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File Stream Document Management (“FS”) Features & Specification

Add-In for Microsoft Outlook

• Import E-mails into FS directly from the application, send to other users, or indexed directly to a cabinet.
• Choose file type for E-mails imported from Outlook
• Option to automatically delete E-mails from Outlook after importing them
• Option to send E-mail attachments grouped as part of the e-mail or as separate documents to FS.
• Digitally signed messages can be imported from Outlook.
• Outlook E-Mail Header Information such as From, To, Subject, Date Sent, and Date Received is searchable from within FS in addition to values obtained from standard Indexing methods
• Option within FS to Import all emails in an outlook FS folder.

Administration - Users, Groups, Cabinets Permissions etc.

• User setup Create / delete/edit users & passwords, setup Route box path (folder location)
• User permissions set as Group Permissions (append, delete, annotate, send to, index, re-index, image movement, etc, etc). Users can view their list of permissions
• User signatures assigned by Administrator.
• View all user sessions automatically. Kill, Lockout or Unlock users or sessions
• Password functions change passwords,
• Group Setup Create/delete/edit/copy groups and apply permissions and user memberships in a group
• Cabinet setup Create / delete / edit
• Create fields - names, types (including Parent / Child relationships also multi select) and additional options.
• Assign cabinets to Groups.
• Copy Cabinets Makes it easy to create a new cabinet which is identical to an existing one
• Define OCR Policies such as accuracy level and defined area
• Automatically Export indexed document values to CSV or XML output
• ADD custom scripts
• Import / Export Cabinet definition files allowing users to transfer cabinets between systems
• Import Ready made Sample Cabinets
• Protect Cabinets from deletion
• Auto Numbering Schemes
• System Reports – Such as Document numbers and locations
• Set System Options – such as create revision when annotations are added / set strict date format
• Backups – start automatic system backups
• Database Maintenance create new databases / extend database range / change root folder
• View and Purge Delete Log: Administrators can see list of deleted documents and purge the list automatically or when required
• Audit Trail of administrative actions e.g deleting / editing cabinets users etc.

Annotations

• Annotate Documents with text, highlighter, signature, stamps, freehand etc. The annotations can be visible, hidden or permanently “burned in”. Icon depicts an annotated document in all views.
• Create and store barcodes.
• Create stamps / Import Images.
• Create / edit / delete / copy annotation tools.

Append options (image documents only)

Document may be attached to an existing document. Insert at the start /end / or at a selected page of the Target Document. This function can be carried out:

• At the scanning stage.
• As a file import from the network to a document in the File Stream Document Management system.
• Via cabinets attaching to files already in the system.
• One document can be repeatedly appended to many other documents

Attachments

• Documents can have files attached to them. Imported e-mail automatically uses this feature.
• Attached files can be removed, opened, launched, saved out, Emailed ,detached into the inbox, & OCR’d

Barcode (module)

• Automatically indexes by barcode contents.
• 11 barcode types supported plus variations.
• Barcodes can be created & “burned” into documents.
• Created barcodes are stored in the database for re-use.
• See separate document on More Details page giving more information about File Stream Document Management’s comprehensive Barcode functionality.

Customisations

• Ability to incorporate customer specific requirements which are only available to the customer.
• Off-the-shelf customisation for automatically exporting data to CSV file when indexing.
• Off-the-shelf customisation for looking up index values in any external database.

Backup

• Inbuilt system backup

Database

• Support for SQL 2005 Express, SQL Server 2000, and SQL Server 2005.
• New databases can be created from within File Stream Document Management on any of the above.
• Support for multiple databases.
• Rebuild SQL indexes and set file growth from File Stream

DESKTOP Toolbar

• Available in system tray with quick access to File Stream Search / Indexing when working in another program

Delete

• Documents or pages of documents can be deleted at various stages within File Stream Document Management if authorised by the Administrator.

Diary (also Web Module)

• Document(s) can be linked to future diary events for individual or multiple users
• Events can be for Public or Private viewing
• Diary events (for all user) visible when viewing a document
• Access is available to all user diaries
• Reminder alerts with direct links to document
• Entry ‘created by’ Indication

Document Creation Editing & Conversion

• Create documents from within any File Stream intray using installed applications. Blank and customised templates.
• Launch existing documents for editing with full audit trail.
• Convert non-image documents to image files

Document errors

• Document operations that fail are highlighted with an error flag and details of failure are shown.

Document Information

• All system information relating to a document can be found here. It is sorted in by the following tabs – Standard Values – Index Values – Attachments – Notes – History – OCR Text
• Filenames and the document subject can be changed with the option to move automatically to the next document
• Documents can be Launched for editing

Document Notes

• Public and Private notes can be linked to a document, automatically identifying the author and date. Private notes are only visible to their creator.
• A document with a note is identified by a ‘Notes’ icon in all views
• Fonts and Colour can be changed, subject detailed
• Edited / deleted notes shown in document history.
• Notes e-mailed as an attachment if selected

Document Flags

• Documents are automatically flagged as “Un-Read until viewed in ‘Image’ view
• Documents can be flagged with different coloured numbered flags or a check box.

Export to C.S.V.

• Document properties & index values can be exported to CSV or XML format for import to other applications.

Document Import / Export

• Full and incremental export from selected cabinets or search results
• Options to allow disk spanning, include revision histories and delete exported documents
• Import documents into existing or new cabinets, with option to overwrite or copy existing files.

File import

File Stream Document Management can capture computer files in several ways:

• using the file import option within File Stream Document Management
• Import documents by drag and drop from Explorer
• using the ‘Create New Document’ feature
• From any other program with a ‘save to file’ option by routing the files to a user’s FS In Tray via their routebox

Image manipulation (image documents only)

• Rotate / Deskew / Despeckle / Auto-Correct / Invert / Zoom / Remove Lines / Dilate / Erode / Flip & Mirror.
• Crop Documents
• Fit to Height / Width / Full size / Whole PC views.

Indexing options

• Index to a custom cabinet
• Index field types such as Date, Time, List, Number, Currency, etc
• Index field properties include mandatory, default values, & allow overwrite
• Cabinets available by group membership
• Re-index if administrator permissions are granted
• Retain temporarily fixed values while indexing
• Drop-down lists for frequently used index values
• Incremental indexing e.g. 001 002 003
• Multiple indexing
• Barcode and OCR region auto-indexing
• Documents can be AutoOCR’d when indexing if this option is specified for the selected cabinet.
• The same document can be indexed to more than one cabinet if required

Large Document Volumes

• Up to 250,000 documents per cabinet.
• Theoretically unlimited number of Cabinets (although the practical implications of the length of the dropdown list suggest that once the dropdown list becomes unwieldy, an additional database is the best solution).
• Up to 32,000 databases per SQL Server.

Licensing

• Flexible, user-maintained Licences which can be purchased in a variety of ways to suit different installations. Concurrent or fixed number licenses can be supplied.
• Ability to move licences between workstations without making a support call.
• Individual Licensing for barcode, OCR and ISIS scanning.
• Simple method for purchasing licence upgrades and installing upgraded licences.

Logging On and Off

• Log off File Stream Document Management and log back on without closing the application.
• Run multiple File Stream applications on the same PC – to work in different databases at the same time.
• Supports Roaming Profiles in a Citrix environment

OCR

• Image documents containing text, imported into the system can be OCR’d (saved to the database by the text content). Documents can then be searched for by word content.
• Office documents such as Word and Excel files can be OCR’d and searched by word content.
• Document attachments can be OCR’d (optionally)
• Image documents within File Stream Document Management can be OCR’d to file and saved to any network pathway. The exported file can be edited. (NB the original file remains unedited.)
• OCR-to-File formats include TXT .PDF .DOC .RTF and .htmlL.

Print, fax and e-mail

• Documents or selected pages from documents within the system can be printed, faxed or e-mailed provided the necessary software is present.
• Specify margins and option for printing page numbers at bottom of TIFs.

Programming Language

• Written in Microsoft VB.Net for maximum compatibility with modern operating systems.

Regional Barcoding / OCR and Follow Fields

• Sections on any page can be assigned to OCR or barcode fields.
• “Follow fields” functionality shows relevant section of document enlarged for each field when indexing.

Revisions

• Automatic document revisions when changes are made.
• Full document history (audit) of images & actions performed on documents, and by whom, such as when documents have been printed, faxed ,e-mailed, annotated, etc.
• Indexed files altered in any way e.g. by burnt-in annotation, appending or distribution to other inboxes will result in a fresh copy being created (the original file is still accessible in its indexed cabinet).
• Documents (e.g. Word.doc) launched in their application can be modified: Administrators have a choice of settings – to create a fresh copy each time the file is launched (preserving the original for audit purposes) or not to create such copies: in which case the original version of the file can be subject to unauditable change.

Save as

• Documents from within File Stream Document Management can be saved to any volume on the network.
• File format can be changed from or to BMP, JPEG, PCX, DCX, PDF, TIFF types etc. The saved document is a copy of the document in the File Stream Document Management system.

Scan drivers

• TWAIN and ISIS drivers supported.
• any scanning device used to input images that can be viewed by the system.

Scanning paper documents

• Uses File Stream Document Management interface
• Scanners: directly connected or network devices (some features only available with directly connected scanners). Network Devices scan to a route folder for auto collection by File Stream
• Access to all functions of chosen scanner (native Interface)

SIMPLE Scan (TWAIN ONLY)

• Select multi-page / single page
• Choose filename inc.
• Save as most image types inc. JPEG, TIFF (various), PDF,
• Scan more (auto append).

Advanced Scan Panel (TWAIN and ISIS)

• Scan profiles can be set up for different types of scanning jobs. Options offered (in addition to simple scan) include:
• Take specified number of pages from ADF allowing document grouping.
• Numbered pages
• Document orientation choices
• Drop blank pages
• Auto Correct (module required)
• Separate by Blank sheet Barcode and or OCR values (modules required)
• Automatic OCR documents: assign document recognition: (module Req.)
• Auto Imprint numbers from selected number groups
• Choose filename inc. option to stamp an auto date, time or specified numeric patters
• Set SCAN PAGE counter
• Profile summary
• Import / Export profiles easily between work stations
• Multiple scanners can scan into one shared in-tray.

Search - Powerful & Versatile Capability

Index search

• Index values (or any part of) across selected cabinets or all cabinets inc. greater than, less than, Not equal to, starts with, ends with and contains values

OCR Search

• Search OCR text in document and its attachments, including ALL words, ANY words, Whole words, and Exact Phrase.

Further Search

• Search by system flags, Email header info, actioned by, workflow status, file name or any part of

General

• Further Filter by a selected date range (system entered or last modified).
• Save searches for future use.
• Option to Automatically open results or show all index fields for multiple cabinet searches

CABINET Search

All documents in a cabinet plus pre-defined or customised filters

Word Search

• Quickly locate a word or phrase in any OCR’d document and all its attachments
• View the relevant document or attachment image and move through each occurrence of the selected word / phrase.

Send to

• Allows documents to be sent within File Stream Document Management from one user to another. Indexed documents will be sent as copies.

System Reports

• Standard and customised reports available

Thumbnail caching

• Thumbnails cached on local system for quicker access.
• Thumbnails automatically created/re-created when required.

Total current documents / pages

• Shows the total number of documents in an Inbox/cabinet, and pages of selected documents.

User Interface & Viewing options

• Easy to use, intuitive screens.
• View documents as list files, thumbnails (variable size) or images.
• Thumbnail views: multi-page files are initially displayed as one thumbnail detailing the total number of pages.
• User Editable lists: versatile Listview with user-configurable columns, multiple sorting, split image and split single page view. In list view throughout the system, documents can be viewed in any sort order.
• Move order of columns, hide/reveal columns, retains column widths.
• Specify up to 3 sort orders on columns.
• Over 300 file formats can be viewed as thumbnails or images: PDF • raster • vector • autodesk/hybrid • AutoCAD/colour • TIFF • PCX • GIF • JPEG • Sun raster • PNG • Photoshop • Office • Word • Acrobat / PDF •HTML • ASCII • PowerPoint • Excel etc, etc.
• Option to view PDF documents using built-in viewer or Adobe Acrobat viewer.
• Documents of different file types can be grouped together as attached documents.
• Split single page view: selected pages of Image documents, viewed as thumbnails of a multi-page document, can be deleted, repositioned or appended to other pages, creating new documents of varying size ready for indexing.
• Full screen image view with continued page / file selection.
• Split image allows list or thumb view plus resizeable image view.
• Visual indication of document status in all views.
• Customisable list view columns for each cabinet and each user’s own inbox.
• Progress indication of time-consuming operations with Cancel button where applicable.

User messaging

• internal messaging system for File Stream Document Management users, incorporating a history of messages sent and received.
• Messages can be sent with a link to a document search. The recipient can access these same documents upon receipt of the message by selecting the link.

ADDITIONAL MODULES

Web Module

• Provides external access to File Stream Document Management data over the Internet, or via an internal intranet
• Upload new files and search for existing files from any PC with internet access, even without File Stream Document Management installed on that PC.
• See our Document Management Advanced Uses page which gives more information about File Stream Document Management’s impressive Web Edition functionality.

Workflow

• Enables documents to be routed to specific users in predefined order for specific tasks to be performed (e.g. invoice approval)
• Set up unlimited Workflow Processes
• Route Documents to individual / multiple or selected users
• Set Time Limits to tasks
• Assign a ‘Workflow Manager’ who will be notified when items are overdue allowing appropriate action to be taken
• All system tools available for use in ‘Workflow’
• Each document displays the stage reached including the ‘assigned user’
• Full Workflow History available to selected users
• Workflows with unfinished tasks cannot be deleted
• Workflow Manager can cancel tasks

Advanced OCR

• Enables the creation of unlimited advanced OCR profiles as well as providing automatic document recognition.

Searchable CD / DVD (Portable Media) Module

• Export selected documents to external media which will include full search functionality

Barcode Module

• Includes one barcode licence

Email Notification Module

• Sends all File Stream system messages as email notifications to users when they are not logged into File Stream.

Server OCR Module

• Groups OCR tasks to be performed by the server at scheduled times

Generic CSV Module

• Enables documents and index details to be imported into File Stream

Backup Scheduling Module

• Performs scheduled File Stream backups.

CSV/XML Import Module

• Enables CSV or XML data to be imported & filed into File Stream whilst creating an image (includes 2 days customisation)

File Stream API

• Unlimited license to develop your own code to access File Stream data

File Stream Web Service API

• Unlimited license to use the Web Service to develop your own web based code to access File Stream data via the web server