Streamline RJS DocumentManagement with AutoMate

Presenters

Richard Schoen Director of Document

Management Technologies (RJS)

Ricky Wilcox Technical Solutions

Consultant(AutoMate)

Agenda

•  HelpSystems Overview •  Automating Business Processes with AutoMate •  Review/Demo WebDocs Document Management Scenarios •  Q&A

HelpSystems Family of Brands

Multi-Platform Automation Offerings

Some of Our Customers

Agenda

•  HelpSystems Overview •  Automating Business Processes with AutoMate •  Review/Demo WebDocs Document Management Scenarios •  Q&A

An IT and business automation platform that allows you to create, manage and deploy tasks — without writing code

Use drag-and-drop actions… …to build managed tasks… …which run in response to events.

What is AutoMate?

Benefits of Automation

•  Combines automation creation with enterprise job scheduling

•  Reduces task development time by 50% vs. traditional scripting

•  Eliminates the developer productivity curve

•  Enables IT/business staff to create automation without assistance from developers

•  Centralizes management of jobs with reporting, alerts, and notifications

 

What Does AutoMate Do?

Scripting Job Scheduling Batch Processing Event Automation Run Book Automation Logic and Conditioning

MS Azure Amazon Web Services

Imaging Active Directory

XML Excel

VMware Web Services

MS SharePoint ERP Automation

MS CRM Dynamics Terminal Emulation

AS2 FTP/SFTP

File Management

The Automation Wheel

API

DATA GUI Browsers | Forms Session Simulation Terminal Emulation Read, Write, Wait

COM | Web Services VB/Powershell Scripts

CLI | WMI | .Net

SQL Databases Excel | XML CSV | Text

Powerful Workflow & Dataflow Platform Employed by

Developers

IT Operations Personnel

Business Analysts

Business Users

Scalable & Data Driven Infrastructure-based automation

Integration with applications

Internet/cloud connectivity

Interactivity with front-end systems

AutoMate’s Standards-Based Integration

Task Builder

Task Administrator

Event-Driven Task Triggering

Schedule File System Window Keyboard Process Service SharePoint

Database Event Log Performance WMI SNMP Trap Login Idle

Agenda

•  HelpSystems Overview •  Automating Business Processes with AutoMate •  Review/Demo WebDocs Document Management Scenarios •  Q&A

Capture or Publish Documents to SharePoint

•  Many organizations use SharePoint for document and team collaboration •  Vendor, customer or employee portal, or engineering system •  Users scan or upload documents to SharePoint document library •  Retrieve uploaded documents for processing or capture to WebDocs •  Send documents to Sharepoint document library from WebDocs

•  Vendors  •  Employees  •  Customers  

Use OCR to Extract Information and Route Incoming Documents to Appropriate Departments

•  Digital Mailroom •  All incoming mail scanned to network folder •  Auto-process image documents and OCR for selected index info •  Processed images are then routed to folder for WebDocs check-in •  Documents routed to WebDocs folder and approval process if needed

•  Order  Entry  /  Customer  Service  •  Accounts  Payable  /  Purchasing  •  Human  Resources  

•  From/To/CC/BCC  •  Subject    •  Message  Body    •  ADachments  

Capture Email from Any System and Use Attachments or Content to Launch Business Processes

•  Monitor email box for inbound document or document request •  Download message via POP3, IMAP or Exchange •  Review message subject line or body for request or extract attachments •  Use message info to retrieve document from WebDocs •  Send outbound email response with resulting document if found

Prepare Inbound or User-Created Business Documents for Check-in to WebDocs

•  Documents are generated by users or other business systems •  Files are named with appropriate info or metadata/PDF properties

Example: key1_key2_key3.docx •  Monitor directory or network folder containing new documents •  Generate a WebDocs RDX index file based on the file name or metadata •  Copy document to output directory along with RDX index file •  WebDocs automatically imports documents

WebDocs  index  info  file  -­‐  RDX  •  Document  type  –  A/P,  A/R,  etc  •  Folder  •  Title  and  index  keys    •  Index  keys  

•  Document  type  –  A/P,  A/R,  etc  •  Folder  •  Title  and  index  keys    •  Index  keys  

Easily Integrate Line-of-Business Data into the Document Management Capture Process •  New scanned documents get captured to WebDocs •  Base index fields such as Vendor, Invoice, POD, Customer Order are set •  Most likely additional key field information is needed •  Task reads WebDocs database periodically for new docs •  Vendor name and other key index data is located via database query •  Document index data is updated/backfilled via WebDocs API or SQL

(Please enter your questions in the chat log)

Questions and Answers

22

Website: www.helpsystems.com/automate

www.helpsystems.com/rjs

Phone: 800-328-1000

ricky.wilcox@helpsystems.com richard.schoen@helpsystems.com

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