Solutions for managing knowledge in content & print

In this issue

June 2012

Compare DAVupDoc to Xerox' CIM Tool

 

DocuShare eForms Module

 

LifeCycle Manager and DocuShare Archiving

 

How to Request Help

 

New fast Canon DR-M160 scanner in Desktop category

 

DAVupDoc update

 

DocuShare Archive Assistant update

 

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Key information for both users and decision makers regarding

Xerox DocuShare and ABBYY recognition products.

 

Compare DAVupDoc to Xerox' CIM Tool

We've had a chance to look over the documentation on Xerox' CIM Tool and have compared it to our DAVupDoc product and documented our findings in a spreadsheet. You're welcome to request a PDF rendition of our comparison. A couple of the highlights are:
DAVupDoc is $1495 and works in any DocuShare 6.X environment where a Windows server or PC can run the application.
CIM Tool costs $4000 and requires the $2000 QuickSearch option.
DAVupDoc requires less setup and can run with a scheduler for off-peak processing.
CIM Tool requires more setup time, more maintenance, and provides no scheduler.
Each has its benefits. DAVupDoc certainly has the cost advantage. Would you like to see our comparison?  Yes, I would.

 

DocuShare eForms Module

Allows you to create electronic forms and submit them directly to DocuShare.
The new licensing model in DocuShare 6.6.1 includes 20 Guest CALs (if you don't already have them), licenses for all DocuShare users (not just five), the ability to capture and export the submitter's identity, and the basic bundled price is now $13,000 rather than $25,000. The caveat is you must pay separately for the LiquidOffice Process Studio, a $12,000 option. If you're having another (perhaps us) create your workflows for you then you don't need to purchase that option, but it would make workflow changes quicker and easier for you to have it on-site. Xerox doesn't support the Process Studio as their intended use for eForms is for you to fill them out and submit them for filing in DocuShare where they are flattened into PDFs with searchable metadata and no longer retain their dynamic eForms versatility. From there, you can use content rules and document routing and other features to process them. We've found there is a great deal of versatility in using eForms with the Process studio to route them from user to user or to groups and utilize their dynamic properties for restricted sections, digitial signatures, loops, branching, escalation processes, and other functions before committing them to DocuShare as PDFs. If you're interested, we'd like to give you an overview. The cost for DocuShare's eForms capability is very competitive and can assist you in empowering your user base and reducing paper handling.
DocuShare eForms http://docushare.xerox.com/products/ds_products_eforms.html
To view a 5 minute online demo later, visit http://docushare.xerox.com/eformsdemo/eforms.html  Keep in mind that the LiquidOffice Process Studio and workflows are not even referred to in this video.

 

New fast Canon DR-M160 scanner in Desktop category

This is a new price/performance breakthrough for desktop scanners. It holds up to 60 pages varying from 7 - 68 lb. bond at and scans at speeds up to 60 ppm simplex or 120 ppm duplex regardless of whether you're imaging as black & white, grayscale, or color. It provides instant warm-ups by virtue of its LED light source and has drivers for ISIS and TWAIN for Windows XP, Vista, and 7. It's compact and has a nice software bundle including Canon CaptureOnTouch (sets up scanning options on the scanner), CapturePerfect (scan, view, modify, and save images), Nuance eCopy PDF Pro Office (alternative to Adobe Acrobat), and Kofax VRS (image optimization). It lists for $1295, but come and see our price and read the brochure at http://www.criteriafirstware.com/Document-Scanners/Desktop-Scanners/Canon-DR-M160-p210.html

 

LifeCycle Manager and DocuShare Archiving

While LifeCycle Manager reports list documents which meet your policy criteria, the reports don't provide hyperlinks, paths, parents, or handles to the objects it lists. So, if you're searching for old content to be deleted, you'll have to search for the documents one at a time and then delete them. True, but there's more to this. In setting up a policy you determine when the results of the findings will be emailed to you and others. If a particular collection and everything within it has an owner, they can be the recipient of the email notice. This notice includes links to documents and a trashcan icon so that you can just delete them from within your email note. Still, you have to delete all your documents one at a time. That can get pretty tedious if there are hundreds of documents.
So, here's a good question. Can you run the Lifecycle Manager on the DocuShare Archive Server?  The answer is, "No".  So, why choose one over the other?  The questions you want to ask yourself are:
Q: Do I need to retain a lot of information for a long period of time? If yes ...
Q: Do I want to manage one very large repository that's critical to production and must have very high uptime in spite of the time factor which impacts maintenance issues? If so, go with Lifecycle Manager.
Q: Would I rather keep my production repository small and easy to update, administer, and maintain with a large archive server housing all the aged content that's accessed much more lightly?  A key consideration is the time it takes to index your documents; you want a relatively small primary server that can be indexed overnight or over the weekend.  It's less critical that your archive server requires more time to index.  If this fits your criteria, install a DocuShare Archive Server and use our DocuShare Archive Assistant.  You can also use Content Rules to set expiration and deletion dates unique to particular collections.  Multiple Content Rules can set different document and object types uniquely.
We can help you decide which approach best suits your needs and help you delete expired content from your DocuShare Archive Server.
You can watch an online demonstration of the Lifecycle Manager here:  http://docushare.xerox.com/video/lcm_demo.html

 

How to Request Help

I think it was Robin Williams that pondered why psychic hotlines weren't calling us when we need help. Everyone in IT has seen requests for help where the user having a problem didn't bother to describe the problem or only gave a shallow shadow of a clue. Vendors and VARs see this, too. Users often view error messages as stop signs, they don't really even read the word "stop", but they know to stop nevertheless. Error messages generally (not always) contain useful information to convey to those who support you. Be sure to report your issues up the chain of support by describing the application(s) and their versions you were using, what you were doing with them at the time of the problem, attach the error message by either typing it in the report or creating a screen capture and attaching it, and information about your PC, tablet, server, or whatever if the support staff has no way of knowing your configuration (hardware and software) for certain. If they use an online submittal form, be sure to include this information. Indicate how soon you need your problem resolved so they can prioritize it.
Here's a tip for IT staff - I've found ABBYY Recognition Server very useful in converting screen captures into documentable verbiage for case files. Setup a workflow where you can email and/or drop into a shared folder an image of the error message and convert it to plain text. Within a few seconds, your typing will be 99% done - just check for accuracy against the image file.

 

DAVupDoc update

We've fixed a bug that in rare occasions converts numbers to dates. No one ever reported this, but we saw it while developing an application for another.

 

DocuShare Archive Assistant update

Fixed bug for selection of a single collection with no subcollections resulting in no tree generated to work with. This is referred to as selecting a leaf rather than a branch. The background process would hang without notice, so now we explain the problem in a message box and exit politely. To process a single collection, you must also select a parent collection. You can deselect all the other collections on the same level if they are also checked. Familiarize yourself with the controls for including or excluding checking of subcollections.

Criteria First, Inc. is a value-added reseller for ABBYY, Xerox DocuShare, FabSoft, and various other manufacturers.
We're located in Carrollton Texas and can be reached at 972-492-4428 or sales@criteriafirst.com

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