Don't waste you time searching IBM Connections cloud

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

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

The Business Problem
Why construction site projects are different
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

Connection Files: Most popular features
Comments
Search
Versioning

just:SEARCH
just:SEARCH for IBM Connections
AutoTagging

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

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

Konfiguration und Ergebnisse des Autotagging (Text-Hintergrund)

Start des Autotagging (Images-Vordergrund)

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
▪ 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

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

just:SEARCH
AutoTagging
OCR
Text
extraction

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

Nicht durchsuchbare Dateien finden (…nicht ganz einfach)

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
▪ 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

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??

just:SEARCH
AutoTagging
OCR
Text-
Extraction
*1 under development
Mailsupport *1
1-click
Support
Attachment-
Separation

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

Strukturen abgelegte E-Mails
E-Mail als Forumseintrag
Community für Mail und Dateien
Dateieigenschaften
verlinkter Anhänge

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
▪ 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

Summary
just:SEARCH integrates 3 enhancements for a better search experience
Autotagging
Tag content appropriate
OCR
Include almost all PDFs
Mailsupport *1
Disclose E-Mails into
communities
*1 under development

more information and contact …
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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