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Don't waste you time searching IBM Connections cloud
1.
Vienna, October 16-17
2017 Don't waste your time searching – 3 enhancements to turn IBM Connections Cloud search into success Manfred Meise, mmi Consult GmbH, Munich -- Germany
2.
Major Clients of
our SaaS solutions ▪ Infrastructure construction site (in the middle of nowhere) Tunnels for ▪ railroads ▪ subways ▪ motorways ▪ hydro electric powerplants ▪ Multi (3-8) year projects ▪ Small number of ever changing project team members (50 – 400) ▪ Where using IBM Domino based CRM/DMS application ▪ Moving to IBM Connections Cloud Multiple IBM Network Points of Presence allow for fast access from any country cheap file storage Browser access, mobile application Support for different mail clients (Notes, Outlook) © mmi consult gmbh 2005-2017 2
3.
© mmi consult
gmbh 2005-2017 3
4.
The Business Problem Why
construction site projects are different © mmi consult gmbh 2005-2017 4 Contracted to the lowest fixed price bid Need to make sure to identify and claim additional work from day one in order to become profitable Contract model The foundation for additional claims and decline for warranty Collect every piece of relevant project information: Just in case of… Relevance of information Store everything in IBM Connections Cloud No mailfiles No file servers No external services Store at a single place One search operation to find anything Scanned documents Office files E-Mail Efficient search Users with limited training provided due to staff fluctuation or users with different cultural background must feel confident to easily store information without following extensive business rules User Acceptance Incomplete or false tagging may not result in “not found”. Introducing “document managers” too expensive External Guests
5.
Connection Files: Most
popular features © mmi consult gmbh 2005-2017 5 Comments Search Versioning
6.
just:SEARCH just:SEARCH for IBM
Connections © mmi consult gmbh 2005-2017 6 AutoTagging
7.
Autotagging Process Build tags
based on file content Community Selection Process based on configuration File Selection PDF TXT Text Extraction Get plain text Tag Building Get scored list of tags Filtering Black-/Whitelisting (Re-)Tagging Add / Remove tags if necessary Scheduled start As long as Connections does not support inside out events © mmi consult gmbh 2005-2017 7
8.
Tags Filtering from initial
result set to final result set Blacklisting Eliminate unwanted tags Whitelisting Increase weight for preferred tags Weighting Cutoff low weigthed tags Limit result Do not return more than … tags Final result list Filtered, weighted, limited number of tags Initial Result set Scored list from tagging engine © mmi consult gmbh 2005-2017 8
9.
Konfiguration und Ergebnisse
des Autotagging (Text-Hintergrund) © mmi consult gmbh 2005-2017 9
10.
Start des Autotagging
(Images-Vordergrund) © mmi consult gmbh 2005-2017 10
11.
User Benefits ▪ More
content with more tages allow for facetted search in large communities ▪ (New) Users do not have to decide which tag to assign ▪ Fewer „wrong“ tags ▪ Manual tagging can enhance auto-tagging without changing the config ▪ Overall: Cost saver and income enhancer Shorter search cycles per user save valueable time More important information will be found to support business claims © mmi consult gmbh 2005-2017 11 ▪ Average number of tags per file 2,4 15,0 0,0 2,0 4,0 6,0 8,0 10,0 12,0 14,0 16,0 manual automatic
12.
© mmi consult
gmbh 2005-2017 12
13.
Searching by attachment
content ▪ Connections does perform a full text search only on supported files ▪ Users normally do not know, which attachment types are supported ▪ Users, who are searching and do not get the expected result, have no clue which files have NOT been searched/processed ▪ PDF Files are supported, by need to have a text layer included in the file (depends on tool used for creation) ▪ PDF Files may contain text layers already and should not be rerecognized ▪ PDF Files may containing drawings (normally bigger than A4 paper size) and should not be rerecognized © mmi consult gmbh 2005-2017 13
14.
just:SEARCH AutoTagging just:SEARCH for IBM
Connections © mmi consult gmbh 2005-2017 14 OCR Text extraction
15.
Solution: OCR Processing
of PDF files Add text layers to all files without text layer 1 2 3 4 5 Community Select Process fileCheck textlayerCheck Paper SizeFiletype select “searchable” Upload as new Version “searchable” “not searchable” “not searchable” 6 © mmi consult gmbh 2005-2017 15
16.
Nicht durchsuchbare Dateien
finden (…nicht ganz einfach) © mmi consult gmbh 2005-2017 16
17.
User Benefits ▪ Users
may scan documents with low cost scanners to publish paper based info (contracts, letters, certificates, etc.) ▪ Users may identify files which NOT been included in a full-text search by special tags and inspect them manually ▪ Full text search capabilities extended to every PDF ▪ Support user confidence by being able to retrieve information stored long time ago © mmi consult gmbh 2005-2017 17 ▪ Average data for a 5 year project Searchable PDFs With text layer Other non-searchable PDF Without text layer non-searchable Desktop scans Without text layer 70% 21% 9% approx. 30.000 files with additional search capability
18.
© mmi consult
gmbh 2005-2017 18
19.
Drag/Drop mails into
Connections using mail plugins ▪ Users may search for mail content while stored in Connections Mailfile Useless for other team members – need to forward ▪ Users drag/drop E-Mail into Connections to share information with community E-Mails are stored as EML/MSG Files: these file types are NOT searchable These files can be opened in the appropriate mail client in order to reply to the mail ▪ Users are required to search though published E-Mails – but how?? © mmi consult gmbh 2005-2017 19
20.
just:SEARCH AutoTagging OCR Text- Extraction just:SEARCH for IBM
Connections *1 under development Mailsupport *1 1-click Support Attachment- Separation © mmi consult gmbh 2005-2017 20
21.
Solution 3: Mail
support Created searchable and tagged mail content Select Communities based on configuration Select Mail messages EML, MSG Extract message body get rich text as forum entry Build cluster link Mail message and attachments to forum entry Extract attachments save files as community fles Tag cluster assign similar tags to all objects within cluster © mmi consult gmbh 2005-2017 21
22.
Strukturen abgelegte E-Mails ©
mmi consult gmbh 2005-2017 22 E-Mail als Forumseintrag Community für Mail und Dateien Dateieigenschaften verlinkter Anhänge
23.
User Benefits ▪ Full
text search extended to PDF files produced i.e. by desktop scanners ▪ Full text search extended to include files attached to mail messages ▪ Tag based search in user assigned tags and/or auto-assigned tags ▪ Users may search for information from their mobile app (without VPN access) By eliminating team based file servers with connection files and Windows plugin ▪ Mailintegration enables to preserve project based information beyond user membership to the project team ▪ Project managers gain project wide overview (based on community access) on all project relevant information Identify work will may be charged on top of fix priced contracts Find any information to abuse warranty claims Benefits pay license cost within 3 months © mmi consult gmbh 2005-2017 23 ▪ Disclose E-Mail by storing in Connections and extend search capability to communities 73% 24% 3% Duplicate Mail to groups Eliminated through dupe-check Filed E-Mails Stored in Connections Private mails Remain in Mailfile
24.
Summary just:SEARCH integrates 3
enhancements for a better search experience © mmi consult gmbh 2005-2017 24 Autotagging Tag content appropriate OCR Include almost all PDFs Mailsupport *1 Disclose E-Mails into communities *1 under development
25.
more information and
contact … © mmi consult gmbh 2005-2017 25 mmi consult gmbh Manfred Meise Hartriegelweg 24 D-85551 Kirchheim b. München Telefon: +49 89 904 801-50 Telefax: +49 89 904 801-51 Mobile: +49 172 810 7732 http://www.mmi-consult.de eMail: info@mmi-consult.de Get more info https://www.mmi-consult.de/kontakt/telefon-kontakt/
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