Site Survey for Symphony OCR - NetDocuments …



Site Survey / Planning – Symphony OCR for NetDocumentsPrepare the Workstation for InstallationEnsure the workstation to which you are installing Symphony OCR meets the Minimum System Requirements.Ensure that the workstation is running a modern web browser.If the firm uses Adobe for scanning, be sure to disable the OCR option. Performing OCR while scanning drastically slows down the scanning speed and will be unnecessary once Symphony OCR is installed. See How to Disable OCR in Adobe for further instructions.If you’re enabling email attachment processing, then a 32bit version of Outlook will need to be installed and launched once on the machine.Note that Symphony OCR may be installed as a “Logged in User” or as a “Windows Service”. If you choose to run it as a service (recommended) then Symphony will require a windows domain\username and password. If you wish to create a custom service account for Symphony to use, then feel free to do so. Upfront Decision MakingSymphony OCR utilizes the NetDocuments API to access documents in your repository. You will assign a NetDocuments user to Symphony OCR to provide this access. You should ensure that whatever user you assign to Symphony OCR has full access to all cabinets in which the firm would like to have documents processed, and should be a Repository Admin. In addition, this user may show that they have modified the documents (there’s a setting for this).(Ensure you can log into this NetDocuments accountFrom the computer where Symphony OCR will be installed.)Determine the appropriate NetDocuments user to assign to Symphony OCR. Remember, they should be a Repository Admin:Symphony OCR can process documents already in the document repository. AKA Legacy documents. NetDocuments defines “legacy” as anything older than 7 days.Determine if the firm wishes to OCR the existing documents in the document repository:?Yes, the firm will process existing documents ?No, the firm will only process new documents going forwardIf the firm opts to OCR existing documents, Symphony OCR can create a new version of OCRed results. You can choose the following items:Do not create versions: Symphony OCR will not create a new version of the OCRed results with the exception of .msg files (see the .msg setting info below). Create versions for all documents: Symphony OCR will create a new version of each document as it processes the documents.Create Versions for PDF files only: Symphony OCR will create a new version of PDF files (not .tiff files)Create versions for non-PDF documents only: Symphony OCR will create versions for .msg files (default behavior) and .tiff files as well. Note: Symphony OCR converts .tiff files to .pdf before processing those. If you opt to process .tiff files they cannot be converted back to .tiff after processing – which is why this setting is handy.Determine if the firm wishes to enable versioning of OCRed results:Choose an item.Symphony OCR can process documents in all or some NetDocuments cabinets. You may opt to process some cabinets at a lower priority than others. For more information see: Processing PrioritiesIf you do not care to set a processing priority, Symphony OCR will still process all eligible documents, starting with the most recently created/modified.Determine the cabinets that Symphony OCR should process and the priority level in which they should be processed:CabinetPriority LevelChoose an item.Choose an item.Choose an item.Choose an item.Symphony OCR has the ability to OCR TIFF files. If the firm opts to process .tif documents, this will permanently change the file extension from .tif to .pdf (unless versioning is enabled, which will retain the original .tif file (see above)). Determine if the firm wishes to process .tif files:?Yes, the firm will process .tif files?No, the firm will not process .tif filesSymphony OCR has the ability to OCR email (.msg) attachments that have been saved to NetDocuments. NetDocuments requires that Version 1 of emails not be overwritten. This means that any .msg files whose attachments get OCR’d will be saved as a new version due to NetDocuments requirements. Note: This requires a 32bit version of Outlook be installed on the machine. Determine if the firm wishes to process attachments:?Yes, the firm will process email attachments?No, the firm will not process email attachmentsNOTE: If you wish to process email attachments, see the following limitation:Due to a change in newer versions of Office, Microsoft prevents us from reading/processing emails when Outlook 2013 (and possibly 2016) is open on the machine running Symphony OCR.In these circumstances, Symphony OCR is likely to display an error discussing “MSG handling…”Therefore, it is recommended that it not be installed on a machine that will regularly have Outlook 2013 (or higher) open.The good news is that our testing has shown that in these situations, Symphony OCR WILL eventually recover and process documents after Outlook is closed.? But if you can, we recommend avoiding this situation.? If your experience is different, we'd like to hear about it.Symphony OCR can email status notifications to the Symphony Administrator for the firm. These can be configured to send daily, only when there are warnings, or only when there are errors. See Notifications for more information.Determine the users who should receive notifications and the frequency:Email AddressWhenChoose an itemChoose an item.Choose an item. ................
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