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Solutions for managing knowledge in content & print

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


Two great ways for non-DocuShare users to file documents for you

This could be very useful to your non-DocuShare users even if they are not on your network and DocuShare isn't exposed to the Internet, such as suppliers, consultants, and partners.  These are both easily configured by your DocuShare administrator in the Services and Components section.  The Scan to Email setup is buried within the Email Agent settings.  If you're receiving invoices via email, and who isn't these days, you can have your vendors send to This email address is being protected from spambots. You need JavaScript enabled to view it. that go into a collection that initiates a workflow using either Content Rules and/or Document Routing.  If you're interested in using data capture, you can email directly to FlexiCapture and file the output to DocuShare in a highly ordered manner.  Either method will work with the attached invoice.  We can set you up with a method to review and approve/reject invoices, too.

Email Agent

The Email Agent is so easy to use.  Just tell your customer your DocuShare server's email address and tell them to add either <to: myalias> or <upload: myalias> to the end of the subject line.  The "to:" option says to send the note and attachment while the "upload:" option says to just upload the attachment.  The "myalias" name is a property of the collection you want them to send to, but you can otherwise use a specific collection handle such as  "Collection-123".  The alias allows you to give it a unique name for your partner, like "CarpetKing" or "Jakes_Supplies".  You can set up several for each submitter. 

Scan to Email

If your partner(s) have a Xerox or other multi-function device (MFD - I'm still calling them digital copiers) then they can set up their scan-to-email function to include your DocuShare server and use it in conjunction with scan cover sheets you generate for the collection(s) you set up for them.  This can eliminate the need to retrieve the scanned document at their PC and attach it to an email note.  You just have to provide them with reusable cover sheets ahead of time.

Caveat: I found this out the hard way.  You can't have both Email Agent and Scan to Email enabled at the same time.  You must choose one or the other.  We haven't tested DocuShare 7 to see if this has been fixed, so if this interests you we'll conduct some tests and let you know.

 

QuickBooks connector for FlexiCapture

We've developed a connector for those of you keeping your books in QuickBooks Pro or QuickBooks Enterprise.  These are typically in-house implementations, although we could apply our work toward QuickBooks Online as well - just ask.  Our connector allows you to export invoices and credit memos (negative invoices) to a data file that we then import into your accounting system.  Part of this solution requires our custom FlexiCapture export script to ensure the data is in the correct format. 

QuickBooks has no way to file your invoices and credit memos, but we can show you how to address this using DocuShare and our versatile DAVupDoc upload tool.  You can upload these as unique object types such as "invoice" rather than the generic document object type.  DocuShare's Quick Search feature can be tuned to help you find your documents very quickly and easily and determine how your additional metadata, such as vendor name, due date, etc. is displayed.  We can also help you to process your purchase orders.  All this should make any small to medium size business operate more efficiently and benefit everyone associated with paying vendors and billing customers.

 

Don't forget that DocuShare 7 is available now

While I don't recommend people rush into upgrades, you may want to review my article and give it some thought. 
Refer to my previous article: http://www.criteriafirst.com/index.php/18-newsletters/31-cf-newsletter-2015-11
Check your current server for readiness by first reviewing the Xerox DocuShare 7.0 Installation Guide.

If you'd like help with your upgrade, please let us know.

 

How to convert from Scantron Cognition to ABBYY FlexiCapture

Scantron Cognition is based on ABBYY's former FormReader product.  Upgrading to FlexiCapture is very easy.  All you have to do is copy your current project folder to another location (a folder or another PC) and create a new project or open an existing one, create a new document definition (Ctrl+T) in FlexiCapture.  Click the Import button and choose Formreader 6.5 Batches (*.fm) from the "Files of type:" option, select your *.fm file, and click Open.  The update process for your project doesn't take very long, but you should browse through the changed interface and additional features to make sure it's tuned to your liking.  Save and publish your new document If you need more information on the differences between Scantron Cognition and ABBYY FlexiCapture, please call or write.

 

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 bundled deals, keep an eye on our On Sale page.

 

Scanner of the month: Canon DR-M160II

The new Canon DR-M160II scanner provides businesses with a fast and convenient desktop scanning solution to help enhance any document management system.  For more information, go to our Scanner of the month sale page.  (If you're coming at this newsletter late, the scanner will be different.)

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.