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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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SimpleIndex is the perfect solution for small business and departments looking to manage their files from a single interface, developers who don’t want to reinvent the wheel and large companies with many locations looking to decentralize their scanning. SimpleIndex organizes scanned images and electronic documents into a single document management database your employees can access on their desktops. SimpleIndex takes the labor out of document imaging by providing powerful barcode recognition and OCR search algorithms that can find index values no matter where they are on the page.

Simple Software Logo

There are several of different Features of SimpleSoftware products making Scanning better.

  • Streamlined interface – The Fastest, Most Accurate Scanning Solution
  • Support for both TWAIN and ISIS Scanning drivers standards
  • Automated Processing & 1-Click Interface to make scanning process even more efficient
  • Optical Mark Recognition – lets you define check box regions on scanned images.
  • Screenshot OCR – Indexing from Applications with Screen OCR

Patent ID and Title Extraction

Monday, 14 November 2022 by Simple Software

To avoid manual data entry, pattern matching is used to automatically read the Patent ID Number and Title from any US patent application straight out of the box.

This job configuration is available for free for SimpleIndex users from the link below.

SimpleIndex Patents Demo Job Configuration

KB Articles for Patent ID and Title

  • Language Pack for Standard/Tesseract OCR
  • Languages Supported in SimpleSoftware OCR Engines
  • What is Document Imaging?
  • Change the Dictionary Separator Value
  • Change the OCR Font or Type
  • Regular Expression (RegEx) - Syntax or Type
  • Autonumber Increment Value
  • 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?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
File Indexing, OCR, PDF, Scanning Software, Text Processing
File IndexingOCRPDFScanning SoftwareText Processing
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Indexing Solutions with Barcode Recognition

Monday, 14 November 2022 by Simple Software

Barcode recognition is the most efficient way to capture index data printed on documents. If you are unfamiliar with the use of barcodes in document scanning, you can learn more about barcodes in our Barcode Scanning Guide, but if you want to know more about barcode use with SimpleSoftware products, read on.
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Some documents already have key information in barcode format on them. In many cases adding a barcode to a document is as simple as changing or adding a font. Adding barcodes to new documents is preferable as all the index data is on the document at the time it is created and in a format that can be read with near 100% accuracy.

As an alternative to placing barcodes on the individual documents, it is possible to print out a barcode cover page and place it on the file before it is scanned. The SimpleCoversheet application was designed to make this easy by providing a simple interface for selecting index values and printing a standard coversheet that contains these values in barcode format.

Barcode recognition can also be useful when you have documents with a variable number of pages that will all receive the same index values. If it is not possible to generate an indexed coversheet for these at the time they are created, a generic barcode coversheet can be used to separate the scanned images into multi-page files, one for each document. A second process can then be used to index these images one file at a time instead of one page at a time, greatly increasing throughput.

Barcode Recognition Features

With SimpleIndex Barcode you can:

  • Read barcodes printed on scanned paper documents
  • Read barcodes embedded in PDF files
  • Automatically rename files based on barcodes
  • Export barcode data to CSV file or any database
  • Separate multi-page documents with cover pages
  • Recognize 2D formats like PDF417, DataMatrix, Aztec and QR Code
  • Recognize 30 different 1D barcode formatsCode 39, Codabar, UPC, Code 128, EAN 13, 2 of 5, etc.
  • Recognize postal barcodes like Planet, PostNet, Royal Post and Australian Post
  • Lookup barcode values in a database for additional data
  • Complete list of document scanning & indexing features

With SimpleCoversheet you can:

  • Create barcode coversheets for use with SimpleIndex and other scanning applications
  • Print barcodes on Avery label templates that can be applied to documents
  • Affordably enable every employee to print barcodes
  • Create coversheets that allow SimpleIndex to automatically index and file documents
  • Enable scanning and indexing from MFPs, network scanners and digital copiers
  • Perform “mail merge” with barcodes to print many coversheets at once
  • Supports many 1D and 2D barcode formats

KB Articles for Barcode Recognition

  • Turn On Replacement Characters for Barcodes
  • Regular Expression (RegEx) - Syntax or Type
  • Autonumber Increment Value
  • What are some other terms for Bar Code Scanning Software?
  • Can SimpleIndex read bar codes from existing PDF files?
  • I cannot recognize PDF417 or QR Code bar codes. What does "Advanced "Only" mean?
  • Can I split TIFF or PDF files based on barcodes as a separator and also name the file with the barcode value?
  • Will SimpleIndex read multiple barcodes on a page and save the value to the appropriate index field?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • How can I delete the barcode or blank page cover/separator sheet that I don't need to save?
1-Click Processing, Bar Code Scanning, Barcode Printing, Barcode Recognition Software, Command Line Interface, CSV, File Indexing, Patch Code, PDF, PDF417, QR Code, Scanning Coversheet, Scanning Software, SimpleCoversheet, Unattended, Unattended Processing, Watermark PDF Files, Workflow Software
1-Click ProcessingBar Code ScanningBarcode PrintingBarcode Recognition SoftwareCommand Line InterfaceCSVFile IndexingPatch CodePDFPDF417QR CodeScanning CoversheetScanning SoftwareSimpleCoversheetUnattendedUnattended ProcessingWatermark PDF FilesWorkflow Software
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How to activate any Add-on or Upgrade to SimpleIndex?

Friday, 30 August 2019 by Simple Software

SimpleIndex Add-on Option A – New SimpleIndex Installation:

If you are installing SimpleIndex 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:

When you click Finish you will receive the Global Settings Wizard window to configure the general settings for SimpleIndex on the installed computer.

Move through the prompts to configure the Global Settings Wizard.  Once complete you will receive a confirmation that the License was properly activated before the software opens.

SimpleIndex Add-on Option B – SimpleIndex Already Installed:

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

Click the SimpleIndex icon on your desktop or from your Windows Start menu.

Once SimpleIndex is open go to the Help menu and Select Activate/Transfer License.

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.

SimpleIndex Add-on Option C – SimpleIndex Installed on Computer Not Connected to the Internet:

If you have installed SimpleIndex on a computer that doesn’t have an internet connection an Offline Activation will need to be done.

First fully install the SimpleIndex software without activation.

Once it has been fully installed click the SimpleIndex icon on your desktop or from your Windows Start menu.

Image of the SimpleIndex Shortcut Icon

Once SimpleIndex is open go to the Help menu and select Activate/Transfer License.

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 “SimpleIndex Offline Activation” window, which asks you to call or email for an Offline Activation.

Select the license version that you ordered in the “SimpleIndex 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.

Automatic Indexing SoftwareFile IndexingOCROffice PDF Document IndexingOffice PDF Text ProcessingPDFPDF FormsScanned Document IndexingScanning Software
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What are some other terms for Bar Code Scanning Software?

Monday, 29 July 2019 by aaron

People searching for software to read bar codes from scanned documents, or create document separator sheets for batch scanning operations, can use a variety of terms to find what they are looking for. This page helps you find Bar Code Scanning Software on our website.

Related terms include: bar code creator, bar code printer, bar code stickers, barcode 2d generator, barcode generate, barcode printing software, barcode software freeware, free bar code software, free barcode software, generator barcode, label barcode, print bar codes, print barcodes, recognize PDF417 barcodes, bar code documents, bar code reading software, bar code scanner software, Bar Code Scanning Software, bar code scanning technology, bar code software, barcode data capture, barcode documents, barcode image software, barcode imaging software, barcode ocr, barcode ocr software, barcode reading software, barcode recognition software, barcode scan software, barcode scanner software, barcode scanners software, barcode scanning software, barcode software, document scanning bar code, document scanning barcode, PDF barcode recognition.

Bar Code PrintingBar Code ScanningBarcode Recognition SoftwarePDF417QR CodeScanning Software
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Is SimpleIndex for Windows only? I’m a Mac user.

Wednesday, 28 February 2018 by dwilder

Unfortunately SimpleIndex is for Windows only. This is true of most high speed document scanning applications, due to the fact that most document scanners only have Windows drivers.

However, SimpleIndex can output to databases and file shares on a Mac server. The fact that it does not have its own proprietary file system and database makes it a very good choice for Mac networks, since only the scanning workstation needs to be a PC.

Likewise, many users have reported great success running Parallels or Bootcamp on their Mac to allow the use of a Windows OS

Automatic Indexing SoftwareFile IndexingOCROffice PDF Document IndexingOffice PDF Text ProcessingPDFPDF FormsScanned Document IndexingScanning Software
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  • Published in Licensing & Installation
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What scanners does SimpleIndex work with?

Wednesday, 28 February 2018 by dwilder

SimpleIndex will work with both TWAIN and ISIS scanner drivers. TWAIN is more common and works with virtually all scanner models. ISIS is designed for high speed document scanners. Most sheetfed scanners support ISIS.

ISIS is much faster and has more features than TWAIN, and is the preferred way to scan documents. ISIS scanning is included with SimpleIndex Full or is available as an add-on for other versions.

Fast ScanningISIS DriverScanning SoftwareTWAINTWAIN & ISIS Scanning
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  • Published in TWAIN & ISIS Scanning
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How much do Simple Software products cost?

Wednesday, 28 February 2018 by dwilder

Click here for the latest pricing and online ordering information. You can also purchase full service solutions from one of our Authorized Dealers.

Click here for a PDF version of the price list and a feature matrix that shows which features are included in each version.

All applications are activated online by entering a serial number in the demo. The serial is emailed to you once your order is processed.

Automatic Indexing SoftwareFile IndexingOCROffice PDF Document IndexingOffice PDF Text ProcessingPDFPDF FormsScanned Document IndexingScanning SoftwareUnattended Processing
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  • Published in Licensing & Installation, LoanStacker, SimpleCoversheet, SimpleExport, SimpleQB, SimpleSend, SimpleView
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I have a duplex scanner how do I set up SimpleIndex to scan 2 sided documents automatically?

Wednesday, 28 February 2018 by dwilder

Simplex versus Duplex scanning is a function of your scanner driver. SimpleIndex uses both TWAIN and ISIS drivers. ISIS drivers are faster for high-speed scanners and are preferred.

To configure duplex on an ISIS scanner:

1 Select “Use ISIS Driver” from the Scan menu if it is not selected

2 If this is your first time using ISIS, click “Select a Scanner” to select the driver for your scanner

3 Click Display Scanner Settings to display the ISIS driver settings

4 Find the setting for Simplex/Duplex and set appropriately. Each scanner model has a different driver interface. Refer to your scanner’s documentation if you cannot find the duplex setting.

To set the scanner settings using TWAIN:

1 Select “Use TWAIN Driver” from the Scan menu

2 If this is your first time scanning with TWAIN, click “Select a Scanner” and select your scanner

3 If “Display Scanner Settings” is not checked in the Scan menu, click it to select it

4 When you run the job, the scanner settings will be displayed prior to scanning. Find and select the duplex setting there. If you cannot find it, refer to your scanner’s documentation.

When scanning in duplex, you will want to enable automatic blank page deletion. Many scanners have this feature built-in, so check your driver settings to see if there is a blank page deletion option.

If your scanner doesn’t have blank page deletion, use the “Min File Size” setting on the Batch tab of the Options screen to enable it in SimpleIndex. This setting refers to the minimum file size (in bytes) for a page to be considered non-blank. Any file under that size will be deleted. This value varies depending on scan resolution, and does not work with uncompressed files.

Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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Can I scan with a Kofax Adrenaline based scanner interface?

Wednesday, 28 February 2018 by dwilder

Yes it is possible to scan with Kofax Adrenaline based scanners using the Adrenaline TWAIN or ISIS data source.

To configure ISIS, you may need to select one of the general Kofax drivers such as “Any Fujitsu Scanner with Adrenaline” or “Kofax Arenaline Scanner”.

To configure the TWAIN data source:

1. Download the Kofax Adrenaline TWAIN Data Source from Kofax Adrenaline Patches

2. Configure a scan source in KSM (in your computer’s Control Panel) called TWAIN SOURCE

3. Select the Kofax Adrenaline TWAIN driver from the Select Scanner dialog in SimpleIndex

There should be little difference in performance due to using the TWAIN interface, and all the Kofax image processing controls will still be available.

Batch ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverScanning SoftwareTWAIN & ISIS Scanning
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  • Published in TWAIN & ISIS Scanning
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I have a scanner with Virtual ReScan (VRS) that is not scanning properly. How do I solve this issue?

Wednesday, 28 February 2018 by dwilder
Any time that you have a scanner with Virtual ReScan (VRS) you must pick Kofax VRS as the scanner instead of the scanner model itself. With VRS you assign the scanner to VRS and then anytime you pick Kofax VRS as the scanner in your scanning software the assigned scanner will be the scanner that is used.
Batch ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverScanning SoftwareTWAIN & ISIS Scanning
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  • Published in TWAIN & ISIS Scanning
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How can I change from letter to legal size documents?

Wednesday, 28 February 2018 by dwilder

This is done through the TWAIN or ISIS settings for your scanner. To access these settings select “Display Scanner Settings” from the “Scan” file menu. Next click the “Run Job” button and before the scanning process starts your scanners TWAIN or ISIS settings dialog box will appear.

Every TWAIN or ISIS dialog is different, but any of them have a clear option for changing page size or auto detecting page size.

Batch ScanningDistributed ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareTWAINTWAIN & ISIS Scanning
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  • Published in TWAIN & ISIS Scanning
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What scanners are compatible with SimpleIndex? How do I find a list?

Wednesday, 28 February 2018 by dwilder

SimpleIndex is compatible with any device that has a TWAIN or ISIS driver. This includes virtually all makes and models of scanner, as well as many specialty scanners, digital cameras and other devices.

In the few instances when a scanner has a proprietary driver, it can still be used with SimpleIndex by first scanning to a folder and setting SimpleIndex‘s input to “From Folder” on the Input tab.

For many high-speed scanners (over 50 pages/minute), ISIS drivers provide improved throughput versus TWAIN. It is recommended you purchase the ISIS driver option with these scanners.

ISIS drivers also let you save your scanner settings to a file that can be distributed with your SimpleIndex configuration.

You can find more information on selecting the best scanner for your specific requirements on the ScanStore Scanners Guide, as well as a wide assortment of scanners available for purchase.

Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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  • Published in TWAIN & ISIS Scanning
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How do I automatically delete blank pages from duplex documents?

Wednesday, 28 February 2018 by dwilder

This is done using the Minimum File Size drop down in the Blank Page Deletion section of the Image Enhancement step of the Job Settings Wizard. This setting uses the image file size in bytes to determine which files are blank pages.

In this box you would put the number of bytes for the threshold for which documents are considered to be blank, which will be deleted and those considered non-blank that should be kept.  If the scanned or imported image file is smaller than the number in bytes for the file size then it will be deleted and if it is higher it will be kept.

For 200dpi, compressed, black & white TIFF images (the default format used by SimpleIndex) this is usually around 2500 bytes and 300dpi, compressed, black & white TIFF images (the default for OCR) is usually around 7500.

Depending on your scanner settings and how much black is in your images, blank pages could be significantly larger. If you are scanning small pages the margin for error will be less. You will want to do some trial and error testing to ensure the setting is right for your images.

Related Links

  • SimpleIndex Wiki – Image Properties
  • SimpleIndex Wiki – Image Enhancement
Batch ScanningDistributed ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverScanning SoftwareTWAINTWAIN & ISIS Scanning
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  • Published in TWAIN & ISIS Scanning
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How do I configure SimpleIndex to scan documents?

Wednesday, 28 February 2018 by dwilder

First make sure that you scanner’s TWAIN and/or ISIS driver (found on the included CD or manufacturer website) is installed and that the scanner shows up in the ‘Printers and Scanners’ section of the ‘Control Panel’ in Windows.

On the SimpleIndex Settings Wizard step of the Job Settings Wizard set the Input Type to Scanner or Both.  Scanner will just use the scanner and both will scan first and then pull image from the Input folder.

Settings for the scanner can be found in the Scanner Settings step of the Job Settings Wizard.  These allow you to select TWAIN or ISIS scanning, whether images are displayed during scanning and more.

From the Scan menu you have the option to select your scanner, display or hide the scanner’s TWAIN/ISIS settings interface or have SimpleIndex prompt the user when the feeder is empty.

The Scan to File option in the Scan menu lets you separate the scanning from processing. Use this to scan a sample image and save directly to a file folder.

Related Pages

  • SimpleIndex.com – TWAIN and ISIS Scanning
  • SimpleIndex Wiki – Scanner Settings
  • SimpleIndex Wiki – Scan Menu
  • SimpleIndex Wiki – ISIS
Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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Imprint, Endorse, or Bates Stamp Images Electronically

Tuesday, 06 February 2018 by Simple Software

Many legal applications require documents to have a sequential number, called a bates stamp, printed in a specific location on each page. Usually this requires the purchase of a much more expensive scanner that has a built-in printer, called an imprinter or endorser to print the number on the pages as they are scanned. However, if documents are being submitted electronically, the bates stamp does not have to be physically printed on the page. SimpleIndex‘s Electronic Imprinting feature lets you apply the bates stamp to the images after they are scanned, saving you thousands on specialized scanning hardware.

New in SimpleIndex v9.0 you can now apply image-based semi-transparent watermarks for PDF files to add logos, trademarks or backgrounds.

Electronic imprinting is also useful for anyone looking to apply a page numbering scheme, scan date, copyright notice or any other text to document images as they are scanned.

KB Articles for Imprinting & Watermarking

  • How can I configure SimpleIndex to perform bates stamping or page numbering for my images?
Bates Numbering Software, Imprinting, Imprinting & Watermarking, PDF, Scanning Software, TIFF PDF Annotations, Watermark
Bates Numbering SoftwareImprintingImprinting & WatermarkingPDFScanning SoftwareTIFF PDF AnnotationsWatermark
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Ensures All Required Documents are Scanned

Tuesday, 06 February 2018 by Simple Software

Some applications have a set of standard documents that are required to be present in each batch. SimpleIndex has the ability to specify a list of required values for a field then audit each batch at the end to ensure all are present. Any missing pages may be scanned and indexed automatically from this screen as well. This feature may also be configured to allow exceptions and log a valid justification for the absent document.

This feature makes SimpleIndex the perfect front desk scanning application For example, a health care chain may have a list of documents they must collect from each patient in order to bill the insurance company With SimpleIndex they can image these documents at the front desk, and audit the batch automatically to ensure all the required pages are there.

Doing this not only eliminates the need for a dedicated, central scanning department to image these files, it also greatly decreases the error rate and improves collections turnaround for our example company.

KB Articles for Document Management

  • 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
Distributed Scanning, Document Imaging, File Indexing, Front End Scanning, Remote Capture, Required Documents Auditing, Scanning Software
Distributed ScanningDocument ImagingFile IndexingFront End ScanningRemote CaptureRequired Documents AuditingScanning Software
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The All-In-One Scanning & Sorting Tool

Tuesday, 30 January 2018 by Simple Software

SimpleIndex® has the ability to perform a wide variety of scanning and document organization tasks quickly and easily.

This makes it a must-have tool for IT departments and consultants who often need to:

  • Scan and store various documents on network shares or cloud storage
  • Organize existing MS Office, PDF and other files on your network
  • Attach files to records in a custom database
  • Integrate scanning into custom business applications
  • Add document capture to Robotic Process Automation bots
  • Automate data entry from paper or electronic documents
  • Reduce click charges for centralized scanning departments

The missing piece of the IT document management puzzle

With a cost and setup time that is negligible compared to other enterprise capture platforms, SimpleIndex makes sense even when your company already has one. For example:

  • When SimpleIndex has unique features your other software doesn’t, like Office and PDF text parsing, PDF Bookmarking or Electronic Imprinting.
  • When setting up a new workflow requires extensive setup time and management approvals to use the central system.
  • When click charges make a project prohibitively expensive.

The wide variety of scanning and indexing tasks you can do with SimpleIndex make it an incredibly useful tool to have in your arsenal.

Find Out More

  • Download or get an Online Demo
  • SimpleIndex Feature Guide
  • Wiki Manual Pages
  • Compare Versions & Licensing

KB Articles for Document Management

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  • Multiple Sort Fields on Search
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  • 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?
1-Click Processing, Bar Code Scanning, Command-Line, Database, Document Automation, Document Capture Solution, Document Imaging, Document Management Software, Imprinting, Imprinting & Watermarking, MS Office, OCR, Office PDF Text Processing, PDF Bookmarking, RPA, Scanning Software, TWAIN, TWAIN & ISIS Scanning
1-Click ProcessingBar Code ScanningCommand-LineDatabaseDocument AutomationDocument Capture SolutionDocument ImagingDocument Management SoftwareImprintingImprinting & WatermarkingMS OfficeOCROffice PDF Text ProcessingPDF BookmarkingRPAScanning SoftwareTWAINTWAIN & ISIS Scanning
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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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SimpleIndex Walkthrough

Tuesday, 23 January 2018 by Simple Software

What Is SimpleIndex?

SimpleIndex is a tool to organize your documents automatically, whether they are scanned or digital.

It provides the advanced OCR automation features of enterprise-class software, with an interface and workflow that is optimized for the desktop user.

SimpleIndex Document Processing Workflow

It can work as a standalone document manager, or a capture front-end to any app, database or cloud storage solution.

What Makes SimpleIndex Different?

Document capture applications fall into 3 main categories — Desktop, Enterprise and SDKs. SimpleIndex is a hybrid of all three.

Desktop scanning and OCR software require you to manually organize your files, which adds many hours of extra work over time, even if you only scan a few documents a week.

Enterprise solutions are designed to distribute documents to multiple servers and operators and keep hundreds of working batches in a queue, with all the extra setup time and license costs associated with them. (If they’ll even sell you a permanent license!)

APIs and SDKs make you re-invent the wheel. While you have direct integration with your app, any capabilities and UIs you want to have need to be coded. 

SimpleIndex puts powerful Enterprise automation and integration features into app that is designed and priced for desktop users.

The SimpleIndex command line interface lets IT and information workers who aren’t programmers integrate scanning, OCR and data capture into third party apps and RPA Bots.

How Does SimpleIndex Work

SimpleIndex is designed around a single batch processing model, performing all the stages of the document capture workflow in one sequence of steps.

These steps are:

  • Import (scan or read existing files)
  • Process (cleanup, OCR, barcode recognition)
  • Index (QC review images and OCR, assign index field values)
  • Export (save documents and index data to files and/or database)

SimpleIndex is designed to quickly scan and index a single batch by performing each stage automatically in sequence, without the operator having to click extra buttons or launch a different application. This design makes SimpleIndex much faster and easier to use, while lowering setup complexity and cost.

SimpleIndex replaces the series of individual commands required by some applications with a single “Run Job” button. This one click executes all the user-configured settings and batch steps.

SimpleIndex Jobs

Each type of document has different parameters for each processing stage that are used to capture and file the images. In SimpleIndex, a particular set of these parameters is called a Job. 

When configuring a job, you must specify how you want SimpleIndex to perform each of the processing stages from Import to Export. When a job is executed, SimpleIndex automatically launches all the processing stages in sequence according to the settings you specify.

The settings for a job are saved to a SimpleIndex Configuration File (*.sic). Any configuration file can be launched from Windows Explorer by double-clicking its icon just like any saved document. Doing this will start SimpleIndex and execute the job automatically.

Jobs can even be configured to perform all indexing automatically and hide the SimpleIndex user interface altogether. You can run them interactively while you work in other applications, or run them unattended on a server.

SimpleIndex Job Files
SimpleIndex Job Files

Processing the Sample Jobs

The best way to get started with SimpleIndex is to check out the sample configuration files that come with the trial download. These sample configurations demonstrate some of the key features of SimpleIndex and provide a starting point for configuring various types of jobs.

Several online videos are available to guide you through this process, or you can schedule an online demo and have us show you personally!

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  • Sample Job Videos – demonstrations and presentations
  • Simple Software University – how to configure jobs
  • Get an Online Demo – let us show you in a Zoom!

RTFM (Read The Fantastic Manual)

The Simple Software Wiki has extensive documentation and how-to guides for all of the features and usage scenarios, all in a Wiki format that lets you get additional information and context for any topic when you need to know more.

Core concepts and features have their own pages, with links to all of the settings and user interface options that relate to each one. Related training videos are embedded as well.

  • Creating Jobs
  • Running Jobs
  • Scanning
  • OCR
  • Bar Code Recognition
  • Database Integration
  • Index Autofill
  • Pre-Index Batch Jobs
  • PDF Processing
  • Imprinting
  • Fixed fields and preset values
  • Distributed Capture
  • Unattended Processing
  • Command Line Interface
Database, File Indexing, OCR, Scanning Software, Search, Workflow
DatabaseFile IndexingOCRScanning SoftwareSearchWorkflow
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Streamlined Interface

Tuesday, 23 January 2018 by Simple Software

Maximum Data, Minimum Clicks

As with any repetitive task, a few seconds saved scanning and filing a single document quickly adds up to dozens or hundreds of hours over the course of a long project or daily routine. The most import part of planning your document capture project is to find the most efficient way to file them correctly. Creating an efficient workflow will save you countless hours of labor over the life of your project.

SimpleIndex is faster and easier because it is designed to perform all of the steps necessary to scan or import documents, process, verify and export them in one continuous workflow rather than requiring the user to click extra buttons each time to initiate the next step. When taken to the extreme, SimpleIndex is capable of performing all of these tasks automatically with just a single mouse click.

SimpleIndex does this by saving all of the settings for a document capture workflow to a file that can be opened just like an Office document. This file is configured by the administrator so the user doesn’t have to see any of the technical details. Very rarely does the operator need to be able to change, for instance, the export file format and file naming scheme. So why do some applications show you a complicated export settings screen every time you try to save a batch? It is this attention to detail that allows SimpleIndex to process the same batch 35-75% faster than its competitors.

SimpleIndex also has the ability to pre-set index values and run jobs using the Command Line Interface. More on this design feature can be found on our Getting Started page.

Index Automation Features

The two main methods for automating indexing are Barcode Recognition and Optical Character Recognition (OCR).

Barcode recognition is faster and more accurate, but your documents must contain a barcode on the document or a cover page for this to work.

OCR is able to read printed data directly from the page, which means most documents can be processed as-is. However it is not 100% accurate and usually requires some human review. Handwriting can be recognized as well, using the Cloud OCR option.

If your index data already exists in another database, SimpleIndex has features that can make use of this data to automate processing. The Index Autofill feature matches data read from barcodes or OCR to data in your database, verifying the correct value is read and populating additional search fields automatically.

Paper and Electronic Documents

Traditional document capture is focused on digitizing paper documents with a document scanner. However, more and more documents are living their best lives as native PDF and Word files, never once having to enter our physical realm.

SimpleIndex is designed to handle both scanned physical documents and electronic files in their native format seamlessly. The OCR function will use existing text from any PDF file or Office document when it is available, or automatically OCR scanned images when it isn’t.

Use the built-in SimpleView viewer to view most common file types, or use the PDF editor and word processor of your choice to provide full editing capabilities embedded right within the SimpleIndex application.

It can also simultaneously scan and import documents from a hotfolder into a single batch. So if, for example, you receive both paper and email invoices, you can process your day’s work all at once with just one click!

Using Pre-Indexed Batches

The Pre-Index Batch feature of SimpleIndex is what enables 1-click scanning and indexing, as well as command line and unattended processing.

Pre-indexing lets you set fixed values for index fields and apply them to a whole batch. These can be combined with automatic values from barcode recognition, OCR and Autofill to create fully automated batch processes that can be launched from your custom application, a desktop shortcut, scheduled server task or even linked to the scan button on your scanner.

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Automatic Data Capture, Barcode Recognition Software, Batch Scanning, Command Line Interface, Database, Document Automation, Document Classification, Document Imaging, Fast Scanning, OCR, Office PDF Text Processing, RPA, Scanning Software, Solution, TWAIN & ISIS Scanning, Unattended, Workflow, Workflow Software
Automatic Data CaptureBarcode Recognition SoftwareBatch ScanningCommand Line InterfaceDatabaseDocument AutomationDocument ClassificationDocument ImagingFast ScanningOCROffice PDF Text ProcessingRPAScanning SoftwareSolutionTWAIN & ISIS ScanningUnattendedWorkflowWorkflow Software
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SharePoint Migration Document Numbering System TWAIN & ISIS Scanning Office PDF Text Processing PDF Forms Optical Mark Recognition TIFF Imprinting CSV Scanning Coversheet Document Management Software Watermark Database MySQL PDF Compression RPA RegEx Paperless Office Front End Scanning Personal Document Management ODBC QuickBooks Online Full-Text Search Required Documents Auditing Workflow Metadata Batch Scanning OMR Document Imaging Command-Line File Indexing Unattended PDF Data Extraction Software PDF417 PDF Archive Scanning Software Robotic Process Automation Barcode Reading Software Distributed Scanning SimpleSend Workflow Software Barcode OCR Invoice OCR XML MS Access QuickBooks Document Management

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Check our Wiki Help, Knowledge Base and Training Videos, or Contact Support if you still need Help

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