With Smart Index, you index documents in DocuWare without having to leave your main application, for example your accounting program.
You scan the invoices so that they are available in a DocuWare basket. You enter the invoice in the accounting program and archive it in parallel. To do this, mark the invoices in the basket and select the file cabinet for their storage. The first invoice is now displayed in the DocuWare Viewer and the DocuWare store dialog opens.
At the same time, you have your accounting system open. There you enter the invoice data: for example, company, date, invoice number and amount. In addition, your accounting system assigns a unique number to this data record.
If you now click the Smart Index button in the DocuWare store dialog, all this data from the user interface of the accounting system is transferred to the corresponding fields of the DocuWare store dialog. The index terms in DocuWare are thus assigned at the push of a button, which eliminates typing errors when entering the data twice – and thus also inconsistencies between the data in the accounting system and the index terms in DocuWare.
Smart Connect as Desktop App
In order to use Smart Connect, the Desktop App Smart Connect must be installed on the server. In addition, ou need to connect the locally installed Desktop Apps with your DocuWare: DocuWare Client > Start menu > Desktop Apps > Connect to Desktop Apps
How to configure Smart Index
Each Smart Index requires its own configuration. In a configuration, you specify, among other things, the application in which Smart Index is to be used and which contents are to be transferred into the fields of a DocuWare store or info dialog. For different scenarios, you create different configurations.
You create configurations for Smart Index in DocuWare Configurations > Integrations > Smart Connect.
Select source:
The source is the application into which you want to integrate Smart Connect, for example your accounting program or Microsoft Outlook.
First, you take a screenshot of the window of this application. You enter the window title in the next step, Identify, so that Smart Connect can recognize your application.
Identify: Smart Connect identifies the window from which contents are to be transferred by the window title. You can define the identification in more detail by selecting an operator and entering the corresponding character string in the title field. If the window of your application is titled "CRM Application", for example, select the operator "contains" and enter "CRM".
Recognition technology: When creating the screenshot, Smart Connect checks in the background whether text can be read directly from the third-party application via Windows technologies. If this is the case, this method is selected automatically. If this is not possible, a dialog opens in which you can select the appropriate technology.
Indexing
To specify which index terms are to be transferred to DocuWare, assign text or list elements from the captured window to individual index fields of the selected DocuWare dialog.
Select file cabinet and dialog: The list shows DocuWare file cabinets in alphabetical order for which at least one store or info dialog is assigned to you.
Define indexing: For indexing, text is read from your third-party application and transferred to DocuWare index fields. For this purpose, you create reading areas, which you can position with an anchor if necessary.
Select a tool:
Tools Text, List and Anchor: overview
Text: For example, your screenshot shows your accounting program with an open invoice and you want to use the invoice number for indexing. Click the text tool and draw a reading area over the zone for the number. You connect this area with the Index Field "Invoice number", which is listed on the right among the index fields of your file cabinet. The read number appears in the index field.
List: For a list, the read text is filled as individual lines in individual keyword fields.
Anchor: If the text or list area to be read is not always in a fixed position, first position an anchor, to which you then assign the reading area.
To edit the field entry, click Edit.
Define text field:
Define text: Here you can specify a section of the read text to be used for indexing. Determine whether only the text after, before or between a specific string should be used. You can also specify the exact position or (for example for a barcode) define a separator and select a specific entry.
Replace text: You can automatically replace the entire read text of an area with another. For example, the term "Invoice" read from a document can be replaced for indexing with "Invoice – Outgoing". For this, you can create a list with all entries to be replaced. Select whether only the listed or all values are to be replaced.
If all values are to be replaced: If a value to be read is missing, you can select whether the default value should be used or an error generated and the process aborted.
Additional options for date field and numeric field
For the date field you can also specify in which formats either only the date or date with time are listed in the associated reading area. By default, the formats corresponding to your computer’s regional settings are used. Specifying the formats is important so that the date read is interpreted correctly.
For the numeric field, you can also specify in which format the number in the associated reading area is defined. By default, the number format that matches your computer’s regional settings is used. Specifying the format is important so that the number read is interpreted correctly.