ScanFile: features, functions and modules

ScanFile: features, functions and modules

ScanFile is a fresh new look at document management. Bringing together a host of new features to one of the most popular and easy to 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 use and you can control who accesses them. 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.

  • Activity report
  • Intuitive security concept
  • Full text and zonal OCR
  • Barcode and form recognition
  • MS Office integration
  • Document Viewer

ScanFile peps up one the most popular and easy-to-use document management solutions with a raft of new functions. ScanFile is a flexible and robust platform for archiving, indexing and searching your documents. Supporting practically all commercially available black and white and colour scanners by providing a TWAIN interface. There are wide-ranging functions for handling electronic documents such as Word or Excel files. Moreover, thanks to its Microsoft Office integration, you can initiate this directly from ScanFile. A clever feature is that ScanFile was developed as a modular product, so you only need to purchase the modules you will actually use. But this modular design involves no sacrifice in terms of ergonomics: you can perform all tasks from the same application.

ScanFile is your solution for scanning and displaying documents. All functions are integrated into a single application. After just a few minutes, you will be familiar with the basic functions in ScanFile. Even setting up document archives can be done in no time at all. You can create as many archives as you need, and have these stored on various storage locations (workstations or network drives). ScanFile can display a wide range of different file types, including the most familiar formats such as TIFF, JPG, PDF and Microsoft Office files. It also offers navigation aids, so that you can quickly scroll through documents and enlarge or reorient documents at the click of a mouse.

Features:

  • Integration in Microsoft Office
  • Works with TWAIN-compatible scanners
  • Numerous options for document display
  • Compatible with a wide range of document formats
  • Document revisions mastered
  • Fully-ergonomic user interface

ScanFile offers you a range of search functions and display tools which are easy to access and easy to use. Microsoft Office integration and handling document revisions are provided even in using the basic version of ScanFile. Access to each function or option can be granted or denied on an individual basis for each user of ScanFile or WebServer, or for each group.

Using the comprehensive display tools, you can arrange document display to suit your requirements: the user-configurable display window allows documents to be displayed in a reduced, enlarged or rotated format/way. In addition to rapid scrolling from page to page or document to document, ScanFile also offers a thumbnails view of al pages in a document. One particularly smart feature is that the combination of ScanFile Wallet and the free Wallet Viewer allows users to view documents archived in ScanFile, even if they have no access to the archive or ScanFile.

ScanFile functions:

  • Flexible document archiving system
  • Comprehensive security
  • Supports black and white, and colour scanners
  • Retention management
  • Index and document import
  • Personalised hit list
  • “send to…” functions
  • Index import
  • Document import
  • Keywords
  • Indexing using text code
  • Document memos
  • Annotations
  • TIFFWriter

Scan and send:

  • Integration in Microsoft Office
  • TWAIN-compatible
  • Document revision management

ScanFile makes archiving documents child’s play – no matter that type of document or where it comes from. The application has built-in drivers supporting a wide range of scanners. Moreover, ScanFile can communicate with all TWAIN- or ISIS- compatible scanners. ScanFile can read in individual pages or full batches. All documents are displayed during scanning, so that you can check for quality. If required, documents can be indexed during scanning. ScanFile integrates with Microsoft Office, so that you can archive documents directly from Word, Excel, PowerPoint and Outlook. You can also manage revisions of Microsoft Office files.

Indexing:

  • Field functions such as data or numerical fields
  • Barcode recognition
  • Form recognition
  • Full text recognition

Indexing documents can be very time-consuming, but ScanFile contains a large range of functions to make indexing fast and simple. ScanFile offers field functions such as data, numerical fields or index entry. In addition, ScanFile can read up to ten barcodes from a single page during scanning and write the values to index fields.

ScanFile form recognition is a particularly smart features. The function reads data from the documents which, taken together, clearly indicate that this is a form. With the help of the OCR option, zone reading can then complete index fields automatically. Of course, ScanFile can also cope with full text recognition, so that you can search for a document using given content information. All the options outlined here can be combined in a manner customised to your requirements.

Search and display:

  • Full text search
  • Index field search
  • Hit list stored per user
  • Display a wide range of document types
  • Flexible Display options

ScanFile makes search and display child’s play, whatever you’re after, just enter your search criteria in the archive or library toolbox. The software then presents you with a list of documents matching the search criteria. Needless to mention, ScanFile also goes through the full document content, where this has been previously read in using full text recognition. Using the hit-list, the user can initiate a range of functions, such as to print the document or attach it to an email. A personal hit-list is set up for each ScanFile user, so that a dedicated store of frequently-used documents can be maintained.

ScanFile also displays the documents. The software can handle a wide range of file formats. There is no requirement that the software, with which the file was original created, is installed on the respective PC to display the documents. Zoom and rotate functions are offered by ScanFile, as are extensive navigation functions. Multiple display windows can be opened, so that you can display more than one page per document. Similarly, ScanFile can display more than one page per document and more than one document at the same time. To allow you to keep an overview, you can have a display of miniature views of the pages in each document. And if a page in a document has been revised, it is possible to display any previous version of this page.

Optional Modules:

ScanFile has been designed to be modular. The unbeatable advantage for you as a result is that you only buy the components you actually need. ScanFile can adapt with your preferences, given by the changing conditions for your business, such as, as it expands. Zone and full text recognition can be added seamlessly to the basic ScanFile package, and expanded using form recognition. If you work with barcodes, ScanFile can automatically index up to ten barcodes per page. If you want to know who is completing which stages in ScanFile, the software can record this in a freely configurable report. The modular framework means there are no restrictions in terms of ergonomics. All modules integrate seamlessly into ScanFile, and you can accomplish daily tasks using one and the same application.

Libraries – a library gathers together all index data from archives. It enables you to search and display documents across all imported archives, regardless of where they are stored. The “conditional Import’ function only imports documents to libraries if the files match defined criteria.

Barcode recognition – this option enables ScanFile to read up to ten barcodes from one page and fill the data into corresponding index fields of your archives. Full text OCR creates a database to be used to search the content of documents.

Form recognition – this option extends OCR. The module reads different forms in the same archive using zone OCR, since it is possible to create different index zones for each form.

Activity report – if required, the report logs all the activities of all users in a central database. This data can be viewed and printed out using ScanFile. For a clearer overview, the results can be filtered by archive, library, user or with a specific data range.

Document routing ­ this module allows ScanFile to send documents to users in a specific sequence of stages. The recipient then has to perform particular tasks, such as giving an opinion or approving the document. Many additional options can be enabled, so that the document can take different routes depending on the status of the preceding step. It offers an ideal tool for applications such as creating invoices.

COLD (Computer Output on LaserDisk) – this module makes it possible to import and automatically index spool files. The spool files must otherwise be stored on microfiches or retained in printed form.

Virtual Network Printer (VNP) – Using ScanFile VNP, you can create virtual network printers in ScanFile. Documents “printed” on these printers are converted to TIFF format, stored in specified directories and then automatically imported into ScanFile archives. The documents also be read by zone OCR or full text OCR during import.

To find out more, please contact us or call us on 01785 785 650 to chat to one of our experts.