field to do this then the long-hand option is to have Workflow do this with the LF SDK. I can't seem to get Quick Fields to OCR a stamp but the SDK will let you interrogate the annotations on a page and that information could be used to split the document. 

-Ben

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replied on July 23, 2015

Absolutely Martin that's something else I've considered. One thing against it is that the thumbnails are quite small so it's difficult to see the detail without going into the document.

 

That said, I see that it's very easy to click and move a page onto an existing document, following your split approach.

 

I wonder if it's possible, does anyone know, to enlarge the thumbnail gallery? That could get me closer to what I'm trying to achieve. I see the thumbnail gallery pane can be enlarged, but not the images themselves from what I can see.

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replied on July 23, 2015

Hey Michael,

Looking at your ideas for splitting (applying stamps or listing the pages to be split in a field), both of these require that the user look through the document and identify where the splits need to happen before performing some action.

How about if the action they perform was the actual split itself? Within Web Access you can select a group of pages, right click them, and select New Document to extract them and plonk them into a new document of their own:

This doesn't seem like any more work than applying a stamp or filling out a field, and can done within exactly the same screen that those actions would be performed.

 

Just a bit of food for though, perhaps.

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replied on July 23, 2015

Hi Michael,

 

This sounds like the exact thing that Laserfiche Quick Fields is designed for. The document splitting could be achieved through document identification of some sort if it was a standard form type or had some identification markings, barcodes or indeed recognition stamps.

 

It may be possible through workflow but it certainly isn't 'out of the box' functionality within Workflow and you would indeed have to create an SDK utility to assist here.

 

Hope this helps point you in the right direction! smileyyes

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replied on July 23, 2015

Cheers for the response Chris. There is nothing up front at scan stage that would be useful for helping identify the page type. We are talking a mixed bag of documents here. The document in Laserfiche being the container and the work to make sense of them and split them out being done in Laserfiche.

 

A true test of Laserfiche flexibility!

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replied on July 23, 2015

Hi Michael,

 

Indeed! wink

 

However, without some sort of identifier this wouldn't be possible to any system, as all decisions are based on rules that need to be evaluated. (Even as a human beings we apply our own logic rules when recognizing documents without even realizing laugh)

 

Quick Fields is the Laserfiche product geared towards document/form recognition and would be best placed to handle this type of activity (and give you the most flexibility). Having said that there are of course other 3rd party document recognition tools out there which may be able to do something more specific (Ezescan etc.) that Quick Fields might not cater for. I guess the key here is to establish what rules need to be applied to the document recognition process and decide which product will be best placed to evaluate these rules.

 

Cheers! yes

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