FileHold Training Video: Scanner and Imaging Software Integration - Training

With this blog posting, we conclude our three part overview of the training videos that supplement setup, configuration and administration in FileHold document management software with an overview of how FileHold integrates with EMC Captiva's QuickScan Pro scanning and imaging software. The final video also discusses in detail the integration with Kofax Corporation's Ascent Capture software.

Both QuickScan pro and Kofax Ascent Capture are capable of generating an XML export file for each batch of scanned documents. This XMl file can contain index information as well as file path information to where the scanned TIFF, JPG or PDF document is located. FileHold's import service known as the FileScan Bridge then imports this information to automate as much as possible in the process.

It is also possible to use this XML based approach in a generic fashion for integration with other systems and platforms. This approach has been used by FileHold customers and resellers to integrate with various financial, portal and ERP systems.

Finally, using FileHold's powerful .NET based API you can create auto-filing components that can intelligently file documents and even create Cabinets, Folders and other library objects in an automated fashion. FileHold's consulting team can work with you to provide this advanced functionality for high volume scanning environments or for other solutions that require increased efficiency.

3a) Scanning Integration Overview Video (10:52)

This presentation will show you how FileHold works with EMC Captiva's QuickScan Pro scanning software to provide a comprehensive solution for the scanning, classification, storage and retrieval of paper documents. This video provides background information for the remaining activities you will complete in the remainder of this video series.

3b) Scanning Concepts & Considerations - A Scanning Primer (9:31)

This presentation provides an overview of the key scanning concepts and best practices considerations when designing a scanning solution. This is a great place to start if you are new to scanning or require a refresher on some of the key scanning terms. This video will cover the following topics;

1. Breaking down each stage of the scanning workflow
2. Scanning automation and document separation
3. Scan Image file processing / image retouching and file format output considerations
4. The differences between full text and zonal Optical Character Recognition (OCR) and when each applies
5. Techniques for accurate and efficient document tagging

3c) Configuring QuickScan Pro (19:48)

This presentation walks users through the key settings required when configuring QuickScan Pro to work with FileScan Bridge. This video builds on the concepts learned in the Scanning Integration Overview video. This video will walk you through the following QuickScan Pro settings using the QuickScan Pro scanning software batch configuration utility;

1. QSP Scanning & Job Separation settings
2. Image Processing Filter settings
3. Full text OCR & Adobe PDF Output settings
4. Tagging settings
5. XML Output settings
6. Tips on Organizing scanner output files
7. Tips on how to quickly create Barcodes recognizable by QuickScan Pro

3d) Configuring FileScan Bridge (11:45)

This presentation walks users through the key settings required when configuring FileScan Bridge (a subset of features in the FileHold Desktop application) to work with QuickScan Pro, Kofax Ascent Capture or any other scanning software or third party application. This video builds on the concepts learned in the previous video. This video will walk you through the following settings using the FileScan Bridge features of the FileHold Desktop Application;

1. How to configure FileScan to watch for scanning output from QuickScan Pro or Kofax Ascent Capture
2. How to setup field mapping so that index tags captured when scanning are passed to FileHold
3. How to configure auto-filing for documents
4. Scanning workflow automation settings of FileScan Bridge
   

FileHold: Training Video - Library Administration for FileHold Document Management Software

The previous post covered the training video resources for FileHold System Administration, where various types of user accounts, security groups memberships and access role permissions are assigned and managed.

Today's post will examine four Library Administration videos. Library Administration is where the document management library is given structure in terms of the Library file cabinet and folder hierarchy. In addition, system permissions, roles, and memberships created by the System Administrator(s) are used to safeguard security and provide access to file cabinets, folders and documents, records and files.

These videos supplement the direct training provided by the FileHold support and implementation team as they work directly with customers in the training and configuring of the FileHold document management software library. As always, our goal with each FileHold customer is to make their implementation a simple, pleasant and straightforward process.

Remember: FileHold's online help system is always available:

2) FileHold Library Administration and Configuration: 4 Videos

2a) FileHold Document Tagging Overview (5:13)

This presentation provides an overview of how to create and structure the FileHold library with metadata and index information. This video provides background information for the remaining activities you will complete in the remainder of this video series.

2b) Designing a Document Tagging Standard - A Best Practices Guide (9:31)

This video provides an excellent overview of the following topics.

1. How document tagging or indexing standards influence the Library structure
2. How to identify which Document Types and Metadata fields should be tracked
3. How to select metadata field types for fast and accurate tagging
4. Best practices when preparing to implement your tagging standards

2c) Implementing your Document Tagging Standard (12:35)

This demonstration focuses on how to quickly implement the document tagging standard you have created as a result of the exercises outlined in the “designing a tagging standard best practices video”. At the end of this exercise the FileHold library will be configured to the point where you will be able to test the addition and tagging of documents.

This video will walk you through the following tasks on a live version of FileHold server;

1. The addition and configuration of sample Metadata Fields
2. The addition and configuration of sample Document Types (schemas)
3. The Association of metadata fields with document types

2d) Testing your Document Tagging Standard (7:31)

This demonstration focuses on how to test and verify the tagging standard you have implemented as a result of the exercises outlined in the previous video in 2c) "implementing a tagging standard."

At the end of the exercises outlined in this video you will have tested the FileHold tagging standards by adding and searching for documents.

This video will walk you through the following tasks on a live version of FileHold server;

1. The addition of a test cabinet, drawer, category and folder to the Library
2. Testing the addition and tagging of documents using the tagging standard
3. Testing the searching for documents using the tagging standard

FileHold: Training Video - System Administration for FileHold Document Management Software

Today's post will showcase the System Administration portion of our online video training titles that are available for FileHold document management software customers around the world. These videos supplement the human touch provided by the FileHold support and implementation team when they work directly with customers in the training and configuring of the FileHold document management library. Our goal with each customer is to make document management implementation a simple and straightforward process.

Remember: FileHold's online help system is always available:

1) System Administration Series: 3 Videos
1a)FileHold User & Document Security Overview (15:06)

This tutorial video series is designed to help you to understand FileHold security and setup of the System Administration area of FileHold.

This presentation provides an overview of FileHold’s user and content security model and provides best practices guidance when planning your FileHold implementation.

This video covers the following topics;

1. FileHold Groups & roles bases security model
2. Locally Managed & Active Directory Domain managed user accounts
3. How documents are secured (content authentication)
4. Best practices when preparing to add users / documents

1b) Implementing your User & Document Security Standards (12:25)

This video provides step-by-step instruction on how to implement your user and document security standards in FileHold.Once the exercises in this video are complete you should be ready to test the security standards you have implemented prior to rolling it out to end users in the next video.

This video covers the following topics;

1. Create FileHold Groups & Assign roles to each group
2. Add users (or Import Synchronized Users from Active Directory)
3. Assign Users to FileHold Groups
4. Setup Document Type Memberships
5. Setup Cabinet memberships, drawers & sample folders

1c) Testing your User & Document Security Standards (5:06)

In this final video title of the System Administration series, this presentation focuses on how to test the security model you have implemented as a result of the exercises outlined in the implementing your security model video.

This video covers the following topics;

1. Test user / system security (authorization to File Cabinets and Folders)
2. Test document security (document permissions and authentication)
3. Test search security (Users can only search within Cabinets, Folders and File types that they are authorized to access)

FileHold Document Management Software Blog Topics

We will cover a variety of blog topics:

1) Spotlight on FileHold web site and FileHold help system content
- There are hundreds of pages in the FileHold web site and help system, on a frequent basis we will look at various topics that are frequently asked about.

2) Best Practices in Document Management
- In this we will look at various FileHold customer case studies, generally with customer names removed to protect confidentiality. We will examine how the FileHold library was setup, what challenges were overcome, and showcase the results. I always enjoy reading and learning about how people do things, usually this helps me with thinking of new ways to organize and structure document library's, metadata and a variety of documents.

3) Backup and Recovery of FileHold Application Data
- Far too often we read and hear about companies and organizations around the world that do not backup their various IT systems often enough, or not at all. Losing critical business or customer data is a serious risk. We provide detailed documentation covering a variety of backup and recovery scenarios. It is also a good idea to regularly schedule the testing of these upgrades, as well as patches and updates from Microsoft on a test FileHold server. Many of our customers elect to purchase a special backup and recovery license of FileHold to perform these tasks. Some customers use virtual machine technology from VMWare and other vendors that allow them to roll back after applying a patch or update from Microsoft. We will cover a variety of topics in this area.

4) Document management related technology news
- Occasionally, we may refer to interesting articles, news items or other external web sites that relate to the fields of imaging, document and record management.

This is a work in progress. We welcome your feedback, comments and suggestions.