SharePpoint Saturday - Enterprise Content Management for Microsoft SharePoint

Enterprise Content Management for

Microsoft SharePoint

www.HarvestTG.com | Integrated e-Document Management Solutions

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Introductions

6

Bill HarrellCTO


Agenda

History of ECM Can SharePoint Be Used for ENTERPRISE Content Management? ECM Features

Scanning / OCR Search / Document Viewing / Integration Workflow Approach / Tools Electronic Forms Automated Document Import RBS / EBS Metadata Security

3rd Party Review Office 365 / Yammer Question / Answer

7


History of ECM / SharePoint

What is ECM? A formalized means of storing an organizations documents and other content.

8

1980s / 90s

2001

SharePoint

Released

2007

SharePoint Content Types

Knowledgelake

Omnitive Solutions

Harvest Technology Group

Nintex / K2

2010

Gartner Recogni

tion

2013 and

Beyond

3rd Party


ECM Death Star! Can SharePoint Be Used for ENTERPRISE Content Management?

9

Collaborative1. Low Volume2. Ad Hoc Processes3. Examples: PM,

Marketing, Contracts, Department Sites

Transactional1. High Volume2. Consistent

Processes3. Examples: AP, HR,

AR, Student Services, Banking, Mortgages


Why Use SharePoint for ECM?

Already Use SharePoint – Why put content in two places? Lower Overall Cost IT Staff – Just another project Resources can be found Built on the MS Stack

10


ASCII TEXT

PAPER

ERP / CRM

Capturing Content

PDF FILES

MONITORED DIRECTORY

FAXES

EMAILS

MFPS

MANUAL INDEXINGOR ADVANCED CAPTURE

AUTOMATICINDEXING


Automated Document Import

Checklist Can Import Text, XML, PDF, pretty much anything you have Runs Unattended on a Server Can Easily Be Configured To Monitor Multiple Sources Allows Full Scripting

12


Scanning / OCR

SharePoint has no built in scanning! Checklist

Built Into SharePoint / SharePoint Specific LOB Integration OCR – Optical Character Recognition

Translation - I don’t have to manually index every field

13



Advanced Capture Overview

15

OCR Machine-printed characters

ICR Hand-printed characters

OMR Checked or filled boxes/circles

Signature Detection Analysis of a signature area

Line Item Extraction Tabular layout of rows and

columns

www.HarvestTG.com | Integrated e-Document Management Solutions16

Employee ID

Employee ID

Medical Form

Employee ID

Document Date

Status

Employee Address 1

Employee Address 2

Employee Name

Department

2859

Willowby

2251 Ridge Road

Employed

IT

09/04/2014

Henry Radcliff

2859

OH

44092


Search – View - Integrate

Search Checklist

Targeted Searching Boolean Logic Export Print

Image Viewing / Annotation Checklist

Image / PDF Annotation Secure Toolbar

Application Integration Checklist

Not custom Code No changes to LOB Application

17






This is a new note



Workflow

Approach

26


Workflow

Tools Sharepoint Designer Visual Studio 3rd Party

Content360, K2, Nintex Checklist

Great User Interface Built for SharePoint Visual Designer Makes Use of Built In SharePoint Tools – Saves Money Electronic Forms

27


PDF Forms in Workflow

28


PDF Forms in Workflow

29



Electronic Forms

InfoPath Discontinued Requires Enterprise

Archival vs. Template Based Checklist

Runs In SharePoint Archival Option Two Way Sync

31



Interactive E-Forms

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RBS / EBS

Store Files on a File Server not in SQL

35


Metadata Security

Content Type Checklist

Automatic Folder Creation Multiple Levels

LOB Integration Automatic Item Security

36



3rd Party Review

ECM Suite Content360 Knowledgelake

Workflow / Forms Content360 Nintex K2 PDF Share Forms

Scanning Only Vendors Psigen Ephesoft

Web Parts Bamboo Solutions BPA Kwizcom

38


Office365 / Yammer / Cloud

Transactional Data in the Cloud? Cloud / Mobile for Selected Content

Set Time Frames Examples

Vendor Payment Disputes IEP Plan

39


Yammer

Content360 Post To Yammer

Network: Harvest Projects

Group: Acme, Inc. New Group

MMay 15

T W T F S S1 2 3

4 5 6 7 8 9 1011 12 13 14 15 16 1718 19 20 21 22 23 2425 26 27 28 29 30 31

Share Until: Auto Delete Group

Auto Sync Documents

Questions & Answers?