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    Intelligent Document Capture with Ephesoft
    Intelligent Document Capture with Ephesoft
    Intelligent Document Capture with Ephesoft
    Ebook331 pages1 hour

    Intelligent Document Capture with Ephesoft

    By Pat Myers, Ike Kavas, Clifford Laurin and Michael Müller

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    About this ebook

    Written in easy to follow manner, this book is a complete guide to Document capture with Ephesoft,This book is intended for information technology professionals interested in installing and configuring Ephesoft for their organization, but it is a valuable resource for anyone interested in learning about document capture in general.
    LanguageEnglish
    PublisherPackt Publishing
    Release dateSep 18, 2012
    ISBN9781849693738
    Intelligent Document Capture with Ephesoft
    Author

    Pat Myers

    Pat Myers is the executive vice president and a cofounder of Zia Consulting, a content-centric solutions firm. Zia is a platinum Ephesoft and Alfresco partner that provides solutions from paper to mobile. Zia was the Ephesoft Partner of the Year in 2012, 2013, and 2014. Pat has over 14 years of Enterprise Content Management (ECM) experience and 18 years of experience in professional services and application development. Pat and Ike Kavas developed the first official Ephesoft training, and Pat is the coauthor of Intelligent Document Capture with Ephesoft, First Edition.

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      Book preview

      Intelligent Document Capture with Ephesoft - Pat Myers

      Table of Contents

      Intelligent Document Capture with Ephesoft

      Credits

      Foreword

      About the Authors

      About the Reviewers

      www.PacktPub.com

      Support files, eBooks, discount offers and more

      Why Subscribe?

      Free Access for Packt account holders

      Preface

      What this book covers

      What you need for this book

      Who this book is for

      Conventions

      Reader feedback

      Customer support

      Errata

      Piracy

      Questions

      1. Introduction

      Overview

      History of document capture

      Elements of document capture projects

      The destination of the documents

      The location of the documents and systems

      The type of documents to be processed

      Inside a capture system

      Import methods

      Classification methods

      Extraction methods

      Export methods

      What sets document capture apart from the other ECM tools?

      Summary

      2. A Quick Tour of Ephesoft

      The administrative user interface

      Batch Class Management

      Batch Instance Management

      Workflow Management

      Folder Management

      Reports

      Operator user interface

      Batch List

      Batch Detail

      Web Scanner

      Upload Batch

      File system

      Summary

      3. Creating a Batch Class

      Copying an existing batch class

      Creating new document types

      System training for classification and separation

      Creating fields

      Basic Key/Value extraction

      Regular expression listing

      Export

      Copy Batch XML

      Summary

      4. Processing a Batch

      Starting a batch

      Document review

      Document validation

      Summary

      5. Core Ephesoft Features

      Classification

      Classification types

      Search

      Image

      Barcodes

      Automatic

      Confidence

      Search classification

      Barcode classification

      Image classification

      Automatic classification

      Programmatic classification

      Multiple layouts for a single document type

      Advanced KV extraction

      Fuzzy DB

      Using the Web Scanner

      Uploading batches

      Export

      CMIS Export

      Establish a content model in your CMS

      Configure Ephesoft CMIS Export

      Configure the CMIS Export plugin

      Document type and property mapping

      Global CMIS configuration

      Database Export

      Other export plugins

      Configuration management of batch classes

      Summary

      6. Ephesoft Extended Features

      Other classification methods

      Barcode classification

      Image classification

      RecoStar extraction

      Create a RecoStar project

      Configure the RecoStar project

      Configure Ephesoft to use the RecoStar project

      Table extraction

      Scripting

      Workflow scripts

      Triggering scripts when a field is edited

      Triggering scripts from a function key

      External application integration

      Configuring external application references

      External application context

      Security tickets

      Returning document metadata to Ephesoft

      Signalling dialog close and save events

      Custom workflow

      Adding a plugin to Ephesoft

      Customizing batch class workflows

      Writing a custom plugin

      Grid computing

      Automatic learning

      Summary

      7. Tips

      Troubleshooting

      Logging

      Monitoring batch progress

      Examining the batch file

      Restarting the batch

      No blank forms for training

      Setting up Active Directory

      Directory server overview

      LDAP

      Ephesoft LDAP connector configuration

      Ephesoft directory server service account

      Ephesoft directory server groups

      Ephesoft LDAP configuration files

      dcma.xml

      user-connectivity.xml

      web.xml

      Troubleshooting

      Setting up e-mail processing

      Summary

      A. Reference

      Glossary

      Common regular expressions

      Commonly modified Ephesoft settings

      dcma-workflow.properties

      dcma-batch.properties

      dcma-cmis.properties

      Index

      Intelligent Document Capture with Ephesoft

      Intelligent Document Capture with Ephesoft

      Copyright © 2012 Packt Publishing

      All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.

      Every effort has been made in the preparation of this book to ensure the accuracy of the information presented. However, the information contained in this book is sold without warranty, either express or implied. Neither the authors, nor Packt Publishing, and its dealers and distributors will be held liable for any damages caused or alleged to be caused directly or indirectly by this book.

      Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.

      First published: September 2012

      Production Reference: 1060912

      Published by Packt Publishing Ltd.

      Livery Place

      35 Livery Street

      Birmingham B3 2PB, UK.

      ISBN 978-1-84969-372-1

      www.packtpub.com

      Cover Image by iStockPhoto

      Credits

      Authors

      Pat Myers

      Ike Kavas

      Michael Muller

      Clifford Laurin

      Reviewers

      Eric Harper

      Megan Hoffman

      Anita L. Feeley

      Alicia Libucha

      Acquisition Editor

      Mary Jasmine Nadar

      Lead Technical Editor

      Mary Jasmine Nadar

      Technical Editor

      Jalasha D'costa

      Project Coordinator

      Sai Gamare

      Proofreader

      Maria Gould

      Indexer

      Hemangini Bari

      Graphics

      Aditi Gajjar

      Production Coordinator

      Shantanu Zagade

      Cover Work

      Shantanu Zagade

      Foreword

      In my recent e-book #OccupyIT: A Technology Manifesto for the Cloud, Mobile, and Social Era (http://www.aiim.org/occupyIT), I talk about the revolutionary changes that are impacting how we make enterprise technology decisions.

      On the one hand, we have the business, awed and impressed by the changes and speed of implementation in the consumer technology space (think Facebook, Google, Twitter), asking their IT departments why enterprise technology has to be so old fashioned, why implementation needs to take so long, and why enterprise technology has to be so darn expensive.

      On the other hand, we have IT, struggling to maintain order amidst the chaos, and struggling with expectations from the business that are escalating exponentially. IT spending by IT is flat, while IT spending by the business is increasing significantly. Clearly the traditional world of enterprise IT is changing.

      In many ways, the cloud and open source revolutions are two sides of the same coin. They stem from the desire to buy technology by the glass, to buy technology in which the release cycles are frequent and manageable rather than long and frightening, and you can try before you buy (and especially before you scale!).

      According to a recent global CIO survey, 60 percent of organizations are ready to embrace cloud computing over the next five years as a means of growing their businesses and achieving a competitive advantage. The figure is nearly twice the number of CIOs who said they would utilize the cloud in the previous study.

      The impact of the cloud and open source, though, will be massive beyond the immediate revenues that will be classified in industry studies as cloud and open source because they fundamentally change the way we look at IT services, how we pay for these services within our organization (capital spending versus operating), and how we view upgrade paths (and who is responsible for these upgrades). Organizations that do not incorporate rapid and flexible implementation and adoption models into their thinking do so at their own peril.

      This frame of flexibility and rapid deployment is how we need to think about an aspect of the content management industry that has been with us for a long time; capture.

      No matter how elegant the frontend, Systems of Engagement (for a white paper on this, see http://aiim.org/futurehistory) cannot operate in an environment in which the processes that support and complement these Systems of Engagement are engulfed by paper and inefficiency. The reality is that most organizations exist in a hybrid environment in which process information may come from paper documents, paper forms, web forms, faxes, telephony, e-mails, SMS, mobile, and social.

      Automated capture of information as early as possible in the business process and as close to the point of origination produces cleaner data, resulting in higher quality information, less exception handling, and better process management. The more important the process is to a business, the greater the impact such improvements will have. Once paper-based information moves into the digital realm it can be used to enrich social and mobile applications. In paper form, that information might as well not exist since no one can get to it without great effort.

      The reality that exists in most organizations suggests that although capture and its associated technologies are mature technologies, the market and the scale of implementation is anything but.

      According to a recent AIIM study (Automating Financial Processes: User Feedback on the Real ROI), the average cost to process a paper invoice is still more than $9. Overall, 52 percent of organizations surveyed have yet to adopt any automated AP systems. One third of organizations receiving more than 25,000 invoices per month are still using paper-based processes.

      These findings were reaffirmed in a follow-up AIIM survey (Process Revolution: Moving Your Business from Paper to PC to Tablet). A third of small and mid-sized companies and 22 percent of the largest have yet to adopt any paper-free processes. Only 20 percent of organizations of any size proactively evaluate all processes for driving out paper. The percentage of processes that could be paper free is actually only 14 percent. Seventy-seven percent of invoices that arrive as PDF attachments get printed. Thirty-one percent of faxed invoices get printed and scanned back in.

      I could go on and on. Perhaps the most astonishing thing about all of this is how compelling the ROI actually is for scanning and capture – once people can be convinced to make the jump.

      Per Process Revolution, on average respondents using scanning and capture consider that it improves the speed of response to customers, suppliers, citizens, or staff by six times or more. Seventy percent estimate an improvement of at least three times, and nearly a third (29 percent) sees an improvement of 10 times or more. Forty-two percent of users have achieved a payback period of 12 months or less from their scanning and capture investments. Fifty-seven percent are posting a payback of 18 months or less.

      So the opportunity is there. I am convinced we can all do a better job of educating decision-makers about new cloud and open source models for delivering capture and content management technologies. I am also convinced that we can all do a better job of educating decision-makers about the benefits of capture and how to implement capture systems quickly and effectively. Hence, my great pleasure in writing the foreword to this book.

      John Mancini,

      Author, Speaker, and President of AIIM

      About the Authors

      Pat Myers is the Executive Vice President and a co-founder of Zia Consulting, a content centric solutions firm. Zia is a platinum Ephesoft and Alfresco partner that provides solutions from paper to mobile. Pat has over 10 years of Enterprise Content Management experience and 15 years of professional services and application development experience. Pat and Ike developed the official Ephesoft training.

      I would like to thank my wife Margaret for giving me unconditional love and encouragement in everything I do, my daughter Zoe for making me remember what is important in life, and my God for giving me so many opportunities. Additionally, I would like to thank my extended family and friends for making my life so enjoyable. I would also like to thank my Zia family for making me want to go to work every day and achieve greatness.

      Ike Kavas has more than 12 years of solid experience in document imaging, document management, workflow, and systems. Mr. Kavas is the founder and the Chief Technology Officer at

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