Streamlining Document Management: AQuA’s Advanced Classification and Distribution Automation

AQuA document classification and distribution optimizes your business workflows through advanced document classification and distribution. Additionally, it offers flexible options for configuring these processes, allowing you to tailor the system to meet your specific needs.

Streamline your document management with AQuA—no more endless file cabinets! 🚀

Overview of AQuA’s Configuration Options

Classification Rules

Set precise rules for categorizing your files and enhance AQuA’s document classification and distribution.

Moreover, customizable rules dictate how AQuA categorizes and handles documents. You define these rules in an external XML configuration file, enabling easy updates without restarting the system. For example, the main types of classification rules include:

• MIME Type Rules: Classify documents based on their file type. For instance, set a rule to classify all PDF files in a certain way.
• Size Rules: Classify documents based on their word count. For example, classify documents with a word count within a specific range under a particular category.
• Token Rules: Search for specific tokens or keywords within a document’s text. When a document contains a predefined percentage of these keywords, the system classifies it accordingly. AQuA recognizes different formats of the same token, including variations in capitalization or the presence of accents.
• Title Rules:Use regular expressions to search for patterns in a document’s title. When the system finds a match, it classifies the document under the relevant category.

Metadata Extraction

Efficiently extract and map key metadata fields in your document management workflow with AQuA.

AQuA’s classification and distribution system extracts specific data from documents to populate metadata fields. You can customize this process with the following options:

• Regular Expressions: Define patterns to extract data from the document’s text. Use this data to populate specific metadata fields, such as an ID or date.
• Property Mapping: Map the extracted data to appropriate metadata fields in the document management system. For instance, map a date extracted from a document to a “Creation Date” field.
• Optional and Mandatory Fields: Specify whether a particular piece of data must be extracted for the document to be processed. If the system doesn’t find a mandatory field, it logs an error.

Renaming Patterns

Automate the renaming of documents using AQuA’s intelligent distribution and classification features.

AQuA automatically renames documents based on the data extracted during the classification process. You define renaming patterns using tokens, such as:

• ID Tokens: Replace a placeholder in the document name with the extracted ID.
• Auto-Numbering Tokens: Automatically generate a sequential number to append to the document name.
• Date Tokens: Insert the current date into the document name, formatted according to predefined settings.

Distribution Rules

Automate your document distribution process within AQuA for seamless integration into your business.

Consequently, after classification, AQuA distributes documents to the appropriate locations within the document management system automatically. You can configure the distribution process with the following options:

• Automatic Distribution: AQuA automatically moves documents to their designated folders based on their classification. You can configure this process to run immediately after classification or after a manual review.
• Destination Path Configuration: Define the destination path based on document metadata. For example, organize documents into folders by year and month based on their creation date.
• Conflict Resolution: When a document with the same name exists in the destination folder, AQuA offers several options for resolving the conflict:
  • Versioning: Add the new document as a version of the existing one.
  • Page Addition: For PDF files, append the new document’s pages to the existing one.
  • Replacement: Replace the existing document with the new one.
  • Unique Naming: Automatically generate a unique name for the new document to avoid conflicts.

Execution Modes

Choose the best execution mode for your document classification and distribution with AQuA.

AQuA supports multiple execution modes to adapt to different business requirements:

• External Resource Mode: Periodically checks an external resource (a shared folder in the server, for example) for new documents to upload and classify. Once uploaded, the system processes the documents according to the defined classification and distribution rules.
• Inbox Mode: Convert any repository space into an ‘Inbox’ by adding a rule that triggers automatic classification and distribution for all new documents added to that space.
• Individual Mode: Classify individual documents manually. This mode is useful when handling exceptions or when a document needs special treatment.

Error Handling and Review

Ensure accuracy and efficiency in document management by handling errors with AQuA’s robust review system.

AQuA handles errors efficiently and offers options for manual review and correction:

• Error Logging:When an error occurs during the classification or distribution process, the system logs it and flags the document for review.
• Manual Review: Users can manually review and reprocess documents that encountered errors. The review process lets users select the appropriate classification type and resolve any metadata issues.

In summary, these configuration options make AQuA a versatile tool tailored to meet the specific needs of any organization, ensuring efficient and accurate document management. Whether your organization handles a high volume of documents or requires strict compliance with regulatory standards, AQuA’s advanced automation capabilities can streamline your processes and reduce manual workload.

See in action here! (Don’t forget to enable the english subtitle 😁).