Scanfile Version 8

Overview

A fresh new look to document management

ScanFile Version 8 brings a fresh new look together with a host of new features to one of the most popular and easy to use use document management solutions available. ScanFile offers a flexible and easy to use platform for the storage, referencing and retrieval of your organisations documents.

ScanFile supports a vast range of black and white and colour document scanners, and includes several features to make the storage of electronic format documents, such as word processing and spreadsheet format files a straightforward task, including integration with Microsoft Office applications.

ScanFile has a host of standard features that allow you to design and create document storage folders, and then to scan, send and import documents to them. Search and document viewing tools are comprehensive, but easy to access and use. ScanFile has been designed to be modular, so that you only have to purchase the features you require, with those features then integrating seamlessly into the core application.

ScanFile WebServer allows you to make your documents available over an intranet or the internet, and you can also integrate WebServer into your corporate or customer service website. Adding RemoteStation to your solution allows you to offer document capture capabilities at remote locations that may only have a connection to the central location via the internet.

Quick & Easy

ScanFile does not have separate applications for scanning and viewing documents. Just one application allows you to carry out all of the tasks. Making it even easier is the Folder toolbox. The toolbox allows you to swap between scanning, searching and editing at any time without having to change windows, or select options from the menu's. Typically, a user can be trained to use the basic functions of ScanFile, such as scanning and retrieving in less than 15 minutes.

Create storage applications in minutes

Creating a storage Folder for your documents is the work of moments. Create up to 10 fields, specify what kind of information they are going to hold, add a keyword list if required, and save it. The Folder is then ready for you to add documents to.

You can create as many different Folders as you wish, in different locations on your workstation or network storage location.

The Extended settings and properties allow you to configure input masks, duplicate entry checks, mandatory fields and much more.

View Any Document

ScanFile can display over 200 different document types, including all the most popular formats such as TIFF, JPG, PDF and MS-Office documents. Also included are easy to use document navigation tools allowing you to quickly page through any document, and change its level of zoom and rotation.

You can view documents as thumbnails, and then select the pages you want to see, and you can also view multiple pages or documents at the same time.

Using ScanFile WebServer, your documents can be retrieved and viewed using just your web browser.

Scan & Send

Getting documents into ScanFile, whatever their type and source is an easy job. ScanFile has built-in drivers for a range of scanners, giving a common and easy to use configuration window, Support is also provided for any TWAIN compliant device, allowing ScanFile to use just about any imaging device available.

Using the ScanFile Folder toolbox, select the Scan panel and then just choose the single page or batch scanning option. All documents are displayed while being scanned so that you can check the quality of the images. You can choose whether to apply index information to the documents before or after you scan.

The PostIndex scan feature allows you to scan many documents at once, and then to divide them up and index them once scanned, which is far quicker than putting each document into the scanner separately.

Using the RemoteStation add-on, you can scan directly from from your eCopy enabled MFP's to ScanFile, making maximum use of your investment, and without having to have dedicated scanners throughout your office. Alternatively, documents scanning on an MFP and saved to a network location can be manually or automatically imported.

ScanFile also integrates with Microsoft Office, so that you can save documents to ScanFile from within Word, Excel, PowerPoint and Outlook. ScanFile can also handle document revisions from Office applications.

Index

Applying index information to documents can be a time consuming process, but ScanFile has a range of features to make it quick and easy. Index fields can be automatically filled using properties such as automatic date, counting property, and index repetition between records. Additionally, ScanFile can read up to 10 barcodes while scanning, and fill the index fields with the information read.

Index information can also be imported from external sources or, with the OCR option you can perform full text and zone OCR. ScanFile also has a forms recognition option.

Search & View

Searching for and viewing documents the way you want is easy in ScanFile. using the Folder or Library toolbox, just type in what you are searching for, and a hitlist of matching documents will be displayed. Using the hitlist, or the document navigation toolbar, you can select the document you want to see.

Hitlist

The hitlist can be sorted by any index column, and each user can have their own preferences for settings such as row height, column width, hitlist window size and position. These are then saved.

From the hitlist, you can print documents, open a new email message window with the document attached, and much more.

A Personal Hitlist is also available for each user so that they can create a list of documents that they might need to refer to often, and using the personal hitlist, they will not have to keep searching for them.

Image display

The features available for viewing documents are comprehensive. ScanFile has a built-in document viewer that supports over 200 document formats, so you don't have to have the application that created the document loaded to be able to see it. Standard tools for zooming and rotating are available, as well as page navigation tools. You can also display document pages as thumbnails, and choose the pages to view from them.

Multiple document display windows are supported so that you can view more than one page of a document, and also more than one document at a time.

Features

ScanFile has a host of standard features that allow you to design and create document storage folders, and then to scan and import documents to them.

Search and document viewing tools are comprehensive, and integration with MS Office applications comes as standard, as does support for document revisions. Document import schedulers are provided in the standard application, in addition to the Wallet feature.

Features

• Up to 10 user defines index fields
• Keywords
• Short code indexing
• Document memo's
• Annotations
• TIFFWriter
• Intuitive user interface
• Bespoke & TWAIN device support
• Flexible document storage design
• Comprehensive security
• Colour & B&W scanning
• Electronic document viewer
• Document thumbnail view
• Comprehensive viewing tools
• Individual user settings
• Retention Control
• Document & Index import
• Personal hitlist
• ScanFile wallet
• Send To functions
• Index Import
• Document Import
• Document Revisions
• MS-Office Integration

Security

Each ScanFile user can be granted or denied access to any feature or option of ScanFile, WebServer and RemoteStation Groups can also be created to manage the access rights for one or more users. In addition, the rights granted to a user or group of users can vary for each Folder or Library those users have access to.

Document Storage

Documents are stored to ScanFile Folders, which can be defined for the specific type of document to be stored to each folder. ScanFile Folders support up to 10 fields, and each field can have properties assigned, such as Counting, Duplicating, Mandatory field, and Date field.

Scanning

ScanFile has in-built, bespoke drivers for Canon document & microfilm scanners. Support for TWAIN devices, AXIS 7000 network scanner server and Kofax are also included.

Viewing Documents

A comprehensive set of tools are available so you can see a document how you want to see it. Documents can be zoomed and rotated within the user-defined document viewer window. You can easily move from page to page or document to document, and thumbnail views of the pages within a document is supported.

ScanFile Wallet

Documents can be saved to a ScanFile wallet, and then viewed within the separate - free - Wallet Viewer. This makes it easy for you to send documents to anyone without the need for them to have ScanFile.

Options

ScanFile has been designed as a modular solution, so that you only have to purchase and implement the features and options you need. In this way, as your business grows, and requirements change ScanFile can grow and change with you. Zonal and Full text OCR can be added to the standard ScanFile application, which could then be enhanced with the Forms Recognition option. If you have barcoded documents, these can be indexed automatically, and if you need to keep track of who is doing what in ScanFile, the fully configurable Audit Trail option allows you to do that.

Available Options

• Libraries
• Barcode reading
• OCR
• Forms recognition/job separation sheets
• Audit trail
• Document Routing
• COLD
• Virtual printing (VNP)

Libraries

Libraries are collections of the index information from Folders, enabling you to search across and view documents from multiple storage applications.

With libraries, you can also perform conditional imports, defining criteria that documents must match to be included in a library.

Barcode Reading

This allows ScanFile to automatically read and index bar-coded documents whilst scanning.

OCR

The OCR has two functions. Zone OCR can automatically index scanned documents from data contained within the page of a document. Full Text OCR creates a searchable word list from scanned documents, allowing you to search the contents of documents.

Forms Recognition/Job Separation Sheets

This option enhances the Zone OCR and allows different forms to be scanned into the same folder, and by configuring Forms templates, different index zones can be applied for each form. Job Separation sheets can also be designed, so as to divide documents while scanning.

Activity Auditing

With the Audit feature, every event performed by all users can be logged to a central database and then reviewed and printed. The events to be viewed can be selected by folder or library, user and within a given date range.

Document Routing

Documents can be assigned to pre-defined routes that will send documents to specific users and/or folders for viewing/commenting and approval. Each route can have multiple steps and documents can be sent from route to route.

COLD

This option adds support for importing and automatically indexing computer generated spool data, which might otherwise be output to Microfiche, or held in printed form.

Virtual printing (VNP)

With ScanFile VNP, you can create irtual network printers, which then allow users to 'print' documents, which are then converted to TIFF format and saved to specified locations, then imported automatically into ScanFile Folders. The documents can also have zone and/or full text recognition performed on them while being imported.

Features

Access to your documents anytime, anywhere

Companies have rapidly embraced Internet technologies, supporting remote and mobile users and setting up corporate intranets using the web browser as the universal desk top client application. As this trend continues, internal and external users such as customers and partners are demanding access to corporate document management repositories. ScanFile WebServer can deliver the vast benefits of this technology to users.

With ScanFile WebServer, you can give anyone, anywhere in the world access to your document libraries. ScanFile WebServer is an internet server based application that allows the retrieval of documents using just a web browser. Whether you wish to make documents available over the Internet or an Intranet, ScanFile WebServer is the fast, secure, reliable and easy way to do it.

Used together with ScanFile, you have everything to store and reference your documents, and then retrieve them no matter your location.

Search

You can search for your documents using any combination of the index fields and keywords within your Library. In addition, 'AND' & 'OR' searches are supported, as well as wildcards.

If the documents within a library have had a Full text OCR performed on them, you can use this to search for documents containing specific words.

Select

The documents found as a result of a search will be displayed in list form. You can page through this list to find the document you want to view.

You can select to show thumbnails of the pages within the documents listed on the Search Results page.

View

Once a page of a document is being displayed, it can be zoomed up or down and rotated. In addition, you can page through the document or go to the next or previous documents found as a result of your search.

Webserver Version 8

ScanFile WebServer - Integration

An optional module of WebServer, the WebServer API allows you integrate the standard WebServer services into your own web-based applications or site. Using the API, you can design your own web pages, which then make calls to the API, which then returns the information requested. The API can be used in two ways; GET or POST. Login, Folder or Library selection, searching and document selection can be carried out manually, or links can be created that will login and retrieve documents automatically.

The API also includes a document upload feature, allowing you to add documents to your storage application.

Features

• GET & POST methods
• ScanFile security
• Search for and retrieve from Folders or Libraries
• Customisable web page templates
• User definable Hitlists
• Zoom, Rotate, Next/Previous page/document functions
• Document Download
• Document Upload

Remote Document Capture

ScanFile RemoteStation is a client-server application that allows you to store documents to a central ScanFile store from any location. Using TCP/IP connectivity, combined with ScanFile security, client workstations can send documents to the RemoteStation server, which will then store them to the selected ScanFile document folders. In addition, the RemoteStation Client can be used for retrieval from your ScanFile document store. RemoteStation is an ideal application for de-centralised scanning workstations and to allow remote offices access to your ScanFile document store.

An advanced function of RemoteStation Server is it's ability to act as a master server, allowing users to store documents to slave RemoteStation Servers, therefore allowing a central access point for storing documents, which can then be distributed to ScanFile document stores located elsewhere.

RemoteStation features also include the scheduled sending of documents to the RemoteStation server, support for TWAIN scanning devices and the sending of electronic format documents, and when scanning, to select between single and multi page file scanning.

Features

• Remote Scanning
• Upload electronic documents
• Scheduled document upload
• TWAIN scanning support
• Send to Email
• Send to local or remote printer
• Security
• Auditing
• Encrypted data transmission

MFP Integration

We have partnered with eCopy to produce the ScanFile Connector for ShareScan OP, which allows any eCopy enabled device to be used to scan and send documents to ScanFile. Using TCP/IP connectivity, combined with ScanFile security, the eCopy ScanStation can send documents to the ScanFile RemoteStation server, which will then store them to the selected ScanFile document folders. RemoteStation Server with the ScanFile Connector for ShareScan is an ideal application for centralised scanning stations and to allow remote offices access to your ScanFile document store.

With the eCopy Suite of products and the high-speed scanning capability of your MFP, anyone in your organization can transform paper documents into information that is easily integrated into ScanFile or other business applications.

The eCopy Suite provides a simple, easy-to-use solution for extending the use of your digital imaging system, while leveraging your investment in the corporate network infrastructure.

eCopy also connects your MFP to your company's e-mail and other networked enterprise applications for low-cost, easy, instantaneous distribution and management of electronic copies of paper documents.