User interface and processing workflow questions. Using the built-in viewer. Navigating batches. Manual indexing options.
The Grid feature lets you browse the documents in the batch and jump to a specific file. Click the Grid check box in the upper-right corner of the application to display the grid. Double-click on a row to display the corresponding file.
Under File choose Global Settings Wizard.
Select Configure Advanced Settings and click Next 3 times.
On this panel, there is a box for entering the Backup location. You can click Set and browse to the location where you would like the files to be stored.
When a batch is cancelled, the images will be moved to a subfolder of that folder using the current date and time as the folder name.
To re-process these batches, create a copy of your configuration file where “Input Files From” is set to “Folder” and the Input folder is left blank. When this job is run the user will be prompted to browse to the folder where the canceled batch is stored. This allows a single configuration to be used to reprocess any canceled batch, since the input folder changes every time.
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 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.
To configure the Autofill feature first go to the Index tab and define the field that will be used to perform the lookup. Each value in this field should correspond to a single record in the database, usually defined as the “Primary Key”. This field can be any type, including Barcode and OCR for full automation.
Next click “Configure Index Autofill” button. Here is where you will setup the database lookup. The “Match Data Source” is configured the same way as the “Data Source” on the Database tab. It can be the path to an MDB file, an ODBC data source or OleDB connection string. Click “Set” to browse to an Access MDB file or type the connection string.
Once the data source is set, the drop-downs for the Table and Field names will be populated. Select the table or query that contains the data, then select the field in the database that will be used for lookup. Under “SimpleIndex Key Field 1” select the field you defined in the first step.
“Key Field 2” gives you the option to use 2 field values to perform the lookup if a single unique matching value doesn’t exist.
Click OK and go back to the Index tab.
Finally set the field type to “Autofill” on every field you want to populate from the database. In the “Template” for all the Autofill fields put the name of the corresponding database field that will be used to populate it.
Now when a value is entered for the key field, the Autofill fields will be filled in automatically from the database!
Cascading List Mode
Cascading List Mode is a powerful new feature introduced in 8.2 that lets you filter each list field by the values you select. For example, you could have lists for Vendor Name and Invoice Number, and when you select a Vendor from the list, the Invoice Number list will only show invoices from the selected vendor.
I finished scanning a batch and found a page that did not get scanned. How can I insert the missing page?
The latest SimpleIndex has an “Insert” option under the “Scan” menu that lets you add new scanned images or existing files anywhere in the batch.
Older versions of SimpleIndex did not have an Insert Scan function. If you have version 6 or older, you need to use the Duplicate and Rescan features to insert pages into a batch.
If the page to be added is part of a multi-page document, go to an indexed page from the same document and click the “Duplicate” button. If it is not a multi-page document then it doesn’t matter which page you duplicate.
When prompted for the number of copies, enter the number of pages you need to add. The current image and index information will be copied this many times and added to the end of the batch.
Now go to each of these pages, insert the page you want to add and click the “Rescan” toolbar button. This will replace the duplicated page with the one left out of the batch. Assign the proper index values and click Save Index for each.
Choose Global Settings Wizard from the File menu.
Select either Use Default Settings or Configure Advanced Settings and click Next twice.
The next panel, Default Configuration & Storage Folder, allows you to change where job configs are placed by default. Click next to move through the Wizard and save your changes.
If you chose Configure Advanced Settings on the first panel, you can also set default locations for Input, Output, Log, Backup, and Temp folders on the third panel.
These can be a network drive shared by multiple SimpleIndex users.
Choose Global Settings Wizard from the File menu.
Select the Configure Advanced Settings Option and click Next 3 times.
This brings you to the Security Options panel where you can assign a password to the job configurations along with disabling print email and export and making redactions permanent.
Enter your changes and click Next until you reach the end of the Wizard
Other options for preventing accidental changes to the settings are marking the files read-only and removing write permissions from the ACL.
Always keep a backup copy of your working configuration files just in case!