kc advanced reports 3 1 user's guide

User’s Guide

January 21, 2010

KOFAX Capture

Advanced Reports 3.1

© 2005-2010 Kofax, Inc., 15211 Laguna Canyon Road, Irvine, California, 92618, U.S.A. All rights reserved. Use is subject to license terms.

This product is protected by U.S. Patent No. 6,370,277.

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Contents Preface ............................................................................................................................................................ 4

Related Documentation ........................................................................................................................ 4 Technical Support ................................................................................................................................. 4

Product Overview ........................................................................................................................................ 5 Standard Reports ................................................................................................................................... 5 Components ........................................................................................................................................... 5

Database .......................................................................................................................................... 5 Custom Kofax Capture Components .......................................................................................... 6 Reports Viewer Module ................................................................................................................ 6

Configuring Advanced Reports ................................................................................................................. 6 User Tracking ......................................................................................................................................... 6 Global Settings ....................................................................................................................................... 7

Connection Settings ....................................................................................................................... 7 Configure Modules ........................................................................................................................ 8 Delete Statistics ............................................................................................................................... 9

Configuring the Batch Class ..................................................................................................................... 10

Setting Up the Workflow Agent ............................................................................................................... 11 Index Settings Tab ............................................................................................................................... 12 Queue Settings Tab ............................................................................................................................. 13 Database Settings Tab ......................................................................................................................... 14 Table Settings Tab ............................................................................................................................... 15 Reporting Key Settings Tab ............................................................................................................... 15 Batch-Level Keys ................................................................................................................................. 17

Publishing the Batch Class ........................................................................................................................ 18

Processing Batches ..................................................................................................................................... 19 Data Export Module ............................................................................................................................ 20

Operating the Reports Viewer .................................................................................................................. 20 Loading the Reports ............................................................................................................................ 21 Filtering the Data to Display in the Reports .................................................................................... 21 Searching and Navigating within Reports ....................................................................................... 21 Refreshing Reports .............................................................................................................................. 21 Exporting Reports ............................................................................................................................... 22

Integrating Classification Statistics from Kofax Transformation Modules ........................................ 22

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Kofax Capture Advanced Reports User’s Guide

Preface This Kofax Capture Advanced Reports User’s Guide describes configuration and operating procedures for Kofax Capture Advanced Reports.

The guide is intended for system administrators who are configuring the components provided with Advanced Reports and generating reports from data collected during batch processing. The procedures assume that the Advanced Reports components are installed and available for use. The installation must be completed before performing the procedures described in this guide.

This guide assumes that you have a thorough understanding of Kofax Capture, as well as Windows standards, applications, and interfaces.

Related Documentation

This guide is a supplement to the following Advanced Reports documentation: Kofax Capture Advanced Reports Installation Guide Kofax Capture Advanced Reports Database Notes Kofax Capture Advanced Reports Release Notes

For more information about Kofax Capture, refer to the documentation provided with Kofax Capture:

Kofax Capture Installation Guide Kofax Capture Getting Started Guide Kofax Capture Developer’s Guide Kofax Capture API Reference Kofax Capture Release Notes Help from any Kofax Capture module

For more information about other Kofax products, refer to the documentation provided with the products.

Technical Support

For additional technical information about Kofax products, visit the Kofax Web site at www.kofax.com and select an appropriate option from the Support menu. The Kofax Support pages provide product-specific information, such as current revision levels, the latest drivers and software patches, online documentation and user manuals, updates to product release notes (if any), technical tips, and an extensive searchable knowledgebase.

The Kofax Web site also contains information that describes support options for Kofax products. Please review the site for details about the available support options. If you need to contact Kofax Technical Support, please have the following information available:

Kofax Capture Advanced Reports version Kofax Capture software version Operating system and service pack version Network and client configuration Copies of your error log files Special/custom configuration or integration information

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Product Overview Kofax Capture Advanced Reports is an extension to Kofax Capture that tracks data about batches as they flow through the Kofax Capture workflow, and produces reports from the collected data.

Standard Reports

There are several types of reports available out of the box, including:

Workflow Management Reports Operator Productivity Summary Operator Productivity by Module Summary Operator Productivity by Module Detail Operator Productivity by Batch Summary Operator Productivity by Batch Detail System Throughput by Module Summary System Throughput by Module by Day

Summary System Throughput by Day by Module

Summary

Classification and Recognition Reports Classification versus Review Misclassified Document Types Reclassified Document Types Field Accuracy Field Confidence

Invoice Reports Invoice Number by Date by Vendor Invoice Number by Vendor by Date Invoice Vendor by Date by Number Invoice Vendor by Number by Date Invoice Date by Vendor by Number Invoice Date by Number by Vendor Field Accuracy by Vendor Number

Mortgage Processing Reports Daily Classification and Review Batch Classification and Review Operator Classification and Review Batch Classification and Review by

Reviewer Loan Workflow

These reports are generated from data stored within the Advanced Reports database, along with additional information from the Kofax Capture User Tracking tables (part of the base Kofax Capture installation).

Additionally, custom reports can be created, but they must be developed with the Crystal Reports Report Designer version XI, and the Designer must understand the Advanced Reports database.

Components

Kofax Capture Advanced Reports is a complex system consisting of several components. There are database components, a workflow agent, a custom module, setup components, and a viewing application for reports.

Database

The Advanced Reports database maintains all data relating to Advanced Reports. This database must be installed on the same SQL Server instance as Kofax Capture or on the Kofax Capture server if using SQL Server Express.

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Custom Kofax Capture Components

There are several custom Kofax Capture components provided with Advanced Reports: Advanced Reports - Data Mining Workflow Agent: During runtime, this component

runs in the background while batches flow through the Kofax Capture workflow, collecting data after each queue processes the batches.

Advanced Reports – Data Export Custom Module: This custom module aggregates data collected during the Kofax Capture workflow and writes the data to the Advanced Reports database. When used, it must be included in the list of queues for a batch class, as the very last module before Release.

Setup Components: Setup components provide configuration options for the Advanced Reports workflow agent, as well as global settings that are not specific to any batch class. The Setup components are registered with the Kofax Capture Administration module during the Advanced Reports installation.

Note The Kofax Capture custom components are required for all reports.

Reports Viewer Module

Advanced Reports includes an easy-to-use Reports Viewer module, which is a thick client application based on the Crystal Reports API. The report viewer module allows operators to:

View reports included with Advanced Reports (including charts) Select parameters by which report data can be filtered and viewed, such as date range,

operator name, module, etc. View reports containing data from the last execution or with refreshed data using new

selection parameters View reports with various zoom settings Search for specific text occurrences in a report Navigate to grouped items in the report Export reports to several formats (PDF, HTML, Microsoft RTF, Excel spreadsheets, etc.)

Configuring Advanced Reports The following sections describe configuration options and requirements.

User Tracking

Advanced Reports requires Kofax Capture User Tracking to be enabled. Prior to configuring Advanced Reports, ensure that User Tracking is enabled in the Kofax Capture Administration module.

Note All open Kofax Capture modules must be restarted after enabling User Tracking.

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Figure 1. Enabling Kofax Capture User Tracking

Global Settings

The Advanced Reports menu available from the Kofax Capture Administration module’s menu bar provides options for global Advanced Reports settings that are not specific to batch classes. Each of the options displays a dialog box, from which system administrators can specify settings.

Figure 2. Advanced Reports in Administration Module’s Menu Bar

Connection Settings

This dialog box allows system administrators to configure connection settings for the Advanced Reports database. The settings allow access to the database in order to set the rest of the global settings. These settings are also used for the Reports Viewer users to access the Advanced Reports database.

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Figure 3. Advanced Reports – Database Connection Dialog Box

Setting Description

Statistics Server This setting specifies the database server in which Advanced Reports is located. The default value for an MSDE installation is <Server Name>\ASCENTSTATISTICS.

Database Name This setting specifies the Advanced Reports database. The default name is Statistics.

Authentication Settings This setting defines whether the connection uses SQL-Server Authentication or Mixed-Mode (Windows) Authentication. Note that setting Windows authentication requires that the Windows users be added to the database.

Configure Modules

This dialog box allows the default functions for Kofax Capture modules to be changed, as they relate to Advanced Reports. These settings impact how the reports calculate field accuracy.

Advanced Reports pre-populates the functions for the modules in the system, and there is typically no need to change them.

Note Changing function assignments for modules is an advanced feature. If you need to change a function assignment, please contact Kofax Technical Support.

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Figure 4. Advanced Reports – Module Configuration Dialog Box

Delete Statistics

This dialog box allows system administrators to purge the Advanced Reports database and related records within the Kofax Capture User Tracking tables.

Important It is recommended that the database be backed up and archived prior to using this feature.

Figure 5. Advanced Reports – Delete Statistics Dialog Box

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Setting Description

Delete Statistics Through Date

This option allows system administrators to purge data for “completed” batches through the specified date. A batch is “completed” when it is deleted, either manually or through the Release module.

Delete All Statistics This option allows system administrators to clear all data from the Advanced Reports database and Kofax Capture User Tracking tables.

Configuring the Batch Class Once you have created a batch class in Kofax Capture, you can add the custom module and workflow agent and configure them for reporting.

To add the workflow agent to a batch class

1 Start the Kofax Capture Administration module by selecting Start | Programs | Kofax Capture | Administration.

2 Select the Batch class tab on the Definitions panel, right-click the desired batch class, and select “Properties” from the context menu.

3 Select the Queues tab and add the “Advanced Reports – Data Mining” workflow agent from the drop-down list at the bottom of the screen. This adds the workflow agent to the batch class. It also adds the following items to the context menu for the batch class:

Configure Advanced Reports Configure Advanced Reports Batch Fields

The above items are grayed for batch classes without the Advanced Reports – Data Mining workflow agent.

To add the custom module to a batch class

1 Start the Kofax Capture Administration module by selecting Start | Programs | Kofax Capture | Administration.

2 Select the Batch class tab on the Definitions panel, right-click the desired batch class, and select “Properties” from the context menu.

3 Select the Queues tab, and add the desired queues, including Advanced Reports – Data Export.

4 Position Advanced Reports – Data Export to run immediately prior to Release.

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Figure 6. Adding Advanced Reports – Data Export to a Batch Class

Setting Up the Workflow Agent This section describes setting up the Advanced Reports – Data Mining workflow agent. To open the Kofax Capture Advanced Reports Properties dialog box, right-click the batch class from the Batch class tab on the Definitions panel and select Configure Advanced Reports.

Figure 7. Selecting Configure Advanced Reports from Batch Class Context Menu

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Index Settings Tab

This tab allows you to specify the index fields you want to track for the document classes in the batch class.

Figure 8. Advanced Reports Properties – Index Settings Tab

To specify the index fields for each document class that you want to track, select the document class from the drop-down list of Document Class(es), select the desired index fields from Available Index Fields, and click Add.

Then, double-click each index field under Selected Index Fields to configure the fields. (Or, select an index field from Selected Index Fields and click Properties.) This displays the Index Field Settings dialog box, allowing you to specify settings. Repeat for all desired index fields and document classes.

Figure 9. Index Field Settings

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Setting Description

Strip Control Chars (0-32) When comparing two index field values, ASCII control characters 0-32 (white spaces, carriage returns, etc.) are ignored.

Case Insensitive When comparing two index field values, case is ignored.

Date Compare When comparing two date index fields, the dates are temporarily converted to a universal date format before determining any differences in month, date, and year. For example, if the months are found to be different, the workflow agent calculates the character difference between the two months by comparing the characters in the original date index fields (before they were converted). This option will not do anything if the index fields are not in a valid date format.

Number Compare When comparing two numeric index fields, this option compares their numeric values by removing formatting (commas, ‘$’ symbols) to see if they are equivalent. If they are not equivalent (or if the index fields are non-numeric), then the standard compare operation is used to determine character difference.

Queue Settings Tab

This tab allows you to choose the queues from which Advanced Reports gathers statistics, after the queue has finished processing. Select the desired queues from Available Queues and click Add. This adds the queues to the list of Selected Queues.

Figure 10. Advanced Reports Properties – Queue Settings Tab

For example, to generate Field Accuracy statistics you must configure an extraction module (Recognition Server) and a validation module (Validation). Advanced Reports compares the index fields between those two modules to generate field accuracy.

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By default, only the queues that are assigned to the batch class are available in the list of Available Queues. If you need to add a queue that is not listed in Available Queues, type the name of the queue in the “Add a Queue not part of the Available Queues list” area and click “Add new”. The name of the queue is case-sensitive.

Database Settings Tab

On this tab, specify the database connection information to be used at runtime to access and update the database table with the Advanced Reports data.

The database connection information includes the type of the database (provider), the server (data source), the database name (initial catalog), the security option, user name, and password. There is an option to use Windows Authentication as opposed to using the SQL-Server Authentication credentials provided in the User ID/Password fields.

If you are using Kofax Transformation Modules, the options under “Additional Index data export” allow you to configure, gather, and export additional index data from that product.

The “Export Index Data into Legacy Reporting tables (pre-2.5)” option allows you to set up Advanced Reporting to continue to write statistics in the legacy reporting tables. For information about the legacy reporting tables, in addition to the current reporting tables, please refer to the Advanced Reports Database Notes.

Figure 11. Advanced Reports Properties – Database Settings Tab

Note To report Classification statistics from Kofax Transformation Modules, you must select “Export Statistics from Kofax Transformation Modules”. Failure to do so will result in incorrect mortgage processing and classification/recognition reports.

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Table Settings Tab

If you are using Kofax Capture table fields, the table must be configured with a row identifier field. Once the field is created, you must map the field in the settings for the workflow agent (Table Settings tab). Advanced Reports will use the field to store values after the batch session for a configured queue.

Note The row identifier field must be added to the Kofax Capture document class, but does not need to be added to your Kofax Transformation Modules project.

Figure 12. Advanced Reports Properties – Table Settings Tab

Note Scripting may be required for batch classes using modules from Kofax Transformation Modules.

Reporting Key Settings Tab

The Reporting Key Settings tab allows system administrators to map Kofax Capture index fields to reporting keys. Reporting keys are used for various standard reports and can be used for custom reports.

Reporting keys are used to uniquely identify a document for a report.

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Figure 13. Advanced Reports Properties – Reporting Key Settings Tab

Add/Remove Reporting Keys

On the Reporting Key Settings tab, select the document class to configure. Then, click Add/Remove:

Figure 14. Add/Remove Reporting Keys Dialog Box

On the Add/Remove Reporting Keys dialog box, select all of the reporting keys that your document class requires and click OK.

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Edit Reporting Key

After you add reporting keys, you will need to map index fields to them. To do this, select the reporting key and click Edit.

Figure 15. Add/Edit Document Key

Using the Add/Edit Document Key dialog box, select the index field to map to the reporting key.

Batch-Level Keys

Batch-level keys allow you to link Kofax Capture batch fields with your data in the Advanced Reports database.

To set up batch-level keys, right-click the batch class and select Configure Advanced Reports Batch Fields from the context menu.

Figure 16. Configure Advanced Reports Batch Fields Context Menu Item

Selecting this menu item displays a dialog box that allows you to link the batch fields that you want to capture. These field values are stored in the [BatchKeys] table in the Advanced Reports database.

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Figure 17. Selecting Batch-Level Keys from Available Batch Fields

Publishing the Batch Class After you select all of your batch class settings, you must publish your batch class before you can use it. The publishing process checks the integrity of the settings in your batch class, and makes the batch class available for use. If problems are found with any of the settings, error and warning messages display along with the recommended actions for fixing the problems.

If you edit your batch class, you must publish your batch class again before the changes can be used. Your changes will not be applied to batches created before the new publication date.

To publish a batch class

1 Start the Kofax Capture Administration module.

2 Select the Batch class tab from the Definitions panel, and right-click the applicable batch class.

3 From the context menu, select “Publish.”

4 From the Publish dialog box, select your batch class and click Publish. Kofax Capture checks the batch class settings and displays the results in the Results box. a If no problems are detected, the message “Publishing successful” displays. b If problems are detected, warning/error messages display along with the

recommended actions for resolving the problems. Perform the recommended actions, and then try to publish the batch class again.

5 Run some sample batches through the system to test the operation of the custom module.

After successfully publishing, you can create batches based on your batch class. As your batches flow through your Kofax Capture system, they’ll get routed from queue to queue. The queues that are used to process a batch, and the order that processing occurs, are specified as part of the batch class definition for the batch. For more information, refer to your Kofax Capture documentation.

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Processing Batches After each module in your batch class finishes processing, the Advanced Reports – Data Mining workflow agent collects all the relevant batch data that it can for the current module. At the end of the workflow but before release, the Kofax Capture Advanced Reports Data Export module processes the batch.

The Advanced Reports module logs batch, document, and field level data. Additionally, if selected index fields are associated with a recognition profile that uses the error marker and flags low confidence characters with the “^” as the mark flag, the field information also contains the number of confident characters and total number of characters values.

To activate the custom module, select Start | Programs | Kofax Capture | Advanced Reports | Data Export. Like most other unattended modules, the Advanced Reports module can run as a Windows service.

To process a batch

1 Start the Kofax Capture Advanced Reports Data Export module. The module’s main screen displays and the next available batch opens.

2 Once the batch completes processing, it closes.

3 When processing is finished, select Batch | Exit to shut down the Kofax Capture Advanced Reports Data Export module.

Note You may also process a batch from the Kofax Capture Batch Manager. This will open the selected batch in the custom module, and close the batch and the custom module when the batch is finished processing.

The Data Export module may also have been installed as a service. In this case you may start, stop and configure the service to restart automatically from the Services application of the Windows Control Panel.

Figure 18. Data Export in Kofax Capture Batch Manager

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Data Export Module

When processing a batch, the Data Export module displays the progress of processing the documents and updating the statistics database tables.

Note: The Event Log is displayed in the desktop interface and may also be configured to be

written to a log file (Tools | Logging | Log to File). An About box is displayed by clicking Help | About Advanced Reports. It provides the

Advanced Reports version number, copyright/trademark information, and a link to Technical Support information.

Figure 19. Kofax Capture Advanced Reports Data Export Module

Operating the Reports Viewer To start the Reports Viewer, select Start | Programs| Kofax Capture | Advanced Reports| Advanced Reports Viewer.

Note In order for the reports to contain any data at all, the User Tracking must be enabled from the Kofax Capture Administration module, and batches must be processed using the specified users. It is recommended that a special user is created and used for all unattended modules, instead of an operator name, so that the results on operator productivity are not skewed.

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The Reports Viewer user credentials are configured during the Advanced Reports installation. The credentials can be viewed or reconfigured from Kofax Capture Administration| Advanced Reporting| Connection Settings. See the section Connection Settings on page 7.

If credentials are not configured (or are configured incorrectly), the following message displays when attempting to run the Reports Viewer:

The database connection settings are invalid. Please contact your system administrator.

Figure 20. Running Reports in the Reports Viewer

Loading the Reports

To load a report, select the desired report from the Reports list and click Load Report. This opens the Parameters window, from which you can filter the results of the report.

If any Windows Authentication issues arise, ensure that your Windows domain user account or group has report viewer access to the system.

Filtering the Data to Display in the Reports

Immediately after loading a report, the Parameters window displays. To accept the default parameters, click OK. Or, select the desired parameters and then click OK. The parameters vary depending on the report, but mainly include date parameters (e.g. where a Start and an End date may be selected from simple Calendar controls), or value parameters, where one or more values are added to a list of values (e.g. typing and adding a number of operator or module names).

Searching and Navigating within Reports

The Search button may be used to find an occurrence of text within any page of the report. A navigation tree is also available on the left part of the viewer that allows quick access to grouped items. Additionally arrow button controls are available to navigate to previous, next, first and last page of the report.

Refreshing Reports

The Refresh (little thunder icon) button may be used to refresh the contents of the report, with the same or different parameters as desired.

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Exporting Reports

To export reports, click Export. This displays a series of dialogs for selecting a file format and other options. File format options include PDF, RTF, HTML, Excel spreadsheet, and others.

Integrating Classification Statistics from Kofax Transformation Modules

Integrating Kofax Transformation Modules 3.5 (Professional Upgrade) Classification Statistics with Kofax Capture Advanced Reports involves adding one line into your classification Script. This call will enable Kofax Transformation Modules to write the appropriate data needed by the Advanced Reports – Data Mining workflow agent.

To enable Classification Statistics

1 Open the Classification script using a text editor.

2 In the start_batch() function, call Recog.EnableKPSGReports(). You should pass in a pipe-delimited string containing your junk/unknown Document Types. Here is an example:

Function start_batch()

Recog.EnableKPSGReports “Miscelleneous|Misc|junk”

End Function

3 Save and close the script. This should be performed for all of the batch classes that use Kofax Capture Advanced Reports for Classification Statistics.

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