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ABBYY FlexiCapture Video – Rules and Custom Actions

Watch our video to learn how to create rules and custom actions within ABBYY FlexiCapture. Rules are triggered when data changes, and custom actions are triggered when a user clicks a button.

Hello. Today, I’m going to show you how to create rules and custom actions within the ABBYY FlexiCapture.

Now, what you see in front of you is a ABBYY fixed form. This is just a very basic document definition. Sometimes we call it a template, but that’s not really the point today. The point today is how we create the rules and custom actions. We have other videos that show you how to create this form, and, in fact, even the project that goes around this form. You can find that on our website if you’d like more details on that, but today, let’s focus on those rules and custom actions.

What we’re going to do is create a new field. What this field is going to do is going to merge first name and last name. We’ll call it something like full name. It’s going to put first name, space, last name. That is what we consider a rule. Now, the difference between a rule and a custom action is that rules happen on the fly, as data changes. A custom action actually requires user input, and you’ll see that here, the button that we create here in just a second.

But the very first thing we’re going to do is create a new field, and we’ll give this field a name first, and we’ll call it something like Full Name. Then we will add a rule. The rule that we are going to use is a merged field, because we want to merge first name and last name, but you can see there are other types of neat rules here, including calculations or comparing fields, but, in fact, you can write even your own script. But, once again, remember that these rules happen on the fly as data changes, so you do want to be a little bit conservative on when you implement your own custom logic versus what you can do out of the box within FlexiCapture, but a lot of cool options here.

For today, we’re going to merge these fields, and we’ll just call this our merged fields rules, and we’ll actually give it a proper name, Merge First and Last Names. You can see here just some of the out of the box options, if we want to show this as a message to the verifier, when we want to apply this rule. We can set certain conditions so that a certain field is not empty, and those kind of things. But for today, we’re just going to leave this as the default.

Then you can see we have tags here. Tags are just used as shortcuts for finding it in the future. If we have a lot of rules, it’s important that we tag, so we can find them easily. Then, of course, we want to make sure that this rule is enabled, so we’ll click Next.

We’re going to add fields that we want to merge. Now, this is obvious, because we know that we have first name and last name. Select first name, select last name, and you see there it populates it in our Fields to merge list box. It’s going to ask you the resulting field, which is going to be this, which is where we’re at here. We’re going to put, what do you want to separate those? I’m simply going to type a space. Then, of course, we have the option here to put separators for empty field values, which we’re not going to select for this, and we can simply hit Okay, and we’re done there.

You can see here that the rule is applied. We have our Full Name option here. Now if we go and we run a test, and we just start populating data here, you’ll see that it does our merging fields here. We can even put first and last, and watch how the Full Name field gets modified as that happens. I’ll do it one more time. I’ll do John and Doe, and see how the Full Name field here merges those two with a space deliminating the two words. So, a neat little option there. That is a rule. Once again, you can see it as I type, it modifies the merged field option here.

Now, the next thing I’m going to show you is how to create a custom action. Now, custom actions require a user input to trigger that action, and what we’re going to do is create a new field, and we’re going to call it Approver. You can see here that the Approver name then happens right here.

I’m going to modify the field after we added it, and we’re going to create a custom action. You can see the custom action is right beside the rules, so we’re going to enable it, and these are the available fields. Sometimes there is logic from the form that we want to use within the custom action, so for example, we may want to use Full Name. We can see that when we have them marked as read only, it means that we only have access to that field, but we cannot modify the field, which is a little bit different here. We actually want to be able to control the Approver name, so we’re going to actually make sure that that’s read only for us.

But, for Full Name, we just want access to that field, so we don’t really need it to be writeable for us, so we’re just going to leave that as read only, and then you see here, we can go into the scripting. The scripting within ABBYY FlexiCapture is very, very powerful. It’s very neat, and I would recommend that you use some free time of yours to investigate it and learn it, but all I’m going to do is simply write a very basic script. I’m just going to copy and paste it here, and I’ll walk you through it.

What we’re going to do is we’re going to show a message box, and then we’re going to say, “Do you want to approve this time sheet?” It’s going to prompt them with a Yes or No, and if they hit Yes, equals Yes here, then we are going to modify this text box with the user name that is currently using FlexiCapture, and a date and time. It’s that simple.

Notice how in the other window before us, we put what other fields we want to have access to, and the reason we may want that is because we may want to pass those fields to our logic. For example, we may want to create a variable here called Full Name, and what we’re going to do is … Oops, excuse me. You can see here we may want to access that field. We may use this now within our message box here to say something like, “Do you want to approve the time sheet for …” Use that. Something like that, so what it’s going to do is simply use the Full Name within a variable, but then we can use that variable in our logic here.

I’m going to take this away just for one second. Notice that we only have access to two fields, even though there are multiple fields on this document definition, but these are the ones we told the rule that it has access to. This one, of course, you remember is read only, where the Approver is not. The Approver name is something that we have full access to control.

Once again, we’re just going to prompt the user, “Do you want to approve the time sheet for …” whatever the Full Name is, and then we’ll get a Yes or No, and then if they hit Yes, we’ll populate the field. So, it’s very, very simple.

Now, what I recommend doing every time you write a script is that you hit the check button, and you’ll see here that it is not complaining about our code, it likes it. It says the “Script is correct.” If there is a problem, however, you’ll have to make sure you resolve that problem before moving forward. We’re going to hit Okay, we’re going to save, and then we can close this.

Once again, having the Approver name not read only is very important, because we actually want to populate that field. If it’s read only, we don’t have the ability to populate the field. Let’s hit Apply, let’s hit Okay, and let’s watch these two rules and custom actions run together here as we do a test.

Let’s populate a first name. We’ll say John Doe. Remember the Approver name is the one that’s going to prompt us with a message box. Now, notice this little box over here that has the three dots here. That is our custom action, so if we have a custom action that we want to perform, we click that box, and you’ll remember, this is the message box that we wrote. It says, “Do you want to approve the time sheet for John Doe?” Of course, if I hit No, it’s not going to do anything, but if I hit Yes, it’s going to populate this field with the current user’s name plus a time stamp that tells us when that was approved.

So, that is the idea of rules versus custom actions. Both have their place throughout the business process within FlexiCapture, but I wanted to show this to you today to show you how advanced the tool is, and how easy it really is for us to apply our own logic right out of the box.

I hope you enjoy this video. If you have any questions on rules or custom actions, feel free to contact us, and we’d love to be of service to you. Have a great day. Thank you.

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ABBYY FlexiCapture Video – Your First Project (Handwriting)

Watch our video on how to create your very first ABBYY FlexiCapture fixed form project with a special focus on handwriting.

Hello. Today I am going to explain to you how to create your very first ABBYY FlexiCapture Project, but this time focusing on just handwriting projects. Now, if you have a machine printed project, we have another video on our website that will show that for you. Let’s start with just handwriting today.

I’m going to open up the sample that we’re going to use in the project, and I want to explain a few things to you before I do that. The first thing I want to point out is, notice these anchors here. There’s some anchors and there’s also a barcode with an anchor beside it. These things are very, very important when it comes to designing a form. In fact, it’s very wise to include anchors on your form, especially if you’re able to have control over that form and start from scratch, because it helps the software line up with the way that the image was scanned.

The other thing that I want to show you is that we have some text boxes here. Our OCR quality, or what we actually call ICR with handwriting, is much, much higher when we have control over the constrained fields, is what we call these boxes. When you have the user writing in what we call these constrained fields, the IC quality simply just goes up, and we have a much better result from the software when we have a special zone that we can read from without just a simple line that the software’s expected to read.

We typically call these framed boxes or sometimes even combed boxes. You see here on the top, we have first name, last name, and badge ID that I have a solid border. Then I’m going to zoom in just a little bit, and you may be able to see this on the video, but these dates, start time, end time, and job code fields have just dotted boxes around them. Once again, any time we can do a constrained field the better, so I just wanted to point that out.

When you’re creating a form, consider things like constrained fields and anchors, and maybe even a barcode or some type of versioning tag that tells us what version of the form this is, because forms are living documents. They do change and the needs of your business changes, and somehow that we can detect this for versus a similar but somewhat different version of this form is very important when we’re talking about OCR or ICR recognition.

What we’re going to do is use this form today to create our very first handwriting project. We’re going to open up our ABBYY Project Setup Station, and we’re going to create a new project. We’re going to create this in a demo folder. We’ll just call this our demo project. You can keep these settings, the save as type and the project type, defaulted here. We’re going to create our very first one. We have it now created. We’re going to go to project and we’re going to do a document definition. Sometimes we call document definitions templates. This is where we tell the software where to capture information off of these documents.

We’re going to hit new and we’re going to call this our time sheet document definition. We’re going to leave the language and the writing style alone. You can obviously change these to be for the standards of your form. Since we’re focusing on handwriting today, we’re going to go ahead and also leave the ICR option selected. Once again, you would use OCR if you were reading machine print off of a document. For today’s demo, we’re going to stick with ICR. We’re going to go next. We’re going to load a blank page that we would have already had scanned. We’re going to hit next. We have check marks that are auto-detected or text that are auto-detected, and I’m just going to go ahead and not select either of those for today’s demo.

Okay, so we have our document definition created, and now we need to simply tell it where these fields are. We would just use our elements up here to determine what kind of fields we are dealing with. You see there’s a couple different fields. We have text fields here and we also have a table. For the text fields, we’re going to just select the text element here and we’re going to just lasso over where that text is. The software does a pretty good job, typically, of trying to name the field here what it recognizes as the text. When we did lasso over it, you see here it added the field and it gave it the name that it found beside it, which is first name. We’ll do the same thing with last name and we will finally do the badge ID.

Now, the important thing also when you’re dealing with ICR is that you review the properties of the fields. Notice down here the marking type. This is very, very important. This is where we tell the software what style of boxes these constrained fields are. You can see the different options here that you have in the software. We have what is considered a car box series, but you can see, and you’ve seen forms like this in the real world that look similar to this. Once again, anything we can do to constrain that field, to tell the software that this is the boundaries of a field, the better it will do. We’re going to just leave that alone, and you will see here, you have control over how many cells that box should be. We’re just going to leave that defaulted. It will automatically detect the number of boxes. That’s a very, very important thing to do when you’re first creating your form document definition.

There’s our first three fields. We’re going to go ahead and save, and then we’re going to create what we call a test batch. Test batches are simply what they’re called, they’re just testing. It allows us to use the document definition window as a quick testing ground for real forms. I’m going to simply just drag and drop our first sample here. We’re going to let the software detect it. There, it’s done.

Okay, so what you see here is the fields trying to detect where they’re at in the form. Of course, this one doesn’t detect any of these fields correctly. The reason why I want to show that to you is because we didn’t tell the software that this form and this document is allowed to be scanned in multiple different orientations. All we need to do is hit our document definition properties and tell the software that the page is possibly oriented in these different ways. We’re going to select all three for today’s demo, and you would select which ones are relevant in your environment. Now we’re going to save.

We’re going to go back into our test batch, and we’re going to rerun the results of this. All right, so now we can take a peek here at what the results were. You can see, there they were on the different results, what we captured there. I have a couple other samples we’ll run, I can just simply drag and drop them and we’ll look at those results, too. Once again, we only set up the software initially to read the first name, last name, and badge ID. There’s the other one, and the last one that we did as well. You can see, the software does a very, very good job when we have constrained fields here.

The last thing I want to do is show you how to set up a table. Now, this is obviously not the same on every project. Sometimes you will have tables and sometimes you don’t. It’s important to work with your account rep to understand implications of what having tables does on licensing and things like that. I do want to show it to you so that you’re aware how to create tables. It’s very easy on what we call a fixed form like this. All we need to do is select the table element, and then we kind of just lasso over this table.

Now, the neat thing that we can do is we can right click once that’s created and tell the software to auto-detect vertical and horizontal fields. Maybe you can see okay on the video that it then put a blue line here between all of the fields. Actually, this is a date field so we’re going to remove that separator. We can do that by just clicking here and removing that. Now the software knows this table, but now we got to tell it the different columns. All we’re going to do is select the text element and we’re just going to select these columns. You see, we’re going to do them one at a time. Now we can rename them. This would be date, excuse me. Date, start time, etc. That’s how you create a table.

Now, this is pretty much the conclusion of the demo, but there are a couple things I want to show you here and restate one more time. The one important thing is that we always control anchors and we always control some sort of versioning technique, in this case it’s a barcode. We can also read barcodes and things like that with the software.

Remember, when we’re talking about text fields, we want to do as much as we can to tell the software about these text fields. We want to tell the software in the properties why kind of type we’re looking at, we call that the marking type. Also, it is very important if we can tell the software what kind of field text we’re looking at. What is the data type? Obviously for a first name and last name, we know those are just text. Maybe for badge ID that’s only a number, and we can tell the software to just consider it a number. What that does, obviously, is it gives the software more control about what the kind of data it’s expected to receive in that field, therefore giving the quality of the ICR or OCR just a higher in significant advantage compared to just every character in the world.

Those are a couple things important to remember when you’re creating your first handwriting project. I hope you did learn a lot. There’s a lot of cool things we can do with this software. This is just a very, very basic beginning. Really, your features are endless within the software and we’d love to be of service to you if you have any questions. Thank you.

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ABBYY FlexiCapture Video – Sensitive Data Redaction

Watch our video on how to redact sensitive data using ABBYY FlexiCapture.

Hello. Today I am going to show you how to use ABBYY FlexiCapture software to redact sensitive information on your documents. The first thing I’m going to do is open up my document definition within the software. This is what we call sometimes a template. This is where we outline the fields that we want to capture off the document. I’m just going to simply open my first document definition here. You will see that we have our health insurance claim form, which obviously may have a lot of personal and private information that we do not want transported with the document as it moves downstream in our organization.

Our process today is going to capture information off of these forms, and we are going to block out the insured’s ID number. That’s possibly a private number that we don’t want other people to know. Also things like social security numbers, credit card numbers, are very common things that we would not want redacted.

All we do is we set up our form to extract these details. If you’re not sure how to do that, please go look at some of our other videos. We show some very common examples of how to set up a document definition. But for today’s purposes, we’re going to assume that’s already done. We’re going to go to our export settings. The reason why we’re going to say that is because during export, we want these fields to not be visible on the document.

Now, you’re going to see a couple things. You’re going to see us export the data to Excel. That will show us the details that we want. But on the actual document itself, as it moves downstream in our organization, we will not be able to see this number here, the insured’s ID number. We will actually make sure that is redacted and not visible to the end user as they review the document.

All we need to do is modify our export settings. We can kind of just read through this. Now, realize there are two different things we’re exporting. We’re exporting the data that we extracted off the form, and then we’re actually exporting a copy of the form itself. The data will go one place, and the image will go its own place. Most of the time the data will go into some sort of back end database that we’re using, and a copy of the image will get stored in an image repository. SharePoint or Filenet or other common repositories that are used throughout corporations today.

The first part is going to deal with our data. What we’re going to tell it is what format we want the document to be saved in. You can see we’re just going to keep it Excel, but you have a ton of different options here. We won’t go into all of them today. But you could feel free to request a trial from us, and we’d love to show you these. It’s going to ask you how you want the folder structure and file name to be used, and you can see the different options there. We’re just going to go ahead and leave it alone for today’s demo.

It’s going to ask us where we want the data to be saved. Then how do we name that saved data? Then also if that file already exists, what do we do? Do we add a suffix? Do we add to the end? Or do we rewrite the file? That is the data. Once again, every piece of extracted details off the form.

But when we actually want the form to be saved in its own copy, then that is where we have to click the Save Document Images button. You can see it highlights a couple things. We’re going to just save it to a data folder, but you could also save to its whole other place or location. We’re going to determine the format, and we’re going to go ahead and select PDF A for this one. Being A is the archivable format of PDFs. You see here there are tons of options that we can do when we select the image format. We’re going to leave it alone, but I did want to bring your attention to this screen to make sure that you know the different options that are available to your organization within the software.

The redaction piece of it though is the most important part for this demo. You’re going to see that we have this checkbox that says, “Redact sensitive data on images”. We’re simply going to select that. Then the Select Fields To Redact button is highlighted. We can move the fields from the left to right for the different fields that we want to be redacted on export. We’re simply going to say, “We want the insured’s ID number to be redacted”. But you can see here, you can select any other details. You can select as many of these fields as you want to be redacted. But we’re going to keep it one for today’s demo.

We’re going to go ahead and click Okay. Then we’re going to go ahead and hit Okay there, and also hit Okay. What we’re going to do is save our document definition. We’re going to publish it. Then we’re going to run a copy of this. What I’m going to do is drag and drop a CMS 1500, which is a copy of this form. A healthcare form. You’re going to see a couple of things here. The software’s in the process of processing the document. Now it is completed, and you’re going to see first what it extracted here on the left, versus a copy of the actual file here on the right.

If we zoom in a little bit here, you can see we captured the ID number. But over here in yellow, when we export this document we do not want to see that on the document. This document’s going to live further downstream, and we do not want users seeing that as they use this document for research.

You can see the different details here. What I’m going to do is export this. Now, I have an export folder set up. We’re going to export to this export folder. When this happens, we’re going to take a peek at the document. We’re going to see that it’s redacted. Then we’re going to take a peek at the data and see that we still have the data. We can do with that data whatever we would prefer.

I’m simply going to highlight and export, and I’ll open up our export folder here. You can see we already have the batch there. Once this is completed, we will take a peek at that.

Okay. Now that it’s completed, we will open up two things. One is, I’m going to open up the Excel spreadsheet, which is what we decided to export to. I’m going to go ahead and expand these columns. The important thing I want you to understand is that we still have access to the data. The insured’s ID number, we still have access to. But the other thing I want you to note is that on this document here, it is no longer available to us. Let me zoom out just a little bit. You can see here, the insured’s ID number is no longer visible to the end user. This gives us a way to control the document, and the private and sensitive information that we do not want known to those people that will be referencing this document in our companies later on.

Once again, it’s as simple as setting up export settings that give us the option to redact sensitive information. All of that is done from the document definition. If we go to document definition up here at the left, we can go to export settings. Once again, right here in the image export, is where we can redact that sensitive data on images.

I hope you enjoyed this video. I hope it gave you a good reference point on how to start with redaction. If we can be of any service to you, please feel free to contact us. Thank-you so much.

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ABBYY FlexiCapture for Invoices Video – Navision® (NAV) Integration

Watch this video to see how ABBYY FlexiCapture for Invoices can automatically export to Microsoft® Dynamics® Navision® (NAV) to create a purchase invoice including line item details and vendor information. Eliminate manual keying of data by AP analysts to allow them to focus on their core business functions rather than data entry.

Hello. Today I’m going to show you how to integrate ABBYY FlexiCapture with Navision 2016. Sometimes it’s called Navision and sometimes we call it Nav. For cases of this demo we’re gonna call it Navision.

Now what you see in front of me is ABBYY FlexiCapture. This is where we read details off the invoice. Then on my other screen where I’m gonna sneak it over here so you can see it, you will see that I have Navision open and we have currently no purchase invoices in the system at this time. So what we’re going to do is integrate ABBYY FlexiCapture with Navision, where we’ll transfer these invoices and the data that we pull off of them into Nav, therefore making the process very, very simple and clean for us. So let’s start off with ABBYY FlexiCapture, I’ll explain what you see on the screen.

What we did is we captured three invoices. And we’ll quickly look at them. First, if I double-click the first one you’ll see on the left is the information that we captured off of the invoice itself, and on the right you’ll see an image of the invoice for our reference. By clicking in the fields you can see that we highlight over here in yellow where we found that field, and also we have rules and different things that we can apply here.

Now, the purpose of today’s demo is not to explain every piece of architecture as far as ABBYY FlexiCapture for invoices go. We do have other videos that show quite a bit of the in-depth, behind-the-scenes work of this. But today we’re gonna focus on how the integration works with Navision. So let’s keep highlighting here what we have. We have our totals, we have our purchase orders that we can reference, and then we also have our line items here that we capture beautifully here at the bottom.

So let’s take a peek at these other two, and you’ll see here, once again, we can determine the business unit, the vendor, we can also expand and extract these fields to learn more information about either, business unit or vendor. We have the invoice numbers and dates, amounts, purchase orders, and then once again the line item details for this one. And lastly we have our final invoice, where we capture everything beautifully as well. Once again, on the left is what we extracted off of the invoice and on the right is a copy of the invoice for our reference.

So what we’re going to do now is export these into Navision. It’s a very simple process and we’ll kind of watch the logs here, and you’ll see that we have a process start and a process ended, meaning it started the export to Navision and it’s done, and we are gonna do that with three separate times, and now it is completed.

So now, being in Navision, we can hit our refresh button and you see we instantly have three new purchase invoices within the system. And we can double-click these, and within these, of course, we have our vendor information here at the top, sometimes called a “buy from” keyword. And then we have our line items here as well, and for the cases of the demo, we’re referencing a GL account. Now, this is completely customizable when you purchase our solution, but once again, for the purposes of this demo, we just assign them all to one GL account.

You can see we find things like quantities, unit of measures, unit costs, and those kind of things as well. So it’s very simple, the integration is, and you can see we have our other two purchase invoices that we integrated as well. I’ll just show these to you really quick so you can kind of understand what happens. Once again, we have the vendor information at the top and then our line items down here at the bottom. Once again, this is completely customizable and we have full integration technology that we can use to make this specific to what your organization is running today.

And we’ll look at our last purchase invoice here. Once again, our vendor information populates and then we also have our GL account line items. So that is how simple the integration is. You see we were able to automatically capture invoice details within ABBYY FlexiCapture, and then after we extract those details we’re able to export those directly into Navision, therefore making our accounts payable process fully automated and very, very easy to implement.

So I hope you enjoyed this video and how easy it was to see how that process flows for your organization, and we’d love to be of service to you if you have any questions. Thank you so much.

“Microsoft”, “Dynamics”, “Navision” and “Microsoft Dynamics” are trademarks of the Microsoft group of companies.

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ABBYY FlexiCapture Video – Standalone Installation

Watch our video on how simple it is to install ABBYY FlexiCapture Standalone!

Hello. Today I’m going to show you how to install ABBYY FlexiCapture Standalone. Now the first thing I’d like you to do is to review the installer. So download the installer from ABBYY if you’re not aware of where that location is, please let us know. But on this installer, I want you to notice a couple things. I want you to notice that it’s labeled with FC11 meaning it’s FlexiCapture version 11. It has an R4, which tells you, which release number it is and then it also has a built number. The first thing we’re going to do is double click on it. Realize that it wants to send us to a destination folder. This is where it’s going to temporarily extract files for its use during the install process, so it’s not a big deal. All we need to do is accept the default and we can install here.

This process is going to take just a while so just be prepared to kind of wait while it extracts these files. But it will make progress here very quickly and then we can begin the install process.

The very first thing that happens after those are extracted is the installer pops up for us. What we are going to do is move our mouse up and select the standalone installation. That will begin the installer, we’ll select English for the default for this demo and then we’ll walk through the installer here. So once the installer’s fully loaded, we can accept the license agreement, hit next. We’ll enter information that is relevant to our organization and then we have a choice to make here. For this demo, we’re going to select the administrator and operator stations. In the real world, you would select whichever one is appropriate for you. The administrator station is where we do all the nitty gritty with the product. We create and test projects, where the operator station is really just meant for real world operations such as capturing documents and verifying them.

From here we can hit next. We select the default location. You can also change where the product gets installed and then we’ll begin the install of the product. This will take just a little while as well, so just be prepared to wait here just a second as this goes through.

Now we can click finish and we will exit the installer. The very first thing we need to do after installing the product is going into our start menu and select the license manager. Within the license manager, you want to activate a license that you’ve been provided by either ABBYY var or ABBYY itself and then go through the activation process. We’re going to go ahead and skip that and assume that we have it. The next thing you have, you are ready to begin use of the software. That is done by using the administration station where we create and test our projects.

Thanks for watching the video. I hope you enjoyed watching how east it is to install ABBYY FlexiCapture Standalone.

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ABBYY FlexiCapture Video – Creating Your First Project

Watch our video on how to create your very first ABBYY FlexiCapture fixed form project.

Hello. Today I’m going to show you how to create your very first project within ABBYY FlexiCapture. Before I get started, I will let you know I’m using the distributed version of the product. There is also a standalone version of the product, and although things are very similar between the two, there might be slight name changes and some title changes to the applications. So let’s get started.

What I’m going to do is create a new project using file, new project, and I’m just going to browse to our desktop and we’ll call this our test project. The software is then going to create the project for us, and we’re going to go to project, document definitions, new. Today, we’re going to do a fixed form, which is a form that looks the same every time. In other words, the structure of the form does not change, and we’ll hit next.

We’re going to go ahead and load an image from a preexisting file. You can use a physically scanned piece of paper if you want using the scanner option. But for today’s demo, we’ll use the browse to an image file and select a sample. We’ll hit next, we’ll call this our direct deposit form. Before I hit next, I just want you to see the form here. I’m actually going to load it up on my screen. This is a very basic fixed form, and you can see this is pretty standard. And we’re just going to capture a lot of this metadata here on this document to get us started.

So I’m going to go ahead and hit next. This allows the software to automatically detect certain fields. For this demo, let’s go ahead and leave those off, and we’ll hit finish. What the software will do at this point is take us into what’s called the document definition editor. And within this editor, we will see our sample. What I’m going to do is browse to our elements options up here. You can see we can extract text, checked boxes, even a group of checked boxes, barcodes, pictures or tables. What I’m going to do is extract the first name, last name, and employee ID for this given demo. And there’s a couple of different ways to do this, but for this case, we’ll hit create text. And you can see here I’m going to just go ahead and draw within this box. I’ll do that here within the last name, and I’ll also do that here within employee ID.

Now, understand every field has properties, including things as basic as giving it a name; data; type, including is it text, is it a number; how the software recognizes the field, is it hand print versus text printed; how picky the software should be on its confidence level. So should the software treat a character with higher confidence or lower confidence? We can even set rules on what are called custom actions, and those are some advanced demos that we can do at a later time.

So what I’m going to do is just go ahead and just set up each field with its name. This is our first name, second field is our last name, and employee ID. At this point, you’d want to finish this form and continue adding the different styles that we have here, whether it be checked boxes or even tables if you’re extracting them. And what we can do is perform a test. When we perform a test, it’ll perform the test on this specific form that we’ve loaded within the document definition editor. And you can see the software has extracted those fields with very high confidence. It did a very nice job. At this point, if that’s all we were going to do, we would hit save, and we would close our form. Once we get back to our list of document definitions, I will hit publish. Publish will give this document definition the ability to be used for all processed documents moving forward.

And for cases of a test, what we will do is we’ll go to our view and test batches, and we’ll create a new batch. And we will load samples. Now that we have one created for the document definition, we will be able to process these. And you’ll see here, as I select them, the software will them show us the employee ID and first name and last name, and at this point, we have a successfully created document definition and project.

From here, we will go to file and upload, and we will then upload this to our server. At that point, we have a fully functioning project ready to be used in a production environment.

Well, I hope you enjoyed this video. If you have any other questions, please feel free to reach out to us. Thank you so much.

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ABBYY FineReader Server Video – Email Capture

Watch this video on how to configure ABBYY FineReader Server (formerly Recognition Server) to capture documents from emails. You can even save the message body as part of the final output document.

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ABBYY FlexiCapture Video – Stages and Queues

Watch our video on how to configure stages (also known as queues) within ABBYY FlexiCapture Distributed.

Hello. Today I am going to show you how to set up a custom stage in ABBYY FlexiCapture Distributed.

Now, the first thing we want to do is open our project set up station, which you see in front of you. We’re going to go to the project menu and hit our project properties option. You can see right here that I have my schema on the workflow tab set to simple. In order to set up a new stage, or queue, sometimes we call them, you will need to select the advanced option. From here you can hit the plus stage. Now, what I recommend you doing is, you hit the plus stage button on a stage that is similar to the stage that you want to set up. For example, if we’re setting up a queue for invoices that are greater than 100 dollars, which will be our sample today, then we’re going to hit the verification, because that’s a verification queue. What we would do is select that and then hit the plus stage. When we hit the plus stage, there are a lot of different options here that I’m not going to go into every single one of these. I would recommend that you read the help information and documentation for that.

We’re going to set up a verification queue, or stage. We’re going to hit okay and then we’re going to give this a name and what we’ll call it is over 100. We’ll say that this is our over 100 dollar invoice queue. We’re going to say that this is on the verification. We want to use that tool and then you can see we have other customizable features that we won’t dive into everyone of these, but you can feel free to check them out on your own. We’re going to name the queue and then we’re going to hit the field set. In the field set option we have the ability to limit what fields are displayed to the user. For this video, we will limit the fields just to show you how that’s done. We’re going to show, maybe, everything by the vendor and perhaps a total. Then that way, everybody who uses this queue can see those fields.

Next, we’ll have an entry condition. These are how documents get into the queue, or stage. By default, we have a list of rules that we’re actually not going to use. This is really up to you to determine when you’re going to be processing a stage, but this is a good example of one that we would not use it. So, we’re going to delete the top tree node and then we’ll hit the plus. When we hit the plus rule, it’s going to ask us for a name, so we’re going to say this is the over 100 rule and you can see the condition type. There’s two different options. You can either create a standard rule or you can create a script. When you create a script, you have the ability to use the different languages that ABBYY already produces for us within their editor, but for today’s demo, we’re going to show just a standard rule. The rule will be implemented if the following condition is satisfied, and then obviously, these are just logic statements that you’ll want to check. What we’re going to say is that the condition is that the field must satisfy an expression.

From here, we select which rule, and these are your document definitions, and we’re going to say that the total field is more or equal to 100. So, if we were reading this, we would say, look, that invoice total has to be greater than or equal to 100 in order for an invoice to qualify for this queue. Once we’re done, we will hit okay.

The next step is the exit route. Where do you want the document to go after it’s done with this stage? Now, I’m going to just slide this over here to the right a little bit, so you can see the workflow schema here. So, what we’re going to tell, by default, is just to route it through the traditional schema. You have the ability, however, to customize what stage you jump to once this is over, but we’re not going to control any of that.

Next we have roles. Roles determines who gets access to this stage or queue. We’re going to create a new rule. We’re going to call this the, actually, let’s call it the over 100 users. So, these are users that we will put into this role. Consider it like a group and these folks will have the ability to see the queue and go from there. Okay? So, that is the workflow stage. We selected the fields, the conditions to entry and exit, and then we set up the role which will determine who gets access to those documents. We can simply hit okay. You see it did put it above it. I’m going to have it just move this down one. So, the document will go into a verification [inaudible 00:04:59], a queue, a standard verification queue, and then it will go into our over 100 queue and from there, for example, a manager or a supervisor, would be able to approve an invoice if that was what we’re looking to do here.

Now, I’m going to pause because I want you to understand where user roles are determined and assigned. If you are in the administration console, the web-based administration console in ABBYY FlexiCapture Distributed, you will go to permissions. Permissions will lead you to this page. You will select the user and then from here, you will determine which permissions they get assigned to. Well, we created one called over 100, so what I need to do now is apply and save those options and then if I refresh this screen, you see down here below, the over 100 users is now there. This is where you determine what user gets access to what queue or stage. We’re going to say, Travis has access to this stage and we will save it. Then, of course, you can see here, the permissions that are outlined. I’m an administrator, so I would, by default, have those queues, but if for some reason you wanted to restrict a user to a queue or just a subset of queues, you can absolutely do that. Once again, queues are controlled via permissions through the administration and monitoring console in ABBYY FlexiCapture Distributed.

So, now that we have the stage set up, what I’m going to do is, I’m going to put a document into our verification queue. I can simply do that by dragging and dropping a document into our processed, or I’m sorry, into our ABBYY import hot folder, which I will do in just a second here. So, I’m just going to process several different invoices and we’ll just watch those get picked up here in a second. You can see they are gone and so I will open up our verification queue. This is our processing server. I will actually open up the verification client and you see now, I have access to a over 100 users queue. But first, if you recall from our workflow, it has to go through verification first. So, I’m going to open this up as a normal verification user. You can see the queue that I also have access to, so the document first comes into verification and we will look at these and we’re just going to go ahead and approve them. You can review our other videos on our website or through YouTube, that explains how this information’s captured, but for now, we’re just going to close the task, which will move the task the next step through the workflow.

Once we hit the close the task, we refresh, now you’ll see, we have a task in the over 100. All of those must have been over 100. You see, now I have a limited subset of fields, because in my properties I determined what this queue will have access to as far as the fields go. I think we’ve told them that we could have vendor and amount. If we just flip through these, you can kind of see those rules there. So, that’s the idea. Now, we can close the task and now that task will go through the export options. So, that’s how simple it is. Once again, to review this, it’s all about using the workflow settings. We created an over 100 rule and we set the different fields that they can see in the queue or stage and then what causes us to enter and exit that queue.

So, that is how staging is controlled and then from here the document would properly follow its exit route, which for us, is then moving on to export. That is how you set up a queue in ABBYY FlexiCapture Distributed. If we can answer any of your questions, please let us know and let us know how we can be of service to you. Thank you so much.

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ABBYY FineReader Server Video – SharePoint Online Integration

Watch this video on how to configure ABBYY FineReader Server (formerly Recognition Server) to submit documents to SharePoint Online. The process is simple, efficient, and flexible!

Hello, in this video I am going to show you how ABBY recognition server integrates with SharePoint online. Now this is a very neat integration. It’s very quick and it obtains high quality OCR results for us. What you see on the left here is what we call an input folder, or a hot folder. This is where we’re gonna simply drag and drop folders that we want to be OCRed, and then it put, here on the right, into SharePoint online. Now the cool part that I’m going to show you, is that I’m going to be dragging and dropping what we call TIF Image files, into the hot folder. In the process of OCRing them, we will also convert them to a searchable PDF. And that document will be stored in SharePoint as a PDF, also searchable, so that we can find the content at a later time.

So all I’m going to do is copy and paste some files into the input folder. They will not stay there long. You can see now they are already gone. What the software is doing right now, is converting those two pdf files, and once again making them searchable for us. So, if we go over here and we refresh our SharePoint Online site, you can see that I now have three PDF files. In fact, if I maximize this here, you will see I have those files right here, and I can simply click on them. And if I zoom in here just a little bit, you can see that I can highlight the text. Meaning that we do have searchable content and that SharehPoint will be able to crawl and index that content for us.

So, it’s really that simple. All I did is drag and drop into a hot folder and now they are there in SharePoint. Now I wanna show you a little bit behind the scenes because I want you to understand how easy this is. This is what we call the administration council and recognition server. And what I did is, I just completed this document to workflow and you can see here, I’ll just run through the steps very quickly. On the first input, we just tell the system what are the files that we’re going to capture. Where are they located and which ones do we want to process. For this one, that you just saw, we’re just saying. “Hey, we want every file in there.” We can tell the OCR results how well we want them to be captured. Do we want high quality results, or do we want high speed, or do we want somewhere in the middle.

And also we can target the language on the software here as well. If we have barcodes and things like that, we would also process them here. We can tell the software how we want to separate the jobs, and for this one we just said, “Hey, for every file going into that hot folder, we want you to create a job, or a file in the output.” Now we can look at quality control, so for example if we wanted staff to be involved before it ended up in SharePoint, we have the ability to stop and require what we call verification in the software. And we can do that based on the criteria that you see here, whether it’s on all documents, or if it’s just based on a certain arrange there of low confidence characters.

We can also handle exception and things, just different ways in what you want to control it there. If we wanna index the document, for example I have invoice documents that we process. Maybe I wanna index them by invoice number or even invoice date or vendor. We have the ability to allow a user to do that. In this case we did not, we bypassed indexes, but we can stop the process and require an AP clerk or another clerk, just randomly processing other documents to provide the index and information. And then you can see here, we have our output. The output here simple as saying, “Look, I want a PDF document.” and if I HIT edit, you’ll see a little bit of this information showing up here for us. You can say, I want a PDF document. You can say, I wanna save this in the SharePoint library. And then we simply provide the URL of where we’re going to have the documents live.

What library, what folder and those kind of things. We also have full control over down here, of the name you [inaudible 00:03:54] of the documents. So we can even use index information that we captured, to process those for us. And it’s really that simple, this is how easy it is. Honestly, probably setting up SharePoint Online, OCR process. This simple is probably no more than a 15 minute process, and that includes installing the software. So, a very simple and easy to use interface here from a administration perspective. And the cool part is then, we have all of our searchable content, and SharePoint Online in the cloud, so it’s accessible by any staff distributively, so. And that’s ABBY recognition server, I hope you enjoyed it. I hope you understand it. Such a neat and easy to use, and easy to implement product. And please contact us today to learn more.

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ABBYY FlexiCapture Video – General Ledger and Cost Center Coding

Watch this video to see how you can assign general ledger (GL) accounts and cost centers to line items in ABBYY FlexiCapture for Invoices. The software will also learn a default GL account per vendor to speed up processing.

Hello, today I’m going to show you how ABBYY FlexiCapture gives us the ability not to just extract information from documents and invoices, but also gives us the ability to itemize them and code them in the right account. So, for example, if we have a general ledger code, also known as a GL code, or even a cost center, we can apply those to an invoice as we process them.

So, what I’ve done is, I’ve processed three documents, and you can see those here right in our document viewer window. On the left, once again, you’ll see what the software extracted and on the right, a copy of the actual invoice. Now, if you’re curious how the software extracted the information, for example; how we got this information here on the left or how we can even train the software and how to find the information, please look at other videos on our YouTube site or even on our website, and you’ll be able to find specifics there.

For today’s video, we’re going to focus strictly on General Ledger Coding and Cost Center Coding. You can see on the left, once again, we have everything we captured including the line items. Now, the very cool part about this software is we have the ability to, as we’re processing the invoice, assign a GL code in the expense account. So we can simply assign that, and you’ll see it will automatically populate that forest, and then we can also assign a cost center.

So, we can do that separately for each line item. We’ll just go ahead and select a couple here. Of course, I’m doing this very quickly just because I want you to see how easy it is for an operator to process those. Once they’re processed, we can export this document, and the document will go into our business system with these properly coded. So, it’s very, very simple for the operator to do that. We’ll go look at the other ones here, and it’s the same idea.

You go assign a GL code to the line item, and then cost center. Another neat feature of the GL coding, is we have the ability to assign a default GL code for a vendor. So the very first GL code I have, it will assign as the default. Now this is an option. We can turn that on or off with every implementation or your specific requirements, but I do want to share that, because it is a very nice way to speed this categorizing up. You can just see it. It’s as simple as the operating selecting, you know, which job code or which GL code and then the cost center here.

Of course, we have our final one where we can do that very quickly, so we’ll just run through these. We’ll assign a GL code to every one of these as the operator of the process would know, and then we’ll process a repeated invoice, so you can see the learning that the software did on the GL code. So, we’re just going to process another invoice here for a vendor, and the software’s going to go through and extract the information for us, like it has. You can see it’s processing that right now, and it’s completed, and there it is.

The GL code has been saved automatically for that vendor. Now once again, that’s an option. You can turn that option on or off so that it populates it by default, but it is a very, very nice way to speed things up for us as we’re coding the documents so that we can get it into our business system, get it into our accounting system downstream. Just make sure things are coded correctly, they’re going to the proper cost center, and it makes it just very easy and quickly for the operator to do this.

This is really as simple as GL coding goes. We have the ability to categorize it here on a Pearl-line item basis, as well as assign a cost center. Now, these are very limited in my demo environment, so I have just a few, just four cost centers and maybe just several GL codes. Understanding that your GL codes may be much more vast and different, and that’s not a problem. There’s no limitation on the number of GL codes or even sub-codes. So no worries about that, you have the ability to make sure you have everything coded in the exact format and way that you do it in your accounting system.

So, what I’ve shown you today is ABBYY GL coding and cost center coding. It’s a very, very unique way to do it, and the software has a lot of great capabilities in there for it to set defaults and just learn as we’re processing invoices. I hope you enjoyed the video. If you have any questions, please let us know and we look forward to doing more business with you. Thank you so much.

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