Advanced Capture and Automated Indexing Tom Hoffman, National Channel Account Manager Capture Solutions, Hyland Software
OnBase Capture How do you get the paper in?
Methods of Capture with OnBase Scanning paper documents Document Imaging and/or Faxing Integration with MFP and MFD devices Importing electronic documents PDF, Word, Excel, HTML, etc. Integration with Email and Fax Other components of a Capture solution: Data extraction and validation Routing documents and rules-based workflow Store, search and retrieve Data delivery and integrations with external systems
OnBase Capture and Import Modules Production Document Imaging Desktop Document Imaging Disconnected Scanning Front Office Scanning Express Scanning Web Scanning Directory Import Processor E-mail Archive Subscription Server Virtual Print Driver Integrations for Fax Servers Integration for MFP Integration for 3 rd Party Scanning Solutions
Advanced Capture Processing Architecture Advanced Capture License (OCR Server)
Capture TWAIN / ISIS / Kofax Batch Scanning QA / Re-Scan Imprinter Support MFP / MFD Import Fax / Email / EDI OnBase Capture Process Image Enhancement Annotation Auto Orientation Color Dropout De-skew / Crop Blank Page Deletion Full Page OCR Classify / Separate Extract Bar Code Auto-fill / Lookup OCR / ICR / OMR Document Processing Structured Docs Semi-Structured Docs Unstructured Docs Data Validation Key from Image Point / Click Indexing QA / Re-Index Verify and Match Lookups / Validation Database, ERP, CRM Image-enabled Apps Revision Control Store Architecture Single Repository Images and Data Application Enabler Keyword Search Full Text Search Retention / Reporting Export Deliver Image / Data Web Services / SOAP EDI / HL7 XML, PDF, TXT, DOC Workflow Notifications Integrate, ERP, CRM
Benefits of Integrated Advanced Capture Lower total cost of ownership Minimal training Integrated with OnBase ECM modular functionality Increased ROI Leverage OnBase investment Scalable across the enterprise with no processing costs Rapid Deployment Easy to install and configure Rapid change management and deployment
OnBase Capture Solution - Benefits One solution vendor Leverage solution expertise Support Integration Enhancements One tightly integrated solution Maximize investment in OnBase Complete solution Simplicity Easy to configure, use and update Point-and-click template creation
Business Problems Solved with Capture Inefficiency and inaccuracy related to the manual indexing of documents Document classification and indexing are extremely labor intensive Allow employees to focus on high value tasks Automation improves accuracy and enables faster indexing Process Improvement Faster transaction completion Cycle times document availability Customer service
Advanced Capture Overview OCR Machine-printed characters ICR Hand-printed characters OMR Checked or filled boxes/circles Signature Detection Analysis of a signature area Line Item Extraction Tabular layout of rows and columns
Advanced Capture Example Top 10 Challenges DATA ACCURACY 1. Classification a) Document Type b) Document Definition c) Document Set 2. County 3. #7, Yes or No 4. If Yes for # 7, additional info. 5. Validate CPA Number 6. #21 check value on another page 7. Does #21 = 10% of #16 8. Signature 9. Date Format 10. Signed submitter = Field #11
AnyDoc Addition to OnBase Capture Portfolio Wider range of Capture solution offerings Large market for automated document, data capture and classification Extensive feature-set competitive with major industry players Broader solution portfolio for resellers and customers Hyland Capture (AnyDoc) Team Recognized and respected capture vendor Dedicated professionals experienced in capture and ECM Development Roadmap The respective products work well together now, and will become more tightly integrated as we move forward Collaboration between Development teams will accelerate product advancement
AnyDoc, a Hyland Software solution-product Suite
What is it? AnyDoc s Stand Alone Scan/Capture Platform Scan, Quality Assurance, Index, Release Local and Remote deployments Distributed Scanning and Quality Assurance On The Fly Scanning Front end for OCRAD, INFINIWORX, EXCHANGEit
Key Technology Features: CAPTUREit Barcode/Patch Code for Document Set and Batch breaks Batch Indexing via: Prompt Tables (VBScript) Barcodes Page/Document Indexing via Barcodes VBScripting Object Model Script imprinter stings, table interactions, Kodak Image Addresses Quality Assurance Features
What is it? AnyDoc s capture workflow product Innovative design allows users to create a step-by-step workflow Adapts to your existing business processes
INFINIWORX Key Technology Features High End Classification Image Text Keyword Algorithm Check 21 CAR/LAR processing MICR processing Create and endorse virtual check back Content Analyst Electronic Mailroom Scan, Classify, Route for Processing Email processing Import/process key email fields Attachments
Classify Records Classify incoming records as: Judgment Motion Request for Continuance Proposed Order Summons and Complaint Trash (repeat documents, envelopes, blanks pages, etc.) ** Future new document types can be added at anytime 18
Tools can be added to build additional business process functionality or adapt to changes (Drag-n-Drop onto the Palette) Trace and Audit output real-time information about the Workflow job as Parameters can be modified in a GUI it is being processed to enhance the Workflow Workflow Platform Begins as a blank palette Drag tools onto it Connect the arrows to create a Workflow 19
Rules in the Classification Library 20
Classification Match Rules Image Classification Match to library of images Text Based Classification Keyword search and comparison Entire page or by Region Conceptual Classification Reads entire document for conceptual text relationships Combination of Technologies Use in and or or relationships Manual Exception Route to a verifier for ID 21
Match Criteria % 22
What is it: AnyDoc s forms processing product Replaces/enhances typical heads-down data entry: Scan images for processing (replaces Key From Paper) Applies Character Recognition technologies to automate and speed data entry (fewer keystrokes) Applies and enforces business rules on the data entry fields Creates/releases text and images
OCR for AnyDoc - Process Phrases Import Quality Assure Data Extract Rules Verification Commit
OCR for AnyDoc - QA Phrase
Key Technology Features: Local scan/capture OCR for AnyDoc Scan, QA, Image Perfection, Rescan Data capture Structured Templates Unstructured Forms (AnyApp Technology) Key From Image Basic Image Classification Auto ID text based AccuID image based
OCR for AnyDoc Full data extraction Intelligent extract Rules Currency Dates Addresses GUI based Custom VBs Verification phase Fix broken rules Correct data
28 EXCHANGEit
EXCHANGEit What is it: AnyDoc s Data Connector Move Data and Images to Archival Systems Drag-and-drop setup between source and destination Move EDI files
Key Technology Features: EXCHANGEit Map Source information to one or more Destinations Make moves conditional with VBscript Destinations can be: EDI 810, 835, and 837 output AnyDoc s Certified SAP interface Park or Post Invoices to SAP Write to industry leading Databases Custom text files Move files Output to industry standard imaging archival/retrieval systems Directly at the end of processing in OCRAD Deploy as a server application via EXCHANGEit Scheduler
Solution Experience Finance and Accounting Accounts Payable, Accounts Receivable, Check21 Healthcare HCFA (CMS1500+UB04), EOB, Lab Results, Electronic Patient Records, Encounter Forms Insurance Claims, Forced Placed Insurance Government and Education Surveys, Test Scoring, General Forms, Census Forms Service Bureaus All types of forms and volumes General Forms
Solutions Accounts Receivables
Check with Attached Remittance Capture all check data Capture all Remittance data Balance remit line items to the check Snap an image of the check Virtual endorsement No physical bursting of the check
Check with Multipage Remittance Capture all check data Capture all Remittance data Balance remit line items to the check 3 page doc set
INFINIWORX - Check 21 Check # Routing # Account #
Rules Customer ID = Invoice Customer ID Eliminate misapplied payments
Rules Alerts to Highlight Discrepancies Amount = Net Amount Discount
Solutions Accounts Payables
10,000 Vendors 10,000 Formats Similar data in unique locations
AnyApp Technology Finds the Data One Set of Intelligent Algorithms for ALL vendors 10,000 Vendor Invoice Formats (or many more) New Vendor Invoices One set of accuracy Rules AnyApp Technology
AnyApp Technology Finds the Data Data Captured AnyApp Technology PO Number Invoice # Invoice Date Terms Freight Handling Tax Total All detail lines
Extract All The Data 4
Balance Line Item Detail (QTY x Price) balanced to Ext Cost Sum Ext Costs balanced to Sub-total Sum Ext Cost, freight, tax, shipping, etc. balanced to invoice total ALERTS 76.00 43
Database Query Query the Database to validate part number Auto fill unit price from Database Amherst Research Queue 44
Assign GL Codes 45
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