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Administration Guide – DocuScan – Document Management System

DocuScan Document Management System User Guide & Administration Guide

Document Management – Buy DocuScan – Administration Guide

In this User Guide we will break down each section of the DocuScan system. You will find the User Guide for the Main Page section HERE

Check out the main DocuScan Product page HERE and some more screenshots HERE

CATEGORY MAINTENANCE

Category Maintenance DocuScan (Administration Guide)

1) Category can be updated by adding keywords to them

2) To remove a category, simply remove all the keywords from in the category in Keyword Maintenance

3) To create a NEW Category, use the bottom section to put in the Category name and 1 Keyword to be added to it

KEYWORD MAINTENANCE

Keyword Maintenance DocuScan (Administration Guide)

1) Add/remove Keywords

Note that Keywords can be added but will not be indexed unless they are attached to a Category.

They can still be searched on but will not be highlighted, and will not use the index table.

FILETYPES MAINTENANCE

Filetype Maintenance DocuScan (Administration Guide)

1) Add/Remove Filetypes

Filetypes are your FILING CABINETS for different document types.

Use them to seperate Invoices from Mail, Incoming and Outgoing, Important and Not Important etc.

UPLOAD

Manual Uploads DocuScan (Administration Guide)

1) Upload a file into one of your configured Filetypes

Note that todays date will be prefixed on the start of the filename if there is not a date there already.

If you HAVE put a date at the start of the document name (CCYYMMDD) then it will be used as the DOCUMENT DATE in searches

ACTIVITY LOG

Activity Log DocuScan (Administration Guide)

1) Search ocr_log on User, File, Comment text

USER MAINTENANCE (Admin only)

1) Only admin user has access to User Maintenance area

2) Configured admin user cannot be removed

3) Locked users can be unlocked from here

4) If you hover the mouse over an existing user then you will see the status, associated email address, and the last ip address to use it

User Guide – DocuScan – Document Management System Help Guide

DocuScan Document Management System User Guide

Document Management – Buy DocuScan – User Guide (Main Page)

In this User Guide we will break down each section of the DocuScan system. You will find the User Guide for the Admin Page section in our next article.

Check out the main DocuScan Product page HERE and some more screenshots HERE

CATEGORY, FILE, SEARCH, BOOKMARKS

DocuScan Search Menu

CATEGORY SEARCH

CATEGORY is a GROUP of keywords created in the admin page. If a document contains ANY of the words in the category it will be shown in the results.

FILE SEARCH

FILE enables you to search based on filename. It does NOT look inside the content of the document.

SEARCH CRITERIA

SEARCH can be used for Single or Multiple words. If you specify multiple words it will look for BOTH and only display
if BOTH exist in the document.

BOOKMARK SEARCH

BOOKMARKS is a method you can look up old documents you have Bookmarked for later reference. Bookmarking is done at PAGE level.

All searches can then be based on the following criteria :

FILE TYPE – Any of the Filetypes (Document groupings) you have configured in the Admin section to group your documents.

DATE – From and To date range.

DOCUMENT STATUS – All, Approved, Unapproved.

RESULTS SECTION (Left menu)

Under the Search options you see the Results section. This will highlight all relevant documents to your specified search.

The output can vary depending on the search as described below.

FILE search will display all files (and pages) that match your search criteria.

CATEGORY / BOOKMARK / TEXT SEARCH will display the specific pages that contain your search criteria.

The cross or tick next to the filename indicates whether the document is APPROVED or UNAPPROVED.

OUTPUT SECTION (Right side)

Converted and Original Preview

RAW PREVIEW

This shows the converted (OCR or regular) text contained in the document opened.

If you selected CATEGORY or TEXT SEARCH then your text will be HIGHLIGHTED in the raw preview section so it is easy to
find the text you were searching for.

Underneath the raw text is a list of USER KEYWORDS.

USER KEYWORDS can be added to any page of a document as a way of adding your own additional search criteria. As an example, you may want to add the keyword CHRISTMAS onto a set of pages that would remind you to come back to the document at Christmas time. That may not be something that is of use to you, but there are a hundred other things it can be used for that may suit your business needs / workflows.

DOCUMENT OPTIONS

This is where you can add or remove the User Keywords described above. It also enables you to add a comment to the Document Activity section (see below)

This section also has the ability to CLEAN (or update) any actual text within the converted file. This could be for example if an OCR scanned document did not 100% understand and convert some text correctly. This enables you to correct that for future searches.

A document can be updated as many times as you like. The original form of the document will be kept.

PDF PREVIEW

This shows the original document. If you opened the Document name on the results section then it will show the whole document, if you selected a specific page then it will show that page.

You are able to use the PREV and NEXT to move through the document.

The + icon allows you to BOOKMARK the specific page of the document you are viewing.

DOCUMENT ACTIVITY SUMMARY

Document Activity on DocuScan

This section shows the full timeline history of the document, from Import into DocuScan, Approved/Unapproved, bookmarks added/removed, keywords added/removed etc etc

Bash – How to echo an exclamation mark in your bash scripts

Im a guy who likes SOLUTIONS to issues, not neccesarily wanting or needing to know the reasons why something happens…. so heres another one…

Bash – How to echo an exclamation mark

So you would think something simple like this :

echo “abcde!abcde”

BUT

echo “abcde!abcde”
-bash: !abcde”: event not found

Damn… ok the solution !!!

set +H
echo “abcde!abcde”
abcde!abcde

Job done. Hope that saved you some time!

Bash – Parse a file forwards and backwards

Some people say that you never know everything, how very true that is when you are scripting in Bash Shell. A week ago I found out something I needed to do a million times before, but had always re-invented the wheel to do so….

Bash – Parse a file FORWARDS (the easy one)

cat <file> | while read LINE ; do

echo $LINE

done

so now…

Bash – Parse a file BACKWARDS (cat backwards = tac)

tac <file> | while read LINE ; do

echo $LINE

done

Wasnt hard was it, but like any question, its only easy if you know the answer !! I have made a new post for this with a more practical example/tutorial HERE

Document Management – Buy DocuScan – OCR Scan, Import and Search Solution

DocuScan Document Management System

DocuScan Introduction :

DocuScan is a Document Management, OCR scanning, indexing and search system. With the capabilities to group different types of document types (seperate filing cabinets is the best metaphore) in a single management system. It also enables indexing based on keywords or groups of keywords to enable ultra fast searching of your library for important documents.

* DEMO SYSTEM NOW LIVE **

http://bashworkz.com/ocr
User : demo
Password : demo

Please note the Demo link above restricts you to 1 page of OCR translated text per document. Most other features are functional.

For admin permissions (needed for User Management), or if you have any issues/questions, please CONTACT US

Screenshots of DocuScan Document Management System :

[Show thumbnails]

Key Components :

1) Store your documentation in a managed system for easy retrieval
2) Import your hard copy documentation to a single system
3) Merge Emails / Post / Reports into a managed Document Management Retrieval System
4) Relocate documents between categories within DocuScan

Updates

June 2017 – Updated to run on PHP 7.0 and MariaDB

December 2015 – Added relocation of documents between your file categories

December 2015 (in progress) – Adding AUDIO file management, translation, searching and indexing into the DocuScan system

OCR Technology :

Character Recognition enables DocuScan to import documents from various inputs (Emails, scanned docs, reports etc) and to index the resulting text into a fully searchable format

No more hunting through filing cabinets for something you know you had previously, only to waste valuable time to find it again.

You can read more information about OCR (optical character recognition) to understand its potential time saving benefits HERE

Business Uses :

1) Save on Physical Office Space –
A paperless office can now be a reality, with everything you need at your fingertips with Docuscan. With office space costs increasing having a huge amount of physical document storage is no longer an option for many businesses. However you cant simply throw out something that may be important in the future! The solution… scan it, import it, and then search it online!

2) Ensuring Compliance with forever changing and complex laws –
Dont get caught out missing important keywords from your correspondence. Docuscan can help to highlight things that are important to you.

3) OCR Technology
Nobody likes having 2 systems for 1 business function. Docuscan incorporates OCR technology enabling you to push your ‘snail mail’ correspondence into the Docuscan Document Management System. Of course reading everyones different handwriting is not going to be 100%, but with Docuscan we enable you to edit and tune the content after its imported.

4) Integration of all your different document types
Regular mail, emails, scanned pdfs, images can all be integrated into your single Document Management System. Are we missing something? TELL US and we will work out a solution and add it to the system!

DocuScan Document Management System Features :

1) Search by Single word or exact phrase
2) Search by date or date range for more accurate results
3) Customised searches by Category (Multiple words grouped into a fast and easy to use Category Group)
4) Document filetypes. Group your documentation into an unlimited number of groups (a group of online filing cabinets)
5) Document Relocation. Move documents between file categories giving you better control.
6) Bookmarking. User specific Bookmarks to keep the docs relevant to you close to hand
7) Optimized storage option to save on space if your document library is huge
8) Ability to Approve / Unapprove individual documents giving you an extra level of flexibility
9) Document Activity History including import and approval/reject status
10) Customisable logging system depending on user requirements
11) Automated Document uploads customisable based on requirements, and to fit in with document filetype groups
12) Solutions to work with various FTP capable scanners enable easy integration for your document imports

Administration Features :

1) Keyword Management – Add/Remove Keywords
2) Group multiple keywords into categories for grouped indexed searches
3) Filetype management – Add/Remove File Groups (internal filing cabinet control for different document types)
4) Manual File Uploads – Additional facility to enable users to upload documents on demand into configured filetype groups
5) Activity Log – Searchable activity log based on user, file, or log text

Services :

We offer a range of services with this product for different prices

1) Secure Managed Solution

Installation onto one of our custom built 99.99% availability CentOS Servers means

– No complicated installation process or incompatibility issues
– OS Upgrades for security fixes performed as standard
– Secure and Automated Backups of your data to give you peace of mind
– Software Upgrades for both fixes and developments coordinated alongside you to fit your business needs
– Technical Support and best practice advice

2) Remote Installation

We can install our product onto your own server. We have some requirements from you in terms of server specifications, as well as your technical knowledge of the other systems your server performs.

System Requirements (for remote installation only) :

– Apache 2.2
– MariaDB / MySQL (any recent version should be fine)
– PHP 7.0 (and previous versions with maybe some adjustments)

Our Document Management Import Solution is Linux based (CentOS 6 or above is our recommended OS for stability, speed and flexibility).

At this stage we do not perform installations on Windows based server environments

Remote installation clearly is a one-off charge, but has some inherent pros and cons –

Pros –

– Your server, your product
– Not dependent on an additional partner service
– Out of the box solution

Cons –

– No automatic or arranged upgrades for OS
– No automatic or arranged upgrades/developments/fixes for DocuScan
– More expensive installation costs due to the differences in your OS/Software compared to our managed and controlled solution
– Only basic technical support for product functionality will be provided

PRICING :

Remote installation on your server – $2899.95 one off fee

Managed Solution –

Up to 10 users – $199.95 per month
Up to 50 users – $349.95 per month
Unlimited users – $499.95 per month

Contact us for more details about Docuscan Document Management Solution HERE