PaperTrack uses a relational database, not just folder
names and locations on your hard drive. What this means for you is
ALL your documents are stored in a single location on your hard drive. The
name and location of the file does not matter when your searching, just
the data associated (related) with that document..
Easy To Configure :
We are assuming this is your first time using
PaperTrack, so lets start with a typical example, using the accounting
department.
In PaperTrack (PT) you would log in to the program and
set up a user group called "Accounting". You would identify members
who can log into PaperTrack and would have permission (rights) to scan,
view, markup and delete Accounting dept. documents. You can have more than
one group, too.
Next you would create document templates for
storing documents that you will scan into the system . You can create
document templates for digital docs such as Word, Excel, PDF, wav
files, etc. too. For our example, we will create a template for
the Accounting dept, and call it Invoice. We now have a document template for
any Invoices that we will scan in.
We will now need to create keywords. Keywords are
common words that are associated with our document template. The purpose
of the keyword is to use the values we input in the keyword field to
search for that document. For our Invoice, a common keyword would be
Vendor Name. We can then add other keywords that one would normally find useful in
searching for that invoice. We will also add Vendor ID, Invoice
Number, Invoice Date, and Invoice Amount.
We can now create other document templates for documents
that we use every day in the Accounting dept. We can add Purchase Order,
Packing Slip, Payment Stub, Check. etc. We will "re use" the
keywords that we need. For example, the Vendor Name or Vendor ID
would be common to all those document templates, so we would add
that common keyword to each one as we created it. This creates the
"relationship" between the documents.
Easy to Input:
We are now ready to scan and index the documents.
Take a batch of papers and scan them into a temp directory. (any
directory, any filename, since they will be renamed and moved to a common location by PaperTrack
later). In PaperTrack, you then select scan and begin scanning the
documents. When you are done scanning all the documents, you will need to
move to the indexing area to index your documents, or index them at a
later time/date or let someone else index them.
Easy to Index:
In the Index area, PaperTrack will display each document
on the screen. Look at the document, and select the appropriate document
template from the drop down box. We scanned an Invoice, so lets select
that one.
Once you have selected Invoice, the keywords that you
previously assigned to the Invoice template appear along with a data entry
box for you to enter the index data in them. Here we can type in the
Invoice Number, Vendor ID, Vendor Name, Invoice Date, etc. Either one
value, or multiple values, all the keywords or just one for right now.
Then click save.
You now have a searchable document in the PaperTrack
system. From this point on, you only have to select the document
templates you have previously created to assign the document. The keywords
are already associated with the document.
To search for the document, just click on the Query
documents button. You will see 2 windows. The departments window, on the
left, from which you can search across departments ( if you have access
rights).
Or, just your department, if that is what you have rights to. In the right
hand window, you will see a list of all the document templates that you
created. IE Invoice, Purchase Order, Payment Stub, Packing List, etc.
To search for a document or a set of documents, just select them with
your mouse, for multiple documents, use the mouse and hold down the
Control key.
Once you select a document template, the keywords
associated with that document will display. You can then enter any values
that you are searching for. In our example, we can select Invoices
(only). We can then enter the Vendor Name "ABC" and click on the search
button. PaperTrack will then return a list of all of the Invoices with the
value "ABC" in the keyword Vendor Name field. Of course, you can use wild
cards also.
Using a relational database allows you to cross reference
multiple documents with common keywords. For instance, you can look up all
the Vendor Invoices for a particular vendor, or for a particular time
period, or particular amount etc. The database allows you to assign
multiple values to a particular document, not just a file name.
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