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This article provides information about e-PlanREVIEW® (EPR) partial document submittal or some refer to as "slip sheet". Partial document intake relies on capturing the Sheet numbers from incoming plan documents using optical character recognition (OCR).  Captured sheet numbers are used to link pages from one submittal to another. The descriptions below describes how EPR captures these sheet numbers.


In this article:


During the rendering process, OCR is run automatically to identify sheet numbers placed in the bottom right corner of the page (see image below).

Sheet number location and Page Rotation

EPR cuts out a corner of the page where the sheet number should reside (as highlighted in red below):




OR

   

Improper document metadata on page rotation may prevent the system from capturing sheet number correctly:

                 

GOOD ROTATION                                                                            BAD ROTATION


When a mix of both landscape and portrait mode pages is provided in a single set, the OCR will target region based on the orientation of the first page encountered.


How Sheet Numbers Are Used

EPR uses Amazon’s Rekognition or Optimal Character Recognition (OCR) technology to find page sheet numbers. Specifically, EPR will look in a specific zone for text that most closely matches some pre-defined format such as A-1, A.20, etc.  

  • When EPR's "Partial Intake" setting is OFF (aka No partial intake), sheet numbers are not required because EPR will blindly link sheets from one submittal to another by their position in the document.

  • When "Partial Intake" setting is ON, sheet numbers are used to link pages from one submittal to another, regardless of where each page is sequentially located within the plan set. (New pages are an exception, as they get added at the bottom.)

Proper association of page versions using Sheet Numbers allows EPR to automatically migrate markups (both comments and sketches) to the latest version of a plan sheet, even when resubmitted plans consists of only new and changed pages instead of the full set of plans.

Relationship when "Partial Intake" is OFF and no sheet numbers

OPTION 1 (Partial Intake OFF)


OPTION 2 (Partial Intake ON)


With Partial Intake OFF, sheet numbers are NOT required to link pages but subsequent submittals CANNOT have less page.
The system will link pages by the page position in the document.		With Partial Intake ON sheet numbers are required and the system will link pages by their sheet numbers.


Comments are moved from version to version by the sheet numbers. In the example on the left, Submittal 1 has S2 as page 2 but then is page 1 in Submittal 2.  Because we are able to identify each page by their sheet number, comments can be moved correctly.



Font Guidelines for Successful OCR

For the best OCR experience, follow these guidelines:

USE

  • Large, easy to read fonts.
  • Follow recommended best practice sheet numbering formats, such as including a discipline label and page number combination.
  • Plan sets should use standard, True Type fonts (such as Arial, Calibri, Courier, Helvetica, etc.) with continuous, filled-in characters that are easy to read.
  • Provide adequate white space between each character.
  • High quality image (if scanned, at least 150 DPI or higher, without significant compression artifacts).
  • Ensure the Z coordinate value of the text is zero.

AVOID

  • Non-True Type fonts as well as fanciful fonts that appear as italics, unfilled outlines, or overlapping text such as fonts that replicate handwriting.
  • Fonts where ‘1’ and ‘L’ and ‘I’ appear exactly the same.
  • Modifying the original font through style option changes.
  • Writing or drawing anything next to or on top of the sheet number.


SHEETNUMBER DEFAULT PATTERN

  • SheetNumber length need to be between 2 and 12 characters (include letter, digit and allowed symbols)
  • SheetNumber cannot have 3 letters together (for example: AAD-01 will be rejected, AA-01 is ok)
  • SheetNumber cannot have 4 digit together (for example: A-0001 will be rejected, A-001 is ok)
  • SheetNumber can only contains letter, digit, -, _, .
  • SheetNumber must start with these disciplines letters: A,B,C,D,E,F,G,H,I,L,M,N,O,P,Q,R,S,T,X,Z,V,W
  • EPR will ignore sheetNumber matches including 'OF' as part of the string 


GOOD EXAMPLE

This sheet number is written in a large, clean, standard font with adequate space around each characters:



BAD EXAMPLES

  • Insufficient spacing around sheet numbers or overlapping text:

 

  • Hollow or outline fonts:

  • Non-standard and not continuous (broken) fonts:

  • Overlapping or handwriting fonts:



Serif Fonts

OCR is most accurate when sheet numbers are drawn using serif fonts.

For example, these characters below are clearly identifiable:

   The number '1' and
   a lowercase 'l' and 
   a capital letter 'I'


Modifying the Sheet Number Manually for a First (1st) Submittal

As noted above, the automated OCR process is designed to serve as an initial pass for determining sheet numbers, but the Enhanced OCR method discussed below is still strongly encouraged in order to ensure Sheet Number accuracy.

In cases where OCR does not adequately capture a sheet number, users should manually correct the sheet number by following the steps outlined below.


After opening a project record, navigate to the OCR tab. (If the OCR page is not visible, then OCR View permissions have not been granted by your EPR Administrator.)

  1. From the Document drop-down, select the document filename.
  2. From the Document Version drop-down, select the submittal version. 
    1. The left portion of the page (Current Version - All Pages) will load any captured sheet numbers and rendered page thumbnails.
    2. Note that for 1st submittals, the incoming document will have no prior version references (neither Prior Version - Matching Pages or Prior Version - All Pages.)
  3. Update the Sheet Number field as necessary to match the correct value shown in the preview window.
    1. Click on the thumbnail to enlarge the entire page in case the preview windows does not display a sheet number.
      1. Entering duplicate sheet number is not allowed.
  4. To view pages that do not have sheet numbers, select 'Unmatched' from the Show Pages drop-down.
  5. Once all page have a sheet number, choose FINALIZE to submit your changes to the database. This will allow users to see/filter the sheet numbers while performing their review.


The initial sheet number values retrieved by the automated OCR process can be considered 'finalized,' as no further action from the end-user is needed. Only if these values need to be updated does the user need to access the enhanced OCR page to modify and then 'Finalize' changes.



Modifying the Sheet Number for Resubmittals to allow proper page linking

Modifying sheet numbers for resubmittals is a similar process though with one important caveat: updates must occur sequentially, starting with the first submittal forward through the second submittal, third, etc.

Before finalizing any sheet number updates to a resubmittal, make sure the previous submittal versions already have the correct sheet numbers. If a later version is updated first, this can result in page matching issues.


Process:

  1. For resubmittals, select the Document filename and Document Version.
  2. For resubmittals, any matched prior document page versions will be displayed under Prior Version - Matching Pages.
    1. Matched pages will display sheet number and thumbnail.
    2. A white check-mark within a green circle denotes a matched page.
  3. To check for pages that don't have a match, click the Show Pages drop-down and select Unmatched.
    1. Update any incorrect sheet numbers, if needed.
    2. Enter missing sheet numbers as necessary for unmatched pages.
    3. Duplicate sheet numbers are not allowed.
  4. For reference, the entire prior version plan set will be displayed in the panel to the far right.
    1. This panel, Prior-Version - All Pages, may be collapsed by clicking on HIDE ALL. 
  5. Once all page have a sheet number, choose FINALIZE to submit your changes to the database.





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