TABLE OF CONTENTS

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Does each form have to be saved as a separate file?

No. You can scan whole batches of forms together. Vidado uses Vision, a technology that sorts your documents, to match forms to templates. Please always make sure that each form is in the correct page order to assure the digitization data is returned in the correct order.


How can I upload large files?

Vidado limits the maximum image file size to 50MB.


If you have a large number of big files we recommend you upload to Google Drive or Box.   This is usually faster than uploading directly from your computer. 


How do I get the files to Vidado?

You can upload them using our friendly web interface, or use Google Drive or Box accounts. You can find more detailed instructions here.


What kind of image files should I submit to give me the best digitized results?

This is dependent on many factors such as how the template was set up, the transformations/validations applied on the data, and even the quality of the form submitted for digitization. Use a scanner to scan images. It is possible to process photographs of pages but at lower accuracy and it is not recommended at all. 


When scanning, select an image resolution  of 150 DPI or above. Black and white, 1-bit, CCITT Group 4 compression, is perfect! Save your files in the PNG, TIFF, GIF, JPG, or PDF format! Vidado can process multi-page TIFF and PDF files.


How long will it take to upload all my forms?

There are multiple factors that affect file upload time. Internet connection, quantity, size and method of upload.


Depending on the quantity, the size of your files and your Internet connection, it could take minutes or hours. If you have many thousands of pages, you may find it faster to upload from Box or Google Drive.


How many files can I upload at one time? 

There are a variety of considerations used to determine the number of files to submit in a batch. These include your total volume and your workflow architecture. If you have files totaling more than 500 pages each day, you may want to consider these variables: 


Volume

  • Daily Volume/Total Number of Files: This will help determine the number of batches (sets of files) planned for submission.  Unless REVIEW is enabled (or we inform you otherwise), all files in the batch must be digitized before the data is returned. Smaller batches will typically generate a more continuous flow of data.

  • Total Page Count of each File: This is the total count of pages from all the files in the batch. If your files have 100 pages each, then 10-12 files might be the most you want to put in one batch.  If your files all have 2 pages each, then you may find, in accordance with all the other factors mentioned here, that you can create batches with 200-400 files.  For an operational workflow, you should ideally not exceed ~1200 pages in any single batch.

  • Template Page Count: This is the total number of Template pages across all active templates in your account.  The more template pages being used to sort the submitted files, the longer it will take to process the batch, thus slowing down the continuous flow of data. 


Workflow Architecture

  • Medium of Ingesting & Receiving Files: The medium (S3, SFTP, API) via which files are submitted and data returned can affect turnaround time (TAT). If you choose to use S3/SFTP, larger and less frequent batches are preferred. For smaller, more frequent, batches, the API is a logical option. If you have less than 500 pages each day, you can load that through the Inbox in the Vidado platform via drag and drop. 

  • Utilization of the REVIEW Interface: If this feature is enabled, files will be ingested as a batch but returned on a per file basis. The files must be accepted in the REVIEW interface by a user before the data is accessible. Users must plan to have the appropriate resources on hand for all the files to be manually reviewed within the expected TAT. You should design the flow of files into batches in accordance with both your resource availability and their ability to process the files in a timely manner.


If you have any questions determining the right batch size for your workflow, please contact support@vidado.ai


What happens if I upload duplicate files?

If you try to upload a duplicate file with the same name as it was previously uploaded, you will receive an error message saying the system was unable to upload the following files and why. But if you upload the same page scanned twice with different file names in a single batch and the Vidado system will not be able to recognize the file as duplicate. 


What if some of my filled-in forms are just a little bit different from the template?

To achieve the best digitization results, a clean blank form should be uploaded as a template and defined with fields. The fields on the template maps to where the data should be pulled from the submitted form. 


If the fields on the form you wish to digitize are located on different parts of your template, it will return poor data due to inaccurate extraction or missing data. 


Vidado gives you the opportunity to add versions to different templates in order to insure the exact data you are trying to extract. Find either a blank form (preferable), or whited-out a filled-in one (back-up option) and upload it as a new version of a template in the Vidado platform. Vidado, through VISION, has the capacity to then sort the form to the specific template.