AI Document Capture and Indexing — Intelligent From the First Scan
Optix AI document capture does more than scan and store. It reads every document on arrival. Then it classifies it, extracts key data, and indexes it automatically to the right location in your repository. No manual sorting. No data entry. No misfiled records. Most enterprise document capture platforms make this complex. Optix AI makes it simple — and delivers the same intelligent capture capabilities at a fraction of the cost and complexity.
How Optix AI Document Capture and Indexing Works
Capture Tasks
Optix organizes document capture around Capture Tasks. Each Capture Task tells Optix exactly how to handle a specific document type. First, Optix scans or receives the document. Next, it extracts metadata automatically using high-accuracy OCR. Finally, Optix AI indexes the document to the correct repository location based on your business rules. The entire process runs without manual intervention.
Every document type your organization handles follows a predictable pattern. For example, an invoice arrives and needs payment processing and filing. A contract arrives and needs legal review. An HR form arrives and needs to go to the right employee record. Optix handles each of these automatically — with a Capture Task built specifically for that document type.
With Optix, your team creates a Capture Task for each document type. Then, scanning or dropping a file onto that task triggers the full AI capture and indexing workflow automatically. Optix reads the document, extracts data, and routes it — all without manual input. As a result, your team concentrates on the job, not the paperwork.
Additionally, Optix remembers which Capture Tasks your team uses most often. It reopens them automatically on startup. Therefore, your most common document workflows are always ready — with zero setup time.
Capture Task steps are predefined and ready to use out of the box. Furthermore, your team can create new steps as needed — without programming. Each instruction type is described in the sections below.
Build Powerful Capture Workflows — No Programming Required
The Task Item Palette gives your team every capture instruction they need in one place. It contains Scanner Setups, Destinations, Metadata Extraction Setups, Messages, and Scripts. Your team selects instructions from the palette and builds Capture Tasks visually. Moreover, setups are shareable — so one team member can build a Capture Task and share it with the whole organization instantly. No coding required.
Task Item Palette (PC)
AI-Powered Document Scanning — Every Page Indexed on Arrival
Optix document scanning converts paper records into fully searchable digital files. Each page passes through Optix AI capture and indexing automatically. Primary scanning parameters include page size, resolution, color depth, brightness, and contrast. Secondary parameters handle hardware features like double-feed detection and scan buffering. Post-scan filters improve image quality through deskew, margin erasure, and auto cropping. However, your team never configures these manually for each scan. Capture Tasks handle it automatically every time.
Scanner Setup (PC)
Intelligent Document Routing — Every Document Delivered Automatically
Optix AI determines where every captured document goes — automatically. For example, an invoice routes to accounts payable. A contract goes to legal review. An HR form files to the correct employee record. Additionally, Optix supports multiple destination types — secure indexed repository, workflow process, folder, email, FTP, and print. Therefore, every document arrives exactly where it belongs without anyone deciding manually.
Destination Setup (Mac)
Automatic Data Extraction — AI Reads Every Document So Your Team Doesn't Have To
Optix AI document capture and indexing extracts data from every document automatically. It reads form fields, invoice line items, contract dates, barcodes, and embedded metadata. Specifically, Optix supports full-page OCR, template OCR, smart OCR, 2D and 3D barcode recognition, and metadata extraction from PDF, Word, and other file types. Each extracted data point goes directly to your database fields. As a result, your repository is accurately indexed and fully searchable from the moment a document arrives — with no manual keying.
Data Setup to OCR Scanned Document (PC)
Smart Notifications — Your Team Always Knows What's Happening
Optix keeps capture operators informed at every step. The system sends informational messages, alerts, and control signals during capture. As a result, your team knows immediately when a document needs attention — without checking manually.
Capture Scripts — Extend AI Document Capture to Any Workflow
Optix Capture Scripts extend AI document capture and indexing to handle complex workflows. For example, scripts trigger automated form recognition and invoke OCR templates for flexible document processing — including invoices, contracts, and multi-part forms. Scripts run on both Windows and Mac platforms. Moreover, they connect Optix to external systems and apply advanced business logic during capture — automatically. Learn more about intelligent document capture at AIIM.org.