Alchemy Sales Fundamentals v1.1

1. Open Text Document Management,
Alchemy Edition
Sales Fundamentals
Open Text Training
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2. Open Text Training
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
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3. 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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4. Open Text Training
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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5. Alchemy Sales Fundamentals
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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6. Open Text Training
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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7. Alchemy Sales Fundamentals
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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8. Open Text Training
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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9. Alchemy Sales Fundamentals
What Alchemy Does
This diagram shows Open Text Document Management, Alchemy Edition functionality at
a high level.
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10. Open Text Training
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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11. Alchemy Sales Fundamentals
Internet
The Alchemy Web server and secure Alchemy Web client comprise a robust, fullfeatured 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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12. Open Text Training
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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13. Alchemy Sales Fundamentals
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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15. Alchemy Sales Fundamentals
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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16. Open Text Training
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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17. Alchemy Sales Fundamentals
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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18. Open Text Training
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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19. Alchemy Sales Fundamentals
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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21. Alchemy Sales Fundamentals
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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22. Open Text Training
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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23. Alchemy Sales Fundamentals
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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25. Alchemy Sales Fundamentals
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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27. Alchemy Sales Fundamentals
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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31. Alchemy Sales Fundamentals
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:
•
•
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.
•
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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.
EALA is scalable. Some organizations are currently archiving over 1 million email
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33. Alchemy Sales Fundamentals
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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39. Alchemy Sales Fundamentals
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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40. Open Text Training
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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41. Alchemy Sales Fundamentals
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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42. Open Text Training
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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43. Alchemy Sales Fundamentals
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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44. Open Text Training
© 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,
CaptarisLearning@Captaris.com.
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