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 existing data from your SQL Server database to populate document index field values and metadata. Export documents and data to any SQL Server database. Use your SQL Server database as a document management system.

Database Integration

Unprecedented Control of Database Interactions Open database integration is a powerful feature of SimpleIndex® that furthers interoperability with custom programs. Instead of using a proprietary database, SimpleIndex allows you to map index fields to cells in any database table. It can be configured to create new records, update existing ones, or retrieve them for viewing.
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Using alternate database schemas

Please refer to the Wiki Documentation for the complete Database reference. In SQL Server, Oracle and MySQL (among others) user logons are associated with a default “schema” that determines which tables and views they can see. Users may have access to other tables and views that aren’t in their schema. When connecting to the database these tables will show up in the
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How do I delete an image and it’s database entry?

Please refer to the Wiki Documentation for the complete Global Settings Wizard  reference. If your Job Settings Wizard configuration’s of Database mode setting is set to “Update Existing Records”, the database record and the image will be deleted when you delete an image from a batch. The Table Name must be an updateable query or table
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How do I export index data to a database?

Please refer to the Wiki Documentation for the complete Export reference. There are a variety of ways to connect to your database. Detailed instructions are provided in the Manual (check the Help menu). Here is a brief overview of the steps involved: -Create a job configuration to scan and index files -On the database tab, set the
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Is it possible to have the scanned image itself added to a database and not just the image path?

Please refer to the Wiki Documentation for the complete Database reference. 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,
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When exporting to a database, I get the error “Multi-step operation generated errors”

or a text value that is longer than the maximum length of the f
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How do you configure a field to select from a list of possible values?

Please refer to the Wiki Documentation for the complete Index & Batch Logging reference. 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
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Is it possible to restrict user access to certain documents in Retrieval Mode?

Please refer to the Wiki Documentation for the complete Database Mode reference. If the database you use to store index information has security access features, you can use these to manage access to documents with SimpleIndex retrieval mode. In your database, create user accounts and groups and assign them the appropriate permissions to records in your document
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How do you configure full text searching in Retrieval mode?

Please refer to the Wiki Documentation for the complete Database Settings reference. 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
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What is “Match & Attach” mode?

if you have a large backfile of documents that you want to scan and link to records in an existing database
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How do you configure the Autofill feature?

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 application. Autofill uses a database lookup to retrieve records that match a key value or values entered by the user or extracted with SimpleIndex. Blank index fields are then filled
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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 Search Existing Data Autofill Based on Key Values
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I know nothing about databases. Can I still use the database and Retrieval Mode features?

Yes! We’ve made it simple to create a database that you can use to store index information and perform searches with SimpleIndex Retrieval Mode. Once you have configured a SimpleIndex job to scan and store documents on your network, use these steps to create a database to store index information for searching: Go to the
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