ADA System Modules

The ADA System Base Module allows you to create an unlimited number of applications, libraries, and queries.

Applications

Applications are deployed using wizard-based tools. System managers, who are trained for this purpose, can generate new applications or modify existing ones. For example, a document library is a basic component of any application. Each document in the library has an index that allows for fast retrieval, as well as the generation of queries and reports using the system’s database. The system manager determines the indexing fields for documents in the various libraries, including the number and type of fields. There are no limits on the amount of indexing data, the number of libraries, or the number of queries and applications the system can handle.

The system is supplied with potential capabilities, but no pre-configured settings. Organizations can add applications as needed using the system’s tools. At any time, users can add or modify the library structure, create hierarchies between libraries, and expand document libraries to meet the needs of specific applications.

Libraries

The ADA System manages documents in libraries, which are defined by the system administrator based on the requirements of each application. Each document is indexed, enabling quick retrieval and the creation of queries and reports from the database. The system administrator sets the indexing parameters for each document. Data fields can be added or removed at any time, depending on security settings. Libraries can be organized into hierarchies, and new document libraries can be created as needed. Design and changes are easily managed using built-in wizards.

Queries

The system includes robust query tools to help retrieve documents quickly. Administrators define the methods for document retrieval, which can include complex queries built from simpler ones. A drill-down mechanism enables users to refine their searches. All queries and document retrieval processes are subject to access control rules.

Scanning

The ADA System supports the filing of scanned material, such as images, photographs, and drawings, into document libraries. The system works with various of TWAIN scanners and supports both single and batch image scanning. Users can view single pages or entire documents consecutively. The built-in system viewer offers tools for rotating, flipping, magnifying, scaling, panning, deskewing, and displaying thumbnails. Scanned images can be printed with or without a cover page, and the system supports over 60 different image file formats, including TIFF, JPEG, and BMP.

Annotations

Users can apply tags and notes to documents for easy tracking and retrieval. The system also supports adding annotations to scanned images, such as comments, sticky notes, arrows, lines, and other graphical elements. These annotations are displayed on the image but do not affect the original document. Users can choose to view or hide annotations using the built-in viewer, and images can be printed with or without annotations.

Office Documents

The system supports the filing of Microsoft Office documents in its libraries, whether they are generated within the system or imported from external sources. Documents are indexed for easy retrieval, and backup processes ensure their security. Users can set indexing parameters for documents as a mandatory step before beginning work. The system also manages Office document templates based on user roles. Information can be automatically embedded into Word documents when launched from the ADA System. Direct interfaces allow for convenient saving of documents from any Office application. The system can also handle files from any other computer application, and saving emails and attachments is made simple.

Any File Type

The ADA System can archive and retrieve various file types, including PDFs, HTML, text files, CAD files, and audio and video files. There is no limit to the types of files the system can handle. ADA provides built-in viewers for most applications, and when necessary, it launches the original application to display the file.

Document Creation

Documents can be created directly within the ADA System by activating a scanner or launching an Office template. External documents can also be uploaded into the system through an upload window or by using a drag-and-drop method from the desktop, email, or other applications. Users can save documents directly to the ADA System from external applications using the “Save As” option to save files into the “My ADA” folder. The system monitors the folder and automatically handles the file indexing before saving it in the system.

Version Control

The ADA System manages content versions for editable documents, such as Office files, RTF, PDF, and text documents. When a new version is created, the system saves it as a new content file. Users have exclusive editing rights for a document until they publish it. Once a document reaches its final version, it can be locked to prevent further updates.

Check-In/Check-Out

The system includes a check-in/check-out feature that allows a user to update a document exclusively, preventing other users from making changes at the same time. This is especially useful in collaborative environments, as it ensures that team members do not overwrite each other’s changes. While a document is checked out, other users can still view, print, or send it. When version control is enabled, a new version is created each time a document is checked back in.

The HTML5 Viewer Module allows users to view documents using a web browser without any installations required. It supports all major browsers that are compatible with HTML5 and includes annotation capabilities for scanned and PDF files. The HTML5 Viewer functions on any web platform that supports HTML5, whether on a PC, laptop, or tablet.

The Workflow Module facilitates the easy and dynamic construction of workflow processes, enabling the automatic transfer of tasks and accompanying documents from one user to another within the organization while monitoring timetables and authorizations. The system administrator performs and dynamically maintains the construction of these work processes. Additionally, the system allows for the development of processes tailored to the organization’s needs, utilizing a uniform infrastructure and user interface.

This module enables a connection to any external system’s data, allowing for the retrieval and validation of data using external sources without the need for duplication. The module can access most popular SQL-based servers and web services.

The FLS Module can automatically upload documents and data from any device or system that deposits documents or data into one of the FLS-monitored folders or communicates directly with the FLS Web Service. This module enables adjacent systems, such as fax servers, to transfer documents for uploading into the system. Documents can be loaded into workflow queues immediately after the module processes them. Additionally, the module can upload an unlimited number of documents and data simultaneously and automatically.

The FLX Module serves as an engine for retrieving information and documents from the system. Adjacent systems, portals, and other entities can access the module securely via a Web Service to obtain the required documents and information. The extracted files can be combined into a single file in a desired format, such as a PDF that includes all the necessary documents, even if they are of different types (e.g., TIFFs alongside MS Office documents).

The Document Conversion Module converts Office files and other formats into TIFF or PDF files, optimizing file size and ensuring uniformity among document types. This process increases retrieval speed and facilitates file transfer within the network. Additionally, it enhances information protection by converting editable files into non-editable formats like TIFF or PDF.

This module enables the system to recognize bar codes printed on scanned documents, automatically retrieving relevant indexing data without the need to specify the bar code’s position on the document. Additionally, the bar code can serve as a separator between document groups or multi-page documents scanned in a single batch.

The OCR Module recognizes text from scanned documents and can return the scanned document as a PDF with text behind the image. It also detects certain predefined areas in the scanned forms (ROI) for extracting specific data and automatically indexing the document. After recognition, the Text Searcher Module can be used to search for documents based on their content.

The Text Searcher Module enables searches within the content of textual files, including MS Word, MS Excel, textual PDF documents, and OCR output files. This functionality provides extensive search options that go beyond just indexing data, allowing users to utilize the document’s content as well. Searches can be conducted to find documents containing specific words or phrases.

The CertiDoc Module preserves the intact status of documents scanned into the system or received from external sources, ensuring that the documents remain unchanged after their creation or introduction into the system. It maintains the authenticity of the received documents using digital technologies and provides alerts against any changes made to documents preserved by the module.

The ADA System Automated Import Service (IMP) enables the import of large quantities of files from external sources. Files can be transmitted securely via HTTP, FTP, or a simple copy procedure. The process supports the import of thousands of files per minute and is fully automated, generating email notifications upon completion.

This module enables the monitoring of mail server mailboxes (Exchange, Google, Yahoo, etc.) and the automatic loading of email items received in these mailboxes into the system. The email items can be loaded as an integrated mail file (MSG) or as a collection of separate files, including the body of the message and any attached files. Additionally, it can create a single PDF file from the email item that includes all its attachments and load it into the system.

The Retention Control Module simplifies efficient storage management. Retention actions can be performed automatically in accordance with the organization’s policy. The module supports various storage types, including short-term storage, long-term storage, secured storage, and other solutions like Amazon S3, which is low-cost, reliable, secure, easy to use, and easy to maintain. Additionally, the module allows for the deletion of obsolete content and documents that the organization no longer needs to preserve, in compliance with organizational policies or regulations.

The Safe Storage Module introduces the ability to compress and encrypt stored files. This capability not only secures document files at a high-security level but also minimizes existing storage space. The module prevents unauthorized viewing of documents on storage servers, allowing access only through the application’s authorization scheme. It utilizes ZIP files secured with a high-level encrypted password, with each ZIP file employing a different encryption password. The passwords are encrypted using the AES-256 encryption algorithm.

A comprehensive batch scanning system is available through this module. It utilizes professional, high-volume scanners to create batches. These batches are automatically distributed to indexing workstations based on their priority. The system can integrate with the Workflow module, ensuring documents are automatically routed to the appropriate user’s inbox. Additionally, the barcode module can be integrated into the batch indexing process to detect separation between multi-page documents and/or enable automatic document indexing.

This module enables the importation of reports (spool files) into the system. A “mask” (preprinted paper-like image) can be defined for use as the background for presenting the printout data. For instance, this can be applied to the printout of paychecks or invoices

The ADA System Crystal Report Module enables integration with Crystal Report Designer, leveraging its numerous capabilities. There is no limit to the number of reports that can be designed and added to the application. The ADA System also allows for the design of canned reports, which can be saved for regular, ongoing use.