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How to use SMARTdoc in 6 steps.

Step 1: adding a document

sd_ui_2016

Drag a document on the left icon of SMARTdoc.

Step 2: preview screen

You get the following screen:

SMARTdoc_preview

On the right side you have a preview of your document: PDF, Word, Excel, PowerPoint, images, mail all show a preview.

On the left side you find general information about the document.

Step 3: adding indexes (metadata)

You can add extra information about the document for search reasons by adding indexes. This is very interesting with pictures; if you add no extra information; you will not be able to retrieve the documents.

On the left side of the screen click the ‘+’.

You get an index 1.

SMARTdoc_indexes

You can change the name of the index by clicking the name.

You can type information in the index in the box next to the name.

To archive the document, click the button Archive.

Step 4: retrieving documents

To retrieve documents archived in SMARTdoc we use the search button: the right icon in the SMARTdoc interface.

sd_ui_2016

The search line opens:

SMARTdoc_search

How can you proceed now?

  • You type one or more search words: every word has to in the document you are looking for (there is an AND between the words)
  • You type words that end by *: this means that you don’t know the end of the word; you can only use the * at the end of a word
  • You type OR between words to extend the search results.
  • You type NOT when you don’t want to search on the typed word
  • The text you type can be found in the name of the document, in the added indexes and in the full text of the document.

Step 5: the search result

SMARTdoc shows the found documents as a list:

SMARTdoc_searchresults

To open a document that SMARTdoc found, double click it.

To update the document and change the indexes, right click the document and choose ‘Update’.

SMARTdoc_menu_update

Step 6: extended view

Some users prefer a larger search and result screen: the extended view.

To enter the extended view: click the middle button on the top right part of SMARTdoc:

sd_ui_2016

The extended view opens:

SMARTdoc_extview_search

 

You get the same search window as in the normal search.

The difference occurs after the search:

SMARTdoc_extview_searchresults

You see all the found documents on the left side of the screen.

Clicking on a document or a group of documents will show immediately all indexes.

SMARTdoc Templates

How to activate a template in SMARTdoc?

First you have to download the template.

To do this: click on the link in the table for the desired template. An xml file will be downloaded.

To activate this template in SMARTdoc, drag the xml on the SMARTdoc add icon (first icon in the SMARTdoc user interface).

SMARTdoc_addtemplate

Click add to add the template to SMARTdoc.

How to use the template?

When you add a document to SMARTdoc by dragging it on the add icon, you get the preview screen.

On the left side, you can select the template group (check the table to see the group’ and the template you want:

That’s all, when you click ‘Archive’, your document will be added to SMARTdoc, using the right template.

Template table:

Group Templates Indexes Explanation
General General Template (right-click to download) Information 1
Information 2
Information 3
Information 4
General template that can be used for no matter what document. When you type information in the indexes, you use them to search on.
General Template Rename (right-click to download) Information 1
Information 2
Information 3
Information 4
General template that can be used for no matter what document. When you type information in the indexes, you use them to search on. The file is renamed to the value entered in the first and second index
Email Template (right-click to download) To
CC
BCC
Sender
Subject
Attachment
Extra Information
This template is recognized by the extension: .msg. The indexes are automatically fetched when dragging a mail on SMARTdoc. The Extra Information index is a free field.
Construction Construction Reports (right-click to download) Site number (mandatory)
Site name (mandatory)
Unique document number (is entered automatically and cannot be changed)
Project Manager
Site Manager
Extra Information
Date
Template often used in construction companies, can also be used by other companies, just by changing the name of the xml.
The name of the file is composed by the combination of the unique number, the site number and the site name
Construction Construction Images (right-click to download) Site number (mandatory)
Site name (mandatory)
Unique document number (is entered automatically and cannot be changed)
Project Manager
Site Manager
Extra Information
Date
Template often used for images, can be used by other companies, just by changing the name of the xml.
The name of the file is composed by the combination of the unique number, the site number and the site name
Construction Construction General (right-click to download) Site number (mandatory)
Site name (mandatory)
Unique document number (is entered automatically and cannot be changed)
Project Manager
Site Manager
Extra Information
Date
Template often used for images, can be used by other companies, just by changing the name of the xml.
The name of the file is composed by the combination of the unique number, the site number and the site name