What's New in DocRecord v4.1

Owned by Ben Ha (Deactivated)
Last updated: Mar 11, 2016
4 min read
  • Redesigned Desktop Client - The Desktop Client now features a ribbon-style user interface yet maintains the familiar folder/document layout of the original version.

  • New Document Viewer - A brand new Document Viewer is integrated into the Desktop Client, allowing for the native viewing of TIFF, PDF, Office (Word, PowerPoint, Excel, and Outlook MSG/EML files), AutoCAD drawings, and standard image formats in DocRecord without requiring a separate viewer.

  • New Annotations and Imaging Tools - In addition to the new Document Viewer, the annotation and image adjustment tools have been completely redesigned and now support PDF format in addition to TIFF and standard image formats.

  • Click Indexing - Click Indexing allows users to quickly index unstructured documents utilizing OCR technology on the fly (no templates needed!).  Simply use the "Click Indexing" button (located in the "Document Navigation" ribbon bar) while editing a document and click on the area representing the index data on the image to the right, and the OCR’d data will be inserted as the next index value on the left.  For index fields that involve more than one word (e.g. Customer Name), simply drag-and-draw to capture a larger region around the entire phrase.

  • Document Checklists - Document Checklists can now be defined for folders, allowing for a standardized, consistent set of documents to be associated with a folder.  This makes it simple to determine when one or more documents are missing, and even run reports on the folders with missing documents.  To add a Document Checklist to a folder, you may use the right-click "Document Checklist" option.

  • Redesigned Cross References - The existing cross reference feature has been redesigned to include a visual indicator in the ribbon bar of the number of cross references that exist for the currently viewed document.  Clicking the Cross References button results in a new window that displays the related documents, making it simple to toggle back and forth between the cross referenced documents.

  • Notes Field - The “Notes” field is now a standard document attribute (along with Document Name, Create Date, etc.), and allows for multiple lines of text to be entered about the document.  For example, users may enter in any comments about the document for workflow purposes or as a general note to be viewed or searched on later.

  • Sticky Fields - While indexing a batch of documents, one or more index fields can be designated as “sticky”, meaning that the previously entered index value will carry over to the next document that is going to be indexed.  This feature can be accessed by right clicking a blank area in the Document Properties pane next to the index fields.  For example, you have many invoices to process from the same vendor, so the Vendor Name and Vendor Number index values can be set as “sticky” and shared between each document in the batch.

  • Backstage View - Accessible from the "File" ribbon bar, the Backstage View allows for quick access to user account information and settings, as well as performing batch operations on documents.  A selection of documents can now be shared via email as individual file attachments, one combined PDF attachment, or as a link to the set of documents in DocRecord.

  • User Personalization - Users may now personalize their account settings, such as setting a “Home” folder where the Desktop Client will always start at instead of at the Root folder, and uploading an account picture.  In addition, users may customize a list of "Favorite" folders for quick access above the Folders pane.

  • Sign In/Out - Users may now sign out and sign in to the Desktop Client, eliminating the need to have to close out of the Desktop Client each time.

  • Email Page Range - When emailing documents from the Desktop Client, users may now specify a page range to send instead of sending the entire document (note: this feature only works with PDF and TIFF files).  Users may choose to disable this prompt for page range option as a user setting.

  • Folder-based Retention - In addition to being able to define a Retention Policy on a category of documents, you may now define a Retention Profile that can be applied to a folder of documents.  For example, in a typical legal setup, you may have a folder for each Case Number and define a retention period that applies to all documents related to that case.

  • Easier Category Creation - The creation/editing of a category has been streamlined, with each category setting being broken into tabs on the left side.  This allows for administrators to quickly go to the desired setting and make the necessary change.

  • Email Notifications - Email notifications are now built into DocRecord as a category setting, allowing administrators to designate which events in DocRecord should trigger an email notification.  In order to use this feature, the SMTP server settings must first be configured in the DocRecord Server Manager.

  • Concurrent License Management - Administrators of DocRecord may now manage the pool of concurrent user licenses through the "Concurrent Client" section of the Server Manager.  Administrators may monitor which users are currently connected to DocRecord and force releasing their concurrent license if needed.

  • Form Templates - Form Templates are now available in the Automation Server, targeting documents that do not follow a standardized consistent format but can still be OCRed (such as Vendor Invoices).  By anchoring off a trigger value (e.g. “Invoice Number”), the actual index value you wish to capture can be dynamically located on the page relative to that anchor point.  This eliminates the need to create a separate OCR template for each varying format.

  • Mobile Client - In addition to the Desktop Client and Web Client, the Mobile Client grants access to DocRecord from the convenience of a mobile device (smart phones and tablets).  Please note that this is intended as a separate type of Web Client from the existing Silverlight-based Web Client.

  • Redesigned Desktop Extender - The new and improved version of the Desktop Extender allows for true “screen scraping” of data from your line-of-business Windows application.  It also supports extracting data from the Windows clipboard, prompting the user, as well as OCR from a captured region.  No programming is required to “image enable” your Windows application and retrieve documents from DocRecord!

For more details (including changes and fixes), please see the Release Notes section.