Introduction
Managing employee documents manually can often lead to delays, errors, and repetitive data entry work. HR teams frequently handle documents such as PAN cards, Aadhaar cards, passports, and payslips,
where extracting key information manually becomes time-consuming and inefficient. To address this challenge, uKnowva HRMS provides an OCR (Optical Character Recognition) feature that allows the system to automatically extract data from uploaded documents and map it directly to relevant fields.
By enabling OCR in custom profile fields, organisations can streamline document handling across various processes such as recruitment, onboarding, and payroll.
In this article, you will learn how to enable OCR functionality in profile fields and configure it effectively within uKnowva HRMS.
Step 1: Access the uKnowva Configuration Panel
To begin, log in to your uKnowva HRMS account and navigate to the top-right corner of the page. Click on your profile icon to open a drop-down menu containing various options. From this list, select uKnowva Configuration to access the system settings.
This configuration panel allows administrators to manage different modules and customise system behaviour according to organisational needs.
To learn more about how to create custom profile fields, you can follow this tutorial article.
Step 2: Open the Profile Field Manager
After accessing the configuration panel, locate the Profile Field Manager option from the left menu. Click on it to open the interface that displays all existing profile fields in your system.
This section allows you to create new fields or modify existing ones. For enabling OCR, you can either create a new profile field or update an existing field of the attachment type, depending on your requirement.
Step 3: Create or Edit an Attachment Field
To create a new field, click on the + icon, which will open a pop-up window for configuring the profile field.
Start by selecting a suitable category, such as Company Information, and then enter a relevant field name, for example, a field for uploading a payslip.
Next, select the field type as Single Attachment, since OCR functionality works with document uploads. Choose an appropriate group, such as Employment Information, to organise the field within the employee profile.
Continue filling in additional settings like whether the field should be unique, published, required, or searchable. You can also define visibility, access level, and edit permissions based on your organisational requirements.
These configurations ensure that the field behaves correctly within the system and is accessible to the right users.
Step 4: Enable OCR and Configure Document Type
Once the basic field setup is complete, locate the option to enable OCR and set it to Yes. This activates the OCR functionality for the selected field.
After enabling OCR, select the Document Type for OCR from the available options, such as PAN Card, Aadhaar Card, Driving Licence, Passport, or Other.
Choosing the correct document type helps the system accurately identify and extract relevant data from the uploaded file.
Step 5: Configure Data Extraction Mapping
Next, configure the Data Extraction Configuration, which plays a critical role in ensuring that the extracted data is mapped correctly. This step defines how the information recognised by OCR is linked to specific profile fields within the system. In simple terms, it ensures that when a document is uploaded and processed, extracted details such as name, document number, date of birth, or salary are automatically populated into the appropriate profile fields, thereby maintaining data accuracy and reducing manual data entry.
It is important to ensure that the selected profile field matches the content available in the uploaded document. The OCR engine can only map and populate fields that exist both in the document and in the Data Extraction Configuration. For this particular scenario, the Document Type selected in OCR is “Other”, and the profile field selected in the Data Extraction Configuration is “Salary.” Therefore, the document uploaded for OCR processing must contain salary-related information so that the extracted value can be mapped correctly to the Salary field.
Similarly, if a different document type, such as PAN Card is selected in the OCR configuration, then the profile field configured in the Data Extraction Configuration should correspond to a field available in the PAN card document, such as PAN Number. This alignment between the document content and the configured profile fields is essential for successful and accurate data extraction.
Step 6: Save the Configuration
After completing all configurations, review the settings to ensure everything is correctly defined. Once verified, click on the Save button to apply the changes.
Once saved, the OCR-enabled profile field becomes available across the system and can be used in multiple processes such as recruitment, onboarding, and payroll, ensuring seamless document data extraction wherever required.
Conclusion
That’s it!
You’ve now successfully enabled OCR in custom profile fields in uKnowva HRMS.
By following this process, you ensure that document data is automatically extracted and mapped to the correct fields, reducing manual effort and improving accuracy.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..