Easily and Consistently file your documents
PDF Filer is based upon the
fact that most structured files can be organized based upon a few pieces of
data and that an easy consistent method to enter the data for retrieval is
necessary. PDF Filer relates a document to an open screen on the users desktop
and retrieves one
piece of data from the clipboard or the Window Title. This piece of data just has to be something that is completely unique
to the document. This could be a
record number, employee number, patient number, loan number, invoice number
etc., as long as it is unique the PDF Filer will run properly. This value can also
be keyed in when a database does not exist. This unique value is what could be on a tab on a folder
in the filing cabinet.
Some structured files maybe very large and contain
similarities. Such as a loan file or personnel file, it could be hundreds of
pages long, but each file contains the same types of documents. For instance a
personnel file will always have an application, tax with holding information,
reviews etc. This relates directly to what would be in a folder in the file
cabinet. The documents inside the folder would be grouped together and perhaps
also organized by date. For instance in a personnel file the all of the tax
withholding documents would be together and organized by date.
PDF Filer automatically
creates a file folder hierarchy based upon information related to a database or a
document type. The PDF files can already exist or PDF Filer can activate a
scanner with preset settings for the particular file type. When an existing PDF file
already exists, PDF Filer determines where the open file resides on the network and rules built into the program will be followed
to move and rename the file. The
rules can replace the existing file, append new pages first or new pages last.
When appending pages the new pages will be date stamped.
Understanding PDF Filer:
PDF Filer uses what it refers
to as "Jobs" to relate a set of rules to a particular document. The rules relate
a piece of unique data to a document with the unique data coming from the Window
Title, the Clipboard or just a list of document types.
The software can handle
numerous Jobs for different document types. The user just selects the Job and
the rules are applied.
Shown here is a Window Title
that contains a unique value "AUTO6060" every time this record is open in the
database this title is displayed. PDF Filer will automatically capture the title
of the Window and remove all characters that are not part of the unique value,
in this case it would be "Point - [" and ".BRW]". This captured value can then
be used it identify files related to this record. A second piece of data can
also be added to identify a document type related to the file. For example
above is the Window Title of a Loan Origination Software Program, documents such
as the application, title, and appraisal can be related in a secondary value
making it easier to retrieve specific data. The secondary value can also be
organized by date. So the user can go to the file, the section they way and to
the data of the document.
example a purchase order number is highlighted and the user presses "CTRL" + "C"
to capture the value to the clipboard and then activates the program. This
purchase order number will be unique to the transaction and all documents
related to the transaction can be filed.
other option of PDF Filer is for simple documents types that need to be named
and dated. For instance personal utility bills, a type of each bill can be
entered such as Water, Electric, Phone, Cable etc and when a file is added it is
automatically appended to the existing file with the same name, but now the
pages are bookmarked with a time stamp. The net result is that the user can
retrieve the Water Bill (a single file) and go directly to the date of the bill
desired. The retrieval option also allows for the user to select multiple files
and have them bookmarked by type and date. In this instance the user could
retrieve the Water Bill, Electric Bill and Cable Bill and go to the type of bill
and then the date.
PDF Filer handles
five types of Jobs:
One Value - Document Type
This is a method where the user selects a type of
file from a drop down list and has a file created from the name in the list. If
the file already exists it can be replaced, have the new pages appended to the
beginning of the file or the end of the file in addition to having it date
stamped. This is useful for filing simple documents that come in on a routine
basis where they need to be tracked by date. An easy example to relate to is
personal bills, the list would contain the types of bills and when one comes in
it would be added and time stamped. At the end of the year all the files would
be retrieved and the net result would be a book marked PDF with types of bills
and their dates.
Sequential - Title Bar
This is a method where the Window Title Bar contains
a unique piece of data that is to become the file name. Some database
applications display a file name in the Title Bar and this is captured and used
to relate to documents. The function is the same as One Value - Document Type
only the unique data comes from the Title Bar as opposed to the Drop Down list.
Sequential - Clipboard
This is a method is identical to Sequential - Title
Bar with the unique data coming from the clipboard as opposed to the Title Bar.
This method works with all applications where a unique piece of data can be
copied to the clipboard. For instance a Purchase Order. The file would become
the PO Number and as the goods are received and added each additional document
would be added to the file with a data stamp.
Two Values - Title Bar
This is a method where the Window Title Bar contains
a unique piece of data that is to become a file folder and the prefix of a file
name. The rest of the file name will come from a drop down list. With this
method the user can relate different document types to a file. This would be
similar to a paper file folder with each folder containing the same types of
documents. An example would be a loan file, they all have a loan number (file
folder) and contain the same document types inside (application, appraisal,
Two Values - Clipboard
This method is identical to "Two Values - Title Bar"
with the unique data coming from the clipboard.
Two Values - Keyed
With this method the user selects a unique
identifier or enters one. This will become the file folder for the related
documents. The user can select a document type from a list or add them as they
go. This is ideal for when there is no database to relate the records to but
they are related. For instance, keeping all files together for different
projects. The project name would become the unique identifier. When retrieving
the files the user selects the project and then from all of the documents
related to the project.
Adobe Acrobat - Reader, Standard or Professional
A copier manufactured by
Oce, or other
that has the ability to scan to a PDF file on a network.
The program can also
be used by a stand alone scanner such as those manufactured by
Ricoh and others.
Download Trial of
PDF Filer $299.00
All Orders are processed via Pay
Your key will arrive within 24 hours, for
quicker service please call
Contact us for more info