In this series of solutions we will document several innovate solutions for Box that bring unique value or compliment Box’s highly-secure document collaboration service. Our intention is to inspire creative thinking about all the great possibilities around using the Box platform. Some solutions will use existing capabilities of various piece-parts from different vendors that when put together and configured properly, form a solution. While with others that we will describe, the solution would require some additional integration work such as creating Web Services connectivity, primarily. However, even when some additional integration work is required the goal of these solutions is that most of the solution is already realized and we want to avoid long development times or costly integration fees by introducing too much complication. We will not cover every single step in the configuration process but we will still be thorough. Software installation will not be covered, it will be assumed. Just like the Box experience we strive to offer a great user experience that is highly-effective to enhance productivity in your professional and personal life.
We have created a schedule of proposed solutions to share with you however, your input is what is of most importance to us, and therefore we are flexible to modify our schedule. If there is something specific you would like to see documented, or if there is a solution idea you would like to suggest, then please contact us and we can consider creating something custom. We’d love to hear from you!
Innovations for Box (click link below for more information)
Use Case: Enterprise Resource Planning, or ERP, systems are the foundation of enterprise information technology solutions. These mission-critical systems often handle some of the most important business processes such as financials/accounting, inventory control or human capital management that help organizations run an efficient business. While ERP systems excel with these types of applications they have serious deficiencies in the areas of collaboration, social integration or mobile access. In this solution we will develop a best-of-breed solution that incorporates core ERP functionality, yet also provides a highly usable and collaborative experience using Box.
Finance: Your Company has a business policy that you will only pay received invoices if there is a corresponding packing list, proof of delivery signature as well as the original business agreement document. Someone in your finance department receives package of these hardcopy documents in an envelope and this person is dreading manual entering all this data from these different documents and collating them into this particular invoice payment transaction. Fortunately for your finance worker you had the foresight to create an effective invoice processing management solution using your existing ERP system and Box. Your finance worker drops the stack of these documents into the scanner and the rest of the process is fully automated saving your worker many possible hours of labor and frustration. In this use case scenario all of the activity revolves around the invoice number.
Inventory Management: You are a Company that sells physical products and you have many widgets that you offer to your customers. The business is thriving and you are continually adding new vendors and inventory items to your portfolio of products. As your business scales you find that adding these new vendors and the hundreds of line items that includes part number, item description, unit of measure and cost is simply becoming too time consuming and costing the Company too much wasted labor hours. Being the innovative thinker that you are, you add Data Capture technology where you can simply drop a packing list from a new vendor into a paper scanners automatic document feeder and instantly the Data Capture software can automatically create a new supplier record in your ERP and also add all the inventory line items with details. Simultaneously, all the supporting documents in the received shipment success as a document with all the serial numbers of the products and the proof of delivery document as automatically routed to Box for secure storage as an associated record.
Human Capital Management: More than a great product or service, terrific companies are successful because of the people that work for these Companies. As Reed Hastings, CEO of Netflix, says that A Great Workplace is “Stunning Colleagues” and a good corporate culture are critically important to the financial success of a business. Therefore hiring and effectively managing the entire lifecycle of your human capital is vital to the business. In this particular use case each current, past and even considered employee is a record in your ERP system so that you can effectively manage details of these individuals. You start by capturing their resume information to create a new record and then as you gather more information about these persons then documents such as letters of recommendation, signed confidentiality forms and hopefully items such as ‘Keys to Success’ from fellow employees for outstanding work are added to this employee record.
Populate ERP index fields with ease
Store content in Box where it is much easier to access and collaborate
Realize actionable information quicker
Achieve higher user adoption with ease of access via mobile devices
Hybrid system allows high availability of content in Box without compromise
Solution Description: We will use an accounting application in our solution example. The solution consists of four independent parts that when integrated offer exceptional value of enterprise organizations. The first part is any ERP application that provides Web Services as a means for connectivity, which most do these days. The second part is a document scanner which can digitize paper documents such as invoices, purchasing agreements or other accounting related materials. The third part is automatic data capture software and the last part is Box for storage of the images themselves.
Note: This is a software developer solution. While the overall solution does not involve major integration work, some knowledge of Web Services connectivity is required.
When the ‘Submit’ button is pressed within your Data Capture validation user interface then perform the metadata population to ERP procedure and simultaneously store the images into Box with a persistent link from your ERP database begins
User operation (Complexity = Easy):
This is a very easy to use solution from the user perspective standpoint because the connectivity of the various systems would be tightly integrated. Therefore the workflow process has been carefully considered to limit the users themselves to as little interaction as necessary
Next, after classification, the system would automatically extract the data from the images so the user does not have to be burdened
Finally, depending on the organizational policy, the data can be automatically entered into the ERP system or as a good general rule you would have the user verify the extracted data which could be integrated directly into your familiar ERP user interface to ensure high quality data accuracy. Once confirmed, then the user presses the Submit button
Associated screen prints on this solution:
1. Document type Definitions
2. Index field mapping
3. Web-based data mapping tool
4. Web-based verification user interface
5. Automatic process with one button user operation
6. Data Capture scanning software application
7. Embedded scan functionality directly into Line of Business application
8. Automatic document classification
9. Automatic data extraction
10. Effectively integrated Box content directly within ERP application
We think this is the new way business applications will be created but it’s still new. What do you think? Do you have a specific use case? We’d love to hear from you on your thoughts and please vote in our poll on your favorite Innovative Solution for Box below.
Use Case: The Salesforce product offering now is much more than it once was just a few short years ago with the focus primarily on their core Customer Relationship Management (CRM) Software as a Service (SaaS) capability. The ecosystem has evolved to where there are many useful, as well as, innovative SaaS applications built using the Force.com, and other platform services that Salesforce now offers. The ease of relative use from a development standpoint, the time to start utilizing an application as well as the decreased complexity is just a few of the reasons why the platform is so successful. An independent third-party CustomerSat Survey in July/August 2009 had the below interesting statistics to confirm these platform benefits:
The platform encourages new innovation with easy to use development environments and this translates directly into terrific technology solutions design opportunities for hardware manufacturers, mobile developers, SaaS providers and even Enterprise customers themselves to create custom mashup applications for their precise needs. In this particular solution we will use a similar platform concept with the exception that instead of CRM application logic and workflow, the ABBYYForce project is offering Conversion and Data Capture as a Service. Salesforce with their support of metadata and logic, in conjunction with ABBYY as a Service metadata extraction technology and Box secure storage and collaboration are an ideal solution for Enterprise organizations looking for best-of-breed functionality.
An animated version of the vision:
Use case scenarios:
Scanning device manufacturers and mobile developers: Devices that are capable of capturing images is quickly becoming ubiquitous. This includes not only all the dedicated or network-attached sheet-fed devices but also all the multifunction devices with scanning capability and especially mobile devices with smart phone cameras. The opportunity for device manufacturers, as well as, software developers that create integrated solutions using their tools and SDK’s is tremendous to offer more of a complete solution than just the capture device itself. Box is a perfect option because highly secure storage and effective collaboration on content is at the core as a least common denominator of customer expectations. Additionally, Box offers many methods to integrate with their service including Box API, Box OneCloud Platform or Box Embed so there are several different options depending on requirements.
Software as a Service (SaaS) providers: SaaS solution providers are revolutionizing the way that business applications are delivered with great potential in offering their customers improved operational efficiency without the time-consuming tasks of procuring, installing and deploying traditional on-premise software. Now organizations of all sizes can have robust, enterprise-level applications such as CRM, Enterprise Resource Planning (ERP) or Travel & Expense (T&E) Management without the typical barriers to actually begin utilizing these applications. However many of the process workflows associated with most of these applications still involve manual data entry at some point or another. For example, manually entering business card data into your CRM, keying-in invoice details from a received invoice into your ERP or doing the time-consuming task of entering all the line items details from an expense receipt into your T&E system. Adding Data Capture as a Service which is a complimentary technology either embedded directly into your SaaS user interface, or as-a-service that can automatically populate index fields with relevant metadata takes improving business efficiency to the next level. By adding this efficiency improving capability, SaaS providers can provide the tangible return on investment in reduced manual labor costs to help moving forward sales quicker and/or justify subscriptions for additional seat licenses because of the improved total cost of ownership.
Enterprise customers for internal projects: Since nearly all software as a service applications offer integration possibilities via Web Services application programmers interface (API) this makes integration over the internet much easier than in years past. Traditionally, integration work to get two systems to communicate together was often an expensive professional services engagement that took time, money and intimate knowledge of these systems. Standards that Web Services utilizes such as XML, HTTP or REST open up the possibilities for a dynamic group of creative and innovation software developers to integrate applications with agility like never seen before. Savvy Enterprise customers could possibly already have the internal software development skills themselves, or can outsource projects to this new skilled set of Web Services developers. In this use case scenario an Enterprise organization can select best-of-breed applications for their particular needs and have a developer with Web Services skills integrate, or just finely tune, applications for tight interoperability. For example, a solution might use Apttus for their Configure/Price/Quote (QPC) Management system and Concur Travel & Expense (T&E) Management system which both already have Salesforce Force.com integration and then use the ABBYY Data Capture as a Service to integrate Data Capture capability into these applications. And since the Enterprise realizes that their workforce, and their customers, are highly active via mobile devices they use the Box Web Services API to store the images captured directly into Box. This way everyone interacting and collaborating on content can use any one of Box’s highly useful mobile applications.
Customization easily achievable
Fit your specific organization needs
Quick adoption for better return on investment
Reduce outsourcing development costs
Agility to fit precise business requirements
Solution Description: ABBYYForce is the concept of a pre-built collection of ‘Custom Objects’ within Salesforce that are basically different Document Types. For example the document types we will use are Business Card, Invoice Statements, Questionnaire and Banking Documents. These Custom Objects are packaged together in what Salesforce calls an “App” and are given to Salesforce administrators who then can install a complete suite of different document types in minutes. Capture is an extension of a business process so the first thing we’ll want to do is create the Custom Objects in Force.com. Once these Custom Objects are created we will then map our Data Capture index fields to the Custom Object fields.
Note: This is a software developer and/or systems integrator solution. While many of the concepts are achievable, there is some level of software integration that will be required.
Once confirmed the data is stored directly into the back-end system
This is a fairly sophisticated integration that can be achieved rather easily using modern platform development tools and various cloud services. Do you have any experience using platform services? Is this type of as-a-service for Conversion and Data Capture of interest to you? Do you have a specific use case scenario to share? We’d love to hear from you.
Use Case: Enterprise Content Management (ECM) systems, or probably a better description, Systems of Record have a long heritage of providing niche functionality that allows organizations to effective access via search, securely retain and destroy with retention schedules and enforce business policy with governance rules. Your organization desires to utilize all the benefits of the System of Record, yet you also want to encourage collaboration among your users because you know there are many business processes that involve sharing of information on a particular piece of content before it needs to officially enter the ECM as a “record”. The best solution to offer both a solid ECM solution as well as a highly collaborative environment is to use Box outside of your corporate firewall to enable users to efficiently share information, then once the content needs to enter the ECM you can either have the ECM system monitor a watched folder and bring it in, or you can have your users declare a record and push it immediately into the SOR.
Records management, retention schedules and business policy
Content collaboration outside of firewall
Security behind and outside the network
Better adherence to compliance laws
Ease of use encourages high user adoption
Piece-of-mind that information is secure without exception
Solution Description: You have done your due diligence and over the years have tuned your ECM system into a well-oiled records management machine. While this system is operating nicely you find that there is a lot of content that is changing often, especially early in its lifecycle, and does not necessarily need to enter your System of Record until it goes through these initial rounds of changes. Therefore, you will setup a solution where a highly collaborative environment outside of your corporate firewall using Box is established. Then you will do one of two relatively simple integration methods to allow content from Box to easily flow into your ECM system. You will allow the users themselves to declare a record and send the content immediately from Box into your ECM or, as a good technical architecture rule in general, you will have your ECM automatically reach-out and look into Box to review the status documents and retrieve any that may have inadvertently not been declared that should have been.
Note: This is a conceptual solution and will require some level of integration work, although could be minimal to achieve the end result.
Then create sub-folders to mimic your existing organizational infrastructure such as Accounting, Marketing, Sales, etc. and use Box folder permissions to invite collaborators for each folder
These first two steps are to create areas for collaborative work. Now you want to create an Upload folder for finished work to be sent to your System of Record
As users complete collaboration on a particular piece of content they would simply use an integrated ‘Upload to ECM’ button within their application to upload the document
At this point, depending on how the solution is integrated, the solution can do one of many things utilizing ABBYY hosted services. Often there are two options:
Unattended, where once the user presses the button then the content is processed is converted and stored with no further user interaction
Interactive, where the content is processed and information is extracted yet you would want to have the user verify the accuracy of the data captured
For the conversion process itself, and in particular for Systems of Records integration, a popular method of conversion is Image and a corresponding XML file with the extracted index fields
Now, again depending on the method of integration, there are typically two scenarios that can deliver the images and extracted results to your System of Record
Push: Push, as the term would indicate, means that there has been an integrated procedure within Box where once files are sent to the Upload folder then they are immediately sent
Polling: Polling means that the System of Record is actually checking the Box Upload folder at some interval to see if there are new files to import. Each method has its pro’s and con’s, it just really depends on an organizations specific requirements
User operation (Complexity = Easy):
Since the logic of the document workflow, as well as, the technical integration to get content moved between various folders will have been done by a systems integrator/software developer, the user operation is as simple as pressing a button
It is important to note that while this solution is extremely easy from a user operation standpoint, one of the most important things to consider is operator training on how to utilize the system most effectively. Especially as the number of users, departments and processes increase this creates not only great opportunity for highly efficient collaboration, it could also introduce a level of confusion that you would like to avoid
Associated screen prints on this solution:
1. Box general collaboration area
2. Box sub-folders and access permissions
3. UPLOAD folder
4. Integrated ‘Upload to ECM’ button
5. Technical workflow transparent to the user
6. Data quality verification
7. XML file output results
8. Push and Polling transfer methods
9. Simple user experience with one button operation
We’d like to hear from you on this innovative idea. Does our suggestion of incorporating the best qualities of traditional systems with the best qualities of ‘disrupted’ systems appeal to you? Can you think of other mashup concepts? We would appreciate your feedback.
Use Case: Mobile devices continue to proliferate among users all over the world at an astonishing rate. While the benefits of ‘consuming’ information and content on mobile is rather obvious these days, these devices offer other fantastic opportunities to take advantage of the technology. Specifically, the ability to ‘capture’ from camera-enabled devices, instead of just ‘consume’, information from these devices. Applications such as Field Service technicians capturing items such as work order signatures, accepting and processing checks for deposit or collecting invoices, all in the field, produce great efficiencies by these workers. Or in the case of long haul truck drivers that can collect bills of lading, trip sheets, scale tickets or vehicle expense receipts and process them while still on-the-road instead of waiting to get back to a computer somewhere all helps to reduce costs and help with positive cash flow in your business process.
However, for our particular use case we will use the example of a traveling salesperson. They travel to a customer site to finalize a deal. A new person is introduced into the mix and this will be the main contact for all account for all matters, so they naturally introduce themselves and hand you a business card. Additionally, they sign the contract, they also sign the non-disclosure agreement and your organization requires that they provide an authorized signature on the written proposal itself. Great, congratulations! But not so fast, you cannot begin the delivery process on your goods and services until all the information is entered into your corporate system. Traditionally, you could not kick-off the delivery process until you return to the office possibly days later. Fortunately for you, and your organization, you are innovative and have decided to supply your sales team with mobile applications tools such as ABBYY Business Card Reader for Salesforce and ABBYY FineScanner for Box. So, all you do is snap a photo of the business card then all the fields on the on the card such as Name, Title, Company and E-mail address are automatically extracted with ABBYY Business Card Reader then, if necessary you can correct any information, and then finally you can send it directly into Salesforce.com. For all the supporting documents such as the contract, NDA and signature on the proposal you would simply use the ABBYY FineScanner for Box mobile application to capture a collection of all these related documents then send them directly into Box. Now, in the matter of a minutes, you have created the new contact within Salesforce and supplied all the items necessary to start the delivery process and have barely even left your customers office!
Remote deposit capture
Capturing data in real-time
Capture check images to immediate receive payment
Capture a signed contract to kick-off a delivery process
Better adherence to policy and compliance
Solution Description: We will use two pre-built mobile applications for specific use cases to create an efficiency producing solution. For the business card we will use the mobile ABBYY Business Card Reader for Salesforce. This application allows users to take a photo of a business card and the technology performs Optical Character Recognition to extract all the business card data. Then the user can upload directly into Salesforce. Next, for all the other related documents to this account, we use ABBYY FineScanner for Box to capture a collection of documents without having to go through the tedious task of capture, then upload, capture then upload and so on. For additional functionality or customization of mobile capture solutions the ABBYY Mobile Data Capture Solution (MCDS) provides for the highest-level of classification and extraction technology.
Note: This is an integrated solution using Box Embed functionality. This solution does not involve any difficult software development efforts, rather a Salesforce administrator can just literally copy and paste a few lines of code and have this capability available nearly immediately.
Configure both applications to connect to their respective destinations (Salesforce.com and Box.com). Include the Box Embed HTML code in your destination application (i.e. Salesforce.com or NetSuite, etc.)
For Business Card, take a photo of the business card with BCR, validate the extracted results and then save into Salesforce
For the other related items, take photos all the documents using the Batch Mode function and any tags your wish then Send to Box
Login into Salesforce to view the new contact and also the corresponding documents securely stored in Box
Associated screen prints on this solution:
1. Box Embed copy and paste code
2. ABBYY Business Card Reader (BCR)
3. ABBYY FineScanner for Box ‘Batch Mode’ for multiple image upload at once
4. Add tags
5. Save and send to Box
6. Business Card details saved in Salesforce and associated images stored in Box seamlessly
As always, we are interested in hearing from you. Do you have a story to share? Would you like to see a particular feature? Please let us know.
Use Case: In today’s business environment, more than ever, it’s simply not good enough to be average. Organizations of all sizes have to strive to create competitive advantages, understand trends and gain better insight into operational efficiency. One of the most useful techniques to accomplish these goals is to Exploit Big Data through analysis. However, this is challenging due to the volume, velocity and variety of content that must be analyzed. Image-only files are useless in data analysis. Therefore, in order to take the all-important first step in exploiting all of your content is to apply indexes so that computer systems can properly begin to understand the information.
Reporting: Business executives are generally paid good money to make important decisions about the business and these decisions are often based on reports. These reports are often compiled from various data sources such as spreadsheets, interviews with customers or employees and possibly other documents. This method of gathering all this various data is not only time-consuming but it’s problematic due to the fact that the data is often presented in a inconsistent manner. For this reason you will want to use a Big Data system such as Splunk where business executives and have instant access to sets of data from various sources that is real-time information and presented through dashboards or graphics that can clearly show trends or other information that is pertinent to the decision making process.
Predictive analytics: Historical reporting is fantastic to analyze information yet this information is typically in the past. Imagine if you can proactively determine a trend or predict, with solid data, future events? This is a major benefit of Big Data aggregation. For example, given the right set of data you can probably predict where mortgage interest rates will increase or decrease in a particular geography. You would use statistics such as current available housing inventory supply, real-time unemployment rates as well as possibly the latest transactions within a certain time period. Also, using the same Big Data aggregation concept but for a completely different application is predictive analytics is in the field of Healthcare. If you can feed enough Index information into a Big Data solution then healthcare providers can narrow down much quicker the proper diagnose on people with illnesses where this can enrich people’s lives.
Business process improvement: There is always room for improvement and this is especially true in the business world and the most effective way to effect positive improvement is through the visibility to business processes themselves. Once you understand the process then you apply matrixes to these processes such as time needed to complete a task or steps needed to finish a project. A Big Data solution such as Splunk is an ideal complement to the efficiency improving technologies such as ABBYY Data Capture with tangible return on investment through reduced labor costs associated with manual data entry and Box with highly effective collaboration where enterprise workers can get work done quickly and be overall more effective in their business activities. Just by deploying a Big Data analysis system with Data Capture efficiency and Collaboration on mobile that is secure is absolutely one way to achieve better process improvement but just imagine all the possibilities that can be done with the data itself. And it all starts by Exploiting Big Data with Indexes.
Automatic indexing of relevant data
Full-page for complete index
Touch indexing for structured data extraction
Reduces costs associated with manual data entry
Ability to analyze all data sets
Offers ease of use for high user adoption
Solution Description: This solution might sound gaudy and complicated but it’s actually straight-forward and logical. There are three basic concepts which are Index Creation (ABBYY technology), Index Analysis (Splunk) and secure Image Storage (Box). We will use several technologies to create indexes for various reasons and then we will feed our Big Data system all these indexes so that this software can do what it does best. The Big Data system allows administrators to easily aggregate all this data and then create dashboards, reports and other useful business intelligence tools. So the process is quite logical: Capture indexes for all sources including existing databases, paper documents and, of course, images and send all these indexes to Big Data. Then send the images to Box for safe storage, easy access and effective collaboration.
Note: This is a software developer and systems integrator solution. We are using Splunk as our Big Data aggregator in this solution because it is so easy to configure, yet extremely effective. Splunk can only perform well when you can provide lots of “Index” information. As seen in this graphic, “Index” is at the core for Big Data to even begin analyzing different data sets.
After connecting all the index data sources to Splunk it is advisable to review the Splunk Manager options to familiarize yourself with all the various settings and configurations available
Now that you have configured Splunk to utilize Indexes from your various Data Capture and Conversion sources, you will want to gather information contained within Box. To do this a software developer would utilize the Box API (Application Programming Interface) to import data such as tags, get comments or get file info
Once all the indexes have been aggregated within Splunk then organizations can truly realize the benefits of Big Data with detailed reporting, predictive analytics and/or improved business process via simple visual tools such as dashboards
Associated screen prints on this solution:
1. Splunk architecture with Index at the core
2. Start Splunk
3. Add data
4. Splunk add From files or directories
5. Data preview
6. Any other data…
7. Consume data from databases
8. Splunk add A file or directory of files
9. Splunk Manager
10. Splunk Indexes Manager
11. Splunk dashboard
What do you think? “Big Data” is still a relatively new idea and many use cases are just coming to light. How can you imagine using Big Data? The possibilities to innovate in this area are tremendous, do you have a story to tell?
Use Case: You are an organization that has been in business for a few years. A strategic decision has been made by the organization that instead of maintaining your own internal technical infrastructure with costly procurement costs, expensive maintenance and difficulty to keep on top of security issues, you just want to sign-up for Box Enterprise and focus on your businesses priorities instead of technical infrastructure maintenance. However, over the years you have acquired and are storing paper documents in file drawers and cabinets which makes these documents difficult to share, hard to find (or impossible if misfiled or someone else has the physical document) and poses a security risk because you cannot adequately apply security policy to the documents.
Reduce technical complexity
Extremely easy user operation
Automatic folder structure creation and standard file naming conventions
Simple to configure in minutes
Encourages high adoption rate among users
Enables openness and compatibility among different business systems
Solution Description: As much as we would like to have all information begin as electronic content, the fact of the matter is that legacy paper persists and all content is not ‘born electronic’. When we want to convert, and then archive, a large volume of paper documents then we will want to use a high-speed production document scanner in conjunction with utilizing OCR technology to create fully Searchable PDF files and then store them in Box. Your solution is to utilize WebDAV which is one of the easiest methods of exchanging content between systems over the internet. It’s basically like a mapped drive for those familiar with the concept; and Box supports this method of integration.
Note: This is about the easiest method for transferring files to Box that can possibly exist. The solution allows a user to scan a large batch of paper documents, process them with recognition technology and then upload via a mapped-drive method. Box is simply a shared drive and, therefore it’s easily accessible from any internet connected device that can map drives via the cloud.
From the computer in which ABBYY software was installed go to My Computer and right-click, then select Map network drive…
In the Map network drive dialog box choose an open drive letter for your mapped Drive then input ‘https://www.box.com/DAV’ as the Folder. Also, check the ‘Reconnect at logon’ if you would like to have this drive available whenever the user logs on to the computer
Now you will want to configure your ABBYY software application to Export Destinations to this Box WebDAV location. Go to your ABBYY Export Settings and Add… a new location
Within the Export Destination Wizard you can select the Type of export, choose Export to data files and check the Save document images option
Configure the Export Path to be your Box WebDAV folder location and construct the output folder and filenaming convention however you wish. You will note the is tremendous flexibility in the options available to you
Scan a batch of documents, verify the extracted results and then save to your Box WebDAV folder
The resulting automatically created folders and files based on Automatic Data Capture extraction technology will be immediately available within Box
Associated screen prints on this solution:
My Computer, right-click to Map network drive…
Map Network Drive
Attempting to connect…
Box WebDAV successful
Add Export Destination
7. Export Destination Wizard
8. Filenaming conventions
Start scanning application
Scan a Batch
Folder and Filename results available immediately in Box
What do you think? Does WebDAV help make collaboration easier? This is just one way to accomplish tasks so we would love to hear from you. Make a comment, join our notification lists or check back soon for updates.
Use Case: Your organization has installed SharePoint behind the corporate firewall to manage and organize your electronic content. Also, your organization is actively digitizing paper documents via document scanners and, as a compliment to scanning to improve efficiency, desires to use Automatic Data Capture software technology to extract pertinent information from an invoice such as invoice number, bill to, ship to and total. However, in this ever-evolving world of on-the-go and mobile you find yourself and your fellow co-workers on the road quite often which is problematic due to poor support of mobile devices when using SharePoint. In this case you will want to be able to view, as well as contribute content to SharePoint using a highly-collaborative and easy to use service such as Box which has outstanding mobile device support.
Use Case Scenarios:
Accounts Payable (for improved cash flow):Invoices are quite common in most organizations no matter what your vertical market focus. Using data capture software technology organizations can automate the process of entering relevant index into their accounts payable system. Just simply capture an image of the invoice then the data capture software can intelligently locate an area containing the information such as areas on the page with the word, or words, and variations of Invoice Number, Invoice No. or Inv. #, for example. Once these keywords are found then the system is intelligent enough to find, and extract the data you want from Invoices such as Invoice Number, Date, Net Terms, Bill To, Ship To and Total Amount. All this metadata extracted is then stored in SharePoint so that the accounting department can then help achieve cash flow improvements such as getting invoices paid to take advantage of pay discounts (i.e. NET 15 terms) by filtering the Net Terms metadata field in SharePoint to pay all these invoice as a priority.
Healthcare Insurance (for enhanced adherence to compliance): Healthcare providers are often reimbursed by Healthcare Insurance companies through the use of standard claim forms such as CMS-1500 or HCFA (Health Care Financing Administration) claim forms. These forms have a standard format meaning that the same type of data (i.e. the field ”Social Security Number” is always found in the same location on the form). These forms contain a lot of information crammed onto one form which is great for convenience, but terrible for manual data entry because they can contain in excess of 200+ fields per form! In our use case we would use data capture technology to automatically extract all these metadata fields and then populate SharePoint metadata fields with this information. We can then apply all sorts of security and rules policy based on this metadata. For example, the insurance company can view how many outstanding claims there are based on a “Procedure ID” but they don’t have access to the specifics beyond that which could possibly be a violation of the law.
Government (for better consumer service): One of the main purposes of the Government is to serve the best interest of the community with various services to enrich people’s lives. Applying for, and especially receiving these services, depends a lot on the accuracy of information acquired by these respective Governmental agencies and often this information is contained on paper-based forms. Governmental departments often have a bad stigma because of all the bureaucracy and inefficiency that is clearly obvious to most consumers such a long wait times or lost paperwork. However, this is not neccessarily people’s fault, rather its the process that is broken. If you really consider the source of wasted effort, it most likely revolves around paper forms. In this use case we would want to take these various ‘social service application’ forms filled out by consumers and process them with automatic data capture so that these agents can spend more time consulting with the applicants instead of doing manual data entry. This ultimately would create a win-win-win situation and drastically reduce frustration with all parties involved where the Government can achieve better satisfaction among their workers, the consumers themselves are better served in a timely manner and a more efficient overall process to improve service is implemented
Two-way synchronization between SharePoint 2010 and Box
Automatic Data Capture to extract specific document metadata indexes
Enhanced user experience
View and contribute content from Box mobile into SharePoint and vice-versa
Reduce labor costs with automatic keyword extraction
Provides for higher level of adoption rates
Solution Description:LibraryCard combines “systems of record” and “systems of engagement” by connecting the governance and control of Microsoft SharePoint 2010 and the flexibility and convenience of Box. LibraryCard provides companies with the ability to leverage content platforms inside and outside their firewall for an enterprise content management system that really works “better together”.
Note: This solution is surprisingly simple to install and configure, it literally only takes minutes. You can view a video on the installation by clicking here.
Just use SharePoint 2010 or Box as you normally would
Files will automatically be synced back and forth between SharePoint 2010 and Box. As a reminder you may need to refresh your web browser and/or refresh your folders if using the Box mobile application
Associated screen prints on this solution:
1. Invoice with web-based Automatic Data Capture
2. CMS-1500 with web-based Automatic Data Capture
3. Deploy LibraryCard
4. Activate LibraryCard
5. Verify activation
6. LibraryCard Configuration
7. New Box Account connection to LibraryCard
8. Login to Box account to connect LibraryCard
9. Successful connection of LibraryCard and Box
10. Users files in SharePoint 2010
11. Same files that were in SharePoint 2010 are automatically synced to Box. Users can also add files into Box and have them synced back to SharePoint 2010 via the bi-directional sync functionality of LibraryCard
Use Case: Creating electronic image files for paper documents is an important step for organizations to realize process improvement but this is often simply not good enough to achieve true efficiency. In real world business scenarios there most likely is always valuable information trapped in electronic image files stored on file sharing servers, individual persons local disk drives or even stored on “the cloud”. For this solution we’ll want to take all these isolated electronic, image-only files and upload them to a cloud-based service for processing. After processing, then we will have the image, as well as the extracted results, sent to Box where the files now contain the indexes that will allow for much improved organization, enhanced security and collaboration of this more “intelligent” electronic information versus just image-only.
One-time processing needed: Maybe an organization has the need to covert some image-only files into a different format for a one-time project but does not need this capability moving forward. In this case using a service allows the organization just to pay for the services rendered instead of capital investment in technology, training or maintenance fees
Desire to limit IT infrastructure: Servers, networking equipment, operation system software and other information technology (IT) required to maintain an organizations own data center is often costly and complicated. Therefore, a quickly emerging trend is to use software services instead of building your own internal systems. In this situation the organization can benefit by outsourcing their image conversion process to a services company instead of managing it on their own
Time to utilization: Business agility is very important these days and any wasted time directly, negatively effects the bottom-line financially. Therefore, when the situation dictates that the organizations needs image conversion capability and does not have the time or resources to acquire, install, configure and then start using these services, it is much more desirable to use a service.
Cloud processing, OPEX vs. CAPX
Economies of sharing advanced technology
No technical infrastructure to install
Easily increase volumes as needed
Allows organizations of all sizes to share sophisticated resources by sharing costs
Solution Description: Even after we hope to achieve efficiency-euphoria by digitizing all our electronic documents, the reality is that images themselves are of little value until we apply some form of conversion or data extraction to these images so that computers can understand the content, or context, of the information contained in the image. In this particular solution we will use a cloud-processing service and then store in Box. This means that there is absolutely no infrastructure to install and also no need for training. All the user has to do is upload an image!
Note: This is a software developer solution. We are using the ABBYY OCRSDK.com service to perform the conversion functionality. We will use two methods in this solution to upload images to this conversion service. One will be a demo application and one will be a web interface to upload the images. Sample source code for many platforms and operating systems is provided so that a graphic user interface can be created with minimal effort. Additionally, to get free access to try this type of functionality for yourself right now please visit www.FineReaderOnline.com.
In our desktop demo application for OCRSDK.com we have created it to be able to upload images, utilize various OCRSDK.com features then return the results back to our own computer. In real-world scenarios you might chose to integrate this capability to deliver results directly into a back-end system
Drag and drop files into a user interface as we demonstrated in our two examples. Again, these are demo applications so that user experience will vary from a visual standpoint
Using the OCRSDK.com sample source code, software developer’s can be creative to design different types of solutions including embedding this functionality into an existing application, creating a brand new application or extending this capability to different devices such as camera-enabled mobile devices
Associated screen prints on this solution:
1. Box Sync: Change ‘My Box Files’ location
2. Change Box Sync Folder
3. Drag-and-drop using OCRSDK.com demo application
4. Active tasks and Completed tasks using OCRSDK.com demo application
5. Converted files automatically synced into Box
6. Drag-and-drop web-based interface for OCRSDK.com
7. Processing using web-based interface for OCRSDK.com
8. Files finished using web-based interface for OCRSDK.com
Thank you for your attention to this Innovative Solution for Box. Since this is primarily a software developer type solution I would suspect that there probably are many creative ways to implement this service. Do you have an idea or thought about image conversion as a service? Is there are interesting use case scenario that you would like to discuss? We would love to hear from you.