FileDirector Electronic Document Management Software

Established since 1990, Quadtronix have amassed a wealth of knowledge that you can tap in to. As such, Quadtronix are now a leading supplier of Electronic Document Management Systems and archiving solutions, ulitising software such as Windream, Scanfile and FileDirector. We are here to advise, supply, install and implement a system in order to meet your exact requirements.

We don't expect you to know exactly what you need. All we need to know is what your problems and issues are, what is giving you a headache, what are you looking to achieve and gain from document management.

Because everyone's requirements are different, we offer a completely free audit and survey. We will visit you at your site, walk the floor, talk to you and your staff to obtain a clear understanding of your requirements. We won't pressurise you into making a decision, we will only advise you and ensure you have sufficient information on which to make your decision.

To book your free audit and survey where we will tell you the facts about Document Management and show you how YOUR organisation can save time, space and money. Simply call free on 0800 252 282 or email rsvp@quadtronix.co.uk and let us know your details.

• Automatically capture emails directly from your mail server
• Connector for eCopy ShareScan OP
• Integrate FileDirector with your SAP applications

Overview

FileDirector is the future for the administration, and distribution of information, because it decreases considerably the time taken to manage and access all of the information within an organisation, allowing you to become more efficient and productive, whilst reducing costs.

Security in any document management solution is vital, therefore FileDirector lets you have complete control over document access, activity auditing, revision control, retention control, and automatic storage of documents and emails.

Capturing information is easy in FileDirector. With support for thousand's of scanning and digital input devices, and with predefined Scan Profiles, scanning has never been simpler. FileDirector's MS Office Integration takes just a click of the mouse to capture documents, spreadsheets and email.

Classifying documents can be done manually, or taken from the documents themselves by zoned OCR, full text OCR or barcode reading. Index data can be imported from other databases or files, or values can be automatically applied when importing or capturing documents.

Retrieving documents is a simple task. Type what you are looking for into the index fields, and you'll get a list of documents back, which you can then view.

Or use the full text search option to find documents that contain the word or phrase you want to look for. Viewing documents cannot be more straightforward. Just double-click on the document record, and it will be opened.

FileDirector supports over 200 different file formats. You can easily page through, view thumbnails of it, and look at any previous versions of it, if it has been revised. You can also open and look at several documents at once.

Process management allows you to send documents to users via a set of predefined steps, where each user or users must perform specific tasks, such as commenting or approving a document. An ideal tool for applications such as invoice processing.

FileDirector supports up to 128 servers working in unison, and can cater for thousands of users, whether in the same office, town, country, or spread worldwide. It's unlikely you will outgrow FileDirector.

Storage is not a problem with FileDirector, working with Microsoft SQL or Oracle, it supports multiple document storage schemas, and can easily handle millions of records and documents.

Capture Information

FileDirector has the most flexible and comprehensive document capture features available. Paper and electronic documents, whatever their format or source, are easily captured to FileDirector, and you can even add your own capture facilities to third-party applications.

Scanning

FileDirector has scanning capabilities included within the standard Client software, so there is no need to run one application for capturing and another for retrieving documents.

To make the scanning process easy, Scan Profiles can be created, which hold the settings for the capture device, and can also be configured to store documents under specific document types and categories.

Not only can you scan new documents, but you can also insert, append or revise pages within existing documents.

While scanning, you can also configure FileDirector to perform zone and forms recognition to read metadata automatically from the documents.

You can use a vast range of scanning and input devices with FileDirector's support of the TWAIN and ISIS scanners driver standards.

Microsoft Office Integration

Storing information from desktop applications is a simple process with FileDirector's integration with Microsoft Office applications and with Windows Explorer.

Just choose to send the document to FileDirector, and you can then index the document, or have FileDirector take information, such as the file name and date automatically.

When saving emails from Outlook, these can be indexed automatically, using email data such as “To”, “From”, “Subject” and even the email body.

MailStore

The Mailstore option for FileDirector allows emails to be automatically stored to FileDirector directly from an SMTP mail server.

Emails can be selected for storing based upon the subject, who the mail is from and the recipient. Multiple criteria can be set for each category.

The priority of the MailStore process can be set to ensure that emails are only selected and stored to FileDirector after they have been through a mail server's anti-virus and junk email filters, if installed.

Importing Documents and Data

FileDirector has several server and client based features that allow you to import virtually any information. From the Client, documents can be imported from any location using Scan Profiles. This is very useful when a shared scanning device such as a digital multifunctional copier is being used which stores documents to a specific location. The Client can also be used to import documents, together with their associated metadata information which would be held in a separate data file. The documents are saved in their native format.

Several server based import features are available that can import files, files and metadata, or just the metadata. Additionally spool data in text or XML format can be imported, the metadata extracted and the data overlayed on to an image or XML template.

MFP Integration

Spielberg, the producer of FileDirector, has partnered with eCopy to produce the FileDirector Connector for ShareScan OP, which allows any eCopy enabled device to be used to scan and send documents to FileDirector.

With the eCopy Suite of products and the high-speed scanning capability of your MFP, anyone in your organisation can transform paper documents into information that is easily integrated into FileDirector 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.

ImagePrinter

The FileDirector ImagePrinter is a Windows printer driver that allows you to ‘print’ from Windows applications directly to FileDirector. The information will be converted to either TIFF or JPG image formats, depending upon their content.

Virtual Network Printing (VNP)

VNP is a virtual network printer which converts print data sent to it into TIFF files and stores them in a defined location. From this directory data can be imported and archived. As an example, accounting software could automatically send the print data during a normal print job as well to VNP without any user having explicitly to execute the VNP print. Multiple VNP printers can be created, so that different data can be ‘printed’ to specific VNP printers, and then saved to FileDirector Cabinets and Document Types.

Any user can of course print and archive documents manually by explicitly printing to VNP.

If forms are printed, such as invoices or delivery notes which always have the same structure and appearance they can be recognised and indexed automatically by forms recognition and OCR.

Bespoke Capture Processes

Using the range of development and integration tools available for FileDirector, you can incorporate capture processes into many third-party applications, such as AutoCAD, and also into applications that are developed in house.

Classify Information

Applying index information to documents can be a time consuming process, but FileDirector has a range of features and tools to make this as easy as possible.

 

Manual Classification

A range of standard features are available to assist when documents have to be manually indexed.

Field properties can be set to preserve data from document to document, and dates can be automatically applied, or selected from a drop-down calendar.

Keyword fields can be created to specify allowed entries, and to define what can be selected in subsequent keyword fields. Keyword shortcodes can be created, and these can be linked via ODBC to external data sources to speed entry.

Counting properties can also be applied.

Barcode & Zone OCR

Forms Recognition, combined with the zoned OCR and barcode reading offers a totally automatic way to index documents.

Standard forms, such as invoices or delivery notes, can be indexed automatically by extracting the data to be applied to the fields from the document as it is being capture. FileDirector can read barcodes and perform zoned OCR on the document, and can be extended to perform Forms Recognition, storing the documents to specific categories and extracting information from them based upon the type of document being read.

Full Text OCR

The contents of documents hold valuable information and FileDirector can ensure that you can find this with it's full text search capabilities.

Each document stored to FileDirector can have full text OCR performed upon it, whatever its format. Once OCR'd the text is added to the search database.

Search & View

FileDirector has a comprehensive and flexible set of tools that allow you to easily find the documents you want to view. Simple or complex metadata searches can be performed, which can also be combined with full text searches.

FileDirector's document viewing engine supports over 200 different document formats, and allows you to view multiple documents at a time.

Metadata searching

All searches are carried out using the Cabinet Control box. You can search within a specific Document Type or across all the Document Types you have access to. Just enter the information into the appropriate fields, press the Search button and a list of matching records will be displayed.

Several options are available for each metadata field that determine how you want to search within a specific field. These options include range, greater/less than and Equal to searches.

The 10 most recently used searches are saved, and can be reused at a later time.

Full Text Search

If documents have been the subject of full text indexing, then you can perform searches based upon the contents of the documents, which can also be combined metadata field searches, ensuring that you find exactly what you are looking for.

Search results when performing a full text search will list the documents in the order that most matches the search criteria, and the search results records point to specific pages within a document that contain the information searched for.

Search Results

The Search Results list is a flexible and powerful tool in its own right, the format of the list can be user defined and will list all documents within each Document Type that matches the search criteria used.

The lists can be narrowed further by filtering the metadata columns, selecting values held within a column to filter by.

From the Search Results list, documents can be checked out for editing, copied, emailed, sent to a process and other activities. Documents can also be copied locally, to enable them to be available when working offline.

Document Display

Each Document Display window can be set to show thumbnails, the document itself, or both, allowing you ultimate flexibility.

From the thumbnail view, pages of a document can be selected for printing for emailing, saving, copying & printing. You can also choose to view previous versions of a document by selecting the Revisions tab, and choosing which revision you want to look at.

A full range of display tools are available that allow you to zoom and rotate the document, view multiple pages or multiple documents, and also to use the full screen to view the document.

Security

Securing your documents against unauthorised access, copying, editing or deletion is of vital importance to any organisation, and the security features included with FileDirector will ensure that this cannot happen. FileDirector integrates with Microsoft's Active Directory, utilising users Window accounts and groups to allow or deny access to FileDirector cabinets, Document Types, documents and features.

Comprehensive Security & Monitoring

Allowing or denying access to documents held within FileDirector can be configured in several stages.

The 1st stage is whether a user account or a group of users have access to FileDirector or not. If an account or group has access, then it can be allowed or denied access to individual FileDirector Cabinets, and the default permissions within each Cabinet can be st.

Each account or Group allowed access to a Cabinet can then be limited in which Document types they are allowed access to, and the permissions they have within each Document Type.

Additionally, document metadata fields themselves can have filters applied to them that, dependent upon the value held within the field, restricts access to a document.

Scan Profiles and Stamp annotations can also have permissions set as to which accounts and groups have access to them.

Secure Document and Data Storage

All user access to the document metadata and the documents themselves is controlled by the FileDirector werver, with no FileDirector user having direct access to the SQL databases or the document storage locations. This ensures that documents and data cannot be altered or deleted outside of FileDirector.

Activity Monitoring

All activity within FileDirector can be recorded, giving a complete history of that activity, and can be recalled at any time by a FileDirector administrator for reporting purposes. Additionally, each documents history is recorded and can be viewed.

Integration

Being able to integrate for business applications with your documents brings many benefits to the productivity and efficiencyof your organisation, and FileDirector has an impressive array of tools that allow for any level of integration.

Codeless Connector

Exactly as its name implies, you can link your business applications to the FileDirector Client with no coding at all. All that is required is a link between the metadata fields in the application and FileDirector, which is created using the FileDirector Codeless Connector configuration utility. With the connector, you can retrieve and scan documents from within your business application with the document then being available in the FileDirector Windows Client. A powerful tool that takes seconds to configure.

FileDirector Link

Links are essentially URL's that can be built from within your business application that can then be used to retrieve documents using FileDirector's WebServer or, to control the Windows client, sending commands to the client to search for documents or scan new documents. A URL template can be created that just has the metadata information added to it each time the search or scan action is to be performed.

Web Integration

The WebServer component of FileDirector can be integrated with your intranet or corporate website, or configured to give access to documents to the public or your customers. The level of security applied, together with how the WebServer pages will look and what functions they will have available can be configured to meet your requirements.

SAP Connectivity

Integrating seamlessly into your SAP system, FileDirector will enhance your system with full document management capabilities, allowing you to retrieve and store documents directly from your SAP application. The FileDirector Connector 1.2 is a complete document capture and retrieval application for use with the SAP ArchiveLink™ interface, certified by SAP AG.

Implementing and maintaining the FileDirector solution is easy, and using the SAP certified integration, can be fully controlled from SAP menus acting as a content server. The FileDirector ScanClient for SAP allows you to view the documents associated with the SAP data, and to store documents to FileDirector, initiating all capture and retrieval processes from within your SAP applications.

Due to its seamless interaction with SAP, application adaptation is minimal, and acceptance by users will be universal.

Compliance

Ensuring that you comply to the latest regulations in relation to document security, capture, retention and activity monitoring has never been more important, and FileDirector has a range of standard features that let you control these processes.

Comprehensive Security

Access and the level of that access to documents stored in FileDirector can be controlled for individual users or groups of users. This can be achieved at Cabinet, Document Type and document level.

All user access to the document metadata and the documents themselves is controlled by the FileDirector server, with no FileDirector user having direct access to the SQL databases or the document storage locations. This ensures that documents and data cannot be altered or deleted outside of FileDirector.

Retention Control

The ability to control the length of time documents have to be kept available, and what has to happen to the documents once the retention period has expired is a requirement for any organisation today, and FileDirector can automatically control this for you.

You can select the period for which the documents have to be kept, the criteria upon which the period is based, and the actions that will happen once the period has expired. This can be configured for each Document Type within a Cabinet.

Activity Monitoring

All activity within FileDirector can be recorded, giving a complete history of that activity, and can be recalled at any time for a FileDirector administrator for reporting purposes. Additionally, action that has been recorded can be opened for a more detailed description of the action performed. From the Audit report, a document activity record will allow you to open and view the document.

In addition, the complete activity history of a document is recorded and can be viewed.

MFP Integration

Partnered with eCopy, to produce the FileDirector Connector for ShareScan OP, which allows any eCopy enabled device to be used to scan and send documents directly to FileDirector. The FileDirector Connector for ShareScan is an ideal application for centralised scanning stations and to allow remote offices access to your FileDirector document store.

With the eCopy Suite of products and the high-speed scanning capability of your MFP, anyone in your organisation can transform paper documents into information that is easily integrated into FileDirector 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.

Capabilities Summary

FileDirector has an unrivalled set of features and optional components that will allow you to create a solution for your current and future requirements. With it's ease of use, scalability and advanced components such as Process Management and SAP connectivity, FileDirector meets any need.

Highlights

• Intranet/Internet transparency
• Scalable from 1 to 128 Servers
• Microsoft SQL or Oracle database
• Active Directory/LDAP based security
• Flexible and simple administration of rights
• User-defined Metadata design
• Windows & browser clients as standard
• Windows Client customisation
• Browser customisation
• Supports thousands of scanning devices
• Microsoft Office Integration
• ImagePrinter
• Viewer supports over 200 formats
• Check-In/Check-Out control
• Document Revisions
• Online/Offline working
• Full audit logging
• Document Retention Control
• Document Annotations, including hyperlinks
• Linked Document References
• Server-based ODBC links
• Built-in documented SDK
• MailStore Automatic Email Storage
• Codeless application linking
• SAP Certified Integration
• Forms Recognition
• Zone OCR indexing
• Full Text OCR
• Process Management
• COLD

Feature List

• Virtually unlimited document Cabinets
• Virtually unlimited Document Types
• Virtually unlimited index fields
• Virtually unlimited documents within a Cabinet
• Advanced keywords
• Automatic field values
• Colour and Black & White scanning
• Supports thousands of scanning and digital input devices
• Scan profiles for default document scanning/import settings
• Image deskew, rotate and cleanup options
• eCopy ShareScan OP integration
• Document Append/Insert
• Duplicate index checking
• Document Check-in and Check-out with Revision Control
• Document and index import Schedulers
• Built-in viewer which supports over 200 document formats
• Comprehensive document viewing tools with Fit-screen, fit to width, rotate, zoom
• View multiple documents, or multiple pages within a document
• Document Thumbnails
• Microsoft Office integration, allows documents to be saved to FileDirector from within Office applications
• Automatic indexing with default values, file name & email
• Email attachments can be saved separately to message
• Comprehensive security options
• Dedicated Capture licences
• Cost effective Retrieval licences
• Single application for storing, classification and retrieval
• Web access to documents
• Document Annotations, including hyperlinks
• User personal document lists
• Documents can be printed or faxed
• Email documents with user-defined indexing and with original format or PDF attachments
• Option Barcode/Zone OCR component for automatic indexing and forms recognition

We admit there is alot of information to absorb, and sometimes it is difficult to understand how you can benefit from the extensive features offered. This is why it is advantageous to have someone explain face-to-face what this all means and how YOUR organisation will benefit.

We are here to listen to you, find out your issues and challenges, talk to your employees, understand your processes and then use our expertise and knowlege to advise you. We only offer solutions which will meet your exact requirements, and resolves your issues and challenges.

We won't pressurise you into making a decision, we will only advise you and ensure you have sufficient information on which to base your decision.

To book your free audit and survey where we will tell you the facts about Document Management and show you how YOUR organisation can save time, space and money. Simply call free on 0800 252 282 or email rsvp@quadtronix.co.uk and let us know your details.