COBBLESTONE SOFTWARE
Contract Insight — User Guide
OCR Preparation Guide
04. End User General Information › OCR › OCR Preparation Guide
Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.
OCR Preparation Guide
This guide serves to help users prepare their PDF and Word documents for OCR (Optical Character Recognition) within CobbleStone Software. Following these steps helps to provide better accuracy and fewer errors during processing.
PDF Document Checklist for OCR
- Scan at High Resolution - Use 300 DPI for best text recognition.
- Use Clear, Straight Scans - Avoid skewed, rotated, or blurry pages.
- Ensure the PDF Contains Images - OCR works on image-based PDFs (not text-based or digitally created ones).
- Avoid Password Protection - Remove any encryption or password from the PDF.
- Use Standard Image Formats - Embedded images should be JPEG, PNG, or TIFF.
- Keep File Size Reasonable - Large files may slow down or fail OCR processing.
- Avoid Annotations or Overlays - Remove sticky notes, highlights, or stamps that may interfere with text detection.
Word Document Checklist for OCR
- Use Common Fonts - Stick to fonts like Arial, Times New Roman, or Calibri.
- Embed Fonts in the Document - In Word: File > Options > Save > Embed fonts in the file.
- Avoid Complex Layouts - Tables, columns, and floating images can confuse OCR engines.
- Check for Missing Text or Placeholders - Ensure all fields are filled and content is visible before conversion.
- Avoid Watermarks and Backgrounds - These can interfere with text recognition.
- Use High Contrast - Black text on white background is ideal.