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TABLE OF CONTENTS
1. OVERVIEW ..........................................................................................................3
2. GRADES AND RATES..........................................................................................4
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1. SERVICE OVERVIEW
S ERVICE N AME
BEP Systems EDM Solution
C
ATEGORY
This service is offered under SaaS.
I
NTRODUCTION
Capture Automation
Automate your documents through a user-friendly capture system developed to create and maintain document capture and distribution. Capture Workflow gives you high-quality batch processing capabilities for data extraction from faxes, email, scanned images, and other digital records. Control the flow of information as processed documents are delivered within and outside of BEP Systems
EDM solution.
Get the most out of your office equipment with tools to make it work with the efficiency of a production scanner. With Capture workflow you can batch process scanned documents, improve image quality and automatically name or categorize them by type.
Our scanning automation software enables you to capture all your business information with a single solution – email, faxes, scanned images, or Microsoft Office documents, to name just a few. Once captured, documents are routed for archival or can be channeled to trigger a document-driven workflow process.
Don’t just archive your records; mine them for information. With optional modules for template based Optical Character Recognition and full text PDF creation, you can extract critical information from your records or search within them by a key word or phrase.
Quickly Design and Deploy
Looking to automate the capture and distribution of document driven information? As a fully integrated module within BEP Systems EDM solution, Capture Workflow provides an easy to use interface for creating and maintaining capture automation processes through a highly intuitive drag
& drop design tool. Capture workflow delivers a sophisticated pallet of tools for enhancing document capture, extracting high value data and automating its delivery to your user community.
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Managing the Flow of Information
Users have several options for where they want the processed records to be delivered; scan to an
Inbox within BEP Systems EDM solution where documents are held in a temporary repository, to a
BEP Systems EDM solution Archive where the documents are directly indexed and filed away or release them to anywhere in the file system for access outside of BEP Systems EDM solution.
Standard activities available through Capture Workflow include:
Image Enhancement – Poor quality images can automatically be enhanced with the ability to Deskew, De-speckle and Auto Crop captured documents as they are being captured into BEP Systems
EDM solution.
Document Separation – Provides the ability to separate documents based on page count or the appearance of either a barcode or a blank page. This allows for batch scanning of records with automated page breaks where indicated.
Barcode Recognition – Allows administrators to create zones where barcodes are read and the data is used to index documents automatically to a specific field.
Email Notification – Users can be notified whenever a document arrives in a specific archive through custom email messaging. The message may include index data for describing document detail to the recipient.
Email Import – Monitor an email inbox (POP or IMAP) and automatically import and index the messages using the properties of the message. Administrators may optionally configure the Email
Import Activity to import the message with its attachments or to ignore the message and import only the attachments associated with that record.
Import Document by File Name – Import bulk records and automate their indexing by automatically extracting the file name and assigning it to a BEP Systems EDM solution index field. This feature includes the ability to parse data within the file name and assign it to multiple index values by designating a pre-defined delimiter to the process.
Auto Import Data & Document – As another valuable tool for bulk imports, this feature allows BEP
Systems EDM solution to monitor a “hot folder” for incoming records and automatically index the files based on an accompanying CSV file. Customers who share data and documents with external sources or rely on outsourced scanning services can now accept and directly import their converted files automatically through FTP rather than upload from a CD or DVD.
Route and Release – Send your documents directly to a BEP Systems EDM solution Inbox, Archive or to a network directory. Office Workflow gives you the flexibility to even release to multiple locations simultaneously.
Also available are optional modules for the BEP Systems EDM solution Capture Workflow which further optimizes capture automation through Optical Character Recognition (OCR) and Intelligent
Character Recognition (ICR).
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Production Scanning
Workport Capture allows users to quickly and easily feed scanned images into BEP Systems EDM solution while utilizing the fully integrated batch processing tools of the Capture Workflow module.
Transform paper-based files into convenient digital images through our influential scanning software. Eliminate document build up in your office, while driving an extraction of valuable data from a high quality scanned image.
Workport delivers powerful features for batch capture automation. Workport supports any Twain based scanning device including multi-function printers (MFP’s), desktop scanners and high speed production devices.
Preview your images as they’re being captured and make changes before they’re saved. With
Workport you can insert, replace and rotate incorrectly scanned pages or clean them up with tools for de-skewing, de-speckling cropping.
Workport is the powerful scanning software interface that can be bundled with the BEP Systems
EDM solution. With Workport you can rapidly feed scanned images directly into BEP Systems EDM solution while leveraging the fully integrated tools for batch processing found within our Capture
Workflow module. Together, Workport and Capture Workflow provide you with an easy-to-operate scanning system for tackling the piles of paper in your office with minimal effort. It’s the ideal way to preserve important data while at the same time eliminating all those old boxes that have been taking up valuable space.
Key Features
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Scanning from any Twain based Scanning Device
Real-time image preview option
Image enhancement tools including de-skew, de-speckle, color drop out and more
Controls to insert, replace or rotate individually scanned pages
Batch scanning tools for automated separation including OCR, bar code and blank page options
 Zonal and Full Text Optical Character Recognition options
 Release your scanned images directly to BEP Systems EDM solution, to your network or even
 to both simultaneously
OCR assisted data entry
Optical Character Recognition
Powerful image enhancement options, page registration for the correction of paper shifts during the scanning process, and confidence based reporting are just a few of the tools that combine to ensure you are getting the highest quality data extraction from your documents. Optical Character
Recognition capabilities provide you with reliable high-quality data extraction.
Your paper based documents are a source for business critical information. Most commonly this information is reviewed and then entered manually into your line of business applications where its capture can be prone to human error. Reliably extracting high value information where it can be shared and re-purposed is one of the critical benefits a document management system can provide.
We deliver advanced data extraction with Optical Character Recognition (OCR) tools that will change the way you look at capture automation. Powerful image enhancement options, page registration for the correction of paper shifts during the scanning process and confidence based reporting are just a few of the tools that combine to ensure that you are getting the highest quality data extraction from your documents.
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We then feed the resulting data through a Quality Assurance engine that checks your output prior to releasing it to BEP Systems EDM solution. Questionable results that fail to meet the assigned level of confidence are re-directed to a Batch Manager for further review. Any reported irregularities can be quickly audited from the Batch Manager and corrected on the fly. This includes not only OCR quality issues, but also errors that can occur such as character mismatches or data truncation which might impact your output.
With our template designer you can quickly load your sample documents, establish the OCR zones and set the properties for your data. These include data orientation, type and the level of confidence you require from the extraction. To take accuracy to the next level, add a page registration marker to protect against misreads that result from paper shifts during the scanning process.
The Text Recognition Activity is simply dragged into your pre-defined document capture process where it goes to work grabbing data. That means you can combine text capture with other activities like Image Enhancement, Automated Page Separation and Full Text PDF Conversion. It also means documents can come from a variety of sources including multifunctional printers (MFP), Desktop
Scanners, or even from a watched network directory.
Behind the scenes our quality assurance engine is examining your OCR process and reporting on the results. Data successfully extracted from your documents will be released to BEP Systems EDM solution along with the original image file. Questionable results will be re-directed to our batch manager where they can be manually reviewed, edited and released into production once full integrity has been achieved.
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An advanced OCR data capture tool, turns a scanned image into text, allowing you to file documents effortlessly in seconds. Extract alphabetical or numerical data to streamline indexing processes directly into BEP Systems EDM solution. Eliminate the opportunity for manual entry error while rapidly capturing accurate data.
Digital Document Capture
File XChange integrates with Windows, granting you the ability to capture a document to BEP
Systems EDM solution simply by using the Save command. The system integration allows for document content to be captured, saved, and securely stored within the BEP Systems EDM solution repository. With this software collaboration, File XChange makes capturing digital content simpler than ever before.
Create Your Content
Work within any application to create new documents as you do today. Write a contract in Word, create an analysis in Excel or draft a project in CAD. File XChange allows you to save documents from any program directly to a BEP Systems EDM solution Archive through Windows Explorer so there’s no need to worry about integration or support plug-ins.
Save to BEP Systems EDM solution
It’s as simple as “Save As” the BEP Systems EDM solution appears as a drive on your computer so that you can save your new content directly to the Archive of your choice. Once the archive is selected, the user is prompted to enter the appropriate filing information. Because File XChange enforces a standardized naming convention, finding your archived records is as easy as filing them.
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Collaborate With Others
Once your document is saved within the BEP Systems EDM solution, it can be automatically routed for review and approval through optional workflow activities. The BEP Systems EDM solution will log any changes made to your record, keeping a complete history of any revisions as they are securely checked in and out of the archive. When completed, your finalized records can be published for access by the user community.
Capturing your digital content to the BEP Systems EDM solution has never been easier. With File
XChange documents of any format can be directly captured through a standard “Save As” function; regardless of the application you’re using. It’s easy to save PDF files, Microsoft Office records or even web pages with the same standard process you use today to save office content. Only now, save them directly to the BEP Systems EDM solution.
With File XChange there is no plug in to download or concerns for supported versions. That’s because we’ve integrated File XChange with Windows Explorer to give you direct filing capabilities regardless of the application. You don’t even need to have BEP Systems EDM solution open to save content so there no licensing required for filing your records.
Unlike when you save records to a shared drive, saving documents with File XChange enforces a standardized naming convention. This ensures your records are filed properly right from the start.
File XChange supports pick lists, field formats and can even require that fields are entered before the document can be saved. By creating a uniform way for documents to be filed, File XChange eliminates the possibility of misfiles that could result in lost documents down the road.
With your content securely filed within the BEP Systems EDM solution, you can now take advantage of the many advantages Enterprise Content Management has to offer. Automated reviews and approvals complete with user notifications are just one option to explore through our integrated workflow capabilities. BEP Systems EDM solution also natively supports revision control policies with check in/check out so you can track changes made during collaborative projects while keeping a copy of the original each step of the way.
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From small business applications to enterprise solutions, organizations that depend on documentintensive processes rely on the cloud-enabled BEP Systems EDM solution to streamline their workflows. The easy-to-use solution is customizable to address the most common business problems. Eliminate inefficient paper processes and increase productivity with the modular design of
BEP Systems EDM solution.
Eliminate paper quickly with our cloud-enabled BEP Systems EDM solution document management software. BEP Systems EDM solution can fit the needs of any organization with its easily customizable interface. BEP Systems EDM solution addresses many common business problems “out of the box”, with solutions for accounts payable, mailroom, contract management, case management and much more.
BEP Systems EDM solution document management software and document search software eliminates the frustration of managing documents with a highly intuitive interface designed to make life easier. Reduced training requirements and higher adoption rates by users translate into successful projects with a lower total cost of ownership.
BEP Systems EDM solution is an enterprise document management tool used to eliminate paper in organizations of all sizes by easily scaling from small business applications to enterprise solutions.
With its modular design, BEP Systems EDM solution not only scales up it also scales out with enterprise class tools for web forms management, variable data printing and workflow automation.
BEP Systems EDM solution is offered as both a departmental and enterprise class document management solution allowing organizations to easily scale to their document management software needs.
The flexible nature of BEP Systems EDM solution makes it ideal for paper-intensive businesses such as law offices, physician practices, accounting firms, trucking companies, and mortgage and title companies that are looking for a cost-effective way to eliminate their paper-based filing systems.
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Document Workflow
Work XChange is the highly innovative document workflow component of the BEP Systems EDM solution suite. The flexible solution allows for user initiated or automated processing of approvals, exception routing, retention scheduling and task escalation. Streamline common business processes by replacing an inefficient paper-based system with the automated data and document workflow of
Work XChange.
Identify the Condition
Define when a document activity is required by identifying the document type along with a key value or status. Easily combine different variables such as status, approver or dollar values to create simple or complex rules without the need to script or write code. With Work XChange you can quickly define workflow triggers.
Create an Activity
Determine what action is to be taken on your documents and who the participants are for this task. The activities you define allow documents to move throughout your organization as they update statuses, notify users of required actions and even share data with other line of business applications.
Define your Workflows
Use the collection of activities or daisy chain several together to establish the flow of documents throughout your organization. The flexibility of Work XChange allows you to create even the most sophisticated document driven processes designed specifically for your needs including both attended and fully automated workflows.
The unique design of Work XChange takes a graphical approach to creating and maintaining workflow automation. This is achieved through a highly intuitive drag & drop design tool which is based on pre-defined conditions. Work XChange provides a flexible pallet of tools for creating activities which are based pre-defined conditions being met. Options include: conditional routing of documents, email notifications, status escalations, document checkpoints for matching or exceptions, metadata updates to support event based workflow triggers and the automated export of data for the direct feed of information to other line of business applications.
You can define how the flow of information is determined based on the unique needs of your organizational processes. Work XChange supports the unattended execution of your workflow activities through fully automated workflows which are triggered by an event or user initiated workflows where a staff decision is required.
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Common Applications
Work XChange can be used to automate virtually any document driven process within your organization. Below are just a few of the applications we see commonly, but feel free to contact us today to learn how we can help put your documents into motion.
Document Retention Scheduling – Set the regulatory requirements for your documents and then forget about it. BEP Systems EDM solution and Work XChange will manage their retention by moving them offline and reminding you when it’s time for destruction.
Accounts Payable Automation – Eliminate the “Nike Network” for manually distributing invoices for approval. Work XChange not only delivers and notifies users of a required approval it also matches it with any corresponding Purchase Orders or Packing slips to fully automate GAAP compliance.
Contract Management – Before you sign on the bottom line, make sure your documents have been through the proper review cycle. By combining Work XChange with the powerful revision control tools within BEP Systems EDM solution, you can be assured any required changes are tracked, reviewed and approved.
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Content Enabling Core Business Applications without Integration
Image XChange is the advanced solution for content enabling your core business applications.
Leveraging its integration power, business users can quickly access critical content to make informed decisions regardless of the application they are running. Find and retrieve documents quickly and effortlessly by utilizing the convenient content search capabilities of Image XChange.
Set a Default Search
Select any stored search within the BEP Systems EDM solution to make it your “go to” link for quick document access. Users in the Accounting department may want Accounts Payable Records based on a Purchase Order number or Human Resource workers for Employee Records by their ID.
Find What You Need
Press CTRL + Right Click and your search appears from anywhere immediately with or without BEP
Systems EDM solution even being open. On the phone with a customer and they need a copy of their invoice? Within seconds it’s on its way via email, fax or print through Image XChange.
Content Enable Business Applications
Use Image XChange to capture the information you need to run a search – right from your line of business application. Simply hover over the data you want to search on such as Invoice Number, call up Image XChange and your document will appear.
As the central repository for all of your business content, BEP Systems EDM document imaging software stores critical documents which need to be accessed quickly. What if you could open a document instantly from any application you are working in – regardless of the application you’re running and without integration? As an optional component of BEP Systems EDM solution, Image
XChange makes that stored content available to users from virtually any business application without the complexity or expense of standard integration.
Image XChange enables BEP Systems EDM solution users to seamlessly integrate their BEP Systems
EDM solution Archives with almost any line of business system including web based application like
SalesForce.com, client/server applications like Microsoft Dynamics or even IBM Power Series applications running on OS/400, AIX or Linux. Using GDI hooking technology Image XChange can read data from the screen of your application and use it to search the BEP Systems EDM solution Archives
– right from the screen you’re working in.
Any text based value contained within the header, body or caption of the application can be used to run a search against the BEP Systems EDM solution Archives, effectively “content enabling” your line of business application without the complexity or expense of standard integration.
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Digital Document Capture
File XChange integrates with Windows, granting you the ability to capture a document to the BEP
Systems EDM solution simply by using the Save command. The system integration allows for document content to be captured, saved, and securely stored within the BEP Systems EDM solution repository. With this software collaboration, File XChange makes capturing digital content simpler than ever before.
Create Your Content
Work within any application to create new documents as you do today. Write a contract in Word, create an analysis in Excel or draft a project in CAD. File XChange allows you to save documents from any program directly to a BEP Systems EDM solution Archive through Windows Explorer so there’s no need to worry about integration or support plug-ins.
Save to BEP Systems EDM Solution
It’s as simple as “Save As” the BEP Systems EDM solution appears as a drive on your computer so that you can save your new content directly to the Archive of your choice. Once the archive is selected, the user is prompted to enter the appropriate filing information. Because File XChange enforces a standardized naming convention, finding your archived records is as easy as filing them.
Collaborate With Others
Once your document is saved within the BEP Systems EDM solution, it can be automatically routed for review and approval through optional workflow activities. The BEP Systems EDM solution will log any changes made to your record, keeping a complete history of any revisions as they are securely checked in and out of the archive. When completed, your finalized records can be published for access by the user community.
Capturing your digital content to the BEP Systems EDM solution has never been easier. With File
XChange documents of any format can be directly captured through a standard “Save As” function; regardless of the application you’re using. It’s easy to save PDF files, Microsoft Office records or even web pages with the same standard process you use today to save office content. Only now, save them directly to the BEP Systems EDM solution.
With File XChange there is no plug in to download or concerns for supported versions. That’s because we’ve integrated File XChange with Windows Explorer to give you direct filing capabilities regardless of the application. You don’t even need to have the BEP Systems EDM solution open to save content so there no licensing required for filing your records.
Unlike when you save records to a shared drive, saving documents with File XChange enforces a standardized naming convention. This ensures your records are filed properly right from the start.
File XChange supports pick lists, field formats and can even require that fields are entered before the document can be saved. By creating a uniform way for documents to be filed, File XChange eliminates the possibility of misfiles that could result in lost documents down the road.
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With your content securely filed within the BEP Systems EDM solution, you can now take advantage of the many advantages Enterprise Content Management has to offer. Automated reviews and approvals complete with user notifications are just one option to explore through our integrated workflow capabilities. The BEP Systems EDM solution also natively supports revision control policies with check in/check out so you can track changes made during collaborative projects while keeping a copy of the original each step of the way.
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GlobalSearch platform extends the reach of the BEP Systems EDM solution beyond traditional LAN,
WAN, or VPN access by delivering anywhere, anytime access to documents from any browser, IOS, or Android powered device. Increase productivity while staying in constant contact with critical documents through the granular security of GlobalSearch.
Untethered access to your documents no matter where you are in the world. With GlobalSearch you enjoy secure access to your business content with a platform that is optimized to deliver a desktop experience through the browser.
Get access to your information regardless of the mobile device you’re using. As a true cross platform application, GlobalSearch supports Internet Explorer, Chrome, Safari, and Firefox along with Apple iOS and Android powered devices.
Need to approve an invoice or review a contract? With GlobalSearch you have total workflow functionality including automated routings, notifications, escalations and much more.
Execute Workflows
Mobile users can search a single repository or across an entire database quickly and easily, locating exactly what they need no matter where they are. With their documents in hand,
GlobalSearch users can securely take whatever action necessary to continue the flow of business information. Through fully automated routing, users receive instant notification of a pending process, click a web link to view the record and are empowered to make an immediate decision by executing a workflow command.
Full Feature Editing
The inherent strength of GlobalSearch allows users to work with their documents much like they would with a hard copy version. Quickly navigate through pages, change their orientation, view and edit index data or even add an annotation. Documents can be easily printed or emailed even from your tablet or phone.
Built in Security
As an extension of the BEP Systems EDM solution content management platform, remote users are bound by the same granular security model. All database, document and feature level security remains in force regardless of your location. For users working on the network, the BEP Systems
EDM solution supports single sign on through Active Directory integration. Users working outside of the network would authenticate through an IIS security prompt.
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Technology
As a true cross platform application, GlobalSearch leverages cutting edge technology to increase performance as it reduces system payload and trips to the server. Built on HTML5 and JavaScript technology, GlobalSearch also features an ASP.Net zero footprint viewer platform. What all this means is that there is absolutely nothing to install on the client when running GlobalSearch.
GlobalSearch features a rich API with deep functionality for developers and integrators looking to integrate document management into their applications. A .NET assembly is available for traditional client/server integration or a RESTful web API can be utilized by Web 2.0 developers and integrators.
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GlobalForms puts the power of web form creation at your fingertips by providing anyone with appropriate security the ability to create rich and dynamic web based forms. Create a variety of eForms specific to your company from expense reports to patient registration and time sheets. With
GlobalForms, automatically route forms, send email notification, and circulate for approval.
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Create customized web based forms through a highly intuitive drag & drop web interface
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The palette of tools includes text boxes, dropdowns, images, panels and other controls
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Data captured through your new web forms is used to populate any PDF document
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Simply drag and drop data elements onto the PDF to create the mapping; no Adobe licenses required
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Submitted forms are captured directly into the BEP Systems EDM Solution and fully indexed by form data
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Using BEP Systems EDM Solution Work XChange, you can automatically route forms, send email notifications and circulate for approval
Common Business Applications include:
● Expense Reports
● Human Resources
● Applications
● Patient Registration
● Purchase Orders/Sales Orders/Requisitions
● Questionnaires and Feedback Forms
● Student Enrollment
● Time Sheets
● Change Orders
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Release to BEP
Systems EDM
Solution
Browser Based Form
Designer
Drag and Drop GUI Forms are created by dragging controls including text boxes, drop downs, radio buttons, check boxes, images, panels and preformatted text boxes for date, money, phone and quantity onto the page with no coding required. Forms can be created in minutes.
Design Themes Forms can be styled using any of the built in themes and customized themes can be created with stylesheets that allow forms to coexist with current web strategy.
Business Rules and
Logic
BEP Systems EDM Solution eForm development is done in a rich browser based user interface that requires no client install, making deployment and administration straightforward.
Database
Connectivity
Easily build business rules and logic into forms that can dynamically change the form layout based on selections made, build quality assurance around the data being filled in and ensure required data has been provided before form submission is available.
The included database connector allows you to create forms that read from and write to your line of business database. When a form is connected to a database backend, fields can be auto-filled based on a key piece of data and database transactions can be updated when the form is submitted.
Form Workflows and Signatures
Populate a PDF
Design form flows that allow you to create both multipage forms and workflows that route your form through an approval process with digital signatures along the way.
GlobalForms will populate form data into an existing
PDF to produce a document with the same look and feel of your existing forms today. Scan and save a PDF copy of your existing paper form or design a new one and use our built in capture workflow utility to drag and drop data elements onto the PDF with no Adobe licensing required.
Recycle Data Data from a single web form can be used to populate multiple PDF forms eliminating the need for redundant data entry. This is highly efficient for any process with multiple documents that require common data elements.
Empower forms processing even further through direct Enterprise Paperless Office Software integration with BEP Systems EDM Solution. The compiled PDF document and form data are indexed into the BEP
Systems EDM Solution and can be automatically routed for approval, notify users of a required action, or simply saved for future reference.
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