Operational Design Concepts

Folders and Libraries
     ScanFile Folders
     ScanFile Libraries
Operating Systems Supported

Folders and Libraries

ScanFile uses folders to store the documents scanned or imported into it. Each folder can be created wilt a field structure relevant to the types of document being sorted to it. Similar folders can be grouped in libraries to allow you to search across all folders, whatever their location, for the document required. A brief description of folders and libraries is presented below.

ScanFile Folders

When you create a ScanFile folder, you create it to store specific types of documents. A ScanFile Folder will contain the documents scanned and/or imported and the indexing information associated with those documents. It will also contain the OCR search database for documents in that folder if such feature was performed.

When creating a folder you can give it a meaningful name, such as Invoices, and you can then set the index fields relevant to the documents to be stored in the folder. The folder will be saved to the local drive or network directory you specified when creating it.

To view an example of how to structure a folder, select an option below. These samples are a guide. The folder structure for your business should be structured to meet your specific business needs, which may or may not be the same as our samples.

ScanFile Libraries

If you have a folder open within ScanFile, you can only search that particular folder for a document, and it may be that your documents are speared across several folder. Libraries allow you to search across any or all folders that are members of the library. A library only holds the indexing information from the folders and will always refer back to the folder to retrieve the documents to be viewed.

A feature of ScanFile is that folders with different field structures can be imported into a single library.  When viewing the records contained in a library, the hit list column headings, which show the field names, will change to reflect the names for the folder that the record currently selected belongs to.

Operating Systems Supported

ScanFile is a Microsoft Windows application that will run under the following operating systems: Windows 95, Windows 98, Windows ME, Windows NT4, Windows 2000, and Windows XP.

Additionally, ScanFile can be installed onto Windows NT4/2000/2003 Servers as well as Novell to allow multiple users access to it. ScanFile does not support the use of Windows 95/98 or ME as network servers.