How can I ensure that a contact is always properly recognized?

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

In a domain, document recognition rules can be created based on OCR data found in a document. OCR stands for Optical Character Recognition.

Based on this recognized data, the document type and relationship of a document is determined, among other things. 

Only a user with the 'Back office' role in a domain can create local OCR match rules.

To create an OCR match rule go through the following steps:

• On the right side of a document's input screen, click on OCR details, Yuki will now show the OCR text found in the document.
  
  
  
• Find a unique line of text for the contact and copy the entire line of found text.

  
  

  A unique text line for the contact is of course also the CoC number and/or VAT number.
  
  

• Close the OCR text screen

• Now click on OCR match rules on the right side of your screen.
  
  In the now-opened screen, create the actual OCR match rule for the document in question.
  
  
  

• Click on the New button
  
  
  

• You now paste the copied text under Criteria into the first OCR data field OCR data 1 (or CoC number and/or VAT number etc.)

• Then under Result, specify the type of document and the contact to which it should be linked.
  
  
  

• Click on the Save button.
  
  

If the OCR data found by Yuki in the document matches the OCR data entered in the OCR match rule, the selected result will be applied in the document. The document type will be changed and the document will be linked to the entered contact.

The default values of the contact (for document type 'Purchase invoice' or 'Sales invoice') will also be filled in automatically.

TIP!

The remaining fields are applied as AND-AND criteria. Entering multiple criteria will therefore reduce the result from the OCR match  rule but increase the chance of always correct recognition.