The Smartdoc solution was developed as a document metadata library. Given the enormous amounts of information, files and metadata that the Smartdoc solution wants to manage, Microsoft’s SQL technology was chosen.
Files are stored within the database as an original document. This means that Smartdoc keeps an exact original and neither a copy nor a link to the original location.
Standard metadata, such as original filename (Smartdoc can automatically rename files), creation date and archival date are included. Depending on the original file, other metadata can also be stored , such as author or GPS locations (for photos).Every document that ends up in Smartdoc is fully analysed. In this way, the database is filled with the full text content of the document, regardless of the form or origin.
In addition to content and standard metadata from the original document, there is another form that is automatically created, namely the audit trail of the document. All traceable manipulations of the document are stored.
When entering a search query, only the database is searched and not the separate files.
By default, Smartdoc can therefore be used as an internal search engine for all your own documents. Actions are stored and can be consulted. Because of platform architecture, searches are very fast, even when we are talking about millions of documents or terabytes of information.
The Smartdoc software can be configured via templates or scenarios. These “if this, then that” templates allow you to automatically recognize documents, guide users in filling in indexes correctly, create protection or workflows.
Smartdoc works with templates that are fully adapted to the processes and working methods of the user.
The templates are created with a built-in templater that allows the user to create different types of templates himself and, if necessary, adapt them to, for example, modified internal procedures.
The organisations that use Smartdoc also have the option of linking or integrating the Smartdoc solution or database with other applications. As Smartdoc customers use a whole range of applications, multiple connectivity options have also been created.
All connection options are extensively documented and available to interested customers or partners.
Some examples of integrations, this list is rather clarifying and not exhaustive.
Together with Anrova, Smartdoc developed a high-performance interface that enables SAP Business One users to effortlessly integrate and apply a document dashboard in their ERP environment.
The interface is fully custom configurable. This way it is quickly and easily determined which fields need to be checked/validated. This guarantees the correctness of the operations. It also ensures the feedback of the required information to Smartdoc for further administrative and financial processing. The information is available in both Smartdoc and SAP Business One. Read the product features.