What s New in docalpha 5.0

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1 What s New in docalpha 5.0 This document comprises the Release Notes for docalpha 5.0. Artsyl team is fully dedicated to developing the document and data capture solutions with the long-term needs of partners and customers in mind. Please take a moment to read through the list of new features and improvements as they may contain information you need to know to make your data and document capture more powerful and effective: Module Features Description Database Server License Manager MS SQL 2014 internal database version by default New DB Prerequisite Installer for MS SQL Server instance installation MS Entity Framework use Totally new License Manager with plenty of new functions and new design Multi-level license user rights administration License Merging to create Super-Licenses License Splitting and selective partial license allocations docalpha 5.0 installs internal database using the MS SQL 2014 Express version by default (the previous versions default version was MS SQL 2008 Express) The second prerequisite installer in the docalpha installation package (the DB Pre-Requisite Installer) now provides full support for MS SQL Server 2012 and 2014 and MS SQL 2014 Management Studio All database communication tier of docalpha 5.0 is now based on the use of the latest MS Entity Framework The new 5.0 License Manager introduces full support for Enterprise-level license management, including multiplelicense management, license splitting and merging, sublicensing and license allocations and multi-level license user rights administration. The new UI of the License Manager offers 4 color themes to choose from: Bright (default), Navy, Dark and Light themes 5.0 License Manager allows creating users with multiple levels of access rights for license administration License Manager now allows to merge several licenses in one Super-License inheriting and uniting all counters and capabilities of the individual licenses. Such Super-License can then be allocated to the whole enterprise or a selected sub-section based on enterprise structure or workflow use The new ability to split the licenses and super-licenses to any number of sub-licenses allows to flexibly allocate the available document counters, concurrent user seats and other license parameters for different user groups, enterprise sub-divisions or even based on the workflow type use. This provides much better allocation, control and tracking of license use at enterprise level 1

2 Paging of information to decrease server-station communication delays for Web Approver, Web Verification and Web Monitoring thin client stations The user sets up the paging level (for example, 10, 20 or 30 batches) and then thin client uses the paging of information with the set paging level in communication with docalpha Server. This results in decreasing of delays before displaying the updated information from docalpha Server on the thin client`s screens All Thin Client Stations Selectable Layouts for Thin Client Web Approver and Web Verification stations Status Bar of thin client stations provides new useful information about processes and statuses New Bright color theme for all thin client stations This function allows to change size and position of Page Image Window, Document Tree Window, Extracted Fields Window and Document Status Node. The next standard combinations are available: - Extracted Fields Window positioned at bottom and fitted to the screen width : 70% of the of page on the left side for the Document Status node, Extracted Fields node, Document Tree node and the remaining 30% on the right side for the Page Image Window (default): 50% of the of page on the left side for the Document Status node, Extracted Fields node, Document Tree node and the remaining 50% on the right side for the Page Image Window : 30% of the of page on the left side for the Document Status node, Extracted Fields node, Document Tree node and the remaining 70% on the right side for the Page Image Window The Web Verification Station Status Bar provides convenient tools to track the processes and statuses related to the Auto-Find self-learning module. The following two statuses are shown in the Status Bar of the main verification station window: - Document Status section reports the status for the whole document in Auto-Find knowledgebase - Status Field section reports the status of Auto-Find application specifically to the currently selected data field. The Web Monitoring Station status bar helps to track the Current Refresh state. The new color theme is available for the main user interface of Web Approver, Image Acquisition, Web Verification, Web Monitoring and View-Only Monitoring thin clients 2

3 All Thin Client Stations Web Image Acquisition Scan Station Auto- Registration Station Verification Station Support of multi-table documents extraction and verification for Web Approver and Web Verification stations Completely new design and ability to select from four color themes Support for Non-Image Documents Rendering as images for Scan Stations Alternative Rasterization for documents with graphic design and active web links for watched hot folders New powerful Validate Batch Structure Wizard (F6 Mode) Support for Comments and tracking comments history Optimizations for the Character Verification Wizard (F7 Mode) In version 5.0 an operator of thin client Verification and Approver stations can verify, approve, click-capture and perform all other operations with document containing more than one table, which before was limited to thick clients only Web Image Acquisition Station operators can select any of the four new color themes available for the main user interface: Bright (default), Navy, Light and Dark The option allows automatic conversion of the digital-format documents, such as MS Word and Open Office documents, text documents in RTF, TXT, XML, CSV or HTML format, MS PowerPoint and Open Office presentations, MS Excel and Open Office spreadsheets, and MS Visio diagrams, to image document format when they are registered in a new docalpha batch. Such documents can then be processed seamlessly along with the documents coming in as image files. In the previous product versions this option was only available for the Auto-Registration Station(s). Two alternatives are now provided for selection of the PDF conversion / rasterization for the watched hot folders of Auto-Registration Station. One is geared for maximum speed of rasterization of standard office / accounting documents, while the alternative works best for documents with graphic design and images containing active hyperlinks In this newly re-designed wizard for batch structure validation the operator may shuffle pages and documents order by drag-&-drop with the mouse, split and merge the documents using the Batch Tree control context menu, append the current document to the previous one, and then call for automatic structure analysis from the current point in the batch for the rest of the batch once the operator completed his current document changes Operators of Verification Station can view the history of all comments to any of the document in the batch and add their own comments to the history. Those comments are also visible to the redirected/escalated/reviewer users both at Verification (thin and thick) and the Approver stations In case if there are no low confidence characters the F7 character validation step is auto-skipped and the verification process starts straight from the Rules Validation (F8 Mode) 3

4 Thin Client Verification Station Dynamic GL Coding with GL code lists generated and filtered in real-time Field-by-Field Capture and Validate Wizard (F5 Mode) Click-Entry for Tables now available for thin Verification Client Apply Sticky function for Thin Client Verification Ability to Re-Run the Failed Rules designed to run only once for thin client Verification Station Ability to turn on/off Click Sight, and to switch between Click by Word and Click by Character modes This new feature allows creation and filtering of the GL Code lists for the currently loaded V-Profile based on any logic defined in the custom rules or using an existing GL Code GL Caption list created for selected V-Profile at thin client Verification Station Field-by-Field Capture and Validate Wizard (F5 Mode) makes the job of click-capturing with simultaneous validation easier and convenient. F5 mode allows operator to isolate his interface from all windows except the Extracted Fields Window and the Page Image Windows. This mode was designed also as a convenient starting point for users upgrading from the traditional semi-automatic capture products The powerful table-click tools previously available only on Thick Client are now available for the Thin Client Verification operators. When click-capturing data from tables the data entry can be performed in four different modes: capturing one cell at a time, capturing a whole column, capturing a whole row, or capturing a whole table with one click In case the Sticky Field property was turned on for the current V-Profile at Administration station for any block, provide the value for such block to one of the documents of the current batch and click this new button. This action will automatically fill the same fields of subsequent documents in the batch with the same value as was entered for the first document, up to the next document where another value is entered by the operator If some of the rules were set up to fire only once, on the event of loading the batch, but for any reason they did not execute correctly (target data base was not available, etc.) this new button allows to re-run the rules that failed to execute and that were set up to run only once (the rule settings with reaction to the event After Data First Loaded or After Data First Loaded at Verification Station ), if the rules first executed with the status of error or warning If click-by-character is not required, it can now be turned off, and, in fact, the whole click-entry interface can be disabled if it is not used. That provides significant improvement in station performance by reducing transmitted data volume 4

5 Validation Rules Inter- Documents Rules Web Approver New InvoiceAction Solution rule for Duplicate Invoice Detection Re-designed rule wizard for Validation Against DB rules Re-designed rule wizard for Invoice Action Late Payment Check and Early Payment Discount Check rules New Inter-Document rule (F9 Mode rule) for Suspicious Document Split Detection Completely new design and ability to select from four color themes New action and documentlevel flag is available: Send to Reviewer The new rule checks the extracted Invoice Number field value against the back-end accounting database. If the match is found, meaning that the invoice was already processed, it provides a warning message that such invoice already exists in the accounting database. If there are multiple matches found, the rule shows an additional details window with the listing of all found matches The rule`s setup wizard screens were modified to synchronize the look and feel with InvoiceAction rules setup wizard user interface The rules setup wizard screens were modified to synchronize the look and feel with all other InvoiceAction rules setup wizard user interface This new rule is executed and validated in context of several consecutive documents in the batch and therefore is checked in F9 (Inter-Document Rules) mode. The rule checks if a few consecutive documents are detected that have the same field values. If such situation is detected, the rule gives a warning or an error to the operator that the auto-splitting was suspicious, and if operator agrees these documents can be merged back into one document Web Approver Station operators can select any of the four new color themes available for the main user interface: Bright (default), Navy, Light and Dark Multi-step approval cycles often include both actionproviding approvers and control-providing reviewers, where the reviewer`s role is to check the documents (he has no rights to make any changes, only comment where he deems necessary) and send the document back to the original approver to take action on the comments. The new functionality of the Web Approver allows for this, introducing the Reviewer role in the settings of Approver operators. Depending on the trigger settings, multi-step approval cycles can include Verification-Approver setup (action-providing Approver on Verification Station, Reviewer on Approval Station), or Approver-Approver setup (the first Approver under full rights, the second under Reviewer role) 5

6 Event Notifications Import New ERP Export Scheduled Notifications New import connector: Import of EDI 837 FTP import connector improvements New ERP export connector: Acumatica connector New ERP export connector: NetSuite connector The new functionality allows to set up the schedule for event notifications. Depending of the settings, the specified type of notification would be sent out at scheduled day and time, or with a specified frequency, to the target user(s) or user group(s) addresses. The timing of notifications can be set using a repeating interval, a specific days-and-times condition, or a template interval string. A default timer is auto-created when a new schedule is generated to reduce clicks in setting up the scheduled notifications The connector allows ingesting the incoming EDI claims in EDI-837 format. The EDI claim documents can then be verified and processed using the same verification rules and requirements as the paper-based claims, including HCFA/CMS-1500, UB-04 and dental claims The FTP import connector was updated and expanded in the number of FTP servers supported This new ERP connector offers tight integration with Acumatica ERP. Capture invoices, purchase orders and checks in docalpha and pass them to Acumatica with this connector. The connector allows looking up details such as Vendor ID, default currency per vendor, etc. from the ERP to streamline the capture and data validations. After the document is captured, is passed to Acumatica where it is added to the proper class of incoming documents, passing the necessary data. Invoices can pass up to 23 header/footer fields and 2 tables (with 17 and 6 columns); POs can pass up to 70 H/F fields and 2 tables (with 11 and 22 columns), and checks pass up to 7 H/F fields and 1 table with 11 columns This new ERP connector offers tight integration with NetSuite ERP. This new export connector allows to export 4 different documents types to NetSuite environment: Invoice (Items), Invoice (Expenses), Purchase Order and Check. The connector allows flexible setting of required and optional captured fields. The integration allows looking up details such as Vendor ID, Currency ID, Item ID, default vendor terms etc. from the ERP to streamline the capture and data validations 6

7 New DMS Export Improvements in Export New DMS export connector: Questys connector New DMS export connector: OnBase DIP connector New universal DMS export connector: CMIS connector Altec Doc-Link export connector improvements ImageTag KwikTag export connector improvements MaxxVault DMS export connector improvements The Questys tight API-based export connector allows to pass the data and images extracted by docalpha to the Questys system. The connector allows for flexible connection of docalpha Export Profiles with Questys Categories and configuring the set and formatting of the data to be exported for each Category This export connector creates a TXT-format file for each exported document based on the fields selected in E-profile in specific format in order to be processed by OnBase environment. The export data files are created by the connector in compliance with the OnBase DIP import format The CMIS connector utilizes the universal DMS CMIS protocol to store any document image to any DMS system that supports CMIS. The supported file formats include PDF, JPEG, TIFF, BMP and PNG The DocLink connector received a number of improvements simplifying the process of setting up the export, including: - Ability to automatically generate the Verification and Export profiles in docalpha based on the set of fields already configured on Doc-Link Type side - After connection was set in proper way the existing DocLink internal Folders and Types could be simply selected using drop-down lists, to avoid the typos in case the same settings would be provided manually by entering from the keyboard The KwikTag connector got a number of improvements simplifying the process of setting up the export and improving the performance of the connector, including: - Utilizing the latest KwikTag 2016 API with search optimization and line items access optimization - Ability to automatically generate the Verification and Export profiles in docalpha based on the set of fields already configured in a KwikTag drawer - Ability to export Line Item details to KwikTag repository The MaxxVault DMS export performance was improved by a complete connector refactoring and switching from using an export to a physical Hot Folder in XML and PDF formats to a direct export to the MaxxVault SQL database 7

8 Improvements in Export Statistics Service Automatic generation of docalpha Export and Verification Profiles based on configured back-ends for KwikTag, DocLink, MS SQL Server, MS Access and ODBC export connectors New format XBASE64 for the File Export connector Batch-Level export option for the File Export connector Cultures for E-profiles New Statistics Service for gathering statistics for the Verification Station(s) To avoid mistakes and typos in setting up capture fields for already configured back-end storage destinations, docalpha allows auto-generation of Export Profile(s) and Verification Profile(s) based on the configured back-end document classes, tables and types. The user simply sets up the connectivity details to reach the back-end system and then selects from the provided dropdown lists the model objects to base the profiles on, and auto-creates them using the Generate E-Profile command The newly supported flavor of the XML export is XBASE64. This format allows including the image of the captured document directly inside the exported XML file along with the data from the captured fields and meta-data This function allows to export all documents of one batch to a single destination data file, instead of creating one export file per one processed document. All the data formats are supported TXT, XML, XMLSC, CSV and MS Excel file formats. The regular Naming Options are supported as well A user can select from over 100 cultures available for all types of export connectors using the new Advanced node The new service accumulates the operator-level statistics from all verification stations. The statistics can be User- Oriented or Batch-Oriented, sorted per users and user groups or per jobs and job types. There are three basic types of statistics available to help measure the productivity of the verification operations: - Time statistics: shows how much time was spent in different verification phases (different wizards) by the user and user group or by different batches and batch types for all users and user groups - Data Source statistics: accumulates the metrics of the used means of data capture for each field, document type and batch type: automatic capture Definitions, selflearning Auto-Find use, Click-Capture, auto-filling with metadata, auto-filling by rules, defaults or manual entry - Clicks statistics: counts the clicks used to capture, verify and validate each field, document and batch type, including any clicks inside the Wizards, broken down per user/user group or per job type 8