In this month’s blog, I wanted to highlight the new features available in PaperSave version 6.x.
PaperSave 6 SP1 New Features
IMPLEMENT DRAG & DROP IN VARIOUS PAPERSAVE WEB FORMS
It is good to have choices! Therefore, whether you are capturing documents from a desktop scanner, network copier/scanner, fax machine, email, or Microsoft Office®, PaperSave’s Electronic Document Imaging allows you to capture documents based on your preference, process, and hardware available.
One way to capture a document is by using the “Drag-and-Drop” method, which means that you select one or more files and drag them to the target window within PaperSave where you wish to add the document.
PaperSave customers have benefited from “Drag-and-Drop” functionality within the PaperSave Window based User Interfaces since 5.2. With PaperSave 6.0 Service Pack 1, they have extended Drag-and-Drop functionality to the PaperSave Web-based User Interfaces.
Simply “Grab” a document from Windows Explorer, the Desktop, etc. and “Drop” it into PaperSave Web pages to automatically associate with the record or transaction, or to add a document to PaperSave Workflow. Adding documents to PaperSave using “Drag and Drop” are possible from within the following PaperSave Web User interfaces:
- PaperSave Workflow
- PaperSave Workflow Entry Viewer
- PaperSave Document Explorer
- Add New PaperSave Document
WORKFLOW FORMS and WEB FORMS
PaperSave Workflow is document centric. This means the subject matter of our workflows is always a document. In prior versions of PaperSave, the document that was the base of a workflow item had to originate outside of the PaperSave system. There was no way to generate an original document within PaperSave that would contain the content required for it to be the subject of a workflow. PaperSave Workflow Forms introduces the ability to create PDF-based e-Forms to collect and automatically route capture information through any PaperSave Workflow. The forms can have any visual design, as the only requirement is for them to be based on a PDF that was created outside of PaperSave. The Forms designer within PaperSave supports drawing controls on any PDF, so forms users can capture information to create the final document routed within the workflow. Textboxes, Dropdowns, Option Buttons, Checkboxes, and Tables are all supported within the designer. The final form is hosted within a web browser supported on Windows and Mac operating systems.
Administrators can design and create forms to capture information that would previously have to be hand written on paper forms and scanned into Workflow. Users are able to fill in these forms and submit them to a standard PaperSave workflow. On submission of the form, the system will generate a PDF document as the base of the workflow item, preserving the look of the form complete with the data necessary for workflow participants to view. Any form fields can be mapped to any Document Type Profile Fields, so the workflow designer can use data captured in the form for making routing and workflow decisions.
PAPERSAVE PUBLIC WORKFLOW FORMS
An external user is someone outside the organization who cannot access the forms that are published within the local network of an organization. However, if your organization performs work that involves collaborating directly with vendors, clients, customers, employees, applicants, etc. then you might want to use the external sharing feature being introduced into the Workflow Forms module with 6.0 SP1. By introducing a “Public Forms” option, Workflow Forms can now be externally accessed by users outside the organization.
ATTACH PDF FILES TO WORKFLOW FORMS
With PaperSave 6.0, PaperSave Workflow Forms were introduced, which gives an ability to the customer to create a Workflow Form and share it internally within the organization. Customers loved this functionality and requested to enhance this feature. Therefore, with PaperSave 6.0 Service Pack 1, they have come up with an enhancement to allowing form submitters to ‘Attach File’ within PaperSave Workflow Form User Interface. With this option, users can attach any .pdf file to the Workflow Form.
Using the ‘Attach File’ button, one can attach a single file or multiple files with the current Workflow Form. On submission of the Workflow Form, the PDF files will be appended to the Workflow Form creating a single multi-page Workflow Item.
Figure 1: User Interface of PaperSave Workflow Forms with ‘Attach File’ button in the ribbon
ABILITY TO SEARCH TEXT IN SEARCHABLE PDF
PaperSave has added support for native content indexing and search within PaperSave’s simple and advanced search mechanism in PaperSave 6.0. That way, users can search for words found within the PaperSave document content. With PaperSave 6.0 Service Pack 1, to enhance this search functionality, they introduced search text functionality across other PaperSave Interfaces, including Windows and Web Interfaces. Users will now be allowed to search text within a searchable PDF using the ‘Find’ button available in the ribbon. Alternatively, the keyboard shortcut CTRL+F can also be used to search the text.
‘Find’ button is available with the following Windows and Web User Interfaces:
- PaperSave Workflow
- PaperSave Web Workflow
- PaperSave Workflow Entry Viewer
- PaperSave Web Workflow Entry Viewer
- PaperSave Workflow Item Review
- PaperSave Web Workflow Item Review
- Document Display – Windows
- Document Display – The Web
- Auto Entry Wizard
EXTENSION OF UPDATE DOCUMENT METADATA FUNCTIONALITY
PaperSave customers have benefited from Update Metadata functionality that allows you to update one or more Profile Field values for multiple selected documents at the same time since 6.0. With PaperSave 6.0 Service Pack 1, PaperSave has extended Update Metadata functionality across other PaperSave Workflow Interfaces as listed below:
- PaperSave Workflow (Web and Windows)
- Workflow Enter Viewer(Web and Windows)
- Auto Entry Wizard (Windows)
ABILITY TO VIEW LOGGED-IN USERNAME WITHIN PAPERSAVE WEB INTERFACES
Users will have an ability to view the “Logged-In User Name” at top right corner of each PaperSave Web User Interfaces.
SUPPORT INTERCOMPANY PROCESS WITH PAPERSAVE AUTO ENTRY FOR DYNAMICS GP
Any company with subsidiaries or multiple related entities are familiar with intercompany accounting. It is the process in which intercompany transactions are reconciled to avoid counting transactions twice.
Customers use intercompany processing to set up, enter and maintain relationships between companies so revenues or expenses incurred by one company (the originating company) can be tracked as “due to” or “due from” amounts in other companies (destination companies). To make your accounting process simpler with intercompany transactions, PaperSave has introduced its support for an intercompany process using PaperSave Auto Entry for Dynamics GP.
PaperSave 6 SP 2 New Features
PAPERSAVE 6.0 SERVICE PACK 2 IS COMPATIBLE WITH WINDOWS 10
PaperSave 6.0 Service Pack 2 is compatible with Windows 10, although with the following two known issues related to Microsoft Edge browser:
- Preview of the document will not be visible while performing ScanNow using Microsoft Edge
- Drag & Drop will not work with Microsoft Edge
OCR FORMS CAPTURE
PaperSave 6.0 Service Pack 2 introduces PaperSave OCR Forms Capture in which users no longer have to manage multiple stations. Now, a single click within the PaperSave Interface will allow users to access PaperSave OCR Forms Capture.
PERFORMANCE ENHANCEMENTS TO MULTI ASSOCIATION
The performance enhancements to Multi-Association functionality. To achieve this performance optimization, PaperSave has removed the dependency on Multi-Association Service to perform the association. Now, the association between the host records will be dynamic with no need of Multi-Association Service.
COMPATIBLE WITH DYNAMICS CRM 2016
PaperSave is compatible with Dynamics CRM 2016.
INTEGRATION OF PAPERSAVE WITH PAYMENT BATCH FOR DYNAMICS GP
Dynamics GP Users now have the ability to view check details in advance, even before printing and making the payment(s) in a batch for the respective Invoice(s). In addition, PaperSave also provides the ability to add these payment check(s) as a workflow item within PaperSave and send the item for approval (if required).
The purpose of coming up with this functionality is to eliminate the manual workflow process where a user first prints the check, then manually associates the invoices to the checks and sends the batch of checks and invoices to the responsible person for verification (Approve/Reject). In this manual workflow process, it is very challenging to track who approved which payments and when. With this new, exciting feature of PaperSave, they have created Workflow Item for each payment, which can be approved or rejected by the responsible Workflow User electronically, based on the Workflow Design. The beauty of this feature is you have an ability to route the check details for approval to various levels even before printing the checks.
With this additional functionality, PaperSave gives the users an ability to create Workflow Items while processing check printing in batch from Dynamics GP. The generated Workflow Items will be associated with the payments in batch, and the users will have an ability to perform “Show Associated Documents” to view the associated documents to that payment.
ANDREW FRASER | Senior Business Software Consultant
As a Senior Business Consultant, Andrew is responsible for the implementation and support of CRM, GP, and other Microsoft products, ensuring that our solution scoping, architecting, and delivery meet and exceed customer expectations. He helps clients analyze their current business processes and provide them with process improvements. During his time at KTL, Andrew has built lasting relationships with clients by understanding their business needs and provided value by leveraging their existing resources. Andrew has more than 21 years of experience in implementing business software for a variety of industries, including service, government, distribution, not-for-profit and manufacturing. He graduated with a Bachelor’s Degree in Math with concentration in Computer Science and a Bachelor’s Degree in Business Marketing from St. Andrew’s University in Laurinburg, North Carolina. His experience includes helping companies embrace technology to fulfill their organizational needs and creating innovative solutions using CRM, GP and other Microsoft products.
by KTL Solutions