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Best Practices for Using ABBYY FlexiCapture in Document Automation

by | Sep 16, 2024 | Blog, FlexiCapture | 0 comments

ABBYY FlexiCapture is one of the top solutions for document automation. 

It supports structured and unstructured documents throughout its lifecycle to deliver business-ready data.

However, businesses must understand how to use this platform to achieve results. The right metrics and monitoring solutions are also important to ensure the platform runs at optimal health. 

This article will explore how ABBYY FlexiCapture automates document management and discuss how to leverage the Reveille integration to maintain consistent system operation.

Table of Contents 

How Does ABBYY FlexiCapture Work?

ABBYY FlexiCapture is more than an intelligent document processing solution. FlexiCapture brings together the best artificial intelligence (AI), natural language processing (NLP), machine learning (ML), and advanced recognition capabilities.

It combines them to automate an enterprise’s entire document processing lifecycle.

FlexiCapture transforms structured and unstructured documents into business-ready data.

Enterprises can use FlexiCapture for;

  • Processing documents,
  • Automatic document classification,
  • Customizing document infrastructure,
  • Reducing costs by minimizing manual errors,
  • Optimizing data security.

Reveille for ABBYY FlexiCapture provides greater visibility into system health and performance. 


Providing over 65 pre-built tests out of the box, Reveille analyzes ABBYY FlexiCapture in real-time. It delivers proactive monitoring to detect system inefficiencies and optimize performance.

The Key Features of ABBYY FlexiCapture for Document Automation

ABBYY FlexiCapture delivers automatic document classification and processing. It provides data extraction software, auto-learning, data validation and control, and cloud availability.

These features simplify processing documents and document classification. Let’s explore its key features in more detail.

Automated Data Extraction

Data extraction through OCR is the first step in ETL (extract, transform, load) processes. Automated data extraction is imperative for efficient document processing. 

It means you can extract data from semi-structured and unstructured data without manual intervention. This boosts efficiency, giving users more time to focus on high-level tasks.

FlexiCapture extracts data from critical fields that can be customized based on required categories. 

For example, insurance companies can extract data from scanned documents, such as case numbers and license plates. Credit lenders could use custom fields to extract data for application numbers, surnames, and credit scores.

Automatic Document Classification

ABBYY Flexicapture provides automatic document classification, allowing businesses to categorize unstructured and structured data and organize them into predefined document classes. 

Using modern technologies like artificial intelligence and machine learning, Flexicapture can detect even the most subtle differences in individual documents and categories, ensuring accurate classification. Its capabilities are flexible and can distinguish among many document categories and formats, including text and images.

Auto-Learning Training System

To improve automation and efficiency, ABBYY FlexiCapture offers an auto-learning training system. 

Auto-learning allows the system to learn from user actions during document processing and improve the detection of data fields. It is more accessible and quicker to find the data users need.

Auto-learning also simplifies usability and onboarding. When processes and tasks are not executed as required, users can train the system to correct them. The system will then use these corrections as learning input, making it easier to navigate and adapt.

Data validation and control

Data validation is critical to ensuring the quality and accuracy of data. Businesses can maintain the logical consistency of stored and input data. ABBYY FlexiCapture identifies, validates, and processes according to custom business rules and requirements. This allows enterprises to control how they process data and solve data abnormalities.

FlexiCapture’s data validation and control allow organizations flexibility over automation capabilities. They can set custom data criteria and parameters and train this software.

Cloud Availability

FlexiCapture supports cloud deployment to offer organizations an agile alternative to on-premise. 

Enterprises can deploy ABBYY FlexiCapture quickly and easily on the cloud. This reduces maintenance costs, as support teams do not have to update hardware, and aids in remote organization and document access from multiple locations and devices. 

Real-time capturing provides access to immediate document processing. FlexiCapture cloud provides a direct response between servers, improving user experience and reducing latency. 

Reveille supports ABBYY FlexiCapture cloud and on-premise deployment. 

4 Best Practices to Optimize Document Automation in ABBYY FlexiCapture 

There are several key practices enterprises must follow to leverage ABBYY FlexiCapture:

  • Select the suitable OCR mode,
  • Customize the OCR parameters,
  • Train ABBYY FlexiCapture for accurate automatic document classification,
  • Test and analyze.

Let’s explore these four critical practices for optimizing automation in FlexiCapture. 

1. Select the Best OCR Mode

FlexiCapture offers three different OCR modes to convert images into unstructured data.

  1. Full Text: This OCR mode converts entire documents into text.
  2. Field-level: Users can extract data from pre-defined fields. These fields can be customized to the information the organization needs to capture. 
  3. Zonal: Businesses can select areas of interest on documents and apply custom recognitions to each location. This mode helps detect large areas of information that may be more relevant than other document data.

Users must understand how they want to process and automate documents. For example, if businesses only need to capture specific sections of documents, zonal OCR is the best choice.
 

Selecting the proper OCR mode ensures enterprises gather the necessary information when analyzing high volumes of records. 

 

2. Customize the OCR Parameters

System administrators must customize ABBYY FlexiCapture’s OCR parameters to optimize the recognition results for various documents and language settings. This step is imperative because the OCR works differently for different document types, and businesses must customize these parameters to ensure ABBYY FlexiCapture extracts and classifies the right data.

Here are what OCR parameters administrators can customize:

  • Recognition languages
  • The text direction and orientation
  • The character set and dictionary
  • Spelling correction 
  • Barcode recognition
  • Confidence threshold 
  • Error-handling options

Organizations can also customize the data validation and control settings, including custom regular expressions, rules, and patterns. These options will validate and format data according to business requirements.

3. Train the OCR System 

ABBYY FlexiCapture is trainable for accurate and efficient document automation and data extraction. Enterprises must train it to streamline document scanning and capturing, making automation more precise and efficient. 

System administrators can use ABBYY FlexiCapture to extract specific fields. While this software provides auto-learning, manual intervention may be necessary before the system understands what data it must extract. 

ABBY FlexiCapture can learn how to extract custom fields during document processing. To achieve this, systems administrators must preconfigure projects to enable the system to detect the fields they wish to extract. However, training ABBY FlexiCapture’s FlexiCapture system is time-consuming, so users should choose to train batches of data on a Processing Station﹣they can train multiple batches simultaneously.  

4. Test and Analyze System Performance 

After training ABBYY FlexiCapture’s system, organizations must test and analyze system performance. This is imperative to avoid system downtimes, detect and optimize inefficiencies, and improve security infrastructure.

Reveille’s agentless monitoring tool for FlexiCapture has over 60 preconfigured tests to measure system health. Our platform offers a robust dashboard for tracking critical server performance metrics, such as:

  • RPA robot operating health
  • RPA platform
  • Service levels
  • RPA license status
  • Document transformation operating KPIs,
  • RPA management
  • Console user activity


This complete visibility and control helps system administrators make strategic decisions and identify how to streamline inefficient workflows.

Reveille also deploys automatic real-time remediation to respond to issues before they evolve. For example, Reveille can revoke user access if there is a content access breach. Or, it can restart a failed cycle or service to ensure the system is operating optimally. 

Deploy Reveille for ABBYY FlexiCapture Document Automation

ABBYY FlexiCapture is a valuable tool for automating document capture and management. 

This platform handles various data types and provides;

  • Document processing,
  • Automated data extraction,
  • An auto-learning system to improve automated task distribution,
  • Data validation and control,
  • Cloud availability features.

However, the most critical practice for FlexiCapture is using monitoring tools like Reveille. 

Reveille provides insights into 60 metrics to maintain consistent system operation and ensure your ABBYY FlexiCapture runs at optimal health. 

Get your Reveille demo today.