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SimpleIndex

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OCR Form Processing

Capture data from scanned forms or PDFs with OCR and save it to CSV, XML or any SQL database. Automate PDF forms by capturing data from filled-in forms or filling in blank PDF forms from any data source.

Take control of Sales Tax exemption forms

Monday, 14 November 2022 by Simple Software

Automatically fill and file sales tax forms

Ben Franklin once noted, “…nothing is certain except death and taxes.” In the case of state sales taxes, they may be unavoidable, but managing your customers’ sales tax exemption forms and making sure you’ve sent current exemption certificates to your vendors doesn’t have to feel like a terminal condition.

Comes with automatically fillable PDF Sales Tax Exemption Forms from Every State

SimpleIndex has the power to recognize the forms you receive from customers and file them automatically so you can find them in seconds.

SimpleIndex also fills out sales tax exemption PDFs from every state to create a complete set of your forms ready for emailing to your vendors.

Link both processes to your customer and vendor data sources to streamline the process. Even without those lists, the state, certificate number and expiration recognize automatically, leaving you with the simple task of clicking on the customer name to file the document away.

You’ll never have to dig through old emails or piles of paper to make sure you have that exemption on file again!

When it’s time to send your vendors the proper state certificate to get your sales tax exemption, simply open up the Fill Vendor Form job, select the vendor, and all your state exemptions are filled out automatically and assembled into one PDF file suitable for framing emailing.

Manage your customer sales tax exemption forms:

  • Scan customer sales tax exemption certificates submitted on paper
  • Process e-mailed PDF sales tax exemption forms
  • Use OCR or read the filled-in forms from PDF files to file them automatically
  • Search and view customer tax forms in seconds
  • Receive automatic e-mail notifications when exemptions expire
Indexing Customer Sales Tax Certificates

Fill out and e-mail vendor sales tax exemption forms:

  • Standardized, fillable PDF sales tax forms for every state
  • Select a vendor and fill in all the relevant name and address information automatically
  • One click fills in every state form with both your company’s information and your vendor’s
  • Packages saved to bookmarked PDF files and e-mailed to vendors
  • Receive automatic e-mail notifications when exemptions expire
Filling out all state certificates with a single entry to send to vendor

Find out more!

The sales tax management solution is available for free to SimpleIndex users!

Download SimpleIndex – Download the Sales Tax Jobs

Some initial setup is required, and we can help you out with that too. Our Professional Services department can have you up and running in just a couple of hours.

Please Contact Us to find out more about automating your sales tax time thieves with SimpleIndex!

1-Click Processing, Database Autofill, Document Management Software, File Indexing, OCR, OCR Form Processing, Office PDF Document Indexing, PDF, PDF Archive Scanning Software, PDF Bookmarking, PDF Data Extraction Software, PDF Forms, Search, Server OCR, Unattended Processing
1-Click ProcessingDatabase AutofillDocument Management SoftwareFile IndexingOCROCR Form ProcessingOffice PDF Document IndexingPDFPDF Archive Scanning SoftwarePDF BookmarkingPDF Data Extraction SoftwarePDF FormsSearchServer OCRUnattended Processing
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SimpleIndex 10.1 with Textract!

Monday, 16 May 2022 by aaron
Amazon AWS Textract Cloud OCR Batch Processing

SimpleIndex 10.1 is now available, and it adds a huge new feature — Amazon Textract!

The Cloud OCR License adds the Amazon AWS Textract Cloud OCR engine to SimpleIndex, unlocking a bunch of great new capabilities:

  • The highest OCR accuracy of any available engine, using Amazon’s massive machine learning model
  • Handprint recognition, including unconstrained and cursive writing
  • Automatic form field extraction
  • Accounts Payable Invoices and Receipts extraction
  • Pay-as-you-go licensing

The form field extraction feature is pretty amazing. It locates any labeled field on the page and its corresponding value regardless of the page layout, even if the value is handwritten. It makes SimpleIndex able to do jobs that once required enterprise data capture software like Kofax, AnyDoc, or ReadSoft, but at a fraction of the price!

SimpleIndex works with your existing AWS account. For standard OCR it costs about $0.01 per page, for invoices and forms it is about $0.065 per page. This price can vary by region.

Download SimpleIndex 10.1

Wiki: How to configure and use Textract with SimpleIndex

Automatic Data CaptureAutomatic Indexing SoftwareInvoice OCRInvoice Scanning SoftwareMetadataOCROCR Form ProcessingPDF Data Extraction SoftwareRead PDF FormsServer OCR
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  • Published in Release Notes
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Language Pack for Standard/Tesseract OCR

Monday, 01 November 2021 by Alex Stewart

All versions of the SimpleIndex software include OCR with the Standard/Tesseract OCR engine. The SimpleIndex download only includes a limited set of languages with the installation. If the language you would like to OCR with SimpleIndex isn’t one of the languages included then you can download your required language(s). Once you do this you will be able to pick the language that you want to read with the Standard/Tesseract OCR engine.

  1. Go to the Tesseract Language Download Site
  2. Select the language you want and download or download all the language
  3. Copy the language files (unzip if downloading more than one language) to this folder: C:\Program Files (x86)\SimpleIndex\Tesseract\v3.04\tessdata
  4. Close and Reopen SimpleIndex and the downloaded languages will now be selectable
Invoice OCROCROCR Form ProcessingOCR ScanningServer OCRZone OCR
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Process Monitor/ProcMon Instructions

Tuesday, 28 July 2020 by Alex Stewart

In some cases there will be errors with SimpleIndex or issues without errors that are too general to get the information needed to fix the issue easily. When this happens a very detailed log is needed to determine what exact processes are occurring when the issue happens and which processes are failing. This is done by using the Microsoft Process Monitor to log everything while running SimpleIndex.

The instructions for how to install and run the Process Monitor are below.

  1. Download the process monitor from Microsoft by clicking HERE and then clicking Download Process Monitor.
  2. Unzip the “ProcessMonitor.zip” file and save it to any location on the computer running SimpleIndex.
  3. Run the “Procmon.exe”
  4. Once the program opens go to the File Menu and uncheck “Capture Events”
  5. Go to the Edit menu and select “Clear Display”
  6. Go to the File Menu and check “Capture Events”
  7. Immediately run SimpleIndex with the process that is having the issue exactly as you normally would and let it run until the issue occurs.
  8. Once the issue occurs go back to the Process Monitor window and then to the File Menu and uncheck “Capture Events”
  9. Go to the File Menu and select save.
  10. Use all the defaults to save to a folder that you can easily access and name the file with today’s date.
  11. Send us this file for review.
1-Click ProcessingBusiness Process AutomationCommand Line InterfaceCommand-LineOCR Form ProcessingRobotic Process AutomationText ProcessingUnattended Processing
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Languages Supported in SimpleSoftware OCR Engines

Monday, 02 December 2019 by Simple Software

SimpleSoftware OCR engines are using two different systems for language support. In the end languages supported by your OCR is based on your version of SimpleIndex installed, any addons (SimpleIndex Server, SimpleCoversheet, and so on) do not add any additional language support.

All SimpleSoftware products have Tesseract 3.02 OCR languages support. You can learn more about it and download additional language libraries HERE. And you can check and add more OCR languages libraries supported with Tesseract on your station here:

C:\Program Files (x86)\SimpleIndex\Tesseract\v3.02\tessdata

SimpleIndex Pro and SimpleIndex OCR are using FineReader engine. It has one of the largest libraries of supported OCR languages. You can check OCR languages supported with FineReader on your station here:

C:\Program Files (x86)\SimpleIndex\OCRLanguages.txt

Abkhaz
Adyghe
Afrikaans
Agul
Albanian
Altaic
Armenian Eastern
Armenian Grabar
Armenian Western
Awar
Aymara
Azeri Cyrillic
Azeri Latin
Bashkir
Basque
Belarusian
Bemba
Blackfoot
Breton
Bugotu
Bulgarian
Buryat
Catalan
Chamorro
Chechen
Chukcha
Chuvash
Corsican
Crimean Tatar
Croatian
Crow
Czech
Danish
Dargwa
Dungan
Dutch Belgian
Dutch Standard
English
English Australian
English Belize
English Canadian
English Caribbean
English Ireland
English Jamaica
English Law
English Medical
English New Zealand
English Philippines
English South Africa
English Trinidad
English United Kingdom
English United States
English Zimbabwe
Eskimo Cyrillic
Eskimo Latin
Esperanto
Estonian
Even
Evenki
Faeroese
Fijian
Finnish
French
French Belgian
French Canadian
French Luxembourg
French Monaco
French Standard
French Swiss
Frisian
Friulian
Gaelic Scottish
Gagauz
Galician
Ganda
German
German Austrian
German Law
German Liechtenstein
German Luxembourg
German Medical
German New Spelling
German New Spelling Law
German New Spelling Medical
German Standard
German Swiss
Greek
Guarani
Hani
Hausa
Hawaiian
Hungarian
Icelandic
Ido
Indonesian
Ingush
Interlingua
Irish
Italian
Italian Standard
Italian Swiss
Kabardian
Kalmyk
Karachay Balkar
Karakalpak
Kasub
Kawa
Kazakh
Khakas
Khanty
Kikuyu
Kirgiz
Kongo
Koryak
Kpelle
Kumyk
Kurdish

Lak
Lappish
Latin
Latvian
Latvian Gothic
Lezgin
Lithuanian
Lithuanian Classic
Luba
Macedonian
Malagasy
Malay Brunei Darussalam
Malay Malaysian
Malinke
Maltese
Mansi
Maori
Mari
Maya
Miao
Minankabaw
Mohawk
Mongol
Mordvin
Nahuatl
Nenets
Nivkh
Nogay
Norwegian Bokmal
Norwegian Nynorsk
Null
Nyanja
Occidental
Ojibway
Old English
Old French
Old German
Old Italian
Old Spanish
Ossetic
Papiamento
Pidgin English
Polish
Portuguese Brazilian
Portuguese Standard
Provencal
Quechua
Rhaeto Romanic
Romanian
Romanian Moldavia
Romany
Ruanda
Rundi
Russian
Russian Moldavia
Russian Old Spelling
Samoan
Selkup
Serbian Cyrillic
Serbian Latin
Shona
Sioux
Slovak
Slovenian
Somali
Sorbian
Sotho
Spanish
Spanish Argentina
Spanish Bolivia
Spanish Chile
Spanish Colombia
Spanish Costa Rica
Spanish Dominican Republic
Spanish Ecuador
Spanish El Salvador
Spanish Guatemala
Spanish Honduras
Spanish Mexican
Spanish Modern Sort
Spanish Nicaragua
Spanish Panama
Spanish Paraguay
Spanish Peru
Spanish Puerto Rico
Spanish Traditional Sort
Spanish Uruguay
Spanish Venezuela
Sunda
Swahili
Swazi
Swedish
Swedish Finland
Tabassaran
Tagalog
Tahitian
Tajik
Tatar
Tinpo
Tongan
Tswana
Tun
Turkish
Turkmen
Tuvin
Udmurt
Uighur Cyrillic
Uighur Latin
Ukrainian
Uzbek Cyrillic
Uzbek Latin
Visayan
Welsh
Wolof
Xhosa
Yakut
Yiddish
Zapotec
Zulu

Invoice OCROCROCR Form ProcessingOCR ScanningServer OCRZone OCR
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How to activate SimpleExport?

Wednesday, 04 September 2019 by Simple Software

Activation Instructions

SimpleExport Option A – New SimpleIndex Installation:

If you are installing SimpleExport on the Windows computer for the first time first download SimpleIndex from the SimpleIndex Demo Installation Link.

Once the SimpleIndex software has been downloaded install the software from the downloaded installation file.

During the installation process you will be asked to enter your Serial Code or Serial Codes.

Single Serial Code:

Multiple Serial Codes (separate with a comma):

After you have entered your Serial Code(s) click Next to move through the installation process.

Once the installation is complete you will receive the following Window:

SimpleExport Option B – SimpleExport Already Installed:

If you have already installed the SimpleExport software then all you need to do is Activate the demo.

Open SimpleExport from your Windows Start menu.

Enter your Serial Number into the “Enter Serial Number to Activate” field in the Activation Window.

Click the Activate button to activate the license.

You will receive a confirmation that the license was properly activated and your license type will be displayed next to the “License Type:” section of the Activation Window.

SimpleExport Option C – SimpleExport Installed on Computer Not Connected to the Internet:

If you would like to install SimpleExport on a computer that doesn’t have an internet connection an Offline Activation will need to be done.

First fully install the SimpleExport software without activation.

Open SimpleExport from your Windows Start menu.

Enter your Serial Number into the “Enter Serial Number to Activate” field in the Activation Window.

Click the “Offline Activation” button.

Click OK in the “SimpleExport Offline Activation” window, which asks you to call or email for an Offline Activation.

Select the license version that you ordered in the “SimpleExport Version” drop down.

Then either call (865) 637-8986 option 2 or email support@simpleindex.com with the Authorization Request Code.  We will the provide you with the Activation Key.

Enter the Activation Key and then click the Offline Activation button.

Maintenance is optional, but covers tech support and upgrades for the software. Please consider purchasing maintenance if you haven’t already. Please refer to Simple Software Maintenance Agreement for more information.

Invoice OCROCROCR Form ProcessingOCR Scanning
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Change the Dictionary Separator Value

Monday, 29 July 2019 by Simple Software

This is used to change the dictionary separator value when doing thesaurus matching from the default character of | to any character(s) that you want. This can be useful in cases where the values you would like in your list or dictionary might include the pipe character or “|” or “Shift Backslash”

This setting is also used as the delimiter when parsing multiple index field values from bar codes (e.g. field1|field2|field3).

Instructions for changing the dictionary separator value:

  1. Right click on the Job Configuration file that you would like to suppress the prompt on and select Open With>Notepad
  2. Search the XML settings text open in Notepad for this term:
    <OCR_DICT_SEPARATOR>
  3. Change the value in-between from “|” to any other single character that you want.
  4. For TAB separation use %TAB%
This image has an empty alt attribute; its file name is Separator1.jpg

Bar Code ScanningBar CodesBarcode OCRBarcode Reading SoftwareBarcode Recognition SoftwareOCROCR Form ProcessingOCR ScanningPDF Barcode RecognitionZone OCR
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Change the OCR Font or Type

Monday, 29 July 2019 by Simple Software

This is used to changed the default OCR recognition font or type from the default, which is “To Be Detected”. This can be used to look for a specific type of OCR font and is especially useful for recognizing things like Dotmatrix, OCR A and OCR B.

Instructions for setting OCR Font:

1.  Right click on the .sic file and select Open With a text editor (Notepad, Wordpad, etc.)

2.  Find <OCR_TEXT_TYPE>.  If you can’t find <OCR_TEXT_TYPE> then add the following as the last row in the text file:  

<OCR_TEXT_TYPE>#</OCR_TEXT_TYPE>

3.  Change the number in between:  <OCR_TEXT_TYPE>#</OCR_TEXT_TYPE>

4.  Number of desired font:            

  • 0  Normal
  • 1  Typewriter 
  • 2  Dotmatrix 
  • 3  Index
  • 5  OCR A  
  • 6  OCR B 
  • 7  MICR E13B  
  • 8  MICR CMC7   
  • 9  Gothic       
  • 10  To Be Detected

     5.  Close and save file

Clipboard OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRTIFF PDF AnnotationsZone OCR
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Regular Expression (RegEx) – Syntax or Type

Monday, 29 July 2019 by Simple Software

SimpleIndex uses the .NET regular expressions library.

.NET uses the JavaScript/ECMAScript regular expression syntax format.

For more information see the Regular Expressions Wiki Page.

Barcode OCRClipboard OCRInvoice OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRTWAIN Scanning SoftwareUnattended ProcessingZone OCR
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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?

Wednesday, 28 February 2018 by dwilder

SimpleIndex version 7 solves this problem with the incorporation of the FineReader OCR engine. Full text in PDFs will now flow with the formatting of the PDF.

Legacy Versions: SimpleIndex can also be used with other OCR applications and servers to improve accuracy, formatting and performance. Use the OCR applications to convert the scanned images to text or searchable PDF, and SimpleIndex can extract index values from the text and automatically sort and organize the files.

Full Text IndexingOCROCR Form ProcessingOCR ScanningOffice PDF Text ProcessingPDF Data Extraction SoftwareText ProcessingUnattended ProcessingZone OCR
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  • Published in OCR
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Is there a way to just use part of a bar code or OCR value? For example, extract “50” from the value “124450”

Wednesday, 28 February 2018 by dwilder

To do this example, create a barcode field (Field 1 for example) and a 2nd field with type “Fixed”. In the template for the 2nd field, enter %FIELD1[5,2]% to get “50” from “124450”.

%FIELD1% would get the entire value for Field #1, the barcode field. By adding the [5,2] you tell SimpleIndex to start at the 5th character (5) and take 2 characters from the value (50).

Find out more about barcode scanning on our Barcode Scanning Guide and read up on Optical Character Recognition on the SimpleOCR scanning solutions guide.

Automatic Data CaptureAutomatic Indexing SoftwareBar Code ScanningBar CodesBarcode OCRBarcode Reading SoftwareBarcode Recognition SoftwareClipboard OCRDocument ImagingDocument ScanningImage ScanningInvoice OCRKeyword IndexingOCROCR Form ProcessingOCR ScanningOffice PDF Document IndexingPDF Barcode RecognitionPDF417QR CodeQuickBooks Document ManagementScanned Document IndexingScreen Scraping OCRScreenshot OCRTWAIN Scanning SoftwareZone OCR
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  • Published in Bar Codes, OCR, Office PDF Text Processing
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If I have a form which is filled manually by hand, can SimpleIndex read the data from it?

Wednesday, 28 February 2018 by dwilder

No, SimpleIndex cannot read handwriting. You would have to type this information in manually.
Find out more about ICR (Handprint Recognition) software on the SimpleOCR ICR Guide.

OCR Form Processing
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How do you train the OCR engine for better accuracy?

Wednesday, 28 February 2018 by dwilder

Training has been removed with version 7 due to the addition of the ABBYY FineReader OCR engine.

Invoice OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRTWAIN Scanning SoftwareUnattended ProcessingZone OCR
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  • Published in OCR
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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.

DatabaseDocument Management SoftwareDocument RetrievalFile IndexingFull Text IndexingMS AccessMySQLOCROCR Form ProcessingOCR ScanningODBCOffice PDF Text ProcessingOraclePaperless OfficePDF Archive Scanning SoftwarePDF Data Extraction SoftwareQuickBooks Document ManagementSearchServer OCRSharePoint ScanningSQL ServerText ProcessingUnattended ProcessingWorkflow SoftwareZone OCR
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  • Published in Database & Retrieval, OCR
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How can I improve recognition rates for my OCR fields?

Wednesday, 28 February 2018 by dwilder

There are several things you can do to improve accuracy for OCR.

  • Scan at 300dpi, black & white for best results.
  • Adjust the scan settings to remove background noise and improve the definition of characters.
  • For Zone OCR, field recognition can often vary based on the surrounding white space and text in the zone. Try varying the size of the zone to achieve optimal results.
  • For template matching, make sure all variations of the field format are included in the template list.
  • For dictionary matching, add common variations and OCR mistakes to the “thesaurus” list.
  • On the Zones & OCR tab (accessed from the Job Options) you can adjust the Max Errors setting to allow for more mistakes in the dictionary matching process.
  • Use the Strip Spaces, Strip Characters, Replace Characters and Case Fixing options to standardize the field format prior to matching.

Please refer to the SimpleIndex Wiki for details on how to configure these options.

Related Links

  • SimpleIndex.com – Zone OCR
  • SimpleIndex.com – Dynamic OCR
  • SimpleOCR.com – OCR Guide
  • SimpleIndex Wiki – OCR
  • SimpleIndex Wiki – OCR Options
  • SimpleIndex Wiki – Zone OCR
  • SimpleIndex Wiki – Full Page OCR
  • SimpleIndex Wiki – Zones & OCR Settings
  • SimpleIndex Wiki – OCR to Field
  • SimpleIndex Wiki – OCR Text View
  • SimpleIndex Wiki – Template & Dictionary Matching OCR
  • SimpleIndex Wiki – OMR and OCR Document Separation

Clipboard OCRInvoice OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRTWAIN Scanning SoftwareUnattended ProcessingZone OCR
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  • Published in OCR
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Can OCR text be saved to Office, Text, HTML or other formats?

Wednesday, 28 February 2018 by dwilder

Yes.  On the OCR step of the Job Settings Wizard you can select the text output format need in the “Full-page OCR file type” drop down. By default it is set to PDF, but can be changed to Text (txt), Word (docx), Rich Text (rtf), Open Office (odt), Excel (xlsx), PowerPoint (pptx), ePub Zip (epub), FictionBook (fb2), HTML (htm), XML (xml) or Alto XML (alto.xml).

If the output file type is set to PDF, OCR text will be embedded as hidden text in the PDF file.

Related Links

  • SimpleIndex.com – Zone OCR and Dynamic OCR
  • SimpleIndex Wiki – Full Page OCR Formats
Full Text IndexingOCROCR Form ProcessingOCR ScanningOffice PDF Text ProcessingPDF Data Extraction SoftwareText ProcessingUnattended ProcessingZone OCR
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  • Published in Licensing & Installation, OCR
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Can SimpleIndex create searchable PDF Image+Text files with hidden text?

Wednesday, 28 February 2018 by dwilder

Yes, it can.  You can configure this setting in the Job Settings Wizard by going to the OCR step and checking “Enable full-page OCR”.  There are many settings in the OCR step that you can used to customize the output and recognition of images.


SimpleIndex has two different OCR engines (Standard and Professional) that can be used to produced PDF Image + Text files or Searchable PDFs.

Related Links

  • SimpleIndex.com – OCR Languages
  • SimpleOCR.com – OCR Guide
  • SimpleIndex Wiki – OCR
  • SimpleIndex Wiki – Searchable PDF
  • SimpleIndex Wiki – OCR Options
  • SimpleIndex Wiki – FineReader
  • SimpleIndex Wiki – MRC
  • SimpleIndex Wiki – Tesseract
  • SimpleIndex Wiki – Languages

Full Text IndexingOCROCR Form ProcessingOCR ScanningOffice PDF Text ProcessingPDF Data Extraction SoftwareText ProcessingUnattended ProcessingZone OCR
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  • Published in Export, OCR, Office PDF Text Processing
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