NetDocuments OCR Administration

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NetDocuments OCR is an Optical Character Recognition, and image compression technology delivered as a secure cloud-to-cloud without requiring any on-premises software installations, that continually monitors files in the NetDocuments Trusted Cloud Platform repository.

NetDocuments OCR converts image-based PDF documents and image files (PNGs, JPGs, TIFFs, and BMPs) into text-searchable documents, so the built-in NetDocuments full-text global searching capability makes the documents accessible to appropriate users. The result is a searchable PDF, added as an official version of the original document profile, maintaining the original modify date.

Product Information and Announcements

Admin Topics 

 

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Set up NetDocuments OCR

IMPORTANT: NetDocuments OCR services allows you to create the service once. Confirm OCR settings before selecting CreateNetDocuments cannot edit service configurations once created at this time.

OCR service Required Pre-requisites

  1. Create a new repository user that contains the following required configuration:
    1. First Name: NetDocuments
    2. Last Name: OCR
    3. User type: Internal
    4. Email address: Specify a unique email address
    5. Repository admin type: FULL
  2. Add NetDocuments OCR user as a Cabinet Administrator to every cabinet you want OCR documents.

Start OCR Configuration Wizard

  1. Sign-in to NetDocuments as the NetDocuments OCR user.
  2. Select the NetDocuments OCR Dashboard from the repository admin page to sign-in.

OCR Service Wizard Steps

  1. Define dates for backlog services (If applicable to your service subscription).
  2. Select cabinets you want to OCR documents. The NetDocuments OCR user must be a cabinet administrator for every cabinet you want OCR documents.
  3. Choose document formats to process.
  4. Define OCR character settings. To avoid processing pages that do not require OCR, NetDocuments will inspect each page of a document for existing text characters. If a page has less than or equal to a specific threshold of existing text characters, the OCR service will consider the page processed. Enter a specific character threshold (Default is 120) to avoid OCR processing.
  5. Select the language(s) you want to OCR.
  6. Indicate if you want to compress the documents that require OCR.
  7. Select save as a new version (Future release will allow you to replace the existing version).
  8. Enter an email address to send notifications when a critical event occurs. (Group email suggested).
  9. Review the service configuration summary to ensure settings are correct.
  10. Select Create to create the OCR service.

IMPORTANT: NetDocuments OCR services allows you to create the service once.  Confirm OCR settings before selecting “Create.” NetDocuments cannot edit service configurations once created at this time.

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Monitor the Service

The NetDocuments OCR service does not require constant monitoring by an administrator. Instead, it is an automatic background task. However, from time-to-time, an Administrator might want to check on progress.

NetDocuments OCR provides several ways Administrators can get access to the information they need via its NetDocuments OCR Dashboard.

NetDocuments OCR Dashboard

The NetDocuments OCR Dashboard is a web page accessible from any browser compatible with NetDocuments authentication. It displays the progress of the Active Monitoring and Backlog Processing services. 

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Access the Dashboard

To access the NetDocuments OCR Dashboard, sign in to NetDocuments as the NetDocuments OCR service accountnot your personal account.

To access the NetDocuments OCR Dashboard (after configuration) 

  1. Log in to NetDocuments Web interface, and on the Home page, select the <your name - NetDocuments OCR>.
  2. Select Admin > Repository > NetDocuments OCR Dashboard. The NetDocuments OCR Dashboard appears.

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Dashboard Information

The NetDocuments OCR Dashboard consists of two sections:

  • Active Monitoring Report – shows the progress of the Active Monitoring process, showing volumes of documents searched, assessed and processed. This part of the dashboard always displays as every client is licensed for Active Monitoring.
  • Backlog Report – shows the progress of processing your entire backlog of documents. This console only displays if you have licensed the NetDocuments OCR Backlog process from NetDocuments.

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Digest Email Notification

NetDocuments OCR provides proactive reports, called digest emails, on a weekly basis to the email address you have indicated to receive notification.

The emails provide CSV formatted files with the number of:

  • Updated Documents, such as those OCRd and saved back into NetDocuments (DocID and version provided)
  • Not Supported Documents, such as those that required OCRing but were not supported for processing, e.g. because they were password-protected PDF documents (with DocID, version and reason code)
  • Exceptions, such as documents that failed to process.

These reports provide specific details of the document ID and version number, date/time of processing, and results or errors found.

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Generate a NetDocuments Activity Log Report

The NetDocuments OCR Dashboard provides information on the number of documents processed and the weekly Digest Emails provide details of the documents that have been processed, including OCRs and successful saves.

If you want a report for a specific day or date range with Doc IDs of the affected documents, then do as follows:

In NetDocuments, go to Admin > Request Activity Logs > Export and produce a date-based report to XML.

Optionally, load the report into Excel – it is recommended you only select a limited date range to report on if you have a very large repository.

Apply a filter for saving as a new version activity and filter by the NetDocuments OCR service account.

The filtered list shows you the documents processed and saved by NetDocuments OCR in the defined timeframe. The end docId column provides you with the unique NetDocuments reference.

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Trademarking
NetDocuments OCR is a trademark of NetDocuments.
contentCrawler and the contentCrawler logo are trademarks of DocsCorp Group Ltd.
contentCrawler's technology is protected under US Patent 8745084.
contentCrawler is protected by copyright law and international treaties. Unauthorized reproduction or distribution of this program, or any portion of it, may result in severe civil and criminal penalties, and offenders will be prosecuted to the maximum extent possible under the law. 

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