SmartSearch Continues to Evolve; Paper Growing Scared

The team at Square 9® Softworks is always looking to create a little excitement for our user community, and this time it's through the release of version 3.2.2. Our summer release represents a balanced approach to feature enhancement including new tools for capture, retrieval and workflow. We also mixed in a few new utilities for improved system management and the result is a release that drives process efficiency to a whole new level.

Two exciting new enhancements increase efficiency by helping to eliminate document scanning by allowing users to capture information prior to it becoming paper. Be sure to check out our new automated Email Import Activity and the Square 9® FreeForm Live Forms Designer.

We've also enhanced our Content Search functionality with new tools for mining data from unstructured content. Finally we've also introduced several new administrative functions to make life just a little easier for the people who support our products. This includes a new License Manager utility and extended Active Directory support for individual users.

Collectively the v3.2.2 summer release moves our user community ever closer to their dream of a paperless office. The 3.2.2 summer release is now available at no cost to all members of the community with an active maintenance agreement so be sure to contact your reseller or Regional Sales Director for more information.

As always we welcome your feedback and suggestions. Please contact us at marketing@square-9.com for additional information on the v3.2.2 release or visit the Support and Developers Forum for the full What's New in v3.2.2 report.

Best regards,

Scott Worroll
Marketing Manager

Automated Email Import Activity

One highly anticipated feature enhancement released in version 3.2.2 is the new automated Email Import activity. The Email Import activity within Capture Workflow delivers monitors an email inbox (POP or IMAP) and automatically imports and indexes the messages using the properties of the message. This feature offers broad based application potential by allowing administrators to configure watched email inboxes for incoming sales orders, vendor invoices or resumes as just a few examples.

Because the Email Import activity is fully integrated within our Capture Workflow engine, any image based attachments may be processed using additional activities. This includes: automated separation, enhancement, zonal OCR and Full Text PDF generation.

Administrators may optionally configure the Email Import Activity to import the message with its attachments or to ignore the message and import only the attachments associated with that record. The message properties (i.e. To, From, Subject, Date Received, etc.) can only be utilized for indexing when importing the actual email message.

Click here for a quick guide on how to configure your email import activity.

Carrera Motors Races Past the Competition with Efficiency Gains

Do you know of another organization that works with high volumes of printed documents that could benefit from greater efficiency and improved customer service? You might want to share the following Case Study with them brought to you by premier Square 9® reseller Synergy Office Systems of Bend, Oregon.

In the process of maintaining and repairing customers' automobiles, Carrera Motors' four service departments together generate about 1,100 repair orders and accompanying paper documentation each month. All of these documents must be carefully filed and be readily accessible for Carrera Motors' service personnel to provide the superior level of service its discriminating customers expect. Over the years, however, filing, storing and retrieving the growing volume of paper records had become more and more problematic.

Like many dealerships, Carrera Motors uses the Reynolds and Reynolds Dealer Management System (DMS) to generate repair orders and customer invoices. Now, however, when the repair and invoicing process is completed, the DMS-generated paper documents are placed in closed files. The following morning they are then quickly and easily scanned and indexed into SmartSearch as PDF files. Once stored safely in SmartSearch, the documents are available instantly to Carrera's service technicians, advisors and other authorized users.

Solution Profile:
Business: Automobile Dealership
Company: Carrera Motors
Objective: Eliminate costly paper records; operate more efficiently, profitably and securely; improve customer service

“When we began researching electronic content management solutions, we were primarily looking for a way to reduce the volume of repair orders and related documents we had to store. SmartSearch not only solved our paper storage problem, it also boosted the productivity of our technicians. Because vehicle repair histories are now available at their workstations, our technicians no longer have to leave their bays to locate this information and are 20 percent more productive. Maintenance and repairs are completed and cars are returned to their owners faster, so SmartSearch has improved customer service as well”
- Richard Grant, Service Director, Carrera Motors

Click here for the full story.

EVENT SCHEDULE
Upcoming webcasts & events

SmartSearch General Overview                                                        Sept 9, 2p-3p
• Introductory webinar to document management                             Register now

Square 9 Technical Training                                                                Sept 13-15
• Reseller training in New Haven, CT                                                    Sold out

Minimizing Data Entry with Data XChange                                       Sept 16, 2p-3p
• Reseller focused advanced training series                                      Register now

BTA East Grand Slam                                                                          Sept 22-23
• Open to BTA members and non-members                                         View flyer

Square 9 Technical Training                                                                    Oct 3-5
• Reseller training in New Haven, CT                                                     Sold out

Square 9 Sales Training                                                                          Oct 6-7
• Reseller training in New Haven, CT                                                     Sold out

Square 9 End User Training                                                                    Nov 8-9
• End user training in New Haven, CT                                                Register now

Square 9 Technical Training                                                                  Nov 15-17
• Reseller training in New Haven, CT                                                  Register now