Solutions Report. Fuji Xerox DocuWorks 8 OVERVIEW

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1 Solutions Report A BLI Document Handling Software Assessment APRIL 2015 Fuji Xerox DocuWorks 8 Not Rated Feature Set and Productivity Value Setup Usability Software Integration Security Customer Support and Training OVERVIEW Fuji Xerox DocuWorks 8 is a document handling solution that provides a host of tools to create, edit and share digital files. A desktop solution, DocuWorks 8 is designed for virtually any office environment looking for digital data management without the need for an IT resource-intensive centralized document management system. DocuWorks works with Fuji Xerox MFPs and most TWAIN-compliant thirdparty devices to digitize scanned hard copies and print DocuWorks documents.

2 Strengths Weaknesses File color changes based on length of time last updated Built-in OCR functionality for PDF file conversion Provides a variety of annotation and stamping tools for digital documents Stack, bind and organize digital files Works with any TWAIN-compliant scanning device to capture hardcopy documents Share documents with up to 20 people on the same subnet DocuWorks Document Creation button for Microsoft Office Optional cloud and smartphone access Digital signature function helps authenticate documents Processed documents are converted to proprietary DocuWorks file formats not viewable without the DocuWorks ViewerLight program, unless user converts file to PDF Lacks downloadable user manuals and online tutorials Lacks ability to send documents to third-party solutions without manually creating links via the optional SDK OCR accuracy for more challenging scanned documents was subpar in BLI s tests BLI Recommendation Fuji Xerox DocuWorks 8 is designed for users looking for a PC-based solution with a host of tools to annotate, organize and ultimately share digital documents. Docu- Works is a unique solution that helps organizations migrate into the digital age: instead of countless file cabinets, users can create digital folders to store documents, and each stored document can change color to indicate when they were last updated. Everything from sticky notes to highlighting can be added and edited digitally, helping to reduce reliance on paper documents and enabling collaboration in the digital realm. And existing hardcopy documents can be brought into the solution via any TWAIN-compliant scanning device. Multiple document types can be bound, indexed and categorized into a designated folder. Users can add an inbox/outbox option to help manage new/old files. And up to 20 users within the same subnet can share DocuWorks documents. Plus, its ability to connect with Fuji Xerox Cloud service, Fuji Xerox s DocuWorks Viewer Light app, as well as DocuShare and Microsoft SharePoint repositories help increase accessibility. Although its uniqueness in the marketplace prevents it from much competitive scrutiny, BLI would prefer a system that allows documents to be saved in more than 2

3 just PDF and DocuWorks file formats (for example, in their native Microsoft Office formats) out of box. As it stands now, files worked on in DocuWorks are saved to the program s proprietary format by default. To subsequently share a file with a non-docuworks user, the file needs to be saved as a PDF in the program. It could also be useful to have a means to route certain documents to additional capture or document management solutions from within the solution, most notably popular cloud storage services such as Box and Dropbox. Instead, users can save files to a file folder, and from there they can be sent to a third-party solution, or manually build connections via the SDK option. In addition, the unit s internal OCR struggled to recognize certain test documents. All in all, it offers a robust feature set for organizations seeking a switch from hardcopy to digital document handling. Product Profile Product: Version: 8.0 Software Developer: Fuji Xerox DocuWorks Fuji Xerox Co., Ltd. Phone: Web: Client Requirements: 1-GHz CPU, 1-GB RAM; Microsoft Windows Vista, Windows 7, Windows 8/8.1 Supported Devices: Suggested Retail Price: Availability: Fuji Xerox MFPs and any TWAIN-compliant scanning devices $621 (Australian dollars) for five user licenses The solution is available directly from Fuji Xerox, as well as from Fuji Xerox dealers and resellers. It is sold in the Asia Pacific market. The program and its documentation are available in English, Japanese, simplified Chinese, traditional Chinese, Korean and Thai. Feature Set and Productivity Fuji Xerox DocuWorks provides a variety of features that help users handle digital documents, without the cost and complexity of a full-blown document management platform. Users can create folders to house DocuWorks documents, or link to existing PC or network folders. Once accessible through DocuWorks, documents can be color-coded and change based on the length of time last updated, helping to call attention to files needing immediate attention. 3

4 The solution provides advanced search tools that can narrow the search by file size or type. Via the Find & Mark plug-in, pages can be found based on keywords, and text strings can be automatically highlighted to hasten the search process. DocuWorks Viewer lets users add annotations, graphics, text and stamps to documents; highlight text; and add/delete pages. Digital certificates and signatures can be added to documents as well to help verify digital content. DocuWorks Viewer The DocuWorks Binder tool lets users consolidate multiple related documents into a single group, while still allowing each document to remain a separate file. Users can share documents via the Neighborhood Desks feature. A maximum of 20 people within the same subnet can access documents saved in the solution s designated network folders. Additional features include OCR, PDF file preview and PDF-to-DocuWorks/Docu- Works-to-PDF file conversion. Binders can be converted to PDF format as well. Users can import PDF, TIFF, JPEG, BMP and Microsoft Office documents into Docu- Works. By default, only PDF (searchable and image) and DocuWorks files can be exported; however, the company provides a conversion plug-in whereby files can 4

5 be exported to TIFF, JPEG and BMP formats. It would be preferable for imported Microsoft Office files to be exportable in their common native formats. The company also provides the optional Document Tray add-on, which acts as a virtual inbox/outbox system for workgroup environments. For organizations utilizing the Fuji Xerox Cloud service, users can set up a DocuWorks working folder to access their DocuWorks documents anywhere with cloud access, including from smartphones and tablets (if DocuWorks Viewer Light has been downloaded). The software can also pull documents from DocuShare and Microsoft SharePoint libraries. A nice addition would be connectivity to popular third-party cloud storage services (such as Box and Dropbox) a customer might already have in use. To increase productivity, captured documents can be processed through the program s OCR engine to convert image files to editable, searchable text. We tested OCR by importing a set of eight documents that were originally scanned using one of the top-performing dedicated document scanners tested by BLI to date. The documents contained varying font types, sizes and colors. Four of the hardcopy documents were scanned at 200 dpi and four were scanned at 300 dpi. We also imported a four-page Microsoft Word electronic document containing three pages of the same text in various font sizes and types, but with different transparency rates (0%, 25% and 50%), and one page with the same text, but with different font and background colors. BLI found that that scanned hardcopy documents could not be recognized. According to the company, OCR only works on non-pdf image files, such as TIFF. And with the four-page Word document, only two of pages were recognized. However, those two pages were recognized with a 100% accuracy rate. Value DocuWorks 8 carries a list price of $621 (Australian dollars), which includes five user licenses. This makes it very reasonably priced per seat, and about half the retail cost of the leading personal desktop document management package. Setup The solution is easy enough for end users to install. BLI installed the trial version in only a few mouse clicks. DocuWorks features an automated install wizard to help customers get up and running quickly. During the install, an automatic update program and DocuWorks PDF are also installed. From an administrator s perspective, there is very little that needs to be set up. The solution comes with a user folder and a variety of how-to documents to help guide 5

6 users through the solution s many features. It also automatically recognized the PC s default scanning device, requiring no additional setup. Of course, additional folders, mailboxes and the aforementioned DocuWorks Neighborhood can be created, but otherwise there is nothing to stop users from using the program immediately. Administrators can also set user permissions for editing/coping, for example. Usability DocuWorks launches the Desk portion of the application upon startup, allowing users to configure documents within folders. Users can also customize the solution as desired. In addition to the ability to add frequently used features to the task toolbar located at the bottom of the Desk screen, users can create a custom toolbar for the top of the screen, organize Desk views for multiple folders and keep a document preview screen open and embedded in the Desk space. And the various annotation and stamping windows float freely from the Viewer screen for easy maneuverability. Users can house frequently used features via the DocuWorks Desk task toolbar for easy access. Fuji Xerox DocuWorks Desk 6

7 Users can scan or import documents into DocuWorks, or create a new document via the File menu. Any document placed into DocuWorks is converted to a Docu- Works document. Users can double-click any file in the Desk to open it in Docu- Works Viewer. From there, a variety of annotations and stamps can be added to the document. Users can right-click the gray space in the Desk screen to edit the Desk space by adding text and various graphics. Any annotations or edits made to the Desk s gray space does not affect the documents contained therein. Users can also create a binder by selecting DocuWorks binder from the file menu. Once created (and color-coded), users can drag-and-drop documents into the binder and scroll through each page. Users can search for documents via the search tool at the top-right corner of the Desk screen. The task toolbar s features are accessible only when a document is selected, and any of the features users select will alter the selected document. By default, the toolbar provides OCR, document conversion, and some annotation and image processing tools. The solution s OCR engine is defaulted to favor speed over accuracy. This can be adjusted by clicking the OCR button and changing the default via the OCR Advanced Settings window. OCR Advanced Settings Window 7

8 Software Integration Fuji Xerox DocuWorks can integrate with the Fuji Xerox Cloud service. A Docu- Works document creation button can be embedded in various Microsoft programs, such as Word, to send the file into DocuWorks. The program can also pull files from, and save files to, DocuShare and Microsoft SharePoint document management systems. Fuji Xerox provides a free downloadable SDK for users to customize the software to integrate with various third-party programs as well. Security DocuWorks delivers most of the document security features one would expect of a desktop solution in this class. In addition to setting user permissions to restrict certain features by user, administrators can password-protect individual documents and binders. As mentioned, digital certificates and signatures can be added to documents as well to prove document verification. Encrypted PDFs can also be created. Customer Support and Training NOT RATED According to the company, customer training and technical support is handled by Fuji Xerox and the sales company. As mentioned, the solution includes a Help menu and the product website provides some examples and how-to documents. Although the website has a Self Help section with frequently asked questions, there are no additional help files or user manuals provided. BUYERS LABORATORY LLC North America Europe Asia Gerry Stoia, CEO Anthony F. Polifrone, Managing Director Gerry O Rourke, Managing Director, BLI International Patti Clyne, Senior VP of Sales Daria Hoffman, Managing Editor Dr. Simon Plumtree, European Managing Editor Tracie Hines, Senior Editor, Competitive Analysis Reports Jamie Bsales, Senior Product Editor, Solutions George Mikolay, Senior Product Editor, A3 MFPs Marlene Orr, Senior Analyst, Printers and A4 MFPs Lisa Reider, Senior Product Editor, Scanners and Environmental Carl Schell, Senior Writer Priya Gohil, Senior Editor Kaitlin Pendagast, Research Editor David Sweetnam, Head of European Research and Lab Services Pete Emory, Director of Laboratory Operations Martin Soane, European Lab Manager Pia Beddiges, Manager of Competitive Services Anthony Marchesini, IT Director T.R. Patrick, Art Director 8