Solutions for managing knowledge as content & print

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

 

Using DocuShare’s Lifecycle Manager

Once DocuShare is installed in most accounts, the most add-on activity we usually see is purchasing more RWM CALs so more people can participate in collaborating over their documents.  Most businesses also eventually want some form of governance over access to the content through the use of permissions and to delete certain content when it's old and/or no longer useful or even risky to retain due to possible legal discovery processes.  For a quick, heavily illustrated, three page summary of Lifecycle Manager, click on Using DocuShare’s Lifecycle Manager.

What does a Lifecycle Manager policy look like?

http://www.criteriafirst.com/articles/Edit_Lifecycle_Manager_Policy.pdf

What does a Lifecycle Manager report look like?

 

For more information look to DocuShare Lifecycle Manager in our store where you'll find a brochure. 



Panasonic KV-SSM100 Network Scanner Adapter

Here's an interesting product for converting your new or current Panasonic desktop scanner into a network scanner.  The Panasonic KV-SSM100 is based on a single-purpose Intel i5 powered tablet that you connect via USB 2 or 3 to your scanner and then network via Ethernet or wireless for access to your office and the Internet.  You can place it on a table or mount it on the wall for walk up access to scanning to shared folders, FTP sites, email, fax, and to Android phone and tablet devices.  It is housed in a tough case to withstand abuse and has a 7 inch screen where you define how you want to scan and deliver your documents.  It allows you to select all the features you'd normally choose from your PC interface when scanning and has some image clean-up features.  Output supports various image formats including searchable PDFs.

I'd communicated with some folks from Panasonic about this to see if it provides pass-through mode for TWAIN scanning, such as you'd do with FlexiCapture to submit batches for scanning.  It does not, so you'd be converting your scanning from a PC to the network when using this device.  Funny how they left that out.  The retail price of this unit is $4,563.  This is a new product and it doesn't seem to have settled on a street price yet.  Our price can be found here in our store at KV-SSM100.  Panasonic makes great scanners, but they haven't forayed into network scanning before.  This is their one-size-fits-all solution and it makes sense for mid to high level production scanners or a leftover scanner no longer in full use.  This adapter is locked in to work only with Panasonic scanners as it lists support for only those noted in the Panasonic KV-SSM100 User Guide.pdf which you can find and download at the bottom of the linked page.

We have a category for Network Scanners in our CriteriaFirstWare store.

 

Content Encryption option for more secure content

It's possible that someone could break in and download everything in your document repository and dig through it on their own server.  To prevent that, Xerox had created the Content Encryption add-on for those who want or need it.  The cost for this option is $7500 and requires you to have DocuShare Enterprise, so that could amount to an upgrade for you.  Xerox has published a white paper on DocuShare security options as an overview to securing access and use of documents in DocuShare.  I recommend this for your review and also remind you that DocuShare 7 as a new Permissions Reports feature that I'd written about in a previous newsletter.

DocuShare Content Encryption enhances site security by providing automatic content encryption of all uploaded documents.  Content Encryption encrypts all documents uploaded to the site.  Documents uploaded and stored on the site before you enabled Content Encryption, remain unencrypted.  The level of encryption employed by this add-on requires Xerox to register each Content Encryption add-on customer with the US federal government.  I guess they're wondering if you're hiding something.

To access the Xerox white paper on DocuShare Security, go to White-Paper-DocuShare-Security.pdf

 

Coming soon ...

ABBYY FlexiCapture 12

ABBYY Recognition Server 5

 

There are several new scanners out from Panasonic, 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 you find this to be 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 click our sign up button 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.

 

The New DocuShare 7 Viewer

View. Annotate. Collaborate.

Xerox is introducing the new Document Viewer for DocuShare 7 that makes it easy to collaborate, edit, preview and add properties to your documents.  It's often demonstrated with PDFs, but it also works with Word, Excel, PowerPoint and other document types as well.  Each person's annotations are implemented as a layer that can be shown or hidden and they can all be burned into a PDF to prevent further editing.  This new feature overcomes the limitations of the Adobe Acrobat viewer integrated with your browser.

With the DocuShare Document Viewer, you can:

  • Directly annotate documents using tools such as text commenting, highlights, strike-through, arrows, circles, stamps, signatures and more.
  • Redact sensitive information.
  • Preview documents in high fidelity without downloading or other applications.
  • Search the contents of documents to locate specific text.
  • View and edit in any HTML5 browser on any platform: PCs, Macs, iPads, tablets, and your smartphone.

Watch this quick video to see just how easy it is.

 

 

The Xerox Document Viewer is priced at $10,000, however they are offering introductory pricing of $9,000 for orders placed prior to December 23rd, 2017.  If you're a customer of Criteria First, we will facilitate your order speedily and our professional services will get it installed and configured quickly.  Please call Criteria First at 972-492-4428 for additional information.

 

DocuShare Flex

We will be offering DocuShare Flex beginning in January.  There are some features not yet implemented that we know to be critical to many applications that are to be added Q1, so we have not been in a rush to offer this.  People occasionally ask about hosted document management solutions and this area is said to be one of the key critical areas of interest to many companies, so we're optimistic about its future.  The new DocuShare 7 Viewer is an outgrowth of the work accomplished to bring DocuShare to the cloud.  If you have questions in the meantime, please submit them to This email address is being protected from spambots. You need JavaScript enabled to view it.  

 

DocuShare Testimonials

See what others have to say about DocuShare and speak your mind, too.

To raise awareness of DocuShare, Xerox is seeking your assistance to get expert user reviews posted on the G2 Crowd website https://www.g2crowd.com/products/docushare/reviews

DocuShare doesn't get the press coverage that SharePoint and a few others receive, but there are a lot of happy DocuShare administrators and users in every aspect of business.  I'm glad to see there's a forum for people to say what they like about DocuShare and what they lack that could yet be provided.  I'm hoping to see both praise and constructive criticism.  Please take a few minutes to look over the site and consider adding your own observations and experiences.  Participating customers will get a $5 Starbucks gift card as thanks for taking their time, but the first 10 people to review Xerox DocuShare on G2 Crowd will receive a $25 Starbucks gift card.  G2 Crowd is an independent peer-to-peer business solution review platform to get honest reviews and often detailed information on software and services by people already using the products.

 

ABBYY Recognition Server is for everyone in your office

Recognition Server allows you to create up to 32 workflows for streamlining automated processes and for general office use.  You can import documents to upload into DocuShare or other document/content management systems, into more vertically oriented systems like SalesForce, and for scanning documents into revisable format like Word and Excel.  It's most commonly used for converting scanned images into fully searchable PDFs, but there is also an Indexing Station which can be used to tag documents for exporting data so that you can guide the upload process into DocuShare or SharePoint and other systems.  Following are some captured screen shots from our demonstration server to give you an idea of the breadth of workflows you can set up.

Workflows listing

 

Workflow properties guide you in configuring how your documents are processed

 

The Remote Administration Station makes it easy to monitor what jobs are being processed and who's using the system.

If you're converting PDFs or scanned documents into Word or Excel format you can use the Verification Station(s) to make any necessary corrections to the OCR process.  I prefer to not verify the documents and rely on the spelling checker in Word and Excel. 

The administrator can view actively processing jobs, failed jobs, filter the view of jobs, and save filtered views for easy reference.

Stations and their users can be monitored easily for activity and a detail event log listing can show any errors that may appear in the system. 

If you'd like to see a demonstration of ABBYY Recognition Server, please contact us and we'll be glad to demonstrate it for you.  Trials are available, too.  Call 972-492-4428 and ask for Doug.

 

Scanner Trade-Ins

If you have an older scanner that you'd like to trade in for a new one, most scanner vendors will offer a discount for this.  I have a Fujitsu 5650C that is over 10 years old that won't work with Windows 10, so I'm a candidate for an upgrade, too.  Fujitsu is promoting trade-in specials for all their new scanners through March 31, 2018.  If you see a Fujitsu scanner on our site that interests you, send us information on your current scanner and we'll find out what the trade-in value would be for you.  We'll need to know your scanner's manufacturer, model, and serial number to help you.  Send this to This email address is being protected from spambots. You need JavaScript enabled to view it.

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 Windows Client has been retired

Xerox' DocuShare Windows Client support ended Sept. 17 and had already been replaced by the newer Xerox DocuShare Drive.  Xerox doesn't have a remote switch to turn off you current installation, just don't call and ask for help with it.  It's time to install DocuShare Drive and I've written a three page article noting key points to consider and my observations.  I think you'll benefit from this quick read.
Switching to DocuShare Drive


Speed up your ABBYY servers

I'm looking to put together a new demo server running on SSDs and will be using the new M.2 form factor SSDs.  This link will show you a comparison between two Samsung SSDs, one being the 2.5" and the other the M.2 form factor.  Do a side-by-side comparison.  Make sure your server can accommodate the new M.2 form factor.

SSD
SAMSUNG 850 EVO 2.5" 500GB SATA III 3D NAND Internal SSD
M.2
SAMSUNG 960 EVO M.2 500GB NVMe PCI-Express 3.0 x4 Internal SSD

Look at the max sequential read and write rates for each.  We will put together a server early next year and do before and after testing to show the throughput improvement for medium-sized batches of small documents and small batches of large documents and report the results for you.  Watch for this in a coming newsletter.  We'd be interested in hearing of any testing you've done.


RingCentral survey of SMB's reliance on cloud services

It appears that document sharing services top the list of cloud services for small to medium size business.  I'm not surprised.  Documents are still important to us and can't be replaced by a record in a database or a blog page.  Make sure you have the versatility you need now and can explore later, such as content rules, document routing, notifications of changes or additions, control over permissions to include and exclude other users and groups.  DocuShare shines in this space.  Criteria First can help you with on-premise and cloud installations.
RingCentral survey of SMB cloud services requirements


Mailroom Document Processing

See why automated document capture in the mailroom cuts costs and speeds up your processes.  Learn why automating the receipt and capture of document data in the mailroom streamlines your workflows, speeds processing times, and eliminates the risks of error-prone manual labor:

You'll discover why higher efficiency must begin with the automation of the first stages of the  process - and why your mailroom is the place to start.  If you want to know what such a solution would cost, This email address is being protected from spambots. You need JavaScript enabled to view it. and we'll ask you a few questions to give you an idea. 

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.

 

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.