Capture Process Designer - It's like Workflow for Capture

[Ray_Gerwig]

Have you ever needed to change your OnBase scanning process, to add an additional step, or to change the process steps for just certain documents? Certainly it’s been possible, but probably also required a separate Scan Queue, and additional training for the users in the Scanning Department who determine which Scan Queue they select for each batch they scan. Capture Process Designer eases the task of creating and managing complex and more controlled multi-step capture processes.   Documents can now move independent of the batch from one step to another, evaluated on their capture method, Document Type, and even Keyword Values. Documents can even move back-and-forth between Workflow and Scan Queue Capture Processes, in a controlled manner.

Just like in Workflow design in OnBase Studio, Capture Process Designer allows for dragging capture steps from the Studio Toolbox to a Capture Process layout. You can add as many capture steps as needed of each particular type. Unlike traditional Scan Queue (waterfall) configuration, you can determine the order of each step in the Capture Process, and even route documents through a single process more than once. Much like Workflow, each capture step will have entry and exit evaluators to control and determine which steps a document traverses. You can choose to make the transfer to the next step Ah-hoc (selected by the user), Default (all documents), or based on Document Status, Document Type, or a Keyword value. A single capture step can have multiple entry and exit paths, governed by different Evaluators.

With Capture Process Designer, you can also select where in the Capture Process documents are added or removed. Different import methods (such as scanning, DIP, or even Mailbox Importer) can activate entry at different points of the Capture Process. Documents can be routed to Workflow or even from Workflow, to take advantage of the best features available within both Scan Queues and Workflow Life Cycles as the business process dictates.

As each capture step is added from the Toolbox in OnBase Studio, or when selecting that step in the layout grid, you will see the appropriate Processing Options for that step. You can even select different Processing Options for different instances of a particular capture step. So essentially, you might have an index step at the beginning of the process behave differently from an index step at the end of the process. This is a scenario that would otherwise traditionally require setting up multiple Scan Queues.

When it’s time to change a Capture Process, it’s easy to create a new one (or copy from an existing one) within the same Scan Queue. You can then make the appropriate changes and activate the new Capture Process for all new incoming batches. Users can continue to scan into the same Scan Queue, with little or no interruption, and the old Capture Process is still available for reference or for activation later.

The Capture Process Designer requires the Unity Client for managing batches and for user-based capture steps. Traditional Scan Queues can be transitioned to use Capture Process Designer by selecting the Scan Queue configuration Processing Option Enable Capture Process Designer (Unity Client only). It’s important to note that users will only see the batches for Scan Queues designed with Capture Process Designer within their Unity Client batch processing interface. Automated or unattended process steps will be performed by the server or client that owns them, in some cases this will be the Data Capture Server (Intelligent Capture for AP) or OnBase Client (Advanced Capture).

More detail on the Capture Process Designer can be found in the Document Imaging Module Reference Guide.