Capture Workflow Design | Automated Import Data and Docs | Import and Index by File Name | Drop Down Style Pick List Option | Insert Scanned Page | In Box Properties Display | Lotus Notes Email Support | Results Paging | System Generated Field Properties | Multi Value Field Support | Multi Database Support

Capture Workflow
The Capture Workflow Design tool makes capture automation as easy as dragging and dropping the tools you require for image processing and data extraction into an easy to use linear workflow. Our belief that a simple yet standardized approach for image processing regardless of source (Fax, Scanner, Copier, etc) is exemplified within SmartSearch. This design tool helps end users and administrators to automate capture processes that may have presented bottlenecks in your applications.

Automated Import of Data & Documents
SmartSearch introduces a valuable new tool for bulk import automation; the ability to automatically import data and documents from a watched directory. This new feature allows SmartSearch to monitor a “hot folder” for incoming records and automatically index the files based on an accompanying CSV file. Customers who share data and documents with external sources or rely on outsourced scanning services can now accept and directly import their converted files automatically through FTP rather than upload from a CD of DVD.

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Import and Index by File Name
Importing records and automatically indexing them based on their file name is another highly valuable tool for import automation. Many times this is done to import legacy records which were previously stored in a file share prior to implementation of SmartSearch.

Another common practice is scanning records from a multifunctional device and naming the image from the touch panel of that device. This allows the scanned record to be automatically indexed after scanning to an Archive, rather than scanning to an In Box for indexing at a later time. The File Name Import feature
allows records to be indexed based on a single value within the file name or to parse index values through the use of delimiters.

For example, a record named 10001_Square 9 Softworks_01012009. PDF could automatically have its names broken down into three index fields upon import; Invoice Number, Vendor Name and Invoice Date.

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Drop Down Style Pick List Option
In SmartSearch we give you the choice to select from the “type ahead” style pick list or from this new option where users can leverage a traditional “drop down” style.

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Insert and Replace Scanned Page
SmartSearch provides the ability to directly insert or replace pages into an existing Archive document using a configured and attached scanner. Simply move the mouse arrow over the thumbnail page image you want the added pages to be, right mouse click the image and select the option to Insert From Scan. The new scan pages will be added after the page selected in the existing document.

This feature undoubtedly saves steps in processes where information is being added to a document with the convenience of never leaving your work station. SmartSearch can be configured to work with any TWAIN based scanning device including multi-functional printers.

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In Box Properties Display
By adding the document properties to records within an Inbox, SmartSearch users can easily view and sort documents based on their creation date, last modified date or by the format type.

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Lotus Notes Email Support
Users of Lotus Notes can rejoice in the fact that SmartSearch allows you to directly email documents using Lotus as the email client. The ability to email will remain the same as it was in previous releases allowing users to send a single document from the document viewer or multiple documents which have been selected from the results grid.

To leverage the ability to email through Lotus Notes, the Administrator is only required to change a single setting to make Lotus the default email gateway during client rollout.

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Results Paging
SmartSearch users are empowered to change the number of records presented from a Search result and can view them in a paged format. This feature is not only convenient, it greatly enhances performance when large data sets are returned or when a user inadvertently runs a broad based search that returns hundreds of thousands of records.

Preferences can be set to page results in increments of 50, 100, 200, 500 or 1,000 records per page.

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System Generated Field Properties
The ability to automatically capture data generated by the system is nothing new to SmartSearch. SmartSearch allows the ability to track who a document was captured by, the capture date and the total number of pages captured.

This type of system generated information is critical for managing the capture process and for assessing productivity of the scan operators. The page count feature can also serve as an important check and balance in making sure all pages of a record were in fact captured. A common example of this is in Signed Delivery Ticket application where invoices are sent out with a driver and management would like to ensure that all pages were returned upon completion of the route.

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Multi Value Field Support
Multi Value Field Support is an essential tool for working with documents that share a “many to one” relationship. A common example of this type of relationship is in Accounts Payable where a single Purchase Order may be tied to several invoices representing multiple shipments. With Multi Value Field support, AP clerks can run a search against the Invoice Number field using any one of the invoice values represented.

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Multi Database Support
The SmartSearch multi database support feature provides your organization with the ability to run more than one SmartSearch database repository for managing records. This delivers the benefit of segregating the departments or divisions within an organization with separate security, archives and field catalogs. SmartSearch multi database support is an optional feature available in the SmartSearch Standard Edition or as part of the core product offering in the Corporate Edition.

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