It seems like RPA, or Robotic Process Automation, is all the rage in innovation circles, but ultimately its true benefit is defined by its ability to add value to your company. But how does RPA benefit you? And at what cost?
As leaders in business process automation since 1994, we would love to share insight on Robotic Process Automation.
While seemingly a buzzword, RPA adds value to your organization by automating processes typically performed by employees, while increasing accuracy and minimizing processing time. This is not only possible for one application or process, but can span multiple applications as necessary, including desktop apps, email, Excel, terminal emulators, databases, and more.
There is measurable value to be gained through the addition of Robotic Process Automation systems. To start, it is estimated that 30% of current technology jobs will be replaced with Robotic Process Automation systems by the year 2025 (whatisrpa.com 2017). This means that your organization is currently spending time and money to complete processes and tasks that can and will be replaced in the near future. The bigger picture is that these processes aren’t just replaced by RPA, but they are actually improved and streamlined.
RPA implementation has many benefits beyond just automation. It delivers increased accuracy, leading to up to a 40% reduction in time spent and saves 30% of the typical costs associated with completing processes (whatisrpa.com). These robots also work 24 hours a day with no breaks, freeing up your workforce to direct their efforts elsewhere.
Now, this all sounds great for business, but how difficult is the implementation of Robotic Process Automation?
To start, ILINX automation tools have a small learning curve and a very intuitive user interface. In addition, choosing to implement ILINX, which provides a robust and customizable RPA system, means you have the ImageSource team to aid you in the deployment of your Robotic Process Automation system to ensure that you and your robotics implementation are successful.
So, if you want to be on the cutting edge of innovation while saving your organization time and money, visit ImageSource.com or ILINX.com today.
Jack Weakly, Marketing
The staff of the WSDOT Access & Hearing office approached the ECM team to discuss a possible solution for a paper based process they had where external customers would submit documents to them requesting access to WSDOT property. The Access & Hearing staff needed a way to control and track these requests and the paper process was just not able to meet their needs any longer. The ECM engineers met with the business to go over their specifications and discuss possible solutions for the Access & Hearing office.
Utilizing a blended ILINX Capture, ILINX Content Store, and the WSDOT ECM Portal, a solution was provided that not only meets their immediate needs but also allows them to comply with future requirements such as audit, public disclosure, and retention management requirements.
In this solution, users from various offices throughout WSDOT will be able to submit their documents using the drag-and-drop features of the ILINX Capture client. Once documents are submitted an email is sent to the Access & Hearing office, notifying them of the submission.
From there the Access & Hearing staff will index the documents and forward them to the staff responsible for reviewing and providing the Approval or Denial of the request.
Once final determination is made the workflow will provide notification to the office requesting the access and also release the documents where they will then be available to WSDOT staff and trusted partners.
One of the additional challenges for this solution arises when the request for Access relates to a project that does not yet exist. The Access & Hearing administrators needed a way to create the necessary project related information. For this a simple administration panel was built in the WSDOT ECM Portal.
This panel will keep track of all current and previous projects that have been submitted to the Access & Hearing office. The data created with this project is used as a lookup in the ILINX Capture process to ensure the documents are associated with the correct project.
After the documents have been indexed, and stored in ILINX Content Store, the requestor will receive a notification email indicating that the document is available in the ECM system, this email will include a link to retrieve the documents from ILINX Content Store. Users can also search for documents via an ILINX Content Store saved search exposed through the ECM Portal.
So in the end, the ILINX solution provides the ability for the Access & Hearing staff to eliminate their paper based process and at the same time gives them the ability to quickly store their documents in a manner that meets both the immediate needs as well as other regulatory requirements such as Auditing, Retention Management and Public Disclosure.
The initial phase of this project was implemented rapidly. It included the requirements gathering, prototype build, review and approval of prototype, build of solution in Quality Assurance environment, QA testing, several iterations of change, a move to the Production the Environment, and finally Production testing. The time spent by IT on this project was just over 80 hours. Now that the business has their initial process in place we can rapidly expand their capabilities.
Recently, I had the opportunity to configure a system in network load balanced configuration for ILINX Content Store and ILINX Capture systems. There was a separate virtual IP address (VIP) for each service (ILINX Content Store and ILINX Capture) and two servers assigned to each VIP. Additional modules, ILINX Capture Format Converter and ILINX Release, resided on the capture servers.
The exact nature of the configuration is not critical for this discussion. What we want to focus on is how easy it is to configure SSL offload in this sort of scenario. SSL offload is a configuration—typically involving a load balancer—where HTTPS (SSL/TLS) communication is terminated at the network device and the network device forwards the communication as HTTP. There are both performance and security benefits for this configuration.
So how do ILINX Content Store, ILINX Capture and associated modules handle this? We will focus on ILINX Content Store first, where there are two main components to the application: the server-side component in the WCF folder and the client-side component in the WebClient folder. The configuration is easy; leave the server-side components in regular HTTP mode and configure the client-side as HTTPS—that’s it. For normal HTTPS (SSL/TLS) configuration, you would follow the instructions for both server and client to communicate in HTTPS. For SSL offload, configure just the client for HTTPS.
ILINX Capture is configured exactly the same as its counterpart. There is one caveat though: there are client bindings in the server-side WCF/web.config for additional modules (ConvertBatchBinding, ReleaseBatchBinding and RecognitionBinding). Those need to have the <security mode=”Transport” /> tag added so that the workflow engine knows to communicate in HTTPS from the IXM’s that utilize those services if those IXM modules are used.
The additional modules—ILINX Format Converter and ILINX Release—do not need to be modified in any way. They do not include client components and remain in OOB HTTP configuration.
As always, if you have questions, get a hold of our support team and they can point you in the right direction.
Washington State Department of Transportation (WSDOT) has a lot of processes where transaction documents are created in a system, printed, processed then scanned into the Enterprise Content Management (ECM) system for search and Retention Management. In addition to these documents, there are summary reports that are produced, and in the old days these reports were manually verified to confirm that each transaction document referenced was actually processed and captured in the ECM. Sometimes it would take several days or even weeks for the various geographically dispersed offices of the agency to get the paper documents processed and scanned, so the manual matching process had to be repeated on a daily basis until all documents were present. With the implementation of the new ILINX Capture system this process is now completely automated, only requiring human intervention if documents fail to show up after a designated grace period. Here are some screen shots and explanations of how it all works for the newest implementation, Payment Vouchers.
The ILINX Capture Workflow
The Register Subflow is where the matching process takes place. This process uses two custom Server Extension ILINX Extension Modules (IXM). The first Server Extension (Parse RAM 0051) takes the Summary Report and parses it into individual rows in a Line Item table. Each line is a reference to one or more documents that require matching. The second Server Extension (RAM Auto Match) reads through the entries in the Line Item table and conducts a search for documents that match the Line Item reference. When documents are found they are updated indicating the Line Item that they match and then the Line Item itself is updated to indicate it has been matched to the documents. After the Auto-Matching is attempted the workflow checks to see if all the Line Items were matched or if the prescribed number of cycles has been attempted. Based on these checks the Register batch will either go into the Pending Match Cycle queue, the Warrant Manual Match queue, or Complete the subflow.
Here is what the actual summary report looks like: As you can see it could be pretty tedious to sit and manually match each of these lines to the documents they represent in the system.
Should a manual review be necessary, a Workflow Form is used. On this form, workflow fields are shown that keep track of how many documents are referenced in each summary report. At a quick glance, the user can see how many documents have been matched, how many are missing and the number of times the workflow has attempted to do the matching process.
The table on the left side of the form shows the documents that have been previously matched, indicated by the padlock icon, and the remaining documents that are available for matching. The table on the right shows all of the documents that are referenced in the report. If manual matching is desired, the user simply selects a document in the left table, not already matched, and presses the Match button on the corresponding line on the right table.
WSDOT has now automated the process of matching several business areas including Payment Vouchers, Journal Vouchers and Cash Receipts. Once documents are matched, the properties on the documents can be used creating a cross reference to the summary report. Also, using the Full Text capabilities of ILINX Content Store, users are now able to research both the summary report information and their corresponding documents without having to return to the source system. In this case, the source system is a mainframe application so the users are really loving that little side benefit.
If you are interested in more details of how these processes work, please contact ImageSource.
Richard Norrell is a Senior ECM Systems Engineer at Washington State Department of Transportation in Olympia, WA. He was instrumental in helping them move from Oracle IPM and Kofax to ILINX technologies for migration, capture, workflow, repository, retention management and COLD processing.
There has recently been a lot of chatter in our industry about machine, and I want to share a few thoughts about how ImageSource’s ILINX Advanced Capture 8.5 platform tackles this topic. Our approach is to deploy a neural network-based document processing model that does not rely on templates. Our machine-learning platform supports custom-developed content classification projects with much faster turnaround than traditional rules-based models. The result is significantly faster time-to-production with more reliable and accurate results for our customer partners. ILINX machine learning offers:
Our solutions leverage machine learning to create pre-built form classification algorithms in the lab, which provides a more-flexible and efficient way to develop new document processes.
For the sake of this article, I’d like to focus on the goals of almost every AP automation project:
For the initial document discovery, a technique called “clustering” can be used to automate the logical grouping of like documents. Clustering, in this example, refers to different categories of like invoices, checks, receipts and remittances. Documents can be organized automatically. Invoices from one vendor can be grouped together, such as receipts to travel documents. The result is a set of documents grouped by likeness that can then be further evaluated.
Next, each cluster, if part of a required document, can be given a document type (or class). The training set can then be imported into the machine learning ILINX solution designed to automatically identify key characteristics of each document type (often called “feature extraction”). This trains the neural network for each document type. When performance is not ideal for a specific class, the customer can add those misclassified or unclassified documents to the class sample set to “re-train” the neural network.
Data extraction is simplified by taking sample invoices that have been processed, along with the data required for each document. Together, these automatically train the software to locate the matching data and derive positional algorithms for each data field. The software uses the processed data for each page and locates the corresponding data on every document. The solution will do this for each sample and then automatically create algorithms based upon exact location, changes in placement across each example and relative position to other data, among other elements. The knowledge worker simply examines the results.
The technology used to configure the system also makes real-time adjustments. Complicated projects that typically would take weeks, if not months, are significantly reduced. Machine learning technology streamlines the manual processes used in production and helps reduce overall labor costs.
This effort can be applied to automate both paper-based and electronic document-based processes in a single workflow.
by Terry Sutherland, CEO, ImageSource
If you would like to learn more about how ILINX machine learning can automate your business please contact us at email@example.com or