Solutions for managing knowledge in content & print

October 2014 issue

DocuShare Guest Contributions
 
Web Forms vs E-Forms Overview
 
FlexiCapture Invoice Accelerator Video
 
DocuShare Search Tips
 
Our Scanner Comparisons
 
 

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Xerox DocuMate 4760

Xerox DocuMate 4760

The DocuMate 4760 is fast (60/120 ipm) and has a capacious ADF (150 pages) for light production work. The duty cycle is rated at 5000 pages per day. This would be great for processing invoices and orders for a medium sized company.  Includes One-Touch scanning to DocuShare and SharePoint.

 

For more scanners at deeply discounted prices with the information you need to know and a great scanner comparison page, visit our store at CriteriaFirstWare

Key information for users and decision makers regarding

Xerox DocuShare and ABBYY recognition products.


How DocuShare Guests Can Contribute Content

There are two ways to allow people without a DocuShare RWM CAL to contribute content to DocuShare: the Email Agent and E-Forms.

Email Agent
This is a terrific way to file email and attached documents with minimal effort.  Rather than go to DocuShare's Outlook integration and diving through your server's collection hierarchy to drag the document where it belongs, give commonly used collections an Email Alias and send the email to that collection.  We have a Correspondence collection for our customers and prospects that we name after them.  If our customer's name is Ace Hardware, I'd give the Correspondence collection an alias of "Ace" or "AceHardware" if the first option wasn't specific enough. I like to write "Email alias: Ace" in the summary line of the collection so that I can remember and others can easily see how to address their mail. Then I'd use the Email Agent's email address to send the mail there by placing "ea@criteriafirst.com" in the To:, cc:, or bcc line and adding "<To: Ace>" to the end of the subject line. The alias isn't case sensitive.  Assuming the Email Agent is set up, your email will soon appear in the collection and you're done filing.  Any attachments will be included.  If you only want to file the attachment you can add this to the end of the subject line, "<upload: ace>".  Using angle brackets makes your comments invisible as they display in your collection.  If you want the To or Upload verbiage to show, substitute the angle brackets with some other characters.

I have a brief overview of how to use the Email Agent here in the Xerox DocuShare information collection.

Be careful to not publicly publish your DocuShare Email Agent address as it would allow anyone to upload anything to your DocuShare server.  Disclose this to your trusted customers and partners and assign an alias to the collection you want them to contribute to. You can also just provide them with the collection handle to use, such as "<To: Collection-1357>".  Set a subscription notification for those responsible for monitoring such collections for input so they can receive an email notice right away with links to the email or document.

E-Forms
Another way to let people add content with even more versatility is to use an e-form. This has the advantage of letting you add fields to gather information about the document(s) being submitted. This information can trigger a workflow process within your customer service group, write the information to a file and/or database, and store the document appropriately. You can use information they key in (constrained by rules that assure they enter the right kind of data) to file the document by account name, by year (from the form or the current year), by product to a well-ordered set of collections. If you have a process that needs to operate on the uploaded document(s) then you can use Content Rules to perform some additional actions and implement external systems/programs/scripts or document routing for further conformance to your processes. This can all be combined into fairly complex workflow processes that make your business run more effectively.

Web Forms vs E-Forms

Web forms are in common use today on many websites and provide a means to register users, look up people and products, and submit information to databases. They are invaluable to many websites. Electronic forms or E-Forms also perform these features but add the ability to trigger workflow processes that can be designed by casual, yet competent, trusted users as well as administrators with technical backgrounds. Typical workflows include asking several people to approve/disapprove or comment on input or attachments one after another or together as a group. Escalation processes may be involved to nag people to respond when an idea or request has been ignored or delayed for a period of time - hours or days. Electronic signatures may be required by two or more people. Once these and other functions are fulfilled, data is written to one or more files or databases and a digital copy of the form may be archived in your document management system for a predetermined period of time for reference or compliance.

There are places and purposes for both web forms and E-Forms and an organization driven by processes needs both toolsets. E-Forms can be an important component of business process management (BPM) applications or a module for a document management system. The latter has the advantage of having a reliable bridge between the BPM or workflow engine and the document management system. The former has the advantage of possibly working with multiple systems, so it could work with your CRM, ERP, and DMS all at once. Still, if you prefer to tie your CRM and ERP to your DMS it makes little difference.

Businesses are focused on BPM today to speed processes and ensure that the "ball isn't dropped" with no one noticing. If your web forms result in complicated and tedious efforts to trigger downstream processes, you are likely a good candidate for E-Forms. We have an independent solution for you and DocuShare has a very cost-effective offering worth looking into. You'll want to consider whether the product's ability meets your intended processes and then look at the pricing structure. Many products in this space are licensed according to your use, so the more you use it - the more it costs. We're very open about discussing licensing costs, so call if you're looking to harden and streamline your processes.

ABBYY FlexiCapture Invoice Accelerator Video

Recent studies indicate 86% of invoices still arrive as paper or PDFs attached to email.
Automate and simplify invoice capture to save time and deliver high-quality data to ERP systems.

I realize you can't take a full hour to learn enough about a technical product just to see if it's applicable to your processes. This video is under 4 minutes and will show you whether FlexiCapture could benefit your invoice processing operation. When you're ready for a more in-depth overview, call us.  View the FlexiCapture Invoice Accelerator video here.

DocuShare Search Tips

As the underlying Autonomy search engine has evolved over the years, DocuShare's search syntax has changed with it. DocuShare has strong and reliable search capability. Everyone who uses DocuShare is familiar with the simple search box at the top of the page. Not everyone has clicked on the upside-down triangle to the left of it for an intermediate set of search criteria, but you should definitely explore that. Some use the Advanced Search feature set and find it quite versatile while others are initially overwhelmed by the apparent complexity of the page. If you're looking for something very specific and don't want to see a lot of extra search hits, use advanced search. If your administrator hasn't set up Quick Search on your DocuShare 6.6.1 site, ask them about it. You can set up custom search interfaces for Documents vs Invoices vs Orders vs Credit Applications vs Purchase Requests vs Legal vs whatever so that you use relevant fields and your search results display with useful information. It's very powerful and it's free. You should be using it!

Here are some tips for searching words and phrases. You are likely already aware of DocuShare's support for word stemming in while you can search for a word and see it's many variations. Searching for "observe." (note the period at the end) turns off root stemming and finds only "observe" whereas searching for "observe" will use root stemming and including all variations of observe including observation, observing, observatory, observational, and so on.

If you want to find documents with two words contained within them, such as "document management" you can enter "document+and+management" and it will yields results regardless of the proximity of the two words to one another. Searching for "document management" will yield only those documents with that specific phrase. If you search for "document+or+management" you'll find documents with at least one of those words.

Scanner comparisons

There are a few sites that do a good job comparing products while most just throw unintelligible verbiage at you. We'd made an effort to ensure that our site nets out key information that you'd use to decide between similar scanners. You'll want to see the price, speed, capacity, paper sizes supported, options, bundled software, warranty, and tech specs. I believe our site has the best comparison page you'll find anywhere. Here's a sample page for you.

Desktop Scanners Comparison


If you'd like to know more about using Xerox DocuShare in a cloud environment and costs associated with it, inquire about our DocuShare hosting services. info@criteriafirst.com


You'll find details on more document management products in our online store at: http://www.CriteriaFirstWare.com

Criteria First, Inc. is a value-added reseller for ABBYY, Xerox DocuShare, and other manufacturers.  We're located at 3303 Greenglen Circle in Carrollton Texas 75007 and can be reached at 972-492-4428 or sales@criteriafirst.com

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