Working with folders

Filing the Way You Want It

ScanFile allows you to create document folders as and when you need them. This is so that you can design your "file plan" in a way that suits you and your business. 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" you can name your folder appropriately. 

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 to work the way you want them to. As a result, this 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 your logical folder structure, finding the information you want is now very easy. Rather than browsing for information like you do in Windows explorer, Scanfile works by utilising search. In fact, most of what we do now involves some form of search and ScanFile builds on this. With the potential for 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 reference number and the results will be displayed in the hit list.

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