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| Email, Audible Sound, Flashing Icon, Scrolling Message |
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Annotations are used to mark up and add comments to a doc without affecting the original image.
TIFF, JPEG, Bitmap, GIF and PNG all support annotations |
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An application plan is a bridge between your business application and ImageNow so that unstructured documents can be associated with a the appropriate record within the business application - therefore allowing that user to easily access those documents at a later date
It contains one or more learned screens from your business application and identifies pre-defined data from the record and pulls that information into the index keys in the ImageNow viewer…. which ultimately links the document to that record. |
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The advanced searching feature (the Applications button) allows you to search for documents in ImageNow by leveraging the information within your business application
It uses our patented technology called LearnMode to identify the key information from within a record and pull up all documents that have been stored according to that information. |
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ImageNow gives you the ability to audit logs, to trouble shoot issues and to track the actions (such as when a user views, deletes, logs in/out or work within workflow) taken in ImageNow by specific users or groups.
You have the ability to create audit templates that describe the actions that you want to log. No limit on the number of templates. Examples of Auditing templates: Administrative actions, security, annotation actions, action focused (add, copy, delete, and replace) |
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| The batches queue will list all the batched documents that that user has access to see |
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Business Insight provides in-depth reporting capability within ImageNow. Reports that include charts and graphs are easily created using the drag and drop report creation capabilities
Reports might pertain to operation reporting (where are the bottlenecks) or ad-hoc query tools (how many invoices are my processors processing on a daily basis… how long is it taking for invoices to be processed)
Built on IBM Cognos … can leverage ImageNow security… all users have the ability to access and interact with BI |
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Is a reusable collection of settings that simplifies the capture process. Defines 2 main things:
○ from where are you capturing the document (Source: scan, desk top, fax...)
○ where would you like that document to go (Mode: single, batch, package)
Includes options for indexing, routing, capturing to a workflow queue, etc |
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A CaptureNow license is needed if you are planning to capture directly from a scanning station. All support single, batch and package mode scanning as well as image processing and bar code recognition
○ CaptureNow Adrenaline: the interface which allows scanners driven by Kofax Adrenaline software ( the industry-leading image processing and bar code recognition software) to communicate with the ImageNow… includes virtual rescan (VRS)
○ CaptureNow ISIS: the interface which allows scanners driven by ISIS software to communicate with the ImageNow. Available in three levels, each corresponding to a particular level of ISIS driver. Each ISIS driver correlates to scan volume.
○ CaptureNow TWAIN: the interface which allows very basic scanners (such as a home scanner) to communicate with the ImageNow.
Includes options for indexing, routing, capturing to a workflow queue, etc |
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Content Server is ImageNow's full text search engine which allows you to retrieve documents by a keyword or document key.
Search results are scored and ranked by relevance - according to the number to times the work appears... Exact pages are instantly available and matching content is highlighted for at-a-glance viewing… Can save prompted search (filters) but will need to manually search for a word every time.
TEXT BASED (Word docs, searchable PDFs, text files) documents will go directly to the Content Server… IMAGE BASED documents (TIFFs - which are unsearchable by default) may need Rec Agent. When you submit to the Content Server the docs will be redirected to the RecAgent to extract the text first.
Must "Submit to Content" to allow it to be searched (can do that within a workflow)… Advanced Searching Options: find word combos, find "sounds likes", find potential misspelling |
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Conversion module is used to convert imported documents to the TIFF format allowing users to add annotations and use less space when storing.
Example: It is used in conjunction with Mail Agent to convert inbound email messages and accompanying attachments to the TIFF format (Only the first worksheet in multi-sheet workbooks in Excel format will be converted)… Also works with Import Agent |
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Custom properties are property fields that allow users to describe a document beyond the standard document keys.
Format settings allows you to control how the data is entered and how it's displayed (String, currency, date, predefined lists, user name, true/false tab)… Can make it required and are able to have an unlimited amount |
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| DataCapture is typically used for transcripts. It offers the ability to extract data from an template based TIFF or PDF image and pulls the information into a file that can be shared with the business application |
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| Difference bw IntelliCapture and Recognition Agent |
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RecAgent
○ won't ask for verification
○ Zone verification - you need the exact location
○ Offers full text searching
○ Limited ICR support
IntelliCapture
○ can find the data anywhere
○ can't search and find)
○ ImageNow uses IntelliCapture for hand written documents (not recommended) |
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| Digital Signatures is an integrated part of Doc Control Suite |
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| Digital Signatures allows people from across your organization to sign any document electronically |
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Document Control Suite provides document control capabilities that allows users to manage and collaborate on documents with full version control (Benefits include: document version control, history & audit trails, access to multiple versions of a document and digital signatures)
Lock signifies whether or not it is in DCS (Docs must be submitted into Doc Control) - A locked key means that someone has the doc checked out. |
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| Indexing keys allow users to store, secure and retrieve documents |
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Our eForms can be integrated into websites and act as a stand alone forms that can be filled out and submitted online or they can be incorporated within ImageNow to ride along side documents - as a form might do in your office today.
eForms allows you to submit form-based information to ImageNow using an interface that you can configure on your own. |
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There are 3 methods for emailing documents form within the IN viewer
○ ImageNow Link: short cut that points to the document within the IN repository
○ WebNow Link: provides a URL for the user to click on (will need to login in for security purposes)
○ Attachments: will attach the doc… but it is then no longer secure |
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| Enterprise Report Manager Server (ERM) |
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Used to capture and import complex print streams, such as statements and green bar reports.
When ERM server runs a report, it extracts header and line item information from each page of the original print stream and saves the extracted data as a report document on ImageNow Server. |
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Envoy allows ImageNow to communicate with your business application via web services which basically allows for automated data retrieval
Provides outbound integration enabling ImageNow to look up and retrieve data from your business application(updates ImageNow with info from host ap).
When do we need Envoy?
○ Upload the eFrom information into their BA
○ Automated data update
○ Data validation
○ Automated document indexing |
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Fax Agent captures inbound faxes directly into ImageNow, eliminating the need to print and scan them into the system.
Faxes are automatically captured, linked and stored appropriately so that they can easily be retrieved for reference. |
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A filter lets you save a predefined subset of documents, ultimately narrowing results you are trying to search for.
Narrows down the results of a view. |
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Server Options:
○ Windows - 32 bit and 64 bit (most common - more commercialized )
○ Linus, AIX, Sun (not very common)
Virtual Server - one piece of hardware for all servers (IN server, database server, remote agent server, etc) as opposed to one hardware per server
○ The OSM is on hard drive storage
3 Core Components:
○ ImageNow Server - "Party planner" - handler of all requests
○ Database - stores the metadata (index keys, workflows, searches, etc) and points to the image
○ OSM (Object Storage) - stores the actual images (not on server)
- Benefit: give flexibility as to where it's stored instead of within a chart in the db
- Can divide storage into departmental drawers (some departments require that - HR)
Database platforms - Microsoft SQL Server or Oracle |
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Import Agent is responsible for performing bulk imports and handling all automated import routines on the server.
You can set it up to monitor a specific directory on a given interval - if it finds a new file or file type it attempts to import the file
Comes standard with IN on the server and is completely configurable. |
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Drawer and Document Types are required (must have 3 keys-so one more)
○ Drawer is the first level of document security
○ Custom Properties are attached to Document Type |
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IntelliCapture helps to speed up document processing with intelligent, self-learning OCR data extraction.
Offers advanced line items recognition and data extraction without templates, keywords or dictionaries
IntelliCapture is powered by Brainware, which is a third party company that provides ImageNow's OCR capabilities (Brainware is the proven industry leader in data extraction
○ the price depends on the number of documents |
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| Interact for Microsoft Office |
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Interact for Microsoft Office gives access to ImageNow from Microsoft Office 2003 and 2007 (Word, Excel, PowerPoint, and Visio)
Offers version control capabilities, advanced full-text search options, and integrated e-mail and fax sending capabilities for Microsoft documents |
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| Interact for Microsoft SharePoint |
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Interact for Microsoft SharePoint offers users access to documents in ImageNow through a SharePoint portal
Offers document capture, search, version control, digital signature and workflow all via the web portal |
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Interact for Outlook provides users the ability to capture emails/attachments directly into ImageNow, view the IN folder structure in the Outlook client and reply, forward, etc to emails that are already in ImageNow… directly from their outlook account.
Captured e-mail will be treated the same as other ImageNow documents, which can be sent through workflow, have retention and tasks applied and more. |
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| iScripts are a java-based program scripting method that enables you to customize our the functionality of our system to satisfy company specific requests. |
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LearnMode is our patented non-programmatic technology that allows us to integrate with any business application without writing a single line of code
○ Benefit: allows you to link unstructured documents with the appropriate record within your business application
LearnMode integrates in a matter of 15-20 minutes by learning screens within a business application... other solutions offer integration but they require customized coding.
○ Application plans store each of the application screen learned by ImageNow |
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| The process of associating captured documents in IN to records in your business application so that they can be easily retrieved at a later date. |
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Enables you to monitor an email address, automatically capture all inbound e-mail messages and attachments and import them directly into ImageNow
Allows you to store and index e-mails based on a message's subject, or other email properties, forward them wherever they're needed and send an email receipt confirmation |
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Through web-services, Message Agent allows developers can embed ImageNow functionality (such as document management and workflow) directly into their applications.
Message Agent updates business application with info from ImageNow: basically it provides a window into ImageNow functionality. |
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Allows you to build ImageNow in the test environment and then pull it over to Live when it's ready.
Must be using the same environment both test and live |
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Output Agent provides you with flexible options for automatically printing converting and exporting documents from ImageNow.
The ability to read and convert TIFF, GIF, JPG, bitmap, RTF, PowerPoint, Word, Excel, PDF, HTML, and text files for export, while leaving the original files unchanged
Enables you to send a single document or batch of documents to any printer or file directory in support of a variety of business applications |
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Gives you the ability to group documents together according to predefined logic (ex: New Hires in HR or student records in education)
Keep unrelated items together in a usable context
Projects actually consist of pointers that point the a document... If one document is in 4 project, each of those projects point to the location of that doc so if a change is made it is reflected in all docs |
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Gives you the ability to verify that a document meets the standards of image quality that you require in order to store, view and work with that document.
Recommended but not required. |
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Rec Agent automatically identifies and converts image based characters to text values
○ This includes scanned/printed documents (such as Tiffs or PDFs) as well as bar codes, check boxes, circles, tables, etc
○ This will be used in conjunction with Content Server to enable full-text searching of image based documents
Notes (3 tiers)
1. RecAgent for OCR
2. ReAgent for barcode (must also have RecAgent for OCR)
3. RecAgent Autoform (must also have RecAgent for OCR and barcode) |
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Redactions allow you to removing sensitive, private or confidential information from a doc without distorting the meaning of the document
The original doc stays in the system as the legal record so that it is available for auditing, assessment or litigation purposes. |
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| The Related Documents field identifies related documents that shares a physical object, at lease one key value or if created using Copy Documents |
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Replication Agent automatically synchronizes user accounts/groups between your Active Directory environments and ImageNow - for easier user account management.
Automated user management and permission control within ImageNow |
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RPM enables you to manage the complete lifecycle of all information, keeping valuable information within reach for al long as you need it and then securely and automatically destroying it when the retention period has expired.
○ Allows you to apply holds and approval steps to prevent unintended modifications or deletions
○ Allows you to mitigate legal risks and strengthen compliance
Developed to assist users in complying with federal, state and industry specific regulations. |
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ImageNow assigns indexing keys to store, secure and retrieve documents
ImageNow is secured by both action and access… so there are securities surrounding what you can and cannot see and what you are allowed to do to/with the documents you have access to
○ Drawer is the first level of document security
Levels of Security (there are no securities in folders or tabs)
○ Global Privileges (action privileges)
○ Drawer Privileges
○ Document type privileges
○ Batch privileges - The ability to see other peoples batches (by default users can only see their own batches)
○ Component Security - Securities assigned on specific components (LearnMode, views, tasks)
Group vs user privileges - user privileges trumps group privileges
Types of users
○ Owner
○ Manager users (can manage anything except their own privileges)
○ User with management privileges
○ User |
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Tasks represent work that has been assigned to one or more users to complete.
The creator can prioritize what needs to be done by providing instructions and due dates and multiple users can complete different actions on the same doc or project
3 types: Document Deficiency, Pointer and Signature Required |
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Passwords are not stored in ImageNow therefor the user authenticates through your Active Directory or LDAP
○ When they authenticate - ImageNow pushes the request to their active directory and it says yes or no
To log into ImageNow, the user must pass through two stages:
○ Authentication: validates the user name and password
○ Authorization: Determining which documents the user can access and what operations that user can perform |
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| User Replication Agent synchronizes user data in ImageNow with Active Directory/LDAP user information |
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Give you the ability to perform searches for documents, projects, tasks and workflow items using s simple or multiple-condition searches within the ImageNow Explorer
A filter allows you to further define a view to simplify the number of rows returned in a view
○ Prompted search - ask you for the info to search on
○ Variable search - allows you to use a variable value such as the current user or current date and time, instead of a static value |
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Web services is a way to communicate between applications and is commonly referred to as API. We are either:
○ Envoy (updates ImageNow with info from host ap).
○ Message Agent (updates host ap with info from ImageNow). |
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| Easier to manage user configuration if they don't need scanning and integration capabilities (must link manually). |
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Workflow allows you to route a document through a business process - by creating a series of tasks that reflect the path a document must take
Queues and route are the building block of the workflow process - queues are connected by routes and then there are rules, alarms, and actions that you can apply to your process in order to meet more advanced requirements.
The items inside a queue are actually pointers to the document that is under review |
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The designer utilizes drag and drop technology on a canvas like area to allow you to construct the tasks and actions that users need to complete
○ No scripting is needed - anyone that can navigate PowerPoint can design a workflow
Give you the ability to manage your workflow processes which includes queues, routing options, a rule engine, alarms and messaging support. |
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