DocXtractor INVOICE
Automated incoming mail processing and business process optimisation
ELO Digital Office GmbH
structured and unstructured information of any source
making documents work ...
to capture information to provide information to organise information
ELO Digital Office GmbH
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ELO Digital DigitalOffice Office About ELO About usus
Incoming mail processing The challenge
Business process optimisation The solution DocXtractor The product DocXtractor The system architecture Questions
ELO Digital Office GmbH
ELO Digital Office GmbH is a market leader for EnterpriseContentMangement software and input management
Intelligent document processing and business process optimisation 1995
Business objectives: Market entry:
Main product:
Target market: Subsidaries:
ELO ECM-Suite, DocXtractor
Insurance, banking, retail, manufacturing Stuttgart (head office) Hamburg, Dortmund, Munich, Gera Luxemburg, Belgien, Nederlands, France, Poland, Tschech, Italy, Australia, Hungary, Austria, Turky Switzerland,..
ELO Digital Office GmbH
History
History of ELO Digital Office GmbH
ELO Digital Office GmbH
Competence and experience ELO Digital Office .
is an expert for intelligent document processing and business process optimisation.
offers content capturing software for complex applications. solutions allow the automatic categorisation and analysis of any structured and unstructured documents and the qualified extraction of information contained. achieves highest rates of recognition and data quality by the implementation of innovative technologies. solutions reduce costs in document processing areas of a company.
ELO Digital Office GmbH
ELO Digital Office GmbH
1 ELO Digital Office About us
Incoming mail processing The challenge 2 Incoming mail processing The challenge
3 Business process optimisation The solution 4 DocXtractor The product 5 DocXtractor The system architecture
6 Questions
ELO Digital Office GmbH
Objectives of Document Related Technologies
Meaning of Document Related Technologies:
Capturing as needed, systematical organisation as well as appropriate access to all information Connection between document and business process to capture information
Resulting business objectives:
Efficient information processing Safety of quality and efficiency of processes, decisions, products etc. Prevention of misallocation of resources Creation and assurance of competitive advantages to organise information to provide information
ELO Digital Office GmbH
forms
semi structured documents
free-form documents
input media: paper, email, fax etc.
ELO Digital Office GmbH
Connection between data, information and knowledge
image objects layout structure
image
characters
data
words
d S 2
processes
INFORMATION
interpretation
information presentation logical objects
sender recipient date subject signature ...
knowledge
message type
offer
business data
order
invoice ...
ELO Digital Office GmbH
Challenge of free form incoming mail processing
forms & free structured documents
data Capture view
field 1 paper email fax etc. field 3
Heterogeneous documents High daily volume
field 2
Growing amount of free form documents
Documents are central input factor of business processes
business process view
business processes
Customer
?
data capture
Today business process design is often isolated from document processing steps
Company
ELO Digital Office GmbH
Technical success factors for document processing
High data quality with minimum verification efforts
Process quality
Homogenous data (consistency with ERP/ host systems) Document processing as an end-to-end solution Process acceleration and automation
+
Process speed
Adherence to time and dates Cash flow optimisation ... Processing of all documents from any customer
+
Process flexibility
No customisation needed for new customers Flexibility with regard to data extraction
...
Processing documents efficiently
ELO Digital Office GmbH
Economic sucess factors for document processing
Initial installation costs
Acquisition costs
Verification costs Data quality ... Software costs
+
Investment costs
Hardware costs Project planning costs (internal und external) ... Customer specific adaption effort
+
Process costs
Servicing costs Flexibility regarding fields extracted
...
Short payback period of investment
ELO Digital Office GmbH
incoming mail
recognition
distribution
processing
outgoing mail
manual processing
internet
scanning
manual distribution
email
fax paper
automatic data transfer
recognition indexing
processing with human interaction
manual processing
electronical distribution
text and print system
extraction
automatic data transfer
electronical documents
processing without human interaction
telephone
manual processing
archive / document management system (archive / DMS) process management tool CRM system
ELO Digital Office GmbH
1 ELO Digital Office GmbH Technologies About us 2 Incoming mail processing The challenge
process optimisation The solution Business process optimisation The solution 3 Business
4 DocXtractor The product 5 DocXtractor The system architecture 6 Questions
ELO Digital Office GmbH
Support of automatic business transaction A Customer sends documents unrequested
e.g. notice of loss
expectation
classification extraction approach
company customer
OCR-ICR
common expectations
B Customised business transaction already exists
e.g. confirmation of address change
expectation
company
call center
company customer
classification extraction plausibility OCR-ICR
p1 p2 p3
specific expectations
ELO Digital Office GmbH
OCR / ICR system as an integrated component for business process optimisation process
insurance holder
index info
Kai Korn Bergstr. 24 67659 KL cancellation accident insur.
key data
1258 KK 1154
cancellation accident insur.
police number :
1258 KK 12 U 8
change of address
new address
address new
Proccessing of heterogenous incoming mail
Short processing time > High customer satisfaction Efficient business process organisation and optimisation
ELO Digital Office GmbH
Selected requirements of intelligent OCR / ICR solutions Controlling of the whole document processing from scanning to data storage with high system stability Processing of heterogenous batches of documents and also electronic documents Automatic designation of classification features for free-form documents Extraction of customer information depending on business process
Quality increase of captured information by mathematical and logical checks
Integration of business databases for validation purposes Support of automated processing without human interaction High scalability by outsourcing load intensive processes to external clients Minimal effort for adaptation of new document classes
ELO Digital Office GmbH
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ELO Digital Office GmbH Technologies About us
Incoming mail processing The challenge
Business process optimisation The solution DocXtractor The product DocXtractor The product DocXtractor The system architecture Questions
ELO Digital Office GmbH
Highlights of incoming mail processing with DocXtractor Processing of whole heterogeneous incoming mail (paper, fax, email, electronic documents) without any explicit presorting Minimal training and implementation effort complete GUI-based training and testing Minimal administration effort administration and monitoring completely in customers hands Self-learning and self optimizing system with auto-adaptive, intuitiv and visual administration and configuration support
Substantial statistical analysis and reporting in test environment as well as in production for performance measurement and ressource planning
ELO Digital Office GmbH
Workflow Document process with DocXtractor (internal workflow)
import automated document processing with DocXtractor export
ERP paper scanner
export
automated
database workflow archive
import
fax fax server
analysis verification workplace
email
email server
training workplace
administration workplace
electronic documents
automated processing or agent
DocXtractor automates the classification process and provides the required information automatically.
ELO Digital Office GmbH
Workflow Document process with DocXtractor and ELOscan (internal workflow)
import
SCAN
automated document processing with DocXtractor
export
import ERP
paper
export
automated
database workflow archive
import
fax fax server
analysis verification workplace
email
email server
training workplace
administration workplace
electronic documents
automated processing or agent
DocXtractor automates the classification process and provides the required information automatically.
ELO Digital Office GmbH
DocXtracto r Image preprocessing
DocXtractor prepares image files for an optimal recognition
ELO Digital Office GmbH
Classification can be performed using different methods (AutoClassifier, layout, search patterns, tables, ...)
commercial invoice
medical invoice insurance contracts address changes bank account changes etc.
Using AutoClassifier the classification criteria can be generated automatically during the training process.
ELO Digital Office GmbH
Data extraction
localisation of data fields OCR result
field name
7929418 P e tz, Erwin 94,80
invoice number
name
position 1 position 2
190,80
8,16
amount for disposal
VAT total amount
44,0 8 337,82
Information extraction based on forms
ELO Digital Office GmbH
ELO Digital Office GmbH Top Down Search
master data
company name Thomas Cook AG Adolf Wrth GmbH Voith AG street z.code city bank code account Zimmerstr 61440 Oberursel 20041111 4786543 Postfach 74650 Knzelsau 62091800 10681000 Pltenerstr 74650 Knzelsau 62091800 21389700 Pacalstr. 70569 Stuttgart 70540660 518378908
BMW AG .....
Knowledge about location of fields is not necessary Perfect fit for free form documents and invoices Fuzzy search (tolerant against OCR errors and different spellings) Optimal results without training
ELO Digital Office GmbH
Automated quality assurance and validation of information
invoice number
7929418 P e tz, Erwin 94,80 190,80 8,16
7929418
name
matching with master data
P ee tz, Erwin corr. 94,80
position 1 position 2 amount for disposal
mathematical checks
190,80 8,16
VAT
total amount
logical
44,0 8 337,82
checks
44,0 6 337,82
corr.
ELO Digital Office GmbH
Manual verification of information
matching with master data invoice number 7929418 Peetz, Erwin 94,80
mathematical checks
logical checks
name
quality assured data export
position 1 position 2 amount for disposal VAT total amount
190,80 8,16 44,06 337,82
Manual data verification will also use automatic validation processes to improve data quality
ELO Digital Office GmbH
USPs of DocXtractor DocXtractor is a product for automated processing of the whole incoming mail Standardised interfaces to archive-, DMS-, ERP- and workflow systems as well as capturing solutions simplify the integration Customer oriented and continuous development with fixed release dates Cooperation with customers in Product User Groups
Extensive service offer
Customising by system configuration (coding and compilation are not necessary) Release independent integration of technical requirements is possible
Market-leading methods of classification and extraction for reduction of manual effort of verification
ELO Digital Office GmbH
Capability characteristics Capability characteristics of DocXtractor Controlling of whole document handling from scanning to data storage with high failure safety Processing without manual presorting of documents
Processing of electronic documents
Automated definition of classification characteristics for free form documents Extraction of customer information dependent on business process Quality improvement of selected information by mathematical and logical checks Integration of business database for output validation Support of automated process control (processing without human interaction) High scalability on a client-server-architecture
ELO Digital Office GmbH
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ELO Digital Office GmbH Technologies About us
Incoming mail processing The challenge
Business process optimisation The solution DocXtractor The product DocXtractor The system architecture DocXtractor The system architecture Questions
ELO Digital Office GmbH
DocXtractor SUITE : Components and modules
Import Analysis Analyse Adaptionen Adaption Verifikation Verification
Export
Archive/DMS Archiv/DMS ECM BASIC E-Doc/ Exchange FREE FORM File/Scanning XML
INVOICE Verifier ORDER Supervisor PKV
Archive/DMS Archiv/DMS ECM
Datenbank Database
File/XML
Administration / Configuration Konfiguration
Document Finder Document Manager
Legende Legend
Quality Q-Sicherung/Statistik security / Statistic
Reporting Test Testsysteme systems
Components
Modul 1 1 Module
Modul 2 2 Module
SAP SAP-Module modules
Import/Export Monitoring Archiving
Module Modul ...
ELO Digital Office GmbH
Internal system workflow DocXtractor
Coordinator
Document Manager
Analyser
image preprocessing classification
Verifier
Supervisor
document definitions
information extraction
validation and correction
OCR correction
DocXtractor DB
matching DB
control DB
result DB
The database oriented document analysis ensures a consistent system
Importer
customer DB image source
Exporter
ext. application
ELO Digital Office GmbH
The client server architecture guarantees a high failure safety in conjunction with the necessary scalability
DocXtractor server
Analyser 1 Importer Exporter
Verifier 1
. . . . . .
Analyser m
DocXtrac tor DB
. . . . . .
Verifier m
Coordinator
ELO Digital Office GmbH
Client ability
DocXtractor supports the process of different clients in one system
DocXtractor
incoming mail
client 1
sub system f
client 1
customer system client 1
. . . . . .
incoming mail client n
. . . . . .
sub system f client n
. . . . . .
customer system client n
Every sub system can have its own workflow and its individual configuration
ELO Digital Office GmbH
Technical requirements Technical requirements
Server Processor: 2* Pentium IV 3,0 GHz or higher, poss. DUAL Core
RAM: min. 1 GB per processor Hard disk: min. 2*30 GB, mirrored and failsafe Operating system: Windows 2000 Server (Advanced), Windows 2003 Server (Enterprise) Software: MS SQL Server, Oracle 9, 10 (Server), IBM Informix (Server), IBM DB2 (Server), or external
Analysis Clients
Processor: 2* Pentium IV 3,0 GHz or higher RAM: min. 1 GB per processor, hard disk: min. 10 GB Operating system (alternative): Windows 2000 Professional, Windows 2003 Server (Enterprise) Software: MS SQL (ODBC), Oracle 9, 10 (ODBC), IBM Informix (ODBC), IBM DB2 (ODBC)
Document Manager Client / Verifier Clients
Processor: 1* Pentium IV 2,4 GHz or higher RAM: min. 1 GB, hard disk: min. 10 GB Operating system: Windows 2000 Professional, Windows XP Software: MS SQL (ODBC), Oracle 9,10 (ODBC), IBM Informix (ODBC), IBM DB2 (ODBC)
Other equipment
Network hard disk (100 Mbit/s)
ELO Digital Office GmbH
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ELO Digital Office GmbH Technologies About us
Incoming mail processing The challenge
Business process optimisation The solution DocXtractor The product
5 DocXtractor The system architecture 4 Questions 6 Questions 4
ELO Digital Office GmbH
Thank you for your attention
ELO Digital Office GmbH
