Document Processing Automation
Using Kofax Capture & Transformation Modules
Agenda
• Introduction
• Business Challenges
• Benefits of using Kofax Capture
and Transformation Modules
• Demo
• Q&A
World’s Largest Information Capture Vendor
Successful
•
•
•
•
20+ years in business
132,000 Kofax Capture licenses sold
23,000+ end users
Thousands of integrations with ERP, ECM,
workflow, line-of-business, etc.
Global
• 1200 employees in 36 countries
• 1200 resellers in 60 countries
Focused
• 18% of software revenue goes into R&D
ECOPRO, INC.
ECOPRO is a ‘KOFAX’ Certified Solution Provider re-selling Kofax
VRS, Capture, KTM, KCS range of products for efficient scanning,
data capture, and automated index processing
Ecopro offers Total ECM and BPM Implementation services and
long-term support services along with off-shore, low cost data entry
logistics.
84 of the Fortune Global 100 Are Kofax Customers
Document-Driven Business Processes
• Need for increasing transaction speed
• Many forms of documents, many channels
Companies
Customers
CRM
Paper
HR
Email
Fax
Day to day
business operations…
CM
ERP
SMS
Legal
Voice
LOB
Employees
Corporate
Kofax Solutions
• Collect – from multiple formats
• Transform – automation to reduce costs, increase speed
• Deliver – to multiple systems
Companies
Customers
CRM
Paper
HR
Email
Fax
Day to day
Collect
Transform
Deliver
business
operations…
CM
ERP
SMS
Legal
Voice
LOB
Employees
Corporate
Second Image – Document Processing Business Model
• Handles Mixed - Unstructured , Semi-Structured, Structured
documents (Hospital records, business documents, legal agreements, employee records, Time
cards, purchase orders, invoices etc)
• Documents originate at remote client locations. Locations are
fixed offices or one-off, drive-to-remote locations.
• Documents could be grouped by client or by driver who
scanned the documents. Has dependency and time line.
• Document are often variable in page length
• Documents are mixed, and often come across never seen
before type requiring knowledge work to handle them.
• Remote scan, centralized indexing: Room for automation,
and integration
Kofax Solutions
Kofax Communication Server
Notification
Data Validation
Kofax Capture
Capture
Transform
Deliver
Front-Office
Back-Office
Intelligent
Classification
Release to Multiple
Back-Ends
Kofax
Document
Exchange
Server
Kofax
Transformation
Modules
Integrations
with hundreds
of systems
VRS
Image Quality
Kofax Product Portfolio
Back Office
Front Office
Collect
Transform
Paper, Fax,
Electronic
Classification,
Data Extraction
Optimize
Image Quality, Orientation,
File Size
Deliver
Data, Information,
Metadata
What is Transformation?
• Transformation is the automatic conversion of
paper and electronic documents into useful
business information
• How?
• By classifying and extracting data from paper and
electronic documents
• Why?
• Removes need for document sorting
• Reduces need for manual data entry
• Reduces data errors
Key Business Benefits of Kofax Transformation Modules
• Leverage your existing Kofax
Capture (Ascent) investment
• Single Platform for all your capture
needs
• Reduced labor & shipping costs
• Streamlined business processes
• Improved compliance
Line of Business Owner – Pain Points
Job Function – Line of Business
• Accounts Payable
• Sales Order Processing
• Customer Services
• New Business
• Inquiries
• Complaints
Pain Points
• Customer acquisition & retention
• Customer service
• Cost structure
• Bloated back-office
• Seasonal variation
• Compliance
• Economic environment
Where to use Kofax
Transformation Modules
Manual Document Handling
• In many organizations, the daily work is initiated by distribution
of documents to departments, groups and individuals
• Paper documents
• Emails
• Faxes
• Manual distribution requires
• Knowledge of organization structure
• Analysis of document content
• Physical movement of paper
Problems
• Processing delays
• High labor costs
• Lost documents
• Errors
Automating the Process with Kofax
• Kofax software can
automate the collection
and distribution of all
incoming documents
• Independent of delivery
mechanism
• Independent of document
type
• In a proven and secure
process
Collect
Transform
Paper, Fax,
Electronic
Classification,
Data Extraction
Optimize
Image Quality,
Orientation,
File Size
Deliver
Key elements
• Intelligent classification
• Automatic data extraction
Data,
Information,
Metadata
Intelligent Classification
• Intelligent classification - removes the need for document sorting
• Documents are delivered/scanned in unsorted batches
• Each document is automatically classified by content
• Documents are then distributed to the correct workflow process
• A simple to configure and maintain process:
Address
Changes
Cancellations
Complaints
Applications
Paper mail
E-mail
Fax
1. Understand the categories
2. Gather samples
3. Train the system
4. Classify unknown documents
Inquiries
Intelligent Classification - Highlights
• Accuracy - KTM uses hierarchic classification to break down
complex tasks into simple schemes
Inquiry
New
Claim
Continued
Contract
Complaint
• Flexibility - combine several technologies
• Layout classification
• Content classification
• Rules
• Quality assurance - built in testing and statistics
Automatic Data Extraction
• Automatic data extraction - removes the need for manual keying
• Paper documents are scanned and OCR’ed
• Electronic documents are imported
• Powerful extraction technology locates and extracts data from any document
Forms
Correspondence
Invoices/Orders
Automatic Data Extraction - Highlights
Knowledge Base concept - portable
containers for learnt information
• Pre-trained - performance out of the box
• Re-trained - improved performance
• Re-used - no image or text data held
• Combined - for better performance
On-line
CustomerSpecific
IndustrySpecific
General
Performance
• Trainable, learn-by-example extraction
• Easy to configure and maintain
• On-line performance improvement in real-time
Key Messages
Customer Service
Capacity
Quality
Costs
Errors
Lost documents
Risk
Security
Image-enabled
workflow is not enough
Without Control
transformation, workflow is workslow!
C-level Executive –
“I want all our
processes to be
streamlined – we
need be more
efficient and
differentiate by
providing better
service”
Customer Service
Manager – “I want a
secure, predictable
and easy to manage
process where my
staff focus on
serving our
customers, not
handling documents”
Corporate Express – Invoices
“Well, last Monday we processed 774 invoices manually. Yesterday, our first
day on Kofax, we processed 2900 invoices. To say the least, I'd say it was
quite a success.”
Director Financial Systems, Corporate Express
Why Kofax?
• Single platform for all your capture needs
• Department or enterprise
• Low or high volume
• Centralized or distributed offices
• Collect from any source
• Paper (fax, scan, MFPs)
• Electronic Documents
• Connect to any back end
• Vendor agnostic
• CRM, ERP, database, workflow and more
Demonstration
Kofax Batch Class; Document; Form
• Batch is collection of pages
• A batch class contains one or more document classes, which in turn contain one or more form types. This
allows you to have different kinds of documents and forms within one batch. Kofax Capture can automatically
separate the pages into documents and identify different types of forms.
Document class
Form Type
Invoice 1
(same set of X indexes)
invoice from client A
invoice from client B
invoice from client C
PO
PO from client A
PO from client B
PO from client C
Time card
Time car of employee A
Time car of employee B
Time car of employee C
Agreement
(same set of indexes)
Medical lab reports
Record of Patient A
Record of Patient B
• Two processes, document separation and form identification, oversee the transformation of raw
images into individually identified documents. First, pages are either scanned or imported to create a
batch. Then, document separation divides the images into documents. Finally, form identification matches
each document with a batch class form type.
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Kofax-Defined Document Separation Methods
Manual
Fixed pages separation (automatically creates a new document every set number of pages)
Kofax patch code separation (uses a patch code separator sheet to separate documents).
Kofax bar code separation uses a bar code separator sheet to separate documents.
Kofax separator sheet separation uses a Kofax separator sheet to separate documents.
Kofax page recognition separation - analyzes each image and separates when it finds the first page of a
form type.
• Separator zone separation analyzes a specific zone on each image and separates when the zone
matches the same zone on the first page of a form type.
• Form identification zone separation analyzes a specific zone(s) on each image and separates when the
zone(s) matches the first page of a form type.
Thank You!
Maria.Mikus@Kofax.com