WHITEPAPER

About Captaris, Inc.Captaris, Inc. is a leading provider of software products that automate document-centric business processes. Captaris specializes in document capture, recognition, routing, workflow and delivery. Captaris integrated solutions provide interoperability with leading line of business applications and technology platforms. Captaris products include RightFax, Captaris Workflow, Alchemy, FaxPress, DOKuStar, RecoStar, Single Click Entry and ID-Star which are distributed through a global network of leading technology partners. Captaris customers include the entire Fortune 100 and the majority of Global 2000 companies. Headquartered in Bellevue, Washington, Captaris was founded in 1982 and is publicly traded on the NASDAQ Global Market under the symbol CAPA. www.Captaris.com.

©2008 All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of Captaris. The following are registered trademarks and trademarks of Captaris: Captaris, the Captaris logo, Alchemy, RightFax and Captaris Workflow. FaxPress is a trademark of Castelle. RecoStar, DOKuStar, DOKuStar Capture Suite, Single Click Entry, ID-Star, BUSY, Invoice CENTER, Tax CENTER and Mail CENTER are trademarks of Oce Document Technologies GmbH. All other brand names and trademarks are the property of their respective owners.MC0010433

Document Capture and Integration for Microsoft Office SharePoint Server 2007Automate Business Processes by Capturing Documents, Associated Metadata and Integrating with SharePoint

Executive SummaryWith significant investments in enterprise content management systems, successful businesses around the world know that developing an efficient document capture strategy depends on finding a solution that not only leverages the capabilities and essence of individual content management systems but also integrates with companies’ business processes to save both time and money.

This white paper is intended as a guide for companies looking to automate business processes by integrating both document capture and data capture with content management applications such as Microsoft® Office SharePoint® Server 2007. It presents an overview of the Captaris® RightFax® Connector for SharePoint Server 2007, outlining the robust technology that allows SharePoint users to view images and documents from their familiar SharePoint document libraries. Customers use SharePoint everyday for content management, enterprise search and business process enablement. As users manage increasing amounts of information, they are in need of applications that help simplify more complex business processes. Captaris takes into account the needs of users, IT administrators and business managers by providing an integrated, scalable and reliable end-to-end document-centric business process automation solution.

Benefits Of Document Capture And Content Management IntegrationWhile many businesses have invested significantly in enterprise content management systems and platforms to manage their companies and employees’ documents and data, document images continues to play a key role in providing secure and reliable document exchange. Emerging imaging and OCR technologies offer opportunities to integrate document images received from MFPs, scanners, and fax with content management offerings to organize, rationalize and automate overall business processes.

The initial benefit is the ability to capture document images and all types of document metadata, feed the company repository and database, and leverage them with all the business processing tools available. Just as voice mail and fax inside of Microsoft Office Outlook® allow for greater productivity and unified communication flow, fax and scan document images inside of SharePoint Server 2007 allow for greater efficiency and unified content management basis for more automated and manageable business processes.

A captured document from Captaris is typically the start of a business process needing automation, and often begins the initiation of activities. By adding document images and their associated metadata, we now facilitate the automation of business process management tools and activities. Data entry time and errors are greatly reduced as images are imported, opened in a document image viewer and go through OCR where data is reviewed and extracted. Furthermore, this allows greater automation between the data processing step and the notification plus routing of data steps. With the information captured on receipt, companies now have the ability, through advanced workflow services using SharePoint Server and Captaris products, to interact with the initiator as both import and sent image data is captured. Typical applications include loan

RightFax is Represented by:

Document Capture and Integration for Microsoft Office SharePoint Server 2007 2

processing, medical and insurance claims, medical records, invoices, purchase orders, expense reports, as well as response forms such as acceptance or confirmation letters.

By automating such tasks, companies greatly reduce the latency in the transactions which equates to greater inventory turnover and ultimately increase profits. Integrating document capture and content management provides a number of substantial benefits, all designed to meet the demands for immediate and cost-effective automation of repeatable document processes.

For network users:

Easy to use document library to manage imported images, metadata •and properties

Automated document image feed from many capture points •

Notifications automatically alert users of image availability via Alerts •and RSS feeds

Ability to monitor the status of document images in a familiar •environment, decreasing need for training and increasing productivity

Convenience of attaching documents in their native formats, such as •those in Microsoft Office Word, Microsoft Office Excel®, Microsoft Office PowerPoint® (including .xlsx, .docx, .pptx, jpeg, gif and HTML)

Saves document library space by keeping only document images •that are subscribed to Captaris Servers

Use stand-alone OCR for further metadata extraction, form •population and data assessment allowing for searchable content within document library

Use Captaris Workflow™ integrated with SharePoint document •libraries for automated routing, approval and submission

For IT administrators:

Leveraging existing IT network and application infrastructure•

Flexibility of configuration based on user’s and administrators’ •collaboration environment

Independent solution design for different topology settings•

Lower system maintenance and support costs by eliminating •recurring costs of manual processes

Easy reference for managing and maintaining automated routing •from libraries

Images now conforming to enterprise document policies, security •and life cycle management

Improved compliance, accessibility and document image •management

Improved cost control and accountability for imported, uploaded, or •sent documents and data

Rollout/deployment gains with predefined document library template•

The DistinctionCaptaris is the proven market leader in document capture and document delivery software with market share of more than five times greater than the closest North American competitor and 2.5 times greater that our closest International competitor1. It delivers the most reliable and robust document software solutions to integrating and automating the flow of a full range of document images, paper and electronic documents and data, and enabling enterprises to achieve significant cost reductions. By using Captaris products, companies can securely and efficiently deliver business information from virtually any application via fax, scan, email and print devices or over the Internet. Captaris is also the leader in network document capture solutions for MFPs.

Some of the RightFax advantages over less robust offerings are in its architecture. It easily integrates with an organization’s IT and enterprise content management infrastructure. What’s more, RightFax is built on the premise of server independence to serve as a document capture engine. RightFax does not rely on the operation of a separate system to enable the import and sending of images. Even if another system is down, images can still be imported and routed to SharePoint document libraries.

Scalability and extensibility are also key differentiators to the Captaris solution. Whether for a small business or a multinational enterprise, no other document capture solution offers the breadth and depth of product or integration to meet your specific document capture and delivery needs.

Windows Certification

RightFax is certified on Microsoft Windows Server 2003 Standard and Enterprise Editions. Certification provides application reliability, continuity in the user interface experience, ease of installation and ongoing operation. Applications that are certified on Windows Server 2003 have gone through a rigorous third-party testing process to ensure conformance with Microsoft application requirement specifications. Reliability and decreased cost of ownership make certified applications a preferred choice.

Conformance with Microsoft guidelines ensures the smooth operation of the offering and reduces any risk of downtime that may be experienced with uncertified products. Certification on Windows Server 2003 Standard and Enterprise Editions takes this a step further by providing assurance that the solution works in a Microsoft environment. These certifications also show our level of commitment to reliability and providing enterprise-class solutions. As a Microsoft Global ISV Partner, Captaris is one of an elite group that provides world-class Microsoft solutions. Captaris also partners with industry-leading technology companies and provides customers with some of the most advanced document process automation products on the market today. The company’s strategic alliances are an integral part of the product offering and also include Canon, IBM FileNet, Hewlett-Packard, IBM Lotus, Oracle, SAP and Xerox among many others.

1 Source: Computer-Based Fax Markets 2005-2010, Davidson Consulting

Document Capture and Integration for Microsoft Office SharePoint Server 2007 3

The Integration with SharePointRightFax offers a robust document capture and document library integration for SharePoint Server 2007, providing a comprehensive feature set that allows users to view automated imports of document images from the familiar interface of their existing SharePoint document libraries. With the introduction of a RightFax Connector for SharePoint to the enterprise, users who wish to consolidate their documents through SharePoint Server 2007 can import and route document images from their existing desktop clients. Since the RightFax Connector installs at the server and uses client software, there is no need to install additional software on each desktop. Additional software, such as Captaris Single Click Entry, installed on the desktop are required to capture image metadata.

Comprehensive Feature Set

Capture documents and feed with images using any existing or new •SharePoint document library for edit and manipulation

Quickly configure and start using provided Site Templates to build •image libraries

Use New Paper metadata fields to insert text and capture •associated content in documents saved to document libraries for follow-up enterprise search

Receive document images from MFPs, scanners and fax•

Notify users of image import via SharePoint provided alerts and •RSS feeds

Automated import between Captaris image delivery and SharePoint •document libraries

Imported or sent images are available for data capture, routing, •workflow and business process automation directly within SharePoint Server 2007

Upload documents and images from network to SharePoint libraries •for automated document-centric processes

Use separate OCR applications for extracting metadata and •populating into new forms posted in SharePoint libraries for additional enterprise search

For any document or image needing simple routing, choose Send •for distribution

Automate Scheduling Services for image import, cleanup and tracking•

With advanced OCR applications by Captaris, extracted metadata can be populated to a Microsoft Office InfoPath® form or a SharePoint library, providing the ability to perform enterprise search and synchronization with Outlook 2007 or other Office 2007 applications. Enhanced image management is now possible as documents delivered to SharePoint libraries can now conform to enterprise document policies, security and life cycle management, providing improved compliance and accessibility.

For Administrators, the Paper Center template provides predesigned document libraries for easy configuration and rapid implementation. Captured documents are automatically imported using the RightFax Connector for SharePoint enabling more routing and other business

processes, and for metadata retention into SharePoint document libraries. Within SharePoint Server 2007, subscriptions to various servers and document libraries automate the routing of documents. Customers mapping libraries with document capture can automate document processes and allow for advanced routing, workflow, metadata extraction and collaboration services using SharePoint Server 2007 or other applications.

Components

The RightFax Connector for SharePoint consists of three components that work together to allow import and simple routing and sharing of document images:

RightFax Web Service The Web service watches the subscribed user accounts between the RightFax Server and the SharePoint document libraries. RightFax is responsible for converting documents into image formats before delivering them for processing.

RightFax Connector for SharePoint Server 2007 This connector, which is installed and runs on the SharePoint Server, handles all image transfers between the SharePoint Server 2007 Server and RightFax Server.

Paper Center Template This component allows administrators to easily generate and implement a new SharePoint site designed for image management and routing. The template helps the administrator through the steps of site implementation and allows for easy design of document libraries import and route selection.

Captaris Single Click Entry For a limited time, the RightFax Connector for SharePoint comes with a one seat license to the new Captaris Single Click Entry. This product provides a viewer to select captured document images for further full text OCR, data extraction and form population for retrieval. The viewer opens the selected image and allows metadata text selection with just one click for populating metadata to Web forms, InfoPath files, line of business applications and more.

Automating Document-centric ProcessesThe key to automating repeatable processes in SharePoint Server 2007 is allowing users and administrators to view populated documents and images, as these are ready for separate business processes related to capture, routing and workflow. Libraries can be customized to show repeatable submissions of many different types of processes from loan applications, invoice submittals, contract submissions and a myriad of other documents that are sent into an organization via front end document capture. In a document library, a user can manage their document task lists through alerts, email and RSS feeds to notify them of imported images. Additional applications such as Captaris Workflow™ can be integrated with SharePoint Server 2007 libraries for automated routing, approval and submission. Finally, the user can view SharePoint Server 2007 task lists to review bandwidth of document reviews and reassign tasks of loans captured to manage proper task load balance.

Document Capture and Integration for Microsoft Office SharePoint Server 2007 4

Figure 1. In this customized example and theme, users receive and view their fax images conveniently in SharePoint

Use and Application in Document Capture Environments

The RightFax Connector for SharePoint allows automation of repeatable document processes. For instance, a common loan origination process is a rapid credit review and prequalification request. These are typically received as completed forms faxed to the mortgage company by brokers. With the RightFax Connector for SharePoint, these forms automatically appear inside SharePoint as a captured document that can now participate in a review process and acceptance workflow. The separate advanced OCR application by Captaris is now able to extract metadata from documents upon opening the fax and populating fields of other files, forms and directly enabling Loan Origination Systems as needed. Additionally, loan metadata can be inserted into a separate workflow for institutional review process. Upon loan approval, a final document letter is sent from SharePoint with approval metadata extracted from the applicant approved loan account and inserted with the loan documents for distribution.

Purchase Orders

Another repeatable process includes organizations and individuals receiving purchase orders. Many organizations accept orders as inbound faxes on a daily basis. The review and processing of these orders can now be automated as the document images are routed into SharePoint where Accounts Receivables personnel can capture the relevant metadata from the image, feed the enabled accounting or ERP system, and drive shipping and billing through standard corporate business process. Documents can be edited. Tasks can be approved and individuals can be notified of approvals using RightFax Connector for SharePoint.

Invoices

Also, another repeatable process includes Finance questioning line items on an invoice. Many organizations accept invoice disputes delivered as inbound faxes on a daily basis.

Figure 2. Invoice receipt and reconciliation station

The review and processing of these disputes can now be automated as the images are routed into SharePoint where Accounts Payable personnel can capture the relevant metadata from the images and drive resolution through corporate business approvals.

Figure 3. Extraction of image metadata into InfoPath form for further processing

Images can be edited and changes sent to a separate library using SharePoint Server 2007. Through increased automation, the ability to calculate and report through the LOB dashboard is greatly enhanced.

Figure 4. LOB metrics for number of disputes process and potential liability calculations

Expense Reports

Expense reports are another repeatable process where signed images are sent from the field for review, corrected and then submitted into the system. In this scenario, expense forms are received, reviewed and entered into an InfoPath form.

Figure 5. In this view we have the newly arrived expense report ready for review

Document Capture and Integration for Microsoft Office SharePoint Server 2007 5

Once the report is received the information is extracted from the image and entered into InfoPath where it can then be saved and scheduled for manager approval.

Figure 6. Extraction of relevant data from image

Once the information has been added to the InfoPath form and saved, the approval step is updated and ready for manager approval.

Figure 7. Updated page pending approval

With RightFax Connector for SharePoint, imported images and associated metadata are available for automated business processes that were previously allocated to prior manual routines. By automating the inbound document flow to the SharePoint document libraries, users view files in a familiar site and can select the generated images for review and advanced services.

Design Automated Processes for Easy Import, Notification and Routing

Import your images by configuring a document library to populate automatically as images arrive. Available metadata can be saved and used for automated workflow and routing services. Configuration filters allow managed distribution and display of incoming images viewed by Paper Type data including Day, Sender, Status and other desired filters.

Figure 8. Document library is automated for arrival of images and data

Figure 9. Manage your document task lists through alerts, email and RSS feeds

Users are automatically notified of image arrival via SharePoint configured alerts and RSS feeds. Alerts and RSS feeds are designed in the library to notify users when images are available for review and additional processes. Capture, import and routing of document images as well as metadata retention to SharePoint document libraries automatically enable collaboration and trigger document-centric business processes. Users can choose the document and review it for OCR metadata extraction as the data can populate line of business applications.

Figure 10. Use Captaris Workflow for automated approval routing and submission

Captaris Workflow™ integrates with SharePoint and enhances RightFax Connector for SharePoint to automate document and data routing, workflow, submission and task alerts for event notification and for approval. A document and data event triggers a number of steps in an automated process that enable users to easily manage repeatable workflows.

Document Capture and Integration for Microsoft Office SharePoint Server 2007 6

Capturing Document Metadata is Easy

It’s easy to create and manage document metadata directly within SharePoint Server 2007 using the RightFax Connector for SharePoint. Users can upload documents and images from the network into SharePoint libraries for metadata creation and routing. Furthermore, when creating a new document, select the New Paper feature from any document library in SharePoint Server 2007. When a user selects New Paper, the user adds the relevant document metadata in fields available in a toolbar for quick and easy insertion, capturing associated content for follow-up index search. The user completes the task and metadata is now available for enterprise search and distribution.

Figure 11. Creating and sending faxes in SharePoint is easy

Figure 12. Creating and capturing document metadata

Also, the user can send a document via RightFax manually by selecting a file in the SharePoint library, highlighting the drop-down menu, choosing the Send option and inserting the requested data. After highlighting an image and selecting Send Fax (see Figure 13), a dialog box is launched requesting to specify the receiver, fax number and notes to attach to the cover page. Scanning completed documents and sending out of a document library can be designed to start a workflow event creating more tasks like loan approval workflows. The completed documents are sent to the applicant and the related metadata is extracted by a separate capture application from Captaris and inserted into the applicant’s account while notifications or additional separate workflow is completed.

Figure 13. Highlighting documents or images for Sending from a document library

Figure 14. The RightFax Connector for SharePoint managing automated and user selected processes via mapped servers

The RightFax Connector for SharePoint provides Paper Center site templates for easy setup of image libraries with subscriptions to automate importing and routing of documents and images. With Captaris Servers mapped directly to SharePoint, images and documents are automatically imported into libraries for imaging, OCR and workflow business processes using SharePoint Server 2007 or other applications.

Captaris Workflow enhances automated document and data routing and submission for event task approvals. Capturing metadata allows for follow-up enterprise search of text and index information.

Document Capture and Integration for Microsoft Office SharePoint Server 2007

www.Captaris.com

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Figure 15. Use Paper Center templates to set up image and document libraries

With the RightFax Connector for SharePoint, adding document images and the associated metadata allows automation and savings on resources allocated initially to manual routines. By automating document import directly in to document libraries, users view information in a familiar site and select document images for review and advanced services. Advanced services can be designed to enhance desired automated processes.

Design Automated Processes for Easy Import

From the SharePoint Server 2007 home page, administrators design the site and libraries to automate processes and solve problems end-users are voicing. Administrators can select from the site actions drop down menu to create a site by entering the Title, Description and URL Name. They also select Paper Center from the Custom Tab under Templates. Import and Send settings are designed to assign a RightFax user account mailbox to an individual or group account library.

Documents are listed in the document library by:

Type of document•

Name (or number) of document•

Date and time of import•

From fax number•

From name•

From voice number•

Priority assigned •

Any other desired content types•

This allows for easy document and data display for relevant search and quick view of status. A configured document library can automatically populate new imported document images and metadata ready for user selection. Available metadata is saved and can be used for advanced OCR, routing and workflow services.

The Enterprise SolutionCaptaris is at the forefront of today’s image capture market. Captaris is the leading provider of integrated and scalable distributed capture, electronic document management and distribution, routing and workflow solutions to meet the varying document-centric business processes of any organization. Captaris continues to deliver innovative technology that drives the industry forward.

RightFax, the proven world market leader in capturing document images, integrates with SharePoint Server 2007. The integration provides advanced document library features, creating a distributed capture solution allowing images to automatically populate in mapped SharePoint sites so users manage data within SharePoint. What’s more, RightFax provides enterprise communications with a complete range of network, production and Fax over IP delivery options that integrate with desktop, email, CRM, ERP, document management and other business applications.

For companies that want a single, enterprise-wide electronic document solution, RightFax modules and connectors provide a full range of distributed capture, image routing and document distribution capabilities. Customers can start with one RightFax Server and add modules to enable not only email applications, but can enable ERP, CRM systems and legacy mainframe applications as well. This modular approach leverages a company’s investment in its RightFax Server technology and simplifies installation and ongoing administration with a range of on-premise and outsourced delivery options.

By incorporating RightFax and the RightFax Connector for SharePoint into their document capture and process automation strategies, companies can enjoy the advantages of high-volume, repeatable processes coupled with advanced application offerings across their enterprise. As a result, they can streamline business processes, increase productivity and speed information while dramatically increasing Return on Investment and reducing Total Cost of Ownership.

Requirements RightFax Server 9.3 or later•

RightFax Server 9.3 FP2 for Office 2007 Document conversion•

RightFax Connector for SharePoint Server 2007•

Microsoft Office SharePoint Server 2007*•

Microsoft Windows Server 2003 or later*•

Optional Captaris Single Click Entry•

Captaris Workflow•

*Available from Microsoft