A low-code solution for optimizing business processes

In today’s business landscape, organizations are constantly seeking ways to enhance efficiency and optimize business processes. This is where OptiMinds partners up with Kofax to meet our client’s ever-growing needs for smart business optimization.

Kofax TotalAgility is an intelligent automation platform designed to simplify and streamline complex business processes. The main goal is empowering businesses to transform their operations by using document capture, workflow automation, business analytics, and integration capabilities. These combined capabilities will result in higher productivity and drive sustainable growth.

Kofax TotalAgility is a part of the Kofax Intelligent Automation platform. It consists of multiple components that work together to provide a comprehensive automation solution.

Here are some of the key components of the Kofax Intelligent Automation platform:

  • Kofax TotalAgility: TotalAgility is a (mainly) low-code process automation and optimization platform that enables businesses to automate, orchestrate, and manage end-to-end processes. It includes features such as intelligent data capture, process design and automation, analytics, and integration capabilities.
  • Kofax Capture: Kofax Capture is a data capture solution that automates the extraction of information from various sources, including paper documents, electronic forms, emails, and more.
  • Kofax RPA: Kofax RPA (Robotic Process Automation) is a software robot solution that automates repetitive and rule-based tasks. It mimics human actions to interact with applications, systems, and websites, allowing organizations to achieve higher productivity and efficiency.
  • Kofax Insight: Kofax Insight is a real-time process intelligence and analytics tool that allows organizations to monitor their business processes.
  • Kofax Communications Manager: Kofax Communications Manager is a software solution designed to streamline and automate the management of communication channels both within an organization, and external communications with third parties.
  • Kofax SignDoc: SignDoc is a digital signature solution that allows organizations to securely sign and manage documents electronically. It offers a simple and convenient way to obtain electronic signatures, reducing the need for paper-based processes.

Core features

Kofax TotalAgility offers a comprehensive set of features that empower organizations to streamline their processes and drive operational efficiency. The main purpose of the TotalAgility platform is the ability to create a cohesive and optimized process without the need for a fully custom-built process orchestration solution. Its intelligent data capture capabilities automate the extraction of data from various sources, eliminating manual data entry and ensuring accurate information capture. Extracted data can be used in your business process where needed.

The platform’s process orchestration functionality enables the design and automation of end-to-end workflows, simplifying complex processes and reducing bottlenecks. The process orchestration uses BPM as a way to create workflows. Kofax Insights can easily monitor these processes. The analytical capabilities provide valuable insights into process performance, allowing organizations to make data-driven decisions and continually optimize their operations.

Creating websites and applications for the end-users of the process to use, is straightforward. When creating a process, the software can automatically generate activity applications. These applications can be fully customized to your client’s wishes without the need for heavy programming. (There is, however, the possibility to use programming to make an even better-looking website for your applications.)
Furthermore, the software’s robust integration capabilities seamlessly connect with existing systems, enabling a unified platform that facilitates smooth data exchange. Kofax ships with build-in connectors as well as the possibility to create custom connectors.

Together, these core features make Kofax TotalAgility a powerful solution for organizations looking to enhance efficiency, improve productivity, and deliver exceptional customer experiences.

Benefits and advantages

The main benefit of the TotalAgility platform is the user-friendly interface and low-code design of the software. There is no need for an extensive programming background in order to create a complex workflow. This empowers non technical users, such as business analysts or process owners, to design and manage workflows easily. You have the possibility, that when extensive programming knowledge is available, to use this to create even more complex setups to suit your needs.

Kofax TotalAgility is software specifically designed to orchestrate business processes and integrate different systems into one usable solution. This means that the platform ships with out-of-the-box and re-usable components to make creating a seamless workflow easy. These components can be quickly used when needed and can be customized to the needs of your business processes.

Kofax TotalAgility goes beyond basic workflow management. With its process automation capabilities, it allows organizations to design, automate, and optimize complex end-to-end processes. From data capture to decision-making and reporting. Easy integration with Kofax RPA and Kofax Insights allows its users to further automate and monitor business processes.

Unlike other workflow management solutions, TotalAgility incorporates intelligent data capture capabilities. It uses advanced technologies to automatically extract information from various sources, including paper documents, electronic forms, and emails. By eliminating manual data entry, TotalAgility enhances accuracy, reduces processing time, and frees up valuable resources for more strategic tasks. These capabilities can go both ways. TotalAgility can be used to generate documents based on data processed in the workflow. These documents can be sent internally or to customers via mail.

Kofax TotalAgility excels in its integration capabilities, allowing organizations to create a unified platform by seamlessly connecting with existing systems and applications. Whether it’s integrating with ERP systems, CRM software, or content management platforms, TotalAgility ensures smooth data exchange.

TotalAgility is designed to scale with the evolving needs of organizations. Whether you’re a small business or a large enterprise, TotalAgility can adapt to your requirements. You can easily adapt your workflow when new or updated processes enter the organization.

User experience and interface

As a business consultant, I constantly seek ways to help my clients optimize their operations and achieve greater efficiency. When I first came across Kofax TotalAgility, I was intrigued by its promise to simplify complex processes without requiring extensive programming knowledge. My background is in finance, so being able to easily combine the business knowledge that I gained, with straightforward software to optimize my clients’ processes, is a huge plus.

After taking the detailed courses that Kofax provides, I immediately felt confident in the abilities of the TotalAgility platform. There was little to no programming experience needed to build a fairly complex business processes that includes business rules, websites, applications, data capture, and more. The fact that I could use my financial/business experience as a base to build a streamlined and working process proved the immense possibilities of the platform.

The user interface of KTA works in a standard browser window. The menus are straightforward, and functionalities are easy to find. Customizing processes, websites, and applications was easy and showed a lot of potential.

Potential challenges

When implementing Kofax TotalAgility within your organization, you need to be aware of the potential challenges in order to roll out a successful solution. Knowing these challenges is important to prevent them from happening.

Implementing TotalAgility requires careful planning and expertise. As a powerful platform, its configuration and customization can be complex, making the implementation process challenging for organizations lacking in-house technical knowledge. Adequate training and support are crucial to ensure a smooth transition and successful integration with existing systems.

You require a deep understanding of the existing legacy infrastructure, data formats, and protocols to establish seamless data flow and connectivity. Failure to address these integration challenges can result in data inconsistencies, process bottlenecks, and operational disruptions. Knowing which variables hold your data and how to convert them from one system to another is crucial in developing your solution.

Kofax TotalAgility is designed to manage large-scale enterprise deployments and high volumes of data. However, as organizations grow and expand, scalability and performance become critical to the success of your solution. Ensuring that Kofax TotalAgility can manage increasing workloads, concurrent users, and data processing requirements may require additional infrastructure investments and performance tuning. Organizations must carefully assess their future needs and plan accordingly to prevent potential performance bottlenecks.

Introducing a new technology platform like Kofax TotalAgility requires organizations to manage change effectively and ensure user adoption. Employees may resist or struggle with adapting to new processes and tools, leading to a lack of enthusiasm and poor utilization. Effective change management strategies, user training programs, and continuous support are essential to overcome these challenges and maximize the benefits of Kofax TotalAgility.

While Kofax TotalAgility offers a wide range of out-of-the-box features, that require no programming background, organizations often require individual customization to further meet their specific business needs. Customizing the platform can present challenges in terms of a steep learning curve and the need for programming knowledge.

We can easily overcome these challenges with the right knowledge and planning. Doing extensive audits of the current processes is necessary to fully understand the processes and the needs of the organization. An important aspect of this is not just rebuilding your current system into the new TotalAgility environment, but using lean management and process optimizations first, to create a completely optimized and efficient process before creating your TotalAgility environment.


Kofax TotalAgility is a powerful low-code solution for optimizing business processes, streamlining operations, and enhancing efficiency. It offers a comprehensive set of features, including intelligent data capture, process automation, analytics, and integration capabilities. The platform’s user-friendly interface empowers non-technical users to design and manage workflows, while still offering the flexibility for technical users to customize processes to meet specific requirements.

However, organizations should be aware of the potential challenges that may arise during the implementation and utilization of Kofax TotalAgility. These challenges include the complexity of implementation, integration with legacy systems, scalability and performance considerations, user adoption and change management, and the need for customization and extensibility.

By addressing these challenges proactively and leveraging adequate training, support, and change management strategies, organizations can successfully overcome these hurdles and unlock the full potential of Kofax TotalAgility. With careful planning and effective utilization, organizations can optimize their business processes, drive operational efficiency, and deliver exceptional customer experiences in the digital age.

Are you interested in a sit-down session with OptiMinds to discuss your business process optimization needs? Make sure to contact us via our website at our contact page.