OpenText™ Capture (Intelligent Capture), which includes machine learning (ML) and artificial intelligence (AI) technologies, provides omnichannel capture of digitized paper documents and native digital documents to extract content and route information efficiently and securely to the right users and systems in the organization.

June 2025: What’s new in OpenText Capture CE 25.2

Complex backgrounds and mobile images

• Expand the actionable data available and improve accuracy with enhanced processing of mobile-captured images and inbound documents that have complex and colorful backgrounds.
• Reduce manual validation and empower continuous machine learning with the additional extracted data.

For more information about OpenText CE 25.2, check out the release notes on OpenText MySupport.

December 2024: What’s new in OpenText Capture CE 24.4

Increase admin efficiency with large language models (LLM)-created profiles 

• Benefit from LLMs without your data being used to train the models, whether you upload a blank or completed sample document  

• Save time and reduce the need for experts by eliminating the need for administrators to manually create the profiles used by continuous machine learning (CML). 

• Automatically identify and label key data fields using Google Vertex AI to configure CML.  
   
  Note: This capability requires a Google Vertex subscription.

Expand extracted data with use-case specific LLM  

• Automatically identify, extract, and process critical information from structured or semi-structured documents using advanced language models like Robustly Optimized BERT Approach (RoBERTa). 

• Extract specific fields and values as defined for targeted use cases, to increase accuracy from documents such as invoices.  

Modernize with new human-in-the-loop web UI 

• Boost productivity of remote and hybrid employees with responsive web-based UI for configuration and validation. 

• Keep your brand in front of users with no-code configuration to customize the header with your 
  company name and logo.  

• Embed capture in line-of-business web apps. 

Advanced Cloud OCR with Microsoft^® Azure Read OCR 

• Expand the document types and fields that can be processed by Advanced Recognition. 

• Extract actionable data from unconstrained handprint, cursive, and low-quality mobile images with new built-in integration with Microsoft^® Azure Read OCR.  

For more information about OpenText Capture CE 24.4, check out the release notes on OpenText My Support. 

January 2024: What’s new in OpenText Intelligent Capture CE 24.1 

Ingest image formats from mobile devices 

• Process mobile images faster with automated conversion of HEIF, HEIC, and 64-bit PNG images into TIFF images 
• Automatically extract data from HEIF, HEIC, and 64-bit PNG images, often received in emails and as documents 

For more information about OpenText Intelligent Capture CE 24.1, check out the release notes on OpenText My Support. 

October 2023: What's new in OpenText Intelligent Capture CE 23.4

Extract accurate checkbox data automatically with continuous machine learning

• Accelerate business processes by leveraging AI for data accuracy from structured forms

Expanded Integration with Microsoft

• Ingest email content from M365 Outlook by directly connecting inbox folders using Microsoft Graph protocol.

Manage secure connections

• Set up a secure SFTP connection with the new option to use SSH keys for export.

For more information about OpenText CE 23.4, check out the release notes on OpenText My Support.

July 2023: What’s new in OpenText Intelligent Capture CE 23.3

Updated audit logs and admin reports

• Support compliance with new exportable detailed audit logs and admin reports that help verify the “who” and “what happened” related to captured information and extracted data.

Arabic support: capture and extraction

• To expand the documents that can be classified and extracted, Arabic is supported, including the creation of text-searchable PDF files and document classification/data extraction.

For more information about OpenText CE 23.3, check out the release notes on OpenText My Support.

April 2023: What’s new in OpenText Intelligent Capture CE 23.2 

Smart document classification using continuous ML and NLP 

• Increase document separation and classification accuracy with two new continuous machine learning models for document separation and NLP-based document classification. 

Postal address recognition using continuous ML 

• Process documents faster with new continuous machine learning for postal addresses that automatically selects the correct address when multiple addresses are in a document. 

View fuzzy search alternatives in the human-in-the-loop UI 

• Reduce the need to consult other applications when matching against a database that includes multiple entries that are nearly identical. The new Enable Alternatives setting for the SnapMatch capability will show not only the best match, but also the next best matches for user consideration.  

For more information about OpenText Intelligent Capture CE 23.1, check out the release notes on OpenText My Support. 

February 2023: What’s new in OpenText Intelligent Capture CE 23.1

Natural language processing for unstructured content   

• Built-in integration with Magellan Text Mining automatically extracts named entities, such as people, organizations and locations, and creates content summaries with less time spent on data entry and IT customization. 

Expanded Integration with Extended ECM and Documentum 

• New workspaces can be created in OpenText™ Extended ECM when documents are exported from Intelligent Capture.  
• OpenText™ Documentum™ D2 native workflows can be set up directly through the Intelligent Capture REST-based exporter  

For more information about OpenText Intelligent Capture CE 23.1, check out the release notes on OpenText My Support. 

October 2022: What’s new in OpenText Intelligent Capture CE 22.4  

Enhancements to Advanced Cloud OCR integration 

Organizations that use the product’s Advanced Cloud OCR capability can improve OCR accuracy and regional data privacy compliance by specifying the content’s language and the required region for data residency.  

Information extraction for intelligent automation 

Business users will save time with the new capability that uses machine learning to automatically extract postal addresses. This update supports many EU and North American country formats.  

Integration to Documentum with REST Services 

Organizations with the OpenText™ Documentum™ D2 UI or Documentum xCP can securely export captured content from Intelligent Capture to Documentum through a new REST-based exporter. Integration with REST services is key for modern data centers and cloud implementations of Documentum.    

For more information about OpenText Intelligent Capture CE 22.4, check out the release notes on OpenText My Support. 

November: 2021: What's new in OpenText Intelligent Capture CE 21.4

OpenText Intelligent Capture (formerly Captiva) Cloud Edition (CE) 21.4 highlights OpenText's commitment to build more machine learning, native cloud and advanced automation capabilities into a market-leading capture platform. As capture is the starting point of ECM and ERP solutions, being able to automatically ingest incoming documents and data provides organizations with an immediate and demonstrable return on their investment. The CE 21.4 release includes three powerful new capabilities:  

Information Extraction Engine (IEE) machine learning 

OpenText Intelligent Capture now includes OpenText™ Information Extraction Engine (IEE), a proven third-generation machine learning engine, which drastically reduces set-up time. It has the ability to recognize and learn new incoming document types and auto-classify and extract data from these documents (as well as variations of those documents,) significantly reducing the need for manual set-up and sorting.  

Although Intelligent Capture has utilized machine learning, such as Production Auto-learning (PAL) for nearly a decade, the addition of IEE has many partners and end users delighted. They anticipate major cost savings by being able to automatically recognize and learn new document types without the need to manually identify new documents and variations via scripting or configuration.  Improved recognition results begin immediately and IEE never stops learning and improving! 

Containerization for the REST subsystem   

In addition, Docker container support for Real-Time/ REST subsystem and Web Client has been added to simplify software deployments, scaling and upgrades.  Intelligent Capture 21.4 also includes Advanced Cloud OCR (separately licensed) that provides excellent results on handwritten and cursive text, documents with challenging backgrounds and documents captured on cell phones.   

New integrations for Advanced Cloud OCR and OpenText™ Magellan 

OpenText™ Magellan™ Text Mining sentiment analysis (also separately licensed) is now seamlessly integrated into IEE and uses Natural Language Processing (NLP) and can provide document-level insights: positive, negative, or neutral.

June 2020: What’s new in OpenText Intelligent Capture Cloud Edition (CE) 20.2

OpenText™ Intelligent Capture (formerly Captiva) Cloud Edition (CE) 20.2 continues to deliver innovation in automating manual processes, enhanced user interfaces (UIs) for increased user productivity and integration directly with OpenText™ Extended ECM.

The Intelligent Capture Web Client has been significantly enhanced in CE 20.2 to include powerful new automation capabilities and an updated, ergonomic and intuitive UI for remote users to accomplish more with less manual sorting and fewer keystrokes.

These significant automation and UI updates are made specifically for the Web Client, enabling field and home workers to process more documents with fewer manual steps. These enhancements include Single-Click Entry, Auto-table complete and On-Image Navigation.

July 2019: What’s new in OpenText Intelligent Capture

July 2019: Introducing OpenText Intelligent Capture

The post What’s new in OpenText Capture appeared first on OpenText Blogs.

OpenText™ offers several SaaS information capture applications that leverage continuous machine learning to enable intelligent document processing and accelerate information routing to the right users and systems: OpenText™ Core Capture, OpenText™ Core Capture for Salesforce® and OpenText™ Core Capture for SAP® Solutions.

April 2025: What’s new in OpenText Core Capture CE 25.2

OpenText™ Core Capture

Increase admin efficiency with large language models (LLM)-created profiles

• Automatically identify and label key data fields using Google^® Vertex AI to configure CML.
• Benefit from LLMs without your data being used to train the models, whether you upload a blank or completed sample document.
• Save time and reduce the need for experts by eliminating the need for administrators to manually create the information extraction profiles used by continuous machine learning (CML).

Complex backgrounds and mobile images

• Expand the actionable data available and improve accuracy with enhanced processing of mobile-captured images and inbound documents that have complex and colorful backgrounds.
• Reduce manual validation and empower continuous machine learning with the additional extracted data.

OpenText™ Core Capture for SAP^® Solutions 

Train the capture accuracy using historic data

• Start with a significantly higher recognition rate for header fields, for invoices or sales orders, by pre-learning from the information in documents that you posted in the past.
• An easy-to-use SAP Fiori application allows the user to select the documents based on multiple selection criteria.

For more information about OpenText CE 25.2, check out the release notes on OpenText MySupport.

January 2025: What’s new in OpenText Core Capture CE 25.1 

OpenText™ Core Capture 

Microsoft^® 365^® PowerPoint^® and Excel^® files 

• Increase actionable data from information capture by adding new supported document formats to your workflows. 
• Automatically process inbound Microsoft 365 PowerPoint and Excel files for classification and data extraction. 

Separation of Classify and Extract in workflows 

• Design workflows that only need classification or extraction. 
• Route documents or batches to different task owners for classification issues or extraction issues.  
• Choose new option to send email notifications when a task is assigned and routed. 

OpenText™ Core Capture for Salesforce^® 

Flow configuration for validation tasks

• Automatically create tasks in Salesforce only for items requiring data validation, streamlining your workflow. 
• Enable Administrators to more easily assign validation tasks to Business Users.

Simplified human-in the-loop validation UI

• Display all Salesforce Validation Rule issues simultaneously, improving error visibility and resolution efficiency. 

For more information about OpenText CE 25.1, check out the release notes on the OpenText MySupport Portal. 

November 2024: What’s new in OpenText Core Capture CE 24.4

OpenText™ Core Capture 

Expand information capture with Microsoft 365 Word 

• Increase actionable data from information capture by adding new supported document formats to your workflows.
• Process inbound M365 Word documents and rich text format (RTF) files for classification and data extraction. 

Control access and privileges with task permissions 

• Enhance control over business processes by customizing which screens and actions human-in-the loop users can perform. 
• Increase productivity by eliminating unnecessary clicks through workflow steps that are not required. 

OpenText™ Core Capture for Salesforce^® 

Boost efficiency and accuracy of data extracted from tables 

• Improve user experience by allowing Salesforce Business Users to validate the content of tables against the original document within the Salesforce UI. 
• Accelerate data processing through autocomplete functionality. 

OpenText™ Core Capture for SAP^® Solutions  

Expand the documents processed by information capture  

• Extract data from documents that have up to 1,000 pages 
• Automate time-consuming data entry, such as in retail and logistics 

Streamline capture of dates 

• Specify dates as week or month automatically with machine learning  
• Eliminate the need for human intervention to manually enter weeks or months  

For more information about OpenText CE 24.4, check out the release notes on OpenText MySupport. 

July 2024: What’s new in OpenText Core Capture CE 24.3

OpenText™ Core Capture  

Extract accurate checkbox data automatically with continuous machine learning

Accelerate business processes by leveraging AI for data accuracy from structured forms.

Brand the web UI with no coding required

Keep your brand in front of users by customizing the header with your company name and logo. 

For more information about OpenText CE 24.3, check out the release notes on OpenText MySupport.

May 2024: What’s new in OpenText Core Capture CE 24.2

OpenText™ Core Capture  

Email ingestion from Google 

Expand information capture with email ingestion from Google. 

• Discover new content for information capture with automated monitoring of Gmail mailboxes. 
• Automatically ingest the email body and attachments for automated recognition and export into content platforms such as OpenText™ Core Content, OpenText™ Extended ECM or OpenText™ Documentum™.   

OpenText™ Core Capture for Salesforce® 

Accelerated Salesforce data capture validation 

Improve Sales & Service operational workloads by automating processes involving data capture validation tasks through tight integration to Salesforce Flows 

• Accelerate customer data verification tasks: Provides fast visual highlights in documents, and one-click correction options in case of incorrectly recognized or unmatched data  
• Eliminate costly data errors: Business users can review the original document and the extracted data as it matches to Salesforce objects and fields directly within the Salesforce UI 
• Improved Salesforce data quality: Ensures that the Salesforce data extracted from the documents reflects the original information provided on the documents 
• Explore this solution on the Salesforce AppExchange 

OpenText™ Core Capture for SAP® Solutions 

Eliminating the need to operate and scale own servers. Benefits include:

• Run up to 15 SAP background tasks that send requests in parallel
• Receive extraction results faster than ever

Extracting new Chinese electronic invoice forms. Benefits include:

• Extract the fully digitalized e-fapiao and the e-fapiao new type of invoice
• Recognize general and special Value Added Tax (VAT) forms
• Read, use and transfer the content of QR codes

For more information about OpenText CE 24.2, check out the release notes on OpenText MySupport. 

February 2024: What’s new in OpenText Core Capture CE 24.1

OpenText™ Core Capture

No-code custom workflows

Increase employee efficiency by ingesting new content with workflows that you configure.

• Eliminate the need for business users to wait by processing large batches of documents in the background.
• Expand automation by routing high-confidence documents to the next downstream process step, and only routing the documents that need attention to the human-in-the-loop validation UI. 
• Administer workflows by monitoring workflow instances from a single page, regardless of ingestion source.

Microsoft 365 Outlook support

Expand information capture channels by adding automation to the processing of email content.

• Discover new content for information capture with automated monitoring of Microsoft® 365 Outlook mailboxes.
• Automatically ingest the email body and attachments for automated recognition and export into content platforms such as OpenText™ Core Content, OpenText™ Extended ECM or OpenText™ Documentum™.  

For more information about OpenText Core Capture CE 24.1, check out the release notes on OpenText My Support.

October 2023: What’s new in OpenText Core Capture CE 23.4

OpenText™ Core Capture

Expanded annotations 

Improve team collaboration and reviewer efficiency with new reviewer actions available directly from the web user interface:

• Add stamps and comments to documents
• Make annotations from the Review step of the capture process

PDF compression added to Core Capture API

• To increase efficiency in the cloud, there is a new Core Capture profile to help compress the size of PDF files, particularly full-color PDFs. Users may experience compressions ranging from 2x to 10x reduction in file size*.

* Compression results are impacted by multiple factors; results may vary.   

For more information about OpenText CE 23.4, check out the release notes on OpenText My Support.

July 2023: What’s new in OpenText Core Capture CE 23.3

OpenText™ Core Capture

Manual redactions and annotations via web UI

• Help mitigate data privacy risks by applying redactions when reviewing extracted text.
• Improve team collaboration by adding highlights and notes (annotations) to captured content.

Postal address recognition using continuous machine learning

• Process documents faster with new continuous machine learning for postal addresses that automatically selects the correct address when multiple addresses are in a document.    

Arabic support: UI localization, capture and extraction

• To improve the user experience for employees who are responsible for administration or data validation, the Core Capture user interface is now localized for Arabic.
• To expand the documents that can be classified and extracted, Arabic is fully supported, including the creation of text-searchable PDF files and document classification/data extraction.

For more information about OpenText CE 23.3, check out the release notes on OpenText My Support.

April 2023: What’s new in OpenText Core Capture CE 23.2

OpenText™ Core Capture

Integration to Documentum with REST services

• For seamless integration, there is a new REST-based exporter so that OpenText™ Documentum™ users no longer need to use the generic CMIS export to send documents and metadata from Core Capture to Documentum. 
• To help speed-up process automation, the new exporter is compatible with OpenText™ Documentum™ D2 and can trigger Documentum D2 workflows.

PDF compression added to Core Capture API

• To increase efficiency in the cloud, there is a new Core Capture profile to help compress the size of PDF files, particularly full color PDFs. Users may experience compressions ranging from 2x to 10x reduction in file size*.

* Compression results are impacted by multiple factors; results may vary.    

Hebrew support: UI localization, capture and extraction

• To improve the user experience for employees who are responsible for administration or data validation, the Core Capture user interface is now localized for Hebrew.
• To expand the documents that can be classified and extracted, Hebrew is fully supported, including the creation of text-searchable PDF files and document classification/data extraction.

OpenText™ Core Capture for Salesforce®

Recently we launched OpenText™ Core Capture for Salesforce® which is custom built for Salesforce to capture documents and data to accelerate Salesforce processes.

Automated data processing for Salesforce document capture

• To provide a central configuration point so that Salesforce business Admins will not need to manually configure the mapping of a returned data field to a field in Salesforce for each Flow, the enhanced Data Mapper and Data Inserter provides automated extracted data processing integrated into Salesforce Flows

OpenText™ Core Capture for SAP® Solutions

Machine learning for semi-structured content  

• To increase AP productivity, new machine learning capabilities with improved data matching algorithms provide higher out-of-the-box recognition for business entity determination.

Validation team collaboration

• For better user experience,the Fiori Validation allows flexible document processing according to user filter and order settings with the ability to save and share views with validation team members (requires OpenText Vendor Invoice Management for SAP Solutions CE 23.2).

Smart configuration per business partner

• To increase performance, the new feature enables customers to skip line-item extraction for an IES profile (requires OpenText Vendor Invoice Management for SAP Solutions CE 23.2). Per business partner, a smart algorithm automatically determines if line-items are required depending on invoice type.

For more information about OpenText CE 23.2, check out the release notes on OpenText MySupport.

The post What’s new in OpenText Core Capture appeared first on OpenText Blogs.

In Morocco, the city of Marrakesh is home to almost a million people. With an area of approximately four square miles, hundreds of thousands of people across the city rely on the Régie Autonome de Distribution d'Eau et d'Electricité de Marrakech (RADEEMA) to deliver water and electrical power.

As a public utility company, we are an integral part of our customers’ lives. Because we provide vital services, we’re always looking for ways to improve our operations—particularly when it comes to engaging with our customers.

With this goal in mind, we were an early adopter of digital business processes. We rely on business applications to support everything from human resources to accounting—but despite this, our business processes still generated a significant amount of paper documentation.

Moving towards paperless operations

We were confident that going fully paperless would allow us to deliver faster and more responsive services to the residents of Marrakesh. So, we embarked on a digital transformation—starting to build fully integrated workflows that will be powered in the future by a new ERP solution.

To unlock the full benefit of business process integration, we aimed first to establish a central electronic document warehouse. The aim was to empower our teams across the business to collaborate easily and communicate effectively with our customers.

Selecting a proven ECM solution

When it came to selecting our new enterprise content management solution, compatibility with our existing business applications was naturally one of our key requirements. As soon as we started exploring the capabilities of OpenText Extended ECM for SAP Solutions, we realized we’d found exactly what we were looking for.

The OpenText solution is designed to integrate seamlessly with our existing business applications. What’s more, Extended ECM for SAP Solutions came with an excellent reputation. The positive references from existing users of the solution gave us a great deal of confidence, as did the fact that OpenText is ranked among the leading ECM companies in the Gartner^® Magic Quadrant™ for Content Services Platforms.

Moving fast with trusted partners

We were keen to get started quickly, and OpenText recommended we engage with Finatech Group—one of their local integration partners. Throughout the deployment, the Finatech Group team was outstanding. It was clear from the start that they really cared about our goals, and went out of their way to review and rearchitect our business processes for maximum efficiency.

Fast forward to the present, and Extended ECM for SAP Solutions has completely transformed our approach to content management. In the back office, our purchasing and order management teams are no longer working their way through mountains of paper. Instead, these documents flow seamlessly through the OpenText solution—and everything they need is accessible at the click of a mouse.

Accelerating digital transformation

The new way of working makes a big difference to the quality and responsiveness of our services. Before, it could sometimes take up to 48 hours to process documents sent from one part of the business to another. With Extended ECM for SAP Solutions, we now send the same documents instantly. This accelerates our processes by up to 99%.

We’re cutting paper out of the customer onboarding process, too. When a customer signs a new contract, we no longer need to make multiple photocopies of the information to distribute to our internal teams. Instead, everything can be viewed in the OpenText solution, shrinking administration volumes by around 25%.

We’re still moving forward with our digital transformation, but with OpenText and Finatech Group, we’ve already made great strides toward faster and more effective operations. Looking ahead, we’re planning to digitize more of our document types, which will help us to offer shorter turnaround times and better services for people across Marrakesh.

The post RADEEMA lets data flow with paper-free processes appeared first on OpenText Blogs.

Today’s businesses run on data. It fuels our decision-making, helps us enhance customer experiences, and drives innovation. However, all this data has a big downside: content sprawl. 

Consider a common scenario: a client sends you an important document as an email attachment. You save a copy to your company’s cloud storage platform, another to your desktop for quick reference, and then forward the email to the rest of your team—who do the same thing. Multiply this process daily across hundreds or even thousands of employees, and it’s easy to see how content starts to snowball. 

Sounding the content sprawl alarm 

In my experience, content sprawl is easy to diagnose but hard to cure. Risk management, records management, or compliance teams are usually the first to raise the alarm, as content sprawl makes it increasingly difficult for them to ensure that information security and data governance policies are being applied consistently. Often, it then falls to IT to find a solution. 

For IT, the good news is that there are more tools than ever to address the challenges of content sprawl. I’ve seen first-hand just how effectively collaboration solutions like Microsoft 365 Teams can help enterprises regain control over their data. But deploying a solution like Teams is only one piece of the puzzle. 

Control is crucial for combatting content sprawl 

Throughout my career, I’ve helped many different organizations address their content challenges. For large Fortune 500 companies, I’ve found it’s vital to apply an additional layer of governance and integration on top of solutions like Teams. Without that extra layer of control, it’s all too easy for shadow IT to creep in again. Before you know it, you’re right back at square one. 

OpenText maximizes a customer’s investment in Microsoft with its suite of information management (IM) solutions, allowing businesses to integrate content across Microsoft 365 applications and apply the appropriate business controls and data governance policies automatically. 

For large organizations, this automated approach is essential to cut the risk of content sprawl. With OpenText solutions, businesses can ensure that their data governance requirements are built into the front-end experience. The result? The organization knows what's out there, who created it, where it’s stored, and information is fast and simple to find—a powerful way to prevent future content sprawl. 

From paper to pixels 

In the last decade, the focus for information managers has shifted from physical records to digital data. OpenText has been at the forefront of developing solutions to enable that transformation. As a consultant, it’s incredibly rewarding to help businesses use OpenText solutions to achieve their goals. 

One example that jumps to mind was a business that made photocopies of personally identifiable information (PII) such as driving licenses when admitting visitors to secure areas of its facilities. Over the years, the organization had built up filing cabinets full of manila folders containing these records.  

The company knew that this approach was a significant regulatory risk. So, the organization decided to convert all their paper folders into digital records. Using OpenText Intelligent Viewing, I helped the company to automatically apply the proper retention and disposal policies to their data, while also ensuring that information is immediately and securely accessible to the business. 

Listening and innovating 

Over the years, OpenText has done an amazing job of listening to its customers, understanding their challenges and creating solutions that address them.  

Business Workspaces in OpenText™ Extended ECM are a great example. Using Business Workspaces, I can help businesses avoid the need for their employees to shuffle between different applications to carry out their roles. Without ever leaving the familiar Teams UI, employees can see data from all systems of record—delivering a 360-degree view of key business information. 

Fast forward to the present, and what’s really exciting to me is that OpenText is pioneering the next generation of IM solutions. I see huge potential for AI to transform the way businesses manage and leverage their data, and OpenText is going to be at the forefront of delivering those new capabilities. 

Learn more about OpenText solutions for Microsoft. 

About the author: Ryan Zilm has over 26 years’ experience in IM technology and has led records and IM programs at global organizations including Baker Hughes, Motiva, USAA, Newfield, Andeavor, Tesoro and Williams. Ryan recently served as President of the ARMA International Board of Directors and currently serves on the Board of Trustees leading the Research Committee for the ARMA International Educational Foundation. He received his MBA from the University of Texas at San Antonio, has a Bachelor of Arts from the University of Oklahoma, and is based in Houston, Texas. 

The post Reining in content sprawl: a consultant’s perspective appeared first on OpenText Blogs.

As the leading equipment rental provider in Europe, Loxam offers construction firms everything from powered access systems to earthmoving machinery. We own a fleet of more than 600,000 items that enables customers to keep projects running on schedule.

We’re a business built on documentation—everything from contracts to quotes to invoices to equipment manuals to safety and compliance reports and spare part catalogues. Every day, our customers and internal business and workshop teams need to consult specific items before they start work on site or perform essential maintenance work.

Fast, reliable access to content is therefore vital to delivering great service. Today, OpenText™ Core forms the key component in our document workflows. Here’s why:

Overcoming legacy challenges

In the past, we relied on a legacy system to manage enterprise content, but limited functionality made uploading and retrieving documents a slow process. In addition, many of our workflows were paper-based—for example, we printed out two million customer contracts on paper each year and filed them away in our branches.

To take our customer service and internal efficiency to the next level, we looked for a new content management platform that would accelerate our document workflows. Looking ahead to 2025, we are also prioritizing environmental sustainability, so we were keen to implement paperless working as much as possible.

Reducing cost and complexity with SaaS

When we assessed potential solutions, Core ticked all the boxes. We wanted a platform that was easy to use and offered robust cybersecurity functionality, plus seamless integration with our ERP system. Using a SaaS solution is another major bonus, as this delivery model reduces our IT management and maintenance costs.

We worked closely with OpenText Professional Services to run two pilot schemes on the platform, before migrating data from our legacy system and going live in France and Denmark. OpenText Learning Services played a key role, too, running training sessions in French and English to get our users up to speed with the new tools. Gradually, we are rolling out Core across 8 of the countries that we operate in.

Boosting employee productivity with faster search tools

Around 3,500 people across the company are now using Core to manage and access content—including teams in our offices, branches, and workshops. The Business Workspace functionality in the OpenText solution is especially valuable, allowing us to organize millions of documents based on equipment type and brand models.

This, along with the powerful search capabilities in Core, has made it quicker and easier for our users to retrieve specific documents. In locations where we have gone live, we estimate that branches are saving an average of 30 minutes every week thanks to the OpenText solution—that’s time they can spend on more valuable work.

It also has a direct impact on our customers, who receive more responsive service when they contact us to check a safety report or to request a quote. That helps us to build long-term loyalty and ensure we remain their provider of choice for equipment rental.

Cutting carbon emissions with digital workflows

With Core, we are also well-placed to take steps towards reducing our carbon footprint. We are aiming to digitize two million contracts in the next year, which will free up space in our branches, and help to cut printing costs.

That’s not the only plan on the horizon. We will also offer customers online access to documents to make their lives easier. And we are exploring how we can give our technicians mobile access to the OpenText platform, which will help them perform repair work and get equipment ready for rental faster to drive higher revenues.

To learn more about how we’re optimizing our content management strategy and sharpening our competitive edge, read our case study.

About the author: Stephane Aldeano is responsible for Loxam’s digital transformation initiatives and technical teams as a Corporate Senior Technical Director. Previously, he was Chief Operating Officer and led the development of two Loxam subsidiaries. He has a degree in engineering from École Centrale Paris and an MBA from INSEAD.

The post Loxam boosts customer service and environmental sustainability with faster document workflows appeared first on OpenText Blogs.

Widewaters has over 50 years’ experience in the development, acquisition and management of retail, hospitality, multifamily, office and industrial and residential properties across North America. We now have over 13 million square feet of developed property across 169 projects, with a value of around $2 billion.

Since the pandemic, we’ve been focusing on growing our core business: commercial real estate development. In the long term, the objective is to expand our operations into growth markets across the United States, including Utah, Texas, and Florida.

Identifying an opportunity

To help us achieve our growth goals, operational efficiency is crucial—but in the past, our approach to sharing information with internal and external stakeholders presented some challenges.

In the past, we used three different content management systems across the business. Teams in each of our verticals relied on large spreadsheets to try and keep track of where information was stored. Tracking down information was time-consuming even for experienced employees, and it was also very difficult to train new hires how to navigate our storage landscape.

Realizing the potential of shared services

It was clear that we needed a new approach. First, we decided to standardize processes such as accounting, HR, and legal, enabling central teams to offer shared services across all our verticals.

To unlock the full potential of the shared services approach, we also wanted to streamline our approach to document management. The objective was to replace all the ad hoc storage repositories with a single enterprise content management platform, delivering fast, easy access to important documents such as surveys, leases, and contracts.

Working with our trusted partner Wisteria IT, we quickly determined that OpenText™ Extended ECM—integrated with Microsoft® 365®—was the perfect fit for our needs. Almost straight out of the box, the solution gives us fast, fine-grained search capabilities and robust document version control, all through a central, secure platform.

Delivering seamless integration with Microsoft 365

In close collaboration with the Wisteria IT team, we deployed the OpenText solution, migrated over our existing content, and decommissioned the legacy platforms. By adopting a train-the-trainer approach, we hit the ground running—and the business was quick to embrace the new solution.

One of the new ECM capabilities we value most is the excellent integration between the OpenText solution and Microsoft 365 apps. Our employees can work with documents using familiar apps such as Microsoft Teams, while all the data is stored securely behind the scenes in the OpenText solution. Everyone can find what they need in one place, which means there’s no more laborious searching through inboxes and shared drives for the latest versions of documents.

Shaping automated content workflows

Another great advantage of OpenText Extended ECM is that it’s not simply a like-for-like replacement of our old content repositories. Using the solution, we can build automated workflows for document-driven processes, which helps us accelerate many of our core activities.

For example, when our HR team adds a new employee to our HCM solution, OpenText Extended ECM automatically creates folders for the new employee based on a custom template. When someone leaves the business, the solution archives their folders—it’s completely seamless.

Reaping the benefits

With the OpenText solution at the heart of our business, we’re measuring efficiency improvements across the board. We can now share data with external partners up to 50% faster, and we estimate we’ve boosted productivity by around 350% because it’s so much easier for employees to find the information they need.

To learn more about the work we’re doing with Wisteria IT to adopt streamlined and data-driven operations, read our OpenText case study.

About the author: In his role as Vice President of Information Technology at Widewaters, Timothy Carroll is responsible for providing vision, leadership, strategic planning, and management of information technology systems and services. He received his Bachelor of Science degree from the State University of New York at Oswego. Tim brings over 25 years of information technology experience, including IT leadership, security, networking, application development and project management. He joined Widewaters in 2015, after serving as the CIO of VNA Homecare.

The post Driving growth from coast to coast appeared first on OpenText Blogs.

The latest OpenText Cloud Editions announcements includes some great updates to OpenText™ eDOCS. Check out the latest updates below.

May 2023: What’s new in OpenText™ eDOCS™ CE 23.2

Ensure even greater productivity and administration of eDOCS legal content management

With the ever-increasing workloads, managing and collaborating on sensitive documents effectively can be challenging, especially when dealing with large volumes of work product.

OpenText eDOCS is a flexible enterprise content management (ECM) system designed to support the needs of law firms, corporate legal departments and other professional services organizations. eDOCS helps teams quickly and securely collaborate, share, and manage their high value content efficiently. The extensive feature set of eDOCS InfoCenter and proven efficiency of eDOCS Extensions increases productivity, user adoption and satisfaction.

OpenText eDOCS 23.2 allows administrators to configure and design system architectures to meet the demands of their workforce.

Newly released features include:

• Browser-based metadata management for content classification allowing administrators and users to easily create new lookup values that can be used when completing profile forms. Authorized users can create new metadata values for content classification eliminating the need for administrative change request.
• A new Favorites Tile where users can easily tag their favorite items within eDOCS. Favorite items include documents, templates, saved searches, folders, and FileParts.
• New right click menu on DM Extensions to bring the toolbar to a single mouse click menu
• Ability to convert the document title to the short name format when downloading and exporting from InfoCenter
• Download capabilities or check out multiple documents at once from InfoCenter without having to open them individually and save them to a local folder.

To learn more, visit OpenText eDOCS.  

Register for the monthly eDOCS Wednesday User Group, every third Wednesday of the month.

Watch this OnDemand webinar to learn more about document management strategies that innovate.

October 2022: What's new in OpenText eDOCS CE 22.4

Outlook contact integration in InfoCenter

The InfoCenter interface has added Microsoft Outlook contact integration, which will allow a user to send links, documents, references, and multiple documents as a zip file to internal and external users. This powerful new collaboration tool will add to the current capabilities within OpenText InfoCenter and eDOCS by allowing users access their Outlook contact address lists from within the InfoCenter interface.

OpenText Core Signature integration

Leveraging the power of Open Text Core, eDOCS now adds the power of Core Signature to the eDOCS platform. This integration can be executed directly from the InfoCenter interface to your Core Signature instance for remote execution of documents, contracts, and other related matters requiring electronic signature. 

User InfoCenter configuration saved across browsers and machines

The new InfoCenter feature retains user preferences for tile view, save behavior, primary library logins, and remote library connections.

Regional configuration to use specific local libraries when InfoCenter is deployed in a global multi-library environment

The new regional configuration architecture allows the architect and administrator to set up multiple, separate RESTAPIs on a single server and isolate each RESTAPI to a specific InfoCenter instance attached to specific or multiple libraries controlled by that RESTAPI.

November 2021: What's New in OpenText eDOCS CE 21.4

Reduce total cost of ownership (TCO) with new cloud integrations

• Save cloud costs with the option to connect to an Azure SQL server, reducing TCO for organizations that do not require always-on access. 
• Pay-as-go-you model (metered usage) aligns costs to usages.  

Improve Section 508 compliance for better eDOCS user accessibility 

• The enhancements to the eDOCS InfoCenter interface support U.S. Section 508 software guidelines and eliminates the risk of discriminating against users with visual or physical impairments that need assistive technology to interact with computer software.  
• The InfoCenter interface supports assistive technologies, allowing all users to interact with eDOCS. 

Enhance collaboration with Microsoft Teams  

• Automate eDOCS InfoCenter Office client deployments with 365 Admin Center, enhancing the configuration of the eDOCS Integration with Microsoft Teams. 

• Automate adding an eDOCS Workspace, Folder and FlexFolder to a Microsoft Teams channel, which with eDOCS CE 21.4 can now be performed from within the eDOCS interface, reducing the manual steps needed make the two products work together. 
• Improve seamless collaboration for workgroups and practice areas from within the eDOCS InfoCenter interface. 
• Simplify the user experience and control the content between eDOCS and Microsoft Teams. 

Native integration between eDOCS and Microsoft Teams channels allows users to:  

• Pull content from the Microsoft Teams channel ensuring all matter content is in eDOCS 
• Push content from eDOCS to Microsoft Teams for external collaboration 
• Create Channel Tabs in Microsoft Teams which link to matter content in eDOCS 

May 2021: What’s new in OpenText eDOCS CE 21.2

Streamline productivity with ‘Smart Profiling’

With CE 21.2, eDOCS adds AI-enabled functionality in InfoCenter. With the new Smart Profiling feature in the InfoCenter client for Microsoft Word and Outlook, eDOCS metadata fields that classify a document are automatically pre-filled with suggestions based on the metadata in the document. For users profiling documents from external sources, this time-saving feature provides suggestions that users can accept. The result is a reduction of manual inputs otherwise required to profile a document making the process more efficient.

Easily perform mass profile updates on eDOCS content via InfoCenter

CE 21.2 also introduces functionality that enables users to quickly re-classify large volumes of eDOCS content in IC.

If content was misfiled or requires updating, document classifications can quickly be rectified with the correct metadata changes. This is especially handy, for example, when individuals change roles in the organization or move on. Security on sensitive content that individuals previously had access to can be updated to remove the current user and update to the new one. Additionally, the system provides notification of successfully completed updates.

Enhanced Activity Tracker tile delivers at-a-glance project management to InfoCenter

eDOCS CE 21.2 also delivers at-a-glance project management with the enhanced Activity Tracker tile. The new feature allows users to quickly see activity status on documents assigned to team members, avoiding time-consuming follow-up.

March 2021: What’s new in OpenText eDOCS CE 21.1

Improve productivity and team collaboration with faster content search tiles that track activities

With the new Recent Activities search tile, subject matter experts, including lawyers, can immediately access documents they interacted with in the last 30 days. The new IC home tile automatically displays a list of recent user activities including recently searched, accessed, viewed, and emailed. By clicking on the activity, users can quickly see documents accessed for matter research, eliminating the need for Administrators to run a business intelligence report on their recent activities.

Additionally, with the new User Activities tile, document authors can see a list of users who have performed actions within the last 30 days against documents they saved into eDOCS. Authors can quickly see team members who have reviewed or made changes to documents, supporting timely matter and project collaboration timelines.

New enhancements improve InfoCenter experience

eDOCS CE 21.1 also adds efficiency enhancements to InfoCenter including:

• Increased feature parity compared to the DM Extensions.
• Improvements to the cloud integration with Microsoft™ OneDrive™ released in eDOCS CE 20.4.
• A new preference to remove original document from OneDrive after the document is saved to eDOCS providing greater version integrity.

Whether accessed in the cloud, on premise or with mobile or desktop, or via any Microsoft productivity, collaboration or file share application, OpenText™ eDOCS CE 21.1 helps teams quickly and securely collaborate, share, and manage high value content – efficiently via InfoCenter.

December 2020: What’s new in OpenText eDOCS CE 20.4

Streamline document collaboration with new Microsoft Teams, Microsoft OneDrive and OpenText Core Share integrations

With new integration to Microsoft cloud applications and Core Share, knowledge workers can enhance productivity while easily adapting to their changing working environments. Features include:

• Deploying InfoCenter as a Teams application allowing users to access, store and share eDOCS content directly within Teams
• Simplifying secure, external collaboration and co-authoring with Core Share and OneDrive
• Accessing Office online and sharing content real-time with external parties (where permissible)

Advance a modern, secure work-anywhere experience with InfoCenter

eDOCS CE 20.4 also adds time-saving enhancements to InfoCenter (IC), the modern UI, while adhering to company-specific security protocols. Enhancements include:

• A secure single sign-on (SSO) that saves time by eliminating repetitive log-ins when working with multiple, integrated cloud applications;
• Increased feature parity between IC and eDOCS classic DM extensions;
• Support for deep links to open, download, view profile, preview or view a document;
• Quick Save functionality for eDOCS RM; and,
• Guest Log-in that allows for anonymous public access to view-only documents (requires an anonymous user license).

Previous updates

July 2020: What’s new in OpenText eDOCS Release 16.7.2

December 2019: What’s new in OpenText eDOCS Release 16 EP7

July 2019: What’s new in OpenText eDOCS 16.5

January 2019: eDOCS: Creating a single, corporate-wide repository for all types of content with Release 16 EP5

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Capture in the mailroom is not a new concept. It was first deployed in Europe in the aughts to understand the scanned contents of an envelope—to classify and route incoming mail to whomever it is addressed. It caught on in a more limited fashion in the U.S., often including integration with business process management (BPM) technology. Today, digital mailrooms have become part of digital transformation strategies, with companies using Capture to understand incoming paper, as well as electronically generated information, at the earliest point of entry into an organization. The goal is to move forward the point of impact for this information.

The COVID-19 pandemic accelerated digital transformation initiatives and led to a renewed interest in digital mailrooms. After originally bringing many activities to a halt, businesses soon realized that enabling remote workforces was a way to continue operations, albeit in many cases with a transition to electronic processes and communications. This transition was already underway, but the pandemic accelerated it, and digital mailrooms have increasingly become a means for converting, enabling, and controlling the distribution of incoming information.

Incoming business information comes in many forms, with the greatest growth coming from electronic sources, much of which is email (see graphic below). In addition, organizations must still process faxes and mobile-created communications, which increasingly use multi-media. Mailroom systems have expanded into understanding and routing this electronic input. 

Historically, the term mailroom automation has never gained much traction in the U.S., perhaps because of the extensive use of PO Boxes to pre-sort physical mail. However, the basic process has been implemented in conjunction with high-speed scanners in many companies. Now, with increasing amounts of incoming information delivered electronically, agile organizations have realized that they can leverage their existing business rules to ingest electronic, as well as paper, information. These organizations are implementing new Capture technologies to extract data from multiple sources and route that information to the appropriate process.

This new wave of mailroom automation has occurred simultaneously with an increase in the availability of cloud-based Capture services, which can lower the cost of implementation. In addition to moving the infrastructure and processing online to third-party services, cloud-based capture can add efficiencies by introducing new types of processing, such as handwriting or multi-media recognition, through services calls – making it more convenient for an organization to experiment and run tests on new types of input. Cloud-based Capture services enable more modular and flexible Capture platforms. 

Because Capture vendors have increased access and expanded functionality to enable the new wave of digital mailroom automation, organizations can now more efficiently expand the data types they are processing by implementing advanced recognition for new items, such as incoming statements for reconciliation, without having to license a full solution. Capture services have also improved and widened their support for different character sets, languages, and document types, with updates immediately available in the cloud, so organizations no longer need to wait for the next release of on-premises software.

Cloud platforms also enable software users and developers to more tightly integrate with other external cloud services outside of Capture, such as ERP, CRM, and other line of business systems, as well as third-party data sources. This enables additional options for data validation and enrichment, which can be utilized to improve the effectiveness and flexibility of routing input to downstream processes. For example, a claims process might be initiated by a Capture service, and then, when new information about the claim is introduced into the workflow, it might require a second Capture services call. Al algorithms can even be utilized to make these secondary calls dynamically, essentially creating a real-time request for additional information, similar to the way a human claims adjuster would.

As the capabilities and flexibility of Capture expand, we need to think of mailroom Capture as being available for use on a broader basis—not just for incoming information. Historical information that is archived within a company may hold clues to trends and direction. Using SaaS mailroom services, a company can classify and extract analytics information from a broad variety of archived documents. Many of these have already been captured for records management reasons—but SaaS services can be used to go through these files extracting a wider variety of information. For example, a life insurance carrier might be interested in examining cause of death trends in a particular region over a specific period of time.

The expanding capabilities of Capture technology, as well as their availability in the cloud, are enabling new departments to leverage mailroom Capture services to understand and drive their processes faster. Pre-pandemic, digital mailrooms were an important factor in digital transformations. In the midst of the pandemic, when remote access to information and processes was vital, digital mailrooms became a key element for the survival of many businesses. The transition to digital processes was already in effect prior to the pandemic, which has only accelerated the trend. Digital mailroom implementation can be a key element in embracing this trend toward digitization, as it enables users to rapidly onboard a wider swath of their incoming information into accelerated digital processes.

Digitization is also a key element in corporations’ moves toward sustainability, another transition that was accelerated by the pandemic. A 2021 survey by the Stanford Graduate School of Business indicated that 63% of businesses indicated that “delivering on corporate sustainability goals,” is now a key outcome of their procurement programs—almost triple the total from prior to the pandemic in 2019.

Sustainability is about maintaining processes long term and it is built on three main pillars: economic, environmental and social sustainability. During the pandemic, many businesses came to the realization that their sustainable practices helped them maintain their operations. Digital mailroom technology, which can transition paper processes to digital ones, plays an important role in achieving greater sustainability.

From an environmental perspective, it can drastically reduce the use of paper, the production of which utilizes billions of trees per year in addition to creating pollution. There is also pollution created through the disposal of paper, as well as by vehicles used to transport it between sites. Transportation of paper also costs businesses money, as does workers spending their time locating paper documents. Finally, from a social perspective, digital mailrooms can better enable collaboration among workers and partners worldwide.

OpenText is a long-time leader in on-premises enterprise Capture applications, including digital mailroom implementations. Since 2019, OpenText had made its Capture technology available in SaaS and cloud services offerings: Core Capture includes the ability to process multi-channel input, apply auto-classification and multiple levels of data extraction including next-generation machine learning/AI, and export output to a variety of back-end processes.

About the author: Ralph Gammon is senior analyst for Infosource Software—the leading industry analyst firm that focuses on the Intelligent Capture and IDP market. Infosource provides in-depth analysis and guidance involving software and solutions used to automate business processes involving unstructured and semi-structured business inputs. 

The post The new wave of digital mailroom automation appeared first on OpenText Blogs.

Since the launch of OpenText™ Intelligent Capture, customers and partners have been asking about the transition and benefits within existing Captiva environments. But what is “intelligent” capture? What is the foundational thinking and technology behind it? John Mancini expands on this shift in capture strategy, describing the critical function of intelligent capture as a process where “organizations take basic capture capabilities and extend them as part of their broader transformation strategies.”

OpenText Intelligent Capture does exactly that—expanding on the mailroom capabilities of Captiva, while encompassing a wider set of technologies and a broader vision. It’s important to remember that Intelligent Capture is an evolution, not a replacement. All existing CaptureFlows created within the Captiva CaptureFlow Designer are fully supported.

In addition, because OpenText Intelligent Capture is built on the Captiva platform, licensing remains the same for existing Captiva customers. This applies to existing Captiva server licensing as well as to Captiva Advanced Recognition, Real-time and the Captiva Web Client for distributed capture deployments.

Benefits of Intelligent Capture

With licensing remaining the same and existing capture workflows fully supported, customers can now take advantage of the extended functionality integrated into the solution. Intelligent Capture customers can now implement new capture automation capabilities such as Single-Click Entry and Table Auto Complete, both of which significantly improve operator productivity. In addition, Intelligent Capture customers can implement what Alan Pelz-Sharp has defined as “Practical AI” capabilities—in this case, the ability to leverage AI technologies that can be easily configured within Intelligent Capture for multiple line-of-business applications.

Intelligent Capture customers can also benefit from the addition of new machine learning capabilities, analytics and AI Augmented Capture—all of which can be easily configured as CaptureFlows. Capture provides a logical starting point for any AI initiative, and we have seen increasing interest to implement specific AI components to further automate manually intensive tasks. An AIIM survey validates the logic of pushing AI to the front of business processes, with 72% of information professionals indicating that intelligent capture capabilities are important to their organization's future artificial intelligence and machine learning plans. Integration is key to success. OpenText Intelligent Capture’s Capture Flow Designer supports all existing integrations to third-party ECM and other business applications while providing the ability to easily add AI and Robotic Process Automation (RPA) to any capture process.

In conversations with customers and industry experts, we see a great appetite for capture solutions that can be used as a larger, single “front door” to facilitate process automation. OpenText Intelligent Capture provides COOs, as well as shared and managed services managers with a highly configurable solution that can be easily deployed across departments to ensure incoming content is automatically classified, data is extracted and results are validated as quickly as possible.

By consolidating all existing and developing capture technologies within Intelligent Capture, OpenText can better accelerate development by focusing on a single enterprise capture solution that is easily adaptable to all deployment environments.

Ready to get started?
Discover how the digital mailroom can support a more sustainable business.

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Organizations need a secure path to the cloud in a Zero Trust world. Concerns over security can be a barrier for organizations transitioning to cloud-based solutions. When planning data encryption deployments, security and risk management leaders must develop an enterprise-wide encryption key management strategy to prevent data loss and other security risks.

Build a more secure world

As a global leader in information management, OpenText™ continues to invest in its journey to cloud-based solutions and is dedicated to both powering and protecting businesses. Project Titanium, which was announced in June 2022 alongside Cloud Editions (CE) 22.2, solidifies this strategic position, giving customers the simplicity, flexibility, and trust to thrive in today’s accelerating world through cloud-based information management. With CE 22.3, OpenText has strengthened our offerings in public and private cloud, with innovations designed to help our customers empower workforces, better serve customers and build a more secure and safer world.

Increase information protection with customer-managed content encryption

OpenText™ Content Cloud CE 22.3 now offers bring-your-own-key (BYOK) in the new customer-managed content encryption Key Mediator for OpenText™ Extended ECM and Documentum giving encryption key control to customers.

The new Key Mediator product is completely owned by the customer. It facilitates the mediation of encryption and decryption operations between a customer’s external Key Management Service or Hardware Security Module and OpenText ECM applications: OpenText Extended ECM, OpenText Documentum and OpenText™ Archive Center for SAP.  Customers can store their key on Google GCP, Amazon AWS, Microsoft Azure key management or Hardware Security Module (Vault).

OpenText ECM applications already protect the documents with multiple levels of encryption, and now with the Key Mediator, customers can bring their own master key, and benefit from added protection. They have the peace of mind that their documents cannot be opened without the master key, which they own and store separately. The customer can rotate encryption keys on a regular basis.

Learn more about CE 22.3

OpenText Content Cloud CE 22.3 introduces other enhancements that help you master modern work by empowering workforces, improving operational efficiency and ensuring information protection:

• Simplified integrations with critical business systems.  Core Content CE 22.3 provides a new public UI widget to enable easy integration between Core Content and critical LOB application systems for Sales, HR, and Finance such as ServiceNow and more. Read the Core Content innovation story to learn more.
• Secure print controls for pharmaceutical manufacturers.  OpenText™ Documentum for Quality & Manufacturing adds new capability for current Good Manufacturing Practices (cGMP). Read the Documentum for Life Sciences innovation story to learn more.

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