Solutions for managing knowledge in content & print

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

 

ABBYY Recognition Server 4 Release 4 is now available!

  • New features in this release:
  • Full support of Microsoft SharePoint Online (Office 365)
  • Improvements in integration with SharePoint libraries
         (including sync between document types and SharePoint content types, format of fields, and more)
  • Built-in OpenOffice technology for conversion of office documents to PDF
         (includes: DOC, DOCX, ODT, HTML, HTM, TXT, RTF; XLS, XLSX, ODS, CSV; PPT, PPTX, and ODP.)
  • Processing body of e-mail messages
  • Support for future patches rather than full-scale updates
  • New index field element for generating output file names and determining output paths

More information can be found on our AvidOffice DocuShare site's collection for ABBYY Recognition Server.


RS Picklist Tool

We have a new tool for those using the Indexing Station to tag documents for exporting data to a text file that can imported into a database for user key-in and listbox selections.  This is our approach with customers who want database lookup capability in Recognition Server which cannot accommodate this in any interactive way.  The tool will take a plain text dump from a database to use in filling in the drop-down list for users to access.  There is no other facility for importing this data; even ABBYY's API can't perform this function.  We can populate multiple workflows and lists at once with this new tool.  It has a GUI for setup and execution and a command line for frequent scheduled updates.  Nightly updates can ensure your Indexing Station operators have current data for the next day. 

Recognition Server is a relatively inexpensive and fairly efficient way to capture data.  Unlike FlexiCapture, it doesn't prepopulate all the fields and ask that you correct only those characters it's unsure about.  It does, however, provide the ability to work your way down the indexing fields by merely clicking on words and numbers to fill them in.  Phrases are captured by dragging your mouse over them.  You can apply data types (dates, numbers, text, etc.) so the wrong kind of information can't be entered.  Lists are easy to set up if you don't have many items in them.  If you have hundreds to thousands of items in your list ... ugh!  Too much.  That's where the RS Picklist Tool comes in handy.

This can be especially useful when you want a very cost-effective way to index documents for automated filing techniques.  We are also VARs for Xerox DocuShare and have another product called DAVupDoc that takes CSV output and applies that against a template to upload documents in a highly ordered manner.  Whether you use DocuShare for a DMS or another product or platform, here's a solution if you're looking for one.  We can assist you in creating a custom output script for your data.  This is used to update indexing lists with contract #s, employee names and IDs, vendors, active purchase orders, etc..  It's a good solution for uncomplicated data capture applications of a relatively low volume.  If your volume of documents is higher than you can comfortably address using Recognition Server and its Indexing Station, then you're probably ready to move up to FlexiCapture, a powerful data capture platform that will significantly speed up such processes.

Here's more information at our online store: RS Picklist Tool.

 

More versatile uploads to DocuShare

DAVupDoc vs Xerox' CIM Tool

I've worked on a couple of projects lately where the Xerox CIM Tool was provided to upload files based on CSV data and have come to appreciate our DAVupDoc solution more than ever before.  While I like that you can go through the extra steps of generating a schema to load into CIM Tool to list the document or other object properties, I'd found several constraints that make it difficult to arrive at a good template for uploading.

For one thing, you can't save your setup in CIM Tool.  If you quit or it crashes, you have to set it all up again.  That's really annoying.

It's difficult to set up a proper title for some documents.  You can select one to several fields from the CSV file to generate a title, but you can't use a space character anywhere or enter filler works like "Invoice", "Purchase Order", Report", "for", or "to" unless they're prepackaged in the CSV file from the emitting application.  Here's an example of a CIM Tool title using only typical CSV data designating an invoice number and customer name: 1234567_ACME Guitars, Inc.pdf   When using DAVupDoc you can build an expression for the title so that it reads: Invoice# 1234567 for ACME Guitars.pdf  That's a bit easier to read, too.  If you want to include a file date in the title you can generate a title that reads: Invoice# 1234567 for ACME Guitars filed 03-03-2016.pdf. You can also only use a field once in the title or when applied to a DocuShare property in CIM Tool.  You may find you want to use some data in the title, summary, and other properties which is only possible using DAVupDoc.

It gets better - whatever filename is output and noted in the CSV file becomes the filename you see when you download the file using CIM Tool.  So if your file is Scan03-00219_03-03-2016_12-34PM.pdf you can have a bland title for it in DocuShare, but you'll download a mystery file by the same name.  DAVupDoc gives you that ability to rename the file to match the title so that even after you find your file and download it you won't find yourself embarking on a hunt to figure out what you'd just downloaded.

DAVupDoc makes it easy to create useful expressions such as this one for a warranty registration that can go in the summary line below the title ...

Registration for {Name} at {Company} for {Product} received {DATE}

DAVupDoc can also set the expiration_date or a custom deletion_date for use with a DocuShare Archive Server or Lifecycle Manager without requiring that the dates already exist in the CSV file.  For more information on DAVupDoc see DAVupDoc on CriteriaFirstWare for a brochure and pricing and DAVupDoc Resources for a comparison sheet against CIM Tool and other information.

 

Scanner of the Month: Fujitsu fi-6400

This is essentially the same scanner as the fi-6800, but about 23% slower.  You also get their PaperStream IP (TWAIN/ISIS) Driver that cleans up your images with better finesse than Kofax Elite.  This model scans at up to 100 ppm simplex and 200 ipm duplex with a generous 500 sheet document feeder.   It can handle up to 11" x 17" ledger sized pages.
Here's our special offer: Fujitsu fi-6400

 

Currently discounted items

We work with a syndicated reseller of ABBYY products that gives us access to discounts they work out with ABBYY USA which allows us to present several of ABBYY's retail products with steep discounts.  The sales are generally one to three weeks in duration, so if you're interested in FineReader for Windows or Mac, PDF Transformer+, Screenshot Reader, or various other bundled deals, keep your good eye on our On Sale page.

 

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'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.