Automatic Indexing Using Existing Data
The Autofill feature of SimpleIndex is an easy way to associate many index fields with one document without retyping data that already exists in another database. Autofill uses a database lookup to retrieve records that match a key value entered by the user. Blank index fields are then filled in automatically with the data from this lookup. The result is a document database with many different possible search fields, of which only one needed to be entered during scanning.
The key field may be typed by the user, or it may be read from the document automatically using barcode recognition or OCR. The lookup is performed either when the user changes this field or when the index values are saved. If the lookup finds multiple matching records, the user will be notified and the first set of values will be used by default.
When used with pre-index batches, key information can be read automatically from barcodes or OCR and matched to database records with a single click. Search on up to 99 index fields without a single keystroke!
Assign keyword indexes to scanned documents and electronic files automatically with SimpleIndex.
What is Document Imaging?
Document Imaging was the more commonly used term in the early days of document scanning and OCR and refers to any system used to replicate documents used in business. It evolved from the microfilm days where it was referred to as Document Image Management.
Document Imaging allows for the scanning of paper documents, as well as the processing of files saved electronically. These files are then named and saved for later searching.
Other document imaging terms include automatic imaging software, best digital imaging software, best imaging software, desktop imaging software, digital document imaging, digital imaging software, document imaging download, document imaging PDF, document imaging processing, document imaging products, document imaging software, document imaging solution, document imaging solutions, document imaging systems, document imaging technologies, document imaging technology, document imaging tools, image to database, imaging resource, imaging scanning software, imaging software companies, imaging software download, imaging software for windows, imaging solution, scanner imaging software, scanning and imaging, scanning imaging, and software for imaging.
Index With Non-Latin Character Sets
By default SimpleIndex uses the ANSI character set to display and edit captured OCR data, index field values and full-text OCR. This works for all languages based on the Latin alphabet (English, French, Spanish, German, etc.)
To index documents in other languages like Chinese, Japanese, Russian, Arabic and other non-Latin alphabets, set the default character set using this registry key. If the key is not set correctly then Unicode text will show up as ??????????.
Use Notepad to edit the “Charset” value from the sample setting below and save it to a .reg file. Then double-click the .reg file to install (Administrator privileges required).
You can download the .reg file here but you still need to edit in Notepad to set the Charset value before installing.
If you are on a 32-bit operating system be sure to remove the extra “\WOW6432Node” from the registry path.
[HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\SimpleIndex\Misc]“Charset”=”1”
| Charset Name | Charset Value |
| ANSI_CHARSET (Latin) | 0 |
| DEFAULT_CHARSET | 1 |
| SYMBOL_CHARSET | 2 |
| SHIFTJIS_CHARSET (Japanese) | 128 |
| HANGUL_CHARSET (Korean) | 129 |
| GB2312_CHARSET (Simplified Chinese) | 134 |
| CHINESEBIG5_CHARSET (Chinese) | 136 |
| GREEK_CHARSET (Greek) | 161 |
| TURKISH_CHARSET (Turkish) | 162 |
| HEBREW_CHARSET (Hebrew) | 177 |
| ARABIC_CHARSET (Arabic) | 178 |
| BALTIC_CHARSET (Baltic) | 186 |
| RUSSIAN_CHARSET (Russian) | 204 |
| THAI_CHARSET (Thai) | 222 |
| EE_CHARSET | 238 |
| OEM_CHARSET | 255 |
The full list of values is at https://msdn.microsoft.com/en-us/library/cc194829.aspx.
Skip to Blank Index on Save Index
If you would like to have SimpleIndex automatically go to the next page with a blank field and highlight that field when the Save Index button or Enter a change to the XML text of the Job Configuration is needed. This can be useful to quickly move to the next document that has a blank Index field.
Instructions to set Skip to Blank index on Save Index:
- Right click on the Job Configuration file that you would like to suppress the prompt on and select Open With>Notepad
- Search the XML settings text open in Notepad for this term:
<SKIP_TO_NEXT_BLANK> - Set the value between from “False” to “True”
<SKIP_TO_NEXT_BLANK>True</SKIP_TO_NEXT_BLANK> - Save and close the file.
Forward Blank Index Fields
To turn on the carry Forward when you blank out an index field do the following:
1. Right click on the configuration file and open with Notepad or another text editor.
2. Search for this XML value: FORWARD_BLANK
3. Set the value to true
Max List Size
If you have a field that has a list and it loads very slowly then the size of the list that it loads needs to be limited.
You first open the Registry or regedit. Then you find this location: Computer\HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\SimpleIndex\Misc
Then you right click in the space to the right and select New>String Value
Then you name this new entry this: MaxListSize
Then you double click on it and set the size of the list that it loads. We suggest somewhere between 1000 and 5000
How do you configure a field to select from a list of possible values?
List fields are populated using a text file or database field containing the values for that list. The text file scenario will be described first.
To configure a list field, go to the Index tab in the Job Options. Create a list field by selecting “List” for the field type and give it a name. In the “List File/Field” setting for this field, put the full path or UNC to the text file containing the list or click “Set” to browse to the file. If you have not created a file, you can put the path where you want the file stored here and click the “Edit” button. This will open the file in Notepad; new files will prompt you to create them.
On each line of the text file you will put one of the possible values that you want to be able to select from while you are indexing with SimpleIndex. You can copy this information from another source and paste it into the text file.
Save the file in Notepad and close it. The List field is now configured!
To use a database field, your configuration must be connected to a database using the settings on the Database tab. Any fields defined as “List” on the Index tab that have a corresponding field mapped on the Database tab will use the unique values from that field to populate the list.
You can check “Only allow values in list” to disallow users from entering a value not in the list.
Once the List index field is configured properly you can select the values from a drop down after scanning that appear in the main SimpleIndex window while indexing. It also makes the field autofill the closest match from the list based on the characters that you type in that field.
- Published in Indexing & UI
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
Automatic Indexing Using Existing Data
Automatic Indexing Using Existing Data
The Autofill feature of SimpleIndex is an easy way to associate many index fields with one document without retyping data that already exists in another database. Autofill uses a database lookup to retrieve records that match a key value entered by the user. Blank index fields are then filled in automatically with the data from this lookup. The result is a document database with many different possible search fields, of which only one needed to be entered during scanning.
The key field may be typed by the user, or it may be read from the document automatically using barcode recognition or OCR. The lookup is performed either when the user changes this field or when the index values are saved. If the lookup finds multiple matching records, the user will be notified and the first set of values will be used by default.
When used with pre-index batches, key information can be read automatically from barcodes or OCR and matched to database records with a single click. Search on up to 99 index fields without a single keystroke!
KB Articles for Automatic Indexing
- Exclude Index Field from Index Log
- Turn Off Prompts and Pop Ups on Job Configurations
- Change the Font Size of Index Fields
- Large documents (>500 pg) Slow to Process - Workaround
- Regular Expression (RegEx) - Syntax or Type
- Index With Non-Latin Character Sets
- Skip to Blank Index on Save Index
- Stop Autorun When Double Clicking Configuration
- Autonumber Increment Value
- Overlap of SimpleView Viewer in SimpleIndex Display
Compare Leading Solutions
SimpleIndex™
Kodak Capture Pro™
Kofax Express™
PaperVision™ Capture Desktop
Note: This video depicts PaperVision Capture Desktop, a now discontinued software that has since been replaced by the similarly functioning updated version of PaperFlow.
Office Gemini DiamondVision™
Testing Methods
The benchmark times were recorded using all available software shortcuts, and by performing data entry and user interactions as fast as possible. The same scanner and computer hardware was used for each test. Much care was taken to ensure that each application yielded the most accurate OCR results possible given the sample documents.
Unfortunately none our competitors could accurately capture the account number on all 10 pages. The extra time to correct these errors accounts for 15-30% of the difference in processing times. The difference in accuracy is due in large part to SimpleIndex‘s pattern matching OCR feature, which the other programs lack.
Keep in mind these videos were recording using the latest version available at the time this test was taken. Results may vary with with later versions.