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SimpleIndex

  • LEARN MORE
    • GENERAL INFO
      • Getting Started
      • How To Scan Documents
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    • FEATURES
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    • –
      • Document Classification
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  • SOLUTIONS
    • General
      • All-In-One Scanning & Sorting Tool
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    • Specific
      • Sales Tax Exemption Forms
      • Federal Tax Returns
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      • Material Safety Data Sheets (MSDS)
      • Patent ID and Title Extraction
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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.

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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Affordable Document Management

Monday, 14 November 2022 by Simple Software

SimpleIndex® is a great solution for small businesses and departments that need a quick and affordable way to scan, organize and view documents. SimpleIndex provides a wide variety of retrieval options, many of which require no special software to find and view documents.

Affordable Document Management Solutions with SimpleIndexThe most basic solution uses Windows folders and filenames to organize and find documents on a shared network drive or synced to a cloud storage platform.

SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible.

You can also use SimpleIndex with SimpleSearch to create a keyword-searchable database that lets you find and view documents based on one or more index values.

There are several advantages to using SimpleSearch instead of Windows folders:

  • Find documents based on specific keywords or phrases
  • Drop-down lists to select possible keyword values
  • Use “And” and “Or” logic to search multiple field values
  • Search the full text of OCR’d documents, Office and PDF files
  • Search results are returned instantly
  • Quickly browse through all matching files, even if they are in different folders
  • Integrated file viewer with zoom, annotation, print and email functions
  • Index data stored in a database and can be re-used for reporting and other applications

Integration with Third Party Document Management

SimpleIndex is able to integrate with Enterprise Document Management Systems using a variety of integration methods.

  • SharePoint integration is built directly into SimpleIndex.
  • Cloud Storage platforms like Google Drive, Box and OneDrive can be integrated via sync apps.
    Output standardized and organized folders and filenames. Full-text search for Office and PDF files.
  • Popular document management systems like Digitech PaperVision and ImageSilo, Computhink Contentverse, Laserfiche, and others are supported out-of-the-box using SimpleExport to create custom import files.
  • Integration with many other systems can be done via the default CSV data file format.
  • If a custom import file format is required, SimpleExport can be configured to produce it.

Lowering the Cost of Document Management

automate data entry for affordable document management

Many small businesses are going digital with their documents. However, many also find that the document management systems available are too complex, expensive, or labor-intensive to be practical in a small office.

SimpleIndex was designed to solve this problem by removing many of the costly and cumbersome “gotchas” that make practical implementation of these systems impossible.

Here are some of the ways SimpleIndex saves you money:

  • Standalone scanning, indexing & retrieval license starts at $500.
  • No limitations on processing volume (“click charges”).
  • Files are stored in standard formats using logical folders and filename structures
  • Exported files can be synced any cloud storage platforms
  • Key data is embedded in the file names and metadata tags to ensure they can be found without a third party database or app
  • SimpleView provides both free and low-cost options to browse, search and view exported documents.
  • SimpleSearch provides a client/server document management system with index field and full-text search for a minimal cost per workstation.
  • SimpleIndex integrates with any custom database, allowing you to use existing infrastructure or free/open source database platforms instead of buying expensive licenses.
  • SimpleIndex integrates seamlessly with most document and content management systems available on the market today. Leverage the low cost and enhanced feature of SimpleIndex as an alternative front-end for migrating documents to your DMS.
  • SimpleIndex uses OCR, barcode recognition, database lookups and advanced pattern matching algorithms to automate the indexing and filing of captured documents. Combined with its streamlined workflow, SimpleIndex gives the highest level of automation you can get in this price range.

KB Articles for Document Management

  • Oracle database is slow to respond
  • What is Document Imaging?
  • Using alternate database schemas
  • Multiple Sort Fields on Search
  • Access Database Connection String
  • How do I delete an image and it's database entry?
  • Is it possible to search for and retrieve documents with Windows desktop search?
  • Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
  • How do I use the Media Wizard to create searchable DVDs or thumb drives?
  • How do I export index data to a database?
Contentverse, Document Automation, Document Management Software, Paperless Office, PaperVision, PDF Archive Scanning Software, QuickBooks Document Management, Search, Server OCR, SharePoint Scanning, SimpleView
ContentverseDocument AutomationDocument Management SoftwarePaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementSearchServer OCRSharePoint ScanningSimpleView
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Database Integration

Monday, 07 November 2022 by Simple Software

Unprecedented Control of Database Interactions

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.

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!

Output to XML or Any Text Format

SimpleIndex offers direct export to pre-formatted XML files, as well as the SimpleExport module that can output any XML schema or text file format.

SimpleExport makes it possible to integrate with any third party database, application, or document management systems (DMS) that accept an XML or text file import.

SimpleExport converts the index values from a SimpleIndex job to any output format through XSL Transformations (XSLT). You may use one of the built-in scripts to export to a pre-defined system or design your own. SimpleExport runs automatically after each batch is exported, or it can run as an unattended Windows service.

SimpleExport can also be used as a standalone application for automating XSLT transformations, converting CSV or TSV (delimited text files) to XML, converting images to base64 or integrating other scanning applications with third party software.

Match and Attach Mode

SimpleIndex 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.

With other systems you must create a temporary database and write a custom import to match the scanned images to existing records. When indexing with OCR or barcode recognition, the entire process can be accomplished with our 1-click interface.

 

Find Out More

  • Download or get an Online Demo
  • Database wiki page
  • Autofill wiki page
  • SimpleExport wiki page

Knowledge Base Articles for Database Integration

  • Oracle database is slow to respond
  • What is Document Imaging?
  • Using alternate database schemas
  • Multiple Sort Fields on Search
  • Access Database Connection String
  • How do I delete an image and it's database entry?
  • Is it possible to search for and retrieve documents with Windows desktop search?
  • Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
  • How do I use the Media Wizard to create searchable DVDs or thumb drives?
  • How do I export index data to a database?
CSV, Database, Database Autofill, Document Automation, Document Management Software, Document Retrieval, File Indexing, MS Access, ODBC, Oracle, Server OCR, SharePoint Scanning, SQL Server, Workflow, Workflow Software, XSLT
CSVDatabaseDatabase AutofillDocument AutomationDocument Management SoftwareDocument RetrievalFile IndexingMS AccessODBCOracleServer OCRSharePoint ScanningSQL ServerWorkflowWorkflow SoftwareXSLT
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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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Remove Service in Windows 10 When Not Working in SimpleIndex Server Dialog

Thursday, 01 July 2021 by Alex Stewart

Option 1 – Command

  1. You can also remove services using a command line. Hold down the Windows Key, then press “R” to bring up the Run dialog.
  2. Type “SC DELETE servicename“, then press “Enter“.

Option 2 – Registry

  1. Hold down the Windows Key and press “R“.
  2. Type “regedit“, then select “OK“.
  3. Navigate to the following location in the registry:
    • HKEY_LOCAL_MACHINE
    • System
    • CurrentControlSet
    • Services
  4. There are folders under “Services” that contain each service. The “DisplayName” values in each of these folders equals the Service Name. Go through the list or use the “Edit” > “Find” menu to search for the service you wish to remove.
Server OCR
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Set Job Timeout on Server Processing Job Configurations

Tuesday, 08 December 2020 by Alex Stewart

Certain Job Configurations when running as a service will stop in the middle of processing the batch. There won’t be an error in the Windows Event Viewer or in the SimpleIndex Processing Log that indicate what the issue. This can be fixed in many cases by setting the Job Timeout to stop the Batch after a certain number of seconds, which causes bad batches to get skipped and not to run indefinitely.

Instructions to set the Job Timeout:

  1. Open the Configure SimpleIndex Service.
  2. Select the Job Configuration that you would like to set the Job Timeout for from the list.
  3. Set the number of seconds that you would like to have a Batch Job end if no progress is made. We usually recommend that this be set to 60.
  4. Click the Save Changes button
Server OCRUnattendedUnattended 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 emulate Server behavior in the client

Monday, 04 November 2019 by aaron

Due to licensing restrictions, there are some functions in SimpleIndex that behave slightly differently when running in server mode than when running interactively. Mostly the only difference is in speed but sometimes it can be difficult to tell why output is different when running unattended.

The biggest difference between client and server is with barcode configurations. Server processing always uses the DTK engine unless the Advanced Barcode Server license is enabled.

Some image conversion and processing options may also behave slightly differently, possibly affecting OCR. You can set the interactive mode to process images in the same way as the server mode by updating a registry key. You can find instructions on this below.

Instructions:

  1. Search for “regedit” on your computer.
  2. Navigate to this folder in the Registry Editor window: Computer\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\SimpleIndex\Misc
  3. In the right pane of the Registry Editor window Right Click and select New>String Value
  4. Set the name of the file to this: UseServer
  5. Double click on the “UseServer” registry key, set the Value to “1” (One) and click OK.
Server OCR
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How do I delete an image and it’s database entry?

Wednesday, 28 February 2018 by dwilder

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.

DatabaseDocument RetrievalMS AccessMySQLODBCOracleSearchServer OCRSQL ServerWorkflow Software
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  • Published in Database & Retrieval
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Can SimpleIndex integrate with Microsoft SharePoint?

Wednesday, 28 February 2018 by dwilder

Any document processed with SimpleIndex can be uploaded directly to your SharePoint document library, and any custom columns or metadata tags can be set automatically using the SimpleIndex index field values.

Find out more at our SharePoint Document Scanning page.

Integrated custom metadata is only supported in SharePoint 2010 and above, including SharePoint Online / Office 365. Microsoft .NET 3.5 and the SharePoint 2010 Client Object Model are required and must be installed separately in version 7. Version 8 includes a download option in the Global Settings Wizard. Version 8.4 and above include them automatically. Version 7 users can Download the SharePoint 2010 Client Object Model here.

To configure SharePoint export, go to the Advanced Options screen in your Job Options and enter the URL of your document library in the SharePoint Document Library URL setting.

The easiest way to integrate with SimpleIndex is to simply map a network drive to the SharePoint document library and set your Output folder to use this drive. SimpleIndex will create folders and name files automatically using your job settings.

In this configuration, only the Title tag is set. You can also use SimpleIndex‘s file property feature to set EXIF tags (images) or PDF file properties for the Title, Subject, Author and Keywords tags.

One thing to remember when configuring SimpleIndex jobs for SharePoint is the extra restrictions on filenames in SharePoint. For a detailed list please visit SharePoint File Name Restrictions. When using the integrated SharePoint feature with SharePoint 2010 these invalid characters are automatically replaced when exporting.

There are also several inexpensive or free applications that allow you to upload documents processed with SimpleIndex to SharePoint. These can be useful when you have a slow connection and need the files to upload in the background without slowing down production. Here are two of them:

SharePoint Upload Service

SharePoint 2010 Bulk Document Importer

If your SharePoint integration has requirements not met by these solutions, our Professional Services department will be able to design a SharePoint interface to meet your specifications.

Document Management SoftwareFront End ScanningServer OCRSharePoint MigrationSharePoint Scanning
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  • Published in SharePoint Integration
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Is it possible to search for and retrieve documents with Windows desktop search?

Wednesday, 28 February 2018 by dwilder

Windows Search works great with SimpleIndex because all index data can be saved to the folder and file names as well as the file properties, and OCR text can be saved to hidden layers in PDF files. Windows Search will read all of these elements when building its index and will return any matching files when you search.

Using Windows Search on a file server allows for instantaneous searching across terabytes of documents and text for all of the users on your network.

IFilters allow Windows Search to search within file contents.

Here are three popular PDF IFilters that will enable text searching for PDF files:

  • Foxit PDF IFilter (commercial)
  • TET PDF IFilter (free/commercial)
  • Adobe PDF IFilter (32-bit / 64-bit) (free)

If you have issues with PDF text searching in Windows 10, this article has detailed instructions for resolving PDF IFilter issues:

https://fixedit.itxpress.biz/2018/07/05/searching-pdfs-in-windows-10/

ContentverseDocument Management SoftwareDocument RetrievalFile IndexingMicrosoft Word Data ExtractionOffice PDF Document IndexingOffice PDF Text ProcessingPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementSearchServer OCRText ProcessingUnattended Processing
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  • Published in Database & Retrieval, Export, Office PDF Text Processing
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How do I export index data to a database?

Wednesday, 28 February 2018 by dwilder

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 “Database Mode” to “Insert New Records”
-To use ODBC, enter the data source name or file in Data Source
-To connect directly, select your database type under “Select a Data Source” and click Start. A series of dialogs will prompt you for database connection information.
-Select destination Table or View and click Reload
-For each index field, select the corresponding database field that will receive that field value
-The “Output File Field” will receive the path to the exported file

Once you have created records in your database in “Insert” mode, you can change to “Retrieve and View Records” and use SimpleIndex or SimpleSearch to search and view the files.

CSVDatabaseDocument Capture SolutionDocument RetrievalMS AccessMySQLODBCOracleServer OCRSharePoint ScanningSQL ServerWorkflowWorkflow SoftwareXMLXSLT
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  • Published in Database & Retrieval, Export
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Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?

Wednesday, 28 February 2018 by dwilder

All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.

ContentverseDocument Management SoftwareDocument RetrievalFile IndexingPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementSearchServer OCR
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  • Published in Database & Retrieval, Licensing & Installation
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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?

Wednesday, 28 February 2018 by dwilder

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.

Document Management SoftwareDocument RetrievalPaperless OfficePDFPDF Archive Scanning SoftwareSearchServer OCRTIFF
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  • Published in Database & Retrieval, Import
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How do you configure a field to select from a list of possible values?

Wednesday, 28 February 2018 by dwilder

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.

Automatic Indexing SoftwareCSVDatabaseDatabase AutofillDocument AutomationDocument RetrievalFile IndexingKeyword IndexingMetadataMS AccessMySQLODBCOffice PDF Document IndexingOracleScanned Document IndexingServer OCRSharePoint ScanningSQL ServerWorkflowWorkflow Software
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  • Published in Indexing & UI
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Is it possible to restrict user access to certain documents in Retrieval Mode?

Wednesday, 28 February 2018 by dwilder

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.

DatabaseDocument Management SoftwareDocument RetrievalMS AccessMySQLODBCOraclePaperless OfficeServer OCRSQL ServerWorkflow Software
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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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What is “Match & Attach” mode?

Wednesday, 28 February 2018 by dwilder

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.

This allows documents to be indexed with a variety of information and then have it find a particular record based on up to three different key indexes in a data source.  It can then fill in additional data columns with indexed information along with the full text information, page count, batch ID and image path.

The Match & Attach uses the key field in the  “Autofill Settings…” in the Indexing & File Naming step of the Job Settings Wizard in the File menu.  Then fills the data into any blank columns for the record in the database and also changes any fields that are different.

Related Links

  • SimpleIndex Wiki – Match and Attach Records
DatabaseDatabase AutofillDocument AutomationDocument RetrievalMS AccessMySQLODBCOracleServer OCRSQL ServerWorkflow
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  • Published in Database & Retrieval, Export
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How do you configure the Autofill feature?

Wednesday, 28 February 2018 by dwilder

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 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.

You can use one, two or three index fields as the key values to extract data from your data source.  These index fields can be any of the various types of manual and automatic fields.  Once the fields are matched the lookup information will get filled in to the Autofill Index fields.

Instructions

  1. Navigate to the Indexing & File Naming step in the Job Options Wizard under the File menu.
  2. Create an Index field(s) in SimpleIndex that will be used for the key matching value(s), which will pull the information from the database.  This Index field can be any Type other than Autofill.
  3. Click the “Autofill Settings…” button on the top right.
  4. Select the “Datasource:” configured in the Database step in the drop down or click the “New Data Source…” button to create a new connection.
  5. Click the Load button, which loads the data from the database.
  6. Select the Table or View that the data is in in the “Table or View:” drop down.
  7. Select the key field from the database that will be used to match against to pull the other data from the other columns in the selected Table or View from the “Database Key Field 1:” drop down.  If other index fields are required for matching the correct records select these in “Database Key Field 2:” and “Database Key Field 3:”
  8. Select the key index field from SimpleIndex that will be entered or extracted and used to match against the database in the “Index Key Field 1:” drop down.  If other index fields are required for matching the correct records select these in the “Index Key Field 2:” and “Index Key Field 2:”, making sure that the correct SimpleIndex fields are linked to the correct database columns.
  9. Click Finish
  10. Create new Autofill index fields for each piece of additional data needed to be filled in based on the key field(s).  The Template for each of the Autofill index fields should be the exact name of the column from the data source that should be filled.

By checking the “Allow manual input in Autofill fields” the users can edit the filled data manually.  By checking “Automatically select first matching record” it will select the first record in the table that matches instead of asking which record should be used, when multiple records in the data source have the same data.  By checking “Match on single Key Field” it will match on just one of the key fields, instead of requiring all key fields be match, when multiple key matching fields are used.  By checking “Cascading List Mode” each autofill field is displayed as a drop down list populated by the records that match the key field(s) and each selection filters the next list for matching values.

Related Links

  • SimpleIndex.com – Automatic Indexing Using Existing Data
  • SimpleIndex.com – Invoice Processing with Full Page OCR
  • SimpleIndex Wiki – Autofill
  • SimpleIndex Wiki – Cascading List Mode
  • SimpleIndex Wiki – Data Source
  • SimpleIndex Wiki – Access
  • SimpleIndex Wiki – SQL
  • SimpleIndex Wiki – ODBC
DatabaseDatabase AutofillDocument AutomationDocument RetrievalMS AccessMySQLODBCOracleServer OCRSQL ServerWorkflow
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  • Published in Database & Retrieval, Indexing & UI
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