Presentation on theme: "The following is designed to give a brief understanding of the different methods you can use to scan, file and search documents in FILEstream. FILEstream."— Presentation transcript:
The following is designed to give a brief understanding of the different methods you can use to scan, file and search documents in FILEstream. FILEstream
Scanning Paper documents can be scanned into FILEstream via a directly connected scanner using the FILEstream scan interface or by routing the documents to FILEstream via the scanning interface on a multifunctional product.
This is a user In-tray – a holding area for documents waiting to be filed.
Click on the scanner icon to access the Scan Panel.
Choose your preferred options such as file type or a multipage document. Then press the Scan button to activate.
This shows the number of documents in the current view. The green arrows allow you to navigate through the documents. This indicates the number of pages in a document and the green arrows allow you to navigate through them.
Filing Method 1 – Manual Input The documents are now ready to be filed. Documents stored in FILEstream are filed into Cabinets which are very easy to create. Examples of Cabinets are: Employee Records Supplier Documents Client Files PAYE Records
Indexing - Method 2 – Auto Input using Optical Character Recognition - OCR
OCR is a process where you can tell FILEstream to read the content of each document and save the results to the FILEstream database. At a later date, users can search for documents just by the content within it. The following slides illustrate this process
Note: unlike the previous filing method there are no manual entries. This cabinet has been set up by the administrator to automatically OCR any documents filed into it.
Click here to file the documents. Highlight the documents to be filed.
Your search can also be narrowed by a date range detailing when the document(s) were entered or were last modified within FILEstream. Type in the word(s) you wish to search for and select which options you wish to qualify the search.
Type in the word (s) you wish to search and select which options you wish to qualify the search We are now asking FILEstream to search for documents that contain the words ABC Company that have entered the system since 1 st March 2006. Click to activate the search
Here are the results of the search, with the search word(s) highlighted.
Annotations FILEstream allows users to annotate image type documents with signatures or pre- prepared customisable stamps.
Arrows show stamp and electronic signature added
Microsoft Office Integration FILEstream integrates with all Microsoft Office programs allowing you to file documents and emails (including their attachments) or to search for them directly from an Office application without opening FILEstream (as seen below)
What you have viewed is a brief introduction. FILEstream offers much more including: A full audit trail for each document showing what actions have been performed and by whom. For legal purposes FILEstream can always produce a document as it entered the system. It will also record as separate versions any changes made. All documents (pages of documents) can be emailed, faxed or printed from FILEstream. Filestream is heavily permission driven. Administrators determine who can see each cabinet and then what action(s) users are allowed to perform. The Administration setup is incredibly easy to operate. To find out more about Filestream or to arrange a full demonstration please call 0118 932 4500 or view our website at www.FILEstreamsystems.co.uk