Module 13 -- OCR Full Text and PDF ConversionModule 13 -- OCR Full Text and PDF Conversion Kofax...

Module 13 -- OCR Full Text and PDF Conversion

Kofax Technical Training

Module 13OCR Full Text and PDF Conversion

Slide 2 Module 13 -- OCR Full Text and PDF Conversion

OCR Full Text and PDF Conversion

OCR Full Text and PDF

Conversion

• OCR Full Text definition

• OCR Full Text configuration

• Batch class setup

• Document class setup

• Export setup

• PDF properties and output

• PDF configuration

• Batch class setup

• Document class setup

• Export setup


OCR Full Text Definition

• OCR Full Text

• Uses Optical Character Recognition to convert pixels to text

• Allows inclusion of pictures and graphics

• Creates an active document in a variety of formats:

• Comma Separated Values - .csv

• Text - .txt

• Rich Text Format - .rtf

• HTML - .mht

• Word - .doc

• Excel - .xls




Application

• OCR Full Text uses:

• Legal profession (case documents)

• Medical documents

• Scientific documents

• Government documents

• Historical documents

• Technical manuals

• Financial records

• Any kind of printed document that needs to be archived and electronically active or searchable.

• Not intended to perform extraction of data.


Required Steps for OCR Full Text Setup

• There are three required steps for setting up OCR Full Text within the Administration module:

1) Add OCR Full Text to the batch class workflow (Batch Class properties, Queues tab)

2) Set the properties for OCR Full Text (Document Class, OCR tab)

3) Export the OCR Full Text-generated documents (export connector)


Batch Class Setup

Add OCR Full Text to the batch class

workflow




Document Class Properties OCR Tab

Set the properties for OCR Full Text. [Enable OCR full

text] must be checked

A Dictionary support file may be used to add words not in the OCR Dictionary


Dictionary Files

• A text file that has the following format:• 1 value per line

• 32 characters per line

• 1000 words max


Recognition Profile - Edit

The first page of a document may be skipped. Example:

when using separator sheets

A Recognition profile’s properties are available with

[Edit]




Advanced OCR Full Text

The Non-natural language option may be selected

Then the valid characters can be defined

Select a language


Languages Supported

Over 170 different choices are

available


Mark Level – Spell Check

Mark level is the % of confidence required for

characters to be flagged when the confidence falls below that level

Spell check may be selected and a

character entered that will be placed before misspelled

words




Advanced and Output Options are Available

Advanced options may be edited


Advanced Options – Attributes

To help the OCR engine to process the text, amount the text is rotated can be

specified.

Converting color/grayscale images to bitonal should

enhance performance

Text type and character type may be selected

Apply Low resolution mode setting to improve results

for low resolution documents


Advanced Options -- Elements

Table options may be selected

If the document does not include pictures or

barcodes, disabling these options should enhance

performance

Text block forces the recognition engine to

consider the recognition zone as a text block. Other

settings for detecting tables, pictures, and bar

codes are then unavailable




Advanced Options -- Operation

Settings allow for balancing between optimum

performance and accuracy

Select this check box to ensure that small text is

clearly recognized


Output Options

Output options may be edited


Output Formats

Six output formats are available with

different options for each format




Plain Text Options

Plain Text options may be selected


Rich Text Options

Text attributes and color may be

selected

Removing pictures may be selected as well as setting the level of

resolution


HTML (mht) Options


resolution

Change JPEG Quality to between 85 and 100 for best results


selected




Word Options


selected


resolution


Comma-Separated Options

A comma (,) is the default, however other

characters may be used as the separator


Excel Options

Text options may be selected




“Save As” to Save Changes

When changes are made, the [Save As] command button is

used to save the profile with a new name


Recognition Profile Selected

The new profile may be selected


Text Export Connector Setup

Export the OCR Full Text-generated

documents

Select OCR output and enter or browse

to the directory

Select an output format if the image

files will also be exported




Processing

• Create a batch based on the OCR Full Text batch class

• Scan or import the batch of documents

• Process batch through the OCR Full Text queue

• Export the OCR Full Text documents


OCR Full Text Processing

Batch name, class and progress are displayed

Document information is

displayed

An event log is displayed with auto

scroll enabled

A batch is opened, processed and

closed automatically


OCR Full Text Files – Word Format

Documents are exported in the format selected




OCR Output File - Word

This file can be opened easily with

Microsoft Word

Notice the “^” indicating a

questionable character


Required Steps for PDF File Conversion Setup

• There are three required steps for setting up PDF file conversion within the Administration Module:

1) Add PDF Generator to the batch class workflow (Batch Class, Queues tab)

2) Set the properties for PDF generation (Document Class, PDF tab)

3) Export the PDF documents (export connector)


Adding Queues

Add the PDF Generator queue to the workflow.

PDF Generator has no user-

definable properties to

examine.




PDF Properties

Enable PDF generation for this document class.

Remember, we have already added the PDF Generator queue to the batch class

properties.

Set the properties for PDF generation. [Enable Kofax PDF

generation] must be checked


Dictionary File

An optional dictionary file improves OCR results. Create in a program like Windows Notepad. The guidelines are:

•Up to 32 characters per word

•One entry per line

•Up to 1000 words total

•Save in *.txt format


Multiple PDF Output Types are Available

• PDF output options include: PDF Image Only, PDF Image + Text, and PDF Text Under Image.

• PDF Text Under Image is similar to the Kofax PDF Image + Text profile, but differs as follows:

• Offers improved speed

• Sets the default “Page content” selection for the output format to Text Under Image, instead of Text Over Image

• Sets the default resolution to 72 dpi, instead of 200 dpi




Select a Recognition Profile

Click on [Edit] to examine or change

the profile properties

Select the recognition profile. Options include: PDF Image Only, PDF Image + Text, and PDF Text

Under Image.

Remember: Kofax PDF Image + Text and Text Under Image require

an additional license.


Output Options – PDF Image Only

There is very little to edit with this profile: only an attached Image Cleanup

profile and Output options.


PDF Image Only Settings

Resolution is in dots per inch (dpi). Define the

compression format for the output file. JPEG Quality

relates to compression -- the greater the quality, the less

compression and vice versa. Formats include: JPEG,

CCITT, JPEG 2000

PDF Version is selectable: Auto, 1.3, 1.4, 1.5, 1.6, or 1.7




Image Compression Profiles and PDF Compression

• PDF file compression is available and defined by PDF image compression profiles.

• PDF Compression reduces storage and bandwidth requirements.

• PDF image compression profiles are a convenient way to specify image compression settings for a process.

• Kofax Capture supports the Kofax PDF image compression profile.


Image Compression Profile Settings

When configuring a PDF profile, PDF Compression

can be configured using an Image Compression profile.

Remember: PDF Compression requires additional licensing.


Sensitivity, Background Quality, Picture Detection

• Sensitivity• High settings preserve faint data; low settings suppress

textured backgrounds. A high setting increases quality but increases file size; a low setting reduces quality and reduces file size.

• Background Quality• The background is rendered as a compressed image, and this

parameter controls the quality of this image. A high setting increases quality, but decreases compression, increasing file size; a low setting reduces quality, but increases compression, reducing file size.

• Picture Detection• Pictures are rendered as compressed images. This option

enables detection and adjusts picture quality and file size. A high setting increases quality but increases file size; a low setting reduces quality and reduces file size.




Recognition Profile – PDF Image + Text & Text Under Image

Click on [Edit] to examine or change

the profile properties


Output Options – PDF Image + Text & Text Under Image

Advanced settings are available

Use the text entry field below the check box to specify the characters that are valid to

include in a word.


PDF Image + Text & Text Under Image – Advanced Settings

A variety of advanced settings are available




PDF Image + Text & Text Under Image – Output Settings

Output settings are also available


PDF Image + Text & Text Under Image – Output Options

Resolution is in dots per inch (dpi). JPEG Quality relates to compression --

the greater the quality, the less compression

and vice versa.

PDF Version is selectable

Text attributes can be set

Determine if the text layer is above or below

the image layer


PDF Image + Text & Text Under Image – PDF Compression

PDF Compression can be configured using an Image

Compression profile.

Remember: PDF Compression requires additional licensing.




PDF/A Support

PDF/A Features• Preserves visual

appearance over time.

• Independent of tools & systems used for creating or storing.

• 100% self-contained – all necessary information for reproducing the file is embedded.

• Is available for PDF Image-only, PDF Image + Text, and PDF Text Under Image formats.

Select between Standard PDF and

PDF/A output formats.


PDF Header Information

Data can be added to the PDF file header.

Click [OK] to save.


Setting the PDF Output File Destination

Specify the export of the PDF

documents bysetting up the export folder.

The image files can be ignored if a

PDF file is detected at export.

Select [OK] to save




Processing

• Create a batch based on a batch class that includes the PDF Generator

• Scan or import the batch of documents

• Process the batch through the PDF Generator queue

• Export the PDF Documents


Demonstration

OCR Full Text and PDF Conversion


Lab

• OCR Full Text and PDF conversion

Refer to the Kofax Capture 10 Lab and Reference Guide

Module 13 -- OCR Full Text and PDF ConversionModule 13 -- OCR Full Text and PDF Conversion Kofax...

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