The SmartSearch Content Management suite delivers a wide array of tools for image capture automation through its Capture Workflow component. As a standard feature within the SmartSearch core product, Capture Workflow takes a graphical approach for creating and maintaining capture automation through a highly intuitive drag & drop design tool featuring Workflow Activities for image processing.

Capture Workflow has been designed to monitor any UNC or drive mapping and capture any file type into the SmartSearch repository. Those files that are PDF or TIFF can be processed by the server side image processing engines, whereas electronic documents such as Word, Excel, MSG can be imported for manual manipulation.

See recorded demonstration of Capture Workflow in action!

Image Enhancement - Poor quality images can be automatically be enhanced with the ability to De-Skew, De-speckle and Auto Crop captured documents as they are being captured into SmartSearch.

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Document Separation - Provides the ability to separate documents based on the appearance of either a barcode or a blank page or using page count. This allows for batch scanning of records with automated page breaks where indicated.

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Barcode Recognition – Allows administrators to create zones where barcodes are read and the data is used to index documents automatically to a specific field. Support for all 1D barcodes.

Import Document by File Name – Import bulk records and automate their indexing by automatically extracting the file name and assigning it to a SmartSearch index field. This feature includes the ability to parse data within the file name and assign it to multiple index values by designating a pre-defined delimiter to the process.

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Auto Import Data & Document – As another valuable tool for bulk imports, this feature allows SmartSearch to monitor a “hot folder” for incoming records and automatically index the files based on an accompanying CSV file. Customers who share data and documents with external sources or rely on outsourced scanning services can now accept and directly import their converted files automatically through FTP rather than upload from a CD of DVD.

Also available are optional modules for the SmartSearch Capture Workflow which further enhance the capture automation through Optical Character Recognition (OCR). These OCR options come in two flavors; Zonal Based OCR and PDF Creator.

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Zonal OCR – Create easy to use OCR based templates to extract data from images with consistent data structures and further automate your indexing processes.

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PDF Creator - PDF Creator is s server based option available for SmartSearch which automatically converts TIF or PDF based image files on the fly as they are indexed into SmartSearch. SmartSearch PDF Creator embraces industry standards by converting your records into PDF/A format. Conversion of scanned records into PDF/A provides the benefits of a format now recognized by government and business alike as the standard for long term document retention.

Capture workflow has the flexibility to release direct to an archive or to an inbox. Any OCR or BCR extracted data can be populated to the selected Archive.

Email Import Activity- The Email Import activity within Capture Workflow delivers the ability to monitor an email inbox (POP or IMAP) and automatically import and index 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.

Set Index Field Activity - The ability to set a field values automatically as part of a Capture Workflow process is an invaluable tool, especially in environments where a Multi-Functional Printer (MFP) is user for scanning. This module allows you to pre-determine how a record will be indexed into the SmartSearch automatically prior to capture ever taking place. Below are two examples of its utilization:

Classification: Many times in an Accounting or Human Resources application, users will want to automatically classify a document during its capture. By creating scan buttons on the copier that reflect each document type (i.e. Invoice, Purchase Order, Packing Slip) each document can automatically be classified through an index value even when stored to a single Archive. Simply create a Capture Workflow process and associate it with each button which include the Set Index Field activity and pre-assign a value for document type.

This activity will then dynamically assign a document type to each record scanned using that button on the MFP. For even further automation during the capture process, combine this feature with Activities for Zonal OCR, Bar Code Recognition of Full Text PDF Creation.

Status: In an approval process, there are many cases where a captured document will required a status to trigger a workflow event. By pre-setting an index value to “Pending” for example, a document may be automatically routed with a notification sent to the person responsible for processing it post capture. This type of process design is frequently used in conjunction with other pre-set field values and/or with system generated fields such as “Scan Date” or “Scanned By”.

Import Web Forms Activity - The Import WebForms Activity is an optional module as part of Square 9 FreeForm. This module seamlessly integrates Square 9 FreeForm with SmartSearch by passing captured web form data into a pre-existing PDF Form. Administrators can quickly map data entered into a FreeForm web page utilizing our highly intuitive, drag and drop PDF Designer. The resulting PDF output is then imported automatically into a SmartSearch Inbox or Archive where it can be used to trigger a series of workflow events.

Because the WebForms Import activity is fully integrated within our Capture Workflow engine, any web form rendered to PDF may be processed using additional activities including automated separation, enhancement, and Full Text PDF generation.

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