DataCapture Transcript Module Getting Started Guide Version: 6.6 Written by: Product Documentation, R&D Date: February 2011 ImageNow and CaptureNow are registered trademarks of Perceptive Software, Inc. All other products produced by Perceptive Software, Inc., including WebNow, are Perceptive Software trademarks. All other brands and product names mentioned in this document are trademarks or registered trademarks of their respective owners. Copyright 2011 Perceptive Software, Inc. All rights reserved.
Table of Contents DataCapture Transcript Processing... 3 What is DataCapture Transcript Module?... 3 Getting started with DataCapture Transcript Module... 4 About processing a transcript using DataCapture Transcript Module... 5 Process a transcript using the Verification Station to verify data... 5 Process a transcript using the Transcript form to verify data... 7 Automated Transcript Processing Guidelines... 9 Transcripts using the Primary template... 9 One-column transcripts of high quality... 9 One-column transcripts of low quality... 10 Two-column transcripts of high quality... 11 Two-column transcripts of low quality... 12 Transcripts requiring custom templates... 13 Transcript has three columns... 13 Term information appears below course information... 13 Course description appears before department and course number... 14 Term is identified only by date... 15 Term contains non-standard identifiers... 16 Transcripts requiring manual processing... 16 Transcripts with formatting issues... 16 Transcripts with more than three columns... 17 Poorly printed transcripts... 17 Extraneous information appears on the front of the transcript... 18 Appendix A: Using Automatic Form Identification with DataCapture... 19 About defining a sample for a transcript... 19 About re-defining a sample for a transcript... 20 Appendix B: About DataCapture Verification Station... 21 Verification commands... 21 Group verification... 21 Context verification... 22 Rules validation commands... 23 Modify text appearance... 24 Index... 25 Page 2 of 25
DataCapture Transcript Processing DataCapture Transcript Module is part of a custom solution that automates data entry from postsecondary transcripts. This automation increases the accuracy and efficiency with which institutions evaluate and record transfer credits. The evaluation of transfer credits is very data intensive, and manual data entry is time-consuming and can produce costly errors. By automating the data entry process, DataCapture Transcript Module allows institutions to: Capture incoming paper and electronic transcripts and link them to applicant data records. Decrease the time required for evaluation and data entry of transfer credits. Enhance service to transfer students. Ensure that transcripts become part of complete applicant files. Boost employee productivity and satisfaction. Reduce costs associated with data entry and storage. What is DataCapture Transcript Module? A tailored offering for ImageNow DataCapture processes in Higher Education, the Transcript Module is tuned specifically for reading post-secondary transcripts. DataCapture uses OCR, ICR, and OMR technologies to identify a transcript and extract data from it. During verification, you review and repair suspect characters as a group, as shown in the following illustration. Then, when necessary, you continue verification in the context of the transcript as it was captured. Finally, if you defined validation rules for the transcript, DataCapture checks the transcript against those rules. After the Verification step, your transcript is auto-indexed and available for further processing in workflow and from the documents grid. You can view the data extracted by DataCapture in the Transcript form for additional verification and processing of a transcript, which is a form created with the Form Designer available with the ImageNow eforms product. The line-item data from a transcript is available in the format of your choosing to share with your student information system, including XML, EDI, TXT, CSV, XLS and DBF formats. XML is the default format. Page 3 of 25
Because of the assortment of formats found in post-secondary transcripts, most transcript processes benefit from the addition of Automatic Form Identification for Recognition Agent to pre-classify a transcript before DataCapture extracts data from it. Automatic Form Identification compares a transcript to one or more transcript samples it has created. This process identifies the transcript s format and assigns an institution name to the transcript. The information provided by Automatic Form Identification assists DataCapture with choosing a template used to extract data from the transcript, which is helpful when multiple templates exist. For additional details about Automatic Form Identification, refer to Appendix A. DataCapture runs on Microsoft Windows and can communicate with an ImageNow Server running on a UNIX system over TCP/IP. For optimal recognition results when scanning, use a scanner that can be set to automatically correct alignment, brightness, contrast, and clarity, such as a Kofax device with VRS. We recommend that you scan transcripts at 300 DPI. Getting started with DataCapture Transcript Module After DataCapture Transcript Module is installed and configured, use the following high-level procedure to begin processing your transcripts. Important To obtain best recognition results with DataCapture, scan the original transcripts instead of photocopies or faxed transcripts. Do not put stamps or annotations on the original transcripts or add annotations to transcripts. We recommend that you use a scanner that can be set to automatically correct alignment, brightness, contrast, and clarity. 1. Begin at the point of Capture Scan or import a transcript into ImageNow. Each transcript is scanned or imported in a batch and automatically goes into the batches grid. 2. Optional. Quality assure each transcript Open the batches grid and QA the transcript. After you do this, the transcript process automatically begins. 3. Optional. Automatic Form Identification runs automatically AutoForm ID identifies a transcript and assigns an institution name to assist DataCapture with choosing a template. When AutoForm ID reads a transcript format it has not previously identified, the transcript is routed to a workflow queue where you define a sample for the transcript by completing fields in the Institution Not Found form. 4. DataCapture runs automatically DataCapture performs identification, data extraction, and line-item extraction. In the batches grid, the transcript s state changes to "DC Read." Note If bypass verification is enabled for the transcripts you are processing with DataCapture, the next step is bypassed and performed later using the Transcript form. If you are not familiar with bypass verification and are unsure as to whether this setting is enabled, contact your ImageNow administrator. 5. Optional. Perform verification on DataCapture results using the Verification Station From a computer with the Verification Station installed, in the batches grid, double-click the batch with the Page 4 of 25
DC Read Completed state. This prompts ImageNow DataCapture Verifier to open in Group verification mode. You use shortcut keys to accept (press the ENTER key), or reject (enter the correct data). Following Group verification, you may need to process some characters in Context verification, which uses the same keys. Following verification, the results are indexed, and the transcripts are saved as ImageNow documents a workflow queue specified in the inserverdc.ini file. 6. View the data exported by DataCapture in the Transcript form DataCapture creates a data output file, stores it as a subobject in ImageNow, and displays the data in the Transcript form. Make any needed edits to the information displayed in the Transcript form and to the index values displayed in the Properties pane. Then route the transcript according to your processes. 7. Optional. Share validated data with your student information system You can configure your system to upload the extracted data from the DataCapture output file into your student information system. About processing a transcript using DataCapture Transcript Module When you process a transcript using DataCapture Transcript Module, you can verify and validate the extracted data using the DataCapture Verification Station or by using the Transcript form. Process a transcript using the Verification Station to verify data This procedure assumes you created your templates and stored them in the [drive:]\inserver6\datacapture\templates directory, you created your DataCapture profiles, and you created your workflow queues. The separate DataCapture Installation and Setup Guide describes these tasks. This procedure also assumes that Automatic Forms Identification is installed and that bypass verification in the inserverdc.ini file is disabled for the transcripts you are processing with DataCapture. If you are unsure as to whether Automatic Forms Identification is installed and if the bypass verification DataCapture setting is disabled, contact your ImageNow administrator. For information about steps to use the Verification Station, refer to Appendix B, Verify and Validate Using DataCapture Verification Station. Capture a transcript If you are using ImageNow Client, perform the following steps: 1. On the ImageNow toolbar, click the Capture arrow, right-click the DataCapture profile you want to use, and then click Set as Default Action. 2. Click the Capture button and then, depending on your DataCapture source, do one of the following options: Scan the transcript with a scanner. Import the transcript from the File Capture dialog box. If you are using ImageNow Interact for Lexmark, ImageNow Interact for HP, ImageNow Interact for Xerox, or ImageNow Interact for ecopy, perform the following steps at the multifunction device: 1. Press the Send to ImageNow button. 2. Select the DataCapture profile you want to use. 3. Select a workflow queue, and then press Scan. QA the transcript This procedure is not available if the QA step is disabled in the capture profile. 1. On the ImageNow toolbar, click the Batches button. 2. In the batches grid, QA the transcript. Page 5 of 25
Define a transcript sample created by Automatic Form Identification If the transcript does not match a sample created by Automatic Form Identification, or if the transcript matches multiple samples, it is routed to a workflow queue where you perform the following substeps to define a sample using the Institution Not Found form: 1. Open the transcript from the workflow grid. 2. In the Forms pane, in the Institution Not Found form, under Institution name, type the institution name you want to associate with the transcript. The field for Institution code is automatically populated. 3. Under DataCapture template, choose the DataCapture template you want to associate with the transcript. Note The contents of the DataCapture template list depend on your solution. 4. On the Workflow toolbar, click the Route Forward button. Start DataCapture processing In the batches grid, click the Refresh button and then verify that the Step column displays DC Read and the State column displays Completed. Note Depending on the number of transcripts you are processing, it takes time for the Step and State columns to update. Therefore, repeat the previous step as needed. Verify DataCapture results The following procedure assumes you are using a computer with the DataCapture Verification Station installed. 1. Double-click the DataCapture batch you want to verify and then, in the ImageNow DataCapture Verifier window, perform group verification and then context verification by using the following commands: To accept a group of characters and go to the next group, press the ENTER key. To correct a group of characters, select the character you want using the PLUS SIGN (+) and MINUS SIGN (-) keys on the numeric keypad, and then make any corrections using your keyboard. Note When conducting group verification, you verify against all instances of a character in the group. For example, when you accept the letter "A" in group verification, you are accepting the letter "A" for all of the uncertain characters that appear in the group. 2. If you have validation rules and an error occurs against one of those rules, the ImageNow Validation window opens after context verification. To validate and correct any errors, perform the following substeps and then close the Verifier window: 1. To correct an error, double-click the area surrounded by a red box and enter your corrections. 2. If you have more than one page of errors, press the PLUS SIGN (+) key on the numeric keypad to move to the next page. Page 6 of 25
Process the transcript in workflow The following procedure assumes that DataCapture was configured to send transcripts to a workflow process. It can be performed on ImageNow Client or WebNow Client. 1. Open the workflow queue that contains the transcript. 2. In the workflow grid, double-click the transcript, and then, in Viewer, perform any of the following options: To view and change index keys and associate keywords with the transcript, press F7 and then, in the Properties pane, make any needed changes. To verify that the line-item data was captured from the transcript, perform the following actions: 1. If the Forms pane is not visible, in Viewer, on the View menu, click Forms. 2. If the Transcript form is not visible, in the Forms pane, in the Select a form list, select the Transcript form. 3. Review the data in the Transcript form and make any needed changes. 4. On the File menu, click Save. 3. To route the transcript through workflow, click one of the following buttons on the Workflow toolbar: Route Forward Route Up Route Back Route Anywhere Process a transcript using the Transcript form to verify data This procedure assumes that you created your templates and stored them in the [drive]:\inserver6\datacapture\templates folder, you created your DataCapture profiles, and you created your workflow queues. The separate DataCapture Installation and Setup Guide offers details on these tasks. This procedure also assumes that Automatic Forms Identification is installed and that bypass verification in the inserverdc.ini file is enabled for the transcripts you are processing with DataCapture. If you are unsure as to whether Automatic Forms Identification is installed and if the bypass verification DataCapture setting is enabled, contact your ImageNow administrator. Capture a transcript If you are using ImageNow Client, perform the following steps: 1. On the ImageNow toolbar, click the Capture arrow, right-click the DataCapture profile you want to use, and then click Set as Default Action. 2. Click the Capture button and then, depending on your DataCapture source, do one of the following options: Scan the transcripts with a scanner. Import the transcripts from the File Capture dialog box. If you are using ImageNow Interact for HP, ImageNow Interact for Xerox, or ImageNow Interact for ecopy, perform the following steps at the multifunction device: 1. Press the Send to ImageNow button. 2. Select the DataCapture profile you want to use. 3. Select a workflow queue, and then press Scan. Page 7 of 25
QA the transcript This procedure is not available if the QA step is disabled in the capture profile. 1. On the ImageNow toolbar, click the Batches button. 2. In the batches grid, QA the transcripts. Define a transcript sample created by Automatic Form Identification If the transcript does not match a sample created by Automatic Form Identification, or if the transcript matches multiple samples, it is routed to a workflow queue where you perform the following substeps to define a sample using the Institution Not Found form: 1. Open the transcript from the workflow grid. 2. In the Forms pane, in the Institution Not Found form, under Institution name, type the institution name you want to associate with the transcript. The field for Institution code is automatically populated. 3. Under DataCapture template, choose the DataCapture template you want to associate with the transcript. Note The contents of the DataCapture template list depend on your solution. 4. On the Workflow toolbar, click the Route Forward button. Start DataCapture processing In the batches grid, click the Refresh button and then verify that the Step column displays DC Read and the State column displays Completed. Note Depending on the number of transcripts you are processing, it takes time for the Step and State columns to update. Therefore, repeat the previous step as needed. Verify DataCapture results When bypass verification is enabled, no further interaction is required by the user during the remaining batch processing stage. The batch automatically processes from DC Read DC Verify to DC Export. The captured transcript is exported as an ImageNow document without passing through the Verification and Validation steps on the DataCapture Verification Station. You can perform verification or validation manually using the Transcript form after the batch becomes an ImageNow document. Perform verification of captured transcript data using the Transcript form If you do not use the DataCapture Verification Station to verify transcript data, you can correct any uncertain characters manually using the Transcript form after the batch becomes an ImageNow document. 1. In the workflow grid, open the transcript you want to manually verify and validate. 2. If the Forms pane is not visible, in Viewer, on the View menu, click Forms. 3. If the Transcript form is not visible, in the Forms pane, in the Select a form list, select the Transcript form. 4. Perform verification or validation of the data by editing the data in the form. 5. To view and change index keys and associate keywords with the transcript, press F7 and then, in the Properties pane, make any needed changes. 6. On the File menu, click Save. 7. On the Workflow toolbar, click the Route Forward button. Page 8 of 25
Automated Transcript Processing Guidelines This section contains guidelines that help you understand the best conditions under which transcripts are processed. It also describes conditions that might interfere with transcript processing. Transcripts using the Primary template A DataCapture template called the Primary template is used to process one-column and two-column transcripts. The following examples describe how DataCapture interprets one- and two-column transcripts of high quality and low quality. One-column transcripts of high quality The following example transcripts contain clear, well-defined information, which minimizes the chances of a calendar term being misread during processing. The course details are well spaced, and there are no additional markings on the image. When you process transcripts of this quality, you receive the highest hit rate and character accuracy. Page 9 of 25
One-column transcripts of low quality The following example transcript breaks almost every guideline for quality transcripts. Most importantly, DataCapture cannot read the term Fall because it is blurry, which increases the chances of DataCapture missing the calendar term data. In addition to the blurred term, several other problems remain: Extremely short data values, such as IS, and single-digit course numbers, increase the likelihood of errors during processing. Information that is crossed out, such as the labels at the top of the transcript, interferes with the processes of identifying where the term information starts and determining whether there are one or two columns on the page. Checkmarks can interfere with identifying data such as credits, grades, and points. They can also make separate course rows appear to run together. Handwritten parentheses and other notations can result in additional verification processes and inaccurate information. All of the data contained in any line that has been crossed out must be manually entered. DataCapture cannot correctly read stamps. Additional markings on the page lower the overall legibility of the transcript and can easily be mistaken for punctuation marks. Page 10 of 25
Two-column transcripts of high quality The sample transcripts below contain clear, well-defined information, which minimizes the chances of a calendar term being misread during processing. The course details are well spaced, and there are no additional markings on the image. Transcripts of this quality have the highest hit rate and character accuracy. Page 11 of 25
Two-column transcripts of low quality When working with two-column transcripts, DataCapture must determine where the first column ends and the second column begins. It can use the labels at the top of the information for the term such as course, description, and grade to locate the beginning and end of a column. However, if the labels are unreliable because of poor quality, or if the labels are underlined, DataCapture may detect only one column instead of two. All other general quality considerations for transcripts also apply, such as: Extremely short data values, such as EN and IS, increase the likelihood of errors during processing. Information that is crossed out, such as the labels at the top of the transcript, interferes with the processes of identifying where the term information starts and determining whether there are one or two columns on the page. Checkmarks can cause problems when identifying data such as credits, grades, and points. They can also make separate course rows appear to run together. Handwritten parentheses and other notations can result in additional verification processes and inaccurate information. All of the data contained in any line that has been crossed out must be manually entered. DataCapture cannot correctly read stamps, resulting in possible confusion in some of the rules and other unforeseen problems in processing. Additional markings on the page lower the overall legibility of the transcript and can easily be mistaken for punctuation marks. Blurry term names are easily misread and can be difficult to accurately identify. The following example transcripts contain blurry text, short data values, and other content that can prevent them from being correctly processed. Page 12 of 25
Transcripts requiring custom templates The following subsections explain why some transcript formats require custom templates. Generally, if your solution includes custom templates for the described transcript formats and you use Automatic Form Identification, you can process these transcripts as you process one-column and two-column transcripts. If your solution does not include Automatic Form Identification but includes the necessary custom templates, you must separately scan each transcript format and use a DataCapture profile created for each custom template. Transcript has three columns Three-column transcripts provide challenges with determining where one column ends and another column begins. The following three-column transcript example shows well-spaced course details and does not contain additional markings on the image, minimizing the chances of a term s data being misread during processing. Term information appears below course information The term information in the following two examples, highlighted in blue, is located below the course information. This non-standard format requires a custom template in order to read the course information above the term information rather than below it. Page 13 of 25
Like the previous example, the following example transcript lists the term information below the course information. It also has the following issues: The term is repeated next to each course, causing several erroneous term data. The course description appears before the course name and course number, causing the transcript to require a custom template. Course description appears before department and course number When reading a transcript, DataCapture searches for the department first, followed by the course number and course description. To handle situations in which the course description appears first on an institution s transcripts, such as in the following examples, a custom template is built into the DataCapture Transcript Module. Page 14 of 25
Term is identified only by date DataCapture identifies the term by certain keywords, such as Fall, Spring, Winter, FA 19**, and SU 20**. When there are only dates to identify the term, such as in the following examples, a custom template is required to fully identify the term. Note When the keyword is available along with the dates, as shown in the two example transcripts below, the Primary template correctly identifies the term. In this case, a custom template is not needed. Page 15 of 25
Term contains non-standard identifiers The following transcripts contain unusual methods for identifying each calendar term that require a custom template and the use of Automatic Form Identification as part of your DataCapture Transcript Module solution. In the following example, the term identifier (for example, Spring 1975) does not appear in a distinct location. The following example shows that the term identifier (FL78) appears to the left of the first course row, which prevents the first row from being included in the term table when using the Primary template. Course information for a term is always expected to appear below the term identifier. Combining a custom template with Automatic Form Identification and DataCapture enables you to capture data from transcripts with this format. Transcripts requiring manual processing The issues with transcripts described here cause DataCapture to misinterpret the data. Transcripts with these issues may require more manual scanning. Transcripts with formatting issues Lines in the transcripts can interfere with how DataCapture reads it. In the first two examples shown below, the terms and years are separated by horizontal lines. When this occurs, it is impossible for DataCapture to correctly read the text, and the data for these terms is missed. The third example contains the same problem, but the separating line is vertical. Fortunately, the term s dates are also listed in the third example, so the term s data can be picked up by a custom template. Page 16 of 25
Transcripts with more than three columns Four-column transcripts are not supported by the DataCapture Transcript Module. To capture transcripts with more than three columns, use another method. Poorly printed transcripts Poor print quality occurs on the following sample transcripts. In addition, in the following example, the vertical line separating the credit values reduces the accuracy of reading the characters by roughly 75 percent. In the following example, the lack of a clearly defined term summary (FALL 74) prevents the identification of the end of the term. In this case, the digits are interpreted as the course number, which causes the description, grade, credits, and points to be read incorrectly. Page 17 of 25
Extraneous information appears on the front of the transcript The front of a transcript generally lists information regarding a student s grades, course numbers, and accreditations while the back of a transcript generally includes any supporting information. When the front of a transcript includes extraneous information, DataCapture can misinterpret the front of the transcript as the back. For example, the following transcript includes extraneous grading system and codes information on the front, lower-right corner. DataCapture would interpret the front of this transcript as the back, missing the data on the front of the transcript. Page 18 of 25
Appendix A: Using Automatic Form Identification with DataCapture With the wide range of transcript formats, most transcript processes benefit from combining Automatic Form Identification for Recognition Agent with DataCapture. Automatic Form Identification (AutoForm ID) compares a transcript to one or more transcript samples. This process identifies the transcript s format, and assigns the institution name and DataCapture template to the transcript. The information provided by AutoForm ID assists DataCapture with choosing a template to extract data from the transcript. A transcript that matches a sample automatically continues through the transcript process. A transcript that does not match a sample is routed to a workflow queue where you complete the Institution Not Found form to define a sample for the transcript. If you need to re-define a sample at a later time, open the sample in the Administration workflow queue and complete the Institution Administration form. About defining a sample for a transcript The following figure, from the AutoForm ID step, shows the Forms pane displaying the Institution Not Found form you use to define a transcript sample. When a defined sample for a transcript does not exist, or when a transcript matches multiple samples, the transcript is routed to a workflow queue where you are prompted to define a sample. AutoForm ID automatically uses the sample you define to identify an institution s transcript format when more transcripts are processed. The Institution Not Found form used as part of your AutoForm ID step might contain different fields than the following figure, as the pane is customizable to each solution. For steps to define a sample for a transcript, refer to the Define a transcript sample created by Automatic Form Identification section on page 6. Page 19 of 25
About re-defining a sample for a transcript The following figure shows the Forms pane displaying the Institution Administration form you use to redefine a transcript sample that was defined incorrectly or to remove a sample you no longer want to keep. The Institution Administration form is accessed through the Administration workflow queue, where you select the sample you want to re-define from the workflow grid. AutoForm ID permits up to 10 samples per institution. After 10 samples exist, the oldest sample is automatically removed. You can choose which samples to keep or delete by selecting Persist or Remove in the Institution Administration form. The Success column in the form shows the number of samples that match a transcript page. The Failed column shows the number of samples AutoForm ID attempted to match to a transcript page without success. The Refresh button enables you to refresh the data in the Success and Failed columns, while the Update button submits the changes you entered into the Institution Administration form to AutoForm ID. Perform the following steps for each transcript page listed in the Institution Administration form: 1. Open the transcript from the workflow grid. 2. Under DataCapture template, choose a DataCapture template you want to associate with the transcript. Note The contents of the template list depend on your solution. 3. Select a check box for one of the following options: Persist to keep the sample for future use. Remove to remove the sample. 4. Click Update to apply your changes. 5. Close Viewer. Page 20 of 25
Appendix B: About DataCapture Verification Station The following sections describe the group mode and context mode of the ImageNow Verifier window, and the process to modify the appearance of text in Verification Station. Verification commands The following information covers the two modes of verification that you use in ImageNow: Group and Context. A user must complete the Verification step on a computer with the DataCapture Verification Station installed. Group verification In group verification mode, characters are submitted for verification in groups. For example, you can easily spot a character that stands out in the group of similar characters and correct it. In a group of 1s, you can spot a 7 that was incorrectly recognized as 1. Up to 300 characters can appear at one time, all of which can be confirmed with a single click. If there are no uncertain characters, group verification is skipped. This mode is useful for verifying check marks, groups of check marks, and text fields that contain only digits. It is less convenient for text fields containing both letters and digits or only letters. If you are unable to reliably distinguish between a "0" and an "O" or a "6" and a "G", you can postpone the characters and verify or correct them in context verification mode instead. Symbols in group verification mode The following table explains the color coding of characters when you are in group verification mode. Symbol Character on a blue background Character on a yellow background Description The current character (the image of the character is enclosed in a rectangle) A character to be verified later (neither confirmed nor corrected) The number of characters you see at one time depends on the size of the Verification window. Actions you perform in this window affect only the characters currently displayed in the window. Working in group verification mode The following table lists keyboard actions available when you are in group verification mode. Action Confirm a character. Edit the current character. Postpone verifying the current character Move through a group. Press this key ENTER The key of the required character SPACE LEFT ARROW or RIGHT ARROW Page 21 of 25
Move to the beginning of a group. Move to the end of a group. Move up or down in a group (or move to the previous or next group). Move to the previous or next group without confirming the current one. Hide or show the Zoom window. Move in the Zoom window. Move to the page margin in the Zoom window. HOME END UP ARROW or DOWN ARROW PAGE UP or PAGE DOWN CTRL+ PLUS key ALT + arrow key ALT + SHIFT + arrow key Exclude the page of the current check mark from verification. This action sets a verification error flag for the page, and only re-recognition removes it. Close the verification window. CTRL + S ESC Context verification After the group verification is complete, if you postponed verification of any characters in group mode, DataCapture automatically starts context verification. In this mode, the program submits the blocks containing uncertain characters for verification in context. Context mode is useful for fields containing words: each character is displayed in its context. By default, context verification is used for text blocks. Symbols in context verification mode The following table explains the color coding of characters when you are in context verification mode. Symbol Description End of line Red character Blue character Black character Character on a blue background Uncertain character The current character to be verified Verified or reliably recognized character The current character (the image of the character is enclosed in a rectangle) Note Color coding is configurable in the Verification Station. Therefore, the colors you see in the Verifier window may differ from the colors listed in this section. For more information, refer to the Modify text appearance section. Page 22 of 25
Working in context verification mode The following table lists keyboard actions available when you are in context verification mode. Action Correct an incorrectly recognized character Delete a character or space Mark as to be verified later Insert a space after the current character Insert a character after the current character Replace two or more characters with a single character Move the cursor to the beginning of an item Move the cursor to the end of an item Confirm an item Move to the previous or next item without confirming the current one Close the verification window Instruction Click or use arrow keys to move the highlight to the character to replace and replace it. Click or use arrow keys to move the highlight to the character and press DEL. Press SPACE. Press INS. Insert a space (press INS), move to this space, and insert the desired character. Select the characters concerned (SHIFT+ LEFT ARROW or SHIFT+ RIGHT ARROW) and press the desired character key. Press HOME. Press END. Press ENTER. (All green and blue characters are automatically replaced by black ones.) This action confirms the character, word, or entire item, depending on the settings in the Confirm what field in options list for the block. Press UP ARROW or DOWN ARROW. Press ESC. Note Any manual input block for which the Verify block option is checked is also submitted for context verification. These blocks have "(manual input)" appended to their names. You must type the text to verify it. (Manual input blocks are available only on static forms created in the Template Designer tool.) Rules validation commands In the validation process, you review and correct data that is collected against a set of predefined rules. Errors are outlined in red. Page 23 of 25
Command Change the scale in the Zoom window Change the scale in the Image window Correct an error detected by a validation rule Next or Previous block containing errors Next or Previous block in the Page window Next or Previous rule error Description Right-click in the Zoom window and, in the Scale item, select a scale. Right-click in the Image window and, in the Scale item, select a scale. Double-click a line with an error. The corresponding blocks are enclosed in red frames. Move from one field to the next by pressing F2 or SHIFT+F2 and correct the data. Note When the highlight moves from one field to the next, the rule is automatically applied. If, after editing the field, the rule can be executed successfully, the respective line in the rule error list disappears. Press the PLUS (+) key or MINUS (-) key on the numeric keypad. Press TAB or SHIFT+TAB to move the cursor to the next or previous block in the Page window. Press F8 or SHIFT+F8. The highlight appears in the first field of the next or previous rule respectively, and the fields to be checked are enclosed in red frames. Modify text appearance In Verification Station, you can configure the appearance of text attributes such as font, color, and size. Perform the following steps to configure the appearance of text in Verification Station. 1. On the client workstation, navigate to the \Program Files\ImageNow6\DataCapture directory and then select the FormReader.exe file to open it. 2. In ImageNow FormReader, in the Batch of Forms dialog box, click Cancel. Note Changes to text appearance apply to all template batches. 3. On the ImageNow FormReader toolbar, on the Tools menu, select Options. 4. In the Options dialog box, on the View tab, select options to change the appearance of text in Verification Station. 5. Click OK. Page 24 of 25
Index automated transcript processing guidelines... 9 context verification of characters... 22 DataCapture... 3 overview... 3 processing forms... 5 verification using an ImageNow Form... 8 viewing results... 5 formatting issues with transcripts... 16 forms performing DataCapture verification... 8 forms, DataCapture processing... 5 keywords... 15 non-working transcripts... 16 four-column transcripts... 17 poor quality transcripts... 17 transcripts with extraneous information on front... 18 transcripts with formatting issues... 16 processing a DataCapture form... 5 rules validation commands... 23 symbols context verification... 22 group verification... 21 transcripts requiring custom templates... 13 course description appears before department and course number... 14 term identified only by date... 15 term information appears below course information... 13 three-column transcripts... 13 unusual term identifiers... 16 transcripts using the Primary template one column transcripts of high quality... 9 one column transcripts of low quality... 10 two column transcripts of high quality... 11 two column transcripts of low quality... 12 transcripts with extraneous information on front... 18 viewing DataCapture results... 5 Page 25 of 25