MetaServer > Help > Validation

040 MetaServer Validation

With the Validate action, you can define validation rules for each of your fields to verify, correct or complete your document’s metadata. If the data doesn’t pass the validation rules, the document shows up in the Validation Viewer.

Validation Viewer in the MetaServer Operator Client

For very critical data, you can force the user to always check that field, even if it passes the validation rules.

If the user needs to manually enter or change a value, he can use the Text Selection tool that fills in the data automatically by drawing a rectangle around the information.

01 Validate – Validation Viewer Ribbon

Select Workflows

Select one more more workflows to validate.

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

Previous Document

Open the previous document for validation.

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

Open Document

Open a list of available documents to select a specific document to validate or reserve documents to hide them from other validation stations.

Next Document

Open the next document for validation.

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

Close Document

Close the current document.

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

Last Validated

When you have validated a document 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 document moves to the next step.

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

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

OK (ENTER)

Once you have validated a document and checked all index data, you need to confirm by pressing OK to move it to the next step.

OK All

If you have many “Always Check” fields that haven’t been verified yet but that are marked green (valid but to be verified), you can OK all green “Always Check” fields with a single click by pressing OK All. This function can be enabled / disabled in the Server tab of the Administration Client.

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 Document (Ctrl+D)

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

Skip Document

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

Once you have validated all documents, you can reopen the skipped documents with the Skipped tools like “Open Skipped”, “Next Skipped” and “Previous 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 documents.

– Previous Skipped
– Open Skipped
– Next Skipped

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

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 this 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.

02 Validate – Adding the Action

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

You can also open an existing Validate 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.

As our example, we will make use of the “CB – INSPECTION REPORTS” workflow. This workflow is automatically installed with CaptureBites MetaServer.

03 Validate – 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.

The Validate Setup shows your validation rules and their type. In the “Reject Reasons” setup tab, you can define custom reasons why a document may be rejected. These reasons will show in the Operator Client and can be selected by the validation operator when rejecting a document. This will be explained in more detail later.

04 Validate – Adding Rules

01 Fields

To make sure each field has been extracted correctly or to check if manually entered data is correct, you make use of Validation rules.

When adding rules, you can choose between different types of validation rules:

Text

To make sure a text field value has the correct format, length, etc. you can use the Text validation rule.

Database

you want to check if a value exists in a database and map other fields with the looked-up result, you can use the Database validation rule.

Date and Time

To check if a date or time field value has been extracted correctly, you can use the Date and Time validation rule. You can set the required format, time range, etc. You can even calculate a date or time based on other date or time field.

Number

If you want to validate amounts or quantities, you can use a Number validation rule.  You can only accept certain amounts based on a defined minimum and maximum, define the decimal point and the number of decimal places and calculate a value based on other fields also containing values (e.g. Total Amount = Net Amount + Tax).

01 – Add: press the Add button to add validation rules and select the correct validation type.

02 – Duplicate: press the Duplicate button to copy the selected rule. The duplicated rule will automatically be added after the selected rule and the setup of the duplicated rule will open. Adjust it and press OK or press Cancel to stop the creation of the duplicated rule.

03 – Modify: press the Modify button or double-click a rule to make changes.

04 – Move Up / Move Down: press the Move Up or Move Down button to change the order of the rules. The sequence of the rules influences the sequence of the field values in the validation

05 – Delete: press the Delete button to remove the currently selected validation rule.

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

02 Reject Reasons

If a document cannot be processed because of bad scanning quality or some key information is missing or any other reason, the validation operator can use the Reject function to send that document to another action for further processing.

You can define up to 10 different reject reasons.

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 can be emailed to the mail room to inform them about bad image quality or, if a document was not separated correctly, you can send that document back to the Organizer and separate it there.

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

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.