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many documents, data already exists in a computer system
which can be used for indexing in an electronic filing
system. For example, an accounting system already has
information about vendor invoices such as a vendor’s name,
record number, record date, account number and invoice
amount. To index scanned documents, this information would
normally have to be data entered again. DocuWare AUTOINDEX
performs this labor-intensive work for you.
Functionality
Assigning documents
to an existing database is performed by a matchcode. Each
document must contain a unique record number. The same
matchcode or record number must be in the external data as
well.
DocuWare AUTOINDEX
transfers and stores all data which matches the document in
an electronic file cabinet of DocuWare. Manual data entry is
significantly reduced.
There are two possibilities
for entering the matchcode. When the matchcode exists on the
document as a bar code label representing the record number,
the index can be filled automatically using the optional
DocuWare BARCODE module. In case the matchcode cannot be
read automatically, the matchcode is entered manually. The
external data can then be automatically assigned to a
document using DocuWare AUTOINDEX. |
If it is not possible to create
a matchcode, the external data can still be assigned manually
using DocuWare AUTOINDEX: One document after the other will be
displayed.
Additionally, DocuWare
AUTOINDEX displays all external data in a table. The user only
has to click a row within the table to transfer it to the
proper index field.
Configuration
Depending on the document type, the system administrator
decides which data fields of the external data shall be used
as matchcode. Multiple match codes may be defined as well as
one external data record can be used for indexing various
documents.
Additional
Ways to Use
DocuWare AUTOINDEX
DocuWare AUTOINDEX
enables you to maintain and modify existing DocuWare file
cabinets in varous ways:
The database of a file
cabinet (or parts of it) can be exported within DocuWare into
a dBASE file. This file can then be modified and the edited
database can be transferred back into the document database.
Data
Resources
DocuWare AUTOINDEX is
able to handle the following data files:
- ASCII with record and
field delimiters
- ASCII with fixed field
lengths and fixed field numbers
- dBASE III/IV/5
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