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ABBYY FlexiCapture Video: Windows Shortcut Tool

Watch this video to see how easy it is to send files from your computer to ABBYY FlexiCapture using our windows shortcut tool!

Hello. Today I’m going to show you our shortcut tool for ABBYY FlexiCapture. Now, this is a tool that allows you to right click on files or a series of files and send them directly to a ABBYY FlexiCapture project. Taking away the need to send them via email or drop them in a hot folder or even through a scanning station.

What I’m going to show you today is how it’s done. It’s a very, very simple process and you’ll grasp it very easily. What I’m going to do is select what files I want to go into ABBYY. In this case it could be an array of files, in this case I’ll just select 10 of them. I can right click. Go to our send to, and then select the send to ABBYY FlexiCapture option. When I do that, it’s going to bring up our tool. I’m gonna bring it up here so you can see it easily, and I’ll move my projects down here.

What it’s gonna do, is it’s gonna load up based on your credentials what you have access to from ABBYY, from an ABBYY project standpoint. In this case, you can see here I have several different projects. And then based on the projects, of course we have batch types. And so, in this case you can determine if you wanna use the default or another batch type. And then, we’re gonna provide it a batch name. Now, in this case we default it to a name that is a date and time and then your user name attended to it.You have full control over that batch name and can manipulate that at any time.

So, this will send these 10 files directly to ABBYY FlexiCapture. The cool part about it is you also have the ability to add batch parameters or sometimes what we call registration parameters. You can see we have these two registration parameters designated within ABBYY FlexiCapture and one is required, so what we can simply do is just populate these values that ABBYY is expecting to see and we’ll save that. And then, once we’re done here, we can send these directly to ABBYY FlexiCapture.

Now, you see the add on does report that the upload with successful, so we’re gonna hit okay. And then we’re gonna come to ABBYY and refresh our batches. You’ll see there is our batch. There is 10 documents. Remember, we selected 10 different documents to put into the batch. And then, we have the proper batch type selected. If I right click the batch, you’ll see those are the registration parameters we have.

So, this is a very, very neat tool. I’ll another quick sample with you just very quickly with some invoices here. I’ll send some invoices in using the tool. Once again, I’ll select the project. I’ll keep it the default batch type this time and we’ll send it to ABBYY. You see this upload is successful. So, if I go and refresh, ABBYY here, this is now that batch and our invoices are in the processing mode now and we’ll start seeing results for that. So, just a neat tool to easily get documents and images into the software without needing any other stations or monitoring options.

I hope you enjoyed this demo, and if you’re interested in learning more about this Windows shortcut tool, please let us know. Thank you so much.

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Customer Case Study - Wildman Business Group

Customer Case Study Video – Wildman Business Group

Watch this video case study to see how Wildman Business Group took advantage of User Friendly Consulting®’s expertise with ABBYY FlexiCapture to automate their invoice processing!

In 1952, Rex Wildman purchased a dry cleaners in Warsaw, Indiana, founding what would grow into Wildman Business Group.

At Wildman Business Group, it’s our mission to develop people to their fullest potential. One of the key things that we look for in that is vendor relationships, such as ABBYY, and User Friendly Consulting®, who’s partnered with ABBYY to come in and help us develop efficiencies that make us more profitable.

But Wildman’s expanding business meant a steep rise in invoices. By 2015, over 4,000 invoices a month were being manually entered into the company’s ERP system.

At Wildman Business Group, you get used to taking on more. There’s always something more to do, another project to work on. We finally decided we were going to do a web portal for our customer employees to order corporate apparel, and when that happened, wow! There was a lot of invoices.

Pretty soon, it took staff over 50 hours a week to deal with all of these invoices. They had to print each one, check its PO, and then manually enter it into our Sage 100 system. Then, on top of that, they had to sort and file the invoices into lots of filing cabinets. Since manual entry can mean a lot of mistakes, we had a lot of verification.

Plus, printed invoices were stacking up on everyone’s desks. Not to mention the storage space that we needed for all of those invoices. So we either had to add to our accounts payable staff, or we had to automate. And in this case, we decided that automation was our best option.

We interviewed several vendors, and I was still just unconvinced that they would be able to meet our unique needs. Then we made a lucky find, and we found Travis Spangler, the general manager of User Friendly Consulting®. He introduced us to ABBYY FlexiCapture for Invoices.

ABBYY FlexiCapture for Invoices is ideally suited for Wildman Business Group. Its trainability and flexibility, its on-the-fly training, let us meet the needs that this unique business offered to us.

But first off, our goal is to make this as simple as possible to understand. What we did, is we saved a copy of the data Sage 100, and we saved a copy of the invoice to SharePoint Online.

What Travis and his team promised, they delivered in about a week, and the installation of ABBYY FlexiCapture for Invoices onto our server went very smoothly. Then we had to build in all of our business logic, and that whole process, and the integration, went very well.

After that, we fine-tuned the product to accommodate our top 20 vendors. Then, we used FlexiCapture’s auto training feature to enable it to handle the remainder. Pretty much in no time, we were up and running smoothly.

All invoice data is automatically captured by FlexiCapture from the invoice images, and uploaded into our Sage 100 ERP system. The images themselves, then, are sent straight into SharePoint. The invoices are automatically routed to the correct people for approval, and then the system validates the invoice data according to our custom rules.

FlexiCapture’s accuracy means that we spend a lot less time validating the data. We used to spend about 50 hours a week processing invoices. Now we’re down to about 40 hours a week processing an ever growing number of invoices. That means that our staff now has time to spend on more profitable tasks.

Since the software is working so well, and we have a strong relationship with User Friendly Consulting®, we can’t wait to start the next phase of our project. We’d like to use this to automate our vendor statements, and also help apply customer payment.

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ABBYY FlexiCapture Video – Hot Folders and Email Polling

Watch this video on how to set up hot folders and email polling within ABBYY FlexiCapture. This is a great way to automate the processing of any documents your organization handles on a regular basis.

Hello. Today I’m going to show you how to create what we call an image import profile. These image import profiles are setup to automatically import documents from either a hot folders, even scanners, and also email boxes. What we’re doing is we’re in our ABBYY FlexiCapture project setup station. If we go into our project tab, our menu at the top, and we go to these image import profiles, you can see here this is where we set them up. What we’re going to do is hit new. It’s going to ask us what type of image source do we want. Now this is where you select if you want an FTP server, a hot folder, a mailbox, or even a POP3 mailbox. For today’s demo, we’re going to do a hot folder, sometimes called a local folder. You see here what we need to do is browse to that location.

What we’re going to do is I actually have a location all picked out, and so I’m going to create a new folder here. We’re going to call this our import folder. I’m just going to go ahead and copy and paste this information here so we don’t have to browse to it. We’ll hit next. Now it’s very important that we turn on how often we want this hot folder to check for files. By default it’s 20 seconds, maybe for demo purposes I’m going to increase it. Then you see here we have batch settings here that I’m going to leave defaulted. You would want to study these and make sure you understand the impact of all the batch settings, but just there’s a lot here to give us a lot of flexibility.

Next we’re going to go into our what we call image processing options. This really just tells us what things we want to happen with the document. Is there separation? Do we want to de-speckle, or even de-skew? I’m just going to leave these for the default for today’s demo, but this is definitely something you would wan to study and make sure you understand the implications and options for you to use these. We’ll hit next. You can see here this is where we tell the software to move the files if there is an error or when it’s done processing. I’m going to leave these by default, but you’ll see here it’s going to be looking for this path underneath of our import directory here. When the system starts processing documents, it’s going to create a process folder and an exceptions folder if needed. We’ll hit next. This is just a summary tab. We can apply comments if we want, maybe for other developers or administrators who would be reviewing this, and we will hit finish.

Now once we’re done with that setup, we want to go into our processing server. The reason you want to do this is because this is where we enable what stations process what import profiles. We have these hot folders, and I am in my employee time sheet project, so I’m going to double click that in order to activate that. Now once I activate that I should start seeing some tasks here line up every X number of seconds that I told the project to do that. And there we go, they’ve started. You can see here it’s looking for information to import, which we don’t have setup to import quite yet. But it’s important that we see that and that we enable it here under the hot folder section, or we won’t simply see any batches show up.

What I’m going to do, and also notice that ABBYY FlexiCapture has already created a processing tasks folder, and it will create its other folders here automatically, including the processed and exceptions folder. But I have some samples here, and all I’m going to do is drag them into our hot folder. Now when I drag them into the hot folder, ABBYY is going to pick them up. You just saw I refreshed there and it picked them up. Now it’s processing them, and there it automatically created the processed folder. We now have a batch created within ABBYY FlexiCapture. If we go and we go and we look at our working batches, and we refresh this list, you will see there that I now have those two documents that I copied and pasted into the import folder here as a working batch and ready to be processed.

Now the process is very much the same for an email pulling operation here. If we select POP3 server, and we go to our settings here, you can see we have our login password and whether or not we need to use SSL. Also the POP3 server location should be populated in this box. Once we populate it, and we make sure that it’s enabled here within the hot folder section here, make sure the project has those enabled, once we provide those details we will be able to monitor those mailboxes, and also, just the same as a hot folder, import documents so that we can process them and eventually get them exported into our business system. Once again, it’s a very, very simple process.

To just remind you where this is at, this is at the project level under image import profiles. You can select any number, or create any number of these that you want to at any time, even copy, or even open the folder for each. So definitely something to look into. A lot of our customers use these image import profiles. It’s a very quick way for ABBYY to set us up a constant monitoring of either a folder or a mailbox. Well I hope you enjoyed this. If you have any questions, please let us know. Thank you.

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OCR Technologies and Trends (MMDP Meeting, March 2016)

Video – OCR Technologies and Trends (MMDP Meeting, March 2016)

Watch our video where Jim Hill, Solutions Specialist at UFC, discusses OCR technologies and trends.

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FlexiCapture for Invoices Invoice Training

ABBYY FineReader Server Video – Introduction

Watch this video from ABBYY USA to learn how ABBYY FineReader Server (formerly Recognition Server) provides network enabled, high-volume capture and OCR processing of images. This document capture solution processes images through high quality OCR while providing flexibility for export of images and metadata. See more at https://www.ufcinc.com/Data-Capture-and-OCR/abbyy-recognition-server

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FlexiCapture for Invoices Invoice Training

ABBYY FineReader Server Video – Processing Unstructured Docs

Watch this video to see how your enterprise may process both structured and unstructured documents quickly and cost effectively using award winning ABBYY FineReader Server (formerly Recognition Server).

Good afternoon, this is Jim Hill from UFC. This afternoon I’m going to show you ABBYY Recognition Server processing some unstructured documents. These types of documents will include things like letters, contracts, and we will also process some structured documents including invoices. Let me introduce ABBYY Recognition Server, talk about some of the features, the advantages and disadvantages of using recognition server to process unstructured documents.

This is one alternative. There are many different alternatives for processing unstructured documents. Let’s look at the demo. What’s I’m going to show you is the ABBYY Recognition Server. I’m just going to show you the quick … This is what the server looks like. This is where you set up your workflows. Let me just quick show you the workflow. From left to right, the name of the workflow, where the documents are coming from, in this case a shared folder, what you want done to the documents, what the language is, the level of OCR you want for example, would you like to optimize for quality or speed, here I have it set in the middle, how are you going to separate the documents many times. It’s simply one document per file. It you’re processing a PDF file, that can be how it can be done. If you’re scanning documents, most frequently we’d use a barcode separator sheet, which we would provide to you when you want to scan documents.

Quality control talks about if you want to verify the data coming off, which is verifying that the OCR engine produced the correct data. Indexing, now here’s where you set up the different document types. I’ve got three document types set up, different index values for each. There is a contract. We have an agreement number and we have a data for the contract. It takes a couple minutes to set those up. What do you want to do with the output file, that’s the last tab. We have the output data going to Microsoft Word. There’s a variety of options. We can set it to XML files, which I also have selected here. We can save the original images. We will show you that as we run some sample batches.

What I’m going to do right now is I’m going to show you some samples. Here’s the folder that is being watched. As I move in some sample documents, I have these sample documents here in this other folder. Let me just show you what one of those documents looks like. Here’s a contract. We’re going to extract the agreement number off of this contract. And some other forms, an invoice, there is a letter. These are all going to be processed together in one big blob as we would expect in an unstructured document processing system. I’m just going to select these documents, copy them over to the watched folder. You notice they disappeared quickly. ABBYY has already processed those documents.

Now what’s happened is we go to our verify, or actually our document indexing station. Since I did not select, tell the system to do any verify functions. What I’m doing here is just entering in index information. This index information will be put into an XML file. It will also be carried in variables that can be used for programming purposes. I’m also putting that index information into the file name. What I have set here, I have these documents set to go to Microsoft SharePoint so that you can have access to these documents anywhere that you have access to your SharePoint server. In this particular case, it’s Office 365 SharePoint, but any SharePoint system will work.

I can clearly see that this is an invoice document. It’s just asking me now what is the invoice, what’s the vendor. I’m just going to say it’s JL Smith, obviously that’s the vendor, and the date, so I’m going to find the invoice date. A caution on the date, it says month, month, day, day, year, year. You need to be careful that this was set correctly. In this case what I can do is just click and keyed the date, and then just move it around a little bit, accept the document. That’s pretty quick.

Now it moves on and it’s going to recognize another document’s pending, a sales agreement. I know that’s the sales agreement. I’m just going to go ahead now and select that field for the agreement number. There’s the agreement number. Okay, contract seller signature date. I’m going to jump to the last page, obviously that’s where the signature is going to be. Now again, I grabbed a little extra data and that format needs to be in month, month, day, day, year, so there’s a little manual intervention required here. What will happen is we can program this to strip out characters once they’re processed. I’m just going to go ahead and put it into that correct format, accept the document. Now the system is not learning how to process these documents. Each and every time I process these documents this is how I’m going to have to do it. You can see that this is a letter, and it’s looking for the sender. Well I’m going to have to go to the last page to find out who sent it. There’s sender. Who’s the addressee, we can see there’s the addressee and there’s the letter date again with our format correct 12/09/2006, accept the document. Then that is it for the batch.

Now what we will do is go to our SharePoint folder where we expect the document results to come up, and there’s the document results. We see a contract, a letter, and an invoice. Let’s just pull up one of those documents. Here’s the contract document showing the exported data coming out of the contract. You see what it did, it just grabbed all the text of the document. If I need to manipulate this data into another system, I can copy paste the system. Now of course we could program the system to put this data somewhere. It will require a little bit of custom programming in the system. Scripting is built into the system. Also, the index data that we entered here is written into the file name. ABC123 was the sales agreement number, and the data of execution was 3/15/2006 as you see that. Similarly for the invoice, you’re going to get the invoice data. It does a very good job of extracting the detail of the invoice, and same thing for the letter.

Well that concludes the ABBYY recognition server demo. I just want to say that there are many different alternatives that we can offer. This is one cost effective way to process unstructured data. We will also show ABBYY FlexiCapture, which is a much more powerful system, but does require more complex setup and is much more expensive. Please get back with me if you have any questions, but we wanted to show this so that you would be aware of the unstructured processing capabilities in ABBYY Recognition Server. Thank you very much.

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UFC, Inc. Document Capture Software: Part 2

Video -UFC, Inc. Document Capture Software: Part 2

This is Part 2 of our video series on the basics of document capture.  In this video, Travis goes into great detail on some specific elements of document capture. He will look at document processing and discuss OCR, OMR, and ICR. We are providing these videos to educate viewers about the benefits of using document capture.

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Quillix web capture

Quillix Email Gateway Webinar Video

Watch our video Learn how to use UFC’s Email Gateway software to monitor email boxes and process attachments. This product has a variety of features and functions to ensure it will work wonderfully in your business!

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