Efficient document management with docPIPE

Managing and distributing large volumes of documents is a growing challenge for companies. docPIPE‘s SortSplit module offers a powerful solution for sorting, grouping and splitting documents efficiently. This article highlights the functionality, configuration options and use cases of the SortSplit module and shows how companies can use it to optimize their processes.

SortSplit in practice

A large data center, which processes more than 50,000 multi-page documents every day, was faced with the cost-intensive challenge of efficiently processing different types of mailings (size, postage, registered mail, inserts/payment slips) automatically, enveloping them and handing them over to the shipping provider.

With docPIPE and the SortSplit module, the data center has been able to significantly increase efficiency. Documents are imported and sorted using docPIPE. They are sorted according to size, dispatch type, destination, product type and similar categories. The documents are then optimized for dispatch and prepared for further processes, such as automatic enveloping. The closed-loop process and quality assurance ensure that every document is correctly displayed and processed.

The SortSplit module in detail

The SortSplit module is a component of docPIPE that makes it possible to process collected documents according to fixed criteria. Documents are split, sorted and prepared for further processing or distribution.

The SortSplit module is configured via the user-friendly docPIPE web GUI. General settings, specific selection criteria and sorting and grouping options can be defined here, which can then be used in various workflows.

Central functions in the configuration:

1. Splitting: Determining which documents should go into which bucket.
2. Sorting: Determine the sorting criteria (e.g. date, customer number).
3. Grouping: Combine documents into groups so that related content can be processed together.

Metadata as the key to flexibility

A core function of SortSplit is the use of metadata, which is set in the data of a document, for example. This meta information enables customized processing.

Example:
A document contains the metadata key DOCUMENT_TYPE with the values INVOICE and ADVERTISEMENT. The SortSplit module can use this information to specifically sort the documents or split them into groups.

Use cases for the SortSplit module

1. Simple splitting in a single job

A classic scenario:

A document is split into three buckets by the SortSplit module: Email, Print and Remainder. The email data is distributed to an appropriate recipient, the print bucket is put into Hold status and unnecessary documents are sorted out.

2. Collect and process from multiple jobs

In more complex transaction-based environments, docPIPE creates documents in multiple asynchronous jobs:

These documents are first collected and placed in Hold status. The documents can then be processed using a time-controlled function and split using SortSplit. The buckets are then distributed to the appropriate recipients.

3. Multi-level processing with SortSplit

In some situations, the SortSplit module is used several times in succession: The output files of a SortSplit are forwarded to a new SortSplit receiver and processed again. This process can be repeated as often as required to further refine the data.

Quality assurance in the SortSplit module

Quality assurance is an indispensable part of the SortSplit process:

It checks whether all documents have been completely and correctly distributed to the Buckets. Incorrect or incomplete documents are recognized and sorted out. These checks enable precise and reliable distribution.