M-Files Artificial Intelligence now makes Metadata Suggestions

M-File’s next release will include some powerful artificial intelligence services to help end users with metadata suggestions.

I mentioned in another article that the power behind IML’s ‘Intelligence Components’ comes from the integration of Abbyy’s Artificial Intelligence (AI) technologies into M-Files. Based on textual content capture and OCR these AI technologies interpret text using algorithms that analyse the meaning of the words and the relationships between them allowing real time classification of complex and unstructured data.

Even though it sounds complex, it couldn’t be simpler for the end user. Drag a document into the vault and you’re presented with ‘tags’ or ‘suggestions’ that you can click on to populate the metadata fields. The ‘tags’ are based on information in the document that matches metadata already in the vault. For example, your vault may have a list of suppliers stored as metadata to use when adding invoices. When AI reads the invoice, because it matches the supplier name with the one stored as metadata in your vault, a tag is created as a suggestion for you. All you need to do is click on it to add it as metadata, much faster, easier and more accurate than clicking in the field and typing the name to select it.

It doesn’t stop there either; AI based metadata tags can be invoked on existing documents when a property is changed. This is especially useful for business processes where metadata is added or changed along the way in a workflow. Going back to our invoice example, the initial metadata suggested when added didn’t include a description as this is to be populated by the person approving it.

If you want to know more about how to setup M-Files Intelligence Service to make suggestions when adding documents or when a property is changed, please contact us.

Which Backup Media Is Right For You?

Twenty years ago, backup media was easy to get your head around. Floppy Disk, Iomega, CD and Tape Drives, nothing to it.

Nowadays there’s so much more – what method of backup to use, where the backups are stored, how the backups are taken, when they are taken and how the backups are tested to ensure they are restorable.

Floppy disks and Iomega have gone the way of the dodo, but let’s look at current backup media still in use

• USB Stick
• Internal Hard Drive (via RAID)
• External Hard Drive
• NAS
• CD / DVD (some people still use it!)
• High Speed Tape Drives
• Remote Backup Services
• Syncing over internet (OneDrive, Google Drive etc.)
• Cloud Backup

Each of these methods has its place depending on many factors, but don’t fool yourself thinking that a cheaper version will be ‘OK’ - It rarely is.

Considerations when deciding on a backup media type

Type of backup

Whether you are backing up hourly or daily and what sort of files you are backing up should help determine what backup media to use. For example, if you have a large amount of data requiring a nightly backup, then you could not use DVDs.

Backup Media Cost

It is important to factor in the cost of backup media, as well as the number of devices you require to ensure a consistent and effective backup process.

Backup data security

Identifying what is backed-up and how sensitive that data is can help you decide the most appropriate backup media. If your data is integral to your business, don’t sacrifice quality for savings.

Restorability

You need to weigh the risk of your selected media - how often will a restore fail per 1000 times it is tried? Each type of backup media has its own pros and cons and you need to investigate them properly to make an informed decision.

Hardware Redundancy

Ensuring that your hardware is not going to become redundant over time is extremely important when choosing a media type. Five years down the line, you may need to restore data which seems recent today, and the hardware may be considered obsolete with the restore devices hard to find. Restoring from a 3.5” floppy disk today would not be the easiest task.

Restore speed and time

Depending on the data, whether it is ‘mission critical’ or whether you can do without for a day or more, all plays a part on which backup media to use and what processes to put in place. Consider putting your crucial servers on a quicker restoring media where possible.

These are only a few considerations when looking at backup media. You need to see the complete picture and envision where your organisation might be in five to ten years’ time. If you think back on how things have changed since the 1990s, you can appreciate that being open to new ideas and processes could not only save you time, but also money.

For more information on back-up software and processes, get in touch with one of our highly experienced staff today. 

Digital Transformation in a B2B Example

Click the link below to find out how this business implemented a successful Digital Transformation.

Digital Transformation in B2B Example

For more information on Digital Transformation, get in touch with one of our experienced team members today.

Dimensions & Cost Centres With SAP B1

SAP Business One allows users to allocate cost centres to transactions with up to five dimensions. The purpose is to be able to allocate a cost centre to a transaction for transactional reporting, as opposed to general ledger account reporting. This provides users a more in-depth view of what is taking place in each area of the business.

Let’s take an example of this where dimensions come into play; say you have a general ledger account number and the accounting team does not require multiple segments for reporting (this would create too many accounts to monitor). Instead they enable cost accounting within SAP B1 by going to System Initialisation – General Settings – Cost Accounting and enable ‘Use Dimensions’. Generally, the option to display distribution rules ‘In Separate Columns’ is selected.

Once saved, the dimensions can then be setup for cost centres to be created per each dimension. A cost centre is a company, unit or division that performs a specific business function. Users define the various cost centres and can then assign revenue and expense accounts to those cost centres.

The cost accounting feature, and the ability to assign dimensions and distribution rules, is a very versatile function. Once setup correctly, cost centres can be allocated to transactions at the time of posting, providing users a complete view of the costs related to running each department. In addition, it allows you to generate reports that reflect the distribution of costs across selected dimensions.

This provides management ability to better understand its operations and can assist with future planning and deciding what areas require improvement. Through utilising this function, SAP Business One can help businesses better manage their operations and provide them with access to necessary data and information across all business lines or departments.

Note that any changes to your system should be discussed with your consultant prior to proceeding. Ensuring that workflows are not affected, that reporting requirements are achieved and that other areas are correctly setup to allow for cost centres to be allocated correctly is integral to achieving the desired result.

If you are looking to implement cost centre accounting within your organisation, please don't hesitate to contact our team today!

Mobile Device Management

What is it?

Mobile device management (MDM) software allows IT staff to manage, secure and monitor mobile phones provided to employees. MDM software can be implemented and used to manage devices across multiple different Service Providers and all major phone operating systems.

Why is MDM important?

MDM allows IT staff to have a centralised management portal covering all the devices provisioned with the MDM software. This allows IT to have quick access to device data and statistics, apply security profiles and give mobile device support.

The security profiles can be used to implement secure emailing, secure web browsing and the lock down of the app catalogue, ensuring only certain whitelisted apps are available.

An MDM platform can be utilised to setup and configure a VPN for use by those mobiles which have the VPN policy applied, allowing for centralised management for any updates needed.

MDMs can perform remote locking and remote wiping of data in an event where this could be necessary, if the device is lost or stolen and contains sensitive information.

For organisations using a corporate network, implementing an MDM profile on a mobile device can ensure that whenever that device is in range of a pre-defined WiFi network that it is granted access.

Other Benefits?

A major benefit of implementing an MDM is that it gives IT the ability to let staff utilise their already existing mobile devices for the work place and permit connectivity to the corporate environment. Due to the sheer number of people who have personal computing devices (smart phones, tablets, laptops), this gives a major advantage and saves costs for those organisations who do allow BYOD (bring your own device) with their MDM platform.

Advance and MDM

Advance work with the AirWatch platform, which is VMware’s MDM solution. Offering compatibility with Android, Chrome OS, iOS, macOS, Windows 10 and more, AirWatch is a leader in the MDM space.

If you are interested in more information, or wish to try out AirWatch contact Advance Business Consulting below.

Our Top 6 Internet Safety Guidelines

We have all heard stories about people being held to ransom by their own computer, an identity being stolen online, or even credit card information and passwords being stolen. Many of these occurrences can be traced back to the end user not being diligent when opening emails, clicking on links, downloading files etc.

So here are our top 6 rules when browsing online:

1. Keep your personal information private

Personal information in the public domain can be used against you maliciously in a multitude of ways – the best way to avoid this is keep your personal information offline.

1. Ensure privacy settings are switched on

To further ensure information isn’t unintentionally gleamed from you; ensure that you enable privacy settings on web browsers, social media, etc. as some sites will try and gleam as much information as possible, whether for marketing or to sell on. This includes when they ask you to opt in - seriously consider what information you might be allowing even reputed sites to take.

1. Maintain safe browsing habits

If it sounds to good to be true, it probably is. It’s very commonplace for a tempting offer, a link to something that sounds very appealing or a notification that you’ve won a competition. One unthought-out click could expose your data or even put malware onto your device.

1. Ensure you are using a secure internet connection or WiFi network

As we discussed in our article Is Public WIFI Worth the Risk?, using a public WiFi network opens you up to all sorts of vulnerabilities as you can’t tell where your data is being routed. We strongly recommend not using any personal information or login credentials when connected to an unknown or public WiFi.

1. Be careful what you download

The easiest way for a cybercriminal to get a virus or malware onto a targets PC is for them to voluntarily download it. When you are downloading from the internet, make sure you are getting it from the provider’s webpage and from a site that you trust.

1. Maintain strong passwords

One of the biggest vulnerabilities and typically an easy target for those with malicious intent, is the end-user’s password. People tend to use passwords that are easy to remember, and typically easy to guess (or brute force). We suggest using at least a 10-character password and a combination of letters, numbers and characters. It is also common to use a password manager, which can generate a password of varying complexities for all websites, using one master password for the password manager. Obviously, it is crucial to use a very complicated password for the manager as it is a single point of failure, and enable two factor authentication wherever possible.

For more information regarding internet safety and how you can better protect your information, get in contact with one of our team members.

What is an API?

What Is an API?

If you have talked with a programmer you may have heard them comment about API calls and ‘talking’ to another application via its API. API stands for Application Programming Interface, which allows different applications to communicate, without learning each other’s ‘language’.

The purpose of APIs

APIs make it easier for developers to communicate with other applications, using certain pre-defined methodologies when building applications. An API allows one application to permit another application to use only specific objects or actions in a way that ensures compatibility and integrity between the two.

What can an API do?

A request to gather information from a third-party application may use an API call as the means to communicate, allowing the programmer to gather and use information in a way that is accessible. The API acts as a middleman for the programmer when requesting information from another application, while also letting the programmer know what he can ask for, how to ask the question and how to process the answer.

Take for example when an order is placed on a front-end system, an API can be used to send the order details (delivery address, customer details, etc..) into an internal system that it doesn't natively communicate with. Whether an accounting system, fulfillment software or even directly into a database, it’s possible to streamline the way data is transferred and interpreted when utilising an API.

Why use an API

•  API’s provide an enhanced layer of security; through never exposing your data fully to the server, and the server never fully needing to expose itself in return. Instead, each communicates with the API, only sharing that which is necessary.
• An API allows for simplicity and reusability by implementing a standard programming method to interact with the server, allowing the same method to be used for each application.
• APIs are typically developer-friendly, easily accessible, and how to interact with it and what calls to make are usually well documented.

This all allows for an integration to be developed in less time, with rules governing how and what access is provided.

Things to keep in mind

Just as easily as they give access, capabilities given through APIs can be taken away. If an API that you rely on reduces its capabilities, or even an API that you utilise is shut down suddenly, you may find yourself in a tough situation with severely reduced functionality.

It pays to research the APIs you utilise and keep up to date with news and developments. 

If you have queries about custom software and about how Advance can help streamline your processes, get in touch. 

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Antivirus Software and Firewalls

Antivirus Software and Firewalls

These days almost everyone uses the internet on a regular basis, whether at home, work or on the go. The internet is a tremendously valuable resource; as the number of people accessing the internet grows, so do the risks associated with it. Regardless of whether you are accessing the internet for personal or professional purposes, it is imperative to ensure you are doing so safely.

Two vital components to protect yourself and your system online are an effective anti-virus and a firewall.

Antivirus software

Anti-virus software is your primary defense against malicious threats online and offline. An anti-virus runs in the background of your computer, quietly checking every file that is accessed, monitoring for threats (this is often referred to as ‘real-time protection’). Your anti-virus runs these files through its database, checking against known viruses and other malware. Because of this method, it is very important that you regularly check for updates with your anti-virus software or set it to auto-update.

Anti-virus software can also perform a ‘full system scan’, where it will scan the selected locations to ensure there is no malware lying dormant. Full system scans are typically used when initially installing the software, or when you think your computer is acting up and something could have slipped through the cracks of your real-time protection.

Firewalls

In the most basic sense, a firewall is a barrier to keep damage away from your property – hence the name firewall. A firewall is a piece of software or hardware that sits between your computer or private network and the internet. Its job is to filter information (packets) coming through your connection, and if need be, reject them. A firewall gives you several options to establish rules to identify the traffic allowed in and out of your network, whether restricted by IP, certain ports or through application filtering amongst others.

By rejecting this unwanted traffic, the firewall prevents those with malicious intent being able to probe your network and attempt to cause damage by stealing information, uploading malware, performing denial of service attacks, using remote login, source routing and more.

Firewalls are effective at protecting your system from unauthorized entry, but they are not capable of removing malware from an already infected system – therefore firewalls should always be used in conjunction with some form of anti-virus software, ensuring that both are always up to date.

For more information on Managed Technology and Security please contact us

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