RPI Office Hours: Perceptive Content / ImageNow Workflow

Join RPI’s John Marney for a live demonstration of Perceptive Content (ImageNow) workflow, including interactive Q&A from attendees.


John Marney:

Cool. All right. Thank you everyone for joining in. We have quite a few participants or attendees. This is a bit of a new series for us. This is our RPI Workshop Series. The intention behind this webinar series is that it is a little more technical and focused on some fairly specific content. Many of you have joined us previously for RPI’s Webinar Wednesdays, which are the first Wednesday of every month. Those are continuing and I’m going to talk a little bit about those.

But this is an entirely new series that we’re really excited to started. A little bit of an experiment, so format may change a little bit. But today, the topic is Perceptive Content Workflow. What we’re going to do is I’m going to have a little demonstration and then we’re going to open it up. I have a very short slide deck for you. I promise I’m not going to bore you with a really long PowerPoint. I do that the first week of every month anyway. So, let’s dive in.

Just a little bit about RPI first…by the way, this is being recorded and it will be on our YouTube channel, we send out, et cetera. As far as how you can participate, a couple different things, you can submit questions via text, many of you have already done that via the GoToWebinar questions panel. We’re also encouraging, if you would like to, you can ask questions verbally. Just raise your hand and we can unmute you to ask a question. We can have a little bit of dialogue about it, we can dive right into whatever it is. And then, I think you can also use the chat if you want.

RPI, 100-plus consultants, project managers, developers, architects, et cetera. We’re based out of Baltimore, that’s where our primary ERP practice is headquartered and located. We also have offices in Tampa and, of course, right here in Kansas City. My team in our office here behind me. We run the gamut of professional services, technical, and functional. So, whether it’s a new installation, an upgrade, migration implementation, et cetera, et cetera, we offer.

We are partners with Infor, Kofax, and Hyland. We’re a Hyland authorized solution provider. We have a huge amount of experience with Perceptive Content, Enterprise Search, Brainware, and OnBase. On the solution side, we do a lot of accounts payable automation. We’re going to talk, probably end up talking a little bit about this today. Then of course, into the healthcare with patient records, human resources. On the student side, transcript processing and automation, and all sorts of things.

Many of you know me. You’re looking at me right now. Sorry that you have to see me on webcam, but I wanted to make it a little personal. My name is John Marney. I’m the manager of the Content and Process Automation practice here at RPI. So, that’s all of our work with ImageNow, Brainware, Kofax, Hyland, et cetera. I have over eight years, specifically with ImageNow – that’s what I started with, originally from Perceptive Software. Experts, I guess. Am I allowed to say that about myself? I don’t know, but there it is in design and implementation of various workflow systems. I’m a founding father. I have a now…form of gold.

Okay. Upcoming webinars, next month, in August, we have two. August is kind of our RPA month. Many of you have probably seen the buzzwords in the that as a buzzword in the back industry. RPA is Robotic Process Automation. It is a very awesome tool. The first webinar is Kofax RPA for Accounts Payable, and that’s very solution-process to a tee. The second one, in the afternoon, is more technical or Tips and Tricks on how to implement.

Other than that, we are doing a free RPA workshops here in our office. It’s a two-day course. The first day is focused on training; second day focused on actually standing up RPA in your environment. You get a one-year free demo license that can do everything that the full license can do. And you have RPI Consultants here in the room working with you showing you how to do it. It is on October 8th and 9th. It includes everything, bus to travel. So, you get yourself here and we will show you all of the power of RPA. We’re really excited about this. Attendance is going to be fairly limited for the first run. So, please visit our website to sign up, if you’re interested.

Finally, CommunityLive. Many of you probably looking at attending. We will be there September 16th. I believe, I think that’s Sunday or the Monday…it’s a Monday. We’re having a happy hour at 5:30 Bar 32. That is at the top of the Hilton, which is where the conference is. So, please come see us.

All right. Last slide, What is This Workshop? I’ve talked about a little bit, but it really is whatever you want to speak. It is a little bit of a demonstration. I can go as long with that as you want me to, if you don’t have any questions or anything you’d like to know. But really this is meant to be much more collaborative. It’s training. It can be help desk for you and your issues. It can be a working session where we work through how to solve a problem together. It’s fairly technical. We’re probably going to have a lot of rabbit trails off of the main topic. Hopefully, a little bit of silliness. I can’t do anything too seriously.

That’s the intro. Again, please, please feel free to ask questions. If I have to do an hour of content with no questions, this may be the last one that we’ll ever do.

All right. I’m going to hop over to our internal environment here. I’m going to log in here real quick. I’m going to built just a very small test workflow, just to demonstrate the different…really the mechanism of how it’s built, but also to walk through the different types of workflow queues and how it’s done.

This is workflow, which is distinct from tasks, which we often refer to as ad hoc workflow. Tasks have their own probably entire session that can be devoted to them. If that’s something you’d like to see, please let us know. Actually, if there’s any content that you would like to see more thoroughly demonstrated or talked about in a technical manner, please let us know. We have a couple on the schedule for querying and reporting on the ImageNow database and iScripting, which I’m sure is of great interest to many people.

I have a ton of various workflows in here. This is our sandbox for my entire team, so you’re going to see a lot of junk data in here.

I’m going to go ahead and create a new workflow up here on the top right. I’m going to name it John Test and open it up. It will pop open the workflow designer. Important to keep in mind that the workflow designer can only be opened by one person at a time in your environment, or I should say, one workflow can only be opened by one person. So, if you ever leave it open on your workstation and you don’t have auto log off enabled and somebody else wants to go edit it, they won’t be able to. Good practice: always wrap up with you’re going to close your work for time.

A couple of things before we get started with any of the actual build here. By default, it does not enable the Snap to Grid in the grid views, so I always turn this on first thing. There’s first button, Toggle Grid, it puts the grid dots into your canvas. Then, the second button is Snap to Grid, this helps you stay organized and your workbook built. Otherwise you can layer things on top of each other and have things all misaligned. Well, I’m not a OCD type person, I do respect that other people are.

What you see here, there are a number of other workflow options along the top of the workflow designer: for adding comments, for zooming, for drawing routes and what those routes look like. I’m going to turn off my notifications real quick. Just I got my wife talking to me on video.

Then over here on the left, you have these different types of queues. Not all of the queues available are necessarily enabled here. More in a second. Another button, you have routes. And then, another button, we have your actions visualized. And then, here on the bottom, you have the properties of whatever you have selected.

Let’s get in here. I’m going to pull the work queue out into the environment. The work queue is the most basic type of queue that you set up to have users perform actions on documents inside views. The best practices approach, over the years we have discovered some various naming conventions that we like to use that you may like to leverage.

Let’s say I’m creating an accounts payable workflow. Now because I do that all the time and I feel like I can do it in my sleep. I will generally use the departments that I’m building as the first couple of characters. If you are limited to 40 characters here in the queue name, so you do have to be careful what you’re doing with it. Then, in order to keep the process in a linear fashion, when you open the workflow in the client, it does list the queues in alphabetical order. But for most users, especially super users, you have lots of queues, you want that alphabetical order to often reflect the linear process that the document goes. So, you want to think when you’re building, how can I name this queue to be both descriptive of the activity taking place in the queue and what step in the process is it going to take place? So, what we do is we add a number, like 1.0 or something like that, and then what’s happening in that queue.

All right. If I have any actions such as a routing rule, which we’ll probably do a quick build here with those take place in the actions tab, is also where you do iScripts. One important note is that iScripts can only be applied to Inbound and Outbound…I’m sorry, routing rules can only be applied to Within Queue actions; iScripts can be applied to all three.

Then, alarms, which are your automated alarms. We’ll set one of those up.

You can adjust the appearance to this specific queue. However, you typically don’t want to do that, you instead want to adjust it for the entire workflow all at once, and I’ll show you how to do that.

Application plans for performing indexing inside of this queue.

E-forms. You would add…let me go ahead and add a form here. If you do not add this, the form will not be visible inside of the queue, user cannot look at it.

Reasons are for if you’re putting an item on hold, you can customize these reason lists. You can add different List Members inside of here things like contacting vendor, doing performing research. Really just a note to other users why the document is on hold.

Removal rules. You have a few options: archive, remove from workloads, delete from system. Let me step through these real quick. Archives means that the document will no longer be visible inside of the queue; however, it means that the workflow history on that document will be retained.

Now that sounds like it’s a good thing and that you would always want to do that. Why would you never want to retain that workflow history? Well, in a high-volume environment where you’re in a very large workflow, all of that workflow histories are being stored inside of