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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
© mmi consult gmbh 2005-2017 3
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
Connection Files: Most popular features
© mmi consult gmbh 2005-2017 5
Comments
Search
Versioning
just:SEARCH
just:SEARCH for IBM Connections
© mmi consult gmbh 2005-2017 6
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
© mmi consult gmbh 2005-2017 7
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
Konfiguration und Ergebnisse des Autotagging (Text-Hintergrund)
© mmi consult gmbh 2005-2017 9
Start des Autotagging (Images-Vordergrund)
© mmi consult gmbh 2005-2017 10
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
© mmi consult gmbh 2005-2017 12
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
just:SEARCH
AutoTagging
just:SEARCH for IBM Connections
© mmi consult gmbh 2005-2017 14
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
© mmi consult gmbh 2005-2017 15
Nicht durchsuchbare Dateien finden (…nicht ganz einfach)
© mmi consult gmbh 2005-2017 16
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
© mmi consult gmbh 2005-2017 18
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
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
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
Strukturen abgelegte E-Mails
© mmi consult gmbh 2005-2017 22
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
© 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
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
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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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/