Simple Barcode Filer - Part of File By Barcode Suite
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The name says it all, a simple to use program that
renames scanned files by a barcode's contents, making it ideal as a
capture tool to incorporate documents into an existing database.
Simple Barcode Filer can be used to mimic a paper filing system and is designed to work with a copier’s scan to file option or a medium production
scanner. The program will read up to two barcodes on a document and use the
barcode's contents to move and name the file with the output file being
either a Tiff image or a PDF.
The program is ideal for any kind of structured document such as invoices, work orders, purchase orders, loan files,
personnel records, delivery tickets etc. where each document has a unique
identifier. The identifier can be anything that is unique to the record such as
a check number, invoice number, employee number, or loan number. Simple Barcode
Filing will read that number and file the document by that number. If a second
barcode is available it will use the second barcode to create a bookmark in a pdf,
allowing the user to go directly to the document section they are
looking for in a master document. Or the barcodes can be used to create
a two tier filing structure. Such as an employee folder with all of the
employee's documents in their folder. Simple Barcode Filer also creates a
CSV file and has the ability to trigger an action when the files in a
folder have been processed. This allows the user to provide a method of
transferring the output files to an existing database. |
See how the File by Barcode Suite works
with Income Tax Files
The barcode itself can be placed on the document by the software that creates it
such as invoice numbers, purchase orders etc. or by the use of a cover page
creator that is included with Simple Barcode Filing.
Features:
- Reads Code 39, Code 93, Interleaved 2 of 5, EAHN13, and Code 128
Barcodes
- Reads two barcodes for structured filing
- Renames files and folders barcode contents
- It can use a database lookup to transform customer numbers into account
names in output
- Triggers a process to update a database
- Separates files when a barcode is found
- Processes G4 and LZW compressed tiffs allowing for color output
- Creates a CSV files for easy importation of files into a database
- Allows the use of cover pages for indexing that can be automatically
dropped from the output file
Selecting the right product to use from File by
Barcode Suite:
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File By Barcode Suite |
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Simple
Barcode Filer |
Barcode Back
Filer |
File by
Barcode |
Renames File Barcode Contents |
x |
x |
x |
Splits File on Barcode |
x |
x |
x |
Processes One Barcode |
x |
x |
x |
Processes Two Barcodes |
x |
x |
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Creates subfolders for output |
x |
x |
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Searches entire page for specific barcode |
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x |
Reads specific area for a barcode |
x |
x |
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Monitors (watches) a file folder |
x |
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x |
Processes PDF Input |
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x |
PDF Output |
x |
x |
x |
Connects to database for lookup |
x |
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Trigger an action when processing is complete |
x |
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Drops Cover Pages |
x |
x |
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Reads Code 39 and Code 128 Barcodes |
x |
x |
X |
Why Even Use Barcodes
A barcode is nothing more than an machine readable font. The way a human reads
print, a machine reads a barcode, because of this placing barcodes on a
documents allows a machine to read a document identifier and file that document
by that identifier. Since barcodes were designed to be read by machines they are
far more accurate than text being read by machines (Optical Character
Recognition).
How it works
Simple Barcode Filer looks for images in specified folders and when one is found
it is silently processed in the background. The location of the file instructs
Simple Barcode Filer as to how to process the image. For instance, invoices go
in one folder and checks in another. When Simple Barcode Filer finds images in
invoices folder it knows they are invoices because of their location and applies
a set of rules that process invoices.
This process can be activated each time a batch of documents are scanned or a
monitor function is available that will automatically do it for the user. This
monitor function allows a user with a copier to scan to a folder and have the
image automatically processed.
Getting the Barcode on the Document
Simple Barcode Filer reads Code 3 of 9, Code 3 of 9 Extended and Code 128.
This ability allows a user to choose the best suited barcode for his filing
needs.
Different types of barcodes are created differently; the easiest to create and
most widely used on documents is Code 3 of 9. To create one the user selects the
barcode font in their application, enters an asterisk, the data to be displayed
as a barcode, and an asterisk at the end of the data as seen below.
Because of this any Windows application that allows a user to select a font can
print a Code 3 of 9 barcode. However a Code 3 of 9 barcode is limited to numbers
and capital letters and they are usually quite large. But these limitations, are
minor when it comes to filing a document. As most documents can be found by just
a number: Invoice Number, Work Order Number, Loan Number, etc.
Almost all accounting applications allow the user to print customized forms
which means the user can add a barcode to their documents. Information on how to
do it for Quickbooks is here
http://www.idautomation.com/fonts/tools/quickbooks/
and this site also contains information on integrating barcodes into other
applications. The help file in File by Barcode Suite contains additional
resources on barcode creation.
Barcode Cover Pages
File by Barcode Suite comes with utilities to create cover pages, which can
later be dropped in the document processing.
Barcode Cover Pages are used to separate and name files when it is not feasible
to print a barcode on a document. File by Barcode Suite comes with utilities to
easily create these cover pages.
File Storage and Retrieval
The Document identifier always becomes the file name or part of it. Therefore if
processing checks the user selects checks from the list of document types to
retrieve and enters the check number and it is instantly opened. If two barcodes
were placed on the document the user has the option of storing all of the
related files in one folder and the file names become both barcode names. In
this case the user would not enter the check number but the vendor number (the
other barcode) and a list would appear with all of the check made out to the
vendor.
This method is also ideal for other document types such as Personnel files and
Mortgage Files where one file has many sections.
Using Barcodes on Accounting Records
Simple Barcode Filer is
ideally suited for accounting records. Most accounting packages have
the ability to output customized forms allowing the user to easily
place a 3 of 9 barcode on them.* The barcode serves two functions,
it separates documents and names them. Each time a barcode is found
a new document is created and each page that is scanned after it is
added until another barcode is found. Once all the images are
combined the file is named the barcode contents. This process is
automatically done allowing the user to just place a pile of records
on a Copier and scan them to a file folder for automatic processing.
Purchase order barcodes
can be read as well as barcodes on
Invoices and checks. Each type of Accounting record can all be processed
by Simple Barcode Filer. Depending upon
what is desired either one or two barcodes can be used on the
accounting record. Shown here
is a check stub with one barcode, the check number.
In this case the check
stub with the barcode is placed on top of all the invoices it paid and it is scanned
into a file folder for checks. When a file appears in the input
checks folder it is automatically separated, named and moved based
upon the checks barcode. To
retrieve the check the user just enters the check number and it is
returned with all the invoices it paid. However, two barcodes could
be placed on teh check stub allowing it to be
organized in a manner where the vendor number is used along with the
check number to file it as shown here.
In this case a file
folder is automatically created for the Vendor and the image of the
check and its supporting documentation becomes the file name in the
format of vendor number-check number. To retrieve the check the user
enters the Vendor Number and a list is show of all checks that were
cut for that vendor. The user selects which check to retrieve or
group of checks to retrieve and a Bookmarked PDF is created.
Purchase Orders and
Invoices
With Purchase Orders and
Invoices the user places the PO Number or Invoice Number on the
document as a barcode
When the document is scanned the purchase order
itself
becomes the separator page as it contains the barcode. Every page after it will be added to the
file with the end result being a folder with all purchase orders.
To Retrieve a Purchase Order the user just enters
the purchase order number.
If desired two barcodes can be used which would
place Purchase Orders in a separate folder for each Vendor.
*In the rare case the
accounting software does not allow customized forms, sequential cover
pages can be created and placed on top of the record.
Uses - Personnel Files - Student
Records - etc.
Filing Personnel
records or Student Records with barcodes is straight forward with Simple Barcode Filer
and the net result is a bookmarked PDF that allows the user to go to
any portion of a file.
Entering the
data:
Begin by creating a
cover page for the document. The cover page is similar to a fax
cover page in that it contains details about the document. In this
case the details are the unique identifier (employee number if
scanning personnel files) and the
type of document. Since Simple Barcode Filer supports numerous
document types (accounting records, personnel records etc.) the type
of document must be selected first. this is done from a drop down
menu.
click on Continue
The user enters a
unique identifier in this case it will be the employee’s ID number.
Using windows selection keys click, shift + click, or Ctrl + click
select the cover pages to be printed. They will automatically be
sent to the default printer. (Please note the section names can be
customized to meet your needs.)
The cover page is
placed on top of the document and it is scanned to the Personnel
records input folder for processing. The processing can be set to be
automatically done in the background. This function allows a user
with a copier that has a scan option to just scan all employee
records to one folder on the network. All Invoices into another and
purchases orders into another.
Retrieval:
The user clicks on
File Retrieval and a menu appears prompting for document type (this
menu is skipped it there is only one document type.)
The user enters or
selects the
Document Identifier (folder) in this case the employee's ID number,
and the list of available files will be updated.
Using the Windows
select keys, the user selects
the document sections to be retrieved clicks on "Open" and the
file is created and opened
The user can now
easily go to any section in the file by clicking on the bookmark.
Or the user could
select Open Source Folder and modify the actual file.
The files for the employee will be
in a folder with his employee ID number and the files themselves
will be named his ID number and the type of file.
View movie of setup:
You Tube or
Streaming Video
File by
Barcode Suite
Simple
Barcode Filing is part of the File by Barcode Suite that also contains, Barcode Back Filer, and File by Barcode programs.
The Suite also includes one Scan station, one Cover Page Creator and one Retrieval Station. All
the programs can be used with a copier that scans to a file folder on the
network avoiding the need for additional scan stations. All files are
logically created allowing a user to browse to them.
If additional scanners, retrieval or cover
page creation are required these can be purchased separately.
File by
Barcode Suite
Download Trial
Version
The Trial Version becomes the licensed version with the insertion of a license
key. It is fully functional with a prompt after every 10 files processed.
Purchase
File by Barcode Suite $1595.00 per processing station
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File by Barcode Suite
Workstation Module
Download
Barcode Workstation Module
Includes Retrieval, Cover Page Creation and Scan Station
This module does not read a barcode
Purchase File by Barcode Workstation Module $99.00
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