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TeleForm Enterprise
Best Practices Guide
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12 J une 2012
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TeleForm Enterprise Best Practices Guide 3
Contents
About This Document ................................................................................................................ 9
Documentation Updates................................................................................................................ 9
Related Documentation................................................................................................................11
Conventions.................................................................................................................................12
Notational Conventions .........................................................................................................12
Command-line Syntax Conventions ......................................................................................13
Notices ..................................................................................................................................14
Autonomy Product References ....................................................................................................14
Autonomy Customer Support.......................................................................................................14
Contact Autonomy........................................................................................................................15
Chapter 1
Benefits of TeleForm................................................................................................................ 17
Accurate, Fast, Content Capture Solution....................................................................................17
More Than 15 Years of Experience ......................................................................................18
Professional Services ...........................................................................................................18
The Rest of the Story ............................................................................................................18
Chapter 2
Network and Hardware System Recommendations .................................................... 19
System Design Recommendations ..............................................................................................19
Network Requirements.................................................................................................................20
Network Protocols .................................................................................................................21
Network Recommendations .........................................................................................................21
Private Network ....................................................................................................................21
No Internet Access for any TeleForm Machine .....................................................................21
No Virus Checking on Network .............................................................................................22
Server Recommendations............................................................................................................22
Dedicate a Server to TeleForm .............................................................................................22
Contents
4 TeleForm Enterprise Best Practices Guide
Extraction QC ....................................................................................................................... 68
Data Review ......................................................................................................................... 69
Anytime QC .......................................................................................................................... 70
Limit Preprocessing Changes .............................................................................................. 70
Optimize Form Identification if the Batch Contains only One Form Template ....................... 70
Use Control Center To Track Batches .................................................................................. 71
Batch Distribution Station ..................................................................................................... 71
Batch Size ............................................................................................................................ 71
Traditional Forms ........................................................................................................... 72
VersiForms .................................................................................................................... 72
Existing Forms ............................................................................................................... 72
Traditional, VersiForms, and Existing Forms ................................................................. 72
Form Templates with OMR Fields .................................................................................. 73
Other Considerations ..................................................................................................... 73
Recommended Global Multiuser Features General Settings ....................................... 73
Recommended Reader Settings .......................................................................................... 75
Batch Verification Recommendations ................................................................................... 75
Use Auto Batch Assign .................................................................................................. 75
Chapter 6
Manage and Maintain your System.................................................................................... 77
Failover and Cluster System Configuration.................................................................................. 78
Set up a Backup Application Server ............................................................................................ 78
Hardware Solutions ..................................................................................................................... 79
Networked Storage Systems ................................................................................................ 79
Software Solutions....................................................................................................................... 79
Back up in Real Time ........................................................................................................... 80
Nightly Backups ................................................................................................................... 80
Maintenance Operations.............................................................................................................. 81
Microsoft SQL Server Maintenance Plan .............................................................................. 81
TeleForm Maintenance Settings ........................................................................................... 81
Store Form Images ........................................................................................................ 81
Form Statistics Collection .............................................................................................. 82
Purge ............................................................................................................................. 83
TeleForm Migration Utility............................................................................................................ 84
Run the Migration Utility ....................................................................................................... 84
Contents
TeleForm Enterprise Best Practices Guide 7
Chapter 7
Technical Resources................................................................................................................ 87
Online Help..................................................................................................................................87
Other Help Files ....................................................................................................................88
Tutorials .......................................................................................................................................88
Software Developers Kit..............................................................................................................89
Web Site ......................................................................................................................................89
Access www.Cardiff.com from TeleForm ..............................................................................90
Technical Support........................................................................................................................90
Before You Contact Technical Support .................................................................................90
Collect Troubleshooting Files ................................................................................................91
How To Contact Technical Support ......................................................................................93
North/South American Support .......................................................................................93
European & Worldwide Support .....................................................................................94
Information Index.........................................................................................................................94
Index ................................................................................................................................................97
Contents
8 TeleForm Enterprise Best Practices Guide
2. Click Login.
3. Enter the login credentials that were given to you, and then click Submit.
The Knowledge Base Search page opens.
4. In the Search box, type a search term or phrase. To browse the Knowledge
Base using a navigation tree only, leave the Search box empty.
5. Ensure the Documentation check box is selected.
6. Click Search.
Documents that match the query display in a results list.
7. To refine the results list, select one or more of the categories in the Filter By
pane. You can restrict results by
Product Group. Filters the list by product suite or division. For example,
you could retrieve documents related to the iManage, IDOL, Virage or
KeyView product suites.
Product. Filters the list by product. For example, you could retrieve
documents related to IDOL Server, Virage Videologger, or KeyView Filter.
Component. Filters the list by a products components. For example, you
could retrieve documents related to the Content or Category component in
IDOL.
Version. Filters the list by product or component version number.
Type. Filters the list by document format. For example, you could retrieve
documents in PDF or HTML format. Guides are typically provided in both
PDF and HTML format.
8. To open a document, click its title in the results list.
To download a PDF version of a guide, open the PDF version, click the Save
icon in the PDF reader, and save the PDF to another location.
Related Documentation
TeleForm Enterprise Best Practices Guide 11
Related Documentation
The following documents provide more details on TeleForm:
TeleForm Getting Started Guide
This guide provides a basic introduction to TeleForm, and installation
instructions for TeleForm Desktop.
TeleForm Administration Guide
The TeleForm Administration Guide is the primary technical resource for
multiuser TeleForm system administrators. This guide describes how to install,
configure, and maintain TeleForm Workgroup and Enterprise systems.
TeleForm Online Help
The TeleForm Online Help describes how to use the TeleForm applications.
TeleForm Best Practices Guide
The TeleForm Best Practices Guide describes best practices for setting up
and running a TeleForm system.
MediClaim Option User Guide
This guide explains the customized features of the TeleForm MediClaim
Option, which enables TeleForm to process HCFA-1500 and UB-92 medical
claims forms.
Remote Capture Station Guide
This guide provides installation and configuration information for Remote
Capture Station operators. Instructions on using the Remote Capture Station
are supplied in the Remote Capture Station Help file.
About This Document
12 TeleForm Enterprise Best Practices Guide
Conventions
The following conventions are used in this document.
Notational Conventions
This document uses the following conventions.
Convention Usage
Bold User-interface elements such as a menu item or button.
For example:
Click Cancel to halt the operation.
Italics Document titles and new terms. For example:
For more information, see the IDOL Server
Administration Guide.
An action command is a request, such as a query or
indexing instruction, sent to IDOL Server.
monospace f ont File names, paths, and code. For example:
The Fi l eSyst emConnect or . cf g file is installed in
C: \ Pr ogr amFi l es\ Fi l eSyst emConnect or \ .
monospace bold Data typed by the user. For example:
Type run at the command prompt.
In the User Name field, type Admin.
monospace italics Replaceable strings in file paths and code. For
example:
user UserName
Conventions
TeleForm Enterprise Best Practices Guide 13
Notices
This document uses the following notices:
Autonomy Product References
This document references the following Autonomy products:
Autonomy TeleForm
Autonomy Customer Support
Autonomy Customer Support provides prompt and accurate support to help you
quickly and effectively resolve any issue you may encounter while using
Autonomy products. Support services include access to the Customer Support
CAUTION A caution indicates an action can result in the loss
of data.
IMPORTANT An important note provides information that is
essential to completing a task.
NOTE A note provides information that emphasizes or
supplements important points of the main text. A note supplies
information that may apply only in special casesfor example,
memory limitations, equipment configurations, or details that
apply to specific versions of the software.
TIP A tip provides additional information that makes a task
easier or more productive.
Contact Autonomy
TeleForm Enterprise Best Practices Guide 15
CHAPTER 1
Benefits of TeleForm
Accurate, Fast, Content Capture Solution
Accurate, Fast, Content Capture Solution
Amidst a growing list of compliance regulations, including Sarbanes-Oxley, HIPAA
and 21 CFR Part 11, few things matter more in this information age than data
accuracy and integrity. Couple this with heightened competitive pressures, and
the need to not only focus on accuracy, but also rapidly increase profitability and
accelerate time to revenue, is now more important than ever before. To marry
these often opposing needs, implementing a high-accuracy, high-throughput
content capture and processing solution is essential for the successful
organization.
By choosing TeleForm as your solution, you have joined the ranks of 1000's of
other organizations, who understand TeleForm's great achievements in the ability
to maximize both data accuracy and throughput. Dispersed throughout the world
and across industries as diverse as Financial Services, Healthcare, Government,
Education, Pharmaceutical, Insurance and more, many of these organizations
have taken advantage of TeleForm to help them realize the following benefits:
Accelerate business processes from capture to completion
Connect people, processes and information across departments, enterprises
and geographies
Enforce best practices, regulations and policies across processes
Chapter 1 Benefits of TeleForm
18 TeleForm Enterprise Best Practices Guide
As a result, these three capabilities give companies the ability to anticipate, react,
and execute faster and better than their competition.
Our continually advancing solution is powered by the most sophisticated
recognition technology available, providing organizations in virtually every
industry with accuracy rates approaching 100 percent. Enhancements in the latest
version of TeleForm (v10) have resulted in 60 percent greater accuracy rates over
the most recent prior version alone! Employees now spend less time than ever
verifying content and more time on their most critical tasks.
This value has been proven time and time again for our customers. J ohnson
Controls says Autonomy eliminated a costly bottleneck in procurement, slashing
processing time by almost 75 percent. And, the University of California, San
Francisco attributes a 1500 percent increase in productivity to a
Autonomy-powered solution that automatically captures data from across the
globe for critical medical research studies.
More Than 15 Years of Experience
By choosing to automate your content capture and processing needs with
Autonomy, you've taken giant strides in capitalizing on the utmost in data
accuracy and throughput. However, as with any initiative, the more effort your
organization dedicates toward its implementation, the greater it will be able to
maximize on its return. Capitalizing on more than 15 years of experience, the
Autonomy TeleForm team has comprised this outline of Best Practices to help
guide you in achieving your goals.
Professional Services
Successfully implementing state-of-the-art systems all over the world, and
contributing a great deal of the content in this document, the Autonomy
Professional Services team understands how to optimize a system based on an
organization's specific needs. Should you choose to employ industry experience,
foregoing the guesswork, Autonomy Professional Services can help you fast track
to a more effective and profitable organization in no time!
The Rest of the Story
As your organization's needs grow, Autonomy is ready to provide the expertise
and breadth of its full line of integrated business process management solutions.
TeleForm Enterprise Best Practices Guide 19
CHAPTER 2
Network and Hardware
System Recommendations
This section describes the recommended hardware and software configuration for
installing a TeleForm Enterprise system. These recommendations were
developed based on extensive high volume tests as well as production
experience.
System Design Recommendations
Network Requirements
Network Recommendations
Server Recommendations
Workstation Recommendations
Peripheral Recommendations
System Design Recommendations
As a general rule of thumb, you can pick two of the following three characteristics
for your system:
Speed
Reliability
Chapter 2 Network and Hardware System Recommendations
20 TeleForm Enterprise Best Practices Guide
Low Cost
In other words, if you want a fast and reliable system, you must be willing to spend
money up front. If you want a reliable and inexpensive system, you must be willing
to sacrifice speed.
Network Requirements
TeleForm requires a Windows domain in a true Client-Server environment. It is not
certified or supported to operate in a peer-to-peer networking environment. Do not
attempt to use one of your workstations as a TeleForm Server.
To install and use TeleForm, you must have a functional local area network (LAN)
that consists of the following basic components:
Hardware A Server and workstations, all with Ethernet network cards.
Software Windows 2000 Server, Windows 2000 Advanced Server or
Windows 2003 Server, all running with the TCP/IP protocol.
TeleForm
Speed Reliability Low Cost
Only 2 will fit
Network Recommendations
TeleForm Enterprise Best Practices Guide 21
Peripheral Recommendations
If you are using TeleForm Enterprise with scanners or fax servers, install and
configure your scanners and fax devices on the workstations before you run the
TeleForm Enterprise workstation install on those workstations.
Scanners
Autonomy recommends the following scanner configuration:
ISIS (Pixel) scanner
Although TeleForm supports Kofax and TWAIN compliant scanners,
Autonomy recommends ISIS (Pixel) scanners for best results.
200 dpi
Scanning should be performed at 200 dpi for optimal speed and accuracy.
Ultra-wide SCSI controller for scanner connectivity
You will achieve the best recognition results with a clean, black and white
image.
For a complete list of recommended scanners, see: https://customers.verity.com/
support/secure/scan_wiz.jsp
Fax Servers
Fax servers are a less efficient method of bringing forms into TeleForm because
you cannot make use of standard batch processing with a fax device. However,
TeleForm includes a feature called Automated Batch Creation that allows you to
create batches from files in a directory on a periodic basis. Reader will
automatically search the specified directory, and when the start criteria are met, it
will begin processing the images in that directory. Theres no need to manually
target individual images for evaluation by Reader all the images in a batch are
cycled through form identification and field evaluation automatically. Similarly,
NOTE Having sufficient RAM is key to avoiding DLL reload
syndrome. In low memory conditions, client workstations
must throw away dynamic link libraries, necessitating more
hits on the server to reload the required DLLs. This can slow
your throughput considerably. Although 1 GB RAM is the
required minimum for your Reader stations, Autonomy
recommends increasing the RAM to at least 2 GB.
Chapter 2 Network and Hardware System Recommendations
26 TeleForm Enterprise Best Practices Guide
when a Verifier operator begins to work on a batch, ALL the questionable data
entry fields on ALL the forms in the batch are presented sequentially, without the
need to manually select forms that require correction.
TeleForm Enterprise Best Practices Guide 27
CHAPTER 3
Size TeleForm Enterprise
To get the most out of TeleForm Enterprise, it is important to determine how many
workstations and peripherals (scanners, fax servers, etc.) you need. In order to
figure this out, you need to know approximately how many images per day you will
be processing and the average speed of each Reader and Verifier station. Topics
in this section discuss how to size your Enterprise system for your specific needs.
Size your System to Meet Daily Demands
Calculate Processing Speed
Determine Reader Speed
Determine Verifier Speed
Determine Scanner/Fax Requirements
Size your System to Meet Daily Demands
The following formula determines your average daily time demands:
Daily time demand =
Average # of images per day
multiplied by
Average time to process 1 image.
Chapter 3 Size TeleForm Enterprise
28 TeleForm Enterprise Best Practices Guide
For example, if you need to process an average of 2,500 images per day and
each image takes an average of 20 seconds to process, then it will take 50,000
seconds to process the typical daily work load. Since there are only 28,800
seconds in an 8 hour work day, this is not sufficient for your needs, unless you
work in shifts.
Most long-term image processing applications have peaks and valleys in the size
of the workload. Assuming that images need to be processed as soon as
possible, the peak workload dictates how many workstations you need for your
system.
Backlog and Schedules
An alternative way to meet the demands of a peak in workload is to backlog
evaluated images. If you do not have a strict deadline for processing this
workload, you can correct the images over an extended period of time. This
avoids the cost of buying extra workstations and more TeleForm licenses. If
however, your peak workloads increase in frequency, you are better off spending
the extra money to boost your overall throughput efficiency.
Another option would be to schedule operations in TeleForm. If you want to use
Readers for scanning and batch commits, schedule the batch commits to start
after scanning is completed for the day. For example, if your Scan Station
operators go home at 5 p.m., you could schedule your batch commits to start at
5:15 p.m.
Calculate Processing Speed
There are a number of factors that can affect the speed of image processing and
data export. The following table shows throughput considerations for each step in
the processing cycle.
Processing Step Speed Determined by...
Image Loading Image resolution, image format
Image Preprocessing Quality of image, amount of skewing and noise on the image
Image Distribution Network traffic, quality of network card
Image Identification Number of images in the Recognition Set (negligible in
Traditional form processing), Explicit ID (Existing form
processing only), NonForm handling, attachment linking
Determine Reader Speed
TeleForm Enterprise Best Practices Guide 29
Timing Considerations
Take into account that most form pages will not be in perfect shape. Chances are
that the page was folded into thirds and stuffed into an envelope and some
corners might be dog-eared. You will need extra time to prepare such pages for
the scanner. Also consider the scanner itself. There may be times when it jams,
and standard maintenance must also be factored into your time estimations.
Determine Reader Speed
All Readers will not process at the same speed. The CPU, RAM and form layout
will all affect evaluation speed. The following steps will help you determine the
speed of a given Reader station for a given form. Note that this processing speed
will differ for other forms.
To determine the reader speed
1. Create a form using TeleForm Designer.
2. Print 10 copies of this form.
3. Fill out the forms as they would normally be filled out.
4. Scan the forms into TeleForm Reader.
5. As soon as Reader starts evaluating the first image, start the timer.
6. After the last form has been evaluated, stop the timer.
7. Divide the total time by 10 for the average time.
TeleForm Reader is used for the following major tasks:
Field Evaluation Number of fields on the form, amount of validation/scripting on
form, number of database/dictionary lookups, image zone size
Image Export Size of image, amount of network traffic
Data Export Amount of data, amount of network traffic
Processing Step Speed Determined by...
NOTE You can also use TeleForm Control Center statistics
to determine your evaluation speed.
Chapter 3 Size TeleForm Enterprise
30 TeleForm Enterprise Best Practices Guide
For example, suppose that you scan 4,500 images per day. Assume that each
Verifier operator is working 8 hours per day and that a Verifier operator can correct
approximately 125 images per hour. In this case,
images per hour that need correction.
In this example, you will need to purchase 7 Verifier licenses.
Determine Scanner/Fax Requirements
To determine the number of scanners and/or faxing devices you need for your
TeleForm system, use the following formula:
For example, if you scan 1200 images per hour during the peak workload and
each of your scanners can scan 30 images per minute, then
Therefore, you would only need one scanner for your system.
Hourly volume of images
Total number of images per day that go through the system
Total number of hours per day that Verifier can run
--------------------------------------------------------------------------------------------------------------------------------------------------
=
Number of Verifier stations required
Hourly volume of images
Average hourly throughput Normalization factor
-----------------------------------------------------------------------------------------------------------------------------------
=
4500
8
----------- - 563 =
563
125 70%
------------------------------------ 6.42 =
Number of scanners/fax devices required
Maximum number of images processed per hour
Hourly throughput per scan/fax device Normalization factor
---------------------------------------------------------------------------------------------------------------------------------------------------------------
=
1200
30 60 70%
-------------------------------------------------- .95 =
TeleForm Enterprise Best Practices Guide 33
CHAPTER 4
Leverage the Services and
Security
This section provides information and recommendations for using the Services
and Security features of the TeleForm Enterprise system.
Leverage the Services
Leverage Security
Recommended Security Settings
Roles and Responsibilities
Leverage the Services
There can be many benefits to running TeleForm modules as Services:
programs run in the background
can be configured to automatically start after a system boot.
License Monitoring
TeleForm modules cannot be run from a workstation unless TeleForm License
Service can verify that you have a valid, activated product. TeleForm License
Service locks is locked to the TeleForm Server by Machine Locking.
Chapter 4 Leverage the Services and Security
34 TeleForm Enterprise Best Practices Guide
8. Open the Log on tab and choose the log-on method for the service:
Local System account. This option should not be used because the local
service account does not have any access to the network.
This account. You must specify a valid user name (including domain, if
applicable) and password.
9. Click OK on the Properties dialog box.
Leverage Security
TeleForm Enterprise Best Practices Guide 37
Internal
The internal provider is the TeleForm User and Group Security (often referred to
as TeleForm Security), which enables you to create and maintain users with in the
TeleForm application. Each user will have a username and password that will be
required in order to run TeleForm. When the user logs in, they are authenticated
via TeleForm. In addition, each user can be assigned rights to limit what they may
do within TeleForm. For example, a certain user may only use Verifier. This user
can be given only Verification rights which would ensure that they cannot run
Designer.
Users can be assigned to groups. These groups within TeleForm serve two
purposes. The first is to enable security for batches scanned into the system. The
second is to make the task of assigning and
maintaining rights simpler on administrators. See Assign Groups and Rights in
TeleForm Security on page 46 for more information.
External through LDAP or Windows
In addition to the internal security, TeleForm Enterprise may now be configured to
work with external security providers, through LDAP or Windows. This provides a
great advantage to administrators because now the creation and maintenance of
TeleForm users is greatly simplified by allowing them to extend there network user
base to TeleForm. This simplifies TeleForm security for users because they now
have a single login and password for both their network and TeleForm.
Configure Internal Security in TeleForm
When using TeleForm Internal Security provider, all user maintenance is
performed within TeleForm. Unless you have previously configured TeleForm
users, you must first login as an administrator so that you create users and assign
rights.
Add a User
To add a new user
1. Launch TeleForm Control Center.
2. In the Control Center tree, expand the Configuration Settings branch and
click the Global Settings branch.
NOTE LDAP is only supported with Windows Active
Directory.
Chapter 4 Leverage the Services and Security
40 TeleForm Enterprise Best Practices Guide
6. You may set rights and configuration settings instantly by selecting another
user from the Copy from user drop-list. When this option is selected, you may
choose which settings to copy from the following check boxes:
Group Memberships
Rights
Configuration Settings
7. Click OK to add the new operator.
Edit User Information and Update Rights
To edit user information and update rights
1. From the Utilities menu, click Security.
2. On the Security dialog box, open the Users tab.
3. Double-click the desired operator.
OR
Right-click the operator and select Properties.
4. On the Rights tab of the User Configuration dialog box, define the Rights for
the operator.
5. Open the Memberships tab.
6. Define the security groups to which the operator belongs.
7. Click OK on the User Configuration dialog box. For more details, see Assign
Groups and Rights in TeleForm Security on page 46.
8. Click OK on the Security dialog box.
Chapter 4 Leverage the Services and Security
42 TeleForm Enterprise Best Practices Guide
OR
Right-click the operator and select Properties.
4. On the Rights tab of the User Configuration dialog box, define the Rights for
the operator.
5. Open the Memberships tab.
6. Define the security groups to which the operator belongs.
7. Click OK on the User Configuration dialog box. For more details, see Assign
Groups and Rights in TeleForm Security on page 46.
8. Click OK on the Security dialog box.
Configure the Windows Provider in TeleForm
The Windows provider allows TeleForm to use both Windows traditional domains
as well as Active Directory domains for the user security.
In order to configure TeleForm to utilize the Windows provider, you must first
enable Security and select Windows as the provider.
To configure the Windows provider in TeleForm
1. Choose the Setup button to enter your Windows domain information.
2. In the Domain field, enter the name of the domain that you would like
TeleForm to use.
3. Enter the Group that you wish TeleForm to synchronize with. Only users
within this Group will be synchronized and able to login to TeleForm.
In the example above, a group named tfusers has been created. All though
there are other users within the domain, only those in the tfusers group will be
used within TeleForm.
4. Enter a User and Password for TeleForm to use when it synchronizes with
the domain.
5. After you apply the changes, security will be enabled for the system and
TeleForm will synchronize with the Windows Server. The User
Leverage Security
TeleForm Enterprise Best Practices Guide 45
Synchronization dialog box opens if you already have created users within
TeleForm. In the User Synchronization dialog, you will have the ability to map
users to a Windows user or remove them.
6. After you press OK on the User Synchronization dialog, the User
Synchronization Results dialog will display the users that were added or
removed in TeleForm to confirm the process was successful.
Edit User Information and Update Rights
To edit user information and update rights
1. From the Utilities menu, click Security.
2. On the Security dialog box, open the Users tab.
Chapter 4 Leverage the Services and Security
46 TeleForm Enterprise Best Practices Guide
There are eight default groups in the system. These groups represent the
common tasks for a TeleForm user and have the appropriate rights for the task.
For example, if a user you have just created need to use the Designer, you can
simply assign them to the Designers group. If they need to use the Verifier also,
add them to one of the Verifier groups.
View Group Rights
Double-click any group to view its granted rights. All rights in TeleForm are
categorized by function.
Chapter 4 Leverage the Services and Security
48 TeleForm Enterprise Best Practices Guide
Users can belong to multiple groups and can even have additional rights assigned
to them beyond the groups they belong to. Administrators can view the aggregate
rights of a user by simply double clicking the user in the Security dialog.
Within the User Configuration dialog you can view which groups the users
belongs to, assign individual rights, and view the users aggregate rights so that
you can see exactly what the user will be permitted to do within TeleForm.
Chapter 4 Leverage the Services and Security
50 TeleForm Enterprise Best Practices Guide
Batch Security
The Batch Security feature in TeleForm provides administrator a way to limit
access to batches within TeleForm. For example, if a group or department is
processing insurance claims, batch security can be utilized to ensure that no other
users of the system can view or access the batches that contain these claims.
In order to utilize the batch security feature, TeleForm Security must be enabled
and the appropriate groups configured.
In order to configure a batch to use Batch Security you must first configure a J ob
for that type of batch. In order to create the J ob, choose Job Configuration from
the File menu in TeleForm Scan Station. Within the J ob Configuration dialog,
choose the desired Owner Group that you wish to have access to the batches
created with the J ob.
Leverage Security
TeleForm Enterprise Best Practices Guide 51
The Scan Station operators will only be allowed to use J obs to create the batches
that they have access to. After a batch is created with a J ob, only users who are a
member of its group will have access to it.
Leverage Windows Users/Groups
In order to ensure proper operation of TeleForm, you must ensure users have
been granted the correct rights on the various Windows machines TeleForm runs
on.
TeleForm Users
Any user that access TeleForm must have Change permissions to the TeleForm
share so they can read, create, modify, and delete files via the appropriate
TeleForm applications. If a user does not have the appropriate rights, they may
not be able to successfully use TeleForm.
NOTE Members of the default group Verifier Supervisors
or users that have been granted the See Other Groups
Batches right will be able to view the batch in the Image
Management dialog in Verifier, but will not be permitted to
correct the images.
Chapter 4 Leverage the Services and Security
52 TeleForm Enterprise Best Practices Guide
2. Within the Job Configuration dialog, click the button in the Batch
Subdirectory field.
3. Select the directory for these batches to use, save the J ob.
Now you will need to configure the User permissions for the directory.
To configure user permissions for the directory
1. In Windows Explorer, browse to the TeleForm\bat directory and locate the new
directory. Right click and select Properties.
Chapter 4 Leverage the Services and Security
54 TeleForm Enterprise Best Practices Guide
2. Add the TeleForm Group or User's Windows accounts that will need access to
this batch. Also add the accounts used for your TeleForm services or
unattended applications (i.e. Reader). Both will need to have at least Modify
rights.
3. Add the administrators group with Full Control so that the administrators may
add or remove users as necessary.
4. Remove access for any other user that doesn't need access to these batches.
Now when batches are scanned with this J ob they will be stored under this
secured subdirectory. Users that do not have permissions to the directory will not
be able to access the files stored within.
Recommended Security Settings
TeleForm provides several methods of securing your TeleForm system and the
data within. These methods can be used exclusively or together depending on the
needs on the system. Refer to the following common security levels to help you
determine which methods may apply to your TeleForm System.
NOTE To prevent unauthorized users from accessing the
batch from within TeleForm, you must have TeleForm
Security enabled.
Recommended Security Settings
TeleForm Enterprise Best Practices Guide 55
Network Security
This application of security is typically systems where security of the TeleForm
system isn't a large concern, beyond the security provide by your network.
Use Windows user and group security to ensure users Windows accounts are
given appropriate rights to the TeleForm directory to ensure proper operations.
TeleForm Security not enabled.
Light Security
This application of security is usually used when security administrators want to
ensure that only the appropriate users can use TeleForm.
Use Windows user and group security to ensure users Windows accounts are
given appropriate rights to the TeleForm directory to ensure proper operations.
TeleForm security is enabled to prevent unauthorized access to the
application, but all TeleForm users may be given full access to TeleForm.
Medium Security
This application of security is typically seen in systems where security is a
concern; Administrators want to make sure that only the appropriate users can
use TeleForm. Those users that do use TeleForm are restricted in what they can
do and access within the system.
Utilize Windows user and group security to ensure users Windows accounts
are given appropriate rights to the TeleForm directory to ensure proper
operations. External security may be used to simplify security for users and
administrators.
TeleForm security is enabled to prevent unauthorized access to the
application. Users are given specific rights based on there roles in the system.
Batch Security may be utilized.
High Security
This application of security is seen in systems where security is a high concern
such as government or financial institutions. Administrators must ensure that only
authorized users can access TeleForm. System users are restricted in what they
can do and access within the system. Extra precautions are taken to prevent
unauthorized access to sensitive or perhaps all data within TeleForm. All
TeleForm security methods are used to there fullest extent.
Utilize Windows user and group security to ensure users Windows accounts
are given appropriate rights to the TeleForm directory to ensure proper
Chapter 4 Leverage the Services and Security
56 TeleForm Enterprise Best Practices Guide
operations. External security may be used to simplify security for users and
administrators.
TeleForm security is enabled to prevent unauthorized access to the
application. Users are given specific rights based on there roles in the system.
Batch security is utilized to ensure users can only access there appropriate
batches via TeleForm.
Batch subdirectory feature is used to ensure that users are not able to access
batch images and other data via Windows.
Roles and Responsibilities
With our 15 years experience in the production content capture environment, we
have seen projects succeed by having defined roles and responsibilities for the
TeleForm implementation and production environments. While your needs may
vary greatly, at a minimum we recommend assigning a System Administrator,
Business Analyst/Developer, Form Designer, Verification Team Manager, QA/QC
Lead, Batch/Sort/Scan Operators, and Verifiers.
System Administrator Responsibilities
Monitor, maintain and improve system performance as required
Manage production templates
Manage system users
Manage system scaling
Provide database access and connectivity support
Maintain basic database lookups and exports
Apply system updates or patches
Provide support for hardware related issues
Perform or track the following with IS team:
Log Purges
Microsoft SQL Server Maintenance Plan
Backups
Roles and Responsibilities
TeleForm Enterprise Best Practices Guide 57
CHAPTER 5
Optimize TeleForm Enterprise
This section provides tips and recommendations for optimizing your TeleForm
Enterprise system for maximum throughput. These recommendations were
developed through extensive quality assurance volume and stability testing, as
well as 15 years experience in production environments.
Form Design for Throughput
Limit Contents of Template Sets
Select Appropriate QC Modes
Form Design for Throughput
How a form is configured will have a direct impact on the quality of recognition
when the form is processed within TeleForm. The following tips will be very useful
for creating efficient forms. This list should be reviewed before finalizing or
approving a form template.
The form design hints can be divided into these categories:
Optimize the OCR/ICR Fields
Capture Zones
Import Existing Forms
Multipage Forms
Chapter 5 Optimize TeleForm Enterprise
60 TeleForm Enterprise Best Practices Guide
TIP 8 The tab order within every Capture Zone should be configured for
Verification.
During verification, Verifiers must have the ability to easily tab between fields. The
tab order should be configured for every form designed within TeleForm.
TIP 9 Similar fields should be group together using group boxes.
The interface designed for use within your Capture Zone should be user-friendly
to the Verifiers. If there are many fields within your interface, group them together
logically using group boxes.
TIP 10 Leverage the Freeform OCR functionality availability within Capture
Zones where possible.
The Freeform OCR feature may be very useful at eliminating data entry within a
Capture Zone. When this feature is activated, the Verifier will have the ability to
drag a box around an area for verification on the fly. After the data within the zone
is captured, it will be populated within the corresponding field. Always test this
feature using realistic test cases.
Import Existing Forms
TeleForm can import virtually any form that was originally designed in another
application or laid out manually. However, such Existing Forms require careful
setup in TeleForm.
TIP 11 Conduct significant testing of Existing Forms.
Anytime you design a template for an existing form, always ensure that the form is
tested significantly. In order to optimize the form, you may need to adjust Explicit
Ids, Id blocks, and other form properties. You may want also to confirm that there
are no additional outstanding forms in use, which closely resemble the form
template for your current form.
TIP 13 If TeleForm is having difficulty recognizing a single form or a set of
existing forms, a job can be optimized to enhance identification.
Any job can be optimized for identification of an individual form or for a set of
forms. Optimizing or restricting a job to a set of forms will assist TeleForm with
form identification.
IMPORTANT Ensure that your test environment is
identical to your production environment. Similar looking
forms can pose a problem if your forms are not designed
correctly. You could risk encountering problems later on if
the form is not tested against all similar forms.
Form Design for Throughput
TeleForm Enterprise Best Practices Guide 63
Optional pages or sections and form packets should be also divided into individual
templates. Each template section must contain a unique identifier that can be
linked to information contained on the related pages. It is important to keep in
mind that all received documents may be linked together on the backend. Work
with engineers for the corresponding backend systems to ensure that sufficient
identifying information has been included on each section of your packet.
TIP 15 Avoid creating Multi-page Existing Forms longer than two full
pages front and back.
Avoid creating Existing Form templates for forms that are longer than two pages
front and back. When possible, these forms should be recreated within TeleForm.
In the event that the redesign of these forms is not a possibility, additional care
must be taken when scanning and processing.
The Scan QC and Classification QC functions allow Verifier to confirm that forms
have been scanned correctly in order. These features should be leveraged to
ensure that pages are not accidentally mismatched. Additional precautions can be
built into your template using form scripting and Visual Basic.
TIP 16 Leverage the Classification QC functionality when processing
multi-page forms without page links or forms including attachments.
Classification QC allows verifiers to confirm that pages have been scanned in the
correct order and that they have been correctly identified. This feature may be
leveraged anytime order or identification is of special concern to a set of incoming
forms.
After Classification QC is configured, images can be reordered or manually
identified.
TIP 17 Redesign existing forms if you plan to receive the forms by
electronic fax.
Form images are often reformatted or modified when faxed. For this reason,
Autonomy recommends that Existing forms should not be received via electronic
fax. Where possible these forms should be redesigned as Traditional or
Versiforms.
When redesign of an existing form is not an option, the form should undergo
significant testing using an array of fax types. If an individual fax number can be
dedicated to an existing form type, a job should be configured to optimize or force
identification of the form set or form template.
Limit Contents of Template Sets
TeleForm Enterprise Best Practices Guide 65
Anytime QC
Anytime QC can be performed at any point in the batch processing cycle between
creation and disposition.
Unintended Consequences of Anytime QC
As mentioned above, TeleForm works most efficiently when there is just enough
Quality Control. You want to collect valid data (and clean, readable files, if you are
using Export Connect Agents), but you do not want to continually interrupt the
progress of a batch through the various TeleForm processing stages. Because
Anytime QC can be triggered at any point in the life of a batch, it has the potential
to slow things down without offering enough value in return.
Anytime QC's Possible Speed Advantages
You may also want to consider disabling ALL checkpoint QC modes, using
Anytime QC mode instead. This suggestion may be more suited to batches that
are largely or entirely composed of forms and attachments, rather than Capture
Batches. Capture Batches will often include so many Index Fields that a
Checkpoint QC stop is preferable.
Limit Preprocessing Changes
While TeleForm's image preprocessing controls can help handle images with
unique or problematic appearances, they do consume time. Unless testing
confirms that your Form Templates absolutely require preprocessing, use the
default settings.
Optimize Form Identification if the Batch Contains only One Form
Template
Many batches contain only one type of Form Template. The Optimize for form
option, available on the Form ID/Capture tab of the J ob Properties dialog box, can
improve processing efficiency for such batches. However, if you are NOT sure
that your batch contains only one type of Form Template, you should NOT use this
feature.
IMPORTANT If you find that Anytime QC is consistently
being used to fix problems, you may want to enable one of
the earlier, mandatory QC modes. You might also want to
re-train your TeleForm operators to minimize the problems,
rather than stopping batches to fix them.
Select Appropriate QC Modes
TeleForm Enterprise Best Practices Guide 71
Batches larger than 200 pages can clog even powerful systems with an
overload of memory-intensive files.
Large batches are harder to recover if they are not properly committed or if a
network error prevents the data from being exported.
Large batches make it difficult for Verifier operators to work efficiently, since
they are forced to work much longer before they complete a batch. We have
found that Verifier operators are more productive when they experience the
satisfaction of completing a batch more frequently than is possible with large
batches.
The following guidelines can help you properly size your batches.
Traditional Forms
If the images to be processed are only Traditional forms, larger batches can be
considered.
VersiForms
If the images to be processed are only VersiForms, medium to small batches
should be considered.
If possible, the Recognition Set selected in the Form ID/Capture tab of the J ob
Properties dialog of your chosen J ob should contain only the VersiForms that will
be processed.
Existing Forms
If the images to be processed are only Existing Forms, medium to small batches
should be considered.
If possible, the Recognition Set selected for the chosen J ob should contain only
the Existing Forms that will be processed.
Traditional, VersiForms, and Existing Forms
If the images to be processed are a combination of Traditional, VersiForm and/or
Existing Forms, smaller batches should be considered.
If possible, the Recognition Set selected in the Form ID/Capture tab of the J ob
Properties dialog of your chosen J ob should contain only the VersiForms and/or
Existing Forms that will be processed. Traditional Forms are not included in the
Recognition Set.
Select Appropriate QC Modes
TeleForm Enterprise Best Practices Guide 73
Setting Description
Enable Script Caching Script caching speeds the processing of forms containing scripts by copying
the scripts to the local temp directory so they are pre-loaded. During
development, you may wish to disable script caching. But for a system in
production, script caching should always be enabled.
Compress the .RES file .RES files are intermediate text files that report recognition results on an
image. These files are created by TeleForm during form evaluation.
Compressing .RES files reduces bandwidth as the files are transferred
across the network. For faster processing, this option should always be
enabled.
Single Reader per batch When multiple Readers are evaluating images from the same batch at the
same time, multi-page forms may be linked incorrectly. This situation can be
avoided by only allowing one Reader to evaluate the batch. The Reader will
evaluate each page in the order in which it was scanned, so each page will
be linked to the nearest page of the same form.
In our volume and throughput tests, turning on one Reader per batch seemed
to knock down both form identification and field evaluation times appreciably.
As long as the system is only doing batch processing, this would be
recommended. If the system will also be doing non batch processing, this
setting will slow down all non batch images.
Cache the Auto-Assign
Queue
When the Auto Batch Assign function is being used to provide Verifier
operators with batches to process, some lag between when a batch has
finished one processing stage and when it is available for another may result,
since TeleForm must scan the auto-assign queue for fresh batches. By
enabling the Cache the auto-assign queue option, all batches that are
ready for further processing will be loaded into the queue, resulting in more
ready batches. The queue will be reloaded at the interval specified in the
Auto-assign queue refresh field.
Do All non-batch exports
from Reader
This setting allows Verifier workstations to cue nonbatch forms for export by
Reader. Your Verifier stations will not be slowed by the need to export data
from non-batch forms.
Use Batch Distribution
Interleave
The Batch Distribution Interleave option determines the evaluation order of
batch images that are scanned into TeleForm Reader. This feature increases
the page linking efficiency for multi-page forms before they are reviewed in
TeleForm Verifier.
As a general rule, set Batch Distribution Interleave to the page count of the
multi-page form with the fewest pages in all the batches about to be
processed by Reader. For example, if you have a multi-page form with 2
pages and one with 3 pages, set it to 2.
If your batches contain only single page forms, or if you are using the Single
Reader per batch option, Batch Distribution Interleave must be set to 0.
Select Appropriate QC Modes
TeleForm Enterprise Best Practices Guide 75
You can set the Auto Batch Assign priorities from the Auto Batch Assign dialog on
the Utilities menu in Verifier.
TeleForm Enterprise Best Practices Guide 77
CHAPTER 6
Manage and Maintain your
System
In a high volume Enterprise environment, losses due to system failure can be
significant both in terms of data loss and downtime. Ideally, you should take into
account potential disruptions before going live with your Enterprise system and
plan accordingly. Whether or not this is feasible, there are steps that can be taken
to minimize the threat of disruption due to hardware failure, user error or natural
disaster. This section discusses several options to safeguard your system:
Failover and Cluster System Configuration
Hardware Solutions
Software Solutions
Maintenance Operations
TeleForm Migration Utility
NOTE Before investing in expensive hardware and
software, you are strongly urged to research your available
options. This chapter discusses general issues, but cannot
anticipate your specific needs.
Chapter 6 Manage and Maintain your System
78 TeleForm Enterprise Best Practices Guide
teleglob.ini file located within the TeleForm folder should also be migrated to
the development environment.
3. EITHER
You must alter the DNS on the backup server, changing its credentials to
those of the production server.
OR
You must remap the workstations to the new drive.
Hardware Solutions
The best approach to safeguarding your TeleForm data is to invest in quality
hardware and employ off-site data storage. Autonomy recommends that each
server have fault tolerant drives such as a RAID level 5 configuration. A Storage
Area Network (SAN) or Network Attached Storage (NAS) is recommended.
For complete redundancy, you should maintain off-site backup servers with the
same degree of fault tolerance as your primary system.
Networked Storage Systems
Two networked storage solutions you may wish to consider are:
EMCs CLARiiON CX series
EMCs Symmetrix line
The CLARiiON CX series is available as a standalone system or through Dell
Enterprise Systems. For further information, navigate to the following link:
http://www.emc.com/products/networked/index.jsp
Software Solutions
Quality hardware reduces the risk of disk failure and other problems related to
cheap parts, but it does not address threats such as fire, flood and other
unforeseen disasters. A combination of the right hardware and backup software
can improve the security of your data.
Chapter 6 Manage and Maintain your System
80 TeleForm Enterprise Best Practices Guide
Maintenance Operations
Performing regular maintenance, via automated settings will greatly enhance your
system performance.
Microsoft SQL Server Maintenance Plan
Autonomy strongly recommends coordinating with your IS team to insure the
Microsoft SQL Server used by TeleForm is part of a SQL Server Maintenance
Plan. Further information on setting up a SQL Server Maintenance Plan can be
found on www.microsoft.com or in SQL Server 2000 SDK Documentation (User
Interface Reference\Database Maintenance Plan Wizard Help)
TeleForm Maintenance Settings
Store Form Images
When processing a high volume of forms, saving form images after the batch has
been processed slows your throughput considerably. If you do not intend to export
the form images, then have them automatically deleted to free up valuable disk
space. If TeleForm does not have to store the form images (i.e. you do not need
the images to be saved), then these records get purged from the system
immediately after a batch commits successfully. This reduces disk consumption
and has an enormous impact on performance.
Chapter 6 Manage and Maintain your System
82 TeleForm Enterprise Best Practices Guide
You can specify that TeleForm purge images that have the status of Evaluated OK
and, if they are part of a batch, the batch has a status of Committed. To do so,
clear the box Retain evaluated OK until purge on the Processing tab in the
Form Properties dialog box for each form.
Form Statistics Collection
In Autonomys volume and throughput tests Turning on statistics collection did not
seem to measurably slow down any functions and in invaluable in fine tuning the
system and monitoring the workload. However, if you process a large number of
forms per day and your server is peaking, you should minimize the collection of
statistics.
Setting Form Tracking to Minimal Tracking automatically deletes intermediate
records such as prints, receives, and sends. Full Tracking collects and stores
intermediate records such as prints, receives, and sends, which slows
performance and increases network traffic.
Maintenance Operations
TeleForm Enterprise Best Practices Guide 83
Minimal Tracking can be set from the General sub-tab on the Global System tab of
the Global & Local TeleForm Settings dialog box.
Purge
Image and log files use up system resources quickly in a batch environment. You
should purge these files frequently to keep your system running smoothly. The
Purge Log feature provides a systematic way to delete old and unwanted images
and log files from your hard drive. It can be used either in manual mode, or set to
automatically clean up designated items after they have been on your system for
a specified amount of time. By default, the Purge Log is set to purge your
TeleForm records after they have been on your system for seven days, excluding
NonForms and any images.
Besides the date criteria, you can specify the particular types of files and records
that you want to delete. This can include any form images with the status
Evaluated OK and NonForm images. You can also purge tracking records in the
form log to prevent it from becoming cluttered with old information.
Chapter 6 Manage and Maintain your System
84 TeleForm Enterprise Best Practices Guide
You can access the Purge Log dialog from the Utilities menu in TeleForm
Designer or Reader.
TeleForm Migration Utility
TeleForm Enterprise v8 and above includes a utility for taking a snapshot of your
configuration information. You can use this utility to save your TeleForm settings in
case of system failure. For further details regarding the TeleForm Migration Utility,
refer to the Enterprise System Management Guide.
Run the Migration Utility
The Migration Utility is located in the directory to which you installed TeleForm.
NOTE Automatic purging only occurs in the Primary
Reader. The Primary Reader is the first Reader launched in
a TeleForm Enterprise install and is indicated in the
TeleForm Monitor with an asterisk beside its name. When
Purge Log is enabled, it runs soon after the Primary Reader
is started, then routinely after that depending on the
scheduled time (approximately once each hour by default).
TeleForm Migration Utility
TeleForm Enterprise Best Practices Guide 85
CHAPTER 7
Technical Resources
This section describes the available sources of technical information about your
TeleForm system.
Online Help
Tutorials
Software Developers Kit
Web Site
Technical Support
Information Index
In addition, this section includes a table describing exactly how to find technical
information on specific TeleForm features in the online Help and the User Guides.
This table begins on Information Index on page 94.
Online Help
Online Help files are the primary technical resource for TeleForm information.
You can access the main TeleForm Help system from any TeleForm module by
pressing the F1 key or using the Help menu. Most TeleForm dialog boxes also
include a context-sensitive Help button that calls up a relevant topic.
Chapter 7 Technical Resources
88 TeleForm Enterprise Best Practices Guide
The version and build number of TeleForm that you are running. This
information can be found by clicking About from the Help menu of any
TeleForm module.
The license code of your software. You can find it by starting the TeleForm
License Manager utility and clicking File > License Info.
The problematic template and several files that were identified/classified as
that template.
Detailed information about your workstation (and server, if applicable)
hardware, including processor speed, available memory (RAM), and disk
space;
A description of what you were doing when the problem occurred;
The exact wording of any warning messages;
Any other details pertinent to your problem.
Collect Troubleshooting Files
1. Create a Troubleshooting folder on a local drive.
2. Start TeleForm Designer.
3. From the File menu, click Templates..... The Templates dialog box opens.
4. Navigate to the desired folder location.
Chapter 7 Technical Resources
92 TeleForm Enterprise Best Practices Guide
5. Right-click the troublesome template and select Export. You can select
multiple templates simultaneously and right-click them to access the Export
command if desired.
The Export dialog box opens.
6. If you did not do so earlier, select the templates you need to troubleshoot.
7. In the To directory field, Browse to your new Troubleshooting directory.
8. In the Export Format list, select TFT.
9. Select the Export dictionaries with templates option.
10. Click Export. A copy of the template will be saved to the Tr oubl eshoot i ng
directory.
11. Start TeleForm Verifier.
12. From the Utilities menu, open the Image Management Dialog.
Technical Support
TeleForm Enterprise Best Practices Guide 93
Index
A
Auto Batch Assign 75
B
Batch Distribution Station 71
Batch size 71
C
Clients
Synchronize 24
Configuration
TeleForm 33
Control Center 71
D
Daily demands 27
Distribution
Batch Distribution Station 71
E
Enterprise
Installation 19
Sizing 27 29
F
Fax Servers
Determining number 32
Requirements 25
Form Tracking 82
G
Global settings
Form Tracking 82
H
Help files 87
I
Installation
Network protocols 21
Network requirements 20
M
Migration utility 84
Minimal Tracking 82
N
Network
Cabling 21
Protocols 21
Requirements 19, 20
O
Online Help 87
P
Peripherals
Fax servers 25
Requirements 25
Scanners 25
Processing
Index
98 TeleForm Enterprise Best Practices Guide
Images 28
Speed 28
Protocols 21
Purge Log 83
R
Reader
Batch Distribution Station 71
Speed 29 30
Requirements
Fax servers 25
Network 19
Peripherals 25
Scanners 25
Server 22
Workstation 23
S
Scanners
Determining number 32
ISIS (Pixel) 25
Requirements 25
Timing 29
TWAIN 25
Server
Dedicated 22
Minimum requirements 22
Sizing TeleForm Enterprise 27 29
Speed
Processing 28
Reader 29 30
Verifier 31
Support, Technical 90
Synchronize Clients 24
System migration utility 84
T
TCP/IP 21
Technical Support 90
TeleForm
Configuration 33
Control Center 71
Migration utility 84
Sizing 27 29
Tracking
Form 82
U
User documents 87
Utilities
Auto Batch Assign 75
Purge Log 83
Utility
TeleForm migration 84
V
Verifier
Auto Batch Assign 75
Speed 31
W
Web site 89
Workstation
Minimum requirements 23