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Wednesday, April 9, 2014


How many time you waste for rewriting your invoices to system. Think about that for a moment… Now imagine that system will be doing that automatically for you.
Solution to this is AMODIT Invoice OCR.
AMODIT by using OCR function can fill invoice without user intervention. Only thing what he has need to it is scans of invoices.
You only upload to AMODIT your invoice like on screen below...
... and after a while your case in AMODIT will be automatically filled.
Now think how much time you can save when you get AMODIT Invoice OCR.

Tuesday, April 8, 2014

AddUserToRole - new function

New function have been added to help control permissions more precisely. This function can change user's role. Therefore now you can use rules to give or reject permissions. For example if you want to take away someone's permissions you can add user to role "forbidden".

  • cc - keep informed by email + read-only rights
  • contributor - keep informed by email + read-write rights
  • reader - read-only rights, without notifications
  • forbidden - no access

Note: After you change users role it is stored in database.

Scans & barcodes

AMODIT has set of functionalities to support barcodes on scanned documents. Most of them depend on followingf system settings:

Please find below description of most important of them:

  • CheckBarcodesOnScans - turning this on means that AMODIT will look for barcodes on new scanned documents. When barcode is found then AMODIT is looking for a case which contains this barcode in title. This mechanism is searching only in titles, so usually you need to create automatic rule putting it into title from a field. This lets first put a sticker with barcode on paper document and creating cases with this code. Then you can scan all the documents at the same time and they will be automatically attached to proper cases.
  • SplitScansByBarcode – this will turn on splitting documents using barcodes. You just need to place a barcode at first page of every document and scan them together.
  • SplitBarcodesRegex – you can define regular expression to define which barcodes are used for splitting documents. It it to avoid splitting documents by some unwanted barcodes. For example: "AM\d{6}" means "AM" and six digits (\d means digit)
  • PageRotationAngleList - you can define angles to be used to rotate page before recognizing barcodes. By default only horizontal barcodes are recognized. Skewed barcodes are not recognized. TO recognize them you can rotate page by different angles. For example if you set this parameter to 10,-10,20,-20 means that first page will be rotated by 10 degrees right and left and if it is not enough it will try 20 degrees. Because of performance reasons you should not put many angles.
  • SplitScansByBlankPage – mechanism similar to splitting by barcode but instead of barcode an empty page is used as divider.

New in version 2.0.7

Changes and bugfixes:

  • Functionality of "Views and search results" was improved. All data types can now be used to define folders (in previous version instead of user name system was showing it's ID).
  • Managing saved views was improved
  • Editor of dictionaries was improved - f.e. now you can decide manually how dictionary is shown: as a dropdown list or a search field. System is also showing information where this dictionary is used.
  • We have added direct link from dictionary field to editor of certain dictionary
  • Registering new users in modified, f.e. it is possible to turn of registering with Active Directory because this option was sometimes confusing for new users; letters I and l (small L) are not generated in CAPTCHA because it was difficult to see the difference between them some other small improvements

BPM survey results

According to Konica Minolta research, two out of three medium-sized companies use document management system, but less than 10% take a full advantage of system's functionality. For more than 60% of medium-sized companies paper is still the dominant form of a document.

In today's world, people are inundated with a huge amount of information. An increasing amount of information and documents causes problems with their processing. Time to reach the information is getting longer. Therefore it becomes increasingly important to keep documents in order. Most of the information processed in organizations can be grouped into business processes. Business process management is a very important challenge, because its performance affects the performance of the entire organization.

At the beginning of 2014, Astrafox together with their AMODIT partner conducted a survey among the employees of Polish companies. The survey aim was to gather information on the use of the document management systems to improve management processes.

It turns out that for the medium-sized company the cost of handling of paper documents can be as high as tens of thousands per month. These costs include not only the paper consumption, which on average equals 12 reams per employee a year, but mainly the cost of time spent on sending, searching and viewing the documents.

100% of respondents answered yes to the question whether business processes in the company can be systematized and controlled. This demonstrates the high self-awareness about the solutions available on the market and their advantages. This fact is confirmed by the response to another question - whether the workflow system allows to access the archived document online and preview it by persons from different departments of the company. Also in this case there was affirmative answer from 100% of the respondents.

Another question asked was how much time office workers waste to search for documents. More than half of the respondents answered that it is 20%. This is also confirmed by an earlier study conducted by Gartner.

Almost 60% of respondents said that finding a single document takes on average 9 to 12 minutes. According to a study by PricewaterhouseCoopers it is true. However, almost 40% of elaborate documents prove to be unsuitable for the implementation of the tasks commissioned to employees. It also turns out, that every 20th document being processed is lost.

It is then worth considering why to implement a workflow. The main reasons are:
- standardization of processes
- improved efficiency
- increased security
- better knowledge management
- flexible cooperation

AMODIT system offers all of these features. This is an innovative workflow system, which is based on the idea of ability to learn from the users, how the individual processes function in the company. The system uses artificial intelligence mechanisms to achieve this goal. Based on the collected data and history of user actions, the AMODIT system is able to suggest what should be the next step in the process and who should do it.
Maciej Buba, PMO & Business Solutions Manager at AmRest confirms the above statements. "The tool is easy to understand and so far we have not come across a situation in which something would be impossible."