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SimpleIndex

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SimpleIndex is the best low-cost PDF data extraction software for businesses. It uses the existing text whenever possible instead of OCR, providing 100% accuracy and incredibly fast processing. Complex pattern matching using database lookups and regular expressions locate data anywhere it appears in the file. Extracted data can be saved to CSV, XML or any SQL database.

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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Index With Non-Latin Character Sets

Monday, 29 July 2019 by Simple Software

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 NameCharset Value
ANSI_CHARSET (Latin)0
DEFAULT_CHARSET1
SYMBOL_CHARSET2
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_CHARSET238
OEM_CHARSET255

The full list of values is at https://msdn.microsoft.com/en-us/library/cc194829.aspx.

Automatic Data CaptureAutomatic Indexing SoftwareFile IndexingFull Text IndexingKeyword IndexingMetadataMicrosoft Word Data ExtractionOffice PDF Document IndexingPDF Data Extraction SoftwareScanned Document Indexing
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Check and Repair All PDF Files

Monday, 29 July 2019 by Simple Software

You can set SimpleIndex to assume that it needs to check every PDF file and fix it.

Go to this location in the Windows Registry:

Computer\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\SimpleIndex\Misc

Create a New String Value called “FixAllPDF” and set the value to 1

Office PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF Data Extraction SoftwarePDF FormsUnattended Processing
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Keep Pages in Original Order when Bookmarking

Monday, 29 July 2019 by Simple Software

If you want to keep all the pages in the same order that they were imported, even though they all go with different bookmarks then do the following.

1.  Open the configuration in Notepad.
2.  Search for <BOOKMARK_PAGE_ORDER>
3.  Change this line from “false” to “true”:  <BOOKMARK_PAGE_ORDER>true</BOOKMARK_PAGE_ORDER>
4.  Save and close.

Office PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF BookmarkingPDF Data Extraction SoftwarePDF FormsUnattended Processing
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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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Can the values of 2 or more fields be combined in a single field?

Wednesday, 28 February 2018 by dwilder

Set the Type for the field that you want to store the combinded value to “Fixed”.

In the template setting for that field, you can enter the keyword %FIELD#% (where # is the field number) and the keyword will be replaced with the value of the designated field when it is saved.

For example, to combine your first 2 fields into third, inserting a comma between them, set the template for field 3 to:
%FIELD1%,%FIELD2%

Automatic Indexing SoftwareFile IndexingFull Text IndexingKeyword IndexingMetadataMicrosoft Word Data ExtractionOffice PDF Document IndexingPDF Data Extraction SoftwareScanned Document Indexing
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  • Published in Indexing & UI
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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 do you configure OCR to read index information from MS Office or PDF documents?

Wednesday, 28 February 2018 by dwilder

MS Office and PDF files generated by software or PDF printer drivers already have the text you need to recognize in the file. Scanned documents need to use OCR to read text from an image of the page. With Office and PDF files, SimpleIndex can just read the text, which is much faster and accurate than image OCR.

To recognize index fields from the document text, first create OCR fields on the Index tab as you would normally. Next, on the Zones & OCR options tab, check the “Use Full Page OCR for this Field” option for each OCR field. This tells SimpleIndex to process the existing file text.

If the index value is a unique pattern of digits or list of possible values, use Template or Dictionary matching to locate the value within the text. Please see the manual for details on Template and Dictionary matching.

If the value appears in a specific location in each file, coordinates can be used to locate it. When processing text, the X, Y, Width and Height settings correspond to line and column numbers within the file text. This is explained in greater depth in the manual.

SimpleIndex will assume that any TXT file with the same name as a file being processed is the OCR text for that file, so this method can work with any type of file.

Find out more about Optical Character Recognition on the SimpleOCR Guide.

Microsoft Word Data ExtractionMS OfficeOffice PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPaperless OfficePDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF Data Extraction SoftwarePDF FormsText ProcessingUnattended Processing
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  • Published in OCR, Office PDF Text Processing
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Why does the word “MISSING” show up in filenames and index fields when the field is blank?

Wednesday, 28 February 2018 by dwilder
“MISSING” is what SimpleIndex puts for any field value used as a filename or folder name and is left blank by default.

You can change this to whatever you want it to say when a field value is left blank. To do this go to the Job Settings wizard under the File menu, go to the Advanced Settings step and expand Advanced Indexing Options.   The value is set to DEFAULT, which puts the word “MISSING” when the index field is blank.  Any text can be put in this field to use a different value than “MISSING”.

Related Links

  • SimpleIndex Wiki – Advanced Settings
Automatic Indexing SoftwareFile IndexingKeyword IndexingMetadataOffice PDF Document IndexingPDF Data Extraction SoftwareScanned Document Indexing
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  • Published in Export, Indexing & UI
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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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How do I configure the output folder and file naming scheme?

Wednesday, 28 February 2018 by dwilder

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

  • SimpleIndex Wiki – File Naming Schema
  • SimpleIndex Wiki – Indexing & File Naming
Automatic Data CaptureAutomatic Indexing SoftwareFile IndexingFull Text IndexingKeyword IndexingMetadataMicrosoft Word Data ExtractionOffice PDF Document IndexingPDF Data Extraction SoftwareScanned Document Indexing
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  • Published in Export
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Automatic Indexing Using Existing Data

Wednesday, 24 January 2018 by Simple Software

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
1-Click Processing, Automatic Data Capture, Automatic Indexing Software, Barcode Recognition Software, Database, Database Autofill, Document Automation, File Indexing, File Indexing, Full Text Indexing, Keyword Indexing, Metadata, Microsoft Word Data Extraction, OCR, Office PDF Document Indexing, PDF Data Extraction Software, Scanned Document Indexing, Scanning Software
1-Click ProcessingAutomatic Data CaptureAutomatic Indexing SoftwareBarcode Recognition SoftwareDatabaseDatabase AutofillDocument AutomationFile IndexingFull Text IndexingKeyword IndexingMetadataMicrosoft Word Data ExtractionOCROffice PDF Document IndexingPDF Data Extraction SoftwareScanned Document IndexingScanning Software
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PDF Text Processing Demo

Friday, 12 January 2018 by Simple Software

This sample job demonstrates the PDF text processing capabilities of SimpleIndex by extracting the Document Number, Date, Document Type, Customer and Total from a number of documents without OCR, by processing the text layer of PDF files.

Adobe Acrobat PDF Text ProcessingComputer-generated PDF files, such as those created using PDF printer drivers, already contain digitized text. SimpleIndex reads the text and performs Template and Dictionary Matching 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, especially compared to solutions using zone OCR.

While this demo runs interactively, text processing jobs can run in unattended mode since the data does not need to be verified.

Full-Page OCR can also be used to get text from scanned PDF files with no existing text. SimpleIndex will also detect when a PDF file has existing text and only perform OCR on the documents that need it to improve performance.

Find Out More

  • Download or get an Online Demo
  • PDF Text Processing Features in SimpleIndex
  • PDF Features and Settings Wiki Pages
  • Full-Page OCR Wiki Pages
  • OCR Features and Settings Wiki Pages
  • OCR Software Guide on SimpleOCR

FAQ Related to PDF Text Processing

  • Features
  • Patent ID and Title Extraction
  • Take control of Sales Tax exemption forms
  • Instant Integration With Any Application
  • Affordable Document Management
  • Indexing Solutions with Barcode Recognition
  • Document Classification
  • Zone OCR and Dynamic OCR
OCR, Office PDF Document Indexing, Office PDF Text Processing, PDF, PDF Archive Scanning Software, PDF Data Extraction Software, Text Processing, Unattended Processing
OCROffice PDF Document IndexingOffice PDF Text ProcessingPDFPDF Archive Scanning SoftwarePDF Data Extraction SoftwareText ProcessingUnattended Processing
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MS Office & PDF Text Parsing

Tuesday, 03 October 2017 by dwilder

Office Videos | PDF Video

The template and dictionary matching capabilities of SimpleIndex‘s OCR function can be used to extract index information from the text of existing MS Office and PDF files, or any file with an accompanying TXT file. SimpleIndex® will search the document for matches on unique patterns and value lists, then index the document with the matching data. Zone coordinates can be set to limit the search area to pre-defined regions on standard forms. The result is a fully automated indexing and renaming process for all your electronic documents!

Using existing text, SimpleIndex can index and rename hundreds of files each minute and achieve perfect accuracy. These files can then be quickly searched with SimpleIndex Retrieval, SharePoint and Google search engines, or uploaded into your company’s document/content management system or custom business applications.

Enhanced Text Parsing & PDF Support

PDF Form Read Write DataMS Office and PDF text parsing features are now included in the Basic version of SimpleIndex, making it much more affordable to enable automatic document sorting on the desktop. Additional Office and PDF features include:

  • Convert any MS Office, HTML, XML and image files to PDF before processing
  • Read and write password protected PDF file
  • Searchable PDF output (Image + Hidden Text)
  • Interactive template builder and tester
  • Easily select PDF or PDF/A output format
  • Native PDF viewer and auto-repair of problematic PDFs
  • Read data from PDF forms
  • Populate blank PDF forms with index data

Batch Convert Office Documents to PDF

If you have Microsoft Office or OpenOffice installed, you can use SimpleIndex to automatically convert MS Office documents to PDF files for archival. PDF files are better for archival than editable formats like Word and Excel. They can be annotated, encrypted, searched and viewed with free PDF readers.

There are many free applications that let you convert documents to PDF one at a time. SimpleIndex lets you convert thousands of files at once while it also extracts data from the text for indexing or data entry automation. This feature is ideal for migrating or archiving Office documents to SharePoint, document management systems and custom web applications.

Quickly Organize Any File on Your Computer

SimpleIndex lets you process any type of file on your computer. If an OLE-enabled viewer is installed, SimpleIndex will display the document on the screen. Other documents can be opened automatically in their default application when they are indexed. Quickly type index field data that can be used to reorganize the files into subfolders and structured filenames for browsing and searching on your network, or uploaded to your document/content management system or custom business application.

If the file has an accompanying text file (*.TXT) with the same name, the text in that file can be used for index field extraction, fully automating the process.

Viewing & Indexing MS Office Documents

SimpleCoversheet Barcode Indexing CoversheetsSimpleIndex features full support for viewing and editing MS Office documents (Word, PowerPoint and Excel) on computers with or without MS Office installed. The full application interface is displayed within the SimpleIndex viewer, letting users view the full content of the documents, edit them with all the features of MS Office and save the changes. Modify privileges can be denied using Windows file security or by the SimpleIndex administration wizard to keep out unauthorized changes.

If MS Office is not installed, SimpleIndex can open and display them in the built-in viewer in read-only mode.

KB Articles for MS Office & PDF Text Parsing

  • Change the Dictionary Separator Value
  • Regular Expression (RegEx) - Syntax or Type
  • Check and Repair All PDF Files
  • Keep Pages in Original Order when Bookmarking
  • Do Not Combine Pages to 1 Bookmark
  • Can I split a PDF based on bookmark values?
  • Is it possible to search for and retrieve documents with Windows desktop search?
  • Can SimpleIndex read bar codes from existing PDF files?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • How do you configure OCR to read index information from MS Office or PDF documents?
Automatic Data Capture, File Indexing, Microsoft Word Data Extraction, MS Office, Office PDF Document Indexing, Office PDF Text Processing, Office to PDF, Paperless Office, PDF, PDF Archive Scanning Software, PDF Barcode Recognition, PDF Data Extraction Software, PDF Forms, Text Processing, Unattended Processing
Automatic Data CaptureFile IndexingMicrosoft Word Data ExtractionMS OfficeOffice PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPaperless OfficePDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF Data Extraction SoftwarePDF FormsText ProcessingUnattended Processing
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  • Simple Software Server Processing Add-on for SimpleIndex
  • SimpleIndex Barcode Recognition Add-on Workstation

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