Archival preserves knowledge from the past.
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Collaboration
Document management enables people to reach out and help one another.
Perspective
Knowledge of the past shapes our future
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Let us build and maintain your collaborative DMS so that you can focus on business.
New horizons
Focus on your customers and we'll focus on you.

Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.

 

Searching resumes in DocuShare

I've done a fair amount of this myself, so here's how I'd used DocuShare in researching resumes.  There's not very much work involved unless you want to classify the resumes as you add them to your Prospective Employees collection.  I'd just leverages DocuShare search engine and scripting for this.  I generate two reports: Applicants Grouped By Skills and Applicant Skills.  I determine what skill sets, products, and experience would be useful to me and generate a script that looks for these one by one.  Some of these would include: DocuShare, ABBYY, OCR, Data Capture, C#, JAVA, and SQL.  Here's a couple of snippets of report output ...

Applicants Grouped By Skills

---------- ABBYY.TXT
---------- API.TXT
WILSON SEAN resume.pdf
Sean Wilson Resume.pdf
JOHNNY CHAO.txt
CHARLES CHAPMAN.pdf
Richard N. Yu.pdf
---------- BPM.TXT
JOHNNY CHAO.txt
---------- C#.TXT
Attach-1_Resume_from_Darin_Higgins.doc
---------- CMS.TXT
JOHNNY CHAO.txt
Ted E Lewis Resume.txt
NICOLAS D DIENSTBIER Resume.pdf
DALE E JONES Resume.pdf
JONATHAN A BEADLE Resume.pdf
James H. Fields - Resume.docx

Applicants Skills

JOHNNY CHAO
  API
  BPM
  CMS
  JAVA
  JavaScript
  SQL
PAUL E GEMMILL
  JAVA
  JavaScript
  Linux
  OCR
  Publishing
  SQL




What you're seeing is the title of the document.  You many want to rename the title to show the applicants' names.  You can see it doesn't matter whether you drop in a PDF, Word document, or save plain text or an HTML webpage, DocuShare will find your terms unless there is formatting code embedded in the terms that isn't stripped out by the search engine.  This is based on a batch file and a DocuShare script.  If you feel this would be useful to you, just call and ask about it.  It's a pretty simple setup and you can have some code just for the asking.

 

Solving the 4 Common Pain Points in Banking & Financial Services

By automating transactions with data capture, digital transformation, and natural language processing solutions, clients like Fidelity Financial are now eliminating these pains by automating 90% of their incoming faxed forms from their clients. Over 15,000 faxed pages a day are now processed within 1 hour of receipt.  Watch our webinar and discover how this innovative approach provides greater customer service through faster response times, reduced errors, and reduced processing costs.

You can see this on-demand webinar at a time of your choice

ABBYY Webinar: Solving the 4 Common Pain Points in Banking & Financial Services

 

ABBYY 2 for 1 online training special

ABBYY has a 2 for 1 special for a limited time, so register for online training for FlexiCapture Basic training and FlexiCapture for Invoices training.

August 9 - 10 FlexiCapture For Invoices 2 days, 4 Hours per day; Starts at 9am PST Register now
August 21 - 25 FlexiCapture Online - Basic 5 days, 4 Hours per day; Starts at 9am PST Register now
September 13 - 15 FlexiCapture Online - Advanced 3 days, 4 Hours per day; Starts at 9am PST Register now
September 18 - 22 FlexiCapture Online - Basic 5 days, 4 Hours per day; Starts at 9am PST Register now
October 4 - 5 FlexiCapture For Invoices 2 days, 4 Hours per day; Starts at 9am PST Register now
October 16 - 20 FlexiCapture Online - Basic 5 days, 4 Hours per day; Starts at 9am PST Register now

If you need more information, just This email address is being protected from spambots. You need JavaScript enabled to view it..

 

Criteria First Kudos

I've never been very good at patting myself on the back, but everyone else is doing it so why shouldn't we?  Occasionally, someone says something rather kind to us.  I'd begun making notes a while back and thought I'd poke a few onto our website.  You're welcome to have a look at them.  I'm preparing to send out a very brief customer satisfaction survey soon using DocuShare XPA eForms capability and hope to find both positive and useful feedback from you.  We haven't done anything of this nature since paying Dun & Bradstreet to conduct one for us in 2011. 

Here's our Dun & Bradstreet Past Performance Evaluation

Here's our Criteria First Kudos page.

 

Epson really wants your scanner business - offers 50% off for new customers

If your business has 50 or more employees and has never purchases an Epson scanner before, you can purchase your first one at a 50% discount.  We carry a full line of Epson scanners, but here's their newest desktop model that would work well connected to your PC or Mac.

Epson-DS-530 Overview

The fast, efficient DS-530 color duplex document scanner is the intelligent choice for business document management, offering world-class performance at a significant value.

Key Scanning Features:

  • Scanning speed: 35 ppm simplex / 70 ipm duplex
  • Paper capacity: 50 sheets; Paper weight: 27 lb.
  • Multi-Feed Detection
  • Network Scanning (Optional Network Interface Unit required)
  • Windows and Mac compatible

 

Additional Items Bundled with the DS-530:

  • TWAIN Drivers
  • ISIS Driver available by web download
  • EMC Captiva ISIS
  • Epson® Scan Software
  • Epson Document Capture Pro Software
  • ABBYY® FineReader® Sprint
  • NewSoft ® Presto! ® BizCard OCR Sofware
  • USB 3.0 Cable

 

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

If this is a good source of information, then forward our newsletter or links to others that could benefit.  We'd like to add them to our list, so write to us at This email address is being protected from spambots. You need JavaScript enabled to view it. and ask to be added and tell us what you'd like to know more about.

Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.

 

FlexiCapture 12 Announcement

We'd attended a presentation by ABBYY recently on the eminent release of FlexiCapture 12.  Well, it's finally here.  Among some of the new features and enhancements are:

  • Multi-tenancy support
  • Service Level Agreement support
  • Auto-training of field extraction and classification
  • Advanced classification
  • Web Scanning and Web Verification Stations using HTML5
  • Improvements to the Administration and Monitoring Console
  • Document sets
  • Processing of digitally born documents
  • Improvements to FlexiLayout Studio
  • New export settings
  • Online Help

You'll find details on these features in the release notes (FC12_R1_1299_12_build_12.0.1.263.pdf) in the following downloads link. 

Data capture is a pretty hot trend in the drive to automating processes.  ABBYY is steering their marketing efforts toward industries relying heavily on automatically extracting data from various unstructured document sources for profiling and cataloguing financial and logistical data to reduce costs to more quickly serve their customers. 

While there are some specific enhancements to FlexiCapture for Invoices, all the new features in FlexiCapture will be applicable for invoice processing, too.  If you'd like to download it for a 30 day trial or to read the documentation and release notes, you can get them from http://www.abbyydownloads.com/fc12.  There is only one download file for either FlexiCapture Standalone or Distributed and the file size is 3.1GB, so go to lunch while it downloads.  FlexiCapture for Invoices in included in the download.  You'll want to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. for a trial request.  No brochure has been released as yet, but we'll post it once it becomes available. 

 

DocuShare Flex is available for SMBs and Enterprise Departments

Xerox has a unique cloud hosted build of DocuShare they're providing to customers wanting a quick and easy implementation that has most of the features of DocuShare Standard and that comes at the low price of $2500 per year for 5 users with 10 GBs disk space for your files.  Costs increase as your storage expands, as it does with all cloud providers.  It looks very similar to DocuShare 7 without the social media capabilities for threaded discussions, blogs, and wiki pages.  There is presently no versioning capabilities and if you upload a document twice to a collection the second file will be rejected due to the filename clash.  It has the same drag and drop browser interface as DocuShare 7, but DocuShare Drive is not supported for moving folders of files to and fro.  Also, if you want to scan to DocuShare Flex you must use a Xerox digital copier or multi-function device (MFD) with ConnectKey, their neat DocuShare integration software.  Support for non-Xerox devices is said to come later.  This would include at some point the ability to upload content from ABBYY FlexiCapture and Recognition Server without having to engage Xerox Professional Services to set up FTP folders.  Content Intake doesn't appear to be an option, so that would be a non-starter, too.

On the very positive side, DocuShare Flex includes Content Rules which is a powerful workflow feature that can automate quite a few processes within DocuShare and is doubly powerful when combined with Document Routing.  Content Rules is a $7500 add-on for DocuShare Standard and included with DocuShare Enterprise, so that's quite a value.
So, for typical digital document management in the cloud we feel DocuShare Flex is a solid offering, but additional upload and scanning capabilities need to be added.  If you feel that this may be suitable for you and would like some guidance, call us.  Knowing your requirements and desirements will help us determine whether DocuShare Flex is a better option for you than an on-premise DocuShare implementation.  A third option would be for us to host DocuShare for you with typical functionality at our much lower cost of implementing anything unique or custom that you may require.  One factor to consider when considering a cloud hosted DocuShare solution is the cost of personnel to maintain the site and resources.  There are very few full-time DocuShare administrators in the world today as DocuShare is easy to set up, administer, maintain, and expand.  We'll help you with the rest.

You may want to read a few DocuShare case studies.  This page is grouped by industry, so you should be able to find stories relevant to your environment.
https://www.docushare.com/resources/customer-stories/case-studies/

 

ABBYY FineReader 14 Spring Sale - New & Upgrades

This is the newest release of FineReader and the sale is good for both new and upgrade licenses of Standard, Corporate, and Enterprise editions.  ABBYY's OCR engines are the best available and will save you time in processing and cleanup. 

ABBYY FineReader 14 is the brand new all-in-one PDF and OCR software application for efficiently working with scanned documents and PDFs.  It combines powerful text recognition and document conversion technology, essential PDF editing capabilities and document text comparison functionality to support business professionals from various departments in coping with a variety of daily tasks when working with documents.

For more information and links to 20% off pricing good through June 15, go to our On Sale page.

 

ABBYY PDF Transformer+ Discontinued

PDF Transformer+ has been discontinued and is no longer available from ABBYY Software.  However, PDF Transformer+'s features have been incorporated into FineReader 14.

 

DocuShare 7 Permission Reports

Is this feature working for you?  Test it to be sure.  Refer to article: New Features in DocuShare 7 Regarding Users and Group Membership toward the bottom of the page.  If it's not, let us know and we'll address that for you - no charge.

 

Getting People To Contribute To The Team

I'd worked in a pre-sales marketing support team twenty years ago and determined that we needed a shared library.  Everyone had their areas of specialties and a file cabinet to save their supporting material.  Half the staff didn't want to let go of their material as it gave them easy access to familiar information that they felt provided them with job security.  I'd founded the team library and had to practically claw the material away from them so others could benefit from it.  This started out as a physical library, but I'd also contributed quite a lot of digital content to the team.  We eventually began using DocuShare when it was first launched.  Back then, with DocuShare 1, uploading content was a bit tedious.  Now we have tools available like FS2DS

FS2DS is the fastest and easest way to upload your content into DocuShare. You can use a command line or the GUI from Windows PCs and Windows servers.  FS2DS retains creation and modification dates using the included FS2DS Dater tool.  You can filter out unnecessary and unwanted system and hidden files from uploading.  It's very fast in that it works using Content Intake Mode for DocuShare 6.X and 7.X.

It uploads in batches with definable chunk sizes; defaults to 2000 files per chunk in one batch.  If it gets interrupted, you can restart at a specific batch number to avoid having to start all over.  It's easy to setup and use, but if you want help - call us.

 

There are several new scanners out from Fujitsu, Kodak, and others that may interest you.  Rather than draw your attention to a particular scanner of the month, just contact us and let us know how you intend to use the scanner and we'll help you pick the right one and take advantage of any promotions or sales currently in force.  As always, we have great prices on our scanners. See them at our online store for models suitable for your needs.

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

If this is a good source of information, then forward our newsletter or links to others that could benefit.  We'd like to add them to our list, so write to us at This email address is being protected from spambots. You need JavaScript enabled to view it. and ask to be added and tell us what you'd like to know more about.

Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.

 

DocuShare 7.0 Update 1 Release Notes

What's New?

DocuShare Integration for Microsoft Office feature provides a seamless experience for opening, editing, and saving Microsoft Office documents (Excel, PowerPoint, Word) located in DocuShare when used with DocuShare Drive 1.5.1.
> Open and save DocuShare documents using the Office application's Backstage view. Requires users to install the DocuShare Backstage Setup software that is located on the Xerox Support & Drivers page.
> Check out documents from DocuShare to launch the Office application for easy editing and saving.

Microsoft Windows and Office versions supported for DocuShare Integration for Microsoft Office feature:
> Windows 7 (32- and 64-bit), 8.1 (64-bit), and 10 (32- and 64-bit)
> Office 2013 and 2016 (Excel, PowerPoint, Word), for one computer
> Office 365 (Excel, PowerPoint, Word), fully installed

List of fixes and enhancements

DocuShare 7.0 Update 1 download

 

ABBYY FlexiCapture 11 Release 6 available now

What's new in this release (Build 11.0.5.2451):
>  Support for Canadian Taxes (HST, GST, PST and QST)
>  Support for US Tax extraction
>  Improved text file format export options
>  Improved security, limiting access to invoice thumbnails
>  WinHTTP support
>  Bug fixes

http://www.abbyydownloads.com/fc11/

 

Searching for DocuShare usage hints and tips?

Look to our backlog of newsletters going back to 2011.  You'll find lots of useful information here.
http://www.criteriafirst.com/index.php/news

 

ABBYY FlexiCapture 12 Enhancements

We've been going through pre-release training on FlexiCapture 12 and I thought you might be interested to know that it will incorporate auto-training in the same manner that FlexiCapture for Invoices now uses it.  If your FlexiLayout (semi-universal template) can't find something on a tax statement for a county, the operator can train it to know where that text or value appears so that it can capture it effortlessly in subsequent documents.

FlexiCapture 12 will be available as a 64-bit app for the first time, so if your batches and documents are really large you won't be limited to 4GB of RAM to process it.  Documents should process faster with no real limit in size.  It will also be able to ingest Word, Excel, and PowerPoint documents along with PDFs, image files, and email attachments.  I'd captured text and graphics from an image-only PDF the other day relating to a Xerox DocuShare sale and converted them into text for my email announcement.  This feature was new to the last release of Recognition Server and will be available to FlexiCapture 12.

We'll tell you more about this new major release once it's made available for installations.

 

Assembling an Ideal System from Best-of-Breed Components

I'd spoken with someone recently that is manually processing a significant amount of invoices every month.  She's interested in FlexiCapture for Invoices, but she says they're considering switching over to another ERP system.  I want to make the point that they may be better off implementing FlexiCapture for Invoices now on their current system and just making adjustments for their new system when it gets implemented sometime over the next year or so.  If your ERP systems under consideration include data capture and/or document management modules, look at them closely to see if they're robust enough to handle all the needs of your enterprise.  These modules may be provided to ensure they meet your criteria checklist, but may be disappointing in practice.  Even their SharePoint connectors may not file documents appropriately for you or scale up to meet your needs without a lot of additional expense.  Buying best of breed components implemented by those able to set up proper database connections and document management structures and import methods makes for a more versatile and productive environment with less vendor lock-in. 

 

A smarter and more efficient environment benefits everyone

IOMA's AP 2012 Department Benchmarks and Analysis Report shows that the cost of invoice processing using procedures without automation tools can be up to 20 times higher than processes which are highly automated.

“There’s something absolutely magical that happens when business intelligence works.  When an end user with a question gains the insight they need to move forward, business moves forward and people are more effective in their jobs.”
– Ted Kummert, Senior Vice President, Microsoft Business Platform Division

 

Return to Sender

If you're looking for an enterprise OCR solution that can be used in the office and on the road, consider the email interface provided in ABBYY Recognition Server.  You can set up workflows configured to check the email inbox for documents with attached image files and PDFs that you'd like to convert to searchable PDFs, Word documents, Excel spreadsheets, or just plain text.  Create a workflow for each type of conversion and use a unique email address for each.  For example, an inbox for This email address is being protected from spambots. You need JavaScript enabled to view it. can receive your scan or screen capture, convert it into a Word document, and send it back to the sender attached to another email note.  Recognition Server's latest release can convert Word and Excel into searchable PDFs and return them to the sender or export them to a shared folder.  Make sure you do not share these email addresses with just anyone.  You can also impose a security password on your PDFs if you're concerned that unauthorized people may try to use your conversion service.

 

DocuShare Scripts Live On

We were afraid that Xerox' retirement of the familiar DocuShare Windows Client would mean the end of processing DocuShare scripts, and we have developed a lot of them over the years for ourselves and our customers.  It's much like having a command prompt and the ability to write batch files, but tuned for a document management system.  I've used them to search through resumes and assemble documents and many other things.

It turns out that you can merely copy over DSAxess.exe and the related help file "DocuShare SDK.chm" in with your DocuShare Drive program files and run your scripts.  The chm help file needs to be filed in a subfolder named SDK to call up correctly.  You may also want to look at the "SDK\Docs\DocuShare Windows Client SDK.pdf" file for additional information on writing and using DocuShare scripts.  If you have something in mind and want some help, give us a call.

 

Which Fujitsu models come with ScanSnap Receipts?

I thought you'd be interested in knowing that the following Fujitsu ScanScap scanners have a data extraction program for receipts included with them.  These are the S1100i, S1300i, ix100, ix500, and SV600 scanners.  We carry all of them.  Some of them also come with ABBYY FineReader.  This is great for business and personal use.

http://www.criteriafirstware.com/cart.php?m=search_results&search=scansnap

Use our scanner feature comparison.

As always, we have great prices on our scanners. See them at our online store for models suitable for your needs.

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

If this is a good source of information, then forward our newsletter or links to others that could benefit.  We'd like to add them to our list, so write to us at This email address is being protected from spambots. You need JavaScript enabled to view it. and ask to be added and tell us what you'd like to know more about.

Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.

 

End of Life Announcement for the DocuShare Windows Client

Xerox Content Management has announced the end-of-sale and end-of-life for Xerox DocuShare Client, effective on September 17, 2017.

Self-serve information for the application is available on the DocuShare Customer Support Site, including this support article on how to continue to use existing customizations with the replacement product, Xerox DocuShare Drive.

Xerox DocuShare Drive

Direct customer support, maintenance builds, software fixes and upgrades will no longer be available for the Xerox DocuShare Windows Client as of September 17, 2017 in favor of our more recent offerings:

  • Xerox DocuShare Drive Outlook Integration – offers the ability to easily drag and drop email messages from Outlook to DocuShare collections for viewing and managing. The application supports managing DocuShare mail messages, documents, collections, and workspaces within Outlook.

  • DocuShare Integration for Microsoft Office – the lighter-weight alternative for simpler document access needs, and does not require DocuShare Drive.

DocuShare Drive can be downloaded from Xerox.com. System requirements are provided on the DocuShare Drive web page.
 
DocuShare 7 Update 1 and DocuShare Integration for Microsoft Office software can be downloaded from Xerox.com.

System requirements:

Microsoft Windows 7 with SP1 (32-and 64-bit), Microsoft Windows 8.1 (64-bit) or Microsoft Windows 10 (64-bit)
Microsoft Office 2013, Microsoft Office 2016 or Microsoft Office 365 (fully installed)

 

Midmarket Organizations Ready To Embrace Enterprise-Level AP Invoice Automation Strategies

Recently published in ECM Connection by Daneen Storc

Daneen Storc is a Senior Product Marketing Manager at ABBYY and is responsible for data capture and automation products and solutions with emphasis on invoice processing and accounts payable.  In this brief article she says that the gains made by large enterprise customers in processing invoices using data capture and automation technologies are now available and priced appropriately for smaller organizations.

Midmarket Organizations Ready To Embrace Enterprise-Level AP Invoice Automation Strategies

 

DocuShare Archive Server or Lifecycle Manager?

Should you use the DocuShare Archive Server or the newer Lifecycle Manager?  It depends.  If you want to retain documents for a long period of time in a manner than can be easily sought and found by DocuShare users while keeping your primary DocuShare server trim and easy to maintain, the the DocuShare Archive Server is your best choice.  If you've ever had to reindex a large DocuShare server with one million or more documents you remember that it can take a long time.  Days for about a million and perhaps several weeks for ten million documents.  Much of that depends upon whether you're indexing all possible document types including searchable PDFs and MS Office documents including spreadsheets and presentations.  Discussions with one of our customers with about 1.5M documents led us to conclude that turning off indexing for a lot of large Excel documents was in their best interests.  They generally search by customer and title anyway.  Some customers with really large repositories don't submit searchable PDF documents, but rather upload them with searchable metadata.  If the documents are forms or invoices all you really care about is the searchable metadata anyway.  Why bloat your IDOL index with labels and standard verbiage you won't be searching for?  So, by setting the expiration_date property to a date in the future you can instruct DocuShare to move your documents to the archive server on that date.  We can facilitate that by using DAVupDoc or DocuPage Pro or other solutions we build for customers.  Once on the DocuShare Archive Server you can go to Advanced Search and select whether to search your primary server by default or to search in the archives.  Properly configured, all your metadata will be passed to the archive server and help you to find your documents.  Full text search is also available on the archive server which can be used alone or in combination with search for metadata.  Your archive server can be less robust than your primary server as it will be used less.  If you're upgrading your primary server you can delegate the current one for use as the archive server.  VMs work, too.  There's one feature missing from the DocuShare Archive Server and that is the ability to delete files you no longer want.  Our solution to that is to use our DocuShare Archive Assistant add-on and to create another property we generally call the deletion_date to allow you to sweep through and select the files to delete and process them in batch mode.  We also like to add two more properties: hold and hold_reason.  We can flag these to not be deleted until the hold is reset to false.  The one complaint I've heard about the DocuShare Archive Server is that it doesn't recreate the collection or directory structure you see in the primary server.  Given that such structures are sometimes reorganized, that would be a bad idea.  If you can search for content and metadata, it won't be a problem to find your documents in the archive server.

Lifecycle Manager was introduced by Xerox for customers who don't want to set up two servers.  It's primarily used to delete old content and bypass an archival process.  Much of this came about due to the increasingly scalable nature of DocuShare over the years.  Xerox felt that you could keep all your files in one place and delete them when you no longer want them.  The efficacy of this has been helped by the inclusion of the ability to back up the full text IDOL indexes.  We recommend you have a revolving backup of your indexes so that if you find you do need to reindex your documents you can begin by restoring the previous day's backup and then reindexing any new content added since then.  We would also recommend that procedure for the DocuShare Archive Server.  Generally speaking, the Lifecycle Manager is used in conjunction with Content Rules so that you can automatically delete old content based upon policies you set up in Lifecycle Manager.  These can be quite flexible allowing you delete content based on the original file date or the last modified date.  Without Content Rules, Lifecycle Manager merely flags the content ready to be deleted and emails a report to you indicating that you can click on each file one-by-one to delete them.  That can be pretty tedious.  If you'd like the idea of combining archival and lifecycle management, note that Lifecycle Manager doesn't work on the DocuShare Archive Server.  Our DocuShare Archive Assistant can be used on both servers.

For additional questions about implementation, cost, and functionality, please contact us and we'll discuss and demonstrate the alternatives for you.  You probably shouldn't just pile on the old content forever.

 

Do you need structured or semi-structured capture?

Customers are often confused by these terms.  While "semi-structured" may not be the best term for such documents, they are the terms most commonly used in the data capture marketplace.  I hope this overview clears up the differences for you.

Structured documents are usually characterized as forms or surveys in which data appears in the same place every time for a particular form.  They may be structured even though there are varying versions or renditions of the form.  If you'd changed your form this year for 2017 so that some or all of the data shows in different places than the 2016 form, it can still be considered structured.  You'd accommodate that when using FlexiCapture by duplicating your 2016 document definition (template with rules) and making the necessary changes to accommodate the 2017 form.  FlexiCapture will be able to tell them apart if there are significant difference between the two.  If they're very similar, you could note the version of the form some place on the form, usually at the bottom, as the form ID.  You can then go to the Static Elements layer of the document definition and have it identify the specific form by the form ID by its name.  Barcodes can also be used to contain the form ID if the scans are of poor enough quality that reading the text of the form ID isn't reliable.  You can also use an additional square or corner anchor somewhere on the page to indicate its uniqueness from the other.  Changing the position of a solid square anchor along the bottom line should be sufficient.  You can accommodate a lot of different forms in this manner as FlexiCapture will analyze the page and match it to the appropriate document definition for capturing data. 

Sometimes structured (often referred to as fixed-form or zonal) forms still won't work well.  That can occur if the form is filled in using when HTML or Word or Excel or another form-filling medium where adding more text to a fill-in area of the form pushes the remainder of the form down the page.  This means that the structured approach won't work well when that happens.  That's when the need for semi-structured pages come into play.

ABBYY FlexiCapture accommodates semi-structure documents by using the FlexiLayout Studio.  Instead of drawing boxes for where you expect certain data to be, you set up rules to searching for and capture the data.  This means that when your form-filler person gets unusually verbose in their response and makes the form's box taller thereby pushing subsequent sections down the page or onto the next page that it won't affect the capture results.  More typical examples are invoices, orders, statements, and reports where everyone who sends you data uses their own unique layout.  It may be possible in some cases to create a unique structured document definition if you have a small number of respondents or suppliers sending you data that doesn't paginate down and onto subsequent pages, but that could turn out to be a lot of trouble if you have too much variation in them.  That's why invoices in particular are processed using semi-structured methodologies, as is accomplished using FlexiLayouts. 

With a FlexiLayout you would indicate that you're looking for an invoice number on the page.  You'd first say you're expecting to find "Invoice Number", "Invoice #", "Inv #", "Inv No,", or any other variation of that label to that effect.  When the FlexiLayout finds any one of these terms it notes its location on the page.  The next step is to say where you expect the data to be located in relationship to this label you've found.  We may generally assume the invoice number is located to the right of the label, but that may not always be the case.  You can create a unique region of the area to look for it so that if the invoice number sometimes appears to the right or below or above or even to the left of the label it's found, it can capture it.  You would do the same for the other fields on the page until you've captured all you need to extract to store in a file, spreadsheet, or database.  You can also indicate that your label and data may always be on page one or that it's generally on page two or three or the last page, as is often the case with a total amount.

While we're on this topic, let's discuss unstructured documents for a minute.  These are documents where data isn't typically labeled very well in the document, so it's important to use the right tools and methods to extract the information you're seeking.  These are often contracts or technical documents where more sophisticated methods of finding the information you need to extract is somewhere in the document, but you're often not sure where to find them.  Sometimes this can be done using FlexiCapture with FlexiLayouts and searching for data of a known format, such as SSNs, phone numbers, amounts, dates, etc..  Sometimes, that's not enough.  Here's another ABBYY product for unstructured documents.

ABBYY Compreno

Using advanced natural language processing (NLP) technology, ABBYY Compreno turns unstructured content such as contracts, leases and reports into powerful business intelligence assets.  Our unique technology “reads” documents to identify entities, facts, and the relationships between them.  Complex case documents are automatically analyzed, accelerating and optimizing decision-making by providing critical data points to knowledge professionals.  Compreno solutions also understand and accurately classify high volumes of unstructured information without the need for tedious, time-consuming manual reviews.  Integrating ABBYY’s leading OCR technology Compreno handles image and text documents with ease to drive integrated text analytic solutions.  Businesses can solve their “dark data” problems by allowing Compreno to shed light on their information, leaving knowledge professionals free to focus on using that information to make better-informed strategic decisions.

 

Rather than draw your attention to the scanner of the month, just contact us and let us know how you intend to use the scanner and we'll help you pick the right one and take advantage of any promotions or sales currently in force.  As always, we have great prices on our scanners. See them at our online store for models suitable for your needs.

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

If this is a good source of information, then forward our newsletter or links to others that could benefit.  We'd like to add them to our list, so write to us at This email address is being protected from spambots. You need JavaScript enabled to view it. and ask to be added and tell us what you'd like to know more about.

Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.

 

ABBYY FlexiCapture 12 due for release in January 2017

We've returned from the annual ABBYY Technical Summit for premier resellers.  We weren't given very much information on FlexiCapture 12, as is the nature of vendors who don't want folks like us blabbing about it before it's released.  We will be downloading a pre-release version very soon and inspecting it for changes and new features including those we anticipate in FlexiCapture for Invoices.  If you have any specific questions, please run them by us at This email address is being protected from spambots. You need JavaScript enabled to view it.  Once it's released, we'll be blabbing all about it.

 

Consider ABBYY Flexicapture for Invoices to reduce AP costs

  • Increase processing speed
  • Reduce costs by decreasing manual input
  • Enable mobile capture
  • Leverage early payment discounts and avoid late payment penalties
  • Improve access and control with digital document management

You'll find details on FlexiCapture for Invoices here.

 

The Institute of Finance and Management

This site is a great place to learn about recommended accounting practices for companies.  They hold conferences around the country every year that you can attend.  Two webinars are available this month.  You can register for them at http://www.iofm.com 

Here are a few points extrapolated from their research and practice:

  • Companies reduce invoice handling costs by 53% on average by going digital.
  • 70% of invoice processing costs are related to document handling and manual data entry.
  • A 2% early payment discount is the equivalent of a 36% reduction in annual interest rate.

 

Connecting DocuShare's Email Agent and Subscription Notifications to Office365

Russell has looked into this for one of our customers.  It turns out that setting the SMTP sending function via Office365 is more complex than expected.  I can have DocuShare successfully send emails that are from "This email address is being protected from spambots. You need JavaScript enabled to view it." because that is the user which the SMTP server on DocuShare's Windows machine presents to Office365 when sending.  Normally, DocuShare sends email using the DocuShare user's email address as the "from" address.  These addresses are stored in the individual DocuShare user objects and presently look like "This email address is being protected from spambots. You need JavaScript enabled to view it.", "This email address is being protected from spambots. You need JavaScript enabled to view it.", "This email address is being protected from spambots. You need JavaScript enabled to view it.", and so forth.  Office365 rejects DocuShare's attempts to send email as those addresses with the error "SMTP error 550; Client does not have permissions to send as this sender".

There appear to be two solutions to this failing to send: either change all of the subscriptions to send as "This email address is being protected from spambots. You need JavaScript enabled to view it.", as found in the properties when you used the advanced options to set up a notification for a collection, document, or other object ...

Create a New Notification - Show Advanced Options
Sender: Admin

Setting the sender to the admin will present Office365 with the admin email address that it will honor.  There is no global setting for this.

As an alternative, you can change the Office365 interface for DocuShare to use "Office365 SMTP relay connector".  The former is problematic, as new subscriptions are, by default, setup to appear to be coming from the user who sets them up.  The latter has its own can of worms in regard to security.

I have found some instructions for setting up the "Office365 SMTP relay" connector:
https://technet.microsoft.com/en-us/library/dn554323%28v=exchg.150%29.aspx#configconnector

Please look over those instructions and then consider how to proceed.

After running a test you may find you're still getting the "... Client does not have permissions to send as this sender" error message.  Those three email addresses I provided are just examples; the root of the problem is that DocuShare will try to send email with the "from" address being the owning user. As presently configured, Office365 does not see the DocuShare server as authorized as sending email from (essentially) any "@yourco.com" email address.  The article I'd linked seemed to show how to configure Office365 to grant that right to a particular server (like DocuShare); the wrinkle is that (according to that article) the server is identified by IP address.  If you are using a network address translation (NAT) layer, as I'd suspect you are, then a great many (or all) of your computers are sharing that IP address, which opens up a host of bad security problems.

You and your Office365 support person should have a telephone conference to talk about this.  Be prepared to compromise.

 

DocuShare bundled configurations on sale through December 16

If these offerings aren't suitable for you, call and we'll determine what would work best for your organization.  You can start small and scale up as you need.

New Panasonic KV-S8100 Series scanners

Either the KV-S8127 or the KV-S8147 purchased between December 1, 2016 through December 31, 2016 will include a FREE 6 month to 2 year onsite warranty upgrade.  One of the things I like about Panasonic scanners is their multi-color dropout capability.  Most scanners use RGB drop-out and are limited to red, green, and blue yet tend to work with yellow and orange and other blends fairly well.  Panasonic allows you to specify a specific color for more reliable drop-out.  Drop-out capability is good for eliminating background colors on forms for boxes and text that shouldn't interfere with data capture, but it's also useful for eliminating marks from highlighters that people often use that otherwise scan as blotchy dark areas.

Wouldn't you love to have a scanner this fast?  You'd be willing to share it with others, wouldn't you?

KV-8100 Series Scanner

Call us or sign up for the personal scanner drawing in the middle of our homepage: http://www.criteriafirst.com

As always, we have a great price on our scanners. See them at our online store for models suitable for your needs.

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

If this is a good source of information, then forward our newsletter or links to others that could benefit.  We'd like to add them to our list, so write to us at This email address is being protected from spambots. You need JavaScript enabled to view it. and ask to be added and tell us what you'd like to know more about.

Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.

 

Can Automating Invoice Processing Help You Detect Invoice Fraud?

I naturally began wondering if others had explored this possibility and conducted a search to see if guidance already exists.  It does.  There's no reason you could not put logic into a FlexiCapture project's document definitions to automatically use techniques outlined in the following articles.  You could implement a script to use the algorithm in Benford's Law to look for suspicious total amounts and place a yellow warning flag to draw the operator's attention to it.  You can implement methods to detect duplicate invoices that shouldn't be paid by using database lookups.  It's best to use some of these techniques during the capture process to prevent processing duplicate invoices while other techniques would best be implemented in your accounting or ERP system.  Either way, if your department wants to reduce fraud and mistakes it may interest you to read a few articles on the subject.  Here are a few that could be helpful to you.  Pardon the overlapping points made among them.

 

Double-Take Move

We're using Vision Solutions' software to ease migration of content when performing upgrades involving moving the DocuShare repository to a new volume.  This is often the part of an upgrade that takes the most time and causes people to wait to complete the process.  This, of course, works with more than just DocuShare repository moves.  You can use Double-Take Move with any and all large file copy processes.  The beauty of this is you can begin the replication process days or weeks in advance so that it's complete by the time you've upgraded or reinstalled software.  You can purchase your license and lean on Criteria First for support in the process.  It's easy to set up and monitor.  Here are some documents where you can learn more about how using Double-Take Move will help you and reduce stress.

How to Migrate Without Downtime - An Executive Overview - Detailed overview with illustrations

Migration eBook Presentation.pdf - This is more of a presentation with charts and graphs based on surveys.

 

Learn Why Data Capture is an Important Tool of your BPM Framework

BPM is critical to the framework of process improvement and automation - and essential to digitally transforming your business.

ABBYY's role in BPM <-- click for the written overview

You'll learn why:

  • Payback has been realized within a year for 41% of respondents of which 17% cite ROI within 6 months. And why 25% of respondents achieved ROI within 18 months.
  • Large mailroom scanners now support digital mailrooms for 21% of respondents. And why 32% of respondents use distributed capture processes.
  • Faster processing of business critical activities has provided the biggest value for 53% of respondents and why 45% cite their biggest value is from fewer errors and exceptions processing.

The speed and size of any Return on Investment (ROI) is dependent on the current procedures and the time and effort involved in the administration of the existing process. The greater this administrative burden, the faster a customer can expect to reach the break-even point; the point at which your investment becomes cost neutral and you begin to save money. Typically IT systems are expected to cover their costs in 3 to 5 years.

One of the key questions in this report is, "Which common business processes are the most likely candidates for improvement in your organization?".  Topping the list are:

  • Records and document management
  • Internal processes like reviews and approvals, etc.
  • Customer correspondence, helpdesk

We can help you in all three of these areas and others listed by using ABBYY products and Xerox DocuShare together or separately.

 

ABBYY FlexiCapture for Invoices - Powerful Data Capture Interactive Online Simulation

Watch this video to see why Digital Transformation begins by turning paper into actionable digital information.  It's only a little over two minutes long.  After it's done it will take you to a page illustrating the verification process that you can interact with.  This will show you how to save time with a shorter invoice processing cycle while reducing cost per invoice by 50%.  Automated invoice processing can help make AP departments more productive, and offer significant potential for immediate savings and fast ROI.  Watch the video and see how ABBYY's solution reduces time and cost of processing invoices, saving you money and improving data accuracy.

 

ABBYY Launches FineReader 14

New version of flagship desktop software helps businesses to accelerate their digital transformation efforts.  ABBYY has announced FineReader 14, a new version of its flagship desktop software that combines optical character recognition (OCR) with capabilities for working with PDFs.

Read KMWorld's article here: http://www.kmworld.com/Articles/ReadArticle.aspx?ArticleID=116109

 

ABBYY Compreno

Using advanced natural language processing (NLP) technology, ABBYY Compreno turns unstructured content such as contracts, leases and reports into powerful business intelligence assets. Our unique technology "reads" documents to identify entities, facts, and the relationships between them. Complex case documents are automatically analyzed, accelerating and optimizing decision-making by providing critical data points to knowledge professionals. Compreno solutions also understand and accurately classify high volumes of unstructured information without the need for tedious, time-consuming manual reviews. Integrating ABBYY’s leading OCR technology, Compreno handles image and text documents with ease to drive integrated text analytic solutions. Businesses can solve their "dark data" problems by allowing Compreno to shed light on their information, leaving knowledge professionals free to focus on using that information to make better-informed strategic decisions.

Questions about Compreno?  Call or write to us with your use case and let's see if it's a good fit for you.

 

Will you buy it if we build it?

Would you be interested in getting email notification reminders from DocuShare calendar events?  Something along the line of "You have an event in one hour for [title of the calendar event]."

 

Epson scanners promotion with 3 years of maintenance included

This offer is good through the end of March for all of their scanners.  Browse Epson scanners here.

As always, we have great prices on our scanners. See them at our online store for models suitable for your needs.

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

If this is a good source of information, then forward our newsletter or links to others that could benefit.  We'd like to add them to our list, so write to us at This email address is being protected from spambots. You need JavaScript enabled to view it. and ask to be added and tell us what you'd like to know more about.