Batch (Node Type)

This article is about the current version of Grooper.

Note that some content may still need to be updated.

2025

2023.1

2023

inventory_2 Batch nodes are fundamental in Grooper's architecture. They are containers of documents that are moved through workflow mechanisms called settings Batch Processes. Documents and their pages are represented in Batches by a hierarchy of folder Batch Folders and contract Batch Pages.

A Batch in Grooper is a central concept for organizing, processing, and tracking collections of documents and images as they move through an automated or semi-automated workflow. Batches are designed to streamline document-centric business processes, from initial capture to final export, by grouping related items and applying consistent processing steps.

What Is a Batch?

A Batch is a container that holds documents, images, and related data as they are processed in Grooper. Each Batch is structured as a hierarchy, typically containing one or more Batch Folders, which in turn may contain additional folders or Batch Pages. This structure allows for flexible organization, supporting both simple and complex document sets.

Batches are created to represent a unit of work—such as a day's worth of scanned invoices, a set of imported PDFs, or a collection of forms to be reviewed. Each Batch is associated with a specific Batch Process, which defines the workflow steps and activities to be performed.

Purpose of Batches

Batches serve several key purposes in Grooper:

Organization: Batches group related documents and images, making it easy to manage, track, and process them as a single unit.
Workflow Control: By associating a Batch with a Batch Process, Grooper ensures that each item in the Batch follows a defined sequence of activities, such as image cleanup, recognition, classification, extraction, review, and export.
Audit and Tracking: Batches record processing status, history, and user actions, supporting compliance and operational transparency.
Error Handling: Batches can be paused, resumed, or routed for human review if issues are detected during processing.

Batch Structure

A Batch is composed of the following main elements:

Batch Folders: Organizes documents within the Batch. Folders can represent logical groupings such as individual documents, document sets, or sections within a document. Each Batch Folder can have its own Content Type, Data Model, and attachments.
Batch Pages: Represents a single page or image within a Batch Folder. Batch Pages store image data, metadata, and processing results such as OCR text or layout information.

This hierarchical structure allows Grooper to support a wide range of document types and business scenarios, from single-page forms to multi-document packets.

Batch Processes

A Batch Process defines the sequence of activities applied to a Batch. Processes are designed to match business objectives and can be customized with automated and human-driven steps. Processes must be published before use, and versioning ensures that changes are managed safely.

How Batches Are Used

1. Creation

Batches are typically created by importing documents (digital files) or scanning paper originals. During creation, users can specify the initial Batch Process to apply, which determines the workflow steps for the Batch.

2. Processing

Once created, a Batch moves through the steps defined by its Batch Process. Each step, known as a Batch Process Step, represents an activity such as:

Batches can be processed automatically or require user intervention at specific steps, depending on the workflow design.

3. Review and Exception Handling

If a Batch encounters errors or requires validation, it can be routed to a review queue. Users can review flagged items, correct data, or resolve issues before the Batch continues processing.

4. Completion and Export

After all workflow steps are completed, the Batch is finalized and its contents are exported to the desired destination, such as a database, content management system, or file repository.

Key Batch Properties

Process: The associated Batch Process that defines the workflow.
Step: The current step or activity being performed.
Status: Indicates the processing state (e.g., Ready, Working, Completed, Error).
Priority: Controls the order in which Batches are processed.
Created: The date and user who created the Batch.
Has Flagged Items: Indicates if any items in the Batch require attention.

Best Practices

Design Batch Processes to align with business needs and document lifecycles.
Use Review Queues to filter Review tasks to users.
Use Processing Queues to manage automated workloads and ensure timely processing.
Regularly review and test Batch Processes to maintain accuracy and efficiency.
Leverage expressions for advanced flow control.

Test Batches vs production Batches

In Grooper, understanding the distinction between test Batches and production Batches is essential for effective document processing and workflow management. Both types of Batches utilize the same underlying structure, including Batch Folders and Batch Pages, but their purpose and impact differ. Test Batches are for safe experimentation, while production Batches are for official processing and data output.

Test Batches

Test Batches are used for experimentation, validation, and process refinement before moving to live operations. They allow users to simulate document processing, build configuration nodes, verify Data Model extraction, test Activities, and ensure that Batch Processes are configured correctly. Grooper's various "Tester" tabs allow users to select a test Batch and view and manipulate its contents.

Test Batches are created and stored in the "Test" branch of the "Batches" folder in the Design page.
The "Send to Production" command will move (or optionally clone) a test Batch to the Production branch, making it subject to published Batch Processes.

Production Batches

Production Batches represent live, operational document sets processed according to published Batch Processes. These Batches are intended for real-world use, where extracted data and workflow outcomes are relied upon for business operations. Production Batches are created using published versions of Batch Processes, ensuring consistency and reliability.

Production Batches are created in several ways:
- From the Batches or Tasks page using the "Create New Batch" button. Most commonly this is how users scanning physical documents into Grooper get started.
- From Import Jobs summited by an Import Watcher or from the Imports page.
Production Batches can be viewed, managed and reviewed from the Batches page.
Review tasks for production Batches that have not been completed can be viewed and executed from the Tasks page.
Production Batches are stored in the "Production" branch of the "Batches" folder in the Design page.
The "Send to Test" command will move (or optionally clone) a production Batch to the Test branch, where it can be safely manipulated without affecting production data.

Summary

Batches in Grooper provide a powerful framework for managing document-centric workflows. By grouping documents, applying consistent processing steps, and supporting both automation and human review, Batches help organizations streamline operations, improve data quality, and ensure compliance.