DocuWare Document Imaging Modules

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DocuWare provides add-on modules to enhance the capabilities of the base license. The base license provides for the scanning, indexing, storing, retrieving and viewing of documents. The add-on modules provide additional functionality for users with special needs such as access to documents from the World Wide Web, remote access to documents using the network client, and the automatic importing of documents from a network folder.

ACTIVE IMPORT 3. DocuWare ACTIVE IMPORT 3 is an add-on module to the basic DocuWare software package. This module is invoked simultaneously with the main DocuWare program and works in the background. ACTIVE IMPORT 3's main tasks are to monitor certain folders or subdirectories on your PC or in your e-mail program, import incoming files and objects into DocuWare, and to store them automatically. Documents that are, for example, created by scanning on digital copiers are placed in appropriate network directories monitored by ACTIVE IMPORT 3, which then transfers the documents to DocuWare database. That way a company's complete name or the contact person can be added automatically during storage to the index.

Highlights:

Automatic e-mail storage
Integration with digital copiers
Automatic import and storage of scanned files in DocuWare
Document sorting
Capturing index words from external data sources
Add Pre-Indexed Documents Automatically

AUTOINDEX. The AUTOINDEX module reads index data from a data file and imports that data to DocuWare to automate the indexing process with documents stored in DocuWare. DocuWare AUTOINDEX uses data that exists in a computer system that can be used for indexing documents in an electronic filing system. For example, an accounting system has information about invoices, such as a vendor’s name, record number, record date, account number and invoice amount. To index documents, this information would normally have to be entered manually. However, DocuWare AUTOINDEX automatically performs this labor intensive work for you. Functionality assigning documents to an existing database is performed with the help of a matchcode, for example, the record number assigned to an invoice. Using this record number, an invoice is indexed and stored in a DocuWare file cabinet. AUTOINDEX looks for the same record number or matchcode in another external data source, like an accounting program, or within DocuWare. When it finds matching data, AUTOINDEX immediately takes the complete index information about the document and transfers it to create a complete index for this new invoice.

Highlights:

Automatic indexing
Increased productivity with less manual entry
Fewer input errors
Simple file cabinet reorganization

CONTENT-FOLDER. DocuWare CONTENT-FOLDER ensures quick and direct access to the information you need on a daily basis. The idea is to put together “virtual folders“ containing dynamic or static links to documents filed in DocuWare. Instead of document copies, these folders contain links to the original documents stored in your file cabinet. The folder can be placed on your desktop, kept as a pending item in MS Outlook, sent by e-mail or stored in an easy-access location. CONTENT-FOLDER speeds up the information flow in your company. Employees can immediately check the status of a project and cut processing time. Plus, new documents can be simply dragged into the folder — where they are automatically captured and stored in your DocuWare filing cabinet. The new module CONTENT-FOLDER helps you work quickly and efficiently.

Highlights:

Faster workflow
Filed documents are bundled together by project or process
Quicker access to filed documents
Automatic updates reflect new and altered documents
Folder design can be customized

INTERNET SERVER 3. The add-on module INTERNETSERVER 3 gives all authorized users access to documents in DocuWare electronic file cabinets via Internet/Intranet. With any simple web browser, Documents are available to your employees as well as current and potential customers worldwide. With INTERNET-SERVER 3, every organization or company can grant its employees and customers access to an enormous pool of knowledge. Many different industries and divisions have used this product in diverse ways: For example, a trucking company can improve its service by giving customers direct access to their own “Customer Account“ via the company’s web site. To track an order and check who received the shipment, the customer simply has to go to the homepage, enter his customer number and a timespan for the delivery. Immediately, a list with all the signed delivery forms is displayed. With a mouseclick, the desired document can be displayed in the browser. Companies are also using INTERNET-SERVER 3 as a tool for modern knowledge management to further empower employees. All employees, whether they work in-house, from remote locations or from a home office, can access stored documents in a DocuWare file cabinet. Whether it’s product information such as price lists or data sheets, technical documentation, contracts, internal protocols, instructions, or news about the competition – INTERNET-SERVER 3 is the ideal way to securely arm colleagues with all this information.

Highlights

Password-protected access to document pool from any location with a simple web browser
Provide company wide access to documents via the Intranet without installing DocuWare at each workstation
Edit index criteria, as well as search, display, download and file documents on the Web
Customizable templates allow to blend DocuWare into the design of a company’s web site

RECOGNITION 2. With DocuWare RECOGNITION 2, you can file away your documents in DocuWare even quicker, since the index words or keywords are automatically extracted from scanned documents. By using barcodes and OCR (Optical Character Recognition), information can be read from pre-defined zones and then transferred for indexing. This add-on module makes your DocuWare application more efficient, you will hardly need any time to index your documents. And with a wide variety of configuration options, RECOGNITION is truly a multifaceted tool that classifies your documents and indexes them automatically. This module extracts the barcodes as index words for the overall storage process. Now you can record or book the invoices in your accounting program, by entering the company name, invoice number, amount, etc. This data can also be added automatically to the invoice number to enhance the indexing of an invoice in DocuWare. This module can be combined with AUTOINDEX to completely automate the indexing of scanned documents.

Highlights: