Zonal OCR is an add-on program to existing eFileCabinet software. This feature allows you to create templates for documents that you frequently enter data from. Zonal OCR uses these templates to extract information from documents and enter it into a profile form for your use, as well as file the document in an appropriate folder in eFileCabinet. This technology can completely eliminate the need for manual data entry in your business.

1. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 1 of 23
Zonal OCR with eFileCabinet
User Guide

2. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 2 of 23
Introduction: Zonal OCR is an add-on program to existing eFileCabinet software. This feature
allows you to create templates for documents that you frequently enter data from. Zonal OCR
uses these templates to extract information from documents and enter it into a profile form for
your use, as well as file the document in an appropriate folder in eFileCabinet. This technology
can completely eliminate the need for manual data entry in your business.

3. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 3 of 23
Table of Contents
1.0 Getting Started..………...………………….……..4
2.0 Establishing Fields………………………….…....7
3.0 Establishing Automated Routing.. ..…………...10
4.0 Running Zonal OCR……………………………..17

4. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 4 of 23
1.0 Getting Started
To log in to Zonal OCR, enter
your eFileCabinet On-Premise
credentials for the Username
and Password.
Select your Server from the
available list, or you can
manually enter the actual IP
Address or the default IP
Address of 127.0.0.1 Port 4321.
If you click on the box next to
“Remember Me’, you will not
need to enter your credentials in
the next time you run the
program.
Once you have entered all of the
required information, click Login.
Note: The eFileCabinet Server
needs to be running; otherwise, it
won’t show up on the list and you
won’t be able to log in. Once the
Server is started, click Refresh
to reload the server options.

5. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 5 of 23
OCR Mode There are two main views of
Zonal OCR: the OCR Mode and
the Configuration area.
The Document Processing
area is where you bring
documents into the Zonal OCR
so they can be analyzed and
stored into eFileCabinet. This is
the area on the left side of your
screen, with the blue title bar that
says “Files.”
If you do not have any forms set
up, you will be brought to the
Document Processing area
when you log in. You can edit
existing forms or create new
forms by clicking on the Settings
Wheel located at the end of the
green title bar.
Configuration Mode Configuration Mode is used to
set up the form templates
needed to tell Zonal OCR which
portions of your document you
want to capture.
The first time you log in, you will
be brought to this mode. It will
launch in this mode until you
have saved at least one form.
The Clipboard Icon at the end
of the green header bar will take
you back to OCR Mode.

6. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 6 of 23
When you first log in, Zonal OCR
will offer you “help bubbles” to
guide you through the process. If
you don’t wish to see them,
check the box next to Do not
show tips.

7. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 7 of 23
2.0 Creating a Form
Introduction: Zonal OCR is used to analyze data from standard forms, such as a W-2s and
1040s, and input the data into a profile in eFileCabinet of your choice. You are able to choose as
many fields from your form as you want converted into searchable profile data. You can use an
existing Profile, such as a Drawer, or any other profile that you have already set up through
eFileCabinet, or you can create a profile that matches the information you want to capture
through Zonal OCR.
Once you are in Configuration
Mode, click on the Plus Sign in
the blue bar on the left side of
your screen to create a New
Form. This will open the
General Tab of the Edit Form
window.
Create a name for the Template
by clicking in the box under
Template Name. Delete the
words “New Form 1” and enter
the name you want.
Then click Choose Profile.

8. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 8 of 23
The Choose Profile pane will
display in the right pane under
the green header. If you wish to
use an existing profile, select
which profile you want the form
associated with from this list.
If the profile you want isn’t listed,
you can create a new profile by
entering the name of the profile
in the box under New Profile.
Once you’ve entered the name
of the profile, click the Plus Sign
on the right to add the profile to
the list. The new profile will be
added to the bottom of the list;
you must scroll down and select
it.
Once your new or existing profile
is selected, click Close.
Next, click Choose Template
File to select a template file. A
template is a blank version of
whatever form you’re going to
associate with the profile you
selected.
If you will be using the scanner
portion of Zonal OCR, it is highly
recommended that you print out
your form and scan it using the
scanner you will be using to
process your completed
documents. This helps to ensure
that the alignment is consistent
to improve the accuracy of the
OCR process.

9. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 9 of 23
Navigate through your Windows
structure to find your template
file.
Click Open and the template will
be loaded into Zonal OCR. It will
display in the pane on the left.
You can use the icons in the
green header to navigate
through your template file. You
can zoom in, zoom out, and
move to the next or previous
page of a multi-page document.
The form is now ready for you to
select fields for Zonal OCR to
capture information from.

10. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 10 of 23
3.0 Establishing Fields
Introduction: Zonal OCR needs to know what information you want analyzed. In this step, you
will set up fields that will capture a “zone” from your template document. Drawing a new field will
create a new zone on the document from which information will be captured. That information will
become a profile field, and profile fields collectively establish a profile for any given document.
After the form has been
imported, click on the Fields Tab
under the blue header.
The form will appear in the
window on the right.
To draw a new field, click the
Plus Sign.
Then click and drag with your
mouse over the area on the form
where you want to establish a
new field.
Tip: Be sure when you draw your
boxes that you do not
accidentally include any words
from the form’s title or any form
lines.
Some common fields to capture
are: First Name, Last Name,
Address, etc.

11. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 11 of 23
You can resize the field by
clicking and dragging on any of
the black squares.
When you draw a new field,
you’ll see a New Field line
appear on the left of the screen,
where the fields are listed.
You can enter a name for this
field, or Clear or Remove the
field from your list of fields.
When you have multiple fields,
you can click on the field name
from the list, and it will highlight
the corresponding green field on
the document.
You can zoom in on the
document using the Magnifying
Glasses in the top left corner.
If your form has mutliple pages,
you can click through the pages
by using the Arrows next to the
zoom controls.

12. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 12 of 23
Repeat these steps until you
have created all of the fields that
you want for this form.
You are now ready to establish
Automated Routing on your
form(s).

13. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 13 of 23
4.0 Establishing Automated Routing
Introduction: Automated Routing will autmotically route your documents to a predetermined
destination within eFileCabinet, removing the need to manually assign a place for each document
in your directory.
To establish Automated Routing
for a form, click the Automated
Routing tab.
Then check the box next to
Enable Automated Routing.
Automated Routing starts at the
cabinet level. To begin the
process of automatically sending
your forms to a specific area
within eFileCabinet, click the
Cabinet icon.
In the window on the right of your
screen, a dropdown menu will
appear. You can select the
cabinet your want your forms
routed to from this dropdown
menu.

14. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 14 of 23
Next, select the drawer you want
to store your forms in. The
Create Drawer icon is located
directly underneath the Cabinet
icon in the Automated Routing
window.
If you wish to direct your forms to
a specific folder, click the Plus
Sign at the top of the
Automated Routing window.
This will add the option to route
your forms to a folder. The
process for routing your forms to
a folder or a cabinet is the same.

15. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 15 of 23
When you click the Cabinet or
Folder icon, a new menu will
appear in the right window. This
menu is the Action Menu.
The Action Menu features three
different options for routing your
forms – Find, Exact Location,
or Create.
Find
Choosing Find from the Action
Menu means that Zonal OCR
will route your forms by finding a
drawer based on one of three
different criteria: Name, Form
Fields, or Profile Fields.

16. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 16 of 23
Find by Name
Select By Name.
In the Name field that appears,
enter the name of the drawer or
folder where you wish to store
your form.
Find by Form Fields
Selecting the Form Fields option
will bring up a menu of options.
This option will route your forms
to a drawer or folder by name,
based on the fields you select
from the menu.

17. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 17 of 23
Find by Profile Fields
The Profile Fields option will
store your forms in a drawer or
folder based on the profile fields
of the form.
First, select which profile your
form is associated with.
A menu will appear with two
columns: one that lists
eFileCabinet fields, and one that
lists Zonal OCR fields. These are
the fields associated with the
profile you chose. If the names of
the fields in Zonal OCR differ
from those in the eFileCabinet
fields, you can correlate the
fields correctly by assigning the
Zonal OCR fields to the proper
eFileCabinet fields. If they’re the
same, choose N/A on all options.
Exact Location
Choosing this option will route
your forms to a specific location.
To select an exact location for
the form, choose Exact
Location from the Action Menu.
Then, choose the drawer or
folder you want the form routed
to from the dropdown menu
below the Action Menu.
Remember, if you are routing a
form to a drawer, you need to
have the drawer icon selected.
If you wish to route the form to a
folder, select the folder icon.

18. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 18 of 23
Create
This is the final option available
in the Action Menu. Selecting
the Create option will bring up
this window.
This option will create a new
drawer or folder in which to store
your forms. Enter a title for the
drawer in the Name text box.
Create If Doesn’t Exist
This option will create a drawer
or folder automatically if the one
you selected doesn’t exist. At the
bottom of the Find by Name,
Find by Form Fields, and Find
by Profile Fields windows, the
Create if doesn’t exist
checkbox is available
This option is a failsafe to make
sure that forms you run through
Zonal OCR end up in one central
location if their automated
routing destinations don’t exist.
Enter the name of the drawer or
folder you wish to be created in
the event that Zonal OCR can’t
locate the drawer or folder you
want the forms stored in.

19. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 19 of 23
Once you have established
automated routing, click Save in
the top left corner of your screen.

20. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 20 of 23
4.0 Running Zonal OCR
With automated routing
established, you are now ready to
run Zonal OCR and gather
information from your forms.
To begin, start back on the OCR
Mode main screen and click the
Plus Sign in the top left corner to
add the files you want to OCR.
Clicking the Plus Sign will bring up
your Windows Directory. Choose
which form(s) you wish to apply
OCR to from your library.
.
Once your files have been added,
click the Play button in the top left
corner to initiate the OCR.

21. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 21 of 23
You’ll see a Run Zonal OCR
dialog box appear with the
following options: Forms
Identification Confidence, Fields
OCR Confidence, Step-by-Step
Confirmation, and Skip
Processed.
Forms Identification Confidence
When you are running more than
one type of form and template
through Zonal OCR, this relates to
how confident you are in the
software correctly recognizing the
different forms and fields on those
forms. The recommended
confidence setting is 50, and
unless you are certain your forms
are all correct, we recommend
leaving the setting at 50.
Fields OCR Confidence
This relates to how confident you
are that the fields you have
selected on each form are
translated correctly through the
OCR engine to the profiles
established by your template files.
Again, 50 is the recommended
confidence setting, and unless you
know for sure your OCR fields are
completely correct, we recommend
leaving the setting at 50.

22. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 22 of 23
Step-by-Step Confirmation
Selecting this option will make the
software stop and ask you to
update your Forms ID Confidence
and Fields OCR Confidence each
time a new form is being
processed. If you want to verify
every document, select this option.
If you want to take advantage of
the Automated Routing, leave this
option unselected.
Skip Processed
Enabling this option will prevent
Zonal OCR from scanning the
same form twice if you’re putting
more than one of the same form
(i.e., 1040s, W2s) through OCR.
Once you have selected both
confidence levels and selected
either Step-by-Step Confirmation
or Skip Processed, click Run.
If you have Automated Routing
enabled and the document has
been run through Zonal OCR, your
document will automatically be
routed and stored into
eFileCabinet.
If Zonal OCR is unsure about the
accuracy of a field, the Form
Fields box will display, with
information populated from the
form. Any items that are in red text
are fields that Zonal OCR would
like you to manually validate.
Once the files have been manually
validated, click on the
eFileCabinet Icon at the top right-
hand corner to manually store the
document through eFileCabinet’s
regular store window.

23. Last Updated 7/23/2015 10:29:41 AM by [ESwan]
© 2015 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
Page 23 of 23
Scanning
eFileCabinet’s Scanner application
has been updated to incorporate
Zonal OCR into the regular
scanning process. This will allow
you to scan multiple documents at
once, Zonal OCR will separate
each form into the appropriate
template type, route them, and
automatically store them in the
appropriate place.
If you are familiar with the scanner
application, you may notice two
small changes to the interface.
There is a small arrow next to the
Scan Icon. If you choose Scan
from the dropdown box or click the
Scan Icon, the Scanner will scan
the way it always has. If you select
Scan and OCR, your documents
will be scanned, Zonal OCR will be
launched, and it will automatically
process and store the documents.
If you have scanned the
documents normally because you
would like to view the documents
before launching Zonal OCR, you
can launch the Zonal OCR process
by clicking on the arrow next to the
Store Icon and selecting Zonal
OCR.
Questions, Comments, or Issues?
If you have any questions about Zonal OCR, or you are encountering any errors when using this
add-on feature, please contact eFileCabinet Customer Support at 877-574-5505 or
support.efilecabinet.com.