2. Schedule
• Introduction to Ephesoft
• Main features of Ephesoft
• Coffee Break
• How to integrate Ephesoft in your ECM stack
• Ephesoft – Alfresco – Activiti
• Q&A
2
Slide
3. Main features of Ephesoft
• Classifying, separating, sorting and extracting data from
documents in paper, fax and electronic formats
• 100% web based
• Open Source
• Customizable User Interface
• Automatic Classification and Separation Technology based on
content and layout
3
Slide
22. Schedule
• Introduction to Ephesoft
• Main features of Ephesoft
• Coffee Break
• How to integrate Ephesoft in your ECM stack
• Ephesoft – Alfresco – Activiti
• Q&A
22
Slide
23. Schedule
• Introduction to Ephesoft
• Main features of Ephesoft
• Coffee Break
• How to integrate Ephesoft in your ECM stack
• Ephesoft – Alfresco – Activiti
• Q&A
23
Slide
24. How to integrate Ephesoft in your ECM stack
• Scenario 1: Searchable PDF’s
• Input: some paper books
• Ephesoft: recognize and classify the paper books as a specific
document type
• Output: a PDF document in which we can search for specific
words
24
Slide
26. How to integrate Ephesoft in your ECM stack
• Scenario 2: Batch class creation to scan invoices
• Input: multiple paper invoices
• Ephesoft
• Full set-up of a batch class (batch class creation, document
types and field types
• Recognizing and reviewing the invoices
• Extracting the wanted fields (prices, dates,...)
• Output: a PDF and XML document which contain all the fields we
extracted.
26
Slide
28. How to integrate Ephesoft in your ECM stack
• Scenario 3: Surveys
• Input: a completed paper survey
• Ephesoft: process the survey and extract all the answers
• Output: an xml containing all the answers on the survey
28
Slide
30. Schedule
• Introduction to Ephesoft
• Main features of Ephesoft
• Coffee Break
• How to integrate Ephesoft in your ECM stack
• Ephesoft – Alfresco – Activiti
• Q&A
30
Slide
31. Ephesoft – Alfresco – Activiti
• Ephesoft
We use Ephesoft to scan and process multiple paper invoices
• CMIS
We use CMIS to export these invoices to Alfresco
• Alfresco
We use alfreso to store the invoices and we use its workflow
engine Activity to put the scanned invoices through a simple
workflow
31
Slide
34. Schedule
• Introduction to Ephesoft
• Main features of Ephesoft
• Coffee Break
• How to integrate Ephesoft in your ECM stack
• Ephesoft – Alfresco – Activity
• Q&A
34
Slide
Thank you Ian for the introduction to Ephesoft.My name is Roel Frison, I’m a Functional Ephesoft Consultant at Redtree. And this is my collegue Hans Van Goethem is also a Technical Ephesoft consultant at Redtree.This is the schedule for the rest of this afternoon, starting with the main features of ephesoft. Then continuing on to how to integrate ephesoft in your ecm stack and as a final chapter we will demonstrate the combination of ephesoft, alfresco and activity.But first, let me start with the main features.
Ian already mentioned many of the advantages of ephesoft.But what does it do in summary?When you scan a document Ephesoft can process the scan, classify it, separate and sort the pages and extract data from it.It’s fully open source and web-based, it’s got a customizable user interface and its classification and separation can be done on both content and layout.But how does this work?
I tried to schematically represent in a simplified manner how Ephesoft manages thisDocuments are scanned and the scanned images arrive in a pre-defined “hot-folder” somewhere on the network.Ephesoft continuely monitors this folder for any new documents and when Ephesoft finds one it automaticaly goes trough the Ephesoft workflow.This workflow consist of several steps which can inlude steps like review and validation of the document. A bit later we’ll go more into detail in this workflow.The document continues trough the workflow and at the end you have a pdf and xml of your paper document.Now Hans shall briefly demonstrate tis process
DEMO VAN AFBEELDING DROPPEN EN OUTPUT KRIJGENVOOR DE REST NIET TE VEEL TONEN
This is, in a nutshell, what ephesoft does, but it can do a lot more.In the workflow that the document goes trough you can let ephesoft classify the document and a user can optionnaly review this documentIn this step you’ll also see the ephesoft user interface
Ephesoft can recognize different types of documents based on different paramaters. (fe text, images, barcodes)This means that Ephesoft can recognize an invoice from supplier A and another one from supplier BIn the optional review step you can let a user check if the correct document type is added to the document.The system can learn which document is which document type so this can all be done automaticallyNow Hans shall briefly demonstrate tis process
DEMO VAN DE REVIEW STAP IN DE EPHESOFT MODULE
Another feature of ephesoft is when the document is being processed is that data can be extracted and validated with optional user input
After recognizing the document ephesoft can extract data from the document. Documents in which certain data fields are missing need to be validated by the user. (optional)Now Hans shall briefly demonstrate tis process
DEMO VAN DE VALIDATION STAP IN DE EPHESOFT MODULE
Now we’ve seen the basic process Ephesoft goes through.It’s time to look at this process a bit more in detail,
This is the standard workflow a document goes trough in Ephesoft.Not all these steps are mandatory, and some require user input like the review and data validation stepYou can also add steps with businnes logic and other functionalities yourself if you want to. Or skip some stepsLet’s go over these steps quickly:Folder import: Where ephesoft retrieves the document from the “hotfolder” , mail, fax, scanPage Process: OCR (optical character recognition) and indexing of images and contentDocument Assembly: classifcation and assembling multiple pagesReview Document: user checks if the document is recognized as the correct type (optional UI)Extraction: extraction of the metadataData Validation: user checks if the correct metadata is captured (optional UI)Export: the outpot is generated as pdf, xml, CMIS
Now this is all defined an managed in the Admin Module of Ephesoft (also webbased, so no need for special software)In here we can manage our Ephesoft installation and create new batch classes, settings, etc.
An epheseft setup consist of a batch class, in that batch class you can have one or multiple document types and in one document type you can define one or more field typeWhat these things are, i’ll try to explain in the next few slides
Batch class: collection of different documents which have to pass through the workflowYou can have a batch class for all types of invoicesOr one for your entire mailroomYou can have as many as you want, all prioritized.Every document in a batch class follows the Ephesoft workflow but this doesnt mean that it has to follow each step of he workflow.This can all be customized, and review validation steps can be skippedAll the settings are defined in the batch class (like which hotfolder to use, use auto-rotating or not, which workflow steps it follows...)
DEMO VAN HOE EEN BATCH CLASS TE MAKEN IN DE ADMIN MODULE
Document type:The type of a specific document. If we make a batch class for all our invoices you can have different document types for different types of invoices. One for Computer Store invoices, one document type for Telephone Company invoices, etc.
DEMO VAN AANMAAK VAN EEN DOCUMENT TYPE
Field type: This is one field on your document.So we have all our invoices, and there we take for example our computer store invoiceThe fields we define here could be fe invoice-date, total price, VAT-nr, ...These are the fields that we want to have in our validation stepAll these fields can serve as metadata for your documentWe can select these fields as a fixed position on the document or we can use a key-value pairIf we want to use a fixed position in which ephesoft has to look we can use Recostar, a tool that is included in the enterprise verision of ephesoftIn case we us a key value pair, we let ephesoft search for a string on the document (like Date: , or Price: ) and we define in Ephesoft were to look for the corresponding value (bottom right of this string, or left of this string)Looks complicated, but only 1 time setup for a batch class, afterwards you can easily copy
DEMO VAN HOE EEN FIELD TYPE TE MAKEN IN DE ADMIN MODULE
So now you have a bit of an understanding of the main features of ephesoft.I suggest we take a little break here, you can have a drink in the back, and I’ll see you in 15 minutes.
Prepared multiple scenariosEach scenario will have an intro after wich Hans will demonstrate the scenario
DEMO SCENARIO 1
Prepared multiple scenariosEach scenario will have an intro after wich Hans will demonstrate the scenario
DEMO SCENARIO 2
Prepared multiple scenariosEach scenario will have an intro after wich Hans will demonstrate the scenario
DEMO SCENARIO 3
Ephesoft as document capture softwareCMIS – Content Management Interoperability services A standard for transporting objecs between enterprise content management systemsAlfresco used as a repository (to store documents)Activity as workflow engine to start a workflow with our newly captured document
Schematically we’re going to do this.Document is scannedEphesoft captures it, classifies and validates it, extract all the fieldsIts export trought CMIS into AlfrescoIn Alfresco a workflow is started trought its workflow engine Activiti
