Organize files and make them easy to find by arranging them within different folders or attaching multiple tags to every document.
Features
Organize Files
Tags and folders
For instance, you can store all your invoices for the month of January in a folder named “Invoices” and a sub-folder named “January” on GLOBODOX. To further differentiate the invoices, you can add multiple tags that will help you find them easily when you need to. For instance, if you want to save an invoice for the month of January for a client named XYZ for an advance payment, you can add tags such as ‘XYZ’ and ‘advance’ to help you find the document even faster.
Document types
Sometimes folders and tags can be less than perfect for organizing files. Users can put files in the wrong folder or create duplicate tags with different spellings. You need a more well-defined method which lets you classify and search for documents in many different ways.
This is where Document Types come in. For every kind of document you manage, you can define a Document Type (e.g. Invoice, Agreement, etc.). Each document type can have its own set of indexing fields.
For instance, if you deal with two types of documents, Receipts and Contracts you can use GLOBODOX to define two different document types – ‘Receipts’ and ‘Contracts’. You can add custom indexing fields to these document types based on their content. So, Receipts can have fields like “Date”, “Amount”, “Vendor name” and “Payment mode” as the indexing fields. You can also define the type of data that can be entered in each field, for instance date in the “Date” field, numerical data in the “Amount” field, text in the “Vendor Name” field, and a choice between “Card”, “Cash”, and “Check” for the “Payment mode” field, using a drop-down list. You can similarly create a document type ‘Contract’ with indexing fields such as “Valid Upto”, “Signed On”, etc. Therefore, you can easily differentiate an Invoice document from a Contract.
Stacks
Arrange related documents into stacks to establish the relationship between documents belonging to the same client, same project or any other group or factor based on your needs.
For example, you can create a stack type named “Client”, which will allow you to create a separate stack of documents for every client you have. You can define the metadata associated with this stack type, such as name, contact information (e.g., email ID), demographic information (e.g., age), and other pertinent information. You can then link all bills, receipts, ID documents, communications (e.g., email messages), etc. with a single client for easy access when needed, through his stack. Every time you get a new client, you can store information on them by creating a new “Client” stack with their name and link every document related to that client to their stack. When you want to find all documents related to that customer, all you have to do is find their respective stack using their name or any other metadata stored for them.
Built-in OCR
Use GLOBODOX’s built-in powerful Optical Character Recognition (OCR) engine to recognize text from scanned documents. The equally powerful Text Extraction engine extracts text from MS Word, MS Excel, and PDF files. This text is then indexed and you can now search this extracted text to quickly find documents which contain a particular word or phrase.
For instance, when you add scanned documents to GLOBODOX, the text in those documents will be automatically extracted in the background and will be stored in the database. When you search, GLOBODOX will also search within this extracted information for the document.
Merge documents
You can merge multiple documents of the same type into a single document and use indexing information from any one of these merged documents for the resulting document.
Suppose you accidentally scan a single multi-page document as two separate PDF documents and realize this much later. You can easily merge them into one document via this feature.
Link documents and stacks
You can link multiple documents with each other to enable easy access to, and jump between, related documents. You can similarly link related stacks to allow easy navigation between them. You can also link documents to stacks and vice versa.
For instance, you can link an invoice with the corresponding receipt, which is generated upon the payment of the invoice amount. So, when you open the receipt, you can easily jump to the invoice document if needed, without having to search for it separately.
Reusable indexing information
Create destination profiles to reuse information such as tags, stacks, and document types without having to specify such information every time you add a new document.
For instance, using the Folder Capture feature you can instruct GLOBODOX to monitor multiple folders on your drives. Any document added to these folders will be picked up and added to GLOBODOX. You can attach Destination Profiles to such monitored folders. So when a document is added to a monitored folder, the Destination profile attached to it tells GLOBODOX how to categorize the document when it is automatically added to GLOBODOX.
Zone maps
Define zone maps, i.e., the areas on a document that must specifically be scanned for indexing information. Defining zone maps automates the collection of indexing information when new documents are added. GLOBODOX’s OCR will automatically scan the defined areas on a document and add the scanned values to the indexing fields defined by you.
For instance, if all your receipts display the total amount on the bottom right corner of the page, you can mark that area and tell GLOBODOX to fill the “Amount” field with the number printed in that area. Now, when you scan a new receipt, GLOBODOX will automatically read the amount from the specified area and add it to the document’s “Amount” indexing field.
Document Templates
Store existing documents as templates to use them to create more documents with similar content.
For instance, if your business needs to create numerous purchase order forms, you can save an existing purchase order document as a template and then reuse the template while creating new purchase order forms, so you won’t have to create new documents from scratch.
