Converting Image Files

At some point there is going to be a need to convert an Imaging Systems image files from one format to another format when moving to a new Imaging system.  ILINX® Import can be used to handle the conversion.

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The Nexus Scoop

It’s been a while since I posted anything new to the ECM support blog.  If you want to know why, see Brandon’s post from a while back- Support: A Day in the Life Of.  I feel his pain!  But there have been some exciting things happening here and you should know about them.

First of all, I got the low-down on Nexus ’11 the other day!  It seems that the goal is to make every year bigger and better then the next.  This year there are some very well-known and engaging speakers (such as Dr. James Brown), break-out sessions held by ECM professionals, deep dives with ECM field specific experts and of course the after-hours social events.  If you have not been to Nexus, you need to register for this event.  If you sign up early, you get a pricing discount!  Tell us if you want to attend!  (The best way to get a hold of us is put in a support ticket and in the description put that you are interested in Nexus.)

On the software front, I have been busy working with development teams on ILINX® products!  Content Store specifically has been really taking off and there are new improvements being added all the time!  The whole goal of ILINX is to provide a simple user experience, while providing a powerful administration interface, all though thin-client technology.  The ILINX Products Suite has everything covered – conversion, workflow, storage and integration.  Tell us if you want a demo – we have great people that know their stuff in the world of Content Management that would love to work with you to see if ILINX is right for you!

Last but not least, I want to thank all the reader’s outside of Washington State.  Thank you for finally sending us some warmer weather – it took ‘til August but summer is finally here as well!  As always, any questions or comments, please call or email me and we will give you an answer!

Mike Peterson
Support Engineer
ImageSource, Inc

Making TeleForm and LiquidOffice Work Together

Scanning and capturing data via OCR can save lots of time over manual indexing.  Linking these same forms and metadata to an eForm workflow process takes it all to the next level of efficiency – processes that took hours and days can be reduced to minutes or seconds.  Using out-of-the-box connectors and settings, form templates that were created in Cardiff TeleForm can be exported to Cardiff LiquidOffice.  With a given form residing in both LiquidOffice and TeleForm, capture choices are broadened and the benefits of workflow are easily in reach.

Here’s how it is done.  TeleForm forms can be saved in a file exchange format that LiquidOffice Designer can read.  Once a TeleForm form is complete and tested, it is ready to go.  The form can be a traditional form that was created from scratch in TeleForm Designer, or it can be an ‘existing form’ created initially outside of TeleForm.  These forms then have TeleForm fields placed in appropriate data entry locations.

Once exported to the file exchange format, the file can be opened in LiquidOffice Designer.  It will look just like the TeleForm form.  An important step here is to save the file to the native LiquidOffice .XFM file format, then close LiquidOffice Designer.  Reopen LiquidOffice Designer and open the .XFM file – this quick step ensures the form can be previewed as an HTML or PDF form, or published to the LiquidOffice server, without error.  The fields in LiquidOffice retain important settings that were created in TeleForm such as field name, maximum length, and valid entry characters. If the form is a traditional TeleForm form, ID and reference marks can be optionally retained.  (This allows a LiquidOffice user to fill a form, print it, and fax or scan it in TeleForm.)

Now that we have identical forms in TeleForm and LiquidOffice, TeleForm can be configured to export metadata to LiquidOffice.   Open the TeleForm form in Designer and add the included LiquidOffice Export connect agent.  When configuring this connect agent, you supply the LiquidOffice form GUID or workflow process GUID.  The GUID uniquely identifies the form or process, and can be located via the LiquidOffice Management Console.   You also identify the LiquidOffice Virtual Submit Directory and routing information.  Since TeleForm can have many export agents attached to it, any current export may also be retained – they will coexist without complaint.

When the form is processed in TeleForm – scanned, faxed, or even created using TeleForm Verifier’s NonForm Data Entry feature, the form will appear in the appropriate inbox or queue in LiquidOffice – filled and ready for approval, ad-hoc routing, or workflow processing.  Now that the form exists in LiquidOffice, you may also direct users to fill the forms directly from LiquidOffice when appropriate, bypassing TeleForm altogether.  The form now has grown wings and is ready to fly.

Enterprise Content Management (ECM): Best Practices for Backfile Conversion

The 2 main aspects of Backfile Conversion are Security and Quality.  Security within the document scanning process is tracking and maintaining records for each document through the workflow.  If a conversion workflow is tracked and accounted for efficiently, a quality product will be the result.

In addition to maintaining records of documents it is not uncommon that someone will want to view one of the documents that are in the workflow.  If an itemized inventory list (tracking log) was created at the beginning of the conversion workflow and an entry to the tracking log was made every time the document was processed, it should take minutes to locate where the document is and provide either the hard copy or the imaged copy of that document for the individual looking for the document.

The conversion workflow process usually consists of incoming inventory, preparation of documents for scanning, scanning of documents, indexing, releasing of images into the Document Management System and outgoing inventory.  When an entry is made to the tracking log, the name and date should be included in the entry.  This will assign that technician the responsibility of the document during this stage in the workflow.  The goal with assigning responsibility is to add incentive for the technician to make sure the document is imaged clearly and indexed accurately.  Accountability ensures quality of work being produced.

Through the use of a tracking log documents are secure in that they know where they are at all times.  Technicians are held accountable for their work.

Jeff Martin
Conversion Services Project Coordinator
ImageSource, Inc.

Integrating Legacy Systems with ECM

I’ve been working on a project that required scraping values from an IBM Terminal Emulator and using them for updating indexes in an Oracle IPM imaging repository and was lucky enough to have the ILINX AIK tool to work with in accomplishing this task.

The first challenge was in dealing with the values that we were gathering from the Terminal Emulator Screen.  The way that the data was served to the terminal emulator was not parsed into separate values.  The AIK allowed us, through VB Script, to parse the data into a form that we could use.  Once the data was massaged into a usable form, we used the values to update indexes in Oracle IBPM.  The ILINX AIK natively comes with connections to Oracle IPM for searching.  However, updating index values on documents that already exist in the system can be a challenge.

To overcome this obstacle we used the ILINX AIK to map the data into an executable.  This option was used for performing the Oracle IPM Index updates, and we were able to accomplish this by mapping the data to an executable with the mapped index values as arguments, and having the executable perform the index updates.
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