DocuWare ACTIVE IMPORT 3
Specifications
Storing E-mail and Files Automatic - Simple - Organized
Are you
fighting your way through hundreds of e-mail messages every day? The piles of
paper from the past - business letters, delivery slips, invoices, faxes etc.
have largely been replaced by e-mail. But the same problem remains: how to get
a handle on it all. ACTIVE IMPORT 3 takes your e-mail and automatically stores
it in DocuWare alongside all of your other documents. Whether it's from other
Windows applications, scanned records or e-mail, everything is stored in one
common document pool. Documents can be rapidly retrieved and displayed with a
mouse click. In addition, ACTIVE IMPORT 3 integrates digital copy machines,
network scanners and external scan programs, so that paper documents and files
of every type can be quickly and easily stored in DocuWare. DocuWare helps
organize any size office, in any size company in a flash.The DocuWare ACTIVE
IMPORT module lets you store e-mail in addition to other various types of documents,
such as files from Windows applications or scanned documents, in a common
document “pool,“ where they can be retrieved and displayed quickly and
easily. ACTIVE IMPORT combines the
versatility of digital multifunction copiers with the power of document
imaging. It allows documents that have been captured with the scanning function
of a digital copier to be automatically imported into DocuWare.
Application
DocuWare ACTIVE IMPORT 3 is an add-on module to the basic DocuWare software
package. This module is invoked simultaneously with the main DocuWare program
and works in the background. ACTIVE IMPORT 3's main tasks are to monitor
certain folders or subdirectories on your PC or in your e-mail program, import
incoming files and objects into DocuWare, and to store them automatically.
Documents that are, for example, created by scanning on digital copiers are
placed in appropriate network directories monitored by ACTIVE IMPORT 3, which
then transfers the documents to DocuWare.
Save E-mail Automatically
Incoming e-mail has a wide variety of content. To store a particular e-mail is
simple - just click on it and drag it over to a file folder set up in Outlook.
From there, DocuWare will store it automatically using the right index data.
During storage, e-mail messages are assigned certain index data such as the
date of transmission, sender/recipient, subject, etc. Using these index words,
an e-mail message can quickly be retrieved. If you wish to automatically add
index words, ACTIVE IMPORT 3 also offers enhanced indexing. This feature
utilizes a specific field in the incoming message, such as the e-mail address,
to search for additional information in either an Outlook address book,
DocuWare database, or external database. That way a company's complete name or
the contact person can be added automatically during storage to the index.
Add Pre-Indexed Documents Automatically
In this process, documents that are created or scanned off-site (for example,
in a regional sales office or subsidiary) are assigned index words by DocuWare
and then sent as e-mail attachments to the main office. On the recipient's end,
the attachment is automatically filed -- ACTIVE IMPORT 3 imports the index
words, so that a completely indexed document is stored immediately, without any
additional work.
Store Incoming Invoices Automatically
A barcode sticker is placed on incoming invoices when they are booked into the
accounting program. They are then either scanned or digitally copied into a
directory monitored by ACTIVE IMPORT 3. Using the barcodes, the reference
numbers of the invoices are read. These numbers, in turn, are used to search
external files or databases for additional index words, such as supplier name,
purchase order number and invoice date which are then used to automatically
index and store the invoices.
Sort Documents Quickly
Scan a big pile of documents at once and let ACTIVE IMPORT do the sorting into
groups of incoming or outgoing invoices, proposals, orders, etc. It's done by
integrating DocuWare RECOGNITION or even an external OCR program into the
ACTIVE IMPORT job, to scan for pre-specified characteristics of the various
document types. After the documents have been sorted, ACTIVE IMPORT can take it
one step further, by storing them in different file cabinets using specified
index words.