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Document Workflow Automation

Introduction

This service provides advanced form/document processing and data capture capabilities from image
files (PDF, PNG, TIF, JPG, BMP) where documents of certain formats and types can be
automatically classified and processed, and individual data fields (machine text, hand-writing,
checkboxes, barcodes) can be extracted from specific places on each document. The resulting data
is available in structured flat data files (CSV, Excel, XML), database structure, and Web API objects
so this data can be used as input for additional processing (sorting, reports, machine processing,
loading into other systems, etc.).

PROCESSING STEPS

This service can be used in two workflow types:
Unattended – a fully automated process consisting of three (3) steps:

With Verification – automated processing with human Verification consisting of four (4) steps:

INTERACTION WITH SERVICE

Each workflow stage has the following interaction/use methods:

INPUT OF IMAGES

Scanning via Web browser and attached scanner into the processing queue. The link to your WebScan Station will be available from your Personal Page.

Scanning via Scan Station software e (Windows only) and attached scanner into the processing
queue. Scan Station installation package is available from your Personal Page.

Loading of images/documents using Sync Tool software. Images can be placed into a
local/network folder monitored by the Sync Tool, which will upload those images automatically for
processing. Sync Tool installation package (Windows only) is available from your Personal Page.

Loading of images/documents using Mobile App (Android & iOS). Images can be taken or
browsed from a mobile device, which will upload those images automatically for processing. iOS and
Android apps are available from your Personal Page.

Loading of images/documents using Web API. Developers can use our extensive API to load
images automatically into processing. API documentation.

VERIFICATION OF DATA (for With Verification workflow)

Review of data via Web browser. The link to your Web Verification Station is available from your Personal Page.

Review of data via Verification Station software (Windows only). Scan Station installation
package is available from your Personal Page.

Outsourced Managed Services Our team of trained and certified operators can verify and validate
your data quickly in a secure HIPPA and SOC-2 compliant environment. Contact Managed Services
Team for further information.

DOWNLOADING OF DATA

From within Verification Station. Per document or per batch.

WiseTREND Sync Tool Windows software. Local/network folder will receive data from our service
automatically. Sync Tool installation package (Windows only) will be available from your Personal
Page after subscribing to this service.

Web API. Developers can use our extensive API to download processed data automatically. API
documentation.

Depending on your project’s configuration and “Process whole batches” being turned ON or OFF, and workflow type being “With Verification” or “Automatic/Unattended” this option will operate in the following ways.

Processed Whole Batches

when turned ON in the project configuration (the most common and default operation method), this operation method means the entire batch moves through stages as a whole batch.  If there is one document in a batch that reaches Exception status, or if there is at least one document, the whole batch goes into Exception stage.  This mode is useful when you need the documents within one batch being kept together for various reasons.

when turned OFF in the project configuration (upon special request, useful for single-page documents or for pre-assembled 1 file = 1 document processing), this operation method means each document moves through stages independently from the batch status.  If there is one document in a batch that reaches Exception status, or if there is at least one document, only that document goes into Exception stage while other good documents continue processing into Export as usual.  This mode is useful when you need the documents within one batch being kept together for various reasons.  

Workflow type “With Verification” or “Automatic/Unattended

See explanation in “Verification enabled” section above

Processed whole batches Workflow type Details of operation Example
ON With Verification This function to export Exception batches is not available.  

By workflow design, Exception batches remain in the Exception queue for operator review.  

For exact operation, please see explanation of “Processed whole batches” = ON above.

Batch with 5 documents:
– 3 good documents
– 2 documents reach Exception or are doc type

Result (in this order)t: entire batch with 5 documents proceeds to Exception queue for operator review.  Exceptions are handled (resolved or removed) and remaining documents can proceed to Export.

OFF With Verification This function to export Exception batches is not available.  

By workflow design, Exception documents remain in the Exception queue for operator review.  

For exact operation, please see explanation of “Processed whole batches” = OFF above.

Batch with 5 documents:
– 3 good documents
– 2 documents reach Exception or are doc type

Result (in this order): 3 good documents are exported and reach Processed status.  Entire batch with 5 documents proceeds to Exception queue for operator review.  2 exceptions are handled (resolved or removed) and remaining 2 documents can proceed to Export. Processed documents are not re-exported.

ON Automatic/Unattended – A sub-folder is created with the sub-folder name = batch name, and each Exception document (one or multiple per batch) will be saved into this sub-folder.  
– The name and type of the document will be the same as input filename, or an automatically-generated name if original name is not available.  
– Good documents proceed to Export and become Processed status.
– For each Exception document, a TXT file with matching filename and TXT extension will be created next to the document.  This TXT file contains the cause of the exception, if available.

Internal note: this process is achieved by writing out Exception documents, deleting them from a batch, and routing the whole batch with remaining good documents into Export.

Important note: deletion during processing happens.  Exception documents will not be visible in Processed batches.

Batch with 5 documents:
– 3 good documents
– 2 documents reach Exception or are doc type

Result (in this order): 2 documents proceed to Exception and get written out.  Exception output contains 2 image files + 2 TXT files with exception explanations.  3 documents proceed to Export and become Processed status.  

OFF Automatic/Unattended – A sub-folder is created with the sub-folder name = batch name, and each Exception document (one or multiple per batch) will be saved into this sub-folder.  
– The name and type of the document will be the same as input filename, or an automatically-generated name if the original name is not available.  
– Good documents proceed to Export and become Processed status.
– For each Exception document, a TXT file with matching filename and TXT extension will be created next to the document.  This TXT file contains the cause of the exception, if available.
Batch with 5 documents:
– 3 good documents
– 2 documents reach Exception or are doc type

Result (in this order): 3 documents proceed to Export and become Processed status.  2 documents proceed to Exception and get written out.  Exception output contains 2 image files + 2 TXT files with exception explanations.