Use the notes tool to add notes and messages to a particular document page. You can draw the note annotation on a page with a click and drag of the mouse. Once the note is place on the page, place the mouse cursor over the annotation and double click it to select it. Once selected, double click on the sticky note annotation to place a cursor inside the note. You may now free form type in the annotation.

Sticky notes can also be based on a template. This means if you want a note to contain the same basic information every time it is placed on a document, you can create a template file on the C-Drive of the workstation. Anything in this text file will be the default text for any note annotation place on a document using the current workstation.

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TECH TIP

The dream of a paperless office is quickly becoming the reality. With document management solutions, content management solutions and business process automation we are seeing a widely accepted trend towards bringing organizations towards a paperless environment.

Through the integration of these solutions with tools like multifunctional printers, fax to PDF conversions, electronic mail and even smartphones we are beginning to quickly see paper become a thing of the past. Can we entirely move away from paper? Maybe; evolving technology will determine that. But can we limit how much paper we use/ waste/ retain? 100% yes. SmartSearch is the solution for bringing your paperless dreams to reality. Through standard storage and retrieval to conditional routing to automated file indexing, SmartSearch handles it all.

Many prospective customers ask us about what happens after the implementation? What happens if they work with the software for a few months, hit a snag with automating a process or find out find a hitch in integrating with their current system, where does this leave them? I hear this all too often in the business world when discussing software. At Square 9 Softworks, we are here to help you through thick and thin. We have a highly trained professional support team willing to work with you through any issue. This includes our help desk, field engineers and custom development team.

Not feeling particularly social? Looking for an answer but don’t want to talk to our support staff? (I understand, feel that way too sometimes). We have an alternative to our help desk in the Support & Developers Forum that is growing to be a wealth of knowledge. Receive a 404 error before? Looking to integrate with you Muratec or Kyocera MFP? A quick search on our forum and you can find answers to almost all possible scenarios.

The entire team at Square 9 Softworks is dedicated to helping you fulfill your dreams of running a paperless office. If there is anything we can do to help achieve this objective, please be sure to let us know.

Best regards,

Scott Worroll
Marketing Manager

This utility is provided to offer an efficient means for re-indexing documents in a SmartSearch Content Search archive to the Content Index. This utility can be useful if you have a large number of documents that were not added to the content index for any reason. This can happen if the Content Index service is running in the context of the Local System account and your documents are stored on a network share, or if the network user account the service is configured to use expires or has a password change.

Click here to download the utility.

Let us know what you think! Send your comments to marketing@square-9.com.

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The third largest public dental school in the United States, the Ohio State University College of Dentistry is comprised of nine academic units representing all major dental specialties. The sections offer both patient care services and academic programs, allowing dentists to train as specialists.

Simply handling the paper records had also been challenging. The students’ files are categorized by graduating class and stored in four different groups. As a result, following every graduation the files for each class had to be rotated from one storage area to another.

• FERPA Compliant
• Quick and easy to understand
• Saved about 10 labor hours per week
• Overall efficiency gain of 25 – 30%

“Our biggest challenge was that our hard copy files could be misfiled, misplaced or lost, and sharing files was problematic. Today, with SmartSearch, disappearing files are no longer a problem. In addition, we can now share files easily across the office and work remotely whenever that is convenient or necessary.”

- Michael Murray, Assistant Director of Academic Affairs, Ohio State University College of Dentistry

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SmartSearch Office Workflow is a graphical interface for accessing capture workflow scripts created within SmartSearch from the multi-functional printer (MFP). With Office Workflow for Kyocera HyPAS and Sharp OSA, the pre-defined capture workflows are easily accessible from the HyPAS and OSA enabled printers allowing users to quickly leverage a variety of tools for automating image capture. Office Workflow offers users the ability to scan to either an Inbox within SmartSearch where documents are held in a temporary repository or to a SmartSearch Archive where the documents are directly indexed to a Microsoft SQL database and permanently filed away.

With PDF and TIF based image capture activities, document scanning can be streamlined with tools for batch processing, document distribution and email notifications through standard SmartSearch functionality. Productivity can be further enhanced through the use of Office Workflow in conjunction with SmartSearch Work XChange, an optional component available for the conditional routing, notification and approval of documents. Standard functionality available through Office Workflow includes:

• Image Enhancement
• Document Separation
• Barcode Recognition
• Email Notification

Through direct integration with your printer; you can scan, distribute, and store all of your documents in a centralized repository.

For more information about Office Workflow and MFP touch panel integration, please visit our Support & Developers forum here.