DbAad is the module that stores documents into the repository using an AAD file containing all index / owner / document information. This module can be run silently, by command line, and from within Batch Manager.

DbAcqRh is a module that uses a definition file to place documents stored in directories into the Batch Manager with specific scripts per folder.

DbAddNdx is a module that applies index values from external sources to documents during the initial processing steps. The module can use flat files, and ODBC connections for obtaining the values.

DbAET is the module that stores the COLD (Computer Output to Laser Disk)files.

DbBarcode module processing the documents for bar code values and assigns the value to single or multiple index values.

DbFilter module enables the extraction of documents from the system in several different formats. This module also enables certain processes to be run on documents within the system as well.

DbFrm module is used to create the COLD processing templates. This module enables administrators to define areas of COLD reports as index values and assign the necessary processing information as necessary.

The DbGenTag module is used for creating custom forms for within the indexing and searching modules. These custom forms tend to be more user-friendly and are often used for lower level users.

The dbloadindex module is used for importing the pre-defined dictionary and synonyms into the databases.

DbManager AKA Batch Manager is the central processing module for most of the Docubase Client applications. This module controls the document processing all the way up to and including storage.

DbPreArc AKA Index module is where a user can index or add the category keywords to a document for later retrieval.

DbScan is the module for scanning documents into the electronic format. Documents scanned in black and white are generally stored as TIF documents. Color documents can be stored as color TIF’s or JPG files.

DbSearch AKA Retrieval module is used for searching for, viewing, and adding documents within the system. This module is possibly the most flexible module in the client-side of the modules.

DbUser is a Docubase Enterprise-ONLY application used for administering the users within the Docubase system. With Docubase Information Suite, the user administration is done from the administration interface.

This documentation is to help users through the workflow of scanning a document in DbScan to using the FormPro OCR to storing the document into Docubase. The beginning of the documentation consists of information about setting up the scripts and the different options so that everything will run smoothly.

It is recommended that you set up a separate directory in the root of your drive where all of the project files will reside. (Ex: C:\CheckScan).

Install / Configuration Process

1. Copy DUE File into Doctus program directory
2. Create Form Studio Definitions file based upon master image (DEF File)
   1. Load Master Image File
   2. Definition of KEY Field
      1. Key Field Parameters
      2. Key Field User Exits
   3. Definition of ICR Fields
   4. Set Output Order
   5. Set Form Properties
   6. Save DEF File to Proper Location
3. Create Job Configuration file (JOB File)
   1. Load DEF File
   2. Select Job Folders
   3. Select Modules to use/Enable Auto-Start
   4. Save JOB File
4. Set Up DbManager (Batch Manager) Scripts
   1. DbFormPro
   2. DbPreArc
   3. DbAad
5. Modifications to PARMSTA.INI File
6. Document Processing
7. FormPro Module Details
   1. MakeBatch
   2. Recog
   3. CharInsp
   4. ValEdit
   5. Store
   6. BatchValidator

Copy DUE File into Doctus Directory

Once the Doctus software is installed on the machine, you will need to add the user exit file to its directory in order to make it work with the Docubase software.

You will need to obtain the dbLad2ManagerUS.due file from Docubase Systems.

This file needs to be placed into the Doctus Program Directory (usually C:\Doctus)

Once this is completed, you are ready to begin work on creating a definitions file.

Form Studio

Create Form Studio Definitions file based upon master image (DEF File)

Start up the “Form Studio” application, which is part of the FormPro software.

Create a new Form Studio definition file by clicking the new button.
Save this DEF file to the desired folder.
Select the “Replace Master Image File” option under the “Page” drop down menu.

Once you have loaded your master image, you will need to define an arbitrary KEY field for the system to pass the job key from and to Docubase.

To do this, you will need to place an ICR field in your master image. It does not matter where it is located, but it should be somewhere that does not interfere with other fields. Use the Field tool to place a field in the image. When that is done, the Field Properties dialog will display.

Field Name: Key

Classifier: (2900) Machine-Print Numbers

UNCHECK “Visible for Validation”

CHECK “Ignore ICR”

Now you will need to define the “User Exits” for the Key Field – programs that are executed at certain stages in the process. These are needed to facilitate the “passing” of the images from and to Docubase.

Select the User Exits tab from within the Field Properties dialog

Select the Batch Validator location, and CHECK batchValidator (dblad2managerus.due)
When checked, you will be prompted for the location of the Docubase Client and the PARMSTA.INI file.
(Should be C:\Docubase\Client)

Select the Pre-Store location, and CHECK preStore (dblad2managerus.due)
When checked, you should CHECK Obtain batch key value and Click OK

Once this is done, click OK to exit the Field Properties Dialog and return to the Form Studio application.

Now you will need to define the fields used for character recognition by the FormPro software. Use the field tool to select the area on your master image that character recognition is to be performed. When you do this, the Field Properties dialog will be shown, and you will be able to select various options used in the recognition process.

Define the Field Name, Classifier, and other general options for each field.

Once this is done, click OK to exit the Field Properties Dialog and return to the Form Studio application.

Now, we will need to define the output order used by FormPro.

Select the “Output Order” option under the “Form” drop down menu.

From the “Output Order” dialog box the user must create a form using the options that appear in the “Available Data” section. Below is an example of how to create a correct “Output Order.”

1. Add a <Constant String> and name it “LOT=”
2. Add a <Batch Name> leave the options at the default and click the “OK” button.
3. Add a <Line Break>
4. Add a <Constant String> and name it “PAGE=”
5. Add a <Document Index> and click “OK”
6. Add a <Line Break>
7. Add a <Constant String> and name it “DATE=”
8. Add a <Current Date/Time> and select the “yyyy-mm-dd” option.
9. Add a <Line Break>
10. Add a <Constant String> and name it “KEY=”
11. Add the “Field Name” titled “KEY”
12. Add a <Line Break>
13. Add a <Constant String> and name it “C0=”
14. Add the “Field Name” that corresponds with the C0 category.
15. Add a <Line Break>
16. Add a <Constant String> and name it “C1=”
17. Add the “Field Name” that corresponds with the C1 category.
18. Add a <Line Break>

The number of fields that are used is up to the user. To add more another category repeat steps 16, 17, and 18. Once this form has been completed click the “OK” button to save the changes.

Now the “Form Properties” must be configured

• Right click on the form
• Select “Form Properties”

This dialog box will appear with options to change the Form Properties. This is exactly how the dialog box should appear.

• Field names on first line – UNCHECK.
• Quote all strings – UNCHECK.
• File Name – Blank
• Field delimiter – None

When completed, make sure to save the
DEF file to the proper location

Creating a Job Configuration File (JOB File)

Job Configuration is used to set up the flow of processes needed to run the desired job.

Clicking the New button in Job Configuration will bring up a dialog asking for the locations of directories used by the job. You should select your pre-defined directory, and it is recommended that you leave the sub-directories as default. You will then be prompted for the DEF file you just created, and the user name/password you want to run the job under in FormPro. Once this is done, you should save your JOB file in the pre-defined directory.

Now you will need to select the modules to use for this job. In our example we will use the following four processes in the order specified below.
IMAGE

1. MakeBatch (required)
2. Recog (required)
3. Store (required)
4. BatchValidator (required)

The icons in the toolbar control the options for that module within the job. If a module is not ordered, then all of its options on its page will be unavailable. It is recommended that you CHECK the “Auto-Start” option available for each module.

When complete, make sure to save your JOB file.

Setting up DbManager (Batch Manager) Scripts

Once all of the above has been completed a script needs to be made. To create this script open DbManager and click on the IMG-SCPTCFG (Scripts Configuration) icon. This will bring up a window that will allow the user to view and modify any script.

Shown below is the script that needs to be used to complete this process. The only thing that needs to be modified on this script is that path names. Simply replace the existing path with the path that exists on this computer.

The example script is just the minimum amount of scripting. Other options and modules can be added to this script as desired.

It is highly recommended that a special user be set up just to use FormPro at the station – usually with the Username of FormPro. The system requires that one user be specified in the PARMSTA.INI file for forms processing.

DbFormPro

Uses the DbFormPro module and the options:

/BCH /PATHRESTIT=C:\CheckScan\IMAGEIN /END

(Set the Pathrestit path to directory where to your “IMAGEIN” path from Job Configuration.)

DbPrearc

Utilizes the DbPrearc module and no options.

There are no options being used because there needs to be interaction from the user.

Store (DbAad)

Uses the DbAad module with the options:

/nologo /end

(Set the User, Pass, and Baseid options if desired)

Modifications to PARMSTA.INI File

There will have to be some modifications to the “Parmsta.ini” file in order for everything to run correctly. These sections that are going to have to be copied exactly into the Parmsta file, it is suggested that the user actually copies and pastes these section directly in to the Parmsta.ini file. It does not matter what order or position that this information appears in that only thing that does matter is that the information does appear.

First a [DBFORMPRO] section will have to appear

[DBFORMPRO]
  LOG=Y
  TRACE=Y
  BCH=Y
  COPY=Y
  LEVELMESSAGE=NORMAL
  STOPIFERROR=N
  PATHRESTIT=C:\CheckScan\IMAGEIN*
  STARTEXE=

* Change this path to apply to your “IMAGEIN” path from Job Configuration.

A [DBLAD2MANAGER] section will also need to be inserted, and this is how it should appear.

[DBLAD2MANAGER]
  DIRTXT=C:\CheckScan\RESULTS*
  NUMCATSIGNATURE=99
  USER=FORMPRO**

*Change this path to apply to your “RESULTS” path from Job Configuration.
**Change the user name to the user that will be performing OCR.

Document Processing

Now that you have completed the setup and configuration of the FormPro system, you can begin processing documents using the FormPro OCR.

If you had checked the “Auto-Start” option for each module within your Job Configuration, then it is recommended that you open all of the FormPro Program Modules used by your Job. These modules will automatically process the batch once it is “passed” from Docubase into FormPro. If you wish to use automated OCR, it is recommended that you disable the CharInsp and ValEdit modules, as they require user intervention when they encounter low confidence characters.

If you wish to manually process the batch and/or have disabled the “Auto-Start” option, then you will need to run each program in the order previously specified (MakeBatch > Recog > Store > BatchVal) to complete its portion of the flow.

Start Docubase Batch Manager, and Scan in the batch using the “Scan” Function under the “Processing” drop down menu.

You must either scan the batch into Docubase using DbScan, or must import it using an AAD file in order for the FormPro OCR to work.

When you are completed scanning, exit the DbScan program.

You will be prompted to save the batch. Select the base to be used and the script to be run. Click OK to return to Batch Management.

Press F5 to refresh the Batch Manager list. You should see your batch listed and Ready for the “DbFormPro” task. Double click on the batch to begin the DbFormPro sequence.

If you have enabled Auto-Start and already opened each module, then the MakeBatch module will detect the documents being “passed” from Docubase. Then it will pass them to the Recog module, which will perform character recognition on the documents. When the documents are “passed” to the CharInsp and ValEdit modules (if selected in job configuration), they will require user intervention for low-confidence characters. The store module will then package the results into a text file, which the BatchValidator will return to Docubase.

If all this has completed, you should be able to return to Docubase Batch Manager and press F5 to refresh the list. You should see your batch ready for “DbPreArc” (Indexing). Double-Click the batch to proceed with indexing and storage. You will see that the values gathered from the FormPro OCR will be in the corresponding fields.

FormPro Module Details

Make Batch

The MAKEBATCH module allows you to batch and send Group 3 or Group 4 TIFF images to the recognition engine (i.e., the RECOG module).

Recog

The next step is to run the “Recog” module. The RECOG module utilizes Mitek Systems, Inc.’s QuickStrokes recognition engine to capture and recognize hand or machine printed data on forms. This will create the file needed to bring the documents into the “CharInsp” module.

CharInsp

The CHARINSP module allows an operator to inspect and correct low confidence characters. As forms are processed through the recognition module (RECOG), each character in every defined field in a batch is assigned a confidence value. If the confidence value for a given character falls below a threshold value set in the CONFIG module by the system administrator, the character is flagged and sent to a CHARINSP operator for review and possible correction.

ValEdit/Custom ValEdit

VALEDIT allows you to quickly review and correct fields that contain invalid data (based on rules or calculations specified for the field), or low confidence characters (if the CHARINSP module has been taken out of the workflow).

Store

The STORE module allows you to store the results of the recognition process, including any edits made in the character inspection and data validation steps. Depending on how you configure STORE, you can output data to an ASCII text-delimited file or an ODBC-compliant database.

Batch Validator

The BATCH VALIDATOR module allows you to validate form data without operator intervention. Plus with the User exit options as modified it will facilitate the returning of the documents as well as the information gathered from character recognition into an AAD file for use with Docubase.

IMPORTANT
Currently, importing and scanning is ONLY available when using Internet Explorer