Document Templates

Context

This page can be found in the menu “Configuration” \ “Template Management” \ “Templates”

Open Bee™ Scan Capture has two very important concepts: Document types and document templates.

A document type can contain multiple templates. Ex. Type “Purchase Invoice” can contain the templates “Overhead Invoice” and “Operating Invoice”

The indexes to be searched on a document are set to the types of that document, the templates are used to handle exceptions related to certain types

Example:

  • Index to disabled completely for a “Overhead Invoice”
  • Disables ledger entries for a particular model
  • Define how customizations are defined per template

Operation

To determine which model to use when interpreting a document, Open Bee™ Scan Capture relies on the keywords that have been defined for it, so they play a key role in recognizing your pattern.

For more details on keywords, we invite you to consult this page (see Explanation/Use of keywords).

This page is strongly linked to the Explaining/Using Templates page.

For more information on document templates, please visit this page.

Availability

This is because the templates are available on two parts of the app:

  • Videocoding as explained in the page linked above
  • the current page named “Templates”.

In both cases, the interfaces are identical and the use is the same. The difference is that when videocoding , your template will be Edited/Created at the selected folder level, while for the template management page, you will have the choice of the level where to create/Edit it.

Specificity of the “Templates” page

In template management, you can choose at which level to create/edit your template via the “Folder” list

There are several choices available to you:

  • All folders: Your modification or creation will impact all folders contained in the application
  • A particular folder: Creating or modifying a template will only impact the selected folder.

Once you have chosen your folder, you must select the type of document for which you want to add a template via the “Document Type” list

Attention: In order for a document type to be visible in this list, it must be active for the selected folder. To enable a document type on a folder, please see the Folder Configuration page.

Adding a template

To add a template, simply click on the button provided

Deleting a template

To delete a template:

  • Right-click on the name of it
  • Then select the “Delete” action

Selecting a Default Template

Open Bee™ Scan Capture tries to determine when interpreting a document, once the document type has been found, which template to use for it. If no template is found using the keyword, the default template will be chosenIcon

This feature is available only if you have chosen “All Folders” from the Folder list

To select a default template, simply:

  • Move your mouse to the right end of your model’s row
  • An empty star appears
  • Click on it
  • A solid star appears , which means that your template is set as the default template