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FILEstream

FILEstream. The following is designed to give a brief understanding of the different methods you can use to scan, file and search documents in FILEstream. Scanning.

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FILEstream

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  1. FILEstream The following is designed to give a brief understanding of the different methods you can use to scan, file and search documents in FILEstream.

  2. 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.

  3. This is a user In-tray – a holding area for documents waiting to be filed.

  4. Click on the scanner icon to access the Scan Panel.

  5. Choose your preferred options such as file type or a multipage document. Then press the Scan button to activate.

  6. 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.

  7. 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

  8. Click the File icon to access the Filing panel.

  9. Select the Cabinet you wish to file the document in.

  10. Click here to file the document - it is moved from the in-tray to the cabinet folder. Input the values relevant to this document (see arrows)

  11. Searching - Manually filed documents.

  12. Click to access the Search Panel

  13. To search for a document, type in the data or select criteria from the drop down lists. Click here to activate the search.

  14. Note that the individual field values the document(s) were originally filed under are visible in list view. The result appears showing the document(s) appropriate to the search criteria entered.

  15. Select to see the document in image view.

  16. Indexing - Method 2 – Auto Input using Optical Character Recognition - OCR

  17. 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

  18. This cabinet has been set up by the administrator to automatically OCR any documents filed into it. Note: unlike the previous filing method there are no manual entries.

  19. Highlight the documents to be filed. Click here to file the documents.

  20. Searching - OCR Method

  21. 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.

  22. We are now asking FILEstream to search for documents that contain the words “ABC Company” that have entered the system since 1st March 2006. Click to activate the search Type in the word (s) you wish to search and select which options you wish to qualify the search

  23. Here are the results of the search, with the search word(s) highlighted.

  24. Annotations FILEstream allows users to annotate image type documents with signatures or pre-prepared customisable stamps.

  25. Select to open the annotation panel.

  26. Arrows show stamp and electronic signature added

  27. 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)

  28. 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

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