Last Page Identification

Last Page Identification is an identification method that enables you to define the last page of a document. Once you create a document class, the Last Page Identification stage will appear underneath it. By default, First Page Identification conditions are used to define the end of a document (when a page meets the First Page Identification conditions, it becomes the first page of the document and the page before it becomes the last page of the previous document). You can select When the Last Page Identification conditions are satisfied, to use Last Page Identification conditions and not First Page Identification conditions to define the last page of the document. You can also define a document to end after a certain number of pages under Last Page Identification.

How Last Page Identification Works

When Last Page Identification is configured, Quick Fields compares each page to the identification conditions defined within the processes there to see whether that page is the last page of the document in that document class. After the Last Page Identification conditions are met, the document is complete and the next page scanned becomes the first page of a new document. This process is repeated until all pages are scanned and identified.

When First Page Identification conditions are configured, every page scanned is compared to these conditions to define the first page of a document. When First and Last Page Identification conditions are configured, once the first page of a document is defined, the subsequent pages are no longer compared to the First Page Identification conditions. They are appended to the first page and then compared to the Last Page Identification conditions. Once a page meets the Last Page Identification conditions, the document is ended and the next page is compared to the First Page Identification conditions.

Other Options and Last Page Identification

When you configure options in other areas, they can affect the Last Page Identification stage. See How Documents are Identified for more information.

Note: Using multiple document classes also involves special considerations.

Last Page Identification Processes

Last Page Identification processes matches pages to specified criteria—identification conditions—for each document class to determine when a page is the last page of a document. Some processes can be used only for the purpose of identifying the last page of documents, although some of these can be configured in the Pre-Classification Processing stage as well as the Last Page Identification stage. When configuring these processes in the Last Page Identification stage, you will have the additional step of defining the identification condition. You can also assign image enhancements or other processes within Last Page Identification that do not contain identification conditions but help prepare the document for the Last Page Identification process: e.g., using Despeckle to get better results when using OmniPage Zone OCR to read a word from an image.

Note: The processes that appear in the Tasks Pane are determined by stage selected in the Session Configuration Pane; only processes that can be used in that stage will be shown.

Note: Processes and image enhancements used within the Last Page Identification stage will apply only within Last Page Identification. To store data from an image or permanently modify the image, use the process or enhancement in a different stage of processing.

Last Page Identification and Multiple Document Classes

If you have the Document Classification add-on installed, you will be able to configure multiple document classes within a single Quick Fields session. With multiple document classes, First Page and Last Page Identification conditions can work together. When First Page Identification conditions are configured, every page scanned is compared to these conditions to define the first page of a document. When First and Last Page Identification conditions are configured, once the first page of a document is defined, the subsequent pages are no longer compared to the First Page Identification conditions. They are appended to the first page and then compared to the Last Page Identification conditions. Once a page meets the Last Page Identification conditions, the document is ended and a new document begins. Using Last Page Identification conditions removes the need to compare all scanned pages to the different First Page Identification conditions for each document class.

Note: If you only have one document class, you can use Last Page Identification by itself. Once a page is defined as the last page of a document, the next page scanned is the first page of a new document.

Document Length

When you scan pages with a physical scanner, and in some cases when you "scan" from a file or repository, all the imaged pages are brought into Quick Fields in one big group. Quick Fields uses settings you specify to determine where each new document begins. There are four basic methods for determining which pages belong to each document class: the conditions set in the First Page Identification stage, the conditions set in the Last Page Identification stage, the document length configured in Quick Fields, or the end of the original document before it was scanned into Quick Fields (if using Universal Capture or Laserfiche Capture Engine).

Note: The pages of electronic documents will be kept together by default.

To change the Quick Fields document length settings

  1. Select the Last Page Identification stage under the desired document class.
  2. In the Tasks Pane, specify the desired settings under When is a document complete?.
    Last Page Identification

First Page Identification Conditions

By default, each time a page meets the First Page Identification conditions for a document class, Quick Fields creates a new document. All subsequent pages scanned that do not meet the First Page Identification conditions for any of the documents classes are appended to that first page. When another page does meet the First Page Identification conditions it becomes the first page of a new document.

To determine document length by First Page Identification conditions

  1. Select the Last Page Identification stage under the desired document class.
  2. In the Tasks Pane, Under When is a document complete?, select When the First Page Identification conditions are satisfied and a new document is created.

Note: First Page Identification conditions require special considerations when using multiple document classes.

Last Page Identification Conditions

For a document to be identified as belonging to a certain document class, it must meet specific First Page Identification conditions. Instead of creating a new document when the First Page Identification conditions are met, you can define the last page of a document using Last Page Identification conditions. The document will end when it meets these conditions and a new document will begin when a following page meets the First Page Identification conditions again.

To determine document length by Last Page Identification conditions

  1. Select the Last Page Identification stage under the desired document class.
  2. In the Tasks Pane, under When is a document complete?, select When the Last Page Identification conditions are satisfied.

Number of Pages

You can also configure Quick Fields to divide a group of pages into documents by assigning a maximum number of pages to each document.

To configure a Quick Fields document length by number of pages

  1. Select the Last Page Identification stage under the desired document class.
  2. In the Tasks Pane, under When is a document complete?, select Limit documents to __ pages.
  3. Specify the desired page count per document.

    Note: Last Page Identification conditions can be configured in conjunction with Limit documents to __ pages.

Keep Each Entry/File as a Separate Document

When you are using Laserfiche Capture Engine or Universal Capture scan sources, if you have Keep each entry/file as a separate document selected (which is the default for Laserfiche Capture Engine), the pages will be sorted into documents as they were in Laserfiche or your network drive.

Example: Lauren uses Laserfiche Capture Engine with Keep each entry as a separate document enabled to retrieve documents that are each 9 pages long. However, under Last Page Identification, she sets the number of pages per document to 3. Quick Fields will create documents 3 pages in length, overriding the existing documents in Laserfiche.

Example: Michael also uses Laserfiche Capture Engine with Keep each entry as a separate document enabled to retrieve documents that are each 9 pages long. Unlike Lauren, in Last Page Identification, he sets the number of pages per document to 10. Quick Fields retains the existing documents as they were in Laserfiche.

Note: For more information on the interactions between these options, see How Documents are Identified.

Configuring a Last Page Identification Process

Each process that can be used for Last Page Identification has its own set of properties. When configuring a Last Page Identification process, you will need to determine which properties a page must match to be identified as the last page of a document— these are the identification conditions. When a page meets these conditions, it will be defined as the last page of the document.

Note: Ensure When the Last Page Identification conditions are satisfied is selected under Last Page Identification in order to access the configurable processes.

Note: If the Last Page Identification process depends on the results of some other process, you will need to configure that process first.

Note: Last Page Identification conditions can be affected by other options you have configured (Quick Fields document length, and Keep each entry/file as separate document). For more information, see How Documents are Identified.

Example: Text Identification examines the text associated with a page. If text is not already associated with the pages you will scan, you will need to configure OCR or Text Extraction in Pre-Classification Processing or Page Processing to generate the text.

Example:Token Identification examines the tokens associated with a page. Configure processes that generate tokens in Pre-Classification Processing, First Page Identification, Page Processing, Last Page Identification, or Post-Processing to use their values in Token Identification.

To configure a process in Last Page Identification

  1. In the Session Configuration Pane, select the Last Page Identification stage under the name of the document class the documents will be assigned to.
    Last Page Identification
  2. In the Tasks Pane, select if you want the document to be defined as complete when the First Page Identification conditions are satisfied or when the Last Page Identification conditions are satisfied. You can also select when a certain number of pages have been assigned to a document. The following steps assume you select when the Last Page Identification conditions are satisfied.
    Select when a document is complete using first page or last page conditions
  3. Select the name of the process.
    Last Page ID Processes
  4. Configure the properties of the process. For more information, use the wizard and the help files for that process.
  5. When you encounter the Identification Condition property, follow the steps described in the Identification Conditions section of the help files.
  6. Optional: To test the configuration, select Test Processes or Test Current Process. For the best results, add a custom sample page before testing. Adjust and test until you are satisfied with the results.

Note: You will not be able to add, drag, or copy and paste processes to the Last Page Identification stage unless When the Last Page Identification conditions are satisfied is selected in the Tasks Pane. The stage itself will not expand for configuration without having this option selected.

Note: Last Page Identification tokens will not be available outside of the Last Page Identification stage.

Identification Conditions

In the Identification Condition dialog box, you can define the conditions that must be met for a First Page Identification, Last Page Identification, and Conditional process to succeed. The identification consists of a logic statement or series of statements that must describe a page for it to be identified as the first or last page of that document class.

Note: To use conditions from more than one process, use Token Identification as described in First Page Identification and Efficiency.

To create or modify an identification condition

Do some of the following until you have created a valid statement that suits your purpose:

  • In the sentence Identify the page if any of these conditions are true, you can select the word any to change it to all, or the word true to change it to false.
  • Next to the number 1, if you select the first phrase, you can choose a token available in that process, such as the token representing the information in a barcode or an OmniPage Zone OCR zone.
  • By selecting the second phrase, you can choose from a menu of phrases relevant to that process, such as "equals, does not equal, is greater than, starts with," and so on.
  • Depending on which process you are configuring, the last part of the statement may consist of a selection of values such as "equals, does not equal, is greater than, starts with," etc., or a blank where you can specify a value or add a token.

The examples below display zones in parentheses that have been renamed to reflect the information being extracted. Renaming zones can help you keep track of what information is being extracted from which zone. For example, renaming "Zone 1" to "Social Security Number" clearly indicates that the social security number is being extracted from that zone.

Example using Optical Mark Recognition

Quinn & Harte Legal Associates wants to process contracts according to whether or not they have been signed. They configure an OMR process to determine whether there is anything inside the signature box on the contract forms, and assign the documents to document classes accordingly. Identify the page if any of these conditions are true:
Identification Conditions

  • (Signature Box) is marked.

    Select Add condition to add another line to the identification condition.

Example using OmniPage Zone OCR

Caleb and Associates processes multi-page invoices and purchase orders daily. The pages of each invoice have the word "INVOICE" in the top left of every page and each page is numbered. Because "INVOICE" is at the top of every page of an invoice, it alone, cannot identify the first page of an invoice. It needs to be combined with another condition that looks for a page "1" on the bottom left of the page. If both conditions are met (has "INVOICE" at the top and has "1" at the bottom), it is the first page of a new invoice.Identify the page if all these conditions are true:
Identification Conditions

  • (Page Number) equals 1

  • (Invoice) equals to Invoice

  • Select Add group to add a subgroup of conditions. To create additional conditions or groups within the subgroup, right-click and select Add child condition or Add child group.

Example using OmniPage Zone OCR

Gray University developed a new application form for new applicants. Their old application forms are still in production, so they now have two forms. Both form types have the word "Application" at the top, but the page numbers have moved from the bottom left of the page to the bottom right of the page. Therefore, in order for a document to be considered the first page of an application, it must have the word "Application" at the top and a number "1" either in the bottom left or bottom right corner. Identify the page if all these conditions are true:
Identification Conditions

  • (Application) equals Application.

  • If any of these conditions are true:

    • (Page Number Left) equals 1

    • (Page Number Right) equals 1

You can also view and modify the format of the tokens used.

  • Select Show token format to display the format of the tokens instead of their names. Select Edit formatto open the Token Editor and edit the token format.
  • Select Show token type to display the type of token it is. To change the token type, click Change type.