SmartSearch Professional Edition
SERVICE DEFINITION
Scan Optics Limited
5 Brookside
Colne Way
Watford
Hertfordshire
WD24 7QJ
UK
www.scanoptics.com
+44 (0) 1923 819581
1
Service Definition for SmartSearch Service and Solution
Issue - G-Cloud IV
TABLE OF CONTENTS
1. OVERVIEW ..........................................................................................................3
2. GRADES AND RATES..........................................................................................4
2
Service Definition for SmartSearch Service and Solution
1. SERVICE OVERVIEW
SERVICE NAME
Scan Optics SmartSearch
CATEGORY
This service is offered under SaaS.
ACCREDITATION
Scan Optics is ISO 27001 accredited. This service can be offer at IL0-3.
INTRODUCTION
3
Issue - G-Cloud IV
CAPTURE SOLUTIONS
Capture Workflow
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 SmartSearch.
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 SmartSearch ECM, 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.
Managing the Flow of Information
Users have several options for where they want the processed records to be delivered; scan to an
Inbox within SmartSearch where documents are held in a temporary repository, to a SmartSearch
Archive where the documents are directly indexed and filed away or release them to anywhere in the
file system for access outside of SmartSearch.
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 SmartSearch.
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.
4
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 SmartSearch 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
SmartSearch 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 SmartSearch 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 SmartSearch Capture Workflow which further optimizes
MFP capture automation through Optical Character Recognition (OCR). These OCR options come in
two flavors; Zonal Based OCR and PDF Creator.
Zonal OCR – Create easy to use OCR based templates to extract data from images with consistent
data structures and further automate your indexing processes.
PDF Creator – PDF Creator is a server based option available for SmartSearch which automatically
converts TIF or PDF based image files on the fly as they are scanned from your Sharp OSA enabled
MFP into SmartSearch.
5
SmartCapture
Production Scanning
SmartCapture allows users to quickly and easily feed scanned images into SmartSearch 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.
As a fully integrated module SmartCapture delivers powerful features for batch capture automation.
SmartCapture 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
SmartCapture you can insert, replace and rotate incorrectly scanned pages or clean them up with
tools for de-skewing, de-speckling cropping.
Extract high value information from your images while you scan. With our unique Key Free Imaging
feature you can quickly grab a single field or an entire column of data with the click of a mouse.
Available options include Zonal based OCR and Text based PDF creation.
SmartCapture is the powerful scanning software interface that comes bundled with both the
SmartSearch Professional and Corporate editions. With SmartCapture you can rapidly feed scanned
images directly into SmartSearch while leveraging the fully integrated tools for batch processing
found within our Capture Workflow module. Together, SmartCapture and Capture Workflow provide
you with an easy-to-operate scanning system for tackling the piles of paper in your office with
6
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









Scanning from any Twain based Scanning Device
Support for Kofax VRS
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 SmartSearch, to your network or even to both
simultaneously
OCR assisted data entry with KeyFree Indexing
Automated Extraction
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.
7
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.
We then feed the resulting data through a Quality Assurance engine that checks your output prior
to releasing it to SmartSearch. 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 SmartSearch 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.
8
KeyFree Indexing
OCR Assisted Data Capture
An advanced OCR data capture tool, KeyFree Indexing turns a scanned image into text, allowing you
to file documents effortlessly in seconds. With the click of a button, extract alphabetical or
numerical data to streamline indexing processes directly into SmartSearch. Eliminate the
opportunity for manual entry error while rapidly capturing accurate data with KeyFree Indexing.
On The Fly OCR
With the click of a button your scanned image is converted into intelligent text. Key Free Indexing
works on virtually any image file including PDF, TIF, GIF and JPG. KeyFree is not limited to image
files however and can also be applied to other digital records like Word, Excel, PowerPoint and
Outlook email messages.
Click on the Information You Need
Now that your document has intelligence you can extract any information you need from the text
and send it to an index field within SmartSearch. With a single click you can grab a single word, a
combination of words or even columns of data without the typical mistypes found in manual data
entry processes.
Release Your Records to SmartSearch
With your data accurately captured, the indexed record is released to SmartSearch where it can be
put to immediate work. Documents can even be conditionally routed through workflows based on
the information extracted with KeyFree Indexing.
With a click your images are converted to text based documents. Hover over any word, sentence or
even a column of data and with another click it’s populated to a SmartSearch index field. Key Free
Indexing automatically advances your index field so you can grab the next piece of information
needed for filing your document. When all the index fields have been captured, KeyFree Document
9
Indexing Software takes you to the next record to be filed so you can process batches of documents
in record time.
KeyFree Indexing is not only fast, it’s incredibly accurate. By eliminating the common mistakes made
during the data entry process like inversions or misspellings, your data is cleaner so it can be shared
with other business applications. KeyFree Indexing will even convert your data to a standardized
format of your choosing so that September 30, 2012 will be become 9/30/2012 if that is your
preference.
Advanced features include support for regular expressions for defining specific field formats like a
date or order number. Once defined, KeyFree Indexing will “snap to” the formatted fields
automatically during the indexing process for even faster capture.
Sharp OSA Connector
Equipment Integration
The easy-to-use graphical interface of our Office Workflow for Sharp OSA-enabled devices permits
users to access Capture Workflow scripts created in SmartSearch directly from the touch panel
display. With a variety of provided tools, this equipment integration allows users to automate image
capture and distribution processes.
Touch panel integration for Sharp OSA devices
Incorporate document routing, notifications and batch processing into your scanning processes
through direct touch panel access to SmartSearch Capture workflows. Quickly separate batches or
documents, send it to a co-worker and notify them of its arrival.
Leverage the power of OCR
Use Optical Character Recognition (OCR) to extract high value data from your documents for
automated filing to a SmartSearch Archive. Or convert your scanned image files to Text Searchable
PDF format for searching for records by content based on a keyword or phrase.
10
Extend the Capabilities of your Sharp MFP
Increase office productivity even further through the optional Work XChange module and
incorporate conditional workflows into your capture process. Scanned records can be conditionally
directed to users for review and approval routing within SmartSearch.
SmartSearch Office Workflow is an easy to use interface for accessing SmartSearch capture workflow
activities from the touch panel of your Sharp OSA enabled multi-functional printer (MFP). With
Office Workflow for Sharp OSA, users can quickly leverage a variety of tools for automating image
capture and distribution.
Users have the option to scan to either an Inbox within SmartSearch where documents are held in a
temporary repository or to a SmartSearch Archive where the documents are directly indexed to a
Microsoft SQL database and permanently filed away. Documents can also be automatically placed
anywhere in the file system for access outside of SmartSearch.
Standard functionality available through Office Workflow includes:





Image Enhancement – Poor quality images can automatically be enhanced with the ability to
De-skew, De-speckle and Auto Crop captured documents as they are being captured into
SmartSearch.
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.
Route and Release – Send your documents directly to a SmartSearch 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 SmartSearch Capture Workflow which further optimizes
MFP capture automation through Optical Character Recognition (OCR). These OCR options come in
two flavors; Zonal Based OCR and PDF Creator.


Zonal OCR – Create easy to use OCR based templates to extract data from images with
consistent data structures and further automate your indexing processes.
PDF Creator – PDF Creator is a server based option available for SmartSearch which
automatically converts TIFF or PDF based image files on the fly as they are scanned from
your Sharp OSA enabled MFP into SmartSearch.
11
File XChange
Digital Document Capture
File XChange integrates with Windows, granting you the ability to capture a document to
SmartSearch simply by using the Save command. The system integration allows for document
content to be captured, saved, and securely stored within the SmartSearch 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 SmartSearch Archive through Windows Explorer so there’s no need
to worry about integration or support plug-ins.
Save to SmartSearch
It’s as simple as “Save As” SmartSearch 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 SmartSearch, it can be automatically routed for review and
approval through optional workflow activities. SmartSearch will log any changes made to your
12
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 SmartSearch 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
SmartSearch.
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 SmartSearch 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 SmartSearch, 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. SmartSearch 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.
13
Artsyl Capture
Document and Data Capture
Artsyl’s document and data capture software facilitates and automates imaging and data capture
processes in a number of areas with a low entry cost barrier and high flexibility and scalability. The
cost-effective solution allows for rapid processing of any document, automatic data extraction, and
secure distribution directly into SmartSearch.
Artsyl’s document and data capture software improves efficiency, cuts costs and reduces human
errors; especially when working in high volume AP/AR operations. It facilitates and automates
imaging and data capture processes in a number of areas, such as order processing, accounts
payable and receivable, regulatory compliance, human resources management and more, with a low
entry cost barrier and high flexibility and scalability.
Accounting departments can realize significant savings when they streamline the processing of their
high volumes of paperwork — from time savings to early-payment discounts. Artsyl provides
innovative solutions that automate document processing and virtually eliminate time-consuming
pre-sorting and error-prone manual data entry — with unmatched accuracy for great results. No
matter their type, incoming documents can be instantly classified and selectively processed,
extracting valuable data for efficient batch processing and saving your company time and money.
SimpleCapture is a simple, affordable solution for automating your data entry and data capture
needs. With the usage of unique self-learning Auto-Find technology SimpleCapture enables
processing any forms and documents on the fly and doesn’t require template creation. Rapid
deployment, quick ROI and just 1 hour total training required for operators.









Install and capture right out-of-the-box
Automated document separation tools
Point-&-click capture for any document
Create and manage document profiles without programming
Automatic data validation with business rules and reconciliations
Auto-find module automatically learns and locates data fields
Capture one key field and automatically fill and validate the rest
Full-text indexing option to output full-page TXT index or a searchable PDF document
Integration with multiple applications available
docAlpha is a fully automatic distributed document and data capture, extraction and processing
solution with advanced automated document classification. It is an ideal solution for capturing your
business-critical data from any document type. It dramatically reduces the data entry costs by
providing automated invoice processing, purchase orders processing, medical claims and other
document capture automation.





Fully automated capture operation
Process any document type within the same system
Users may work on a local network or across the globe
Maintain security and data integrity with the latest WCF-based stream encryption
techniques
Concurrent licensing allows installing on as many stations as needed
14




Simply add more workstations to increase volume
Works with most of the popular OCR and ICR engines
Centralized administration for easy setup, security, workflow and performance monitoring
Easy upgrade path from SimpleCapture
15
DOCUMENT MANAGEMENT
SmartSearch Document Management
From small business applications to enterprise solutions, organizations that depend on documentintensive processes rely on the cloud-enabled SmartSearch to streamline their workflows. The easyto-use solution is customizable to address the most common business problems. Eliminate
inefficient paper processes and increase productivity with the modular design of SmartSearch.
Eliminate paper quickly with our cloud-enabled SmartSearch document management software.
SmartSearch can fit the needs of any organization with its easily customizable interface. SmartSearch
addresses many common business problems “out of the box”, with solutions for accounts payable,
mailroom, contract management, case management and much more.
SmartSearch 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.
SmartSearch 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, SmartSearch not only scales up it also scales out with enterprise class tools for web forms
management, variable data printing and workflow automation.
SmartSearch 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 SmartSearch 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.
SmartSearch comes with KeyFree Indexing, a unique tool for OCR-assisted data entry as well as Data
XChange for internal ODBC data updates. DataMerge services are also available for ODBC and OLEDB
type connections with external data sources. Both tools allow end-users to quickly and easily scan
and index documents with reduced data entry requirements.
16
DOCUMENT WORKFLOW
Work XChange
Document Workflow
Work XChange is the highly innovative document workflow component of the SmartSearch product
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.
17
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. SmartSearch 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 SmartSearch, you can be assured any required changes are tracked, reviewed and
approved.
18
INTEGRATED SOLUTIONS
Image XChange
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 SmartSearch 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
SmartSearch 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, SmartSearch 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 SmartSearch, 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 SmartSearch users to seamlessly integrate their SmartSearch 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 SmartSearch 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 SmartSearch Archives, effectively “content enabling” your line of business
application without the complexity or expense of standard integration.
19
File XChange
Digital Document Capture
File XChange integrates with Windows, granting you the ability to capture a document to
SmartSearch simply by using the Save command. The system integration allows for document
content to be captured, saved, and securely stored within the SmartSearch 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 SmartSearch Archive through Windows Explorer so there’s no need
to worry about integration or support plug-ins.
Save to SmartSearch
It’s as simple as “Save As” SmartSearch 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 SmartSearch, it can be automatically routed for review and
approval through optional workflow activities. SmartSearch 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 SmartSearch 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
SmartSearch.
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 SmartSearch 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.
20
With your content securely filed within SmartSearch, 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. SmartSearch 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.
QuickBooks Connections
Integrated Solution
QuickBooks Connections is a highly advanced, cost-effective solution designed to streamline and
facilitate accounting processes. QuickBooks Connections provides seamless integration allowing
users to create bills, route invoices and distribute documents from SmartSearch in tandem with their
QuickBooks® accounting software.
Create a Bill
Utilize the advanced capture techniques of SmartSearch to combine bill creation and document
capture into a single, highly efficient accounts payable process. Create bills right from within
SmartSearch using linked data from QuickBooks® to ensure your information is always accurate.
Users can now eliminate that repetitive manual data entry.
Invoice Approval Routing
Leverage the workflow capabilities of SmartSearch to perform automated 3-way matching of
invoices, purchase orders and packing lists for initiating an approval process. Invoices will then be
21
routed to the appropriate manager for review and necessary action can be performed. Notification
levels can be set to alert appropriate managers based on invoice amount or other process driven
information.
Easy Document Access
Your financial documents are stored directly into the secure repository of SmartSearch, yet are still
accessible from the QuickBooks interface. Users can view the stored records and make changes as
needed within QuickBooks or share and collaborate on documents via mobile access through your
iOS or Android device.
Minimize the effort required to create bills by extracting vendor invoice data with SmartSearch’s
unique KeyFree Indexing utility. Once your data has been captured in SmartSearch, a workflow is
triggered and the bill is created within QuickBooks without any further action. The result is a process
that combines bill creation and document capture into a single, highly efficient payable process.
Your users eliminate repetitive manual data entry as QuickBooks Connections provides the tools
necessary for document sharing and collaboration.
As an added benefit, QuickBooks Connections allows for direct scanning into SmartSearch right from
within the QuickBooks interface. QuickScan repurposes data from the open QuickBooks transaction
to automatically file and index the document without any additional effort required. Further extend
your document access capabilities with QuickLinks by calling for documents stored in SmartSearch
right from QuickBooks, through a web browser or from any iOS or Android powered device. As an
affordable compliment to the SmartSearch document management suite, QuickBooks Connections
stands as a highly valuable solution for enhancing your administrative accounting procedures.
Key Features










Automatic bill creation
Eliminate duplicate data entry
Automated invoice approval routing
Instant invoice matching
Accessibility through the web or mobile device
KeyFree Indexing to pull high value information from vendor invoices
Compliancy of Generally Accepted Accounting Principles (GAAP)
Document capture capabilities right from SmartSearch
Web based retrieval from within QuickBooks
Secure accessibility to financial documents
22
MOBILE ACCESS
GlobalSearch Mobile Access
GlobalSearch platform extends the reach of SmartSearch 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 SmartSearch 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, SmartSearch supports single
sign on through Active Directory integration. Users working outside of the network would
authenticate through an IIS security prompt.
23
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.
24
VARIABLE PRINTING
PlanetPress
Variable Data Printing
Connect to any existing host server, ERP, or financial application through the power of PlanetPress.
In combination with SmartSearch, generate reports and stylized documents flexibly without complex
programming or consultation fees. With PlanetPress, even the most complex workflow processes
can be simplified and finalized through automated distribution to the web and SmartSearch.
PlanetPress connects to any existing host server, ERP or Financial application in to generate reports
and produce stylized documents with total flexibility; all without the need for complex programming
or consultation fees. Data from any source can be merged and filtered resulting in the creation of
ready-to-distribute documents which can be sent by email, fax or hard copy while automatically
filing a copy to SmartSearch.
PlanetPress features the ability to dynamically create bar codes and OMR marks so that documents
requiring approval and return can be scanned effortlessly into SmartSearch while matching them to
the original transaction. The combination of SmartSearch and PlanetPress facilitates even the most
complex workflow processes allowing your documents to flow like never before.
Various output formats are also available making it possible to automatically publish documents to
the web and SmartSearch while automating their distribution in the format preferred by recipients;
electronically or not. Document layouts can be modified at will and printing can be done using
simple white cut-sheet paper eliminating the need for pre-printed forms.
25
PlanetPress Design
PlanetPress Design allows you to create variable content documents from scratch or repurpose and
enhance existing business documents. You can create documents for every need from a simple mail
merge to complex multi-part business forms. All documents created with PlanetPress Design can
have built-in conditions and rules to dynamically add barcodes, graphics & logos, page numbers,
targeted marketing messages or envelope inserter controls, all based on the information found in
the data or the original formatted document.
PlanetPress Printer Licences
The printer centric mode of printing occurs when a variable content document template resides on
the printer’s hard drive and is merged at high speed with incoming host data at the point of print.
Printer centric processing may often be the most efficient way to print variable documents since the
merging of data with the document template occurs on the printer itself, reducing print file size and
making use of the full power of the printer’s engine, resulting in minimal use of bandwidth and
maximum print performance. It’s the ideal solution for high-volume production printing or for
distributed printing on a wide network.
PlanetPress Imaging
PlanetPress Imaging allows users to generate PDF, TIFF, JPG, VDX, PDF/X, PDF/A and AutoStore
versions of variable content documents to automatically archive, email and fax them. It also
generates an index file for the location and retrieval of specific pages of the job with PlanetPress
Search or into your SmartSearch Document Management (EDM) system.
26
WEB FORMS
GlobalForms Web Forms
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.






Create customized web based forms through a highly intuitive drag & drop web interface
The palette of tools includes text boxes, dropdowns, images, panels and other controls
Data captured through your new web forms is used to populate any PDF document
Simply drag and drop data elements onto the PDF to create the mapping; no Adobe licenses
required
Submitted forms are captured directly into SmartSearch ECM and fully indexed by form data
Using SmartSearch 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
27
Feature
Benefit
Browser Based Form
Designer
SmartSearch eForm development is done in a rich
browser based user interface that requires no client
install, making deployment and administration
straightforward.
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.
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.
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.
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.
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 SmartSearch. The compiled PDF document and
form data are indexed into SmartSearch and can be
automatically routed for approval, notify users of a
required action, or simply saved for future reference.
Drag and Drop GUI
Design Themes
Business Rules and
Logic
Database
Connectivity
Form Workflows
and Signatures
Populate a PDF
Recycle Data
Release to
SmartSearch
28
Test Server Licensing
Disaster Recovery
With a SmartSearch Test Server in place, administrators can confidently test all aspects of their
SmartSearch system in a sandbox outside of their production environment. This approach is strongly
recommended as added insurance for all clients who rely heavily on SmartSearch for their day-today production activities. This is especially true for environments where custom development or
database scripting has been deployed.
When our clients make the decision to invest in document management, they do it with a long-term
business plan in mind. Their strategy is built on the premise that document management is going to
make them more agile, efficient and profitable. To achieve these objectives it frequently involves
integration with core business applications including financial, Enterprise Resource Planning (ERP),
Customer Relationship Management (CRM) and Payroll systems. It also means that the
uninterrupted flow of information becomes critical to your business.
To help ensure the flow of information for clients who have heavily integrated with SmartSearch, we
recommend two advanced solution offerings; the SmartSearch Test Server and Disaster Recovery
licenses. Offered has a high value bundle in our Professional Edition or as a standard part of our
Corporate Edition Server, the Test Server/Disaster Recovery license provides an added level of
protection to your on premise SmartSearch system.
Test Server Licence
With a SmartSearch Test Server in place, administrators can confidently test all aspects of their
SmartSearch system in a sandbox outside of their production environment. This approach is strongly
recommended as added insurance for all clients who rely heavily on SmartSearch for their day-today production activities. This is especially true for environments where custom development or
database scripting has been deployed.




Test Custom Application Development
Preview SmartSearch Upgrades Outside of Production
Develop Test Databases for New Applications
Check New Operating System Compatibility
Disaster Recovery Licence
An essential tool in any business continuity plan is the ability to run an offsite location where data
and documents are regularly updated and can be accessed quickly. With the SmartSearch Disaster
Recovery license, administrators can maintain a licensed “hot site” for continuous access to your
records. In the event of a catastrophe, SmartSearch is live and available through remote, VPN or
Web based access.



Replicate to any offsite location including physical, virtual or cloud-based servers.
Supports your choice of Data Replication software including ARCServe, DoubleTake or
VERITAS Replication.
“Hot Site” licensing allows for quick cut overs in the event of an outage in your production
environment.
29