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SimpleIndex

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SimpleIndex by SimpleSoftware
500 W Summit Hill Dr SW # 302, Knoxville, TN 37902

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  • Knowledge Base - Article

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 affordable solution uses Windows folders and filenames to organize and find documents on a shared network drive. SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible. Other applications force the user to create folders and name files manually, making ad-hoc document management too labor-intensive to be practical.

SimpleIndex is a great instrument for capturing  and storing of important records for long term retention in a document archive.

You can learn more about document processing and archiving here:

  • Database Integration

  • Automated Processing

  • Document Classification

  • Automatic Indexing

  • MSDS Material Safety Data Sheets Indexing

  • Patent ID and Title Extraction

  • Sort & Classify Federal Tax Documents

  • Invoice Processing Solutions

Is it possible to search for and retrieve documents with Windows desktop search?

Wednesday, 28 February 2018 by dwilder

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/

ArchiveContentverseDatabase & RetrievalDocument Management SoftwareIndexingMicrosoft Word Data ExtractionOffice PDF Document IndexingOffice PDF Text ProcessingPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementRecords ManagementSearchSearchable PDF OCRText Processing
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  • Published in Database & Retrieval, Export, Office PDF Text Processing
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Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?

Wednesday, 28 February 2018 by dwilder

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

ArchiveContentverseDatabase & RetrievalDocument Management SoftwareIndexingLicensingLicensing & InstallationPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementRecords ManagementSearch
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  • Published in Database & Retrieval, Licensing & Installation
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I have a scanner/copier that creates PDF and TIFF files and saves them to my file server. Can I use SimpleIndex to create a searchable CD/DVD from these files?

Wednesday, 28 February 2018 by dwilder

This feature is included in SimpleIndex at no additional cost and is called the Media Wizard.

The Media Wizard is located in the “Send” file menu and is called Media Wizard. It allows you to burn your images, indexes, a database and a free SimpleSearch viewer for just the CD or DVD. It also provides an easy way to get the maximum amount of information on the media that you want it on.

You set up the Media Wizard by pointing it to your image folder and database and you select the media that you would like to put it on. It then saves a file folder with all the files that you would need in the size of the media you are using in the location that you designate. You then burn these files using the burning application of your choice.

ArchiveDatabase & RetrievalDocument Management SoftwarePaperless OfficePDFPDF Archive Scanning SoftwareRecords ManagementSearchTIFF
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  • Published in Database & Retrieval, Import
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How do you configure full text searching in Retrieval mode?

Wednesday, 28 February 2018 by dwilder

On the Database tab there dropdown in the lower portion of the panel for Full Text OCR Field. Put the name of the field that will store the full-text data there. This must be configured both for Insert and Retrieval mode configurations. The database field needs to be sufficient length to store the entire text of your document.

Of course, the Insert Mode configuration must have “Enable Full Page OCR” checked to generate full text data from images. Text from MS Office documents, PDF files and existing OCR text files can be used without setting this option.

When designing your Retrieval Mode configuration, create a Text field to use for full text search queries. On the Database tab, set the corresponding “Database Field Name” to the full text database field.

When searching on your full text field, SimpleIndex finds the text you enter no matter where it appears in the document. It is able to match partial words. It does not perform boolean or natural language searches. The text entered must match the document text exactly.

ArchiveDatabaseDatabase & RetrievalDocument Management SoftwareExportFull Text IndexingIndexingIntegrationMS AccessMySQLOCROCR Form ProcessingOCR ScanningODBCOffice PDF Text ProcessingOraclePaperless OfficePDF Archive Scanning SoftwarePDF Data Extraction SoftwareQuickBooks Document ManagementRecords ManagementSearchSearchable PDF OCRServerSharePoint ScanningSQL ServerText ProcessingZone OCR
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  • Published in Database & Retrieval, OCR
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Affordable Document Management

Wednesday, 17 January 2018 by Simple Software

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 affordable solution uses Windows folders and filenames to organize and find documents on a shared network drive. SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible. Other applications force the user to create folders and name files manually, making ad-hoc document management too labor-intensive to be practical.

You may 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
  • 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

There are many ways to store and retrieve your documents using SimpleIndex. Click here to learn more about them.

Bringing Document Imaging to Everyone

The introduction of low-cost scanners and hard drive space has made many small businesses consider going digital with their documents. However, many find that the document management systems available are too complex and expensive 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.
    • Many companies offer affordable basic scanning solutions, but charge big for labor-saving features like barcode recognition and OCR that are necessary to make most scan jobs practical. SimpleIndex offers the complete package for $500.
    • No limitations on processing volume (“click charges”).
    • SimpleSearch provides a fully functional client/server document management system for minimal cost per workstation.
    • Create searchable CDs or DVDs for document distribution with no additional modules to buy or royalties to pay.
    • Files are stored in standard formats using logical folder and filename structures, allowing you to find documents without any special database or retrieval software just by browsing their folders. 20 years from now when no software exists that can read your document database, you will be glad you have this feature!
    • SimpleIndex integrates with any custom database, allowing you to use existing infrastructure or free database formats instead of buying expensive database licenses for your imaging users. This also allows direct integration with your custom business applications with little or no programming.
    • SimpleIndex integrates seamlessly with most document and content management systems available on the market today. Often this results in a much more streamlined input process for much lower cost than the interfaces provided with these systems.
    • The labor required to scan documents has been a huge barrier for small businesses. SimpleIndex includes advanced template matching and dictionary matching OCR algorithms that let you extract index information from anywhere on a document, providing an unprecedented level of automation. Instead of calling this “Dynamic Forms Processing”and charging you an extra $10,000, we include this for free with our OCR module.

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?
ArchiveContentverseDatabase & RetrievalDocument Management SoftwareIndexingPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementRecords ManagementSearchSharePoint ScanningSimpleView
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Document Management

Wednesday, 04 October 2017 by dwilder

Designing Your Document Management Solution

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 search and view documents scanned 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 third-party document management system for integrated searching, viewing, workflow, HIPAA compliance and other document-centric functions
  • Use SharePoint to share documents online, create custom document workflows and employ records management standards
  • Use the Windows Search Bar to search the names AND contents of files stored on Windows Server 2008 or later.
  • Integrate SimpleIndex directly with your custom application using the Command Line Interface
  • Work with our professional services team or an Authorized Dealer to create a customized solution or direct integration with virtually any application
  • Use a custom database or spreadsheet such as MS Access, SQL Server or Excel to store the index data and provide links to the stored document images

 

Use SimpleSearch

SimpleSearch is included with all versions of SimpleIndex and can also be licensed by itself. SimpleSearch implements the same SimpleIndex interface in “Retrieval” mode, hiding all the menus and toolbars used for scanning. Index fields normally used to assign values are used for searching instead.

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, Adobe Reader, Excel, etc.). SimpleSearch can view several common image formats, PDF files and can preview files for any OLE-enabled application installed on your computer (MS Office, Adobe applications, AutoCad, etc.)

Using a Document Management System

There are a wide variety of small business and enterprise document management systems available on the market today. They manage stored images and index data, and provide users an interface to search for and view these images. Many perform advanced functions like workflow management, revision tracking and access auditing for HIPAA compliance. SimpleIndex has the ability to interface with these systems, making it an ideal scanning front-end for use with most document management systems on the market.

Integration with document management software is done via the Index Log Files that SimpleIndex creates. Documents are scanned and indexed with SimpleIndex, and a log file is created that lists each image scanned and the index information associated with it. Virtually all document management systems come with standard or optional components that allow you to automatically import images and index information in the format SimpleIndex provides.

Many document management systems have a scanning module that is sold separately, at significantly greater cost than SimpleIndex. With a single scanner, SimpleIndex can provide an easier and more cost-effective scanning interface than the default module. With multiple scanners, the low cost of SimpleIndex makes it possible to implement Distributed Document Capture for a fraction of what it would cost otherwise.

Use the Windows Search Bar

On Windows Server 2008 or later you can enable Windows Search Service and the indexing options that come with it to quickly find your files using the search in the top corner of your Explorer window. Once Windows Search is setup on the server, on your local PC simply pick any shared drive or folder that you would like to rapidly search and add it to a library. When you type a word or phrase in the search bar Windows will search not only all the file names but the content of the files as well. More information on setting up the search capability on Windows Server can be found here.

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?
ArchiveContentverseDatabase & RetrievalDocument ImagingDocument Management SoftwareFull Text IndexingPaperless OfficePaperVisionPDF Archive Scanning SoftwarePersonal Document ManagementQuickBooks Document ManagementRetrievalSearchSearchable PDF OCR
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