1. Integrated Workflow Scanning
{ uniFLOW
Capture }
Integrated Workflow Scanning

2. With uniFLOW Capture...
…small and medium-sized organizations can optimize document imaging processes, capturing documents with the indexing data required to support back-end processing, and distributing them to the required destination in the format you need.
Role-centric scan workflows interact with employees at the point of scan, minimizing manual handling and reducing error.  

3. Efficient Management of your Documents

4. Easily scan and capture your Files

5. Full scanning functionality on a wide range of devices:
Device Support
Full scanning functionality on a wide range of devices:
Canon multifunctional devices
Canon imageFORMULA ScanFront Network/ Desktop scanners

6. Multiple Authentication Options
Control access to features and destinations via multiple authentication options
Card login
Username/ password
PIN code
Job code
Anonymous login

7. Personalized Scan Workflows
Fully personalized scan workflows follow the user around the organization
Different users can have different scan workflows depending on their job role
Document capture processes are interactive

8. Convenient Scan Interface
After logon, users are provided with an intuitive user interface
Showing a scan preview for verification

9. Unified Printing and Scanning
When operating on a Canon imageRUNNER multifunctional, users are presented with a unified user interface for printing and scanning
The scan interface is identical on all Canon devices

10. Process all captured Information

11. Integrated Document Processing Features

12. Automatic Text Recognition
Highly accurate OCR engine supporting 137 languages
Multilingual recognition with up to 8 different languages per page
Page layout analysis for automatic detection of text, graphic, table and barcode zones

13. Automated Document Indexing
Recognize structures and process according to a specific workflow
E.g. invoices from different suppliers
Capture data via Zone OCR or barcodes
User can override automatic choices if required
Split documents based on e.g. barcode, Zone OCR result or page number

14. Image Quality Enhancements
Reduce error and improve automated processes
Automatic quality enhancement of scanned images
Deskewing
Despeckling (B/W images only)
Orientation detection
Line removal
Dark border removal
Dither removal

15. Barcode/ Blank Page Recognition
1D / 2D barcode support
Blank separation sheets can automatically be removed
Multiple documents on one pile can automatically be split into individual or groups of pages

16. Fast Encryption and Conversion
Transform documents into various electronic formats
Editable Microsoft Word or Excel® documents
PDF/A documents
Encrypted PDFs
Scans can be converted many times, simultaneously sending different formats to different locations

17. JPEG I.R.I.S. iHQC™ Engine Powerful Compression
With a 80% compression  15x smaller
I.R.I.S. iHQC™ Engine
PDF with OCR  570x smaller
PDF without OCR  790x smaller

18. Customer found, name returned Archived in DB with customer name
Database Validation
Data that has been either automatically or manually collected can be validated against your database
E.g. Is “12345” a valid customer number?
New data can be pulled from your database and added to the scan
E.g. If “12345” is the customer number. What is the customer’s name?
Customer No. extracted
DB checked
Customer found, name returned
Archived in DB with customer name

19. Distribute documents where you need them

20. Scan Destinations Overview

21. Scan to Email/ Microsoft Exchange
Documents can be sent with very limited effort
The user may enter recipient addresses manually, or select recipients from global address lists
If using Exchange Web Services, users can select recipients from personal address books
Sent s can be cc’d to the user’s inbox, or their Sent Items if using Microsoft Exchange

22. Scan to Folder/ FTP
Automatically send to identified user’s home folder, or a designated shared location (Windows SMB or FTP)
If appropriate, users may create new destination sub-folders directly via the device interface
Document content or user-provided data can be used to choose or create destination folders
Configurable XML meta data files provide indexing to other back end systems

23. Scan to Therefore™/ Therefore™ Online
Scan directly into Therefore/ Therefore Online
Browse Therefore Categories
Meta data can be entered at the device or extracted from the document via Zone OCR

24. Scan to Microsoft SharePoint®/ SharePoint® Online
Scan directly into Microsoft SharePoint/ SharePoint Online
Browse and select the SharePoint folder structure
Document specific meta data can be entered and stored

25. Scan directly into iW Desktop
Scan to iW Desktop
Scan directly into iW Desktop
The documents are immediately available for sharing
Users are informed by a notification window about new files and a preview including document details is displayed
Meta data can be entered at the device

26. Scan to Cloud-based Destinations
Scan directly into several cloud-based destinations such as:
Box
Dropbox
Evernote®
Google Drive™
LEAP Cloud
Microsoft OneDrive®/ OneDrive® for Business

27. Scan to DMS/ ECM-Systems
Scan directly into document management systems/ enterprise content management systems such as e.g.:
FileNet®
Hyland OnBase®
iManage Work
LEAP
Lexis Affinity™
OpenText Content Server
RightFax

28. How do you benefit?

29. Immediate Benefits
Raise document security: to prevent unauthorized use of devices, uniFLOW Capture requires users to identify themselves
Increasing office productivity: by making scanning as easy as possible, employees can retrieve documents much quicker, meaning time is not wasted searching for information

30. Immediate Benefits
Reduce errors caused by manual processing: by automatically capturing meta data, errors caused by manual entry will be avoided and digital documents can be retrieved faster
Reduce document storage costs: once documents have been scanned, they can be shredded and no longer need to be stored on-site, therefore saving on costly office space

31. Sample Customer Cases

32. Case 1: Italian Real-Estate Company
Italian real estate company operating in Italy, Germany and Poland
HQ based in Milan, Italy
Employs approximately 900 employees across all three locations/worldwide
uniFLOW has been installed 5 years ago
Added scanning at a later stage

33. Starting with Output Management
Print securely throughout the company
uniFLOW Universal Driver – one driver for all devices
uniFLOW embedded applets show personal print queue
Print jobs can be released to any printer
Automatically directs jobs to the appropriate device
Track and control printing, copying and scanning costs
Understand the current printing infrastructure and allocate costs to individual departments

34. Adding Scan Workflows on top
5 x “Scan to folder” addresses on MFP’s panel
One for each type of document: invoices, orders, contracts, loans, mortgages
Once scanned, documents are sent, via the I.R.I.S. engine, to appropriate hot folders monitored by uniFLOW
When a barcode is detected in the specific area of the document defined within the WE, it is used to split the document and read its alphanumeric value

35. Adding Scan Workflows on top
Barcode data is validated against a database:
Data not validated  uniFLOW returns an error to the user
Data validated - empty value, no documents previously archived  PDF and XML file are archived either to folder or into SAP®/Oracle®, depending upon the document type
Data validated - documents already scanned and archived  XML template informs the system that scanned images have to be added to the file

36. Adding Scan Workflows on top
uniFLOW/
IRIS
Hotfolder
Database
SAP®/
Oracle®
Folder

37. Reduced IT burden, one system to manage
Customer Benefits
Extending the single platform was easy i.e. requirement for a second platform
Reduced IT burden, one system to manage
Security increased due to single system controlling access to devices
Single user interface simplifying access for end users

38. Case 2: Norwegian Law Firm
Large Norwegian law firm, HQ based in Oslo
Operating in the shipping industry, covering disputes, tax and customs
Goal: to be paperless

39. Manual process used to sort, store and deliver mail
Challenge
Manual process used to sort, store and deliver mail
No routines for document control and search processes for paper documents
Basic scan to function used by office employees

40. Project Implementation
Incorporation of uniFLOW V5.2 with secure print and scan modules
Investment in 2x imageRUNNER ADVANCE 7065 and 7x imageRUNNER ADVANCE 5051
Removed basic scan to function

41. Handling incoming Mail in the Mailroom
Each employee is issued a personal barcode which is annotated to a front page and separator sheets
Mail is sorted and collated per employee
The front page is placed at the top of the employee‘s mail pile, separator sheets are placed in between individual mail items

42. Handling incoming Mail in the Mailroom
Once scanned, uniFLOW identifies the employee via barcode and subsequent barcodes are used to split the mail into separate files
Next, the mail is sent to and collected from the Hummingbird DM system
Employees collect all their personal mail from the Hummingbird system, where it is centrally stored

43. Scan Workflow – Incoming Mail
uniFLOW
Server
Hummingbird 1 1 2 3 1 2 3 2 3 1 2 3

44. Handling the outgoing Mail
Lawyers create response letters within Hummingbird
Hummingbird automatically versions it and adds a matter code
The letter is printed securely, signed by a lawyer, and scanned back in

45. Handling the outgoing Mail
The letter is processed via uniFLOW’ s OCR engine, extracting the matter code to identify the customer in Hummingbird
The matter code is used to look up the customer details in the Hummingbird system
The document is sent to the correct place in Hummingbird where it is automatically versioned and locked
It is locked as this is a signed document and therefore must not be changed

46. Scan Workflow – Outgoing Mail
Hummingbird
Incl. Matter Code
Incl. Version
Incl. Signature
+ Matter Code
+ Version
uniFLOW
Server
Incl. Matter Code
Incl. Version
Incl. Signature

47. All correspondence and legal documentation is stored electronically
Customer Benefits
All correspondence and legal documentation is stored electronically
Documents can be accessed easily and at any time
Lawyers no longer waste time on non-profit generating activities
The system has proved 100% successful with no failures or losses reported

48. Case 3: Australian Law Firm
Australian law firm with offices in Melbourne, Sydney and Brisbane
HQ based in Melbourne
Goal: to reduce network traffic between sites

49. Incorporation of uniFLOW V5.0, update to V5.1
Project Overview
Use of MFDs for 200 users
Incorporation of uniFLOW V5.0, update to V5.1
Secure Print
Statistics
Rules and Routing
Scanning
 Scanning as key driver for the solution

50. Initial uniFLOW Scan Workflow
“Send to Folder” installation
Scan to Myself ( )
Scan to (enter address)
Scan to Folder (department or customer folder)
Selection of different file formats possible

51.  High daytime network traffic between sites
Challenge
Staff in Melbourne scans to customer folder at the following server location <\\Melbourne\customers>
User travels to Sydney to work but the scan folder remains in Melbourne
 High daytime network traffic between sites

52. Initial uniFLOW Scan Workflow
Server
MFD
Melbourne
File Server
in Melbourne
Sydney
Brisbane

53. Second Stage improved Scan Setup
Each MFD has the location field populated so when a user logs in, the site location based on the MFD is displayed
The server location looks like this: <\\<location field of the MFD>\customers>
Added advanced scanning compression
 Tailored solution due to the workflow engine

54. Second Stage improved Scan Setup
uniFLOW
Server
MFD
Melbourne
File
Server
Sydney
File
Server
Brisbane
File
Server

55. A single platform solution meeting all unique business requirements
Customer Benefits
Removal of daytime network scan traffic between sites leaving only night time replication
Reduced file size allowing very large documents to be sent via direct to customers
A single platform solution meeting all unique business requirements