It is important to look at the actual documents and review their keywords.
Tip: It is considered a best practice to review scanned documents and assigned Keyword Values on a regular basis to ensure that all documents imported via Document Imaging are meeting scanning and indexing quality standards. How often documents and Keyword Values are reviewed depends on the volume of documents being scanned and indexed and the resources of your organization.
Tip: There are a number of indexing options (i.e., Required Keyword, Keyword Data Sets, AutoFill Keyword Sets, etc.) that can help ensure that documents imported via Document Imaging are indexed correctly. See the Client documentation for more information.
1. View and modify keywords by either right-clicking on the document in the hit list or by right-clicking on an open document and selecting the Keywords option.
2. The Add/Modify Keywords dialog box displays. Check the keywords. If they do not exist
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3. The document can be re-indexed as an entirely different Document Type with the appropriate keywords. Date keywords can be changed via the Calendar icon.
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To adjust the date, click the Calendar icon next to the date keyword’s text field. The Calendar
dialog displays. Click the arrow keys to move the calendar back and forth by month. Click on a date to select it.
Depending on how your system is configured, your Document Date may have a custom label such as Date Invoiced or Shipment Date.
Note: The Calendar icon is also available for keywords configured as dates.
4. To re-index a document, open the document from the Awaiting Commit, Committed
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5. The Re-Index Document dialog box displays. Select the appropriate Document Type
from the drop-down list, enter the appropriate keyword values and click Re-Index to save the changes.
Caution: If you are re-indexing a Document associated with a Keyword Type Group (KTG) or Multi- Instance Keyword Type Group (MITKG) filled by an AutoFill Keyword Set to another Document Type associated with the same KTG or MITKG filled by an AutoFill Keyword Set, the AutoFill Keyword Set may unexpectedly re-populate secondary Keyword Values once the Document Type is changed.
For more information, see Considerations for Re-Indexing or Add/Modify Keywords in the OnBase Client module Help.
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7. Pages of a document can also be used to begin a new document. This is done by right- clicking and dragging the thumbnail to the OnBase desktop.
8. To enable thumbnails while viewing a document, right-click and select the Thumbnails
option or select Document | Thumbnails within the Client program. A check mark next to the thumbnail option displays if the option is enabled.
Run Scan Reports
Scanning reports provide information on the batches and/or documents scanned, including information on the number of documents and pages brought into the system, processing time, user actions and scan queue and batch status queue information.
Scanning reports are accessed through the OnBase Client module. They are stored as documents of the SYS-Scan Reports Document Type.
Note: The Document Imaging Administrative Processing Privilege allows a user to run scan reports on any queue, regardless if that user has rights to the queue.
1. To run scan reports for all scan queues, selectAdmin | Scanning Reports | Generate Report(s).
2. A scanning report generates a report of the activities of all the scan queues, based on a specific date or batch range. Select a date range and/or batch range.
3. Click Create Report to view the report of all scan queues for the specified date or batch ranges.
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Report Type Scanning summary by batch
Gives information by batch including the batch name and number, total number of documents and pages brought into system, processing time, and actions completed by users within the batch.
User summary by date
Gives statistics of actions performed for each user and gives statistic totals for all users.
Users may select to run this report for specific scan queues by selecting one or more queues from the
Scan Queues list box. Click on a queue to select it. Click the queue again to de-select.
Note:Documents/Pages Indexed information in this report pertains to the initial indexing of a document only. Information on other indexing operations (i.e., re-indexing, QA Review, double-blind indexing) is not included in this total.
Scan queue summary
Reports the number of batches in each scan queue that exist in each of the status queues (Awaiting Index, Index in Progress, etc.).
Batch date summary
Gives information pertaining to actions performed in a batch. The details include the date and time of action, the workstation that the action was performed on, the user who performed the actions, and the number of documents and pages brought into the system. Document Type
summary
Gives information concerning how many documents exists within each Document Type within each batch. Note:Users may select to run this report for specific scan queues by selecting one or more queues from the Scan Queues list box. Click on a queue to select it. Click the queue again to de-select.
Scan Queues Select one or more scan queues if you wish to limit your reporting results by scan queue. If scan queues are not selected, your report will include all scan queues.
Dates To: The dates entered in these fields are the date range for which the report will give information.