Workflow Overview

The Dashboard is the central page where all documents within a workflow can be viewed and managed. It features various queues designed for specific purposes, each with unique options. Documents can also be uploaded directly from this page using the Upload Documents tools.

There are three methods to upload documents into a workflow:

Method	Name	Description
	Upload from Computer	Opens a window where users can drag and drop or select files to upload directly.
	Email	Provides a unique email address for the workflow. Documents sent to this address will appear on the dashboard.
	FTP	Displays the FTP server address, username, and password, which can be used to upload documents into the workflow.

Method	Name	Description
	Workflow Designer	Opens the configuration screen for managing fields, transformation rules, validations, and other workflow settings.
	Columns and Width Configuration	Allows customization of the dashboard layout, including freezing columns for easier navigation and toggling between full and compact width views.

All queues within a workflow are visible and accessible from the Dashboard. Each queue serves a specific function and includes options and filters to manage documents effectively.

Once uploaded, documents go through OCR and appear in the Overview Queue. For this to happen, workflows must be configured to send documents to the Indexing or Quality Assurance Queue. If documents are automatically output, only rejected documents will appear in the Overview Queue.

When processing documents in the Engine Learning Screen (ELS), users can send documents to My Files. Documents in this queue are locked; other users will see them as Suspended and cannot access them. Only the user who sent the document or an administrator can release and open it.

A time limit for documents in this queue can be set in General Settings (Workflow Designer). Without a set limit, documents remain indefinitely.

After extraction, documents ready for review appear in the Indexing Queue. If the workflow is set to Output the document after extraction, then it won’t show up in this queue. It’s recommended that new workflows that are still receiving training to set documents to Indexing, since new documents may still need training. Only after the user interact with the document and Output, reassign it or move it to another queue, the document will no longer be shown in Indexing Queue.

The Quality Assurance (QA) queue is used to hold documents for further review. Documents can be manually placed here or automatically moved based on validation results. Manual handling is required to process documents in QA.

For a document to be rejected, the workflow must have some sort of validation enabled, this can either be a field validation or a Advanced Validation, a document will be placed in this queue if one or more fields failed the configured validation and the extracted data is not following a expected pattern. Once moved to the Rejected Queue, the rejection reason will be displayed and a user can make changes or fix the issue depending on what are the rejection reasons for the document. Once the changes have been made a user can then send the document to output or to any other queue.

A dedicated Error Documents tab is available in the workflow dashboard to manage documents that cannot be processed by the system. These documents are automatically moved to the Error Documents queue and are displayed in the workflow dashboard accordingly.

A document will be classified as an error document in the following situations:

• Password-protected documents – The document is locked with a password and cannot be opened for processing.
• Documents exceeding 300 pages – The document contains more than 300 pages.
• Oversized documents – The document has a width or height larger than 1700mm.
• JPEGs with unproportional dimensions – JPEG files where the width is 400 pixels or more and the height exceeds 5.66 times the width.

For each error document, users have the following options:

Acknowledge Users can acknowledge an error document to indicate they have reviewed and are aware of it. Once acknowledged, the document is removed from the active error count, reducing the total number of error documents displayed in the dashboard.

Force Reprocess The Force Reprocess option is available only for certain error document types - specifically, valid documents that exceed the 300-page limit - where the user wants to temporarily push the document through processing anyway. Users should be aware that processing time may take longer than usual, or the document may get stuck in processing again because the system cannot fully process it.

Deleted documents are stored in the Recycle Bin. Administrators can restore documents to their original queues. Documents cannot be permanently deleted from here.

File tracking Queue displays the activity of all documents, since the moment they were uploaded to system until the last action made it. It’s also possible to see witch user last did any actions on the document.

The History Queue displays the data history captured from documents. Users can also access the Engine Learning Screen to review and process documents.

The Learning Tab usually remains hidden unless a document is explicitly “Sent to Learning.” Moving documents here does not trigger automatic training. To train the system, users must open a document, correct all fields, and use the Save & Learn option.