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User Guide Batch OCR for WebDocs iSeries © 2013 RJS Software Systems Document Version 1.0.30.1 RJS Software Systems 2970 Judicial Road, Suite 100 Burnsville, MN 55337 Phone: 952-736-5800 Fax: 952-736-5801 Sales email: [email protected] Support email: [email protected] Website: http://www.rjssoftware.com

Batch OCR for WebDocs iSeries - RJS Support Centersupport.rjssoftware.com/sites/default/files/documentation/WebDocs...1 Preface Welcome to the Batch OCR for WebDocs iSeries User Guide.This

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User Guide

Batch OCR for WebDocs iSeries

© 2013 RJS Software Systems

Document Version 1.0.30.1

RJS Software Systems 2970 Judicial Road, Suite 100

Burnsville, MN 55337

Phone: 952-736-5800 Fax: 952-736-5801

Sales email: [email protected]

Support email: [email protected] Website: http://www.rjssoftware.com

© 2013 RJS Software Systems

This guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by RJS Software Systems. RJS Software Systems assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide.

This guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This license allows users to copy, distribute, and transmit the guide for noncommercial purposes only so long as (1) proper attribution to RJS Software is given as the owner of the guide; and (2) any reuse or distribution of the guide contains a notice that use of the guide is governed by these terms. The best way to provide notice is to include the following link. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc/3.0/us/.

Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks.

Printed: March 2013

v

Table of Contents Preface.................................................................................................................................................... 1

What Is in This Guide ........................................................................................................................... 1

About RJS Software Systems............................................................................................................... 1

What Is Not in This Guide .................................................................................................................... 1

Document Conventions and Symbols ................................................................................................... 2

Contacting RJS Software Systems ....................................................................................................... 2

Introducing WebDocs Batch OCR ............................................................................................................ 5

About WebDocs Batch OCR ................................................................................................................ 5

Installing and Licensing WebDocs Batch OCR ..................................................................................... 5

Opening WebDocs Batch OCR ............................................................................................................ 5

Touring WebDocs Batch OCR .............................................................................................................. 6

Configuring WebDocs Batch OCR ........................................................................................................... 9

Defining the General Settings ............................................................................................................... 9

Defining the Work Files Setting .......................................................................................................... 12

Defining the Error Handling Settings ................................................................................................... 12

Applying OCR Processing to Documents ............................................................................................... 19

Setting Up the Monitor List ................................................................................................................. 19

Setting Up the Import Settings ............................................................................................................ 22

Starting and Stopping OCR Processing .............................................................................................. 26

Working with the Log ............................................................................................................................. 29

Index ..................................................................................................................................................... 31

1

Preface

Welcome to the Batch OCR for WebDocs iSeries User Guide. This guide is document version 1.0.30.1. For more information on document version, see Document Conventions and Symbols below.

What Is in This Guide

About RJS Software Systems

What Is Not in This Guide

Document Conventions and Symbols

Contacting RJS Software Systems

What Is in This Guide

This user guide provides detailed information on how to install, configure, administer, and use WebDocs Batch OCR.

Here is what this guide includes:

Section 1 Preface describes this user guide, how to find the information you need, and how to contact RJS Software Systems.

Section 2 Introducing WebDocs Batch OCR highlights WebDocs Batch OCR features, gives licensing and installation information, describes how to open WebDocs Batch OCR, and shows you how to navigate its interface.

Section 3 Configuring WebDocs Batch OCR guides you in defining the configuration settings.

Section 4 Applying OCR Processing to Documents explains the steps required to set up the Monitor List and the Import Settings and to start and stop OCR processing.

Section 5 Working with the Log provides information on WebDocs Batch OCR's event and error log.

About RJS Software Systems

RJS Software Systems helps companies go paperless by automating business processes and digitally managing the entire lifecycle of their business information. We provide solutions that help you capture, manage, distribute, and route documents digitally, and we provide you with the tools you need to keep that information safe and secure. Learn more about RJS Software Systems at http://www.rjssoftware.com.

What Is Not in This Guide

This user guide does not describe the following:

Configuration or use of individual document-input equipment (for example, a scanner). Refer to the manufacturer instructions for help.

Use of any operating system or file manager.

WebDocs Batch OCR User Guide

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Use or administration of Microsoft Access 97.

Use or administration of WebDocs iSeries Batch Import. For information on WebDocs iSeries Batch Import, see http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#documentation.

Use or administration of WebDocs Windows Batch Import. For information on WebDocs Windows Batch Import, contact RJS Software.

Document Conventions and Symbols

In step-by-step procedures the following are in bold type: buttons, icons, tabs, or words that you click and keys that you press.

In step-by-step procedures a selection in a drop-down list that you should choose is in bold type, but when you have more than one equally valid selection in a drop-down list, those selections are in italic type.

In step-by-step procedures words, letters, numerals, or symbols that you type into a text box or field are in both bold and italic type.

All references to the International Business Machines Corporation (IBM) operating system known variously as AS/400, iSeries, i5, System i, or IBM i default to the term IBM i except when in reference to the RJS Software Systems product, WebDocs iSeries Batch Import.

The term PC refers to computers that run the Microsoft Windows operating system.

The document version, shown on the first page of this guide, denotes both the WebDocs Batch OCR software version this guide represents and document draft for the release. Document version is in the format of X.Y.ZZ.N, where X.Y.ZZ represents the WebDocs Batch OCR software version and N represents the document draft number. For example: If the document version is noted as 1.0.25.1, then the information in this guide is current as of WebDocs Batch OCR version 1.0.25 and is the first release of the guide for that version.

Typically with WebDocs Batch OCR, as with most software applications, there are several ways to accomplish the same thing. This guide shows one simple way to perform an action, usually by clicking.

RJS Software Systems is referred to as RJS Software in every section of this guide except the preface and index.

Contacting RJS Software Systems

Please do the following before contacting RJS Software Systems for technical support:

Gather and organize as much information as possible about the problem.

If you have not already done so, check this guide's table of contents and index for information that addresses your concern.

Preface

3

Telephone (available business days from 8:00 a.m. to 5:00 p.m. Central Time)

Email Website

Sales/Technical Support: 888-757-7638

General: 952-736-5800

Fax: 952-736-5801

Technical Support: [email protected]

Company: http://www.rjssoftware.com

Technical Support: http://support.rjssoftware.com

5

Introducing WebDocs Batch OCR

This section gives a summary of WebDocs Batch OCR.

About WebDocs Batch OCR

Installing and Licensing WebDocs Batch OCR

Opening WebDocs Batch OCR

Touring WebDocs Batch OCR

About WebDocs Batch OCR

WebDocs Batch OCR is a utility that applies optical character recognition (OCR) to batches of single-page TIFF documents, merges those documents based on barcodes, and stores the results of the OCR process in a directory. Then, using RJS Software's WebDocs iSeries Batch Import or WebDocs Windows Batch Import, you can import the OCR data to WebDocs - iSeries Edition or WebDocs - Windows Edtion.

Installing and Licensing WebDocs Batch OCR

For installation instructions, see: http://support.rjssoftware.com/product/batch-ocr-webdocs-iseries#install-upgrade.

For licensing instructions, see: http://support.rjssoftware.com/product/batch-ocr-webdocs-iseries#license-information.

Opening WebDocs Batch OCR

To open WebDocs Batch OCR, click Start > All Programs > RJS Software > WebDocs iSeries Batch OCR > WebDocs iSeries Batch OCR.

WebDocs Batch OCR displays.

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Touring WebDocs Batch OCR

WebDocs Batch OCR is divided into four menus and three buttons.

The four menus in WebDocs Batch OCR are:

For information on the File menu, see Defining the General Settings, Defining the Work File Setting, and Defining the Error Handling Settings.

For information on the Table Entry menu, see Setting Up the Monitor List and Setting Up the Import Settings.

For information on the Log menu, see Working with the Log.

For help, click the Help menu.

The three buttons in WebDocs Batch OCR are:

Introducing WebDocs Batch OCR

7

For information on the buttons, see Starting and Stopping OCR Processing.

9

Configuring WebDocs Batch OCR

This section describes in detail how to define WebDocs Batch OCR's configuration settings. Configuring WebDocs Batch OCR is divided into the following topics:

Defining the General Settings

Defining the Work Files Setting

Defining the Error Handling Settings

Defining the General Settings

To get to the General settings, click the General tab on the Settings page in the File menu.

The General settings tab holds many of the configuration settings in WebDocs Batch OCR.

To define the General settings, use the descriptions of the settings listed below.

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Setting Description

Polling Interval (Minutes)

The number of minutes between OCR-processing cycles. An OCR-processing cycle is one occurrence of OCR processing.

For example: An entry of 10 means that at the end of an OCR-processing cycle, WebDocs Batch OCR idles for 10 minutes before starting another OCR-processing cycle.

Process files older than: (0 - 59 minutes)

The minimum number of minutes that files must have been in the directory that you set up to monitor before those files undergo OCR processing.

For example: An entry of 10 means that only files that have been in the directory that you set up to monitor for at least 10 minutes to undergo OCR processing. Files that have been in the directory for less than 10 minutes will not undergo OCR processing until they have been in the directory for 10 minutes.

Start Hour The time at which directory monitoring starts every day. Use military time, and use hours only.

For example: An entry of 13 starts the polling at 13:00.

Note: You must select Use Daily Scheduled Times for WebDocs Batch OCR to start directory monitoring every day at the time you enter.

End Hour The time at which directory monitoring ends every day. Use military time, and use hours only.

For example: An entry of 19 ends the polling at 19:00.

Note: You must select Use Daily Scheduled Times for WebDocs Batch OCR to end directory monitoring every day at the time you enter.

Note: If a directory-monitoring cycle starts before the End Hour time but has not finished before the End Hour time, WebDocs Batch OCR will not end directory monitoring until that last cycle has finished.

For example: Say the End Hour time is 19:00. Say a directory-monitoring cycle starts at 18:55, and at 19:00 it has not finished. That last cycle will finish and then WebDocs Batch OCR will end directory monitoring, even though the time is past 19:00.

Configuring WebDocs Batch OCR

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Setting Description

Program Shutdown Time

The time at which the WebDocs Batch OCR program closes every day. Use military time, and use hours and minutes.

For example: an entry of 23:45 closes WebDocs Batch OCR at 23:45.

Note: You must select Use Daily Scheduled Times for WebDocs Batch OCR to close every day at the time you enter in the Program Shutdown text box.

Note: If a directory-monitoring cycle starts before the Program Shutdown time but has not finished before the Program Shutdown time, WebDocs Batch OCR will not close until that last cycle has finished.

For example: Say the Program Shutdown time is 23:45. Say a directory-monitoring cycle starts at 23:40, and at 23:45 it has not finished. That last cycle will finish and then WebDocs Batch OCR will close, even though the time is past 23:45.

Use Daily Scheduled Times

If this setting is enabled, you can:

Schedule the time each day for WebDocs Batch OCR to apply OCR processing. You set the time that WebDocs Batch OCR applies OCR processing in Start Hour and End Hour.

Schedule the time each day at which the WebDocs Batch OCR program closes. You set the time for WebDocs Batch OCR to close in Program Shutdown Time.

Enable Scansoft OCR

If this setting is enabled, you use can apply OCR processing to documents.

Note: You must enable this setting. If you do not enable this setting, OCR processing will not work.

Use Scansoft 15 If this setting is enabled, WebDocs Batch OCR uses Scansoft 15 technology for OCR processing. If this setting is cleared, WebDocs Batch OCR uses Scansoft 12.

Note: RJS Software recommends enabling this setting for better OCR performance and accuracy.

Purge Files in After Processing Directory Older Than ____ Days

If this setting is enabled, files in the Move To Directory field in the Monitor List are deleted if the files are older than the number of days you enter in the text box in this setting.

WebDocs Batch OCR User Guide

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Defining the Work Files Setting

To get to the Work Files setting, click the Work Files tab on the Settings page in the File menu.

The Work Files tab is where you define the Settings Database setting.

To define the Settings Database setting, use the description of the setting listed below.

Setting Description

Settings Database

The path to the Microsoft Access 97 database that holds both the Monitor List table and the Import Settings table. The default setting is C:\Program Files\RJS Software\WebDocs iSeries Batch OCR\RJSBATCHDOCOCR.MDB.

Defining the Error Handling Settings

To get to the Error Handling settings, click the Error Handling tab on the Settings page in the File menu.

The Error Handling tab is where you define the way WebDocs Batch OCR reacts if errors occur during import processing.

To define the Error Handling settings, use descriptions of the settings listed below in one of the Error Handling settings areas.

Configuring WebDocs Batch OCR

13

The Error Handling Settings Areas

The image below shows the Error Handling settings divided into three areas. To find a definition for a setting, find which area it is in, then click the link to that area.

Error Handling Settings Area 1

Error Handling Settings Area 2

Error Handling Settings Area 3

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Error Handling Settings Area 1

Setting Description

Send Email on Error Reports

If this setting is enabled, WebDocs Batch OCR sends an e-mail to the address in Error Email Address that says a report produced an error.

Note: To receive any e-mails that WebDocs Batch OCR sends, you must also:

Define Error Email Address.

Define Outbound SMTP Mail Server Address.

Set Use SMTP Email Server.

Set From Internet Email Address (SMTP).

Configuring WebDocs Batch OCR

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Setting Description

Send Email on Start

If this setting is enabled, WebDocs Batch OCR sends an e-mail to the address in Error Email Address when OCR processing starts.

Note: To receive any e-mails that WebDocs Batch OCR sends, you must also:

Define Error Email Address.

Define Outbound SMTP Mail Server Address.

Set Use SMTP Email Server.

Set From Internet Email Address (SMTP).

Send Email on Stop

If this setting is enabled, WebDocs Batch OCR sends an e-mail to the address in Error Email Address when OCR processing stops.

Note: To receive any e-mails that WebDocs Batch OCR sends, you must also:

Define Error Email Address.

Define Outbound SMTP Mail Server Address.

Set Use SMTP Email Server.

Set From Internet Email Address (SMTP).

Use SMTP Email Server

If this setting is enabled, WebDocs Batch OCR uses the Outbound SMTP Mail Server Address to send e-mails.

Note: You must enable this setting to receive e-mails from WebDocs Batch OCR.

Error Email Address

The e-mail address to which all e-mails from WebDocs Batch OCR are sent.

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Error Handling Settings Area 2

Setting Description

Outbound SMTP Mail Server Address

The Internet Protocol (IP) address for the Simple Mail Transfer Protocol (SMTP) server. The default setting is 1.1.1.1.

Note: You must also enable Use SMTP Email Server to send e-mails.

From Internet Email Address (SMTP)

The e-mail address that displays in the From line of any e-mails that WebDocs Batch OCR sends.

SMTP Timeout The number of seconds that WebDocs Batch OCR tries to make a connection to the SMTP server to send an error e-mail. If WebDocs Batch OCR cannot make a connection in the defined number of seconds, it will not send an error e-mail and will apply OCR processing to the next document in the selected directory.

Mail Delay The number of seconds between the sending of e-mails.

Configuring WebDocs Batch OCR

17

Error Handling Settings Area 3

Setting Description

Log File Name

The path to the WebDocs Batch OCR event log. The event log records all processing and errors. The default setting is C:\Program Files\RJS Software\WebDocs iSeries Batch OCR\RJSBATCHDOCOCRLOG.TXT.

Maximum Log File Size

The size (in number of bytes) of the log file. If the log file reaches the size defined in this setting, the file is deleted and a new file is started.

Error Directory

The path to the directory to which WebDocs Batch OCR sends images that produce an error during processing. The default setting is C:\Program Files\RJS Software\WebDocs iSeries Batch OCR\ErrorImages.

Note: If you want to send images that produce an error to the directory defined in this setting, you must also select Move Error Images to Error Directory.

WebDocs Batch OCR User Guide

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Setting Description

Display Error Messages

If this setting is enabled, a dialog box displays if an error occurs when you use WebDocs Batch OCR. Most WebDocs Batch OCR users enable this setting only during testing or troubleshooting. If an error occurs, OCR processing will stop until you click the OK button on the error dialog box.

Note: RJS Software does not recommend that you enable this setting when no one is observing WebDocs Batch OCR.

For example: Say your company applies OCR processing overnight when no one is at the office. If this setting is enabled and an error occurs during the night, OCR processing stops until the next morning when someone clicks the OK button on the error dialog box.

Move Error Images to Error Directory

If this setting is enabled, images that produce an error during processing are sent to the directory defined in Error Directory.

Log Messages to Log File

If this setting is enabled, error messages from WebDocs Batch OCR are sent to the event log, the path of which you set in Log File Name.

19

Applying OCR Processing to Documents

This section describes how to apply OCR processing to documents and is divided into the following topics, which you should follow in order:

Setting Up the Monitor List

Setting Up the Import Settings

Starting and Stopping OCR Processing

Setting Up the Monitor List

The first step in applying OCR processing to documents is to set up a list of directories to monitor for documents.

Setting Up the Monitor List is divided into the following headings:

About the Monitor List

Adding a Directory Row to the Monitor List

About the Monitor List

The Monitor List table is a Microsoft Access 97 database table. When you add a directory to, edit a directory in, or delete a directory from the Monitor List, you are working with a table row. To type in one of the fields in a row, click inside the field and a cursor displays. Select or clear check boxes in a field in a row just like you would select or clear check boxes in a dialog box: by clicking.

Adding a Directory Row to the Monitor List

To add a directory row to the Monitor List:

1. Select Edit Directory Monitor List from the Table Entry menu. The Edit Directory Monitor List table displays.

2. Fill in a row of the Monitor List fields, as defined below.

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Setting Description

Input File Directory

Type the path to the directory that you want to monitor for documents. You

can also click the Browse button to browse for a directory.

Description Type a description of the directory that you are monitoring for documents.

Activate Select this check box to activate this row. Activating a row means that it is available for monitoring. If a row is not activated, it retains any information you enter into it, but the directory you select in it will not be monitored during OCR processing.

Applying OCR Processing to Documents

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Setting Description

Barcode on Every Page

Select this check box if there is a barcode on every page of multi-page documents.

Move File Select this check box if you want to move the documents in the selected directory to a different directory after OCR processing has been applied to the documents.

Note: To move the documents after OCR processing has been applied to them, you must also enter a directory in the Move To Directory field.

Move To Directory

Type the directory to which you want to move the documents in the selected directory after OCR processing has been applied to the documents.

Note: To move the documents to this directory, you must also select Move File.

WebDocs Batch OCR User Guide

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Setting Description

Move File See the definition under the previous image.

Move To Directory

See the definition under the previous image.

Set Read Only

Select this check box to change the documents in the selected directory to read-only after OCR processing has been applied to the documents. Changing the documents to read-only prevents the documents from having OCR processing applied to them again.

Setting Up the Import Settings

After you have set up a directory to monitor, the second step in applying OCR processing to documents is to set up where and how to save OCR results.

Setting Up the Import Settings is divided into the following headings:

About the Import Settings

Adding a Row of Import Settings

Applying OCR Processing to Documents

23

About the Import Settings

The Import Settings table is a Microsoft Access 97 database table. When you add a directory to, edit a directory in, or delete a directory from the Import Settings, you are working with a table row. To type in one of the fields in a row, click inside the field and a cursor displays. Select or clear check boxes in a field in a row just like you would select or clear check boxes in a dialog box: by clicking.

Adding a Row of Import Settings

To add a row of Import Settings:

1. Select Edit Directory Import Settings from the Table Entry menu. The Edit Directory Import Settings table displays.

2. Fill in a row of Import Settings fields, as defined below.

Setting Description

Input File Directory

Click the Select button for a list of directories that you entered in the Input File Directory field in the Monitor List. Then select the directory of the documents to which you want to apply OCR processing.

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Setting Description

Output File Directory

Type the path to the directory to which you want to send the results of OCR

processing. You can also click the Browse button to navigate to a directory.

Applying OCR Processing to Documents

25

Setting Description

OCR Zone Settings File

Type the path to the zone OCR mask you want to use to extract data from the documents in the selected directory.

For more information on OCR masks, see "RJS OCR Zone Designer" in the RJS Imaging Scan Workstation User Guide: http://support.rjssoftware.com/product/imaging-scan-workstation#documentation.

Note: The information that the zone OCR mask captures is stored in an RDX file. You can use this RDX file in WebDocs iSeries Batch Import to import the information captured by the zone OCR mask to WebDocs - iSeries Edition.

For more information on RDX files, see "Appendix B: The RDX File" in the WebDocs iSeries Batch Import User Guide: http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#documentation.

Auto Rotate

Click inside this setting to display the Select button. Then click the Select button to display the number of degrees to rotate the images in a selected directory. Rotate values are degrees of a circle: 0, 90, 180, and 270.

Remove Barcode Page

Select this check box to omit any pages with a barcode on them as part of what makes up the documents in the selected directory. Selecting this check box is useful if you have barcode cover pages that you do not want to have as part of the documents.

WebDocs Batch OCR User Guide

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Setting Description

Auto Rotate

See the definition under the previous image.

Remove Barcode Page

See the definition under the previous image.

Activate Select this check box to activate this row. Activating a row means that the selected Import Settings in the row for the documents in the selected directory are available for OCR processing. If a row is not activated, it retains any Import Settings information you enter into it, but OCR processing will not be applied to the documents in the selected directory.

Starting and Stopping OCR Processing

After you have set up the Monitor List and set up the Import Settings, the last step in applying OCR to documents is to start OCR processing. OCR processing is when WebDocs Batch OCR applies the selected OCR mask to all the documents in the activated directories in the Monitor List and saves the OCR information in the directory you selected in the Import Settings.

Applying OCR Processing to Documents

27

To start OCR processing:

Click the Start OCR Processing button.

To stop OCR processing:

Click the Stop OCR Processing button.

29

Working with the Log

WebDocs Batch OCR's log records all monitoring and processing activity and all errors.

Working with the Log is divided into the following headings:

Viewing the Log

Clearing the Log

Viewing the Log

To view the log:

1. Select View Log from the Log menu. The directory you defined in the path in Log File Name in the Error Handling tab on the Settings page in the File menu displays, as in the example below.

2. Open the log, RJSBATCHDOCOCRLOG-XXXXXXXX.TXT, where XXXXXXXX is the date of the last day the log recorded activity. The log displays as in the example below. Note: The log displays oldest information first and newest information last.

WebDocs Batch OCR User Guide

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Clearing the Log

To clear the log, select Clear Log from the Log menu.

31

Index

E

Edit Directory Import Settings .........................22 Activate .......................................................26 Auto Rotate .................................................25 Input File Directory ......................................23 OCR Zone Settings File ..............................25 Output File Directory ...................................24 Remove Barcoded Page .............................25

Edit Directory Monitor List ...............................19 Activate .......................................................20 Barcode on Every Page ..............................21 Description ..................................................20 Input File Directory ......................................20 Move File ....................................................21 Move To Directory .......................................21 Set Read Only ............................................22

Error Handling Settings ...................................12 Display Error Messages ..............................18 Error Directory ............................................17 Error Email Address ....................................15 From Internet Email Address (SMTP) ..........16 Log File Name ............................................17 Log Messages to Log File ...........................18 Mail Delay ...................................................16 Maximum Log File Size ...............................17 Move Error Images to Error Directory ..........18 Outbound SMTP Mail Server Address .........16 Send Email on Error Reports .......................14 Send Email on Start ....................................15 Send Email on Stop ....................................15 SMTP Timeout ............................................16 Use SMTP Email Server .............................15

G

General Settings .............................................. 9

Enable Scansoft OCR................................. 11 End Hour .................................................... 10 Polling Interval (Minutes) ............................ 10 Program Shutdown Time ............................ 11 Purge File in After Processing Directory Older

Than ....................................................... 11 Start Hour ................................................... 10 Use Daily Scheduled Times ........................ 11 Use Scansoft 15 ......................................... 11

I

Installing WebDocs Batch OCR ........................ 5 L

Log ................................................................ 29 O

OCR Processing ............................................ 26 R

RJS Software Systems..................................... 1 technical support .......................................... 2

S

Settings ........................................................... 9 Error Handling ............................................ 12 General ........................................................ 9 Work Files .................................................. 12

W

WebDocs Batch OCR ...................................... 5 configuring.................................................... 9 installing ....................................................... 5 opening ........................................................ 5

Work Files Setting .......................................... 12