Office Hours: Kofax TotalAgility Process Designer

Kofax TotalAgility is a powerful all-in-one solution that combines document and process intelligence using the industry’s leading capture, OCR, and process orchestration technology. Behind TotalAgility’s process intelligence engine is the Process Designer.

The Process Designer is a simple yet powerful drag-and-drop tool that allows you to transform otherwise manual business processes and activities into digital workflows with automated tasks, decisions, and data processing. The Process Designer lets you quickly prototype workflows while taking advantage of Kofax’s Document Capture, Transformation, AI, and RPA technology.

During this Office Hours presentation, RPI Consultants will provide live product demonstrations and host interactive Q&A with attendees. Bring every question you ever had about Process Designer and watch us demonstrate real-world solutions live.

Transcript

Oscar Gutierrez:

And… action. Hello everybody and welcome to today’s office hours. My name is Oscar Gutierrez I’m a senior consultant with RPA and today we’re going to be talking about the total agility designer. We’re going to take a deep dive into the workflow designer for the new KTA 7.8. If you haven’t upgraded already, we do have a webinar with what’s new in 7.8 and why you should be considering an… you can find that on our website if you want to take a look at it at a later date. I’m a senior consultant with RPI specializing in KOFAX TotalAgility, RPA, amongst other software’s so let’s get started. So within 7.8, we do have a new menu on the left side as opposed to the icons that we had before.

Oscar Gutierrez:

So today we’re going to be selecting workflow and business processes. I’ve gone ahead and taken the liberty of creating a new category for this demo so we can start fresh and we can keep track of each of the processes that we’re creating today. Oh, without further ado, we’re going to go ahead and create a new process designer, which will give us a blank slate within TotalAgility. One of the first, the first things that I like in my processes, is actually starting the process with a session note. So today, the processes that we’re going to be working with, it’s going to be a process that will be started from the scanner. So we were not any [inaudible 00:01:50]. Thinking annually, so everything is going to be done in the scanner, we will create a document and a folder for that. And we’ll get into that shortly.

Oscar Gutierrez:

One of the things that I like to do is having a decision node initially to kick off your workflow, and this will make sure that we don’t have any blank pages, or any process [inaudible 00:02:16] created without actually having any pages. Before a scan user can click several times the scan button because the page was not loading and they created a couple of jobs that had no documents and yet up into suspended mode. Then they [inaudible 00:02:35] that those jobs… they didn’t know why they would be suspended. So one of the things is I’m going to go ahead and call this folder empty just because we are [inaudible 00:02:49] scanning in into a folder and we want to make sure that there’s actually any type of documents for that. Before we actually get into that, we’re going to go ahead and create an extraction group with just a couple of fields so that we can mimic the document creation, the folders for our process.

Oscar Gutierrez:

So again, I’m going to go ahead and select the new one and I’m going to be putting all of these within my office hours category. I’m going to go ahead and before I forget. I’m going to take my category, and I’m going to select my office hours category. I’m just to be a little bit self-explanatory, further down the line is going to call my folder, folder. So I’m going to go ahead and save this one and release as well to make sure that will be available to our process. Then we’re going to be creating a new extraction group as well. Again, I’m not going to touch up too much on the fields that we’re going to be utilizing for this extraction group because we do have another office hours scheduled for next month that you’ll be able to sign up and we can actually go in and setting up the fields and working with transformation designer. So today, I’m only going to take a few fields just so we can get an idea of what it would be creating an extraction group.

Oscar Gutierrez:

Again, one of the first things that I do because this is something that I tend to forget at times is changing the category. So we have the route document type. I’m going to create my document type one today. The initial demo is going to be a an invoice processing solution. So I’m just going to go ahead and call this my invoice document. We go ahead and create a field group. I’ll leave the name default for this one and one of my first fields that I’m going to be creating, again, this invoice number. Then I’m going to create invoice [inaudible 00:05:26] customer name, invoice amount, I’m going to make this a number and I think for now, that will be okay. Invoice number, we’re going to leave it as text just because in some instances, some of the invoice numbers do have alphanumeric characters. Invoice date, I’m going to go ahead and change it into a date type. Customer name, again, that’s going to be text just because of the type of fields that we’re going to need, then we’re going to have our invoice amount and the number type.

Oscar Gutierrez:

So again, I’m going to go ahead and lease this extraction group, close and unlock. And now I’m going to create the classification group for it. Again, I remove… I take them off the default category and I do my office hours category. Classification group, this is going to be my invoice classification group and I’m going to go ahead and add the extraction group that we just recently created. I’m going to go ahead and select OK. And at least this should now be available to our project. We do have… we can see the invoice the classification group, and we should see the group one. I’m actually going to go ahead and rename this just because group one is not very descriptive so I’m just going to call it my invoice extraction group.

Oscar Gutierrez:

I’m going to go ahead and save it and release. One of the nice features of about 7.8 is if you want to rerelease any associated classification groups, so we are going to hit yes. Now we don’t have to manually go in and release the classification groups again. That’s one of the newer features that has been attaches to later versions of KOFAX. Now we see our invoice extraction groups, so we can definitely go back over toward our new process, we’re going to go ahead and start creating some variables.

Oscar Gutierrez:

So, one of the variables the first variable set, I’m going to go ahead and create one to be my folder variable. Again, I’m just going to call it folder because I want it to be descriptive for what it is, at least for this purpose. It’s going to be my initialization variable because that’s what we’re going to be utilizing and scan and we’re going to go ahead and change the type into a folder.

Oscar Gutierrez:

We’re going to go ahead and select the default, one that we just created a couple of minutes ago, and we’re going to go ahead… now we have a folder. For this purpose, I’m also going to create a document variable that’s not going to be initialized because we’re going to be utilizing that throughout the process. But definitely, that’s something that we can touch upon a little bit later. Again, I’m just going to call this document and we’re going to be calling our… it’s a document type variable, you go over to our office hours category, and I’m going to select my document type.

Oscar Gutie