The SearchExpress Newsletter

Fourth Quarter 2011

• Batch Printing.

  From search hit list, select multiple documents and click a button to combine the documents into one PDF file for printing or viewing all documents at one time.

• Migration Tool.

  Developed import program to make it easier to import documents from other imaging systems into SearchExpress, to assist clients moving from old, expensive, hard-to-use document management systems to SearchExpress.

• Default Values for Index Fields.

  When using a data-entry Pick List having multiple values, allows one value to be the default. For example, if the Template field “Tax Year” has two values, Fiscal Year and Calendar Year, allows Fiscal Year to be the default.

• Direct Integration with Canon ScanFront Network Attached Scanner.

  You can scan and index documents directly from Canon ScanFront network attached scanners into SearchExpress Document Management.

  You can use the Canon touch screen or keyboard to add index fields, including choosing items, such as document type, from a pick list you create in SearchExpress.

Second and Third Quarter 2011

• Direct Integration with Sharp MFP copiers.

  You can scan and index documents directly from Sharp MFP's into SearchExpress Document Management.

  You can use the Sharp touch screen or keyboard to add index fields, including choosing items, such as document type, from a pick list you create in SearchExpress.

• Integration with Plustek Mobile Office and Smart Office one-touch scanners.

First Quarter 2011

• Integration with Kodak One-Touch scanner.

• Default Fields.

  You can designate a default read-only value for any template field, and this field value will be shown in Scanning, Virtual Scanning and Fielded Data Entry, and this value cannot be changed in these capture programs.

• Security - Active Directory Groups within Groups.

  When specifying who can access documents, you can specify upper-level Active Directory (AD) groups that have other AD Groups nestled under them.

• Using Stored Procedures with SearchExpress.

  SearchExpress can call an Oracle or Microsoft SQL stored procedure to read data from and write data to other systems.

Fourth Quarter 2010

• Kyocera and SearchExpress are pleased to announce that SearchExpress Document Management software has been integrated with Kyocera MFP copiers. Please click here to view the press release.

• TWAIN scanning is now up to twice as fast, for those scanners that do not provide for read-ahead or caching to be configured in the TWAIN driver. SearchExpress turns these scanner features on for you.

• Workflow Reject button lets you click Reject to route rejected documents to a predefined person or department.

• You can record the "Scanned By" operator login with each document, so you will always know who scanned each document.

• Dual-Database Write lets you scan documents into two databases at the same time, e.g., a SearchExpress Standard database and a SearchExpress SQL database.

• You can now route and approve documents, such as AP invoices, using the SharePoint version of SearchExpress, as well as the SQL version of SearchExpress.

• You can assign index fields and import Word, Excel, emails and other documents and store the documents in SharePoint in native format or as unalterable PDF or TIFF images, in the SharePoint version of SearchExpress.

Third Quarter 2010

• Save-to-SearchExpress menu item in Word, Excel and Outlook menus lets you save documents to the SearchExpress document repository while you are in Word, Excel or Outlook Email.

You can save documents to SearchExpress and also add index fields, such as invoice number, patient name, or client/matter number, while you are in Word, Excel or Outlook.

SearchExpress will default certain index fields for you. For example, if you are in Outlook, SearchExpress will add the From, To, Subject and Date of the email as index fields.

You can specify the documents be stored in SearchExpress in native format, e.g., Word, or that the documents be stored in SearchExpress as unalterable PDF or TIFF images.

• Direct Integration with Kyocera MFP copiers.

You can scan and index documents directly from Kyocera MFP's into SearchExpress Document Management.

You can use the Kyocera touch screen or keyboard to add index fields, including choosing items, such as document type, from a pick list you create in SearchExpress.

• Virtual Scan imports HTML, Word and text PDF files and lets you enter data.

The Virtual Scanning program now allows you to import HTML, Microsoft Office files, such as Word and Excel files, and text PDF files. Previously, Virtual Scan imported only image files, and you used Electronic File Import for non-image files.

Virtual Scan lets you import documents without printing them and scanning the paper.

Virtual Scan creates an unalterable image of the Office and other files, and puts the unalterable documents into the document repository, in your choice of either PDF or TIFF format.

Storing documents as unalterable images is often needed for SEC, Sarbanes-Oxley, NASD, IRS and other regulatory compliance.

Another new feature is that Virtual Scan displays the documents on the screen and lets you optionally enter index values, such as invoice number.

You can also look up fields from an ODBC database, such as entering an invoice number and clicking lookup to read the vendor name and invoice amount from your AP system.

Second Quarter 2010

• Windows 7 support, including 32-bit and 64-bit versions of Windows 7.

• Windows Server 2008 R2 support.

• SharePoint 2010 support.

• SQL 2008 R2 support.

• Add Version Control Check in/Checkout capability to Workflow. You can check documents in and check them out from a workflow inbasket screen.

• Provide for workflow template "Send-To" pick-list to contain variables, not just constants.

For example, to allow the workflow email to route back to the original "Checked In by" user, e.g., to Bob Smith after approval by his manager Sierra Lewis, you can enter the "Checked in By" field name into the Send-To field. The document would be routed to whoever originally checked in that document.

You can use any Template Field for a send-to list variable, e.g., you can specify a field called Buyer in your Send-To field and the invoice would be routed to whoever is the Buyer for that invoice.

• You can send emails to others in addition to next person in "Send To" list. The current method, on approval, is to send an email only to the next person in the Send To list.

• When using Change Header to supply the Send-to list, the first person on the send-to list receives an email notifying them that they have documents in their inbasket.

• When bringing documents in through the Content Management manual checking process, you can use Automatic Send-To, as you can for scanned documents.

• You can specify, in the Template, which field you want to use as a Memo field. On the search hit-list, you can click a button to view the contents of the memo field.

• A unique sequential document number can be configured, in System Fields, to show on the Advanced Search and/or hit list screens.

First Quarter 2010

• TWAIN Scanning.

  You can choose to use TWAIN, in addition to ISIS, scanner drivers.

  This means you can scan paper documents with TWAIN scanners, digital copiers, and multi-function devices.

  You can also use TWAIN signature pads, fingerprint scanners, iris and other biometric devices to capture images into SearchExpress.

Fourth Quarter 2009

• Folder browsing, so you can browse your documents in virtual folders, e.g., a folder for each of your clients and under each client folder a sub-folder for each document type, such as Contracts and Proposals.

• Database Synchronization, to synchronize data in SearchExpress with your ERP (accounting), CRM (customer management) or other systems.

  For example, if you are scanning your A/P invoices and using SearchExpress Workflow to approve them, SearchExpress can update your A/P system with the Approval Status and Cost Code, by reading this data from the SearchExpress database and writing it to your A/P database.

  Also, when you later pay the invoice, Synchronization could update SearchExpress with the Date Paid and Check Number, by reading this data from your A/P database and writing this data to the SearchExpress database.

Third 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).

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.