2023:Review Designer Guide

This article is about an older version of Grooper. Information may be out of date and UI elements may have changed.
2025	2024	2023

Grooper designers are in charge of implementing Review steps in a Batch Process. Well implemented Review steps will better help document reviewers perform their tasks.

You may download the ZIP(s) below and upload it into your own Grooper environment (version 2023). The first contains one or more Batches of sample documents. The second contains one or more Projects with resources used in examples throughout this article. Media:2023 Wiki Review-Designer-Guide Batches.zip Media:2023 Wiki Review-Designer-Guide Projects.zip

About

A Batch Process is designed to automate document processing and extraction. However, there are times that you may want a person to go in and review how a Batch Process Step was completed and correct any mistakes. For example, Grooper may make a mistake in classifying documents or extracting information properly.

You will need to set up Review Steps throughout the Batch Process. Once these Review Steps are set up, your Reviewers will be able to perform their job over the internet using the Grooper Web Server.

In this article, we will show you how to set up and configure Review Steps in your Batch Process.

⚠

BE AWARE: Massive amounts of "Ready" Review tasks can slow Grooper down. For smaller to medium sized installs, this should not be an issue. However, for larger environments that process hundreds or thousands of documents a day with a large amount of human assisted review, heed this warning. Massive amounts of Review tasks hitting the Grooper database all at once can slow down the system. In these scenarios, it is better to start the Review step as "Paused" rather than "Ready". This will park them in a paused state and can be readied at will when it's time to review them.

Designer Guide

Setting Up Review Views

In Grooper 2023, there is a single Activity for any human-attended review step in a Batch Process. This is the Review activity.

Whether Reviewers are performing a classification review, data review, image review, or scanning review, you're going to use the Review activity to do it all. Depending on what you want the user to do in that step, you will add one (or more) "Review Views". For example, if the step is intended to allow users to review Grooper's document classification, you'll add a Classification View. Then, the user will have access to the Classification Viewer when they process the Review task.

The following "Review Views" can be added to a Review step and executed in the Grooper Web Client:

• Classification View
• Data View
• Thumbnail View
• Folder View
• Scan View

Adding a Review ViewClassification ViewData ViewThumbnail ViewFolder ViewScan View

Adding a Review View

No matter what type of Review View you are wanting to add, you will need to add a Review Step to your Batch Process. Right-click on your Batch Process. Select "Add" and click on "Batch Process Step".
Name your Batch Process Step. Click "EXECUTE".
We want to move the Classification Review Step up in the Batch Process to right after the Classify Step. Depending on which Review View you are adding, you may want to move the step somewhere else in the Batch Process. Right-click on the Batch Process Step. Click "Move Up" to move the step up a level. Repeat until the Batch Process Step is where you want it. (When moving a step not at the bottom of the list, there will also be a "Move Down" option.). You can also hold ctrl and press the arrow keys to move the step in the Batch Process. You can also click and drag the step where you want it in the Batch Process.
If the "Confirmation" window pops up, click "OK" to confirm.
Once you have the Batch Process Step moved where you want it, click the hamburger menu icon next to the Activity property. Select Review.
Now we need to add the Review Views. Click on the ellipsis to the right of the Views property.
When the "Views" window pops up, click on the plus sign button. Click which view you wish to add from the options.
Here we have added both a Classification View and a Thumbnail View. Once you are finished configuring the views, click "OK".

Content Scope

While not always necessary, it is considered best practice to set a Content Scope. This will tell Grooper what Content Type to look at when executing the Batch Process Step. To set the Content Scope, click the hamburger menu button next to the property. Select the proper Content Type from the options. We have chosen the Invoices Model, so when executing the Batch Process Step none of the other Content Models will be considered.

Click the save icon to save your changes to the Batch Process Step.

Classification View

Adding a Classification View allows users to use the Classification Viewer. This allows users to review document classification when processing a Review task. It's configuration is very basic. The only question you really need to ask yourself is "Are there any completion criteria that should be required of the user during review?" You can require any flags on document folders to be removed before completing the Review task. You can require all documents to have a Document Type assigned before completing the Review task.
To configure either or both of these completion criteria, select the applicable Review Step in your Batch Process. Click the ellipsis button to the right of the Views property.
When the "Views" window pops up, select the appropriate view from the list. Click the ellipsis button to the right of the Folder Criteria property.
When the "Folder Criteria" window pops up, you will find a few options available to you. You can use these options to add completion criteria to the Batch Process Step. The Level property allows you to choose at which folder level in the Batch hierarchy, the criteria should apply. Most typically, all your documents exist at the same folder level in your Batch (often at level 1). In most cases, you'll only need one folder criteria configuration added at a single folder level. The Resolve Flags property determines whether or not error flags will prevent the Review task from being completed. Turn this to True if you want to force users to clear any document flags before the task can be completed. The Require Content Type property determines whether or not unclassified documents will prevent the Review task from being completed. Turn this to True if you want to force users to assign a Document Type to all document folders before the task can be completed.

Data View

Adding a Data View allows users to use the Data Viewer. This allows users to review data extracted during the Extract step of a Batch Process and manually enter field values for Data Elements in the document's Data Model. Your primary considerations when configuring the Data View will be two-fold. You should ask yourself the following questions: At what folder level in the Batch do the document folders exist? Do you want users to complete the Review task with invalid documents present in the Batch? If you do want the user to complete the Review task with invalid documents, do you want to throw an error flag on the document after the task is completed?
To configure these settings, select the applicable Review Step in your Batch Process. Click the ellipsis button to the right of the Views property.
When the "Views" window pops up, you'll have access to several properties you can configure. We are going to focus on three of them: Processing Level Flag Invalid Documents Allow Invalid Documents
Processing Level Property
The Processing Level property determines the subfolder level at which documents should be reviewed. The level you set this at is relative to the Scope configuration specified on the Review step. For example: If your Review step's Scope is set to a Batch level, and your documents exist at the first folder level below the root folder, you would set this property to Level 1 (This is also the most common/default configuration).
If your Review step's Scope is set to a Batch level, and your documents exist at the second folder level below the root folder, you would set this property to Level 2 (This is a common configuration when reviewing documents split from larger parent files).
If your Review step's Scope is set to Folder Level 1, and your documents exist at the second folder level below the root folder, you would set this property to Level 1 (This approach would be rarely used and only in very specific cases involving how many Jobs versus Tasks you wish to create.). ⚠ Keep in mind that "Folder Level" is not the same thing as the "Processing Level". The Processing Level is relative to the folder level indicated by the Scope.
Flag Invalid Documents The Flag Invalid Documents property will throw an error flag on any document folder with invalid data. This is False by default, meaning if a document folder has one or more field with a validation error, the folder itself will not be flagged. If set to True it will be flagged. This can be useful in situations where you do need to complete the Review task with invalid documents. The flags will clearly indicate which documents are invalid after the task is completed. Users who want documents with invalid index data to be flagged should set the Flag Invalid Items property to True on both the Extract step and in the Review step's Data Viewer configuration. Setting this property on the Extract step will flag invalid documents before coming into the Review step. Setting this property in the Data Viewer configuration will flag invalid documents if a user manually extracts the document during Review by right clicking it and selecting "Extract..."
Allow Invalid Documents The Allow Invalid Documents property determines if the Review task can be completed when invalid documents with data validation errors still present in the Batch. The default here is False because most typically organizations want to ensure all data errors have been reviewed and corrected. However, there are situations where you have to complete the task with errors in order to move on to the next step. For example, if a reviewer can't verify a highly sensitive field, an invalid document might be moved into a new Batch for a higher level secondary review by an activity called Spawn Batch. In order to move to the next activity (Spawn Batch in this example) you'd need to turn this property to True.

Thumbnail View

Adding a Thumbnail View allows users to use the Thumbnail Viewer. This review module focuses on reviewing each individual page, allowing users to select a thumbnail from the review screen to bring up the page in the Document Viewer. Most typically, this interface is used to review the results of an IP Profile. There are two questions you should ask yourself when setting up a Thumbnail View: Are there any completion criteria you want to require? You can require the user to confirm each individual page in the Batch passes muster and/or any error flags on pages be removed prior to completing the review. Do you want to allow users to manually apply an IP Profile to pages during the Review step? And, if so, what IP Profiles do you want them to use?
To configure these settings, select the applicable Review Step in your Batch Process. Click the ellipsis button to the right of the Views property.
When the Views window pops up, select the Thumbnail View. There are two "completion criteria" properties available to the Thumbnail Viewer. The Resolve Page Flags property determines whether or not the Review step can be completed when pages are flagged in the Batch from a previous step. Turning this to True will require users to remove those flags manually before they can complete their task. The Require Confirmation property determines whether or not the user must confirm each page before the Review step can be completed. Users can press the Enter key to confirm a page, placing a green checkmark on the page. Turning this to True requires the user to confirm all pages before they can complete their task. FYI: Confirming the page will also remove any flag on the page.
The Allowed IP Profiles property allows you to select one or more IP Profiles the user can apply to a page's image during Review. Click the ellipsis to the right of the property to configure.
When the Allowed IP Profiles window pops up, search through your project and select the IP Profiles by checking the box next to the profile's name. Click OK to confirm.

Folder View

Adding a Folder View allows users to use the Folder Viewer. This gives users a simple Batch viewer in the Review step.
Most commonly, designers will add a Folder View as a secondary Review View, as certain views obscure the traditional folder hierarchy of the Batch. For example, many users find it helpful to have a Folder View added with a Data View. The Folder View has the same set of configurable properties as the Classification View.

Scan View

Adding a Scan View requires setting up Grooper Desktop, setting up your scanner, creating a Scanner Profile, etc. Please see the Desktop Scanning in Grooper article for more information on how to set up the Scan View.

Click here to return to the top

Behavior Properties

Multiline ValuesDefining Required FieldsDefining Fields Requiring ValidationEnabling a Selection ListData Section Captions

Multiline Values

There are certain kinds of values you will want to wrap within a textbox across multiple lines. This will make it easier for a reviewer to view and edit longer entries. You can do this by enabling the Multiline property for string values. For example, we've enabled Multiline for this address value.

To wrap text within a textbox, you will enable its Multiline property. The Multiline property is available to both Data Fields and Data Columns. If configured for a Data Column, for every row collected, the cell will be collected/edited in a multiline textbox. Select either a Data Field or Data Column. Under Behavior, select the Multiline property and change the property to Enabled. Under the Multiline property, you can enable Word Wrap by changing the property to True.

Defining Required Fields

Data can be presented on a document in myriad ways. Sometimes a field may be optional. It will appear filled in on one document, but not on another. Other fields are filled in on every single document every times. In many cases, it wouldn't make sense to not fill these fields in. You would consider the document's data incomplete without it. For these kinds of critical fields, you can force a user to manually enter a value for a field if Grooper's data extraction fails to do so.

You do this by making the field "required". Required fields will alert the user a critical value was not collected in a variety of ways in the Data Viewer. The document will be marked as invalid. A data validation error warning will appear on the document. Upon entering the required field with a missing value a "Value is required" message will appear. If the Data Viewer is configured to only allow completion when all documents are valid, Grooper will not allow the user to complete the Review task until the field's value is filled in.

To make a field required, you will set its Required property to True. The Required property is available to both Data Fields and Data Columns. If configured for a Data Column, for every row collected, there must be a value present. Grooper will throw a data error for any cell not collected. Select either a Data Field or Data Column. Under Behavior, select the Required property and change the property to True. You should be aware a "required" field only requires a value to be present. That doesn't mean it's the correct value. That's still up to the reviewer to determine if the extracted value matches what's on the document.

Defining Fields Requiring Validation

For extra critical fields, you may consider forcing a reviewer to validate a field, using the Requires Validation property. This will put the field in an error state, regardless of what was extracted, and remain in error until the user confirms the field is valid.

Fields requiring validation will alert the user a critical value was not collected in a variety of ways in the Data Viewer. The document will be marked as invalid. A data validation error warning will appear on the document. Upon entering the field requiring validation a "This field must be reviewed" message will appear. This message and the error will persist until the user manually validates the field by right-clicking it and selecting Confirm or using the F6 hotkey. Even if the collected value is correct, the user must validate the field in order to clear the error. If the Data Viewer is configured to only allow completion when all documents are valid, Grooper will not allow the user to complete the Review task until the field's value is filled in.

To force field validation, you will set its Requires Validation property to True. The Requires Validation property is available to both Data Fields and Data Columns. If configured for a Data Column, for every row collected, the user must validate the column's cell. Grooper will throw a data error for any cell not validated. Select either a Data Field or Data Column. Under Behavior, select the Requires Validation property and change the property to True.

Enabling a Section List

The List Settings properties allow you to configure a drop-down selection list for the user. This will restrict the user to only fill in values from a pre-populated list. For example, imagine you have a "yes" or "no" checkbox field. The only two options are "yes" or "no". You can enter those values into a selection list so the user doesn't have to type out "yes" or "no" during review. Rather, they'd simply pick "yes" or "no" out of a drop-down list.

For example, the "Marital Status" field for this document, only has three options: Single, Married, or Divorced We can create a selection list for the user. That way, they can only pick "Single", "Married", or "Divorced" for this field.
To enable a selection list, you will configure a field's List Settings properties. The List Settings properties are available to both Data Fields and Data Columns. If configured for a Data Column, for every row collected, the user can use a drop-down list to populate the column's cell. Select either a Data Field or Data Column. Under List Settings, expand the List Values property. Click the ellipsis button to the right of the Local Entries property to bring up a list editor.
In the List Editor, enter the selection items you want the user to choose from. Click "OK" when finished.
FYI The Restrict To List property is currently disabled for Web Review. Regardless whether this property is True or False, the list is always restrictive. This means the user will only be able to select something from the list you provide. They will not be able to free-type a value.

Data Section Captions

Grooper gives you the ability to "caption" your Data Sections. This is an expression based string value to give a section record a dynamically generated custom label. This can be particularly useful for multi-instance sections to better identify which section the reviewer is looking at on the document.

For example, this Information Sheet document has three sections at the bottom for previous employers. Using a Data Section's Caption property, we could dynamically generate a custom label for the section record, based on the extracted value of one of the fields in the Data Section. Here we have added the "Employer" field to generate a caption next to the "Previous Employment" header.
This is controlled by a Data Section's Caption property. Using this property, you can enter an expression to dynamically populate a section record's caption. Select a Data Section. Under Appearance, find the Caption property. Click the ellipsis button to the right of the property.
When the "Caption" window pops up, enter in an expression to generate the desired caption. In our case, we used the "Employer" Data Field's result to generate the caption for the section record. We used the expression below: "Previous Employment " + Employer Notice the space after "Previous Employment" and before the ending parenthesis. If you omit this space, there will not be a space between the first part of the caption and the second.

Click here to return to the top

Review Queues

Review Queues allow further control of what Batches and tasks Grooper users have access to. You can control the work presented to users in the "Batches" and "Tasks" pages with Review Queues. This allows you to better filter work to your users by defining ACL settings for Batch Processes and/or steps in a Batch Process.

• Imagine a situation where you have several Batch Processes running in your environment and several users reviewing work in Grooper. You may want to assign certain users to certain Batch Processes based on their experience with the kinds of documents in the document set or quality of their work.
• Imagine another situation where you want restrict the kinds of review your workers do. Maybe one group only performs data review and another only performs classification review. And maybe any of them can do document scanning.

You can also think of this as a "soft security" measure. By filtering out work available to users, the Review Queue acts as a kind of gatekeeper, controlling what comes across a reviewer's desk.

⚠

Please note this is not a "hard security" measure. There are conceivable ways in which a user assigned a certain Review Queue may still be able to access Batch content that is outside of their queue. For true "hard security", the best practice is to isolate that work in a separate Grooper Repository and restrict user access in the Security settings configured on the root node.

The general steps to create a Review Queue are as follows:

1. Add the users to the Users list at the root node of the Grooper Repository.
2. Create a new Review Queue.
3. Select which Grooper Users you wish to add to the Review Queue.
4. Then, the Review Queue can be implemented in one of two ways:
   1. On the Batch Process to restrict work accessed from the "Batches Page" of the Grooper Web Client.
      • Only Grooper Users listed in the Review Queue will be able to access Batches with that Batch Process in the "Batches Page" interface.
      • This will prevent users who are not members of the Review Queue from seeing any Batch using that Batch Process in the "Batches Page" interface.
      • Use this option if you want users to "pull" work from a list of active Batches.
   2. On a Review step of a Batch Process to restrict work accessed from the "Tasks Page" of the Grooper Web Client.
      • Only Grooper Users listed in the Review Queue will be able to start the Review task from the "Tasks Page".
      • This will prevent users who are not members of the Review Queue from seeing the Review task in the "Tasks Page"
      • Use this option if you want to "push" work to users, feeding them the tasks you want instead of allowing them to pick the Batches they want.

For more detailed information on Review Queues, please visit the Review Queue article.

We also recommend taking a look at the Permission Sets article. Permission Sets and Review Queues often work together to limit what users can access.

See Also

• Desktop Scanning in Grooper
• Review Queue
• Permission Sets