User Manual

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This page provides detailed documentation on how basic users can use Ephesoft software. For details regarding how to use the Admin Module, refer to the admin manual.

For detailed documentation regarding how the software works, refer to the software specification and technical design pages.

To receive an early copy or to contribute to the project, please contact us by clicking here.

Getting Started

To get started, make sure that Ephesoft Community Edition is installed on your system. If it is not installed, use the download page to download the installer. If you have trouble installing, refer to the Windows installation instructions or post a question on the forums.


  • This tutorial assumes that you have already installed Ephesoft or signed up for Ephesoft Cloud account.
  • It is highly recommended that you watch the Ephesoft University training videos on youtube:
  • Tutorial and screen shots are created for Version 3 however it can be used for earlier version as well. Some of the features may not be available in earlier versions.

Importing Batches

To import batches, navigate to SharedFolders inside of the Ephesoft program folder (Almost always C:/Ephesoft/SharedFolders. Inside, you should see the following directories:

  • Sample Batches: Contains example documents for the user to test.
  • PublicUNCFolder: This is the drop folder where users copy files to be imported into the Ephesoft system. Image files are read from this folder and sent through the workflow.
  • FinalDropFolder: This is the directory where final documents are exported.

Shared Folders.jpg

In the Sample Batches folder, you will see several examples that could be used to test the system. Copy the ClassificationSample-1, ClassificationSample-2 and InvoiceBatchSample into the PublicUNCFolder directory. After some time, you should see these batches in the Batch List. If you do see them, the batches have been successfully imported.

User Interface

Login Screen

Default username: ephesoft
Default password: demo.


File:Ephesoft Videos.xls

Batch List

The Batch List is the landing page of the Ephesoft UI. The top panel consists of the batch alerts pane and the bottom panel consists of a list of batches.

  • Note that batch types are color-coded based on the batch priority.
  • As users browse through the list, the selected row is highlighted and the user can click on the batch and go to its working screen.
  • Users can select either "Review" or "Validation" to go to the specific screen.
  • Users can change the list based on Priority.
  • Users can also search for a specific batch.
  • Users have the option of browsing through the entries and go to first, last, next or previous page.
  • The system provides filters for different columns and changes order based on which column name you select.

Batch List3.jpg

Batch Alerts

Information about batches that are currently in the system is shown in the Batch Alerts window. It shows the number of total batches as well as the amount of batches that are waiting for both review and validation.

Batch Alerts3.png

Batch Priority

Batches with the highest priority should be dealt with first. Batch priority is based on batch class settings that are configured by an administrator. Administrators can configure certain classes of batches to have higher or lower priorities. Each batch can have a priority level from 1 to 100.

Batch Priority3.jpg

Batches can be sorted by priority. Users can filter the list of batches to view only batches of a certain priority.

Sort priority3.jpg

Batches can also be sorted by their status. Batches in Review mode allow users to review the documents within the batches, but does not allow the user to validate the documents. On the other hand, batches in Validate mode can be validated by the user.

Status sort3.png

Review and Validation


The document pane shows the documents in the current batch. Documents can be expanded and collapsed by clicking the + and - icons to the left of the document name. Pages in the documents are shown as thumbnails under the document name. Clicking on a thumbnail shows the document in full-view in the document view pane. Documents with a green check-mark icon (Green.gif) have been reviewed by the user and saved by the system. Documents with a red question-mark icon (Red.gif) still need to be reviewed by the user. After the last document is reviewed, the user can close the batch and move on to the next batch.

Document Pane3.png

Document Validation

Documents in which certain data fields are missing need to be validated by the user. This can be done by entering the correct data in the empty text boxes shown in red. Different data fields will be seen depending on the type of document.


Auto-complete Feature

In some fields, the missing data can be filled in by the auto-complete feature. To see this feature in action, follow the auto-complete feature tutorial.



The toolbar allows for documents to be manipulated by the user. The buttons from left to right are split, delete, duplicate, move, zoom-in, zoom-out, rotate, and fit-to-page. Each of the commands has a corresponding keyboard shortcut.


Document View

The document view shows the full-size page of a document. The view of the page can be changed by the controls in the toolbar. If the cursor is placed in the textboxes on the left pane, the corresponding text is highlighted in the document view.

DocumentReview DocPane3.jpg

Document Review

Users can process batches in review-mode by selecting the document type using the drop-down menu. The document types listed are the ones that the system has learned by analyzing sample documents.

Review Doc Type3.png

Move to Next Batch

To move to the next batch and save your progress, click Next. To go back to the previous batch, click Back.

Back Next Buttons3.png

Save Dialog

After a batch has finished the review stage, the user will be asked to save the current batch.



Auto-complete Feature Demo

  1. Set the Document Assembler settings to use Barcode Separation.
  2. Start Ephesoft Server
  3. Copy InvoiceBatchSample to PublicUNCFolder.
  4. Open the batch after it is available in the batch list.
  5. Delete any value captured in "Part Number" field.
  6. Start Typing 998... or 00. Observe that you can use TAB key to accept the field value, without typing all the characters.

Keyboard Shortcuts

Hot key Description
CTRL + S or s Save Document
CTRL + T or t Split Document
CTRL + 1 or ! Zoom in
CTRL + 2 or @ Zoom out
CTRL + TAB Move cursor to next field
CTRL + > or . Move cursor to next error field
CTRL + < or , Move cursor to previous error field
CTRL + D or d Duplicate page
CTRL + M or m Move Page
F12 Fit to page
CTRL + R or r Rotate
SHIFT + DEL Delete page
CTRL + Q or q Mark the document as reviewed
CTRL + ; Change document type
CTRL + / Merge document to previous one
CTRL + Shift + -> Next Batch
CTRL + Z or z Fuzzy DB Search
CTRL + 5 Table View
CTRL + 6 Back From Table View
CTRL + I Insert row in table
CTRL + J Delete row in table
CTRL + u Delete all rows in table
CTRL + K Select table type
CTRL + Y or y Insert data manually in table/Start Extraction from table
CTRL + left arrow Move image left
CTRL + right arrow Move image right
CTRL + down arrow Move image down
CTRL + up arrow Move image up
CTRL + L or 1 Lock / Unlock zoom
CTRL + 0 Toggle Document Types
CTRL + N Next Document
CTRL + Shift + N Previous Document
CTRL + P Next Page Within Same Document
CTRL + Shift + P Previous Page Within Same Document
F1 to F11 (Except F5) Function Key Shortcuts
CTRL + [4/7/8/9] Modal Window Shortcuts
CTRL + G or g Review Panel open or Close
CTRL + B or b Regex Activate/Deactivate
CTRL + e or E Open keyboard Shortcuts
CTRL + a or A Enable/Disable field value change script
CTRL + c or C Update Document