Full User License
iN-FILE’s Full user license allows you to Scan, File and View the documents within the system – each user will have their own private iN-Tray as well as having access to any Group (departmental) iN-Trays and Databases (filing cabinets) they have been added to.
As an added bonus when all the Full licenses are in use iN-FILE will give you the option to use a View only license (as long as one is free!!!). Also a user with full license capability will also be able to use any additional licensed functions such as Barcode, File As Index, iN-2BASE etc.
View Only License
iN-FILE View only license allows you to View the files in the database – you can Print, *Email and Export the files, you can also send the files to other iN-FILE users through *iN-2mail (iN-FILE internal mailing system), you cannot delete the files or update them. As an added bonus when all the Full licenses are in use iN-FILE will give you the option to use a View only license (as long as one is free!!!), however if you’re a View only user then this option will not work the other way around!!!
Allows you to convert your Tiff images to PDF, you can then Export or E-mail them directly to clients.
The iN-FILE email allows you to take the days invoices (as well as anything else) convert them to PDF, use the Index Reference as the Attachment Name, Subject and Message (if you so wish), you can also add pre saved messages at the touch of a button, then click the ‘Send’ button and the documents will then be E-mailed to your selected recipient(s). You can do the same from the iN-Tray (using the iN-Tray Entry Name).
Scan to PDF
Allows you to convert your files into PDF as you scan. Includes scanning from a Directory/ Folder or using a Desktop or Networked Scanner. Scan to PDF will also work whilst using Barcode and Auto Index.
Once converted to PDF you can then store the files in the database, you can also then email or export the files.
Barcodes for automated filing. Bar-coded documents can be filed automatically and can be applied to many company documents. Barcode filing is the fastest way of scanning and filing there is. iN-FILE will read a barcode(s) and then put the document into the selected database using the barcode(s) as an index reference. Barcodes can be used anywhere – it’s easy!!!
iN-2Base (Importing information from another application) Allows the system to read CSV files which will be used to populate the iN-FILE index fields with relevant information obtained from programs such as Access and Sage. Thus saving inputting time.
There are two ways to use iN-2Base
Method 1: Use iN-2Base to create the indexes from the CSV file, then scan and use the Append feature to link the images to the indexes using a common reference such as PO or Registration number. This will also enable you to search and identify any missing documents.
Method 2: Scan and index using the PO or Registration number. Use iN-2Base to create additional indexes – such as company name, order date etc…
The iN-FILE email allows you to take the days invoices (as well as anything else), use the Index Reference as the Attachment Name, Subject and Message (if you so wish), you can also add pre saved messages at the touch of a button, then click the ‘Send’ button and the documents will then be E-mailed to your selected recipient(s). You can do the same from the iN-Tray (using the iN-Tray Entry Name).
If you have the PDF license you can convert your images to PDF before emailing them.
The iN-FILE internal mail can be used to Broadcast and Distribute your documents.
Broadcast: Can be used to send documents to everyone at once
Distribution: Can be used to route a document or documents to a number of people in a specific order for checking, comment, signature etc
You can even add a time limit to the Distribution
Rotate allows you to rotate documents once they are stored within the iN-TRAY or Database
Annotations are graphics and text that you can overlay on a document to make an image behave as closely to a piece of paper as possible. iN-FILE annotations include, post-it-notes, highlighter pens, blackout and whiteout, rubberstamps, lines, freehand, insert picture, text andsignature stamp (unique to each user).
The annotations do not mark or permanently change the original image. The image can be printed with or without the annotations.
File As Index
Import and Auto Document Indexing from a Folder
This allows you to import all your documents including Word, Excel, PDF etc straight into an iN-FILE database using the file name as an index reference thus keeping all your paper and electronic documents where they are needed together. This saves time by removing the need to manual index.
This option allows you to burn your files to a disc, which can be used as a form of archive or to simply take with you to another site to view on another iN-FILE for example on a laptop.
This is a powerful option that allows you to create multiple OCR zones and actually OCR a batch of documents using the information from the OCR engine. Each OCR zone can be assigned to a field and can be saved to a template for future use.
Database with FILE Encryption protect your files and Encrypts them. Requires a code for set up and then encrypts all files held within the database and thereafter saved, including word, PDF and other file formats – you can even encrypt portable databases requiring a code for access, so you can safely carry your files anywhere. Useful within departments such as Human Resources and for any sensitive company documentation.
SQL Server Option allows iN-FILE databases (where index and image-path information is stored) to be created and used on SQL servers giving a larger capacity for the iN-FILE databases. There would possibly be a marginal increase in performance and as most SQL devotee’s would say “an improvement in stability and security”
Full Text Search (FTS)
FTS stands for Full Text Search which allows you to search for documents held within the iN-FILE databases which have a specific keyword somewhere within the pages of that file.
How it works: the user types in a keyword and when iN-FILE finds a document which has that keyword somewhere within the file it stores it in a list along with any other documents which have the same keyword and then allows you to look through them.
FTS can be used with various types of document:
GFD - TIF - DOC/DOCX - Searchable PDF - TXT - DAT - XML - XLS/XLSX - EML - HTM/HTML
This is an Outlook/ iN-FILE utility that will copy e-mails into iN-FILE instantly. Select one or more e-mails and copy them automatically to the chosen iN-FILE iN-Tray, with the ‘Subject’ line as its reference. Job done!
Alternatively copy directly into a Database using the: ‘To, From, Subject and Date’ as index references. This saves on printing, scanning, and of course time.