Batch submission

In order for SS&C | Blue Prism® Document Automation to digitize your data, you need to create digital copies of your filled-in paper forms. You can convert paper forms to image files by scanning the forms, and then uploading the files to your computer or to a cloud-based storage system.

Best practices for batch files

  • Image file size – The Document Automation model was primarily trained on shreds drawn on template sheets at a resolution of 150 pixels per inch (PPI). To ensure optimal processing time and high quality results, it is recommended to use images of 8.5 x 11 inches with a resolution of 150 pixels/dots per inch for most forms.

    If the form size is smaller or larger than the recommended size, processing time may increase and data quality results may be lower than average.

  • Image file format – It is recommended to use a scanner to generate images if possible. Files should be saved in PNG, GIF, JPG, or PDF format.

  • Image file name – You should provide specific file names that would relevant for downstream processes as the file name is used as row headers in the downloadable results. Each form image does not have to be saved as a separate file.

Submitting batches

Files can be uploaded into the Document Automation interface through various mechanisms. A batch is a set of files that have been uploaded into the Document Automation system.

Files can be added to or removed from a batch through the user interface, or through an automated intake process. Users with large amounts of files (over 500mb), or an automated workflow, should use the API or coordinate with Document Automation to utilize an S3 integration. Smaller amount of files can be added directly through the interface.

  1. On the Inbox tab, drag and drop files intended for digitization into the inbox, or select Click to browse to navigate to the files on your computer.

    A modal for the batch appears.

  2. Enter a name for the batch, and click OK. For information on best practices on naming batch file names, see Best practices for batch files.

  3. When all the documents have finished uploading, you have the option: 

    • To add more forms, click Add.

    • To complete the batch, click Finish.

  4. To submit your batch, click Process this Batch. You can either choose an active template to sort against, or you can select Pick the right template automatically.

View batch data

Once the batch has been digitized, the data can be accessed using two methods:

  • Review Interface – If the account is configured to utilize the REVIEW interface, each file will stop at the REVIEW interface upon digitization. The data for each field on the form can be reviewed next to the file image. Users can edit data and approve case completion, which enables the data to be exported.

  • Data Hub – The data can be viewed retroactively in the Data Hub feature. This feature shows the digitized data by field and can be used as reference after a case is accepted in REVIEW. No edits or field modifications should be made in this dashboard.

You can view your digitized image alongside the digitized data in the REVIEW interface. Fields that are flagged in review are low confidence by default. You can also build in validation rules, such as to flag particular fields if they do not meet the validation criteria. You can set an account threshold to determine which fields need to be reviewed.

It is recommended to view the results file by file. All fields that are flagged with low confidence are highlighted in yellow. The images in green are fields that pass with high confidence. Each organization can determine which fields they want to flag for additional review in this interface.

Once the values for the file have been accepted, the data from file is ready to be exported and sent to the customer.

Export batch data

  1. On the data tab, click Data Hub.

  2. In the drop-down menu next to View Data, click Export to CSV to download your results.

Understanding your data output

Document Automation’s READ extracts semantic transcription of your data. Unless the fields have been set up with transformations by the SS&C | Blue Prism Professional Services Team, all returned data will be in lowercase lettering.

It is encouraged to follow the best practice of using the medium text data type to capture the most potential data outputs. Using this best practice, READ will always return a value for a defined field unless it is blank. Blank shreds will be returned as --blank-- in the output. For more information about the various constraints of each data type, see Best practices for choosing a data type.