|
|
| (33 intermediate revisions by 4 users not shown) |
| Line 1: |
Line 1: |
| This section outlines some of the key components to a document scanning and indexing workflow and how SimpleIndex implements them. The actual settings screens will be easier to understand once the underlying concepts are explained.
| | All Simple Software applications share a common Activation screen. While this page refers to SimpleIndex, the activation process is the same for all. |
|
| |
|
| = Demo/Registration Screen = | | == Demo/Registration Screen == |
|
| |
|
| When SimpleIndex is first installed, it is automatically set to run in Demo Mode, with the expiration date set to 30 days after you first run the program. Demo Mode can run as SimpleIndex Full with all optional features enabled, or it can emulate the SimpleSearch view-only. You must restart SimpleIndex to switch between modes. | | When SimpleIndex is first installed, it is automatically set to run in Demo Mode, with the expiration date set to 30 days after you first run the program. Demo Mode can run as SimpleIndex Full with all optional features enabled, or it can emulate the SimpleSearch view-only. You must restart SimpleIndex to switch between modes. |
| Line 9: |
Line 9: |
| == Starting in Demo Mode == | | == Starting in Demo Mode == |
|
| |
|
| To start SimpleIndex in demo mode, click Launch SimpleIndex. Click SimpleSearch Demo to emulate a search-only license. Close will exit the application. | | To start SimpleIndex in demo mode, click Launch SimpleIndex. |
|
| |
|
| == License Activation ==
| | Click [[SimpleSearch]] Demo to emulate a search-only license. |
|
| |
|
| To register SimpleIndex, enter your serial number in the box and click Activate. If you are connected to the Internet, and no firewall is blocking it, SimpleIndex will connect to the activation server and register automatically.
| | Close will exit the application. |
|
| |
|
| If connectivity problems prevent communication with the activation server, you may activate offline by clicking the Offline Activation button and following the on-screen instructions.
| | While in demo mode, SimpleIndex will apply a watermark to any processed images and add the word "DEMO" to any generated filenames. Be sure to make a backup copy of any images you use for testing with the demo version. |
|
| |
|
| = Processing Stages = | | == Starting in Freeware Mode == |
|
| |
|
| SimpleIndex is designed to process documents in the following stages, starting when the user clicks the Run Job button.
| | [[SimpleView Application|SimpleView]], [[SimpleCoversheet]], [[SimpleExport]] and [[SimpleSend]] each have a freeware version that allows partial functionality without a license or time limit. Click the "Use Free Version" button to launch the freeware version of these applications. |
|
| |
|
| # [[Import]] images from the Input folder or scan new images (5.3.2)
| | == License Activation == |
| #
| |
| # [[Process]] images, performing [[PDF Processing]], [[Auto-rotate]], [[OCR]], [[Barcode Recognition]], [[Despeckle]] and [[Deskew]].
| |
| #
| |
| #
| |
| # [[Manually review images and index values]] from OCR and Barcode Recognition. Manually enter index values that are not populated automatically.
| |
| #
| |
| #
| |
| #
| |
| # [[Audit the batch]] (optional) to ensure all required documents are present and all index information is entered correctly.
| |
| #
| |
| #
| |
| #
| |
| #
| |
| # [[Export the images and index information]] to the Output folder. [[Subfolders and filenames]] are determined by the index options you select. <br><br>If enabled, [[Insert mode]] will create records in your database and populate them with the index values from this batch. <br><br>Index, batch, and audit [[log files]] are written to the Log folder and log files/database records are created.
| |
|
| |
|
| SimpleIndex is unique because it performs all the enabled stages sequentially without user intervention. Other programs require a separate command to initiate each step, slowing productivity in single-workstation environments. When you click the [[Run Job]] button, SimpleIndex scans, processes, and exports the images automatically according to your configuration settings. | | To activate SimpleIndex, enter your serial number in the box and click Activate. If you are connected to the Internet, and no firewall is blocking it, SimpleIndex will connect to the activation server and register automatically. |
|
| |
|
| An even greater degree of automation can be achieved if all of the index values can be automated through [[Barcodes]], [[OCR]], or the [[Command Line Interface]]. Using [[Pre-Indexed]] batches, you can skip step 3 and perform scanning, processing, and export without any user intervention whatsoever. This allows you to run SimpleIndex by just double-clicking the job file, or by launching it from another program.
| | If connectivity problems prevent communication with the activation server, you may activate offline by clicking the Offline Activation button and following the on-screen instructions. |
| | |
| When configuring SimpleIndex, keep these stages in mind and think about what your particular job requires at each step. This will help you make sense of the many options available to you.
| |
| | |
| = File Naming Schemes =
| |
| | |
| SimpleIndex’s file naming parameters allow you to organize scanned documents logically using folders and [[filenames]], making it easy for users to find the file they need using Windows Explorer. File naming conventions also allow you to link images to existing database records by assuming images are saved with a specific folder and filename, eliminating the need for data imports.
| |
| | |
| File naming conventions are how SimpleIndex combines pages in a multi-page document into a single file. If you are used to other document management applications, this may be a different way of doing things. SimpleIndex considers any set of images that have the same index values a single document. At the end of the job, the export file is determined by the index values, and matching images are combined into one multi-page file. This simplifies the indexing process and makes it possible for pages in a single document to occur non-consecutively in a batch. This also makes it possible to append pages to previously scanned documents at a later date.
| |
| | |
| [[File:SimpleIndex SetUp File Naming Scheme Folders & Filenames Index Stage.png|300px|thumb|right|alt=SimpleIndex SetUp File Naming Scheme Folders & Filenames Index Stage|SimpleIndex SetUp File Naming Scheme Folders & Filenames Index Stage]]
| |
| | |
| Each index field you define has the option to be used as a folder level or filename. When exporting, SimpleIndex goes through the index fields in order, creating folders for each field where Folder is checked, and creating the filename by linking the index values that have Filename checked. For the pictured example, if the Output folder is “c:\output” and the Field Separator is “-“ the files would be named:
| |
| | |
| C:\output\Account #\Order #-Company-Customer Order #-Sales Person.tif
| |
| | |
| = Linking Jobs =
| |
| | |
| Many scanning tasks are better performed in separate stages. For example, a large scanning operation may need several scanners and indexers working together. This can be accomplished by configuring the scanners to scan images to an intermediate folder, from which the indexers would then pull files, index them, and produce the final output. Using this technique, a wide variety of imaging tasks can be accomplished.
| |
| | |
| The database features are also useful in linking jobs. [[Insert]] mode can be used by scanning workstations to create new records, and [[Update]] mode can be used by unattended barcode/OCR processes and by indexers to review and correct the index information.
| |
| | |
| Finally, the [[Pre-Process and Post-Process options]] allow you to run any program from a command line automatically at the beginning or end of each batch. This is perfect for converting input files or performing post-processes on the output files to transform them to any format you need. You can also use it to initiate a database import or FTP upload. Since you may launch any application, there is no limit to the possibilities.
| |
| | |
| = Starting the Settings Wizard =
| |
| | |
| Select New Job Configuration from the File menu, or click the New Job icon to start the wizard for a new job configuration.
| |
| | |
| To edit an existing job configuration in the wizard, select Job Settings Wizard from the File menu, or click the Wizard button on the Job Options screen.
| |
| | |
| = Welcome Screen =
| |
| | |
| [[File:SimpleIndex Simple Setup Job Linking Process Welcome Screen.png|300px|thumb|left|alt=SimpleIndex Simple Setup Job Linking Process Welcome Screen|SimpleIndex Simple Setup Job Linking Process Welcome Screen]]
| |
| | |
| == Wizard Mode ==
| |
| | |
| Select New Job to create a new, blank job configuration with the default settings.
| |
| | |
| Select Edit Job to open a job file for editing.
| |
| | |
| Use Integrated Mode to import index field settings from your document management system and automatically specify an export format. Settings import modules are customized for each DMS and are not installed by default. Contact support (0) to request an import module for your DMS.
| |
| | |
| == Input Type ==
| |
| | |
| The steps required by the wizard depend on whether new files are scanned as part of the job workflow or existing files are imported from a folder. Select Scanner or Folder to indicate which type of job workflow to use. Select Both to process new scans and existing files in the same batch.
| |
| | |
| Several settings allow you to use the job configuration file name and folder as variables. Once the Input Type is selected you will be prompted to save the configuration file before continuing.
| |
| | |
| = Scanner Settings =
| |
| | |
| [[File:SimpleIndex Simple setup Scanner Input Configuration Wizard Settings Screen.png|300px|thumb|right|alt=impleIndex Simple setup Scanner Input Configuration Wizard Settings Screen|impleIndex Simple setup Scanner Input Configuration Wizard Settings Screen]]
| |
| | |
| If Scanner was selected as the input type, the next screen is the Scanner Settings. Scanner settings are not available in the Job Options screen, since many of them need to be modified by the user during batch scanning. The corresponding settings can be found under the Scan menu, allowing users without the Admin password to change them.
| |
| | |
| == TWAIN or ISIS Driver ==
| |
| | |
| TWAIN scanning is included with all versions of SimpleIndex. ISIS scanning is included in the Pro version or as an add-on to Standard. ISIS scanning is faster, especially on older computers, and lets you save the scanner settings to the job configuration file. This gives the administrator full control over the scanner settings so users don't have to change the scanner settings manually for different types of documents.
| |
| | |
| == Advanced Scanner Settings ==
| |
| | |
| The Advanced Scanner Settings can be set from the [[Scan menu]] and full descriptions can be found in section. However there are two options that are not available from the Scan menu.
| |
| | |
| * Process images while scanning - perform image enhancement and barcode recognition in real time while scanning instead of in a separate processing stage. This means users don't have to wait for image processing to complete before the batch can be indexed or exported.
| |
| | |
| * Disable color/grayscale scanning - forces all images to be scanned in Black & White regardless of what settings are chosen in the TWAIN or ISIS driver interface.
| |
| | |
| === Display Settings Before Scan ===
| |
| | |
| When this menu option is checked, the scanner settings dialog is automatically displayed before each new scan.
| |
| | |
| === Display Scan More Prompt ===
| |
| | |
| This checkable menu item causes SimpleIndex to ask the user if s/he wants to scan more pages into the current batch. This helps if the scanner’s hopper is not big enough for all the pages, or if a jam interrupts scanning before the batch is complete.
| |
| | |
| === Pages to Display ===
| |
| | |
| When scanning in ISIS mode, multiple pages can be displayed on the screen at once (up to 9). This option is not available in TWAIN mode. This is useful for viewing both sides of a duplex scan or multiple image streams at once.
| |
| | |
| === Enable Manual Duplexing ===
| |
| | |
| Check this box to scan 2-sided documents on a simplex scanner. When scanning you will be prompted to scan the front side of the documents, flip the pages, and then scan the reverse side. The batch will contain both sides of each page in the correct order.
| |
| | |
| | |
| = File Input Settings =
| |
| | |
| [[File:SimpleIndex Simple Setup Configuration Wizard File Input Settings Stage.png|300px|thumb|right|alt=SimpleIndex Simple Setup Configuration Wizard File Input Settings Stage|SimpleIndex Simple Setup Configuration Wizard File Input Settings Stage]]
| |
| | |
| The File Input Settings screen is displayed when Folder is selected as the input type. These settings determine which files are imported, and what order they are processed.
| |
| | |
| == Input Folder ==
| |
| | |
| The folder that new files will be imported from.
| |
| | |
| == Keep Import Files ==
| |
| | |
| Select this option to keep all of the original files in the input folder instead of removing them as they are processed. This option is useful when testing configuration settings, as well as for re-organizing documents while leaving the originals intact. This option is also necessary to prevent errors when the Input folder is read-only.
| |
| | |
| When using the Last batch time () setting, it is possible to process only new files added to the Input folder since the last batch. Without this option selected, all files in the folder are processed in every batch.
| |
| | |
| == Split Multi-Page Input Files ==
| |
| | |
| When processing multi-page input files, each file is treated as a single document with a single index value by default. Checking this option causes SimpleIndex to split multi-page files into single images that must be indexed individually.
| |
| | |
| == Process Subfolders ==
| |
| | |
| All subfolders of the Input folder are processed automatically when this option is checked. Each folder is processed in its own batch until all folders have been processed. Not available when scanning.
| |
| | |
| This option is useful when integrating with network scanners that scan multiple documents to a single file. Another common scenario is when batches of documents are saved to a single PDF file but must be separated for searching.
| |
| | |
| ==Remove Empty Subfolders After Processing ==
| |
| | |
| Automatically deletes empty folders after the files have been processed. Only applicable when the Process Subfolders option is selected.
| |
| | |
| == Sort Files by Date Modified ==
| |
| | |
| Sort input files by modified date instead of name. Ensures that files are processed in the order they were created.
| |
| | |
| == Sort Subfolders by Date Modified ==
| |
| | |
| Sort subfolders by modified date instead of name when processing subfolders. Ensures that subfolders are processed in the order that they are added to the input folder.
| |
| | |
| == Recompress Images ==
| |
| | |
| Check this box to automatically recompress all imported images using the [[default compression settings]]. By default pages are only recompressed when they are converted from one format to another, such as PDF to TIFF.
| |
|
| |
|
| == Resample Images ==
| | * [[Online Activation Instructions]] |
| | * [[Offline Activation Instructions]] |
|
| |
|
| Check this box to automatically resample all imported images using the PDF [[X and Y resolution setting]]. This is helpful to standardize image resolution for zone OCR on files that come from different sources like scanners, copiers and fax machines.
| | <div class="center" style="width: auto; margin-left: auto; margin-right: auto;"><youtube>WFHgKE60MQA</youtube></div> |
|
| |
|
| == Max Files/Batch == | | == License Deactivation == |
|
| |
|
| This option determines the maximum number of image files that will be used to determine a batch. In Update (5.9.2.3) and Retrieval modes (5.9.2.4), this value should be set to prevent users from retrieving too many records at once, which can impact performance.
| | To deactivate a license from a computer the Serial Code needs to be transferred from the computer. Once the Serial Code has been transferred and deactivated it can be activated on a new computer with the standard license activation process. |
|
| |
|
| This feature is also useful when using SimpleIndex to index many files from a very large Input folder. Processing more than 1,000 pages in a single batch is not recommended.
| | * [[Online Deactivation Instructions]] |
| | * [[Offline Deactivation Instructions]] |
|
| |
|
| Another common scenario is when batches of documents are scanned on a network scanner and saved to the Input folder as multipage files. Set Max files/batch to 1 and enable [[Split Multipage Input Files]] to process each file in its own batch.
| | == Concurrent Licenses == |
|
| |
|
| Set to 0 (default) for unlimited.
| | Concurrent user licenses must have an active internet connection to work. Each time you run the application, the activation server is contacted to "check out" the license. When the program is closed (or after a 2 hour timeout period), the license is "checked in" so another user can run the application. |
|
| |
|
| == Run Job until Input Folder is Empty == | | == Firewall Settings == |
|
| |
|
| When running a job on a timer loop, this option will stop the timed processing once all files in the input folder have been processed. This is useful for processing very large folders in several smaller batches or for processing several multi-page files as individual batches.
| | If firewalls prevent the connection to the activation server, enable connection to: |
|
| |
|
| == Backup Folder ==
| | * api.licensespring.com & saas.licensepring.com (version 9.2.52 or above) |
| | * www.simpleindex.com (all previous versions) |
| | * both use port 80/443 for the normal web traffic used internally |
|
| |
|
| The Backup folder is used to store a copy of the original files before they are processed, as well as invalid files that cannot be processed and batches that have errors or were aborted by the user.
| | == Activation Issues == |
|
| |
|
| == Backup All Input Files ==
| | If using version 9.2.52 or later and there are issues with activation after opening the firewall to the website and port then two logs are needed. These logs should be sent to [mailto:support@simpleindex.com SimpleIndex Support] |
|
| |
|
| When checked, all files are automatically copied to the Backup folder before they are processed. Subfolders are created automatically in the Backup folder using the Batch ID (the current date/time formatted as YYYY-MM-DD@HHMMSS).
| | Please follow these instructions for generating and sending the required log files: |
|
| |
|
| == File Types to Process ==
| | * Download the replacement registry file that enables logging - [http://www.scanstore.com/downloads/SimpleRegister-Test.zip SimpleRegister-Test.dll Zip File] |
| | * Once downloaded, unzip the files from the SimpleRegister-Test.dll.zip file that were downloaded |
| | * Move the "SimpleRegister.NET.dll" that was unzipped to this folder: C:\Program Files (x86)\SimpleIndex |
| | * Go through the Activation process with the Serial Code included with the order |
| | * Locate the log file in this folder named "SimpleRegister.log": C:\Temp |
| | * Locate the log file in this folder named "LicenseSpringLog.txt": C:\ProgramData\Simple Software\SimpleIndex |
| | * Attached each of these two logs to an email and sent to [mailto:support@simpleindex.com SimpleIndex Support] |
|
| |
|
| The File Types to Process interface has been enhanced in the wizard to allow you to select from a list of predefined document types and add all the associated file types at once. Individual file extensions can be added or removed from the list.
| | == [[Annual Maintenance]] == |
|
| |
|
| Type a file extension and click Add to add it to the list, or select an existing file extension from the list and click Remove to remove it from the list.
| | Keeping current on [[Annual Maintenance]] is necessary to receive technical support and software updates for all Simple Software products. |
|
| |
|
| It is also possible to use a file mask (e.g. "a*.pdf" to capture PDF files that start with the letter "a"). Enter the mask manually and click Add to add it to the list.
| | All licenses except for subscription-based ones are perpetual and will continue to work even if maintenance is not renewed. |
|
| |
|
| TIF, JPG, GIF, and BMP images may be processed as images. PDF, DOC, XLS, PPT, and other files may be processed and viewed in SimpleIndex if the appropriate software is installed on the computer. Any OLE-enabled application may be processed with SimpleIndex as long as its viewer is installed. Non-OLE file types may be opened automatically in their default viewer.
| | == Related Knowledge Base Articles == |
|
| |
|
| It is also possible to use advanced options using the Input file types or mask option on the Job Options screen (6.1).
| | * [https://www.simpleindex.com/knowledge-base/workstation-activation-in-the-concurrent-serial-number-field/ Workstation Activation in the Concurrent Serial Number Field] |
| | * [https://www.simpleindex.com/knowledge-base/license-activation-issues/ License Activation Issues] |
| | * [https://www.simpleindex.com/knowledge-base/start-up-issues-with-simpleindex/ Start up issues with SimpleIndex] |
| | * [https://www.simpleindex.com/knowledge-base/how-to-activate-server-add-on-to-simpleindex/ How to activate any Add-on or Upgrade to SimpleIndex?] |
| | * [https://www.simpleindex.com/knowledge-base/simpleindex-license-url-webpage-website/ SimpleIndex License Server URL] |
| | * [https://www.simpleindex.com/knowledge-base/how-do-i-transfer-an-existing-simpleindex-license-to-another-computer/ How do I transfer an existing SimpleIndex license to another computer?] |
| | * [https://www.simpleindex.com/knowledge-base/my-demo-expired-and-i-am-not-through-evaluating-can-i-extend-the-trial-period/ My demo expired and I am not through evaluating. Can I extend the trial period?] |
| | * [https://www.simpleindex.com/knowledge-base/how-do-i-purchase/ How do I purchase, register and activate Simple Software products?] |
| | * [https://www.simpleindex.com/knowledge-base/how-are-simple-software-products-licensed/ How are Simple Software products licensed?] |
