Model Forms

Use the Form Recognition Models [S4246] screen to add, edit, copy, or delete form labelling models.

Click the image to enlarge

To add model forms:

  1. Navigate to the Form Recognition Models [S4246] screen.

  2. Select the Type: Vendor, Client, or Internal.

  3. Select the entity.

  4. Select the Document Type.

  5. On the screen task bar, click Add.

  6. Enter the desired information.

  7. Click OK.

  8. Click on the Document Keys frame.

  9. On the screen task bar, click Add.

    Document keys are static values that OnRamp uses when scanning received documents to differentiate which entity and what type of document was received. To ensure your documents are processed correctly, it is recommended that you add 3 or more keys per form model.

    Once OnRamp scans a received document it checks the database to see what form models contain those specific, static, values.

    When it finds a match, it will assign the static value a target match score.

    OnRamp then searches the entered form models. After comparing form models to find the highest match score, OnRamp creates the database record for the matched entity and document type. It then adds a copy of the PDF to the database record.

    For example: 

    You have a vendor, ABC, that is sending you PDF files containing their packing slips and invoices. To ensure these are processed correctly with Form Recognition, you must set up the following Document Keys:

    On the Packing Slip form model type:

    Description Key
    Tax_Number 123456789HTE
    Phone_Number 555-999-8866
    Packing_Slip Packing Slip

    On the Invoices form model type:

    Description Key
    Tax_Number 123456789HTE
    Phone_Number 555-999-8866
    Invoice Invoice

    In the above example, when receiving a new PDF file, OnRamp determines the entity by the tax and phone numbers, in this case vendor ABC.

    Since both values point to the same entity, OnRamp searches for the next key and creates a record of that type for the vendor with a copy of the PDF file added.

    • If OnRamp finds 'Invoice' it creates a voucher invoice for the vendor.

    • If OnRamp finds 'Packing Slip', it creates a packing slip.

    As you can see above, certain keys must be unique for each form model. If a model contains the word invoice, but the packing slip also mentions invoice, then this form will generate an error and, as such, will not be processed correctly.

  10. Enter a description and a key value.

  11. Click OK.

  12. Repeat steps 9 - 11 to add more keys.

  13. With the keys added, select the entity type, the entity, the form type, and click Upload Modeling Documents. This will launch Windows Explorer.
  14. On Windows Explorer, navigate to the location where the PDF files for this entity are stored, and select 3 - 10 files.
  15. Click Open.

Result

You have added a new form labelling model. Navigate to the Form Labelling Tool to label the fields on the uploaded forms.

Notes

  • To action a previously created item, select the item and click the desired mode: Edit, Copy, or Delete.

  • Once a new model is added, click the Test All Document Keys button to test the documents and confirm that the document records will be created for the correct entity.
  • Use the Status column to review what documents have been tested.

  • Trained Model ID values are generated in the Form Labelling Tool and must then be copied and pasted for the respective form model.

  • While it is not required, to reference the form you created on the respective the model, use the File Picker app under the Filename field.

  • The Regenerate Cloud Project File button deletes the project access file and recreates it with the valid security key that is set on Business Info [S1824]. The work performed on the project is untouched. This process is useful if the project was assigned an old or incorrect security key and you need to restore edit access to the project.

  • Use the Model Fields tab to define expected field formats, such as:

    • If the field is alphanumeric, numeric, or a date. For example: INV-001 would be an alphanumeric invoice number, currency is always a numeric field, etc.

    • The date format. For example, YY/MM/DD instead of MM/DD/YYYY

    • Special characters in that field. For example, recognizing the - from the invoice number to make it recorded in OnRamp as INV-001 instead of INV001.

  • Use the Model Tables tab to add the first column of a table of data to import. With this added, OnRamp will review the model fields and add the correct information to the document record.