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Modular solution
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View activity reports
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Intuitive security concept
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Full text & zonal OCR
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Barcode and form recognition
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MS Office integration
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Viewer over 256 file formats
Plain Archiving
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ScanFile makes archiving documents child’s play – no matter what 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.
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ScanFile can work with nearly all commercially available black and white or colour scanners and fully integrates with Microsoft Office. Functions are already set up for documents such as Word, Excel and PowerPoint files and Outlook messages (with attachments) with the added bonus of being able to manage revisions of Microsoft Office files.
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Secure, quick and easy storage and retrieval
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Scanfile Version 9 peps up one of 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.
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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 does not comprise separate programs 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.
You can purchase only the modules you need to perform the tasks you do within your company. Additional modules can always be added later. ScanFile offers you a range of search functions and display tools which are easy to access and easy to use.
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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 distributed across various storage locations (workstations or network drives).
Don’t waste time on indexing
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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 date, numerical fields or index repeat which automatically generate an index entry. In addition, ScanFile can read up to ten barcodes from a single page during scanning and write the values to index fields.
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ScanFile form recognition is a particularly smart feature. 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.
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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 find – at lightning speed
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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.
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Scanfile can display over 200 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.
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Multiple display windows can be opened, so that you can display more than one page per document. Similarly, ScanFile can display 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.
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Matches to your preferences
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 – e.g. as it expands.
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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.
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Barcode recognition
This option enables ScanFile to read up to ten barcodes from one page and fill the data into corresponding index fields. This can be triggered manually or done automatically during a scan procedure or zone reading.
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OCR
The OCR option has two functions. Zonal OCR allows you to read areas of a document and store the results in the index fields of your archives. Full text OCR creates a database to be used to search the content of documents.
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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.
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Activity report
If required, the report logs all 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 specified data range.
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Document routing
This module allows ScanFile to send documents to users in a specified 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.
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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.
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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 can be read by zone OCR or full text OCR during import.
