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Features Summary

   Overview

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Features of Filing Clerk
- Page 1
 

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 e-mail 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 Meta-data

Forms available for viewing or editing document metadata

Document summary

Document Detail

Original Document

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
 

Reference Number
 

Data direction - incoming or outgoing
 

Security Level
 

Company Corresponding
 

Contact Person
 

Actionee
 

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