Archiving with the app
You can use registry and filing attributes to define the properties according to which the file is saved to the archive and which can be used later on to call up the file from the archive. If you archive a PDF file, you can define whether the contents should be read (indexed) by the system. An optical character recognition software is installed in BvLArchivio. The latest version of this OCR software (also called text recognition software) simplifies work processes in your office. As soon as your PDF file has been transferred to BvLArchivio, the automatic text recognition (OCR) function reads all pages of the PDF file. All of the terms and numbers on the document are then saved to the BvLArchivio database. This database saves the storage location and the entire contents of the file (PDF file) for every archived document. If you want to search for a document in the archive later on, the database will respond to your request within a few seconds and make the document available to you. You can search based on your own registry and filing attributes and also the entire contents of the PDF file.
Intelligent searches and queries using the app
You can access the archive using the mobile BvLArchivio app. Once you have saved the access data in the settings, you are ready to enter search queries. Select the archive from which you want to view documents. Simply enter your query in the search field. BvLArchivio will respond with a list of all documents and files that match your search query within a few seconds.
This hit list is sorted chronologically, with the most recently archived documents shown at the top. The further you scroll down through the list, the older the documents and files become. In the example shown here, we are searching for invoices from a particular time period. A preview image for each document is displayed in the hit list. Information about the archived file is also displayed: the archiving date, file format, number of pages (only for PDF files) and the registry and filing attributes. All documents and files that match your query will be displayed in the hit list. Select the document or file that you want to view in full by clicking on the desired line. If the hit list is too long, you can make your query more specific by adding additional information in the search field. Fewer documents and files will then be displayed in the hit list.
If there is only one file that matches your query, the hit list will contain just one line. As soon as you click on a line in the hit list, you call up the file or document from the archive. It will then be downloaded to your mobile device. You can display invoices from the archive or call up all types of files or e-mails. Multiple employees can also call up and view the same file or document at the same time. As soon as the desired document or file has been downloaded, you can save, print, forward or process the document in your own files. The original copy remains unchanged in the archive. If you want to archive the document or file again, you are not able to overwrite the original copy in the archive. Instead, a second file will be automatically saved to the archive to ensure audit-proof archiving.