MetaServer > Help > Organize

080 MetaServer Organize

With the Organize action, you can send documents and document sets to the Organizer viewer where you can perform the following functions:

– Move Pages
– Separate documents by adding separation points
– Delete pages
– Rotate Pages
– Merge documents

Organizer in the MetaServer Operator Client

The Separate Document / Process Page action is often combined with the Organize action. This forces the user to check the separation and page processing result before further processing the document(s).

01 Organize – Organizer Ribbon

Select Worfklows

Select one more more workflows to organize.

The icon turns red if not all workflows are selected to clearly indicate that not all documents will be available for organizing.

Previous Document Set

Open the previous document set to be organized.

Navigating through document sets with the blue buttons does not “OK” them. To save all changes and move the organized documents to the next step, you must press OK.

Open Document Set

Open a list of available document sets to select a specific document set to organize or reserve document sets to hide them from other organizer stations.

Next Document Set

Open the next document set to be organized.

Navigating through document sets with the blue buttons does not “OK” them. To save all changes and move the document set to the next step, you must press OK.

Close Document Set

Close the current document set.

As long as a document set is open, it is not available for any other Organizer stations. By closing it, it can be opened on another station.

Separate (F2)

Select a page of a document and press Separate or F2 to mark it as the first page.

A blue separator icon will be inserted in front of the document.

You can also multi-select several pages by holding the Ctrl-key on your keyboard and insert all separator pages with a single click.

Merge (F3)

Select any of the pages of a document or its separator and press Merge to merge the document with the previous document.

You can also select the separator and delete it, using the Delete Page(s) button or its shortcut F4.

Delete Page(s) (F4)

Select one or more pages and press Delete Page(s) or F4 to delete them.

Like for all the actions in Organizer, you can undo deletions by using the Undo function (Ctrl+Z).

Rotation buttons (F6, F7, F8)

Select one or more pages and press one of the rotation buttons to change the orientation.

– F6: Left
– F7: Right
– F8: 180°

Undo All (Ctrl+Z)

Use Undo All or press CTRL+Z to undo all your changes.

Undo All actually works in 2 steps. After undoing your changes, you can perform a second Undo All to load the document as it was originally imported reinserting any automatically deleted pages, removing any auto-rotations or removing any auto-separation points.

Thumbnail Size

Select your preferred thumbnail size.

– Large
– Medium
– Small

Preview Page

Press Preview Page or double-click any thumbnail to toggle the large page viewer ON or OFF.

Last Organized

When you have organized a document set and pressed the OK button, it goes to the next step.

However there is a timer of 10 seconds (the duration can be adjusted here) before the organized document set moves to the next step.

This gives you the opportunity to reload the last organized document set to make some final corrections.

When the timer expires, the document set moves automatically to the next step and is not available anymore.

OK (ENTER)

Once you have organized a document and checked all separation points, you need to confirm by pressing OK to move it to the next step.

Reject

If a document cannot be processed because it is unreadable (bad scan) or some key information is missing, you can use the Reject function to trigger a special workflow.

For example, a rejected document can be emailed to the scanner operator to inform him about bad image quality.

You can define up to 10 different reject reasons here.

Delete Set (Ctrl+D)

If a document set is irrelevant, it can be deleted. Workflows can be configured to completely delete the document set or move it to a special folder.

Skip Set

When you need input from a coworker or need to lookup some info in a separate system to organize a document set, then you can skip it and continue working on other document sets.

Once you have organized all sets, you can reopen the skipped sets with the Skipped tools like “Open Skipped”, “Next Skipped”.

The Skip function can be disabled and in that case none of the skip functions will be visible.

Skip Controls

Use these controls to open and navigate through skipped document sets.

– Previous Skipped
– Open Skipped
– Next Skipped

Also see Skip Set

Counters

This opens a list of all documents being processed by MetaServer.

The list shows a total document count per action. The counters show totals across all workflows.

You can refresh the list by pressing the refresh button or the F5 key.

Click on the image to enlarge.

Select Server

A system can contain several MetaServers. Select the MetaServer you want to work with.

If the MetaServer is not on the same domain as the client, you can enter the server’s URL manually by pressing the arrow under the icon and by selecting “Select by URL”.

You can find more information about that here.

The Status Bar

Server: The name of the machine MetaServer is running on.

Documents: The total number of documents in the MetaServer queue across all workflows. The counter does not get filtered by the Select Workflows function and always shows the total document count for both selected and unselected workflows.

In organizer: Number of documents available (not locked by any user) for Organizing. The counter only shows the count of the selected workflows. See Select Workflows button.

Skipped: Number of documents available (not locked by any user) for Organizing with skipped status. The counter only shows the count of the selected workflows. See Select Worklows button.

In validation: Number of documents available (not locked by any user) for Validation. The counter only shows the count of the selected workflows. See Select Workflows button.

Skipped: Number of documents available (not locked by any user) for Validation with skipped status. The counter only shows the count of the selected workflows. See Select Workflows button.

Errors: Number of documents in error state. These documents triggered a red error.  Errors and the documents that caused them can be viewed and managed in the Errors tab. The counter only shows the count of the selected workflows. See Select Workflows button.

Organized: while organizing your documents, you will see the number of organized documents change accordingly. For example, if you separate a document, it will add 1 document to the counter.

02 Organize – Invoices US Case Study

In our example, we will make use of the “CB – INVOICES US” workflow. This workflow is automatically installed with CaptureBites MetaServer.

The invoices in this workflow are imported from 3 different sources:
– SINGLE folder: the invoices are already separated.
– MULTI folder: different invoices have been scanned as one big PDF. This is called a “Document Set” and needs to be separated.
– Email Inbox: invoices are already separated and digital.

Invoices can exist of one or multiple pages and each vendor has their own unique lay-out. Our sample invoices don’t have any unique keywords or bar code on the first page or a separator sheet to automatically separate them, so, the user needs to manually separate them in the Organizer.
 

The video below demonstrates the separation of a sample set that contains 3 different invoices:

03 Organize – Adding the Action

To add an Organize action, select the action after which you want to insert the Organize action and press Add -> Organize. The Setup window will automatically open.

You can also open an existing Organize action by double-clicking the action or by pressing the setup button on the right side of the action or in the ribbon, as shown below.

04 Organize – Setup

TIP: The thumbnail on the right will follow you, so you can easily refer to the Setup window. Click on the thumbnail to make the image larger.

01 Reject reasons: here you can fill out Reject Reasons. You can define up to 10 custom reasons why a document may be rejected. In the Operator client, you can choose between the different reject reasons using the Reject drop-down arrow or by pressing the shortcut keys.

For example, a rejected document (set) can be emailed to the mail room to inform them about bad image quality or if it was sent to the wrong workflow.

An Organize action with several reject reasons is often followed by a Distribute action to process each reject reason differently.

02 Keep recently organized documents for n seconds: during organizing, you can go back to the last organized document for a specified time. After the given time, document processing resumes automatically, and the document won’t be available anymore for organizing. If you want to disable the possibility to go back to the last organized document, set the delay to 0.

TIP: you can copy the current settings and paste it in another setup window of the same type. Do this by pressing the Settings button in the bottom left of the Setup window and by selecting Copy. Then open another setup window of the same type and select Paste.