Working with folders

Filing the way you want it

Scanfile allows you to create document folders as and when you need them so you can design your "file plan" in a way that suits you and your business. This means you can store and categorise your scanned documents to reflect the way you would store them in paper format. For example, your purchase ledger invoices can be stored in a folder you call "purchase ledger" but if you are used to calling them "supplier invoices" then you can name your folder to this. 

Each folder then has index fields, so for purchase ledger you might create Date, Invoice Number, Order Number, Net, VAT, Total, Supplier etc. For statements you might just want the name of the supplier and the statement date. Whatever you need, Scanfile allows you to easily, and quickly create folders that work the way your want them to which as a result allows you to search and find the documents you need once they have been filed away.

Search & Retrieval 

With your documents being scanned or saved to logical folders that you have created, finding the information you want is now very easy. Rather than browsing for information like you do in Windows explorer, Scanfile works by using search. In fact most of what we do now involves some form of search and Scanfile builds on this as well. With the potential of tens of thousands of documents, it's much faster to search for what you are looking for. 

If you want to find a specific delivery note or a specific order, you can type in the number and the results (probably just one item) will be displayed in the hit list. Clicking this will show you the document you require. 

When you need to find another document type, you simply open an alternative folder and notice the index fields change automatically.