Session Questions and Responses

Transcription

1 Product: Topic: Audience: Updated: OpenText Image Crawler Webinar Questions ILTA February 10, 2015 Discover How to Make your Scanned Images Searchable with OpenText Image Crawler Session Questions and Responses edocs Product Management

2 Contents Discover How to Make your Scanned Images Searchable with OpenText Image Crawler ILTA Webinar In DM 10, does the search field search profile fields as well as content? If you have DM libraries in multiple locations, do you need an Image Crawler server at each location? If the Image Crawler is being used on a file system, does it pull the documents into DM or leave them where they are? Can crawl results be integrated with enterprise search tools like a Google search engine? What is the pricing for Image Crawler? Why not use the edocs "Attachment" functionality to save the OCR output from the image file? Can we have a Proof of Concept or an additional demo? Is it recommended to have a designated server? Are there other possible criteria for choosing documents to process in a backlog besides dates? Does edocs search term highlighting work in the DM Viewer? Can you please explain in more detail the 40 character setting when reading PDF files? Can Image Crawler work on a PDF or attachment which is archived or on an Archive Server? Can Image Crawler be used for classification purposes? Can we use this product with OpenText Content Server?... 8 About OpenText

3 Discover How to Make your Scanned Images Searchable with OpenText Image Crawler ILTA Webinar The OpenText Image Crawler presentation that was held as part of the ILTA edocs Webinar series on February 10, 2015 had several questions asked during the presentation, this document is a response to the questions asked and also the ones that were not covered during the presentation due to time constraints. 3

4 1. In DM 10, does the search field search profile fields as well as content? Yes, the user can select if they want the search to be performed against the document contents, the profile metadata or both. 2. If you have DM libraries in multiple locations, do you need an Image Crawler server at each location? A single Image Crawler server can support multiple libraries in the same location as well as in multiple locations. Depending on the network connectivity, bandwidth, number of documents, and amount of new documents being added on a daily basis, deploying multiple Image Crawler servers may be required for optimal performance. Additional cores can be added to your environment in blocks of four to a maximum of thirty-two cores and the computer/server must have the desired cores available. OpenText Global Services should be consulted to further discuss the options for your environment. 3. If the Image Crawler is being used on a file system, does it pull the documents into DM or leave them where they are? The Image Crawler software does not import documents from a file system into DM. When using the Image Crawler on documents in a file system, it will add the OCR information to the image based document and Replace Original Document or create a New Document (a backup of the original document can be made at an administrator designated location). If the document is subsequently imported into DM it will already include the text information for the DM Indexer to index. 4. Can crawl results be integrated with enterprise search tools like a Google search engine? The crawl result information is presented to the Image Crawler administrator as status information to the documents that were image-based files. The crawl results can be exported as a.cvs file for further review. If desired, the resulting.cvs document can then be imported into edocs DM. Once the OCR action has been performed on the documents, the end user will be able to find the documents using the standard DM search options or other search applications integrated with DM. 4

5 5. What is the pricing for Image Crawler? For pricing information you should contact your OpenText Account Executive or send your inquiry to 6. Why not use the edocs "Attachment" functionality to save the OCR output from the image file? Saving the OCR output from the image file as an attachment to the profiled document (image) in DM is supported. Each Image Crawler job for edocs DM has the option to save the text searchable image back into edocs DM as an Attachment, New Version, New Related Document or Replace Original. 7. Can we have a Proof of Concept or an additional demo? Yes, the Image Crawler has a complementary audit feature where you can setup the software in your environment and it will perform an analysis of your DM library and provide you with the results of the image-only documents that can be converted to include textual information. As part of the complementary audit it will also convert 100 of the images into textual images in your Library where you can then search and find the specific documents. This way you can see the exact results of what the Image Crawler will produce in your environment. You can contact your OpenText Account Executive or send your complementary audit request to edocsinfo@opentext.com 8. Is it recommended to have a designated server? The edocs DM Server software should always be its own dedicated server and no other applications like the Image Crawler should be implemented on the DM server. You may need to initially setup the Image Crawler on a dedicated server to perform the discovery and initial OCR of the image files in your environment. Once this is completed and your daily intake of new image files is minimal, you may then be able to setup the Image Crawler on a shared server with the DM Webtop, as an example. OpenText Global Services should be consulted to further discuss the options for your environment. 5

6 9. Are there other possible criteria for choosing documents to process in a backlog besides dates? Yes, you may select the image format you want the Image Crawler to look for. You may setup a job to find all TIFF files and add the OCR date to the TIFF and replace the original. You may have another job setup to find all PDF files and save the OCR data with the PDF as a new version. You may setup a job that does all formats at once. The use of date ranges is the primary search method because you do not want to miss documents within DM by only performing the search of documents by a specific user and forgetting to repeat the process for all users. The date range approach ensures that all image files are processed and converted to searchable documents. 6

7 10. Does edocs search term highlighting work in the DM Viewer? The textual information that is added to an image file is added as an invisible layer behind the image within the file and is not highlighted within the DM Viewer. If the document contains multiple instances of the same word, going to Next or Previous will move the user to the corresponding page in the document. If viewing PDF documents in a PDF application, you will also be able to search within the file using the applications search feature. You can also select an area of the file and copy the text that was added and paste it into another application. 11. Can you please explain in more detail the 40 character setting when reading PDF files? Many PDF documents contain an image and no text information. In this case, the Image Crawler will OCR the document and applies an invisible text layer to the PDF. In some cases you may have PDF documents that have non-searchable content but also have text. For example, you may have a scanned page from a photocopier which has had a page number applied to it. In this example the document does have text (the page number) but certainly the rest of the document is not text-searchable. To cover these types of documents, you can specify the minimum average number of characters per page which must be found by the Image Crawler assessing tool for the document to be classified as text-searchable. This is configured during the creation of the OCR Process; the default value is an average of 40 characters per page. The assessing tool will analyze the document to calculate the average characters per page. This is done by obtaining the total number of characters within the whole document and divide this by the number of pages. If the average character count per page exceeds 40, the document will be classified as not requiring OCRing. Example if the document has 10 pages, and you set this limit as 40 characters, that means there must be more than 400 characters in the whole document to be assessed as not requiring OCR ing. 12. Can Image Crawler work on a PDF or attachment which is archived or on an Archive Server? Yes, the Image Crawler software uses the DM API to retrieve the document for analysis and it is the DM Server that is storing or retrieving the document from the archive. The Archive technology needs to be an integrated and supported technology with edocs DM. 7

8 13. Can Image Crawler be used for classification purposes? The Image Crawler does not perform any automatic or re-classification of the image files. 14. Can we use this product with OpenText Content Server? Yes, the Image Crawler supports edocs DM, Content Server, file shares and Microsoft SharePoint. 8

9 About OpenText OpenText is the world s largest independent provider of Enterprise Content Management (ECM) software. The Company's solutions manage information for all types of business, compliance and industry requirements in the world's largest companies, government agencies and professional service firms. OpenText supports approximately 46,000 customers and millions of users in 114 countries and 12 languages. For more information about OpenText, visit 9