My name is Geoff Lilienfeld. I’m RPI’s Imaging Strategy and Technical Services Practice Director. What we’re going to take a look at today is some software that is pretty new to us, generated by RPI, which is a web form developer and server that integrates directly into ImageNow.
For those of you that aren’t familiar with RPI, we’re based out of Baltimore, Maryland. We do have consultants pretty diversely geographically spread, myself being in Arizona, and much of my team being in Kansas City. We’ve actually been consulting around for sets of software for 13 years, a little bit over now. We do have a little bit of a unique certification grouping in that we not only do ImageNow and other Perceptive products, but also Lawson, PeopleSoft, Brainware, and Kofax, which are both intelligent-capture solutions.
What separates us a little bit from Perceptive professional services, or some other IT professional services you might find, is that we also have a very strong background in management consulting. We really like to focus on business process and actually improving process as a whole, rather than trying to slam a square peg in a round hole, if you will.
We do have a quite diverse group of clients ranging in just about all vertical industries. In addition to the custom forms that we do, we do provide a full range of ImageNow services, implementations, integrating new lines of business, for instance, HR. Then also your more technical stuff, upgrades and administration, and then building of reports, such as Business Insight, which is ran off of Cognos, as well as Crystal reports. Then we, of course, offer full custom development, including e-forms, iScripts, very advanced integration that might otherwise seem impossible to do.
I’m going to give you just a very quick overview on Proforma, what it is, and then we’ll just jump straight in to taking a look at Proforma and how the software functions. It is a completely GUI-based form builder. How it works with ImageNow is that it interfaces through either Message Agent or Integration Server. If you’re an older ImageNow customer, you likely own Message Agent. New customers coming in on 67 are very likely Integration Server, but both of them are the API, SDKs from Perceptive.
We can also interface with just about any other application, as long as they have an API. Some of the ones we’ve seen are Banner, PeopleSoft, Lawson. Proforma has a very quick and simple install since it is purely a web app. It runs off of Apache Tomcat. It doesn’t have anything particularly complicated to install.
Some of the unique features of Proforma is that it does allow for those API calls directly from within a form. We can query SQL databases. We have very simple field validation, great custom error messaging around that field validation. We can take a pretty-looking web form and create a predefined document with it. It’s very quick to implement and publish or update a form. We do have custom security around the forms.
Take a look at a couple other things, too, is with our design capabilities you can actually adjust what all of the forms look like simply through some CSS. Once you adjust one, you’ve pretty much adjusted them all, if that’s what you want. Individual forms can have their own CSS, but they don’t need to.
Another very unique feature is that it is a documented language that you run all of your advanced calculations and conditional statements. Any validations, it’s called xtaf, and this is a W3 language. As mentioned before, there’s a very simple interface for sending this form data into ImageNow to custom properties or index values.
Let’s take a look at what one of these forms looks like. This is a form for a client that’s going to be going live here in the next couple of days, actually. This form is designed as an external-facing form. It’s actually an application for their grants programs.
You’ll notice, and I promise I won’t go through the entire form, I don’t think we want to be completing grants applications right now, but you will notice a few things. If I hit affiliate type of joint, I’m now going to be prompted for the affiliate and partner names. Whereas, with individual, you’ll see partner name goes away.
As I test on the fly, we’re validating forms. You might notice that at the top, my application ID is being dynamically generated based on some information. If I was in Arizona, I’m using these first three letters, and that’s all just based on client requirements.
Phone numbers are very strongly and nicely formatted without a whole bunch of interface. If I put in something that doesn’t have the right number of numbers, it will tell me. You’ll also notice that I can put it in with or without hyphens and it’s going to reformat it to how it wants. It’s definitely intelligent. ZIP codes need to be five characters, states with dropdowns. A lot of this type stuff is pre-built in.
We can do validations around numbers. In this case, the requirement was less than $5,000, or equal or less than $5,000. If I put in $9,000, that’s a simple prompt.
I am required to upload a budget here. Again, it’s going to look to make sure that I have that budget.
Before I can submit, I’ll see any validation errors that I have. You’ll notice that with each one of these validation errors, there’s a link that will take me back to that. That’s a very basic overview of what one of these forms looks like.
What we can do now is actually take a look at what the building of that form actually looks like, so how this form came to be. This is the form that you just saw. It’s a pretty straightforward and simple builder. Each one of these are just elements on a page.
With an email address, you’ll see that in our validations, we have a pre-built in type that it needs to be an email address. It’s going to look for that @ symbol, and then some letter, and then a dot, and then a domain to it. Right? It’s built in.
With our application ID, as you saw before, we’re calculating it. What we’re doing is just taking, again, it’s a very documented language to create that sort of calculation. Even if it looks a little bit intense, it truly isn’t. I personally am not a developer and have created all of these calculations and validations.
Again, with the partner affiliate name, I showed you that this needed to be equal to joint in order for this box to show because if it’s not a joint program, there’s no need. What we have here is simply this visibility saying that this affiliate type box needs to equal joint and that’s it. That’s the extent of what it is that we require in order to do that. This isn’t something particularly difficult to learn.
Now, the goal when this form is submitted, again, it’s a grant application, is that this application is actually ending up in ImageNow. In order to do that, we need to set some very basic things. At the bottom of each form, we have a hidden section. In this hidden section, we’re going to identify our basic ImageNow components. We need to know what drawer it’s going into, always. We need to know what the document type name is. We need to know what workflow queue it’s going to go into. We set that simply by typing this information down into these boxes.
Now, likely we also want to pass it, some of the index values, as well as custom properties. In this case, we’ll see that this application ID is passed into the folder field, right, one of your main index values. In order to pass it into the folder field, all that we need to do is name that control folder and that’s it. It now knows upon submission that that application ID is going to act as that folder value. If you’re using 67, you can name it folder, or you can name it field one. It’s up to you. We could check off, instead of passing it, that this is an email recipient. Then they’ll automatically get a copy of this application. That’s how you pass an index value.
Now, as far as custom properties are concerned, it’s very fuller. All that we’re going to do is we’re going to name the control as CP_ and then the name of the custom property. Again, done really in seconds, the difference is simply how you name it. If joint first name is our custom property in ImageNow, we name it CP_jointfirstname.
You’ll notice over here I have the ability to add HTTP service calls, database service calls, action. Any of the information that we’re getting here, rather than actually being user entry, we can have this information come from the SQL database lookup. You might enter an employee or a student ID and, based on that student ID, we’re going to return the student information. We can add security to the form so that if a student is logging in or an employee is logging in, then we can also validate off of that, and then automatically pull back their information.
All of your basic types of values, your dropdowns, your basic inputs, Boolean, that can all be added through simply clicking on a box. I can give you an example over here. This is one I just started creating. I added first name, last name, and term. We might add a new section. We can call this past history.
One thing that’s cool is that we can actually have formatted text. We can say enter some information, and we can actually have bulleted or numbered lists. We can have stuff in quotes. We can bold. We can italicize. You’re not limited to simply plain text.
Another great thing we can do, too, is add what’s called a repeated grid. We might say this is going to be three columns, and for each one of these columns, we’re going to add some input fields. We might call it job one, begin date, and end date.
If we hit the test button, we’ll see that we can open up this and actually allow them to dynamically add additional values. Again, stuff like email addresses, let’s add another new section. You can call it contact info. You can make these grids, as many boxes as you’d like. Right? It’s always going to stick to this grid format. We can enter a phone number, email. We can enter state. Or we also can utilize this global library to actually automatically enter in a U.S. address, again, with validation.
If we want to have them attach a file, simply hit file attachment. Please upload your resume. If we want to require that they upload that resume, we’ll just say here, “Validation required: yes.” We can have a standard validation method or we can choose our own. We can actually say, “You need to add a resume.” As far as term, rather than that being a field, that could be a dropdown.
You can see how quickly you can build and deploy these forms. Again, any of this information that I want to send into ImageNow, I simply need to name it accordingly. If I had a custom property of first name, right now we have that as a folder, I might just call it CP_ and then first name. Make it required. Then that’s our form.
In the example we were looking at with the grant application, what happens with this application is that it’s coming into ImageNow in the workflow. Looks like I already have it open. It’s coming into ImageNow into the workflow. What we see here is a copy of the completed application. You’ll notice that our format and fields have actually adjusted to the size of the box. If they have more or less copy than the field was designed for, they’ve adjusted to the size of that box.
These were my attachments. I just attached a couple of pictures. Then I have these attachments, so this might be that budget. Then we have our application ID and all of our various custom properties.
Now, in this particular case, what we’ve done is we’ve actually attached an e-form to it as well, so a native ImageNow e-form. The reason for this is that we have it set up so that all of our various grants applications, they have 11 different grant applications, all of these grant applications come in through their unique Proforma form, and then they enter into an ImageNow e-form, where then within ImageNow we can actually take notes. As we’re reviewing one, we might say, or maybe, “This is great.” Save that comment. We’ll date, time stamp it, and also stamp it with the user ID.
I’m just going to take a look. It looks like we have a couple calculations. I’m sorry, a couple of questions. One of the questions is, “Can it do calculations?” It can absolutely do calculations. It’s, again, fairly, fairly simple to set that up. If we go back to this one that I was just creating, if we were to take our input fields, we can actually simply identify that it’s one input field plus another input field. We can comment in this calculation value and say that this equals term plus first name right in that calculated value.
Another question is, “Perceptive hosts our ImageNow server. Will they install Proforma?” That is a good question. Proforma is going to run simply off of a patchy Tomcat. You could potentially have it on one of ImageNow’s servers, but you don’t necessarily need to. You can run Proforma actually on your own server and then just ask Perceptive to open up the port to allow your server to interact with it. That really shouldn’t be much of a problem. But definitely, if you want to email me, we could look at that a little bit more and in detail.
Another question is, “Are there any limitations to file size when uploading attachments?” There really aren’t any. It’s something that we could probably set if there was a need to. But at this point, we haven’t built in any limitations.
Another question, “By calculation, I meant monetary calculation. $1,000 travel plus $200 meals equals $1,200 total.” Yeah, we can absolutely do that. In this particular instance, I don’t have that, but let’s take a look. I’m trying to think of which of these have that. All lies. This does not.
Let’s go in here. Let’s create a new section. Call this calculated. We’ll create an input field. We can force this to be a number or we could force this to be currency, but we’ll just do number here. Number here. Amount one, we’ll call it. Amount two and total. Basic setting. Let’s call this amount one. Amount two. Then let’s come in here. Formulas, calculated value, amount one plus amount two. That dollar sign just tells it that we’re referring to another field. We’ll apply that. Test it. Put in five and then six. Nope, that’s five and five. Five and six.
You’ll see that we’re calculating the value over here in the total. We could assign that as currency or anything that we want as well. You can see it’s fairly quick to put in those types of calculated values.
“Where does an uploaded file from the form go in ImageNow?” That’s a good question. One of those uploaded files is down here in the thumbnail section. You’ll have the main application. Then you’ll have the uploaded files right in there.
“Can approvals be dependent on who is filling out the form?” Yeah, absolutely. We can set approvals however you need. If the approvals are going to exist within ImageNow, once it comes in, we can look at who filled out the form.
That comes to another question of, “Can you authenticate users to ensure you know who is submitting the form, such as LDAP?” Yes. Based on that LDAP authentication, we could route it to a specific queue. We could even potentially have the workflow queue calculated based on who is submitting the form.
Just to give you an example of that, when we look at this down here, we have this workflow queue name. Right here, that’s static. But what we could actually do is calculate that workflow queue based on taking their LDAP username that they entered.
Just to give you an example of what that might look like, that’s for money, so let’s take a look at here. Here, we’re sending out emails. In this form, what we’ve done is rather than having a static email subject, we’re actually concatenating some stuff. We want the subject of the email to state that we received an urban grant application from this lead affiliate. That’s who actually completed this form. The reason for that is that we’re then CC-ing a bunch of other interested parties, so that way, in the subject, they’re actually seeing that. You can use similar logic to go ahead and calculate the workflow queues.
I am getting tons of questions, so I’m definitely working through them. “Do you have a travel request example?” I do not have one loaded on here, but that’s absolutely something that we could create without an issue. Again, that repeated grid is great because you could have them continue to add more and more line items for their travel request and add those up.
“Can multiple predefined forms be populated from something like a CSB file?” Really, we want to populate from a relational database. What you would want to do is actually maintain that within a SQL database would be easiest and then, yes, you can absolutely do that.
“Can you access web services instead of direct SQL?” Yep. You absolutely can. You can access web services to query. You can also access web services in order to submit the form into another solution. Let me just show you down here. We actually have the ability to add HTTP services. We can utilize SOAP, JSON. We can add the web services right in there and then we can actually add actions on any one of these fields based on the web services that we’ve added, so yes, you absolutely can.
“Is the e-form code generated by Proforma or is that built separately?” What I showed you, the e-form image, now that is actually built separately. The image now in e-forms are a very specific breed.
Once the form enters ImageNow, it is not editable. That’s the reason, because it is coming in as a PDF, and right now, to answer your other question, the PDF is the format that it comes through. You could of course run that through in Mac and convert it to a TIFF. We are, in our next release, we will support TIFFs.
Now, that being said, attachments such as spreadsheets will maintain their format. If you have a spreadsheet attached, you are able to still actually tab through those spreadsheets. That’s pretty cool and that’s why we kept it in that format, but we will end up probably having the application itself come through as a TIFF rather than a PDF.
“Could you review why you associated the Proforma with ImageNow e-forms in workflows?” Yeah, that was just to show that you could take the information off of Proforma and translate that onto an ImageNow e-form in case there are additional things that you wanted to do with it once it was inside of ImageNow because Proforma is going to send an image. Right? The form itself is going to be static. Again, yes, based on the information, we can route to certain ImageNow queues. We can definitely generate that queue name dynamically.
“Where does an uploaded file from a form go on ImageNow?” We discussed it. It goes down that thumbnail side.
“How many Message Agent transactions are used per form submission?” Each form submission would be a single Message Agent transaction.
“Is it possible to route a form outside of ImageNow for approval?” Yes, it is. We utilize that to integrate signatures. If there’s a third-party solution that you wanted to use, or we have a company that we’ve partnered with, you can have the form go from Proforma into that third-party signature solution, go through that workflow, and then into ImageNow.
“What about multiple steps for approval, i.e. approver one, then it goes to approver two, and each updates only their section?” You can do that. Generally, it’s a little bit more complex when you’re building the form because what you need to do is actually let the form know which approval is on at the time, but that is something you can do. For the most part, I always say you want to keep the workflow as much in a workflow solution as possible, but that definitely is something you can do.
“Can the data on a form be downloaded?” Yeah. When it’s submitted, you can actually choose to save a PDF of that. There is also a way to get an X amount from it with the data.
I’ll get to pricing very shortly. Yeah, so PDFs don’t allow for annotations. Again, you can run it through in Mac if you have it, but we can definitely, if there’s a strong need to have it come through as a TIFF, that’s something we could work on on pushing out right away.
As I mentioned, I think early on this is a new solution for us. We’ve been very successful with our deployment of it. Because it’s a new solution, we are not being, well, we are, I guess, being aggressive on the pricing. We’re not charging a lot. We’re not charging per submission. We’re not charging per user. We are actually charging right now a flat $35,000, plus it’s a standard 20% maintenance and service annually. That $35,000 actually includes 40 hours of our consulting time to set up the environment and provide basic training on it.
We do not have a complex pricing model for this. We have always, first and foremost, been consultants wanting to deliver solutions. That’s really where we are with this right now. I can’t promise that that’s always going to be the future, but at this point in time, that’s how we’re doing it. I think if you’ve looked into some other solutions, you likely know that this is at the very, very bottom of where some other licensing solutions even start. I’m sorry, some other form solutions start, the licensing for them.
Then I think the last question I have right now is around signatures. Yeah, so again, we can send the from afterwards outside and put it through a workflow to gain multiple signatures as well.
It looks like that’s all the questions I have. That’s probably a record number of questions, so that’s good. I’m glad everyone was attentive.
Again, my name is Geoff Lilienfeld. This is my information right here. You can also feel free to respond to the webinar invitation. I will be sending out a follow-up email. Feel free to give me a call. The mobile number on there is the best number.
Oh, I do have one other question. “I heard the ImageNow Message Agent is required. Are there other components needed?” No, Message Agent is the only component that is needed. The reason for Message Agent is that we are actually pushing the form directly into ImageNow. If you didn’t own Message Agent, you know, there would be some other options. We could potentially set it up to work through Mail Agent, but either Message Agent or Integration Server, definitely the best way.
With that being said, it’s become much more standard now for Perceptive to include Message Agent with ImageNow implementations. My understanding is that Message Agent is much less expensive and also generally has unlimited transactions. Don’t quote me on that, but that’s what I’ve heard from a lot of our clients.
With that being said, again, please contact me with any additional questions. If you’d like for me to give you more of a one-on-one demo around your specific solutions, definitely we could do time and expense. Just about anything that you could imagine deploying a webform for, we can definitely do.
Thank you very much, everyone. Have a good day.