The role of an administrator is crucial for managing IT systems, networks and digital platforms in an organization. An administrator has advanced permissions and responsibilities that allow them to control various aspects of the technical infrastructure and ensure that it is operated efficiently and securely. Here are some of the main responsibilities of an administrator:

• User management: Administrators manage user accounts, access rights and permissions. They create new user accounts, assign them the necessary permissions and manage access control to ensure that only authorized users can access certain resources.

• Security: Administrators are responsible for the security of IT systems to protect against data loss and unauthorized access.

• Troubleshooting and support: The administrator is often the first point of contact for technical issues. They help users troubleshoot and resolve problems and ensure that the system is running smoothly.

In addition to these responsibilities, administrators are also tasked with managing sensitive settings and ensuring that systems meet compliance requirements and information security best practices. This includes managing sensitive data, configuring access controls and permissions, and monitoring and analyzing system logs to identify and address potential security risks.

Security Best Practice

Security is an essential aspect of any organization, especially when it comes to managing user accounts and access rights. Here are some best practices to maintain a secure user management protocol:

• Regular password updates: Encourage users to update their passwords regularly to keep their accounts secure. Establish password complexity policies and require the use of strong passwords that include a combination of letters, numbers, and special characters.

• Monitor administrator actions: Implement mechanisms to monitor administrator activities to detect suspicious or unusual activity. Log all administrator actions, including access to sensitive data or settings, to ensure accountability and identify potential security breaches.

• Limit the number of administrators: Reduce the number of administrators to a minimum and grant administrative privileges only to those who really need them. By limiting the number of administrators, you minimize the risk of security breaches and make it easier to manage and monitor user accounts.

• Zwei-Faktor-Authentifizierung (2FA): Implementieren Sie eine Zwei-Faktor-Authentifizierung für Administratorkonten, um die Sicherheit zusätzlich zu erhöhen. Dadurch wird ein zusätzlicher Sicherheitsschritt eingeführt, der sicherstellt, dass selbst bei Kompromittierung eines Kennworts ein Angreifer keinen unbefugten Zugriff auf das Konto erhält.

• Regelmäßige Sicherheitsüberprüfungen: Führen Sie regelmäßige Sicherheitsüberprüfungen und Audits durch, um potenzielle Sicherheitslücken oder Schwachstellen zu identifizieren und zu beheben. Überprüfen Sie die Zugriffsrechte und Berechtigungen von Benutzerkonten, um sicherzustellen, dass sie den aktuellen Anforderungen und Best Practices entsprechen.

• Training and awareness: Regularly train employees and administrators on security best practices and awareness of phishing attacks and other cyber threats. Make them aware of the importance of security and encourage them to report suspicious activity.

By implementing these best practices, organizations can improve the security of their user management protocol and minimize the risk of security breaches and data loss. It is important to view security as an ongoing process and make regular updates and adjustments to keep up with ever-changing threats and security requirements.

Groups and permissions are critical to security and operational efficiency for several reasons.

Access Control:

• Groups and permissions allow administrators to control access to sensitive data and resources.

• By assigning permissions at the group level, administrators can exercise granular control over who can access what information.

• This helps prevent unauthorized access and data leaks.

Least Privilege Principle:

• The Least Privilege Principle states that users should only be given the permissions they need to perform their jobs.

• By using groups, administrators can efficiently manage permissions and ensure that users can only access the resources relevant to their particular role or department.

Scalability and Efficiency:

• Using groups makes it easier to manage user permissions in large organizations with many users and resources.

• Instead of setting permissions individually for each user, administrators can assign permissions at the group level, simplifying administration and reducing administrative overhead.

Audit and compliance:

• Using groups and permissions allows organizations to monitor access activities and meet compliance requirements.

• Logging access events allows administrators to perform audits to ensure that permissions are properly managed and that unauthorized access is not occurring.

Flexibility and adaptability:

• Groups and permissions provide flexibility to adapt to changing needs and organizational structures.

• Administrators can create groups based on departments, teams, projects, or other criteria and dynamically adjust permissions to ensure users always have access to the resources they need.

Overall, groups and permissions play a key role in increasing the security of IT infrastructure, improving operational efficiency, and ensuring compliance with policies and regulations. By managing groups and permissions wisely, organizations can effectively protect their data and resources while promoting employee productivity.

Here are some scenarios where different groups may need different levels of access:

Companies with multiple departments:

• In a company with different departments such as finance, marketing, and human resources, employees in each department will need access to different types of documents and resources.

• For example, the finance team needs access to financial reports and invoices, while HR needs access to employee data and payroll.

Healthcare organizations:

• In a healthcare organization, different groups of employees will need different levels of access to patient data.

• For example, doctors and nurses will need access to medical records and patient histories, while administrative staff may only need access to billing data and scheduling.

Educational institutions:

• In an educational institution such as a university, different groups of users will need different levels of access to educational resources.

• For example, professors will need access to course materials and grades, while administrators will need access to financial data and student information.

Legal and compliance requirements:

• Companies may need to implement different levels of access to meet legal and compliance requirements.

• For example, financial institutions may need to ensure that only authorized employees have access to sensitive financial data to ensure compliance with regulations such as the General Data Protection Regulation (GDPR).

Project teams:

• In a project team, different members may require different levels of access to project materials.

• For example, project managers may need access to all project resources, while external consultants may only have access to certain parts of the project.

In these scenarios, it is important that access levels are defined according to the roles and responsibilities of user groups to ensure the security of data while improving employee efficiency. By implementing role-based access control, organizations can ensure that users can only access the resources required for their respective function.

Overview

The App Color setting allows administrators to define the color scheme of the application interface. This feature is particularly useful for distinguishing between different environments such as testing, sandbox, and production. By assigning distinct colors to each environment, users can easily identify which environment they are working in, reducing the risk of performing critical actions in the wrong environment.

Accessing the App Color Setting

1. Navigate to Company Settings:

   • From the main menu, click on the Company Information section.

2. Locate the App Color Section:

   • Scroll down to the App Color section within the Company Information settings.

Setting the App Color

1. Choose a Color:

   • Click on the color box or enter a hex code directly into the text field.

   • A color picker will appear, allowing you to select the desired color.

   • You can enter a specific hex code if you have a predetermined color for the environment.

2. Save the Color:

   • Once you have selected the color, click on the Save button to apply the change.

   • The application interface will immediately update to reflect the new color.

3. Reset to Default:

   • If you wish to revert to the default color, click the Reset button.

Best Practices for Environment Colors

To avoid confusion, it is recommended to establish a standard color scheme for each environment:

• Production: Use a neutral or default color, such as #FFFFFF (white) or #f0f0f0 (light grey), to indicate the live environment.

• Testing: Use a bright or alerting color, such as #ffcc00 (yellow) or #ffa500 (orange), to indicate a testing environment.

• Sandbox: Use a distinct color, such as #007bff (blue) or #6c757d (grey), to indicate a sandbox or development environment.

Subscription Plan Notice

Under the App Color section, administrators will also see information related to the Subscription Plan. This includes the current plan, its status, and the remaining days of subscription.

Importance of App Color

The App Color setting is a simple yet effective tool to help users quickly recognize the environment they are working in. By carefully selecting and managing these colors, organizations can minimize errors and improve workflow efficiency.

Gebruikersinstellingen is een gebied in een systeem waar gebruikers persoonlijke voorkeuren, accountinstellingen en beveiligingsinstellingen kunnen aanpassen. Typisch omvatten gebruikersinstellingen opties zoals wachtwoordwijzigingen, profielinformatie, meldingsvoorkeuren en mogelijk individuele machtigingen om toegang te krijgen tot bepaalde functies of gegevens.

In de meeste organisaties hebben alleen geautoriseerde personen toegang tot gebruikersinstellingen, meestal beheerders of systeembeheerders. Dit komt omdat de instellingen gevoelige informatie kunnen bevatten die de beveiliging van het systeem in gevaar kan brengen als deze door ongeautoriseerde personen worden gewijzigd. Beheerders kunnen gebruikersinstellingen beheren om ervoor te zorgen dat ze voldoen aan de beleidslijnen en vereisten van de organisatie en dat de integriteit van het systeem behouden blijft.

1. Zoekbalk: Hiermee kunnen beheerders snel gebruikers vinden door naar hun namen of andere details te zoeken.

2. Gebruikerslijst: Toont een lijst van gebruikers met de volgende kolommen:

   • Naam: De volledige naam van de gebruiker.

   • E-mail: Het e-mailadres van de gebruiker, dat waarschijnlijk wordt gebruikt als hun inlogidentificatie.

   • Beheerder: Een selectievakje dat aangeeft of de gebruiker administratieve bevoegdheden heeft. Beheerders hebben doorgaans toegang tot alle instellingen en kunnen andere gebruikersaccounts beheren.

   • Acties: Deze kolom bevat doorgaans knoppen of links voor het uitvoeren van acties zoals het bewerken van gebruikersgegevens, het resetten van wachtwoorden of het verwijderen van het gebruikersaccount.

3. Gebruiker toevoegen-knop: Deze knop wordt gebruikt om nieuwe gebruikersaccounts aan te maken. Door erop te klikken verschijnt doorgaans een formulier waarin je de gegevens van de nieuwe gebruiker kunt invoeren, zoals hun naam, e-mail en of ze beheerdersrechten moeten hebben.

Stapsgewijze instructies om een nieuwe gebruiker toe te voegen:

• Toegang tot gebruikersbeheer: Navigeer naar Instellingen - Globale instellingen - Groepen, Gebruiker en Machtigingen - Gebruiker, waar je nieuwe gebruikers kunt toevoegen.

• Nieuwe gebruiker toevoegen: Klik in de gebruikersinstellingen op “Voeg gebruiker toe”

• Vul het formulier in: Er verschijnt een formulier waarin je de informatie voor de nieuwe gebruiker kunt invoeren. Typische informatie omvat:

• Gebruikersnaam: Unieke naam voor de gebruiker die wordt gebruikt om in te loggen.

• Voornaam en Achternaam: Naam van de gebruiker.

• E-mailadres: Het e-mailadres van de gebruiker dat wordt gebruikt voor communicatie en meldingen.

• Wachtwoord: Een wachtwoord voor de gebruiker dat moet voldoen aan de beveiligingsbeleid.

• Gebruikersrol: Stel de rol van de gebruiker in, bijv. Standaard gebruiker of beheerder.

1. Bedrijfsnaam: De juridische naam van het bedrijf zoals geregistreerd.

2. Straat + Nummer: Het fysieke adres van het hoofdkantoor of de hoofdvestiging van het bedrijf.

3. Postcode: De ZIP- of postcode voor het adres van het bedrijf.

4. Stad: De stad waarin het bedrijf is gevestigd.

5. Staat: De staat of regio waar het bedrijf is gevestigd.

6. Land: Het land waar het bedrijf actief is.

7. Bedrijfs-ID: Een unieke identificatie voor het bedrijf, die intern of voor integraties met andere systemen kan worden gebruikt.

8. BTW-ID: Het belastingidentificatienummer voor het bedrijf, belangrijk voor financiële operaties en rapportage.

9. Handelsregister-ID: Het registratienummer van het bedrijf in het handelsregister, wat belangrijk kan zijn voor juridische en officiële documentatie.

10. Officieel Bedrijfstelefoonnummer: Het primaire contactnummer voor het bedrijf.

11. Officiële Bedrijfse-mail: Het belangrijkste e-mailadres dat zal worden gebruikt voor officiële communicatie.

De hier ingevoerde informatie kan cruciaal zijn voor het waarborgen dat documenten zoals facturen, officiële correspondentie en rapporten correct zijn opgemaakt met de juiste bedrijfsgegevens. Het helpt ook bij het handhaven van consistentie in de manier waarop het bedrijf wordt weergegeven in verschillende externe communicatie en documenten. Na het invoeren of bijwerken van de informatie moet de beheerder de wijzigingen opslaan door op de knop "Opslaan" te klikken om ervoor te zorgen dat alle aanpassingen systeemwijd worden toegepast.

Daarnaast biedt de sectie een overzicht van het abonnementsplan, met informatie over hoeveel dagen er nog over zijn, start- en einddata, en een abonnementsgebruikmeter die het verbruik van servicetokens bijhoudt ten opzichte van wat in het plan is toegewezen. Dit kan beheerders helpen bij het monitoren en plannen van de verlengingen of upgrades van het abonnement op basis van de gebruikstrends.

1. Globale Instellingen:

   • Bedrijfsinformatie: Definieer en bewerk basisgegevens over het bedrijf, zoals naam, adres en andere identificatoren.

   • Groepen, Gebruikers en Machtigingen: Beheer gebruikersrollen en machtigingen, zodat verschillende niveaus van toegang tot verschillende functies binnen DocBits mogelijk zijn.

   • Integratie: Stel integraties met andere software of systemen in, waardoor de functionaliteit van DocBits wordt verbeterd met externe diensten.

   • Documenttypes: Specificeer en beheer verschillende soorten documenten die DocBits zal verwerken, zoals facturen, bestellingen, enz.

   • E-mailnotificatie: Configureer instellingen voor e-mailwaarschuwingen en meldingen met betrekking tot documentverwerkingsactiviteiten.

   • Dashboard: Pas de dashboardweergave aan met widgets en statistieken die belangrijk zijn voor de gebruikers.

2. Documentverwerking:

   • Documentverval: Stel regels in voor hoe lang documenten worden bewaard voordat ze worden gearchiveerd of verwijderd.

   • Importeren: Configureer hoe documenten in DocBits worden geïmporteerd, inclusief broninstellingen en bestandstypen.

   • OCR-instellingen: Pas instellingen aan voor Optical Character Recognition (OCR) die afbeeldingen van tekst omzet in machine-gecodeerde tekst.

   • Classificatie en Extractie: Definieer hoe documenten worden gecategoriseerd en hoe gegevens uit documenten worden geëxtraheerd.

   • Masterdata Lookup: Stel opzoekingen in voor het valideren of aanvullen van geëxtraheerde gegevens met reeds bestaande masterdata.

   • Waardenlijst: Beheer vooraf gedefinieerde lijsten die worden gebruikt bij gegevensinvoer en validatie.

   • Exporteren: Configureer hoe en waar verwerkte documenten en gegevens worden geëxporteerd.

   • Module: Extra modules die kunnen worden geconfigureerd om de functionaliteit uit te breiden.

3. API-licenties: Beheer API-sleutels en monitor gebruiksstatistieken voor API's die door DocBits worden gebruikt.

4. Leverancierinstellingen: Configureer en beheer instellingen die specifiek zijn voor leveranciers, mogelijk geïntegreerd met leveranciersbeheersystemen.

5. Cachebeheer: Pas instellingen aan die verband houden met het cachen van gegevens om de prestaties van het systeem te verbeteren.

• Logging in as an administrator: Log in with your administrator privileges.

• Accessing user management: Navigate to user settings where you can edit existing users.

• Selecting users: Find and select the user whose details you want to change. This can be done by clicking on the username or an edit button next to the user.

• Editing user details: A form will appear containing the user’s current details. Edit the required fields according to the changes you want to make. Typical details to edit include:

  • First and last name

  • Email address

  • User role or permission level
• Saving Changes: Review any changes you made and click Save to save the new user details.

• Review the impact of role changes: If you changed the user's user role, review the impact of that change on security access levels. Make sure that after the role change, the user has the permissions required to continue performing their duties.

• Send notification (optional): You can send a notification to the user to inform them of the changes made.

After completing these steps, the user details are successfully updated and the user has the new information and permissions according to the changes made.

Removing Users:

• Selecting Users: Find and select the user whose access you want to remove. This can be done by clicking the user name or an edit button next to the user.

• Removing Access: Click "delete" to remove the user.

• Confirmation: You are asked to confirm the user’s removal.

• Optional Notification: You can optionally send a notification to the user to inform them of the removal of their access.

• Review Tasks and Documents: Before removing the user, review what tasks or documents are assigned to the user. Move or transfer responsibility for those tasks or documents to another user to make sure nothing gets lost or left unfinished.

• Save Changes: Confirm the user’s removal and save the changes.

By following these steps, you can ensure that the user’s access is safely removed while properly managing all relevant tasks and documents.

Create a new Sub-Organisaztion:

Click on the + NEW button

The following menu will be displayed:

Enter the details of the sub-organization you want to create, the name and description, then click on the SAVE button. You should then find your newly created sub-organization at the bottom of the list of existing sub-organizations.

Editing sub organizations

Manage Users:

• Adding Users: Administrators can create new user accounts and assign them to the appropriate sub-organization.

• Assigning Roles and Permissions: Administrators can set the roles and permissions for users within a suborganization. This typically involves assigning access rights to specific documents, folders or functions in the document management system.

• Manage profile details: Administrators can edit profile details of users within the sub-organization, such as: B. Contact information or department affiliation. This allows for updated and accurate management of user data.

You can add a new user to the organization and have the option of whether to remove the user from other groups.

Edit User:

• Editing suborganization settings: Administrators can edit the settings and properties of a suborganization, including its name, description, or hierarchy level within the system.

• Edit user details: Administrators can edit the details of individual users within a sub-organization, for example to adjust their access rights or update their contact information.

Delete User:

• Deleting sub-organizations: Administrators may also have the ability to delete sub-organizations if they are no longer needed or if a restructuring of the organizational structure is required. When deleting a suborganization, administrators must ensure that all users and data associated with it are handled properly.

These management features enable administrators to effectively manage and adapt the user accounts and organizational structures within a document management system to meet the company's changing needs and processes.

Componenten van de Sectie Groepen en Machtigingen

1. Groepen en Machtigingen Activeren/Deactiveren: Een schakelaar die de systeembeheerder in staat stelt om het gebruik van groepen en machtigingen op het platform in te schakelen of uit te schakelen. Wanneer deze is uitgeschakeld, kan het systeem standaard terugvallen op een minder gedetailleerd toegangscontrolesysteem.

2. Groepenlijst: Toont de lijst van beschikbare gebruikersgroepen binnen de organisatie. Elke groep kan worden geconfigureerd met specifieke machtigingen. Beheerders kunnen nieuwe groepen toevoegen door op de knop "+ Nieuw" te klikken.

3. Machtigingentabel:

   • Wordt weergegeven zodra een groep is geselecteerd of een nieuwe groep wordt geconfigureerd.

   • Lijst alle documenttypes die door het systeem worden herkend (bijv. FACTUUR, KREDIETNOTA, LEVERINGSCONFIRMATIE).

   • Voor elk documenttype zijn er selectievakjes voor verschillende machtigingen:

     • Bekijken: Machtiging om het document te zien.

     • Bijwerken: Machtiging om het document te wijzigen.

     • Verwijderen: Machtiging om het document uit het systeem te verwijderen.

     • Eerste Goedkeuring: Machtiging om de initiële goedkeuring van het document uit te voeren.

     • Tweede Goedkeuring: Machtiging om een secundaire goedkeuring uit te voeren (indien van toepassing).

To add a new group or change the permissions of an existing group, you can do the following:

• Navigate to Group Settings: Log in to your admin account and go to Group Settings in the admin panel.

This window will open:

• Click the + New button: If you want to add a new group, click the + New button to start the process of adding a new group.

• Fill out the table: Provide the group name and a description of the group.

• Save the details: Once you have filled in the group and description, click the "Save" button.

Editing Groups:

• Edit Groups: To edit groups, click on "edit", here you can change the group name

• Enable Groups & permissions: To make the group visible, "Groups & permissions" must be enabled.

• Check the results: After saving, review the results to make sure the group was successfully added, edited, or updated.

Het creëren van suborganisaties binnen een documentbeheersysteem dient om de structuur en het beheer van gebruikersaccounts, documenten en workflows binnen een organisatie verder te organiseren en te differentiëren. Hier zijn enkele doeleinden en voordelen van het creëren van suborganisaties:

• Structurering en organisatie: Suborganisaties maken het mogelijk om een hiërarchische structuur binnen het documentbeheersysteem te creëren. Dit kan helpen om gebruikersaccounts en documenten te organiseren op basis van afdeling, team, locatie of andere relevante criteria voor duidelijker en efficiënter beheer.

• Beheer van rechten: Door suborganisaties te creëren, kunnen beheerders gedetailleerde rechten en toegangscontroles instellen voor verschillende groepen gebruikers. Dit betekent dat specifieke gebruikers of groepen alleen toegang hebben tot de documenten en middelen die relevant zijn voor hun respectieve suborganisatie, wat de beveiliging en privacy verbetert.

• Workflows en samenwerking: Suborganisaties kunnen samenwerking en communicatie binnen specifieke teams of afdelingen vergemakkelijken door toegang tot gedeelde documenten, projecten of taken te centraliseren. Dit bevordert efficiëntie en coördinatie bij het samenwerken aan gemeenschappelijke projecten of workflows.

• Rapportage en analyse: Door gebruikersaccounts en documenten in suborganisaties te organiseren, kunnen gedetailleerde rapporten en analyses worden gemaakt over de activiteiten en prestaties van individuele teams of afdelingen. Dit stelt beheerders en managers in staat om inzicht te krijgen in het gebruik van het documentbeheersysteem op organisatieniveau.

• Schaalbaarheid en flexibiliteit: Suborganisaties bieden een schaalbare structuur die kan meegroeien met de groei en veranderingen van de organisatie. Nieuwe teams of afdelingen kunnen eenvoudig worden toegevoegd en op de juiste manier worden geïntegreerd in het bestaande suborganisatieschema zonder de algehele structuur van het documentbeheersysteem te beïnvloeden.

Over het algemeen stellen suborganisaties in staat tot een effectievere beheer en organisatie van gebruikersaccounts, documenten en workflows binnen een documentbeheersysteem door de structuur, beveiliging en samenwerking te verbeteren.

Hoe toegang te krijgen tot deze functie

Ga naar Instellingen, Globale Instellingen → Groepen, Gebruikers en Rechten → Suborganisaties zoals hieronder weergegeven.

U wordt vervolgens naar een pagina geleid die er ongeveer zo uitziet:

Hier vindt u uw eerder gemaakte suborganisaties, evenals waar u nieuwe suborganisaties kunt creëren.

De integratie-instellingen spelen een cruciale rol in de efficiëntie en functionaliteit van Docbits, omdat ze zorgen voor een naadloze interactie met andere tools en diensten. Hier zijn enkele redenen waarom het belangrijk is om de integratie-instellingen goed te configureren:

API-sleutel

De integratie-instellingen spelen een cruciale rol in de efficiëntie en functionaliteit van DocBits, omdat ze zorgen voor een naadloze interactie met andere tools en diensten. Hier zijn enkele redenen waarom het belangrijk is om de integratie-instellingen goed te configureren:

• Verhoogde efficiëntie: Integratie met andere tools en diensten kan workflows stroomlijnen en de efficiëntie verhogen. Bijvoorbeeld, documenten kunnen automatisch worden uitgewisseld tussen Docbits en een CRM-systeem, waardoor handmatige invoer wordt verminderd en de productiviteit toeneemt.

• Gegevensconsistentie: Integratie maakt het mogelijk om gegevens naadloos uit te wisselen tussen verschillende systemen, wat de gegevensconsistentie en nauwkeurigheid verbetert. Dit voorkomt inconsistenties of dubbele gegevensinvoer die tot fouten kunnen leiden.

• Realtime updates: Integratie maakt realtime updates mogelijk tussen verschillende platforms, zodat gebruikers altijd de meest actuele informatie hebben. Dit is vooral belangrijk voor kritieke bedrijfsprocessen die realtime informatie vereisen.

• Taakautomatisering: Integratie maakt het mogelijk om routinetaken te automatiseren, wat tijd en middelen bespaart. Bijvoorbeeld, meldingen kunnen automatisch worden geactiveerd wanneer een bepaalde gebeurtenis zich in een ander systeem voordoet, zonder dat handmatige tussenkomst nodig is.

• Verbeterde gebruikerservaring: Een goed geconfigureerde integratie zorgt voor een naadloze gebruikerservaring, aangezien gebruikers niet tussen verschillende systemen hoeven te schakelen om relevante informatie te verkrijgen. Dit verbetert de gebruikers tevredenheid en draagt bij aan de efficiëntie.

Om de integratie-instellingen goed te configureren, is het belangrijk om de vereisten van de organisatie te begrijpen en ervoor te zorgen dat de integratie naadloos wordt geïntegreerd in bestaande workflows en processen. Dit vereist grondige planning, configuratie en monitoring van de integratie om ervoor te zorgen dat deze soepel werkt en de gewenste waarde levert.

If you are having problems with permissions and are unable to access certain documents or perform actions you believe you should be able to, the following troubleshooting tips may help:

Check permission settings:

• Check the permission settings for the documents or resources in question to ensure that users have the necessary permissions.

• Make sure that users have access either directly or through group membership.

Check group membership:

• Check that the affected users are actually members of the groups that have been granted access.

• Make sure that users have not been accidentally removed from relevant groups.

Check individual permissions:

• Check that individual permissions have been set at the user level that could override group permissions.

• Make sure that these individual permissions are configured correctly.

Check inheritance settings:

• Make sure that permissions are inherited correctly and are not blocked by parent folders or other settings.

Check permission history:

• Check permission history or logs to see if there have been any recent changes to permissions that could be causing the current issues.

Test with a different user account:

• Try accessing the affected documents with a different user account to see if the issue is user-specific or affects all users.

Check error messages:

• Make sure users are getting accurate error messages indicating permission issues. This can help you pinpoint and diagnose the problem more accurately.

Update permissions:

• If all other solutions fail, try reconfiguring permissions for the affected users or groups and ensure that all required permissions are granted correctly.

By following these troubleshooting tips, you can identify and resolve permission-related issues to ensure that users have the required access rights and can work effectively.

First check which type of M3 your organization is currently using, V1 or V2.

Best practices for configuring and maintaining integration settings help ensure the efficiency, security, and reliability of the integration between DocBits and your Identity Service Provider (IdP).

Here are some best practices:

• Regularly review settings: Perform regular reviews of integration settings to ensure all configurations are correct and up-to-date. Changes to systems or policies may require updates to the integration.

• Certificate and metadata updates: Monitor SAML certificate and metadata expiration dates and update them in a timely manner to avoid service disruptions. Use automated processes or reminders to ensure no expiration dates are missed.

• Security-conscious credential management: Treat credentials such as API keys or certificates with the utmost confidentiality and protect them from unauthorized access. Use secure methods for storing and exchanging credentials to ensure the integrity of the integration.

• Documentation and logging of changes: Record and log all changes to integration settings in detailed documentation. This allows you to track changes and revert to previous configurations when needed.

• Training administrators: Ensure that the administrators responsible for configuring and maintaining integration settings have the necessary knowledge and skills. Provide training and resources to ensure they understand and can implement integration best practices.

• Setting up alerts and notifications: Configure alerts and notifications for critical events such as certificate expiration dates or failed authentication attempts. This will allow you to identify potential issues early and proactively address them.

By following these best practices, you can ensure that the integration between DocBits and your identity service provider works smoothly, is secure, and meets the needs of your organization.

Het in- of uitschakelen van het machtigingssysteem met de schakelaar heeft verschillende effecten op de functionaliteit in DocBits.

Het machtigingssysteem inschakelen:

• Wanneer het machtigingssysteem is ingeschakeld, worden de toegangsrechten voor gebruikers en groepen toegepast.

• Gebruikers krijgen alleen toegang tot de bronnen waarvoor ze expliciet zijn geautoriseerd op basis van de toegewezen machtigingen.

• Beheerders kunnen de machtigingen voor individuele gebruikers en groepen beheren en ervoor zorgen dat alleen geautoriseerde personen de gegevens kunnen bekijken of bewerken.

Het machtigingssysteem uitschakelen:

• Wanneer het machtigingssysteem is uitgeschakeld, worden alle toegangsrechten verwijderd en hebben gebruikers doorgaans onbeperkte toegang tot alle bronnen.

• Dit kan nuttig zijn wanneer open samenwerking tijdelijk vereist is zonder de beperkingen van toegangscontrole.

• Er kan echter een verhoogd risico zijn op gegevenslekken of ongeautoriseerde toegang, aangezien gebruikers mogelijk toegang hebben tot gevoelige informatie waarvoor ze niet zijn geautoriseerd.

Het in- of uitschakelen van het machtigingssysteem is een belangrijke beslissing op basis van de beveiligingseisen en de manier waarop de organisatie opereert. In omgevingen waar privacy en toegangscontrole cruciaal zijn, is het gebruikelijk om het machtigingssysteem ingeschakeld te laten om de integriteit en vertrouwelijkheid van gegevens te waarborgen. In andere gevallen kan het tijdelijk noodzakelijk zijn om het machtigingssysteem uit te schakelen om samenwerking te vergemakkelijken, maar dit moet met voorzichtigheid worden gedaan om mogelijke beveiligingsrisico's te minimaliseren.

API Key

• Key: This is the unique identifier used by external applications to access DocBits' API. It is crucial for authenticating requests made to DocBits from other software.

• Actions such as view, regenerate, or copy the API key can be performed here, depending on the specific needs and security protocols.

SSO (Single Sign-On) Service Provider Settings

• Entity ID: This is the identifier for DocBits as a service provider in the SSO configuration. It uniquely identifies DocBits within the SSO framework.

• SLO (Single Logout) URL: The URL to which SSO sessions are sent to log out simultaneously from all applications connected via SSO.

• SSO URL: The URL used for initiating the single sign-on process.

• Actions such as "Download Certificate" and "Download Metadata" are available for obtaining necessary security certificates and metadata information used in setting up and maintaining SSO integration.

Identity Service Provider Settings

• Tenant ID: This might be used when DocBits integrates with cloud services that require a tenant identifier to manage data and access configurations specific to the company using Docbits.

• Upload file: Allows the admin to upload configuration files or other necessary files that facilitate integration with an identity provider.

• Configure: A button to apply or update the settings after making changes or uploading new configurations.

Overzicht

Deze gids legt uit hoe beheerders toegangscontrole-instellingen kunnen definiëren voor verschillende gebruikersgroepen in DocBits. Elke groep kan worden geconfigureerd met aangepaste machtigingen op document- en veldniveau.

Toegangscontrolegroepen

Het toegangscontrolepaneel stelt de beheerder in staat om gebruikersgroepen en hun respectieve machtigingen te beheren. Elke groep kan specifieke configuraties hebben met betrekking tot:

• Documenttoegang: Of de groep toegang heeft tot een documenttype.

• Veldniveau-machtigingen: Of de groep bepaalde velden binnen een document kan lezen, schrijven of bekijken.

• Actiemachtigingen: Welke acties de groep kan uitvoeren, zoals bewerken, verwijderen, massaal bijwerken en goedkeuren van documenten.

Activatie

1. Navigeer naar Instellingen.

2. Selecteer Documentverwerking.

3. Selecteer Module.

4. Activeer Toegangscontrole door de schuifregelaar in te schakelen.

Groepsinstellingen openen

1. Navigeer naar Instellingen.

2. Navigeer Algemene Instellingen.

3. Selecteer Groepen, Gebruikers en Machtigingen.

4. Selecteer Groepen en rechten.

5. Om machtigingen voor een groep, zoals PROCUREMENT_DIRECTOR, te beheren, klik op de drie stippen aan de rechterkant van het scherm.

6. Selecteer Toegangscontrole Weergeven.

Machtigingen voor groepen configureren

1. Overzicht van Toegangscontrole:

   • In deze sectie kunt u de toegang voor alle documenttypes inschakelen of uitschakelen, zoals Invoice, Credit Note, Purchase Order, en meer.

   • U kunt toegangslevels definiëren zoals:

     • Toegang: Geeft toegang tot het documenttype.

     • Lijst: Bepaalt of het documenttype zichtbaar is in de lijstweergave.

     • Weergave: Specificeert de standaardweergave voor het document.

     • Bewerken: Geeft toestemming om het document te bewerken.

     • Verwijderen: Staat de groep toe documenten te verwijderen.

     • Massa-update: Maakt massa-update van het documenttype mogelijk.

     • Goedkeuringsniveaus: Stelt het vermogen van de groep in om documenten goed te keuren (Eerste en Tweede goedkeuring).

     • Document ontgrendelen: Bepaalt of de groep een document kan ontgrendelen voor verdere bewerkingen.

   Voorbeeldinstellingen voor PROCUREMENT_DIRECTOR:

   • Invoice: Ingeschakeld voor alle machtigingen, inclusief bewerken en verwijderen.

   • Purchase Order: Ingeschakeld met normale machtigingen voor alle acties.

2. Veldniveau-machtigingen:

   • Binnen elk documenttype kunnen specifieke velden worden geconfigureerd met verschillende niveaus van machtigingen.

   • Machtigingen omvatten:

     • Lezen/Schrijven: Gebruikers kunnen zowel lezen als schrijven naar het veld.

     • Lezen/Eigenaar Schrijven: Alleen de eigenaar van het document of veld kan schrijven, anderen kunnen lezen.

     • Alleen Lezen: Gebruikers kunnen het veld alleen bekijken maar niet wijzigen.

     • Eigenaar Lezen/ Eigenaar Schrijven: Alleen de eigenaar van het document of veld kan schrijven en lezen.

     • Goedkeuring: Wijzigingen moeten worden goedgekeurd door bevoegde gebruikers of de beheerder.

     • Geen: Er zijn geen specifieke machtigingen van toepassing op het veld.

In document processing, APIs can be used to automate various tasks such as extracting text from documents, analyzing document contents, converting between different file formats, and more. Here are some examples of APIs in document processing:

• OCR (Optical Character Recognition) API: This type of API allows you to extract text from images or scanned documents. For example:

• NLP (Natural Language Processing) API: This API enables analysis of text content in documents, including keyword identification, entity recognition, sentiment analysis, etc. For example:

• Conversion API: This type of API allows conversion between different file formats, for example from PDF to Word or from Word to PDF. For example:

• Document Management API: This API allows you to upload, download and manage documents in a document management system. For example:

These examples show how APIs can be used in document processing to automate various tasks and improve efficiency. The exact functionality and syntax of the API depends on the particular API and its specific features.

API key management is an important aspect when it comes to the security of integrations and access to external services through APIs. Here are some steps to manage API keys and best practices for their security:

View and copy the API key:

• Navigate to the API key settings in your DocBits account. Here you can find the API key, click "Copy" to copy the key.

Handling API keys with security in mind:

• Treat API keys like sensitive credentials and never share them with anyone. Store API keys securely and use encryption if you need to store them locally. Update API keys regularly to ensure security and minimize the risk of unauthorized access. Avoid using API keys in public repositories or unsecured environments as they could potentially be intercepted by attackers.

Limit API key permissions:

• Give API keys only the permissions required for the specific integration or service. Avoid excessive permissions to minimize the risk of abuse. Regularly review API key permissions and remove unnecessary permissions when they are no longer needed.

Logging and monitoring API calls:

• Implement logging and monitoring of API calls to detect suspicious activity or unusual patterns that could indicate potential security breaches. Respond quickly to suspicious activity and, if necessary, revoke affected API keys to minimize the risk of further damage.

By carefully managing and securing API keys, organizations can ensure that their integrations and access to external services via APIs are protected and the risk of unauthorized access is minimized.

Configuring Single Sign-On (SSO) in DocBits requires a few steps to set up and configure. Here is a step-by-step guide:

Accessing SSO settings:

• Log in to your DocBits account as an administrator.

• Navigate to settings and look for Single Sign-On or SSO.

Configuring SSO parameters:

• Enter the required SSO parameters such as the Entity ID, Single Log-Out (SLO) URL, and Single Sign-On (SSO) URL.

• The Entity ID is a unique identifier for your service or application.

• The SLO URL is the URL used for Single Log-Out to log users out of all services when needed.

• The SSO URL is the URL that will redirect users to the Identity Provider for authentication.

Download certificates and metadata:

• The identity provider (IdP) typically provides a certificate that DocBits uses to verify the SAML authentication response.

• Download the certificate and store it securely.

• The metadata download contains all the necessary configuration information for SSO integration. This includes information such as the entity ID, SSO URL, certificate information, and more.

• Download the metadata and store it locally or provide it to the identity provider.

Identity provider (IdP) configuration:

• Log in to the identity provider and configure the application or service for SAML integration.

• Use the downloaded metadata or the manually entered SSO parameters to add DocBits as a trusted application or service.

• Make sure the IdP's configuration matches the SSO parameters specified in DocBits.

Testing SSO integration:

• After the configuration is complete, perform a test of the SSO integration to ensure that users can successfully log in to DocBits using SSO.

• Also, verify that Single Log-Out is working properly by logging out of DocBits and ensuring that you are logged out of other connected services as well.

Setting up SSO properly allows users to seamlessly log in to Docbits using their existing credentials, improving the user experience and increasing security.

Configuring the Identity Service Provider (IdP) to integrate with DocBits requires a few specific steps.Here is a guide to doing that:

Accessing the IdP configuration interface

• Log in to your Identity Service Provider (IdP) as an administrator.

• Navigate to the settings or configuration interface dedicated to managing SAML integrations.

Entering the Tenant ID:

• Look for the section that allows configuration for new SAML integrations.

• Enter the DocBits tenant ID. This ID identifies your Docbits account to the IdP and enables secure communication between the two systems.

Importing the required files:

• DocBits usually requires downloading metadata or adding specific configuration details. Check your IdP's documentation to see what steps are required.

• Download the DocBits metadata file or import it into your IdP's configuration menu. Alternatively, you can manually enter the required configuration details, depending on what your IdP supports.

Configure integration settings:

• Make sure the integration settings, such as the SSO URL, Entity ID, and SAML certificate, are correct.

• Check that the Single Log-Out (SLO) URL and other required parameters are configured correctly. These are critical for smooth authentication and logout via SAML.

Verify configuration:

• Take time to make sure all information entered is correct and that there are no typos or misconfigurations.

• Run tests to ensure that users can successfully log into Docbits via SAML and that Single Log-Out is working properly.

Security considerations:

• Make sure all transferred files and configuration details are handled securely to avoid data leaks or unauthorized access.

• Protect sensitive information such as SAML certificates and credentials from unauthorized access and store them in a safe location.

Prerequisites

Get access to the Cloud and check your access

URL starts with https://mingle-portal.eu1.inforcloudsuite.com/<TENANT_NAME> followed by your personal extension

Choose the option Cloud Identities and use your login details

On the new Portal, the way you access this menu now is by selecting the OS option in the left menu. If you do not see it in the menu, click on See More to view all applications.

Adding a new Service Provider

Select Security, in the OS menu, to be taken to the area for adding a new service provider. The steps are the same from this point on.

Then you need to select in the left hand side menu the option Security Administration and Service Provider.

You will see this window with the Service Providers.

Now click on the “+” sign and add our DocBits as Service Provider.

Access the SSO SERVICE PROVIDER SETTINGS in DocBits

• Log in on URL https://app.docbits.com/ with the login details you received from us.

• Go to SETTINGS (on top bar) and select INTEGRATION, under SSO Service Provider Settings you will find all the information you need for the following steps.

• Download the certificate

Filling the Service Provider with the help of SSO Service Provider Settings in DocBits

• When you have filled out everything remember to save it with the disk icon above Application Type

• Enter the service provider DocBits again.

• Click on view the Identity Provider Information underneath.

Export the SAML METADATA.

File looks like this: ServiceProviderSAMLMetadata_10_20_2021.xml

Import the SAML METADATA in the SSO Settings.

Go to IDENTITY SERVICE PROVIDER SETTINGS, which is located under INTEGRATIONS in SETTINGS. Enter your Tenant ID (e.g. FELLOWPRO_DEV) and underneath that line you see the Upload file and the IMPORT Button, where you need to upload the previously exported SAML METADATA file.

• Click on IMPORT and then choose the METADATA file that you have already downloaded from the SSO SERVICE PROVIDER SETTINGS

• Click on CONFIGURE

Add New Application in INFOR Ming.le

Final Step

• Log out of DocBits.

• Go back to the left menu in Infor and select the application you just created.

• You will be taken to the Dashboard of DocBits.

Create SAML SSO in Azure AD

Perform the following steps to add SAML SSO in Azure AD:

• In Azure, go to your `Azure Active Directory` console

• In the left panel, click `Enterprise applications`

• Click `+ New application

• Click `+ Create your own application`

• Enter a name for your application. Keep the remaining default selections.

• Click on `Create`

Assign Users to the SSO Configuration

Next, assign users or groups to the SSO configuration.

Important: You should already have created users and groups in Azure AD. If you don’t have any users or groups, create them now before proceeding.

• Under `Getting Started`, click `Assign Users and Groups`.

• Click `+ Add user`

• Select the users and groups you want to assign to this SSO configuration. These users will be able to authenticated in DocBits (using SSO).

• Click `Select`

• When you’re satisfied with your selection, click `Assign`

• Go to the `Groups` view list and find the assigned groups.

Set up SSO in Azure

Next, you need to finish setting up single-sign-on in Azure.

• In the left panel, click `Single sign-on`

• Click `SAML`

• Click `Upload metadata file`

• Upload the DocBits metadata.xml, which you can find in the Settings menu Integration under SSO Service Provider Settings of your DocBits account.

• Edit the `Basic SAML Configuration`

• Check if the `Entity ID`, `ACS URL`, `Sign on URL` and `Logout URL` are populated right.

• Download the newly generated Federation Metadata XML.

• Upload the FederationMetadata.xml into the Identity Service Provider Settings of your DocBits account which you can find in the Settings menu Integration.

Here are troubleshooting steps for common issues while integrating DocBits with an Identity Service Provider (IdP) or other services:

• Verify configuration: Make sure the integration settings in DocBits are correctly configured and match your Identity Service Provider's requirements. In particular, check the SSO URL, Entity ID, and certificates.

• Monitor logs: Monitor logs in both DocBits and on the Identity Service Provider's side to identify any error messages or warnings. These logs can provide clues as to where the problem lies.

• Verify network connections: Make sure there are no network issues that could affect communication between DocBits and your Identity Service Provider. Check firewall settings, DNS configurations, and network access rules.

• Test SSO processes: Perform test logins via Single Sign-On (SSO) to ensure users are successfully authenticated and redirected to DocBits. Be sure to note any error messages or redirection issues.

• Checking permissions: Make sure users in DocBits have the required permissions to access the appropriate features or resources. Check the assignment of groups and roles.

• Updating certificates: Make sure the SAML certificates and metadata are up to date on both sides. If a certificate has expired, you must update it and retest the integration.

• Communicating with support: If you cannot identify the cause of the problem, contact DocBits support or your identity service provider. They can help you troubleshoot and provide specific guidance for your setup.

By following these troubleshooting steps, you can quickly identify and resolve the most common issues during the integration between Docbits and your identity service provider.

The purpose and scope of correctly setting up document types in DocBits is critical to ensure the accuracy and efficiency of document processing.

Here are some key points that explain the importance of this process:

Purpose of correctly setting up document types Improved document organization

By accurately classifying documents into specific types, they can be easily categorized and managed. This makes it easier to find and retrieve documents when they are needed.

Automated workflows:

Many document management systems, including DocBits, use document types to drive automated workflows. For example, invoices can be automatically routed for approval while contract documents are sent for signature. Correct document type mapping allows these processes to be carried out efficiently and without errors.

Rights management and security:

Different document types can be subject to different access controls and security levels. By correctly typecasting documents, it can be ensured that only authorized people have access to sensitive information.

Compliance and legal requirements:

Many industries are subject to strict legal and regulatory requirements regarding the handling of documents. Setting up document types correctly helps ensure that all necessary compliance requirements are met by handling and storing documents according to their category.

Scope of setting up document types correctly

Defining specific document types:

Every type of document managed in the system should have a clearly defined document type. This includes, for example, invoices, contracts, reports, emails and technical drawings.

Attribution and metadata:

Each document type should have specific attributes and metadata that facilitate its classification and processing. For example, invoices could contain attributes such as invoice number, date and amount, while contracts have attributes such as contract parties, term and conditions.

Automation rules and workflows:

Specific rules and workflows should be defined for each document type. This can include automatic notifications, approval processes or archiving policies.

Training and user guidance:

Users should be trained to use the document types correctly and understand the importance of correct classification. This helps to minimize errors and maximize efficiency.

Regular review and adjustment:

The document types and associated processes should be regularly reviewed and adjusted as necessary to ensure they continue to meet current business needs and processes.

Setting up document types correctly is a key aspect of effectively using a document management system like DocBits. Not only does it make documents better organized and easier to find, it also enables automated processes, increases security, and ensures regulatory compliance. To fully realize the benefits, document types must be carefully defined, the corresponding processes implemented, and users trained regularly.

The customization options for each document type in DocBits is crucial to optimize document processing and data extraction.

Here are the most important customization options in detail and their impact on document processing and data extraction:

1. Layout Configuration Description:

The layout configuration determines the structure and appearance of a document type.

Options:

Templates:

• Upload or create document templates that define the general layout.

Zones:

• Specify specific areas (zones) on the document, e.g. header, footer, content area.

Impact:

Improved accuracy:

• By accurately defining layouts, systems can better identify where to find certain information, improving the accuracy of data extraction.

Consistency:

• Ensuring that all documents of a type have a consistent layout makes processing and review easier.

1. Field Definitions Description:

Fields are specific data points extracted from documents.

Options:

• Field name: The name of the field (e.g. "Invoice number", "Date", "Amount").

• Data type: The type of data contained in the field (e.g. text, number, date).

• Format: The format of the data (e.g. date in DD/MM/YYYY format).

• Required field: Indicates whether a field is mandatory.

Impact:

Data extraction accuracy:

• By defining fields precisely, the correct data can be extracted precisely.

Error reduction:

• Clear specification of field formats and data types reduces the likelihood of errors during data processing.

Automated validation:

• Required fields and specific formats enable automatic validation of the extracted data.

1. Extraction rules Description:

Rules that determine how data is extracted from documents.

Options:

Regular expressions:

• Using regular expressions to match patterns.

Anchor points: .

• Using specific text anchors to identify the position of fields. Artificial intelligence: Using AI models for data extraction based on pattern recognition and machine learning

Impact:

Precision:

• By applying specific extraction rules, data can be extracted precisely and reliably.

Flexibility:

• Customizable rules make it possible to adapt the extraction to different document layouts and contents.

Efficiency:

• Automated extraction rules reduce manual effort and speed up data processing.

1. Validation rules Description:

Rules for checking the correctness and completeness of the extracted data.

Options:

• Format check: Validating the data format (e.g. whether a date is correctly formatted).

• Value check: Checking whether the extracted values ​​are within a certain range.

• Cross-check: Comparing the extracted data with other data sources or data fields in the document.

Impact:

Data quality:

• Ensuring that only correct and complete data is stored.

Error prevention:

• Automatic validation reduces the risk of human error.

Compliance:

• Adhering to regulations and standards through accurate data validation.

1. Automation workflows Description:

Workflows that automate the processing steps of a document type.

Options:

Approval processes:

• Automatic forwarding of documents for approval.

Notifications:

• Automatic notifications for certain events (e.g. receipt of an invoice).

Archiving:

• Automatic archiving of documents according to certain rules. Impact:

Increased efficiency:

• Automated workflows speed up processing and reduce manual effort.

Transparency:

• Clear and traceable processes increase the transparency and traceability of document processing.

Compliance:

Automated workflows ensure that all steps are carried out in accordance with internal guidelines and legal regulations.

1. User rights and access control Description:

Control of access to document types and their fields.

Options:

Role-based access control:

• Specify which users or user groups can access certain document types.

Security levels:

• Assign security levels to document types and fields.

Impact:

Data security:

• Protect sensitive data through restricted access.

Compliance:

• Compliance with data protection regulations through targeted access controls.

User-friendliness:

• Adaptation of the user interface depending on role and authorization increases user-friendliness.

The extensive customization options for document types in DocBits enable precise control of document processing and data extraction. By carefully configuring layouts, fields, extraction and validation rules, automation workflows, and user rights, organizations can ensure that their documents are processed efficiently, accurately, and securely. These customization options go a long way in optimizing the overall performance of the document management system and meeting the specific needs of the organization.

The Layout Manager is an essential tool for ensuring that document types are properly configured to accurately capture and organize data. Here are some reasons why using a Layout Manager is important:

Structured Presentation:

• A Layout Manager enables an orderly and structured presentation of information.

• Setting placement rules for different data elements ensures that information is presented consistently and clearly.

Efficient Data Capture:

• Using a Layout Manager enables users to capture information more efficiently.

• A well-designed layout results in users knowing intuitively where to enter specific data, which speeds up data capture and reduces the risk of errors.

Consistency:

• Consistent layouts ensure consistency in documentation.

• When different documents use the same Layout Manager, a consistent presentation of information across different documents is ensured.

• This is especially important in environments where many different users access or collaborate on documents.

Adaptability:

• A Layout Manager enables the appearance of documents to be customized depending on requirements.

• Depending on the type of document or specific requirements, layouts can be customized to better present different types of data or information.

Scalability:

• A well-configured layout manager makes it easier to scale documents.

• When new data needs to be added or requirements change, the layout manager can be customized to easily handle those changes without the need for a major redesign.

Overall, using a layout manager is critical to ensure that data is captured and organized accurately. A well-designed layout improves the user experience, promotes efficiency in data entry, and contributes to the consistency and adaptability of documents.

Configuring document types in Docbits requires care and expertise to ensure that document processing is efficient and accurate. Here are some best practices for configuring document types, including recommendations for setting up effective regex patterns and tips for training models to improve accuracy:

Planning and analysis

Best practices

Requirements analysis:

• Conduct a thorough analysis of the requirements to understand which document types are needed and what information needs to be extracted from them.

Pilot projects:

• Start with pilot projects to test the configuration and extraction rules before applying them to the entire system.

Setting up layouts

Best practices

Consistency:

• Make sure that documents of one type have a consistent layout. This makes configuration and data extraction easier.

Use templates:

• Use document templates to ensure consistency and simplify setup.

Field definitions and metadata

Best practices

Unique field names:

• Use unique and meaningful names for fields to avoid confusion.

Relevant metadata:

• Define only the fields that are really necessary to reduce complexity and increase efficiency.

Formatting guidelines:

• Set clear formatting guidelines for each field to facilitate validation and extraction

Training models for data extraction

Best practices

Use quality data:

• Use high-quality and representative data to train the models.

Data enrichment:

• Enrich the training dataset by adding different document examples to increase the robustness of the model.

Iterative training:

• Train the model iteratively and evaluate the results regularly to achieve continuous improvements.

Tips:

Transfer learning:

• Leverage pre-trained models and tune them with specific document examples to reduce training time and increase accuracy.

Hyperparameter tuning:

• Experiment with different hyperparameters to find the optimal configuration for your model.

Validation and extraction rules

Best practices

Multi-step validation:

• Implement multi-step validation rules to check the correctness of the extracted data.

Combine rule-based and ML-based approaches:

• Use a combination of rule-based and machine learning approaches to extract and validate data.

Error management:

• Set up mechanisms to detect and fix faulty extractions.

Automation workflows

Best practices

Clearly defined workflows:

• Define clear and traceable automation workflows for each document type.

Continuous monitoring:

• Monitor automation workflows regularly to evaluate their performance and identify optimization potential.

Incorporate user feedback:

• Integrate user feedback to continuously improve workflows.

User rights and access control

Best practices

Role-based access:

• Implement role-based access controls to ensure that only authorized users have access to certain document types and fields.

Regular review:

• Regularly review access controls and adapt them to changing requirements.

Configuring document types in Docbits requires careful planning and continuous adjustment to achieve optimal results. By applying the best practices above, you can significantly increase the efficiency and accuracy of document processing and data extraction.

Troubleshooting document type configuration in DocBits can be complex because various factors can affect data recognition and extraction.

Here are some general troubleshooting tips that can help identify and resolve common issues:

Check layout configuration

Check consistency:

• Make sure all documents of the type have a consistent layout. Variations in layout can affect recognition.

Check zones and areas:

• Check that the defined zones and areas are positioned correctly and cover the relevant information.

Update templates:

• If the layout of the documents changes, update the templates accordingly.

Check field definitions and metadata

Field names and data types:

• Make sure field names are correct and data types are properly defined.

Formatting guidelines:

• Check that the formatting guidelines for the fields are correct and match the actual data.

Check required fields:

• Make sure all required fields are correctly recognized and filled in.

Adjust regex patterns and extraction rules

Test regex patterns:

• Use a regex tool to test the patterns and make sure they capture the desired data correctly.

Increase specificity:

• Adjust the regex patterns to be more specific and avoid misinterpretation.

Check anchor points:

• Make sure the anchor points for data extraction are set correctly. If the pattern is not working correctly, check if special characters or different formats need to be considered.

Adjust validation rules

Analyze error messages:

• Examine the error messages and log files for evidence of incorrect validations.

Refine rules:

• Adjust the validation rules to make them more flexible or stricter if necessary.

Multi-step validation:

• Implement additional validation steps to improve data quality.

Improve training data and models

Collect representative data:

• Make sure the training data covers a wide range of examples that reflect all possible variations.

Retrain models:

• Retrain the models regularly, especially when new document variants are added.

Feedback loops:

• Use feedback loops to continuously improve the models.

Review automation workflows

Review workflow steps:

• Review each step in the workflow to ensure that the data is processed and routed correctly.

Analyze logs:

• Analyze the workflow logs to identify and resolve sources of errors.

Collect user feedback:

• Ask users about their experiences and issues with the workflows to identify potential weak points.

Review user rights and access control

Review access rights:

• Make sure the right users have access to the relevant document types and fields.

Track changes:

• Check whether recent changes in access rights may have affected document processing.

Regular review:

• Perform regular access rights reviews to ensure everything is configured correctly.

General troubleshooting tips

Consult documentation:

• Use DocBits system documentation and support resources to find solutions to problems.

Provide training:

• Make sure all users are adequately trained to avoid common errors.

Updates and patches:

• Keep the system up to date by regularly applying updates and patches that contain bug fixes and improvements.

Troubleshooting document type configuration requires a systematic approach and careful review of all aspects of the configuration. By applying the tips above, you can identify and fix common problems to improve the accuracy and efficiency of document processing in DocBits.

Best practices for efficient and precise document layouts.

Logical organization of fields:

• Group related fields together to create a logical and intuitive structure. This makes it easier for users to navigate and enter data.

• Arrange fields so that frequently used or important information is easily accessible and placed in a prominent location.

Ensuring data completeness:

• Identify all required data fields and mark them accordingly. Ensure users are prompted to enter all necessary information to avoid incomplete records.

• Use validation rules to ensure that entered data conforms to expected formats and criteria.

Clear labels and instructions:

• Use clear and precise labels for fields to help users enter the expected data.

• Add instructions or notes when additional information is required to ensure users provide the correct data.

Test and optimize:

• Test the layout and data entry thoroughly to ensure that all data is captured and stored correctly. Collect feedback from users and make adjustments to continuously improve user experience and data integrity.

Troubleshooting common issues

Fields do not match the scanned documents:

• Check the configuration of the fields in the Layout Manager and make sure they match the actual fields in the scanned documents.

• Check that the positions and dimensions of the fields in the layout are correct and that they cover all relevant information.

Data is not extracted correctly:

• Check the validation rules and format settings for the affected fields to make sure that the expected data can be captured correctly.

• Make sure that the OCR (Optical Character Recognition) or other data capture technologies are properly configured and calibrated to ensure accurate extraction of the data.

Faulty data validation:

• Check the validation rules for fields to make sure they are appropriate and configured correctly.

• Adjust the validation rules if necessary to ensure that they meet the requirements and formats of the captured data.

Document layouts are confusing or inefficient:

• Revise the layout to improve the structure and organization of fields and ensure that important information is easily accessible.

• Run user testing to get feedback on the usability of the layout and make adjustments to increase efficiency.

By applying these best practices and troubleshooting as appropriate, you can create efficient and accurate document layouts that enable smooth data capture and processing.

Prerequisites

Get access to the Cloud and check your access

URL starts with https://mingle-portal.eu1.inforcloudsuite.com/<TENANT_NAME> followed by your personal extension

Choose the option Cloud Identities and use your login details

After login you will have access to the Infor Cloud. In this case we enter this page, but on the burger menu you will find access to all applications.

Open User Management for adding new Service Provider

On the right hand side of the bar menu, you will find the user menu and there you can access the user management

Then you need to select in the left hand side menu the option Security Administration and Service Provider.

You will see this window with the Service Providers.

Now click on the “+” sign and add our DocBits as Service Provider.

Access the SSO SERVICE PROVIDER SETTINGS in DocBits

• Log in on URL https://app.docbits.com/ with the login details you received from us.

• Go to SETTINGS (on top bar) and select INTEGRATION, under SSO Service Provider Settings you will find all the information you need for the following steps.

• Download the certificate

Filling the Service Provider with the help of SSO Service Provider Settings in DocBits

• When you have filled out everything remember to save it with the disk icon above Application Type

• Enter the service provider DocBits again.

• Click on view the Identity Provider Information underneath.

Export the SAML METADATA.

File looks like this: ServiceProviderSAMLMetadata_10_20_2021.xml

Import the SAML METADATA in the SSO Settings.

Go to IDENTITY SERVICE PROVIDER SETTINGS, which is located under INTEGRATIONS in SETTINGS. Enter your Tenant ID (e.g. FELLOWPRO_DEV) and underneath that line you see the Upload file and the IMPORT Button, where you need to upload the previously exported SAML METADATA file.

• Click on IMPORT and then choose the METADATA file that you have already downloaded from the SSO SERVICE PROVIDER SETTINGS

• Click on CONFIGURE

Add New Application in INFOR Ming.le

Go to Admin settings

Click on ADD APPLICATION in the top right corner

Fill out all fields like on the following image but with your own SSO Url, don’t forget to choose an icon and click on SAVE.

Final Step

• Log out of DocBits.

• Go back to the burger menu in Infor and select the icon you just created.

• And you will be taken to the Dashboard of DocBits.

Overzicht

De sectie Documenttypes vermeldt alle documenttypes die door Docbits worden herkend en verwerkt. Beheerders kunnen verschillende aspecten beheren, zoals lay-out, velddefinities, extractieregels en meer voor elk type document. Deze aanpassing is essentieel voor een nauwkeurige gegevensverwerking en naleving van de organisatorische normen.

Belangrijkste Kenmerken en Opties

1. Documenttype Lijst:

   • Elke rij vertegenwoordigt een documenttype zoals Factuur, Creditnota, Leveringsbon, enz.

   • Documenttypes kunnen standaard of op maat zijn, zoals aangegeven door labels zoals "Standaard."

2. Lay-out bewerken: Deze optie stelt beheerders in staat om de instellingen voor de documentlay-out te wijzigen, waaronder het definiëren van hoe het document eruitziet en waar de gegevensvelden zich bevinden.

3. Document Subtypes: Als er documenttypes zijn met subcategorieën, kan deze optie beheerders in staat stellen om instellingen specifiek voor elk subtype te configureren.

4. Tabelkolommen: Pas aan welke datakolommen moeten verschijnen wanneer het documenttype in lijsten of rapporten wordt bekeken.

5. Velden: Beheer de gegevensvelden die aan het documenttype zijn gekoppeld, inclusief het toevoegen van nieuwe velden of het wijzigen van bestaande.

6. Modeltraining: Configureer en train het model dat wordt gebruikt voor het herkennen en extraheren van gegevens uit de documenten. Dit kan inhouden dat parameters worden ingesteld voor machine learning-modellen die in de loop van de tijd verbeteren met meer gegevens.

7. Regex: Stel reguliere expressies in die worden gebruikt om gegevens uit documenten te extraheren op basis van patronen. Dit is bijzonder nuttig voor gestructureerde gegevensextractie.

8. Scripts: Schrijf of wijzig scripts die aangepaste verwerkingsregels of workflows voor documenten van dit type uitvoeren.

9. E-DOC: Configureer instellingen met betrekking tot de uitwisseling van documenten in gestandaardiseerde elektronische formaten. U kunt XRechnung, EDI, FakturaPA of EDI configureren.

Adding or editing document types in DocBits involves several steps. These steps include defining layouts, fields and extraction rules.

Here is a detailed guide:

Accessing Document Types Management

• Log in: Log in to DocBits with your administrator rights.

• Navigate: Go to Settings.

• Document Types: Find the "Document Types" section.

Adding a new document type

Create a new document type:

• Click the "+ New" button.

Basic information:

• Enter a name for the new document type (e.g. "Invoice", "Contract", "Report").

• Add a description explaining the purpose and use of the document type.

Amount and date format

• Enter the format for the amount and date

Import Sample Documents

• Upload sample documents via drag & drop

• At least 10 documents must be uploaded for the training

Add Groups

• Click the "Add" button and enter the group name.

• You can also clone an existing document type.

Add fields:

• Add new fields by clicking "Add".

• Enter the name of the field (e.g. "Invoice number", "Date", "Amount") and the data type (e.g. Text, Number, Date).

Finish

• Once all the details are entered, click "Finish" and the new document type is created

Edit an existing document type

Select a document type:

• Select the document type you want to edit from the list of existing document types.

• Under the document type you will find various editing options, for example editing the layout, fields, table columns, etc.

More Settings:

• Click the Edit button next to the document type.

• Here you can make further settings for the document type, such as design template, whether a document must be approved before export and many other details.

Define extraction rules

Define rules:

• Go to the Extraction Rules section.

• Create rules that specify how to extract data from documents. This may include using regular expressions or other pattern recognition techniques.

Test rules:

• Test the extraction rules with sample documents to ensure that the data is correctly recognized and extracted.

Fine-tuning:

• Adjust the extraction rules based on the test results to improve accuracy and efficiency.

Training and Documentation

Inform users:

• Inform users of the new or changed document type and provide training if necessary.

Documentation:

Update system documentation to describe the new or changed document types and their usage. By carefully setting up and managing document types in DocBits, you can ensure that documents are correctly classified and processed efficiently. This improves the overall performance of the document management system and contributes to the accuracy and productivity of your organization.

Enabling or disabling document types in a document management system like Docbits allows an organization to keep only the document types it needs active to ensure efficient management and clarity.

Here are the steps to enable and disable document types, along with an explanation of the toggle function in the user interface:

Access Document Type Management

• Log in: Log in to DocBits with administrator rights.

• Navigate: Go to Settings.

• Document Types: Find the Document Types section.

Access Document Types List

• Access the list of existing document types. This list shows all defined document types, both active and inactive.

Activating or deactivating a document type Select Document Type:

• Select the document type you want to enable or disable.

Use the toggle function:

• In the user interface, there is a toggle switch next to each document type that allows activation and deactivation.

Activation:

• If the document type is currently deactivated, the switch may show a gray or off position.

• Click the switch to activate the document type. The switch changes its position and color to indicate activation.

Deactivation:

• If the document type is currently activated, the switch shows a colored or on position.

• Click the switch to deactivate the document type. The switch changes its position and color to indicate deactivation.

Save:

• Make sure all changes are saved. Some systems save changes automatically, while others require explicit confirmation.

Notification and documentation

Inform users:

• Inform users about the activation or deactivation of the document type, especially if it impacts their work processes.

Update documentation:

• Update system documentation to reflect the current status of document types.

Conclusion The ability to enable or disable document types depending on the organization's needs is a useful tool for managing document processing in Docbits. By simply using the toggle function in the user interface, administrators can react flexibly and efficiently and ensure that the system is optimally aligned with current business needs.

Overview

The Layout Manager allows administrators to visually configure and modify the layout of document types by setting properties for various data fields and groups within a document. This interface helps ensure that the extraction models and manual data entry points align precisely with the document's structure as scanned or uploaded into Docbits.

Key Components

1. Groups and Fields:

   • Groups: Organizational units within a document type that categorize related fields (e.g., Invoice Details, Payment Details). These can be expanded or collapsed and arranged to mirror the logical grouping in the actual document.

   • Fields: Individual data points within each group (e.g., Invoice Number, Payment Terms). Each field can be customized for how data is captured, displayed, and processed.

2. Properties Panel:

   • This panel displays the properties of the selected field or group, allowing for detailed configuration, such as:

     • Label: The visible label for the field in the user interface.

     • Field Name: The technical identifier used within the system.

     • Element Width in Percentage: Determines the width of the field in relation to the document layout.

     • Tab Index: Controls the tabbing order for navigation.

     • Run Script on Change: Whether to execute a script when the field value changes.

     • Display Label On Left: Whether the label is displayed to the left of the field or above it.

     • Is Textarea: Specifies if the field should be a textarea, accommodating larger amounts of text.

     • Select Model Type: Option to select which model type will handle the extraction of this field.

     • Field Length: Maximum length of data to be accepted in this field.

     • Banned Keywords: Keywords that are not allowed within the field.

3. Template Preview:

   • Shows a real-time preview of how the document will appear based on the current layout configuration. This helps in ensuring that the layout matches the actual document structure and is vital for testing and refining the document processing setup.

Configuring field properties is critical to ensure that the data captured in a document meets specific requirements and processing processes.

Here are the steps to configure field properties to meet specific data processing needs:

Select a field type:

• Start by selecting the right field type for your data.

• This depends on what type of information the field will contain.

• Possible field types include text, number, date, drop-down menu, checkbox, etc.

Set validation and formatting:

• Set validation rules to ensure that the data entered meets the expected criteria.

• This may include checking for certain string patterns, numeric limits, date formats, or other conditions.

Define default values:

• If certain fields typically have a default value, you can set that as the default value.

• This makes data entry easier because users don't have to enter the same value every time.

Set user permissions:

• Determine which user groups should have access to the field and what type of access rights they have.

• This can include read, write, or edit rights.

Link to other data:

• In some cases, data from one field needs to be linked to data from another field or data source.

• Configure appropriate links or relationships to ensure consistent data integration.

Apply visibility rules:

• Determine under what conditions a field should be visible or hidden.

• This can be useful for dynamically adapting the user interface based on certain data or user actions.

Enable historization:

• If necessary, enable historization of fields to track changes historically.

• This allows you to track changes to the data and monitor the history of data changes.

Add documentation notes:

• Add notes or descriptions to explain to users how to use the field or what type of data is expected.

By following these steps and configuring the appropriate field properties, you can ensure that your documents meet specific requirements for data handling, user access, and data accuracy.

The Template Preview is an extremely useful tool for checking and adjusting layout settings in real time before making changes to a document or template.

Here's an explanation of how you can use the Template Preview:

Opening the Template Preview:

• You can usually find the Template Preview option in the template editor interface.

Selecting the template:

• Select the template whose layout you want to check.

• This can be an existing template you want to make changes to or a new template you want to create.

Adjusting the layout settings:

• Change the layout settings as needed. This can include adding, removing or adjusting groups, fields, columns, rows, fonts, etc.

Real-time preview:

• As you change the layout settings, the preview updates in real time.

• You can immediately see how your changes affect the look and structure of the template.

Interactive customization:

• Take advantage of the ability to interactively customize the layout by moving, resizing, or making other adjustments to elements while checking the effects in real time in the preview.

Testing different configurations:

• Experiment with different layout configurations to find the best design for your needs.

• Use the template preview to see how each change affects the final look.

Saving and committing changes:

• Once you are happy with the layout, save your changes.

• Depending on the software, you may also be able to find the option to commit your changes directly to update the template for use in other documents or processes.

Using the template preview allows you to make sure your layout meets your desired needs before committing changes. This allows you to efficiently customize the design and structure of your documents and ensure that they meet the desired visual and functional standards.

Saving and applying changes made in the Layout Manager is an important step to ensure that your layout customizations are effectively applied in the document processing workflow.

Here are the steps to save and apply changes:

Saving the changes:

• After you have made the desired customizations in the Layout Manager, look for the "Save" button to save the changes.

• Click this button to save your changes in the Layout Manager. This backs up your layout customizations and ensures that they are available for future editing sessions.

Applying the changes to the document processing workflow:

• Once your changes are saved in the Layout Manager, they are usually automatically applied to the document processing workflow that uses that specific document type.

• New documents based on this template will inherit the updated layout settings when they are created. This means that the new documents will include the new groups, fields, or other layout customizations you made in Layout Manager.

• Existing documents already created using this template may be treated differently depending on your software and configuration. In some cases, changes may be automatically applied to pre-existing documents, while in other cases, manual adjustments may be required to bring existing documents into line with the updated layout settings.

Testing the changes:

• After you have saved the layout changes and they have been applied to the document processing workflow, it is advisable to test the changes to ensure that they work as intended.

• Create new test documents or review existing documents to ensure that the updated layout settings are applied correctly and that data is captured and displayed as expected.

By following these steps, you can effectively save changes in Layout Manager and apply them to the document processing workflow. This ensures a smooth integration of your layout customizations into the document creation and processing process.

Here are step-by-step instructions to create a new subtype:

• Navigate to the Settings area: Log in to DocBits as an administrator and navigate to the Document Type Management area.

• Select the option to add a subtype: Click the “+ New” button to add a new subtype.

• Name the subtype: Enter a descriptive name for the new subtype. This name should clearly describe the purpose of the subtype so that users can easily understand what type of documents it represents.

• Configure initial settings: Set the initial settings for the new subtype, including the default fields, options, and templates to use for this subtype. This can include adding specific metadata fields, specifying approval workflows, or configuring user permissions.

• Make optional configurations: Depending on your company's requirements or the nature of the documents, you can make additional configurations to customize the new subtype to your specific needs. This may include setting default values, validation rules, or custom actions.

• Save the new subtype: Once you have entered all the required information, save the new subtype to create it in the document management system.

After the new subtype is created, users can add and manage documents of that type according to the initial settings you specified. Make sure you inform users about the new subtype and provide training or guidance, if necessary, to help them use it effectively.

Overzicht

Document Sub Types zijn in wezen gespecialiseerde versies van de hoofd documenttypes. Bijvoorbeeld, onder het hoofd documenttype "Factuur", kunnen er subtypes zijn zoals "Standaard Factuur", "Pro-forma Factuur" en "Credit Factuur", elk met iets andere gegevensvereisten of verwerkingsregels.

Hier zijn enkele redenen waarom subtypes belangrijk zijn:

• Specifieke verwerkingsvereisten: Vaak vereisen verschillende variaties van hetzelfde documenttype verschillende verwerkingsvereisten. Bijvoorbeeld, verschillende soorten facturen kunnen specifieke velden, goedkeuringsworkflows of validatieregels vereisen op basis van de interne beleidslijnen van een bedrijf of de vereisten van externe partners.

• Organisatorische aanpassing: Het gebruik van subtypes stelt organisaties in staat om hun documentverwerking aan te passen aan hun specifieke behoeften. Ze kunnen subtypes creëren die precies zijn afgestemd op hun individuele bedrijfsprocessen, in plaats van te vertrouwen op generieke oplossingen die mogelijk niet aan alle vereisten voldoen.

• Duidelijke structurering: Het gebruik van subtypes zorgt voor een duidelijkere structurering van documentbeheer. Gebruikers kunnen gemakkelijker navigeren tussen verschillende variaties van een documenttype en de specifieke informatie vinden die ze nodig hebben zonder afgeleid te worden door irrelevante gegevens of opties.

• Consistentie en nauwkeurigheid: Subtypes kunnen helpen om consistentie en nauwkeurigheid in documentcaptatie en -verwerking te waarborgen. Door subtypes te standaardiseren, kunnen organisaties ervoor zorgen dat alle relevante informatie wordt vastgelegd en dat gegevens op een uniforme manier zijn gestructureerd.

• Efficiënte verwerking: Het gebruik van subtypes kan de efficiëntie in documentverwerking verhogen omdat gebruikers toegang hebben tot vooraf gebouwde sjablonen en workflows die zijn geoptimaliseerd voor specifieke documenttypes. Dit vermindert handmatige inspanning en minimaliseert fouten of vertragingen in het proces.

Document subtypes in Docbits stellen gebruikers in staat om flexibeler en op maat gemaakt om te gaan met documentvariaties, wat resulteert in verbeterde efficiëntie, nauwkeurigheid en aanpassingsvermogen. Ze bieden een krachtige manier om de complexiteit van documentverwerking te beheren en de productiviteit binnen een organisatie te verhogen.

Belangrijkste Kenmerken en Opties

1. Lijst van Sub Types:

   • Elke rij vertegenwoordigt een sub-type van een primair documenttype.

   • Bevat de naam van het sub-type en een set acties die erop kunnen worden uitgevoerd.

2. Acties:

• Velden: Configureer welke gegevensvelden zijn opgenomen in het sub-type en hoe ze worden beheerd.

• Bewerk Lay-out: Wijzig de visuele lay-out voor hoe informatie wordt weergegeven en ingevoerd voor dit sub-type.

• Scripts: Koppel of bewerk scripts die specifieke bewerkingen uitvoeren wanneer documenten van dit sub-type worden verwerkt.

• Kopie: Dupliceer een bestaande sub-type configuratie om als basis voor een nieuwe te gebruiken.

• Document Sub Type bewerken: Bewerk de naam of titel van het sub-type.

• Verwijderen: Verwijder het sub-type als het niet langer nodig is.

Nieuwe Sub Types Toevoegen:

• De "+ Nieuw" knop stelt beheerders in staat om nieuwe sub-types te creëren, waarbij unieke eigenschappen en regels worden gedefinieerd indien nodig.

Being able to navigate the Layout Manager in DocBits and edit groups and fields is crucial to controlling the structure and appearance of documents.

Here are the steps to use the Layout Manager and edit groups and fields:

Navigating the Layout Manager:

Opening the Layout Manager:

• Log in to DocBits and navigate to the area where you want to use the Layout Manager.

• You can find this option in "Manage Document Types".

Selecting the Document Type:

• Select the document type you want to edit.

• The Layout Manager will display the structure of that document type.

Navigating Groups and Fields:

• In the Layout Manager you will see a tree structure that represents the groups and fields of the selected document type.

• You can navigate through this structure to edit the areas you want.

Editing groups and fields:

Adding a group or field:

• Click the "Create new group" button, depending on whether you want to add a new group or field.

• Enter the name of the new group or field and select any settings you want, such as the type of field (text, number, date, etc.).

Removing a group or field:

• Select the group or field you want to remove.

• Click the "Delete" button or use the appropriate keyboard shortcut (usually "Delete" or "Del").

Modifying a group or field:

• Double-click the group or field you want to change.

• Change any properties you want, such as the name, position, size, or field type settings.

Arranging groups and fields:

• Drag and drop groups or fields to change their order or place them inside or outside other groups.

Saving changes:

• Don't forget to save your changes before you leave the Layout Manager.

• Click the "Save" button.

By following these steps, you can effectively navigate DocBits' Layout Manager and edit groups as well as fields within a document type. This allows you to customize the structure and appearance of your documents according to your needs.

Setting up table columns correctly is critical to ensure efficient data storage, querying, and reporting.

Here are the main reasons why:

Space optimization:

• Carefully selecting and arranging columns can help you minimize the amount of space your database requires.

• This is especially important when working with large amounts of data, as unnecessary or redundant columns can waste resources.

Data consistency:

• By ensuring that each column only contains data that is relevant to its specific purpose, you can improve the consistency of your database.

• This means that your data is cleaner and more reliable, which in turn improves the quality of your reporting.

Query performance:

• Well-designed table columns can significantly improve the performance of database queries. For example, putting indexes on frequently queried columns can help queries run faster.

• Avoiding unnecessary columns in query results can also increase query performance.

Easier reporting:

• Organizing your data into meaningful column structures makes it easier to create reports and analyses.

• Well-designed table columns can also increase the readability of reports and ensure that important information is easy to find.

Future-proofing:

• By setting up the right table columns from the start, you can better prepare your database for future needs.

• You can more easily add new features and make changes to the data model without affecting existing data.

Overall, setting up table columns correctly helps improve the efficiency, consistency and performance of your database, which in turn increases the quality of your data storage, querying and reporting.

Here are some best practices for organizing document types and subtypes:

• Use naming conventions: Use consistent and meaningful naming conventions for your document types and subtypes. This makes it easier for users and administrators to navigate and identify the different types.

• Use subtypes only when necessary: Create a subtype only when it is necessary to manage variations within a main document type. If the differences between the documents are minimal, it may be more efficient to treat them as separate instances of the main type.

• Logically divide documents: Subtypes should be used to create logical groupings of documents that have similar processing requirements. This can make organization and management easier by grouping similar documents together.

• Regularly review and clean up: Regularly review your document types and subtypes to ensure they are up to date and meet your organization's needs. Remove types or subtypes that are no longer needed to optimize system performance and improve the user experience.

• Create documentation policies: Create clear documentation policies for the use of document types and subtypes in your organization. This can include guidance on creating new types, assigning permissions, and using metadata.

• Train users: Regularly train your users on the use of document types and subtypes, including proven methods and best practices. This helps increase efficiency and reduce errors.

By following these best practices, you can effectively organize and manage your document types and subtypes, resulting in better use of your document management system.

Troubleshooting

Here are some troubleshooting tips for managing sub-types:

• Resolve conflicts between similar subtypes: Check for conflicts between similar subtypes that could cause confusion. Make sure that the differences between subtypes are clearly defined and that they are different in their usage. If necessary, adjust configurations to resolve conflicts.

• Resolve script execution errors: Check scripts configured to run when creating or editing subtypes for errors or inconsistencies. Check the syntax and logic of the scripts to make sure they work correctly. Test the scripts in a development environment to identify and fix problems before applying them to the production environment.

• Ensure configuration consistency: Make sure that configurations for subtypes are consistent and do not have inconsistencies or contradictions. Check fields, layouts, permissions, and other settings to make sure they are configured correctly and meet the requirements of the subtypes.

• Implement logging and auditing: Implement logging and auditing capabilities to identify and resolve subtype management errors and issues. Monitor subtype changes and track logs to identify and resolve potential issues early.

• Provide user training and support: Provide training and support to users tasked with subtype management. Ensure they have the knowledge and skills required to effectively configure and manage subtypes. Provide support for any issues or questions that arise.

By applying these troubleshooting tips, you can identify and resolve subtype management issues to ensure the efficiency and effectiveness of your document management system.

Best practices for organizing data in tables help keep the database structure clear, improve data integrity, and optimize performance.

Here are some best practices:

Use meaningful column names:

• Choose column names that are clear and descriptive to improve the readability and understandability of your database structure. Avoid abbreviated or cryptic names.

• Name columns to accurately reflect the content or meaning of the data stored in them. This makes later querying and reporting easier.

Choose appropriate data types:

• Use the smallest possible data type that adequately meets the needs of your data to save storage space and improve performance.

• Consider the type of data stored and choose the data type accordingly. For example: use INTEGER for integers, VARCHAR for strings, and DATE for dates.

Understanding required columns:

• Mark columns as required (NOT NULL) if they are essential to the proper operation of your application and NULL values ​​are unacceptable.

• When deciding whether to mark a column as required, make sure that the application can logically handle NULL values ​​and that NULL values ​​will not cause unexpected errors.

Using foreign keys for relationships:

• If your database has relationships between tables, use foreign keys to define those relationships. This improves data integrity and allows referential integrity constraints to be enforced.

• Be sure to consider indexing foreign keys to optimize the performance of queries that access those relationships.

Regularly review and update:

• Regularly review the database structure to ensure it meets the changing needs of your application. Make updates as needed to improve the efficiency and performance of your database.

• Be sure to consider feedback from users and developers to identify and implement areas for improvement.

By applying these best practices, you can create a well-organized and efficient database structure that meets the needs of your application and provides a reliable foundation for storing, querying, and reporting on your data.

Here are solutions to common problems related to table column configurations:

Incorrect column configurations:

• Problem: Data is not displayed or stored correctly, possibly due to incorrect data types, missing constraints, or insufficient column names.

• Solution:

  Review the column configurations in the database table and make sure the data types are appropriate for each column.

  Add missing constraints such as NOT NULL or UNIQUE to improve data integrity.

  Rename columns to use more meaningful and unique names that accurately describe the column's contents.

Problems caused by deleted columns:

• Problem: After deleting a column from a table, problems occur because reports, queries, or application logic still reference that column.

• Solution:

  Review all reports, queries, and application logic to make sure there are no more references to the deleted column.

  Update all affected reports, queries, and application logic to reflect or remove the deleted column. If necessary, temporarily restore the deleted column and migrate the data to a new structure before permanently deleting it.

Missing or inconsistent data:

• Problem: Data is incomplete or inconsistent due to missing required fields or incorrect data types.

• Solution:

  Review the table structure and make sure all required fields are marked NOT NULL to ensure that important data is not missing.

  Perform data cleanup to correct inconsistent or invalid data and update data types if necessary to improve consistency.

Performance issues due to missing indexes:

• Problem: Queries on large tables are slow because important columns are not indexed.

• Solution:

  Identify the most frequently queried columns and add indexes to improve query performance.

  Be aware that too many indexes can also affect write and update performance, so balanced indexing is important.

By applying these solutions, you can resolve common table column-related issues and improve the efficiency, consistency, and performance of your database.

Here is a guide on how to properly use the "Copy" and "Delete" actions for efficient subtype management:

Copying a sub-type:

• Navigate to the sub-type management settings in your document management system.

• Select the subtype you want to copy, click "Copy" and enter a new name for the copied subtype if necessary.

• Confirm the action and the system will create a copy of the selected sub-type with all existing settings, fields, layouts and scripts.

Deleting a sub-type:

• Navigate to the subtype management settings and select the subtype you want to delete.

• Click the trash can icon on the right of the action menu.

• Confirm the deletion action by accepting a confirmation message if prompted.

• Note that deleting a subtype can irreversibly remove all documents and data associated with it. Make sure you take all necessary security precautions and check that the subtype is no longer needed before deleting it.

Proper use of these actions allows you to streamline sub-type management. Copying allows you to leverage existing configurations for new sub-types, while deleting allows for efficient cleanup of sub-types that are no longer needed. However, it is important to be careful when deleting to avoid data loss. \

Adding a new column to an existing table requires careful planning and execution to ensure that data integrity is maintained and application requirements are met.

Here are detailed steps to add a new column:

Requirements analysis:

• Review your application's requirements and identify the purpose of the new column. What type of data will be stored? How will this column be used in the application?

Choosing the right column type:

• Choose the most appropriate column type based on the data that will be stored in the column. This can be AMOUNT for amount, STRING for strings, DATE for dates, etc.

• Choosing the right column type is important to ensure data integrity and use storage space efficiently.

Choosing the right table:

• To select the correct column type in a particular table, such as the invoice table, it is important to consider the specific requirements of the data to be stored in that table.

Deciding on column necessity:

• Consider whether the new column is required or whether it should allow NULL values. If the column is mandatory, it should be marked as NOT NULL to ensure that important data is not missing.

• Also consider whether the column may become a required field for your application in the future.

Database backup:

• Before adding the new column, make a backup of your database to ensure that you have a working version to fall back on in case of any issues.

Executing the SQL statement:

• Use the ALTER TABLE SQL statement to add the new column. The exact syntax depends on the database platform you are using, but in general the SQL statement looks like this:

  Replace table_name with the name of your table, new_column_name with the name of the new column, and data_type with the column type you selected. The [NOT NULL] keyword indicates whether the column is mandatory.

Testing and validating:

• After the new column is added, thoroughly verify that your application is working properly. Run tests to ensure that data is stored and retrieved correctly and that the new column is working as expected.

By carefully following these steps, you can successfully and effectively add a new column to your database table, choosing the correct column type and ensuring that the column is required when it is required.

Configuring subtypes allows you to customize the structure and behavior of the documents within a specific type. Here is an explanation of how you can use the "Fields", "Edit Layout", and "Scripts" options to customize each subtype to specific needs:

• Fields: The "Fields" option allows you to add, edit or remove custom metadata fields for the subtype. These fields can contain information about the documents of that type such as title, author, date, category, etc. You can use different field types such as text boxes, dropdown lists, date values, etc. to capture the data according to your requirements.

• Edit Layout: The Edit Layout option allows you to customize the appearance and arrangement of fields on the user interface. You can change the order of fields, create groups of fields to group related information, and adjust the size and position of fields on the page. This allows you to optimize the user experience and improve usability.

• Scripts: The "Scripts" option allows you to add custom logic or automation for the subtype. You can use scripts to trigger specific actions when a document of this type is created, edited or deleted. This can be useful for implementing complex business rules, performing validations or integrating external systems.

Overzicht

De Tabelkolommen-interface in Docbits wordt gebruikt om de kolommen te specificeren die verschijnen in datatabellen voor elk documenttype. Elke kolom kan worden geconfigureerd om specifieke soorten gegevens vast te houden, zoals strings of numerieke waarden, en kan essentieel zijn voor sorteer-, filter- en rapportagefuncties binnen Docbits.

Belangrijkste Kenmerken en Opties

1. Kolomconfiguratie:

   • Kolomnaam: De identificator voor de kolom in de database.

   • Titel: De leesbare titel voor de kolom die in de interface zal verschijnen.

   • Kolomtype: Bepaalt het gegevenstype van de kolom (bijv. STRING, BEDRAG), wat bepaalt welk soort gegevens in de kolom kan worden opgeslagen.

   • Tabelnaam: Geeft aan bij welke tabel de kolom hoort, en koppelt deze aan een specifiek documenttype zoals INVOICE_TABLE.

2. Acties:

   • Bewerken: Wijzig de instellingen van een bestaande kolom.

   • Verwijderen: Verwijder de kolom uit de tabel, wat nuttig is als de gegevens niet langer nodig zijn of als de gegevensstructuur van het documenttype verandert.

3. Nieuwe Kolommen en Tabellen Toevoegen:

   • Nieuwe Tabelkolom Toevoegen: Opent een dialoogvenster waarin je een nieuwe kolom kunt definiëren, inclusief de naam, of deze verplicht is, het gegevenstype en de tabel waartoe deze behoort.

   • Nieuwe Tabel Maken: Maakt het mogelijk om een nieuwe tabel te creëren, waarbij een unieke naam wordt gedefinieerd die zal worden gebruikt om gegevens op te slaan die verband houden met een specifieke set documenttypes.

Deze sectie is van vitaal belang voor het behouden van de structurele integriteit en bruikbaarheid van gegevens binnen het Docbits-systeem, en zorgt ervoor dat de gegevens die uit documenten zijn gehaald op een goed georganiseerde en toegankelijke manier worden opgeslagen.

Proper configuration of fields in DocBits is critical to ensure that data can be captured, processed and stored correctly.

Here are some reasons why this is important:

Data Integrity:

• Proper configuration of fields ensures that the data entered into the system is correct and meets the required standards.

• This helps to avoid errors and inaccuracies that could lead to incorrect analysis or decisions.

Data Consistency:

• Consistent field configuration ensures that data is captured in a uniform manner, making it easier to compare and analyze.

• For example, if a field for date inputs is incorrectly configured to allow different date formats, this can lead to confusion and inconsistencies.

Data Validation:

• Configuring fields allows validation rules to be set to ensure that only valid data can be entered. This helps to detect errors early and improve data quality.

Data processing efficiency:

• Accurate configuration of fields enables efficient data processing as systems are better able to understand and process the data. This improves efficiency in data extraction, transformation, and loading (ETL).

Data security:

• Proper configuration of fields can also help ensure the security of data, for example by encrypting or masking sensitive information.

Overall, accurate configuration of fields in DocBits is critical to ensure data quality, consistency, integrity, and security. It helps organizations make informed decisions by accessing reliable and accurate data.

Editing and deleting columns in a database table are important operations that must be performed carefully to ensure data integrity and consider potential impacts on application logic and reporting.

Here are detailed steps for both actions:

Editing a column:

Change title:

• Click on the title of the column you want to change, a window will open and you can change the title of the column.

Requirement analysis:

• Identify the reason for editing the column. You may need to change the data type, add or remove constraints, or change the column name.

Impact review:

• Before making any changes, review how they will affect existing data and application logic. For example, changes to the data type may cause data to be converted or lost.

Database backup:

• Back up your database to ensure you have a working version to revert to in case of any problems.

Executing the SQL statement:

• Use the ALTER TABLE SQL statement to make the desired changes to the column. The exact syntax depends on the database platform you are using and the changes you want to make.

Data migration:

• If you change the data type of a column, you may need to perform data migration to convert existing data to the new format.

Testing and validating:

• After editing the column, thoroughly verify that your application is working properly and that the data is being stored and retrieved correctly.

Deleting a column:

Requirement analysis:

• Make sure you understand the reasons for deleting the column. Is the column no longer relevant or are there other ways to consolidate it?

Impact review:

• Analyze how deleting the column will affect existing data, application logic, and reporting. This may result in data loss or affect queries and reports.

Database backup:

• Make a full backup of your database to ensure you can restore in case of unexpected problems.

Executing the SQL statement:

• Use the ALTER TABLE SQL statement to remove the column. The exact syntax varies by database platform.

Data migration (if required):

• If you have important data in the column you are deleting, you may need to perform a data migration to move that data to another location or delete it.

Adjusting application logic:

• Make sure your application logic is adjusted accordingly to ensure it no longer accesses the deleted column.

Testing and validating:

• Verify thoroughly that your application is working correctly and that all data and reporting functions are working as expected.

When editing or deleting columns, it is critical that you fully understand the impact of these actions and take appropriate precautions to maintain the integrity of your database and ensure that your application runs smoothly.

Overzicht

De instellingen voor Velden bieden een gebruikersinterface waar beheerders de eigenschappen en het gedrag van individuele gegevensvelden die aan een documenttype zijn gekoppeld, kunnen beheren. Elk veld kan worden aangepast om de nauwkeurigheid en efficiëntie van gegevensinvoer en validatie te optimaliseren.

Belangrijkste Kenmerken en Opties

1. Configuratie van Velden:

   • Veldnamen: Lijst met de namen van de velden, die doorgaans overeenkomen met de gegevenselementen binnen het document, zoals "Factuurnummer" of "Inkoopordernummer".

   • Verplicht: Beheerders kunnen velden als verplicht markeren, zodat ervoor gezorgd wordt dat gegevens moeten worden ingevoerd of vastgelegd voor deze velden om de documentverwerking te voltooien.

   • Alleen-lezen: Velden kunnen als alleen-lezen worden ingesteld om wijziging na gegevensinvoer of tijdens bepaalde fasen van documentverwerking te voorkomen.

   • Verborgen: Velden kunnen uit het zicht in de gebruikersinterface worden verborgen, nuttig voor gevoelige informatie of om gebruikersworkflows te vereenvoudigen.

2. Geavanceerde Instellingen:

   • Dwing Validatie af: Zorgt ervoor dat gegevens die in een veld worden ingevoerd voldoen aan bepaalde validatieregels voordat ze worden geaccepteerd.

   • OCR (Optische Karakterherkenning): Deze schakelaar kan worden ingeschakeld om OCR-verwerking voor een specifiek veld mogelijk te maken, nuttig voor geautomatiseerde gegevensextractie uit gescande of digitale documenten.

   • Overeenkomstscores: Beheerders kunnen een overeenkomstscores definiëren, een drempel die wordt gebruikt om het vertrouwensniveau van gegevensherkenning of -overeenstemming te bepalen, wat van invloed is op hoe gegevensvalidatie en kwaliteitscontroles worden uitgevoerd.

3. Actieknoppen:

   • Nieuw Veld Aanmaken: Maakt het mogelijk om nieuwe velden aan het documenttype toe te voegen.

   • Bewerkpictogrammen: Elk veld heeft een bewerkpictogram waarmee beheerders de veldspecifieke instellingen verder kunnen configureren, zoals gegevenstype, standaardwaarden of verbonden bedrijfslogica.

   • Instellingen Opslaan: Bevestigt de aangebrachte wijzigingen in de veldconfiguraties.

Detailed instructions on setting properties such as Required, Read Only, Hidden, and OCR.

Required:

If a field is marked as Required, it means that this field must be filled in before the document can be saved or processed.

To set this property:

• Navigate to the field's settings in your DocBits system.

• Enable the Required option for the relevant field.

Impact:

• This setting ensures that important information is captured and that no documents can be processed without the required data.

Read Only:

If a field is marked as Read Only, it means that users can view the contents of this field, but cannot make any changes to it.

To set this property:

• Go to the Field Options. Enable the Read Only option for the desired field.

Impact:

• This setting can be useful to protect sensitive information or to ensure that important data is not accidentally changed.

Hidden:

If a field is marked as "Hidden", it means that the field will be hidden in the user interface and users will not be able to see or access it.

To set this property:

• Go to the field options.

• Enable the "Hidden" option for the corresponding field.

Impact:

• This setting is often used to hide internal or technical fields that are irrelevant to the end user or are only needed for internal processing.

OCR (Optical Character Recognition):

If a field is configured for OCR, it means that the system will try to extract the text from the document and insert it into this field. This setting is usually used for fields that are intended to be auto-filled.

To set this up:

• Enable the OCR option for the corresponding field.

• If necessary, configure the OCR parameters such as language, font, etc.

Impact:

• Using OCR allows documents to be processed automatically by extracting information from texts and entering it into the appropriate fields, reducing manual effort and increasing efficiency.

Forced validation:

Configure the validation rules accordingly, such as numeric limits, regular expressions, or relationships with other fields.

To set this up:

• Save the changes.

Impact:

• Forced validation checks the entered data against the specified criteria to ensure it is valid. This helps to detect errors early and improve data quality.

Match Score:

By comparing input data with reference data, the Match Score can help confirm the accuracy and validity of the data. If the Match Score exceeds a certain threshold, the match is considered successful.

To set this up:

• Enable the Match Score option and set the desired threshold.

• Save the changes.

Impact:

• The Match Score is used to evaluate the accuracy of matches between input data and reference values. If the score obtained exceeds the set threshold, the match is considered successful. This is especially useful for fields that require data validation or data matching, such as fields with a name, email address, or e-mail address. B. when checking customer data.

By carefully configuring these field properties, you can optimize document processing workflows and ensure that your data is correctly captured, protected, and processed efficiently.

Here are best practices for field configuration in a document processing system, emphasizing the importance of understanding the document workflow and data requirements.

Understanding the document workflow:

• Analyze your document workflow thoroughly to identify the different phases and steps a document goes through, from capture to processing to storage or release.

• Identify the specific data that needs to be captured, reviewed, processed, or extracted at each step of the workflow.

Identify key data points:

• Determine the key data that is critical to your business process or analysis.

• Prioritize fields according to their importance to the business process or analysis to ensure they are captured and processed correctly.

Match fields to data requirements:

• Match field properties to specific data requirements, including their type (text, date, numeric, etc.), validation rules, and any required properties such as required or read-only.

• Also consider security requirements, privacy regulations, and legal requirements when configuring field properties.

Consider flexibility and extensibility:

• Design the fields to be flexible and extensible to accommodate future customizations or changes in document workflow or data requirements.

• Make sure the configuration of the fields allows new data points or changed requirements to be easily and efficiently incorporated.

Test and validate:

• Perform extensive testing to ensure that the configured fields work correctly and produce the expected results.

• Validate the field configuration by processing a large number of documents and verifying that the data captured meets the requirements.

By understanding the document workflow and data requirements and applying best practices in field configuration, you can ensure that your document processing system functions efficiently and accurately. This will help improve the quality of your data, optimize workflow, and increase the overall performance of your business.

Fix common problems

Here is advice for troubleshooting common problems in a document processing system, including fields not capturing data correctly, OCR errors, and validation rule issues:

Fields not capturing data correctly:

• Check the configuration of the field in question to ensure the correct field type is being used and that all required properties are set correctly.

• Make sure users have the correct instructions to enter data correctly into the field, and provide training or guidelines if necessary.

• If the problem persists, run tests to verify whether the problem is systemic or only occurs with certain inputs. This can help you more accurately determine the cause of the problem.

OCR errors:

• Check the quality of the scanned documents, including the readability of the text and any distortion or blurring.

• Adjust the OCR settings, including the language, text recognition algorithm, and other parameters, to improve accuracy. Perform OCR preview or test runs to check the performance of the OCR system and identify potential sources of errors.

• If OCR errors persist, you may want to consider implementing an advanced OCR system or looking into external OCR services.

Validation rule issues:

• Review the configuration of validation rules to make sure they are set up correctly and meet the desired criteria.

• Make sure validation rules are not too restrictive and that they carefully consider the actual data.

• Run tests to make sure validation rules work as expected and check that they respond appropriately to unexpected data or edge cases.

• Provide users with guidance and error messages to alert them to any validation errors and help them enter the correct data.

By systematically reviewing and troubleshooting these common issues, you can improve the performance and accuracy of your document processing system and ensure that it runs smoothly and efficiently.

Instructions for using the Force Validation and Match Value settings to improve data integrity and recognition accuracy.

Here are instructions for using the Force Validation and Match Value settings to improve data integrity and recognition accuracy in a document processing system:

Force Validation:

This setting allows you to set rules that check whether the data entered meets certain criteria.

To set this up:

• Go to the settings of the field in question.

• Enable the Force Validation option.

• Define the validation rules to check. These can be, for example, numeric limits, regular expressions for text fields, or relationships to other fields.

Impact:

• Enforcing validation rules helps detect errors early and improves data quality. Users are prompted to enter correct data, which increases the integrity of the database.

Match Score:

This setting allows you to match the entered value against a predefined reference value.

To set this up:

• Navigate to the field's settings.

• Enable the Match Value option.

• Enter the reference value to compare the entered value against.

Impact:

• Setting a match value allows you to ensure that the entered data matches a known standard or predefined norm. This is especially useful when you want to ensure that the data is consistent and meets certain criteria.

• Using these settings can improve data integrity and recognition accuracy in your document processing system.

You ensure that only correct and valid data is captured, increasing the quality of your database and improving the reliability of your analytics and reports.

Step 1: Access the Field Settings

1. Navigate to Fields:

• From the main dashboard, click on the “Fields” option located in the sidebar.

• This will open the Field Settings page where you can manage document types and recognition settings.

2. Select Document Type:

• Under the “DOCUMENT TYPES” section, select the specific document type you wish to add or modify a field for.

Step 2: Add a New Field

1. Open the Add Field Dialog:

• Click on the “Create Field” button located in the respective section (e.g., Invoice Details, Payment Details, Purchase Order).

2. Enter Field Details:

• A dialog box titled “Document field details” will appear.

• Fill in the required details:

• Name: Enter the name of the new field.

• Title: Enter a descriptive title for the field.

• Select field type: Choose the appropriate field type from the dropdown menu.

3. Enable Charges Element:

• If this field is associated with a charge, check the “Enable charges element” box.

4. Select Costing Mapping:

• Upon enabling charges, a dropdown menu will appear.

• Select the appropriate charge type from the list (e.g., ADD ON - ORIGIN, FUEL SURCHARGE, TOTAL FREIGHT).

Step 3: Save the New Field

1. Save Settings:

• Click the “SAVE” button to add the new field with the specified charge mapping.

• If you need to make changes, click the “BACK” button to return to the previous screen.

2. Finalize Field Creation:

• After saving, the new field will appear in the list under the specified document type.

• Ensure that the OCR and Match Score settings are configured as needed for accurate recognition.

3. Complete the Setup:

• Once all desired fields are added and configured, click the “Save Settings” button at the bottom of the Field Settings page to apply your changes.

Additional Notes

• Required Fields:

• If a field is mandatory, check the “REQUIRED” box next to the field name.

• Editing Existing Fields:

• To edit an existing field, click on the field name, update the details, and save the changes.

• Reassign Field Group:

• Use the “Reassign Field Group” option to change the grouping of fields if necessary.

• Master Data Settings:

• For advanced configuration, access the “Master Data Settings” to manage overall field and document type settings.

Here are the steps to add a new field or modify existing fields in DocBits, including details on how to access advanced configuration options:

Add a new field

• Log in and access Document Management:

Add a new field:

• Click the "Create Field" option.

Basic Configuration:

• Enter a name for the field and set other basic properties, such as whether it is required or whether it should be visible when editing.

Select Field Type:

• Select the type of new field, such as text, date, dropdown, checkbox, etc.

Advanced Configuration:

• Here you can set other properties such as validation rules, match values, read-only mode, hiding, and OCR settings.

Save:

• After you have made all the necessary configurations, click "Save" or a similar button to create the new field.

Edit an existing field

Access field editing:

• Navigate to the list of existing fields and find the field you want to edit.

Select a field:

• Click the appropriate field to access the editing options.

Change the configuration:

• Change the properties of the field as needed. This may include changing the name, the field type, adding or removing validation rules, setting match values, or adjusting other advanced settings.

Save:

• Click "Save" to save the changes you made to the field.

By providing steps to add new fields and edit existing fields, as well as access to advanced configuration options, you can maximize the flexibility and adaptability of your document processing system. This allows you to structure and process your data exactly as you need it.

Overzicht

Modeltraining stelt beheerders in staat om het trainen van machine learning-modellen die specifiek zijn voor elk documenttype te overzien en te beheren. Door een gestructureerde interface te bieden voor het importeren van voorbeeldgegevens, het trainen van modellen en het testen van hun prestaties, zorgt Docbits ervoor dat de gegevensextractiecapaciteiten in de loop van de tijd continu verbeteren.

Belangrijkste Kenmerken en Opties

1. Metrics Overzicht:

   • Voorbeeld: Aantal voorbeelddocumenten dat is gebruikt voor training.

   • Geëxporteerd: Aantal documenten dat succesvol is geëxporteerd na verwerking.

   • Bedrijf Σ: Totaal aantal bedrijfsspecifieke documenten dat is verwerkt.

   • Totaal Σ: Totaal aantal documenten dat is verwerkt over alle categorieën.

2. Trainings- en Testopties:

   • Importeren: Stelt beheerders in staat om nieuwe trainingsdatasets te importeren, die doorgaans gestructureerde voorbeelden zijn van documenten die door het systeem herkend moeten worden.

   • Model Trainen: Start het trainingsproces met behulp van de geïmporteerde gegevens om de herkennings- en extractiecapaciteiten van het systeem te verbeteren.

   • Testclassificatie: Maakt het mogelijk om het model te testen om de prestaties bij het classificeren en extraheren van gegevens uit nieuwe of ongeziene documenten te evalueren.

3. Actieknoppen:

   • Veld Aanmaken: Voeg nieuwe gegevensvelden toe die het model moet herkennen en extraheren.

   • Acties: Deze dropdown kan opties bevatten zoals details bekijken, configuraties bewerken of trainingsgegevens verwijderen.

Best practices for continuous model training, such as training frequency, selecting sample documents, and monitoring model performance metrics.

Here are some best practices for continuous model training:

Perform regular training:

• Perform regular training cycles to ensure your model is up to date and adapts to changes in data and requirements.

• The frequency of training can vary depending on the type of data and training progress, but it is important to train regularly to maintain model performance.

Use updated sample documents:

• Use recent sample documents that are representative of the data your model will face.

• This may include adding new documents, removing outdated documents, or editing metadata to ensure the training data is current and relevant.

Select diverse samples:

• Make sure your training data covers a wide variety of scenarios and use cases to ensure the model is robust and versatile.

• Consider different variations in layouts, languages, formats, and content to ensure the model works well in different situations.

Monitor model performance:

• Regularly monitor the performance of the model using relevant metrics such as accuracy, precision, and recall.

• Analyze the results of classification tests and validation checks to identify weak points and spot opportunities for improvement.

Incorporate continuous feedback:

• Incorporate feedback from users and experts to continuously improve the model.

• Collect feedback on misclassifications or inadequate results and use this information to adjust and optimize the model.

Automate the training process:

• Automate the training process to increase efficiency and minimize human error.

• Use tools and scripts to automatically perform model training, evaluation, and updating when new data is available or changes are required.

By implementing these best practices for continuous model training, you can ensure that your model is constantly improving and achieving optimal performance to meet the needs of your use case.

Regular model training is critical to ensure that a document processing system continues to work effectively and accurately as document formats and content change.

Here are some key reasons for regular model training:

Adaptation to new formats:

• Documents are often created in different formats, be it PDF, Word, Excel, or others.

• New versions of these formats may have additional features or changes in formatting that the processing system may not recognize unless it is updated accordingly.

• By regularly training the model, the system can adapt to these new formats to ensure smooth processing.

Adaptation to changing content:

• The content of documents can change over time, be it due to updates to business processes, changes in policies, or new industry standards.

• Regular training allows the processing system to adapt to these changes and continue to deliver accurate results.

Optimizing accuracy:

• By training the model with new data, algorithms and models can be continuously improved to increase the accuracy of document processing.

• This is especially important in areas where precision and reliability are critical, such as processing financial documents or medical records.

Handling exceptions:

• Regular model training allows the system to better identify and handle exceptions and boundary conditions.

• This can help reduce errors and improve overall system performance.

Ensuring compliance:

• In industries with strict compliance requirements, it is important that the document processing system is always up to date to meet legal requirements.

• Regular training and updating of the model can help ensure the system complies with current standards.

Overall, regular model training is an essential component to the effectiveness and reliability of a document processing system. It allows the system to continuously adapt to changing requirements and deliver accurate results, which in turn improves efficiency and productivity.

Manage existing training data, including adding, editing, or removing records.

To effectively manage training data, you can take the following steps:

Adding new records:

• Collect new documents to serve as training data for your model.

• Make sure these documents are a representative sample of the different types of data the model is designed to process.

• Upload the new records to your training data repository.

Editing existing records:

• Regularly review your existing training data and update it as needed. This may include editing document metadata, adding additional labels, or removing erroneous or non-representative records.

Removing records:

• Identify outdated, inaccurate, or no longer relevant records and remove them from your training data set.

• Make sure you have a clear process for deciding which records to remove and document that process.

Training data versioning:

• Implement a version control system for your training data to track changes and keep a clear history of dataset changes. This allows you to restore older versions of the training data when needed and track changes.

Training data security:

• Ensure your training data is appropriately protected, especially if it contains sensitive or confidential information. Implement access controls to ensure only authorized users can access the training data, and encrypt the data during transfer and storage.

Documentation and tracking:

• Document all changes to your training data, including adding, editing, and removing datasets. This allows you to track the history of your training data and ensure you have current and relevant data for training your model.

By regularly managing and updating your training data, you can ensure that your model is trained with current and representative data and achieves optimal performance.

Provide solutions to typical problems that can arise during model training, such as data format errors, training model convergence issues, or unexpected model performance degradation.

Here are solutions to some typical problems that can arise during model training:

Data format errors:

• Make sure the training data is in the correct format and meets the model's requirements.

• Check the data for missing values, incorrect encodings, or unexpected structures.

• If necessary, convert the data to the correct format and perform preprocessing to ensure it is suitable for training.

Training model convergence issues:

• If the model is struggling to converge or show consistent improvements, check the hyperparameters and training configurations.

• Experiment with different learning rates, batch sizes, or optimization algorithms to facilitate convergence.

• If necessary, reduce the model complexity or increase the amount of training data to improve model performance.

Unexpected model performance degradation:

• If the model shows unexpectedly poor performance after training, check the training data for possible errors or inaccuracies.

• Analyze the error patterns and check if certain classes or features are classified poorly.

• Run further tests with new training data to ensure that the model is consistent and reliable.

Overfitting or underfitting:

• Monitor model performance for overfitting or underfitting, which can lead to poor generalization ability.

• Experiment with regularization techniques such as L2 regularization or dropout to reduce overfitting.

• Increase the amount of training data or data variation to avoid underfitting and improve model performance.

Lack of representativeness of training data:

• Make sure your training data covers a sufficient variety of scenarios and use cases to prepare the model for different situations.

• If necessary, supplement the training data with additional examples or synthetic data to improve coverage and increase model performance.

By identifying and fixing these issues specifically, you can improve the performance of your model and ensure that it works effectively and reliably to meet the needs of your use case.

Regex, short for "Regular Expressions", is an extremely powerful method for pattern recognition in texts. It allows you to search for specific strings or patterns within texts, offering a high level of flexibility and precision.

In terms of data extraction from structured text formats such as documents, Regex plays a crucial role for several reasons:

Precise pattern recognition:

• Regex allows you to define precise patterns for which text should be searched.

• This is particularly useful when the data to be extracted follows a specific format or structure.

Flexible adaptation:

• Since Regex offers a wide range of operators and constructs, complex patterns can be defined to extract data in different formats and variants.

• This allows for flexible adaptation to different document structures.

Efficient processing:

• Regex enables efficient processing of large amounts of text, since pattern searches are usually quick and even large text documents can be searched in an acceptable time.

Automation:

• Regex can be used in scripts and programs to automate the extraction process.

• This is especially useful when large volumes of documents need to be processed as extraction manually would be time-consuming and error-prone.

Validation and Cleansing:

• Apart from extracting data, Regex also allows validation and cleaning of texts.

• By defining patterns, unwanted strings can be identified and removed, resulting in cleaner and more consistent data.

Overall, using Regex provides an effective way to analyze structured text formats and extract data accurately and efficiently, which in turn is of great use for various applications such as data analysis, text processing, information extraction, and machine learning.

Best practices for regex in document processing.

When using regex for document processing, there are some best practices to keep in mind to create and maintain effective and maintainable patterns:

Keep patterns simple and readable:

• Complexity is often the enemy of maintainability.

• It is advisable to keep regex patterns as simple and clear as possible.

• Avoid overly complex expressions that are difficult to understand and use comments to explain how the pattern works.

Test patterns thoroughly before deployment:

• Before deploying regex patterns in a production environment, thorough testing is essential.

• Use test data that covers a wide range of possible scenarios and carefully review the results.

• Also be aware of edge cases and unexpected variations in the data.