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ABBYY FlexiCapture Video – Advanced Email Capture

Watch our video to see how to expand your email monitoring options using User Friendly Consulting’s advanced email capture software.

Hello. Today I’m going to show you our advanced email capture tool. Now this tool gives us the ability to monitor multiple email boxes and grab attachments and other details off of those messages. The first thing we’re going to do is set it up to configure and then we’ll run the service and actually see it processing those attachments for us. The first thing we do when we have the configuration loaded is we add a mail box. When we do that we get a number of settings that are loaded. The first thing we want to do is connection, we want to understand how we connect to the mailbox. We’re going to go ahead and enable this, and then we’re going to select the type of email box that we’re going to process from. In terms of today’s demo we’re going to do exchange. The neat part with exchange is that there are some auto discover features within the tool. All you need to do for exchange if you have auto discover enabled on your email accounts is just provide a username and password and the software will then auto discover that server detail for us so that’s what it’s doing now, it’s actually communicating to the exchange server at our domain in order to get to the server details back for us automatically.

Cool, and now that it’s done you see it’s successfully found. It does automatically populate the server so we didn’t have to go hunt that down. Now we can hit our test button. This should come back with a number of emails that are located within the inbox folder there for us. You can see there it’s a successful test and there are 10 messages. The next thing now that we have our connection settings, the next thing we want to do is just configure the rest of our options here. We want to determine what folder to monitor, we want to figure out how we handle the message once it’s done processing and then we have some other cool things that allow us to manage what emails we’re actually going to process within the software. We’re going to first select the folder that we want to monitor. What its going to do when I first select it, it’s going to connect to the exchange server that I selected and populate the folders for us, so this will soon be a populated list. All we’re going to do is select what folder, in this case we’re just going to select our inbox folder.

The max number of emails per pull and the seconds between cycles are already defaulted at our recommendation however you have the ability to modify these. The max number of emails per pull will simply determine how many emails we grab at one time and the seconds between cycles determines how often we connect to that exchange server in this case and grab emails. That’s going to be where we receive the emails from. How do we deal with the message once we process it? We can permanently delete it but our recommendation is that you move it to a processed folder for at least a period of time. We’re going to select that and we’re going to simply select our processed folder. To summarize, our software will pick up emails from the inbox folder, process them and then move them to the processed folder when it’s completed. On this screen and there on this tab, we have a little bit more options here that will allow us to ignore attachments. There are any weird attachments and typically we can deal with things like attachments that are within signatures of emails or other common attachments that you don’t want to process. You have the ability to add a list of attachment names or we can ignore certain attachments that either have no file extension or are what we call linked resources like those signature files.

In this case I’m going to go ahead and enable those. Then if you had your own random file names you want to ignore, you have the ability to do that as well. We have a validation tab, now validation means that if it fails validation, it will not process the message so that message will completely be moved and there are no attachments that even if there are valid attachments, we will not find them. In other words, if it violates our validation, it will not process the message one bit. In this case, you can determine extensions, DPIs phrases or even reject attachment extensions that are within these lists. You can see you can add as multiples of these as you’d like. You can also trigger an email back to the user if it violates our validation or you can send emails to administrators in this case I’m going to leave it off but just so you’re aware of it, these are some nice features that allow us to deal with email management. Then lastly we want to say, “Hey where do we dump our attachments when we’re done”. I’ve picked a folder here you’re going to see here that I’ve picked it and there’s nothing there. Once we turn it on, we’ll see it grab attachments for us.

What I’m going to do now is go back to our configuration, hit our save and you’re going to see it adds it to the list. Now you can add as many mailboxes as you’d like here. You can select it here and modify any settings that you’d like. Now that we’re done, I’m going to save and apply so that it overwrites the configuration. Now what I’m going to do next is turn it on. What you’re going to see it’s going to connect and it’s going to grab some attachments from emails that I have sitting in there. If there are attachments that have already been processed that are similarly named, it will rename them automatically with a parenthesis one parenthesis. We have no problem with duplication of files name here. What I’m going to do is start our service and what’s it’s going to do is start connecting to that email box and processing it. Now as it’s connecting, you’ll see once it processes them it’s going to put the attachments here within our folder that we have designated. We have some advanced options that will highlight real quick. We have some detailed logging that comes with the software and then we have an event log.

This event log reads the windows event log for this application and we can open that up. When we do that here, we can see we have all kinds of settings and you’ll actually see the login history, specifically the message is what’s important here of what’s going on. Right now it’s loading the settings and then it will eventually connect and actually as I refreshed here you can see it starting to process more messages. That’s an administration tool, not everybody needs to know about that. Here we go, we’re picking up attachments. In this case we had multiple attachments that we called for-export and so the software just renamed them. Multiple attachments there we’re grabbing and it’s a very, very simple process. Anytime we can look at our login and determine what’s going on here. You’ll see here it’s going to tell you every single thing that the software’s doing, it’s going to be tell you what it saves the attachment as, what message it’s doing, when it moves the attachment et cetera. You have a lot of view up to what the software’s doing and a lot of management options from a configuration standpoint to make sure that you’re getting the results that you expect.

That is our email capture tool, it’s an advanced email capture tool that you can use with many other softwares that read hot folders and that kind of things. We hope you enjoy it. If you have any questions, please let us know, thank you so much.

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ABBYY FlexiCapture Video – Web Service API

Watch our video to learn how simple it is to write a custom application that integrates with ABBYY FlexiCapture via their Web Service API.

Hello. Today I’m going to show you how we can use ABBYY’s web service API to write a custom integration with their software. It’s a very, very simple process, and very flexible. 
 
So what I’m going to start off with is, by browsing the projects from the server. So I’ve provided a server name, and we’re going to browse. Now when I hit “browse”, it actually called the web service to return available projects to us. So all of this integration uses that web service API, and you can see the different types of details here on the form that we can get from it. 
 
So I can select a project and see the different batch types, along with the details. I can create a new batch, and when I create a new batch, you can see here, as I create it in my custom application, if I refresh here within ABBYY, you see now I have a demo test batch that was just created. 
 
I can also modify the batch. So I can add documents to the batch, add separators, I can even delete documents or modify what we call registration parameters. So it is a very, very neat integration, and it’s a very cool way that we can write custom application that integrate and communicate back and forth within ABBYY. 
 
So the next thing I will do is just create a document. I think we’ll just do a PDF here that we’ll send over to ABBYY. And you can see, we are uploading that document and soon we will have that document as part of the demo test batch. 
 
So it’s a very, very neat process. You can see there our document is processing there. So this web service integration gives us a unique custom integration path for ABBYY FlexiCapture, so that we can do things that aren’t using a station with the product. We can actually use our own logic and parse the results back from ABBYY so that we can have full control over how users integrate with our verification steps, as long as correcting any lack of confidence on characters.
 
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So I hope you enjoyed this short video. It’s a very neat process, and if you have any questions, please don’t hesitate to contact us. Thank you so much. 

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ABBYY FlexiCapture for Invoices Video – Configuring Master Data

Watch our video to learn how to setup and configure master data to be used within your ABBYY FlexiCapture for Invoices project.

Hello. Today I’m going to chat with you about how we set up master data for ABBYY FlexiCapture for Invoices.

Now, master data is a very, very important step in the implementation process, and the reason for that is because the master data actually helps us recognize information on the invoice. It makes the recognition quality much higher, and the better we do it and the better we prep for it, the better the outcome will be.

So, we’re gonna take this time and chat a little bit about it. Now, what I have in front of me is a database, and this can be any database. This is in SQL, but it can be in Oracle, it can even be in Access or any ODBC compliant database. But within the database, we have our master data. Master data consists of things like business units, cost centers, GL codes, purchase orders, purchase order line items as well as vendors.

Now, if we take a peek at the columns here, you can kind of see the information we expect to receive for vendor. Now, because this is a demo system, the information we have is actually quite basic. But for vendors, we can have multiple addresses, multiple states, multiple names, different codes and such that we reference them by. With our POs and line items, we have our PO header information, which is pretty normal. Typically a PO number, who the vendor is, and then how much that PO is for, and then we have our line items, of course, which get a little bit more technical, which are what the article number is, the quantities, the unit price, et cetera. So, those would be POs.

We have our GL codes. GL codes are just our expense account codes, so we can reference those any way that we want. But in this case, in my sample here, you can see I just have a GL code column, an ID column of course, and then a description column.

Cost centers are kind of very similar layout where we have a cost center name and then what business unit that goes to, and then of course we have a business unit table which has business unit, name, where they are, the addresses are, and things. Here’s a good example where we can have multiple names and addresses and states and cities for one record. I’ll just take a peek at that here to show you what the data looks like.

So, this is what we call master data. This is very, very important to have prepared before an implementation. It makes our implementation go very, very smoothly. So, what we’re going to do is set up a brand new FlexiCapture for invoices project. We’re gonna just go ahead and start our new project, and we will call this an invoices project, and we’ll go ahead and just create a new folder on our desktop, call it US invoices, and we’ll call this our US invoices project.

So, what’s gonna happen now, of course, is the project setup is gonna be created by default for the invoices project. It’s gonna create that project for us, and once this is done, we’re gonna go set up the master data.

Okay. Now that the project has been completed, we’ll close that and of course on an invoices project, we already have a document definition created for us, so what we will do is we will go into that invoice document definition. It depend on my other screen here, so I’m gonna drag this over for us to review. Of course, we have our typical out of the box fields here, which we’re not gonna study too much in this demo, but we can definitely reference those in other videos and through personal demos with you.

But in order to update the master data or even to set up the master data, we would go to document definition and then of course go to the properties. From here, we’re going to populate those data sets. Now, each one of these data sets are the data sets that you saw me have in my master data table in SQL, which again can be in any database format. But in this case, we’re gonna set up these to reference the database that I showed you earlier.

So, we’re gonna simply do setup, and then here we need to specify the connection string. You can see by default there’s not one specified. So, we’re gonna set this up. Of course, I know that we’re talking to SQL, and I’m just gonna set this up to be used for my own personal database here, and we know that this is the database. Of course we always want to test to make sure that works correctly, and then now knowing that that works correctly, we can go ahead and proceed.

Okay. Now that we can proceed, what we need to do is determine the schema. In this case, we’ll just go ahead and hit all, and of course in your environment you would want to determine what schema is best. Then of course we need to determine what table the business unit information is derived from. In this case, we will say business unit table. Now what we’ll do is we’ll match the field. So, we need to obviously match the fields in this data set for every one of those columns that we have in SQL, in the SQL table that I showed you. So, we’re gonna say the column ID within FlexiCapture, so it matched to this field called ID in SQL, and it’s very, very simple. You can kind of see once you map it, it looks like you can kind of see where it says it’s found, whether or not it’s normalized, et cetera, and what the externalized database column is. So, we will want to do that for every single one of these.

I do want to show you this. Now, if we have a column, and for this example we have name, but if we have a column that would have maybe references in multiple columns, like a name one, a name two, a name three, or sometimes an address that an address one, two, and three, you can use what we call several columns. Within several columns, you can drag which columns make up the name field. So, we can actually reference all of those. Same thing with street. Street is a very common one where we would reference every one of those. Then of course I’m just gonna go ahead and map these for us, and then we’ll do state as well, zip code. There are multiple zip codes, so we will go ahead and use several columns for that. If there’s a country code associated with it, we will do that, and then of course if there’s a value at a tax ID, we will do that as well.

If for some reason one of these columns is not associated with what you want to do, which for US we may not be using a value at a tax, but of course for other countries, especially European countries, we would. But if we do not want to use that column, we can simply tell the software that that is not used, and then hit okay.

Of course, within this screen, you have the ability to do a few things. You can tell ABBYY how often to update from that dataset. Whether or not the operator doing verification can add or edit records. For this demo, I’m gonna leave those blanks, but it would be something that you’d want to consider before processing invoices.

So, once that’s set up, you can see here we have what we call a connective field, and it’s obviously connected, but we still have no records. All we need to do to update the records is hit update, and when we do that, you should see our record count increases. So, if we go look at our business units table here in SQL, you can see we have 12 records, and now within ABBYY FlexiCapture we have 12 records as well. So, we will do the same setup for every one of these tables here. It actually is a very quick process.

Specify what you want the data to come from. In this case, we’ll just kind of keep this easy. We are working on the vendor, so, whoops, I hit the wrong fields here, so we would just set up the ID column, the name, the street, the street we are not using, so we would just tell the software not to use it, the city, the state, zip code, and the country code. If there’s a business unit associated with it, which I don’t think we’re using in this case, so we will say no, and if there’s a value at a tax field, which again, I think we will say no, we can move on.

Now, we can add fields here if you want to reference information from the dataset, besides what are shown here, but in this case, we’re gonna leave it out of the box.

So, once again, I set that up. All I need to do is update it. You’ll see now that I have three records, and that is also what I have in my database, so we’ll quickly set up the purchase orders. We’ll map these columns as well. You can see here it’s a very easy mapping session. All we need to do is map them and move on. Of course, after we map and you can see it’s connected, then we will want to update. You can see there we have those items set up. This is a very nice, simple process here where we just do that mapping. I think I missed on here, description. Once again, you’re just mapping the FlexiCapture field to the field in the database. Very, very simple. Some of these fields I know are not used, so we’re gonna go ahead and skip them. Okay. Very good.

Of course, once we do that, we need to update. The same process for GL codes and cost centers. We’re not gonna do that on the demo today because I think you understand now that the process is very simple. We just need to set up the source where it comes from, and then of course make sure it’s connected, and then when we’re connected, we just need to update. So, it’s very, very simple.

Now that we have the datasets defined, that’s kind of the core step in setting up an invoices project. So, we can save the document definition, and even from here, we can run a test batch for those vendors. We’ll actually go ahead and do that. We’ll just go ahead and create a test batch. We’ll load some images here, just to do our testing. You’ll see that the process will begin to do the recognition, and then the software will tell us when it’s done. There, it’s complete.

We can open it, and the important part here is that we determine the vendor. Now, once again, that’s all we set up, which is an out of the box project that we set up. So, it’s not set up to detect line times and those things yet. But we can obviously do that through the properties in the project. We’ll just load a couple other ones here to prove that those vendors are set up and that we’re detecting the vendor. If we get a vendor in this slot over here, that’s kind of the secret key to know that we detected it.

So, we just loaded a couple other ones. We just want to make sure that we found the vendor here, and once again we can look at that information for the vendor. This information just comes directly from the dataset that we just populated. Then of course our last one, and we have our vendor there.

So, that is a video of how you set up master data for an invoices project. It is actually a very simple process once we have the data in a location that is easy for us to reference, use, and adapt into the software. So, I hope you enjoyed the video. If you run into any struggles with this, please let us know. We’re very, very comfortable with this process, and would love to help you out. Thank you so much.

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