Create local OCR match rule

Disclaimer

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

In order to further improve the automatic processing rate of documents (based on IDR and if activated Maximum recognition) in Yuki, document match rules that are based on OCR that has been found in a document can be created in a domain. OCR stands for Optical Character Recognition (Extract text from an image). 

For a detailed description of the IDR, see article Automatic Document Recognition (IDR). 

For a detailed description of Maximum recognition, see article Activate Maximum recognition.

Based on this recognised data the document type and the contact of the document amongst other things are determined. 

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

A local OCR match rule can be created from two different places in Yuki:

• Move your mouse above the Archive icon in the navigation bar, click on OCR match rules and then click on the + New record button in the screen now opened
• In the entry screen of a document in Yuki you will find the OCR details and the OCR match rules in the fixed section.
  
  

Create local OCR match rule

Follow the steps below in order to create a local OCR match rule:

• Click on OCR details at the right side of the entry screen of a document. Yuki now shows the OCR text that is found in the document.
  
  
  
• Search for an unique text line and then copy this text in full
• Close the OCR text screen
• Now click on OCR match rules
  
  In the now-opened screen you have to create the actual OCR match rule for the relevant document.
  
  
  
• Click on the New button. The following screen is opened:
  
  
  
• You now paste the copied text in the first OCR data field OCR data 1 below Criteria.
• Then you specify the document type and which contact should be linked below Result.
  
  
  
• Click on the Save button.

TIP!

Click on the Edit or the Delete button in an opened match rule in order to change or delete the existing match rule. 

When the OCR data that has been found in a document by Yuki corresponds with the data that has been entered in the OCR match rule then the chosen result will be applied in the document. The document type will be applied and the document will be linked to the contact that has been entered.

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

OCR match rule criteria

The other fields will be applied as AND-AND criteria. Entering more criteria wil thus reduce the result of the OCR match rule.

• OCR data 1/2/3: criteria can be entered in the OCR data fields by which it is determined whether or not the match rule can be applied to the document. Use the complete line of the found data in the OCR details. Thus don't omit data that is found in the complete line.
• CoC number: in this field it is possible to enter a CoC number as criteria.
• VAT number: in this field it is possible to enter a VAT number as criteria.
• Website: in this field it is possible to enter a website as criteria.
• IBAN: in this field it is possible to enter an IBAN as criteria.
• Priority: by setting the priority it is possible to give certain match rules priority over other match rules, for example when multiple match rules are used that partially share the same data criteria.

OCR match rule result

• Document type: one of the six document types has to be selected as result of the match rule. The available document types are:
  • Purchase invoice
  • Sales invoice
  • Bank statement
  • Pay slip
  • Payroll tax assessment 
  • Expense claim. 
• Contact: when a contact is selected here then the document will be linked to the entered contact.
• Project: by selecting a project here the document will be assigned automatically to the relevant project.