OWLxtract
OWLxtract is the process of extracting the PDF and Image Files data and storing the data within the OWLdocs module. During the OWLdocs product search process, these extracted files will be analyzed, and if any matches are found, they will be shown on the result screen.
Steps to Perform OWLxtract:
1. Click OWLdocs.
2. This action is performed on the PDF, handwritten PDF, and Image files (jpg, jpeg, png, tiff).
3. For an existing file, click the action menu under the Action column and click OWLxtract.
4. The pop-up will display two options to extract the file: Text Detection and Text Analysis.
5. Text Detection: During this process, the OWL system detects the text in a document along with the following information:
• The lines and words of detected text
• The relationships between the lines and words of the detected text
• The page that the detected text appears on
• The location of the lines and words of text on the document page
• PDF Documents in English, French, German, Italian, Portuguese, Spanish
• Handwritten Documents in English
6. Text Analysis: During this process, OWL detects text in a document, analyzes documents, forms relationships among the detected text, and performs the following:
• Text Extraction- The raw text extraction from a document
• Form Extraction- Form data extraction from a document in the form of a key-value pair
• Table Extraction- Extracts tables, table cells, and the items within table cells
7. Once you have selected our extraction method, click Process to complete the action.
8. Once the OWLxtract process has started, you will receive an email notification that the text extraction is in progress.
9. Once the text extraction is completed, you will receive another email about the extraction completion.
10. After text extraction is completed, the file status will be changed to Text Extraction Processed.
OWLtranslate
OWLtranslate breaks language barriers with translation services across 75 languages. This is the process of translating uploaded files from one language to another.
Steps to Perform OWLtranslate:
1. Upload file to OWLdocs.
2. Click the action menu under the Action column.
3. Click OWLtranslate to begin.
4. This will open a pop-up for OWLtranslate. Select the language to which you want to translate the file.
5. After selecting the language, click on the Submit button.
6. A success message will be displayed on the screen, and the translation process will be scheduled right away.
7. You can perform OWLtranslate while uploading a file itself.
8. You’ll need to simply select the OWLtranslate checkbox and the language from the language dropdown and click Upload.
9. An email will be sent to you regarding the translation in progress and another after completion.
10. Once the translation is completed, the file status will be changed to OWLtranslate Processed.
11. You can download the file from the action menu and view the file in the translated language.
OWLidentify
OWLidentify is OWL’s image and video analysis service embedded inside OWLdocs. OWLidentify uses machine learning and computer vision to analyze and interpret visual content. This is the search process of identifying a person from a collection of photos using recognition.
Steps to Perform OWLidentify:
1. Upload an image to OWLdocs using the upload file functionality.
2. Click the action menu from the Action column and click OWLidentify.
3. This will open a pop-up window for OWLidentify.
4. From the pop-up, either upload the image to an existing collection that you have access to or perform an OWLidentify search using the image file.
5. The image files with extensions jpeg, jpg, and png are supported for the OWLidentify process.
6. Click Add to Collection, then proceed by selecting Next.
7. A pop-up window will appear displaying the available collections.
8. Collections are categorized by Organization, Department, and User levels.
9. If you’ve been granted write access to a collection, you’ll be able to add new images to it.
10. To upload a new image to a collection, choose the desired collection and click Add.
11. You can also add files directly to the OWLidentify collection during the upload process.
12. In the upload pop-up, check the box labelled OWLidentify - Add to Collection. This will reveal all available collections.
13. Select the appropriate collection and click Upload.
14. Once the file is added, its status will update to OWLidentify Processed.
15. The file will be stored in the selected collection.
16. The file is now ready for processing through OWLidentify.
17. To search OWLidentify records, upload an image to OWLdocs. To find matches within OWLidentify, select the Search Collection option.
18. Click Next to continue.
19. Choose collections where you have at least Read access, then click Search.
20. If a facial match is found, it will appear in the OWLidentify search results.
21. Click on the image link to view the matched image in a new tab.
22. If the matched image is linked to a case or subject, that information will also be displayed.
23. The result screen will show a Score/Similarity Percentage indicating how closely the image matches.
24 You can verify that by clicking on the image links. This will show the matched image in a new tab.
25. The result page will also show any case or subject linked to the matched image file, along with the collection name.
26. Score/Similarity percentage will be displayed in the result screen based on whether or not the file is an accurate match.
OWLimport
OWLimport is the process of importing large documents like Excel, CSV, and JSON files. Once imported, these files will be ready to be used under the OWLvault product searches.
Steps to Perform OWLimport:
1. Upload an Excel/CSV/JSON file into OWLdocs using the Upload file process. The data source field is mandatory for all these file formats.
2. Once uploaded, click the action menu under the Action column and click OWLimport.
3. The field names from the uploaded file will appear on the left side of the mapping table. On the right side, you'll see the OWL global attributes available for mapping to the corresponding fields from the user file.
4. For instance, once an Excel file containing data is imported into OWL, all its field names will be displayed on the Mapping page, as illustrated in the screenshot. Person Data.xlsx
OWL import > Mapping
5. Next, choose the corresponding OWL system attribute for each field from the user file by selecting from the available global attributes listed under OWL
6. Once all fields are mapped, you have the option to save this configuration as a mapping template. This allows the system to auto-select matching fields when similar files are uploaded in the future. To do this, click the Save Mapping Template button. A pop-up will appear prompting you to enter a unique template name. After entering the name, click Save to store the template. The saved template will then be available in the Mapping Template dropdown. Note that saving a template is optional and can be skipped during the OWL import process.
7. Click on the Next button to complete the mapping.
8. You will be redirected to the OWL import records page. It will show all the Excel data in a tabular view with the initial seven columns from OWL to define the individual rows as a unique record. The columns are as follows: Case, Subject, Data Source, Record Type, 28 CFR part 23, Record Classification, and Data Access Right Level.
9. The Data source, Record Type, and Compliance details will be the same for all the individual rows since they are the same as what is defined for the file already.
10. Alternatively, you can assign a case or subject to individual records. To do this, select the specific rows you want to link, then click the Attach Record to Case/Subject button. A pop-up will appear allowing you to choose from the available case or subject options.
11. Once you've selected the case or subject, click Save. The selected rows will now display the chosen case/subject from the pop-up window.
12. Click Finish to finalize the mapping. You’ll be redirected to the OWLdocs page, where the file status will update to OWLimport Processed
13. To associate all imported records with the same case or subject, check the box labelled Select all the records in the file, then choose the desired case/subject from the Attach Record to Case/Subject pop-up. Clicking Finish will apply the selected case/subject to all records in the file.
14. You can later view these records by clicking the file name on either the OWLdocs or OWLvault page. Additionally, individual records can be linked to different cases or subjects if needed.
Single Record Entry
This is a type of custom OWL import record that can be created manually on OWLdocs without uploading a file. This behaves the same way as the OWL import data, but without any actual file.
Steps to create a Single Record Entry:
1. Go to the OWLdocs page.
2. Click on the Add Single Record Entry button present in the right-hand corner.'
3. This will open the Single Record Entry page with all the required fields like Attributes, Record metadata, and Compliances.
4. To add attributes to the Single record entry, first select a category from the category dropdown. Once the category is selected then select an attribute.
5. After selecting the attribute, the Value field will be enabled. Enter the data into the Value field as per the field type and click on the save button to partially save it.
6. Each attribute can be edited and removed from the action menu of each attribute.
7. Similarly, multiple attributes can be added to the Single Record Entry with respective value information.
8. You can save the mapping attributes as a template for future use easily by clicking on the Save Mapping Template button.
9. This will open a pop-up to enter the Template name. Enter the unique template name and click on the save button.
10. The saved templates can be used to create a new single record entry, which is available under the Select Mapping Template button.
11. This will show a pop-up with available templates. Select the template to auto-select all the attributes without a value. These attributes can be edited or removed during creating a single record entry.
12. After adding the attributes, add the Record Metadata information.
13. Provide the required fields - Single Record Entry name, Data Source, Record owner, and Department.
14. The Single Record Entry can be linked to a Case/Subject by selecting them from the case and subject dropdown.
15. Click on the +Add Keyword button, which will show the field to add keywords. Enter keywords with a separate comma. Click on Save keyword.
16. Add the compliance data based on the requirement. For a Single Record entry, the compliances that can be applied are from OWLdocs only.
17. After adding all the compliances, click on the Create button to create the Single record entry.
18. Once the record is created, it can be viewed from the OWLdocs & vault page. The Record Status will be OWLimport PROCESSED by default.
19. To view the attributes and the file metadata information, simply click on the file name from the OWLdocs or Vault page, and it will redirect to the Import record page.