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Data Population in HCM by Parsing Attachments

Oracle HCM Cloud provides exciting features with its updates. In 22A, Oracle provides the most awaited functionality to create document records

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Data-Population-in-HCM-by-Parsing-Attachments

Data Population in HCM by Parsing Attachments

Oracle HCM Cloud provides exciting features with its updates. In 22A , Oracle provides the most awaited functionality to create document records with an ability to prefill document record attributes by scanning them from an attachment. This ensures greater data accuracy and minimizes scope for errors. The fields can be made read-only, which will ensure authenticity of the data.

Following attributes can be scanned from an attachment and prefill them in the Document Details page without manual intervention.

  • Number
  • From Date
  • To Date
  • Issuing Country
  • Issuing Location
  • Issued On
  • Issuing Authority

Prerequisites:

Default profile value to be set as “YES”. This will give enable “add from attachment” option. To enable/check the default profile value, follow these steps:

  • Step 1: Navigate to the Setup and Maintenance work area.
  • Step 2: Search and click on the Manage Administrator Profile Values task
  • Step 3: Search for ORA_PER_DOR_ATTACHMENT_SCAN profile option code.
  • Step 4: In the Profile Values area, enter yes in the Profile Value field.
  • Step 5: Click Save and Close.

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To avail feature’s, follow these steps:

  • Step 1: Navigate to Document Records
  • Step 2: Click on Add from Attachment to Upload the Document to be Scanned

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  • Step 3: Select the type of document type to be scanned
  • Step 4: Drag the file that has to be scanned and click on extract data

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  • Step 5: In Select field, select any attribute through drop down (“Number”)
  • Step 6: Highlight the value and click on “OK”

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  • Step 7: After clicking on OK, the highlighted number will be taken as “Value”

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  • Step 8: Same process is been followed for another attribute (Issuing authority) and highlighted value are taken

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  • Step 9: When Date is being selected in field and we should select the format of the date in the document
  • Step 10: Highlight the value and click on “OK”

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  • Step 11: All the selected attributes with their respective values has been read/scanned and stored at the bottom of the page.

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  • Step 12: Click on done and data gets saved

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  • Step 13: Ones the data gets saved, we will be able to review the list of extracted content from attachment to map to Document Record Attributes

 

Points to Consider:

  • The extract data process will consider only the most recent attachment, when there is more than one attachment added for scanning.
  • Password protected documents can’t be used as a document attachment.
  • A read-only attribute can be scanned and prefilled in the Document Details page.
  • The file formats which are supported currently for the document attachment are PDF, PPT / PPTX, DOC/DOCX, TXT, and XLS / XLSX.
  • Record attributes from an attachment can not be prefilled while editing a document record.
  • A flex field attribute can not be scanned. This support will be added in a future release.

 

Business Benefits:

  • Manual entry of data can be avoided/minimized
  • Without misinterpretation data can be directly fetched from the document.
  • It is easy and less time consuming which speeds up the process
  • Minimal Data error and assure accuracy in data filling.

 

Author,
Manojkrishnan K S
Oracle Cloud Consultant

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