Designing Your Document Management Solution
If you have not yet decided on a plan for how to organize your scanned images for later retrieval, you should take some time to consider the possible options. There are several ways to search and view documents scanned with SimpleIndex®:
- Use SimpleSearch to use keyword searches to find and view indexed documents
- Use SimpleView to browse folders, search files, view, edit and annotate scanned documents without a database
- Use a third-party document management system for integrated searching, viewing, workflow, HIPAA compliance and other document-centric functions
- Use SharePoint to share documents online, create custom document workflows and employ records management standards
- Use the Windows Search Bar to search the names AND contents of files stored on Windows Server 2008 or later.
- Integrate SimpleIndex directly with your custom application using the Command Line Interface
- Work with our professional services team or an Authorized Dealer to create a customized solution or direct integration with virtually any application
- Use a custom database or spreadsheet such as MS Access, SQL Server or Excel to store the index data and provide links to the stored document images.
SimpleSearch is included with all versions of SimpleIndex and can also be licensed by itself. SimpleSearch implements the same SimpleIndex interface in “Retrieval” mode, hiding all the menus and toolbars used for scanning. Index fields normally used to assign values are used for searching instead.
SimpleSearch can use SimpleIndex‘s built-in database to perform searches, or connect to any other database, even those for existing business applications. Users simply type index values they want to find and SimpleIndex displays the matches. Partial matching and full text searches are also supported. Displayed documents can be printed, e-mailed or opened in their associated application (Word, Adobe Reader, Excel, etc.). SimpleSearch can view several common image formats, PDF files and can preview files for any OLE-enabled application installed on your computer (MS Office, Adobe applications, AutoCad, etc.)
If you have a Search/Retrieval configuration that you want to have Sort by more than one column do the following.
1. Open the configuration pad in Notepad.
2. Search for the option value <SORT_FIELD>
3. Normally there is one value in the section that looks like this: <SORT_FIELD>FIELD1</SORT_FIELD>
4. Add the fields that you want to search by as the database columns like this: <SORT_FIELD>[FIELD1],[FIELD2]</SORT_FIELD>
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.
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/
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.
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 search
This video shows the Sort My Documents sample configuration. Word documents, Excel spreadsheets and PowerPoint presentations are automatically sorted using the SimpleIndex template and dictionary matching algorithms.
The files are reorganized using the Sales Rep, Customer, Document Type and Date extracted from the text. SimpleSearch is then used to search and view the sorted files.
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. The most affordable solution uses Windows folders and filenames to organize and find documents on a shared network drive. SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible. Other applications force the user to create folders and name files manually, making ad-hoc document management too labor-intensive to be practical. You may 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 phr
This job configuration uses a 3-step process to automate the OCR processing:
Step 1 uses a full-page OCR process on each image. Field data is extracted from the full-page OCR using template and dictionary matching algorithms. This is done in Pre-Index mode to allow unattended processing. Data is saved to a database so it can be reviewed and corrected in Step 2.
Step 2 uses Database Update mode to find images with missing index values and allow the user to manually enter the correct data.
Step 3 uses a SimpleSearch configuration to search and view the indexed images, including full text searches.