The SearchExpress Newsletter

Second Quarter 2009

• The SharePoint version of SearchExpress now has a browser-based search, to let you search on particular fields or combinations of fields, such as Client "General Electric" and Document Type "Contract".

  In addition to searching documents from your desktop PC, you can search documents from your wireless laptop, BlackBerry or Apple iPhone. This means you can access your documents wherever you are, including client sites, field offices, and car.

  SearchExpress/SharePoint will also highlight search words in scanned documents, and provides for annotating, redacting, digital signatures and signature pads.

• For all versions of SearchExpress, if you are using multiple barcodes on a page, the SearchExpress scan and virtual scan programs can now read barcodes without using prefixes. For example, instead of using a barcode prefix, such as CN, to identify a Client Name barcode, you can specify that the Client Name will be the barcode in a certain area of the page and the Document Type will be a barcode in another area of the same page.

• SearchExpress Virtual Scan can import a TIFF or PDF file and break it up into multiple fixed-page documents.

• You can save a Search to your browser Favorites list, so you can easily re-use a given search.

• For the SQL version of SearchExpress, you can use Microsoft SQL Server 2008 Express for your database, instead of SQL Server Enterprise or Standard edition, if your document database is small (less than 4 gigabytes, or some 80,000 scanned pages).

First Quarter 2009

• SearchExpress eForms allows you to use your browser for form data entry, and lets you sign documents with a signature pad or a digital signature (eSignature).

  The completed forms are stored in SearchExpress, as Word files. SearchExpress can also write the form data to your ERP system, Oracle or other ODBC databases.

  Form data entry can be done over intranet or the Internet.

  You can also use SearchExpress to route the completed forms to different people, for review or approval.

  As one example, a doctor's office could use eForms for ordering prescriptions, and signing the prescriptions with a signature pad or digital signature.

  Also, a credit union or bank could use eForms for signature cards and loan applications.

• Federated Search allows you to search across multiple databases, all at one time. For example, you could have one invoice database per company division, but do a cross-database search for a particular invoice number or part number.

• When scanning or entering data, there is a Duplicate checkbox next to each field. If “Dup” is checked on, the contents of the field are copied to the same field in the next document, when you go to the next document in that same batch. This makes data entry faster if you are scanning documents that have some of the same index fields, such as customer or patient name and number.

• When scanning or entering data, in addition to using your mouse, you can use function keys to go the next or previous documents in a batch, and to go to the next and previous pages in a document.

• When scanning, there is a checkbox to optionally designate the first page of each document, if you are not using barcodes or other methods for document delineation.

• The Batch Management Reports now show onscreen.

• The "Change Index Data" function now shows the image of the document next to the data-entry template. If you are storing your scanned images in PDF format, you can configure this so that the document image shows on one monitor (screen) and the data entry-template shows on a second monitor.

• The "Missing Record Report” has been renamed “Browser Data Entry” to more accurately reflect it’s intended use.

Fourth Quarter 2008

SearchExpress can apply a digital stamp to each scanned document. The stamp can be a text string or an image.

Image processing filters, such as deskew and blank-page removal, now work for color images as well as black and white images.

All SearchExpress versions now support both the 32-bit and 64-bit version of Windows 2008.

Browser search and workflow screens are now 508c (handicapped) compliant.

For SQL version of SearchExpress, security has been strengthened to guard against SQL injection attacks.

The SQL version of SearchExpress now supports SQL 2008, including both 32-bit and 64-bit versions, as well as SQL 2008 encryption.

Third Quarter 2008

• We have developed a SearchExpress application that runs on the Apple iPhone that lets you use the iPhone as a wireless remote scanner to scan documents and transmit the images over the Internet to a SearchExpress database. It also has onboard 2-D barcode recognition.

  You can also search for documents from your iPhone.

  Since our application records the GPS location when the image is made, you can also use the images in GIS systems or mapping applications.

  Applications include:

  Signed expense reports with receipts.

  Signed proof-of-delivery documents.

  Photos of products being shipped or received, including attached Bills of Laden.

  Real estate inspections.

  Law enforcement use for identification of cars tags, photos of suspects being detained, etc.

  Photos of parts and inventory by field maintenance crews.

First and Second Quarter 2008

Integration with ERP and CRM systems

• For scanned documents, SearchExpress can both read and write index fields to ERP and Customer Relationship Management (CRM) systems or any SQL or ODBC-compliant databases, including Oracle, Microsoft SQL, Postgres, Sybase, MySQL, Access, Excel, and IBM DB2.

  You can use this in a mashup. For example, when scanning you could choose an order number from a pick-list of open orders SearchExpress reads from your CRM system, and then SearchExpress can write the order number to your ERP system.

  Also, when scanning A/P or sales invoices, SearchExpress can write the invoice number to your ERP system, so you will know that you have a scanned image for each and every invoice in your ERP system.

  In addition to typing data into fields or choosing data from a pick list, SearchExpress can determine the data from a barcode or from Zone-OCR.

  The items (such as open-order numbers) shown in the pick list can be read, real-time, from other SQL or ODBC databases, including ERP and CRM systems.

  Configurable HTML banners

  Each SearchExpress database can have it’s own unique banner or logo for the search screens and other web pages. For example, each division in your organization could have it's own logo.

  Navigation Links

  On the bottom of search-results screen, there are buttons that let you navigate directly forward or backward to each of the different hit-list (search-results) screens. Plus, there is a Home link, that takes you directly back to the search screen.

Fourth Quarter 2007

Read index fields from ERP software and SQL and ODBC-compliant databases

• When assigning index fields to scanned documents, you can speed data entry by looking up information from SQL or ODBC-compliant databases.

  For example, you can enter a Customer Number and use the Lookup button to fill in the customer name and address. This saves you the time that would be needed to type in the customer name and address, and assures the accuracy of same.

  The Lookup function can read any SQL or ODBC-compliant database.

• You can use an index value to import related data from your ERP software or a SQL database. For example, if you scan a sales invoice, SearchExpress can use the OCR'ed or barcoded invoice number to automatically read the customer name, invoice date, and other invoice data from your sales-invoicing application or any SQL or ODBC-compliant database, without the need to click the Lookup button.

Automatic OCR Zone Recognition

You can zone-OCR fields in documents with different formats, such as A/P invoices, without training different form types and without drawing boxes around the fields.

Instead of drawing boxes around fields, you just specify all text descriptions of the field, such as Invoice Number, Invoice Num, Invoice No., INum, etc.

This can save a lot of training time over methods where you have to train the system to recognize each different type of form, and then have to draw a box around each field to identify the location of each field on each different form.

Third Quarter 2007

Hierarchical Pick Lists and Reading Pick Lists from SQL Databases

Hierarchical pick lists let one pick-list (authority list) entry control another pick list's entries.

For example, the pick-list selection of a particular Client could control which pick-list entries are shown for the Document Type field, e.g., Contract.

Also, both standard and hierarchical pick lists can now be read from SQL or ODBC databases.

For example, pick-list entries for vendor names could be read from your ERP software or any Microsoft SQL, Oracle or other ODBC compliant database.

These pick lists can be used in Scanning, Fielded Data Entry, Advanced Search, Remote Data Entry and Internet Scanning.

Second Quarter 2007

IBM Content Manager Imaging

SearchExpress/IBM Content Manager lets you use a scanner or digital copier to scan, OCR, index and route documents to different IBM Content Manager® sites and items (folders).

The documents can be automatically routed based on content, e.g., the ship-to address on invoices can automatically determine to whom an invoice is routed.

For example, all invoices could be scanned at headquarters, and invoices with a ship-to address of Denver Colorado could be automatically routed to an item (folder) for Sierra Lewis, the manager of the Denver branch office.

All 401K enrollment documents could be automatically routed to an IBM Content Manager item for 401K enrollment documents.

You can scan documents both over your LAN (local-area-network) and over the Internet. The documents can be stored in IBM Content Manager as PDF or TIFF files and you can search the scanned images by metadata and OCR'ed text.

To learn more about SearchExpress/IBM Content Manager Document Imaging, click here.

First Quarter 2007

Vista Support

We have implemented a number of enhancements to support Microsoft Vista. These enhancements make the SearchExpress document management environment more secure, because the users need less access to Microsoft Windows folders and can thus run with less Windows permissions.

These enhancements also simplify administration and support from an IT perspective, because each user's configuration and customization options are now maintained on the server, instead of on each employee's PC.

Robust security and scalability with easy implementation and administration for large numbers of users are part of what makes SearchExpress an enterprise document management solution, and our price makes us an affordable enterprise document management solution.

Workflow enhancements

We have implemented several Workflow enhancements, including an "Unapproved Workflow" list, which shows all documents unapproved after a user-specified number of days in any user's workflow inbasket.

You can also use any combination of fields to specify routing, e.g., you can specify that an invoice be sent to Sierra Lewis but only if the amount is less than $1,000.

You can also create pick lists for workflow data entry, e.g., a drop-down list of valid cost codes for expensing invoices to general ledger expense accounts.

ITEX Trade Show

We exhibited at the ITEX (copier dealer) trade show in Las Vegas the week of March 19. To emphasize how easy SearchExpress is to install and use, we commissioned this masterpiece!

To learn more about our hosting service, click here.

Fourth Quarter 2006

SharePoint Imaging

SearchExpress/SharePoint lets you use a scanner or digital copier to scan, OCR, index and route documents to different Microsoft® SharePoint sites and folders.

The documents can be automatically routed based on content, e.g., the ship-to address on invoices can automatically determine to whom an invoice is routed.

For example, all invoices could be scanned at headquarters, and invoices with a ship-to address of Denver Colorado could be automatically routed to a SharePoint folder for Sierra Lewis, the manager of the Denver branch office.

All 401K enrollment documents could be automatically routed to a SharePoint folder for 401K enrollment documents.

You can scan documents both over your LAN (local-area-network) and over the Internet. The documents can be stored in SharePoint as PDF or TIFF files and you can search the scanned images by metadata and OCR'ed text.

To learn more about SearchExpress/SharePoint document imaging, click here.

Third Quarter 2006

Content Management

The SearchExpress Content Management module provides document Check-in/Check-out and version control via your browser. SearchExpress maintains the original version of each Word, Excel or other digital document, as well as any revised versions.

When revising Word, Excel and other digital documents, check-in/check-out protects against multiple people revising the document, and over-writing each other's revisions.

Version control lets you roll-back to previous versions of the document.

Content Management can be used for any type of digital document, including Word and other Microsoft Office documents, PDF, audio, video and scanned images.

To help protect the documents, the documents are stored in a secure repository on your server.

SearchExpress provides a manual check-in, whereby you can check-in documents as you revise them.

In addition, SearchExpress (Search Express) provides a batch check-in, so you can check-in all your existing documents at one time.

Search Word Highlighting

When you search and display a self-contained (image+hidden text) PDF file, the search words will now be highlighted on the image. Previously, the documents needed to be stored as TIFF or Image PDF for highlighting.

Second Quarter 2006

Automatic Form Type Recognition

For scanning and OCR of data on forms, or of data on structured documents such as invoices, SearchExpress can automatically recognize which Zone OCR template to use for any scanned page.

For example, for A/P invoices, SearchExpress can use the Vendor name to determine which Zone OCR template to use. The Zone OCR template is used to specify the location of the invoice number, invoice date, and other fields on each type of invoice. You would typically have one Zone OCR template per vendor.

Automatic Routing

SearchExpress can use a field, such as Vendor Name or Ship-To address, to route documents. For example, all invoices with a Ship-To address of Denver Colorado can be routed to Sierra Lewis, the manager of the Denver branch office.

Hit list sorting

SearchExpress provides hit-list sorting in your Internet browser. After you search and find documents and are displaying the hit list, you can click a column title, to sort the hit list by that field, ascending or descending. For example, you can click the date field to sort the hits by date.

You can control the number of hits (found documents after a search) showing in each page of your browser hit-list. For example, you may want 20 hits per page, or 2000 hits per page.

Document Retention

You can specify document retention rules for scanned documents, Office and other digital documents. Documents meeting the retention rules can be archived, deleted, or both archived and deleted.

A simple rule could be that all documents of a certain type, e.g., loan applications, are to be deleted after n years.

Or, the rules could be more complicated. For example, approved loan applications could be both deleted and archived after seven years and rejected loan applications deleted after three years.

You can see a list of all documents that are to be deleted and/or archived, and deselect documents that need to be retained despite meeting the rules.

Date searching using relative dates

For date searching, you do not need to specify actual dates. For example, you can search for all contracts with an expiration date of today, yesterday, last month, next week, etc.

Search Wizards

Search wizards or macros let you automate searches and the actions to be performed with the documents found with the search. For example, you could easily specify and save a search wizard that would perform a search for all documents that have been Sent to your inbasket in which the "Due Date" is "next week" or "this week" or "tomorrow".

The search wizard can also automatically perform actions on the found documents, such as automatically approve the documents, copy documents to a folder, export index fields in XML or CSV format, delete the documents, or perform a user-specified program or web-service call, such as importing the index fields (just exported to XML) into your A/P system.

You can specify whether the search wizard should display a hit list of found documents, or whether it should run without a user interface.

First Quarter 2006

Accounts Payable data entry allows you to scan A/P or other forms or documents and Zone OCR the fields, and pass the data to your A/P or other programs.

Improved (many to one) workflow.

JPEG compression.

Yellow highlight shows movement through hit list.

XML output from hit list.

Group select and blue highlight of same for hit list (for group delete, group output to CSV/XML).

CSS style sheet file so users can control fonts, color, etc. of search hit-list screens.

For Scan, there is a new Automatic Rotation option, in Image Filters, which lets SearchExpress detect and automatically rotate pages that are upsides down or sideways.

Fourth Quarter 2005

Distributed Imaging

The new SearchExpress Distributed Imaging module lets you scan and index documents over the Internet, using your browser.

For distributed enterprises, this allows employees at remote locations to do their own scanning and makes the scanned documents immediately available to all authorized employees in the entire enterprise.

Distributed imaging eliminates the time and expense of shipping documents to centralized scanning locations.

We support over 300 leading scanners. The scanning is typically done using a Windows XP PC, with the images written to a Windows 2000/2003 server.

Third Quarter 2005

(1) Camera Phones as "wireless remote scanners"

The new generation of camera cell phones, such as the 2 megapixel Nokia N90, produce images of excellent quality. SearchExpress can read images made from these camera phones.

You could use a camera phone as a "wireless remote scanner", to import images into SearchExpress.

You could use the phone to provide time-sensitive wireless real-time images of documents, or of real-estate, photos of employees or parts, etc.

You can also use the camera phone to take a picture of a product barcode, and SearchExpress could use the barcode number to search and find installation or repair instructions, inventory levels, competitive pricing, product reviews, etc.

You could use the camera phone for proof-of-delivery documents, to provide real-time images of delivery signatures, searchable over the web.

(2) Searchable annotations (notes) with Adobe Acrobat

When searching documents with SearchExpress and using Adobe Acrobat as the image viewer, you can now make searchable annotations (notes) to the documents. For example, when viewing a scanned contract, you could make a note "need to revise Hurricane clause?" on the contract and later search on "revise hurricane clause" to see all contracts in which this comment was made.

Also, when making notes, you can let everyone view your annotations, or you can specify particular users who can view your annotations. This helps you collaborate with others.

For example, you could let only your firm's attorneys see your "Hurricane clause question", with other users who view the document not seeing this particular comment.

The searchable and sharable notes features is available if you use the SearchExpress option to store images in PDF format.

Second Quarter 2005

Search from your wireless notebook, cell phone, PDA, or handheld computer, such as a Dell Axim Pocket PC.

Improved Jam handling for scan program.

Pick List which shows list of allowable entries when adding or changing fields in a document, such as adding cost codes to an invoice, or assigning the next person to whom a document will be sent in workflow processing.

Option to specify barcode font (Code 128, Code 39, etc.) in scan program, which can reduce or eliminate the need for barcode prefixes.

First Quarter 2005

(1) Distributed Data Entry and Routing

Distributed Data Entry gives you the option of indexing and routing documents from your desk, before the documents are scanned with a scanner or digital copier. This is in addition to our current methods of indexing, which are to index documents either during scanning or after the documents are scanned. Indexing is the optional assignment of descriptive fields to scanned documents, such as Title, Document Type, and Date.

While at your desk looking at paper documents, before the documents are taken to a copier or scanner, you use your browser to key data to an on-screen form. This can be done over intranet or the Internet, and the data is written to your server.

After entering the data, you click the browser print button and SearchExpress prints a barcode. The barcode can be printed to a sticky label, or to a page.

The barcode is a unique number, automatically incremented by SearchExpress.

You place the barcode on or before page one of the document, and send or take the documents to a digital copier or scanner for scanning.

SearchExpress reads the barcode value, and uses the barcode number to index the document with the fields you previously entered, using your browser.

Also, you can optionally specify to whom the documents are to be routed. In your browser, you could choose Jane Smith from a drop-down list, and a document would be routed to Jane Smith's inbasket.

A Missing Images Report shows any data missing a scanned image, and any scanned images missing data.

The Missing Images Report is for internal control, in that you will know if someone does not get the document digitally copied or scanned.

(2) Search from any software application

In addition to searching with your browser, you can also search directly from any software application. For example, if you are in your customer management software, accounts receivable and payable, human resource, Microsoft Office, GIS (Geographic Information System) or email, just highlight a word or phrase, and press a function key to perform a SearchExpress search and display the scanned documents, Word, email and other documents containing the search phrase.

You can search a particular field, such as customer number, or search all fields and all text (content) of documents.

Also, you can highlight a word or phrase and press other function keys to search Google, Ebay, Yahoo and other Internet sites.

Executive Technologies, Inc. has been developing the SearchExpress family of information search and capture products since 1984, and can use this knowledge to help put your information at your fingertips.

If you want to see how easy it is to capture and search your documents, we would be glad to do a remote demo, over the Internet.

Just call (205) 985-7686 or email with a day and time convenient for you.