Service Catalog - Add New Scan and Capture Keywords


1. Service Description

This service offers the option to add custom words and phrases as defined keywords within the Scan and Capture configuration. Keywords assist with identifying data on invoices and can be used to identify labels presented in different formats next to the actual data item. E.g., Invoice Number could be defined with the following keywords:

Invoice Number:

Invoice N°
Invoice No
Invoice No/Date
Invoice Number
Invoice Ref


If non-standard keywords are required, the customer must opt-out of ‘Basware Maintained Keywords,’ and the management of keywords will be maintained via ServiceNow and the service catalog. The ‘Basware Maintained Keywords’ is no longer available for new customers. For more details, please see an article about modification.

Keyword updates can be delivered within 2 weeks, providing all the pre-requisites are fulfilled.

1.1 Glossary of Terms

The following terms are used in the document:

Term 

Meaning

S&C

Join planning and order confirmation meeting

MKG

Master Keyword Guide

ServiceNow

Basware support portal where new cases and requests are logged

SVG

Scanning Validation Guide

BT

Business Transactions

KTM

Kofax Transformation Module


1.1 Pre-requisites

Your order will be eligible for processing via the Service Catalog provided the request meets all the conditions specified in the checklist below. If the request does not meet all conditions, the order may be returned to you, or it will be handled according to the standard Change Request process with a specified work estimate.

Service Catalog Checklist for Adding New Keywords

1

Confirmation that the spend has been authorized (e.g., a Purchase Order) 

2

An active S&C service and SVG is in production

3

An active e-invoicing Receiving account

4

‘Keywords customer Maintained’ checkbox is selected in the customer's production SVG
5 A list of positive and Negative priority keywords must be provided

6

Sample Images are available with the custom keywords highlighted on the image (maximum 5 images)

7

Customer resource available for testing


If the request does not meet all conditions, it may be returned to the Customer or handled according to the standard Change Request process with a specified work estimate.

1.2 Deliverables (What you’ll get)

Your order will be completed and closed when the following deliverables are finalized:

In case you cancel an accepted order, or it is indefinitely delayed or by more than 3 months, Basware will close the order and invoice the work on a pro-rata basis.

2. Customer Requirements

We’re committed to completing your order as soon as possible, and to do this, we need you to observe all the stated requirements, including data and resources, at the stated or agreed timelines. If any requirement is incomplete, ambiguous or delayed, throughout any stage of the order, it will likely impact the delivery schedule and, in some cases, result in additional costs.

If you’re not ready with all the needed information and resources, we recommend you hold off placing your order until you’re ready.

2.1 When placing the order

When placing the order, we need you (the Customer) to observe the following requirements and provide all necessary information, documents, and/or test data.

2.2 When your order is accepted

Once your order has been accepted, you’ll be informed of when the new keywords will be added to your test environment, the target testing period, and the deployment date. To facilitate this, you’ll need to ensure the following resources are assigned and available to:

 

Key Task/Responsibility

Resource type

When

1

Join planning and order confirmation meeting

Customer, Basware

Order acceptance

2

Co-ordinate responses to Basware queries as they arise (SPOC)

Customer or Basware

Build and testing

3

Deploy necessary changes to customer-controlled interfaces

Basware

Build and testing

4

Review and correct any integration issues

Basware

Build and testing


2.3 When your order is ready for acceptance testing

Once we’ve made the change to your test environments, we’ll confirm to you that it is ready for testing. You’ll need to mobilize your team to validate that the solution and services are acting as expected. As part of this, you’ll need to ensure the following resources are assigned and available to:

 

Key Task/Responsibility

Resource type

When

1

Review and correct any validation issues

Basware

User acceptance testing

2

Review the sample invoices delivered via the active receiving connection

Customer

User acceptance testing

3

Validate the data-capture quality of test invoices based on added Keywords 

Customer

User acceptance testing

4

Report issues with collected evidence

Customer

User acceptance testing


2.4 When your order is ready for production

Once you’ve completed your acceptance testing, we’ll be ready to move your change into production. As part of this, you’ll need to ensure the following resources are assigned and available to:

 

Key Task/Responsibility

Resource type

When

1

Formally sign-off user acceptance testing and confirm deployment to production

Customer

Move to production

2

Confirm production deployment date

Customer

Move to production

3

Deploy necessary changes 

Basware

Move to production

4

Validate successful deployment to production

Customer

Move to production


3. Delivery Process

Adding new keywords often means making changes to several solutions and services. In some cases, there are customer-specific configurations that also need to be considered when delivering a change. The delivery process should include your specific delivery process, and if it doesn’t, it will need to be created the very first time we execute your order. 

3.1 Implementation

Basware activities to be completed:

Basware Scan Partner activities:

Customer activities:

4. Format for defining Keyword Priority 

5. Assumptions