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Konica Minolta ECM Blog

Extend Microsoft SharePoint ECM Strength with OnBase

Posted by Cindy Bialy on Fri, Dec 29, 2017 @ 11:09 AM

Would you go to an Irish pub to get a good Italian dinner? Granted, that pub may have lasagna on the menu and it would taste okay. But if you’re looking to get a real “Italiano” meal, you would go to an Italian restaurant; specific to the quality and taste of food you’re looking for.

The same goes for Microsoft SharePoint and Enterprise Content Management (ECM). You could use the ECM component in SharePoint and it would work fine, but it wouldn’t provide the robust functionality your organization needs for a true content management system. The basic goal of SharePoint is to make possible for a company with many employees spread all over to work with the same level of agility and coordination as a company with just 10 employees working out of a single office.

A classic example is Project Management. SharePoint is great for collaborating across teams and organizations. It’s a great repository for new documents and presentations while you and your team work together. But SharePoint falls short in many areas when categorizing it as a “Document Management” or ECM option. Specifically, it falls short of its promise of storing all of a company’s information centrally and in an organized fashion. It’s significant in many areas, but when it comes to central, organized storage, the functionality just isn’t there.

First, let’s learn more about SharePoint.

Screen Shot 2017-12-29 at 11.02.07 AM.pngSince its introduction in 2001, Microsoft SharePoint has been widely used to build team collaboration sites and portals, most frequently to address content access and document collaboration for work groups. SharePoint is an inexpensive , easy to deploy, easy to use solution that addresses the complex requirements organizations have for managing and collaborating on business documents. With the release of Microsoft Office SharePoint Server 2007, the product expanded beyond its initial roots to include more complete capabilities for content management, business intelligence, search and electronic forms creation and management.

Today, I turn your focus to the “content management” hexagon piece. Content is a low level form of ECM. Many experts question whether it provides true enterprise content management capabilities.

What challenges/problems were organizations facing that created a need for a more robust “content” SharePoint piece?

  • Drowning in Paper
  • Manual processes causing too many errors that were costing time and money
  • Manual file and document retrieval was time consuming and therefore expensive
  • Project content sharing not easy

While Sharepoint contains elements that can either enhance or replace some of the more basic ECM functions, it’s more difficult or nearly impossible for Sharepoint to be a true ECM replacement. Some even argue that it’s just another general purpose application -- albeit powerful -- that can clean up and organize many a cluttered shared drive.

A key limitation that warrants consideration is SharePoint’s challenge to support large amounts of content. While capable of managing scanned document images, such as paper invoices, legal contracts and correspondence in low quantities or within smaller organizations, Sharepoint quickly reaches its limits when storing large document volumes, which are typical in most organizations. In addition, many users consider Sharepoint to lack enough bandwith for some applications, particulary records management and archives. As a result, users are showing a very strong interest in third-party integrations which complete the functionality gaps. Many are looking to integrate Sharepoint with front-end capture systems and new or existing repositiories to fashion a more robust and capable ECM infastructure.

The functionality gaps caused many organizations to recognize the need to use SharePoint in tandem with traditional ECM platforms. To enhance an ECM solution, you could use any of the 20+ products marketed and known today.

So why chose OnBase?

  • OnBase is continually evolving to meet the changing needs of your organization today
  • OnBase solutions are flexible and scalable(you can start in one department and move to other departments at your own pace)
  • Seamless integration with SharePoint and all other Line of Business systems

Using the SharePoint integration, OnBase provides users with real time process visibility into OnBase workflow activity, process bottlenecks and exceptions. Users can search, access, view or retrieve documents through a single interface, eliminating the need to log into multiple applications (known as application jumping). With the SharePoint and OnBase integration, users can scan documents directly through SharePoint, allowing users to manage all of their content within a single familiar interface. Documents scanned into SharePoint are automatically stored in OnBase and/or matched with related content and routed through workflows.

Why is the integration valuable?

  • Leverage investments by integrating these enterprise solutions to take advantage of the strengths of each.
  • Promotes worker efficiency by providing SharePoint users with instant self-service access to related content in OnBase.
  • Easy configuration and easily deployed without the burden or cost of system development. Easy to update pre-built workflows.
  • OnBase runs in the background but allows for high volume scanning and capture solution that complements SharePoint’s native capabilities.
  • Access critical business documents stored with OnBase directly within familiar, user -friendly SharePoint interfaces.

Untitled.pngIntegrating OnBase and SharePoint takes advantage of the strengths of each. SharePoint is great for collaborating across teams and organizations. It’s a great repository for new documents, presentations, etc. while you and your team work together, but it doesn’t address all the requirements organizations have for content management solutions. Once that business content is complete, OnBase is the better choice for long term archival and customized workflow.

 

Tags: Document Management, BPM, OnBase, ECM, Workflow, Microsoft Sharepoint

SharePoint 2016 & Office 365 Digital Workplace in Seattle Area

Posted by Dan Termale on Tue, Sep 01, 2015 @ 12:07 PM

Workshop: SharePoint 2016 & Office 365 Digital Workplace Seattle Area

When:    Sept. 16, 8:30am-1PM

Cost:       Free (includes coffee or juice & lunch)

Where:   Microsoft Civica Building 

               1st Floor Conference Room (behind the fireplace)

               205 108th Ave NE, Bellevue, WA 98004

Limited Seating – Registration Recommended  - This event will likely sell out early!

 Register Now! 

This training is designed to help you understand what is possible, including sharing of best practices, and a look at the roadmap for what is coming in SharePoint 2016.

If you've been looking for that special ECM workshop that covers workflows and forms solutions for Office 365 using Nintex, or has solid roadmap session on SharePoint 2016, or helps you understand the compliance features in the Microsoft cloud that will help you understand how the Microsoft world of Collaboration and ECM come together... this is your lucky day.  

With the release of SharePoint 2016 beta, there are a lot of questions about what is in the box... or what might be missing!  We'll dig into the details. 

Building on years of experience, this SharePoint and Office 365 training is being delivered by top industry speakers and influencers.

Joel Oleson, Director of Business Development at Konica Minolta, SharePoint & Office 365 Influencer and popular blogger

Owen Allen, Microsoft Office 365 Technology Specialist

Tom Castiglia, Director of Konica Minolta Microsoft & SharePoint Practice

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We have three exciting sessions planned for you in this free event hosted by Konica Minolta Business Solutions, Nintex and Microsoft:

  • Automating Business Processes: Forms and Workflows in Office 365 including MS Dynamics CRM integration with Nintex - Tom Castiglia, SharePoint Practice Director, Hershey Technologies

  • Governance, Risk & Compliance in Office 365 Latest Release using Data Loss Prevention and Information Rights Management - Owen Allen, Microsoft Corporation, Technology Specialist

  • What's New in SharePoint 2016 - Planning for the future now! - Joel Oleson, Business Development Director, Konica Minolta Business Solutions

Speakers:

http://i0.wp.com/www.collabshow.com/wp-content/uploads/2015/07/071715_2027_SouthernCal5.jpg

Owen Allen

http://i2.wp.com/www.collabshow.com/wp-content/uploads/2015/07/071715_2027_SouthernCal4.jpg

Joel Oleson

@joeloleson

Director of Business Development

Konica Minolta

Owen Allen

@owenallen

Office 365 Technology Specialist

Microsoft Corporation

Tom Castiglia

@tcastiglia

Microsoft Practice Director

Konica Minolta Business Solutions


In addition, representatives from Nintex will join our expert panel during a light lunch.

Looking forward to seeing you!     https://www.wamsports.com/Uploads/About%20Camps/register_button.png



Tags: BPM, ECM, Microsoft Sharepoint

Konica Minolta Welcomes Hershey Technologies & Continues ECM Expansion

Posted by Dan Termale on Wed, Jul 22, 2015 @ 10:28 AM

ManagementTeam

Hershey Technologies acquisition adds SharePoint and customized document automation and records management solutions.

San Diego, CA, and Ramsey, NJ – July 20, 2015 – Konica Minolta Business Solutions U.S.A., Inc. (Konica Minolta), today announced that it has acquired the assets of Hershey Technologies of San Diego, CA. The move deepens the company’s enterprise content management (ECM) portfolio for data capture, business process automation and ECM.

As a result of the acquisition, Konica Minolta’s customers will have access to a broader range of solutions, services and support.  Hershey Technologies has been a recognized ECM systems integrator for almost 25 years, providing customized document automation and records management solutions to meet unique corporate requirements. The company’s suite of hardware, software and professional support is focused on:

  • Data Capture Solutions: Multi-channel Capture, Document Imaging, Advanced Document Recognition, OCR Data Extraction, Electronic Forms Management
  • Enterprise Content Management: Document Management, Records Management, Line of Business Integration
  • Business Process Automation: Graphical Workflow Solutions, Reporting, Notification, Versioning, Audit Tracking

“The addition of Hershey Technologies strengthens our partner offerings of Kofax document and data capture solutions, while adding SharePoint solutions and services to our already robust portfolio,” said Sam Errigo, senior vice president, Business Intelligence Services, Konica Minolta Business Solutions, U.S.A., Inc.  “Our ability to integrate with SharePoint solutions is especially viable for mid-sized businesses, giving them another reason to choose Konica Minolta for their enterprise content needs.”

The acquisition also brings Hershey Technologies staff of highly skilled professionals to Konica Minolta’s workforce, expanding its talent pool to more than 8,000 employees providing world-class services and solutions to its customers.

This latest acquisition aligns with Konica Minolta’s vision of verticalized core competencies, based on a product portfolio tailored to the specific needs of targeted industries and customers. 

About Konica Minolta
Konica Minolta Business Solutions U.S.A., Inc. is one of the world’s leaders in information management focused on enterprise content, technology optimization and cloud services. Our portfolio of offerings deliver solutions to improve our customers’ speed to market, manage technology costs, and facilitate the sharing of information to increase productivity. The All Covered IT Services division offers a range of  IT strategy, support, project and cloud computing solutions across all verticals. Konica Minolta has won numerous awards and recognition, including placement in the Leaders Quadrant on the Gartner 2014 Magic Quadrant for Managed Print Services (MPS) and Managed Content Services (MCS). Konica Minolta has been recognized as the #1 Brand for Customer Loyalty in the MFP Office Copier Market by Brand Keys for eight consecutive years. Konica Minolta, Inc. has also been named to the Dow Jones Sustainability World Index for three years in a row. For more information, please visit: www.kmbs.konicaminolta.us and follow Konica Minolta on Facebook, YouTube, and Twitter @konicaminoltaus.

Press Contact:

Kristina Marchitto, Public Relations Manager

Konica Minolta Business Solutions, U.S.A., Inc.

+1 201.236.4399

kmarchitto@kmbs.konicaminolta.us

Konica Minolta bizhub is a registered trademark of Konica Minolta, Inc.  All other trademarks mentioned in this document are the property of their respective owners.

Tags: Document Management, Paperless Office, BPM, ECM, Workflow, Microsoft Sharepoint, Technology,

Microsoft SharePoint Benefits from Document Capture Platforms

Posted by Brianna Smith on Fri, Dec 05, 2014 @ 10:01 AM

working_togetherWe’ve talked about workflow and business process management procedures in the past, but what about Microsoft SharePoint? Microsoft SharePoint is a popular collaboration software platform in the ECM arena and is used by companies all over the world as part of their content management and business strategy.

Pairing Microsoft SharePoint with a document capture platform helps to ensure that an organization’s content makes it into SharePoint in an accurate and efficient manner. Most organizations now-a-days have a lot of content going in and out of their systems every day, you need a system in place to get all of your information converted, captured, and delivered into your ECM or legacy systems. 

Using a document capture platform to simplify the process of getting information into a SharePoint system will allow for content to be managed more effectively. Without a document capture platform, organizations will struggle to effectively manage their content which can lead to inefficient workflows and unsuccessful business.

What would be a great document capture platform for organizations to implement?

Kofax Capture.

document_archiving__670-articleKofax Capture works by collecting documents and forms and transforms them into accurate, retrievable information before delivering it to the organization’sSharePoint system or any other ERP or legacy system. This speeds up the business process.

Additionally, the Kofax Capture tool provides document capture capabilities for Microsoft SharePoint, including:

  • Integrated Windows Authentication: Content and Metadata are delivered directly to SharePoint libraries without the need for multiple user log-ins.
  • Support for all library types.
  • Document Set Support: Group like documents quickly and easily, and Kofax will create or update those Document Sets automatically.
  • Native LZW TIFF Output - Scan and capture paper documents in TIFF format with LZW compression, enabling image viewing through the default Windows viewer.

In summary, Kofax Capture and Microsoft SharePoint seem to be made for each other. Together they help streamline and better manage business processes in an organization. No organization should be without such a useful, efficient combination of tools. If you have Sharepoint and would like more information contact us!

 

Tags: Document Management, Kofax, Kofax Capture, ECM, Microsoft Sharepoint, document capture

Kofax Express - Software That Multitasks Like You Do

Posted by Dan Termale on Tue, Oct 08, 2013 @ 09:11 AM

Kofax ExpressIf there is one character trait/skill that you need in today's crazy fast pace business environment it is the ability to multitask. We are all expected to do more with less and faster than ever! Time is money so our business processes and departments must be running efficiently. A common factor that every business deals with no matter what size or type of organization is paper. Information comes in and out of our organizations in many formats at very high volumes every day. How are you managing your documents and information, are you being efficient? Is there areas you wish you can improve?

Kofax Express makes it easy for anyone to scan, organize and store documents, at speeds that make batches big and small process quickly. This software is easy enough for beginners and powerful enough for pros and can handle small business volumes as well as large enterprise content volumes. Kofax Express was built around the user experience and has one of the highest adoption rates out of all capture solutions. This software utilizes the same look and feel as Microsoft Office 2007 applications, which most people are already familiar with. The same ribbon bar menu options and action buttons as Microsoft Office makes this solution very easy to use and simple to learn.

Kofax ExpressThis is a powerful solution that has endless capabilities, right out of the box it supports multi-page exports, SharePoint Single-Page, and export to Kofax Capture. Of course there is always the functionality for custom solutions as well to meet any specific requirements that you may have. When it comes to document separation Kofax Express can separate different groups of documents automatically which eliminates the need to scan your documents one at a time. You can just load your scanner to its scanning capacity and let Kofax Express do the rest. It will divide the batches into separate document groups automatically based on bar codes or by inserted blank pages. The most timely part of capturing your documents is the separation and grouping of like documents, but you will no longer need to do that. You can rest assured that your scanner will always be running at optimum capacity automatically doing the document separation.

The video below give a complete overview of Kofax Express and why it is such a powerful production scanning solution:

If you like what you have read and seen in this post and would like some additional information then Contact Us at AMS Imaging. We would love to talk with you and show you the value and ROI this solution can have on your business!

Tags: document scanning, Paperless Office, Kofax, Kofax Capture, ECM, Smart Process Apps, Microsoft Sharepoint

Document Capture for Microsoft Sharepoint

Posted by Dan Termale on Thu, Jun 27, 2013 @ 02:59 PM

Kofax Capture to Sharepoint

Microsoft Sharepoint is one of the most popular collaboration software platforms in the market and companies all over the world leverage it as part of their content management and business strategies. There are a lot of great features that Sharepoint offers its users, but the best way to get the most out of your Sharepoint solution is to pair it with a document capture platform to hep you get all of your content into Sharepoint. If you struggle to get the majority of your content into your Sharepoint system then you are not getting the most out of your solution.

There is so much content that comes in and out of our organizations everyday and without a simple way to manage this constant flow of information to your Sharepoint system you will struggle to manage your content effectively. Kofax Capture provides document capture capabilities for Microsoft Sharepoint, including:

▪ Integrated Windows Authentication: Content and Metadata are

▪ Delivered directly to Sharepoint libraries without the need for multiple user log-ins.

▪ Support for all library types

▪ Document Set Support: Group like documents quickly and easily, and Kofax will create or update those Document Sets automatically.

▪ Native LZW TIFF Output - Scan and capture paper documents in TIFF format with LZW compression, enabling image viewing through the default Windows viewer.


Document Capture

Kofax Capture works to speed up business processes by collecting your documents and forms, capturing and transforming them into accurate, retrievable information, and then delivering it all into your Sharepoint system or any other ERP and business applications you operate on. No matter if your information is paper or electronic it needs a way to get into your Sharepoint system. Make sure you are getting the most out of your Sharepoint system and that you have the tools you need to make that happen!

For more information contact us!

 

Tags: Kofax, Microsoft Sharepoint

BPM and Workflow - What's the Difference?

Posted by Dan Termale on Thu, May 23, 2013 @ 03:30 PM

BPM WorkflowThere are many terms and solutions in the Enterprise Content Management (ECM) world that sound similar and seem to have the same meanings. One of those grey areas for people has to deal with  the terms Business Process Management (BPM) and Workflow, often referred to as BPM Workflow. Though they do share similarities and concepts, BPM and Workflow Automation deal with different areas of functionalities and purpose. They both address the need to automate core processes to eliminate bottlenecks, cut out redundancies, and achieve efficiency, in their own ways. BPM characterizes a series of activities that are independent from specific applications and systems. Workflow facilitates simple routing of tasks or activities from person to person.

BPM is distinguished by its ability to coordinate activities and tasks among users. It connects different systems by enabling seamless data sharing and universal control of the business critical data from a single interface. Whether that interface is OnBase or Microsoft Sharepoint or any other Document Management system or ERP system, BPM makes it so that you can control your information from the interface you use most. Business processes, once they are defined, can be modeled, automated and managed to help you realize maximum efficiency to lower your costs and achieve higher operational output. By following set rules, BPM is able to distinguish between exception rules and the actual flow of your business processes that allows you to govern every process. Information and data is constantly coming into your organization from outside sources and through BPM tools like Kofax TotalAgility and Kofax Transformation Modules (KTM) you are able to capture, evaluate and analyze the information efficiently and effectively.   

Workflow bpmWorkflow Automation software uses application specific sequencing of tasks set up with predefined rules, including either automated or manual activities. A workflow is usually set up on a fixed business process and you will have to tell the system how to deal with exceptions to the predefined rules. These systems, like OnBase, are very intuitive and take a learn by example approach. This means that the system gets smarter over time and it learns every time you process an exception, new vendor or data type so that the next time it will automatically know how to process it. Workflow automation run on smart process apps that basically take your manual business processes and replicates it electronically in a better, smarter way. 

Tags: Document Management, Kofax, BPM, OnBase, ECM, Workflow, Smart Process Applications, Smart Process Apps, Microsoft Sharepoint

Property Developer Taps OnBase Instead of Sharepoint

Posted by Cindy Bialy on Wed, Apr 17, 2013 @ 10:15 AM

Henley Properties solved their document control woes by using OnBase to improve cash flow and control millions of files related to 2000 residential construction jobs.

 “We needed more than a place to simply store documents,” said Bree. “People had to be ableOnBase for construction to get documents from a number of different sources. There was a need for many different people to quickly and easily search and find documents and [they] had to be able to assign a document to someone and trace its progress through a workflow.”

“We also looked at Microsoft SharePoint but OnBase’s workflow capabilities were better than SharePoint’s out of the box,” said Bree.

Over the past two years, data volumes have grown significantly as the company produces higher quality and larger CAD drawings (which are imported from a file system as PDFs), files from multi-function devices, and captures more photos than ever before.  Continue reading the article...

Tags: OnBase, OnBase workflow, accounts payable, Microsoft Sharepoint, Construction

Great Document Management Systems Have Four I’s

Posted by Dan Termale on Wed, Jan 30, 2013 @ 09:07 AM

 document managementIf you have done your homework then you know that there are many different Document Management solutions and products in the market. Unfortunately, even upon detailed inspection you may have found that most of them have similar functionality and it can be difficult to figure out the differences. You may also find that legions of companies have adopted and use Microsoft SharePoint as a Document Management platform. So how do you choose? Well, that largely depends on what your needs are and how you define a document management solution.

 

In my experience, a document management system is most valuable when it helps a company to reduce operating costs or improve business process. At the core, their basic function is to capture documents and facilitate retrieval from a computer or mobile device. In the details of that definition though, you’ll find that every organization and each user has different needs and requirements they need a document management system to fulfill.

I’ve found that there are Four “I’s” to consider when looking for a document management system:

  • four waysIntegration – The Document Management system should integrate with allof the main systems the users works from every business day. Wherever possible, the Integration should be proven, configurable, and not rely on custom code.
  • Intelligence – Reporting and Business Intelligence is critical. You need to be able to provide insights and reports on what is happening across the organization as well as provide an audit trail showing who, what, where, and when.
  • Intuitiveness - Having a user friendly solution will improve the user experience and help with overall adoption.
  • Investment (, Return on) - There needs to be a compelling ROI to justify the cost and time spent on the solution. There’s nothing quite as useless as technology without a purpose.

The truth is that while SharePoint is a great tool for building team sites and collaboration, it’s more of a swiss-army knife than a purpose-built tool, and falls short in many areas when categorizing it as a "Document Management" option. The truth is that in spite of many strides, even with SharePoint 2013, it's still not a true transactional Document Management system. If you’re looking for a document management solution, do yourself a favor and look past the analyst hype and look towards vendors who understand the way that real-world users interact with documents and each other.

Your users will thank you for it!

Tags: Document Management, OnBase, ECM, Microsoft Sharepoint

Kofax Document Capture for Sharepoint

Posted by Mike Thomas on Thu, Apr 12, 2012 @ 11:48 AM

With Kofax Capture, you can capture, identify , and deliver your documents, content, and metadata into Sharepoint sites quickly and easily.

Are you struggling to capture and deliver content to Sharepoint? Do you need a simple way to manage the ingestion of information to Sharepoint Sites?

Kofax Capture provides powerful Document Capture Capabilities for Microsoft Sharepoint, including:

  • Integrated Windows Authentication: Content and Metadata aresharepoint delivered directly to Sharepoint libraries without the need for multiple user log-ins.
  • Support for all library types
  • Document Set Support: Group like documents quickly and easily, and Kofax will create or update those Document Sets automatically.
  • Native LZW TIFF Output - Scan and capture paper documents in TIFF format with LZW compression, enabling image viewing through the default Windows viewer.

Kofax captures and delivers all information types, paper and electronic, into Microsoft SharePoint and Office 365. To find out more about this solution for your company, contact us today.

Tags: Kofax Capture, Microsoft Sharepoint