Category Archives for "Kofax"

Document Scanning and Some Best Practices

There are a number of variables to consider before determining the document capture best practices for an organization. The first question I would ask is: Is this a departmental/workgroup or enterprise scanning solution? The second question I would ask is:  Is this an intelligent capture solution? The definition of ‘intelligent capture’ I use is: the ability to automatically separate and extract data from documents. Those variables should always be in the forefront of your mind when designing the capture solution. Setting those variables aside, let’s think about why we are even scanning in the first place. The goal of any capture solution should be to save money, where that money is saved varies from organization to organization but the goal is the same. Scanning documents has a cost inherently associated with it; the goal of any solution design should be to walk that line between the cost associated with input and the savings associated with retrieval/Business Process and come up on the winning side. There are many things that could be considered a blanket ‘best practice’ techniques for document capture but I believe the end goal (where you see the savings) determines the priority of those best practices.Continue reading

The Simple Act of Document Scanning – It’s Not So Simple…

Many people think that scanning documents only requires putting it in the feeder tray and pressing “scan”, but there are many steps that need to be followed when scanning documents into your Document Management System.  Documents come in many shapes, thickness, sizes, and conditions, so the first step is to properly prepare the documents for scanning.  “Document prep” is a highly important step before scanning, this assists in achieving the rated speed of the scanner and to avoid damage to its components.  This includes removing staples, paperclips, or any metal fasteners that might be attached to the documents so that you do not cause damage as the paper is fed through the scanner.  You also want to remove any post-it notes or small receipts and attach to a regular size piece of paper to avoid miss-feeding or jamming.  Any crumpled or folded document will need to be flattened out so they feed correctly through the scanner.  This seems a time consuming first step but it actually makes the scanning process more streamlined and efficient.

Once your documents are properly prepped, it is time to scan them.   Often scanner operators will use separator pages to separate the batches of documents, to index the batches together correctly.  This saves time with data input on the operator’s side.  Scanning software functionality such as Kofax VRS, allows the operator to either manually alter the document to improve quality, or set up settings automatically to do this and speed up the quality assurance (checking the image) process.  Once the batch of documents is scanned, Capture Software such as ILINX Capture or Kofax Capture allows the operator will use specific index fields to associate metadata with the documents. These metadata fields will accompany the image once released into repository software so that the document can be searched for and found in the future.

If done correctly, scanning documents can be an efficient business process that will save your company time and money….it is as simple as that!  For a demonstration of document scanning (even bring your own documents), attend Nexus.  Call Inside Sales at 360-943-9273 and mention this blog for a registration discount!

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Andrea Latham, CDIA+

Inside Sales

ImageSource, Inc.

Phone 360.943.9273

www.imagesourceinc.com

 

Kofax KTM is a Powerhouse Product

Kofax Transformation Module is one very powerful product once you learn some of its secrets.  In this installment I plan to show you two of KTM’s abilities to modify the out of the box functions, Validation Design and Scripting.

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The scripting language and class object models of KTM allow you to modify how Extraction works and also how Validation works.  In the case of extraction, out of the box KTM does not recognize negative amounts as in the case of a Credit Memo.  In order to allow KTM to recognize negative amounts requires the use of a script function.  This script is listed in the HELP documentation and is simple to add.  It performs the original function of validating that what was extracted from the invoice is indeed an amount and it also validates the amount if the negative sign is present.  Another example is during extraction, an amount is not considered valid if it consists of just a decimal point followed by 2 digits, such as “.75”.  A lot of invoices are printed in just such a fashion if the amounts are only cents and no dollars are involved.  A script of only one or two lines of code is then used to force KTM to recognize the value by adding a zero in front of the decimal point to form the amount of “0.75”.  In this manner scripts can be used to add additional validation of the extracted values and to modify the extracted values if necessary.  This also applies to field values that are not extracted as we will see in the discussion of Validation.Continue reading

Kofax moves to a pay-per-incident (PPI) system. What are your options?

As of August 3, 2009, worldwide technical support via telephone for all versions of Kofax’s VRS has been convert to a pay-per-incident (PPI) system.  Fujitsu offers a toll-free technical assistance support line for all Fujitsu scanners and software during the warranty period.  The scanner warranty includes phone support for Kofax VRS products provided with the purchase of Fujitsu Scanners.  Contact ImageSource for Fujitsu Scanners with VRS and post sales support.

Leigh Woody
Program Manager

Oracle IPM Workflow Software: Overuse of Custom Forms

With a product such as Oracle IPM software the temptation arises to develop a new front end to feed an existing software solution the client may have in place. The IPM product has a GUI which allows easy rule based routing, e-mail notification, trigger events and others with no programming skill required. The solution does allow for considerable development to take place as well, which is where the temptation to over develop can occur.

The workflow is powerful in aiding the processing of incoming content, be it Web based forms submitted or scanned documents, and it provides the tools to facilitate data entry.  Its ability to create custom forms allows for data entry to occur solely within the IPM platform. Care should be exercised though, since it should never be the goal to simply substitute an existing data entry method with a new face. This leads usually to excessive coding of the workflow form in trying to mimic all the functions and rules of the existing product, creating a bond between the two products which will require more effort in the future when the platforms undergo upgrades.

In many instances the workflow will be at its best when it is used as a simple delivery mechanism for the content, this will give the organization the advantages of an electronic workflow and minimize if not eliminate the need for custom coding. In other instances there is a happy medium; usually this is when a separate mechanism such as Kofax KTM has been used to extract data or if the input mechanism is a web form where the data has been captured already. In these instances a Workflow form and a script event which subsequently uploads the data after review can be extremely efficient; again the caution needs to be made to not try to recreate an already existing program

The delineation between how much custom code is enough and how much custom code is too much can be tough to ascertain, but with experience and some common sense evaluation on how much gain is really being realized for the end users experience in processing a balance should be obtainable, cutting development costs and time to implement for your solutions.

Jeff Doyle
Sr. Systems Engineer
ImageSource, Inc.