Alchemy sales fundamentals v1.1

Open Text Document Management, Alchemy Edition

Sales Fundamentals

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Open Text Training

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Table of Contents

Alchemy Sales Fundamentals ....................................................................................... 1 Course Objectives ...................................................................................................... 1 Alchemy’s Value Proposition ..................................................................................... 3

The Solution for Small-to-medium Businesses and Departments ......................... 3 Return on Investment ............................................................................................ 4 Compliance ........................................................................................................... 4 Security ................................................................................................................. 4 Green Technology ................................................................................................. 5

What Alchemy Does .................................................................................................. 7 Capture & Input ..................................................................................................... 8 Store & Manage .................................................................................................. 13 Preserve & Deliver .............................................................................................. 16

Alchemy Server Licensing ....................................................................................... 19 Gold, Standard and Advanced ............................................................................ 19 Alchemy Pro Service Bureau Solutions .............................................................. 19

Alchemy Client Licensing ......................................................................................... 21 Licensable Add-ons and Features ........................................................................... 24

Alchemy Scan ..................................................................................................... 24 Alchemy File Connector ...................................................................................... 26 Alchemy MFP Module ......................................................................................... 28 Exchange Archive Link for Alchemy .................................................................... 30 Alchemy Web ...................................................................................................... 32 Alchemy Web Viewer Extension ......................................................................... 34 Database Encryption Module .............................................................................. 35 RightFax Archive Link for Alchemy ..................................................................... 36 DataGrabber ....................................................................................................... 37 Developer Program ............................................................................................. 39 Alchemy Redundant/Test Servers and Modules ................................................. 41

Alchemy Sales Fundamentals

Course Objectives

Upon completion of the module, you will be able to:

• Describe the primary inputs, functions and outputs of Open Text Document Management, Alchemy Edition.

• Identify the feature sets of the different Alchemy servers.

• Distinguish between the different Alchemy clients.

• Define key add-on modules and other licensable Alchemy features.

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Revision Control Page

Revision Number

Date Issued

Revision Description

1.0 4/14/2009 Release-level document deployed.

1.1 4/15/2009 Copy edits.

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Alchemy’s Value Proposition

The Solution for Small-to-medium Businesses and Departments

Open Text Document Management, Alchemy Edition is a cost effective document imaging and archiving system providing solutions for small-to-medium organizations and departments within the enterprise.

Alchemy is simple to deploy and enables organizations and its users to easily capture, store, manage, archive and dispose of their documents. By tightly integrating with Open Text Fax Server (RightFax) and Open Text Process Center (Workflow), organizations are able to manage business critical documents from capture to disposition.

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Return on Investment

Organizations looking to qualify each and every technology investment will discover Alchemy delivers a transparent and quantifiable ROI.

• By providing immediate access to documents, organizations often significantly reduce the time and resources to complete business processes.

• Documents are retrieved in seconds versus an average time of 18 minutes in the paper world¹ significantly increasing the number of transactions an employee can support.

• Electronic filing of documents slashes the error rate for misfiled documents, previously costing organizations anywhere from $350 to $700 a document²

• Valuable real estate can be reclaimed through the elimination of paper file storage where every 12 filing cabinets require an additional employee to maintain³

Sources ¹: Gartner Research, ² IDC, ³ GIGA Compliance

The ongoing pressures of operating in an increasingly regulated, highly competitive and rapidly evolving business ecosystem dictate that critical documents are securely stored yet available at all times.

Alchemy provides a safe, controllable and auditable platform assisting companies in complying with a range of regulations and standards including:

• SES Rule 17a Requirements For Email Records Management

• IRS Acceptance of Digital Images

• FDA 21 CFR Part 11 Electronic Records, Electronic Signatures

• Health Information Portability and Accountability Act (HIPAA)

• FERPA - The Family Education Rights and Privacy Act Of 1974

• The Gramm-Leach Bliley Act

Security

Users can be confident that documents stored within Alchemy remain protected for years to come. In addition to document encryption Alchemy enables security models to be defined for user roles, groups or individual databases which can be tightly integrated to Active Directory, simplifying the user experience while keeping information secure.

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Green Technology

Alchemy eliminates eliminating the needless printing, copying, distribution, re-printing and shredding of documents across the enterprise and the globe.

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Review Questions

1. Open Text Document Management, Alchemy Edition is a cost effective document

imaging and archiving system, providing solutions for what kinds of organizations?

a. Small organizations

b. Medium-sized organizations

c. Departments within the enterprise

d. All of the above

2. Alchemy can be securely accessed over the Internet.

a. True

b. False

3. Which of the following not a regulation or standard that Alchemy can help businesses comply with?

a. IRS Acceptance of Digital Images

b. Grey-Leeds Bliley Act

c. Health Information Portability and Accountability Act (HIPAA)Departments within the enterprise

d. FERPA - The Family Education Rights and Privacy Act Of 1974None of the above

4. Which of the following not true about Alchemy.

a. Imaging archive system

b. Quick to deploy

c. Easy to use

d. Fits single seat small business systems and enterprise-wide ECM requirementsNone of the above

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What Alchemy Does

This diagram shows Open Text Document Management, Alchemy Edition functionality at a high level.

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Capture & Input

Back Office

Computer Output to Laser Disk (COLD) refers to the process of data and document archival. COLD has been superseded by AIIM with the term Enterprise Report Management (ERM). Whatever one calls it, this is one of Alchemy’s core strengths.

In relation to COLD/ERM, Alchemy can:

• Input data and images from mainframes, departmental servers, small business databases and one-off individual systems.

• Automatically process very high volumes of input, including print streams.

• Accommodate propriety data and document formats.

• Replace mountains of files, printouts, faxes and paper forms with a searchable, manageable electronic archive.

A programmable component called Alchemy DataGrabber automatically parses, analyzes and ingests data. In addition to categorizing documents and placing them in the repository, DataGrabber identifies and inserts keywords and other document index data. With DataGrabber, Alchemy supports both long term archival and fast, easy retrieval from the archive.

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Internet

The Alchemy Web server and secure Alchemy Web client comprise a robust, full-featured Internet application. In addition to search and retrieval, an authenticated Web client user can:

• Add new documents to a repository

• Annotate existing documents

• Enter data into document profile fields (custom index fields such as invoice number for an AR application)

• Check documents in and out when using Library Services for version control

The Exchange Archive Link for Alchemy (EALA) can be installed to archive email from Microsoft Exchange into Alchemy for compliance and full text searching.

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Desktop

Alchemy provides a suite of Windows clients, also known as desktop clients or thick clients, for Microsoft Windows XP and Vista. This diagram explains key capabilities of each client without regard to licensing, which will be explained later.

The Alchemy File Connector provides drive letter access by exposing an Alchemy repository as a drive letter in Microsoft Windows XP or Vista.

To store a document in an Alchemy repository via Alchemy File Connector, a user can save to the mapped drive letter from inside Microsoft Office or any application. For example, in Word save a document to Z:\ to store it in Alchemy.

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Scan

Alchemy can input from virtually every imaging device on the market today with its support of TWAIN and ISIS drivers.

• TWAIN is a standard for communication between computer systems and imaging devices. TWAIN is widely used for consumer-level scanners, though drivers exist for some high capacity scanners.

• Scanner Interface Specification (ISIS) is an advanced interface standard that lets programmers take full advantage of unique applications and scanners. The ISIS interface is used in over 250 different imaging devices.

The Alchemy MFP Module enables documents scanned at any MFP device to be indexed and archived to Alchemy.

The RightFax Archive Link for Alchemy (RALA) can be used to automatically archive fax images and metadata from Open Text Fax Server (RightFax) into Alchemy.

Open Text provides Alchemy Kofax Release Scripts to interface Kofax Capture, a leading capture application, into Alchemy repositories. With these scripts, Alchemy can easily import images and indexing data from Kofax Capture.

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Review Questions

1. Alchemy can index and archive COLD/ERM data from which of the following?

a. Mainframe computers

b. Print Streams

c. Small and midrange computer systems

d. All of the above

2. The Alchemy Web client can be used to input a scanned image to an Alchemy repository over the Internet.

a. True, Alchemy can scan over the Internet

b. True, Alchemy cannot scan over the Internet, but it can add files including previously scanned images

c. False

3. What Alchemy feature allows users to map a drive letter in Windows Vista to an Alchemy repository?

a. Alchemy File Mapper

b. Alchemy Drive Connector

c. Alchemy Explorer

d. Alchemy File Connector

4. Which types of scanner drivers does Alchemy support?

a. ISIS

b. TWAINBothAlchemy will work with Kofax Capture.

a. True*

b. False

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Store & Manage

The Alchemy document management engine is sold in three different configurations. The diagram below shows the capabilities of each without regard to licensing, which will be explained later.

The Alchemy Standard Server box in this diagram shows that encryption is available. With the Database Encryption Module, Alchemy encrypts and protects documents and index data:

• Stored on the server’s hard disks.

• Transmitted to clients over the network.

• Distributed via CD, DVD or USB key.

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Alchemy’s database security can be as simple as database password protection for a single seat (Alchemy Gold) system. Organizations with more complex needs can take advantage of advanced security features:

• Active Directory (AD) integration associates Windows network logon credentials with Alchemy logons so that a user authorized in and logged on to AD is automatically authorized in Alchemy. This is also known as integrated security. It enables single sign on (SSO). Requires Alchemy Server (Standard or Advanced).

• Role-based Access Control (RBAC) allows assignment of granular and fully customizable security permissions for administrator-defined roles. Requires Alchemy Advanced Server.

The Alchemy Advanced Server utilizes both integrated security and RBAC to provide advanced capabilities, such as Library Services and Audit Logging:

• Library Services can enforce version control, requiring users to formally check documents out in order to edit them. When the edited document is checked in, previous versions and descriptions of changes made remain archived and available to authorized users.

• Audit Logging records user activity for every document stored in designated Alchemy repositories, including who accessed the document when, what operation was performed, and the old and new values of edited fields.

Alchemy profile fields allow for the customization and entry of document keywords and index data. For example, invoice number for an AR application. An Alchemy feature called database lookups can automatically populate profile fields with data from external systems including SQL Server and Oracle.

Optical Character Recognition (OCR) is the process of identifying and delivering the text in an image. Alchemy can OCR images while scanning them. During that process, Alchemy can also create searchable PDFs, a special PDF format that stores both an image and the searchable OCRed text from the image. Not all documents stored in Alchemy are scanned in Alchemy, so administrators can run automated OCR on images already stored in the repository.

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Alchemy uses OCR text from images and text extracted from other documents, such as Word and CAD files, to create an index that powers Alchemy’s full text search.

Review Questions

1. Audit Logging records which of the following?

a. Who access the document

b. Date and time of access

c. What was done

d. All of the above

2. Alchemy can create searchable PDFs when scanning.

a. True

b. False

3. Alchemy can only perform full text indexing on OCRed imaged files, not application files such as CAD.

a. True

b. False

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Preserve & Deliver

Distribute

Businesses can distribute data from an Alchemy database onto CDs, DVDs and USB keys.

• Search software included on distributed media

• Data can be encrypted, requiring password to access

• Full index is included on each volume of a multi-volume set

Web and Desktop Clients

All Alchemy clients include the same rapid search capability, including:

• Search across all document content, profile fields, annotations, document contents, all within one simple search box

• Search a particular database, all databases, or named groups of databases.

• Search by profile fields (design custom search windows)

• Customize fuzzy logic search (for example, 40% hit or better)

• Search for documents checked in or out, by a particular person and/or within a date range

• Viewer highlights matches within CAD drawings

Alchemy offers powerful annotation capabilities. Users can annotate documents from secure Web and desktop clients. Annotations are stored independently of images so an original image is preserved, even if it is annotated.

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Alchemy secure Web and desktop clients can convert files from TIF to PDF, and automatically create an email with the PDF attached. Users can automatically create emails with a retrieved document of any format as an attachment. Also, Alchemy searchers can save retrieved files to local storage.

All Alchemy clients allow users to launch any document in its native application by clicking a single button, but the real magic is in the viewer. The desktop clients have a robust viewer that can render over 300 file types. For Internet viewing, organizations can extend Alchemy Web with the Alchemy Web Viewer Extension, which makes over 200 document types viewable in Internet Explorer without extra add-ins, downloads or installations.

On the desktop and on the Web, the Alchemy viewer highlights search matches within CAD drawings. The viewer even allows users to pan, zoom, turn layers on and off, and access named views in CAD drawings.

Secure Access

The secure Alchemy Web client uses SSL encryption for security over the Internet. The Alchemy Web server can be configured to enforce FIPS compliance so that data transfer between Internet Explorer and the server are not allowed unless the communication fully complies with the FIPS encryption and security standard.

The Database Encryption Module provides an additional layer of high security to Alchemy’s desktop clients by encrypting network traffic. Even somebody with a packet sniffer cannot not see the Alchemy repository’s document or index data.

Windows XP/Vista

As already explained, the Alchemy File Connector exposes an Alchemy repository as a drive letter in Microsoft Windows XP or Vista. To retrieve a document in Microsoft Word, for example, a user opens it just like a document on their local hard drive.

The Alchemy desktop viewer can print any file type it can view—all without the native application installed.

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Drag-and-drop OCR refers to the capability to automatically fill in forms from a scanned image. Rather than typing in data, a user can view an image next to Alchemy profile fields on screen, and then drag-and-drop text from that image directly into corresponding profile fields.

Review Questions

1. What does the Alchemy Web Viewer Extension do?

a. It allows users to search an Alchemy database over the Internet

b. It allows users to retrieve documents from Alchemy using any browser

c. It allows users to view hundreds of different file types over the Internet in the Alchemy Web client

d. None of the above

2. What feature of the Alchemy Advanced Server allows administrators the flexibility to completely lock down access to an Alchemy database at a very granular level?

a. Rule-based Access Control

b. Role-based Access Configuration

c. Role-based Access Control

d. Rule-based Authorization Control

3. In what locations does an encrypted Alchemy database remain encrypted and hidden from prying eyes?

a. On the server’s hard disk

b. Over the LAN/WAN

c. On distributed media such as DVDs and USB keys

d. All of the aboveAlchemy can display CAD drawings in its viewer, but it cannot match text in CAD drawings or highlight the matches.

a. True

b. False*

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Alchemy Server Licensing

Gold, Standard and Advanced

Alchemy Gold is listed as single seat/contributor because the system running Alchemy Gold is the only computer able to input, update, scan and administer databases. A maximum of 25 Alchemy Search clients can search and retrieve data stored in Alchemy Gold.

Alchemy Pro Service Bureau Solutions

The Alchemy Pro server’s functionality is similar to that of the Alchemy Standard server. The key distinction with Alchemy Pro is the licensing. The service bureau license agreement allows Alchemy Pro customers to charge their clients for scanning and other document conversion services. A Search client license may be distributed on CD, DVD or USB key to a service bureau's customers. Multi-user network search licenses for the service bureau's customers are sold separately.

A company performing paper to electronic conversion services with Alchemy Pro makes an initial Alchemy Pro purchase and then pays an annual renewal fee.

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Review Questions

1. Which Alchemy Server only allows scanning by one user at a time?

a. Alchemy Gold

b. Alchemy Standard Server

c. Alchemy Advanced Server

d. None of the above

2. Which Alchemy Server(s) have audit logging?

a. Alchemy Gold

b. Alchemy Standard Server

c. Alchemy Advanced Server

d. Both Standard and Advanced

3. The Alchemy Index Station can scan documents into Gold, Standard and Advanced servers.

a. True

b. False

4. Your customer has Alchemy Gold and would like to purchase EALA. How should you advise them?

a. Purchase EALA and stick with Alchemy Gold

b. Upgrade to Alchemy Standard or Advanced and purchase EALA

c. Not enough information

5. A small business prospect has a requirement for three people scanning and indexing documents in Alchemy, what server should they get?

a. Alchemy Gold

b. Alchemy Standard

c. Alchemy Advanced

d. Alchemy Standard or Advanced, depending on variables not identified in the question

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Alchemy Client Licensing

Client licensing is concurrent. If a company has 25 employees who might search the database, but only 10 at most will search at the same time, then the company requires a minimum of 10 Search client licenses. The company may want more than 10 Search clients to accommodate high peaks and spikes, and to account for query growth. As more data is stored in Alchemy, the repositories become increasingly valuable business tools and utilization can grow rapidly.

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Review Questions

1. Which Alchemy client does not let a user annotate images?

a. Search

b. Web

c. Index Station

d. Administrator

e. None of the above

2. Which Alchemy client can send a retrieved document as an email attachment?

a. Search

b. Web

c. Index Station

d. Administrator

e. All of the above

3. Which Alchemy client can write to CD, DVD or USB key?

a. Search

b. Web

c. Index Station

d. Administrator

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4. A small business Alchemy prospect has a requirement for three people scanning and indexing documents at the same time. What is the lowest priced option for them without regard to any other requirements?

a. Alchemy Standard plus three Index Station clients

b. Alchemy Standard plus two Index Station clients

5. A company with Alchemy Advanced Server and Alchemy Web is adding eight employees who will work from home over the Internet using Alchemy Web. Only four of them at a time will use the Alchemy repository. How many Web client licenses do they need?

a. Four Web client licenses

b. Eight Web client licenses

c. Zero Web client licenses, because Web client licenses do not exist, but four Search client licenses

d. Zero Web client licenses, because Web client licenses do not exist, but eight Search client licenses

e. None of the above

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Licensable Add-ons and Features

Alchemy Scan

Alchemy Scan captures paper documents into an Alchemy repository using a wide range of scanners, and then optionally performs OCR. Although Alchemy OCR has a plethora of configuration options and capabilities, the essence can be explained in terms of three key processes:

• Full page OCR is the most common type of OCR operation. It extracts all of the text it can identify in an image. Alchemy uses this text for full text searching.

• Zonal OCR, also known as Zone OCR, is the process by which Alchemy reads specifically zoned text from an image. For example, a rectangular area of a scanned purchase order could be designated as the area where a PO number will appear. Alchemy can automatically populate a PO number profile field using Zone OCR.

• Bar Code Recognition allows Alchemy to identify separate pages that contain a bar code identifying the type of document that will appear next.

Zonal and full page OCR make scanned documents highly searchable, reducing the time users spend looking for documents. Creation of searchable PDFs adds document portability to images scanned and OCRed with Alchemy Scan.

Alchemy Scan only works with Alchemy Index Station and Alchemy Administrator clients. Supported languages for OCR include English, German, French, Spanish, Italian, Dutch, Swedish, Norwegian, Finnish, Danish, Portuguese, and Russian.

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Review Questions

1. Alchemy Scan can create PDFs, but it cannot create searchable PDFs.

a. True

b. False

2. Which Alchemy clients can run Alchemy Scan? (Select all that apply.)

a. Search

b. Web

c. Index Station

d. Administrator

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Alchemy File Connector

The Alchemy File Connector enables users to take advantage of a centralized and secure document management system using standard Windows interfaces such as My Computer, Network Places and Windows Explorer. Users can access the document repository through a networked drive letter (such as Z:) and browse through files and folders.

Users can right-click Windows files to add index data such as profile fields. This capability makes Alchemy File Connector-enabled documents much more intelligent and faster to find than files on a traditional network file server.

The staff already knows how to use it. A far greater percentage of the organization will be able to take advantage of a centralized, secure document management system that enables users to work with Alchemy directly from the Windows desktop.

When File Connector is used along with Library Services, users can right-click Windows files to see the all the previous versions of a document, with comments. Alchemy’s ability to store multiple revisions of the same document, and reveal them via Windows Explorer, means that users no longer have to continue appending document titles with initials and version numbers. This greatly simplifies collaboration around working documents.

When File Connector is combined with a PDF, XPS or TIF print driver, documents created in any application can be stored directly into Alchemy. This bypasses less secure local desktops altogether, and archives documents in industry standard formats almost anyone can render.

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The use of a mapped Windows drive letter with familiar applications means there is no training or learning curve for end users. Common applications include Microsoft Office for SharePoint 2007, Microsoft Office 2007, AutoCAD and MicroStation. On the client side, the Alchemy File Connector works with Windows XP or Vista. On the server side, it requires Alchemy Advanced Server. Microsoft Internet Information Server (IIS) must also be installed on the server.

Review Questions

1. What applications work with Alchemy File Connector?

a. Any application

b. Any Windows application

c. Any Windows XP or Vista application

d. Microsoft Office 2007, Microsoft SharePoint (MOSS) 2007, AutoCAD, MicroStation and a handful of other applications

2. Alchemy File Connector allows users to see all previous versions of a document under what circumstances?

a. Always

b. When Library Services is used

c. Never

3. Users cannot enter profile field data through the Alchemy File Connector.

a. True

b. False

4. In which versions of Alchemy is File Connector Supported?

a. Alchemy Standard ServerAlchemy Advanced Server

c. A and B

d. All Alchemy Servers, including Gold

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Alchemy MFP Module

The Alchemy MFP Module is a Windows desktop client that enables documents from MFP devices to be indexed and stored into Alchemy. When combined with Alchemy Scan, it can also OCR images at the workstation.

The Alchemy MFP Module monitors a network storage location for image files, and then retrieves them. The Alchemy MFP module will work with any MFP device capable of storing documents in a network file location. The Alchemy MFP Module does not install software on the MFP device, nor does it communicate with the MFP device.

Indexing is handled through a variety of methods:

• Manually enter index data into profile fields

• Use drag-and-drop OCR to populate profile fields

• Use a database lookup capability to pull in profile field data from external databases

The MFP module must be used on a system with Alchemy Index Station or Alchemy Administrator

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Review Questions

1. The Alchemy MFP Module works with which of the following?

a. Any MFP

b. Any MFP that delivers images to a network file share

c. Only MFP makes and models listed in the Alchemy MFP Module documentation

2. The Alchemy MFP Module installs software on the MFP device itself.

a. True

b. False

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Exchange Archive Link for Alchemy

The Exchange Archive Link for Alchemy enables the real time archiving of e-mails that travel through corporate Microsoft Exchange 2003 and 2007 servers. By archiving and indexing every e-mail that is sent and received, organizations can easily respond to requests for stored e-mail communication as part of internal or external investigations, audit or discovery. By archiving communication traffic into Alchemy, significant space can be reclaimed from the Exchange Server, reducing the cost of e-mail storage.

Some other notable EALA points:

• EALA uses Microsoft Exchange’s journaling feature. This means that a user cannot prevent their email from being archived—even if they delete it immediately without reading it.

• Every email that is generated from or goes in to the Exchange server is caught by EALA including sent, received, CC, and BCC. No matter what it is EALA captures it.

• With an appropriately configured email environment, EALA will not store SPAM or viruses.

• Attachments are added as subdocuments of emails, so users can search on the contents of attachments as well as the emails themselves. (A subdocument is a document associated with another document using an Alchemy feature called compound documents.)

• EALA can apply custom rules so that only specified messages are archived.

• EALA is scalable. Some organizations are currently archiving over 1 million email messages a month with Alchemy and EALA.

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Review Questions

1. EALA supports both Exchange 2003 and Exchange 2007.

a. True

b. False

2. If a user deletes email before reading it, EALA will not archive it.

a. True

b. False

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Alchemy Web

Alchemy Web provides secure Web-based access to Alchemy repositories via the Internet. Alchemy Web works with Internet Explorer.

Extra security options for Alchemy Web include the ability to:

• Block all Internet document retrievals.

• Prevent users from adding documents to the Alchemy repository over the Internet.

• Enforce FIPS-complaint Internet communications so Alchemy Web clients cannot connect unless they are verified as encrypted (SSL) and secure.

The Alchemy Web client provides Alchemy’s full search capability, document conversion from TIF to PDF, annotation, and automatic creation of email with documents attached. Alchemy Web allows users to view common document formats in Internet Explorer, including Microsoft Office 2007, AutoCAD and MicroStation.

On the server side, Alchemy Web requires Alchemy Standard or Advanced Server, and Microsoft Internet Information Server (IIS).

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Review Questions

1. The Alchemy Web client provides a feature-limited version of the search

capability provided in the Alchemy Search client.

a. True

b. False

2. Using the Alchemy Web client, users can add files to an Alchemy repository over the Internet.

a. True

b. False

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Alchemy Web Viewer Extension

The Alchemy Web Viewer Extension converts documents to Web-native formats (primarily PDF) for viewing in Internet Explorer. It requires Alchemy Web.

Features include:

• View proprietary file formats without having the native applications installed

• Support for over 200 file formats

• License once for server, works for unlimited clients

Review Questions

1. The Alchemy Web Viewer Extension must be licensed once for each Alchemy

Web client that will view documents via Alchemy Web.

a. True

b. False

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Database Encryption Module

While Alchemy’s comprehensive rights and security manage access to Alchemy data, the Alchemy Database Encryption Module protects the data itself. If a computer is lost or stolen, an encrypted database cannot be accessed.

Because data is decrypted by Alchemy clients, network traffic is encrypted and unintelligible. With the Database Encryption Module, nobody can get at Alchemy data, even if they can capture your network traffic.

Documents can be distributed to CD/DVD/USB key using the same encryption. Companies can safely distribute data without worries about lost packages, prying eyes or surreptitious copies. Decryption capability is included on the distributed media, but only people who possess the password can access the documents. The password can be up to 256 bytes long.

Review Questions

1. If a computer with Alchemy Database Encryption Module-encrypted data is lost,

stolen or compromised, the encryption will protect your data from people who can read the hard disk.

a. True*

b. False

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RightFax Archive Link for Alchemy

The RightFax Archive Link for Alchemy provides fax archiving capabilities for RightFax Servers. By automating the movement of documents from the RightFax Server to Alchemy, organizations can store faxes in a highly searchable, secure and auditable document repository. This archive model not only frees up transactional space on the RightFax Servers, but provides a far more intuitive environment for users to search for and work with faxes. By selecting RALA and Alchemy for RightFax, users can take advantage of deploying the only native RightFax archive link on the market today.

Features include:

• Administrators can configure rules that govern which faxes are archived, as well as what metadata to archive with the faxes.

• Faxes can be automatically OCRed for full text search.

• Faxes can optionally be archived to a SQL Server database for querying or integration with external systems.

• Faxes can be automatically deleted from RightFax after they are successfully archived in Alchemy, greatly simplifying administration of RightFax servers and disk space.

Review Questions

1. Faxes stored in Alchemy via RALA can be searched by fax metadata such as to,

from, and fax number, but they cannot be searched by the text in the fax image.

a. True

b. False

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DataGrabber

The main purpose of Alchemy DataGrabber is to convert and import print streams, documents and index data from other systems into Alchemy.

DataGrabber uses a simple but very powerful scripting language. It ingests print streams and text files, both ASCII and a mainframe text file format called EBCDIC. DataGrabber parses and analyzes the text, and then inputs it into Alchemy as text documents and profile field data. DataGrabber can add images and other binary documents to Alchemy by reading file names and locations from the text input.

Companies printing a lot of reports can find rapid ROI by sending print streams to Alchemy as text documents, instead of printing to paper. Using Alchemy’s Forms Overlay Designer, archived text data such as company invoices can appear in the Alchemy viewer on screen as they look when printed on paper forms.

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Review Questions

1. Which of the following are functions of DataGrabber? (Select all that apply.)

a. Capture print streams and convert them to text documents in Alchemy*

b. Read text files and use them to insert documents and corresponding profile field data into Alchemy*

c. Add images to Alchemy and OCR them

d. Perform database lookups on external SQL databases to populate Alchemy profile fields

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Developer Program

The Alchemy Developer Program is an annual subscription that includes tools and code samples, other development documentation, access to the Developer Bulletin Board and scheduled telephone support on development issues.

The interfaces provided are Web Services and the Alchemy COM API. With the Alchemy Developer Program, businesses can integrate Alchemy with any system. Companies can also build custom solutions around the Alchemy document management engine and tools.

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Review Questions

1. What options does a business have for purchasing the Alchemy Developer

Program?

a. One-time purchase of materials

b. Annual subscription

c. Either/both

2. Does the Alchemy Developer Program include telephone support for development issues?

a. No

b. Yes at any time during business hours

c. Yes, but only pre-scheduled

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Alchemy Redundant/Test Servers and Modules

Redundant pricing is different from the Partner Demonstrations Systems and Customer Evaluation Systems that Open Text offers for Alchemy. Demonstration and evaluation systems are not intended for commercial, production environments. Redundant pricing is specifically defined for commercial, production environments. Common candidate applications for redundant pricing include testing, high availability and disaster recovery configurations.

Review Questions

1. Which of the following are typical scenarios for redundant Alchemy pricing?

(Select all that apply.)

a. Testing

b. High availability

c. Disaster recovery

d. Multiple offices, each storing different data

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© Captaris, Inc. ® all rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any format, or by any means without the written permission of Captaris. Companies, names and data used in examples and exercises herein are fictitious unless otherwise noted. The information contained herein is subject to change without notice. Revisions will be issued in the case of changes and/or additions. Correspondence regarding this publication should be forwarded to Captaris Learning, [email protected].

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Alchemy sales fundamentals v1.1

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Transcript of Alchemy sales fundamentals v1.1