Samsung SmarThru Workflow 2 Digitize your print environment with secure, cost effective document workflow

Transcription

1 Samsung SmarThru Workflow 2 Digitize your print environment with secure, cost effective document workflow

2 Integrate almost any paper or electronic document into a secure digital workflow. Save costs and protect the environment with flexible, secure SmarThru Workflow 2 Not only are large volumes of paper-based documents tough on the environment, they can also be bad for business. Requiring employees to work with excessive amounts of paper documents hinders any business process, rendering it less efficient and more expensive than digital alternatives. With eco-friendly Samsung SmarThru Workflow 2, companies can avoid labor-intensive manual searches and costly physical document storage by integrating virtually any kind of paper or electronic document into a secure digital workflow for faster, cost-efficient processing and sharing across the enterprise. SmarThru Workflow 2 is a web-based automated document capture, process and distribution solution that converts paper-based information into digital images and sends them directly to user-defined destinations. SmarThru Workflow 2 makes easy work of scanning and capturing paper documents digitally or accessing electronic documents directly from systems and network folders. After they are captured, documents can be processed and distributed instantly to diverse destinations, as shown in Figure 1. Scan and fax FTP Folder Metadata Optical character recognition (OCR) Printer Fax Folder Database FTP SmarThru TM Workflow 2 WebDAV Microsoft SharePoint Third-party application Document workflow Figure 1. With SmarThru Workflow 2, documents can be processed and distributed immediately to a variety of destinations. 2

3 Restructure document capture, processing and distribution for increased productivity. With Samsung SmarThru Workflow 2, organizations can: Quickly and accurately archive, index and search electronic files by embedding detailed tracking information (metadata) within captured digital documents Transform scanned images into accurate and editable text-based files with full optical character recognition processing Use third-party applications to apply custom solutions to digitized files Securely manage all documents through tailored, userdefined workflows Provide administrators with a way to control the workflow of any document, from initial capture to final transmission to predefined destinations Deliver enhanced digital versions of documents to anyone anywhere, using accounts, FTP sites, PC faxes, network folders, printers, Microsoft SharePoint sites, Microsoft Windows Fax accounts, databases, third-party applications and Web-based Distributed Authoring and Versioning (WebDAV) Deliver enhanced digital versions of documents to anyone anywhere, using accounts, FTP sites, PC faxes, network folders, printers, Microsoft SharePoint sites, Microsoft Windows Fax accounts, databases, third-party applications and Web-based Distributed Authoring and Versioning (WebDAV) Constantly monitor folders and accounts, and route any new files automatically to a predefined recipient Send a document to a printer anywhere on the network for hardcopy output, saving valuable retrieval time Improve collaboration by sharing information more quickly and easily Implement cost-efficient business processes that improve productivity and simplify day-to-day compliance with information management and protection controls 3

4 Capture, process and distribute documents with an easy-to-use web-based interface. Digitize documents securely with customized workflows Unlike other vendors document capture and distribution solutions, SmarThru Workflow 2 requires installation only on the server and is easily accessible through any web browser. SmarThru Workflow 2 solution features are presented as web pages that provide options for customized design workflows, as shown in Figure 2. In SmarThru Workflow 2, a workflow is an automated set of document processes performed in the following order: 1. Capture (input), which includes paper documents, incoming fax documents and digital documents 2. Process (transform), which is optional 3. Distribute (transmit), which is done according to a company s tailored, predefined workflow This automated workflow process can be configured using a visual representation called a workform. SmarThru Workflow 2 provides four types of customizable workforms: public, private, generic and device. Workforms can be customized for each user in an organization. Using workforms, companies can organize repetitive input, control processes and configure output settings. Figure 2. SmarThru Workflow 2 main screen 4

5 Automate preferred document flow securely with SSL and HTTPS technologies. Documents can be processed and distributed immediately to diverse destinations Secure Sockets Layer (SSL) and Hypertext Transfer Protocol Secure (HTTPS) technologies keep electronic documents secure. With SSL technology, documents are encrypted before they are sent from devices to SmarThru Workflow 2. Information transferred between clients and SmarThru Workflow 2 is secured with HTTPS technology, which prevents any modifications to documents while they are in transit and secures them from hackers. Figure 3 shows how a company s required communication flow can be converted into a workform and then distributed according to a predefined workflow with SmarThru Workflow 2. What How Where In addition, SmarThru Workflow 2 incorporates web service technology, which makes communication between thirdparty applications and document devices easier and more efficient. This feature can extend the SmarThru Workflow 2 solution to existing IT infrastructure more quickly and easily. SmarThru Workflow 2 makes easy work of scanning and capturing paper documents digitally or accessing electronic documents directly from systems and network folders. Documents can then be processed and distributed immediately to diverse destinations. Network printer PDF Boss Fax FTP Word Branch office Folder Factory JPG Mktg. dept Scan MS SharePoint Figure 3. A communication flow viewed as a workform in SmarThru Workflow 2 5

6 Lower business costs in an eco-friendly way, streamline business processes and simplify data sharing. Reduce costs while protecting the environment With SmarThru Workflow 2, organizations can lower business expenses in the following environmentally friendly ways: Reduce paper storage, consumption and transportation costs Decrease document storage costs and better utilize valuable floor space Lower toner costs by sending fax documents directly to the destination without printing In addition, companies can reclaim work hours spent on inefficient manual processes, freeing employees to concentrate on important core tasks rather than on manually filing, searching and retrieving documents. SmarThru Workflow 2 merges a highly efficient, eco-friendly digital document capture and distribution system with the reduced need for conventional file cabinet storage and manual docu ment retrieval. This combination delivers significant cost savings. Streamline business processes to increase productivity Companies not only save time by locating information quickly and easily with metadata but also reduce the risk of losing documents. Additionally, efficient digital business processes ensure that documents remain retrievable and secure. SmarThru Workflow 2 supports metadata for indexing, searching and categorizing digital documents. Metadata can be embedded in any digital document, which helps users make quick work of archiving, searching and retrieving documents from anywhere on the network. Administrators can limit document access to specific authorized users, keeping sensitive data secure and ensuring appropriate workflow management through document control. Simplify information sharing across the enterprise SmarThru Workflow 2 combines the ability to capture virtually every type of paper or electronic document with the power to distribute the digitized versions of those documents to users located almost anywhere. Because all captured documents are processed using a digital format, they can easily be modified and managed. Senders can transmit documents to remote locations using accounts, FTP sites, PC faxes, network folders, printers, Microsoft SharePoint sites, Microsoft Windows Fax accounts, databases, third-party applications and Webbased Distributed Authoring and Versioning (WebDAV). Receivers can then securely access the documents. Features and benefits Features Capture Send Integrate Drivers Devices Security Metadata Workform Status Configure Benefits Capture an assortment of paper and electronic documents for a specific digital workflow. Send any document instantly to more than one destination, using a variety of methods. Improve teamwork and collaboration by leveraging third-party applications. Print documents more easily with server-based drivers that work with any printer from any network location. Search the network for Samsung devices that support SmarThru Workflow 2. Assign users to devices for workform management through role-based security. Add metadata tags to digital documents for quick location and retrieval. Create personalized workforms with an easyto-use interface. Access the history status for each workflow job. Configure a common user environment. With SmarThru Workflow 2, organizations can streamline end-to-end document capture, process and distribution. Contracts, leaflets, agreements and other essential paper and electronic documents can be included in the digital workflow for faster, efficient and more productive processing. 6

7 BLI gives SmarThru Workflow 2 high ratings. Additional SmarThru Workflow 2 features and benefits acclaimed by BLI In the May 2011 BLI Solutions Report, Buyers Laboratory highly rated and commended Samsung SmarThru Workflow 2 in these and other BLI categories: Ease of Administration. Installing SmarThru Workflow was simple and on par with the other capture solutions BLI has tested. The software is loaded on the PC in just a few minutes via a standard install wizard. Once installed, the administrator can launch the program via the Start menu. Ease of Use. With SmarThru Workflow, users have the option of creating up to 100 private workforms that can be accessed at the PC or at the control panel of a compatible Samsung device...the user doesn t have to do anything more than walk up to the control panel, select the appropriate workform and scan their documents. Security. Everything sent through SmarThru Workflow is encrypted via SSL during transit. In addition, administrators can restrict the types of workflows and jobs employed by certain users. Users can create private or public workflows and send scanned documents as encrypted PDFs. Plus, LDAP and Windows user authentication are also supported. Further, the solution maintains a job history, and administrators can schedule to back up all data. Reseller Support and Training. Samsung provides free training courses for those interested in becoming a SmarThru reseller via the company s MSLP (Marketing and Sales Learning Partner) Web site. Samsung will also provide additional training to its partners, if needed. BLI category Rating Ease of Administration Ease of Use Security Reseller Support and Training 7

8 Samsung SmarThru Workflow 2 provides a secure digital document capture and distribution solution. With Samsung SmarThru Workflow 2, companies can: Digitally capture, process and distribute virtually any document securely using customized, predefined workflows Reduce ecological impact and costs by decreasing paper consumption Eliminate manual document filing and searching Simplify information sharing across the enterprise Collaborate easily while keeping sensitive information secure Locate and retrieve any stored document quickly and easily Boost productivity through efficient digital business processes Easily integrate workflows with third-party applications 8

9 SmarThru Workflow 2 Specifications Recommended hardware Supported devices Intel Pentium 3.0 GHz or faster processor 1 GB of RAM 20 GB of hard disk drive space 1280 dpi x 1024 dpi display resolution Samsung XOA-enabled devices, including MultiXpress 6345N (SCX-6345N), SCX-5835FN, SCX-5935FN; MultiXpress 6555N (SCX-6555N); MultiXpress C8380ND (CLX-8380ND); and any TWAIN-compliant scanner Supported operating Microsoft Windows 2000, Windows XP, Windows Server 2003, Windows Vista, Windows 7 Supported browsers Supported languages Contents in the box License packages Output file formats Input method Transform method Workform Address book Authentication Warranty Internet Explorer (version 6.0 or later), Firefox (version 2.0 or later) English, German, French, Italian, Spanish, Korean SmarThru Workflow 2 CD-ROM, Quick Guide 1 device, 5 devices, 15 devices, 30 devices, maximum of 100 devices Scan: TIFF, PDF, JPG, multipage TIFF Scan with OCR: RTF, DOC*, searchable PDF Fax: PDF, multipage TIFF Scan, fax**, , FTP, shared folder OCR (Readiris)*** Administrator can create 100 public workforms. Each user can have 100 private workforms. Device Address Book, LDAP Address Book SmarThru Workflow 2 Server Local Account, Samsung SyncThru Web Admin Service Account, LDAP, Microsoft Windows Domain Account 90-day limited warranty (Contact your selling agent for extended warranty service details.) *Microsoft Word-compatible format. **Fax input is available only when a device is capable of receiving faxes. ***OCR does not support Asian characters when the fax input feature is selected and when SmarThru Workflow 2 is installed on an Asian operating system. 9

10 Legal and additional information About Samsung Electronics Samsung Electronics Co., Ltd. is a global leader in semiconductor, telecommunication, digital media and digital convergence technologies with 2011 consolidated sales of US$143.1 billion. Employing approximately 222,000 people in 205 offices across 71 countries, the company operates two separate organizations to coordinate its nine independent business units: Digital Media & Communications, comprising Visual Display, Mobile Communications, Telecommunication Systems, Digital Appliances, IT Solutions, and Digital Imaging; and Device Solutions, consisting of Memory, System LSI and LCD. Recognized for its industry-leading performance across a range of economic, environmental and social criteria, Samsung Electronics was named the world s most sustainable technology company in the 2011 Dow Jones Sustainability Index. For more information, please visit For more information For additional information about the Samsung SmarThru Workflow 2, visit Copyright 2012 Samsung Electronics Co. Ltd. All rights reserved. Samsung is a registered trademark of Samsung Electronics Co. Ltd. Specifications and designs are subject to change without notice. Non-metric weights and measurements are approximate. All data were deemed correct at time of creation. Samsung is not liable for errors or omissions. All brand, product, service names and logos are trademarks and/or registered trademarks of their respective owners and are hereby recognized and acknowledged. Intel and Pentium are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. Microsoft, Internet Explorer, SharePoint, and Windows are trademarks of Microsoft Corporation in the United States, other countries, or both. Samsung Electronics Co., Ltd. 416, Maetan 3-dong, Yeongtong-gu Suwon-si, Gyeonggi-do , Korea 10