DocuWare’s Intelligent Indexing is Like Having an Extra Member of Staff

The benefits of Intelligent Indexing are rather like having an extra employee, one which brings great results from day one.

Manual inputting of information is perhaps one of the most time consuming and frankly mind-numbing tasks within a department and as a result is often prone to error.

DocuWare’s Intelligent Indexing function is capable of removing this tedious process, freeing up your staff for more valuable work.

Here’s how………………

Intelligent Indexing automatically “reads” the text within your documents. At the first sight of a new document, it automatically suggests indexing terms for archive purposes but requires feedback to ensure it has interpreted the text correctly.

As the system is intelligent, it quickly learns to recognise documents and from this point will confidently index them to your specific requirement before you store them for future reference.

DocuWare Intelligent Indexing works using a very intuitive traffic light system. Green means the document has been read, understood and the correct index criteria applied, whilst Amber and Red require user intervention as part of the “learning” process.

For those who are considering the benefits of document management as a means of working efficiently in these changing times, or are already using DocuWare, but are not yet gaining maximum benefit from the Intelligent Indexing technology, here are our top tips.

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1. Let the System Learn

With Humans, learning often comes through repetition and the same can be said for intelligent Indexing technology.

Whilst it would seem logical to simply correct a mistake manually, it is better to teach the system. This is easily achieved, using a simple mouse click, as to where on the document the required information is positioned. This method increases the systems learning capacity, so the next time it sees a document from the same source, it knows exactly where to look and doesn’t become lazy and reliant upon user intervention.

Here’s how:

In the store dialog, click in the index field that needs correcting – the location of the index entry in the document is highlighted in colour.
Now mark the correct or complete text passage in the document by holding down the mouse button. This is immediately transferred into the store dialog.
You file the document. Because of how you made the correction, Intelligent Indexing remembers not only the correct term, but also its position. This very smart service will then index correctly the next time you file a document.
As with any learning, it is critical to impart the correct knowledge, intelligent systems are no different and this is where users play a crucial part.

2. Teach the System Well

For example, if one user inputs the gross amount of an invoice, whilst another the net and a third leaves the field blank, it is not difficult to understand how the system would become confused, who wouldn’t.

Make sure a consistent policy is adopted, the system will quickly learn this and deliver fluent results, failure to do so will simply mean that the system will require retraining.

3. Rubbish in, Rubbish out

This old maxim rubbish in, rubbish out, is particularly true when working with electronic documents.

As document management systems effectively “read” your documents to facilitate Intelligent Indexing, it is very important that the quality of the documents it is viewing are a clear as possible.

Ideally it is better to work with electronic original documents and as such it is well worth asking your suppliers, for instance, to submit their invoices in this way.

Should it be necessary to convert a document from a paper original, we would recommend that these are scanned at a minimum of 300 dpi to achieve maximum clarity and to allow the software the best possible chance of identifying the text.

If you require further support, be it that you are considering the benefits of a document management system or are looking to maximise the one you have, why not get in touch and let one of our experts assist you.

21st January 2021Trending Today Document Management – Is it Right for Your…