What is FileDirector and why should you use it?

What is FileDirector and why should you use it?

What is FileDirector?

  • A virtual filing system for all of your documents – departmental or company wide
  • A workflow and approval solution that is easy and fast to set up
  • A paper-less office enabler – scan, classify, index and share
  • A document management system with compliance and security built-in
  • An intelligent scanning system – OCR and Barcode can speed up capture
  • Network software for documents for a department or whole company
  • Easy to use, fast to deploy, robust and reliable
  • Infinitely customisable and easy to integrate

FileDirector is a system that can be deployed in a micro-business, a department or company-wide to centralise the access and control of all documents. Tagging documents on the way in to the system means they can be retrieved in seconds when you need them.

FileDirector is easy to use. It makes it easy to add and index a document with integration of Microsoft Office applications, the Windows desktop and built-in scanning. You can have unlimited hot folders receiving files from your MFP or advanced data capture solutions like ABBYY FlexiCapture. Documents can be viewed in a sophisticated windows program or any web browser on any platform.

FileDirector has an optional Process Management module that opens up unlimited possibilities for creating customised document related work-flows; invoice approvals, customer complains, new recruits, etc. if there is a paper-trail and your current systems is costing time and creating problems, the process management module is affordable and quick to deploy.

Features:

  • Built-in control of ISIS and TWAIN scanners
  • Windows client or web browser access
  • Integration with the windows desktop and MS office apps
  • Audit trains, version control, and document control and document history
  • ‘Print’ documents in from any application like Sage
  • Create custom document exception reports

Key benefits:

  • Centralise important business information
  • Secure your documents and share only with approved users
  • Capture information from scanned documents
  • Create custom approval workflows
  • Make documents accessible to customers

Scanning and Capture:

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.

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. They 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. Whilst 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 TWAIN and ISIS.

Storing information from desktop applications is a simple process with FileDirector’s integration of Microsoft Office applications and with Windows Explorer. Just choose to send the document to File Director and you can then index the document, or have FileDirector take information automatically, such as the file name and date.  When saving emails from Outlook, these can be indexed automatically using email such as ‘To’, ’From’, ‘Subject’ and even the email body.

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 multifunction 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. There are many server based import features available that can import files, files and metadata or just the metadata. Additionally, spool data in text, import XML format, extract the metadata and overlay the data onto an image or XML template.

Retrieving documents using search:

Cabinetsquite simply, a cabinet is the overall container where your information is stored. Typically a company will have on cabinet and everything will be stored in here, but in certain cases it may be suitable to create more than one cabinet to improve security. Departments can self-manage a cabinet without affecting anyone else

Document typeswithin the cabinet you have document types such as invoices, sales orders, statements. For each document type you can specify security rights, so only users in HR can have access to HR records

Index Fieldswithin the document types you specify whatever index fields you need. If you have a document type for purchase invoices you might specify Data, Invoice Number, Supplier, Net, VAT & Gross.

If you work in the accounts department and you are forever having to look up invoices, FileDirector will save you huge amounts of time. Perhaps everything you do relates to your company order number. Keying this into FileDirector in the search box will bring everything against that number within seconds. This works well for any simple document such as:

  • Invoices
  • Delivery/despatch notes
  • Application forms

Please contact us or call us on 01785 785 650 to chat to one of our experts.