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Table of Contents
The Flow ... 3
1. Review of SmartSearch Architecture ... 3
2. Review of Smart Client Interface ... 3
3. Capture ... 3 4. Index ... 3 5. Search ... 3 6. Edit ... 4 7. Workflow ... 4 The Demo ... 5 Smart Capture ... 5
Drag ‘n Drop Capture ... 6
Drag ‘n Drop Email ... 7
File XChange ... 7
“Save As” from Any Application ... 8
Capture Workflow ... 9
Document Indexing ... 11
Document Search ... 15
Document Launch ... 22
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The Flow
1.
Review of SmartSearch Architecture
a. Service Oriented Architecture (SOA) application leveraging Microsoft .Net 3.5 performance framework
b. Designed for distributed and disparate network architectures c. Windows and SQL Server based
d. Designed to work with most any capture device including ALL MFP’s using patent pending Capture Workflow module
e. Concurrent licensing
f. Fully Active Directory integrated g. Audit trail for compliance
h. Open architecture – no wrappers or proprietary formats. Document always saved in their native format.
i. Web client optional
j. Affordable, low cost of ownership
k. Developed by industry and business process experts
2.
Review of Smart Client Interface
a. Hybrid client software – not web based but not thick and clunky. Balanced approach to thin client and client/server platforms
b. Can be rolled out to clients via Microsoft SMS, login script of manually c. No administrative permissions necessary to install SmartSearch client
d. No need to upgrade clients - Client will upgrade itself when upgrades are applied to the SmartSearch server
e. Client leveraging web services to communicate with the SmartSearch server – ideal for scaling in large distributed environments
3.
Capture
a. SmartCapture b. Drag ‘n Drop
c. File Save As from Word d. Capture Workflow (optional)
4.
Index
a. Index PO from SmartCapture using Key Free
i. Show ability to reorder, delete, copy, cut, and paste pages ii. Show ability to insert from file, inbox and scan
b. Index Packing Slip via manual entry of PO number and Data XChange c. Index Invoice using Key Free
i. Explain uses of custom Views
5.
Search
a. Correspondence Keyword Search – content search “print”, “test document” b. Accounts Payable 3 Way Match – return the PO, packing list and invoice
i. Show ability to sort by clicking column header, drag columns and results paging
4 | P a g e ii. Show ability to Output documents – Print, Print Selection, Fax, Email, Email
with File Name and Launch
6.
Edit
a. Demonstrate Annotations on the AP 3 Way Match results
b. Launch an existing Word document from the Correspondence Archive – make changes and save back into the existing document
c. Show Document History of launched document
d. Show ability to Merge, Move, Delete, Export, Email, Render to PDF and Export data to Excel
7.
Workflow
a. Open Outlook email generated from SmartSearch Document Workflow notifying first authorizer to take action
b. Use Image XChange “Pending Invoices” profile to Control + Right Click the PO Number c. Use Sign Annotation to digitally sign and burn John Smith signature into the Invoice d. First authorizer John Smith approves the Invoice by Selecting the “Approve Invoice”
button
e. Switch Image XChange profile to “Escalated Invoices”
f. Open Quick Books PDF and Control + Right Click the PO Number
g. Use Sign Annotation to digitally sign and burn Brent Wesler signature into the Invoice h. Second authorizer Brent Wesler approves the Invoice by selecting the “Secondary
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The Demo
Most demonstrations start with an explanation of the SmartSearch architecture, including some fancy acronyms and then a capture, query, edit and output demo. Depending on your audience and hardware, feel free to modify certain attributes of the following demo script.
We will start with capture of documents first from the Smart Capture TWAIN based scan interface. If you do not have a scanner handy, skip to the Drag ‘n Drop sample files.
Smart Capture
1. Start Smart Capture from desktop icon. Smart Capture will work with any TWAIN based scan appliance.
2. Select the “Scan Purchase Order” from the Destination ribbon control. This will load all fields associated with the Accounts Payable\Purchase Order Archive.
3. Place document in scanner and select the “Scan Page”. Scan additional pages by selecting “Add Page”. Note: Do not select “Scan Page” as that will replace the page you just scanned.
4. Right click the thumbnails and select Insert File, browse to your sample images and select the Atalasoft po2.pdf
5. Demonstrate the ability to reorder pages, cut, copy, delete, paste and insert pages by right clicking the thumbnails on left. Note: Make sure to have the clean, imported PO PDF as the first page (as the scanned image typically doesn’t Key Free well)
6. Now let’s index the document by selecting the “Viewer” tab, then “Key Free” button which performs a full page OCR on all pages of the document and allows the user to hover over any word or phrase in the image to populate the index field on the right. SmartSearch
6 | P a g e 7. Select the “Save File” button. The Capture Workflow will now monitor the assigned hot folder
directory, apply server-side image processing and release into the appropriate Archive. Note: It will take up to 1 minute before the PO has been executed by the Capture Workflow engine. If documents are not importing, ensure the “SSImp Engine” Windows Service is running.
Drag ‘n Drop Capture
1. If a scan device is not available, the basic means for demo capture is the drag ‘n drop of the Atalasoft invoice, PO and packing slip into the AP Docs inbox from your desktop sample images directory. Note: Capture is always the place prospects get hung up, so keep it simple by explaining ability to drag any type of document into an Inbox or Archive. Also briefly mention the Capture Workflow module, how that differentiates the SmartSearch offering with support for any MFP.
2. Select all 3 PDF documents and drag them into the AP Docs inbox. Select the “Refresh” button from the custom toolbar
7 | P a g e 3. An additional step can be added to drag an email and/or email attachment into a SmartSearch
Inbox. Note: Show that emails like PDF, Word, Excel and the like are rendered to PDF to support annotations but the native document format is never changed.
Drag ‘n Drop Email
1. Select one email in your Microsoft Outlook mailbox that has an attachment 2. Drag to the “Correspondence” Archive within SmartSearch
3. The metadata field dialog will appear, with all the email header info (i.e. To, From, Subject) automatically filled in
4. Select OK and email will be fully indexed into SmartSearch
Note: Talking point is email is the most widely used communication method. SmartSearch supports storing of email in native MSG format which maintains attachments, formats and any original properties of email. Users can easily find emails by searching the body using our Content Search or via the automatically captured email header metadata properties.
File XChange
File XChange is a client side application included in the SmartSearch workstation installation that allows SmartSearch to be seen as another drive within Windows Explorer. This provides a save only
functionality from any Windows application that supports “Save As” 1. Open the test document.docx or some misc Word document 2. Type some information into the body of the Word document
3. Select the Save As button by either selecting File or the Interactive Button from the Word interface
4. Select “SmartSearch File XChange” from the drive
8 | P a g e 6. Select the “Correspondence”
7. The index dialog will appear, enter data or keep blank and select the OK button.
Note: Since the Correspondence Archive is Content Search enabled, all the words within the Word document will be searchable.
“Save As” from Any Application
With the release of File XChange Windows Explorer integration, documents created in any Windows based application can be captured and indexed into SmartSearch, however those demo’s that do not have File XChange can simulate by creating a sample desktop shortcut to support “Save As”.
9 | P a g e 2. Open Microsoft Word, create a test document, select “Save As”, and select the Inbox – [Your
Name] from the desktop. Select “Save”. Note: Make sure to close the Word document before you open in SmartSearch or an error will occur.
3. Now, click on the [Your Name] (i.e Brent Wesler) Inbox within SmartSearch and show the document is available. Note: Do not open just yet; we will come back to this test document later when we execute a full text content search query.
Capture Workflow
If you are presenting to a technical, educated crowd, it may make sense to quickly show the Capture Workflow capabilities. Note: You can quickly confuse a knowledge worker with the Capture Workflow so be brief and to the point when explaining Capture Workflow. Do not demonstrate Capture
Workflow live as it’s a recipe for disaster. Feel free to SKIP this section if you do not have the right crowd or do not have the confidence to answer questions.
10 | P a g e 1. Select the “Workflow” tab within the SmartSearch client
2. Select the “Accounts Payable\Purchase Order” Archive and then the “Capture Workflow” button 3. Explain the four (4) different intake methods
a. Import Files – Generic file directory watch
b. Import Scans – Specifically used with Smart Capture. Note: Only those Capture
Workflows that start with the Import Scans activity will display in the Destination drop down within Smart Capture.
c. Import by File Name – Used to import electronic files, parsing and indexing the base file name of the document into SmartSearch metadata fields.
d. Import Data and Docs – Bulk import documents and data referenced in a CSV or XML file.
4. Explain the seven (7) different image processing components
a. Barcode recognition – Support reading of most 1D barcodes and auto-population of SmartSearch index fields. Note: Barcode templates are setup prior by capturing a template document in a SmartSearch Archive, selecting the “Workflow” tab, “Open Document” button within the “OCR Templates” frame. Barcode recognition or separation is not supported in an Inbox.
b. Text recognition – Ability to read a text based zonal (coordinate based) region of a document. Note: Zone OCR templates are created in the same manner as the barcode. Text recognition module does not support page registration, so changes in DPI
settings, skewing can radically affect accuracy. Optional component.
c. TextPDFCreator – Creates text searchable PDF/A files from either a TIFF or image PDF. Optional component.
11 | P a g e e. Blank page separation – Ability to separate a batch of document using a blank piece of
copy paper
f. Delete Pages – Ability to delete either a blank page or barcode cover sheet
g. Image Cleanup – Ability to provide image enhancement including: deskew, auto crop, despeckle, color drop out and auto rotation. Note: Color drop out will convert grayscale images to true black and white images.
5. Explain the two (2) different output option
a. Release to Archive – Index document into a specific SmartSearch database and archive.
Note: If Import Scans is used, the fields that show within Smart Capture are based on the Archive selected in the ReleasetoArchive function.
b. Release to Inbox – Send document to a pre-defined SmartSearch Inbox. Note: Since the Inbox is just a network or local path, any outside application (i.e. fax server, MFP) can scan directly to the Inbox directory.
Document Indexing
The data entry and capture associated with indexing a document is the most time consuming and costly aspect of an EDM (enterprise/electronic document management) system.
Your talking point should focus on SmartSearch’s ability to use inherent features such as Key Free (OCR assisted data entry) and Data XChange and options such as Data Merge for external data source lookups to streamline data entry. The idea is to enter the least amount of data possible and link to data you already have – for instance, capture a document and enter one unique value like work order
number, then have a data source link to your core line of business system database and auto-populate the other SmartSearch metadata fields. This may seem complicated but in reality most systems are ODBC (Open Database Connectivity) compliant making this type of data linking quite common.
Note: If you used Smart Capture to scan and index the PO, please skip to step #4 below.
1. Click the “AP Docs” Inbox where the 3 Atalasoft documents should exist from the previous drag ‘n drop step
2. Select the “Atalasoft po2” checkbox, select “Index Document” from the “Home” tab and select the “Accounts Payable\Purchase Order” Archive and “OK” button
12 | P a g e 3. Select the “Key Free” button on the top right of the Viewer control and use the mouse to
sequentially index the PO. Once completed close the Viewer window by selecting the “X” in the top right corner.
Note: On the last field the Key Free will automatically turn itself off. Auto Save is on by default, so upon closing the window the document is automatically saved. Auto Save can be configured in the Options, Application Settings, Viewer Window dialog. Auto indexing of the PO, will provide valuable later in the process.
4. Now let’s index the packing slip, so select the “AP Docs” Inbox, select the checkbox next to “Atalasoft packing list”, select “Index Document” from the “Home” tab and select the “Accounts Payable\Packing List” Archive and “OK” button.
13 | P a g e 5. The packing slip will now open in the document viewer. Use “Key Free” or manually key in JUST
the PO Number. Now select the “Data XChange” button.
Note: The talk track is the PO was entered in the previous step which links to the packing slip, so why not reuse the data we already entered. Data XChange provides an internal database lookup. If only one record exists, the data will be populated from the PO index data directly into the packing list metadata fields. If multiple results are returned a grid control dialog will prompt the user for selection.
6. The last step in the 3 way match is to index the Invoice, so select the “AP Docs” Inbox, select the checkbox next to “Atalasoft invoice”, select “Index Document” from the “Home” tab and select the “Accounts Payable\Invoices” Archive and “OK” button.
14 | P a g e 7. Select the “Key Free” button on the top right of the Viewer control and use the mouse to
sequentially index the Invoice. For the “Invoice Status” and “Cost Center” fields, use the keyboard to enter “P” for “Pending” and “S” for “Sales” respectively.
8. Select the “Pan” button on the Viewer ribbon bar to stop the Key Free OCR. Once completed close the Viewer window by selecting the “X” in the top right corner. Note: Two Document Workflow actions will execute within a minute of the indexing of the Invoice. 1) CheckPoint rule will match the PO to the Invoice via the PO Number. 2) Invoice will be moved to the “Accounts Payable\Invoices\Cost Centers\Sales” Archive and an email will be sent to the first authorizer “John Smith”.
15 | P a g e 9. Click on the “Accounts Payable\Invoices” Archive to demonstrate uses of custom “Views”.
Note: Describe custom “Views” as work queues, where based on a field value documents are sub categorized. In our example, Invoices are categorized by the “Invoice Status”, so all
“Pending” Invoices are contained within the “Pending” tab. “Views” are customized within the “Modify Archive” button within the “Administrative” tab
10. We have now completed all the indexing and while the Invoice is matched and routed by the Document Workflow, we will now demonstrate the Search capability.
Document Search
In this section we will execute two variable SmartSearch client searches. 1) AP 3 way match search via PO Number. 2) Correspondence keyword content search. Depending on the audience a third search maybe applicable to demonstrate on the “Human Resources” Archive. The SmartSearch demo database is already setup to support employee name document searching. Use “Jack Jones” as the employee name should you chose to run a search within the “Human Resources” Archive.
We will later demonstrate searching via Image XChange image enabling component. We will start with the 3 way match AP search and then into a full text content search on the
“Correspondence” Archive. Note: After indexing the Invoice in the previous step, it will take up to 1 minute for the Workflow engine to move the document to the “Sales” Archive. If you run the search before the move occurs, no results will show up for the Invoice type.
16 | P a g e 2. Enter “08302008” into the PO Number prompt and select “OK”. The results are displayed with a
tab for each Archive. Note: Hopefully you have a single document in each tab, deleting all 3 Atalasoft AP docs before you start a new demo.
Note: The Search will return the PO, packing slip and invoice. Make sure that the proper Archive directories are specified in the “Advanced” button within the “Three Way Match” Search as noted in “The Setup” section.
The required Archives are “Purchase Orders”, “Packing Lists” and “Sales”. It is important to include the “Sales” Archive because by the time the Document Workflow executes its rules the Invoice would have been moved– searching the “Invoices” Archive may generate an error as the Invoice is in transition. If you have some checks you can do a 4 Way Match using a “Checks” Archive.
3. Select “CTRL + A” to quickly mark the check box in each tab and then select the “Open Document” button from the “Home” tab.
17 | P a g e 4. Show the ability to scroll through Pages of a Document (i.e. Page 1 of 2) and Documents within a
results set (i.e. Document 1 of 3).
5. On the first record, the “Purchase Order”, demonstrate the Annotations by selecting the
“Annotations” tab. Apply a “Stamp”, “Approved On” by holding down the left mouse button and dragging onto the document. Apply a “Highlight” over the PO Number on the document.
6. On the second record, the “Packing Slip”, apply a “Note” by holding down the left mouse button and dragging onto the document. Now double click in the yellow container until a prompt (i.e. flashing bar) appears. Enter some text like “Matches PO# 08302008”.
7. Scroll back and forth through the document to demonstrate the ease of linking related documents.
8. On the “Viewer” tab, show the ability to output documents via Email, Print, Print Selection and Launch. Move your cursor over the down arrow below “Email Doc” to show ability to email with
18 | P a g e or without annotations, page ranges and using one of the index field values as the email file base name (i.e. 08302008.pdf). Note: It’s not necessary to actually perform the Output.
9. Select the down arrow next to “Print Document” and select the “Print Selection”, hold down the left mouse button and draw a box around a region of the document. Demonstrate the ability to print only a certain area of the document. Note: Talking point is the “Print Selection” feature is great for large format drawings or confidential information printing. SmartSearch can send faxes through the “Print Document” feature. Fax server or MFP needs to support a virtual print driver.
10. Close the Viewer window by selecting the “X” in top right corner and return back to the AP “Three Way Match” results set.
11. Now show ability to select checkbox next to each result and: a. Email multiple documents at once
b. Export documents and data c. Export data to Excel
d. Render to Acrobat e. Merge documents f. Delete and move
19 | P a g e g. Document History
Note: Do not actually execute any of these tasks, just use the mouse cursor to highlight the button when you are discussing. However, you should right click any Archive and select “Document History” to demonstrate our audit capabilities.
12. Now we will execute our second search, so right click on the “Correspondence” folder, select “Searches\Keyword Search” and the “Enter Subject” and “Keyword Search” dialog will display.
13. Type in the word “print” within the “Keyword Search” textbox and leave “Enter Subject” blank and select “OK”.
14. The results set will now show. Make sure the “Hits” column is on the far left and if not, hold down the left mouse on top of the column header and drag it to the left. Now, click the “Hits” column header to sort the results where the PrintFree Data Sheet with 12 hits is at the top. Select the checkbox and hit the “Open Document” button from the “Home” tab.
15. The text searchable PrintFree brochure will now open with the word “print” highlighted in yellow. Use the F3 key to page to each highlighted value. You can also use the “Hits” button on the “Viewer” tab. Note: With the Content Search option, any electronic document (i.e. Word, Excel, MSG, text, text searchable PDF, etc) that is placed in a Content Search enabled Archive is fully searchable. Leveraging the TextPDFCreator option, TIF and PDF images can be ripped into text searchable PDF files as part of the Capture Workflow.
20 | P a g e 16. Close the PrintFree document in the viewer control by selecting “X” in top right corner
17. Let’s run the same “Keyword Search” within “Correspondence” using the test document we created in the File XChange
18. File XChange is a client side application included in the SmartSearch workstation installation that allows SmartSearch to be seen as another drive within Windows Explorer. This provides a save only functionality from any Windows application that supports “Save As”
8. Open the test document.docx or some misc Word document 9. Type some information into the body of the Word document
10. Select the Save As button by either selecting File or the Interactive Button from the Word interface
11. Select “SmartSearch File XChange” from the drive
12. Select the “GetSmart”
21 | P a g e 14. The index dialog will appear, enter data or keep blank and select the OK button.
Note: Since the Correspondence Archive is Content Search enabled, all the words within the Word document will be searchable.
19. “Save As” from Any Application section. Note: Talking point centers on the ability to search text or phrases within a physical document and then use the “Launch” feature to make changes and save back into the current document. Metadata index fields can be coupled with content keyword searches.
20. Right click on the “Correspondence” folder, select “Searches\Keyword Search” and the “Enter Subject” and “Keyword Search” dialog will display.
21. Type in the word “test document” within the “Keyword Search” textbox and leave “Enter Subject” blank and select “OK”.
22 | P a g e 22. Only one document should be returned in the results grid. Select the checkbox and then the
“Open Document” button from the “Home” tab.
23. The native Word test document open in the viewer control, highlighting the words “test” and “document”.
Document Launch
Launch provides the ability to place eDocuments that exist within SmartSearch back into their native application for editing or storage. Two options exist: “Launch” and “Launch New Version”. “Launch” will save changes back into the open document. “Launch New Version” will save the document into
SmartSearch as a separate, new document using the same index fields and Archive location. SmartSearch supports the viewing of any image type (i.e. TIF, PCX, PNG, JPG, and GIF) as well as
eDocuments such as DOC, DOCX, XLS, XLSX, MSG, PDF, RTF, TXT, CSV and HTML. However in some cases you want to store types of documents that are not supported by the SmartSearch viewer control. In these cases, any file type can be stored in SmartSearch and launched to its native application. So file types such as CAD, Word Perfect, WAV, MPG, WMV, etc can be configured within the viewer control, “Edit Launch Table” dialog.
23 | P a g e When indexing or retrieving unsupported formats, SmartSearch will display “Unsupported Document Format. To view this file, it must be launched in its native application”.
24. OK, back to the previous example. You should have the “text document” open in the viewer control. Select the “Launch Document” button from the “Viewer” tab.
25. The document opens in Microsoft Word (all versions of Word are supported). Type some text underneath “This is a test document”, like “Make changes here”. Close the Word window by selecting the “X” in the top right corner. Yes, save changes when prompted. Note: Talk track encompasses ability to support native file formats, convenient editing, storing and
24 | P a g e 26. Minimize the SmartSearch client.
Workflow and Imaging Enabling
We will now come back to the Invoice workflow that was instantiated a while back. So be sure the Image XChange component is running in your system tray and the “Load Documents In Viewer” and
“GetSmart\Sales – Search Pending Invoices” profile is selected.
Note: Talk track around Image XChange is user has limited learning curve in retrieving and working with SmartSearch documents. From your favorite line of business system (i.e. AP, ERP, and CRM) or from an email, text within a Word document or a value in a web page – user places their mouse cursor over some value and selects the CTRL + Right Click. The document(s) are returned and either displayed in a results grid (if “Load Documents In Viewer” is unchecked) or within the document viewer control.
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Prospects typically ask “Does your product integrate with….” and the answer is integration can have many meanings. In the document management arena, it typically means image enabling a line of business system or data integration. The short answer is SmartSearch can do both. The Image XChange component uses GDI hooking technology to essentially scrape text based values from the screen and pass to a waiting search profile. Image XChange has great applicability to customer service, accounting, loan, legal, financial services processes for streamlining accessibility.
1. Open the “Primary AP Invoice Approval Requested for Sales” Microsoft Outlook email which is part of the demo files. Control + Right Click the PO Number “08302008”. Note: A grey box should have highlighted the PO Number if done correctly. The first time Image XChange loads a document it is a little slow, so use some of the bold notes from above as talking points while the document is retrieved.
2. The Invoice now displays in the Document Viewer. Note: Bring to the attention of the prospect that a number of buttons now exist on the bottom right under “Workflow Actions”.
3. Notice the “Success: PO has been Matched to Invoice” button. Note: One of the unique workflow features of SmartSearch is the “CheckPoint” activity which allows incoming
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instance, when the Invoice was indexed, an Action instantiated to locate the Purchase Order where the Invoice and Purchase Order PO Number match and where the Invoice and PO Amount match. If it’s true, then set the “Match Status” to “Match” and show the “Success: PO has been Matched to Invoice” button.
4. Select the “Annotations” tab, “Sign” and select the JSmith_Signature.jpg (available in Error! Reference source not found.), select “Open” on the windows dialog. Hold down the left mouse button, click and drag the signature onto the bottom left of the document. Double click the signature, right click and select the “Burn” feature. Note: The signature will now be ESIGN complaint - embedded and unalterable within the Invoice.
5. Select the “Approve Invoice” button to approve the document. The viewer will automatically close. The Document Workflow will now check the “Invoice Amount” field and if greater than $1,001 then set the “Invoice Status” field to “Escalate” and notifies Brent Wesler (second authorizer) via email.
6. Right click the Image XChange icon in the system tray and select the “GetSmart\Sales – Search Escalated Invoices”.
27 | P a g e 7. Open the quickbooks.pdf (available in Error! Reference source not found.) document from your
demo files. Control + Right click the PO Number field. Note: The workflow engine will be in the process of updating the “Invoice Status” field to “Escalate” from the previous “System Action” so you need to delay for about 1 minute. If the Image XChange dialog says “No results found”, just rerun the search by Control + Right click on the PO Number field again.
Explain to the prospect that any type of application can be image enabled. The second authorizer Brent Wesler will also receive an email, but to demonstrate a myriad of different image enabling capabilities we are using the Quick Books interface.
8. The Invoice previously approved by “John Smith” will display in the document viewer control. Select the “Annotations” tab, “Sign” and select the “Bwesler_Signature.jpg” select “Open” on the windows dialog. Hold down the left mouse button, click and drag the signature onto the bottom left of the document. Double click the signature, right click and select the “Burn” feature.
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Note: Also note the different buttons, “Secondary Invoice Approval” and “Secondary Invoice Reject” showing the second authorizer function. These buttons are completely customizable.
9. Select the “Secondary Invoice Approval” button and the document viewer control will close. The Invoice is now moved to the “Processed” folder. Note: Talk track can include a high level process scenario of the approved Invoice being routed to the “Processed” Archive, email notification is sent to the AP Clerk requesting a check be cut and the AP system updated. Broader discussion can include custom workflows which allow SmartSearch to update a flag in the AP system that an Invoice has been approved and a check must be cut.
