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Document Separator

Document Separator

When bulk-scanning documents of the same structure, it is usually required to have as a result a separate file per scanned document.
(so if you scan 50 invoices, you would expect to get 50 invoice files in SharePoint)
This requires the scanning software to know when one document ends, and the next one begins.
Some older scanning software do that by requiring the user to insert additional separating blank pages or barcode pages between the scanned papers, to identify the scanned documents.
This method is time consuming, especially if you have many documents to scan.
With KWizCom Scan app you don't need to add any separating blank/barcode pages to split between the scanned documents.
Instead, you can use a Zonal OCR template (which is used to auto-extract column values), to mark an area in your scanned papers as a document separator.

Adding a document separator to a Zonal OCR template

To edit an existing Zonal OCR template and add a Document separator to it:
  1. Scan a page for which you wish to create the document separator. 
    In the "Edit Settings & Scan" dialog, select "Scan into multiple files" option, as appears in the screenshot below:


    If there's an existing Zonal OCR template to which you want to add the document separator - select it in the "Use Zonal OCR template" drop-down.
    Click "Scan" to start scanning, once scanning is done you'll see the Scan client preview window.

  2. In the Scan Client window, click the "Map Properties" button:
  3. The Map Properties editor will open (if you select a template, it will appear with its settings):



    Under the "Document Separator" section you have the "Create a new document" drop-down with 3 options for your document separator:
    1. For every page (no document separator)
      this means that if you scan multiple pages in "scan to multiple files" option, it will always create a file per-page.

    2. When region contains a specific string value
      when selecting this option you will see on the left side a new "doc. separator" region which you can drag and resize to cover a speicifc part in your scanned page.
      You can now type the target value for that region, and when that value is found it means that the current scanned document ends and a new document should start.
      example: in the PO document screenshot above, we can use the "PURCHASE ORDER" title on the top-right area as a document separator since it always appears only in the 1st page of every PO document.

    3. When value in the marked region changes
      Selecting this option will create a new document when the value in the doc. separator region changes. In this case we are not looking for a specific value, but for a change in the value.
      example: In the PO document screenshot above, the PO number (which identifies the PO) always appears in the top-right area of the PO document. When scanning multiple purchase orders, and a change in that region is discovered, it means a new PO document should be created.


  4. After you mark the doc. separator region, you can test to check if it properly groups your scanned pages into documents as you expect. This is done by clicking the "Separate documents" button. After you click the button, you should see a caption below the button showing how many documents created due to the page separator.



  5. To save the template click "Save Template".
    You can save the template on your local desktop for your own usage, or in the list settings - in that case it will be available to other users that need this template to scan same types of documents. 
    You can also make this the default Zonal OCR template, so it will be automatically used when scanning multiple documents.

  6. To apply this template on the current scanned pages, click "Save & Close".
That's it!
Now all users can use this template while bulk-scanning documents, and it will create multiple files in your SharePoint library according to the page separator settings.
 

Using document separators

After a document separator was added to a Zonal OCR template in a SharePoint library, end-users can use it while bulk-scanning documents.
When bulk-scanning pages of the same type/structure follow these steps:
  1. Put your pages in the scanner feeder.
  2. In the target SharePoint library click "Scan Document(s)":
  3. Click "Edit Settings & Scan" to open the scan settings page:


    Select "Scan into multiple files" option in the "Single/Multiple files" drop-down, and then select the zonal OCR template the includes the document separator (usually this would be the default Zonal OCR template). Then click "Scan".

  4. The template should be appliead and you will see the scan preview, showing the scanned pages, divided to documents according to the document separator in the applied Zonal OCR template:


    In the example above we have 3 documents, separated by using the document separator which identified the string "PURCHASE ORDER" appearing on the top-right area of the 1st page in every PO document.

  5. To save and upload the scanned files to your SharePoint library, click the "Upload & Save" button
 

Using Zonal OCR and document separator in Quick scan (silent) mode

Once a Zonal OCR template is configured as a default template, it will be automatially used when users select Quick Scan mode.
However, if a user wants to quick scan and use a different Zonal OCR template, he can choose a different one by clicking the "..." menu:
 
Created at 6/21/2022 9:43 AM by Nimrod Geva (UTC-05:00) Eastern Time (US and Canada)
Last modified at 7/19/2022 3:47 AM by Nimrod Geva (UTC-05:00) Eastern Time (US and Canada)
Total Views: 456

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