The ADA System back office services are designed to perform background activity, such as creating workflow processes or sending documents, as well as other tasks specified below and performed on the system server’s level without affecting the user’s work. The tasks are executed based on rules set up by the system administrator and on a pre-defined schedule.
HIGH LEVEL AUTOMATION
- CREATE WORKFLOW
- RUN SQL
- SEND DOCUMENTS
- SEND TO A CERTIDOC
- MOVE TO STRONGBOX
- RUN A MACRO
- OUTPUT QUERY
- DOCUMENTS CONVERSION
- BAR CODE RECOGNITION
This action creates workflows automatically once the document is saved on the system servers’ and meets the rules that have been setup by the system administrator.
This action runs SQL commands, i.e. in order to update a given data item through the UPDATE command. The SQL syntax is written by means of the Query wizard of the System Manager.
This action sends a group of documents from a certain library according to a predefined query to the dispatch server for one of the following activities:
Send to printer.
Send to fax.
Send to folder.
Send to e-mail.
Send to ADA System Server.
SEND TO A CERTIDOC
This action forwards a group of documents from a given library according to a predefined query to the CertiDoc library – as soon as this action is performed, the content of the documents in the CertiDoc library cannot be modified.
MOVE TO STRONGBOX
This action moves a group of documents from a given library according to a predefined query to the StrongBox secure repository – as soon as this action is performed, the documents are encrypted and out-of-reach.
RUN A MACRO
This action runs a macro command for each document on the predefined query. The ADA System Macro Script supports many actions for creating, updating and manipulating documents stored in the system libraries.
This action runs a predefined query and sends its results to a folder or to mailboxes. It can extract data (in CSV format) and/or files. In that way, automatic alerts and reports are generated.
The Document Conversion module converts Office files and other files into TIFF or PDF files for optimization of the file size and enabling uniformity among document types. It increases retrieval speed and file transfer within the network. It enables enhancement of information protection. There is security aspect the module fulfills – The system will automatically convert files according to the set criteria into non-editable files. By converting editable files to non-editable files like TIFF or PDF. The conversion is done automatically by the server in the background and is governed by predetermined criteria and schedule. The system is able to convert the following file type to TIFF (Multi TIFF) or PDF files: MS Word, MS Excel, MS Power Point, HTML, TXT, Picture files of many kinds.
BAR CODE RECOGNITION
The Bar Code recognition Module enables the system to recognize the bar code printed on the scanned document, thus automatically receiving the relevant indexing data of a document or a documents group. The module enables recognition of the bar code in any position on the document; this feature is enabling recognition of several bar codes on the same page. In addition, the bar code can act as a separator between multi page documents scanned in one batch.
The OCR module recognizes texts from scanned documents. After recognition, the Text Searcher Module can be deployed to search for documents by their content. In addition, it is possible to detect certain predefines areas in the scanned forms for extracting of data.