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The Complete User Guide

This is the most complete user reference guide for Iris by Roots Automation. For any questions unanswered here, please reference our FAQ or contact our team.
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Project Home Page - Overview

To access further details for a Project, click on the name of the Project in the Account Home page.

Here you will see stats at the top of the page that show you how many forms in your project are in each status (Scoring, QA, and Completed). You can also see the members of your project team and what role they are in.

As an admin or manager user, you can take the following actions from this screen:

- Manage Your Team: change the role of any team member
- Add Documents: upload forms to the project
- Document Export: extract information on completed forms to a defined endpoint for offline review

Project Home Page - Manage Your Team

This screen allows you to manage your team’s responsibilities.  You can change a user’sby clicking on the new role and then Save.

Project Home Page – Add Documents

This screen allows you to add documents (i.e. scanned images) to your project.  You may drag and drop a file* into the window or use the Browse button to search for the form file on your PC. You may assign an ID number to your document or leave that field blank.

Project Home Page – Document Upload and Export

Admin users have access to the Document Upload and Document Export features.

- Document Upload: This feature allows you to upload multiple documents at once programmatically via API from a specified location on your system.
- Document Export: Once enabled and configured, all forms in a Completed status will be exported programmatically via API to an endpoint on your system.

For more information: API Documentation | Iris by Roots Automation

List of Documents – Filtering and Sorting

Clicking ‘View Documents’ from the Project Home Page will bring you to the List of Forms.  Here you will see all documents that have been uploaded to your project, as well as Sort and Filter options.

Sort by: Select whether to sort the forms in order by the date they were created (oldest to newest or newest to oldest) or by the date they were last updated.

Filter by: Show Only – Select an option to view only the forms that are either in an Available or Locked status.

Status: Select 1 or more options to view only the forms that are in a particular status(es): Uploaded, Scoring, QA, Completed, or Failed.

Clear: Clears all the filter and sort settings.

List of Documents – Statuses

There are five possible statuses in the application:

Uploaded: A document is being processed and data is being extracted.

Scoring: Data has been extracted.  This is the first human checkpoint. Users with Scoring permissions review the scanned form image and edit extracted data to ensure accurate information.

QA: After Scoring, forms are sent to QA, this is the second human checkpoint. Users with QA permissions review the scanned image and extracted data to ensure no mistakes.

Completed: After QA forms are sent to a Completed status. The extracted data is no longer editable and the form is ready for download.

Failed: The form is not recognizable.

List of Documents – Locking and Unlocking

Iris only allows one user to edit a form at a time. When someone is editing a form, a lock icon will appear to the left of the item in the document list.

Admin users may Force Unlock a form by clicking on the lock icon to the left of the locked form, and clicking Force Unlock.

Available means the form is not being worked by anyone. Locked means a user is viewing the form and it is locked for editing by any other users. If a user does click on a form that is currently open by another user, it will be read-only.

List of Documents – History

Each item in the list contains an audit trail of which users have touched the item and what actions they performed.  Clicking on any item in the list displays this information on the right-hand side of the screen.

List of Documents – Download

For Admin and Manager users, forms that are in a Completed status will have a ‘Download’ button to the right of the Document List.  This allows you to download a copy of the processed form to your system for offline review. The exported file is in a json format.

Scoring – Selecting a form

In order to begin the Scoring process, select one of the forms that is in a status.  Clicking the name of the form on the left-hand side in purple font will take you to the form detail screen or Annotations Page.*

On this screen, you will see atop menu bar, an image of the scanned form, and an editable form on the right-hand side of the screen.

Scoring – Form Detail Screen (Annotations Page)

There are several features at the top of the screen:

Filter: Filter the fields on the right-hand side by the bot’s level of confidence in the accuracy of the data, or by any empty fields

Zoom: Zoom in or out on the form using the scroll bar. Clicking the left-right arrow button fits the form to the width of the window.

X-Ray Mode: When X-Ray Mode is activated, a highlighted box will appear over the scanned image of the form.  As you click or tab through the fields in the editable form, the box will move to highlight the fields you are working on.

Scoring – Checking the Digital Coworker's Work

Scoring allows you to check that the bot has correctly extracted the information from the form.  You should carefully review each field has been filled out accurately and completely, and no extraneous information appears.* 

If any errors are detected, you can make corrections by editing the necessary fields in the editable section on the right-hand side.

You can move to the next field by either clicking on it or using the Tab button on your keyboard.  When a field in the editable form is selected, the corresponding section on the scanned form image will be highlighted.

Scoring – Checking the Digital Coworker's Work

As you work down the list of fields, a running count of how many fields have been edited by the Scorer is displayed in the top menu bar.  Fields that have been edited will have a ‘pencil’ icon next to them.

Hovering over the pencil will display a pop-up window that shows the original value that was extracted by the bot.

If a user edits a field in error, they can change the value back to the original value. The pencil icon will be removed, and the count of edits made will be updated.

You may use the 'Save' button to save your work at any time.  

Once you are confident all the errors have been corrected, click “Submit to QA” to send the form to the next step in the process.*

QA – Checking the Checker

‘QA’ is the second and final stage in the process. Just like in the Scoring stage, users can review the image and edit the extracted data using the editable form.

The QA stage allows users to ‘check the checker’ and review the work of the scorer to ensure no errors in the data extraction were missed.

QA – Performing the QA Review

In order to begin the QA process, select a form that is in a status.  Clicking the name of the form on the left-hand side will take you to the form detail screen.

On this screen, you will see a top menu bar, an image of the scanned form, and an editable form on the right-hand side of the screen.

Review the edits made during the Scoring stage and ensure no errors were missed.  If any corrections need to be made, you can do so by editing the fields in the form on the right-hand side.

Once your review is complete, click Submit. This will send the form to a Completed status.

User Roles and Entitlements

Admin users must give Project access to Team Members by inviting them to the account and selecting the relevant project(s).

Manager, QA and Scorer user roles are all set at a Project level and can be different on different projects. E.g. User X can be a Manager on Project A and a Scorer on Project B.
Account Home Page - Add Projects
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Account Home Page - Invite New Users
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Account Home Page - View All Projects
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Only if invited
Only if invited
Only if invited
Project Details - Add New Documents to a Project
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Project Details - Edit User's Permissions
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Project Details - Configure API for document upload and export
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Document List Page - View All Documents in a Project
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Document List Page - Force Unlock a Document
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Document Annotation Page - Editing Documents in Scoring
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Document Annotation Page - Editing Documents in QA
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Managers

Admins

Scoring Users

QA Users

Capabilities