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Features of Filing Clerk - Page 1
Overview
Document Storage Subsystem
Document Sources
* Scanner
* e-Mail
* Any Disk File
* Web connected E-mail e.g. Hotmail
Document Types
Any
Integrates with MS Office Programs
Outlook
Office Document Imaging
Interaction with other programs
User selected OCR software
Meta-data collection
Via input wizard, using AI to recognise similar documents
Original Document
Stored as Tiff bitmap
File Documents stored in original format.
Stored as body-text (first page)
Recall original document on demand
Document Storage
Read-Only. Documents can be hidden but never deleted.
Categorisation: documents can be categorised by these properties
To-Do Report
Reference Number
Title
Company corresponding
Contact within company
Project Folder
Actionee
User defined categories
Security level
Monetary Value
The value of an incoming invoice or an item of income is captured together with GST amount. Used to produce Financial Report
Automatic Wizards
Automatically send an eMail to actionee
Create an Outlook Task with an alarm
Creates an entry in the To-Do List
Wizard Assistance
Add a new document
Add a note
Locate a Person in a company
Locate a person or company from a phone number
Security Features
User Identification
Automatic – the user’s network Login Name name is used.
User Security Levels (1 of 4)
* Secure access
* Restricted Access
* Public Access
* No Access
Default Access Level
User-selectable between Public and No Access
Further Security
System closes down after 20 mins. inactivity
Document Contents and Metadata
Forms available for viewing or editing document metadata
Document summary
Document Detail
To-Do List
Reports avaiable to display document metadata
Document Summary
Folder Contents
Financial Report
Document Type
Completed Items Report
Document Data Filters
Impromptu filters available on
Item (document) Type
Data direction - incoming or outgoing
Security Level
Company Corresponding
Contact Person
Action Completed
Further Processing
Project or Folder
Date of Document (before, after or range)
Text in document body
Text in “Action to be taken”
Invoice Total
Categories
Sorting
By any column, Ascending or Descending
