References for creating a learning instance in Document Automation

This topic provides additional references that you can use while creating a learning instance such as considerations for form and table fields, search fields, additional information about output folder after creating a learning instance, and so on.

View and search fields

Document Automation offers a standard set of form and table fields, many of which are not initially visible. You can search for a field by field name, field label, or data type.

To see the full list of fields, click Show unused fields. See the following video for a demonstration:

Guidelines to edit the fields and create custom aliases

  • You can edit most attributes of a field.
  • You cannot edit the name and default aliases. Document Automation assigns default aliases, which are hard coded keywords, to standard fields to help with extraction.
  • You cannot modify or delete default aliases, but you can add aliases in the Custom aliases field.

    See the following video for a demonstration of creating a custom alias:

Considerations for form and table fields

The following table lists all the fields names and required values to specify in the description.
Table 1.
Option Description
Field name Enter a field name that begins with an alphabetical character (A-Z or a-z).

In standard fields, the field name is hardcoded and cannot be changed.
Field label Enter a user-friendly name to help validators.

For example, you can rename Organization tax number to a localized name, such as VAT number.

The field label does not affect extraction.
Confidence Set a threshold to reduce potential false positives.

At the time of processing, the Document Automation engine assigns a score to each field in a document to indicate the certainty that the data was correctly extracted. If the document contains fields with a score that is lower than the confidence threshold, the document is sent to the validation queue.

If you enter a high confidence threshold, more documents will be sent to the validation queue. If you enter a low confidence threshold, fewer documents will be sent to the validation queue.

Supports values from zero to 100.
Data type Choose from Address*, Text, Number, and Date.

If the data in the field does not match the data type, the document is sent to the validation queue.

Document Automation supports date and number format variations.

* If you are configuring a learning instance with a user-defined document type, the form fields include the address data type, which extracts the entire structure of an address.
Format Date/Number Set a standard appearance to convert extracted dates and numbers to a specific format. This ensures consistency and accuracy in your databases and other systems of record.

For example, if you select to standardize dates to MM/DD/YYYY and a processed document contains a date that appears as 12 Feb 2023, the learning instance will reformat the date to 02/12/2023.

If you select to standardize numbers to the English (United States) locale and a processed document contains a number that appears as 100,00, the learning instance will reformat the number to 100.00.
Required Select one of the following:
  • Required: Field cannot be empty.
  • Optional: Field can be empty or not exist in the document.
Default aliases No action is necessary for this field. Document Automation assigns default aliases, which are hardcoded keywords, to standard fields to help with extraction.
Custom aliases Additional keywords to help Document Automation locate the field. For example, add country or region-specific names for fields such as VAT number as an alias to an Organization tax number custom field.
Note: Custom aliases must be unique. They cannot duplicate the default alias of another field. Exception: Form fields can have duplicate custom aliases as the table fields and vice versa.
Validation rules Depending on data type, create rules using patterns, formulas, lists, and statements such as starts or ends with.

Formula validation | Pattern validation

Guidelines to create or edit the custom multi-table in a learning instance

When creating or editing mutli-table at learning instance level, consider the following points:
  • This feature is applicable to the document types such as Automation Anywhere (Pre-trained), Automation Anywhere (User-defined), IQ Bot to Document Automation Bridge package, and unstructured (generative AI).
  • You can set up the rules with only one table field at a time and it cannot be setup across fields that belongs to different tables.
  • All fields names must be unique.
  • Advanced training settings is applicable to multi-tables. It will work on a per table basis and not across the tables.
  • You can import, export, and copy learning instances that contain multi-tables.
  • You can delete the custom table created in learning instance but the default table cannot be deleted.
  • The maximum number of characters for custom multi-table name are 50 characters and 200 characters for column name.
  • Only alpha numeric, underscore, spaces, and hyphen characters are allowed in for the table name field.
  • You cannot rename the table name while creating or editing a learning instance.
  • Multi-table support is not applicable for Standard Forms, Google Document AI, bill of lading, waybill, arrival notice, and packing list document types.
  • The output (CSV) file will indicate all the table references (default and custom multi-table) in the table_name: field name format.

Bots output file and folder structure

When a new learning instance is created, the Control Room creates a folder with the same name as the learning instance in the Automation > Document Workspace folder. The folder contains two bots (extraction and download), a process, and a form.
Example screenshot of learning instance assets
  • Process: Manages the process using if/else scenarios through which Document Automation extracts data from uploaded documents, assigns documents to users for validation, and downloads the extracted data. To learn more, see About the Automation Co-Pilot process in Document Automation
  • Extraction bot: Extracts data from defined fields in the uploaded documents.
  • Download bot: Downloads the extracted data to a specific folder on the device or shared network.
  • Form: Defines the input parameters that are sent to the process. Input parameters include the learning instance name, uploaded file, and output file path.