What is Symphony OCR?

Symphony OCR is part of Symphony Suite, The Complete Imaging Solution.   Symphony OCR is a back-end OCR engine. It will locate all image-only PDF and TIF files in your document management system and convert them to fully text searchable PDFs by adding an invisible layer of text over the image. Symphony OCR typically runs on a back-end PC or server (for Worldox sites, this is typically the Indexer PC).

Tip: Turn OCR off at your scanners and see significant (2 to 5x) improvement in scanning speeds. In fact, Adobe Acrobat turns OCR on by default, and we strongly recommend turning it off. Let Symphony OCR take care of the OCR in the background.

The Symphony OCR system contains three components:

Document Repository - Stores the documents that Symphony OCR processes.

Symphony OCR - Monitors the Document Repository for image-only PDF and TIFF files, processes those files by adding an invisible layer of OCRed text, then saves them back to the Worldox Document Repository.

Web Browser - Displays the Symphony OCR user interface.  This can be viewed from any browser in your local area network, though most commonly it is displayed in a browser on the monitored PC.

In order to assist you with installing and configuring Symphony Profiler we recommend that you complete a short site survey for the firm to ensure that you know which Symphony OCR feature you wish to enable, etc.

Symphony OCR Site Survey for Worldox
Symphony OCR Site Survey for NetDocuments

Install Symphony OCR

For a video showing these steps see:  Symphony OCR - How to Install

• Download and save the Symphony OCR setup file
• Double-click on the installer executable to run the Installation Wizard
• Accept the default installation location and install to the C:\ drive of the workstation
• Select the appropriate radio button:     
  
  • Run as logged-in user
    
  • Run as a Windows Service
    
    • Enter the username
      Note:  This should be in the DOMAIN\User format
    • Enter the password for this user
• Select "Next"
• Leave the "Start Symphony OCR" checkbox checked
• Select "Finish"

Note to Channel Partners:  Installers can be downloaded from the Channel Partner Resource Center - Implementation Resources

For a video of these steps, visit:  Symphony OCR - Configure for Worldox

Establish the Worldox User

• Enter the Worldox user code (typically the 000000 user)
• Select "Save Changes"

Select the 'Profile Groups to Monitor'

• Select which Profile Groups / Cabinets you wish to process
• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - Worldox

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document.

By default, Symphony OCR queries the Worldox document repository for newly saved and modified files every 15 minutes.  Generally speaking, newly saved files will be OCRed within about 15 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.

Refer to the section, Configuration Guide - Worldox - Finder for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Worldox - Processor for further information on configuration settings that determine which files are processed.

Note:  While Symphony OCR will likely process documents within about 15 minutes, they will not be immediately available from within Worldox via 'Text in file' searches.  Within 15 minutes, you will be able open the file and search for text that way (ie. Ctrl+F).  But for the documents to be returned in the 'Text in file' searches, the Worldox text index needs to be updated (which normally happens every night).  So despite your files being OCRed, you will need to wait until the next day (typically) in order to do full text in file searching via Worldox.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Basic settings

Worldox User Code - This is where the Worldox user is specified. This is the user that Symphony OCR should search for documents as (note that Symphony OCR does not actually use a Worldox license). Symphony OCR will have access to all profile groups that the specified Worldox user has access to. This user should have Worldox Manager Rights. We recommend using the 000000 user. 

Worldox Network Folder - This is the network folder in which Worldox is installed.  It can be identified as a UNC path or a mapped network drive (e.g. \\server1\DMS\Worldox, or X:\Worldox) unless you are running Symphony OCR as a service, in which case it must be identified as a UNC path.

Profile Groups to Monitor

This is the list of profile groups the user specified has access to. If a profile group does not appear in the list, this user does not have access to those profile groups (or the profile group has not been properly configured in Worldox). You can select the checkbox in the header area to automatically select and process all documents in all profile groups. If you wish to only process certain profile groups, you can simply select the applicable ones.  Be sure to select "Save Changes" at the bottom of the screen.

Default Priority - There are 6 processing priorities which range from Very Low to Very High and includes "Analyzer Only".  By default all profile groups will be processed with a "Normal" priority.  If you wish to change the priority for a particular profile group, select the appropriate item from the drop down arrow.  If you wish to re-prioritize documents that have already been found in that particular profile group as well as new documents that are in that profile group, select the "Reprioritize existing documents" checkbox.  For more information on Processing Priorities see:  Processing Priorities

Refresh - Allows you to refresh the list of available profile groups.  For example, if you have added a new profile group to Worldox, and wish to process that group, you can select this which will provide you with the newly added profile groups.

View Detailed Progress - Selecting this will take you to the Progress Details page.  This will provide you with a list of profile groups, the number of documents and pages that have been processed / not processed per profile group.

Advanced settings

Process Read Only Files - If you wish to process read-only files, you should check this checkbox.

Indexed Search Frequency - By default Symphony OCR will search for documents in selected profile groups once every 15 minutes using Indexed Searches.  This should be sufficient for your needs, however you can change this to search more or less frequently.

Non-indexed Search Frequency - By default Symphony OCR will search for documents in selected profile groups once every 12 hours without using Worldox indexes.  Because it takes a significant amount of time to crawl through the directory structure to find files, once every 12 hours should be sufficient.

Debugging

Reset Worldox Session - Selecting "Reset Worldox Session" will reset the Worldox session for the user defined in the Basic Settings above.

To OCR files that are marked as Read-Only:

• Open the Symphony OCR homepage
• Select "Worldox" from the left sidebar
• Under Advanced Settings, check "Process read-only files"
  
  
• Select "Save Changes"

Status

Worldox Indexed Search performs an indexed search to find documents that have been created or modified *today* that are eligible for OCR. By default, it performs the query every 15 minutes. This can be adjusted by selecting "Manage".  This will take you to the Worldox page where you can adjust the search frequency under Advanced Settings.

Worldox Non-Indexed Finder performs a non-indexed search to find all documents in Worldox that are eligible for OCR, regardless of how recently the document has been created or modified. By default, it performs this search once every 12 hours. This can be adjusted by selecting "Manage".  This will take you to the Worldox page where you can adjust the search frequency under Advanced Settings.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Special Note:   See  Indexing Email Attachments to enable the Worldox Indexer to process text.

Background

Symphony OCR honors the Worldox security model, so it will only be able to process documents that are fully accessible by the Worldox user that Symphony runs as.

If users want documents that have been restricted in Worldox to be OCRed, they must configure Worldox's security features to allow Symphony to modify the document.

If you do not do this configuration, documents will be placed on the Inaccessible list and will not be OCRed.

Configuration for Ethical Walls

In the ethical wall configuration, be sure that you have added the Symphony Worldox user (usually 000000) to the users list for the ethical wall, and that you have configured that user to have full access to documents covered by the ethical wall.

Configuration for Security Classifications

When users classify individual documents, they need to make sure that they include the Symphony Worldox user (usually 000000) in the classification and give full access to that user.   To make this easier, we suggest creating the following two security classifications (this is done from WDAdmin, Security->Classifications):

• <Private - Symphony documents>
• <Read Only - Symphony documents>

First, create the <Private - Symphony documents> classification:

1. WDAdmin, Security->Classifications
2. Click New
3. Ensure that the <Everyone Else> group has NO rights assigned   (this is the default)
4. Click Add User
5. Choose the Symphony Worldox user (usually 000000)
6. Ensure that the Symphony Worldox user has full rights
7. Click OK
8. You will be prompted for a classification name and Who Sees It
9. Set the name to:   <Private - Symphony documents>
10. Set the Who sees it to: Everyone
11. Click OK

Now create the <Read Only - Symphony documents> classification:

1. WDAdmin, Security->Classifications
2. Click New
3. Configure the <Everyone Else> group so it has Find and Read rights assigned
4. Click Add User
5. Choose the Symphony Worldox user (usually 000000)
6. Ensure that the Symphony Worldox user has full rights
7. Click OK
8. You will be prompted for a classification name and Who Sees It
9. Set the name to:   <Read Only - Symphony documents>
10. Set the Who sees it to: Everyone
11. Click OK

If you already have documents in the Inaccessible list, after making classification changes you will need to click Re-Analyze All to make those documents available for processing.

First, you will want to determine if these files have the potential to be migrated to the Worldox document repository. 

If the firm does not want to migrate these documents to the Worldox document repository, but would like to OCR them, you can enable Folder Processing (assuming that the firm has the appropriate licensing).  See: Configuration Guide - Folder.

If the firm will want to migrate these documents (or a subset of these documents to the Worldox document repository), Trumpet recommends that you create a "Legacy Cabinet" that points at the legacy area.  This ensures that the document record for these files is nicely maintained.  Here are some tips and tricks for setting up the Legacy Profile:

• Ensure that the Worldox user that Symphony OCR operates under has permissions to modify the documents
• Ensure that 8.3 Support is enabled
• Ensure that the files within the structure have 8.3 filenames
• As you're probably aware, it's typically recommended that the Legacy Profile group be "read only" to prevent users from modifying the documents within Worldox.  If the Legacy Profile is set to "Read Only" however, that will also prevent Symphony OCR from processing the documents.  Therefore, you can set the legacy profile group to Deny Open and Deny Copy, but leave the "Read Only" check box on the profile group "unchecked" when configuring the profile group:
  
  

Once the legacy cabinet has been created, it will be listed in the Worldox Configuration page of Symphony OCR so that you can enable processing. 

Tip:  Trumpet offers an 8.3 Filename Tool to assist you in ensuring the 8.3 filenames are in tact, contact support@trumpetinc.com for more information on the tool.

For a video showing the configuration, visit: Symphony OCR - How to configure for NetDocuments

Enable NetDocuments Integration

• Select the "Log In" link
• You will be re-directed to NetDocuments.  Enter the username and password with which you want to run Symphony OCR and select "Login"
  • Important: The user you connect as must be a NetDocuments Admin user.

Available Repositories

• Select "Activate" next to the repository you wish to activate
• Confirm by selecting "Yes — Activate this repository"
• If you wish to process documents already stored in NetDocuments, check the "Look for Legacy Documents" checkbox*
• If you wish to create a new version of a processed document, check "Create version of OCRed results"

Cabinets to Monitor

• Select the cabinets in which you would like Symphony OCR to monitor / process

Save your Settings

• In order to save your settings, select the "Save Changes" button.

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - NetDocuments

*When Symphony OCR processes documents, the 'modified date' of the document will be updated to the date that the OCR occurs, and the 'modified by' will change to the user that Symphony OCR.

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document.

By default, Symphony OCR queries the document repository for newly saved and modified files every 15 minutes.  Generally speaking, newly saved files will be OCRed within about 15 minutes.    Symphony OCR can also optionally process the files already stored in NetDocuments.  By default, it performs a query for these files every 7 days.  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the legacy documents. 

Note that Text-in-File searches within Netdocuments may not return the text in your recently OCR'd files for up to 6-8 hours. This is due to Netdocuments API and the behavior they've designed to run API operations at a lower priority. You will, however, be able to open the file and benefit from the OCR immediately after Symphony processes it.

Refer to the section, Configuration Guide - NetDocuments - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - NetDocuments - Processor, for further information on settings that determine which files are processed

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Connect to NetDocuments

Enable NetDocuments Integration

• Select the appropriate "Connect to NetDocuments" button for the location of your repository

• You will be re-directed to NetDocuments.  Enter the username and password you want to run Symphony OCR and select "Login" 
  • Important: The user you connect as must be a NetDocuments Admin user.
    

Available Repositories

This is the list of repositories the specified user has access to.  If you wish to only process certain repositories, you can simply select the applicable ones.  Select "Activate" to activate the repository for processing and confirm by select "Yes - Activate this repository".  If you do not wish to activate the repository, choose "Cancel".

Important Note: Adding a repository to Symphony OCR is a one-way action; once added, a repository can not be removed. Be sure you only activate processing of repositories that you want to permanently tie to your license.  Activating a repository will increase your NetDocuments user count.

Basic Settings

Connected to NetDocuments as — Displays the user as which Symphony OCR connects to NetDocuments.

Active Repository — Displays the active repository name(s).

Preserve modified user and date — Should be selected by default.  This will ensure that when Symphony OCR processes a document it does not change the modified date or the user of the document.

Process legacy documents — When checked, Symphony OCR will process eligible documents that are already stored in NetDocuments.  If the "Preserve modified user and date" checkbox is not set, this will update the modified date to the date that the OCR occurs.  Note also that the 'modified by' user will be changed to the user that Symphony OCR is connected to NetDocuments under.  If the "Preserved modified user and date" checkbox is checked, the dates and users will not be modified.

Create versions of OCRed results — When selected, Symphony OCR will save the OCRed document as a new version.  If the "Preserve modified user and date" checkbox is not set, this will allow you to see the modified date of the document if you choose to process legacy documents, however, this will significantly increase your storage (see Modified Dates of Documents in NetDocuments for further details).  If the "Preserve modified user and date" checkbox is set, you may still opt to check this check box, again understanding that this will significantly increase your storage).

Cabinets to Monitor

This is the list of cabinets the Symphony OCR user has access to. If a cabinet does not appear in the list, this user does not have access to those cabinets. You can select the checkbox in the header area to automatically select and process all documents in all cabinets. If you wish to only process certain cabinets, you can simply select the applicable ones.  Be sure to select "Save Changes" at the bottom of the screen.  If you wish to process certain cabinets at a higher priority than others, you can do so by selecting the appropriate drop down in the list.  For more information see:  Processing Priorities

View detailed progress — Selecting this link will take you to the Progress Details page.  This will provide you with a list of cabinets and the number of documents and pages that have been processed / not processed per cabinet.

Advanced Settings

Create versions of OCRed results — When checked, Symphony OCR will saved the OCRed document as a second version of the original.  This will significantly increase the amount of storage as this will in essence duplicate documents.  We strongly recommend against enabling this feature, as Symphony OCR has several mechanisms available for recovering pre-OCRed versions of documents.

New documents search frequency — By default, Symphony OCR will perform a search for new documents every 15 minutes.  The value on the right may be adjusted if you require searching for documents less frequently.

Legacy documents search frequency — By default, Symphony OCR will perform a search for legacy documents (documents existing prior to installing Symphony OCR) every 7 days.

Status

NetDocuments Recent Documents Search - performs a search to find documents that have been created or modified *today* that are eligible for OCR.   By default it performs the query every 15 minutes.   This can be adjusted by selecting "Manage".   This will take you to the NetDocuments page where you can adjust the search frequency under  Advanced Settings.

NetDocuments Legacy Documents Search - performs a search to find legacy documents that are eligible for OCR.   By default it performs the query every 7 days.   This can be adjusted by selecting "Manage".   This will take you to the NetDocuments page where you can adjust the search frequency under Advanced Settings.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Symphony OCR version 6.6.22 and higher

Modified Dates:

On a new installation, by default Symphony OCR will preserve the modified date of the document (assuming the "Preserve modified user and date" checkbox has been selected in the NetDocuments Integration Settings page). 

Modified Users:

On a new installation, by default Symphony OCR will preserve the modified user of the document (assuming the "Preserve modified user and date" checkbox has been selected in the NetDocuments Integration Settings page).

Create Version of OCRed Results

There are four options regarding creating new versions of documents in Symphony OCR:

Do not create versions:  Symphony OCR will not create a new version of the OCRed results with the exception of .msg files.  NetDocuments requires that Version 1 of emails not be overwritten.

Create versions for all documents:  Symphony OCR will create a new version of each document as it processes the documents.

Create Versions for PDF files only:  Symphony OCR will create a new version of PDF files (not .tiff files)

Create versions for non-PDF documents only:  Symphony OCR will create versions for .msg files (default behavior) and .tiff files as well. 
Note:  Symphony OCR converts .tiff files to .pdf before processing those.  If you opt to process .tiff files they cannot be converted back to .tiff after processing.

Note:  NetDocuments disallows modifications to version 1 of any MSG document.  Therefore, the first change Symphony makes to an MSG will produce a second version, regardless of which of the above options you select.

Symphony OCR version 6.6.21 and lower

(Update already, why don't 'cha :) )

Modified Dates:

Symphony OCR changed the modified dates of documents.

Symphony OCR exactly preserved all of the original content in a document.  When Symphony OCR adds the invisible layer of text, the underlying file did get modified because non-visual information was added.  This means that the modified date of those documents would have changed to the date that Symphony OCR had processed them.  When processing documents in "real time" this only changed the modified date slightly (by a few minutes / hours).  When processing your legacy store of documents (Symphony OCR treats documents modified more than 7 days ago as 'legacy'), however, it may have significantly changed the modified date.

For example, you may have had an image-only PDF document stored in NetDocuments with the modified date of 6/17/2013.  When Symphony OCR was installed and processesed that document, the modified date was changed to the date the document was processed.  So if it was OCRed on 9/18/2014, the modified date would have shown as 9/18/2014.  

If tracking the original modified date of your legacy store was important, you could have opted to enable versioning of your documents.  When Symphony OCR processesed your documents, it created a new version of the document, ensuring the original modified date stayed intact.  If you opted to have Symphony OCR save the processed document as a new version, the amount of storage you were using will have increase (because there are multiple versions of the same document in your document repository).  To enable versioning of your documents, see:  NetDocuments - Basic Settings. 

Modified User:

Because Symphony OCR actually "changed" the PDF documents (and TIFF documents if you choose to process them) - it added an invisible layer of text to the document - the modified user of those documents will change to the user that Symphony OCR is running as.

Updating to Version 6.6.22:

Upon updating to Version 6.6.22 you will be prompted in the Summary Page that NetDocuments Integration has warnings.  Select "Manage" to see the warnings.

At the top of the screen, you will see the "Issue" presented is as follows:

NetDocuments is currently configured to NOT preserve modified user and date for OCRed documents.  We strongly recommend that you enable the 'Preserved modified user and date' option.  Tip:  You may also want to consider disabling 'Create versions of OCRed results' when you make this change.

To update this, select the 'Preserve modified user and date' checkbox and optionally 'Create versions of OCRed' results (if you wish to do so)

If you prefer NOT to have the Modified User and Dates preserved, you can select the "IGNORE" link which will remove the warning from the NetDocuments Integration Settings and the Summary pages.

Processing Legacy Documents in NetDocuments:

SymphonyOCR will process documents that were stored in the NetDocuments repository prior to SymphonyOCR having been installed if you opt to enable the functionality in the NetDocuments Configuration screen.  SymphonyOCR recognizes documents modified more than 7 days ago as 'legacy' documents.  When you enable 'Process legacy documents', Symphony will periodically search through all documents for files that are eligible for OCR. The frequency of this search is controlled in the 'Advanced settings'.  The default behavior is to perform the search every 7 days.

To reset the NetDocuments user

• Close Symphony OCR (if it is running as a service then stop the service)
• Navigate to C:\Program Files (x86)\Trumpet\SymphonyOCR\Config
• Right click on the settings.xml file and choose to open it with Notepad
• Find the line that starts with '<ndConnectionManager'
• Delete the entire line (Be careful no to delete anything else!)
• Save the file
• Launch Symphony OCR
• Navigate to the 'NetDocuments' tab
• Click the 'Log In' link and follow the prompts

Symphony OCR Software Architecture

Symphony OCR is installed as an on-premise Windows service.

Symphony OCR consists of a back-end service that monitors NetDocuments for new and changed documents, analyzes documents, and OCRs documents.  The Symphony OCR service also presents a web based interface for administration.  This web interface is only exposed on the firm’s internal network.

Authentication With NetDocuments

Symphony OCR interacts with NetDocuments via the standard NetDocuments REST API (full details of the NetDocuments API integration can be found here: https://support.netdocuments.com/hc/en-us/articles/205219850-API-Documentation ).

Symphony OCR uses the Internet standard OAuth2 authentication protocol to request permission from the user.  Once the user has approved integration, NetDocuments provides SymphonyOCR with an access token that is used for operations that interact with NetDocuments (querying for document meta data, downloading document content, uploading document content).  A NetDocuments administrative user must give explicit permission for this access to be configured, and the administrative user may revoke the access via the NetDocuments administrative interface at any time.

All network communication between Symphony OCR and NetDocuments is encrypted using standard HTTPS protocols.

Details of the Initial Account Setup Use-Case

1. During initial setup, the user clicks a "Connect to NetDocuments" button in the Symphony OCR interface.
2. After clicking, they are redirected to the NetDocuments login screen, where they enter their NetDocuments administrative account credentials.
3. A short-lived authorization code is then returned to Symphony OCR.
4. Symphony OCR interacts directly with the NetDocuments authentication server to exchange the authorization code for an authentication token.  This exchange is protected by a pre-agreed upon Client ID and secret Client Token that is specific to Symphony OCR.
5. The authentication token is used for all subsequent interaction between Symphony OCR and NetDocuments.  Under no circumstances does the browser have access to the NetDocuments authentication token.

Connect to ShareFile

• Select the "Log In" button
• A ShareFile window will open, enter the username and password you want to run Symphony OCR
• Select "Login"

Folders to Monitor

• Select the folders you wish to process

Save your Settings

• Select "Save Changes" to save your settings

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - ShareFile.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Connect to Sharefile

• Select the "Log In" link
• You will be re-directed to ShareFile.  Enter the username and password you want to run Symphony OCR and select "Login"

Basic Settings

ShareFile Account - Displays the user that Symphony OCR connects to ShareFile as

Folders to Monitor

This is the list of Folders the user specified has access to. If a folder does not appear in the list, this user does not have access to those folders.

• Select the checkbox in the header area to automatically select and process all documents in all folders or if you wish to only process certain folders, you can simply select the applicable ones. 
• Select "Save Changes" at the bottom of the screen.  If you wish to process certain folders at a higher priority than others, you can do so by selecting the appropriate drop down in the list.  For more information see:  Processing Priorities

View detailed progress - Selecting this link will take you to the Progress Details page.  This will provide you with a list of Cabinets, the number of documents and pages that have been processed / not processed per cabinet.

Advanced Settings

Search frequency - By default, Symphony OCR will perform a search for new documents every 60 minutes.  The value on the may be adjusted if you require searching for documents less frequently.

Status

ShareFile Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 60 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Enter the database credentials:

Database login credentials

Login to database with username: Enter the username for the database

Login to database with password:  Enter the database password

Database computer name:  Enter the database computer name

Database server instance name:  this is optional and required only if there is more than one database on the server, if there is more than one database on the server, enter the instance name you wish to process

Database name:  enter the name of the database

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

[[INSERT:1288]]

Database login credentials

Login to database with username: Enter the username for the database

Login to database with password:  Enter the database password

Database computer name:  Enter the database computer name

Database server instance name:  this is optional and required only if there is more than one database on the server, if there is more than one database on the server, enter the instance name you wish to process

Database name:  enter the name of the database

Advanced settings:

New document search frequency:  By default Symphony OCR will search for documents once every 15 minutes.  This should be sufficient for your needs, however you can change this to search more or less frequently

Legacy document search frequency:  By default, Symphony OCR will perform a search for legacy documents (documents existing prior to installing Symphony OCR) every 7 days.

OpenText New Document Search - performs a search for new documents that are eligible for OCR.  By default it performs this search once every 15 minutes.  This can be adjusted by selecting "Manage".  This will take you to the OpenText page where you can adjust the search frequency.

OpenText Legacy Document Search - performs a search for legacy documents that are eligible for OCR.  By default it performs this search once every 7 days.  this can be adjusted by selecting "Manage".  This will take you to the OpenText page where you can adjust the search frequency.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Determine Network Folder

• Copy and paste the network folder for PracticeMaster
• Select "Save Changes"

Determine the Documents folder

• Copy and paste the root of the path where the documents reside within Practice Master

• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - PracticeMaster

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Basic settings

PracticeMaster network folder/current working directory this is where the Practice Master network folder is identified.  Copy and paste the path to the network folder into the field.

Documents folder  this is the root of where the documents reside within Practice Master.  Copy and paste the path to the folder into the field.

Advanced settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

Finder Scan Frequency - by default Symphony OCR will search for documents once every 120 minutes.  This should be sufficient for your needs, however you can change this to search more or less frequently

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Determine Credentials

• Enter the LSSe64 database username into the "Login to Database with username" field
• Enter the LSSe64 database password into the "Login to database with password" field
• Enter the name of the computer / workstation in the "Database computer name" field
• If a database instance name is defined, enter the name of the SQL server intsance in the "Database server instance name" field.

Save Settings

• Select "Save Changes" to save your settings.

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - LSSe64

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Database login credentials

Login to database with username - enter the LSSe64 database username in this field

Login to database with password - enter the LSSe64 database password in this field

Database computer name - enter the name of the computer / workstation

Database server instance name - (Optional)   If an instance name is defined, enter the name of the SQL server instance (on the Database computer name workstation) that is running LSSe64.   If no instance name is defined, leave this field blank.

Database name - enter the name of the SQL Database for LSSe64

Advanced Settings

New documents search frequency - by default Symphony OCR will query the LSSe64 database for newly saved documents every 15 minutes.   This is typically sufficient, but you may adjust that accordingly.

Legacy documents search frequency - by default Symphony OCR will query the LSSe64 for Legacy documents (documents saved to the database prior to installing Symphony OCR) every 7 days.   This is typically sufficient for handling the back log but you may adjust that according to the firm's specific needs.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

For a video showing these steps, visit:  Symphony OCR - Configure for Windows Folder Tree

Determine what folders to process

• Copy and paste the folder path that you wish to process*
• Click the "Add" button
• Repeat for all folder paths
• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - Folders

*Symphony OCR will process the entire directory tree of the path you provide (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements)

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document.

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 120 minutes.  Generally speaking, newly saved files will be OCRed within about 120 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Folder - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Folder - Processor, for further information on configuration settings that determine which files are processed.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

• Open the Symphony OCR hompage
• Select "Folder" from the left side bar
• Check the "Process read only files" checkbox
• Select "Save Changes"

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

Status

Folder Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 120 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

In order to enable a 64-bit version of Windows to search for text in PDF files, there are a few additional steps to take.  You will need to download and install Adobe's PDF iFilter for 64-bit version of Windows.

To get started, visit: http://www.adobe.com/support/downloads/detail.jsp?ftpID=5542 to download and install the Adobe iFilter.

Once you have installed the Adobe iFilter, open your Control Panel and go to "Indexing Options".

Click "Advanced" at the bottom and then select the "File Types" tab.

Scroll down to "pdf" under "Extensions" and it should now say "PDF Filter".

Symphony OCR's Folder integration can be used to point at your Time Matters repository directory. Simply input the path to the repository into the Folders configuration using the instructions found earlier in this chapter.  Remember, if Symphony is installed as a service be sure to input this as a UNC path.

To get the absolute most out of Symphony OCR, make sure your Time Matters' text indexing functionality is enabled so that you can do 'text-in-file' searches. Refer to your Time Matters rep/support for assistance with that.

Note:  Symphony OCR works with the locally synced (either desktop or server) folder tree of Box and uses a Windows Folder Tree License.  For more information on Box's sync tool visit:  Box Sync Installation Information

Determine what folders to process

• Copy and paste the folder path that you wish to process*
• Click the "Add" button
• Repeat for all folder paths
• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - Box

*Symphony OCR will process the entire directory tree of the path you provide (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements) 

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document. 

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 120 minutes.  Generally speaking, newly saved files will be OCRed within about 120 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Box - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Box - Processor, for further information on configuration settings that determine which files are processed.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

• Open the Symphony OCR hompage
• Select "Folder" from the left side bar
• Check the "Process read only files" checkbox
• Select "Save Changes"

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

Status

Folder Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 120 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Note:  Symphony OCR works with the locally synced (either desktop or server) folder tree of Dropbox and uses a Windows Folder Tree License.

Determine what folders to process

• Copy and paste the folder path that you wish to process*
• Click the "Add" button
• Repeat for all folder paths
• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - Dropbox

*Symphony OCR will process the entire directory tree of the path you provide (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements) 

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document. 

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 120 minutes.  Generally speaking, newly saved files will be OCRed within about 120 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Dropbox - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Dropbox - Processor, for further information on configuration settings that determine which files are processed.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

Status

Folder Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 120 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Note:  Symphony OCR works with the locally synced (either desktop or server) folder tree of Google Drive and uses a Windows Folder Tree License.

Determine what folders to process

• Copy and paste the folder path that you wish to process*
• Click the "Add" button
• Repeat for all folder paths
• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - Google Drive

*Symphony OCR will process the entire directory tree of the path you provide (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements) 

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document. 

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 120 minutes.  Generally speaking, newly saved files will be OCRed within about 120 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Google Drive - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Google Drive - Processor, for further information on configuration settings that determine which files are processed.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

• Open the Symphony OCR hompage
• Select "Folder" from the left side bar
• Check the "Process read only files" checkbox
• Select "Save Changes"

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

Status

Folder Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 120 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Note:  Symphony OCR works with the locally synced (either desktop or server) folder tree of Microsoft One Drive and uses a Windows Folder Tree License.

Determine what folders to process

• Copy and paste the folder path that you wish to process*
• Click the "Add" button
• Repeat for all folder paths
• Select "Save Changes"

For more detailed information and advanced settings for configuring Symphony OCR, visit Configuration Guide - Microsoft One Drive

*Symphony OCR will process the entire directory tree of the path you provide (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements) 

What Now?

Symphony OCR should be off and running now! The Finder is looking through your repository and sending documents to the Analyzer to determine what needs to be processed. The Analyzer sends any documents eligible for OCR to the Processor which applies an invisible layer of text to the document. 

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 120 minutes.  Generally speaking, newly saved files will be OCRed within about 120 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Microsoft One Drive - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Microsoft One Drive - Processor, for further information on configuration settings that determine which files are processed.

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

• Open the Symphony OCR hompage
• Select "Folder" from the left side bar
• Check the "Process read only files" checkbox
• Select "Save Changes"

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

Status

Folder Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 120 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Connect to SharePoint

For a quick video showing the installation and configuration of SharePoint visit:  https://youtu.be/UNGbJiaRn9A

• Enter the SharePoint Tenant URL (be sure to include the https://)  and choose "Connect to SharePoint"
• SymphonyOCR will be redirected to the SharePoint tenant site where you will be directed to enter the SharePoint username and Password in which you would like to run SymphonyOCR.
• Enter the Username and Password
• You will be prompted by Sharepoint to Trust "extranet.trumpetinc.com", choose "Trust It"

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Connect to SharePoint

For a quick video showing the installation and configuration of SharePoint visit:  https://youtu.be/UNGbJiaRn9A

• Enter the SharePoint Tenant URL (be sure to include the https://)  and choose "Connect to SharePoint"
• SymphonyOCR will be redirected to the SharePoint tenant site where you will be directed to enter the SharePoint username and Password in which you would like to run SymphonyOCR.
• Enter the Username and Password
• You will be prompted by Sharepoint to Trust "extranet.trumpetinc.com", choose "Trust It"

Background:

When you need to update the SharePoint credentials that SymphonyOCR connects with.

Possibly from updating the SharePoint users password and Symphony enters an error state that it cannot connect to SharePoint any longer. Or the user that SymphonyOCR connected to SharePoint with has been deactivated and Symphony enters an error state that it cannot connect to SharePoint any longer

Solution: 

• In the Root SymphonyOCR folder open the Config folder and then Settings.xml
• Identify the lines containing the following and delete them:
  • <sharePointConnectionManager realm=
  • refreshToken=
  • sharepointurl=
• Restart the SymphonyOCR service. 
  • If you are not running Symphony as a service close the interface and close it form the System tray.
• When Symphony Starts back up again you will be able to reconnect to the SharePoint Tenant and enter the new credentials.

For assistance with this process you can reach out to your SymphonyOCR Channel Partner or Trumpet at Support@trumpetinc.com.

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

SharePoint New Document Search in "X" Folders:  ("X", indicates the number of folders Symphony OCR will process)  performs a search in the folder structure to find all documents that are eligible for OCR.   By default the finder does its search every hour.  This can be adjusted by selecting "Manage".  This will take you to the SharePoint page where you can adjust the search frequency for each folder.

SharePoint Legacy Document Search in "X":    ("X", indicates the number of folders Symphony OCR will process) performs a search in the folder structure to find legacy documents that are eligible for OCR.  By default the finder searches for legacy documents every 12 hours.  This can be adjusted by selecting "Manage".  This will take you to the SharePoint page where you can adjust the frequency of legacy document searches.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Opening and Closing Symphony

To access it directly log onto the workstation where Symphony OCR is installed.

• To open Symphony OCR:
  • If the web browser is closed, but Symphony OCR is still open, the user interface can be accessed by right-clicking on the Symphony OCR icon in the system tray and choosing "Show Browser Window"
    
  • If Symphony OCR is not running, use the desktop shortcut "Symphony OCR" to launch Symphony OCR
• To close Symphony OCR (Run as a logged in User):
  
  • Right-click on the Symphony OCR icon in the system tray and select "Quit"
  • Or, select "Quit" from the bottom left corner of the web browser window
• To close Symphony OCR (Run as a Windows Service):
  
  • Navigate to the Control Panel -> Administrative Tools -> Services
  • Select Symphony OCR and click the "Stop" link

You can also access Symphony OCR from your workstation see:  Accessing Symphony OCR

Refreshing Data

Since Symphony OCR uses a web interface, the display may not automatically refresh as it performs its work. You can manually refresh by selecting the "Refresh" button in Symphony OCR or in the web browser. The Symphony OCR summary page refreshes automatically every 60 seconds. All other pages require a manual refresh.

Symphony OCR can be accessed from the web browser of any workstation connected to the network by typing in the address found in the web browser in which Symphony OCR runs:

If you would prefer for the End Users to see only the Summary View of Symphony OCR, you can do so by doing the following:

In the main Symphony OCR page, select "Simple View"

This will open the Summary Screen without the additional navigation panel:

Copy and paste the URL from here to provide to those users.

The Symphony OCR Summary page can be considered the "Dashboard" for Symphony OCR to allow users to view/manage the system condition of Symphony OCR, including current and historical progress and many more items.  Below we've highlighted the most common features for Symphony OCR's dashboard.

1. Graph - This is a graphical display to show the number of pages that have been processed, the number of pages pending processing and a timeline to show when those documents were originally saved to the document repository.
2. License Info - Tells you the remaining processing capacity (the number of pages available in your license and when it renews), how many new pages were added to the document repository in the past year and the recommended processing capacity based on historical analysis.
3. Statistics - Tells you how many documents are pending analysis and how many documents are pending OCR. The section "Current OCR throughput" tells you how long it takes Symphony OCR to process a page and does some calculations to determine the estimated time to OCR the backlog. Finally, this section of the Summary page tells you when the last document was OCRed.
4. Document Summary - Provides you with a dashboard that includes the ability to view documents in each of the document lists.  For more on document lists, visit Workflow, Tools & Document Lists

Deleted:  Documents in the deleted list mean that the document record is in the process of being purged from the database (documents should only be in this state for a very short period of time).

Checking the Details of a Document

There are two methods for looking up the details of a particular document:

Look up a document - NetDocuments
Look up Document- Worldox
Look up a document - Windows Folder Tree

Interpreting the Details of a Document

Once on the details page, the user can perform these functions:

There are also various bits of data or history showing what's been found on the file, and what's been done to it. For example, the "History" section shows all of the events logged for that file.

Note: If you delete the details of this document, it will delete this history and start from scratch. The "Page Analysis Details (before processing)" indicates how many words per page were found within the file BEFORE Symphony OCRed it. Visible words are computer-readable words (like digital headers or footers, or text generated by Word, etc). Hidden (aka invisible) words would be words applied by something like Symphony OCR. Note that these numbers are PRE-processing and they do not update after Symphony OCRs the file.

Symphony OCR is a back-end processing engine. This means that very little user interaction is required, but as an administrator, you may wish to check on the status of the software.

For additional suggestions on monitoring Symphony OCR, visit Ongoing Care & Feeding.

Symphony OCR has three system status settings

• OK (green) - System is running with no errors or warnings
• Warn (orange) - System has warnings.  Possible causes could be:
• There are documents in the "Needs Attention" list (Refer to the section, Not Processed Lists, for additional information)
• The Analyzer or Processor is not running
• There are configuration problems in the non-critical sub-systems, such as the Heartbeat system
• Error (red) - System is not running.  Possible causes could be:
• The Symphony OCR license has expired or is not valid
• The Worldox Indexer application is not running
• The Finder, Analyzer or Processor has errors
• The annual page count limitation has been reached (please contact Trumpet, Inc. (support@trumpetinc.com) for information on increasing the page count license)

There are four different types of files pertinent to this discussion:

• Image-only PDF - This is an image created by a scanner.
• Rendered PDF - This is a PDF created by a computer (e.g. a Word document converted to PDF). It contains computer readable text by default, so it is fully text searchable as is without the need for OCR.
• Hybrid PDF - This is a PDF that contains both images and rendered content or annotations. If scanning a document, then use Adobe's markup tools, for example, to annotate the image, the PDF will be a hybrid PDF.
• Image + text PDF - This is a PDF that is created when the OCR engine 'reads' an image-only PDF and adds a layer of invisible, computer readable text to the original image. These files retain the exact original image, but also provide the ability to perform context sensitive search for text inside the PDF, as well as copying text to the Windows clipboard.

What Symphony OCR Will Process by Default

• Symphony OCR will process image-only PDF files (and TIFF files if you choose to do so) and convert them to image + text PDF files.
• Symphony OCR will process image-only pages within a hybrid PDF and convert them to an image + text PDF (but will not process the rendered pages as they are already text searchable).

What Symphony OCR Will Not Process

• Symphony OCR will not process rendered PDFs, as these documents are already text searchable. Instead, it will place these files into the "Contains Text" or "Already OCRed" lists.
• To ensure integrity of the original PDF content, Symphony OCR will not process a PDF if the PDF has been encrypted.
• Symphony OCR will not recognize handwriting.

Worldox Document Repository

By default, Symphony OCR queries the Worldox document repository for newly saved and modified files every 15 minutes.  Generally speaking, newly saved files will be OCRed within about 15 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Worldox - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Worldox - Processor, for further information on configuration settings that determine which files are processed.

Note:  While Symphony OCR may process documents within about 15 minutes, you will need to wait until the text indexes are updated (typically overnight) in order to do full text in file searching for the documents using the Worldox document management system.

Folder Document Repository

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 120 minutes.  Generally speaking, newly saved files will be OCRed within about 120 minutes.  Depending on the volume of image-only documents already filed to Worldox, it may take a while for Symphony OCR to process the backlog (legacy files).  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the backlog.  

Refer to the section, Configuration Guide - Folder - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - Folder - Processor, for further information on configuration settings that determine which files are processed.

NetDocuments Repository

By default, Symphony OCR queries the Folder document repository for newly saved and modified files every 15 minutes.  Generally speaking, newly saved files will be OCRed within about 15 minutes. Symphony OCR can also optionally process the files already stored in NetDocuments.  By default, it performs a query for these files every 7 days.  Symphony OCR gives precedence to newer files, so documents that are scanned today will be processed before the legacy documents. 

Note: While Symphony OCR may process documents within about 15 minutes, Netdocuments may take up to 6-8 hours to update its text index. Meaning, if you'd like to run a Netoducments search for words within a document that was recently OCR'd then there may be a 6-8 hour delay. This is due to how Netdocuments prioritizes API activity.

Refer to the section, Configuration Guide - NetDocuments - Finder, for further information on finder settings that determine when Symphony OCR locates files for processing.

Refer to the section, Configuration Guide - NetDocuments - Processor, for further information on settings that determine which files are processed.

Common Workflow Diagram

Symphony OCR searches the document repository for documents to process. It then organizes those documents into one of several lists (these lists are available on the left side of the Symphony OCR web interface). The following diagram displays the tools, lists and explains how they interact:

Symphony OCR Tools

Symphony OCR consists of three main tools that interact to provide full OCR services:

Finder - locates documents in your document repository

Analyzer - determines if a given document is a candidate for OCR

Processor - performs the actual OCR

As documents flow through Symphony OCR, each of the above components works on the document, then places it in a particular Document List, as described in the next section.

Symphony OCR Document Lists

Backlog Lists

The backlog consists of documents that have not been analyzed or OCRed. These are documents that Symphony OCR is still working on.  The following document lists represent the backlog:

Analyzing - Documents waiting for the Analyzer to determine if they are candidates for OCR or not

In Process  - Documents that are in the process of being Analyzed

Processing - Documents are candidates for OCR, but have not been processed yet

Reprocessing  - Documents had some recoverable problem during OCR, and will be processed again later.  Typical causes are if the document is open by a user, or was modified while OCR was taking place

Processed Lists

These lists represent documents that were successfully analyzed or OCRed.  They are documents that have either been OCRed or were already text searchable (and thus not in need of OCR):

Processed  - documents that have been successfully OCRed by Symphony OCR

In Process  - documents that are currently being OCRed

Already OCRed - documents that were already OCRed (by some other processor or by an earlier version of Symphony OCR)

Contains text - documents that are already text searchable (no OCR needed)

No image or text  - some rare documents contain no text, but also contain no images. These generally do not need to be OCRed however, you may choose to do these on a one-off basis.  See "How to Process No Image or Text Documents" for instructions

Email Messages - contains the list of email messages that contained attachments that were processed by Symphony OCR

Not Processed Lists

These lists represent documents that could not be processed for some reason. In most cases, an administrator will want to glance over these lists from time to time to ensure that there are no issues with the documents that didn't get processed:

Needs Attention:  Documents in the 'Needs Attention' list are those that appear to be eligible for OCR, but encountered problems during processing.  Files in this list could be corrupted or contain invalid images (try opening them in an image viewer to be sure), or they may be images that Symphony OCR does not handle yet. 

Occasionally, a document can fall into the 'Needs Attention' list because of bad timing - Symphony OCR trying to process the document when it isn't fully available.  So we always recommend clicking the "Show Bulk Operations" button and then "Re-Analyze All", just to ensure this isn't the case.

If the document is corrupted, you can either remove the document from Worldox, or manually tell Symphony OCR to "ignore" it, which will put it on the 'Ignored' list.  If the 'Needs Attention' list contains any documents, the overall system condition will show as "Warn."  Ignoring a document that you have already checked is a good way to change the system condition back to "OK". 

If the document does not appear corrupted, the next step would be to allow us to see a copy of the file.  Because PDFs can be generated in countless different ways, we occasionally run into a specific sub-type of PDF that we've not encountered before.  If we can get a copy of the file that is falling into the 'Needs Attention' list, we can in almost all cases, add support for the file.  Please contact us at support@trumpetinc.com for instructions to upload documents to our secure site.

New:   Documents in the New list are those that have be found by the finder tool, but not yet allocated to another document list (documents are only in the New state for a very short period of time).

Deleted:  Documents in the deleted list mean that the document record is in the process of being purged from the database (documents should only be in this state for a very short period of time).

Too Old:   Documents in the Too Old list are those that have a file modified date older than the cut off age defined the Processor configuration.

Inaccessible:   Documents in the Inaccessible list are those that could not be processed because of file system security, Worldox security, read-only attributes or other conditions that prevent the document from being accessed and worked on.   In addition, if the profile group in which the documents reside contains an invalid base path (containing a space for example), or if the file has a space immediately prior to the document extension, they will be shown in the inaccessible list

Corrupted Documents - Documents in the corrupted list are those that Symphony OCR does not recognize as valid files. The most common reason is that the file is an invalid or corrupted PDF (try opening in Adobe to be sure).  Another possibility is that there is some characteristic of the PDF that the Symphony OCR parsing algorithm isn't handling properly.  Trumpet does periodically update the PDF parsing algorithms to address corner cases that have not been encountered before.

What to do?

Try opening the file in Acrobat, then hit Save (Acrobat will try to open and auto-repair corrupted files - when you save the document, it will save uncorrupted).  After saving and closing the document, click the Re-Analyze button on the document record in Symphony OCR.  This will only work if the file is only lightly corrupted, but is worth a shot.

If that doesn't help, next check to see if the file is already text searchable (i.e. can you search for text inside the PDF already?).  If you can, then the document isn't a candidate for OCR anyway, and you can just move the document to the Ignore list.

If the document does need to be OCRed, and the Adobe repair doesn't help, then you may want to submit the document to us for analysis.  Open a support ticket by emailing support@trumpetinc.com and we will send information on how to securely upload the document to us.  If we find a problem in our parsing algorithms, we'll fix the issue and get you a patch.

If there are a large number of files that have the same corruption reason, and the files don't appear to actually be corrupted, please open a support ticket by emailing support@trumpetinc.com and we will send information on how to securely upload a sample document to us.  If we find a problem in our parsing algorithms, we'll fix the issue and get you a patch.  Alternatively, you can use a bulk Ignore operation to move the documents to Ignore.

Encrypted / Restricted:   Documents in the Encrypted/Restricted list are those that are restricted from being processed because of some characteristic of the file itself (for example, an encrypted or partially restricted PDF file will not be processed).

Ignored:   Documents in the Ignored list are documents that a Symphony OCR administrator has explicitly told Symphony OCR not to process. Any document on this list was explicitly placed there by human intervention.

Wrong Type:   Documents in the Wrong Type lists are a tif documents and TIFF processing is not enabled.

Moved / Unavailable:   Documents in the Moved / Unavailable list are no longer available in the Document Management System (DMS).   This could mean that the DMS has gone "offline" or the DMS settings have been adjusted so that the documents would not have been found for processing (e.g., if a user selects a profile group to analyze and OCR, and then chooses to un-check that profile group or no longer process it).   Document records in the Moved/Unavailable list will be deleted from the database after 15 days.   Documents can also appear in the Moved / Unavailable list if they are no longer at that current location.

Digitally Signed:   Documents that are digitally signed will not be processed by Symphony OCR because adding OCR information to these documents would invalidate the digital signature.   If you wish to have these documents OCRed anyway (and are OK with invalidating the digital signature), please send an email to support@trumpetinc.com and request that functionality be added.

Too Big (to 8.0.0 and higher)

If a document falls into this list, it does NOT mean the document is contains too many pages.  Symphony OCR processes files one page at a time.  So if a document falls into this list, it means the document contains one or more pages with pixel dimensions larger than a specified value.  In this version of Symphony OCR that value is 32512 x 32512 pixels.  

This is a hard limit and cannot be overwritten.

Too Big (Prior to 8.0.0)

If a document falls into this list, it does NOT mean the document is too big.  Symphony OCR processes files one page at a time.  So if a document falls into this list, it means the document contains one or more pages with pixel dimensions larger than a specified value (ie. The page couldn't be loaded into memory).  We usually see this in documents like blueprints of schematic drawings.  But there are some things we can do to try to get these types of documents processed, if you find that it needs to be processed.  

Clicking on the document in the 'Too Big' list will tell you the size of the offending page. 

1) Click on the 'Too big' list.

2) Click on the individual document in question.

3) The offending size of the document is available in the document details.

If you find you have a series of the same type of documents, it's usually the case where the same size file is exceeding the limit.  You can attempt to process these documents by modifying the value(s) declared in the setting.xml file.  (Defaults differ depending on the version you're running.

See Manipulating Document Lists for more information on how to manage these lists

You are able to manipulate the document records for documents in the various document lists.   You may wish to manipulate the records in bulk or on a per document basis.    

Control

Refresh - refreshes the current list

Export as CSV - exports the current list to a .csv file

View Timeline - provides you with a timeline of documents processed.   See Document Timelines for more information

Show Bulk Operations / Hide Bulk Operations - this is a 'toggle' button which will show or hide the bulk operations sections

Filter - filters the list based on criteria you enter.   In the "Filter" field, include the criteria in which you would like to use to filter the lists, and then select   "Filter" to filter the list (e.g. X:\Docvault\Client\).

Bulk Operations - Bulk operations will be applied to the filtered (or unfiltered list seen below)

Reanalyze All - will reanalyze the documents in the list

Delete All - will delete the Symphony OCR database record for the documents in the list

Ignore - will place all the documents items in the Ignore list

Adjust Priority to - will allow you to set the priority for all documents in the list.   By default, Symphony OCR will analyze/process the most recent documents first, and then work backwards to process other documents.   See Processing Priorities for more information.

Single Document Control - the following apply to the documents in the list and not bulk operations

Document Details - to see the details regarding the document (e.g. document history, visible words, hidden words, etc) select the document from the list

Reanalyze Document - will place the document in the Analyzing list for re-analyzation

Ignore - will place the document in the Ignore list

Open - opens the document

Some firms may wish to make a decision about which documents should be OCRed and which should not.   Symphony OCR has always provided firms with the option to process only documents in particular Worldox profile groups, but in version 6.0 and higher, we have added more fine grain control.  

As you may already know, your Symphony license allows you to OCR a certain number of pages each year.   Therefore, the ability to control processing priority allows firms to ensure that their highest priority documents are processed first, saving lower priority documents for times when excess page count is available.

Priority Levels

There are five levels of processing priority in Symphony OCR:

Very High - these documents are always processed first, and will be processed even if the system is throttling based on page count needs
High - these documents will be processed after those with the priority level of "Very High," but will still be processed even if the system is throttling based on page count needs
Normal - this is the default priority for documents
Low - these documents will not be processed if the system is throttling based on page count needs unless there is sufficient page count available
Very Low - this is the lowest priority, and these documents will not be processed if the system is throttling based on page count needs unless there is sufficient page count available and the "Low" priority documents have been processed

Note: Documents inside each of the priority levels will still get processed by age (most recent first).

For further information on throttling, see:   How Backlog Throttling Works

There is a difference between the priority level of a given document and the default priority level that is assigned at the Worldox profile group or folder level.   For example, you may set the priority level for a particular profile group to be "High".   This will automatically set the priority level for any new documents saved to that location as "High", however, documents that have already been found prior to the assignment will be processed at the default level (Normal) unless you re-prioritize the documents already found.   In addition, you may opt to assign a particular document (or set of documents) that are in the profile group to have a "Low" priority level even though the default for newly saved documents is "High".

Use Cases

Setting Priority Levels for Profile Groups

One example of utilizing this particular tool in Symphony OCR is assigning the documents in a particular profile group with a Very Low priority.   For example, a firm may have a legacy store of documents and there is a Legacy profile group pointing to this legacy store.   While the firm would like to process the legacy store, it's much more important to the firm to process the documents in the current "live" Worldox document repository before processing these.   Therefore, you can set the Legacy profile group to have a Very Low or Low priority level.

For further information on configuring profile groups to process by priority levels see:   Configuring Worldox

Setting Priority Levels for Monitored Folders

One example of utilizing this particular tool in Symphony OCR is assigning the documents in a particular monitored folder with a Very High priority.   For example, a firm may have a set of documents that you need to process with a higher priority than others.   While the firm would like to process the other documents, it's much less important than documents for other clients and/or matters.   Therefore, you can create a separate monitored folder for these documents and assign them to have a High Priority.

For further information on configuring profile groups to process by priority levels see:   Configuring Monitored Folders

Setting Priority Levels for Documents

Another example may be that a particular firm has a need to process a certain set of documents very quickly.   For example, perhaps the firm has an impending court case and needs these documents OCRd urgently.   The default priority level for the location in which these documents reside may be set to "Normal", but the firm would like to process these particular files right away.   In this instance, you can find this set of documents by filtering the PROCESSING list.   Once the documents have been found in the Processing list, you can reassign their priority to "VERY HIGH," for example.   This will ensure that they are processed before other documents.   These files may be in the same profile group or they may be in different profile groups.

For further information on re-prioritizing documents in existing lists see:   Manipulating Document Lists and How to Adjust Processing Priorities

From the Symphony OCR Interface

Use the Document Info tool to enter the full path of the document or the document id and click "Query."

Using Worldox's Audit Trail

You can also determine whether or not a document has been processed by checking the Audit Trail on the document.     Simply display the AppName column in Worldox:

For more information on how to display Audit trail information for a particular document, see Audit a Single Document's Events

Checking the Details of a Document

There are two methods for looking up the details of a particular document:

Look up a document - NetDocuments
Look up Document- Worldox
Look up a document - Windows Folder Tree

Interpreting the Details of a Document

Once on the details page, the user can perform these functions:

There are also various bits of data or history showing what's been found on the file, and what's been done to it. For example, the "History" section shows all of the events logged for that file.

Note: If you delete the details of this document, it will delete this history and start from scratch. The "Page Analysis Details (before processing)" indicates how many words per page were found within the file BEFORE Symphony OCRed it. Visible words are computer-readable words (like digital headers or footers, or text generated by Word, etc). Hidden (aka invisible) words would be words applied by something like Symphony OCR. Note that these numbers are PRE-processing and they do not update after Symphony OCRs the file.

Depending on how Symphony OCR Notifications are configured, Status Notifications may be sent to you nightly, when there are errors, or when there are warnings.  See Notifications for how to set this up / edit the notification frequency.

The email notification will look and feel very similar to the Summary Page but without the large graph.

You can utilize the buttons in the Notifications to manage Symphony OCR providing that you have network connectivity to the Symphony OCR servers.

If you're not on the same network as Symphony OCR then you can't use the buttons, but the data presented can still give you a quick glance at its progress.

System Statistics tells you how many files are in the Analyzer or OCRing backlog, and how long it estimates it will take to complete those backlogs.

Document Lists give you the itemized numbers of documents found that were Processed or Not Processed. Read the article titled "Symphony OCR Workflow, Tools & Document Lists" for more information on those lists.

Symphony OCR is a back-end process that requires very little ongoing maintenance. However, as an administrator, there are a few tasks that should be performed on a monthly basis to ensure that everything continues to run smoothly. This will take maybe 5 minutes per month, and will help to detect and correct any systemic issues before they become problems:

• Ensure that the system condition is Green (and either fix or ignore documents that are in the Needs Attention list)
• Check the Not Processed documents lists for anything that looks unusual
• Check the Summary page and ensure that the available page count is not getting low (page count resets automatically each year)
• Every few months use the "Check for Updates" link in the top right corner of the interface to apply software updates. See here for how to do that: Update Symphony OCR
  

If you have a Symphony OCR Trial then this applies to you!

Backlog throttling is an advanced feature in Symphony OCR that ensures that your system will have processing capacity to use on new documents as they are added to your document repository.  If that capacity does not get used in a given day, then the backlog will be processed using that unused capacity.  This only applies for folks that have a limited page count (if you have a Symphony OCR Trial license this applies to you).  If you have an unlimited page count with Symphony OCR, then this won't be necessary.

Symphony OCR considers any document with modified date older than 5 days to be part of the backlog.  Any document with modified date less than 5 days will be processed regardless of any throttling.

If you wish your backlog to be processed more quickly than the throttling allows, you have two choices:

1. Increase your processing capacity (contact your Symphony Channel Partner for pricing)
2. Adjust the backlog throttling algorithm parameters by enabling "overclocking"

Of these, increasing the processing capacity is almost always the correct answer.  If you enable overclocking, you could wind up with your entire backlog being processed, but not being able to process any new documents added to your document repository.

If you are certain that adjusting the backlog throttling algorithm is what you need, here's how:

1. The settings that control backlog overclocking are found under the Processor configuration screen
2. Enable backlog overclocking with the checkbox
3. Set the number of new pages per day you expect your firm to be adding - these will be held in reserve, until the day is passed.  Reserved capacity that is not used in a given day is immediately released for processing of the backlog. A value of 0 would mean that Symphony is NOT holding back, and it will process your backlog without reservation and use up your allotted pages quickly.
   

Important:  Enabling overclocking can result in Symphony OCR having insufficient capacity to process your newly scanned documents - this is almost always not what you want to do if you would like to process documents for longer term (like the full 30 day duration of your trial license).  Contact your Trumpet sales rep when you're ready to buy the full version with unlimited page processing!

Background

By default, Symphony OCR will retain originals of documents it processes for between 7 and 14 days.   The retention period can be configured in the Processor Settings screen.

Symphony OCR stores these originals in the Work\Backups folder beneath the Symphony OCR installation directory (normally on the C drive of the Symphony OCR workstation).   If you wish to move the backup directory to a different volume, here is how:

Important: While you can technically change this storage location to a network drive, we strongly recommend against it.

Procedure

1. Close Symphony OCR
2. Copy the work\backupfiles folder to the new location (this could take awhile)
3. Locate the Config\Settings.xml file, and open it in a text editor
4. Locate the backupFileRoot= entry and change it to point at the new location.   This value should always point at the backupfiles directory.
5. Save settings.xml
6. Launch Symphony OCR

From time to time you may need to roll back to the original of a particular document (the document that has not been OCR'd).  This functionality has been available for some time but has been exposed in the user interface in builds of Symphony OCR that are version 6.4.44 and higher.

In order to "roll back" a file that has been OCR'd to it's original version:

• Open the Symphony OCR interface (see Accessing Symphony OCR)
• Perform a "Look up" or "Query" for the document using the "Lookup Document" link in the navigation panel on the left hand side of the Symphony OCR Window (see Checking the Status of a Document)
• In the "Details" area of the Document Status window, select the link "Roll Back"
  
  
• This will restore the original version to your document repository so that you can grab it.  And in addition, Symphony OCR places the document in the Backlog's "Reprocessing" list to be reprocessed at a later date (Symphony OCR waits until the Finder locates the document again, and then reprocesses).

 Note:  If you do not want the document to be reprocessed, you can move it to the "Ignore" list.  This will ensure that Symphony OCR does not re-OCR the document.

Users may need a document found and processed prior to Symphony OCR finding the document in NetDocuments due to a lengthy backlog.  To do so in NetDocuments, you can perform the following steps:

• Find the DOC ID in NetDocuments
• In Symphony OCR, choose "Lookup Document" in the navigation panel
  
• Enter the Document ID in the Document Info path/id field:
  
• Select Query

This will search Netdocuments for the document and add a document record for Symphony OCR to begin it's process of OCR'ing the file.

Recently, we have seen instances where certain anti-virus software has been interfering with SymphonyOCR processing. 

One specific example that has been clearly defined is WebRoot blocking access to one of the working folders ("C:\Program Files (x86)\Trumpet\SymphonyOCR\work\processor1"), or Unable to create working folder C:\Program Files (x86)\Trumpet\SymphonyOCR\work\msg1.  This is a new development, and one we find very curious because this portion of SymphonyOCR has not been changed in years.  So we're not sure why it is suddenly a problem for WebRoot.  Despite this, we are trying to work with them to help alleviate this issue.

Until we are able to work out a resolution with WebRoot, we recommend starting with adding exclusions for all executables in the SymphonyOCR folder and all subfolders ("C:\Program Files (x86)\Trumpet\SymphonyOCR").  There are no risks for adding exclusions for our executables.

NOTE:  The names of the executables can change slightly between versions.  So this will need to be checked and possibly updated with any update to SymphonyOCR.

If the anti-virus software is not monitoring executables, but rather doing some type of file level access monitoring, it may be necessary to add a full exclusion to the "C:\Program Files (x86)\Trumpet" folder and all sub-folders.  We will update this when and if we are able to get further information, or if we find any other anti-virus software causing similar issues.

Symphony OCR communicates with outside servers for the following purposes:

• Cloud-based DMS Systems (e.g. NetDocuments, SharePoint) for the purposes of finding, analyzing and processing documents
  
• Downloading parts of the system during installations and updates including the Symphony Engine and the necessary 32-bit version of Java Runtime
  
• Sending nightly notification emails
• Checking for license updates
• Checking for software updates
• Providing you with links to user documentation
  
• Sending heartbeat information.  Heartbeats provide a small amount of detail that allow our support team to monitor the health of your Symphony OCR software in order to take proactive actions if there are issues.  The heartbeats do not include reference to any specific document, or the contents of the document.  Here's an example of a heartbeat:
  

  Status: OK
  Service: false
  User: admin.nd
  AvailableCPUs: 6
  ParallelDocuments: 4
  ParallelPages: 1
  Host: XXXXXXX.LOCAL
  Pages left: 12344
  OCR backlog: 3158221 pgs
  Usage: {}
  AnalyzerUsage: {6632=[6632,989948,9715768]}
  ND preserve update info: true
  ND versioning enabled: Do not create versions

If you require the list of servers to configure your firewall and ensure that Symphony OCR will work nicely on your network, please email us at support@trumpetinc.com requesting the confidential document entitled: 

In the event you should need to remove Symphony OCR, the steps to do so are below. Note- if you're looking to migrate Symphony OCR to another workstation, the instructions to do so can be found here: Migrating Symphony OCR to a new workstation

Open the Control Panel and navigate to Programs and Features.

From within the Programs and Features list either find or search for 'Symphony OCR (remove only)' and double click to launch the uninstaller.

When the uninstaller launches, simply click 'Uninstall', wait for it to complete and then hit 'Finish'.

Symphony OCR will then be uninstalled.

MICR processing can be enabled by editing the ocrHandlerProvider configuration in settings.xml by adding enableMicrProcessing="true"

Once MICR processing is enabled, that will be indicated in the Advanced Settings section of the Processor Config screen.

To enable processing of Email (.msg) message attachments:

• Open the Symphony OCR interface (Accessing Symphony OCR)
• In the Navigation panel on the left side, select "Processor"
  
• In the Basic Settings section, select the "Process MSG (email) attachments check box:
  
  
• Select "Save Changes"

Notes: 

- 32bit Outlook will need to be installed and launched once on the workstation that SOCR is installed to, however you don't have to configure an actual email address. If this has not been done then SOCR will provide an alert in your Summary page.

- Worldox Document Management System only:  The above enables the OCR of the email attachments, but in order to enable full indexing of email attachments in Worldox, you will need to enable the feature.  Here are the instructions:  How to Enable Text Indexing of Email Attachments

To enable processing of TIFF (.tif or .tiff) documents:

• Open the Symphony OCR interface (Accessing Symphony OCR)

• In the Navigation panel on the left side, select "Processor"
  
• In the Basic Settings section, select the "Process TIFFs (OCR and convert to PDF)" check box:
  
  
• Select "Save Changes"

Note:  Enabling this feature will convert files with the extension .tif to .pdf so if you have any shortcuts that rely on the full file path of the document (including the file extension), you will need to update those.

To OCR files that are marked as Read-Only:

• Open the Symphony OCR homepage
• Select "Worldox" from the left sidebar
• Under Advanced Settings, check "Process read-only files"
  
  
• Select "Save Changes"

• Open the Symphony OCR hompage
• Select "Folder" from the left side bar
• Check the "Process read only files" checkbox
• Select "Save Changes"

By default Symphony OCR will rotate processed pages so that the page orientation is correct when opening the files in the document repository.  If you prefer for Symphony OCR not to rotate pages, you can disable the functionality.

• Open the Symphony OCR interface (Accessing Symphony OCR)
• In the Navigation panel on the left side, select "Processor"
  
• In the Basic Settings section, uncheck the "Automatically rotate pages to proper orientation" checkbox:
  
  
  
• Select "Save Changes"

By default, Symphony OCR will retain originals of documents it processes for between 7 and 14 days.    Here are the steps for disabling the back up:

• From the Symphony OCR navigation list, select the "Processor" page
  
• In the Original retention settings section, uncheck the "Retain originals of processed files" checkbox
  
  
• Select "Save Changes"
  

By default, Symphony OCR will retain originals of documents it processes for between 7 and 14 days.   You can adjust the retention settings to maintain the documents for a longer period of time.  To do so:

• From the Symphony OCR navigation list, select the "Processor" page
  
• In the Original retention settings section, update the field entitled "Purge originals of processed files after" to be the number of days you'd like to retain the originals
  
  
• Select "Save Changes"
  
  

Background

By default, Symphony OCR will retain originals of documents it processes for between 7 and 14 days.   The retention period can be configured in the Processor Settings screen.

Symphony OCR stores these originals in the Work\Backups folder beneath the Symphony OCR installation directory (normally on the C drive of the Symphony OCR workstation).   If you wish to move the backup directory to a different volume, here is how:

Important: While you can technically change this storage location to a network drive, we strongly recommend against it.

Procedure

1. Close Symphony OCR
2. Copy the work\backupfiles folder to the new location (this could take awhile)
3. Locate the Config\Settings.xml file, and open it in a text editor
4. Locate the backupFileRoot= entry and change it to point at the new location.   This value should always point at the backupfiles directory.
5. Save settings.xml
6. Launch Symphony OCR

Background

For sites that need to split processing between multiple installs of SOCR, the preferred method is to split by cabinet or folder (i.e. have one set of folders that one install of SOCR is responsible for, and another set of folders that another install is responsible for).   This isn't always possible, and another strategy is to use date filters to segment the processing.   The idea here is to allow configuration of a filter that completely blocks the instance of SOCR from finding the documents that it shouldn't process (they won't appear in the second Symphony OCR database at all).

Note   DMSes that force the modified date to change (i.e. NetDocuments) will ultimately end up with the document being discovered by the other SOCR install.   So the document will get analyzed a second time and moved immediately to the Processing list.   Not the end of the world, but it'll involve unnecessary downloading of the file.

Resolution

Currently, this functionality cannot be configured through the UI.   In order to configure this option

• Update Symphony OCR to version 6.4.81 or higher (if necessary) on both workstations that will run Symphony OCR
• Go to the license page and click "Save Settings" (this updates the settings.xml file to include the necessary entries)
• Close Symphony OCR
• Navigate to the C:\Program Files\SymphonyOCR\Config
• Open the settings.xml in notepad
• Look for this entry:
  <finderHandler cutoffTimeHigh="NOCUTOFF" cutoffTimeLow="NOCUTOFF"/>
  
  you can change either or both of the NOCUTOFF values to be a date.   The date is specified in GMT timezone.
  
  For example:
  
            <finderHandler cutoffTimeHigh="12/31/2010" cutoffTimeLow="NOCUTOFF"/>
  
  will make it so this instance of SOCR will only see documents with modified dates prior to 12/31/2010.
  
  You'd then configure the second instance of Sympony OCR like this:
  
            <finderHandler cutoffTimeHigh="NOCUTOFF" cutoffTimeLow="12/31/2010"/>
  
  

This will ensure that one instance of the software is only processing documents with a later modified date than the one specified, and the other instance is only processing documents with an earlier date than the one specified.

The search summary provides a list of cabinets and the number of documents and pages within that cabinet (profile group). 

To access the Progress Details page, select "View Detailed Progress" in the appropriate DMS's configuration page.

From the Progress Details, you can evaluate the number of documents / pages per cabinet (profile group) and determine the percentage of completion within the cabinet (profile group).  This can assist you in understanding how many documents are eligible for OCR in a particular cabinet (profile group) and can lead to decision making regarding the priority in which you may want to process those documents.

Once you have accessed this page, you can select any of the cabinets (profile groups) to open the Processing Document List.  This will automatically filter the Processing Document List to contain only the documents in this particular cabinet (profile group).

See Manipulating Document Lists  for further information on how to manipulate the document records for these documents.

Document Timelines give a week-by-week summary of the number of documents and pages in a given document list. The timelines are organized around the document's modified date, so they represent approximately when the document was added to the system. To view the timeline for a given document list, click into the list then click the "View Timeline" button at the top of the list.

Timelines can be useful for determining how quickly new documents are added to your document management system. For example, the timeline of the Processing and Processed document lists can provide how many documents and pages that are eligible for OCR have been added to the system in the past 52 weeks. This will give an approximate rate of new documents per year.

To view the timeline for processed documents:

1. Click on the Processed link on the left side of the screen.
   

2. On the "Documents of Type Processed Screen" locate and select "View Timeline" link.

3. This will take you to the page for "The Timeline of Processed" documents.

This screen will show how many documents and pages were processed from week to week (cumulatively as well). The timeline can also be exported as a CSV or Image file by selecting the appropriate button (this will give you the full history as opposed to going back only 100 weeks).

Symphony OCR can integrate with the following systems: The links will take you to the configuration instructions:

Configuration Guide - Worldox

Configuration Guide - NetDocuments

Configuration Guide - ShareFile

Configuration Guide - Open Text

Configuration Guide - Practice Master

Configuration Guide - LSSe64

Configuration Guide - Folders

Configuration Guide - Box

Configuration Guide - Dropbox

Configuration Guide - Microsoft One Drive

Configuration Guide - Google Drive

Configuration Guide - SharePoint

If the file is "web optimized" before Symphony processes it, then it will continue to be "web optimized" after - so this is more of a question of how your scanning is configured.  Trumpet's mandate is to completely preserve the original.  It is much more important to preserve the original than to do any sort of optimization on an existing file - just not worth the risk - especially when you consider that these processes are being done at high volume, unattended

Symphony OCR System Requirements

Symphony OCR is typically installed to a single machine.

Symphony OCR Requires:

For Wordox DMS integration, Symphony OCR is typically installed to the PC that also runs the Worldox indexer, but this is not required.

Note: The OCR process will automatically throttle itself if another process on the same computer needs to run.

Note: If you wish to OCR email attachments, then the 32bit version of Outlook (2010 or newer) will need to be installed as well. Does not work with 64 bit Outlook.

Workstation considerations for maximum performance:

4 core CPU, highest clock speed available (up to 16 cores if you purchase a license that supports additional cores)
At least 4 GB RAM
Fast network connection between the PC and server (1 gbps is recommended)
100 GB+ Disk space

Backups:

While definitely not required, some clients like to back up the Symphony OCR database, which resides in the 'C:\Program Files (x86)\Trumpet\SymphonyOCR\data' folder, on a nightly basis.  But it's not required — The Symphony OCR machine can be recreated using the documents in your document management system.

OCR adds between 1 and 5% to the total size of the source file if the source file is scanned in black and white.  For grayscale or color images, the increase in size is less than 1%.

If that's not making sense to you then here's an explanation and a metaphor:

Grayscale and color images are larger (in bits) than black and white images. This means that a 5-page document scanned to PDF in color/grayscale has more bits than the same 5-page document scanned to PDF in black and white. Symphony OCR, however, applies the same layer of text to both documents and that text would increase the same # of bits on each of the two scans. So, the percentage of size Symphony OCR adds actually goes DOWN the higher quality the scan gets.

Here's the metaphor: picture those scans as a sink of water (black/white scan) versus a tub of water (Color/GS). Now add a rubber duck (SOCR text) to each. The space the duck takes up in each body of water has a different percentage in relation to that body of water. The duck's percentage of space added in the tub is LESS than it is in the sink.

OCR accuracy is highly dependent on the quality of the scan.   But given the same scan, the engine that Symphony OCR uses (ABBYY) is widely recognized as the most accurate in the industry.

Here is an analysis of OCR accuracy performed by outside sources

How should I configure my scanner for optimal use with Symphony OCR?

For best accuracy, we recommend scanning at:

• 300 dpi for black and white images, or
• 200 dpi for grayscale and color
  

Note: 200 dpi will still work for black and white, but accuracy will drop slightly.  Below 200 dpi, accuracy drops off sharply for smaller fonts, and is not recommended.  Above 300 dpi, accuracy does not measurably improve (and results in much larger files that are slower to process).

Symphony OCR's content preservation system is PDF/A aware.   If the source document is PDF/A compliant, then the results after OCR will also be PDF/A compliant.

Does Symphony Suite Run on a Mac OS?

No, Symphony Suite is only compatible with the Windows operating system.

How does Symphony OCR impact the performance of the PC/Server it is running on?

Symphony OCR is designed to automatically throttle down it's CPU usage if another application on the computer needs the CPU, so the performance impact of Symphony OCR on the indexer PC is negligible.

Symphony OCR is designed to use as much of the computer's CPU capacity that is available (it will use up to 5 cores in full processing mode, 4 of which are used for the actual OCR operation), so you will see the CPU pegged at 100% utilization while there are documents to process, but this processing will not impact other processes on the computer from running normally.

If you wish to Limit the number of Cores that Symphony OCR utilizes, you can do so in the Advanced Settings of the Processor see:   Processor for more information..

If your firm uses a solution like Servers Alive to track the health of software and servers, you may want to have it monitor the Symphony OCR system status.

As of version 5.2.45, Symphony OCR adds a special status page that is easy for monitoring applications to parse:

http://your.symphony.workstation.name:14722/maestro/do/status

This will return a plain text response that looks like this:

Depending on the state of Symphony OCR, the status values could be one of:

• Status: OK
• Status: WARN
• Status: ERROR

Tip:   To test a change in status, go to the Processor configuration screen and stop the processor - this will switch the system status from OK to WARN.   Be sure to re-start the Processor after you are done testing.

Finally, here is the configuration screen for Servers Alive to check status of Symphony - if you use a different monitoring application, adjust as you see fit:

Background

Optical Character Recognition (OCR) converts images into characters for text searching.   Because OCR is time and resource intensive, performing OCR during scanning significantly reduces your efficiency. Symphony OCR performs the OCR task in a background process, allowing you to turn OCR off during scanning.   This procedure covers how to disable OCR when scanning using Adobe Acrobat.

Note that this setting is made on a per-user basis, so you'll have to do it for each user on a given workstation (you can thank Adobe for that - if anyone does figure out a way to get this turned off using a registry setting or anything like that, please let us know).

Procedure

Acrobat 9 & 10

1. Select Create > PDF from Scanner > Configure Presets
   
2. In the Configure Presets window, deselect the Make Searchable (Run OCR) checkbox
3. Click OK

For the most part documents that do not contain an image or text don't need to be processed.  One example of this might be your company's PDF letterhead template.  By default these PDF documents will not be processed and will be placed in the "No Image or Text" Document List.  How can a PDF have no image and no text?

If you would like Symphony OCR to process a specific document (or set of documents), you may force processing.  Here's how:

To process only a single document in the list:

• Select the "No Image or Text" item from the navigation panel on the left
• Click on the appropriate document in the document path to open the Details view
• Click "Enable Processing"
  

To process all No Image or Text files on a "per document" level:

• Select the "No Image or Text" item from the navigation panel on the left
• Optionally use the Filter box to get a sub-set of the documents
• Select "Show Bulk Operations"
• Choose "Enable Processing"
  

 To process all No Image or Text files permanently going forward:

• Close Symphony OCR by using the Quit button in the bottom left corner of the interface (or, if Symphony OCR is installed as a service, stop the service)
  
• Go to C:\Program Files (x86)\Trumpet\SymphonyOCR\config (may vary if you installed in a different location)
• Right-click on the settings.xml file and select Open With > Notepad
• Locate this line: <heuristicComputerProvider alwaysAnalyzeAndProcessNoImageNoTextPages="false"/>
• Change the "false" to "true"
• Save and close the file
• Re-launch Symphony OCR (start the service if Symphony OCR is installed as a service)

You can confirm this setting has been applied by viewing the Analyzer and Processor pages:

Yes! If you have a lot of checks that you scan and save into your repository then you may want to ensure that checking account numbers are getting OCR'd. Symphony OCR has the ability to enable MIC Recognition but it will require a Trumpet technician to enable for you. It's a quick process, just contact support@trumpetinc.com to schedule a call.

Trumpet Support:  see Page 1979

To enable processing of Email (.msg) message attachments:

• Open the Symphony OCR interface (Accessing Symphony OCR)
• In the Navigation panel on the left side, select "Processor"
  
• In the Basic Settings section, select the "Process MSG (email) attachments check box:
  
  
• Select "Save Changes"

Notes: 

- 32bit Outlook will need to be installed and launched once on the workstation that SOCR is installed to, however you don't have to configure an actual email address. If this has not been done then SOCR will provide an alert in your Summary page.

- Worldox Document Management System only:  The above enables the OCR of the email attachments, but in order to enable full indexing of email attachments in Worldox, you will need to enable the feature.  Here are the instructions:  How to Enable Text Indexing of Email Attachments

**This article is for Worldox integration only. If you have NetDocuments or another document management solution, refer to the provider for more information to ensure Email Text Indexing is available and enabled. **

Worldox Professional

If your firm wishes to text index email attachments, you must enable the setting. 

Here's how:

Note:  In order for the Indexer to index email attachments (and .msg files) the Indexer must have Outlook installed.

• From the Windows Start menu, type the following (where "X" is the network location of Worldox):

  X:\Worldox\wdadmin.exe /ini

• Hit Enter.  This will launch the administrative properties dialog

• Select the WDIndex tab
  

• Select the category "Common Options" and set the "Index Email Attachments" setting to "Yes"

  

• .After enabling the feature, perform an INIT on the text indexes. The Worldox Indexer performs INITs once a week by default and that time can be identified in WDInexer and then checking the schedule

Worldox Cloud

If you wish to Index your email attachments, please notify Trumpet by sending an email to support@trumpetinc.com.

Symphony OCR assigns a unique identifier to each email attachment that it processes. The identifier will start with the path of the actual document and then include a unique identifier for that particular attachment:

In order to determine the "name" of the email attachment that is assigned the unique identifier, select the document in the "Document Path" of any of the Worldox lists

This will provide you with the "Details" of that particular document record, and the attachment name will be listed in parenthesis:

There may be instances where you need to OCR a set of documents more quickly than others.   For example, you may have a particular matter going to trial next week and need to OCR the discovery for that matter or perhaps you’d like to set a priority of processing all discovery documents in your document repository first.

Note:   This procedure is a one-time adjustment of the priorities of filtered files.   You can also adjust the default priority of the documents by setting up separate monitored folders for each and assigning different priorities as applicable by following the instructions found here:   Processing Priorities

To adjust the processing priorities for Symphony OCR for a one-time instance, you can use the following procedure:

• Navigate to the Processing Document List   (this is a list of all documents that are in queue for processing)
• Use the “Filter” area to filter the documents.     Here are some example filters using wildcards:
  • C:\Document Repository\123-7789\*.   Use something like this to find all folders and subfolders for this particular matter.
  • C:\Document Repository\*\Discovery\*.   Use something like this to find all Discovery subfolders for all matters
• Then select   the “Filter” button
• This will filter your Symphony OCR document List to show only the files you’ve identified in your filter:
  
  Note:   This will only display 20 to 30 of the documents at a time, but you can scroll through the list using the “Next” button at the top of the list.
• Next, select the “Show Bulk Operations” link.  
  
• This will display the various "Bulk" operations that you can perform.   In this instance we’re focusing on the “Priority” buttons:
  
• Select the appropriate priority for the documents (e.g. High or Very High depending on the urgency for this filter in conjunction with other filters.   For more information on Processing Levels see:   Processing Priorities
• The Documents in the Processing list will now show a sub-heading for the priority:
  

Background

Because Worldox now runs as a service, Trumpet has received many requests to have Symphony OCR also run as a service.  This is possible using version 6.6.13 and higher of Symphony OCR.

Resolution

If you are performing this update in concert with updating Worldox to run as a service, after the Worldox update you'll want to ensure that you've launched the Worldox client on the machine running the Symphony OCR service (typically the Indexer) as the Symphony OCR user.  You can determine the user by selecting the "Worldox" link in the navigation panel. It's typically 000000, but yours may be different. 

To run Symphony OCR as a service:

• Click the "Check for Updates" link in the top right corner of Symphony OCR
• Select the pre-release version to download the installer
  
• Run the installer - accept the defaults until you come to the "How would you like to run Symphony OCR?" step
• On this window, select "Run as a Windows Service" - Enter the Domain\User and Password.  Click 'Next'

Password Requirements: Must use the users Windows Password. PINS or other security Keys wont work

By default, Symphony OCR does not process .tif files.   The reason this is not enabled by default is that because it is not possible to add an invisible layer of text to a .tif file, Symphony OCR actually converts the tif files to pdf.     This provides firms with the option to enable if they choose to do so.

Here's the life cycle of a .tif file in Symphony OCR:

Finder Tool

The "Finder" tool in Symphony OCR is responsible for finding .tif, files in the document repository (amongst other file types).       It will search for .tif files regardless of whether or not the firm has chosen to process .tif files.   Once the Finder has found the documents, it passes them to the Analyzer Tool.

Analyzer Tool

The "Analyzer" tool in Symphony OCR is responsible for analyzing documents to determine if they're eligible candidates for OCR.   The Analyzer will determine if the .tif file can be OCR'ed regardless of whether or not the firm has chosen to process .tif files.   If the .tif file is eligible for processing, it will place the .tif file in the "Processing" queue.

Processor Tool

When .tif processing is *not* enabled

When the Processor determines that the file is a .tif file, it will immediately place the .tif file in the Not Processed \ Wrong Type list.

When .tif processing is enabled

The Processor will process the .tif file by converting the .tif file to a .pdf file.   Why?   The .tif format does not allow the invisible layer of text to be added.   Therefore, it must be converted to a .pdf file when processed.  

Analysis Only

If you wish to simply determine how many .tif documents are eligible for OCR in a particular document repository you can simply *not* enable .tif processing.   Then check the "Wrong Type" list's Timeline to determine the number of documents / pages that could be processed.

MSG Versioning Implications for NetDocuments/Symphony OCR

There are four different levels of versioning available for NetDocuments Symphony OCR users, and the type of versioning you choose will determine the behavior that Symphony OCR uses.   The levels and how they work with .msg files are listed below:

1. Do not create versions - when this is set, Symphony OCR will not create new versions when processing a document with the exception of .msg files.  NetDocuments requires that version 1 of emails not be overwritten. Therefore, even when Symphony OCR is set to "Do not create versions" , it will create a Version 2 of email files.  If there are multiple attachments to the email, Symphony OCR will only create a Version 2 (not any additional versions) as it processes multiple attachments.
   
2. Create versions for all documents -when this is set, Symphony OCR will create new versions for all documents it processes regardless of the file type / extension.  Therefore, if there are multiple attachments to the email, Symphony OCR will create a separate version for each email attachment. (If there are 10 email attachments, there will be 10 versions created)
3. Create versions for pdf documents only - when this is set, Symphony OCR will create new versions for all PDF documents.  NetDocuments requires that version 1 of emails not be overwritten.  Therefore, even when Symphony OCR is set to "Create versions for pdf documents only", it will create a Version 2 of email files.  If there are multiple attachments to the email, Symphony OCR will only create a Version 2 (not any additional versions) as it processes multiple attachments.  This behavior for .msg files is the same as "Do not create versions".
   
4. Create versions for non-pdf documents only - when this is set, Symphony OCR will create new versions of .tif and .msg files.   Therefore, if there are multiple attachments to the email, Symphony OCR will create a separate version for each email attachment. (If there are 10 email attachments, there will be 10 versions created)

TIF Versioning Implications for NetDocuments/Symphony OCR

Let's discuss the behavior with versioning for .tif files and the four applicable settings:

1. Do not create versions - when this is set, Symphony OCR will not create new versions when processing a document.  The .tif file is converted to .pdf when processed, but no new version is created. 
2. Create versions for all documents - when this is set, Symphony OCR will create a new version for all documents it processes regardless of the file type / extension.  Therefore,  the .tif file is converted to .pdf and saved as a new version, v1 remains a .tif file.
   
3. Create versions for pdf documents only -when this is set, Symphony OCR will create new versions for all PDF documents only.  Symphony OCR will not create a new document for .tif files
4. Create versions for non-pdf documents only - when this is set, Symphony OCR will create new versions of .tif and .msg files but not create versions for .pdf files.
   

If Symphony OCR has indicated in your Document Details that it has processed (OCR'd) a file but you'd like to see if with your own eyes, here are a couple tips/tricks we use to do that:

Remember: Symphony OCR applies an invisible layer of text to your files - it does NOT control the search mechanisms withing your document repository. If your trying to do text-in-file searches inside your document repository and you're getting no hits then check to make sure file text/content is being indexed by your repository tools. Again, Symphony doesn't control text searches, it only puts text in your files.

Find:

You can open your PDF and use Ctrl+F (find) and then type out a word you see on the page. Presuming the file has text now, your PDF text finder should highlight the word your searching for. Be sure you're searching for a word that you already know exists within your document.

Copy Paste:

Alternatively, you can try copying and pasting text from your file as well. This will show you that the text is there and is accurate.

Once a document has been OCR'd you can copy the OCR'd results of a document to Microsoft Word or other word processing editor.

To do so:

• Open the OCRd document in your PDF Viewer (See Checking Status of a Document to determine if the document has been OCR'd)
• Select the text
  • Ctrl + A on your keyboard to select all the text in the document
  • Or Use the "Text" tool to select portions of the document 
• Right Click Copy
• In Word or other word processing document (ie. Notepad), Select Ctrl + V to paste the text (or you can right click "Paste")

Note: This will not preserve the formatting of the document (Headers, fonts, etc) which can be adjusted in Microsoft Word.

Background

After installing Symphony OCR, you will almost certainly notice that the CPU on the machine running Symphony OCR is consuming 100% of the CPU.

What's Going On

Symphony OCR is designed to consume all CPU resources available - Up to 16 cores (depending on the number of cores and the license you purchased) during OCR.  OCRing documents is an *extremely* CPU intensive operation, which means that it will use far more CPU than almost any other application you may be familiar with.  With many applications, seeing the CPU spike for a long period of time is cause for concern - but with Symphony OCR it is absolutely expected and desirable behavior.

That said, it is important that Symphony OCR be a good digital citizen and allow other applications to use those CPUs when they need to.  Symphony OCR is designed to allow exactly that to happen.  Symphony OCR runs at a lower priority than all other tasks, so it will always yield when another task needs the CPU.  You may notice a little delay when other applications need the CPU, but we've had no reports of Symphony preventing anything else from running as needed.  If you are seeing other apps hung up, we'd definitely like to know about it. 

To limit the cores that Symphony OCR utilizes, use the "Advanced settings" section of the 'Processor' tab (very bottom of the page).  Just enter the maximum number of CPUs for Symphony OCR to use in that field.  See Processor for more information.

Additional Information

In some extremely rare situations (we've seen this twice now), if thermal management of the CPU is not designed properly (e.g. incorrectly applied thermal paste between CPU and heatsink), it is possible for a machine running at 100% of CPU to overheat and shut down.  The two times we saw this, the machine powered itself down without any warning or user interaction.  After fixing the thermal paste, the problem never recurred.

Note: if you have other CPU-intensive or time-sensitive apps that need to run and you feel that Symphony OCR is interfering, you can add events in the Symphony OCR Scheduler to stop processing documents during time periods.  In practice, we've seen very few sites that require this type of schedule management.

Symphony OCR is intelligently designed to be a "good digital citizen."   Bottom line, other applications get first priority after which Symphony OCR will use all available resources to process, so it throttles based on demand from other apps.

These are some of the frequently asked questions with regards to how Symphony OCR works with SharePoint:

Does Symphony OCR integrate with OneDrive?

Symphony OCR supports OneDrive for Business (SharePoint Online) not personal OneDrive accounts.

Where does Symphony OCR run?

Symphony OCR integrates with your Office365 SharePoint tenant.  It does not actually run on the Office365 cloud, but runs on a workstation and integrates with SharePoint directly.

Can Symphony OCR be scheduled to run?

Symphony OCR has a scheduler component which is incorporated in the software.  You can determine which days of the week and what times of the days that it will run.  The OCR process is CPU intensive.  Data transfer accounts for approximately 3% of the processing time for a given document.  A fast server typically sees around 2-3 seconds per page throughput, workstation class operating systems are approximately twice that (4-6 seconds per page throughput).  This is very dependent on hardware and network speeds.

How does licensing work?

The Symphony OCR license must be greater than or equal to the SharePoint user count.  To determine your user count:

• Log into SharePoint as an admin user
  

• Paste the following into your browser replacing "yourcompany" with your SharePoint site at the beginning:
  https://<yourcompany>.sharepoint.com/_api/search/query?querytext='AccountName:"i:0%23.*"'&enablefql=false&rowsperpage=0&rowlimit=100&selectproperties='AccountName'&sourceid='B09A7990-05EA-4AF9-81EF-EDFAB16C4E31'
• This will return xml information
• Do a text search for 'd:RowCount' (don't include the quotes), you will find something like this:
  <d:RowCount m:type="Edm.Int32">10</d:RowCount>
  The number of users is "10"
• To find each of the users, you can search through the same xml file for '<d:Key>AccountName</d:Key>' (don't include the quotes)
  e.g.: 

<d:element m:type="SP.KeyValue">
<d:Key>AccountName</d:Key>
<d:Value>i:0#.f|membership|kevin@trumpetinc.onmicrosoft.com</d:Value>
<d:ValueType>Edm.String</d:ValueType>
</d:element>

In the above example, the username is kevin@trumpetinc.onmicrosoft.com

If you add an additional user, Symphony OCR will send the person you indicate in the Notification center an email notification indicating you have exceeded your license count.   Symphony OCR will continue to process during a 10-day grace period to allow the software to continue running and ensure you can order additional users for Symphony OCR.

How to adjust your Sharepoint Tenant:

If you need to adjust your SharePoint Tenant, you'll need to do the following:

1. Shut down the SOCR Service
2. Open the Settings.xml file located at C:\Program Files (x86)\Trumpet\SymphonyOCR\config using Notepad
3. Find the section entitled <sharePointConnectionManager
4. Delete that section from the "realm" through to the existing Sharepoint URL
5. Save the settings.xml file
6. Relaunch Symphony OCR and start the service
7. Re-establish the connection to the new tenant

Modified Dates

The Sharepoint API calls do not allow Symphony OCR to preserve the modified date of files.  Therefore, when Symphony OCR processes a document, the modified date will be adjusted to the date the document was processed by Symphony OCR.

Background

You integrate your Symphony OCR software with your NetDocuments repository and you're getting emails saying something to the extent of "NetDocuments Download Threshold Exceeded".

What does this mean?

This email comes from NetDocuments based on, as far as we know, repository settings configured to alert an admin of when a user's download activity exceeds a certain, defined, number. We do not control these settings or email notifications, but we've located an article published by NetDocuments which talks more about this which may be of use. 

Symphony OCR must download your documents in order to analyze and OCR them.  This process does count towards the NetDocuments warning threshold.

The setting to adjust the threshold is located in the NetDocuments Admin Settings under "Edit name, logo and billing information".

Please note that Trumpet, Inc. does not in any way support or represent NetDocuments, and if you would like to learn more about the email you received, or to adjust the settings that control it, please reach out to NetDocuments directly.

If your license allows for our maximum core count of 16.  This is 16 cores used for OCR itself, and we'll use another 8 cores for pre-analysis.  Pre-analysis takes 1/50th the time as OCR, so it's only important to have 16 dedicated physical cores if you are trying to maximize Symphony performance.

Application bit-ness has no influence on our performance for multi-core operation, so no performance degredation from that as you add cores.

What's more likely is that Symphony will eventually saturate the bandwidth available for transferring files (either b/c of limitations at via your internet connection, or the server bandwidth).  Other potential limiting factors would be free RAM and disk performance (but on any modern server, these are negligible compared to internet bandwidth). 

The document retention setting controls a short term backup that we can keep on the local disks on the Symphony machine, just in case something goes horribly wrong.  This functionality was added to the original Symphony application 15 years ago as a belt-and-suspenders just-in-case feature.  We've actually never had to use this backup, and there are better ways to restore original documents, so very few of our sites bother to use it anymore.

Firms that want to be able to recover the original document (prior to OCR) generally use two strategies:

1. They rely on Symphony's "Rollback" capability - here's a knowledgebook that describes this capability:  https://support.trumpetinc.com/index.php?pg=kb.page&id=1824  - what's cool about Rollback, is that you get the same functionality as if you retained a completely separate copy of the original document - but without having to store the second copy or increasing storage.
2. They turn on 'Create versions' - see 'Create Versions of OCR results' in  https://support.trumpetinc.com/index.php?pg=kb.page&id=1378   - this approach does literally make an extra copy of the original (saving as version 1), then saves the OCR results back into the DMS as version 2.  This will obviously double the storage space of any document that is OCRed.

Symphony OCR may not yet have processed some documents, and / or may not be able to process some documents.   You can set up Notifications to track which documents are in the various Not Processed lists see:   Configuring Notifications for instructions.

If you do not currently receive notifications but want to troubleshoot why a particular document is not text searchable, here is a quick procedure:

1. Open the PDF file.   Search for text inside the document itself.   If you can find the text, then the file has been OCR'd and the problem may be that the Worldox text search isn't working.   Worldox updates the text databases nightly, so it may be a matter of the text indexes not having been updated yet.   If the text indexes have been updated, see:   OCRed documents not text searchable for a potential solution.
2. If you open the document and cannot find text within the file itself, then you can check the status of the document:   Checking the Status of a Document
   • If the document does not have a status at all, the issue is more than likely that Symphony OCR is not able to locate the document.   This is typically due to a Worldox permissions issue.   You should ensure that the user that is running Symphony OCR has full access to the files in the document management system.
   • If the document does have a status, you can look at the details page to determine the history of the document, or you can determine which document list the document resides in.   Here is a listing of the various document lists with further explanation:   Document Lists
   • If the document appears in the "Needs Attention" list in particular, please send an email to support@trumpetinc.com including a screenshot of the details screen.   Trumpet support may request that you upload a copy of the document via our secure upload portal.

Background

The Symphony OCR installer downloads and runs the Symphony OCR Engine installer.   If it is unable to download the Symphony OCR Engine you will receive an error message like this:

This type of error almost always means that you have a hardware firewall or border router that is interfering with the download of a required component.

Resolution

1)   Configure your firewall to allow traffic coming from the www.trumpetinc.com domain.
2)   If you are unable configure the firewall, you can download the required compontent from the URL provided by the installer error message

after you download, install to the folder that Symphony OCR is located in (this is typically 'C:\Program Files\Trumpet\SymphonyOCR', but may be called 'Maestro' in older installations).   One you complete this install, run the regular installer.   The regular installer will detect the engine and will not attempt to download it again.

Symptoms

Symphony OCR is in either a warning or error state with the error message indicating that there is Insufficient Disk Space.

Background

As a "belts and suspenders" operation, Symphony OCR creates a back up copy of files prior to processing them and saves that copy to the local workstation that runs Symphony OCR.   For more information regarding setting up the retention see:   Configuration Guide: Processor

If the workstation's amount of available disk space falls below 1.5 GB, Symphony Profiler will enter a "Warning" state.
If the workstation's amount of available disk space falls below 1.0 GB, Symphony Profiler will enter an "Error" state.

Resolution

There are a couple of options for you:

Adjust the firm's purge rules

If the firm has opted to keep files for longer than the standard 7 days, you may wish to adjust the firm's retention rates to something smaller to purge the documents more frequently.   See the section Configuration Guide: Processor to find out how to adjust

Change the firm's retention location

You can also change the location where the originals are stored by adjusting the retention location.   Here are instructions for doing so:   Changing the Retain Originals (Backup) Location

Other

You can also edit the settings.xml of the firm to warn and error at different rates.   Levels can be adjusted by manually editing settings.xml and adding errorUsableSpace and warnUsableSpace parameters to the <backupManager .... /> element

Background

Symphony OCR utilizes the Worldox API to find the applicable profile groups to search for documents and also uses the Worldox API to determine if the Worldox license count matches the Symphony OCR license count as the two must be the same for Symphony to Process documents.

If you see error messages like the above, it's typically caused by Worldox not having been launched (mirrored) as the user that Symphony OCR is configured to use.

Resolution

Launch Worldox (in Mirrored Mode) as the user that Symphony OCR is configured to use, then close Worldox.   (You do not need to leave Worldox running - launching one time is sufficient to get the Worldox API to register properly)

Background

We've seen at least one instance where a site had received the following error message and all processing had stopped until it was corrected:

"Unable to determine the number of NetDocuments users - java.lang.NullPOinterException: path is 'null'.

Resolution

The problem appeared to be caused by strict Internet Security which was preventing the machine to access the necessary NetDocuments integration points. The solution was to reset the Advanced Settings in Internet Options.

To do this follow these steps:

• Open Control Panel> Internet Options (can also access through your Browser)
• Go to the "Advanced" tab
• Click on the button that says "Reset..." under the Reset Internet Explorer Settings section
  • 
    
• Hit OK
• Close everything and Restart the machine.
• Launch SOCR and confirm the error is gone and that the Finder, Analyzer, and Processor running smoothly again.
  

Background

Symphony OCR utilizes the Worldox API to find the applicable profile groups to search for documents and also uses the Worldox API to determine if the Worldox license count matches the Symphony OCR license count as the two must be the same for Symphony to Process documents.

If you see error messages like the above, it's typically because you have more Worldox licenses than Symphony licenses.     Symphony OCR provides you with a 15 day grace period to get your Symphony OCR license up to date.

Resolution

Contact your Channel Partner to request additional Symphony licenses.

Background

Communication errors between your machine and our servers, such as the error above, can be caused by a discrepancy between your machine’s clock and our server’s clock. If their times are not matching by within a few seconds, then our server will not allow access for security reasons.

Resolution

Change the time on the machine to the correct time. If your computer is part of a network that is all on the same time then make sure the changes are made globally.

If you need to move Symphony OCR to a new workstation, you have two choices:

1. Copy settings and database files from the old PC to the new - this is the preferred approach
2. Install clean to the new workstation, reconfigure settings, then let Symphony OCR rebuild it's databases by processing the document repository (if you need to perform a clean install please refer to the Symphony OCR Installation Guide ) - this approach must be used if the original installation of Symphony OCR is not available (i.e. hard drive failure)

This procedure covers the first approach.

Prepare the Computer for Installation 

• Ensure that the workstation and Windows user login for Symphony OCR meets the minimum system requirements
• Ensure that a modern web browser and Adobe Reader (or Acrobat) are installed on the PC (this is not strictly necessary, but it makes troubleshooting easier)
• For Worldox sites, make sure that Worldox has been launched at least one time on the new machine

Install and migrate

1. Ensure Symphony OCR has been shut down on the old workstation
2. Download and install the latest version of Symphony OCR to the new workstation (you can get a download link from our support team by emailing support@trumpetinc.com), but do NOT launch it after the installer finishes
3. Copy the following files from the Symphony OCR directory on the old PC to the new PC (typically C:\Program Files\Trumpet\SymphonyOCR):
   • Config\settings.xml
   • Data\* (i.e. all files and sub-folders.  *Contents only, not the entire directory*) - this could take awhile, be patient
   • Logs\* (i.e. all files - this isn't strictly necessary, but it helps to maintain continuity.  *Contents only, not the entire directory*)
4. *If running Symphony OCR as a service open the service manager and start the service
5. Launch Symphony OCR on the new workstation
6. For Worldox sites, open the Symphony OCR web interface (if not already showing in your browser, you can use the system tray applet to do this), go to the Worldox settings screen, adjust the Worldox location if it is still set to the old server
7. Uninstall Symphony OCR from the old workstation (this is important to ensure that you do not violate your EULA license agreement for Symphony)

For the technical details, here's a link that tells a bit more about this error message: http://www.duckware.com/tech/java6msvcr71.html

An update to the latest version of Symphony Profiler or Symphony OCR should resolve the issue.  Please use your Symphony OCR / Symphony Profiler Installation Guide, or contact Trumpet support (http:\\support.trumpetinc.com) for update instructions.

Background

If the internal Symphony OCR database becomes corrupted, the system will throw all sorts of interesting errors. This sort of problem should not be happening very much, so if you see it multiple times, be sure to request support. If you are directed by Trumpet support to either repair, reset or compact the database, here's how to do it:

Procedure

Compact/Repair

If the Symphony OCR database becomes corrupted, a 'Compact' operation will often repair the damage - here's how:

1. Click the Debug Link (Advanced Link in older versions)
2. Click the Compact Database Link
3. Wait for the rebuild to finish (you will have to click refresh to update the Task list)

Reset

In some cases, a Symphony OCR will be so damaged that a full reset will be necessary - here's how:

1. Close/Stop Symphony OCR application/service
   
2. Navigate to the databases folder inside the Symphony OCR folder (typically located at c:\Program files\Trumpet\SymphonyOCR - but it could also be under a folder called Maestro on older installations)
3. Rename the documents.db and documents.lg files
4. Launch Symphony OCR
5. Symphony OCR will now re-build the entire database by looking at each document in Worldox - this can take a little while.  Note:  the system isn't re-OCRing any documents that have already been OCRed.

Symptoms

Your firm has more pages to process than you have processing capacity.   Symphony OCR's backlog throttling system is kicking in to ensure that you have sufficient processing capacity for the new documents that you are likely to add between now and the end of the year.

Background

Please refer to the following article for a discussion on backlog throttling: How Backlog Throttling Works   Please note that backlog throttling is a very advanced feature, and it is very unlikely that changing the parameters is the correct thing to do for your site.

Resolution

You have two choices:

• Contact your Symphony Channel Partner to inquire about increasing your processing capacity, or
• Be patient - that backlog will get processed over time as capacity becomes available

Background

In some situations, you may wish to completely remove records from the Symphony OCR database.   One example of this is when the user changes the selected PGs in the Worldox configuration screen.   Changes to the Worldox configuration screen impact the *finder* component of Symphony OCR only.   Any documents that are already in the database will continue to be processed, even if they reside in profile groups that have been de-selected.

Procedure

Important: this procedure uses the Advanced/Debug interface for Symphony OCR.   Be careful!

Option 1 - remove many explicit documents

1. Create a text file with the full path of the document records you wish to remove.   Place the file in a location that is available to Symphony OCR (generally a file on the disk of the workstation that runs Symphony OCR)
   Tip: You can use the Export CSV button in the Processing list to obtain a list of all documents in the processing queue.   This CSV can then be edited to include only the paths that you wish to delete.   Be sure to remove the other columns!
2. Click Advanced
3. Type the full path of the text file created in step 1 in the 'Or files in the following file' field:
   
4. Click the Delete Database Records for Specified Files button

Option 2 - Copy and paste from Worldox

This option works well if you wish to delete records for a handful of documents (up to about 150)

1. In Worlodox, search for the documents
2. Select the documents and type Ctrl+C - this will place the paths of all of the documents onto the clipboard
3. In Symphony OCR, click Advanced
4. Paste the paths into the 'List files to perform debug operations on' field
5. Click the Delete Database Records for Specified Files button

Option 3 - Remove all document records from Symphony OCR

If you wish to remove all document records from Symphony OCR, you can reset the Symphony OCR internal database.   When Symphony OCR is restarted, it will rebuild the database based on the documents that it finds.   This will result in a loss of all processing history, but any documents that have already been OCRed will not be affected, and records for those documents will be recreated and placed in the Processed list without consuming additional processing capacity.

1. Close Symphony OCR using the Quit side-bar link
2. Navigate to Program Files\Trumpet\Symphony OCR\Data
3. Rename the following files:
   
   • documents.db   -> documents.db_old
   • documents.lg   -> documents.lg_old
   • ProcessorPerformance.dat   ->   ProcessorPerformance.dat_old
4. Restart Symphony OCR

Background

In some situations, you may wish to explicitly tell Symphony OCR to process a set of documents with higher priority than others.   This can also be used to process documents that wouldn't normally be discoverable by Symphony OCR (e.g. because of profile group selection).

This functionality was added in version 5.2.46

Procedure

Important: this procedure uses the Advanced/Debug interface for Symphony OCR.   Be careful!

1. Click Advanced
2. Paste the full paths of all of the documents whose records you wish to debug  (one to a line) into the "List files to perform debug operations on" text area
   Tip: If you have a set of documents selected in Worldox, you can type Ctrl+C to put all of their paths onto the clipboard, then paste the results into the "List files to perform..." text area of the Advanced screen
3. Click the  Process Specified Documents Immediately button

Background

After updating Symphony OCR to version 8.0.7 or higher, some files appear in the 'Needs Attention' list with the reason being "Adding text to image failed — null". When the files are reanalyzed, they are not processed and they return to the 'Needs Attention' list.

Resolution Updated

We have an update available that resolved the error. Update SymphonyOCR to version 8.1.3 or higher. 

Symphony will automatically reanalyze any files in the Needs Attention list after the update. If you have Ignored files related to this error you can manually tell Symphony to reanalyze them.

Background

Important:   There was a bug in an earlier version of Symphony OCR (prior to 5.2.77) that could cause a large number of files to accumulate in the SymphonyOCR\Work\processor1\ocr folder.   If this folder contains lots of sub-folders or files, please use the Check for Updates link to install the latest version of Symphony OCR.   It is safe to manually purge the SymphonyOCR\Work\processor1\ocr folder (the DOS command rmdir /s "C:\Program files\Trumpet\SymphonyOCR\Work\processor1\ocr" will do this if you are comfortable using the command prompt).   The rest of this article applies if you are running versions higher than 5.2.77.

By default, Symphony OCR will retain versions of the documents it OCRs for a period of 7 days.   If your firm is processing a large backlog, this can represent a significant number of files.

The retained versioning system is merely a belts-and-suspenders feature - just in case something goes wrong.

These past versions are stored in the Symphony OCR\Work\backupfiles sub-folder.

Resolution

You can adjust the retention period for the Symphony OCR backups in the Processor Configuration Screen or you can disable the retention entirely.

If you wish to purge old files immediately, make the adjustments to the retention policy, then use Debug->Purge old backups (Advanced->Purge old backups, on older versions.)

Description

When Symphony OCR launches, it displays the Performing Maintenance.   This screen never refreshes, and the "progress" graphic does not spin (i.e. is not animated).

Clicking on the Symphony OCR icon in the upper left corner of each page should refresh that page - when this issue is happening, the refresh does not occur.

Background

This behavior can be caused by restrictive policies in Internet Explorer

Solution

Add the Symphony PC to the list of Trusted Sites in Internet Explorer.   Here's how:

1. In Internet Explorer, with the maintenance screen showing, click Tools->Internet Options (you may have to press the Alt key to see the Tools menu)
2. Switch to the Security tab
3. Select Trusted Sites
4. Click the Sites button
5. Confirm that the URL in the 'Add this website to the zone' field is the Symphony PC
   Important:   The site should start with "http://" and NOT "https://" - if Internet Explorer won't let you add the site because of the https prefix requirement, uncheck the 'Require Server Verification' checkbox
6. Click Add then Close
7. Click OK to close the Internet Options dialog
8. Click Refresh in Internet Explorer and confirm that the maintenance screen updates

Background

Symphony OCR converts image only PDF files into text searchable PDF files.   Once the PDF file contains text, users can immediately search *within* the PDF.   However, the Worldox text indexer must update before the text contents of the PDF become available for text-in-file searching (i.e. searching *for* the document).

We recently found an interaction problem between Symphony OCR and the Worldox indexer (WDINDEX) that prevents some PDF files from being added to the full text index.

Cause

WDINDEX maintains a local cache of the text it extracts from documents.   This allows Worldox to use the cached text extraction during text database inits - instead of re-parsing text from every file on the network.   This local text cache dramatically improves text database rebuild times.   WDINDEX determines whether it should use the text cache for a given file by checking the network file's modified date.   Symphony OCR preserves the file's modified date when it performs OCR.   This can result in WDINDEX using cached text extraction (consisting of no text) instead of the updated version of the file on the network.

Resolution

In version 5.2.67, Symphony OCR now modifies the date of files it OCRs by a single minute.   This will ensure that WDINDEX will not use cached text extraction results for files OCRed after S-OCR was updated to 5.2.67.

For files that were OCRed before the update to 5.2.67, the user will need to purge the WDINDEX text cache - this is easy to do, but can take a bit of time, depending on the size of the document repository.   Here are instructions:

Purging the WDINDEX local text cache

1. Log on to the Indexer PC
2. Make sure you have updated to Symphony OCR 5.2.67 or higher - (see the update instructions if you need them)
3. If WDINDEX is counting down, click Close Server to return to the main WDINDEX configuration screen
4. Select the first drive in the Active Drives list
5. Click Drive->Purge Local Cache:
   
6. When prompted to delete the local text cache data, click Yes
7. After the purge finishes (this could take 5 to 20 minutes), select the next drive in the Active Drives list and repeat the above procedure

The next time WDINDEX rebuilds the text databases, it will rebuild the local text cache (this could cause the first rebuild to take longer than normal).   After that, everything should just like before - except that all of your OCRed files will be text searchable.

Symptoms

User notices that Symphony OCR has a system condition of Red and the finder screen displays an error of "java.io.IOException: StringLong keys can't be longer than 300K - database must be corrupted."

Background

There is a bug in Symphony OCR prior to version 5.2.63 that can result in corruption of the Symphony OCR database indexes.

Solution

1. Update Symphony OCR to 5.2.63 or higher (see How to update your version of Symphony OCR)
2. Compact the database (see 'Compact/Repair' in How to repair, reset or compact the Symphony OCR database)

Symptoms

Documents appear in the Inaccessible list, and have history with the following note in it:

01-30-2013 03:17:45 PM : Security prevents manipulation of document

In Worldox: Searching for the document in Worldox shows an icon next to the document with a yellow or red lock icon.

Background

Symphony honors your DMS's security model. If a document is hidden, or secured in a way that the Symphony User cannot modify it then it will not be processed.  In Worldox this means: if a document appears with a red or yellow lock icon, it cannot be processed.

Resolution

If the issue is related to Worldox security classifications:

1. See: Configuring Worldox security classifications so secured documents can be OCRed
2. If necessary, reclassify documents
3. Click Re-analyze All in the Inaccessible list

If the issue is caused by the file being marked read-only:

• Edit profile of the document and mark it to not be read-only, or
• See the Enabling read only processing article

Symptoms

Documents appear in the Inaccessible list, and have history with the following note in it:

File system or DMS security settings block processing

Searching for the document in Worldox shows an icon in the VER# column that looks like this:  .

Background

This icon indicates that the documents have been F-Locked, which is a special read-only setting in Worldox.  Once a file has been locked using this method you cannot unlock it and it becomes read-only.  The document will be identified as a locked file and a hash value ensures that file contents will not change.  If you want to edit the file after locking it, you must check it out, edit it, and check it back in.  The only option should be to create a new version, therefore, Symphony OCR cannot process a document that has been locked using this method.

Alternate Symptoms

Documents appear in the Inaccessible list, and have history with the following note in it:

File system or DMS security settings block processing

Searching for the document in Worldox shows no security which should prevent processing.

Background

This will be the result if the server doesn't have 8.3 filenames populated for the file.  8.3 filenames are required by Worldox, but we see this sometimes when older legacy cabinets are processed.  To determine if 8.3 filenames are populated, open a 'cmd' window and do a 'dir /x' on one of those file locations (see below for more instructions) - you should see the long filename *and* the 8.3 filename:

If the 8.3 filenames have not been populated, Trumpet has a tool to take care of that - 8.3 Filename Tool  (Purchase required.  Contact operations@trumpetinc.com for more information).

Note: For those that may not be super familiar with the command window, here's an example of what to type in the cmd line:

If the file in question lives in a path like this W:\DocVault\CLIENT\CLARCA1\BILLING\CHECK, then you'll type this in the command window:

dir /x W:\DocVault\CLIENT\CLARCA1\BILLING\CHECK

Hit enter and the window should generate a list of all of the files within that location. The farthest right column will be the document's name (doc ID) and the column to the left of that will show the 8.3 name, if available.

Symptom

You see documents in the Inaccessible list, with the "Inaccessible Reason" showing:  File system or DMS security settings block processing".

Background

Symphony honors the Worldox security model.  If a document appears with a red or yellow lock icon, it cannot be processed.   If these files are secured see:  Documents in Inaccessible list are not OCRed

If these files are not secured, (do not have the red or yellow lock icon next to them) this may be caused by having an invalid base path defined for the profile group.  Worldox requires that each part of the Profile Group base path be less than 8 characters and contain no spaces.

Resolution

Change the Worldox Profile Group base paths (all directories and filename) to contain no spaces and be less than 8 characters, rename the folders on disk, and adjust the indexing rules accordingly. 

Another strategy is to configure a new UNC share pointing at the base of the profile, and ensure that the UNC share name is 8 characters, no spaces.  Then use ?:\ notation to configure the base path (your Worldox reseller will probably need to help you do this).

Background

Symphony OCR uses the Worldox API to interact with your Worldox document repository.   This API consists of a DLL called WDAPI32.DLL and an executable called WBAPI.EXE.   If these libraries are loaded from the server (instead of local to the Symphony workstation), any network interruption can cause the Worldox API to crash.   This will not completely bring Symphony OCR down, but it does cause problems, and it is generally best to load those libraries from the local C drive of the Symphony machine.

How Symphony Decides Where to Load the Worldox API Libraries

Symphony OCR uses the workstation's system path to determine the location it should load libraries from.   Worldox sets the system path appropriately whenever Worldox, WDMirror or WDIndex are launched.   If you launch Worldox or WDIndex directly from your file server, then the system path will be configured pointing at the file server.   If you use WDMirror, then the system path will be configured to point at the local C:\Worldox folder of the workstation.   This later is what you want.

Checking the System Path

1. Open a command prompt (Start->Run, cmd)
2. Type 'path'
3. Check the resultant path for the Worldox folder.   If it is C:\Worldox, then this article doesn't apply to you.   If the path points to the Worldox folder on your network, then use the steps in this article to resolve the issue.

Resolution

On the Symphony workstation, check all of the shortcuts you use to launch Worldox or WDIndex ande confirm that they are using WDMIRROR.EXE to launch.   If you find any shortcuts that are launching worldox.exe, wdindex.exe, wbindex.exe (or any other executable besides wdmirror.exe), replace them with equivalent wdmirror.exe commands.

For example, here is the correct way to launch Worldox:

<network path to Worldox>\wdmirror.exe

or

C:\Worldox\wdmirror.exe

And here is the correct way to launch WDINDEX:

<network path to Worldox>\wdmirror.exe /wdindex

After you fix the shortcuts (remember to check the Start->Startup shortcuts also!!):

1. Close Worldox, WDIndex, Symphony OCR (and Symphony Profiler if applicable)
2. Launch Worldox
3. Check the system path again and confirm that the path now refers to C:\Worldox

Background

You may have a document in your document repository that is several thousand pages long.   While Symphony OCR will patiently process this document, it may take several days to complete the processing preventing other documents from being processed.  

Resolution

You can set a maximum page count for Symphony OCR to process.   This will keep Symphony OCR from getting tied up processing these very large documents.   To enable this, you can do the following:

• Close Symphony OCR
• Navigate to C:\Program Files\Trumpet\SymphonyOCR\Config\ and open the settings.xml file using notepad
• The setting you want to add is highlighted in yellow below:
                <documentProcessor autostart="true" dryRun="false" maxProcessingErrorAge="3600000" maximumFileAge="9223372036854775807" minimumFileAge="30000" processTif="false" maximumPageCount="300" />
  Change the "300" to whatever you feel is appropriate
• Save the settings.xml file
• Launch Symphony OCR

If you do opt to make this setting change, please let us know by emailing support@trumpetinc.com.   If we have several requests to do this, we may opt to add this to the User Interface.

Symptoms

Symphony OCR is in either a warning or error state with the error message indicating that ABBYY is not installed.

Background

Occasionally, as a part of a normal update, the OCR engine will need to be updated.   We've seen very rare cases where this engine will not automatically install.   This error is a result of the OCR engine not being installed properly.

Resolution

Manually install the OCR engine.   To do this, download "www.trumpetinc.com/getresource/symphonyenginesetup and save it to the desktop.   Run this engine installer, and install to the default directory:

After this, re-run the normal Symphony OCR installer and launch.

Background

When processing any MSG file, an error is thrown stating one of the following:

Unable to process msg request [0xfffffffd]

or

Outlook has not been launched one time on this machine or the Outlook installation needs to be Repaired.  Error [0xfffffffd]

Discussion/Resolution

This error is ultimately caused by Symphony being unable to work with the Outlook MAPI sub-system.  We have seen a few causes of this:

1.  The Outlook installation is corrupted (in which case, use Programs & Features to do a Repair on the Microsoft Office installation)

2.   Outlook is in the middle of an automated update and is waiting for the machine to be rebooted (in which case, reboot the machine and see if that takes care of things)

3.  Outlook hasn't been launched and set up on the machine (you don't have to set up an actual mail account - but you do need to go through the Outlook Welcome Wizard)

4.  There are multiple instances of Outlook installed on the same machine (e.g. Outlook 2010 and Outlook 365 on the same machine), MAPI is configured to use one of the versions, but the user is launching and using a different version (in which case either run a Repair on the install that the user does use, or launch the other Outlook install one time and go through the Outlook Welcome Wizard)

 NOTE: SOCR is not compatible with Outlook 64bit. To resolve, install Outlook 32bit and launch one time.

Symptoms

Unable to open Symphony OCR - behavior is like a bad URL:

Background

First of all, if Symphony OCR is installed as a service, please make sure the Symphony OCR service is running. Open up Windows Services to check for the service and make sure it is running.

Otherwise, we've seen some sites that don't handle the fully-qualified domain names properly.  Consequently, the 'Machine.Domain.local' URL fails.  To confirm this, change the URL to omit the ".Domain.local" portion.

For example, my default URL may be:  Indexer.Trumpet.local:14722/maestro/do/showWelcomeScreen

If this failed, I would then try:  Indexer:14722/maestro/do/showWelcomeScreen

(Omitting the ".Trumpet.local" portion.)

If this works, then the fully-qualified domain name is causing the problem.

Alternatively, if even that is not working, you could try inputting the machine's IP address:

192.178.1.###:14722/maestro/do/showWelcomeScreen

And if that continues to fail then you may have an issue with rerouting entirely, at which point you can input "localhost":

localhost:14722/maestro/do/showWelcomeScreen

*Please note that with this solution (using localhost), the Symphony OCR interface will NOT be able to open from another machine.

Resolution

Once you're able to input a working URL, you may want to adjust the settings file so that it uses the new URL everytime, instead of the default. To do this, the default URL can by modified by editing the settings config file.  These are the steps:

1. Close Symphony OCR (or if Symphony OCR is installed as a service, stop the service)
2. Using Notepad, open the following file:  C:\Program Files (x86)\Trumpet\SymphonyOCR\config\settings.xml
   
3. Find the line that begins with: <webServerConfiguration...
4. Add item on that line: hostname="Indexer"
   
   (Note:  Your hostname will be different.  I'm following the first example from the 'Background' section above.)
   
   >>> So the line might look like this:
   <webServerConfiguration autoPort="false" listenPort="14722" hostname="Indexer"/>
   
   
5. Save file and restart Symphony OCR

Background

If you have NetDocument's Echoing feature turned on, a Checked out document is downloaded to the Echo folder to improve performance and redundancy.  When you open that document from NetDocument's interface, it scans the Echo folder to determine it's there and opens a copy of the document in the Echo folder.

If your document has been OCR'd by Symphony OCR that copy will be in the document repository, but your local copy may not have the OCR results in that Echo Folder.  If other users can see the OCR results within the file, but you cannot, it might be because you are utilizing the Echoing feature.

Resolution(s)

NetDocument's knowledge book article here:  How does the Check In List and Echo Folder Work describes how to disable Echoing and how to Reset the Check In List which may be useful resolutions for you.

Background

Symphony OCR does not automatically redirect to the home page upon launching, and user is required to click the "Click Here" button to proceed.

Resolution

Control Panel > Internet Options > Security > Internet > Custom Level > Scripting > Enable

Control Panel > Internet Options > Security > Trusted Sites > Sites > Enter current website for Symphony OCR > Add

Symptoms

Symphony displays the following error:

Unable to send emails - Communication error - sun.security.validator.ValidatorException: PKIX path building failed: sun.security.provider.certpath.SunCertPathBuilderException: unable to find valid certification path to requested target 

Background

This caused by a change in new Java libraries.

Solution

Update Java:

Stop Symphony (or stop service if configured to run as a service)

Go to Control Panel and uninstall all instances of Java

Go to Java.com and select 'Download' in the main title bar:

Select 'See all Java downloads':

Select 'Windows Offline':

Install that version and then re-launch Symphony (or start the service if configured to run as a service)

Background

Symphony OCR crashes unexpectedly with the user interface showing java errors.  If you open the "C:\Program Files (x86)\Trumpet\SymphonyOCR\logs\maestro.log" log file, you'll notice an entry that looks like this:

2020-06-01 06:43:15,637 [Analyzer-2] ERROR com.trumpetinc.maestro.processormanager.ProcessorThreadPoolExecutor - Processing task failed with an error: Java heap space
java.lang.OutOfMemoryError: Java heap space

Cause

Symphony OCR requires a substantial amount of memory to be available for analyzing and processing documents.  Some documents require more memory than what Symphony OCR is able to allocate to analyzing and processing the document.

Resolution

• In version 7.2.49 and higher, Symphony OCR increased the default memory allocation to 1024M.  If you haven't already done so, go ahead and update to this version or later
• Open the "C:\Program Files (x86)\Trumpet\SymphonyOCR\launch.ini" file in Notepad.  Ensure the 'MaxHeap' entry is set to '1024m'.  If it is not, change the value and save the file.  Restart the Symphony OCR program/service after the change is made to verify the Analysis queue is processed.
  
• Lastly, if the above don't resolve your issue, there still may not be enough memory allocated to process the very small subset of documents.  We've seen this with large topographical maps for example. The following steps can be used to manually ignore offending documents. This process may need to be repeated many times until the analysis backlog has been processed:
  
  • Stop the Symphony OCR program/service
  • Open the config file "C:\Program Files (x86)\Trumpet\SymphonyOCR\config\settings.xml" in Notepad (this is the default location, your system could be different)
  • Find the following lines and change the 'autostart' value from "true" to "false"
    
    <ocrManager autostart="true" maxThreads="0"/>
    <analyzerManager autostart="true" maxThreads="0"/>
    
    
  • Start the Symphony OCR program/service
  • Open the log file "C:\Program Files (x86)\Trumpet\SymphonyOCR\logs\maestro.log" in Notepad
  • Go to the bottom of the file and locate the last document with the status INPROCESS - Copy the path or Document ID number to the clipboard
    
  • Select 'Lookup Document' on the main Symphony OCR interface, and paste the path or document id number from the clipboard and click the "Query" button
  • In the details of the document, choose "Ignore"
    
  • After the file is ignored, restart the Analyzer - If Symphony OCR crashes again, repeat the above process until the Analyzer backlog is empty.
  • After the Analyzer queue has been fully processed, reset the default values in the "C:\Program Files (x86)\Trumpet\SymphonyOCR\config\settings.xml" config file - Find the following lines and change the 'autostart' value from "false" to "true"
    
    <ocrManager autostart="true" maxThreads="0"/>
    <analyzerManager autostart="true" maxThreads="0"/>
  
  

If you are unable to find the offending file(s), feel free to reach out to us at support@trumpetinc.com and we'll be happy to help.

If you do find an offending file is causing the problem, we'd love to get a representative sample to investigate in detail.  If possible, you can upload the file here:  https://extranet.trumpetinc.com/upload/clientdata

Background

Handwritten documents are upside down after having been processed by Symphony OCR.

Symphony OCR has the setting to Automatically Rotate documents turned on by default.  It makes every effort to determine the proper orientation for handwritten documents, however, handwriting makes the page orientation often hard to determine. 

Resolution

Unfortunately, this algorithm is not something that can be tuned, so you have two options:

• Turn off automatic page rotation
  • Open Symphony OCR
  • Choose "Processor"
  • Under "Basic Settings", uncheck the "Automatically rotate pages to proper orientation" check box
    Note: this will disable the rotation for all documents
• Turn on logging to indicate which pages have been rotated:
  • On the workstation running Symphony OCR, navigate to C:\Program Files (x86)\Trumpet\SymphonyOCR\config
  • Open the log4j.properties file using notepad
  • Change the "log4j.logger.autorotatelog=ERROR, AUTOROTATEFILE" line to "log4j.logger.autorotatelog=INFO, AUTOROTATEFILE".
  • You will now have a listing of files that have been rotated in a log file at: 'C:\Program Files (x86)\Trumpet\SymphonyOCR \ogs\autorotate.log' file., and can manually re-rotate them.
    

Needs Attention:  Documents in the 'Needs Attention' list are those that appear to be eligible for OCR, but encountered problems during processing.  Files in this list could be corrupted or contain invalid images (try opening them in an image viewer to be sure), or they may be images that Symphony OCR does not handle yet. 

Occasionally, a document can fall into the 'Needs Attention' list because of bad timing - Symphony OCR trying to process the document when it isn't fully available.  So we always recommend clicking the "Show Bulk Operations" button and then "Re-Analyze All", just to ensure this isn't the case.

If the document is corrupted, you can either remove the document from Worldox, or manually tell Symphony OCR to "ignore" it, which will put it on the 'Ignored' list.  If the 'Needs Attention' list contains any documents, the overall system condition will show as "Warn."  Ignoring a document that you have already checked is a good way to change the system condition back to "OK". 

If the document does not appear corrupted, the next step would be to allow us to see a copy of the file.  Because PDFs can be generated in countless different ways, we occasionally run into a specific sub-type of PDF that we've not encountered before.  If we can get a copy of the file that is falling into the 'Needs Attention' list, we can in almost all cases, add support for the file.  Please contact us at support@trumpetinc.com for instructions to upload documents to our secure site.

New:   Documents in the New list are those that have be found by the finder tool, but not yet allocated to another document list (documents are only in the New state for a very short period of time).

Not Safe:  Documents in the 'Not Safe' list are those that appear to be eligible for OCR, but due to the PDF library that created those documents, they are not safe to process.  If Symphony OCR processes those documents, they become corrupted.  

Too Old:   Documents in the Too Old list are those that have a file modified date older than the cut off age defined the Processor configuration.

Inaccessible:   Documents in the Inaccessible list are those that could not be processed because of file system security, Worldox security, read-only attributes or other conditions that prevent the document from being accessed and worked on.   In addition, if the profile group in which the documents reside contains an invalid base path (containing a space for example), or if the file has a space immediately prior to the document extension, they will be shown in the inaccessible list

Corrupted Documents - Documents in the corrupted list are those that Symphony OCR does not recognize as valid files. The most common reason is that the file is an invalid or corrupted PDF (try opening in Adobe to be sure).  Another possibility is that there is some characteristic of the PDF that the Symphony OCR parsing algorithm isn't handling properly.  Trumpet does periodically update the PDF parsing algorithms to address corner cases that have not been encountered before.

What to do?

Try opening the file in Acrobat, then hit Save (Acrobat will try to open and auto-repair corrupted files - when you save the document, it will save uncorrupted).  After saving and closing the document, click the Re-Analyze button on the document record in Symphony OCR.  This will only work if the file is only lightly corrupted, but is worth a shot.

If that doesn't help, next check to see if the file is already text searchable (i.e. can you search for text inside the PDF already?).  If you can, then the document isn't a candidate for OCR anyway, and you can just move the document to the Ignore list.

If the document does need to be OCRed, and the Adobe repair doesn't help, then you may want to submit the document to us for analysis.  Open a support ticket by emailing support@trumpetinc.com and we will send information on how to securely upload the document to us.  If we find a problem in our parsing algorithms, we'll fix the issue and get you a patch.

If there are a large number of files that have the same corruption reason, and the files don't appear to actually be corrupted, please open a support ticket by emailing support@trumpetinc.com and we will send information on how to securely upload a sample document to us.  If we find a problem in our parsing algorithms, we'll fix the issue and get you a patch.  Alternatively, you can use a bulk Ignore operation to move the documents to Ignore.

Encrypted / Restricted:   Documents in the Encrypted/Restricted list are those that are restricted from being processed because of some characteristic of the file itself (for example, an encrypted or partially restricted PDF file will not be processed).

Ignored:   Documents in the Ignored list are documents that a Symphony OCR administrator has explicitly told Symphony OCR not to process. Any document on this list was explicitly placed there by human intervention.

Wrong Type:   Documents in the Wrong Type lists are a tif documents and TIFF processing is not enabled.

Moved / Unavailable:   Documents in the Moved / Unavailable list are no longer available in the Document Management System (DMS).   This could mean that the DMS has gone "offline" or the DMS settings have been adjusted so that the documents would not have been found for processing (e.g., if a user selects a profile group to analyze and OCR, and then chooses to un-check that profile group or no longer process it).   Document records in the Moved/Unavailable list will be deleted from the database after 15 days.   Documents can also appear in the Moved / Unavailable list if they are no longer at that current location.

Digitally Signed:   Documents that are digitally signed will not be processed by Symphony OCR because adding OCR information to these documents would invalidate the digital signature.   If you wish to have these documents OCRed anyway (and are OK with invalidating the digital signature), please send an email to support@trumpetinc.com and request that functionality be added.

Too Big (to 8.0.0 and higher)

If a document falls into this list, it does NOT mean the document is contains too many pages.  Symphony OCR processes files one page at a time.  So if a document falls into this list, it means the document contains one or more pages with pixel dimensions larger than a specified value.  In this version of Symphony OCR that value is 32512 x 32512 pixels.  

This is a hard limit and cannot be overwritten.

Too Big (Prior to 8.0.0)

If a document falls into this list, it does NOT mean the document is too big.  Symphony OCR processes files one page at a time.  So if a document falls into this list, it means the document contains one or more pages with pixel dimensions larger than a specified value (ie. The page couldn't be loaded into memory).  We usually see this in documents like blueprints of schematic drawings.  But there are some things we can do to try to get these types of documents processed, if you find that it needs to be processed.  

Clicking on the document in the 'Too Big' list will tell you the size of the offending page. 

1) Click on the 'Too big' list.

2) Click on the individual document in question.

3) The offending size of the document is available in the document details.

If you find you have a series of the same type of documents, it's usually the case where the same size file is exceeding the limit.  You can attempt to process these documents by modifying the value(s) declared in the setting.xml file.  (Defaults differ depending on the version you're running.

Unprocessed Email: This number indicates the number of email messages (.msg files) found in your repository. Of those .msg files, there may be attachments that would benefit from being OCR'd. The number you see under "Not Processed" does not indicate the number of eligible .msg attachments because those documents have not yet been analyzed.

Symphony OCR has a setting that allows you to analyze those .msg files and OCR any eligible attachments. To enable that setting review this article: Enable the Processing of Email Attachments.

Note: 32bit Outlook will need to be installed and launched once on the workstation that SOCR is installed to. If you have Worldox, you will also want to ensure that Text Indexing of Email Attachments is enabled.

For the most part documents that do not contain an image or text don't need to be processed.  One example of this might be your company's PDF letterhead template.  By default these PDF documents will not be processed and will be placed in the "No Image or Text" Document List.  How can a PDF have no image and no text?

If you would like Symphony OCR to process a specific document (or set of documents), you may force processing.  Here's how:

To process only a single document in the list:

• Select the "No Image or Text" item from the navigation panel on the left
• Click on the appropriate document in the document path to open the Details view
• Click "Enable Processing"
  

To process all No Image or Text files on a "per document" level:

• Select the "No Image or Text" item from the navigation panel on the left
• Optionally use the Filter box to get a sub-set of the documents
• Select "Show Bulk Operations"
• Choose "Enable Processing"
  

 To process all No Image or Text files permanently going forward:

• Close Symphony OCR by using the Quit button in the bottom left corner of the interface (or, if Symphony OCR is installed as a service, stop the service)
  
• Go to C:\Program Files (x86)\Trumpet\SymphonyOCR\config (may vary if you installed in a different location)
• Right-click on the settings.xml file and select Open With > Notepad
• Locate this line: <heuristicComputerProvider alwaysAnalyzeAndProcessNoImageNoTextPages="false"/>
• Change the "false" to "true"
• Save and close the file
• Re-launch Symphony OCR (start the service if Symphony OCR is installed as a service)

You can confirm this setting has been applied by viewing the Analyzer and Processor pages:

License

This is where your Symphony OCR license is set. To change your Symphony OCR license, simply click "Licensing" from the Configuration side bar, enter your new license, and select "Save Changes."

License Details

Provides you details of the license.

Features Allowed by your License

This area tells you which features are allowed by your license.

Updating your License

Starting with version 6.4.96, Symphony OCR will have an 'Automatic License Update' feature.  Basically, after you've paid your renewal invoice with Trumpet, a new license is automatically generated.  So if your installation has access to the Trumpet servers, Symphony OCR will automatically see this new license, download it and install it.

Note:  Symphony will check for a new license once every 3 days under normal circumstances, and once per day when your license is within 30 days of expiring.

If you've paid your invoice (and received notification of a new license) and don't want to wait for the automatic update to kick in, you can click the "Check for Updated License" link on this page.  This will manually trigger Symphony OCR to retrieve the updated license from Trumpet's servers.  As mentioned, all of this assumes your installation has access to Trumpet's servers.  If a connection cannot be established, you can always copy/paste your new license into this screen.

When you receive notification from Trumpet that your new license is generated, it is still highly recommended that you A) update your installation to the latest version of the software, and B) verify your license has been updated.

Notifications allow users to be emailed nightly based on the status of Symphony OCR.

• Enter the email address for the person you wish to receive notifications in the "Add e-mail address" box
  
  
• Select the Notification Type from the drop down
  
  
  

Each email address may be configured with one of four types:

Never - nightly emails will never be sent to this recipient (instead, after entering an email address you can select "Send Now" and deliver an email to the recipient on demand).

When there are errors - the nightly email will only be sent to the recipient if the overall system condition is Error.  This is useful for recipients who only need to know when the system is not processing documents because of some major error (licensing issues are the most common major error).

When there are warnings or errors - the nightly email will only be sent to the recipient if the overall system condition is Warning or Error.  The warning condition is triggered by documents in the Needs Attention list, configuration problems or other system level issues that should be looked at, even though they haven't completely stopped processing from occurring.

Always (aka Daily) - the nightly email will be sent to the recipient every night regardless of system status.  This is useful for firms who want to monitor the 'Not Processed' lists to ensure that every document that couldn't be OCRed (e.g., because of security or corruption) has been reviewed.  Users can review documents in the various 'Not Processed' lists and either correct the underlying issue, or move the documents to the Ignore list using Bulk Operations >Ignore.

• Select "Save Changes"

If you have a user leave the firm or you no longer wish for a particular user to be notified, you can change the Notification Type to "Never" or remove the user entirely by selecting "Remove" to the right of the address.

Worldox User Code - This is where the Worldox user is specified. This is the user that Symphony OCR should search for documents as (note that Symphony OCR does not actually use a Worldox license). Symphony OCR will have access to all profile groups that the specified Worldox user has access to. This user should have Worldox Manager Rights. We recommend using the 000000 user. 

Worldox Network Folder - This is the network folder in which Worldox is installed.  It can be identified as a UNC path or a mapped network drive (e.g. \\server1\DMS\Worldox, or X:\Worldox) unless you are running Symphony OCR as a service, in which case it must be identified as a UNC path.

Profile Groups to Monitor

This is the list of profile groups the user specified has access to. If a profile group does not appear in the list, this user does not have access to those profile groups (or the profile group has not been properly configured in Worldox). You can select the checkbox in the header area to automatically select and process all documents in all profile groups. If you wish to only process certain profile groups, you can simply select the applicable ones.  Be sure to select "Save Changes" at the bottom of the screen.

Default Priority - There are 6 processing priorities which range from Very Low to Very High and includes "Analyzer Only".  By default all profile groups will be processed with a "Normal" priority.  If you wish to change the priority for a particular profile group, select the appropriate item from the drop down arrow.  If you wish to re-prioritize documents that have already been found in that particular profile group as well as new documents that are in that profile group, select the "Reprioritize existing documents" checkbox.  For more information on Processing Priorities see:  Processing Priorities

Refresh - Allows you to refresh the list of available profile groups.  For example, if you have added a new profile group to Worldox, and wish to process that group, you can select this which will provide you with the newly added profile groups.

View Detailed Progress - Selecting this will take you to the Progress Details page.  This will provide you with a list of profile groups, the number of documents and pages that have been processed / not processed per profile group.

Advanced settings

Process Read Only Files - If you wish to process read-only files, you should check this checkbox.

Indexed Search Frequency - By default Symphony OCR will search for documents in selected profile groups once every 15 minutes using Indexed Searches.  This should be sufficient for your needs, however you can change this to search more or less frequently.

Non-indexed Search Frequency - By default Symphony OCR will search for documents in selected profile groups once every 12 hours without using Worldox indexes.  Because it takes a significant amount of time to crawl through the directory structure to find files, once every 12 hours should be sufficient.

Debugging

Reset Worldox Session - Selecting "Reset Worldox Session" will reset the Worldox session for the user defined in the Basic Settings above.

Database login credentials

Login to database with username: Enter the username for the database

Login to database with password:  Enter the database password

Database computer name:  Enter the database computer name

Database server instance name:  this is optional and required only if there is more than one database on the server, if there is more than one database on the server, enter the instance name you wish to process

Database name:  enter the name of the database

Advanced settings:

New document search frequency:  By default Symphony OCR will search for documents once every 15 minutes.  This should be sufficient for your needs, however you can change this to search more or less frequently

Legacy document search frequency:  By default, Symphony OCR will perform a search for legacy documents (documents existing prior to installing Symphony OCR) every 7 days.

Basic settings

PracticeMaster network folder/current working directory this is where the Practice Master network folder is identified.  Copy and paste the path to the network folder into the field.

Documents folder  this is the root of where the documents reside within Practice Master.  Copy and paste the path to the folder into the field.

Advanced settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

Finder Scan Frequency - by default Symphony OCR will search for documents once every 120 minutes.  This should be sufficient for your needs, however you can change this to search more or less frequently

Connect to Sharefile

• Select the "Log In" link
• You will be re-directed to ShareFile.  Enter the username and password you want to run Symphony OCR and select "Login"

Basic Settings

ShareFile Account - Displays the user that Symphony OCR connects to ShareFile as

Folders to Monitor

This is the list of Folders the user specified has access to. If a folder does not appear in the list, this user does not have access to those folders.

• Select the checkbox in the header area to automatically select and process all documents in all folders or if you wish to only process certain folders, you can simply select the applicable ones. 
• Select "Save Changes" at the bottom of the screen.  If you wish to process certain folders at a higher priority than others, you can do so by selecting the appropriate drop down in the list.  For more information see:  Processing Priorities

View detailed progress - Selecting this link will take you to the Progress Details page.  This will provide you with a list of Cabinets, the number of documents and pages that have been processed / not processed per cabinet.

Advanced Settings

Search frequency - By default, Symphony OCR will perform a search for new documents every 60 minutes.  The value on the may be adjusted if you require searching for documents less frequently.

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

Folders to Monitor

This is the list of folders that Symphony OCR is monitoring.

Search Frequency - The frequency in which the Finder will query this directory tree for new pdf & tif documents.

Default Priority - The priority level in which this directory will be processed.  For more information on setting document priorities see:  Processing Priorities

Add a folder

To add a folder or directory tree to the list of folders that should be monitored by Symphony OCR, add the path to the field and select "Add".  Symphony OCR will process the entire directory tree of the path you provide.  (e.g. X:\Clients will process all documents in the subfolders beneath X:\Clients, like X:\Clients\Anderson, Matthew and X:\Clients\Anderson, Matthew\Agreements, then select the Add button on the right.  This will add the directory tree to the list of folders that Symphony OCR is monitoring.

Note:  If you wish to process files in a hidden folder, you must explicitly indicate that folder. For example, if you have a root folder like X:\Clients and under that a hidden folder called "Inactive" (e.g. X:\Client\Inactive), you must explicitly add that folder to the Monitored folders.

Advanced Settings

Process Read Only Files - if you wish to process read-only files, you should check this check box

Connect to SharePoint

For a quick video showing the installation and configuration of SharePoint visit:  https://youtu.be/UNGbJiaRn9A

• Enter the SharePoint Tenant URL (be sure to include the https://)  and choose "Connect to SharePoint"
• SymphonyOCR will be redirected to the SharePoint tenant site where you will be directed to enter the SharePoint username and Password in which you would like to run SymphonyOCR.
• Enter the Username and Password
• You will be prompted by Sharepoint to Trust "extranet.trumpetinc.com", choose "Trust It"

The Scheduler determines when and how frequently Symphony OCR performs specific tasks, such as when to send a heartbeat, when to search for new documents, when to purge backup files, etc.

To adjust a setting select "Edit" to the left of the specific setting you would like to adjust. 

To delete a specific Scheduler entry, select "Delete" on the right of the particular setting.

Most users will not require changing these items, however there are special cases when you may wish to do this.  For example, if the firm runs their indexer software and Symphony OCR on a user's workstation, you may wish to only process items overnight.

The Finder is responsible for locating the documents in the document repository. 

Control

In the control area, you can choose to refresh the Finder or stop the Finder:

Refresh - Selecting Refresh will refresh the status of the Finder.

Stop Finder - Selecting this option will stop the Finder from finding documents in the document repository.

Status

There can be multiple tasks in the status depending on the firm's licensing and applicable document repository:

Worldox

Status

Worldox Indexed Search performs an indexed search to find documents that have been created or modified *today* that are eligible for OCR. By default, it performs the query every 15 minutes. This can be adjusted by selecting "Manage".  This will take you to the Worldox page where you can adjust the search frequency under Advanced Settings.

Worldox Non-Indexed Finder performs a non-indexed search to find all documents in Worldox that are eligible for OCR, regardless of how recently the document has been created or modified. By default, it performs this search once every 12 hours. This can be adjusted by selecting "Manage".  This will take you to the Worldox page where you can adjust the search frequency under Advanced Settings.

NetDocuments

Status

NetDocuments Recent Documents Search - performs a search to find documents that have been created or modified *today* that are eligible for OCR.   By default it performs the query every 15 minutes.   This can be adjusted by selecting "Manage".   This will take you to the NetDocuments page where you can adjust the search frequency under  Advanced Settings.

NetDocuments Legacy Documents Search - performs a search to find legacy documents that are eligible for OCR.   By default it performs the query every 7 days.   This can be adjusted by selecting "Manage".   This will take you to the NetDocuments page where you can adjust the search frequency under Advanced Settings.

Folders

Status

Folder Search - performs a search in the monitored folder structure to find all documents that are eligible for OCR regardless of how recently the document has been created or modified.   By default it performs this search once every 120 minutes.     This can be adjusted by selecting "Manage".   This will take you to the Folders page where you can adjust the search frequency for each folder.

The Analyzer is responsible for looking at each document and determining if it is eligible for OCR. If a document is eligible it is placed in the Processing list. If a document is not eligible, it is placed in the appropriate list (for more information on why a document might not be eligible for OCR, refer to the section, Not Processed List).

Control 

In the control area, you can choose to refresh the Analyzer or stop the Analyzer:

Refresh - Selecting Refresh will refresh the Status of the Analyzer page.

Stop Analyzer - Selecting this option will stop the Analyzer from Analyzing documents in the document repository.

Status 

Displays the status of the Analyzer.

Information

Machine Processors - Indicates how many logical processors the workstation running Symphony OCR contains.

Licensed parallel processing - Indicates how many documents will be analyzed at a time based on your license features.

Recent Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Overall Performance (since last restart)

Provides performance statistics such as the total number of documents and pages that Symphony OCR has found eligible for OCR, and the average speed of analysis per document since the last restart of Symphony OCR.

Settings

Do not analyze documents younger than - The default setting is 30 seconds. If you wish to have the Analyzer wait longer to analyze documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

To change this setting, simply type in the number of seconds, and then select "Save Changes".

Accessing the Processor

Select Processor in the navigation panel:

The Processor manages the actual OCR processes. Once a document has been identified as eligible for OCR by the Analyzer, the Processor confirms that the file is still eligible for OCR, and then OCRs the file. If a document is successfully OCRed, it is moved to the Processed list (for more information about the flow of documents throughout Symphony OCR, refer to the section Symphony Workflow, Tools & Document Lists).

Control

In the control area, you can choose to refresh the Processor or stop the Processor:

Refresh - Selecting Refresh will refresh the status of the Processor page.

Stop Processor - Selecting this option will stop the Processor from processing documents in the document repository.

Status

The status of the Processor (what it is currently processing).

Information

Processing Capacity Remaining - If you have a license that limits the number of pages you can process per year, the number of pages remaining will appear here.
Machine Processors - Indicates how many logical processors the workstation running SymphonyOCR contains.
Licensed parallel processing - Indicates the number of documents that will be processed by the processor simultaneously.

Recent Performance

Provides performance statistics such as the number of documents and pages that Symphony OCR has processed in a smaller sample size and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Overall Performance

Provides performance statistics such as the total number of documents and pages that Symphony OCR has processed and the average speed of processing per page, the average number of pages per document and the effective throughput of the documents.

Basic Settings

Process TIFFs (OCR and convert to PDF) - Symphony OCR can process TIFF files and convert them to image + text PDF files. This is an optional setting. If you wish to process TIFF documents, simply check this checkbox.

Note:  If the firm opts to process TIFF documents, this will change the file extension to .tif.  This will "break" any relationships or projects that include this file.

Process MSG (email) attachments - Symphony OCR can process email message attachments.  This is an optional setting.  If you wish to process email message attachments, check this checkbox. 

<Big fat scary warning: 

Due to a limitation in newer versions of Office, Microsoft prevents us from accessing the DLLs that allow us to read/process emails under the following conditions: 
> Symphony OCR is configured to run as a service
> 'Process MSG (email) attachments' is checked
> Outlook 2013 (or possibly Outlook 2016) is open

In these circumstances, you're likely to see the following error:

Therefore, if Symphony OCR is being installed to run as a service *and* will be configured to process email attachments, it is our recommendation to install it on a machine that will not normally have Outlook 2013 (or possibly 2016) open.  On the bright side, our testing has shown that in these situations, Symphony is still processing normal documents and WILL eventually recover and process emails after Office is closed.  But if you can, we recommend avoiding this situation.  If your experience is different, we'd like to hear about it. 

End of big fat scary warning>

Do not process documents younger than - The default setting is 30 seconds. If you wish to have the Processor wait longer to process documents, simply change the value in the field. Trumpet recommends that this value is not decreased to less than 30 seconds to ensure that documents are fully written to the disk before processing.

Do not process documents older than - If you have older documents that you do not want Symphony OCR to process, enter a specific number of days for which the software should process backlog.

Automatically rotate pages to proper orientation -  If selected, the pages will rotate either landscape or portrait according to the text on the page.

Original retention settings

Retain originals of processed files - If selected, Symphony OCR retains copies of the documents that is has processed. These copies appear as versions (if Symphony OCR processes a document 3 times, it will maintain copies of all 3 versions of the document). The user can restore previous versions of a document from the Symphony OCR backup using the document Details screen.

Purge originals of processed files after - The default setting is to retain the originals of processed files for 7 days after which they will be purged. If you wish to change this setting, you can change the value to the appropriate number of days for your firm.

Backlog throttling settings (only needed when your license does NOT have unlimited pages for processing)

Default processing capacity reserved for new documents (based on the actual number of new pages added each day) -  This is calculated from the number of pages that were added to the site in the past year.

Override the default processing capacity reserve - This will determine the number of pages you would like to reserve for new documents, evenly spreading the page count capacity across the entire year. To determine a reasonable reserve, allow the Symphony OCR Analyzer module to run, then look at the timeline for the Processing Queue. Adding the number of pages in the first 52 weeks, and dividing by 365 will give an average number of pages added to the system per year. Trumpet recommends adding an additional 10% to accommodate for future growth or above average filing. This value should be a reasonable overclocking reserve.

Advanced Settings:

Enable OCR debug logging - This will enable debugging for support purposes.

Create thumbnails (if not already present) - Checking this checkbox will create thumbnails if they are not already present.

Enable OCR debug logging - This will help our support team address issues if necessary.  In order to reserve disk space, we recommend not enabling this unless requested by our support team.

Limit parallel processing to X documents- This allows you to limit the number of cores that Symphony OCR will utilize. It uses 1 core per document. For example, if you input 3 Symphony OCR will only use 3 cores, and will process 3 documents simultaneously. See: How does Symphony OCR impact the performance of the server or indexer PC

Symphony OCR is administered via a web browser interface.   If Windows Firewall (or some other software firewall) prevents Symphony OCR from accepting inbound connections from the web browser, administration will not be possible.

Here's how to configure Windows Firewall to allow Symphony OCR to accept inbound connections:

Configure the Firewall on the Indexer PC:

1. Connect to the Indexer PC
2. Control Panel > Security > Windows Firewall
3. In the left pane, click Allow a program through Windows Firewall.   The screen looks like this:
   
4. Select "Allow Another Program"
5. Select "Symphony OCR"
6. Click "Add"
7. Click "OK"