Product Preview: Yoga Flexible Software 2021 & Beyond

Yoga Flexible Software by RPI Consultants helps fill the gaps between your everyday business requirements and your enterprise solutions that don’t quite meet them. We know these gaps well because we see them all the time.

From robust digital content capture to simple and light-weight document viewing, easy to design and deploy forms to custom alerts and notifications, and dynamic API data interfaces to unified reporting and analytics, Yoga exists to reduce complexity and cumbersome custom development between systems.

As our partners’ software evolves to close some of the gaps and even create some new ones, Yoga Flexible Software is also evolving to be more compact, light-weight, and maintenance free while providing important features and tools that reduce manual activities and points of failure.

Download PDF
Transcript

John Marney:

If you haven’t done this for a webinar before, just be aware that we are going to send a recording of the webinar, or a link to the recording after we’re done, as well as the deck. And you can submit any questions that you have through the GoTo Webinar Panel, there’s a questions area you can type it up there and that will come to us. Feel free to submit questions as we go, save them for the end, whatever you would like to do. The content will probably take us about 20, 25, 30 minutes, somewhere in that range so definitely won’t need a full hour today. Today we’re going to be talking about Yoga for 2021 and beyond. Yoga is RPI’s proprietary software platform, and there’s a few different products in there which we’re going to go through, and so let’s dive in.

John Marney:

So before we get into the content of our presentation, I do want to highlight a couple of upcoming presentations that we have. We do try to do webinars, fresh webinars, every first Wednesday of a month. And so next webinar Wednesday on November 4th. We have two presentations. The first is Yoga Forms for GHR. So we’re going to be talking a little bit about this in our presentation here but this presentation in November will go even deeper into discussing the out of the box form library that we’re making available for human resources and Infor GHR. And then the second presentation of the day will be Chad Tucker and Oscar Gutierrez reviewing new features and functionality in Kofax Total Agility 7.8.

John Marney:

In addition to that, we do have individual Yoga product webinars, so there are four products that we’re really talking about today. We are working on scheduling individual webinars for each of those which will contain a deeper dive into the features as well as the product demonstrations. And so keep an eye out for that if you are interested in something that you see in this presentation. And of course, any of our past current and future webinars can be accessed on rpic.com/webinars or on our YouTube page.

John Marney:

Okay, so my name is John Marney. I’ve been with RPI for about six and a half years. I have been working on business process automation and systems integration for over 10 years. I am our Yoga product manager as well as our devops manager. And so as part of that, I do quite a bit of cloud architecting primarily in Azure. And Mike would you introduce yourself.

Michael Madsen:

Hello everyone my name is Michael Madsen. I’m a lead consultant with RPI Consultants. I’ve been with RPI for a little over five years, but have been working with software integrations and support for, same as John about 10 years. I specialize in a lot of different business processes. I’ve worked with accounts payable, human resources, higher education, medical, manufacturing, automation, I’ve even worked with pharmaceutical solutions, so I wear a lot of different hats even though the terms change between business processes, the integration language generally stays the same so that’s kind of how we’re able to do that kind of stuff. I’m the Yoga Docs product owner so I specialize with kind of the design and look and feel and how the Yoga Docs platform works that we’ll be talking about today.

Michael Madsen:

So to kick us off, I’ll just go through some of the information that we’ll talk about today. So first, we’ll kind of go over some high level and more specific examples of the gaps between enterprise software and business requirements. We’ll go through a section that’s just bridging the gap with Yoga Flexible Software, so we’ll talk about Yoga Capture, Yoga Docs, Yoga Forms and Yoga Connect, the four different products that we utilize to bring together the yoga suite. And then we’ll talk about how you can get started with Yoga and then we’ll finish up with some summaries and questions.

Michael Madsen:

So our first section, the gaps between enterprise software and business requirements. This is kind of just for us to start brainstorming some things that you might have in your business that you notice is a gap or that eats up a lot of your time that you wish you could automate or that you wish you had a custom solution or something that was just easier for you to change on the fly to make work with your specific business process. So this section is just talking about when things don’t fit. So what I’ll be covering here is just some of the really high level gaps, and then after this slide, we’ll get into some more specifics so we can kind of try to identify these gaps a little bit more generally.

Michael Madsen:

So for ERPS/CRMs, we see a lot of gaps with content storage management and access, just your general document retrieval. Sometimes reporting can be an issue too. ECMs/BPMs, general user experience can sometimes be poor, not every platform was built with a great UI in mind. And even though it was built with the developers wonderful code in mind, they may not have been thinking about the end users. Data and document capture, workflow, transformation, all of these steps can be difficult depending on the platform you’re utilizing.

Michael Madsen:

External providers. So patients, employees, customers, suppliers, there may be data that you know that you have access to that could help your process but maybe you don’t know how to implement that data into your processes today. And then everything else under the sun that may be a pain point for you today that you would like to adjust from. So that is kind of just our general look from the top and then our next slide we get into some more specifics that users might actually say to reference [inaudible 00:06:33].

John Marney:

So yeah, that everything else might include the fact that some of the systems that you have are brand new and a focus of your enterprise, whereas other components, you’re maintaining platforms that you deployed 10 years ago and that user experience was fresh 10 years ago, the automation in it was fresh 10 years ago, and so how do we both improve what you have and connect it with the more modern platforms that you’re looking to leverage.

John Marney:

So here’s just some specific use cases these are the kind of things that we hear all the time and really are the kind of things that when we hear, or when we heard, led us to say, “Well, we have experience with all of these different processes and platforms, what kind of solutions can we put together to help solve these challenges?” So the first one. “My software as a service or cloud ERP made an update to their API or they deprecated some interface that we were using and I can no longer send my data from my workflow platform.” Often in an accounts payable automation scenario, we’re sending invoices and other data into our financial system. And one day everything is humming along nicely and the next day nothing is working and you’re basically production down. And so who is watching and managing updates to those interfaces?

John Marney:

The next one is something we hear all the time, “How do we get a human readable image for the EDI or other text transfers of information?” So again with invoices, but also other financial processes, or a purchase order for human resources processes like the transferal of benefit application information, EDI covers all sorts of different scenarios and business processes but for really just exception handling but also for auditability, you need to have some kind of human readable record to support that transaction took place. So how do we get those? Also something we often hear.

John Marney:

The third one is really a driver of digital transformation everywhere. And yes in this scenario the user’s saying, “Our HR department has to scan and store every single employee record.” I mean yes they took that first step and are at least scanning and storing and I work with plenty of departments that are still fully on paper, but in this scenario they’re still having to manually touch every single document that comes into their system so they feel the need to deploy digital forms yesterday so that they no longer have to manually archive every document.

John Marney:

The fourth is, “We need to customize our workflow system to fit our business.” So maybe this is a user experience issue, maybe they are getting 90% of what they need through the user client, but they want to add one feature that would really improve the processing and the handling inside of their workflow system. However, when they bring up this challenge or this enhancement request to the software vendor, they won’t even commit to putting it on a roadmap. They will generally advise ways to leverage their existing features and functionality but you’ve probably tried that and it’s probably not working for you, which is why you’re making this request. So those are just a handful, a small handful, of specific gaps and the challenges that they present that we hear all the time.

John Marney:

So what do you do when you encounter those? What are the common solutions that you’re trying to deploy or the things you’re trying to leverage while you try to seek a solution for these kinds of business challenges? First one is often a custom code and or lengthy development process. When we’re talking to our clients, we will talk them through why these things might be necessary to plug two systems together. And the common response is I’m sure that we can do this in-house, right? It can’t be that hard. And sometimes that’s true, but you can spend a couple hundred thousand dollars in two years and still have something that only works 50% or 75% of the time.

Michael Madsen:

Yeah, a lot of the time when have…

John Marney:

You’ve also got…

Michael Madsen:

Oh sorry.

John Marney:

No, go ahead.

Michael Madsen:

A lot of the time when you have custom development like that you might have a goal in mind where you say, “Okay this is the end solution that we require to make this work.” And when you’re thinking about that solution, you might just be thinking about that one process or that one step that you need that you need to get done. But once you actually break that out, you have to think about all the different connections you make along the way, all of the different validations where you’re validating that one item along the way. If there are any updates you have to make sure that your data is in sync. So even if we’re only talking about a few fields, that actually can become pretty complex once you actually start to design it.

John Marney:

Absolutely. And that really plays into the second item, that even once something is in place, a lot of times the solution that was architected can be pretty clumsy. So you have a lot of different employees with different skill sets and so when each challenge is tackled it’s often tackled in the way that they know how to do it. So this is a common scenario, and this is very real world. Our clients would come to us with a problem that they have this integration built and implemented but it’s something like, ‘Well, I can get the file to the FTP site and then I have a batch shot which downloads the file onto a local share and then I have another script in an entirely different language and framework that translates that file into a csv which is a specific format because I need a specific format, because I’m feeding that up into my financial system through an interface that was designed 20 years ago.”

John Marney:

And don’t even get me started on what we have to do to interface data in fixed width formats out to banks and financial institutions and it’s all the same data but it ends up taking five different steps to massage it and import and export it. So not only is it the very difficult to even understand, it’s also practically impossible to maintain. One change may cause a breakage in the first step in the process or that change may cause a breakage in the third step in the process, and unless you are intimately familiar with exactly how it’s laid out, you are facing constant breakdown.

Michael Madsen:

Yeah, and you can even you can even run into situations like for example, with Lawson exports. If we’re exporting to Lawson utilizing a csv, then I’m just providing Lawson a list of invoices that I want to import into the system but I’m not actually receiving that data back. I’m waiting for some kind of error report that Lawson’s going to put together that I have to then go back and check and then go into my system, that holds all my documents, and then reorganize everything or fix everything from there. So that’s a pretty big maintenance nightmare because we don’t just get the messages directly back in those broken processes.

John Marney:

Absolutely. And so, on top of all that you say. “Okay well, this should be much simpler so I want to use the tools that are available to me. I’m paying the support and maintenance to our software vendors, they should be able to help me out with coming up with the best solution and how I can fix all this. So you submit tickets to the vendor and typically are going to get one of three responses. It’s working as intended, they will offer to connect you or sell you training that you’ve probably already had and was required when they sold you the software, or they offer a knowledge-based article which if you’re lucky may loosely apply to what you’re asking about. And ultimately, with any of these scenarios, close the ticket, and you’re left with mostly having wasted your time over a couple weeks of email communication and really no further along in solving the business challenge. So RPI is looking to show you how we have developed the Yoga Suite to help address all of these types of challenges.

Michael Madsen:

Yep, so how do we fill those gaps? So we fill those gaps with real world solutions and cloud software. So to kind of list out what those were, we mentioned them earlier, Yoga Capture, Yoga Docs, Yoga Forms, Yoga Connect. But what are those? So Yoga Capture is really a content capture solution to pull images into a system. Yoga Docs is a document viewing system, so access and retrieval of your images and metadata including analytics. Rapid electronic form deployment is Yoga Forms, so it’s a way that we can quickly create new forms that you can utilize within your workflow processes and get them implemented into your system. And then Yoga Connect is just a communication platform, so it’s just a way for us to agnostically communicate to anything. As long as it has some kind of communication tunnel we can integrate with it. So just a way to connect your systems and pass, not only metadata, but also images and objects, anything that you need to pass along, we can pass through Yoga Connect.

John Marney:

So we discuss this as being cloud-oriented and really that is the message with this webinar is that the Yoga products are architected and, in many cases, moving to the cloud as part of our 2021 vision. There are on-premise versions available for most components. However, our focus is on making sure that we are architecting for the future and as the industry moves so we move so through the Yoga cloud architecture you can leverage the Microsoft Azure security, the Microsoft functionality and all of the availability they’re in. That is our platform of choice. And because of that, one of the main reasons that we selected that platform versus other cloud providers, is the ease with which we’re able to integrate our clients Office 365 and active directories for functionality like single sign-on but also, even something as simple as sending and receiving emails, very easy through Office 365.

John Marney:

Extremely lightweight. It’s cloud so there’s really, as far as your infrastructure is concerned, no wait. But even further, you’re really only leveraging the components you need and you leverage them as you need them. And part of the benefit is that-

Michael Madsen:

You may have just lost your mic, John.

John Marney:

… industry and products consultants and there is no outsourced help desk at RPI. I believe I got a question.

Michael Madsen:

Yeah I think your mic cut out halfway through that slide.

John Marney:

Oh really? Okay. Oh yeah, okay yeah sorry about that. So just quick recap. The main benefit of the Yoga Suite being provided, not only is it lightweight in its architecture and deployment in the cloud, but it is a service as a service where enhancements and maintenance are performed by experienced industry and product consultants and not by an outsourced help desk. So we’re going to jump into, I think the first one’s Yoga Capture. Oh, let me refocus.

Michael Madsen:

So to give a little bit of information about Yoga Capture. Yoga Capture is our content capture solution mainly for pulling email attachments from an inbox. So we can import those via API or file share, whichever you have access to and send it to your ECM, BPM, ERP, whatever system you need to send it to through the API call or the file drop. We can only pull what you need, so instead of just going in there and blindly pulling emails, we can actually configure inside of Yoga Capture what to look for. So to give an example, if I have an inbox where I tell all of my AP users to send invoices, because maybe I’m monitoring that inbox to pull all of my invoices and into my system. I can potentially tell the users to put invoice number and then the invoice number in the subject line and I can configure Yoga Capture when it’s pulling those emails in to read that text and capture the actual invoice number from the subject line to read it in automatically with the document. So it’s not just pulling in the image from the email, it’s also pulling in some of that that mail metadata.

Michael Madsen:

Along with email body, the to and from addresses, really any of the email metadata we can access. We can also input criteria for including and excluding emails so maybe in that AP invoice inbox example I have some other emails that come in that are just trash emails that I don’t necessarily need to pull in. Maybe we’re worried that they have the word invoice in them potentially but they always come from the same. So I can actually set up a rule inside of Yoga Capture to just say, even if you see the word invoice in subject line, never pull emails in from this inbox name. So there’s a lot of different customizations on how we can pull emails in or ignore emails. Even file extensions and file types, we can give a list of allowable file types so that you’re not pulling in signature gif images or anything like that.

Michael Madsen:

And then image processing. So PDF text extraction, parsing, so this is where we can actually kind of start to open up some of those files to pull some of the data from it. So if you always receive invoices in pdf form or you always receive a text file in your specific email that you’re receiving from whoever, then we can actually open that and look for specific data. So a good example is like if you’re using a standard format of a PDF for a file that you process day in and day out in your business process, then as long as that format doesn’t change and we know what those tags are, then we can actually put in there specifically where we want to pull the data from directly from the PDF so you don’t have to type anything out on the document at all. It just pulls in all the metadata based on what’s actually inside of the PDF, so it’s a really cool platform, very helpful. It works with, kind of like I said before, as long as it can communicate via API or file drop, then we can get it over to a system, so it’s very handy.

John Marney:

And you may think, well you know we already have some solutions for these kinds of things, and that’s probably true. Each content platform that we consult on has some module for email capture, right? Or they have a module for barcode reading or they have a module for image generation from EDI. We’ve sought to consolidate all of that functionality into one platform. If I had to state a primary goal behind Yoga Capture, it’s that, as soon as the content enters your actual workflow system or system of record, that it is ready to be processed or put in front of a user or sent through OCR or something, and it doesn’t need any additional splitting, extraction, logic perform, And so that’s one of the main reasons that we built it.

John Marney:

Another big reason is that, we found that there was a big gap with the existing platforms in that they didn’t really have a way to audit that, everything that we think we should be importing, we are importing. So if I’m scraping files out of an inbox and putting them into my accounts payable automation system, am I able to make sure that everything actually came through? And so that is another piece of inherent functionality. We take each individual unique ID out of exchange and make sure it’s attached to that content so that reporting can be leveraged later to be sure that we have a one for one with everything that was received into the inbox.

Michael Madsen:

Yeah and that’s built directly into Yoga Capture’s database, storing the audit trail for those emails. I have one other point, it’s escaping me.

John Marney:

That’s all right.

Michael Madsen:

So next, we’ll talk about Yoga Docs. Yoga Docs is really just the web-based document viewer of the Yoga Suite. So just like all of the other Yoga products that we’ll be talking about, as long as there’s some kind of API or communication method that we can connect to then we should be able to integrate Yoga Docs with whatever platform. So this is really to cover the gap for just viewing images, searching for images, filtering the images that you’re searching for. And I talked a little bit before about Yoga Analytics, I’ll get to that in just a moment. But really with Yoga Docs document viewer, anything that you need to do with that document, if you need to route the document between workflow cues, if you need to annotate the document, if you need to search across single or multiple index keys or properties tied to the document, you can do all of that. You can even enter electronic form data if you have forms with the document, so anything that you can do in your system should be replicatable inside of Yoga Docs. Oh and then version control even, so checking in, checking out perversion control and editing.

Michael Madsen:

Yoga Analytics is really just a way for us to give you some instant reporting to look at directly from the browser. So if you have an auditing database or even just… We can work with you to build what queries you would need, or if you already have the reports built, we can implement that directly into Yoga Docs so that you don’t have to run your reports and go find it inside of your file share or wherever you’re storing them now, you can just log directly into Yoga and see those reports.

John Marney:

Awesome.

Michael Madsen:

So next we have…

John Marney:

A couple screenshots?

Michael Madsen:

Yeah, so this is just a screenshot of Yoga Docs. So this would be like if… You can see on the left side there, that views is broken out, right above that is the workflow section, so if I wanted to process documents in workflow, I could see my workflows listed out there. But really the main things to point out here, is that on the left side you see your views, you can see that there are filters underneath that accounts payable view that we have there, so we can include filters to just prompt the user to search based on specific metadata. And then on the right side, you can see both the filtering option and the data return underneath. So up at the top, you can see that you can add or remove additional filters, we can filter on… If the metadata exists on the document then we can filter with it.

Michael Madsen:

And then below, what you can see is the return data of the return forms, and in this example, they’re actually grouped by vendor name so we’re able to also perform grouping in the return view. So most of the functionality that you’re looking for when it comes to searching is there in Yoga Docs. This is an example of Yoga Analytics, just one screenshot example of the workflow dashboard. So you can see in this report that’s returned, I have a list of queue names, the number of documents in each of those queues, and the date of the oldest document. Just to give an example of what you can do with Analytics. You can also do user reports, any other kind of auditing reports that you would do in your day-to-day work.

John Marney:

All right, I think there was one other screenshot that we dropped.

Michael Madsen:

Yeah, [inaudible 00:29:38].

John Marney:

The document viewer, yeah. So within the document viewer, you can also annotate documents, thumb through the thumbnails, enter electronic form data, see image metadata. So really everything that you would expect.

Michael Madsen:

It’s very similar to if you have a client as well, you can adjust the size of all of the windows. If you want to change how big your image is or if you don’t want to see the image and you just want to see the e-form, you can see the index keys and