document capture: best practices, tips and tricks

www.intellichief.com 508-594-2700 [email protected]

Document Capture: Best Practices Tips and Tricks

Presented by :

Bill WhalenSolution Specialist, RJS Software

http://www.intellichief.com/


What are Best Practices?

Approach to Document Capture

Step 1 – Analysis – Know Your Process

Step 2 – Know Your Options

RJS Capture Technologies and Options

Controlling Uncontrollable Content and Documents

Forms Processing (AP, AR and others) and Internal or External Forms

Forms Processing (Advanced OCR)

Fillable Forms

Use Cases and Examples

Agenda



IT and Functional Business Units = Key to Rolling Out Successful

Paperless Implementations … Behaviors Ability to enforce HABIT Paperless is limited by what you are willing or able to put in and also only

as valuable as you can articulate in Return on Investment (ROI) People, Hours or Dollars

What are Best Practices?



Requirements to User Expectations

Develop options and deliver solutions, not features

Avoid the “I thought it would do ...”

Stat about failed workflow projects here

RJS Solution Design and/or RJS Workbook

What is it … how to get it?

Implement by Design or Design by Implement?



Ask questions and observe the process.

What sort of documents are we dealing with?

How are they generated (internal, external)? How are they received or

used?

Gather samples and see the real deal

Map the process

Standardize capture processes and know the options

Step 1 - Analysis



Can you solve a problem without knowing the possible answers?

RJS Options – Fully Manual to Automated

User Tools: MS Office, Inbound Email, Files Via Desktop

Server-Side Tools: Forms output, Monitoring applications

Full Automation: Controlled and Uncontrolled content

• 80/20 rule of automation and paperless

• Dealing with politics – Dang humans …

• Less clicks = adoption and maturity

• Don’t know? See and ask!

Step 2 - Know Your Capture Options



Paper CapturePaper Capture Electronic CaptureElectronic Capture

WebFormsWebFormsEmail /Fax CaptureEmail /Fax Capture

Electronic FormsElectronic Forms

Report and Data Delivery

Report and Data Delivery

Indexing CaptureIndexing Capture • Tray Capture• PDF Driver• MS Add-ins• Batch Import

• Tray Capture• PDF Driver• MS Add-ins• Batch Import

• Forms Processing• Scan Workstation• Tray Capture

• Forms Processing• Scan Workstation• Tray Capture

• Network Folders• Native Capture• Email• Fax

• Network Folders• Native Capture• Email• Fax

• Windows• iSeries• Application Integration• OCR/Barcode• Database / Exit programs• Workflow/Routing

• Windows• iSeries• Application Integration• OCR/Barcode• Database / Exit programs• Workflow/Routing

Signature CaptureSignature Capture WebDocs



MS Office Add-Ins – Allows integration with Word, Excel and Outlook

Supports document check-in, search and version control with

Microsoft Office 2007 and above.

WebDocs Tray Capture and PDF Print Driver

Drag-and-drop Interface, print to tray capture, light scanning interface.

RJS Image Client

Client for viewing PDF and TIF or checking in documents, full version

control support, full search and use without the browser.

User Tools from RJS Software



Document Cleanup Technology – Kofax VRS

Scan Workstation

Manual or ad-hoc indexing, integrated indexing with applications

and automated indexing for structured content.

Best Practice: integrate with system for verification with DB.

How to use document separator sheets – Why and When?

Scan Workstation automation processes.

Scanning and Indexing Best Practices



VRS Professional – included

Auto Brightness Line Filter

Deskew Despeckle

Auto Crop Exception Handling

Edge Cleanup Auto-Resolve

Advanced Clarity Auto Orientation

Analyze Color Auto Color Detection

Ignore Pictures Color Suppression

Fill Holes Color Smoothing



Optimized Scanning



Before VRS Deskew/Crop



Enable Auto Deskew/Crop



VRS Auto Orientation



Auto Color Correction



Auto Color Suppression



3 “C’s” of Paperless for Optimal User Adoption …

Clickless, Clickless, Clickless! Goal is to make users experience “click-less”

Integration Types:

“At the Glass”

Database Integration

Validation and Backfill

Application Integration Best Practices



Examples: Interface integration for document search – basically allows click to image or search

list. If a user is on your ERP screen, let’s give them a single click to get to a list of

documents or to launch a single document.

Interface integration for index and document processing – scanning paper is typically

time consuming and many AP or other departments don’t want to increase efforts

because of indexing … so we would deploy technology to screen scrape or “click to

index” a document that the user is working on. Within AP and Order Entry

departments we have a particular workflow involving dual monitors that streamlines

the work processes even further.



Green-Screen Application Indexing

Indexes are retrieved for the Green-Screen and Mapped into the index values in the Scan WorkStation with a press of a function key.

Indexes are retrieved for the Green-Screen and Mapped into the index values in the Scan WorkStation with a press of a function key.



Windows Application Indexing

Indexes are retrieved for the Windows Application and Mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.

Indexes are retrieved for the Windows Application and Mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.



Database integration for verification – we typically like to utilize existing ERP backends

to validate incoming documents. The goal is to identify errored documents on the

front end to eliminate the “garbage in, garbage out” tendencies that can occur.

Database integration for backfilling – this typically entails going out to an external

database and fetching other indexes keys so that the user has to provide as little

information as possible. A good example would be indexing a PO-based AP

invoice….if the user types in the PO number, we should be able to go out and get the

vendor information and possibly additional details about the invoice.

Portal solutions – SharePoint, WebSphere Portal, Your Website, Direct Integration,

Internal report distribution



Document Assembly

Manually assemble or automate

Barcode Separator Sheets (C:\Program Files (x86)\RJS Software\

RJSIMGSCAN\ICRMASK)

Automatically assembles multi-page documents

Barcodes can contain document type or title information

Barcodes on pages of internally printed documents

Bill of Ladings, Applications, Credit Documents, PO, AR Invoices,

Statements, etc.

Barcodes can fully automate capture processes

Scan Workstation – Automation with Structured Content



Scan Workstation – Processing Automation (Check-in Processes)



Customer Example – Repair Orders



Using Batch OCR and Batch Import or DeliverNow

Examples: Proof of Delivery, Sales Orders, Pick Slips

Really any document with Barcodes or structured zones

Batch OCR – What is it and what does it do?

Batch Import and DeliverNow

Process: Scan to “hot” folder, software picks up the documents and

processes them centrally

When to shift to server-based capture?



PDF Splitter – Split PDF documents and store or distribute them.

Note: extract search keys from PDF content.

Index Keys for Searching• Invoice#• PO#• Recipient• Date• Etc…

Invoice 1

Invoice 2

Invoice 3

Master Invoice

WebDocs

Import Process

Split PDF Documents are indexed and imported into WebDocs for searching and archive.

Example 2 – Starting with PDF



Inbound Email and Fax

Forms Processing (Shift from Heads Down to Exceptions)

Accounts Payable

Accounts Receivables

HIGH ROI – People Doing High Value Tasks vs. Low Value




Email and fax can be utilized for automating and streamlining capture

processes. For example – AP, AR, HR etc.

Inbound Email and Fax

Email:

POP/400

Email Monitor

Ad-Hoc or Forward

Fax

FaxBack Server




• Invoices• Sales Orders• Documentation• BOL’s• PO’s

• MS Exchange• Lotus Notes• POP Servers

RJS Email Monitorand WebDocs Workflow Server Workflow Approvals

Email Inbox gets monitored by the RJS Email Monitor Server and based

on the rules email and attachmentsget processed into a workflow route

for approval/review

Automatic Monitoring of Email/Fax Inboxes



Invoices are scanned

Data Verification and Validation

Release to WebDocs

Image clean-up, Data Extraction

þInvoice

1. 2. 3. 4.

Forms Processing (OCR)

Capturing paper documents with forms processing technologyThe difference from standard OCR – Fingerprints and Business Rules



The Challenge of A/P Scanning – Template-Based OCR vs. Integrated Scanning

Statistics about OCR (Optical Character Recognition)Accuracy is not actually 95%+ as people advertise

This means that a OCR engine will read 95% of the indexed CHARACTERS, not documents

A OCR Engine rated at 95% accurate is being used on a 9-digit field, the true accuracy is 69.8% because the engine is reading 95% to the 9th power

OCR is only as good as print and scan qualityDPI is increased, increasing your storage size



What is it? Software that turns any paper form into a web-based, dynamically changing, “Fill-able form”.

Features: Plugs directly into ERP and other business systems without modifying

your ERP. Forms can pre-populate or dynamically retrieve data from ERP. Data can be posted back to ERP, any database or web service. Forms are filled out from any web browser. Forms can be electronically signed. Can be routed through business processes Enforce business rules!

Use Cases: Human Resources; Smart Invoicing for AP – Non-Inventory

Purchasing; Manufacturing, Quality and Control

Solution: WebForms



Scenarios and ExamplesAccounts Payable Capture Options

Fully automated or not? What would justify a fully automated solution? Manual Click to index Forms Automation

Pack Slip Automation – Semi-Controlled Documents Gemaire – scan to network folder and server-side processes automatically Keep it simple. If you control it, dictate the process.

Sending Letters, Getting Signatures, Archiving Ceannate – Dept of Education loan letters. Controlled by Ceannate, distributed

physically or via fax. Applications, documents for signature, letters etc

BOL/POD – Signature Capture Processes Electronic signature capture – What do you need to know to determine if you

can do electronic signature capture?



Questions & Answers



Learn More

Contact:Bill WhalenRJS Software SystemsCell: [email protected]

[email protected] or 952-736-5800or visit us online atwww.rjssoftware.com


document capture: best practices, tips and tricks

Technology

interface

scan workstation

batch import

inbound email

database integration

index values

ocr

barcodes