Remote sites
Scanning terminals are usually made from data acquisition software on remote sites allowing for document transfer to a centralised location for document processing. They can be customised depending on intended usage; against extreme weather, vandalism, theft... and integrated in a suitable physical medium, that is designed and customised as required. Scanning terminals may also collect faxes, emails and other office documents locally, filed in a shared directory or a Documalis in-tray.
Screenshots
Document Scanner
Document Scanner
Document Scanner
The concept
Documalis scanning terminals allow you to simply capture slips, forms and documents, in branches, at points of sale, stores or warehouses using a professional scanner and a fully customised touch screen. These terminals are modular and can be tailored to each client.
Intelligent terminals
The application server integrated into scanning terminals is very powerful and can execute document inspection, conversion and input tasks, all performed locally by users. The touch screen displays information graphically, all simple to master for novice users or those not specifically trained to use the product.
Simplified roll-out
The factory pre-installation mode of the terminals simplifies hardware deployment in the extreme. Unpacking can be done by end users, and installation requires only two cables: one for power and the other to connect to the network. The acquisition of the IP address as well as the software configuration of the terminals can be fully automated remotely, without on-site support.
Overall supervision
There is an option that provides advanced solutions for infrastructure management, in the case of massive deployment requiring overall supervision of scanning points. A web technology dashboard lets you check at a glance the correct operation of the entire machine infrastructure, and is made accessible via LAN, WAN or online: see uptime, CPU, RAM and disk usage, CPU, case and disk temperature, fan rotation speed, number of connected users...
Complete tracking
With Documalis software being used from the start to the end of the chain, document tracking is guaranteed right from the initial capture point. The standardised ZDOC format used by Documalis for document transfer has many advantages since it integrates the document, its index in XML format, and all tracking information useful for the life cycle of the document in an encrypted container.
Quelques bénéfices immédiats
- Automation and tracking of all output flows
- Increased digital output flow (email, publication, sending files)
- Reduced management costs for document postage
- Search and immediate consultation of documents sent to the EDM
- Optimisation of mailroom/postage tasks
- Complete tracking of outgoing documents
Easy roll-out :
• The Documalis In-tray is a portable client application, which means it does not need to be installed on the user workstation via a setup procedure. Simply copy the software files, or even run them from a USB stick or a shared network drive to benefit from the superior ergonomics of the Documalis In-tray. There are no system requirements on the user workstation except for Adobe Reader and a Windows XP or later system. Of course, all in-tray features are also available in web mode for users of Windows, Mac or Linux.
A virtual in-tray ?
Documalis In-trays contain your mail, your documents to process, inspect, approve and sign in PDF format.
They are visible on your Windows desktop and replace physical in-trays and mail delivery signature files or for traditional signatures. They are even available from the EDM in remote web mode when required.
Assigning permissions
Documalis incorporates a concept of temporary delegation of in-trays to another user in case of temporary overload, holiday or absence... This planned delegation, or if it is forced by an administrator, does not confuse the identities of users who perform in-tray operations.
A personal assistant!
Always present on screen, the in-tray can be discrete if necessary, but never forgets to tell you instantly of any new mail or document to be approved through its instant messenger style pop-ups. Better than a simple dashboard, its counters visible on the desktop will continuously indicate the number of documents to be processed for each of your tasks, and if this were not enough, it sends you emails to alert you several times before the deadline for processing.
Templates, responses to mail and fusion-composition
The Documalis In-tray has additional features for processing documents on the user workstation:
• A template assistant for automatic recognition of semi-structured documents such as invoices, purchase orders, delivery slips or pay slips...
• An integrated text editor for drafting a direct response from predefined templates that include logos and background images, all customisable per department
• A fusion and composition module for PDF documents, allowing the splitting of multi-page documents, the concatenation of multiple documents or changes to internal pages.
Intelligent PDF
Documalis Express generates size optimised PDF documents, including text and images on separate layers, digital signatures and metadata management, stamps and annotations within the document for optimal tracking of information related to the document. The integrated reporting tool also allows the creation of composite PDF documents including the original data (spool, scanned image), visual style additions such as page backgrounds and all the visual follow-up information required for processing or tracking the document.
Character recognition (OCR)
Documalis Express uses the best OCR engines available according to document type, nature and performance expectations: Transym OCR, Nuance Scansoft, Abbyy Finereader and ReadIris for Arabic texts. The process automation made possible with Documalis Express allows automatic conversion of scanned documents into intelligent PDFs, as well as reading specific areas for automatic indexing and typing.
Optical Mark Reading (OMR)
Several methods are used by Documalis Express in automatically reading document content, depending on its nature: Intelligent search through the entire contents of non-templated documents, zoned search following a predefined template, mixed search based on macro-areas and predefined regular expressions, searching for typographic elements such as barcodes, check boxes, multiple choice, reading forms...
Optical Mark Recognition (OMR)
There are several Automatic Document Recognition systems that Documalis Express uses independently or jointly, depending on the complexity of the case: weighted statistical analysis of keywords read by OCR, shape recognition in the document (logos, patches, stamps...), detection of statistical criteria (size, colours, number of characters, font type, presence of bar codes...).
Information search
Automatic information search involves determining an index or document type criterion from an existing predefined list in a database, directory or company business software. This is done using a repository of items to find and OCR reading of the first page, the header, envelope, or the entire document depending on the nature of information sought. The search can combine several criteria, such as city and postal code, the person and department, advisor and branch, etc.
Screenshots
OMR
A powerful engine
Documalis Express incorporates a procedural processing engine that has an online management interface, a multithreaded, multicore and multiprocessor engine capable of withstanding very high peak loads through massive parallel processing technology, which is very well suited to the world of documentation.
Proven performance
The workflow engine has been proven on projects of several millions of documents including OCR - OMR systems and on digitisation projects and searches in the banking, retail, telecoms and governmental domain archive fonds.
Drag and Drop workflows
The business process management module in Documalis Express allows the representation of user decision routes on fully customisable screens. A graphic design studio for workflows facilitates the creation or customisation of predefined workflows to precisely match the organisational constraints of each company.
User interface
The design studios in Documalis Express feature the latest technologies to create user web screens in WYSIWYG mode. These screens have a polished presentation that leads to a very easy handling of workflows by novice users.
Process automation
Documalis Express allows full automation in processing applications, documentation, businesses and databases. With its 175 instructions, Documalis Express can handle any type of data (databases, files, XML, business applications) and document (images, PDF, office, spools, printing), including those of very high volume.
Optimal tracking
Systems for inspection and tracking of processed documents are natively integrated into Documalis Express to ensure the overall quality of processing and generated documents. Document tracking is guaranteed throughout the processing chain with the ZDOC standard format, from spool or scanner capture to its insertion into the EDM, including processing via OCR, OMR, post-indexing, decision routes, exporting to the universal PDF format, etc.
Screenshots
Workflow steps.
Web mode
The document management module of Documalis Express has a full web interface for the search and retrieval of documents by users. A simple IE or Firefox browser is enough, without requiring the installation of plug-ins, ActiveX or constrictive Java engines for users and security administrators. The documents are presented in several forms on screen: results list in tables, views as thumbnails of various sizes, direct display of PDF documents in the web browser...
Search types
The EDM has several additional search modes, allowing each department to work in a storage and search mode tailored to its own organisation: full text search, by folders, by multi-criteria index, by classification tree... A single document can be searched for using several search modes, depending on user EDM access rights.
Triggering workflow
Document management is natively interfaced with the workflow module: it is very easy to trigger a workflow using a document or a selection list from the EDM. Documents are transferred to the workflow through the standardised exchange format ZDOC that allows you to keep all comments, tracking information and annotated PDF copies of the original.
Document enrichment
EDM enables digital document signing, adding stamps and PDF annotations from the online user interface. The EDM also includes complete document monitoring from its original capture, until the workflow and EDM storage decisions.
Volumetric archives
Documalis Express is capable of storing very large volumes of data for the purposes of research, consultation and extraction only. In this configuration, thumbnails and PDF copies are generally turned off to minimise disk space and to facilitate backups.
Screenshots
Classification tree
Send mail functionnality.
PDF
Send Basket
EDM
Full text search
The standard AFNOR NFZ 42-013
The standard NFZ 42-013 governs document digitisation rules to give them a legal framework and to ensure long term storage. It covers in particular the digitisation of physical documents and defines the conditions for digitisation, processing, signing and mandatory safe storage for evidential value aspects.
The Documalis suite is already compatible with the latest version of the 2009 standard.
Digital signatures
Digital signatures are legal and simply enforceable for all printed works, digital documents, or scanned documents with the standard NFZ42-013. Documalis natively integrates digital signatures at all levels: user reporting, workflow, document management, publications.
Signature certificates
Documalis has a signature server module allowing a company to sign documents automatically on behalf of the company (invoices, orders, reports, audits...). This signature is often used in conjunction with routing documents to a digital safe.
The physical key level 3 "legal" signature
Documalis is natively compatible with signing certificates on physical media (USB or smart cards) to sign documents with evidential value vis-à-vis third parties outside the company. This signature is available through free self-generated or official certificates purchased from our official partners ChamberSign, CertEurope... The In-tray allows you to sign a particular document locally on the user's workstation with the utmost simplicity, in the approval workflow or autonomously.
Documalis certificates and signatures
Documalis generates its own signature certificates for all internal users of the system, which helps you to avoid unnecessary expenses to acquire evidential certificates. Thus, all users can sign documents (or their PDF copies) during their circulation in the decision-making routes (workflow) whether they be orders, purchases, invoices or correspondence approval. Documalis also enables graphic digital signatures in PDFs, by adding a "signature layer" containing the scanned image of the signature. This has no legal value, but is widely used for approval phases and approval of internal documents.
