Using the Kofax Product Suite for Highly Flexible Solutions

The Kofax suite of products allow for highly automated and flexible solutions, including traditional and advanced data capture. Enhanced and customizable workflow automation, process intelligence, allow for process integration with ERP and ECM implementations. Kofax products can help streamline critical business processes such as procure-to-pay and invoice processing to boost productivity, reduce costs, and increase accuracy and visibility.

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John Marney:
Hello and thank you for joining us once again on RPI Consultants Webinar Wednesdays. Today’s topic is an overview of the various Kofax products and services. Before we get started just a few items: This webinar will of course be recorded and shared on our YouTube within the next few days. Everybody who is attending this webinar will receive a copy of the slide deck via email. Of course, we have someone standing by to take your questions, so please feel free to use the go to webinar interface to submit your questions. Finally, we are absolutely always open to additional webinar topics. If you see something in this presentation or something completely unrelated that you would like to see more information on, please let us know. We’re happy to put together some information for you.

Before we get started, we have a few more webinars coming up. Today we have a couple more. Immediately following this webinar at 2:00 Central, we have a very extensive webinar on Kofax Kapow, which is robotic process automation. I’m going to touch on it briefly as part of this webinar, but if that’s something you’re interested in, please join us for the next one. And then at 3:00 we have a webinar around planning for your next software upgrade.

Next month for Wednesday Webinar series, we are going over three topics. The first of the morning is RPI’s Lawson COM Object, which was an item developed in house for integrating more tightly with Lawson. We have in the early afternoon AP Agility for Kofax KTA. That is an invoice processing solution. I’m going to talk a little bit about that here. And then in the afternoon we have a webinar on OnBase Approval Manager, a really excellent tool for managing your approval hierarchies. That is all part of a broader series for the whole week that the import practice is also putting on a number of webinars. If you are a Lawson user, please visit our website and peruse those.

Little bit about me: I am the Manager of Solution Delivery here in the Imaging Team at RPI. Many years of ECM and OCR design and implementation experience largely focused in back office healthcare and various financial services. I have a couple certifications. I work with a lot of different pieces of software.

So, our agenda. First I’ll tell you a little bit about RPI Consultants for those of you who don’t know that much about us. Then we’ll jump into a little bit about Kofax as a company, who they are, how we work with them. Then we’ll touch on a number of their most popular large products, which are listed here. We’ll conclude with an overview of some more niche products but still very important, and then we’ll wrap up with some questions.

So, as I said, jumping into about RPI. We have 80 plus, probably near 100 consultants PMs, developers. We have our headquarters in Baltimore. However, we are here in Kansas City. We also have an office in Tampa. We do offer the entire full suite of software implementation services and can take you from sales through delivery through support. That includes upgrades, business, health checks, or workflow designs and redesigns. We are of course partners with a variety of different organizations. Hyland, Kofax, and Infor.

Okay. So, who is Kofax? What do they do? They’re an industry veteran for content and data capture. So, they were originally founded in 1985. Obviously a much different company than they were back then, and they’re headquartered in Irvine, California. Despite their name, they have nothing to do with faxing. They have over 20,000 customers in 70 plus countries, and they’re very much a worldwide organization.

It was formerly a public company. Now privately held by the private equity firm, Thoma Bravo. Many of you may be familiar with that name already because of the news, but they also own Hyland Software, and the Perceptive Business Unit has rolled up under Hyland. In the split of those companies, Kofax, now standing alone, has absorbed the ReadSoft products, which we’ll talk a little bit about, and of course their products and functionality far exceed ECM. In fact, I would not even call them an ECM provider. They offer the most superior third party integration that we find on the market.

So, what about RPI and Kofax? We are Certified Platinum Kofax partners. We have many years of extensive Kofax implementation and support experience. That includes a number of successful AP implementations using KTM, which is a transformation modules. However, we are seeing an increasing interest in Kofax Total Agility or KTA, and that appears to be a very popular platform going forward.

We have many team members with a variety of Kofax certifications for installing and supporting the software. However, I did want to highlight a couple. If you work with us in a Kofax capacity, you’re likely to run into one of these two or both. First is Brian Ayers, who’s been with RPI for a lot of years. He is probably our most senior Kofax resource, and then we’ve recently brought on board Richard Creavalle as another senior Kofax resource.

Okay, so onto the meat. Kofax products and solutions. The first and probably the most ubiquitous software offering from Kofax is Kofax Capture, and this is often referred to as KC. Using Kofax Capture, you can bring in documents and other content from a variety of different channels. This can be from fax, from email, from sever directory or file share, and that also includes powerful scanning configuration. It also supports integration with most major MFPs or multi-function devices. It includes or optionally includes modules for document management including document separation, OCR, and barcode reading.

Additionally, I wanted to touch on Kofax VRS. While VRS is a separate product from Kofax Capture, and it comes in a couple flavors: Pro, Elite, and then some other varieties. It is often implemented directly alongside Capture, and it’s somewhat built into it, and VRS is actually implemented, I would say, in some capacity with most Kofax implementations of any product.

Kofax VRS, VRS stands for Virtual ReScan, allows you to enhance your document images, so you can clean, rotate, crop, de-speckle, de-skew, really just make it more readable, and this is mostly important if you’re planning on sending your document through OCR as OCR wants to read data off the page. It’s going to have a much higher success rate with cleaner document image.

VRS allows for customizable profiles for different use cases. So, if I want to have a profile set up for color images and how to clean those up properly versus my black and white or grayscale images and how to clean those up properly, it’s very easy to swap between those as you scan. It is often integrated with a lot of platforms outside of Kofax, so any of our Perceptive clients are more than likely going to be familiar with VRS being involved on their scan stations, and really any type of similar software will have interacted with VRS.

So, here’s a quick screenshot of Kofax Capture. It’s a very familiar Office interface. Along the top you have the ability to capture, create batches, delete, and then inside of the actual interface you’ll see that there’s a number of batches, and like most scanning software, it does manage documents inside of batches.

All right. Next piece of software is Kofax Transformation Modules, often referred to as KTM. KTM is kind of the next step in the process, so if you use Capture to bring in your documents, you’re going to use KTM to OCR, extract, and validate data. You can perform document classification as well as data extraction. That validation that we build into forms for error correction, et cetera, allows for custom business logic and does support live lookups to your ERP, other systems, any database or web service. It does provide for active learning from that data extraction correction, so if you are doing invoice processing and repeatedly having to make corrections for certain types of invoices or vendors, the Kofax Learning Server can actually real time or as soon as the corrections are done learn those corrections so that they don’t necessarily have to happen again in the future.

There’s a number of template-based or form-based learning options for other OCR platforms, but we definitely find Kofax Learning Server to be the best. I feel it has an excellent user interface compared to any of its competitors, somewhat to do with its configurability but also just sort of its out-of-the-box feeling, and of course it does offer close integration with Kofax Capture, so any batches or document separation that occurs in KC can be reflected in KTM with a seamless handoff.

And here’s a quick screenshot of KTM. You’ll see your batches and individual pages listed on the left. Top middle, you’ll see the verifier form, which will highlight on the page different data points. You’ll see a PO number was extracted, invoice date, invoice number, invoice amount, things like that, and this does offer type ahead functionality, so as you type, it will sort through that indexed OCR data. And then on the right you see the document image where you can actually see data highlighted that was extracted.

All right. So, next product is called Kofax TotalAgility or KTA. KTA is somewhat of an evolution of KTM. It is not a replacement, but think of layering a new web-based interface and workflow on top of KTM and you somewhat have the idea. It offers … Think of any other workflow product such as OnBase’s Workflow but also the capabilities of the case management in WorkView. Take those toget