Index archived documents automatically from an external data source. Many of the documents you need to archive will already have existing categorization criteria and search words in the accounting system. DocuWare AUTOINDEX retrieves this data and adds it automatically to the file cabinet as index terms, eliminating the need for manual input.
For every accounts payable invoice posted, the accounting department enters the vendor‘s name, invoice number, date and total value. This information will be used by staff to retrieve the document from the file cabinet at a later date. Initially, the invoice is stored in the file cabinet with a unique identifying number as the index word. This unique number is then defined as the matchcode to be entered identically in the financial accounting database and in the DocuWare file cabinet. The matchcode – in this case the invoice number – can be used to assign records to one another. AUTOINDEX automatically adds the contents of the external record as index information in DocuWare.
Depending on the configuration, AUTOINDEX either automatically processes the records of the external database and uses the matchcode to search the DocuWare file cabinet for associated documents, or AUTOINDEX works the other way around and searches for external records associated with the documents in the DocuWare file cabinet.