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FEATURES

DOCUMENT SCANNING

  • Use your office's existing multi-function photocopier/scanner (with sheet-feeder) to scan your paper documents. Alternatively you may use any other scanning device you have. Just set your scanning device to save its scanned files in TIFF format to a network folder. VeloScan will take it from there.
  • PDF® documents, PNG and JPG files can also be imported. Just drop them into the same network folder as your scanned paper documents.
  • Paper documents must be scanned to single or multi-page, colour or black & white TIFF files. Scanning resolution is recommended at 200DPI (or 300DPI if required).
  • You do not have to get your scanning device to perform Optical Character Recognition (OCR) on documents as it scans them. VeloScan can perform its own OCR on all documents as it imports them.

DOCUMENT IMPORTING

When importing your scanned paper documents, PNG & JPG files, VeloScan allows you to:

  • Check the layout of the pages in a scanned file - rotating, repositioning, and deleting them as required.
  • Split pages in a scanned file into multiple document files.
  • Merge multiple scanned files into a single document file.
  • Automatically perform OCR (Optical Character Recognition) on your documents to extract and store the text from the document. Over 50 languages are available for OCRing.
  • Automatically store colour and black & white copies of your documents: colour for you to view; black & white for OCRing (of course, to store colour versions of your documents, you have to have scanned them in colour in the first place).
  • Automatically attempt to recognise, classify & extract data from documents as they are imported (once an initial sample document has been defined).
  • Verify extracted data as correct so the correct information is stored in VeloScan's databases.
  • Automatically initiate Workflows for documents as they are scanned, recognised, classified and verified. Workflows will create a Case record for a recognised document, which is then sent off throughout your organisation to be actioned as required by your personnel.

When importing PDF documents:

  • VeloScan deems each PDF file to represent one document only, and will not allow you to split, merge or modify the file in any way. It will still extract text from the PDF (and OCR it if required), as well as performing recognition, classification, data extraction & verification on PDFs, and creating Workflow Cases if required.

DOCUMENT SEARCHING & VIEWING

VeloScan allows you to easily search for and retrieve documents using any one or a combination of the following:

  • Document Classification details.
  • Extracted Region of Interest (ROI) text.
  • Freeform text.
  • Basic document details - document id, date imported, imported by, etc.

Once a document is retrieved, aside from viewing it you can:

  • Save it to your computer, email it, or print it.
  • Edit its pages to add, remove, rotate or re-order them (except PDFs).
  • Re-OCR the document if required, and/or re-extract its Regions Of Interest (ROIs).
  • Re-assign security for the document.
  • Store notes against the document.
  • View Cases to which the document is linked.
  • View the extracted ROI data for the document.

You can also:

  • Bulk export extracted ROI document data to Microsoft® Excel® or CSV files for reporting purposes or importing into another system.

WORKFLOW & CASE MANAGEMENT

Use VeloScan to define Workflows and create Cases to manage problems and tasks in your organisation. Documents can be linked to Cases, or a Case can exist on its own without a document. With Workflow & Case Management you can:

  • Define Workflows for common problems and tasks in your organisation. A Workflow is a template that defines a set of actions (steps) and instructions for a single, repeatable process. Workflows can be used for problems or tasks (including those required for documents), that your organisation has to deal with. Each time a problem or task comes along, VeloScan can create a single Case record (which is based on a Workflow) to ensure the problem or task is dealt with appropriately.
  • Create, edit, monitor, and search for Cases.
  • Assign Cases different priorities and statuses.
  • Assign Cases to different roles or users.
  • View documents that are linked to Cases.
  • Notify users via email when a Case is assigned to them.
  • Use VeloScan in a Helpdesk environment if you wish, logging and tracking problems and tasks through to resolution and completion.

USERS, ROLES & DOCUMENT SECURITY

  • When you add Users to VeloScan you can also create Roles to define who is allowed to do what in the application. You can specify which screens different Users are allowed to access; which documents Users are allowed to view; and set up Organisational Roles to match the roles in your organisation so any Cases you wish to create can be assigned correctly.

AUDIT USER ACTIVITY

  • Keep track of who has done what while using VeloScan. Search for and view additions and changes to documents, workflows, cases, users and roles. Track all Database Maintenance activity.

DATABASE MAINTENANCE

  • Perform regular maintenance on VeloScan's databases to keep them as small and as fast as possible.
  • Regularly backup databases. Restore functionality is also provided for migrating to new computers or for disaster recovery.

ARCHITECTURE

  • VeloScan's database runs on Microsoft® SQL Server® 2014 Express (which is free) or higher versions.
  • Client-Server.
  • Multi-User (from 1 user to as many as you need). Note that 'users' are defined to VeloScan by their Windows® user-id. So for example if you took out a 5 User subscription it doesn't mean that any 5 users at a time can use VeloScan in your organisation. It would be for 5 specific users (as defined by their Windows® user-id), and on 5 specific computers.