Thursday, May 30, 2013

Graphic Work Flows with Athento

Eng. Manuel Rueda
Having complex work flows – not those which are included as defaults in any DMS or ECM platformis a question of coding. That means that these phases and tasks need to be coded into a work flow so that the system begins to work with them. That’s the reason why there are tools which allow for the modeling of work flows in a more visual manner and which leave the boring work of coding behind; the application performs that work itself while users drag and drop the tasks, events, activities, etc., within their business processes.

The issue is that, after designing a work flow, it’s necessary to put it to work in a document management system or an ECM.

This week, our engineer Manuel Rueda, presented us with a new functionality for Athento which allows for the design of work flows in the JBoss open source tool, Drools. Manuel told us how it’s possible to graphically design a work flow in Guvnor, so that it can be used in Athento.

Guvnor is a Business Rules Manager, which means that it’s the part of Drools which can help us with our BPM (Business Process Management) flows. Below, you can see a screen grab of a Guvnor screen. 



What you see on this screen is the visual editor of Guvnor flows and an example of a work flow modeled with this tool. This work flow is, in reality, an XML file, as you can see in the next screenshot:



Athento has the ability to interpret this XML file (with its start events, end events, gateways, activities, adHoc subprocess, tasks, service tasks, connecting objects, sequence flows) in execution timewithout needing to re-boot the system so that it takes in the new work flow – and gets it to work. This saves a lot of time for both developers and business analysts.

Once the file with the work flow is uploaded, system users can start to use it. In the following screen grab, you can see a request within a process for requests for grants. The flow that the document is going through has been created by uploading an XML file which was generated in Drools.




Discover how Athento's intelligent document capture technologies workdownload it




Popular posts:
Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
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Wednesday, May 29, 2013

Version Control in Document Management: Why is it important?

The version of a document or digital content can be defined as the variation within a digital asset or its metadata. In other words, it means updating, editing or change, with respect to a previous version and its metadata.

Editing, updating or changes are common in our daily work, just like having to undo said changes; or, simply, choosing a version among multiple documents which have the same purpose (and which came from one unique version). When there is no version control, those changes are permanent. Editing a document means overwriting content in a file. Once that content is overwritten, there certainly is no way to go back to recover the version created before the changes were made.


There is a second option to help us avoid this problem: saving a new file for each variation we make that’s based on the original. The problem with this strategy is that we have serious problems identifying the differences between the previous versions. We would have to keep looking at the date and time of the last update of the file to know which one was the last. That kind of work is considerably slow.


Version control means always being able to access the latest version, while still having access to previous versions. We can (almost immediately) recuperate a version of the document which is not the current version. The version history will also give us clear clues about what’s been done to a document and will be our road map to show us how to work with the distinct version. On the other hand, without version control, work flows become an ineffectual tool and work in teams on documents becomes more confusing and difficult to coordinate. In the case of work flows, you would have to eliminate every chance for human error (which would be highly improbable to do), given that the flow could only be carried out one way, without any way of going back when there are problems in any one of the stages. With respect to working in teams, we would always be obligated to explain to our co-workers which version is the latest, and on which version they should work.

To sum up, a functionality that is as easy as versioning could mean the difference between working and working twice as much to get the same results.


DOWNLOADSWe explain how Athento helped Crisa manage technical documents.




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Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
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Monday, May 27, 2013

How do we search and find documents on ECM and Document Management Platforms?


People really don't realize how important the searches are until they become unbearable. A client came to us because some searches on his Document Management System took up to ten minutes to return results. 

We buy ECM and DM systems because we want our documents to be accessible, but sometimes we forget that and we appreciate them not enough. 

We, at Athento, know that searches are a key feature on ECM platforms, that's why we would like to understand how users perform them.
We're conducting a research study with users of these kind of platforms. It only will take you approximately 20 seconds to complete the survey. At the end of the survey, we will design a lovely infographic and share it with respondents. Thanks for helping us with this !!!! :-)




Discover how Intelligent Document Management can help businesses and governments.descarga este contenido




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Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
Document Management Success Case at BBVA, managing 7 million records.

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Wednesday, May 22, 2013

Athento lands in Argentina with Lakaut SA

Yerbabuena Software, the maker of Athento and the Argentinian document management leader Lakaut SA announced the signing of a commercial partnership that will enable the distribution of innovative Intelligent Document Capture and Document Management Software in Argentina.

Lakaut SA becomes the first official distributor of Spanish software company in Argentina, adding to an extensive global partner network. The goal pursued by the agreement is to be closer to Argentine companies that require Document Capture Software and ECM software in general, so customers now have the direct attention of sales representatives in the South American country and also enjoy a backup technical team in their own country.

For Jose Luis de la Rosa, CEO of the Athento product manufacturer - "Although we already have our headquarters in America located in Silicon Valley, our partners are the way we maintain a close relationship with our customers," -. Athento already has customers in other countries in the region such as Colombia, Mexico, Peru and Chile, but - "The market in Argentina is fairly large and it requires a close collaborator to meet your needs, and Lakaut is a company with the experience and leadership required to bring Athento's intelligent document capture to this market"- says de la Rosa.

For Guillermo Cantini, President of Lakaut "Adding to our portfolio of services an innovative software such as Athento provides high value to our customers as we incorporate the digitization of documents, tools to label, classify or assign people and processes to documents intelligently and using semantic technology, achieving time efficiency in search and, at the same time, in each work circuit".
Yerbabuena Software is a company located in San Jose, the heart of Silicon Valley, formed by a wide range of ECM software experts and has carried out an intensive process of expansion since 2010. It currently has offices in Spain and Silicon Valley (California), plus important partnership agreements in different countries. The flag product Athento is responsible for managing business documents in world leaders such as BNP Paribas, the DGT of Spain, BBVA or Leroy Merlin.


Argentina's Lakaut is a document management service company focused on paper digitization, custody and technology services related to document management. It was the first company in this country to be certified as Service Company for Archive and Scanning (PSAD) by the AFIP, the actual IRS of Argentina. With a solid set of over 1,800 customers, Lakaut also has the support of having among its clients major multinationals such as IBM Argentina, Argentina Renault, Toyota Argentina or Procter & Gamble, among others.


More relevant websites published this news:


SF Chronicle: http://www.sfgate.com/business/prweb/article/The-Smart-Document-Capture-System-Athento-Lands-4524855.php


PRWeb.com: http://www.prweb.com/releases/document-capture-software/athento-argentina/prweb10739479.htm


WCax.com: http://www.wcax.com/story/22278646/the-smart-document-capture-system-athento-lands-in-argentina-with-lakaut-sa



DOWNLOADSWe explain how Athento helped Crisa manage technical documents.


Popular posts:
Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
Document Management Success Case at BBVA, managing 7 million records.

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Knowledgetree: Analysis of the ECM Solution

Note: KnowledgeTree is not longer a Document Management Solution.

According to Greg Hyer, Marketing Manager at KnowledgeTree they have "pivoted in January of this year and no longer offer document management software."

__________________________

Without a doubt, KnowledgeTree is an interesting option in the world of Enterprise Content Management (ECM) software. It’s a solution with a fair amount of personality and whose personality influences everything it touches. For me, one of the key components of this personality is the simplicity and ease that it uses in both its messages and its own platform.

Let’s quickly review the application:


The Pros: 
Its main weapon: one interface, clear, simple and usable. It’s a product that is pretty flexible and which can contribute to collaborative tasks with documents coming from small teams. As a solution, KnowledgeTree should be one of the options to consider when you don’t need complex functionality, or for work teams whose members aren’t technicians.


The Cons: 
For sure, the advantage that has in certain aspects can also be its greatest weakness: sacrificing functionality in favor of ease of simplicity and usability. Another of the things that could be improved about KnowledgeTree is its online preview system, which tends to give users problems after on-line editing with Zoho. Language is another problem: currently, it’s only available in English.

Let’s examine its characteristics in greater detail:


Advanced document management functions:

OCR

Auto-tagging

Uploading documents to manager via e-mail

Access via mobiles
Digital Signature
Enterprise Version
Auto-classification of documents

Personalization
Enterprise Version
Workflows
Basic
Reading barcodes

Integration with Google Docs
Integrated with Zoho (other online editor)
Integration with social networks



Basic document management functions

Management of groups and users
Company version
Integration with Microsoft Office
User Authentication
Drag and Drop
Sharing documents
Versions of documents
History of user actions
Virtual navigation by content
Online pre-visualization of documents
Creation of types of documents

Search for documents by type and by content

Control panel
(Dashboard showing state of system)

Document revision
Document publication
User notification system
Comments on documents
Export documents in ZIP, XML, PDF formats
Multiple languages

Web interface
Content syndication

Management of document templates



Prices and support

Price per
user/capacity
Product available for immediate use
No
User support
e-mail
Basic capacity
50GB
Price per user per month
$14 per month, minimum 5 users

You can see for yourself the possibilities that Athento offers, as well as other Capture Systems, in one of our previous comparison studies.



Discover how Intelligent Document Management can help businesses and governments.descarga este contenido



Popular posts:
Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
Document Management Success Case at BBVA, managing 7 million records.

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Monday, May 20, 2013

Athento Mobile Capture

From now on, it is possible to enjoy all Athento Capture's power from Android phones and devices. Our partner Tecnocom has developed an Android app that allows to use Athento Capture from tablets and phones.

Athento Capture and TecnoOCR integration features:


  • Capturing documents using your phone camera. 
  • Template design for data extraction.
  • Automatic data extraction.
  • Metadata pushing into ERP or ECM systems.
  • Massive processing or individual document processing.


Mobile capture opens business to an endless world of possibilities. For instance, imagine that your sales force don't have to keep train tickets, food bills, and bring them to the office in order to record the expenses. Using Athento Capture and Tecno OCR, every time your sales people buy something, they can take a photo of the ticket or the bill and the expenses data will be send to your ERP system or ECM platform.

Just, let's watch it in action. In this video, we will use a tablet and a phone to extract data from Spanish ID cards.



Mobile Capture from Athento on Vimeo.


Discover how Athento's intelligent document capture technologies workdownload it


 
Popular posts:
Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
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Thursday, May 16, 2013

SharePoint 2013: What’s new

The latest version of SharePoint, which was released last summer, seems to revolve around two main points: the cloud and social content.

Regarding the first point, we know that this is the tendency that Microsoft is following with the majority of its products, and which seems fairly natural because it’s dealing with an ecosystem of services which are compatible and can be integrated amongst themselves.

The options offered by SharePoint 2013 in the Cloud move to using dedicated hosting or using Azure. Microsoft has also made SharePoint 2013 capable of working with both SkyDrive and the storage components of the Office 365 software suite.

Looking at the new features of “social content”, let’s point out several:

  • Integration with Yammer 
  • Creation of social networks from SharePoint. To make teamwork stronger and to help communication among teams, SharePoint has included two new functionalities in its new version: “Community Site” and “Community Portal”. With Community Sites, we can create Facebook-style websites and with Community Portal, we have a summary of all of the activity of our Community Sites in one place. Access to these communities can be restricted using permissions. 
  • News feeds (where all the activity within work flows in different work spaces is shown) and a new functionality of microblogging (similar to Twitter) which allows you to make use of hashtags and to post images. 
  • In the construction of web pages with SharePoint, there are also new things. You can copy text directly from MS Word to the online text editor without everything ending up looking weird, and drag and move menus; additionally, the support for embedding content has been improved. Users will also be able to count on support for translation services.

Another new things:

  • Now the SharePoint App Market is working. Using this market, developers can sell their apps developed for SharePoint. Developers pay 20% of their sales to Microsoft and SharePoint users enjoy more out-of-the-box, ‘zero-code’ customizations for their SharePoint instances. 
  • Web Sites Design Enhancements: Now it is easier to customize your web sites using HTML, CSS and Javascript. Web pages are shown depending on the device people are using to access them, and it is also possible to use friendly URLs and other SEO stuff. An HTML5 coded view is now available and it is optimized for speedy access across iPhones, iPads, Android, BlackBerry and Windows Phone devices.

Don't forget that Athento can bring intelligence to your SharePoint :-) -espacially when we're talking about advanced document capture.



Discover how Intelligent Document Management can help businesses and governments.descarga este contenido


Popular posts:
Comparing Document Capture Solutions (Athento, Kofax, Ephesoft etc.)
Document Management Success Case at BBVA, managing 7 million records.

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