Efficient document management is crucial for smooth workflow operations. The Document Auto Splitting feature enhances your document processing by automating the splitting of documents based on specified criteria. This support document provides an overview of the Document Auto Splitting feature and its various options to tailor your document management experience.
Understanding the Need for Document Splitting
Focus on Relevant Information:
In documents that contain diverse sections, you often need to focus on specific information without navigating through the entire content. Document splitting allows you to access and work with only the relevant sections, enhancing efficiency and eliminating the need to sift through extraneous data.
Segmenting Different Document Types:
Multi-topic documents or mixed-content files can be split to categorise different types of data. For example, a comprehensive document might contain sections on Identity Card, Pay Stub and Bank Statement. Splitting such documents enables you to access the specific document type and process them separately.
Segmenting Same Document Types:
Uni-topic documents or files with single document type but multiple documents can be split into different files. For example, a document might contain 50 invoices. Splitting such documents enables you to access all the files and process them separately.
Options Available to Split a Document
With the Fixed Number option, you can split documents evenly after a specific number of pages. Additionally, documents can be split based on a certain pattern match. This dynamic splitting feature adapts to the nature of previous document splits, ensuring a balanced distribution of content and optimising document processing.
The Text Pattern feature enables automatic document splitting when a predefined text pattern is detected. This is particularly useful when documents follow a consistent structure or contain headers that signal distinct sections. When the specified pattern is identified, the document is automatically split into segments for easier management and data extraction.
Document Auto Splitting also supports splitting documents using QR codes. When documents include QR codes that signify specific sections or chapters, this feature can automatically split the document based on the QR code. This ensures that each segment of the document is precisely organised and easy to manage.
The Custom API option offers a more advanced level of automation. Documents can be split based on custom code defined in the API response from a provided link. This feature integrates external data sources to trigger document splitting according to specific criteria, facilitating seamless integration with your existing systems.
Additionally you can Create Folder on Split
The "Create Folder on Split" feature enhances document organisation by automatically creating folders for split documents. When enabled, each split segment is placed inside a folder named after the original filename. This practice ensures clear segregation and easy retrieval of split documents, contributing to efficient document management.
Benefits of Document Auto Splitting
- Time Efficiency: Automating the splitting process saves time by eliminating manual intervention.
- Accuracy: Automated splitting ensures consistency and reduces the risk of human errors.
- Data Extraction: Splitting based on patterns and codes enhances data extraction accuracy.
Streamlining your document processing workflow by segmenting files with multiple documents of the same document type is essential. Follow these steps to configure auto splitting for such files:
Step 1. Log in to your Docsumo account.
Step 2. Navigate to the Document Type Settings.
- From the document type page, locate the document type for which you want to set up auto split and navigate to the document type settings.
Step 3: Find the "Document Auto Splitting"
- Under the pre-processing section, find the "Document Auto Splitting" option.
Step 4. Choose the appropriate splitting option
- Choose from the available options (Fixed Number, Text Pattern, QR Code, Custom API).
- Configure the settings or criteria according to your chosen splitting method.
- If desired, enable the "Create Folder on Split" option for better organization.
To split a single document into various categories and process them separately in designated document types, use the following steps:
This approach requires Auto Classification to be enabled. Without this feature, you won't be able to ingest the split document into the desired document type.
Follow the same steps mentioned in the previous section ("Setting Up Auto Split for Files with Multiple Documents of the Same Type") for configuring Auto Splitting.
Here's the One Difference: You need to set up Auto Splitting on the Auto Classify Document type. This is crucial to ensure that the split documents are classified and processed accurately in their designated document types.
By effectively setting up Auto Splitting for files with multiple documents, you enhance the accuracy, efficiency, and organisation of your document processing workflow. Whether the documents are of the same type or different types, Auto Splitting offers a systematic approach to managing complex document structures, optimising your workflow, and ensuring accurate data extraction.
Updated 6 months ago