Frequently Requested Brainware Enhancements

RPI has some of the most experienced Brainware (formerly Perceptive Intelligent Capture) consultants in the industry with over a decade of experience across nearly every industry and solution. With that much experience, we have seen some awesome custom Brainware implementations and enhancements that help save our clients serious time and money.

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Transcript

John Marney:
Hello everyone. And welcome to another RPI Consultants webinar Wednesdays. Today we’re going to be discussing some frequently requested Brainware enhancements. There are things at that our clients often ask us for and that we implement. We wanted to share them, so you could get some ideas as to why it might be useful for your environment.

A few items real quick, of course, the side deck will be available to all attendees as well as a recording of this presentation will be available on YouTube. Of course as always, please submit any questions you have through our GoToWebinar questions pane inside of the GoToWebinar client. And of course as always, if you have any ideas for presentations that you would like to see, any topics, software solutions that you would like some more information on, we are happy to put that together, so please, just let us know.

Our agenda for today, we’ll give you a quick introduction and then we will jump into some enhancements that apply to pretty much anyone who has Brainware installed. They are not generally solutions specific. Then we’ll talk a little bit about Visibility reporting and how you can use that. The second half of the webinar will be around enhancements that are for specific use cases, generally for just Distiller for invoices or invoice processing but not necessarily. Then we’ll wrap up with some questions.

I am John Marney, for those who don’t know me. I am the manager of Solution Delivery on the imaging team. I have extensive experience in designing and implementing various software products and solutions, from Kofax to Perceptive to OnBase. Most of my experience does lay in the accounts payable space for health care organizations and manufacturing organizations though I have done a huge variety of various projects. And I’m a proud K State alumni.

Michael Madsen:
Hello. My name is Michael Madsen. I’m a senior consultant. I generally work with designing and implementing Hyland products. A lot of the areas that I work in are going to be around manufacturing. Also, accounts payable and higher education. And luckily I am the office Dungeon Master so get those d20’s warm.

John Marney:
All right. So a little bit about RPI. We are 80 plus full time consultants, project managers, developers. We have offices in Baltimore, Tampa, and right here in Kansas City where our team is based. We run the gambit of professional services. So whether it’s a new implementation or a redesign, an upgrade or managed services, we can support you.

We are partners with a number of different organizations and work with a variety of products Infor who makes Lawson, is one of our big ones. We’re also partners with Kofax and of course, Hyland. Hyland are the owners of Brainware if not the creators, and as OnBase and we are partners with them, supporting again implementations, upgrades, and a variety of other services.

So we have a lot of experience with the Brainware platform and so today we’re-

Michael Madsen:
We’re going to talk about some general enhancements for capture. These are a lot of questions that people have come up to us about some of the solutions that we’ve designed around them. We’re assuming that lot of people who have joined already have a basic understanding of capture so we’re just going to jump right into the enhancements.

John Marney:
Oh, that’s too many slides.

Michael Madsen:
So our first one we’re going to go over is large documents. So a lot of businesses will pull in invoices or document types for other business processes that have multiple pages. Problem with these is that they can take a long time to process inside of capture. They consume a lot of your licensed page count and then in the end they end up having poor OCR results and the extraction generally fails anyway. So you’re generally having to verifiers touch all of them regardless.

John Marney:
And so to solve that, you can do one or all of these things. One of the first things you could set up is to create a separate RTS instance. Those are these server-side processes that chew through your documents and perform OCR and extraction. So you can actually set up one specifically for handling only large documents so that the smaller documents or normal size documents can continue to process through the normal server-side processes. This is important because if you accidentally even submit a 200 page document, which may not even be on purpose. It would have meant to be split into small documents. But if you do that, it’s going hang the server-side processes are going to hang up on that large document and not let anything else through. So creating a separate avenue for the large documents to process can help with throughput.

On top of that you could set that new RTS instance up to only OCR the first and last page or first two pages and the last page to save on that page count in your licenses. It also allows you to maybe only capture header data on that document to still help with the manual entry but allow the users to manual enter the detail information which can actually be beneficial for those larger documents.

And we have a quick screen shot of that RTS instance. It’s a little small but if you look closely you can see that there’s an option to configure only OCRing certain first and last pages of a document.

Michael Madsen:
Yeah, and it’s important to remember that it’s not … you’re not specifically barred to the first two and last one, it can be whatever you set up inside of those properties.

John Marney:
Generally we would set this up to be anything larger than, say five or ten page documents. All right, what’s our next problem?

Michael Madsen:
So additional validation rules. The out of the box solution allows users to enter invalid information. So what we mean by this is like if you have a date field or something like that when you pass that information along into your workflow process, that date may be formatted in a way that can’t be read by something else. So now you have to … it has to go to an exception queue where somebody goes in and manually fixes that.

John Marney:
So the solution to this is a variety of different things and this may be a variety different problems. In the example of date formatting, we can force users to enter dates in a certain way or if they enter it incorrectly, the form won’t validate. You also have options around conditional formatting and conditional fields such as if one field or if your date occurs in the future, let’s say it’s an invoice date or a transcript date, we can cause it to throw an error and require a selection on other field, saying, “Confirming? Yes, this is in the future.”

And of course, custom fields can be added to drive further downstream logic so it there’s anything not being extracted or not being validated, that can always be added.

Michael Madsen:
Query performance is a common problem. A lot of the time if you have certain documents that are always running the same queries or LOOKUPs, if that LOOKUP takes a long time, your throughput will be greatly increased in regards to how many batches you’re processing a certain period of time. So there’s a lot of different things that we can do to enhance the query performance and your throughput.

John Marney:
Right. So this could be both a server-side problem and how long documents take to process. Can also be client-side problem and what the users actually experience in latency there. And the solution may not necessarily even be Brainware specific. We may not have to make changes to Brainware. We can actually help you analyze the performance of those queries on the target database and see how we can rewrite that query to improve performance. We could also … so we can take those queries and implement them either on the view on the database that you’re using. We can change it to the call to user store procedure instead, which doesn’t necessarily increase performance but it allow for options on how we’re filtering data and calling which can actually net in a performance increase.

Michael Madsen:
So duplicates are generally handled in your ECM post capture. But this is a problem because we’re wasting time in the verifier process, and the OCR extraction process. So if we can figure out how to identify those duplicates in the beginning, then we don’t have to worry about spending the extra time to work later on.

John Marney:
Right. And this is not … it’s commonly believed that this should be something that is configured out of the box, but it actually is a commonly requested thing that we need to build as an en