Inbox
Documents which have been successfully uploaded, automatically move to the inbox.
You can think of the inbox as your to-do list. All the items in the inbox are items that need to be reviewed by you or your team. You can also see which documents have already been reviewed and submitted. This means documents in the inbox can have different statuses throughout their 'lifecycle'.
Document Status
To review:
Once a document has been processed and predictions have been made by the machine, a human operator is asked to review and complete the predictions. This is a really important step in the Machine Learning journey of the product. The more precise you review the document (and make corrections where needed), the better the machine will learn where it can find the right information in the documents it needs to process. You can review a document by clicking on the document in the inbox or by clicking on 'review' in the menu.
Locked:
We want to avoid multiple users reviewing/editing the same document at the same time. Therefore, while in review, a user's document is being locked for that user only. The next document in line is also locked and loaded in the background for this same user. This way, 2 people should never be able to edit a document simultaneously.
If the user hasn't been active for at least 1 hour the lock will expire once this document comes up in the automatic workflow of another user.
For example: Both User1 and User2 are reviewing documents in the Data Entry Companion. User1 has the afternoon off and leaves at 1pm. User2 is still annotating documents at 2:30pm. The lock on User1's document will be automatically released when it comes up in the automatic queue of documents for User2.
Escalated:
When a user is reviewing a document and stumbles upon a problem he/she can't solve, they can escalate the document. By escalating the document, the user is requesting the support from his/her supervisor to provide a solution/guidance for the problem.
Rejected:
Sometimes it can happen that our solution didn't recognise all the data it needs to extract from your documents. When this happens and a user would need to add all the fields manually, the user can reject the document. This means that this document will no longer go through the Contract.fit solution. It will no longer come up for a second review by another user, for example.
Done:
When the document has gone through the whole workflow of being processed and reviewed and accepted by a human person, it will get the status 'done'. The document can also get this status when the machine was certain enough of its predictions and the settings of your inbox allow for Straight Through Processing (STP).
Inbox actions
In the inbox environment you can also execute different actions on a (set of) document(s). These actions will be applied to the document(s) for which the checkbox (on the right in the inbox view) is checked.
Note that your administrator will be able to configure which actions are available to which roles, so if you are missing some of the actions below, please contact your administrator.
Download: This will download the structured information for the document in the format that is defined in the Settings. You can also specify if you want to combine the output of different documents in one file or if you prefer to receive one file for each selected document (in a .zip file). (More information on the download function below)
Lock selected: When you want to lock a specific document in the inbox
Release lock: When you want to unlock a document. Keep in mind you can only unlock someone else's document after that person has been inactive for over an hour.
Escalate selected: When you want to escalate a specific document in the inbox
De-escalate: When you escalated a document by accident, and you wish to revoke it.
Reject: When you want to reject a specific document in the inbox
Reprocess: This reprocess button allows for the selected document in the inbox to be reprocessed with the latest and greatest models. It is as if you are just updating the predictions!
Move: When you want to move a specific document into another inbox of your choice
Delete full: With this, you will delete the complete document from our system. This functionality behaves as if this document was never uploaded. Our solution won't remember any annotated data, nor will it remember any of the statistics.
Downloading the result
If you want to download the result of reviewing one or more files, you can select the appropriate action on a number of documents. You'll be able to download the structured information in excel, json, txt or in the original file type.
Scope: When you select the whole inbox as opposed to a few files, you will only be able to download the excel due to the large volume of the request.
Excel options: You have the option to add the confidence levels of the predictions, add the entire text extracted from the document, and enabling Key-Value. You can also define the separator value, which is by default a semi-colon (;).