Thursday, January 19, 2012

Athento takes a step forward helping e-learning companies

"Yerbabuena Software will soon release the source code of the integration between Nuxeo 5.4.2 and Moodle 2.1, we are going to see some of their benefits and features"

The problem of the companies involved in e-learning or of the departments which are planning training actions is that it generates a big amount of didactic materials which are updated frequently and must be shared with students or with other teachers. Ensuring non-lost of the material, finding a concrete text among many really fast, versioning the material and facilitating the access to a members team is the definition of documental management in the scope of e-learning.

Our engineers have took an important step towards doing these tasks easier with the integration of Nuxeo 5.4.2 and Moodle 2.1 (and version 1.9 but it has less features) using the standard CMIS.

Moodle is perhaps one of the most important 'web based' learning platforms nowadays. This Open Source tool has now more than 72.000 registered sites. Among their users we have the 'Berkeley University',and the 'De Anza College', among others. Moodle allows you to create courses, enrolling students, sharing material, using forums and a wide range of collaborative tools very useful in the education.

Benefits of the integration:
  • Creating courses quickly and efficiently: A course normally has basic training material or resources. With the integration, we can create templates of courses in Nuxeo ("Templates") which will be used later from Moodle for creating the different versions quickly. That helps us always have an updated material for the courses as well, because we only have to update the documents of the template and all the courses created will be have updated resources.
  • Avoiding lost of training material: All the material of the institution or of the training actions can be saved in Nuxeo. When we want to add material to some course in Moodle, our integration gives us the opportunity of surfing Moodle by the directory tree of Nuxeo and adding any document inside the content manager into the course. This way, we ensure all the documents are in the same place and kept safe under our content manager (ECM).
  • Better control over the students activity: For each activity created in the course in Moodle, Nuxeo creates a folder with the name of the activity. Inside this folder other subdirectories will be created with the name of the students that do the activity. This folder will have the documents attached by the student. We keep a unique structure for the documentation generated by the students and, of course, for its preservation in the long-term.
  • More speed finding documents: Needless to say the search engine of Nuxeo is far more powerful than the one of Moodle, so in the long-term or in courses with big amount of material it's easier to find a concrete document than if you saved all in a DropBox or a hard disk. Finding documents efficiently promotes the reusing of resources, which results on overall increase of efficiency.

Integrating Moodle with Nuxeo through CMIS, we are getting closer that this will be a feature of Athento itself, independently the documental manager used as a repository.

We will soon release the code of the integration so everybody can enjoy the benefits of Moodle and Nuxeo.


Wednesday, January 18, 2012

4 Ways to Optimize the Secure Access to My Documents with Athento

Athento offers you integration with a range of technology possibilities which improve the comfort and the secure access to your documents. Single Sign On, LDAP and HTTPS, are some of them.”

Employees seldom use only one application, and you must manage users, passwords and other things for each one of those new applications. LDAP is a “Directory of Users” which help us to solve this problem. Having a unique user and password for all the applications we are using saves time and problems to employees and system departments. With Athento we can take advantage on LDAP twice, not only allowing that the employee has the same access data to the program than the rest of applications but we can create new users who write in the LDAP directory through Athento. Our DMS can work with implementations of this protocol like OpenLDAP, ActiveDirectory of Microsoft, Oracle LDAP amongst other.

When we are surfing on the Net a lot of information is transmitted, like passwords or other personal data, which we do not want to be intercepted and read. Https uses SSL security certificates which encrypt the information transmitted, being almost impossible to decode it without the key that those certificates provide. We can access Athento with this secure protocol to protect our user data and of course, our documents at the end.

Single Sign On (SSO, Unique Login)
With LDAP we solve the problem of having multiple users and passwords, but we must login several times every day when we want to access a different application. SSO allow us, with an unique authentication action, accessing to the multiple applications and systems we are authorized to login. With Athento, we can use SSO systems like OpenAM, NTLM, Shibboleth amongst other.

How many times have we left our sessions open? An error like this means offer to anybody all the information we can access. Time-outs avoid this problem, because we can say to the system that after an idle time it must logout our session automatically. The most of the modern systems and applications allow to configure time-outs, and Athento is one of then.

Definitely, a lot of options, with all of them you can get a high level of security in the document management of your company.

Contact us now! We can help you improve the documental management of your company.

 Yerbabuena Software on LinkedIn Share

Monday, January 9, 2012

Why should we apply semantic technology to Document Management?

"Semantics is starting to be seen as the ally of document management to address the excess of digital information we have"

Today we work and share all kinds of digital information. We search what we need on the internet, we have information available everywhere. With so much information it begins to be increasingly harder to find what you're looking for. According to a McAfee study in 10 different countries and a sample of 3000 users of new technologies, on average each of these people has 2777 digital files stored in at least one device.

Multiply this figure by the 500 employees of a mid-size company, and we have a volume of more than a million, precisely 1,388,500 files. DMS or ECM systems help us keep them organized, having them safely accessible, decrease the amount of paper, but the truth is it's becoming more difficult to find quickly what we need, and worse, it is increasingly difficult to take advantage of the information contained in company documents, since they are so many that it is difficult to construct knowledge from them.

Neither is easy nowadays to find a document or file using the traditional data by which we identify it, as its name, author or creation date, being that these data are not exactly what people remember accurately.

To help solve all these difficulties we have semantic technology. Defining descriptions over documents or entities such as people, companies, countries, or simply, any relevant data within documents, and getting the documents associated because they share similar content or entities, we can dramatically improve the mechanisms we have to retrieve documents or find information about something we need.

Let's see an example, in the following picture there are two distinct mechanisms to find a document.
The image below is a traditional form that asks you to remember precise details, such as title, description or creation date range. On the right we see a cloud of tags. If we click on a word from the tag cloud we will go to a bunch of documents whose content is related to that term.

Which method is more effective? Well it depends on if we know precisely all the document data, the problem is that we don't always know all that data from our 2,777 files (on average per person). Which way is faster? A click will always be faster, of course, than filing out a form.

But the secret is not in the search mechanism used, that's not an example of semantics, most document management systems have the ability to tag documents. The difference comes when the system itself fails to understand the content of documents and identify relevant information in them, in order to relate all those documents dealing with that same content.

There we find semantics, when the system fails to understand that a document is about "innovation" and group it with others that also address the subject.
The semantics then, in this particular example, saves us work like having to think about what are the words that summarize the contents of the document and helps us find other documents quickly which we may also want to review because they are about the same subject.

This is just one example of semantics applied to document management (Athento autotagging), but we are also developing other applications that will gradually facilitate managing such huge amounts of information.

LikeUs Yerbabuena Software on LinkedIn Share

Tuesday, January 3, 2012

ECM Mobile Advanced: Taking Mobile DM to another level

"ECM Mobile Advanced is a mobile client developed for Athento. Geolocation of documents, publication using Twitter, QRmcodes and search of documents by voice are some of its features"

Aware of the growing importance of mobility within content management, our technicians are working on a new client for Smartphones. Besides ECM Mobile (native app for Android) and ECM Mobile WebApp (Web-based client), our engineers have developed ECM Mobile Advanced, a mobile client that goes two steps beyond the current capabilities in terms of ECM applications for mobile devices.

We describe some of its features.

  • Capture documents via your Smartphone camera: Fast and simple. You take a picture with your phone and upload to the repository. Ideal for mobile workforce and sales representatives who have to move from place to place and need a quick way to upload documents to the DMS. 

  • Geolocate your documents: Using the internal GPS on your Smartphone, ECM Mobile Advanced is capable of adding the exact coordinates to documents of where it had been created. The next time you need to find a document you will do so with a map from Google maps, or clicking in the tab "Nearby Docs" which will show you based on your location, documents that were created within an indicated radius.

  • Share documents: Want to share a document with a colleague? Send a link to the document via Twitter! Do not have Twitter account? Send it to your colleague via e-mail. Want more? Mobile ECM  Advanced can transform the location of a document into a QR code that you just have to send to whoever you want and its receptor may, via their mobile scanner, converted to a URL from which to view that document.

  • Find your documents using your voice: If you are someone who doesn't like clicking from folder to folder, use the microphone on your phone and find the document saying its name.

As you see, an app completely built to quickly and easily provide Smartphone users who need to carry access to your repository in your pocket and everywhere. Our ECM Mobile Advanced will soon be available in the Android Market.
Compatible with Nuxeo 5.3.2 and above. Also compatible with Alfresco, Sharepoint, Documentum or FileNet using the CMIS standard.

LikeUsYerbabuena Software on LinkedIn