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.

Affordable Document Management Solutions with SimpleIndexThe 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.

Lowering the Cost of Document Management

automate data entry for affordable 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

Learn More:

Scan, file, and process document data quickly and efficiently with Simple Software's tailored OCR automation and one-click processing that fits your unique business needs
Use SimpleIndex OCR to convert scanned and digital images to searchable PDF files for automated sorting, filing, and export to applications such as Word, Excel, PowerPoint, etc.
Automatically and accurately convert scanned and digital documents with simple and complicated tables to PDF files, Excel, Google Sheets, CVS, and other spreadsheet formats with Simple Software's advanced document management suite including Abbyy FineReader, Simple Index, SimpleView, SimpleSearch, SimpleSend, SimpleExport, SimpleCoversheet, and AI components
SimpleIndex OCR automation analyzes, classifies, verifies, and exports digital data into searchable documents that can be stored and processed in a variety of SQL applications
Simple Software's Document management OCR (Optical Character Recognition) uses smart machine-learning and AI (artificial intelligence) methods to convert handwritten and digital text and image data into machine-readable text, allowing users to search, index, and organize large volumes of document data
Simultaneously recognize, analyze, and export large volumes of documents and digital data with SimpleIndex batch OCR (Optical Character Recognition) for processes dealing with large volumes of documents, such as digitizing paper and scanned archives or processing document data in a document management system
SimpleIndex Server enterprise OCR lets users automatically perform optical character recognition on thousands of documents at a time, scaling to meet the demands of the large volumes of document conversions and processes tailored to the user's specifications
SimpleIndex OCR data capture technology and page layout analysis automatically identifies common invoice data elements (vendor, date, amount, invoice number, line item data, etc.) to automate data entry, eliminate errors, automate retrieval, match POs (Purchase Orders), validate quantities and prices, automate electronic document management and storage
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Is it possible to search for and retrieve documents with Windows desktop search?

Please refer to the Wiki Documentation for the complete Searchable PDF reference.

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:

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/

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Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?

Please refer to the Wiki Documentation for the complete SimpleSearch reference.

All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.

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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.

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

Compare the SimpleIndex scanning and indexing workflow to 4 leading desktop document imaging applications–Kofax Express™, Kodak Capture Pro™, PaperVision™ Capture Express and Office Gemini DiamondVision™.

Compare SimpleIndex to the competition

University of SimpleSoftware

Extensive online training videos for the SimpleSoftware product line are available at the University of SimpleSoftware. Live versions of each class can also be scheduled with our support staff.

Visit the Simple Software University

Integrated Solutions Built with SimpleIndex

SimpleInvoice

Uses the OCR and dictionary matching functionality of the SimpleIndex scanning and indexing software to automatically scan, name, and organize incoming invoices into your chosen folder structure of searchable PDF files.

SimpleQB

Scan invoices, OCR the key data and automatically receive bills in QuickBooks accounting software. SimpleQB can transfer transaction data from SimpleIndex to QuickBooks, automating your scanning and data entry tasks simultaneously.

LoanStacker for Mortgages

Use OCR with a preconfigured dictionary file to recognize over 300 mortgage origination and closing documents. Automate scanning to popular mortgage applications like Calyx Point and EllieMae Encompass.

Find out more by going to LoanStacker.com.

SimpleIndex with Contentverse Document Management

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.

SharePoint Scanning

Automatically organize files and set custom column metadata in SharePoint 2010 using SimpleIndex index fields.

Screenshot OCR

Use screen captures to get index data from any application.

Patent ID and Title Extraction

Out-of-the-box configuration extracts the Patent ID Number and Title from any US patent application.

Zone OCR with Template Matching

This video shows the Zone OCR Invoice Processing sample job. Zone OCR is the traditional method for extracting index data from printed text that appears in a fixed location on every page.

The video also shows how Zone OCR is enhanced with SimpleIndex‘s Template Matching and Dictionary Matching features, giving you much more margin for error than other solutions.

Watch the Zone OCR Video

Document Barcode Recognition

This video shows how barcode recognition can be used with our 1-click processing feature to index files quickly, easily and accurately.

With a single click a batch of documents is imported, barcodes are recognized and files are exported to organized folders and filenames as well as a SimpleSearch document database.

In the second part of the video, a SimpleSearch configuration is used to search and view the files processed in the first part.

Watch the Barcode Recognition Video

PDF OCR Text Parsing

This video demonstrates the PDF OCR text processing capabilities of SimpleIndex by extracting the Document Number, Date, Document Type, Customer and Total from a number of Estimates and Invoices.

All of this information is read automatically using the existing text layer of a computer generated PDF, such as those created using PDF printer drivers. Template and dictionary matching algorithms are used to locate and extract the correct data values from the text.

Since the existing text is being used, OCR is not performed. This makes processing much faster and 100% accurate. OCR can be used to get text from scanned PDF files with no existing text.

Watch the PDF OCR Text Parsing Video

Sort and Index MS Office Documents

This video shows the Read My Documents sample configuration.

Word documents, Excel spreadsheets and PowerPoint presentations are automatically sorted using the SimpleIndex template and dictionary matching algorithms.

The files are reorganized using the Sales Rep, Customer, Document Type and Date extracted from the text.

SimpleSearch is then used to search and view the sorted files.

Watch the MS Office OCR Text Parsing Video

Full Page OCR Invoice Processing

This job configuration uses a 3-step process to automate the OCR processing. First, full-page OCR is performed on each image. Field data is extracted from the full-page OCR using template and dictionary matching algorithms. This is done in Pre-Index mode to allow unattended processing. Data is saved to a database so it can be reviewed and corrected in Step 2.

Step 2 uses Database Update mode to find images with missing index values and allows the user to manually enter the correct data.

Step 3 uses a SimpleSearch configuration to search and view the indexed images, including full text searches.

Watch the Full Page OCR Video

Running Jobs from an Icon

One of the most powerful features of SimpleIndex is its ability to be launched from a command line. This allows you to save job configurations to an icon that can be launched by double-clicking it. Processing can be fully automated so that it runs minimized in the taskbar and requires no user interaction whatsoever.

This video shows what happens when you run the various sample jobs in this way.

Watch the 1-Click Processing Video

Learn More:

KB Articles for Optical Character Recognition

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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.

Search and Retrieval with Document ManagementThere 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.

Download SimpleIndex Now

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!

 

Learn More:

Scan, file, and process document data quickly and efficiently with Simple Software's tailored OCR automation and one-click processing that fits your unique business needs
Use SimpleIndex OCR to convert scanned and digital images to searchable PDF files for automated sorting, filing, and export to applications such as Word, Excel, PowerPoint, etc.
Automatically and accurately convert scanned and digital documents with simple and complicated tables to PDF files, Excel, Google Sheets, CVS, and other spreadsheet formats with Simple Software's advanced document management suite including Abbyy FineReader, Simple Index, SimpleView, SimpleSearch, SimpleSend, SimpleExport, SimpleCoversheet, and AI components
SimpleIndex OCR automation analyzes, classifies, verifies, and exports digital data into searchable documents that can be stored and processed in a variety of SQL applications
Simple Software's Document management OCR (Optical Character Recognition) uses smart machine-learning and AI (artificial intelligence) methods to convert handwritten and digital text and image data into machine-readable text, allowing users to search, index, and organize large volumes of document data
Simultaneously recognize, analyze, and export large volumes of documents and digital data with SimpleIndex batch OCR (Optical Character Recognition) for processes dealing with large volumes of documents, such as digitizing paper and scanned archives or processing document data in a document management system
SimpleIndex Server enterprise OCR lets users automatically perform optical character recognition on thousands of documents at a time, scaling to meet the demands of the large volumes of document conversions and processes tailored to the user's specifications
SimpleIndex OCR data capture technology and page layout analysis automatically identifies common invoice data elements (vendor, date, amount, invoice number, line item data, etc.) to automate data entry, eliminate errors, automate retrieval, match POs (Purchase Orders), validate quantities and prices, automate electronic document management and storage

KB Articles for Document Management

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Read more
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