SimpleIndex is the perfect front-end scanning tool for your document management system. These videos show several ways that SimpleIndex can be configured to automate document capture with the CompuThink Contentverse document management solution.
Affordable Document Management
SimpleIndex® is a great solution for small businesses and departments that need a quick and affordable way to scan, organize and view documents. SimpleIndex provides a wide variety of retrieval options, many of which require no special software to find and view documents.
The most basic solution uses Windows folders and filenames to organize and find documents on a shared network drive or synced to a cloud storage platform.
SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible.
You can also use SimpleIndex with SimpleSearch to create a keyword-searchable database that lets you find and view documents based on one or more index values.
There are several advantages to using SimpleSearch instead of Windows folders:
- Find documents based on specific keywords or phrases
- Drop-down lists to select possible keyword values
- Use “And” and “Or” logic to search multiple field values
- Search the full text of OCR’d documents, Office and PDF files
- Search results are returned instantly
- Quickly browse through all matching files, even if they are in different folders
- Integrated file viewer with zoom, annotation, print and email functions
- Index data stored in a database and can be re-used for reporting and other applications
Integration with Third Party Document Management
SimpleIndex is able to integrate with Enterprise Document Management Systems using a variety of integration methods.
- SharePoint integration is built directly into SimpleIndex.
- Cloud Storage platforms like Google Drive, Box and OneDrive can be integrated via sync apps.
Output standardized and organized folders and filenames. Full-text search for Office and PDF files. - Popular document management systems like Digitech PaperVision and ImageSilo, Computhink Contentverse, Laserfiche, and others are supported out-of-the-box using SimpleExport to create custom import files.
- Integration with many other systems can be done via the default CSV data file format.
- If a custom import file format is required, SimpleExport can be configured to produce it.
Lowering the Cost of Document Management
Many small businesses are going digital with their documents. However, many also find that the document management systems available are too complex, expensive, or labor-intensive to be practical in a small office.
SimpleIndex was designed to solve this problem by removing many of the costly and cumbersome “gotchas” that make practical implementation of these systems impossible.
Here are some of the ways SimpleIndex saves you money:
- Standalone scanning, indexing & retrieval license starts at $500.
- No limitations on processing volume (“click charges”).
- Files are stored in standard formats using logical folders and filename structures
- Exported files can be synced any cloud storage platforms
- Key data is embedded in the file names and metadata tags to ensure they can be found without a third party database or app
- SimpleView provides both free and low-cost options to browse, search and view exported documents.
- SimpleSearch provides a client/server document management system with index field and full-text search for a minimal cost per workstation.
- SimpleIndex integrates with any custom database, allowing you to use existing infrastructure or free/open source database platforms instead of buying expensive licenses.
- SimpleIndex integrates seamlessly with most document and content management systems available on the market today. Leverage the low cost and enhanced feature of SimpleIndex as an alternative front-end for migrating documents to your DMS.
- SimpleIndex uses OCR, barcode recognition, database lookups and advanced pattern matching algorithms to automate the indexing and filing of captured documents. Combined with its streamlined workflow, SimpleIndex gives the highest level of automation you can get in this price range.
KB Articles for Document Management
- Oracle database is slow to respond
- What is Document Imaging?
- Using alternate database schemas
- Multiple Sort Fields on Search
- Access Database Connection String
- How do I delete an image and it's database entry?
- Is it possible to search for and retrieve documents with Windows desktop search?
- Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
- How do I use the Media Wizard to create searchable DVDs or thumb drives?
- How do I export index data to a database?
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
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
Video Demos
These videos demonstrate several ways SimpleIndex® can automatically index different types of documents. If you are new to SimpleIndex, watching these videos is the easiest way to see what it can do. You can follow along using the sample files included in the SimpleIndex Trial.
- Zone OCR with template matching
- Document barcode recognition
- PDF OCR text parsing
- Sort and index MS Office documents
- Indexing with full-text OCR
- Running jobs from an icon
The sample files are copied to your Configuration Folder when you run the SimpleIndex Trial for the first time. If you can’t find the samples, copy them with the Global Settings Wizard in the File menu.
Compare Major Scanning Solutions
Integrated Solutions Built with SimpleIndex
Zone OCR with Template Matching
Document Barcode Recognition
PDF OCR Text Parsing
Sort and Index MS Office Documents
Full Page OCR Invoice Processing
KB Articles for Optical Character Recognition
- Language Pack for Standard/Tesseract OCR
- Languages Supported in SimpleSoftware OCR Engines
- What is Document Imaging?
- Change the Dictionary Separator Value
- Change the OCR Font or Type
- Regular Expression (RegEx) - Syntax or Type
- Autonumber Increment Value
- I'm using full page OCR. The information is all appearing in the txt file but it is losing format about half way through. Data to the right is ending up at the end of the txt doc. Can this be fixed?
- Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
- If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
Searching and Viewing Documents
If you have not yet decided on a plan for how to organize your electronic documents for later retrieval, you should take some time to consider the possible options.
There are several ways to search and view documents processed with SimpleIndex®
- Use SimpleSearch to use keyword searches to find and view indexed documents
- Use SimpleView to browse folders, search files, view, edit and annotate scanned documents without a database
- Use a Document Management System for integrated searching, viewing, workflow, security, compliance auditing and other records management functions
- Use Cloud Storage platforms like Google Drive, Box and OneDrive
- Use SharePoint to share documents online with custom metadata, create custom document workflows and employ records management standards
- Link files to a custom application using the Command Line Interface or RPA bot
- Integrate with your Database to associate documents with records via link or binary field
- Work with our Professional Services Team or an Authorized Dealer to create a customized solution or direct integration with virtually any application
Choosing a Document Management Solution
Given the variety of free or very low cost file storage solutions available, why would you invest thousands of dollars in a document management system?
- When high security or access tracking logs are required
- Compliance with regulations like HIPAA, Sarbanes-Oxley, FINRA, FOIA, SEC, etc.
- There are document-based workflows that can benefit from automation
- Users need to view files without installing software licenses (like DWG, VSD or PSD)
If you already have a database or business app that you use to search for records, and that application has the ability to store or link external documents to those records, this is usually the best choice.
If your business application doesn’t have document management capabilities, there are integrations that can overlay a button or hotkey that lets users open associated files from any screen.
If your business has many different types of documents spread across multiple departments that use different applications, and they sometimes need to be able to access each others’ documents, then a central repository is the better solution.
Cloud Storage platforms like Google Drive, Box and OneDrive provide low-cost, secure online storage that makes it very easy to share documents worldwide on any device. However they don’t have the ability to do field-level indexing to allow for more granular searches, lack the compliance tracking features of a more robust DMS, and don’t have integrated viewers that can display some of the less common file formats without having the application installed.
Find Out More
Read more about Affordable Document Management solutions with SimpleIndex.
Check out our How to Scan Documents for a detailed guide to creating scanning and retrieval systems.
Our Professional Services department can help you with every step of our project, and often have you up and running in just a couple of hours.
Please Contact Us to schedule a demo or ask us any questions you have!
KB Articles for Document Management
- Oracle database is slow to respond
- What is Document Imaging?
- Using alternate database schemas
- Multiple Sort Fields on Search
- Access Database Connection String
- How do I delete an image and it's database entry?
- Is it possible to search for and retrieve documents with Windows desktop search?
- Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
- How do I use the Media Wizard to create searchable DVDs or thumb drives?
- How do I export index data to a database?