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Functionality:
Capture, Index and
Store
Retrieval and Processing
Incoming Faxes
Document Editing and
Stamp Function
Document Security
E-mail Correspondence
Administration
Compatibility and Integration
File Cabinets on CD
and DVD (with an Add-on Module)
Capture, Index and Store
Documents in paper form, such as incoming
letters and invoices, are simply scanned into Docuware and
digitized. First they are placed in an electronic
"in-basket" where they are sorted and stapled
together. Docuware provides several options to easily create
an index, which contains keywords or
index words for organizing and retrieving documents later.
Then this documents can be quickly and safely stored in
well-structured electronic file cabinets.
Files from Word, Excel and PowerPoint are
stored with a click of a mouse in a Docuware file cabinet.
E-mail messages are indexed and stored automatically by
DocuWare. With Docuware TIFFMAKER, documents from any Windows
application can be indexed and automatically filed in the
background while they are being printed. Forms and letterhead,
which were used for the original printout, can be laid over
the Windows document, ensuring the original appearance of
the stored documents.
As soon as they are filed, every document
can be accessed by all authorized network users. | Top
Retrieval and Processing
Searching for documents in a file cabinet
is simply a matter of seconds. You can search for any document
by filing date, by any assigned keyword and even by full-text
retrieval, which looks for any words or numbers found in
the complete body of a document. Multiple users can access
the same document simultaneously, so a document is never
unavailable. Documents can also never be lost or filed in
the wrong spot with DocuWare.
The DocuWare viewer displays scanned color
and black and white documents, as well as, the most popular
PC files. Keywords found in the text are specially highlighted
as "hits."
From the viewer, areas can be marked
in scanned documents and then transferred as a graphic or
text through the clipboard into other Windows programs.
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Top
Incoming Faxes
Incoming faxes are received by fax modem,
printed and filed automatically in an electronic file cabinet.
In addition or as an alternative to the printout, DocuWare
sends all of the faxes to a central workstation. From there,
they can be electronically distributed by e-mail to any
recipient. | Top
Document Editing and Stamp
Function
Annotations such as colored marks, text,
underlining and individually created stamps such as signature
stamps can be added to any document. For this purpose, up
to five annotation layers on top of the document can be
activated. This overlay technique ensures that the document
itself remains unchanged. This means you can add notes right
to a fax on the PC, and then fax it right back. | Top
Document Security
Documents stored with Docuware are protected
against any unwanted manipulation. This security feature
is based on a sophisticated check sum mechanism, which uncovers
any violations of document integrity. This makes Docuware
the ideal repository for any documents that need to be guarded
against illegal modification. | Top
E-mail Correspondence
Documents, notes and even voice annotations
can be sent with Docuware through a network. With an integrated
MAPI interface, documents are sent and received by e-mail
even if you are e-mailing someone who is not using Docuware
E-mail which is received or sent with
Microsoft Outlook can be automatically filed in Docuware
The index can be set up with freely defined terms such as
"Incoming Mail' as well as, with parts of the e-mail,
such as the address of the sender and subject of the e-mail.
The full name of the sender or recipient can be automatically
traced and enhanced using information from previously stored
e-mail in Docuware file cabinets. | Top
Administration
One of Docuware's signature features is its
intuitive administration and ease-of-use. For every function,
an administrator can quickly find a simple explanation in
the program's online help. A complete reference of technical
documentation is included as PDF files, which provide more
in-depth and current information about managing a Docuware
system. User groups and accounts can be automatically transferred
from a Windows network operating system with Docuware This
eliminates the need to do twice the work for user group
administration. When starting a client-PC, Docuware takes
over the process of registering the current user.
Powerful and easy-to-use tools enable the quick reorganization
of file cabinets or parts of file cabinets, and movement
to other storage media, servers or jukeboxes. Docuware ensures
maximum compatibility by building on standard interfaces
and components of the most widely distributed network operating
systems.
To rapidly find documents, Docuware administers all index
words and lull-text indices in an integrated Microsoft SQL
Server. For single PC applications, such as on notebooks
or file cabinets on a CD, an extremely fast file-based database
is integrated. Additional database systems are supported
through ODBC.
In addition, Docuware stores all database information together
with the document files. This provides double security.
So that even in a worst case scenario, if database defects
should arise or a complete system crash should occur, the
complete database can be recreated. The architecture of
Docuware is designed to provide maximum document and data
security. | Top
Compatibility and Integration
Docuware can incorporate all applications
that create or open documents. TIFFMAKER files anything
that can be printed out of Windows and add-on modules COLD/READ
and ACTIVE IMPORT make sure that all other documents are
automatically integrated. Displaying filed documents from
other applications occurs with the help of Docuware LINK
or programming with the Docuware TOOLKIT. | Top
File Cabinets on CD and DVD (with an Add-on
Module)
With Docuware, you can always copy or
move a file cabinet (or parts of a file cabinet) onto CD
or DVD. During this process, the file cabinet and optionally
the database and Docuware CDREOUEST retrieval software are
all transferred to the CD or DVD. This makes it possible
to directly retrieve documents on this CD/DVD from any Windows
PC, no matter if Docuware is installed or not. This application
is considered a "self-contained file cabinet."
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