Indexing
Below
you can find a list of FileDirector features that manage indexing.
If screenshots are applicable for the feature you can click on the link
and view them at the end of each feature description.
User-Defined Metadata Design
The fields, in which index information can be applied, are extremely easy to create and apply to FileDirector’s document types. You can have many different field properties applied, such as, characters, numbers, memos, keywords and multiple date properties and more.
Linked Document References
FileDirector has the ability to link one or more documents to another within the program. To do this you can drag and drop documents onto each other and this will create a visible link between them.
Document Annotations, Including Hyperlinks
There are many annotations that can be made to document stored in FileDirector, such as, highlighting, black-out, white-out, red lines, text and even adding hyperlinks to documents. These additions to pages kept in the system do not modify the original document but are place as an overlay on top of them.
Server-Based ODBC Links
With FileDirector you have the ability to link the database of another commonly used application with the indexing of a document. For example: If your accounting software already has data, such as name, address and postcode, entered into it, you can link the two applications so that FileDirector will recognize when the postcode field has been entered. This will, in turn, extract the information from the accounting software and populate the rest of the index fields with data because postcodes match.
Zone OCR Indexing
Zone OCR indexing is similar to the Form’s Recognition, but instead of understand the differences between forms it will extract the information from a page and place it as index information automatically.
Full Text OCR
Full text OCR is a very powerful and commonly used tool in Document
Management applications. If required, it will read the text from every
document placed in the system, scanned or electronic, and will extract
it, place it into the database and allow that document to be retrieved
by any word on the page. This can dramatically increase the speed by
which you find some documents.
COLD
A COLD Module is available for FileDirector. COLD
stands for Computer Output to Laser Disc, a term which explains old
technology which was used to back-up large amounts of data. The process
of storing on laser disc is no longer used, however this old data can
still remain on old servers and mainframes stored in an AS400 format
for example. The COLD module of FileDirector will take this data and
convert it into legible pages and images which can in-turn contain
index information which can be extracted and entered into
FileDirector’s index fields allowing for fast retrieval. Invoice
data is a typical example of this.
Advanced Keywords
It is possible to apply Keywords as index values to documents stored in FileDirector. A keyword list is created and applied to a document type which will allow you to add a number of commonly used values which allows for quick and accurate indexing. One unique feature of the keywords in FileDirector is that the keyword can be linked and relational to one another. For example if the first index field was set to Continent, and the second to Country, a selection of North America would only return countries listed in North America in the second index field, whereas a selection of Europe would only list those countries in Europe.
Automatic Field Values
Automatic field values can be entered when a document is stored in the system. Values such as system date or increasing numerical values can be entered without any user intervention.
ECopy ShareScan OP Integration
Many of today’s scan-enabled multifunctional copier devices are now compatible with ECopy ShareScan. This is a device which attaches to many copier devices and allows you to, not only securely scan a document, but to index it and deliver it straight into FileDirector – all from the one multifunctional device and without the need to index back at your desk. For more details please visit www.ecopy.com
Duplicate Index Checking
When you are indexing documents FileDirector will check your existing records to see if the same index information was already entered for a field. This can then be set to prompt you to see if you wish to combine the two documents together or leave them separate.
Document & Index Import Schedulers
FileDirector has a number of very useful import schedulers available. They will check defined network directories and locations for new documents and index information and automatically import them into FileDirector at timed intervals. This is useful should you want to import a large amount of information as the server will not be overwhelmed with large amounts of data copying.
Automatic Indexing With Default Values, File Name, & E-mail
FileDirector has the ability to automatically index scanned or electronic documents stored in the system by reading the files name or some of that files properties. This includes further information for e-mails stored in the system such as who it was sent to or who received it.
Email Documents With Definable Automatic Indexing
FileDirector’s ‘Send to E-mail’ function allows you to select a number of documents, or pages within a document and automatically generate an e-mail with the documents attached ready to send. The documents can be converted to PDF or kept in their original TIFF format and they can also be named with a pre-defined title. Alternatively you can send other FileDirector users, who have access to the system, an e-mail with a hyperlink on it linking back to the system. This can be useful so as not to create duplicates of documents unnecessarily.
