uni FLOW Capture Integrated Workflow Scanning With uni

{ uni. FLOW Capture } Integrated Workflow Scanning

With uni. FLOW Capture. . . …small and medium-sized organizations can optimize document imaging processes, capturing documents with the indexing data required to support back-end processing, and distributing them to the required destination in the format you need. Role-centric scan workflows interact with employees at the point of scan, minimizing manual handling and reducing error.

Efficient Management of your Documents

Easily scan and capture your Files

Device Support § Full scanning functionality on a wide range of devices: § § Canon multifunctional devices Canon image. FORMULA Scan. Front Network/ Desktop scanners

Multiple Authentication Options § Control access to features and destinations via multiple authentication options § § § Card login Username/ password PIN code Job code Anonymous login

Personalized Scan Workflows § Fully personalized scan workflows follow the user around the organization § § Different users can have different scan workflows depending on their job role Document capture processes are interactive

Convenient Scan Interface § After logon, users are provided with an intuitive user interface § Showing a scan preview for verification

Unified Printing and Scanning § When operating on a Canon image. RUNNER multifunctional, users are presented with a unified user interface for printing and scanning § The scan interface is identical on all Canon devices

Process all captured Information

Integrated Document Processing Features

Automatic Text Recognition § Highly accurate OCR engine supporting 137 languages § § Multilingual recognition with up to 8 different languages per page Page layout analysis for automatic detection of text, graphic, table and barcode zones

Automated Document Indexing § Recognize structures and process according to a specific workflow § E. g. invoices from different suppliers § Capture data via Zone OCR or barcodes § User can override automatic choices if required § Split documents based on e. g. barcode, Zone OCR result or page number

Image Quality Enhancements § Reduce error and improve automated processes § Automatic quality enhancement of scanned images § § § Deskewing Despeckling (B/W images only) Orientation detection Line removal Dark border removal Dither removal

Barcode/ Blank Page Recognition § 1 D / 2 D barcode support § Blank separation sheets can automatically be removed § Multiple documents on one pile can automatically be split into individual or groups of pages

Fast Encryption and Conversion § Transform documents into various electronic formats § § Editable Microsoft Word or Excel® documents PDF/A documents Encrypted PDFs Scans can be converted many times, simultaneously sending different formats to different locations

Powerful Compression § JPEG § With a 80% compression 15 x smaller § I. R. I. S. i. HQC™ Engine § § PDF with OCR 570 x smaller PDF without OCR 790 x smaller

Database Validation § Data that has been either automatically or manually collected can be validated against your database § § E. g. Is “ 12345” a valid customer number? New data can be pulled from your database and added to the scan § E. g. If “ 12345” is the customer number. What is the customer’s name? Customer No. extracted DB checked Customer found, name returned Archived in DB with customer name

Distribute documents where you need them

Scan Destinations Overview

Scan to Email/ Microsoft Exchange § Documents can be sent with very limited effort § The user may enter recipient Email addresses manually, or select recipients from global address lists § If using Exchange Web Services, users can select recipients from personal address books § Sent emails can be cc’d to the user’s inbox, or their Sent Items if using Microsoft Exchange

Scan to Folder/ FTP § Automatically send to identified user’s home folder, or a designated shared location (Windows SMB or FTP) § If appropriate, users may create new destination sub-folders directly via the device interface § Document content or user-provided data can be used to choose or create destination folders § Configurable XML meta data files provide indexing to other back end systems

Scan to Therefore™/ Therefore™ Online § Scan directly into Therefore/ Therefore Online § Browse Therefore Categories § Meta data can be entered at the device or extracted from the document via Zone OCR

Scan to Microsoft Share. Point®/ Share. Point® Online § Scan directly into Microsoft Share. Point/ Share. Point Online § Browse and select the Share. Point folder structure § Document specific meta data can be entered and stored

Scan to i. W Desktop § Scan directly into i. W Desktop § The documents are immediately available for sharing § Users are informed by a notification window about new files and a preview including document details is displayed § Meta data can be entered at the device

Scan to Cloud-based Destinations § Scan directly into several cloud-based destinations such as: § § § Box Dropbox Evernote® Google Drive™ LEAP Cloud Microsoft One. Drive®/ One. Drive® for Business

Scan to DMS/ ECM-Systems § Scan directly into document management systems/ enterprise content management systems such as e. g. : § § § § File. Net® Hyland On. Base® i. Manage Work LEAP Lexis Affinity™ Open. Text Content Server Right. Fax

How do you benefit?

Immediate Benefits § Raise document security: to prevent unauthorized use of devices, uni. FLOW Capture requires users to identify themselves § Increasing office productivity: by making scanning as easy as possible, employees can retrieve documents much quicker, meaning time is not wasted searching for information

Immediate Benefits § Reduce errors caused by manual processing: by automatically capturing meta data, errors caused by manual entry will be avoided and digital documents can be retrieved faster § Reduce document storage costs: once documents have been scanned, they can be shredded and no longer need to be stored on-site, therefore saving on costly office space

Sample Customer Cases

Case 1: Italian Real-Estate Company § Italian real estate company operating in Italy, Germany and Poland § HQ based in Milan, Italy § Employs approximately 900 employees across all three locations/worldwide § uni. FLOW has been installed 5 years ago § Added scanning at a later stage

Starting with Output Management § Print securely throughout the company § § § uni. FLOW Universal Driver – one driver for all devices uni. FLOW embedded applets show personal print queue Print jobs can be released to any printer § Automatically directs jobs to the appropriate device § Track and control printing, copying and scanning costs § Understand the current printing infrastructure and allocate costs to individual departments

Adding Scan Workflows on top § 5 x “Scan to folder” addresses on MFP’s panel § One for each type of document: invoices, orders, contracts, loans, mortgages § Once scanned, documents are sent, via the I. R. I. S. engine, to appropriate hot folders monitored by uni. FLOW § When a barcode is detected in the specific area of the document defined within the WE, it is used to split the document and read its alphanumeric value

Adding Scan Workflows on top § Barcode data is validated against a database: § § § Data not validated uni. FLOW returns an error to the user Data validated - empty value, no documents previously archived PDF and XML file archived either to folder or into SAP®/Oracle®, depending upon the document type Data validated - documents already scanned and archived XML template informs the system that scanned images have to be added to the file

Adding Scan Workflows on top Hotfolder uni. FLOW/ IRIS Folder SAP®/ Oracle® Database

Customer Benefits § Extending the single platform was easy i. e. requirement for a second platform § Reduced IT burden, one system to manage § Security increased due to single system controlling access to devices § Single user interface simplifying access for end users

Case 2: Norwegian Law Firm § Large Norwegian law firm, HQ based in Oslo § Operating in the shipping industry, covering disputes, tax and customs § Goal: to be paperless

Challenge § Manual process used to sort, store and deliver mail § No routines for document control and search processes for paper documents § Basic scan to email function used by office employees

Project Implementation § Incorporation of uni. FLOW V 5. 2 with secure print and scan modules § Investment in 2 x image. RUNNER ADVANCE 7065 and 7 x image. RUNNER ADVANCE 5051 § Removed basic scan to email function

Handling incoming Mail in the Mailroom § Each employee is issued a personal barcode which is annotated to a front page and separator sheets § Mail is sorted and collated per employee § The front page is placed at the top of the employee‘s mail pile, separator sheets are placed in between individual mail items

Handling incoming Mail in the Mailroom § Once scanned, uni. FLOW identifies the employee via barcode and subsequent barcodes are used to split the mail into separate files § Next, the mail is sent to and collected from the Hummingbird DM system § Employees collect all their personal mail from the Hummingbird system, where it is centrally stored

Scan Workflow – Incoming Mail uni. FLOW Server 1 1 2 3 Hummingbird 1 2 3

Handling the outgoing Mail § Lawyers create response letters within Hummingbird § Hummingbird automatically versions it and adds a matter code § The letter is printed securely, signed by a lawyer, and scanned back in

Handling the outgoing Mail § The letter is processed via uni. FLOW’ s OCR engine, extracting the matter code to identify the customer in Hummingbird § § The matter code is used to look up the customer details in the Hummingbird system The document is sent to the correct place in Hummingbird where it is automatically versioned and locked § It is locked as this is a signed document and therefore must not be changed

Scan Workflow – Outgoing Mail Hummingbird + Matter Code + Version Incl. Matter Code Incl. Version Incl. Signature uni. FLOW Server

Customer Benefits § All correspondence and legal documentation is stored electronically § Documents can be accessed easily and at any time § Lawyers no longer waste time on non-profit generating activities § The system has proved 100% successful with no failures or losses reported

Case 3: Australian Law Firm § Australian law firm with offices in Melbourne, Sydney and Brisbane § HQ based in Melbourne § Goal: to reduce network traffic between sites

Project Overview § Use of 45 - 60 MFDs for 200 users § Incorporation of uni. FLOW V 5. 0, update to V 5. 1 § § Secure Print Statistics Rules and Routing Scanning as key driver for the solution

Initial uni. FLOW Scan Workflow § “Send to Folder” installation § § Scan to Myself (email) Scan to E-mail (enter address) Scan to Folder (department or customer folder) Selection of different file formats possible

Challenge § Staff in Melbourne scans to customer folder at the following server location <\Melbournecustomers> § User travels to Sydney to work but the scan folder remains in Melbourne High daytime network traffic between sites

Initial uni. FLOW Scan Workflow uni. FLOW Server Melbourne File Server in Melbourne Sydney Brisbane MFD

Second Stage improved Scan Setup § Each MFD has the location field populated so when a user logs in, the site location based on the MFD is displayed § The server location looks like this: <\<location field of the MFD>customers> § Added advanced scanning compression § Tailored solution due to the workflow engine

Second Stage improved Scan Setup uni. FLOW Server Melbourne File Server Sydney File Server Brisbane File Server MFD

Customer Benefits § Removal of daytime network scan traffic between sites leaving only night time replication § Reduced file size allowing very large documents to be sent via email direct to customers § A single platform solution meeting all unique business requirements

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