The ACTIVE IMPORT Module for DocuWare provides for the fully automated import and indexing of documents into DocuWare. It includes full Microsoft Outlook/Exchange integration, ideal for those wishing to automate the archiving of their e-mails.
ACTIVE IMPORT monitors selected folders in Outlook or designated directories on your PC. It then imports all e-mails and documents that it finds at these locations into DocuWare, adding indexing automatically.
When you set up an ACTIVE IMPORT activity you can extract indexing information from any source – for example an outlook address book, a third party database or a DocuWare Database.
Some examples of how you might use ACTIVE IMPORT are outlined below:
You might want to save your e-mails by setting up a folder in Outlook called DocuWare Import. When you want an e-mail to be permanently archived just drag and drop it into the DocuWare folder. All the indexing information it needs is there – recipient, sender, subject ... it can then look up the company association for this e-mail to extract information like company name or job title from the outlook address book, or from DocuWare’s own databases.
The e-mail is stored with all its transmission information in original format with all its attachments stored in their original format. So for instance you can look up an e-mail in DocuWare and edit an attached word document even when the original has long gone from exchange.
When you search and retrieve a historical e-mail from DocuWare you can still send or forward this e-mail just as if it were still in Outlook.
Network Scanner
Documents arriving from a departmental scanner can be automatically stored by monitoring the file directories as they are being populated The scanned documents can then be indexed using OCR or barcode recognition perhaps accessing an external database to complete its indexing.
Purchase Invoices
A barcode sticker with a sequentially generated number is placed anywhere on the first page of incoming purchase invoices. The invoices are processed onto the accounting system as normal.
That invoices are scanned into a directory monitored by ACTIVE IMPORT which reads the bar code number (the invoice reference) which is used to access the accounting system’s database and obtain additional indexing information such as supplier account, supplier name, purchase invoice, invoice date, invoice value ... this information is then indexed with the document.
The invoice might then be forwarded to a manager for invoice authorisation – automatically appearing in their CONTENT-FOLDER where it prompts them to authorise the invoice as part of the defined workflow.
