Use the document journal and apply document templates

Now that you have some files imported, the document journal in Document Capture is your main location for preparing the documents before they can be processed further.

What are the functions of the different parts in the document journal?

There are two ways of navigating to the document journal:

• Click the Ready to Register action tile on the role center to open the document journal.
• Search for the Document Categories page, and select the number in the Documents to Register column. This is useful if your role center does not include the Ready to Register action tile.

The document journal consists of four main sections:

List of documents

Here you see all the documents that are imported and are ready to be validated.

The OK column shows when a document is ready to be registered so that you can process it further in Business Central.

Select different lines in this list to see the relevant main details in the other sections of the document journal page. To see the full details of a document, use the Document action and click Document Card. You can also click on the document number to open the Document Card.

Fields and values

The Document Header FastTab shows all the information that Document Capture has suggested for the selected document.

The OK column shows which of the fields and values are ready or not yet identified.

Fields are listed according to the document template applied. Document Capture then uses an existing vendor template if one is available, or automatically creates a template for use with this vendor, based on the master template for the relevant document category.

If multiple master templates are available, open the Home action menu and click Recognize Fields to select the most suitable template for the vendor.

• Templates for XML files can directly locate information encoded into the document format.
• Templates for PDF files rely on OCR detection of text and symbols, and patterns of relative locations among the different document elements.

Comments

Document Capture creates comments if there are missing values, important notes, or discrepancies in the selected document. Working with comments is covered in one of the following units in this learning module.

Document viewer

This file preview shows the imported file in a human-readable format. You expand and collapse this pane sideways by dragging the edge. You can also zoom in and out of the document, and navigate through documents with multiple pages.

For PDF files, annotations display where suggested values are recognized. Recognizing document contents is covered in the next unit of this learning module.