Using Zonal Form Definitions (ZFD) and the
Understanding Zonal Form Definitions and Zonal OCR Technology
What is Zonal OCR technology?
It is a unique type of Optical Character Recognition (OCR) technology which extracts only certain text data fields from a form. The extraction is based on defining key fields and their locations known as “zones” in a form by a designated Zonal Form Definitions User. The Zonal Form Definitions tool utilizes Zonal OCR technology to enable the Zonal Form Definitions User to define key fields and more!
How does it work?
Typically, OCR is used to convert scanned documents into searchable and editable documents. But what if a company is only interested in specific data fields for reuse and not the entire text in a document. This is where Zonal OCR comes into play.
Taking OCR to the next level with Zonal OCR!
The Zonal Form Definitions tool can be trained to understand the structure and hierarchy of a form by defining data and reference fields and where these fields can be found in a form. The Zonal Form Definitions tool is used by a Zonal Form Definitions User to create projects with field definitions, training, and testing layouts. These definitions and layout information become templates that the server will use to extract the data fields from new forms and route them to a company’s documentation resource; for example, a database.
Before you begin
As an Administrator, you will need to determine which workers in your company will fulfill the role of Zonal Form Definitions User. The tools and the tasks performed by an Administrator and a Zonal Form Definitions User are different. Using the Server Administrator Console, the Administrator is responsible for configuring the Zonal OCR Connector and workflow.
Using the Zonal Form Definitions tool, the Zonal Form Definitions User is responsible for creating a project that contains forms with field definitions for data extraction. The Zonal Form Definitions User must complete and save a Zonal Form Definitions project before an Administrator can configure the Zonal OCR Connector and appropriate workflow.
See Administrator and Zonal Form Definitions User Tasks at a Glance for more information.
More about the Zonal Form Definitions (ZFD) tool and the Zonal Form Definitions User role
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A single Zonal OCR Connector license is available when the server is installed.
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A Zonal Form Definitions Client installation is required for each designated Zonal Form Definitions User.
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A Zonal OCR Connector can have multiple projects, but only one project can be associated with the connector at a time. A project can have multiple document types.
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Zonal Form Definitions Users must collect forms for defining, training, and testing purposes (A minimum of 15 forms; if available, should be used to identify variations in the forms like field locations, orientation, resolution, and more. The Zonal Form Definitions User should use many forms for training and testing purposes to get the best data field accuracy results.
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The Zonal Form Definitions tool is designed to recognize single-page structured forms. Zonal Form Definitions Users must separate multiple-page forms; for example, a PDF into separate PDF files as individual document types. If the Zonal Form Definitions User attempts to add a multiple-page form as a document type to the Zonal Form Definitions tool, it will recognize the first page only and ignore the other pages.
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The following file formats can be used in a Zonal Form Definitions project.
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PDF
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TIF
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JPG
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PNG
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BMP
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The Zonal Form Definitions tool can be combined with other document capture and routing solutions; for example, Queue can be used to review, correct, and approve extracted data fields before reaching their destination.
Contact us
Contact your Account Manager for more information about additional Zonal OCR Connector licenses and other document capture, processing, and automation solutions. Your Account Manager is available to assist you should your company’s form requirements change.
Administrator and Zonal Form Definitions User Tasks at a Glance
Administrator Tasks
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Identify Zonal Form Definitions Users – An Administrator and/or other interested parties identify which workers in a company will fulfill the Zonal Form Definitions User role.
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Install Zonal Form Definitions tool – The Zonal Form Definitions (ZFD) tool must be installed for each designated Zonal Form Definitions User by using the
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Configure the Zonal OCR Connector – A Zonal OCR Connector using the Server Administrator Console is configured after a Zonal Form Definitions User has saved a Zonal Form Definitions project. The data fields must be defined and saved in a Zonal Form Definitions project before the creation and mapping of the job properties can take place in the server.
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Create and map job properties – Before creating the Zonal OCR workflow, an Administrator must create and map job properties to a form project data fields so that the server knows which data fields to extract from inbound documents.
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Create Zonal OCR workflow – An Administrator creates a workflow so that the server knows where to route the form and its extracted data fields. This is based on the job properties mapped to the data fields . The extracted data fields can be routed to; for example, a database, document management system, or queue.
Zonal Form Definitions User Tasks
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Collect Forms and Convert to a Supported File Format – Single-page structured forms with the required data fields are collected from a company’s documentation resources by the Zonal Form Definitions User and converted to PDF, TIF, JPG, PNG, or BMP file formats.
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Create a Zonal Form Definitions Project – The Zonal Form Definitions tool is used to create projects that contain field definitions, training and testing layouts.
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Define Layout - is used to identify and define the data and reference fields on the form.
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Train Layout - A series of files are selected for training and to adjust field variations that may appear in the files selected. The purpose of Train Layout is to increase the project’s ability to correctly identify and extract data fields.
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Test Layout - A series of files are selected for testing and to determine if the test failed or succeeded. In addition, a Zonal Form Definitions User can add failed forms to a training batch or remove test files that do not meet the testing criteria or are no longer needed. The purpose of Test Layout is to test the forms used in Train Layout. Test Layout mimics the data field identification and extraction that the Zonal OCR Connector will do. For example, if a data field is not identified during testing, it will not be identified by the Zonal OCR Connector when processing the same form.
Note: Field locations “zones” are automatically defined during the training and testing of the forms. No additional step is required to define field locations.
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Save Zonal Form Definitions Template - After the form definitions are defined, trained, tested, and saved, a Zonal Form Definitions template is automatically saved to the server.
Note: Zonal Form Definitions should be saved periodically throughout the defining, training, and testing tasks to ensure the latest template information is saved on the server. An asterisk (*) appears next to the project name as an indicator that the project needs to be saved.
Zonal Form Definitions Project at a Glance
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Zonal Form Definitions Project Legend |
Description |
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1. Zonal Form Definitions Project (ZFDP) tool bar |
Use the ZFDP tool bar to: (from left to right)
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2. Preview pane |
Use the Preview pane to:
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3. Data Fields pane |
Use the Data Fields pane to:
Note: Form Definition Users must verify that data and reference field definitions are clear, intact, and not truncated for best form processing results. |
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4. Reference Fields pane |
Use the Reference Fields pane to:
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See also
Configuring Zonal OCR Connector
Using Zonal Form Definitions Quick Start Guide