Introduction

File XChange provides deep integration with the Windows file system allowing users to capture documents directly to SmartSearch using a Save command, through drag and drop or when printing through a Tiff/PDF printer like Acrobat Distiller or  the Microsoft Office Document Image Writer. When the Save command is initiated, SmartSearch will appear as a drive letter within Windows Explorer with the archives listed below. Once an Archive is selected, the SmartSearch Index Window will appear allowing users to describe the document being captured.

The concept of File XChange was designed to provide a deeply integrated solution that delivered simplicity;

• SmartSearch File XChange allows users to intuitively capture documents directly to SmartSearch using a process that they are already familiar with and requires no training.

• File XChange facilitates the capture of “living” content directly during creation rather than saving it locally and then either importing or dragging it into SmartSearch.

• SmartSearch File XChange delivers a solution that is not tied directly to a specific product allowing it to file content from virtually any application.

Installing SmartSearch File XChange

File XChange is part of the core SmartSearch installation, but is only installed when requested. Note the updated install screen below (Figure 1.1).

Using SmartSearch File XChange

Accessing SmartSearch File XChange is as simple as saving a document. SmartSearch does not even need to be open at the time of document capture. From your application, select the Save As command (Figure 1.2) Fig 1.2

From the Save In drop down menu select SmartSearch File XChange. (Figure 1.3) Fig 1.3

Select the appropriate Database if applicable (Figure 1.4) Fig 1.4

Select the appropriate Archive and click Save. (Figure 1.5) Fig 1.5

The document import screen for that archive will appear allowing you to index the record accordingly (Figure 1.6) Fig. 1.6

Using Print Drivers with File XChange

SmartSearch File XChange is most commonly used for the direct capture of standard office documents such as Word, Excel or PowerPoint. It can be used however to archive documents from virtually any application including printing from Adobe Distiller or the Microsoft Document Image Writer. With the use of these 3rd party print drivers, users can “print to” SmartSearch directly from their ERP or CRM application for example;

Using the Microsoft Office Image Writer (from SalesForce.com)

From your business application, select the Print Options (Figure 2.1) Fig 2.1

Select the Microsoft Office Document Image Write from the list of available printers. (Figure 2.2) Note: The MS Office Document Image Writer is only available in Office 2003 and above. Installation of this driver by your network administrator may be required.

Fig 2.2

Select SmartSearch File XChange as the location to save your document and complete the indexing process as listed above.

Note: When using Microsoft Office Image writer, users can select to print to TIF or the Microsoft Document Image (MDI) format. Please select TIF as MDI is not a supported format within SmartSearch.

Dragging & Dropping Through File XChange

File XChange can also be used to drag & drop documents into SmartSearch without the need to open the SmartSearch interface.

Fig 3.1

Select SmartSearch File XChange from the available drives (Figure 3.2) Fig 3.2

Select the appropriate Database if applicable (Figure 3.3) Fig 1.4

Begin dragging documents into the appropriate Archive(Figure 3.4) Fig 1.5

The SmartSearch import screen will appear allowing you to index the record accordingly.