- Square 9 Softworks

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BUYERS LAB BUYERS LAB Solutions Report A BLI Document Management Software Assessment  MARCH 2015 Square 9 SmartSearch 4.1 Corporate Edition        Features and Productivity Value Administration Usability Software Integration Security Customer Support and Training OVERVIEW Businesses are constantly looking for simpler, more cost-effective methods to organize and manage paper and electronic documents to make knowledge workers more efficient and to streamline document-centric business processes. Square 9’s SmartSearch Corporate Edition, a server-based document management solution designed for enterprise-level organizations, enables businesses to convert paper documents into electronic files, index them and store them in a document repository for simplified search and retrieval. Users can annotate documents and perform custom workflows, such as routing purchase orders to a manager for approval. SmartSearch keeps a record any time a document is accessed, and, when someone makes a change, holds on to the previous versions, ensuring that collaborating on a document is organized and secure. SmartSearch is also available in a Professional Edition more suited to small and medium-size businesses that may want to start with a scaled-down system that can be augmented with optional capabilities as their needs grow. BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. Square 9 SmartSearch 4.1 Corporate Edition Solutions Report BUYERS LAB BUYERS LAB BLI Recommendation   Square 9 Softwork’s SmartSearch Corporate Edition is an impressive document management platform. An extremely flexible solution, SmartSearch accommodates both electronic and hardcopy documents, the latter via the program’s excellent scan-capture module that is compatible with the vast majority of scanners and MFPs on the market. In addition, the company has developed an embedded application for almost every leading MFP make, which lets knowledge workers easily on-board paper documents into an organization’s digital workflows. And mobile workers are covered with Android and iOS apps, along with an excellent browser-based client (called GlobalSearch) that mimics the feel and functionality of the desktop client. Unlike most enterprise-level document management systems, SmartSearch Corporate Edition includes most functionality in the standard server product, rather than requiring extra-cost add-ons. Document capture, OCR, a workflow engine, disaster recovery features and much more are all included. This makes SmartSearch much less expensive when matched feature-for-feature with other leading systems. Strengths • Excellent feature set, with most major functionality included • Easy-to-use workflow design tool for automating business processes • Intuitive user interface is easy to master for knowledge workers • Robust web client mimics functionality of desktop client • Embedded applet for many leading MFP brands and connectors for leading middleware packages deliver indexing of scanned documents at the control panel of most MFP brands • Database look-ups and OCR-assisted “key-free” indexing cut down on keystrokes and help reduce manual errors • Integration with DocuSign e-signature platform allows workflows to include verified electronic signature • Simple integration with business applications via optional Image XChange • Mobile-device access via Android and iOS GlobalSearch apps Weaknesses 2 BuyersLab.com • Encryption for stored files relies on GlobalSync hybrid cloud option, not native local encryption • Limited language support out of the box; localization for most languages falls to individual resellers Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. Square 9 SmartSearch 4.1 Corporate Edition Solutions Report BUYERS LAB BUYERS LAB And just as importantly, ease of use is a hallmark of SmartSearch for administrators and end users alike. The system can be customized to match how an organization handles its documents, and the clear interface helps knowledge workers get up and running quickly. All told, the platform has relatively few shortcomings. For example, while language support has been improved in the latest iterations, some other enterprise-level systems offer more, making them better-suited to multinational customers with varied language needs. But overall, BLI feels almost any organization in the market for a full-featured document management system will be well-served by SmartSearch Corporate Edition. Product Profile Product: Square 9 SmartSearch Corporate Edition Version: 4.1 Software Developer: Square 9 Softworks, Inc.; New Haven, CT Phone: 203-789-0889 Web: www.square-9.com Server Requirements: Dual-core processor; 4-GB RAM; Microsoft Windows Server 2003 R2, Vista (Business or Ultimate Editions), Server 2008, Server 2008 R2, Server 2012, Server 2012 R2, Windows 7 (Professional or Ultimate editions), Windows 8.1 Professional Client Requirements: SmartSearch desktop client: Pentium 4 processor; 1-GB RAM; 1 GB hard drive space; Microsoft Windows XP Professional, Vista (Business or Ultimate Editions), Windows 7 (non-home editions), Windows 8.1 Professional. 3 GlobalSearch web client: Internet Explorer 9.0 or later; Google Chrome; Apple Safari; Mozilla Firefox Mobile browser: Android 2.0 or later; iOS 5.0 or later Supported Devices: Support for scan capture from any TWAIN-compliant or WIA scanner. Control panel integration with Canon MEAP, Konica Minolta bEST, KYOCERA HyPAS, Ricoh ESA, Sharp OSA and Xerox EIP MFPs; many other MFPs via middleware on-ramps such as Nuance eCopy ShareScan or NSi AutoStore; Universal XML Transform option enables integration with any MFP that can generate XML Suggested Retail Price: $12,950 for the all-inclusive server license with tiered pricing for concurrent seat licenses ranging from $275 for web view only to $700 for full desktop users, depending on volume, purchased, and type of license. Availability: The solution is available from certified partner resellers. It is sold worldwide; the program and its documentation are available in English, French Canadian and Romanian, with other languages in development. The application also supports language localization, so resellers can create translations as needed. BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB  Square 9 SmartSearch 4.1 Corporate Edition Solutions Report Features and Productivity  SmartSearch Corporate Edition offers a comprehensive feature set that includes as standard virtually every capability that enterprises are likely to need, along with a few options for organizations with specialized requirements. The platform offers both a traditional desktop client (what the company calls the LAN client) called SmartSearch, as well as a browser-based client (called GlobalSearch) that can be used without installing the local application. The latter enables access to the system for remote and guest workers, or any knowledge worker that finds themselves at a PC that does not have the desktop client loaded. No access to a PC? No problem. Organizations can outfit workers with a free mobile client (available for any mobile device) for anytime, anywhere access to the SmartSearch system. The SmartSearch and GlobalSearch clients offer numerous ways to get documents into the system. Users can capture hardcopy documents from a scanner attached to the PC, or use one of the MFP-resident applications Square 9 has developed for Canon, Konica Minolta, KYOCERA, Ricoh, Sharp and Xerox devices. There’s also a Universal XML Transform option that enables integration with any MFP that can generate XML, as well as connectors for MFPs equipped with the popular eCopy Share Scan and AutoStore middleware packages from Nuance Communications. These various methods allow users to enter metadata indexing information at the MFP at the time of capture, so it doesn’t have to be done in the SmartSearch system later. For batch scanning, the platform supports time-saving features such as Barcode Recognition and blank-page separation so users can scan stacks of documents at a time and have the system file them automatically. Documents can also be separated based on a changing value in an index field extracted through OCR; for example, the system could recognize different values in the Invoice index field area and file each page separately. There are also numerous ways to incorporate documents that already exist in electronic form: opening them from within the SmartSearch/GlobalSearch client, bringing them in via drag-and-drop, using the “send to” choice from the right-click menu in Windows Explorer, or saving them to SmartSearch via the menu choice that gets added to Microsoft Office and other Windows applications. SmartSearch can also be configured so that Outlook Email message files (.msg and eml formats) will automatically populate specifically named Archive Fields with the respective information from the file itself. Users can monitor email, set filters on what to index and automatically import emails into SmartSearch. Once configured, email missives that are either imported or brought in via drag-and-drop will be handled in the same manner. The built-in document viewer lets users preview a wide range of file formats, without needing file’s native application installed locally. In addition to the expected format support (TIFF, PDF, JPEG, PNG, PCX, TGA, BMP, PSD, GIF, EXIF and WMF image formats), the viewer can also preview Microsoft Office document formats such as DOC, XLS and PPT along with other common formats such as TXT, RTF and CSV. Notably, the viewer also supports DWG and DXF AutoCAD formats, which lets users in those industries preview, annotate and index such files without an expensive AutoCAD license present on each PC. Other file types can be stored in SmartSearch and viewed via the solution’s Launch capability, which requires that the application be accessible either on the client workstation or through an applica- 4 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report tion-sharing solution. When previewing a document in the viewer, thumbnail images of individual pages of a document are displayed to the left of the screen, with users able to jump to a specific page or scroll to a desired page using arrow keys. The SmartSearch clients deliver a full menu of image clean-up and document markup tools, so users can improve sub-par scans and communicate desired changes and other information with colleagues. Image enhancements include the ability to remove noise, straighten documents and apply a de-speckle feature. The solution’s flexible document annotation capabilities include highlighting, redaction, sticky notes and customizable stamps. Users can mark up documents with notes, stamps, highlights and other tools. The latest versions have introduced a number of notable enhancements to the GlobalSearch web client. For example, users can now copy, move or delete files (via the Document Actions menu) in the web client; previously, these actions were 5 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report only supported in the SmartSearch desktop client. Another welcome enhancement: Users can send files directly to the Dropbox cloud service, where files can be made available for collaboration or transfer. In addition to faster document rendering, the GlobalSearch UI also offers fullpage preview of a document that is being imported or scanned; users can decide whether to view the document in the working pane, or view only the index data. The company has even added a browser-based scanning module, enabled through a small download to the PC being used with GlobalSearch, to let users initiate scans from an attached TWAIN scanner. Many document management systems’ browser clients do not support scan capture, instead reserving that functionality for the full desktop client application. The GlobalSearch UI also now supports dynamic “pick” lists like the desktop client, where choices in drop-down lists change dynamically based on previous selections (for example, selecting a particular account will change the choices in the pick list to be only invoices associated with that account). As the name implies, searching for documents is one of the prime benefits of SmartSearch. Once a document is in the system, it can be found in a number of ways, increasing the efficiency of document-centric processes at every step. Users can search for documents via index fields, system-generated document properties and Boolean operations. And thanks to the ability to create text-searchable PDFs with the solution’s standard full-text OCR—a capability many other document management systems charge extra for—users can also search by any keyword and/ or phrase a stored document might contain, and extract index data based on predefined OCR templates. SmartSearch also delivers a Related Document Search feature—unique among systems BLI has evaluated—that lets users easily navigate to documents that are somehow related to the open document. For example, when looking at an invoice in the system, the user can open the original purchase order related to the invoice to see who approved it. SmartSearch’s version-control features help to safeguard accuracy and consistency when a document is in several users’ hands. The platform offers two levels of versioning. The traditional check-in/check-out revision control method ensures that only one user at a time is working on a document; when they check the document back in, a new version is created. With version 4.0, the company also added a simplified versioning feature (supported in both the desktop and web clients) that automatically creates a new copy of a file whenever a change is made to the index data, annotations or the document itself. This lets the current user navigate back and forth between versions of the open document as they work. While Zonal OCR and Barcode Recognition help automate the processing of standard forms and records, SmartSearch also provides ways to help automate the indexing of the large volume of “unstructured” documents that come into an organization. For example, SmartSearch’s “KeyFree” OCR-assisted indexing enables users to automatically capture data for index fields simply by hovering the mouse over the needed information on the document as it’s displayed in the viewer. Another feature that aids with index data entry is an internal database look-up that enables users to enter one key field—for example, a purchase order number—in order to automate entry of other related fields already in the system, such as the customer name and purchase amount. And the new Page Registration feature lets users designate areas of information in an OCR template that are consistent from document to document, so if pages shift while scanning, the system identifies the position of the registration marker and accurately matches up the OCR template. 6 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report SmartSearch Corporate Edition also delivers a very-easy-use standard workflow capability called Work XChange. This drag-and-drop tool enables workflows that, all in a single step, can automatically import documents from a watched folder and perform a range of processes on them. For example, the solution’s standard Capture Workflow capability enables users to automatically bring documents into SmartSearch as soon as they arrive in a watched “hot folder.” The workflow can specify that certain processes be performed on those documents before they are stored in the designated Archive. For instance, the workflow could specify that whenever documents are scanned to a watched folder called “invoices,” those invoices are automatically cleaned up with one or more image processing enhancements, such as de-skew and de-speckle, converted to text-searchable PDF/A format using the standard OCR technology residing on the server, automatically indexed by parsing elements of the file name entered when the document was scanned, and then saved in the Invoices Archive. The same drag-and-drop utility can be used to set up user-initiated document process workflows that can direct a document—a purchase order, for example—to appropriate individuals for approval. Work XChange also supports more complex, fully automated, rules-based document process workflows that don’t require any user intervention. For example, once all the documents required for a mortgage application are received into SmartSearch, the workflow could automatically trigger an email notifying the loan officer that all the needed documents are ready. Users can export data to third-party applications, send an email with a PDF copy or link to access the record via GlobalSearch, and send notifications to outside users as part of workflow processes. One of the few options available for SmartSearch Corporate Edition is a dragand-drop web forms design tool called GlobalForms that enables organizations to design electronic forms, such as expense reports, that can get stored directly into SmartSearch. Square 9 has also expanded the language support for the client applications, and a “change language” choice in the User Settings menu offers a choice of English, French Canadia and Romanian (with Latin American Spanish and Brazilian Portuguese reportedly in the works). Language localization support enables resellers to create versions in other languages as needed, although it should be noted that some other leading document management systems offer broader language support out of the box.  Value  SmartSearch Corporate Edition starts at $12,950 for the all-inclusive server license with tiered pricing for concurrent seat licenses ranging from $275 for web view only to $700 for full desktop users, depending on volume purchased, and type of license. When compared to enterprise document management systems with similar functionality (which typically needs to be added via optional modules), SmartSearch Corporate Edition is very attractively priced. In a real-world scenario, an installation for 25 concurrent users is priced at $29,200, and one for 50 users is priced at $42,950—both of which are lower than other leading systems BLI has evaluated. Annual maintenance agreements are priced at a competitive 20 percent of the total 7 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report suggested retail price of the system. Control-panel integration with supported MFPs requires optional connectors for the OEMs’ embedded platforms, which are available from those vendors. In addition, SmartSearch’s inexpensive XML Transform Option ($500) enables simple control panel integration with any device capable of generating XML. A separate scan station license is not required, unlike with some systems.  Administration  Installation, setup and configuration, which is performed by the reseller, usually takes between two to four days depending on the scale of the deployment and customization required, according to the company. Configuring the system for customers’ specific types of documents is made easier by SmartSearch’s field catalog, which contains more than 150 of the most commonly used fields, such as customer name, purchase order, and others. Resellers (or the customer’s IT administrator) can specify the data type (numeric, alphanumeric characters) and format for entries and can set up drop-down lists to assist with data entry. Fields can easily be modified, added and deleted. Pre-programmed searches also help with initial setup. Access rights are set up by the group, with individuals able to be assigned to a group. The solution integrates with Microsoft Active Directory, so end users can log in to the system using their network username and password. Provided the user groups already established in Active Directory coincide with the permissions an administrator wants to set up, this integration streamlines the process. To set up a workflow, the reseller or administrator selects the Workflow Designer button from the main screen, then simply drags and drops the desired activities from the list in the left-hand column to the desired location in the sequence on the right, and is prompted to provide any needed information. For example, when the user drags and drops Import Files to be the first step of a workflow, as soon as the user releases the mouse after dropping the activity, a window appears on screen asking the user to select a source directory to monitor, which can be done by browsing to the location. Likewise, after dropping the image enhancement activity in the workflow, a window is displayed enabling the user to select the desired image enhancement operations (remove noise, de-skew, de-speckle and so on). Resellers/administrators can set up OCR templates with the OCR template designer, which is accessed by clicking on the Workflow tab on the main menu, selecting Capture Workflow, and then Zone Templates. Using sample images, administrators establish OCR zones by dragging and drawing around information that is then applied to designated index fields. When creating a Zonal OCR template, administrators can identify a page registration marker that there’s only one instance of on a page, such as a ship date, for example. Then, if there is movement from page to page when scanning, the software finds the registration marker and realigns all of the zones to perform OCR and extract information. 8 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report The platform includes a robust workflow engine, fronted by an easy-to-use workflow designer. After the initial setup, an experienced IT administrator should have no trouble working in SmartSearch’s Administration console for any subsequent configuration that may be required. BLI technicians found tasks such as creating/deleting Inboxes and creating searches to be simple, aided by well-named buttons. For example, creating an Inbox simply requires selecting New Inbox from the Inboxes section of the Administration tab, at which point a window appears on screen prompting the user to enter a name for the Inbox and to type in or browse to a directory location to specify a file path if a location other than the default is desired. Clicking OK saves the new Inbox and security can then be set if desired. Creating an Archive is equally simple; the administrator simply selects New Archive in the Archives section of the Administration tab, names it, specifies or browses to the desired directory location (if one other than the default is to be used) and selects one or more fields for the Archive. Fields can also be added and deleted after an Archive has been created. 9 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report SmartSearch offers very granular security settings for Archives and documents. BLI technicians also found it very simple to set up security. After selecting either an Inbox or Archive, the administrator selects Security, highlights the group for which he wants to assign access rights and then assigns permissions by checking the appropriate boxes. Administrators can also select if users will see all Inboxes and Archives, or only those which they have permission to access. The administrative benefits of SmartSearch’s web services architecture are evident when it comes to software upgrades. When a new release of the software is installed on the server, rolling it out to end users is seamless, as it would be with 10 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report a browser-based client. When users first launch SmartSearch after an upgrade, they are notified of the upgrade and prompted to upgrade their software or not; if users respond in the affirmative, their software is automatically upgraded, with no need for an administrator to rerun a client installation. At the most, according to the company, the process typically takes 5 to 10 minutes. Should IT personnel need help along the way, they can refer to the excellent documentation Square 9 makes available. The searchable-PDF Administration Guide includes a hyperlinked table of contents and plenty of annotated screenshots to illustrate most tasks.  Usability  End users interact with the SmartSearch system in several ways: via the SmartSearch client that runs on users’ workstations, via the browser-based GlobalSearch client, and via mobile apps for Android and iOS devices. BLI testers predominantly used the SmartSearch desktop client, although the usability and features are nearly identical to the web client. Colorful and appealing, the SmartSearch user interface has tabs for Home, Workflow and Administration (for users with admin rights). The filing structure is set up using Inboxes (temporary holding areas for documents before they are indexed) and Archives (permanent storage for indexed documents). Users will do most of their everyday work on the Home screen. It consists of three sections: Inboxes on the upper left; Archives underneath on the left; and to the right, an area for displaying the contents of the selected Inbox/Archive, returning the results of searches, and displaying individual documents in the system’s built-in viewer. We found this Inbox/Archive metaphor for setting up a filing structure to be highly intuitive. Featuring a look and feel similar to Microsoft Office applications, the UI features a “ribbon” menu along the top with context-sensitive sub-menus. Options are highlighted as the user navigates through the interface. The UI also features a good deal of customization; for example, the ribbon containing quick-access shortcuts can be minimized or moved below or above the toolbar, and frequently used selections can be added to the toolbar for quicker access simply by right-clicking on the selection. Indexing a document is also very easy. When the user selects to index a document, all of the required pre-defined index fields for that document type are displayed to the right of the viewer, prompting the user to enter the data. SmartSearch offers a number of ways to make the process easier and less prone to error. For example, in addition to its type-ahead capability, whereby a field can be filled in as soon as the first few characters are typed, SmartSearch supports drop-down menus that enable users to select the correct values from the drop-down, further saving keystrokes. SmartSearch also offers barcode recognition for automating the indexing of large numbers of documents. 11 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report Both the desktop and browser client applications deliver an intuitive interface that should prove easy to learn. And with its standard OCR-assisted KeyFree Indexing, documents to be indexed are OCRed using the resources of the client PC. With this feature, which is best suited to low to moderate volumes of unstructured documents, users hover the mouse cursor over the index fields on a document (vendor name, invoice amount, date, and so on) and then click on the mouse to enter the data, reducing time-consuming data entry and the risk of errors. Additionally, Zonal OCR lets users drag and draw zones around areas of a document and assign them to index fields, creating a template to extract data from standardized forms. OCR-based page separation creates a new document when there’s a change in a defined index field (such as invoice number). Another easy way of indexing documents is if multiple document types share some of the same fields, a user could enter one key field and SmartSearch will automatically populate other fields by pulling the information from the index fields associated with those other documents. If more than one document contains the same 12 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report field, all will be displayed so that the user can be sure to get the data from the appropriate document. SmartSearch can also automatically index imported documents using their file names. So for example, if scanned invoices had been named with a convention of invoice number, followed by vendor name, followed by date, those invoices could be imported into SmartSearch and automatically indexed with an index number, vendor name and date, by parsing the data extracted from the file name. And when emails are brought into SmartSearch, they can be automatically indexed using the to, from and subject fields. The Tabular Data Control feature lets users extract line-item data from documents such as invoices, without having to manually enter data. To locate documents, users select Search Explorer from Home page; the Search Explorer presents a treed view of the Archives on the left and their associated searches on the right. Once opened, the Search Explorer icon stays in the Windows system tray for easy access. Users can also click on an Inbox or Archive to display its contents or right-click on a desired Archive to display the available searches for that Archive. Users can create a default “browse” search, which searches against all fields available for that Archive. After selecting a search, users are prompted to enter the search criteria, upon which matching documents are displayed, with the index data for these documents displayed in columns. Users can change the order of columns or click on a column header, such as date, to sort the records by that column header. When a user clicks once on a search result, SmartSearch displays a thumbnail preview of the document. Searches can be conducted using and/or operators, wildcards and operators such as date ranges, contains, equal to, equal to or greater than, equal to or less than, and empty. Using the “three-way match” search, users can enter a vendor name, for example, and bring up all the documents in the system with that name, be they purchase orders, contracts, invoices, and so on. In addition, when an Archive is designated as a content-searchable Archive, documents can be retrieved using keyword searches. Content search employs a service that runs in the background on the server to index every word in text documents or image documents with a text layer (such as searchable PDFs). After conducting a search, users simply double-click on the desired document to view it. The version control feature means that users cannot work on a document that is checked out by another user. The user interface indicates not only if a document is checked out, but also which user has checked it out. Authorized users can right-click on a document to view all previous versions, but the solution’s Publish feature enables administrators to designate a certain version as Published in order to prevent users from accessing previous versions or versions in progress that are not yet finalized. After checking out a document, users can either edit it in its native application or, if it’s a scanned document, edit it inside the SmartSearch Viewer. Square 9 delivers an impressive set of documentation to help end users along the way. There is a searchable-PDF SmartSearch User Guide and a separate GlobalSearch User Guide, each with plain-language descriptions and screenshots of functions. 13 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB  Square 9 SmartSearch 4.1 Corporate Edition Solutions Report Software Integration  In addition to integrating with Active Directory, streamlining the log-in process for users, SmartSearch integrates with Outlook and Lotus Notes (for outbound emailing) and most Windows applications for saving files to SmartSearch directly from within the application. The solution can interface with Microsoft SharePoint libraries, functioning as the front end for documents stored there; the platform is also ODBC-compliant, so data can be migrated to other database platforms. Further, the company says SmartSearch integrates with NSi Autostore and Kofax capture solutions including VRS, Adrenaline and Ascent; Nuance eCopy ShareScan; Objectif Lune’s variable data printing suite of solutions; and Biscom fax servers. With the solution’s Image XChange option, users working in any line-of-business application, such as SAP or JD Edwards, can simply highlight a value such as an invoice number, and then hit the control key and right-click on the mouse to retrieve the actual invoice from wherever it may be in SmartSearch and view it or print it. In addition, the company offers a Web Services Library, which makes SmartSearch’s API (application programming interface) available for further integration opportunities. With version 4.1, Square 9 has also exposed more API calls for advanced custom integrations. For example, a new API call for email inboxes allows developers to have SmartSearch send a file to an inbox or show a list if inboxes “scraped” from the email system. An API call for “chunking” on import offers methods for automatically breaking up large files into more manageable chunks. And the direct-scan API lets developers integrate scan-to-SmartSearch functionality into other Windows and web applications, such as salesforce.com.  Security  SmartSearch offers excellent document security at the user level to keep unauthorized users from accessing the system. Users can be allowed to log on by entering the same user name and password required to log on to their PCs (via Active Directory integration), but for organizations that require an additional layer of security, an administrator-assigned user name and password specific to SmartSearch can be set up. As noted, administrators have the ability to hide Inboxes and Archives (in both the desktop and web clients) based on user roles/logins, so that users only see those repositories to which they have access. Access rights can be applied at the system level, database level, field level and document level. At the document level, the system supports four levels of document access rights: view, add, modify or delete documents. In addition, for the documents to which users have access, permissions/restrictions can be assigned for up to 12 features: 14 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report printing; emailing; exporting data or documents; viewing a document history; and creating, modifying, deleting or running scripts for image processing, among others. This is more granular access control than BLI has seen in most other document management systems. Also on the document-security front, SmartSearch’s version-control features protect the integrity of documents and enables users to revert to a previous version if necessary. In addition, the solution maintains an audit trail of document access and changes, which can help companies address the compliance requirements of HIPPA, SEC, Sarbanes-Oxley and other regulations. And Its redaction tool enables users to black out sensitive or confidential information With the latest version, Square 9 has partnered with DocuSign, a leading electronic signature service, to support verified e-signatures in documents and workflows. This expands the workflow possibilities to include such transactions as accepting purchase orders, executing contrats and more. Leveraging Microsoft IIS, SmartSearch supports 128-bit Secure Sockets Layer encryption of data in transit (through capture or access). Encryption for stored files relies on the optional GlobalSync hybrid cloud option (hosted on Amazon’s S3 storage platform); there is no native local encryption at the server level. However, Square 9 notes that third-party encryption utilities can be used for stored documents. And while SmartSearch does not have an integrated back-up function, the company offers a free duplicate system license with the Corporate Edition, which organizations can configure with a third party virtual server environment for failover protection. Additionally, backup of SmartSearch can be added to an organization’s existing backup routine. Because the Corporate Edition is designed for larger-scale installations, it comes with a Disaster Recovery feature, which is a duplicate system license that allows users to run a hot site backup simultaneously, providing failover protection. So, if an organization had a 10-user system running in Florida with a back-up system in Indiana, and a hurricane took down the Florida server, the system would automatically flip to the Indiana site. The Corporate Edition also has test system licensing; when organizations are customizing their systems or having Square 9 do custom development for them, rather than running the risk of introducing the custom feature into the live system and something going wrong, they can build it into the test system, which is a duplicate of the live system.  Customer Support and Training  Customer support for SmartSearch is typically handled by the reseller that places the solution, and Square 9 also offers a direct support option. Directly supported customers enjoy the same support levels as its resellers including email, web and telephone support options; access to the company’s Support & Developer’s Forum; access to training webinars, which are held three to four times a month; and access to free end user administrative training classes. Those classes are held at the com- 15 BuyersLab.com Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected]. BUYERS LAB BUYERS LAB Square 9 SmartSearch 4.1 Corporate Edition Solutions Report pany’s New Haven, Conn., headquarters as well as regionally, with a rotating schedule based on demand. In its headquarters’ new training office, the company also incorporated built-in workstations dedicated to user training. Tech support hours of operation are 8:30 a.m. to 7:30 p.m. Eastern time, which is on par with what many other ISVs in this space offer. Outside of these hours, customers can create a support ticket via the Square 9 website, which allows resellers and customers to start the process. BLI technicians called the support line at various times during business hours and got right through to a live support tech. In addition, email messages sent to tech support were answered promptly. Conveniently, the support area on the company’s website provides a real-time view into the support queue that shows the number of callers in the queue and the estimated wait time. BUYERS LABORATORY LLC • North America • Europe • Asia Gerry Stoia, CEO Anthony F. Polifrone, Managing Director Gerry O’Rourke, Managing Director, BLI International Patti Clyne, Senior VP of Sales Daria Hoffman, Managing Editor Dr. Simon Plumtree, European Managing Editor 16 BuyersLab.com Tracie Hines, Senior Editor, Competitive Analysis Reports Jamie Bsales, Senior Product Editor, Solutions George Mikolay, Senior Product Editor, A3 MFPs Marlene Orr, Senior Analyst, Printers and A4 MFPs Lisa Reider, Senior Product Editor, Scanners and Environmental Carl Schell, Senior Writer Priya Gohil, Senior Editor Kaitlin Pendagast, Research Editor David Sweetnam, Head of European Research and Lab Services Martin Soane, European Lab Manager Pia Beddiges, Manager of Competitive Services Anthony Marchesini, IT Director T.R. Patrick, Art Director Pete Emory, Director of Laboratory Operations Reproduced with the permission of Buyers Laboratory LLC. Any duplication of this report without the written permission of Buyers Laboratory, is unlawful and violators will be prosecuted. © 2015 Buyers Laboratory LLC. To purchase reprints, contact BLI at (201) 488-0404 (x17) or at [email protected].