Capture of Digital and Paper Documents

Use Machine Learning to Capture Digital and Paper Documents, with no Data Entry

Capture Digital Documents

  • SearchExpress uses machine learning to automatically recognize different form types and to automatically capture the data on the forms, with no manual data entry.
  • For example, for invoices SearchExpress uses machine learning to automatically recognize different vendors and to automatically extract the data on the invoices and pass the data to your ERP system.
  • Drag and drop files into SearchExpress, from mobile device or PC. This can be any type of file, Word, Excel, PDF, Video, etc.
  • When indexing documents, SearchExpress can use database lookup. For example, SearchExpress can use the Purchase Order Number to read PO data from your ERP system.
  • SearchExpress can automatically index and let you search all the documents on your computer or server. The documents are indexed by content, i.e., the text of the document, as well as by the file name and date. You can search by any word or phrase in the document, in conjunction with fields, such as date, to find the documents.

Capture and Index Emails

  • You can import emailed documents using your browser.
  • You can capture and index emails from Outlook, Gmail, Office 365 and other sources.
  • SearchExpress uses machine learning to capture data such as invoice number, date, and vendor name on invoices or other documents attached to the email.
  • Emailed documents can be automatically routed based on the From email address.

Scanning Features

  • SearchExpress uses machine learning to automatically recognize different form types and to automatically capture the data on the forms, with no manual data entry.
  • For example, for invoices SearchExpress uses machine learning to automatically recognize different vendors and to automatically extract the data on the invoices and pass the data to your ERP system.
  • Put hundreds of pages in the scanner, and SearchExpress can separate the pages into documents, using machine learning.
  • Or, instead, you can use barcodes for document delimiters.
  • Add new pages (append images) to existing documents.
  • You can stamp a date or any index data field on each page scanned or imported.

Annotate, Stamp and Redact Documents

  • You can annotate (make notes on) documents.
  • Speech Recognition lets you annotate documents using speech, instead of typing, which can be particularly handy when searching from a mobile device.
  • You can redact documents.
  • Stamp Footer on Word and Excel files lets you write fields, such as "Checked in by", "Approved by", "Page Number" and "Uncontrolled when printed" to the footer of Office files.
  • SearchExpress can import .CSV data files and related PDF or Text files.
  • This lets you easily import your COLD files or other documents in which the related data fields are in a CSV file.

eForms

  • You can use SearchExpress to easily and quickly design eForms, such as patient and student registration forms.
  • The customer or employee selects the eForm from a list of eForms on your Internet or intranet site, or you can email the eForm to the user.
  • You can send a group of eForms in an envelope, e.g., all the eForms a new employee needs to complete.
  • The user can sign their signature on the eForm by using their finger on a touch sensitive PC screen or smartphone. You can have multiple signatures on one eForm, and these signatures can be signed at different times by different people.
  • The user can attach a photo or drivers license or other file to the eForm.
  • The user's login can be used to read data from a database and pre-populate an eForm. For example, when an employee displays a Vacation Request eForm, their Employee Name, Employee Number and the number of vacation days they have available can be pre-populated on the eForm.
  • Use eForms to securely accept credit card payments, e.g., a student could see their “Amount Due”, based on their email login, and pay by credit card.
  • Completed eForms are saved to the SearchExpress document database, and can be searched by content.
  • SearchExpress can also write the form data to your HR or ERP systems or other applications, via an ODBC call, or CSV file.

Barcodes

  • Automatically separate documents by using barcodes as document delimiters.
  • Use up to eight barcodes as index fields to describe and help retrieve the document.
  • You can use barcodes in a hierarchical fashion. For example, you could scan a barcode encoding a client number once, and scan a bunch of different documents for that client, putting in perhaps a document-type barcode for each document, without repeating the client (upper level) barcode.

OCR

  • Optical Character Recognition (OCR) lets you find documents by content, that is, by words or phrases in the documents.
  • Full-page OCR will OCR each word on the page.
  • Machine learning can automatically recognize different form types and automatically capture the data on the forms, via zone OCR, with no manual data entry.
  • Rubber Band OCR let you highlight words on the image and copy them into index data fields.

Integration with other Applications

  • Database Synchronization will synchronize data in SearchExpress with your ERP (accounting), CRM (customer management) or other systems.
  • For example, after you capture your A/P invoices, when you later pay the invoice, Synchronization could update SearchExpress with the Date Paid and Check Number, by reading this data from your A/P database and writing this data to the SearchExpress database.
  • Search directly from any software application. If you are in your customer management software, accounts payable, or email, just highlight a word or phrase, and press a function key to perform a search and display the documents containing the search phrase.
  • When indexing, speed data entry by looking up information from your business-critical applications. For example, enter a Customer Number and use the Lookup button to fill in the customer name and address, from any SQL or ODBC-compliant database.

Hardware and Operating Systems

SearchExpress is designed for Windows 10/8/7/XP and Server 2018/2016/2014/2012/2008 platforms.

You use your browser for many features, such as search and workflow, and you can use any browser device, including iPad, iPhone, or Android.

You can choose either on-premises software, or a Cloud version of SearchExpress.

Guarantee

See how SearchExpress can save you time and money. Contact us now for a personalized demo.

We guarantee your satisfaction. We always offer SearchExpress with a 30 day money-back guarantee.

Features

For document management system search features, click here.

For business process automation (workflow) features, click here.



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