SearchExpress/SharePoint Document Management software lets you use a scanner or MFP copier to scan, OCR, index and route documents to different Microsoft® SharePoint sites, document libraries, and library subfolders.

SearchExpress can also import Word, Excel, emails and other documents and store them in SharePoint in native format or as unalterable PDF or TIFF images.

Features include:

Scanning

Scan documents using multiple scanners and MFP copiers.

Optical Character Recognition (OCR), so you can find documents by content, that is, by words or phrases in the documents.

Zone OCR. You can define zones (areas of a page) and specify fields in which to place the OCR'ed text for each zone. For example, if you have sales invoices or Proof of Delivery documents with Customer Name, Invoice Number and other fields, you can scan the documents and SearchExpress can place the customer name in a Customer Name field, invoice number in an Invoice Number field, etc.

Scan in black and white and color.

Automatically separate documents by using barcodes as document delimiters.

Use up to ten barcodes as index fields to describe and help retrieve the document.

You can use barcodes in a hierarchical fashion. For example, you could scan a barcode encoding a client number once, and scan a bunch of different documents for that client, putting in perhaps a document-type barcode for each document, without repeating the client (upper level) barcode.

Image clean-up processing, including de-skew, speckle removal, and removal of holes from 3-ring binders.

In the scanning program, image thumbnails show the images for the current batch in reduced size and let you move images and delete images.

Change scanner settings, such as page size, and image filter settings, within a document.

Optionally discard blank-pages if you are scanning both sides of the paper.

User-defined index cards let you optionally add index fields to your documents, such as date, source, and customer name.

Type index fields while scanning, or, if you are scanning thousands of documents per day, scan on one (or more) PC's and key in index fields on other PC's.

Virtual Scanning

Virtual Scan can import HTML, PDF, TIFF, Word, Excel and other Office documents and store them as unalterable PDF or TIFF images.

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

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

Virtual Scan has the same database lookup, barcode recognition, deskew, blank-page detection, and other image processing features provided by the scan program.

Virtual Scan can automatically import images every n minutes from a MFP copier.

Stamping

Electronic date and Bates stamp options, including:

Specify electronic stamp position.

Specify stamp font, font size and stamp font color.

Route to SharePoint

SearchExpress can write scanned documents to different SharePoint sites and document libraries based on index fields you assign to the documents. For example, if, during scanning, you assign a client number to a document, the scanned document could be stored in a SharePoint document library for this particular client.

SearchExpress can also write images to subfolders within document libraries.

SearchExpress can create new SharePoint index fields and libraries, or SearchExpress can map to existing SharePoint fields and write to existing libraries.

SearchExpress can write scanned documents in either self-contained searchable (text plus image) PDF format or TIFF format.

SearchExpress can be configured for complete hands-off operation, where the only steps required are putting the paper in the scanner or MFP copier, and searching. In this scenario, you can search the OCR'ed text to find the document. And, if you use barcodes as index values, you can search on the bar-coded index values.

Searching

SearchExpress provides a browser-based search, to let you search on particular fields or combinations of fields, such as Client "General Electric" and Document Type "Contract".

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

In addition to the browser search, you can search by highlighting a search word or phrase in your ERP, Microsoft Office, email, or other applications, and pressing a function key. This lets you search and view your scanned documents directly from any software application.

Internet Scanning module:

The optional SearchExpress Internet Scanning (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.

Use your browser to control any features of 300+ leading scanners.

Insert, append, delete and replace images, with your browser.

Key in index fields, such as invoice number or document type, to help index the documents.

Automatic document routing and form recognition:

For scanning and OCR of data on forms, or of data on structured documents such as invoices, SearchExpress can automatically recognize which form a page represents and OCR the data on the page.

Automatic document routing lets you stack different types of documents in the form-feeder of the scanner, and SearchExpress can automatically route the documents based on content. For example, all leases could be sent to the legal department's SharePoint site, and all sales orders to the sales department's SharePoint site.

Index Documents Before Scanning:

Remote Data Entry gives you the option of indexing and routing paper documents from your desk, over Internet or intranet, before the documents are scanned with a scanner or MFP 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 MFP copier or scanner for scanning.

SearchExpress reads the barcode value, and uses the barcode number to link to the index fields you previously entered for each document.

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.

SearchExpress/SharePoint Menu Item in Microsoft Office:

A SearchExpress/SharePoint menu item in Word, Excel and Outlook menus lets you save documents to the SharePoint document repository while you are in Word, Excel or Outlook Email.

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

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

Integration with other Applications:

You can search directly from any software application. For example, if you are in your customer management software, accounts receivable and payable, or email, just highlight a word or phrase, and press a function key to perform a SharePoint search and display the scanned documents containing the search phrase.

Data-entry pick lists can 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, Remote Data Entry and Internet Scanning.

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.

Also, you do not need to use the Lookup button or even look at the scanned document. 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.

For scanned documents, SearchExpress can also 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.

Direct Integration with Kyocera MFP copiers

You can scan and index documents directly from Kyocera MFP's into SearchExpress/SharePoint 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.

SearchExpress is designed for Windows 7/Vista/2008/2003/XP/2000 platforms, including 32 bit and 64 bit versions of both Windows and SharePoint.

Demo

For a demonstration of the SharePoint version of SearchExpress, please click here for a 9 minute demo.

Guarantee

We guarantee your satisfaction. We always offer SearchExpress/SharePoint Management software with a 30 day money-back guarantee.

For more information on SearchExpress/SharePoint Document Management software, please call us at (205) 985-7686 or click here for more information. Our email address is SxSales@searchexpress.com.