Hyland Imaging OA 0027 DSS Staff Development PDF

Table of Contents [References 1](#references) [Job Aids 1](#job-aids) [WorkFlows 1](#workflows) [Index Guides 1](#index-guides) [CalSAWS Fact Sheet 1](#calsaws-fact-sheet) [PPG's 1](#ppgs) [DOM 1](#dom) [Introduction 2](#_Toc175042703) [Purpose 2](#purpose) [Goals 2](#goals) [Imaging Func...

Table of Contents [References 1](#references) [Job Aids 1](#job-aids) [WorkFlows 1](#workflows) [Index Guides 1](#index-guides) [CalSAWS Fact Sheet 1](#calsaws-fact-sheet) [PPG's 1](#ppgs) [DOM 1](#dom) [Introduction 2](#_Toc175042703) [Purpose 2](#purpose) [Goals 2](#goals) [Imaging Functionality 3](#imaging-functionality) [Capture & Indexing 5](#capture-indexing) [Document Preparation 6](#document-preparation) [Printing Generic Separator Sheet 9](#printing-generic-separator-sheet) [Scanning 10](#scanning) [Scanning Path 11](#scanning-path) [Capture and Indexing Dialog Box 12](#capture-and-indexing-dialog-box) [Selecting your capture profile 12](#_Toc175042713) [Scanning VS. Photo Scanning 15](#scanning-vs.-photo-scanning) [Capture and Indexing Status 15](#capture-and-indexing-status) [Initial QA & Indexing 17](#initial-qa-indexing) [Workflow Queues 20](#workflow-queues) [Optical Character Recognition (OCR) 21](#optical-character-recognition-ocr) [Best Practices -- Tips for Success 21](#best-practices-tips-for-success) [OCR Processing 22](#ocr-processing) [Barcoded Documents 22](#barcoded-documents) [County-Generated Documents 23](#county-generated-documents) [Person/Verification Documents 24](#personverification-documents) [Document Reindexing 26](#document-reindexing) [Locating the Documents in Workflow 27](#locating-the-documents-in-workflow) [Step 2: Note the Created By Value 29](#step-2-note-the-created-by-value) [Searching the Workflow 31](#searching-the-workflow) [Building Filters 32](#building-filters) [ReIndexing Document Properties 33](#reindexing-document-properties) [Updating the Case Number/CIN Field 33](#updating-the-case-numbercin-field) [Updating the Case/Person Name Field 34](#updating-the-caseperson-name-field) [Updating the Barcode Field 35](#updating-the-barcode-field) [Updating the Form Name Field 36](#updating-the-form-name-field) References ========== Job Aids -------- - JA Imaging Drawers and Document Properties - JA Imaging Multi-Case Scanning - JA Imaging Single Case Scanning And Virtual Printing - JA Imaging Workflow Queues and Exceptions - JA Mail In Applications WorkFlows --------- - CalSAWS \#01 Document Imaging Index Guides ------------ - CalSAWS Imaging Index Guide CalSAWS Fact Sheet ------------------ - Imaging Workflow Queue - Imaging - Imaging Search Results PPG's ----- - PPG 15-04-001 - PPG 15-04-007 - PPG 10-01-010 DOM --- DOM 2023-042: Certified Mail requirements for original documents containing a full Social Security Number Introduction ============ Purpose ------- Training was developed to provide Office Assistants an overview of the Hyland Imaging system and its processes. Goals ----- Training material will cover: - Document preparation - Barcoded and non-barcoded documents - Capture profiles - Scanning Process - QA & Indexing - Hyland Queues - Optical Character Recognition (OCR) Processing - Document Retrieval  Imaging Functionality ===================== Hyland Imaging is the electronic document management component of the CalSAWS System. It includes functionality within CalSAWS and in a separate system called the Hyland Perceptive Experience, which is accessed via CalSAWS. Note: Access to any functional buttons, pages, or reports within CalSAWS depends on your security rights from Perceptive Experience-Imaging To access Hyland, select the Imaging Link on the tool bar at the top of your home screen. Select Connect. When you select this, it will auto sign in with your CalSAWS authentication.  Your Home screen will have 2 options, Capture and Indexing and Documents. ***Capture and Indexing***: For scanning and submitting documents. ***Documents***: For document retrieval, pulling documents for verification pruposes. Capture & Indexing ================== After selection Capture & Indexing you have 2 options: OA can work on pending images or batches from any of the drawers must select drawer in order to see the content. Update or correct data from documents that have already been scanned or uploaded  Start scanning new documents using the Capture button. Document Preparation ==================== To start off, you might want to work on one case at a time, however CalSAWS is set up to scan multiple case documents and sort them into their respective cases. By organizing your documents you aid CalSAWS in it's ability to assign the documents to their respective cases. Start by separating your documents by Case \#.  Then you will separate by Document Type. IE Barcodes vs. Non-Barcodes. Barcoded Documents will Have a 16 digit number on the bottom right of the page, along with a QR code.  Non-Barcoded documents will be documents that are not generated from CalSAWS and mailed to the client. Such as Check stubs, Copies of ID cards, Social Security cards, Rent Receipts... CalSAWS will label document properties to a document based on the information that comes before it unless you tell it that it doesn't belong there. IE: Barcoded documents tell CalSAWS the Case Number and Case name that the document belongs to. If you do not place separator sheets between documents, CalSAWS will automatically index your non-barcoded documents to the same case as the barcoded document before it.  The document separator sheets get placed between every non-barcoded document. By using these, you tell CalSAWS to automatically split the non barcoded documents.  ### Printing Generic Separator Sheet Your Generic Separator sheet will tell CalSAWS that the document after it is not the same as the one before it. It can be printed from CalSAWS. It looks like this:  Scanning ======== Scanners cannot read QR codes that have been cut off or tampered with. If you scan a document with an incomplete barcode, it will likely end up in the Barcode Verification queue. Tor resolve this issue, you can either re-scan the document with the updated QR code, or submit and update the document when it lands in the Barcode Verification queue. Case coversheets can be printed for submitted documents that have no barcodes. Separate your cases by Case \#, Barcoded Documents, and then Non-Barcoded documents. For non-Barcoded documents you may use generic Separator sheets. Case coversheets and/or barcoded documents give CalSAWS the case/client information. Any scanned documents will go directly into the QA & Indexing Queue for review. Scanning Path ============= Capture and Indexing Dialog Box ------------------------------- Start scanning new documents using the Capture button. After selecting Capture your Capture and Indexing Dialog Box will open. Start by Selecting Your Capture Profile. []{#_Toc175042713.anchor}***Selecting your capture profile***: Your Capture profile is again based on the type of Document submission, whether it be scanning or uploading. And will also depend on the type of documents being submitted. IE, CWS scan vs. CWS File. If you have a document that has a barcode that you don't want read, for example, it's cut off, or the client doesn't have the program corresponding to the document, select "Ignore Barcode"  ***You want to review all fields before scanning***. Confirm the Applicable Date and Received Date are correct  these values default to the current date at time of scan, refer to your SOA if you need to change these fields. Confirm the Bundle ID field (optional) is updated, if necessary  searching on this value is one of the easiest ways to locate documents in workflow, some areas use this field, but not all do. Most of your queues have 2 drawers each***. Office Specific and County drawers***. - The Origin field should default to your office queues.  - Confirm the OCRBypass field (OCR: Optical Character Recognition)  This defaults to 'false'. When you set the OCR Bypass to "True", you are telling the system, "I am picking a form name. DO NOT change it." - Confirm the OCRSplitOverride field  This defaults to 'true'. True means Imaging will not attempt to split or separate documents after they have been submitted from QA & Indexing. False means Imaging will attempt to name documents. ### Scanning VS. Photo Scanning Clients a lot of the time will submit copies of documents that normally are in color... IE ID's, SSN's, Birth Certificates... A copy of an ID may come out very dark, or in a black and white copy the picture does not have a lot of color contrast so that when it is scanned the picture is completely blacked out, or unrecognizable. CalSAWS has now given us the ability to "Photo Scan" which scans the picture with a higher contrast so that it is clearer to the viewer.  ### Capture and Indexing Status As your pages go through the scanner, the computer refreshes with each page. Once all documents are through the scanner, wait until your "Open Batch" button is available to you. This means that the computer has loaded all documents to be QA & Indexed. You can either "Close" this window and scan another batch, or you can "Open Batch" and move on to your QA & Indexing.  This is your Imaging path. The OA will initiate Capture inside or outside the context of a case. Scan/Upload all documents, and selects "Open Batch." OA will then perform the initial QA and Indexing on the newly imaged batch. Once completed indexed, OA will select submit. Initial QA & Indexing ===================== - QA & Indexing queue is to validate required document property fields, which are based on the Capture Profile used. - Single Case, Multi-Case, Returned Mail or Ignore Barcode - Case Number/CIN & Form Name - Barcode (optional but recommended) - SIU (Special Investigations Unit) or Hearings - Case Number/CIN & Form Name, Investigations ID\* (optional), Hearings Number\* (optional) - RDB (Resource Data Bank - Resource Number & Form Name - AAP, CWS, IHSS or QA/QC - Case Number\*, Case Name\* & Document Type\*  Once you have scanned your documents and are reviewing your scanned batch, notice what needs to be completed. Verify your document properties, Label your document (OCR) - Move pages-Drag and drop select page(s) to the correct location on the Thumbnail panel. - Split Pages-click the Split Above Icon and select Keep Document Type and Index Keys - Delete pages-click the Delete icon. These pages will be permanently deleted and cannot be recovered. - Rotate pages-Click the Rotate icon and select any of the orientation options. - Copy pages- click the Copy Icon and select6 Keep Document Type and Index Keys  \*\*\*Capture\*\*\*- You can Replace or insert pages that did not get imaged, or are unclear during your initial QA. Add any annotations to the scan or populate the Notes field. \*\*Make sure to QA completely as some fields, even if re-indexed cannot be changed. Once you are done Indexing completely, select SUBMIT. Workflow Queues --------------- What is an Imaging Workflow Queue? CalSAWS Imaging Solution defines workflow queues as opportunities to manage, update and manipulate documents. - Barcode Verification/Confidential - Update a document's barcode. - Document Removal - Contains documents that have been deleted from the System. - Exception/Confidential - Holds documents that require additional verification/validation of the Case Number/CIN, County Code, and/or Form name fields. - No Case Assigned -- Documents placed after the "imaging No Case coversheet" are automatically routed here. - Person Selection - Associate a document to one or more persons. - QA & Indexing -- Holds documents that have been imaged but not submitted. - Reindex/Confidential - Update the Form name and County Code fields for documents that were previously archived. - Reindex all/Confidential - Update the Case Number/CIN, Case/Person Name, Form name, and/or County Code fields for documents that were previously archived. Optical Character Recognition (OCR) =================================== Best Practices -- Tips for Success ---------------------------------- Update the Form Name field during Initial QA Selecting this value adds weight to classification If OCR is deciding between 2 values, it will lean towards the value you select Note: OCR may override your value, this is why we select true or false during OCR process-to bypass trying to identify document instead of doing what you told it to Split Documents Use separator sheets of the Split Above icon When scanning 1 or more documents without separation, if OCR does not recognize 1 page, all the documents will be routed to Exception #### ***Organize pages in the correct order*** #### ***Organize physical pages prior to scanning*** #### ***Drag and drop thumbnails during initial QA*** #### ***Rotate your pages during initial QA, if necessary*** Confirm CalSAWS-generated documents are for programs already linked to the case. If the barcode is generated for a program not on the case, the barcode will be invalid Select the Photo Scan option for documents with a background Higher quality scans allow OCR to properly read the information IE: ID, Passport, Birth Certificates, Green Cards OCR Processing -------------- The importance of clear and complete documents make it so that they can be processed by OCR. OCR looks for keys on the page to determine the type of document that it is or where it needs to go. If it can not validate information or a barcode, it will flag it to another queue, such as the Barcode Verification Queue for OA to go in and review. It also lists a Failure Reason to the document properties to help you Identify the problem in order to correct and get the document archived. OCR looks for, in this order, a CalSAWS QR code, CalSAWS or Imaging form number, keyworks for person verifications.\| If a valid QR code is found on any document, OCR will treat the document as if it were a barcoded document \| If a valid Form Number is found on a Person/Verification document, OCR will treat the document as a County-generated document ### Barcoded Documents Will it get sent to OCR? Yes, it will be processed by OCR if the scanner can NOT detect or process the barcode on the document (e.g., marks over barcode) What is OCR looking for? A QR code or a 16-digit barcode value What does OCR validate? System checks that the extracted barcode exists in CalSAWS and pulls back any information tied to the barcode (Case Context, Form Information, etc.) If it is successful... The extracted barcode has been validated in CalSAWS If it Fails and is placed back into the Workflow Queue... It means the extracted barcode was invalid Meaning there is a mismatch between the case context pulled from CalSAWS and the case assigned in QA Meaning the System was not able to validate the Barcode in CalSAWS Example: This went into barcode verification queue, because the barcode was cut off, system was not able to recognize ### County-Generated Documents County Generated forms are documents that have the ability to be automatically processed by OCR. They system will look for the form number in a specified location on the document. They system will verify that the form number exists in CalSAWS and can be validated, or again it will flag for a different queue (Exception) for the OA to go in and review for further validation. It will list a reason that they system failed to archive the document under the document properties. Will it get sent to OCR? Yes, County-Generated Documents are automatically sent to and processed by OCR. What is OCR looking for? A Form Number (Located in the lower left-hand corner)  What does OCR validate? System checks that the form number exists in the system. If it is successful... The extracted form number has been Validated. If it Fails and is placed back into the Workflow Queue... Meaning OCR was unable to locate a Form Number The System could NOT validate the extracted form number. Example: OCR is looking for the "IMG 322" in the lower left-hand corner. ### Person/Verification Documents Person level documents are automatically processed by OCR. It looks for keys on the document and compares it against other data used to train OCR. Internally it creates a list of possible form names by percentage. If it confidently identifies the document, it will place in the person Queue for you to assign to the CIN Number. Otherwise just like the other queues it will list a failure reason in the Document properties for you to review. Will it get sent to OCR? Yes, it will automatically sent and processed by OCR What is OCR looking for? Analyzes text, numbers and certain characters on the documents, and compares against other documents and data used to train OCR What does OCR validate? OCR creates a list of possible Form Names, each with a confidence level It is successful if... The Form Name with the highest confidence level exceeds the specified confidence threshold and the next closest Form Name is a specified percentage lower. If it Fails and is placed back into the Workflow Queue... The selected Form Name did NOT meet the specified confidence thresholds. Example: OCR Analyzes text, numbers and certain characters to determine that this is a Birth Certificate.  Document Reindexing =================== After Initial QA & Indexing, OCR will process documents and will either archive the documents or place them back in the Workflow Queues for Reindexing/Validation.  Locating the Documents in Workflow ---------------------------------- Step 1: Locate the document Locate the document in the All Case Archive drawer. Documents with the Blue Stamp Referencing "RC Hold" or "Records Correction Hold" Need Processing in a workflow queue. The blue RC Document Hold or RC Copy Hold annotation indicates you are viewing a copy of the original document that is still in workflow (see below). This copy is viewable within the drawer and allows users to see an image without having to go to a County-Maintained Workflow queue. Users cannot process or change documents if they see this annotation. They cannot add these documents to workflow (i.e., cannot route to Reindex, Reindex All or Document Removal), since they are pending modification in the workflow. Users must process the original document in one of the County-Maintained Workflow queues (i.e., Exception, Barcode Verification, etc.), or wait until the System finishes processing the document if it is in a System queue. On the documents list, quickly reference the left-most column. If the icon is present, the documents is in workflow. If the file icon is present, the document is not fully archived and cannot be re-routed. If there is no file icon, then the document is fully archived and can be added to the workflow.  ### Step 2: Note the Created By Value Before opening the document, note the Created By value. If Created By is blank, check the Capture Information. If the Capture Information is "Portal," you should use "CalSAWSServiceAcct" as the Created By search field in the queues.   ### Searching the Workflow Open the workflow queue the document is pending in Build an advanced search with the following constraints: Folder Creation Date Equal to the \ Created By Equal to the \  ### Building Filters Hyland also allows you to build filters so you don't have to insert search parameters everytime. You will click the + button to add a search parameter. You will fill out the fields with the parameters that you would like to set. Click add to search for your constraint. Select the Filter Icon. It will populate a dialog box, name your filter and enter a description if you like. Click OK. Notice your new Filter is showing in the workflow list.  ReIndexing Document Properties ------------------------------ ### Updating the Case Number/CIN Field How to Associate a Document to a Case Number Enter \ in the Case Number/CIN field Click outside of the field or hit Enter on your keyboard Expected Results The Case/Person UID and Case/Person Name fields automatically update, if a valid Case Number is entered If a nonexistent or invalid Case Number is entered, the "No Search results for Case Number/CIN" error message displays Editable in the Following Workflow Queues QA & Indexing Exception Reindex All No Case Assigned ### Updating the Case/Person Name Field How to Associate a Document to a Person/CIN Click the Search icon next to the Case/Person Name field The Case/Person Name Search dialog box displays. If a value is already populated in the Case Number/CIN field, the Person(s) Lookup Search contains that value. Confirm the Case Number search condition is correct If the Person(s) Look Up Search is empty: Click the Plus icon Enter \ Click the Add button Click the Search button to display a list of person(s) associated to the Case Click the row of the person to associate the document to Expected Results The Case/Person UID, Case Number/CIN and Case/Person Name fields automatically update to match the person's information The Document Scope field updates to "Person" After saving and routing the document forward, it will be archived in the Person drawer Editable in the Following Workflow Queues Person Selection Reindex All ### Updating the Barcode Field How to Enter/Update a Document's Barcode Enter \ in the Barcode field Click outside of the field or hit Enter on your keyboard Expected Results The Case/Person UID, Case Number/CIN, Case/Person Name, Form Number, & Form Name fields automatically update, if a valid CalSAWS barcode is entered If a nonexistent or invalid Barcode is entered, the "No Search results for Barcode" error message displays Editable in the Following Workflow Queues - Barcode Verification  ### Updating the Form Name Field How to Enter/Update a Document's Form Name You have three ways to update the Form Name field: Type \ in the Form Name field OR Start typing \ in the Form Name field. A drop list appears with tagged words. Select the appropriate value from the drop list. OR Click the Drop List icon for the Form Name field. Select \ from the drop list options. Expected Results The Form Name field automatically populates with your selection. Confirmation of this value appears above the document grouping on the Thumbnail panel. After saving and routing the document forward, the Document Type and Form Number automatically update based on the Form Name you assigned. Editable in the Following Workflow Queues QA & Indexing Exception Reindex Reindex All For questions regarding this training material, email the Staff Development mailbox.