Manage Paperless Documents

Write

The first component of the technology is the paper that each document is printed on. The paper is nothing more than regular plain white sheets you can buy at any office supply store; the difference is the actual printing of the documents. The first step is for Hyla Soft to recreate the existing documents so they can be used with FactoryScribe and are printable. Every single sheet of paper that gets printed for the files being used will have a unique dot matrix printed on them. This matrix gives the paper a grayish tint and is barely visible to the naked eye. This matrix acts like an x/y coordinate plane to not only interpret the handwriting but let the pen know the exact location on the page (text box, bubble, check box etc.) and on what specific document a user is writing. As a user writes the pen captures 70 pictures per second. The pen has the ability to hold up to 200 pages of data before a transfer is needed.

When a user needs to work with a specific document he/she can go into the FactoryScribe web portal, select the desired report to use and print it off. Then he/she just beings writing on the document just like they would with a regular pen.

Transmit/Interpret

As previously stated a pen can hold up to 200 pages before the memory is full. Once the data needs to be transferred, because either the document is complete or the pen’s memory is full, it can be done via Bluetooth or USB docking station. Using Bluetooth the pen can transfer the data to a smart phone and the smart phone can forward the info to FactoryScribe’s web application. If docked in USB station the info is also automatically sent to Factory Scribe. Once the data has been transferred it is stored in FactoryScribe's database. As soon as the data is in the database two things happen: one, the document text is interpreted by the system and converted to computer text and two, the completed document is then saved in the PDF format. Since the PDF is stored electronically, the original file can be discarded assuming it is has been completely filled out.

Validate

Once the information has been transferred to the database it has also been converted into machine text. Each text area on a document can have its own tolerance for accuracy. This is set up when the template of the document is being created. For example, if a user is a lab technician and is taking measurements that must be filled out and recorded for compliance reasons, then every area on the page where one would record that info could have a 95% tolerance. This means if FactoryScribe is not 95% sure it has interpreted the handwriting correctly the document will be flagged. Flagged documents require additional validation. To do so a user can login to the FactoryScribe system and view all submitted documents especially the ones that need further validation. Then when a user is validating the flagged documents Factory Scribe shows them which fields need further verification and the system displays an image of the recorded handwriting for that text area. When all text areas in question have been reviewed a user can submit the document with changes.

Integrate

If a submitted document does not have any questionable data fields or has been validated by a user, it can then be sent to a third party system. By taking advantage of XML, FactoryScribe can be setup to export data to other systems such as SAP or Oracle.