Quick Start Guide
Please see the below for a list of short videos to guide you through all of the powerful features of Ocrato. In these videos you will learn how to install and license Ocrato and how to run audits and conversions of documents to PDA-A (Searchable) documents. If you have a technical question please contact Support who will be happy to assist.
Introduction
Learn how Ocrato can help you audit your content and convert documents to a searchable, compressed format.
Ocrato is a solution to optimise the documents your organisation stores, making them smaller and searchable whilst removing duplicate and obsolete documents.
Ocrato has five powerful features:
The first is AUDIT - this produces a health check of your file shares and SharePoint sites producing detailed reports showing the potential savings from optimising your files
Convert will run optical character recognition (OCR) against scanned and PDF documents adding a text layer to each document to ensure they are searchable.
Compress uses hyper-compression technology to dramatically reduce the size of images and PDF documents - typically reducing files by over 3000%
Archuive allows you to delete or archive obsolete or old files from your file shares and SharePoint libraries.
De-duplicate will remove duplicate copies of documents. You can replace the duplicate with a link back to the original document.
Download your free copy of Ocrato to run an audit to show how much time, money and bandwidth you could save with Ocrato today.
Installation
Get your free evaluation copy of Ocrato and install in less than a minute.
Installing Ocrato is easy and only takes a few moments.
If you haven't already got a licence key, then visit Ocrato.com to download a free trial licence, which allows you to run unlimited audits.
Open the e-mail and click on the download link. Once the download is completed unzip the file and then double click to install. Click next. You can change the installation location if you wish.
When you run the application for the first time you will need to enter the licence key and activation code that was included in the e-mail. Just paste the license details in and click activate.
File Audit reporting for File Shares and SharePoint
Produce detailed reports showing potential savings on storage, bandwith and removal of duplicate and obsolete files.
Running an audit in Ocrato will inspect your files and produce a detailed report on the following:
- Do you have files that are currently non-searchable?
- Do you have duplicate files?
- Do you have files that could be compressed?
- Are there old or obsolete files that could be archived?
To Start the audit click on the Plus icon and select Audit.
Enter a name and optionally a description for the audit. You can connect to a file share or a SharePoint site.
Here, we will choose a file share.
You can choose the file types to audit, usually we leave all files selected.
Now just click RUN to begin the audit.
Once completed the summary screen shows the number of files that require OCR, are duplicate files or files that could be compressed.
Clicking Analysis Will give you more detailed information.
Clicking Details will give you a file-by-file breakdown.
Clicking Export will create your full audit report.
You can export to an Excel file or a CSV file.
When you open the Excel report the first tab shows a summary of the potential benefits
The Analysis will breakdown into
Searchable Analysis
Compression Analysis
Duplicate Analysis
And the final chart shows the potential for archiving content based on when it was created, last modified, or last accessed.
OCR for SharePoint and File Share files
Convert your scaned and PDF documents to ensure they are fully searchable.
Ocrato can convert non-searchable files such as scanned and PDF documents into a searchable format by using Optical Character Recognition.
To create a conversion job just click on the plus icon and choose Convert.
Select the location of the files to be convered. This can be a file share or a SharePoint site.
On the options screen you can exclude file types by their extension, change the OCR settings and add additional languages.
Finally, you can choose to delete the file once it has been converted or archive the old files to another location.
Just click Save and then run.
Once the job has completed you will be able to see the number of files that have been converted to a searchable format.
Hyper-compression to dramatically reduce your file sizes
Save storage and bandwidth by compressing your PDFs, scanned documents and image files.
In this video we will look at the compression Feature of Ocrato.
This feature uses hyper-compression to massively reduce the file sizes of images, scanned documents and PDF documents. It converts the file to a compressed PDF file with no loss to the quality of the file.
This saves on storage costs and makes files much quicker to download.
Here we have a small sample of files which are a mixture of scanned documents, PDF documents and images. Notice the first two files are 90 and 115 Megabytes, respectively.
Let's move to Ocrato and create a job to compress these files.
Click on the plus Icon and then choose Compression
Select the files to be compressed
In the options we can choose the type of files to compress. We may not wish to convert some image files, for example PNG to a PDF so only choose the correct file types to meet your requirements.
Next, we can select the action for the compression feature to take.
We can select "report only" to produce a report to show the details of the files that would be compressed. If we select "compress" we when have three options:
Keep Original - will make a compressed copy of the document and store it along with the original. It will have a date time stamp and a suffix of "compressed by Ocrato"
Delete Original - will remove the original file once a compressed version has been created
Archive Original - will move the original file to a file store that you choose
For our example we choose "keep original" so we can see the different before and after compression.
Click Save and then Run.
Let’s open the folder with the files in so we can see the compression.
The first file was 92 Megabytes, the compressed version is now 4.
The next file was 115 Megabytes, the compressed version is less than 6.
In this video we saw how to the use the compression feature in Ocrato.
De-duplicate SharePoint and File Share files
Save storage and ensure they is one version of the truth.
This feature allows you to remove or duplicate files or replace the duplicate files with a link to the original document.
As with all Ocrato features you can also run in a report only mode.
We will use this sample of files which contain a number of duplicates.
Click on the plus Icon and select "De-Duplicate"
Select the files you wish to check for duplicates. This feature also works for SharePoint.
As mentioned, we have three modes:
1) Report only will produce a report of the duplicate files without taking any action
2) Delete will permanently remove the duplicate files leaving only the original
3) Link to Orginal will replace each duplicate with a shortcut to the original file
Here we will select to replace the documents with a link to the original
Click Save and Run.
We will open the file location so we can see the de-duplicate in real time.
Notice how we are now left with the original documents and all of the duplicates have now become shortcuts.