Finding the Document Source and Template
For all incoming documents, Continia Document Capture attempts to identify a source (such as a vendor) and a template, which will then be linked to each individual document. As Document Capture is a generic solution, it can basically link incoming documents to any record in Microsoft Dynamics 365 Business Central. However, instead of explaining the above process in general terms, this article will use purchase documents and vendors as an illustrative basis, as this is generally easier to relate to.
You can set up Document Capture to link documents to both a vendor and a template, or to link it only to a vendor. If you only link a document to a vendor and not to a template, you won’t be able to capture the fields of the document, as field recognition is tied to a template. This is of course perfectly fine if you simply want to link the document to a vendor and don’t need to process any of the data in the document or if, for example, you want to link a shipment confirmation document to a sales shipment record as proof of delivery. However, for something like purchase invoices and credit memos, you must also assign a template that defines which fields and what information should be extracted and processed in the document.
Whenever you import a purchase document, Document Capture searches for the vendor in the three steps outlined below:
|Identification templates||Document categories such as the one for purchase documents contain an identification template that searches for the VAT registration numbers of incoming documents. If Document Capture identifies a VAT registration number for a document, it searches through the vendor table for a vendor with a corresponding VAT registration number and, if successful, then applies the identified vendor and its associated default template to the document. You can adjust certain parts of the identification templates, such as what captions to search for in order to identify a VAT registration number. To learn more, see Understanding Identification Templates.|
|Identification fields||For each document category, you can specify which fields in the source table (that is, the vendor table for purchase documents) you want to search for in a document in order to find the correct vendor. For example, the default Document Capture configuration sets up the document category for purchase documents to search for vendor name, address, phone number, and a number of other specific fields. When you run field recognition on a document, Document Capture will search the document for these fields and apply the identified vendor and its associated default template to the document. To learn more about setting up identification fields, see Working with Document Categories.|
|Search texts||For each vendor template, you can use search texts to let Document Capture know that it should assign that specific template and its associated vendor to any document in which the specified search text appears. Normally, you use search texts if Document Capture can’t find a vendor, or if it identifies an incorrect vendor using the identification template or the identification fields search option. As an example, you could tell Document Capture to assign a specific vendor and template whenever it finds a certain bank account number or phone number in a purchase invoice.|
It’s important to pay special attention to what words you use as search texts, as they could result in an incorrect vendor match if they’re not unique to a specific vendor. For example, if you’ve used the search text Freight for the vendor DHL, Document Capture may also identify this word in documents from other vendors than DHL, such as UPS. This means that the same template will be used for two different vendors, which is undesirable. To solve this issue, make sure you add search texts that are unique to one specific vendor, such as a bank account number or a phone number.
Each of the steps above are carried out by Document Capture in the order shown below. It’s important to note that if one of the steps succeeds in finding a vendor and a template, any subsequent steps will be skipped:
- Search texts
- Identification templates
- Identification fields
Search texts are optional and not necessarily part of the identification process, but they’re an important and very useful feature when Document Capture fails to identify the correct vendor and template for a document using the other methods. In such cases, you can always use search texts to override any vendor identified using either identification templates or identification fields.
You can set up search texts either directly in the vendor template or from the document journal. Normally, you’ll do it in the document journal when processing documents, as this is typically where you find out that Document Capture hasn’t identified the correct vendor for a document.
To set up search texts for a template from the document journal, follow these steps:
- Choose the icon, enter Document Categories, and then choose the related link.
- Select the code of the relevant document category – for example, PURCHASE – to open the document journal.
- In the document list, select the document whose template you want to add search texts to. Select the document line – not the number in the No. column, as this will open the document card.
- Select the Search Text field for the chosen document line. Note that in order to view the Search Text column, you may have to move right in the document list using the scroll box (depending on your screen size).
- For PDF documents, you can either a) manually enter any free-text keyword(s) that you want to use as search text, or b) use existing text from the document image by left-clicking and holding the button to draw a blue box around the relevant text in the image (as when capturing template field values).
- For XML documents, you must enter a free-text keyword manually, as capturing image text isn't an option.
- If you want to add more than one search text, select the three dots on the right of the Search Text field to open the Template Search Texts page.
- Select a new line, and enter the new text in the Search Text column. Repeat this process for every additional text you want to add, and select Close when you're done.
Some organizations set up their own company branches as vendors in Business Central, for various reasons. This may cause Document Capture to assign those vendors to many of the incoming purchase documents, as the branch name, address, VAT number, etc., appear in those documents as the recipient of the purchase documents – but not as the sender/vendor. If you’re not using such vendors for receiving purchase invoices, you can exclude them completely from identification within a document category. To learn more, see Working with Document Categories.