Monday, March 17, 2014

Document Management and Human Resources Management

There are a number of problems associated with documents used in managing people, in such functions as recruiting, selection, training or other administrative processes associated with staff.

Some examples of document-related difficulties that can come up with these processes include:
  • Some of the processes are very paper-intensive.
  • Administrative tasks take up a lot of time.
  • Accessing and recovering all the documents related to an employee is complex.
  • When a company is hiring for a position, a large number of resumes are received, and it’s complex to get information on the candidates who have the right set of skills.
  • Companies need to meet regulations and guarantee the privacy of the information of the candidates.  
  • It’s complex to properly maintain and centralize all of the material related to employee training.
  • Employees should submit documentation during the hiring process; and, similarly, receive information (which might be generated internally or externally).
All of these problems can be tackled by using a document management system. For example:
  • Paper-intense processes:  An ECM system helps us manage the documentation digitally.
  • Administrative tasks that take up too much time: Simply eliminating paper from processes can create reductions in the time needed to carry out processes; in addition, however, by implementing simple revision work flows, we can cut the amount of dead time when a document moves from one person to another. 
  • Accessing all of employee’s documentation: We can organize our documents within the system so that we can access all of the documentation related with an employee during his or her entire career with the organization from one specific source. In other words, we can have the employee’s entire HR file in digital format.  
  • Security and privacy: An ECM or document management system allows us to get traceability with all the things that happen to a document and to use permissions to control access to documents.
  • Keep training materials up-to-date and in a central location: Systems like Athento can be integrated with e-learning platforms such as Moodle. What’s more, version control helps us avoid having multiple versions of material and keep just one up-to-date copy. An ECM systm can also help us understand which documents are valid and which ones have expired.
  • Help with the hiring process: Smart document management tools allow us to automate processes like the automatic identification of resume, navigation using tags that are automatically extracted that make it easier to access information; the capacity to use metadata and searches to get to CVs that fit just what we’re looking for when we’re hiring for a job, etc.
In the success case of our client, Volotea, you can read about how the company controls the validity of the documentation it uses in their training courses.


Friday, March 14, 2014

Migrating gadgets in Nuxeo 5.4.2 to Nuxeo 5.6 or later: How to do it

Gadgets are small blocks that can be added to the Nuxeo control panel, and which makes it easier for users to get certain information, such as the list of tasks pending, documents that have been opened recently, etc. so that the user can get this information quickly, and have it at his fingertips.

Sometimes, the needs of a business aren’t covered by the gadgets that are included by default in Nuxeo; because of that, new gadgets can be developed so that users or workers in the business can count on the information that they need. These gadgets will be part of a larger plug-in which could contain other gadgets.

The problem comes up when we try to migrate a gadget developed for Nuxeo 5.4.2, or a version that predates version 5.6 or an even earlier version of Nuxeo, given that the platform has changed the way in which it interprets gadgets.

As such, if we want our old gadget to keep functioning when we update the platform to a newer version, we need to follow a few simple steps that we’re going to describe below:


First, open the .xml file of the gadget that you want to migrate. You’ll generally find a list of scripts and various methods in this file.

Cut all the methods that you’ve got inside the .xml of the gadget so that you can paste them into another file.

Create a file with a .js extension (such as GADGET_SCRIPT.js) in /nuxeo.war/scripts/<PLUGIN>/gadgets/ and paste the section of code that you cut in Step 1.

Create a contribution in an .xml file, and after the dot in the "resources" extension of the "" component that indicates the route of the new .js file created in Step 2, and don’t forget to refer to this contribution from the “Nuxeo-Component” section of MANIFEST.MF  of the plug-in that the gadget belongs to.
que indique la ruta del nuevo fichero .js creado en el paso anterior y además referencia esta contribución desde la sección "Nuxeo-Component" del MANIFEST.MF del plugin al que pertenece el gadget.

In the gadget’s .xml file (the same one as in Step 1), you substitute the following in all of the lines of the scripts:

<script src="{...}NOMBRE_SCRIPT_1.js"></script>

<script src="{...}NOMBRE_SCRIPT_2.js"></script>

and exchange them with the one line of the code below:

<script src="{clientSideBarUrl}nxthemes-lib/gadget-NOMBRE_SCRIPT_1.js,gadget-NOMBRE_SCRIPT_2.js,..."></script>

Finally, add the last script you created to the previous list with the methods you extracted from the .xml file of the gadget. (In the example below, we’ve called the script "GADGET_SCRIPT.js"):

<script src="{clientSideBarUrl}nxthemes-lib/gadget-NOMBRE_SCRIPT_1.js,gadget-NOMBRE_SCRIPT_2.js,...,gadget-GADGET_SCRIPT.js"></script>


Monday, March 10, 2014

Success Case: Volotea, one of the European airlines with the greatest growth, is already managing its documents with Athento

We would like to share with you the case of a customer: Volotea, an European airline. Volotea has been created by the same people that founded Vueling, another popular European airline:

Volotea is one of the most promising European airlines. With 114 routes throughout the continent, in 2012, only one year after its creation, it was touted by Airline Network News and Analysis as being the airline with the greatest growth in Europe.

As an air operator, Voltea has to guarantee adequate training and training surveillance for its flight staff. To do this, the company has the practice of conducting frequent audits of courses that have been held. These audits don’t just control the courses that are held; audits also guarantee that the courses are valid. Manual control of course documents is a labour-intensive task that takes up too much time and too many resources.

These were the reasons why the company decided to look for a document management application which would allow them to automate control over course documentation for flight staff. They chose Athento’s Smart Document Management because, in addition to the traditional function of document management, it offered them:

  • Processing of reports generated by the Airline Information Management System (AIMS), to monitor the validity of the courses.
  • A system of alerts which advises staff if documentation is missing or out of date.
  • A Google-type contextual search engine which allows users to combine search parameters, in order to access documents quickly.
  • Visualization of documents through profiles. In this case, it’s possible to quickly consult what documentation is in the system for each member of the cabin staff.


Thursday, March 6, 2014

Multi-Page Data Extraction

During the past few days, we’ve been working on new features and improvements to data extraction in Athento’s capture module. Last week, we introduced you to the feature that allows users to bring data in from a database, starting from a piece of metadata extracted from the content of the document.  This time, the function that we want to present is that, now, with Athento, we can define metadata to be extracted from documents that are more than a page long.

This feature is applicable to metadata which are extracted using zonal OCR; in other words, for data that we know are always going to appear in the same position.

Let’s take a look at a couple of screen shots of multi-page extraction. In the first image, you can see how the “Application Date” metadata has been defined on the first page of a two-page document:

Next, we can see how, in the same model, we’re already on the second page and we can define the “Immunity from Prosecution” metadata.

We hope that you’ll find this useful! :-) Share

Wednesday, March 5, 2014

Yerbabuena Software releases a translation plug-in for Nuxeo

Our company has announced that it’s making a Nuxeo plug-in for the management of translations on this Enterprise Content Management platform available.  Nuxeo is one of the most prominent Open Source code software solutions currently on the Enterprise Content Management market, thanks to its clients in more than 145 countries.

The people who are most helped by the release of this plug-in will be Spanish-speaking users, since the plug-in improves the Spanish translations available for the interface that Nuxeo currently uses. Although Nuxeo has had the help of a Crowdin project, where users can collaborate on translating the platform, the Spanish translation available through Crowdin is only 66% developed.

The plug-in is available for Nuxeo versions 5.4.3 and after, and provides benefits such as:
•    Improvements to the available translations, especially Spanish translations.
•    The Events tags (which, by default, did not already come translated to Spanish on the platform)  have been translated.
•    New languages have been included.

Another of the advantages of the translation plug-in is that it’s very easy to install. It’s located in a specific path in Nuxeo, and the only action needed is to re-start the server.

The code for the translation plug-in is available from the company’s repository on GitHub and can be accessed freely and for free. This plug-in has been developed following the OSGi model.