SOFT FLOW 2012 PRODUCT OVERVIEW

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1 SOFT FLOW 2012 PRODUCT OVERVIEW Copyright Soft Click 1

2 About Soft Flow Platform Welcome to Soft Flow, the most flexible and easiest to use document management and business process management software available today. Storing and retrieving large numbers of paper documents has, up until now, been an onerous task. Soft Flow solves the problems faced using a manual document filing system alongside an electronic document and business Process automation system by: Providing an electronic document management system that is easy to learn and use Providing Workflow Capabilities that enables you to map, model and manage your business processes to efficiently achieve your goals. Freeing up costly storage space and drastically reducing the costs of paper document copying and distribution Combining both computer-generated and paper documents in a secure and effective document storage and retrieval system Providing multiple methods of adding documents and index information quickly and easily Providing the ability to batch scan documents Providing complete powerful indexing techniques allowing for fast and accurate retrieval of related documents based on a query by word or phrase Full text search of scanned image and electronic document content Eliminating time-consuming physical searches due to misfiled or lost documents Allowing users to share documents with a workgroup Providing extensive security measures to keep confidential documents safe from prying eyes Keep an audit trail of every action taken on or with a document and more Copyright Soft Click 2

3 Built on a multi-tier distributed architecture, it provides the scalability to grow from a single department to a s p r e a d e n t e r p r i s e. The p r o d u c t s and s o l u t i o n s h e l p l a r g e and s m a l l e r Organizations meet regulatory compliance requirements, collaborate with greater productivity and improve customer service. Figure (1)Soft Flow platform System Architecture Soft Flow provides a unified content, and process environment that offers maximum operational flexibility, accelerates application deployment, and lowers total cost of ownership. Based on customer demands, the Soft Flow platform provides interoperability to the widest selection of systems, and environments. Soft Flow can be deployed as a Service Oriented Architecture (SOA) shared services platform to help you reduce operation costs and simplify your global IT infrastructure. Soft Flow provides control over business processes and filing methodologies while respecting an Copyright Soft Click 3

4 organization s security needs and regulatory requirements. And by providing local autonomy over improving business processes, it actually increases centralized oversight and control over policies The Soft Flow platform eliminates multi-vendor issues, while meeting all your Enterprise Content Management (ECM) requirements. Users benefit by being able to use a common interface no matter what tasks or assignments they attempt. Soft Flow Platform Components Soft Flow Content Library Soft Flow Document Manager Task Space Soft Flow Document Capture Business Activity Monitor Soft Flow Reporting Services Soft Flow Content Server Soft Flow Process Server Soft Flow Indexing Server Soft Flow Engine Soft Flow E-Forms Designer OCR Engine Server Document Watcher Engine It is the foundation for Soft Flow Platform. This foundation represents the core Soft Flow repository capabilities. It is an out-of-the box intuitive user interface to access all content management related features relevant to the business user. User interface to access all process and workflow management related Desktop application that automates indexing, scanning, capturing and QA processes. Provides presentation of personalized real-time process performance data to business users via an interactive dashboard. Author, share, and use reports that draw on data from content and process sources for better business decisions. The core component of the Soft Flow platform. It s responsible for capturing, managing, and storing business related contents Provides end-to-end automation, management, and optimization of content- and human- centric, information-rich business processes that involve people, content, and systems. Provides the capability to Index all ingested documents into Soft Flow Content Server Provides dynamic Integration with content and processes. Provides the capability to design electronic forms for data entry, thus providing ease of use, reducing errors, enforcing consistency, and mandating rules on the end users. Provide Arabic and Multi Language OCR Services for all ingested documents Provides Documents and Folders Actions Listeners capabilities to inform registered users during document lifecycle Copyright Soft Click 4

5 The Soft Flow Platform approach combines Enterprise Content Managementand Business Process Management under a flexible architecture that allows you to expand as your business needs change. Figure (2) Soft Flow Document Manager Document Management System provides the tools to capture, store, and manage all types of electronic content information previously locked away in disparate or stovepiped business systems. You can leverage and share office documents, digital images, CAD, , audio/video, reports, and virtually all other types of content across your enterprise, with partners, and with your customers. Business Process Management (BPM) enables you to c r e at e, modify, m anage, analyze, and simulate business processes. Soft Flow BPM allows you to define complex business rules with various routes that can easily be created, modified, and monitored. You can store and manage defined processes in the ECM repository for historical and auditing purposes. Copyright Soft Click 5

6 Soft Flow Document Management Soft Flow Document Management comprises all aspects of content and document management, including: Capturing all types of digital content, such as office documents, scanned images, and attachments, reports, CAD, audio, video, and business objects Storage and management of all types of disparate information enabling content to be stored, indexed, and maintained for the lifecycle of that information Perform a broad range of document management tasks, such as adding, retrieving, updating, versioning (creating different versions of a document), and deleting documents. Depending on the role and privileges assigned to users by the system administrator. Add multi batch documents, case folders, assign Workflows, add notifications to user, add related documents, review documents, and assign watchers to documents Figure (3) Multi Batch Document Entry Update and modify the properties (metadata) and security of the documents Browse and search for folders and documents. Create templates for entering, searching for, and reporting content. Create Search Template and Stored Search Result sets view and groupings Copyright Soft Click 6

7 Figure (4) Search Designer Inter-Application Drag and Drop that allows users to drag one or more documents from the local Windows Explorer and add them to Soft Flow Document Manager by dropping them directly in a document store or folder. Figure (5) Browsing the Document Manager Copyright Soft Click 7

8 Soft Flow Document Viewer to quickly view documents and document properties without leaving Soft Flow. This includes multi tab window displaying the following: Document Viewer (Image with Annotations and Non-Image) Document Metadata Properties Document Revisions Related Items to a Document Document History Review History for a Document Attached Documents to a specific Document Voice (MP3) Annotations White Board Annotations Figure (6) Soft Flow Document Viewer Copyright Soft Click 8

9 Quick Access Bar for Quick Access of: Saved Search Views and Templates Saved Entry Templates Saved Reports and Report Templates Checked-Out Documents for a user Flagged Documents and Folders File Templates Soft Flow Document Capture Soft Flow Document Capture is a high-performance Microsoft Windows imaging application that provides the following features: Scanning - support more than 300 scanners from several manufacturers. Users can adjust all scanners settings that are supported by their scanner. Scan profiles enable users to save the settings for common scanning tasks to simplify the scanning process. Viewing - A high-performance image viewer that includes features to make it easy to display and manipulate images, including a main viewer, a thumbnails pane, fast scaling, rotation, annotations, and conversions. Image Processing - The suite of image processing filters can clean up dirty images, straighten crooked images caused by paper misalignment during scanning, remove black circles on images caused by punch holes, etc. These filters can be used individually or in sequence, and they can be configured to deliver optimal results. Image processing filters can be applied to existing images and can be applied automatically during a batch scan. Annotating - Annotation tools provide the ability to add text, lines, highlights, arrows, and other objects to draw attention to a particular area of the page, to highlight or obscure passages, or to add explanatory information as text and pop-ups. Saving - Saves images in a variety of standard image file formats and compression schemes, including TIFF Group 4, JPEG, etc. Printing - Prints images using any standard Windows-supported printer. Deleting - Deletes a document and all its images and image annotations. Optical Character Recognition (OCR) - Enables users to perform full-page OCR or zonal OCR and to export the OCR results. Copyright Soft Click 9

10 Figure (8) Soft Flow Document Capture Indexing - Enables users to index documents and add detailed organizational information before saving. Review Add Review Details before saving to Soft Flow Repository. Notifications Add Notifications Messages to Users and Groups about scanned document. Related Items Add Relations between Scanned Document and previously added documents C r e a t i n g S a v e d S c a n P r o f i l e s A profile is a collection of pre-defined settings on how to scan and process a batch of images. Using profiles saves time and ensures that all pages in a batch are scanned, processed, and saved in the same way. Profiles are stored on the computer and can be reused each time you need to perform a similar batch-scanning job. 10

11 Figure (9) Creating a Saved Scan Profile Soft Flow Business Process Management Soft Flow Business Process Manager (Soft Flow BPM) is a comprehensive, standardsbased, integrated, and scalable suite for managing business processes involving people, content, and systems. It provides full process lifecycle support: modeling, design, execution, and monitoring. It facilitates: Automation through full process modeling and design so repetitive tasks can be automated to boost productivity and reduce cost Integration of content with Applications, Web services etc. Monitoring through Business Activity Monitor (BAM) that enables proactive real-time monitoring When you automate content routing with pre-defined rules and service standards, you can gain significant productivity improvements, increase quality, and improve timeliness and consistency within the business processes. Business Process Management allows YOU to define, manage, and modify rules that leverage content and documents based on type, source, content, any other characteristics,. For example, you can automate these types of processes: AP/AR and Invoice processing Forms Processing (Leave Requests, Benefits, etc.) SOX Compliance Server and Change Logs 11

12 Forms Processing (Request, etc.) Contracts Management and Administration Case Management Incident Tracking and Investigation Claims Processing/Medical Records Asset Management/Maintenance Tracking A r c h i v a P r o c e s s ( W o r k f l o w ) D e s i g n e r Soft Flow Process (Workflow) Designer is an easy-to-use, graphical interface in which you build a workflow and define the conditions that must be met in order for a task or document to move from one step to the next. The Designer s streamlined layout and intelligent design help you work quickly, while its intuitive structure makes it easy to identify each step in the workflow. Figure (10) Soft Flow Workflow Designer A simple, intuitive and customizable interface lets you drag and drop activities onto a workflow and configure how they should perform. Route Tasks and documents based on conditions you define or different actions to be taken before or after a deadline. Perform many activities in parallel, based on specified conditions. Configure a workflow to wait to proceed until a specified condition becomes true. 12

13 Extract data and customize its format and Check in Documents to Soft Flow Document Manager with Properties Mapping. Integrate with Other Systems and Platforms through Component Step. Integrate with Servers SMS Server and Database Servers Save workflows as XML-based files that you can easily load into other Workflow installations. T a s k S p a c e Task Space provides an easy-to-use interface that enables you to quickly retrieve tasks and documents and perform high-volume transaction processing. It provides Users and Groups with a holistic view of their entire business processes, for managing and streamlining both transactional content and business processes Figure (11) Task Space It enhances the user experience through a single UI that unites Task, Content, Process and monitoring of Business Process It Boosts employee productivity through quick response and more accurate decision making 13

14 B u s i n e s s A c t i v i t y M o n i t o r Soft Flow business activity monitoring is a tool to provide real time information about the status and results of various operations, processes, and transactions. The main benefits of BAM are to enable an enterprise to make better informed business decisions, quickly address problem areas, and re-position organizations to take full advantage of emerging opportunities It presents the information on dashboards that contain key performance indicators (KPIs) used to provide assurance and visibility of activity and performance. This information is used by technical and business operations to provide visibility, measurement, and assurance of key business activities. It is also exploited by event correlation to detect and warn of impending problems. Figure (12) Business Activity Monitoring 14

15 Electronic Forms Soft Flow s integrated E-Forms allows for the easy creation of intuitive user interfaces for process participation and entry templates. These interfaces maintain a high-fidelity forms look and feel. E-Forms Designer is powerful, yet easy-to-use software designed for creating professionallooking forms for paper or electronic use. Soft Flow E-Forms and Workflow solutions are set of applications designed to automate common business processes. By replacing paper forms with Electronic Forms and Workflow approval, organizations can gain immediate cost and productivity benefits while improving overall organizational speed and agility. Figure (13) E-Forms Designer The desktop application E-Forms Designer is used to create a special file called a form template. A form template contains the layout, graphic elements, and intelligence features of an electronic form. Once the form design is complete, it can be deployed to Soft Flow and configured so that users can fill out forms on-line. Building and using E-Forms and workflow solutions lead to remarkable cost savings, better business speed and increased efficiency and productivity in other words, big ROI. E-Forms Solutions offered by Soft Flow promotes your Business performance and productivity in terms of: Increasing Operational efficiencies and reducing organization risks by leveraging resources, quickly react to changing business conditions and prevents tasks from getting lost with pro-active workflow control and essentially do more with fewer resources. 15

16 Improving business speed by reducing lag time and task time by totally automating certain process steps, Processing Integrity and Accountability by ensuring that all required rules are followed and all required steps are completed. Processing optimization and elimination of unnecessary tasks. Increasing customer satisfaction by accelerating cycle time and ensuring that nothing falls through the customer interaction lifecycle Report Designer Report Designer is a collection of graphical query and design tools that are hosted within Soft Flow Platform to serve both Document Management and Business Process Management. Report Designer provides a Report Data pane to organize data used in your report, and tabbed views for Design and Preview so that you can design a report interactively. Report Designer also provides query designers to help specify data to retrieve from data sources and the Expression dialog to specify report data to use in the report layout. Figure (14) Soft Flow Reports and Charts Designer 16

17 Report Designer supports table, matrix, and free-form list reports; and charts. While designing a report, you can test it locally before publishing it. When you select the Preview tab, Report Designer runs the report using the same processing and rendering extensions that the report server uses, ensuring that users see the report as it was intended when they run the report. When you are ready to publish your report, use Report Designer to publish the report to Soft Flow report server. With Soft Flow Reports and Charts Designer, you can create application-independent reports. In other words, it can be used as a standalone reporting tool. You can connect to any database, use any table from it or create a query; You can add dialogue form(s) to your report to ask some parameters before running a report; using built-in script, you can manage interaction between dialogue form s controls, perform complex data handling; Finally, you can view the result, print it and export to many common document formats. Administrator Console (System Management) The system includes a complete set of administration tools to enable system administrator to monitor, validate, and configure changes from a central location. You can manage the entire system with the following tools: Figure (15) Soft Flow Administrator Console 17

18 Content Stores Management and Administration Users and Groups Permissions, roles, and privileges Content Sharing and access Template Designers Search Administrator Designer Report Administrator Designer E-Forms Administrator Designer Workflow Designer and BAM Administration Soft Flow Services Administration Process Server Administration Content Indexing Server Administration Process Server Administration Document Watcher Service Administration Service Administration OCR Service Administration Application Integration Soft Flow provides tools that help you integrate with various third party and Soft Flow applications, including:.net Integration Soft Flow offers.net Interoperability that provides the basis for integration between different applications and the Soft Flow Platform. Microsoft Office Word, Excel, Power point and Outlook users can manage documents, , and attachments from within the Soft Flow repository directly from Microsoft Office. 18

19 Figure (14) Microsoft Office Word Integration Soft Flow E-Forms allows you to communicate with heterogonous systems through Component Step. 19

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