Is it possible to search for and retrieve documents with Windows desktop search?
Windows Search works great with SimpleIndex because all index data can be saved to the folder and file names as well as the file properties, and OCR text can be saved to hidden layers in PDF files. Windows Search will read all of these elements when building its index and will return any matching files when you search.
Using Windows Search on a file server allows for instantaneous searching across terabytes of documents and text for all of the users on your network.
IFilters allow Windows Search to search within file contents.
Here are three popular PDF IFilters that will enable text searching for PDF files:
- Foxit PDF IFilter (commercial)
- TET PDF IFilter (free/commercial)
- Adobe PDF IFilter (32-bit / 64-bit) (free)
If you have issues with PDF text searching in Windows 10, this article has detailed instructions for resolving PDF IFilter issues:
https://fixedit.itxpress.biz/2018/07/05/searching-pdfs-in-windows-10/
- Published in Database & Retrieval, Export, Office PDF Text Processing
SimpleIndex creates output files with upper case file extensions but we use an UNIX-based fileserver which requires lower case file extensions. How can i change the output file extension from upper case to lower case (e.g. from .PDF to .pdf)?
In SimpleIndex 6, file extensions were changed to default to lower case so this should no longer be an issue. If you want to default back to upper case file extensions, you must edit the registry.
Go to HKEY_LOCAL_MACHINE\Software\SimpleIndex\Misc
Create a String value called “UpperCaseFileExtension” and set to 1 for upper case or 0 for lower case.
This registry setting will also work to change the default behavior of version 5.
- Published in Export
Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?
All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.
- Published in Database & Retrieval, Licensing & Installation
If it possible for index values to be keyed twice to ensure accuracy (double-key verification)?
There are two ways to do double-key verification in SimpleIndex.
When there is one operator, simply configure 2 index fields with the same name. The index value can only be saved if the 2 fields match.
If there are multiple operators, you can accomplish the same thing using “Database Update Mode”. The first user keys the value, and that is saved in the database to Field 1. The 2nd user uses a configuration that has two fields with the same name–one that reads the value from Field 1 and another that is mapped to Field 2 (initially blank). The 2nd user keys the value into Field 2 and will only be allowed to save it if the value matches Field 1.
We recommend contacting our professional services department before attempting to setup double-key verification in a multi-user environment, as this is one of the more complicated configurations that SimpleIndex supports.
- Published in Indexing & UI
Is it possible to have the scanned image itself added to a database and not just the image path?
Yes. Image files can be inserted into binary fields in Access, SQL Server, Oracle, MySQL and other databases.
Check the “Store files as binary objects” option on the Database tab and the “Output File Field” setting can be mapped to a binary field.
If using PDF, MS Office or other non-image files, use the File Type Field to store the file extension of the stored file.
SimpleSearch mode will let you view files stored using this method as well.
- Published in Database & Retrieval, Export
How is the FTP transfer secured?
SimpleSend uses standard Secure FTP with SSL encryption.
- Published in SimpleSend
How can I delete the barcode or blank page cover/separator sheet that I don’t need to save?
To delete any barcode page go into ‘Options’, to the ‘Barcode’ Tab and click the ‘Delete barcode page’ check box.
Blank page deletion is done through the minimum file size threshold located in ‘Options’ in the ‘Batch’ Tab. The option is called ‘Min. File Size (blank pages)’ and it has a field which you can enter numeric values on the left. The number corresponds to the number of pixels or bytes on the page.
To pick a number that will delete the blank pages and keep the pages with information you want, look at your largest blank page and your smallest page with information that you want saved and make the ‘Min. File Size (blank pages)’ number in between that.
For example, one of your largest blank pages is 4KB and one of your smallest pages with information is 8KB. You want to make the number in the ‘Min. File Size (blank pages)’ field in between 4000 and 8000. 6000 would be a good number to start with in this situation. At first, you will want to make sure this number is keeping all the pages you need and deleting those you do not want. Increase this number if blank pages are being saved; decrease it if pages with information are being deleted.
- Published in Bar Codes, SimpleCoversheet
How do you select what types of files to process?
You can tell SimpleIndex what types of files it should process and which file types to ignore.
This is done by clicking “Job Options” On the “Batch” tab you will find a field labeled “Input file types or mask”. These are the file types that SimpleIndex will input files from. The default types are:
TIF,PDF,JPG,GIF,BMP,DOC,XLS,PPT,DOCX,XLSX,PPTX,VSD,DWG,AVI,MP3
To process all files, enter *
SimpleIndex will ignore any file whose extension does not appear on the list.
In SimpleIndex 6 or above you can enter file masks to filter input files. Some examples are:
abc*.pdf (PDF files starting with “abc”)
ab??ef.* (All files starting with “ab”, 2 characters and “ef”)
It is possible to have some file types open automatically in their default application. This can be done by inserting a pipe “|” into the list. Any file types after the pipe will be opened in their default application. For example:
TIF,PDF,JPG|WAV,MP3,WMV,AVI
will cause SimpleIndex to display image files and open sound and video files in the default media player.
- Published in Import
My demo expired and I am not through evaluating. Can I extend the trial period?
To extend your demo for another 30 days, select “Extend Demo” from the “Version” drop-down list on the registration screen that is displayed when you launch the application. Follow the instructions on that screen to submit the Authorization Request Code for your demo extension. You can also refer to “How do I register/activate Simple Software Products?” in the Simple Software FAQ.
- Published in Licensing & Installation
I finished scanning and found a page that did not get scanned or was scanned incorrectly. How can I correct this?
Unfortunately scanners are never perfect and there is the potential for a pages to be missed or improperly scanned. This can bring up the need to fix this issue by inserting a scan in the batch or rescanning a page. This can easily be done with SimpleIndex.
Instructions for Inserting Missed Page
- Run a Batch with a Job Configuration without “Pre-Index Batch” checked
- Find the page in the batch that is immediately after the missed page
- Place the missing page(s) into the scanner
- Go to the Scan menu, select Insert and Scanned File In Batch
Instructions for Rescanning Page
- Run a Batch with a Job Configuration without “Pre-Index Batch” checked
- Find the page that was incorrectly scanned
- Place the improperly scanned page into the scanner
- Go to the Scan menu and select Rescan Page
Related Links
- Published in Indexing & UI, TWAIN & ISIS Scanning
Can I change the default folder that is displayed when opening job files?
When clicking the Open Job button or selecting Open in the File menu the Job Configuration file is opened. This defaults to c:\Images, but can be set per computer to open any folder including network and web based folders that show up in Windows File Explorer.
Instructions
- Go to the File menu and select Global Settings Wizard
- Select Advanced as the Setup Type
- Click Next to the Default Job Folder step
- Manually type the path or click “Browse…” and navigate to the desired folder
- Close and reopen SimpleIndex
If you chose Configure Advanced Settings on the first panel, you can also set default locations for Input, Output, Log, Backup, and Temp folders in the Default Data Folders step.
Related Links
- Published in Indexing & UI, Licensing & Installation
How do I connect to an SQL Server database?
SimpleIndex has the ability to export, query or autofill from an SQL database. This allows you to upload data that is indexed with SimpleIndex to a table or view, search against the database or pull information from the database based on a key value.
Insert New Data
- Open the Job Settings Wizard and go to the Database step
- Set the Database Mode to Insert New Records
- Click the “New Data Source…: button
- Select the SQL Database radio button and click Next
- Fill in the “Server:”, “Database:”, “Username:” and “Password” for the SQL Database
- Click the “Build” button to generate the Database Connection String
- Click the “Test” button to confirm SimpleIndex is connected to the Database properly
- Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
- Link all of the fields in SimpleIndex to the columns in the database that they should Insert to
Search Existing Data
- Open the Job Settings Wizard and go to the Database step
- Set the Database Mode to Retrieve and View Records
- Click the “New Data Source…: button
- Select the SQL Database radio button and click Next
- Fill in the “Server:”, “Database:”, “Username:” and “Password” for the SQL Database
- Click the “Build” button to generate the Database Connection String
- Click the “Test” button to confirm SimpleIndex is connected to the Database properly
- Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
- Link all of the fields in SimpleIndex to the columns in the database that they should Insert to
Autofill Based on Key Values
- Open the Job Settings Wizard and go to the Indexing & File Naming Step
- Click the “Autofill Settings…” button
- Select the SQL Database radio button and click Next
- Fill in the “Server:”, “Database:”, “Username:” and “Password:” for the SQL Database
- Click the “Build” button to generate the Database Connection String
- Click the “Test” button to confirm SimpleIndex is connected to the Database properly
- Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
- Select the key field for the database column in the “Database Key Field 1:”
- Select the key field for the SimpleIndex index field in the “Index Key Field 1:”
- Set-up the Autofill fields that need to be filled in based on the key field
Related Links
- Published in Database & Retrieval
How do I configure the output folder and file naming scheme?
Use the Folder and Filename check boxes on the Indexing & File Naming step in the Job Settings Wizard to indicate whether field values will be used to generate subfolders or filenames. Any field with the Folder option checked will create nested subfolders for each value in the order the fields are listed. Any field with the Filename checked will have the values concatenated to form the filename.
For example, if Field 1 and Field 3 have the Folder option checked, and Field 2 and Field 3 have the Filename option checked, image filenames will be created in the format:
%OUTPUTFOLDER%\Field 1\Field 3\Field 2 – Field 3.tif
The Filename Separator option on the Advanced tab lets you change the ” – ” between the fields in the filename to anything you want.
Related Pages
- Published in Export
How do I configure SimpleIndex to scan documents?
First make sure that you scanner’s TWAIN and/or ISIS driver (found on the included CD or manufacturer website) is installed and that the scanner shows up in the ‘Printers and Scanners’ section of the ‘Control Panel’ in Windows.
On the SimpleIndex Settings Wizard step of the Job Settings Wizard set the Input Type to Scanner or Both. Scanner will just use the scanner and both will scan first and then pull image from the Input folder.
Settings for the scanner can be found in the Scanner Settings step of the Job Settings Wizard. These allow you to select TWAIN or ISIS scanning, whether images are displayed during scanning and more.
From the Scan menu you have the option to select your scanner, display or hide the scanner’s TWAIN/ISIS settings interface or have SimpleIndex prompt the user when the feeder is empty.
The Scan to File option in the Scan menu lets you separate the scanning from processing. Use this to scan a sample image and save directly to a file folder.
Related Pages
- Published in