Intersoft Systems, Inc
  • Products
    • INTERAC for Construction
    • INTERAC for General Business
    • INTERAC for Franchises
    • INTERAC for Public Accounting
    • INTERAC Payroll Solutions
  • Services & Support
    • Support Request Form
    • Implementation
  • News & Articles
    • Case Studies
    • Slide Share Articles
  • Contact Us
  • RequestFollowUp

Intersoft Systems
​News & Articles

The Power of PDF - Optimizing for search and find

3/10/2015

0 Comments

 
DMS Filter
One of the beauties of utilizing PDF files is their ability to keep a variety of file attributes which make them easy to locate using the search features. Since the INTERAC Document Management System (DMS) is built around the PDF document format, you are able to optimize your documents library to take full advantage of these search features.

The Document Management System automatically generates some of these attributes, so you don’t have to worry about them. They are always there when you need to set the filtering criteria to find specific documents.

Creating Application:
The Creating Application identifies not only the main application like Accounts Payable, General Ledger, or Payroll, it even knows what function was being used to create the documents. For instance, it knows whether you are creating a report, or writing checks.

Date Range:
The date and time that a file was created is also available for use in the filter settings, so you can narrow the search to a specific date range.

Title:
In addition to the Windows file name, each document also has a Title which DMS uses to further identify the document. This title is used in DMS and throughout INTERAC where the title of the document may be helpful. As you can see, you can search for an exact match, any word included in the title, or a specific string of text found in the title. Developing a consistent naming scheme for DMS documents can make this a very powerful search tool. DMS also allows you to set default document titles for each of the INTERAC applications. These will pre-fill the title field as the document is being created, but they can also be edited, when necessary.

Keywords:
Another easy way to identify documents is to add specific keywords to them. These can be anything you want them to be. Again, developing a set of standard keywords can be an excellent way to enhance the search and filter capabilities, making documents easy to find in the archives.

Notes:
The Document Management System automatically adds pertinent information in the Notes field as documents are created. For example: AP invoices will include the vendor number and invoice number, Payroll checks include the employee number, Job Cost includes job and phase numbers, etc. The contents of these notes are also available in the filtering criteria, so you can use them to select specific documents. 


0 Comments

Your comment will be posted after it is approved.


Leave a Reply.

    Categories

    All
    Accounts Payable
    Check Writing
    Cloud Computing
    Construction
    Data Storage & Backup
    Document Management
    EPayCard
    Equipment Cost
    General
    Hardware Solutions
    Job Cost
    Payroll
    Positive Pay
    Reporting
    Scanner
    Tax Forms & Filing

    Archives

    November 2016
    October 2016
    September 2016
    August 2016
    July 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    September 2015
    August 2015
    July 2015
    June 2015
    May 2015
    April 2015
    March 2015
    February 2015
    January 2015
    December 2014
    November 2014
    October 2014
    September 2014
    August 2014
    July 2014
    June 2014
    May 2014
    April 2014
    March 2014
    February 2014
    January 2014

    View my profile on LinkedIn

    RSS Feed

Intersoft Systems, Inc. 
PO Box 1050, Beaverton, OR 97075
(800) 547-6429  |  sales@intersoftsystems.com
Sitemap
  • Products
    • INTERAC for Construction
    • INTERAC for General Business
    • INTERAC for Franchises
    • INTERAC for Public Accounting
    • INTERAC Payroll Solutions
  • Services & Support
    • Support Request Form
    • Implementation
  • News & Articles
    • Case Studies
    • Slide Share Articles
  • Contact Us
  • RequestFollowUp