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Using Batch Capture and Indexing - Perceptive

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Overview

Import and scan client-related batch documents into the system.

Before you Begin

Prerequisites: You must have the following items configured in order to use the document capture functionality.

  • Perceptive Content must be configured on the server.  
  • You must have access to the Batch Capture and Indexing form.
  • You must have the ability to scan under the Document Management section of User Definition or User Role Definition forms.

Import and Scan Batches into Avatar

  1. Open the Batch Capture and Indexing form using the Form and Data widget.
    • Note: For systems on Perceptive 2017 and later, this will open in an external Internet Explorer browser (unless otherwise indicated in Document Management Defaults). The below screenshots depict a Perceptive 2016 system.
  2. Click Capture in the top right hand corner of the form.

batch_capture_button.png

  1. Enter a description for the batch in the Batch Capture Description field and click Start.

capture_profile.jpg
 

  1. Select your Batch Capture Source:
  • Scanner - Prompts you to select a scanner configured on the workstation. Click Ok.
  • File - Allows you to select documents to import.

Source.png  

  1. If you selected File for the source, click Browse, select the files to include in the batch, and click Open.

Note: CTRL + click allows you to select multiple items.

System result: The number of files you’ve included in your batch is displayed.

select_files.jpg
 

  1. Click Done.

System result: The Capture and Indexing Status window is displayed where you can review your batch information.

  1. Click the Open Batch button to begin the indexing process.

capture_and_indexing_status.jpg

Index a Batch Document

Indexing allows you to specify where each page of the document is stored.

  1. When importing a document, in the Capture and Indexing Status screen, click the Open Batch button to open the Batch Indexing screen.
  2. In the Document Type field, enter the document type.  
  3. Under Properties, complete the following required fields:
  • Client
  • Episode 
  • Document Date
    • Note: This will default to the current date after submission if left blank.
    • Note: If typing out the date, please ensure a format of "MM/DD/YYYY". Single-digit months/days are acceptable but the year must be four-digit.

index_a_batch.png

Open an Existing Batch

  1. Open the Batch Capture and Indexing form using the Form and Data widget.
  2. Click the appropriate queue name in the Batches pane.
  3. Double-click the batch from the list in the Batches/<Queue Name> screen to open the batch.

Edit Batch Properties

  1. Open a batch.
  2. In the Batch Indexing screen, under Properties, edit any of the appropriate fields. 

Delete a Page

  1. Open a batch.
  2. In the Batch Indexing screen, on the left pane, select a page.

Note: You can CTRL + click to select multiple pages.

  1. On the toolbar, click the Delete Delete.png button.

Rotate a Page

  1. Open a batch.
  2. In the Batch Indexing screen, on the left pane, select a page.
  3. On the toolbar, click either the Rotate Left rotate_left.jpg or Rotate Right rotate_right.jpg buttons.

Note: The rotate functionality is only supported for scanned images at this time. Any imported items (e.g. JPGs, PDFs, Word documents) will not be rotatable.

Copy a Page

  1. Open a batch.
  2. In the Batch Indexing screen, on the left pane, select a page.
  3. On the toolbar, click the Copy copy.jpg button.

Note: You can CTRL + click to select multiple pages.

System result: The system splits the batch and adds the copied pages to a new document. You can now index this document with the appropriate properties.

Split a Batch Document

Capturing in batch creates a single document with multiple pages. Complete the following steps to break a batch into multiple documents. NOTE: PDF documents cannot be split into multiple pages. 

  1. In the Batch Indexing Status screen, in the left pages pane, select the pages to split into a separate document.

Note: You can CTRL + click to select multiple pages.

System result: The pages selected will turn to a blue highlight.

pages_pane.png
 

  1. In the toolbar, click the Split Document split_document.jpg button.

 batch_capture_toolbar.png

System result: The system displays the new split document on the left pages pane and the index batches screen. You can now select a different document type, client, and episode number for each of the documents

batch_capture_page_count.png
 

  1. Select each split document in the pages pane and modify the document properties for the documents as appropriate.
  2. After you complete the Properties for each split document, click on the blue Send To button on the top right of the screen.

System result: Depending on your system configuration, the batch is sent to an Avatar Batch Validation queue.

send_to_queue.png
 

  1. In the left pane, double-click select the queue that your batch is stored in, review, and click Submit Batch to finalize the document.

review_batch.png

Tip: You can return to the indexing queue without submitting a batch, click the back_button.png Back button.

submit_batch.png

Delete a Batch

  1. Open the Batch Capture and Indexing form using the Form and Data widget.
  2. Click the appropriate queue name in the Batches pane.
  3. From the Indexing queue, select the batch.
  4. On the toolbar, click the Delete delete.jpg button.
  5. In the Batch Delete warning message, click Yes to delete the batch.

 Close the Form

To close the form and return to Avatar, click the Close button. If using the external browser in Perceptive 2017 or later, simply exit the browser.

close_the_form.png