Does your DMS Autolink Records? This One DOES!

Most document management solutions do a fantastic job at storing documents. They help people like you and me to manage a huge pile of documents. In fact, the retrieval systems of these DMS’ are so impeccable that they turn mountains into molehills when you wish to look up the documents you need.

Now, that’s the case with one document. How about finding all related documents in one place? How about feeding in just one value or information related to one record? What if your DMS shows up all related documents in one place? Well, that is absolutely possible. Automation is for the benefit of the human race. And so are document management solutions!

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Indexing in Document Management Solution

Indexing is important for easy document search.

Sales Invoice
Sales Invoice

Lets take an example of Sales Invoices. Here your indexing entries will be “Invoice NO”, Invoice Date, Client, Material Details and Invoice Total.

Once you capture these indexing entries ( automatically or manually) you can search  all your Sales Invoices by using tags like ‘Invoice No.’, ‘Date’, ‘Customer’ name, ‘Material’ supplied and ‘Invoice Total’ (total amount)

There are 3 methods to capture these indexing entries in ShareDocs Enterpriser

  1. CSV Import – In case you have these entries in your ERP or your accounting software, and you can export these entries in CSV file. You can upload the same file in ShareDocs Enterpriser and link those entries with scanned images.
  2. File Names – In case at the time of scanning you have followed some specific logic for file naming which indicates some indexing entries, you can build same logic into ShareDocs Enterpriser and capture the data entry.
  3. Manual Data Entry – Once you upload documents in ShareDocs Enterpriser you get a data entry form for each uploaded file. You can manually type the required information.