ColumbiaSoft^™ Document Locator^® Overview

ColumbiaSoft's Document Locator is a powerful document management solution that is affordable, easy to install, and easy to use.

Gain a new level of control and security over your documents. Store and retrieve documents immediately, manage versions, publish documents to the Web, automate scanning, manage email & faxes, manage projects and much more.

Document Locator manages any kind of file you can save on a Windows-based file server, including Word, Excel, PowerPoint, PDF, AutoCAD, TIFF4 image files, multimedia files, and more. The server portion is powered by Microsoft SQL Server and runs on current versions of Microsoft servers. The client installs and runs on Windows 2000 and XP systems, and because Document Locator is integrated into Windows Explorer, Microsoft Office applications, and Outlook it is intuitive to learn and use.

For more information on Document Locator use the quick links at the left or visit www.columbiasoft.com.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Document Locator Scan Console

Bring consistency to how your organization captures, stores, manages, retrieves, and distributes paper documents— whether with employees, customers, or vendors. Document Locator’s integration with Microsoft Windows helps you develop solid business processes for managing the paper documents you receive daily.

Document Locator combines powerful scanning software with a robust document management system that integrates with any TWAIN-compliant scanner or networked digital Multi-function Printer (MFP).

All scanned documents, and the metadata you associate with them, are kept in a secure repository using a Microsoft SQL Server database. You can scan hundreds of documents at a time and then manually save and index them. Or, if you prefer, you can automate the process almost entirely by using scanning templates.

The Scan Console also supports OCR zones, coversheets, and automatic folder creation to correctly process and store documents as they are scanned into the system. You can have the system store scanned images in TIFF or full-text searchable PDF formats.

Document Locator allows you to find your documents instantly because it can use optical character recognition (OCR) technology to interpret pre-defined fields or to full-text index each document as it is scanned. This means you can later search for the document based on index values or words or phrases within the document’s content.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Document Locator Web Tools

Extend the power of content management to the Web. Document Locator Web Tools allows you to publish documents quickly and easily to your website. With the Professional edition installed, you can add Web Tools for robust content management capabilities.

• Drop files into a designated folder in the repository for immediate publication on your website or intranet site.
• Establish review and approval rules for posting content.
• Take advantage of all of Document Locator's collaboration and security features to control access to Web documents
• Version histories and approvals
• Automatic posting and removal dates for documents
• Notifications within workgroups
• And more

Web Tools can be customized by your webmaster and embedded into your website. This means you can use Document Locator and Web Tools to manage and control the publication of documents on your website.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Document Locator Workflow Engine

Document Locator's Workflow Engine supports both ad hoc and pre-defined business process workflows. Ad hoc workflow support is built in to the standard product, which means that every user can easily create, save, and reuse personal workflows to automate tasks. A Document Locator workflow can route documents for review and approval, or notify other users of a document change. The Advanced Workflow option allows users to create and name more complex workflows that can be linked together and reused by other users. Advanced workflows can also link to external business applications for additional automation. Finally, workflow notifications and approvals can take place via the Document Locator client and/or via email, making workflow automation available wherever and whenever your users need it.

Document Locator’s Workflow Automation Engine delivers the functionality required by today’s business needs. Its flexible architecture allows system administrators to quickly create, manage, and support sophisticated workflows. To improve communication within your organization, automatic workflow messages are delivered via Document Locator’s internal messaging system and/or externally via email – based on conditional process steps in a document’s lifecycle. Even remote users are able to directly interact with workflows through Document Locator’s WebTools portal.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Document Locator Email Manager

Document Locator Email Manager may be integrated with Microsoft Outlook 2000 and higher, and customized to securely archive essential business communication. Publicly-held corporations in particular value Document Locator Email Manager as an important tool in maintaining Sarbanes-Oxley electronic communications compliance.

• Capture, Manage, and Share Important Messages
• Automated email & fax storage, processing, routing, & tracking
• Attachments and messages are preserved together
• Comprehensive full-text indexing and lightning-fast search
• Repository-based full security and auditing
• Optional Web-browser access
• Bring powerful document management to the software that handles most of your critical business information: Microsoft Outlook. Manage email information overload while improving productivity, lowering costs, enhancing security, and meeting compliance requirements.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Document Locator eCopy Integration

Scan directly to Document Locator using eCopy. The Document Locator Connector for ShareScan OP integrates Document Locator with any eCopy-enabled scanner or digital copier to help organizations dramatically reduce the costs of storing and finding paper documents, increase information worker productivity, and comply with regulatory requirements.

Newer networked digital copiers (multifunction peripherals—or MFPs) have automatic document feeders and support scanning. Using eCopy ShareScan OP software, the Connector presents a Document Locator interface directly on the MFP or eCopy touch screen. Users can securely “push” scanned documents to Document Locator repository from any MFP, greatly simplifying the ad hoc distributed capture of paper records into a digital document workflow.

Manage document capture, and control user access. Document Locator Profiles and Properties are available as choices at the eCopyscreen. As with the Document Locator desktop interface, Profiles and Properties are associated with the destination folder, can be mandatory or optional, and are available as drop-down lists, free-form entries, or auto-generated entries. The Profiles and Properties available via the eCopy interface are identical to those assigned to the destination folders at the Document Locator desktop interface. “One-touch” buttons can even be created for common scanning tasks such as “Scan Invoices.”