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Data Capture for DocuWare

Artsyl-DocuWare connector provides tight, API-level integration for two Artsyl flagship product –docAlpha – that greatly increases the efficiency of advanced document capture with DocuWare back-end.

October 03, 2016
Data Capture for DocuWare - Artsyl

Artsyl-DocuWare connector provides tight, API-level integration for two Artsyl flagship product –docAlpha – that greatly increases the efficiency of advanced document capture with DocuWare back-end. It allows automatic storing of captured data, meta-data and images to DocuWare file cabinets, as well as a host of other useful features.

The tight integration via the connector allows processing invoices with header/footer extraction as well as full extraction of line item details for AP departments; processing checks, remittances and supporting documents for AR departments; expense reports, safety cards and forms for HR departments; medical forms, from the on-boarding and new patient registration forms to super-bills and Explanation of Benefits (EOB) forms; bills of lading, custom clearance and brokerage documents for logistics departments; to just name a few popular horizontal and vertical applications. The front-end capture is done using docAlpha products, with the extracted results sent for approval, payment cycle and permanent storage to DocuWare DMS.

The integration is done using the DocuWare GAPI interface. For users already familiar with DocuWare DMS, setting up docAlpha front-end is real simple: select your DocuWare server destination, then click a button to “create based on” and browse to a file cabinet on that DW server. This will create a ready-to-use capture definition (a profile) for docAlpha system to do the front-end capture to the selected file cabinet.

The connector has the built-in logic to verify that the data will be properly formatted and prepared for the DocuWare file cabinet indexes to accept them without warnings. If some data fields do not comply with the DW file cabinet index requirements (for example, a date field was incorrectly entered as amount instead of a date), a message shows up for the operator in the docAlpha verification interface detailing the requirements and providing a simple hint how to remedy the situation.

For the cases where DocuWare DMS does not offer built-in structures to accept compound data (for example, for line item detail tables, for transactions with multiple levels of nesting, or for EOB nested tables), the connector can automatically generate associated documents containing the compound data and bind the associated document properly to the main document in the file cabinet. An administrator also has an option to store the compound fields as one large string using the Memo fields in the DocuWare DMS, as an alternative to the associated documents.