10 Minute Demonstration Script

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Rose Ferguson
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1 10 Minute Demonstration Script

2 Table of Contents The Demo... 3 The Interface... 3 Demo Flow... 3 Capture and Indexing... 4 Searches... 6 Integration and Workflow P a g e

3 The Demo Most demonstrations start with an explanation of the SmartSearch architecture, including some fancy acronyms and then a capture, query, edit and output demo. Depending on your audience and hardware, feel free to modify certain attributes of the following demo script. The Interface Explain the SmartSearch client and interface. SmartSearch is a product built from the ground up on Microsoft s.net framework, taking advantage of web services for communications and SQL Server on the backend for meta data storage. SmartSearch leverages the Microsoft office ribbon bar for navigation, making the software very intuitive and minimizing training requirements for end users. Documents can be stored in one of two locations, inboxes or archives. Inboxes are temporary storage designed to store documents that require further processing, such as manual indexing or quality control. Inboxes can be setup and configured for departments, for document processes or for individual end users. Databases are designed for permanent storage of records. This is where documents go to be described, searched for, retrieved and worked on later on. Security can be customized for each inbox and archive level and the meta data schema can be completely tailored to meet the search and retrieval needs of that particular department or business process. Demo Flow 1. Refresh Demo 2. Introduction about you, company and product a..net and SQL Server b. Nonproprietary file format c. Ribbon style button bar, similar to MS Office d. Explain Inbox and Archive 3. Drag and drop 4. Sort by filename from Inbox 5. KeyFree 6. Data Xchange Talking Points 7. Capture Workflow 8. Search 3 way match a. Annotate b. Output 9. Keyword search on Correspondence Archive 10. Image Xchange 3 Way Match profile in system tray a. Navigate to the 3 rd document (invoice) b. Explain matching rule c. Select Approve Invoice button 11. Custom views a. Select the Invoices Archive within SmartSearch 3 P a g e

b. Explain benefits sub categorizes documents. Provides a holistic view of where your documents are within the process c. Select the Approved tab d. CTRL +A 12. Export Data to Excel 13.

Then minimize the Excel doc and possible SmartSearch windows (if open). Enter report name and report date in the File Xchange dialog box. If you don t do this the report will not enter SmartSearch 14.

4 b. Explain benefits sub categorizes documents. Provides a holistic view of where your documents are within the process c. Select the Approved tab d. CTRL +A 12. Export Data to Excel 13. File Xchange a. Select File Save As b. Browse to SmartSearch File Xchange drive c. Select SmartSearch Demo database, Reports Archive d. **Important** - make sure to select YES to the Excel dialog. Then minimize the Excel doc and possible SmartSearch windows (if open). Enter report name and report date in the File Xchange dialog box. If you don t do this the report will not enter SmartSearch 14. Audit Trail a. Click on Invoices folder in SmartSearch, right click and select Document History b. Talk to granular security and feature access Capture and Indexing Say: We will start with the capture of documents by using drag n drop, the simplest way to get documents into SmartSearch. For already existing electronic documents, you can simply browse out to Windows, select the files and drag and drop them directly into SmartSearch. 1. Browse out to the To Be Processed folder on your desktop to find the Atalasoft invoice, PO and packing slip. 2. Select all 3 PDF documents and drag them into the AP Docs inbox. Select the Inbox to display its contents or click the Refresh button from the custom toolbar if it is already active. Say: From here, for any unstructured documents can be processed using our built in keyfree indexing. This allows users to simply click on any piece of data in the body of the document to fill out index fields. We can start with our purchase order, and when activating KeyFree indexing, I ll be guided by SmartSearch on how to fill out the fields. The flag next to the mouse tells us to start by clicking on the PO number, and then takes us to the date, vendor name and amount. For any information not on the 4 P a g e

$Select the checkbox next to all of the documents and select Index Document from the Home tab and select the Accounts Payable\Purchase Order Archive and OK button 4.$

5 body of the document, SmartSearch can provide a static picklist to code this document to the sales cost center. 1. Click the AP Docs Inbox where the 3 Atalasoft documents should exist from the previous drag n drop step 2. Double click the File Name column header within the inbox and ensure the PO PDF is at the top 3. Select the checkbox next to all of the documents and select Index Document from the Home tab and select the Accounts Payable\Purchase Order Archive and OK button 4. Select the Key Free button on the top right of the Viewer control and use the mouse to click on each data point as instructed to index the PO. 5. Once completed the Viewer moves on to the next document in the list, the packing slip. Note: On the last field of the last document open, Key Free will automatically turn itself off and save the document since Auto Save is on by default. Auto Save can be configured in the Options, Application Settings, Viewer Window dialog. Say: If we had done a stack of different PO s and then got to a packing list, SmartSearch allows us to switch storage locations on the fly, changing the set of meta data but keeping us in KeyFree mode so we can continue the process by clicking the PO number. We can also supplement the meta data with a backend database lookup. If this transaction is already stored in our accounting system, any other database system, or even internally to SmartSearch. 1. Click the SmartSearch interactive button, Select Switch Archive and select packing lists. 2. Continue KeyFree by clicking the PO number. 3. Show Data XChange by clicking the dataxchange button and selecting Internal. 4. With the fields filled out, KeyFree the delivery date and click next document. Say: Once complete, again we can move on to the last document, switch archives, and KeyFree the data right out of the body of the document by clicking on each data point. Finish the process by KeyFreeing the invoice. 5 P a g e

Say: In addition to PDF s and Scanned images, SmartSearch supports the storage of any Windows recognizable file and all documents are stored in their native format with no proprietary wrappers. 1.

and OCR or Barcode indexing processes at the server.

6 Say: In addition to PDF s and Scanned images, SmartSearch supports the storage of any Windows recognizable file and all documents are stored in their native format with no proprietary wrappers. 1. Select the Workflow tab within the SmartSearch client and click on Capture Workflow Say: Using our built in capture workflow studio, SmartSearch can completely automate many capture, batch separation and OCR or Barcode indexing processes at the server. This allows SmartSearch to interface with just about any capture source including multi-function printers, desktop scanners and line of business applications that can release data and documents to watched folders. Additionally, SmartSearch can natively import XML. 1. Briefly show the capture workflow studio interface and available activities. Searches Say: Once documents have been captured, users can right click on any archive location to access searches. Searches can be configured to search on a single field or any combination of fields using and/or logic. 1. Right click the Accounts Payable Archive, select Searches\Three Way Match 2. Enter into the PO Number prompt and select OK. The results are displayed with a tab for each Archive. 6 P a g e

Say: The result set returned can be sorted based on any of the fields simply by clicking on the data header. The document can be double clicked to viewed and annotated and output very easily. 1.

Select the annotations tab and demonstrate the Annotations starting with highlight, redact and note. Explain that the styles can be changed using the style attributes box.

7 Say: The result set returned can be sorted based on any of the fields simply by clicking on the data header. The document can be double clicked to viewed and annotated and output very easily. 1. Double click on the PO result to open the Purchase order. Say: Annotations supported include highlight, redaction, notes, signature image and stamp annotations that can be customized. 1. Select the annotations tab and demonstrate the Annotations starting with highlight, redact and note. Explain that the styles can be changed using the style attributes box. Next use the signature annotation to sign the PO on the signature line. Next apply a Stamp, Approved On by holding down the left mouse button and dragging onto the document next to the signature on the date line. Say: Documents can be output to , printed, or launched out into their native application. When outputting documents, users can include or not include annotations and even select individual pages to be output. When ing, the user can select a specific field to be used to name the document, the document is attached and we simply key in the recipient. 1. On the Viewer tab, show the ability to output documents via . Move your cursor over the down arrow below Doc to show ability to with or without annotations, page ranges and naming the file attachment by an index field. Say: Documents can also be stored by their full text content. In my correspondence archive I m storing outlook s. If I wanted to find an from six months ago that referenced keyfree indexing, I can run a keyword search. 7 P a g e

$1. Right click on the Correspondence folder, select Searches\Keyword Search. 2. Type in KeyFree within the Keyword Search textbox and leave Enter Subject blank and select OK. 3.$ Say: This allows users to search for any word or phrase in the body of the document.

Say: This allows users to search for any word or phrase in the body of the document.

Additionally, when the document is opened, each hit is highlighted, making it very easy to find your search term in a large multi-page document such as a contract, email or memorandum.

8 1. Right click on the Correspondence folder, select Searches\Keyword Search. 2. Type in KeyFree within the Keyword Search textbox and leave Enter Subject blank and select OK. 3. The results set will now show. The hits column shows how many instances of our search term is contained within each record result. Double click the Press Editors to open it. Say: This allows users to search for any word or phrase in the body of the document. In the result set, SmartSearch adds a column for hits, indicating the number of times the search term was found in each result. Additionally, when the document is opened, each hit is highlighted, making it very easy to find your search term in a large multi-page document such as a contract, or memorandum. Integration and Workflow Say: Probably the easiest and most powerful search method in SmartSearch is through our line of business integration tool Image XChange. This allows users to search from any windows based application simply by clicking on a piece of data on the screen. In Salesforce I have a PO Number on the screen that I can click on. If I was performing a three way match to approve this purchase, Image XChange takes me directly from my accounting transaction to the supporting documents. 1. Open SalesForce.com app and CTRL-Right click on the PO number. 2. A grey box should have highlighted the PO number, wait a few seconds for the results to appear 8 P a g e

1. Click next document to move on to the invoice Say: The last document is the vendor invoice which is asking us for the $5000 payment.

9 Say: The ribbon bar shows us three documents were returned and I can begin by reviewing the PO which shows an approved purchase for 10 software licenses for $ Click Next document to move on to the packaging slip Say: Moving onto the next document, we re taken to the matched packaging slip which shows we received the licenses. 1. Click next document to move on to the invoice Say: The last document is the vendor invoice which is asking us for the $5000 payment. Using workxchange our workflow automation tool, the user is presented with three actions that can be taken on this invoice, Approve, Reject or Dispute. Given that the three documents match, we can easily approve this invoice for payment and even integrate that approval back into the accounting system. 1. Select the Approve Invoice button to approve the document. The document has been approved and the viewer will automatically close. 9 P a g e

10 Say: For decision makers that require visibility into an approval process, workflow views show the step at which each document is awaiting action and automated notifications can notify workflow participants that an action is required. 1. Click on the Accounts Payable\Invoices\Cost Centers\Sales Archive to demonstrate uses of custom Views. Say: Data in the result set can be easily exported into Excel for reporting and calculation purposes, perhaps if we wanted to see the total value of all approved invoices. 1. Select the approved tab, click the check all button and select export data to excel from the collaboration section of the ribbon bar. 2. Name the resulting file approved invoices. The data will be exported to excel. Perform a quick summation on the Invoice Amount column. Say: Using our native windows explorer integration File XChange, the document can be saved right back into SmartSearch. File XChange will appear as a drive in My Computer. Users can navigate to the database, automatically authenticate and select the archive they d like to store the document in. 1. Click file save as and select Computer->SmartSearch File XChange, select GetSmart database and the reports archive. Say: The index fields for the archive selected are displayed and can be filled out to file the document directly into SmartSearch. 1. Name the file approved invoices and click OK to save the file into SmartSearch Say: Finally, for any organization where security and compliance are a concern, SmartSearch includes a built in document audit trail. 1. Right click the Accounts Payable\Purchase Orders archive and select document history, or select a single document and select document history from the ribbon bar. Say: By simply right clicking on any archive location, or selecting any documents from a result list and clicking document history, an administrator can prove compliance and ensure that their security policies are working. 10 P a g e

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