Using DocuWare efficiently can simplify and significantly accelerate your work processes. Here are some valuable tips to help you combine text recognition and full-text search efficiently, enabling you to maximize the full potential of your DocuWare solution.
Contents;
The correct way to scan for optimal text recognition
To effectively import paper documents into DocuWare, the scan settings should be selected correctly. This saves unnecessary post-processing and makes indexing easier. Optimum scan quality helps avoid recognition errors and ensures data is read automatically without errors. This is crucial for initial indexing and subsequent processes, such as matching invoice items with delivery slips and purchase orders. Even small adjustments can make a big difference.
Error-free scanning
Make sure you select the appropriate scan settings for importing paper documents into DocuWare. High-quality scans save time and reduce errors during document recognition and indexing.
Selecting the file format
Adjust the file format according to the intended use of the scanned document: If data is to be read from the documents, for example the items on delivery bills, the ideal choice is PDF or PDF/A. For plans or other graphical documents where text doesn’t need to be extracted, PNG or JPEG formats are also suitable.
Adjust the color mode
Select the color setting according to the document type. Black and white or grayscale is sufficient for invoices and delivery bills, while color mode can be useful for contracts or plans.
Pay attention to resolution
Choose an appropriate resolution (dpi) to guarantee the legibility of the scanned documents without increasing the file size too much. Test some typical documents to find out what works best for your needs. The following overview illustrates the effects of the dpi values:
Results of the different settings
Black and white mode: The character string “Ilti” is only accurately captured at 300 dpi or higher. Grayscale mode: Even at 100 dpi, characters are easily captured, but image information, such as the structure of the paper here is still present. This increases the file, taking up unnecessary storage space. Black and white mode is therefore preferable because it requires less storage at the same dpi setting.
Effective use of full-text search
DocuWare extracts the complete content of scanned paper documents as well as electronically created documents. This allows you to find documents quickly and flexibly using full-text search. Use these tried-and-tested hacks to make your search results even more precise and efficient.
Search for word sequences
Use phrase search by enclosing the terms you are looking for in quotation marks. This displays only documents containing the precise phrase.
Use logical operators
Combine multiple search terms logically by using the AND or OR operators, or exlude terms with NOT. Detailed tips on using logical operators in search can be found here.
Combine full-text and keyword search
Narrow your search by combining full-text search with index field entries. For example, you can use the date fields to narrow down a specific timeframe while using the full text field for content-related search terms.
Conclusion
With the right scan settings, you can create the basis for a successful full-text search in paper documents. Then, with just a few relevant keywords in the full-text search field, you’ll quickly and precisely have the documents you’re looking for. With DocuWare, it’s a breeze.