Perceptive Search - Detailed Review

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Perceptive Search - Product Overview

Introduction to Perceptive Content

Perceptive Content, offered by Hyland Software, is a comprehensive content and process management platform that plays a crucial role in managing the entire content lifecycle within an organization.

Primary Function

The primary function of Perceptive Content is to capture, manage, and deliver content in the context of business processes. It helps organizations to efficiently handle the increasing volume of unstructured information, ensuring that content is accessible, secure, and compliant with regulatory requirements.

Target Audience

The target audience for Perceptive Content includes a wide range of organizations, particularly those in need of advanced content management solutions. This can include enterprises across various sectors such as healthcare, finance, education, and government, where managing diverse types of documents and data is critical.

Key Features

Content Capture and Processing

Perceptive Content captures information from multiple sources, including electronic data (email, e-forms), rich media, enterprise applications, and files generated by multifunction printers and scanners. It uses advanced image processing and optional optical character recognition (OCR) for data extraction, enhancing business processes.

Automated Lifecycle Management

The platform automates content-centric business workflows and tasks, ensuring compliance with records and retention policies. This reduces the risk of compliance violations and associated fees and fines.

Integration and Workflow

Perceptive Content integrates with virtually any business application, such as CRM, email, and accounting systems. It delivers content directly into workflows, making it instantly available to the people, systems, and processes that need it. Flexible routing options direct documents based on linear and parallel process steps, business conditions, and specific data within the documents.

Search and Accessibility

The platform includes flexible saved, ad hoc, and integrated search options, making it easy to locate key information quickly. Users can access managed documents within the context of predefined processes, perform full-text searches, and analyze large repositories efficiently.

Security and Collaboration

Perceptive Content is built around a granular security model that allows for the granting and revoking of individual and group rights. It ensures that documents are secure and organized, promoting collaboration and communication among employees, customers, and vendors. The platform also supports version control, digital signatures, and detailed auditing capabilities.

User Interface and Applications

The platform features a zero-footprint, modern web-based client with a consistent look and feel across all Hyland interfaces. It offers role-based customization and a library of prebuilt apps for document capture, viewing, workflows, and other common tasks, making it intuitive and efficient for users.

Perceptive Search - User Interface and Experience

The User Interface of Perceptive Content

The user interface of Perceptive Content, particularly through its web-based client Perceptive Experience, is designed to be user-friendly and accessible.

Browser Compatibility and Accessibility

Perceptive Experience is compatible with all major web browsers, including Microsoft Edge, Firefox, Chrome, and Safari. It also works on most mobile devices, making it accessible from various platforms.

Key Features and Functions

The interface allows users to perform several key tasks:

Search and View Documents: Users can easily locate and view documents using flexible search options.
Workflow Document Processing: Documents can be processed through predefined workflows, streamlining business processes.
Annotating Documents: Users can annotate documents with stamps or other marks.
Print/Export/Send Links: Documents can be printed, exported, or shared via links.
Edit Index Keys: Users can edit primary index keys for documents, although this is limited in Perceptive Experience and does not include LearnMode.

Ease of Use

The interface is built on a design framework that offers a consistent look and feel across all Hyland interfaces. This consistency helps users to quickly adapt and use the system intuitively. Role-based customization ensures that users are exposed only to the features they need, making the system more efficient and user-friendly.

User Experience

Perceptive Content promotes enhanced collaboration and communication among employees, customers, and vendors by surfacing content in the context of relevant business processes. The system allows users to check out documents, review revision histories, and digitally sign documents, all within a secure and auditable environment. This integration helps in increasing customer satisfaction and employee productivity.

Limitations in Perceptive Experience

While Perceptive Experience is versatile, it does have some limitations. It cannot capture documents or add pages to existing documents, and it does not support administrative functionalities like managing workflow queues, which are available only through the desktop Management Console.

Overall, the user interface of Perceptive Content is streamlined to make document management and workflow processes as straightforward and efficient as possible, ensuring a positive user experience.

Perceptive Search - Key Features and Functionality

Perceptive Search and Content Management: Key Features and Functionality

Perceptive Search, part of the Perceptive Content suite by Hyland Software, is a comprehensive solution for managing and retrieving information across various data sources. Here are the main features and how they work:

Comprehensive Search Capabilities

Perceptive Enterprise Search allows users to search across a wide range of structured, semi-structured, and unstructured data formats, including word processing documents, spreadsheets, PDFs, XML data, SQL databases, Lotus Notes, enterprise software systems, web pages, and email. This search functionality is highly scalable, from a single PC to large corporate networks, and can retrieve information in less than a second.

AI-Driven Content Capture and Processing

Perceptive Content captures information automatically using artificial intelligence (AI). It can collect various types of documents and data from multiple sources such as electronic data (email, e-forms), rich media, enterprise applications, and files generated by multifunction printers and scanners. Advanced image processing and optional optical character recognition (OCR) enhance the capture process, extracting data to improve business processes.

Automated Lifecycle Management

The platform automates the entire content lifecycle, from capture to disposition. This includes automated routing of documents to work queues based on linear and parallel process steps, business conditions, specific data inside the documents, e-forms, or databases. This automation simplifies work tasks, provides real-time monitoring, and reduces cycle times and costs.

Integration with Business Applications

Perceptive Content integrates seamlessly with various business applications, including CRM, SIS, and other line-of-business systems. The Integration Server REST API allows secure and scalable data exchange between Perceptive Content and third-party applications. This integration enables users to search for relevant content within the context of their line-of-business applications with a single click.

Search and Retrieval

The search functionality in Perceptive Content is flexible and includes saved, ad hoc, and integrated search options. Users can add search constraints using drop-down menus to refine their searches. This makes locating key information simple and straightforward.

Content Management and Collaboration

Perceptive Content manages the entire content lifecycle, improving findability and insights. It allows users to view digital documents simultaneously, promoting collaboration and communication among employees, customers, and vendors. The platform also provides features like document checkout, check-in, revision history, digital signing, and auditing capabilities to ensure document integrity and regulatory compliance.

Web-Based Client and Mobile Accessibility

The platform offers a zero-footprint, modern web-based client with a consistent look and feel across all Hyland interfaces. This client supports role-based customization, exposing only the necessary features to users. Additionally, Perceptive Content provides mobile applications configured to fit specific business processes.

AI Integration

While the primary documentation does not explicitly detail AI integration beyond automated content capture and processing, it is clear that AI plays a role in enhancing the capture and extraction of data from various sources. This AI-driven capture helps in automating content-centric business workflows and tasks, making the overall process more efficient and accurate. In summary, Perceptive Search and Content Management by Hyland Software is a powerful tool that leverages AI and automation to streamline content capture, processing, and retrieval. It integrates well with various business applications, enhances collaboration, and ensures compliance with regulatory policies.

Perceptive Search - Performance and Accuracy

Performance

Perceptive Content is a scalable content and process management suite that manages the entire content lifecycle from capture to disposition. Here are some performance highlights:

Integration

It integrates with a wide range of enterprise and line-of-business applications, such as CRM, email, and accounting systems, which helps in automating data exchange, streamlining workflows, and optimizing performance.

Search Options

The platform supports flexible search options, including saved, ad hoc, and integrated searches, making it simple and quick to locate key information. This enhances user productivity and customer satisfaction.

Document Capture

Perceptive Content uses advanced image processing and optional optical character recognition (OCR) to enhance document capture and data extraction, which improves the efficiency of business processes.

Accuracy

The accuracy of Perceptive Content is supported by several features:

Intelligent Capture

The platform captures information automatically and with intelligence, helping to take control of the content surrounding the organization. This includes capturing data from various sources such as electronic data, rich media, and enterprise applications.

High-Quality Scanning

Documents are scanned and enhanced via advanced image processing, ensuring high-quality capture and reducing errors in data extraction.

Auditing Capabilities

The system provides powerful auditing capabilities, allowing users to detail a document’s chain of custody, review history of revisions, and digitally sign documents, which ensures accuracy and compliance.

Limitations and Areas for Improvement

While Perceptive Content is highly capable, there are some areas to consider:

Technical Requirements

Technical Requirements: The system has specific hardware and software requirements, such as a dual-core processor, 4 GB of memory, and specific operating systems, which can be a limitation for organizations with older infrastructure.

Configuration and Setup

Configuration and Setup: Setting up scanning profiles and capture profiles can be detailed and may require technical support to ensure optimal performance. For example, settings like blank page detection and barcode/patchcode detection need to be configured correctly to avoid unpredictable behavior.

User Interface

User Interface: While the platform offers a modern web-based client with role-based customization, the learning curve for new users might be steep due to the extensive features and functionalities available.

In summary, Perceptive Content demonstrates strong performance and accuracy in managing and searching content, thanks to its advanced imaging, OCR capabilities, and integration with various business applications. However, it requires careful configuration and adherence to technical specifications to ensure optimal use.

Perceptive Search - Pricing and Plans

Pricing Structure Overview

The pricing structure for Hyland’s Perceptive Content and related search tools, such as Perceptive Experience, is quite detailed and varies based on several factors, including the specific features, user licenses, and hosting classes. Here’s a breakdown of the key aspects:

Pricing Models

The pricing for Perceptive Content and Perceptive Experience is primarily based on subscription models, with different tiers and add-ons for various features and services.

Hosting Classes

Prices can vary depending on the hosting class, such as Double Platinum, Platinum, or Gold. For example, the Query API prices reflect the Double Platinum hosting class, with potential discounts for lower hosting classes.

Feature-Based Pricing

Query API: There are different pricing tiers for the Query API, such as the initial 500 queries/hour and additional blocks of 500 queries/hour. For instance, the OnBase YR APIPQ3_SAAS (initial 500 queries/hour) costs $9,895.20, while the OnBase YR APIPQ4_SAAS (additional block of 500 queries/hour) costs $7,916.16.

User Licenses

User Licenses: Prices vary based on the type of user license. For example, the SaaS-Core for Transcripts Additional User License costs $155.00, while the Sub-Core for Transcripts Additional User License costs $55.00.

Volume-Based Pricing

Transcripts and Student Population: Pricing is also based on the volume of transcripts and the size of the student population. For instance, the cost for 50k annual transcripts varies from $98,000 to $113,000 depending on the student population size.

Specific Features and Add-ons

Context Search Framework: This feature is priced at $9,895.20 for the Double Platinum hosting class, with discounts available for lower hosting classes.
Change Management Practitioner: This service costs $250.00.
COLD/ERM: The price for this feature is $9,895.20 for the Double Platinum hosting class, with discounts for lower hosting classes.

No Free Options

There are no free options or trial versions explicitly mentioned in the available resources. The pricing is structured around various paid plans and add-ons.

Search Tools

Perceptive Experience: This web application allows users to search and view documents with various search constraints and filters. However, the pricing for using Perceptive Experience is tied to the broader Perceptive Content licensing and subscription models.

Conclusion

In summary, the pricing for Perceptive Content and its search tools is highly customizable, with costs varying based on hosting classes, feature sets, user licenses, and the volume of data being managed. There are no free options available, and all features are part of paid subscription plans.

Perceptive Search - Integration and Compatibility

Perceptive Content Overview

Perceptive Content, a scalable content services platform by Hyland, integrates seamlessly with a variety of tools and supports a broad range of platforms and devices, ensuring comprehensive and efficient content management.

Integration Capabilities

Business Applications

Perceptive Content can integrate with virtually any business application, allowing it to surface content in the context of other relevant business information. This integration is facilitated through its Integration Server, which uses HTTP web services to enable actions such as logging on, storing, retrieving, moving, copying, deleting, and searching for documents, as well as managing workflow items.

Microsoft Office

The platform is compatible with Microsoft Office 2010, 2013, and 2016, enabling smooth integration with Word, Excel, and other Microsoft applications.

Email Clients

It supports integration with Microsoft Outlook 2010, 2013, and 2016, enhancing email-based workflows and document management.

Web Application Servers

Perceptive Content supports 64-bit Apache Tomcat 7.x, 8.x, or 9.x, and 64-bit IBM WebSphere Liberty and Classic with Java 8 managed SDK installed and configured.

Platform Compatibility

Operating Systems

The platform runs on Windows 7 or 8.1 and supports the same operating systems as the Perceptive Content Client. It also supports virtual environments using VMWare or Microsoft Hyper-V, but does not support paravirtualization.

Mobile Devices

Perceptive Content has mobile applications for Android (version 4.4 and higher), iOS (iOS 8 or higher), and Windows (Windows 8.1 compatible tablets). These apps support devices with mobile network or Wi-Fi connectivity, ensuring access to content services on a variety of mobile platforms.

Browser Compatibility

Web Browsers

The Perceptive Experience component of Perceptive Content is compatible with all modern browsers, including Internet Explorer 11, Microsoft Edge, Firefox, Google Chrome, and Safari. This ensures that users can access and manage content from any browser they prefer.

Additional Requirements

Message Queuing

The platform requires Erlang and RabbitMQ for message queuing, with specific supported versions of Erlang and RabbitMQ (RabbitMQ 3.7.5 through the most current patch version of 3.8.x).

Network Requirements

A minimum of 100 Mb network configured at full duplex is required, with a 1 Gb network recommended for optimal performance.

Conclusion

In summary, Perceptive Content is highly versatile and can be integrated with a wide range of business applications, operating systems, and devices, making it a comprehensive solution for managing the entire content lifecycle.

Perceptive Search - Customer Support and Resources

Customer Support

Hyland provides comprehensive support for Perceptive Content through various channels. Users can contact the Enterprise Document Solutions team for specific inquiries and technical support. For instance, at Rutgers University, users are advised to route their technical support questions through their departmental IT support personnel, who can then escalate concerns to the EDS team if necessary.
The support team is responsible for ensuring the service is performing optimally and for helping partners develop and implement new solutions within Perceptive Content.

Additional Resources

Documentation and Guides: Hyland offers detailed overviews, product profiles, and guides that explain how to use Perceptive Content effectively. These resources cover topics such as document capture, storage, access, and workflow automation.
Integration Support: The platform integrates with existing business applications like ERP, CRM, and HR systems, which is supported by detailed documentation and technical assistance to ensure seamless integration.
Use Case Examples: Hyland provides numerous examples of how Perceptive Content can be used across different departments, such as customer service, human resources, and more. These examples include automating support tickets, managing customer contracts, and handling employee records.
Training and Implementation: The Enterprise Document Solutions team works closely with partners to help develop and implement new solutions, ensuring that users get the most out of the tool. This includes training and support for optimizing business processes.

Community and Feedback

While the provided sources do not specify a community forum or user group, the emphasis on working closely with partners and providing first-class service suggests that users can expect personalized support and feedback mechanisms to help improve the product.

In summary, Hyland’s Perceptive Content offers strong customer support through direct contact with support teams, extensive documentation, and integration assistance. Additionally, the platform is backed by a team that helps users optimize their business processes and provides various use case examples to facilitate effective implementation.

Perceptive Search - Pros and Cons

Advantages of Perceptive Content

Comprehensive Content Management

Perceptive Content manages the entire content lifecycle, from capture to disposition, improving findability, efficiency, and regulatory compliance. It handles various types of documents and data from multiple sources, including electronic data, rich media, and files from multifunction printers and scanners.

Automated Processes

The platform automates content-centric business workflows and tasks, simplifying work processes and providing real-time monitoring. This automation enhances process efficiency, accuracy, and reduces cycle times and costs.

Enhanced Collaboration and Communication

Perceptive Content surfaces content in context with other relevant business information, promoting collaboration and communication among employees, customers, and vendors. Digital documents can be viewed simultaneously, increasing customer satisfaction and employee productivity.

Flexible Integration

The platform integrates with a wide range of enterprise and line-of-business applications, such as CRM, email, and accounting systems. This integration automates data exchange, streamlines workflows, and optimizes performance.

Secure and Effective Information Management

Perceptive Content includes granular security features that allow for the granting and revoking of access rights, restricting documents based on user access, and concealing confidential data. It also provides flexible search options, making it easy to locate key information quickly.

Electronic Forms (E-forms)

The platform supports e-forms for online data entry, which can be accessed from various devices. E-forms automate steps, validate data accuracy, and support application transactions, reducing data entry mistakes and rework.

Disadvantages of Perceptive Content

Implementation and Learning Curve

While the interface is described as simple-to-use, implementing and fully utilizing Perceptive Content may require significant training and setup, especially for organizations with complex workflows and multiple integrations.

Dependence on Technology

The effectiveness of Perceptive Content relies on the availability and reliability of the technology infrastructure. Any technical issues or downtime could disrupt business processes and access to critical information.

Cost Considerations

Implementing a comprehensive content management system like Perceptive Content can be costly. The investment includes not only the initial setup but also ongoing maintenance, updates, and potential customization.

Compliance and Regulatory Challenges

While Perceptive Content helps with compliance by automating lifecycle management and retention policies, ensuring full compliance with all relevant regulations can still be challenging and may require additional resources and expertise.

In summary, Perceptive Content offers significant advantages in managing and automating content workflows, enhancing collaboration, and ensuring compliance. However, it may come with challenges related to implementation, technology dependence, cost, and ensuring full regulatory compliance.

Perceptive Search - Comparison with Competitors

Perceptive Content by Hyland

Perceptive Content is a scalable content services platform that manages the entire content lifecycle, from capture to disposition. It integrates with virtually any business application and provides a simple-to-use interface.
It surfaces content in context with other relevant business information, promoting enhanced collaboration and communication among employees, customers, and vendors.
The platform supports automated lifecycle management, helping organizations comply with records and retention policies, which reduces the risk of compliance violations.

Unique Features

Integration and Flexibility: Perceptive Content stands out for its deep integration with various business applications and its flexible functionality across multiple business processes.
Content Lifecycle Management: It manages the entire content lifecycle, ensuring that documents are properly captured, stored, and disposed of according to organizational policies.
Custom Properties and Workflow: It allows for custom properties to be assigned to documents, enabling data typing and advanced workflow processes. The workflow can be highly configurable, including routing documents through different queues and users.

Alternatives and Competitors

OnBase by Hyland

OnBase is another product from Hyland, often compared to Perceptive Content. It has a simpler approach to metadata capture using keywords that can be data-typed and masked. OnBase also supports wildcard searches and external validation of keyword data.
OnBase has a more form-driven approach to custom queries and document retrieval, and it supports institutional databases for segregated functionalities across different departments.

Box

Box is a document management solution that integrates deeply with Microsoft Office, Google Apps, Salesforce, and other best-of-breed solutions. It is known for its native integrations and user-friendly interface but lacks the comprehensive content lifecycle management of Perceptive Content.

AI-Driven Search Tools (Though Not Direct Competitors)

If you are looking for AI-driven search tools that can enhance the search experience within an enterprise context, here are a few examples, though they are not direct competitors to Perceptive Content:

Perplexity

Perplexity is an AI search engine that provides AI-generated summaries of search results. It allows users to narrow their search to specific sources and offers a Pro version with advanced AI models.

Andi

Andi functions as both a search engine and chatbot, combining information from top results to provide AI-generated insights. It offers customizable display layouts and does not log searches or share user data.

These AI search engines are more focused on web search and general information retrieval rather than enterprise content management, but they could be integrated or used alongside enterprise solutions like Perceptive Content to enhance search capabilities.

In summary, Perceptive Content by Hyland is a powerful tool for managing enterprise content, with strong integration capabilities and a comprehensive approach to content lifecycle management. For those looking at alternatives or complementary solutions, OnBase and Box are significant competitors in the enterprise content management space, while AI-driven search tools like Perplexity and Andi offer advanced search functionalities but serve different use cases.

Perceptive Search - Frequently Asked Questions

Here are some frequently asked questions about Perceptive Content, particularly focusing on its search tools, along with detailed responses:

How do I log into Perceptive Content and start searching for documents?

To log into Perceptive Content, you need to click on the Perceptive Content icon, usually located in the System Tray or on the desktop. Enter your username and password (for example, your Duke NetID and NetID password at Duke University).

How do I search for documents in Perceptive Content?

To search for documents, select “Documents” from the Perceptive Content toolbar or the home page of Perceptive Experience. In the Views pane, you can expand the search options by clicking the plus sign next to “Documents.” This will reveal various search filters and views you have permissions to use. You can use the Quick Search feature to enter your search term, choose a search operator, and select the document key field you want to include in the search.

What is the difference between Quick Search and Advanced Search in Perceptive Content?

Quick Search allows you to enter a search term, choose a search operator (e.g., contains, starts with, is equal to), and select a document key field. Advanced Search, accessible via the Search tab, enables you to add multiple conditions, use logic statements, and search a variety of properties. You can add conditions using the green plus button and run the search with the green Go button.

How do I add search constraints in Perceptive Experience?

In Perceptive Experience, you can add search constraints by clicking the symbol (Add Constraint). Use the drop-down menus to select the parameters for the search, and then click “Add” to include the constraint. You can add multiple constraints to refine your search.

Can I access documents from off-campus locations?

To access Perceptive Content or Perceptive Experience from off-campus, you must first connect to the University Virtual Private Network (VPN). This is a requirement to ensure secure access to the system.

How do I view and open documents after conducting a search?

Once you have run your search, you can view and open documents by finding them in the list of search results. Double-click on the document type to view it. Use the navigation buttons at the bottom of the screen to move through the pages of the document.

What types of document views are available in Perceptive Content?

Perceptive Content offers various document views, including “All Documents” search options, which allow for broad searches. Each search option has a unique name that indicates the type of documents it searches for, such as specific forms or groups of drawers. The views are often formatted like “L_Department Form/Drawer,” where “L” denotes the institution, “Department” is the department’s initials, and “Form/Drawer” describes the search scope.

Can I capture and link documents in batches?

Yes, you can capture and link documents in batches. To do this, click on the down arrow next to the Capture icon, select the Batch File Capture profile, and follow the prompts to capture and link the documents. This process allows you to quality assure and link batches of captured files to create documents within Perceptive Content.

How do I manage and filter search results in Perceptive Content?

You can manage and filter search results by using the Views pane to select specific document views or folders. In the right pane, you can click the Search tab and add conditions to refine your search. This allows you to constrain your search by various criteria, such as document type, field, and operator.

Can I integrate Perceptive Content with other business applications?

Yes, Perceptive Content can be integrated with virtually any business application. It supports integration with various systems to automate processes, capture information, and manage documents across different business applications.

Perceptive Search - Conclusion and Recommendation

Final Assessment of Perceptive Search

Perceptive Search, part of the Perceptive Content platform by Hyland Software, is a comprehensive enterprise search solution that offers several key benefits and features, making it a valuable tool for various organizations.

Key Features and Benefits

Comprehensive Search

Perceptive Search allows users to find information from a wide range of sources, including content repositories, email systems, network shares, intranets, websites, databases, and social media. This ensures that critical information is accessible regardless of its location.

User-Friendly Interface

The solution features a screen-friendly administration console and supports faceted navigation, conversational search, and natural language support, making it easy for users to find the right information without perfect queries.

Multi-Platform Access

Users can search for and access content on any platform, including web-enabled smartphones and tablets, enhancing mobility and flexibility.

Document Management

It can index and search various types of electronic documents, files, and emails, including legacy formats. It also provides high-definition viewing of documents, retaining original fonts, layouts, and imagery.

Automation and Efficiency

Perceptive Content automates content-centric business workflows, simplifies work tasks, and provides real-time monitoring, which improves process efficiency, accuracy, and reduces cycle times and costs.

Who Would Benefit Most

Perceptive Search is particularly beneficial for organizations that deal with large volumes of diverse content and need to manage this content efficiently. Here are some key beneficiaries:

Large Enterprises

Companies with extensive content repositories across various departments and systems can significantly benefit from the unified search capabilities and automated workflow management.

Regulated Industries

Organizations in industries with strict compliance requirements, such as finance, healthcare, and legal, can use Perceptive Search to ensure easy access to relevant information while maintaining compliance with records and retention policies.

Teams Needing Collaboration

Any team that requires seamless collaboration and communication among employees, customers, and vendors will find the platform’s ability to surface content in context highly valuable.

Overall Recommendation

Perceptive Search is a strong contender in the enterprise search tools category, especially for organizations seeking to streamline their content management and search processes. Here are some reasons why it is recommended:

Efficiency and Productivity

By making it easy to find, access, analyze, and use information, Perceptive Search boosts performance and productivity, reducing the time and costs associated with information retrieval.

Decision Making and Risk Mitigation

The platform’s ability to provide seamless, universal access to critical information enhances decision-making and minimizes business risks related to legal, regulatory compliance, and security.

User Experience

The intuitive features and user-friendly interface ensure that users can quickly find the information they need, even if they are not familiar with the exact location or search terms.

In summary, Perceptive Search is a powerful tool for any organization looking to enhance its content management, improve search efficiency, and streamline business processes. Its comprehensive features and benefits make it an excellent choice for large enterprises, regulated industries, and teams requiring enhanced collaboration.