If you have not yet decided on a plan for how to organize your scanned images for later retrieval, you should take some time to consider the possible options.  There are several ways to store your document images for later retrieval once they have been scanned with SimpleIndex:

• Use SimpleSearch to search and view documents

• Use SimpleQB to integrate your documents with QuickBooks

• Use a third-party document management system to provide advanced features and security

• Use Windows folders & filenames to organize your files and free viewers like Acrobat Reader to view them

• Use a database or spreadsheet such as MS Access and Excel to store the index data and provide links to the stored document images.  Clicking the links can open the image in a free viewer like Acrobat Reader.

• Integrate SimpleIndex directly with your custom application using the Command Line Interface

The information on this page can also be found in the SimpleIndex Manual.

The same SimpleIndex installation is used to install SimpleSearch, only the serial number is different.  Any SimpleSearch workstation can be upgraded to a full copy of SimpleIndex just by paying the difference in price and entering a new serial.

SimpleSearch can use SimpleIndex's built-in database to perform searches, or connect to any other database, even those for existing business applications.  Users simply type index values they want to find and SimpleIndex displays the matches.  Partial matching and full text searches are also supported.  Displayed documents can be printed, e-mailed or opened in their associated application (Word, Acrobat, Excel, etc.).  SimpleSearch can view several common image formats, PDF files (with Acrobat 7 Reader installed) and can preview files for any OLE-enabled application installed on your computer (MS Office, Adobe applications, AutoCad, etc.)

SimpleIndex also has a Media Wizard that lets you copy your database and images to a CD or DVD automatically. The disc contains a start page that opens automatically when it’s loaded, giving the user the option to install SimpleIndex or search the disc. SimpleIndex configurations are created automatically and installed on the disc, allowing the user search the images in SimpleSearch.  When searching images from a CD or DVD, the demo period is bypassed, allowing free use of the application for media you distribute.  This is an excellent solution for service bureaus and legal applications.

Unlike other document management applications, SimpleIndex requires no additional software to find and view your images. All files scanned with SimpleIndex can be stored using meaningful folder and filenames that let you find any document even if your database has become corrupt or obsolete. Many legacy document management systems have been phased out, leaving their owners with unsupported software, proprietary databases and numbered files that can’t be identified without a long and costly conversion. SimpleIndex uses no proprietary databases, file types, naming conventions or anything else that will prevent you from accessing your critical documents at any future date.

Windows folders and filenames work just like a filing cabinet, organizing your files hierarchically and providing all the information you need to find the file you’re looking for. SimpleIndex lets you create a Windows folder hierarchy very quickly and easily. Instead of manually creating each folder and typing the full filename for every document (like a traditional “Save As” window), SimpleIndex lets you enter your folder and file labels as index fields, and then automatically applies these values to all the images. SimpleIndex standardizes the folder and file structure, giving each of your documents a unique and meaningful label. Simply share the image folder and all the users on your network can now view these files on their computer without any additional software required. These folders can also be copied to CD or DVD for archival or distribution.

Since this option requires no additional software to search and retrieve documents, it is the best solution for small businesses or departments with limited budgets for scanning.

The index file that SimpleIndex provides can also be imported into a database or spreadsheet, allowing you to create a search and retrieval interface for your documents that is simple, cost effective and tailored for your specific application. SimpleIndex can also be configured to interface directly with any database, eliminating the need to import the index files.

Using the Blank Database Wizard, anyone can create a generic database with built-in search and viewing functionality and connect it automatically to an existing SimpleIndex job. The result is a completely free document management system that anyone with Microsoft Office can use. Those familiar with Access may customize the forms in this database to display descriptive field names and hide unused fields.

The following spreadsheet was created by opening the index file in Excel and adding the column headings.  The image file paths were automatically converted to hyperlinks by running this simple macro:

Sub ConvertToHyperlink()
Dim oCell As Range
For Each oCell In Selection
   oCell.Font.Bold = True
   ActiveSheet.Hyperlinks.Add Anchor:=oCell, _
      Address:=oCell.Value, _
      TextToDisplay:=oCell.Value
Next
End Sub

To use this macro, simply copy the code example into the Excel macro editor, select the cells in the Image File column and run the macro. Now users can simply click the cell and the image file will open in their default image viewer.