Tuesday, November 19, 2013

Changes in the Capture Life Cycle in Athento

In document management, we typically use the term “life cycle” of a document to talk about those states that a document can go through, from the moment it’s generated right up until it’s been totally processed.

Up until now, in our Capture module, there were two possible available states in in the life cycle of a document: “Reviewing” and “Validated”. Now, you can also put a document into a “Recorded” state. 

Let’s take a brief look at what each of those states mean:

This state shows that the document has been uploaded to the system, it has been processed and its metadata have been extracted, but it still hasn’t been manually revised by a person. 

When a document appears as “Validated” in Athento, that means that a person has accessed the document, has confirmed that the extracted data are correct, and has validated it manually (the “Validate Document” button). 

This third state represents something more abstract. It’s the state in which a document, after being validated in Athento, has moved on to another process.

Depending on the needs of each business or organization, the “Recorded” state could mean a number of things: 

  • Archive documents in paper once they’ve been validated in Athento 
  • Eliminate documents on paper
  • Carry out other operation(s) with documents validated in Athento 
  • Carry out other operation(s) with documents validated in Athento, from another application, using Athento’s web services
  • Other operations 

Athento’s web services allow you to perform any operation with your documents, as we’ve mentioned in one of the previous points. However, they also allow us to process the states of life cycles of documents in such a way that the entire process, after the validation, can be done from any application that we connect to Athento.

Aside from the logical advantage of using life cycles in document management, searches by facets in Athento allows us to search all of our documents that have been Validated, that are Reviewing, or which have been Recorded, according to the needs for searches at every moment. 

You can see an example in this video:

New "Recorded" state of the cycle of life of documents in Athento from Athento on Vimeo. Share

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