The Latest and Greatest Updates for Brainware 5.9

Hyland recently released its latest version of Brainware Intelligent Capture, version 5.9. With this update comes important enhancements and new features, including a dedicated update to Brainware for Invoices (version 3.1) and Brainware for Transcripts. RPI’s Alex Lindsey shares the latest and greatest in Brainware by Hyland.

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Alex Lindsey:

Hello and welcome to another Webinar Wednesday with RPI Consultants. We are going to be talking about the latest and greatest updates for Brainware 5.9 but before we do, we have to talk about a few boring things. First and foremost, this is going to be recorded and then put up on our website YouTube at a later date. If you are on the presentation right now the deck will be distributed to you. If you have questions at any point during the presentation, please put them in the GotoWebinar. We do have moderators standing by to take those questions and if you have any ideas for future webinars, we’d be happy to hear if there’s any kind of content or topic that you’d like to cover, we’d be happy to do a Webinar on it.

Now, before we get in fully into this, we do have another webinar today. Today my cohorts, John Marney and Michael Hopkins are going to be talking about how to automate document indexing barcodes. It may seem straightforward and simple, but there’s a lot of really cool stuff you can do with it that maybe you haven’t explored yet. And then next month, Wednesday, April 3rd, we’re going to be talking about our brand new project methodology. An overview with some of our project coordinators. So if you’ve worked with us in the past, you might see some familiar faces. And I’ll be covering in accounts payable reporting and the fun things you can do there. A little bit about myself. My name is Alex Lindsey. I’m a senior solution architect with RPI consultants. I’ve been working in this space and with these software suites for over six years now covering content management, workflow processing, weird solutions and things like that with a focus on accounts payable as well. And I also moonlight as a whiskey distiller.

Few things on the agenda today, we’re going to talk a little bit about RPI consultants, what we do, how we can help you. We are going to cover Brainware by Hyland just an overview. So if you’re not familiar with Brainware, we’ll just do that real quick to give you a high level overview, jump into the updates for Brainware 5.9, the overall software platform. And they get a little bit more specific with Brainware for invoices 3.1 and Brainware for transcripts 2.3 and then we’ll open it up for questions after that. So a little bit about RPI consultants. So we are a full services, a software services firm. We have over 80 full time consultants. That number is continuing to grow. We have offices located in Baltimore, Tampa and right here in Kansas City, Missouri.

Our services range from upgrades to manage services, to solution design, one off, ad hocs, anything like that. And we are licensed software re-sellers and service providers for the following software’s perceptive OnBase, Brainware all roll up under the Hyland brand as well as Kofax and in for philosophy, the OnBase product specifically, that includes OnBase, Brainware and Perceptive software. We’ve worked with a lot of these quite a bit and we’d be happy to talk to you about health checks, upgrades any kind of custom integration development need and particularly around the AP accounts payable, supply chain management, human resources, or if there’s just a one off weird solution you’d like to that out, we’d be happy to talk to you guys. So jumping right into the actual content itself, Brainware by Hyland, what is it essentially, and we’ll just kind of cover this real quick.

It is at its core, it’s a very powerful extraction engine. It handles a lot of external data validations of talking to different systems. It has a thick and thin client. So for your end users, that is the verifier, which you’re probably most familiar with or the web verifier is various integration points as well. So ways to get data and documents in and ways to get data documents out. It’s also got a very powerful reporting tool called visibility. I’m personally a fan of it. I will cover some of that in the next Webinar next month. But it gives you a high level overview specific to invoice processing or transcript processing as well as just the overall system analysis. And it is highly scalable. You can use this, you can use Brainware essentially, do not just do one solution, but if you have automation needs and other areas where you can extract data and validated and get something else for other types of documents other than transcripts or invoices.

It can be used for all of those things. It is highly trainable and can do quite a bit. One thing to call out because there’s been so many changes in this industry and with these specific softwares over the years, we are going to officially call this Brainware and the Hylander, it was formerly known as Brainware and then it changed to Perceptive Intelligent Capture. And for the invoices it was intelligent capture for invoices and transcripts, from here on out I have no idea what that means. It’s just going to be Brainware, Brainware for Invoices, Brainware for Transcripts. So how it kind of works in this little diagram here. You have a way to capture your documents that can come from a number of different ways. Email import, scanned directly, the documents come in. It then goes through an extraction and classification process.

So what that basically means is if you send a document in the Brainware engine is going to read through that document and extract all the values that it can, the pertinent values, it’s then going to classify those values to what it needs to be. So if you’re thinking about an invoice, for instance, it’s just going to try to find invoice number, invoice date, invoice amount, the vendor, supplier information, things like that. It’s trying to classify what that is and based on a confidence threshold, it’s going to decide whether it needs to go through verification or final validation. Verification basically means, and this is where your users have quite a bit of input and where they do most of the work, they need to validate the information and verify that it’s correct on the document itself. So whatever document you’re processing, they’re going in and saying, yes, that’s correct. No, that’s not correct.

There’s additional look ups that can be done as well to verify that information from an accounting system or an HRS system, something like that. After that, it goes through a final validation, at which point it gets integrated or exported into an ERP and accounting system, an HRS system, a transmission system, whatever basically system that you need to get this document and data or one or the other into it can basically push that information in. So I’ve talked a little bit about Brainware for Invoices. We covered that quite a bit. There’s also Brainware for transcripts, which is a great, great solution within Brainware. These are more the productized solutions that we work with more closely, but we also do custom solutions for Brainware, for instance, a mail room solution where you’re getting a lot of documents in and you need to basically pull some light information off the documents and decide where they need to go within your company or department.

Human Resources oftentimes can have a lot of forms associated with it. Using Brainware to automate that process and extract that information and get it into a workflow system is also important as well as packing slips where you can extract values, use the OCR engine to extract out values off of the packing slip document, index the document and just get it into the system. So enough about Brainware as a whole. If you’re on this webinar you probably already know what it is. So what’s new in Brainware 5.9?

First and foremost web services, this has been a long time coming for this products. Essentially what that basically means for you as an Admin in particular, there are a lot of options for enhanced data integration. It is a rest based API, meaning that we basically communicate with an external API. So in accounting system or a student information system for instance, if you have an open API or if you build one for instance, we can communicate with that. You can use that to essentially capture documents, upload master data. It also does if you think about it and a big thing with this product and a lot of things that we talk about with a lot of our clients is how real time is the data validation. So when I walked through that example with the invoices specifically, it goes through a validation process where it’s bouncing off either in the past it’s always bounced off a pool of data.

Is this the correct vendor based on this address or remit to address things like that? That’s based on a pool in the past where it was uploaded overnight or on a recurring basis with the web service integration, you can do that more real time. I will say one caveat with that is if you’re doing specific to invoices, purchase order line, pairing, extraction and pairing, that we would still want a pool just because there can be just mountains and mountains of data in the system and that could actually have quite a drag on that. But for everything else, it is more of a real-time extraction validation so that when you’re processing and you’re automating this process, there’s no hangups through hitting your accounting system correctly. The other piece of this and a big reason that they did this, from the Hyland, they did a great job with it.

Is this a better output? Basically meaning Brainware by Hyland can integrate much better now when it does a hand off to a perceptive software or on base. So if you’re going into a workflow system, if you’re extracting values from and push into workflow for approvals or review or anything like that, that hand off between the systems happens a lot easier. If you were using Brainware specifically, you just go directly into assist another system and no workflow is like if you have a workflow system for and for instance, the output there is also improved because you have a lot of options for API integration.

So that was the big one. Some of the other bigger features I’d like to call out. And again, these are al