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Capture 4.9.0

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  1. Capture 4.9.0 For SharePoint 2010

  2. KnowledgeLake Capture 4.9.0 • In This Presentation • Capture Overview • Capture Requirements • Capture Installation • Capture Initial Launch and Profile Creation • Capture Usage: Scan, Index, and Release • Capture Usage: Document Assembly • Capture Usage: Barcodes and Barcode Rules • Capture Usage: Architecture • Capture Usage: Options • Capture Tools • Capture Profile Administration Utility

  3. Overview Production CaptureKnowledgeLake Capture

  4. What is “Production Capture”? • Production Capture is a process entailing the capture of images into a system that allows for the assembly and indexing of those images into documents. • These documents will be released into a permanent image repository. • The source for these images could be a high-speed scanner, a fax server, a file system, or other devices that create images. • SharePoint WFEs

  5. Production Capture: Document Preparation • Before scanning, documents need to be separated into one or more batches. • If the documents contain a variable number of pages, separator sheets with barcodes or patchcodes are often placed between documents.

  6. Production Capture: Barcodes and Patchcodes • Barcodes and patchcodes can be used to separate a document or a batch. • During a barcode recognition operation, the image being processed is searched for possible barcodes. • Barcodes can be used to automatically assign specific attributes to a document. Barcodes Patch T/ Transfer Patch

  7. KnowledgeLake Capture Overview • KnowledgeLake Capture is an application used for production image capture, indexing, and batch management. • The primary function of KnowledgeLake Capture is to convert paper content to an electronic format. • KnowledgeLake Capture was built to capture anywhere from a few hundred to hundreds-of-thousands of images per day. • Users assign metadata (a process referred to as indexing), and then release the content along with the associated metadata to a SharePoint repository.

  8. KnowledgeLake Capture Overview • Three main components make up the production capture process: • Scan: An operator scans paper documents to import content into Capture and create a batch. • The file importer or a directory watcher may also be used. • Index: A user applies metadata to each document in the batch. • Assigning relevant metadata facilitates the search and retrieval of documents from within the SharePoint repository. • Release: After all documents in a batch have been indexed, the batch is released. • Typically, Capture releases to a SharePoint repository.

  9. Requirements Hardware RequirementsSoftware Requirements

  10. Requirements • Desktop Software Requirements: • Microsoft Windows 7 x32 or x64 or greater • Microsoft Windows Vista x32 or x64 +SP2 • Microsoft Windows XP Professional +SP2 or greater • Microsoft .Net Framework 4.0 Full Framework

  11. Requirements • Desktop Hardware Requirements: • 1 GHz processor or higher • 1 GB RAM • 50 MB hard disk space + space for documents to be scanned • 1024x768 or higher display resolution • ISIS, TWAIN or WIA compatible capture device, if scanning rather than using File Import. Ensure that the desktop hardware meets the scanner manufacturer’s documented requirements. *These are the minimum required hardware specifications. For recommended hardware in a high volume scanning environment, please refer to Appendix 1 of the Capture Admin Guide

  12. Supported Server Systems • Microsoft Windows SharePoint Services 2.0or greater (WSS) • Microsoft Windows SharePoint Portal Server 2003 (SPS) • Microsoft Office SharePoint Server 2007 (MOSS) • Microsoft SharePoint Server (“SharePoint 2010”) • Microsoft SharePoint Foundation (“SharePoint 2010”) • Note: Product does not install on the server, it is a desktop application only. For more information on Capture requirements, read the Capture 4.9.0 Release Notes.

  13. Installation Product InstallationProduct Activation

  14. Pre-Installation • You must be logged in as an administrator to install and activate KnowledgeLake Capture. Capture will not install successfully using the “Run-As” Administrator option. • Allow the installation scripts to run completely. Failure to do so results in the inability to properly remove or repair the product.

  15. Installation • Run KL_Capture_PDF_Module.exe • The self-extractor prompts the installer to select a destination for the extraction of the installation files. • This is not where the application will be installed—it is where the installation files will be saved. • You may modify the destination or keep the default, then check Launch Setup When Finished, then click Extract. • Click Yes to create the destination directory.

  16. Installation • A wizard takes you through the installation process. • After the extraction step, there are no other “turning points” during the installation—follow the prompts until the sequence is complete.

  17. Profile Creation Initial LaunchThe Setup Wizard

  18. Initial Product Launch • Launch KnowledgeLake Capture from your computer’s Start menu in the usual manner. • When you run Capture for the first time, the Setup Wizard runs and you must create a profile.

  19. Product Activation • When you start the application for the first time, you will be prompted for activation preferences. Select the Standard Activation.

  20. Product Activation • KnowledgeLake products requires that you enter a valid registration key before the product is usable. Select the On-Premise Server and enter the key. • The registration key should be obtained from KnowledgeLake or your software reseller.

  21. Product Activation • A software registration key is tied to your company and the specific software products that have been purchased and registered by you. • For example, if your company has purchased 50 KnowledgeLake Capture licenses, 3 KnowledgeLake Imaging licenses and 3 KnowledgeLake Connect licenses, you will receive one registration key that will allow the successful installation of each of these purchased products.

  22. Profile Creation • The Setup Wizard • When you start Capture for the first time, the Setup Wizard will run. • After completing this wizard you will have created your first Capture profile. • Profiles allow users to quickly and efficiently switch to different scanners, destinations, and options.

  23. Profile Creation • General Options • Select the desired options for this profile.

  24. Profile Creation • Scanning • You can choose an attached scanner or File Import. • File Import allows you to select files for indexing that are already saved on your hard disk.

  25. Profile Creation • SharePoint Site Type Selector: • Even if you choose to release to Capture Server or a folder, you need to define the SharePoint site so Capture can retrieve content types. • Site URL is the address of your SharePoint site. Define the top level if you want to retrieve all content types. • Credentials connect to SharePoint, and must have contribute access to libraries in order to save content. • Checking Default Credentials will set Capture to use the credentials of the currently logged-in user when connecting to SharePoint. • Click Next and the Site URL will validate. Click OK.

  26. Profile Creation • SharePoint Site • Expand the top level site, then use the Ctrl key to multi-select the locations you want included in the profile. • You may also use the buttons on the right to add, remove, or modify locations.

  27. Profile Creation • Saving: • You can choose to save documents to a local or network drive, to a SharePoint site, or to KnowledgeLake Capture Server. • Auto Foldering automatically generates folders to store documents. • A folder structure based on year, month, and date is created within the SharePoint document library. • Doing this dramatically increases the number of documents a SharePoint library can typically store. • If you do not want folders to automatically generate, clear the option and documents will be saved in the root of the document library.

  28. Profile Creation • Release File Type: • You can leave documents in their native format or you can have Capture convert these documents to a specific file type once captured. • Both TIF and PDF are available, and XPS is available if the .NET 3.0 framework is installed.

  29. Profile Creation • Finished: • Upon successful completion of the Setup Wizard, Capture displays the Finished window.

  30. Profile Creation • Select a Content Type: • When you complete the wizard, the application will launch and prompt you to select a default content type. • This indicates that Capture has connected to SharePoint and retrieved the associated libraries, sites, and content types. • Make your selection, then click OK.

  31. The Capture Screen RibbonBar The interface is divided into 3 sections. Panes Status Bar

  32. The Panes BatchTree View Pane – Shows documents and pages in a collapsible tree view Preview Pane – Shows the selected page and annotations Index Pane (or Properties Pane) – Shows the metadata associated with the selected content type

  33. The Ribbon Bar Menu Quick Access Bar Tabs • The ribbon bar, sometimes referred to as a toolset, changes based upon the selected tab: Home, Insert or Scan. • The Insert tab provides tools for inserting screenshots or pages into the existing document. • The Scan tab allows you to select or reset the scanner, and view the scanner properties. Toolset/Ribbon Bar

  34. The Status Bar Current Profile Refresh Content Types Zoom Slider Status of application Document Sets Menu Selected scanner Default Content Type

  35. Messaging Window • The messaging window allows you to see messages, errors, and available batches. • To display or hide the messaging window, click on the Capture status bar.

  36. The Program Menu Capture Program Menu • Click the Capture Program Menu button to see choices for batch manipulation. • You may also open Capture Options from the Program Menu. Options Button

  37. Scan, Index, and Release Capture’s Basic Procedure

  38. Scan • Click the “Scan” button on the Home tab of the ribbon to bring images into the Capture tree-view pane. • For the purposes of this presentation, the term “scan” represents the action of capturing images, either from a physically connected scanner or from the File Importer.

  39. Index • Click the Index button on the Home tab of the ribbon to open the Index panel and begin the indexing process.

  40. Index • Enter appropriate metadata values for the selected content type in the available fields of the Index Pane. • Click Accept to index the next document or to complete the batch after indexing the last document.

  41. Index • The indexing process typically occurs after scanning and prior to releasing documents to SharePoint. • Indexing occurs at the document level. Therefore, you cannot assign different attributes to individual pages of a document.

  42. Point and Shoot OCR Indexing • Metadata can be extracted from an image using Optical Character recognition: • Draw a box around the content you want to be read and assigned as metadata. • Select the desired metadata column from the pop-up submenu. • The data is entered into the selected column. • The white field displaying the selected information is referred to as a snippet.

  43. Release • When all documents have been indexed, you are able to release the batch. You should be prompted with a dialog box, asking if you would like to release the batch. • You may also be able to use the Release option in the Program Menu if you do not wish to release using the Release plug-in. For more information on scanning, indexing, and releasing in Capture, see the Capture 4.9.0 User Guide.

  44. Document Assembly Working With Documents in the Batch Tree View

  45. The Batch Tree View • Capture displays the pages and documents of the current batch in the Batch Tree View, in which you can: • Add documents and/or pages • Merge two documents into one • Move pages within a document • Separate one document into two or more documents • Rotate pages and documents (if image files, not PDF) • Cut or copy pages and paste into another location in the batch

  46. The Batch Tree View • In the Batch Tree View, selecting a specific page will display that page in Capture’s Preview Panel.

  47. The Batch Tree View • Right-click on either a page or document to access tree-view functionality.

  48. The Batch Tree View • Additional documents or pages can be added using the Insert tab of the Ribbon Bar. Find out more about Document Assembly in the Capture 4.9.0 User Guide, pages 33-43.

  49. Rescanning • After reviewing the scanned images, you may want to rescan a page or document. • Rather than rescan the entire batch, Capture permits you to rescan either the document or page. • From the Batch Tree View, highlight the page or document to rescan. • Click the rescan option for Page or Document on the Home tab of the Ribbon Bar.