SimpleIndex is a great front-end for any Records Management solution since it automates the capture of index fields and metadata from all types of documents and uses it to file them automatically.
SimpleIndex Scan To Database is designed to streamline the single-user scanning workflow employed by most desktop scanners. SimpleIndex lets you define the entire scanning process from beginning to end, then execute the steps in that workflow automatically. This minimizes user training and interruptions for input during the scanning process.
Open database integration is a powerful feature of SimpleIndex and one that furthers its interoperability with custom programs. Instead of using a proprietary database, SimpleIndex allows you to map its index fields to cells in any database table. It can be configured to create new records, update existing ones or retrieve them for viewing. Using these three basic database functions, SimpleIndex is able to interface with and operate on any database.
SimpleIndex offers export to XML files, as well as the SimpleExport module. It makes it possible to integrate with any third party database, application, or document management systems (DMS) that accepts an XML or text file import.
Simplendex features “Match and Attach” mode, which combines the power of the Autofill feature with the ability to update existing records in your database. This lets you “attach” images to existing database records by “matching” them with values from SimpleIndex.
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 and you must have sufficient permissions for both the database record and the file.
You cannot delete files with SimpleSearch. To enable retrieval users to change indexes, rename or delete files, use a SimpleIndex Standard license.
Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?
All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.
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?
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.
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 database.
In SimpleIndex, check the “Require Logon” option on the Logging tab to force the user to logon to the database using the accounts you created. When they search and view documents, they will only be able to access records that the corresponding database user has been assigned access to.
Match & Attach mode lets you batch update multiple records in a database using the index data from your SimpleIndex job. For example, if you have a large backfile of documents that you want to scan and link to records in an existing database, you can use Match & Attach to find the corresponding record and set the Image Path field to the newly scanned file.
For details on how to configure Match & Attach mode, please refer to the manual.