There are many cases where you might want a user to visually validate data, documents, or both in a workflow process.  You may want users to visually validate pages for scan quality before OCR, to verify extracted data, or to set up a double-blind data entry process. No matter the reason, use one or more Validate Nodes in a Workflow whenever you need to confirm or modify a document or its data as part of the capture process.

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Validate node icon

Validate Nodes are used for:

• Validation Actions –  One or more custom actions can be taken in a validation step. These actions could require user input or be system driven. Using multi-action Validate Nodes and multiple Validate Nodes in a Workflow GlobalCapture covers even the most complex capture scenarios

• How Fields are Viewed  – Maximize efficiency and meet compliance goals by displaying only the Fields needed and in the order needed for each step in the validation process.

• GlobalForms – Open GlobalForms submissions for editing data, updating data, or completing additional parts of the form before continuing through the process.

• Increase Automation  – When a new document does not match existing extraction rules, enabling Rapid Adapt allows you to construct reusable templates on the fly. Automatically extracting data the next time the document is encountered.

Node properties

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Validate Node Settings

Title

The Title of your node should be brief but descriptive about what action is happening.

Titles are important when revisiting workflows in the future and when migrating workflows. The title of the node will be displayed when resolving conflicts during imports.

Description

The Description of your node should provide notes about this node. This could include information about intended use, types of documents being validated, who is intended to be secured to the node, etc.

Descriptions can be very useful when revisiting workflows in the future.

RapidAdapt

When enabled, you can assign a Template Group for the Rapid Adapt Templates that users might create at the validate step.  When using RapidAdapt, always specify a Template Group to ensure the user generated Templates in a process don't mix in with Templates from other processes.  It will be much easier to manage your GlobalCapture templates in this way. 

Data Validation

When enabled, Data Validation requires the data entered into a process field match the field requirements when resubmitted. This setting only applies to GlobalForms.  When it is unchecked, data provided by GlobalForms is allowed to be invalid for it's fields. It is always recommended you be sure the data provided conforms to the rules of any target fields to prevent errors downstream in the process.  For more information, see the Data Validation page.

Security Tab

Set specific permissions for each Validation Action on a per user/group basis. You can set GlobalCapture Workflow permissions from two places: the Manage Portals interface and individual Validate Nodes. Use the Portals permissions to allow administrative-level permissions for each Portal, including access to Workflows within the Portal. Use the much more granular Validate Node security settings for user permissions for just the one step in the Workflow process. For each validation step, you can assign a combination of Read, Write, and Modify permissions for users.

Validate Node Security Tab

Use Plus () to add users. This displays a list of users and groups from which to select.

Use Remove () to remove users from the Security Tab.

Under the User Permissions column, we can define whether the user or groups has Read, Write, or Modify permissions to documents in this validation node.

• Read Permissions allow for the user/group to be able to view a document in the Validation Station.

• Write Permissions allows for the user/group to be able to enter or edit index field data for a document in the Validation Station.

• Modify Permissions is for users that have Read permissions and allows for document-level actions to be taken, such as adding or removing pages.

User Security Settings

The User Security Settings appears when you add a user/group.

Click Standard User and select one or more users from the Available Users & Groups list, and then click Add. Use the scrollbar and the filter search box to find specific users or groups

Click User Notation and enter a single brace ( { ), then choose from the list of available Notations. Click Add.
At run time the S9 Notation property can be evaluated to apply specific permissions on an individual process basis. When a Workflow process enters the Validate Node, the S9 Notation value is translated. If values change while the process is still in the Validate Node, however, it will not affect the security already set by the S9 Notation. S9 Notations support users, Square 9 Users and groups of users, in that order. This means that it is possible for a group and a user to both be secured with one User Notations setting, if they have the same name.

Once users or groups have been assigned to the Secured Users & Groups list, choose the document permissions for the Batch Manager and Validation Station. If you select more than one user or group and they have conflicting permissions, it is indicated by a dash. Resolve the conflicted settings and then save the configuration.

GlobalForms Permissions

Actions Tab

You can set multiple different types of Validation Actions for the Node on the Actions tab. The Actions taken will affect which step the document proceeds to in the process. User Actions require manual responses in the Validation Station. System Actions are triggered by timers, OCR results, or resubmitted web forms. You can also create Actions that are a combination of both User and System Actions, where a user triggers a System Action manually.

Validate Node Actions Tab

Use Plus () to add an action. This brings up the Actions Settings Menu where additional settings can be configured.

Use Remove () to remove validation actions from the Actions Tab.

Use Edit () to modify existing validate actions.

Actions Settings

When a new action is created or an existing action is edited, the Action Setting popup appears.

The Title is the name of the action. This is what will appear when you connection the action to other nodes in GlobalCapture and what will appear in the list of actions available to the user in validation. Make sure you title is clear and concise.

Validation Users is the list of users/groups that can be secured to this action. Only users/groups secured to the action will have the action available in validation.

Secured Users and Groups is the list of users and groups that can take this action when in Validation.

System Actions

A System Action is an event that is triggered by either an elapsed amount of time, a form being resubmitted, or data and confidence level validation that is handled automatically by the OCR Engine. The Timer, Automatic Approval, and GlobalForms Resubmission System Actions types can be used only once per Node. Multiple system actions can be applied to a single action.

Set Automatic Approval - Use Automatic Approval to move the document along this action path if the data passes the set validation parameters. When enabled, contextual settings appear below the checkbox. One or both of the additional settings that appear can be enabled to further control the approval process.

• OCR Confidence Validation - Set the OCR confidence slider. If all extracted data has a confidence level above set amount, the document will automatically follow this path.

• Data Validation - Data Validation requires the data entered into a process field match the field requirements.

Set GlobalForms Resubmission - If a Workflow is importing forms from GlobalForms, when you enable GlobalForms Resubmission users can select them in the Batch Manager and then click GlobalForms Validation to launch the submission for editing. After users resubmit the forms and returns to GlobalCapture, the resubmissions will automatically move along the Workflow process.

Template Validation - Allows for the retention of details from the document being processed. This can be used by administrators when modifying templates to understand how changes will impact extraction.

Fields Tab

Select Actions

Use Cases

Configure a validate node to require user-based workflow decisions

The Validate node has been configured to send documents to different archives based off of what type of document it is. This process will require users to access the Batch Portal and manually send these documents through the remainder of the workflow by choosing one of the following actions available to them.

Configure a Validate node with RapidAdapt enabled

In this example, we'll focus on configuring the Validate node for Rapid Adapt. When a document is unclassified, you can route it to a Validation node with Rapid Adapt enabled. The user can then create a template to extract data from this document. The template is added to the Travel Requests templete group, and then can be sent back to Classification to have the new template applied.