When you scan pages with a physical scanner, and in some cases when you "scan" from a file or repository, all the imaged pages are brought into Quick Fields in one big group. Quick Fields uses settings you specify to determine where each new document begins. There are two basic methods for determining which pages out of such a group will be assigned to each document: the conditions set in the Identification stage or the number of pages.
Note: The pages of electronic documents will be kept together by default. If documents have both electronic and imaged pages, and document length is configured in a way that applies differently to the different types of pages, the electronic and imaged pages may be sorted into documents differently. Therefore, electronic documents work similarly to the situation of imaged documents and the presort setting described below.
To change the document length settings
By default, each time a page meets the identification conditions for a document class, Quick Fields creates a new document. When you are scanning imaged documents with presort off, following documents that do not meet the identification condition are appended to that first page. When another page does meet the identification conditions, it becomes the first page of a new document.
To determine document length by identification conditions
Note: Identification conditions require special considerations when using multiple document classes.
You can also configure Quick Fields to divide a group of pages into documents by assigning a set number of pages to each document.
To determine document length by number of pages
When you are using the Laserfiche Capture Engine or Universal Capture scan sources, if you have selected the setting Presort images to reflect document structure (which is the default for the Laserfiche Capture Engine), the pages will be sorted into documents as they were in Laserfiche or your network drive. However, the settings to determine document length configured in this tab will also apply. If either condition is true, a new document will be created. Because both settings can apply simultaneously, it is very important to consider your goals for the session and think through the configuration that will produce the desired results.
When the Document Length settings are configured to create a new document at a certain number of pages and the presort setting is selected, both will be applied. A new document will be created when either is met.
Example: Natasha uses Laserfiche Capture Engine with presort enabled to retrieve documents that are each 9 pages long. However, in Document Length, she sets the number of pages per document to 3. Quick Fields will create documents 3 pages in length, overriding the existing documents in Laserfiche.
Example: Boris also uses Laserfiche Capture Engine with presort enabled to retrieve documents that are each 9 pages long. Unlike Natasha, in Document Length, he sets the number of pages per document to 10. Quick Fields retains the existing documents as they were in Laserfiche.
Example: Like Boris and Natasha, Pierre uses Laserfiche Capture Engine with presort enabled to retrieve documents that are each 5-7 pages long. In Document Length, he sets the number of pages per document to 6. Documents of 5 or 6 pages will be retained as they were in Laserfiche. Documents of 7 pages will be split into a 6-page document and a 1-page document.
When the Document Length settings are configured to create a new document when the identification conditions are met and the presort setting is selected, both will be applied. A new document will be created when either is met.
Example: Sonya uses Laserfiche Capture Engine to capture patient records from Laserfiche. They have been grouped by patient archives, some of which contain a single record and some more than one. Each record has a barcode on it. She leaves the presort setting on. She also configures Barcode in the Identification stage so that a new document will be created each time a page contains a barcode. For the most part, her pages will be sorted into documents as they were in Laserfiche, but each time a barcode is found—even if it is in the middle of an existing document—Quick Fields will create a new document.
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