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Automatically identify duplicate documents during processing

Up to four document fields can be used to identify duplicate documents in Interpret based on the current corresponding information in the database for previously processed documents. Documents identified this way are then placed in the Duplicates folder in the Inbox in Verify. This is configured in two steps:

  • Define which fields are used to identify duplicate documents
  • Create a folder for duplicate documents in the Inbox
Note This does not apply to XML documents

Define which fields are used to identify duplicate documents

Notes:

  1. Using Manager, clickSettings > Inbox configuration and then click Configure duplicate documents.
  2. In the Configure fields for duplicate invoices dialog, define up to four fields using AND or OR modifiers to identify the documents. Note that field priority is from top to bottom in the dialog, and if None is specified for a field, both that field and any subsequent fields specified in the dialog will not be considered when looking to identify duplicate documents.
  3. Click OK to save the changes.
Notes:
  • When process log data is removed from the database using a maintenance plan or by clearing the database, there will not be any document data to compare to using this functionality until additional documents have been processed.
  • You can limit the fields that are available for selection in the dropdown lists by only listing desired fields in the [DuplicateIdentifier] section of Eiglobal.ini (see INI file help for more information).

Create a folder for duplicate documents in the Inbox

To display documents, identified as duplicates, for users in the inbox in a specific folder, complete the following steps:

  1. As part of the process to create or edit the inbox, in the Inbox configuration dialog, click Edit folders .
  2. In the Edit inbox folders dialog, click to create a root node called Duplicates in the selection hierarchy.
  3. Depending on what is best for your situation, you can click once to create one child node for all duplicate documents, or you can use it multiple times to create a child node for each document profile, for example.
  4. Click the child node to select it, and then click Apply selection criteria to this folder/group on the right on the screen to display the criteria that can be specified for the folder. If more than one child node has been created, this and the following steps will need to be done for each one.
  5. On the Document profiles tab, click the document profile(s) for which you want duplicate documents to be placed in the child node.
  6. On the Statuses tab, click Duplicate to select it, and remove the selection of any other statuses, if any.
  7. Optional: additional criteria can be specified if you want any of these child nodes to apply to duplicate documents for specific receivers, queues, or user-defined variables. However, note that all specified criteria must be met for the documents to be put in the corresponding inbox folder.
  8. Click OK.
  9. If you only want specific users to see these folders, you can create user authorization roles for that purpose and then associate the appropriate users with the role. Note that if a user you select is restricted from seeing a document profile that is selected for the role, they will not see duplicate documents for that document profile in the folder in Verify during processing.
  10. When finished, click OK to save the changes.

How it works

When the identification of duplicate documents is configured according to the above, Kofax ReadSoft Entrance checks for the specified fields in Interpret and compares them to the duplicate-invoice information found in the database. If potential documents with matching fields are found, they are given Duplicate status, and they are put in the corresponding Duplicates folder in the inbox in Verify depending on how it was configured.

Only those documents, for which all fields receive Complete status, are considered as potential duplicate documents. In addition, if any field on a document has more than one proposed value, that document is not considered as a potential duplicate document even if the field receives Complete status.

If field values are modified in Verify for a document that was previously used to identify duplicate documents, the updated values are used to identify subsequent duplicate documents in Interpret. However, if a document was identified as a duplicate document using the original values, it retains Duplicate status without considering the updated values.