Setting up Search Texts for a Template
You can set up search texts either directly in a vendor template or from the document journal. Normally, you’ll do it in the document journal when processing documents, as this is typically where you find out that Document Capture hasn’t identified the correct vendor for a document.
To set up search texts for a template from the document journal, follow these steps:
- Choose the
icon, enter Document Categories, and then choose the related link. - Select the code of the relevant document category – for example, PURCHASE – to open the document journal.
- In the document list, select the document whose template you want to add search texts to. Select the document line – not the number in the No. column, as this will open the document card.
- Select the Search Text field for the chosen document line. Note that in order to view the Search Text column, you may have to move right in the document list using the scroll box (depending on your screen size).
- For PDF documents, you can do either of the following:
- Manually enter any free-text keyword(s) that you want to use as search text.
- Use existing text from the document image by left-clicking and holding the button to draw a blue box around the relevant text in the image (as when capturing template field values).
- For XML documents, you must enter a free-text keyword manually, as capturing image text isn't an option.
- If you want to add more than one search text, select the three dots on the right of the Search Text field to open the Template Search Texts page.
- Select a new line, and enter the new text in the Search Text column. Repeat this process for every additional text you want to add, and select Close when you're done.
Pay special attention to what words you use as search texts, as they could result in an incorrect vendor match if they’re not unique to a specific vendor. For example, if you’ve used the search text "Freight" for the vendor DHL, Document Capture may also identify this word in documents from other vendors than DHL, such as UPS. This means that the same template is used for two different vendors, which is undesirable.
To solve this issue, make sure to use a search text that's unique to one specific vendor, such as their bank account number, their phone number, or even their address.
Alternatively, you can set up more than one search text. Then, if Document Capture finds multiple templates, a dialog that allows you to select the right one is displayed. This only happens when fields are recognized in a single document – not on document import, and not when you select multiple documents in the document journal.