Whats new in GScan Service?

The new GScan Service release is here. What does it bring?

  • Significant update to the Learning mode component.
  • Verification rules feature for more convenient verification of the extracted data.
  • Custom fields feature for better batch management in the GScan Service Web Station.

Interested? Keep reading.

21. 6. 2021 Tomáš Jurik

Improved Learning mode
The Learning mode is a simple way to create templates for automated data recognition. Until this version, the templates were created manually by the user who defined zones on the document, from which the data will be extracted. Also, any changes to the existing templates were made manually. This process now became automated and saves information about the actions of the user during the data extraction process. In other words, the system remembers all the positions of data extracted by the Click-to-Index feature and uses that information for future documents of the same type. The template itself is created once the document is confirmed.

The template contains saved information about the extracted data (value, location on the document, etc.) and the fingerprint of the document the data were extracted from. This template is then used for every document, fingerprint of which matches the fingerprint contained in the template. If the automatically extracted values are not correct, the user is able to correct the values using the Click to index feature again. The changes are saved, and the template is updated.

The recognition of the tables has been also updated, so the system is capable to automatically detect tables with numeric and/or date values, recognize columns, and (if possible) map table columns from the document to table columns in the indexer. The user interface in GScan Service Web Station and GScan Desktop has been adjusted as well, for seamless table definition.

Recognized table

Table action menu - mapping

Extracted values from table in the indexer

Verification rules
The verification rules are designed for automated/assisted verification of extracted data. In practice, it means, that there will be a list of errors and/or warnings displayed during the verification. The list shows issues with data extraction based on the rules defined in the configuration. Not only built-in verification rules for Invoice Headers and Invoice Items indexing data types, but also user-defined custom rules are available. The custom rules are defined by the user for virtually any indexing data type, not only the types mentioned above.

A verification rule consists of condition, indexing fields that act as input values for conditions, and/or indexing fields acting as output fields for calculated values. When a condition in the verification rule is not met, the issue is displayed as an error or a warning (depending on the defined rule severity).

Based on severity, there are two types of results, when the rule condition is not met.
1. Error – verification issue that must be fixed, otherwise the document cannot be confirmed. The error cannot be overridden without fixing the cause of the issue.
2. Warning – warnings are essentially less severe verification issues. It is possible to manually override a warning without fixing the cause of the issue, however, this action is recorded in the file containing the extracted metadata for future reference.

The verification rules are available in GScan Service Web Station only. The errors and warnings are displayed in the bottom part of the indexer section, when a batch is opened for verification.

List of errors

List of warnings

Custom fields
A functionality, that allows displaying of up to three indexing fields in the Batch manager view and use them to filter and sort processed batches. This serves for better orientation in the processed documents based on values extracted from the document.
Normally the user can see the extracted data after the batch is opened and the indexer displayed. However, in many cases, it would be much easier to organize and sort the processed batches if some of the data would be available in the Batch manager view (e. g., document number, vendor or recipient information, date information, etc.). This is the purpose of the Custom fields feature.
The custom fields are defined in the scan job configuration. It is possible to define up to three custom fields and assign an indexing field to each one of them.

Defined custom fields in the scan job configuration

The Custom fields can be utilized in the GScan Service Web Station, in the Batch Manager section to sort and filter the processed batches.

Batches filtered by a custom field - Invoice Date

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