Faxination Capture: From Documents to Insights

Faxination 2016

Faxination Capture: From Documents to Insights

April 18th & 19th, 2016 - Dsseldorf, GermanyFaxination 2016 Launch EventMasterclass

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360 CAPTURE

New for Faxination 2016

Intelligent routing of documents between applications

Meta data support

Initiate business workflows

Create custom archives

Detailed transaction logs

Accountability

Our 360 CAPTURE technology is new for Faxination 2016. It allows for the intelligent routing of documents between applications any application supported by Faxination. Message delivery can include meta data when the destination application supports it, such as SharePoint. Document routing automation can initiate business workflows and create custom archives, all with detailed transaction logs and message accountability. All of these features allow your organization to improve efficiency and maintain accuracy while both managing and securing your data. From Documents to Insights.2

Scanning to SharePointThe Faxination 2016 MFP Connector

First well take a look at Scanning to SharePoint, using the Faxination 2016 MFP Connector.3

A large national bank has branch offices all over the country which provide local services to its customers. Due to company policy, certain types of loan applications can only be approved by a dedicated staff at corporate headquarters.

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The loan applications begin as physical documents with signatures. Emailing the documents is not allowed, due to the sensitive nature of the information.

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Corporate headquarters uses first-in/first-out SharePoint workflow rules for many internal processes, and they would like to use a similar workflow for loan applications. The question is, how to efficiently digitize physical documents at remote sites, and then route those documents securely into a corporate SharePoint workflow.4

The MFP Connector

MFP ConnectorScan to Fax

Fax via SMB

Traditionally, the MFP Connector is used to scan physical documents and send them as faxes through Faxination. This is accomplished by monitoring a network folder where the MFP is configured to deliver the outgoing faxes. Nearly all MFP devices support this feature, which is referred to as fax-via-folder, scan-to-fax SMB, or some variation.

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SharePoint ConnectorThe MFP ConnectorMFP ConnectorScan to UNC Path

Scan to Folder

In Faxination 2016, the MFP Connector can now monitor multiple network folders for the purposes of routing scanned documents to internal applications. This feature on the MFP itself is known by a variety of names: Scan to Folder, Scan to Network Path, or Scan to SMB, for example. Each monitored network folder can have a unique routing configuration within the MFP Connector configurator. In this scenario, were routing scanned documents to SharePoint, which can be either on-premise or hosted, such as Office 365.6

The MFP ConnectorConfiguring Scan-to-SharePoint

Create a unique network path for each routing destination

First, well create unique network share for this route. This folder can be on the Faxination server itself, or any secure share on the network where the Faxination service account has full access. In this example, were creating a new share on a dedicated file server. The folder name is arbitrary, but its useful to create a naming convention for these scan destinations and maintain consistency as new folders are added. Our folders begin with the initials of the local bank representative. This will allow us to configure SharePoint meta data that is specific to this individual, as well see later.7



Configure an action on the MFP that scans documents to the network path

Next, well configure the MFP, to scan into our newly created folder.8




Susanna Kek HQLA\\fileserver\SK-LOAN_APP_SCANS

Note that most MFP devices can have dozens of Scan to Folder configurations. When integrated with Faxination, each folder can be a unique route to a SharePoint URL or any other supported application. In this example, the Name field is the friendly name that will appear on the MFP display as a scanning option, and the network path where the scans will be written, is specified in UNC format.9




Configure the Faxination MFP Connector to monitor the network path and set the destination application

Within the Faxination MFP Connector Configurator, well enter the local network path to monitor, and the URL of the SharePoint document library destination.10




Configure the Faxination MFP Connector to monitor the network path and set the destination application

Create metadata defaults

and finally, create the metadata defaults that will be used each time a document is scanned to SharePoint using this configuration. Our SharePoint document library destination includes metadata columns to the define the branch location that generated the loan application, the name of the bank representative thats working with the customer, and the representatives direct phone number in case there is a problem with the loan information.11

As each new loan application is processed at the branch locations, they appear immediately in the Loan Applications document library in SharePoint, which triggers SharePoint workflow rules and begins the approval process. Each branch location and bank representative will scan into this document library with their own unique metadata.

Most MFP devices will automatically name scanned documents based date/time and scan sequence, but the file names can be specified at scan time when the MFP supports it. Remember there is no Faxination software running on the MFP itself, which maximizes interoperability across different manufacturers and models.

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Scanning to SAPThe Faxination 2016 MFP Connector

Scanning to SAP is another common business workflow, especially in long-lived industry verticals in which paper document workflows are well-established, and virtually impossible to replace.13

A tooling manufacturer receives raw materials in its distribution warehouse from a multitude of venders. Each shipment includes a BILL OF LADING, which is an internationally recognized, legally-binding document, used in the shipping and transportation industries. A bill of lading details the origin and destination of the shipment, the financial details of the transaction, and a description of the items, containers, or pallets in the shipment. While electronic variants exists, not every receiving location is equipped to handle them, so the traditional printed version remains the standard.

The tooling manufacturer uses SAP Enterprise Resource Planning software throughout the organization. The bill of lading for each shipment that is received at the warehouse, must be digitized and added to an SAP archive, where it can be referenced by the warehouse manager, purchasing department, the manufacturing floor, and accounting. They are also crucial for inventory audits, quality control, and insurance claims.14

SAP ConnectorMFP ConnectorScan to UNC Path

Scan to FolderThe MFP Connector

The Faxination configuration is largely the same as in our previous example, with the SAP Connector replacing the SharePoint Connector. In Faxination, inbound routing to SAP is typically based on the fax number associated with an SAP user or process.15

Email to Document Management SystemThe Faxination 2016 Mailbox Connector

We all work with email as part of our daily routines, but important documents often only exist as email file attachments. Here are a couple of examples where file attachments can be extracted from email messages and incorporated into archives or workflows automatically, using the Faxination 2016 Mailbox Connector.16

A pharmaceutical supplier has over a decade of invoices, purchase orders, and reports, that exist in mailboxes, Outlook PST files, and Exchange Public Folders. Due to new government and industry regulations, they are required to consolidate and index these documents to ensure that the data is readily accessible and retrievable. Manually exporting and importing the file attachments would be impractical due to the volume; the number personnel involved and work hours required would severely impact productivity.

How can Faxination 2016 help this company migrate existing email file attachments into a document management system, and then establish workflows that will continue the consolidation as new documents are created? This sounds like a job for the Mailbox Connector.17

The Mailbox Connector

[email protected]

First, well create an Exchange or Office 365 mailbox which will receive and filter emails. This could be an existing mailbox, but its better to use a dedicated service account mailbox for ongoing projects. Below the inbox, we will create a subfolder for each type of document well be processing. In this case, INVOICES, PURCHASE ORDERS, and REPORTS.18


[email protected]

Next, we need to create some mail-server-based filtering rules, at least one for each subfolder.

Jaime and Paul in accounting will forward invoice emails to the consolidation mailbox. If the email includes a file attachment, AND the word invoice in the subject line, this inbox rule will move the email message into the invoices subfolder.

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Leslie and Adam will forward emails related to purchasing. In this case, the email must include a file attachment, AND purchase, order, or PO in the subject line. These messages will be moved to the Purchase Orders subfolder.

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And finally, Jason and Gary in analytics will forward emails which include reports. This rule will move those emails into the Reports subfolder.

Note that these individuals from accounting, purchasing, and analytics, can all create email forwarding rules with similar criteria, and then run them against their existing folders and PSTs. This largely automates the consolidation and categorization of the three documents types, but we still need to extract the file attachments from the email messages, AND import them into the Document Management System.

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[email protected] Connector

Inbound Directory Connector



Well create three routing rules within the Faxination Mailbox Connector.

On the Mailbox tab, well specify the service account mailbox, the folder or subfolder to monitor, and the credentials to use for mailbox access.

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On the Recipient tab, well give this route a friendly name, and choose a Faxination host connector to deliver the message. Well specify the Address Type to be Directory Path, and then provide the UNC path to the destination folder.

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Well create three routing rules total, one for each of the monitored folders.

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Mailbox Connector

Inbound Directory ConnectorThe Mailbox Connector

[email protected]



As each email arrives, Inbox filtering rules will sort them into the subfolders which are monitored by the Faxination Mailbox Connector. Each monitoring rule references the Faxination Inbound Directory Connector and a network folder UNC path for message delivery. A third-party Document Management System, monitors the network folders and imports the incoming documents, simultaneously categorizing them according to the folder path where they originated.

Once all of the older documents have been archived and indexed, this system can remain in place as a permanent workflow. This will ensure that all future documents will also be added to the archive. 21

Email to SharePointThe Faxination 2016 Mailbox Connector

Lets look at a similar scenario which routes file attachments to SharePoint document libraries.22

A home electronics distributor is planning a campaign that will offer rebates on new television purchases during their traditionally slow season. A third-party web site allows consumers to prepare their rebate forms and provide proof of purchase online, which is then forwarded to the distributor via email. Inbox filtering rules will sort the incoming emails by product, and then Faxination will route the email attachments to SharePoint.23


[email protected]

First, well create a dedicated mailbox to receive the rebate information, with subfolders for each television model that is included in the rebate. This is important because each television is from a different manufacturer, and has a different rebate value.24


[email protected]

Well create three inbox filtering rules that ensure that only emails with file attachments and the rebate web site as the sender will moved into the monitored subfolders.25

[email protected] Mailbox Connector

Mailbox Connector

SharePoint Connector

Then well build out the SharePoint workflow as before, with each monitored mailbox folder associated with a specific SharePoint Document Library.

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Faxination 2016: Digital Business Platform360 Capture

ExchangeConnectorSAPConnectorInbound DirectoryConnectorUniversal OutputConnectorPrintConnectorExchangeConnectorSAPConnectorInbound DirectoryConnectorUniversal OutputConnectorPrintConnectorWeb ServiceConnectorSharePointConnectorHL7ConnectorMailboxConnectorRESTConnectorSMTPStackWeb ServiceConnectorSharePointConnectorHL7ConnectorMailboxConnectorRESTConnectorSMTPStack

From Documents to Insights: Faxination 2016s new 360 CAPTURE technology adds an entirely new dimension to the Faxination product, empowering your business with optimized and fully automated workflows, digital document capture, and specialized routing configurations. Imagination is the only limitation.27

Faxination 2016www.faxination.com

Faxination 2016 is available now. For more information and to request a free demo, visit us on the web, at FAXINATION DOT COM.

Thanks for watching.29

While Fenestrae has made every reasonable effort to ensure the accuracy of the information in this video, Fenestrae does not guarantee that it is error-free, nor does Fenestrae make any other representation, warranty or guarantee that the information is accurate, correct, reliable or current.

Fenestrae reserves the right to make any adjustments to the information contained herein at any time without notice.

Fenestrae expressly disclaims all implied warranties regarding the information contained herein, including, but not limited to, any implied warranties of merchantability or fitness for a particular purpose.

All specifications are subject to change without notice.

All names, companies, and scenarios described in this video are fictitious. No identification with actual persons, places, buildings, and products is intended or should be inferred.

Copyright 2016 Fenestrae BV. All rights reserved.

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Technology

Faxination Capture: From Documents to Insights