- PDF Free Download

Size: px

Start display at page:

Download ""

Beatrix Haynes
5 years ago
Views:

1 Copyright

drawings and even photographs, to find that one piece of information you are looking for. Find that proverbial needle in a haystack.

2 What is PowerRetrieve? Turning your documents into data Imagine a world where using a few words, dates or letter combinations you could search through the content of s, word documents, spreadsheets, pdfs, plans, drawings and even photographs, to find that one piece of information you are looking for. Find that proverbial needle in a haystack. Even better, imagine a situation where all of this was possible without the need for complex filing structures or manual indexing and storage processes. PowerRetrieve gives you just that. The flexibility of powerful retrieval with no manual indexing overhead and what s more you don t have to change your existing IT systems at all in order to use it. PowerRetrieve is a powerful information retrieval system that automatically indexes the text of both scanned and electronic documents, turning the entire content into searchable data. Minimize the effort of your staff Maximize the value of your company information Reduce your running costs by automating your document management PowerRetrieve Information management systems provide a cost effective solution to the issues, that we are all familiar with in a traditional filing system such as: Lost files Unauthorised access Loss of valuable space Time needed to recover document Off site storage costs Inefficient business processes Lack of Disaster Recovery 2

Functionality Powerful Search Technology Fuzzy search technology produces

both typographical and OCR errors; and the Synonym search capability will find

relevant information in a matter of seconds.

12/12/2011 will find 12th December 2011. Search by document flags

Boolean ( AND, OR, NOT) Proximity Fuzzy Match Phrases Related Terms, with custom

Interface PowerRetrieve utilises the familiar Fileroom, File Cabinet and Folder

Microsoft Office Styling Navigation & Ribbon Bars Search, File, Administration PDF

the document viewer and for compatibility with other systems.

3 Functionality Powerful Search Technology Fuzzy search technology produces unparalleled results; it has the ability to find exact and near matches, overcoming both typographical and OCR errors; and the Synonym search capability will find different words with the same or similar meaning; thus enabling you to find all relevant information in a matter of seconds. Numeric date searches are automatically expanded to common textual equivalents. e.g. 12/12/2011 will find 12th December Search by document flags, e.g. Approved for Payment or Project Stage Completed. Boolean ( AND, OR, NOT) Proximity Fuzzy Match Phrases Related Terms, with custom Thesaurus Date Aliases Meta-data Wildcard Date and Numeric range search Single User Interface PowerRetrieve utilises the familiar Fileroom, File Cabinet and Folder metaphors for storing documents in a user defined hierarchy. Microsoft Office Styling Navigation & Ribbon Bars Search, File, Administration PDF Viewer PowerRetrieve renders all imported documents to PDF format for uniformity in the document viewer and for compatibility with other systems. Easily navigate through scanned and office based documents wth the viewer Hit words are highlighted on the PDF (including scanned image based documents). Colour coded to reflect how close a match each word is to the word in the original search query. 3

Optional Web Browser Search Interface Access to your company files from anywhere in the world from within

Utilises Windows IIS Intelligent Hit List Hit words are highlighted on the PDF (including scanned image based

Documents are scored based on how close their textual content matches the user s search query.

Textual fragments are retrieved for each document and are displayed in the hit list with the most relevant first.

addition to full textual content indexing, PowerRetrieve also supports the indexing and retrieval of documents

4 Optional Web Browser Search Interface Access to your company files from anywhere in the world from within Internet Explorer via the Basic Web Search facility. No specific software required (other than Adobe Reader). Utilises Windows IIS Intelligent Hit List Hit words are highlighted on the PDF (including scanned image based documents) making it easier for users to spot hits quickly. Documents are scored based on how close their textual content matches the user s search query. Documents with the highest score are displayed at the top of the hit list. Textual fragments are retrieved for each document and are displayed in the hit list with the most relevant first. Hit Words Highlighted Scored and sorted, most relevant first Hit terms colour coded Property Fields and Flags In addition to full textual content indexing, PowerRetrieve also supports the indexing and retrieval of documents via property fields (meta-data) and customisable flags. Flags are displayed in the document properties and alongside each document in a search query hit list. Each flag s colour and significance is configured by the PowerRetrieve Administrator. 4

Notes and Annotations Users can assign textual notes to documents;

retrospectively after the document has been indexed.

document indexes Notes and Annotations are searchable Document

secure, and streamlined management of business processes, such as

5 Notes and Annotations Users can assign textual notes to documents; either as they are imported / indexed into the system, or retrospectively after the document has been indexed. Users can also apply annotations to the PDF rendering of imported documents. Textual content of document notes and annotations is added to the document indexes Notes and Annotations are searchable Document Workflow The use of In-Trays, Flags, and Notes enables controlled, secure, and streamlined management of business processes, such as credit control, sales order processing, document authorisation and quality control. Assign In-Trays to: Individual Users Groups or Departments 5

Email Attachments Users can choose to have email attachments automatically extracted and appended to the PDF rendering of imported email messages (.msg files).

docx file and the.xlsx file. PowerRetrieve indexes the entire concatenated PDF file. Retrieve email attachements by using the PowerRetrieve Launch functionality to open the original.

PowerRetrieve integrates with Microsoft Outlook via the MAPI interface to allow users to create outgoing email messages with either the PDF rendering or the original email message file

Scanned images can be captured into the system directly from any designated Multi-function Printer / Scanner or uploaded manually from a file store.

Emails can be filed, along with their attachments, in both cases the textual content is indexed in full and can be searched independently although the original email message file is

PowerRetrieve is designed to use the entire content of the documents as the source for its indexing, making it quick and easy to capture both scanned and electronic documents and removing

Works with standard office copier/printer/scanners No extra software or specialist hardware required Watch Folders Email attachments Entire content indexed, including text in photographs

6 Attachments Users can choose to have attachments automatically extracted and appended to the PDF rendering of imported messages (.msg files). For example, if an message has a MS Word document and an Excel spreadsheet as attachments, the resultant PDF file would be a concatenation of all three files; the.msg file, the.docx file and the.xlsx file. PowerRetrieve indexes the entire concatenated PDF file. Retrieve attachements by using the PowerRetrieve Launch functionality to open the original.msg file. PowerRetrieve integrates with Microsoft Outlook via the MAPI interface to allow users to create outgoing messages with either the PDF rendering or the original message file attached. Hot Folder Import of Any Image and Electronic File PowerRetrieve makes it easy to import documents and files. Scanned images can be captured into the system directly from any designated Multi-function Printer / Scanner or uploaded manually from a file store. It is also possible to establish watch folders for automated import of any image or electronic file. s can be filed, along with their attachments, in both cases the textual content is indexed in full and can be searched independently although the original message file is maintained for contextual reference. PowerRetrieve is designed to use the entire content of the documents as the source for its indexing, making it quick and easy to capture both scanned and electronic documents and removing the reliance on manual indexing strategies and activities. Works with standard office copier/printer/scanners No extra software or specialist hardware required Watch Folders attachments Entire content indexed, including text in photographs Any image or electronic file Advanced Functionality Reference Folders Reference folders are special Virtual Document Folders that users can create anywhere in the Fileroom hierarchy that they have access to. They do not contain copies of documents; they simply contain pointers back to the source documents, wherever they are stored in the Fileroom. Add documents to Reference Folders retrieved from anywhere in the PowerRetrieve Fileroom(s). Collate documents that relate to a particular; case, project or area of interest. Search them individually or collectively with other normal Document Folders. Export the Reference Folder content, either in PDF format or in their native format, for use outside of the PowerRetrieve environment Multi Search Tab (Optional) This optional extension gives users access to Multiple Search Tabs so that they can carry out up to 4 different searches in the same interface. 6

Integration Full Text Search API PowerRetrieve v5 offers a very powerful Application Programming Interface (API) to facilitate integration with other applications.

REST stands for Representational State Transfer.

Rather than using complex mechanisms such as CORBA, RPC or SOAP to connect between machines, simple HTTP is used to make calls to the PowerRetrieve Server.

RESTful applications, like the PowerRetrieve v5 REST API, use HTTP requests to post data (create and/or update), read data (e.g. make queries) and delete data (e.g. delete a session).

Pass search queries into PowerRetrieve Returns hit lists and colour code document fragments Download documents with or without colour coded hit highlights Download

7 Integration Full Text Search API PowerRetrieve v5 offers a very powerful Application Programming Interface (API) to facilitate integration with other applications. The PowerRetrieve v5 REST API may be used to access the PowerRetrieve server to search and retrieve documents. It is a RESTful API and returns JSON or XML based output. REST stands for Representational State Transfer. It relies on a stateless, client-server, cacheable communications protocol - and in virtually all cases, the HTTP protocol is used. Rather than using complex mechanisms such as CORBA, RPC or SOAP to connect between machines, simple HTTP is used to make calls to the PowerRetrieve Server. The HTTPS protocol can also be configured if required. RESTful applications, like the PowerRetrieve v5 REST API, use HTTP requests to post data (create and/or update), read data (e.g. make queries) and delete data (e.g. delete a session). This API uses HTTP for all four CRUD (Create/Read/Update/Delete) operations. Pass search queries into PowerRetrieve Returns hit lists and colour code document fragments Download documents with or without colour coded hit highlights Download original documents Create new documents Update existing documents Microsoft SharePoint PowerRetrieve may be used alongside the on premise versions of Microsoft SharePoint. SharePoint users can search the PowerRetrieve document repository directly from the SharePoint user interface. Custom Actions Workflow Actions Search Archive documents created in SharePoint Sophisticated document retrieval PowerRetrieve located on or off premise Copy documents to PowerRetrieve Move document to PowerRetrieve Restore documents from PowerRetrieve 7

Editions PowerRetrieve is available in the following editions: LITE -

PowerRetrieve is loaded onto The volume of file storage is only restricted

User Network This is a server based version of PowerRetrieve Limited to up

Concurrent users ENTERPRISE There is no limitation to the number of search

Search, Concurrent Thick Search and/or Web Search Concurrent users Search

Amazon cloud Access is via our web portal or via the Search API Technical

technologies and.net Framework from Microsoft.

multi core and memory resources of the 64bit versions of Windows.

Windows security so that existing Windows user groups may be assigned to

Users can be denied Print and Email functionality for locked down documents.

with 8 GB RAM Client: Pentium Dual Core with 3Gb RAM WORKGROUP Server: Dual

ENTERPRISE & WORKGROUP Server: 2008/2008 R2, Server 2012/ 2012 R2 (latest

8 Editions PowerRetrieve is available in the following editions: LITE - Single Machine Version Software and files reside on the PC that PowerRetrieve is loaded onto The volume of file storage is only restricted by the amount of physical storage available on the PC WORKGROUP - Up to 4 User Network This is a server based version of PowerRetrieve Limited to up to four Fixed Thick Client Search Licences or a combination of Web Search Concurrent users ENTERPRISE There is no limitation to the number of search licences that may be purchased There can be any mix of Fixed Thick Client Search, Concurrent Thick Search and/or Web Search Concurrent users Search API AS A SERVICE This is a Pay As You Go service, managed by us in the Amazon cloud Access is via our web portal or via the Search API Technical Details Architecture PowerRetrieve v5 is built using the latest technologies and.net Framework from Microsoft. 64 Bit Support PowerRetrieve v5 takes advantage of the multi threading, multi core and memory resources of the 64bit versions of Windows. Integration with Windows Security PowerRetrieve v5 is integrated with Windows security so that existing Windows user groups may be assigned to file room security. Users can be denied Print and functionality for locked down documents. Hardware Requirements ENTERPRISE Server: Dual core Xeon level processor with 8 GB RAM Client: Pentium Dual Core with 3Gb RAM WORKGROUP Server: Dual core Xeon level processor with 4 GB RAM Supported Operating Systems ENTERPRISE & WORKGROUP Server: 2008/2008 R2, Server 2012/ 2012 R2 (latest service packs are required to be installed) Client: All 32 or 64 bit variants of Win Vista, Win 7, Win 8/8.1 LITE Vista, Windows 7, Windows 8/8.1 Client: Pentium Dual Core with 3Gb RAM LITE Pentium Dual Core with 4GB RAM (64bit Windows) 8

Technology House, Coped Hall Business Park, Royal Wootton Bassett, Wiltshire, SN4 8DP, UK Registered In England

10 Minute Demonstration Script

10 Minute Demonstration Script Table of Contents The Demo... 3 The Interface... 3 Demo Flow... 3 Capture and Indexing... 4 Searches... 6 Integration and Workflow... 8 2 P a g e The Demo Most demonstrations