Capture+BPM: Pre, Mid-Stream and Post

Document Capture Workflow

With the rise of Document Capture as a Platform (CaaP), there is an enormous opportunity for organizations to leverage the power of capture as an intelligent document automation component to any business process or workflow solution.  Here are the core use areas of document capture and automation with any Business Process Management System (BPMS):

  1. The “Pre” – The logical fit is to use document capture software to “feed the beast”, or in other terms, as a front-end processor for inbound documents destined for workflows.  You might ask, “Why?  My BPM/Workflow solution has the capability to import documents.”  Modern capture platforms add another dimension of automation through the use of several features like separation, document classification and automatic data extraction.  Imagine a mortgage banking process where a PDF document is sent inbound that houses  12 different document types in a single PDF file.  The power of capture is to auto-split the PDF, classify each document, extract information and then pass all of that in a neatly formatted packages to the workflow engine.   Now, the workflow has a second dimension of intelligence, and it can use that to branch, route and execute.  Platforms like Ephesoft Enterprise have the ability to ingest documents from email, folders, legacy document management systems, fax and also legacy capture (like Kofax and Captiva).

2.  Mid-stream –  What about activities during the workflow?  Ones that are necessary mid-process?  This is where the true power of a “platform” comes into play, and it requires a web services API (See other requirements of a Capture Platform in this article: 6 Key Components of a Document Capture Platform).   Some examples of activities that can be accomplished through a capture platform API in workflow:

  • Value Extraction – pass the engine a document and return extracted information.
  • Read Barcodes – pass the engine an image, and read and return the value of a barcode.
  • Classify a Document – pass a document and identify what it is
  • Create OCR – pass a non-searchable PDF and return a searchable file.

As you can imagine, this can provide extreme customization in any process that requires document automation, and can reduce end-user input, create added efficiency, and once again add that second dimension of intelligence after the workflow has begun.  You can see an extensive list of API operations here: Document Capture API Guide

3.  The “Post” – Depending on the process and requirements, a “post-process” capture may be in order.  Most capture platforms have extensive integrations with 3rd party ECM systems like SharePoint, Filebound and Onbase, and can be leveraged as an integration point to these systems.  In addition, there is a new wave in the big data and analytics world, with a focus on data contained within documents.   Routing documents and data to analytics repositories can help organizations glean important insight into their operations.   If you choose a capture platform with a tied-in document analytics component, this can be accomplished automatically.

Well, just a few thoughts on integrating capture with workflow/BPM.  Thoughts?  Did I miss anything?