Knowledge Base Article
Understanding indexes and data filing methods
One of the great features of i2 is the flexibility to create filenames, directories and text file data the way you want.
Here are some of the things to consider in setting up you i2 jobs:
1. Using a Pre-Index.
A Pre-Index is something the user will select or enter once and can be used over the entire batch. An example could be where we are archiving a client file. Client name could be used as a Pre-Index, that is we will type it in once and it can be used as part of the naming scheme for all the documents in our batch.
2. Creating directories and sub directories as part of your document indexing.
One of the easiest ways of retrieving your scanned documents is to use a directory structure. i2 has the ability to use index information to create a directory and sub directories. If the directory already exists, i2 will simply place the data within that directory.
An example could be creating the document folder based on the location of a branch office, then by division:
3. Zone Properties – Do Not Verify.
You can automate the profiling of a document or a zone without the confirmation of an operator. Where you have an accurate OCR or Barcode Zone, you can specify to Do Not Verify the zone. This will mean the data will be extracted but the operator will not be prompted to validate the data.
4. List of Values.
A great way to reduce data entry is to create a List of Values.
By creating an index field where the operator needs only to select from a pre defined list can greatly increase the speed and accuracy of what is being profiled.
The great thing about a list of Values is if you select the first letter of the value it will immediately select it – further speeding up the indexing process.
5. Exporting Batches During Processor Idle Time.
Where you are scanning and processing a large volume of documents there can be delays in exporting the files and relevant data. A great way to maximise operator productivity is to select the option to Export Batches During Processor Idle Time. This will allow the operator to profile the documents and continue onto the next scanning job or P.C activity.
When i2 detects the computer is not being used it will start to export the batches of documents as a back ground process. Should the computer be suddenly used, i2 will simply pause the exporting and continue next time the computer is inactive:
6. Importing existing CSV data as part of an i2 job.
You may have other databases with information you want to use as part of profiling document in i2. Rather than having to type in the data manually, you can import existing CSV data into i2. There are two columns of text supported so you can use for example a part number as well as the description to assist the operator in indexing the scanned documents.
When using an existing CSV file as part of your List of Values, when the operator starts typing the relevant data will automatically be selected. This is a great way of speeding up the validating process.
7. Using an OCR zone as a document separator.
This is especially useful where you create the documents in house or the particular set of documents you are scanning are very similar e.g. an agreement, a contract or set of documents from a major supplier.
You can create a job and define an OCR zone with a specific value. During profiling of a batch, whenever that value in that define region is detected a new file will be created.
