GLOCAL VALUE SRL DISTRIBUTORE PER L ITALIA. Sales Guide V3.3

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1 GLOCAL VALUE SRL DISTRIBUTORE PER L ITALIA Sales Guide V3.3

2 What is Scanshare? The document business critical data, currently locked in paper form or received digitally The MFD the on ramp to an organisation s digital information workflow Scanshare the bridge from paper form to digital environment The Backend an existing file server, or CMS/ERP/DMS or digital archive

3 What is Scanshare? It s document capture middleware: The bridge between paper and electronic document flows It doesn t lock you in to a specific document systems now, or in the future Its job is to scan data, attach metadata, perform transformations and deliver to a document system or defined file storage It converts files to a searchable format and can extract data from areas (or zones) to automatically drive business processes and workflows

4 Scanshare version overview Scanshare Essentials V3 Simple to set up, low cost Limited system connectors/integration Entry product Scanshare Enterprise V4 More complex to configure, slightly higher cost Huge array of customisation, recognition, integration and connection possibilities The Scanshare MFP client is identical between versions, the user will not know which version they are using.

5 How it works - overview Capture scan document with MFP or via watch folder, , FTP or Desktop client Process image enhancement (despeckle, deskew, auto rotation etc), convert to desired format, extract data from the document (text, barcodes, marks etc.) Store - connect to document system or fileserver, rename file and place in location

6 Document workflows EXAMPLE DOCUMENT WORKFLOWS FOR SCANSHARE

7 Scanshare example 1 dynamic choice Requirement integrate MFP and scan solution with existing folder structure on file server; if the folder structure changes automatically update the MFP display; reference number should look up a table on the corporate Microsoft SQL database Metadata selection Questions on MFP come directly from directory structure and reflect any changes automatically. The user can enter the name of a new directory to be created if required. The SQL lookup function returns a list of reference numbers from the company database for selection; the document is automatically filed and requires no further user intervention Essentials V3 Enterprise V4

8 Scanshare example 2 automation Requirement process documents of a specific type automatically, using information in the document to route, distribute and file the document correctly Barcode detection Read barcode value and use it to rename the document and select correct directory on server Zone OCR Extract address to send copy of document Delivery and storage Utilise the Zone OCR metadata in the address field for the connector and utilise the barcode value in the subject. The barcode metadata value is used to select the correct document type folder on the fileserver Essentials V3 Enterprise V4

9 Scanshare example 3 convert archive Requirement back-file conversion of paper archives into PDF/A format for long-term storage and retrieval. Scan in batches but require each document filed separately in the archive. Take a copy of the metadata and store in the CMS Barcode separation Scan the documents in batches to speed up processing, using a barcode separation page to split the individual documents automatically. V3 new feature: document splitting without separation page (only for splitting per page) Metadata export Export document metadata in XML format so that external document systems can import the document and file with the context Essentials V3 Enterprise V4 File format Select PDF/A for ISO-approved, long-term archival of documents and records

10 Scanshare example 4 logic Requirement scan a form and read the specific areas for marks; redact the personal details; based on the selections made on the form move the document to the appropriate directory and notify the user that it requires further processing OMR Processing Create document zones for the OMR module to interrogate; use the Script connector to create a custom VBScript to read the contents of the document zones and build an output path Redaction Use the annotation module to redact the name and address of the form Essentials V3 Enterprise V4 Notification and storage The notification module can alert a user to a new document (without including it as an attachment). The file store modules takes the path built with the VBScript, using the form data

11 Scanshare example 5 integration Requirement scan a standard invoice and use the data on the form to update the internal records; convert the scan to an Excel file and deliver to a Sharepoint server Zone OCR Processing Read the contents of this zone which is the same on every document. Use this value to update the corporate database and name the file SQL connector Update the corporate database with the value from the Zone OCR Essentials V3 Enterprise V4 Conversion and connection Select the Microsoft Excel (XLSX) format as standard output, upload the document to the corporate SharePoint Server in the desired file library with the correct naming convention

12 Scanshare example 6 recognition Requirement scan multiple invoices from different suppliers; automatically detect which invoice is from which supplier and extra information from the document to ensure it s filed in the correct directory on the server, and notify the user FreeForm recognition Train the FreeForm module to recognise every incoming invoice. Once identified the FreeForm module will select the appropriate sub workflow for the specific invoice type. Each sub workflow has OCR zones defined to select the correct directory on the corporate file server to store the document. Notification Module Once successfully processed the user is informed that the document has been delivered to the specified directory, so it can be further actioned. Essentials V3 Enterprise V4

13 Technical info FEATURES AND SPECIFICATIONS

14 How it works - capture MFD embedded, intuitive, touch user interface (Bi-directional connection with folder browsing, dynamic db lookup and real-time filtering) New V3 features: Samsung Web-XOA and Sharp OSA 4.5! Watch Folder receive documents from any scan device or existing electronic files New V3 feature: enhanced watch folder function! (for example from an existing digital archive of raster PDFs) FTP receive documents via the FTP protocol, suited for transferring large files over long distances

15 How it works - capture receive scanned documents as attachments to an address use the text in the (body, subject, etc.) as metadata Desktop client connect to any TWAIN-enabled scan device (various brands of MFP s, desktop scanners, high volume scanners etc.) or import existing scanned documents (TIFF, PDF etc.)

16 How it works process Advanced Image Enhancement deskew and despeckle, remove hole punch, lines and dots, delete empty pages, white space, empty pages and borders Zone OCR (zone optical character recognition) read an area of the document to extract the data which can be used to rename the file, select a location or address, update a database etc.)

17 How it works process Barcode Recognition (BCR) recognize and utilize the value of dozens of different types of barcodes Optimal marks recognition (OMR) read an area of the document to analyse the areas which have been marked (useful for exam papers or for checking documents for signatures/form completion)

18 How it works process Magnetic Ink Recognition (MICR) recognize and utilize magnetic ink font written on bank cheques Intelligent character recognition (ICR) read handwriting and convert into searchable text (no doctor s handwriting, only neat, hand printed text!)

19 How it works process FreeForm Recognition automatically recognize registered document types and select the correct sub workflow without user intervention Annotations add stamps, commentary, marks or area redaction to a scanned document, automatically

20 How it works storage deliver the file as an attachment to one or more addresses, use metadata in the subject or body and the attachment file name Windows File System file documents to any shared drive or UNC path, the MFD client enables folder browsing as a convenient way to select a location System connector connect to various cloud-based file hosting services, databases, DMS, ERP, CMS and records systems via the library of system connectors New V3 feature: dropbox connector and updated Evernote connector. Document splitting option also new in V3!

21 How it works storage ABC format lossless proprietary format which creates files suitable for long-term archive, with file sizes that are 5-8 smaller than compressed PDF (Scanshare can also reconvert ABC files back to TIFF/PDF/DOCX etc later, when required) Databases connect to any ODBC-compliant data source, to update records tables based on contents of scanned documents and metadata Script the do anything connector which makes impossible customer requests possible; connect to multiple systems, locate the correct directory, update a database and notify the user. no problem

22 Essentials vs Enterprise FEATURE HIGHLIGHTS

23 Important functions and features File format highlights* Searchable PDF, PDF/A Encrypted PDF TIFF JPEG Word (DOC, DOCX, RTF) and Excel (XLSX) Advanced Bi-tonal compression XML Metadata Raw backup * Scanshare can utilize around 20 different output file formats Option available at extra cost

24 Important functions and features Processing options Automatic deskew Blank page removal Advanced image enhancement Full page OCR Zone OCR OMR & ICR Barcode recognition Advanced barcode & FreeForm recognition

25 Please contact us for more information! Lorenzo Gozzi Tel:

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