DocuXplorer Entreprise v220.127.116.11 | 43,3 Mb
DocuXplorer solves the problems faced using a manual document filing system alongside an electronic document system by:
Providing an electronic document management system that is easy to learn and use
Freeing up costly storage space and drastically reducing the costs of paper document copying and distribution
Combining both computer-generated and paper documents in a secure and effective document storage and retrieval system
Providing multiple methods of adding documents and index information quickly and easily
Providing compliance with SEC and HIPAA regulations for Financial Services and Medical Care industries
Providing complete indexing with auto indexing features allowing for fast and accurate retrieval of related documents based on a query by word or phrase
Eliminating time-consuming physical searches due to misfiled or lost documents
Allowing users to revise, create versions, annotate and share documents with a workgroup
Allowing you to save electronic documents in the same location as your scanned in paper documents (i.e. related client emails and Word documents in the same folder)
Providing extended database capabilities to store data records along with your documents
Providing extensive security measures to keep confidential documents safe from prying eyes
Providing access via the Internet for remote computers
Allowing for the import of index data from external sources to reduce index data input time using the optional Auto-Data Import Engine
Allows you to see who has viewed, modified, e-mailed or printed any document using the Document Event Log
What makes DocuXplorer better then the rest?
Document management is all about finding the documents you need quickly and accurately. Other programs may say you can just scan a document and OCR it to find the document you need. While Docuxplorer can do that also, it often results in a large hit list of documents that have that word or phrase somewhere in the document - some of those lists may have many thousand of documents for you to look through before you find the one you need - sort of like throwing everything into a drawer together.
DocuXplorer offers a more refined approach, making it easy to index your documents properly so that a search will bring up a small, accurate list of documents. Document retrieval then becomes far less frustrating and more productive. To make indexing quick and easy, DocuXplorer provides features unavailable in many other products, like multiple sets of index fields with up to 35 user-defined fields based on a document type. Each field has properties that can determine its display and data entry requirements. Fields types and refinements include, dynamic and static data lookup lists with auto-complete to speed data entry, date, number, currency and hyperlink fields, auto-indexing variables, auto-incrementing dates and numbers, use data last entered settings based on a field, and more. The bottom line is DocuXplorer's user-defined indexing is flexible, fast and accurate. Try finding these features in other document management systems in this price range and I am sure you will see that they don't come close to the full range of DocuXplorer's features.
Hardware and Operating System Requirements
DocuXplorer can normally be run using your existing network hardware. Workstations require Pentium 3 machines with at least 128 MB RAM (254 MB Recommended) running Windows 2000 or later. For multiple users you will need a network server running one of the Microsoft network operating systems, Novell, or Linux. Docuxplorer Enterprise will also work with Terminal Services, Citrix or GoToMyPC.Com to allow easy access over the Internet. If you have a large number of documents to store you may want to add a large hard drive to your network for document storage. As with any enterprise, you should also have an adequate backup system in place. You will need a scanner with an auto-document feeder; scanner speed will depend on your daily scanning needs.
DocuXplorer is modeled on the same physical dynamics you use in your existing office environment. Storing and finding documents is accomplished using standard Windows conventions and a familiar hierarchical tree structure in a Virtual Library that contains Cabinets. Cabinets contain Drawers. Drawers contain Folders that hold Child Folders and/or Documents .
The DocuXplorer Desktop is central to all your interaction with the program. Easily move and copy documents using standard Windows conventions. The Desktop also contains powerful features to sort and group documents in a folder by simply dragging and dropping the folder’s column headers. Summary footer fields can be added to view the sum, minimum, maximum, count, and average of a column. The Desktop along with DocuXplorer’s ability to easily create an effective index structure allows you to retrieve any document in seconds.
DocuXplorer gives you a choice of interfaces, Basic and Advanced. The Basic Mode Interface consists of two buttons that give you access to the most basic functions of DocuXplorer, adding a document and finding a document. The Advanced Mode Interface gives you access to all the powerful features and functions of DocuXplorer.
Adding a document is easy and fast – scan in paper documents individually or in batches, import electronic documents, print images of documents from any Windows program, use the Send To command in Windows Explorer to open DocuXplorer and import the document to a DocuXplorer Folder, or use the DX In Box to import documents directly from any folder on your network or local drives by simply dragging and dropping the document to a DocuXplorer Folder. Then define those documents using Heads-up indexing- adding a document to DocuXplorer brings up a Document Window where you can view your documents while you index them. DocuXplorer can scan as either PDF or TIFF image.
Types of documents that can be stored
DocuXplorer Folders store scanned paper documents along with any computer-generated file (Word, Excel, PDF, CAD and more).
User Definable Index Sets
Profile documents with multiple user-defined index fields in an Index Set. DocuXplorer allows up to thirty-three user-defined index fields in each Index Set. To speed index data entry use Auto-Indexing Variables to automatically populate index fields. Configure DocuXplorer precisely to your needs, to provide quick access to all your documents.
Automatic Indexing with multiple Index Field Controls
DocuXplorer provides auto-complete Static Data Fields to create lists of specific relevant data and auto-complete Dynamic Data Fields to enter data in a field once and automatically fill the field from the history list as you start to type. Users can also use auto indexing features to automatically input index data based on a predetermined set of variables for a field including incremental numbering, date, time, document location, and more. DocuXplorer makes index data input quick, accurate and easy.
Extended Database Features
Index Information Only documents provide users with a method of storing and tracking data that does not have an image or computer-generated file attached.
Use this feature to store data when you have not yet received the paper document – add the Index Information Only document then add the image of the paper document at a later time.
Quickly retrieve documents using the Find Dialogue reached by the Find Document button on the Icon Toolbar.
The Search Engine allows for Full Text Searches, or Index Searches.
Use the Image Document Window to view documents that are image files, either scanned in or imported to the database. Imported or scanned in PDF documents and imported computer generated files (Word, Excel CAD and more) open in the Associated Application Document Viewer Window for easy heads-up indexing.
A powerful feature of DocuXplorer are the Annotation tools. Users can use DocuXplorer to annotate any image document while keeping the integrity of the original document intact. Print documents if needed with or without annotations.
Versioning and Check-in/Check-out
Make changes to a document and DocuXplorer can automatically save those changes with the time, date and author of the edited copy as a version of the original. Check a document out of the Library and make your edits - no other user will be able to access the document until you have checked it back in.
Global access to your documents
Access documents anywhere you have an Internet connection.
With recent government regulation, document security has become imperative. DocuXplorer is equipped to deal and surpass those requirements. DocuXplorer security based on user login allows you to determine a users rights to access, edit, email, print or view, cabinet, drawers, folders, documents or fields associated with a document. You may also set user rights for copying, deleting or moving documents. Use your present active directory information and network login to allow for quick and easy setup and administration. Application default properties are secured by the use of an administrator login that will disable a non-administrative user’s ability to make changes to system defaults.
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