Goldvision Software - Document File Image Management

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Phone: (480) 222-0577


Frequently Asked Questions
(Updated for Version 6.7.5)

 Is GoldVisionPro compatible with my version of GoldMine?

 Can GoldVisionPro scan images and documents into my system?

 What does OCR mean and is it any good?

 What do the Auto Summarize settings mean?

 What directory structure options does GoldVisionPro offer?

 Doesn't it make more sense to put all of your client documents in a client folder structure?

 What does it mean to 'ReLink' an existing GoldMine Link using GoldVisionPro?

 What is a BDE and why should it concern me?

 Will GoldVisionPro work with XP Service Pack 2?

 I tried to search in the Link Center for a file name, but it did not find any matches. Why?

 GoldVisionPro works with GoldMine, but what other software works with it?

Answers:

Is GoldVisionPro compatible with my version of GoldMine?
GoldVision Pro has always been compatible with GoldMine versions 5.x through 9.x, for both SQL and DBF databases. Thinking of upgrading at some future point? No problem! The same GoldVisionPro purchase today will work with both your current GoldMine version and then also with your new GM 9. So you can start using GoldVisionPro right now, even before you decide on your GM upgrade!

Can GoldVisionPro scan images and documents into my system?
Every scanner comes with a software "driver" for connecting to the computer and producing an image-file when an item is scanned. GoldVisionPro easily handles any output-file from any scanner. In addition to drag-and-drop handling of documents scanned with the Windows Image Acquisition program or any other scanning software/driver, GoldVisionPro also directly integrates with ScanSoft's PaperPort to one-step automate the complete Scan-PDF-OCR-Summarize-Link process. PaperPort works with most scanners on the market, has a very user-friendly interface and is included free with many scanners as the software "driver".  With any scanned file, GoldVisionPro allows the user to automatically revise the machine-generated file name to the Document Title selected in GoldVisionPro, for more descriptive storage and improved file recognition.

What does OCR mean and is it any good?
OCR stands for Optical Character Recognition. This technology takes a scanned image of text and analyzes the words in the images to create a text file of the scan. It "looks at the picture" [Optical] of the text [Characters] and interprets the patterns of the lines and curves [Recognition] as letters of text. However, prior to the latest release of GoldVisionPro, the less-than-100% accuracy of any OCR software has severely limited its practical use in business. 

Now GoldVisionPro's new VisionScan feature solves the accuracy problem by incorporating OCR processing in several unique ways.  When PaperPort is resident, GoldVisionPro automatically accesses the OCR functions to acquire the text from the scanned images while processing a new, or existing, image file. The original image file is retained 100% intact and accurate as an image, while the OCR text is AutoSummarized and stored as an adequately-accurate searchable index within the database.  Thus businesses realize the substantial value of rapidly creating an extensive searchable index for an image, while retaining the complete accuracy of the original file.

What do the Auto Summarize settings mean?
There are three user settings for configuring GoldVisionPro's Auto Summarize process:

Summary Percent of Total: This is the size of the Summary as a percentage of the entire document [e.g, a setting of 25% returns the top 25% most important sentences in the document]. The setting can be 0 to 100. [0 disables the AutoSummary process; 100 returns the entire document unsummarized.]

Unique Words Only: This setting controls returning ONLY a set of unique words [i.e., each word is only stored once] from the summarize process (True or False).  This is an alternative to the percentage summary process.  The result is a searchable list of any single word in the document.

Total Word Count Limitation: This is the maximum number of words returned in the GVP Summary. When set  to -1, it will return all words [no overall limit to the Summary size].  This setting provides the user with the ability to further restrict the size of the Summary stored in the database to less than the 64Kb GoldMine limit.  The Total Count limitation is applied after the document has been summarized to the requested percentage, or after the Unique Words list has been created.

What directory structure options does GoldVisionPro offer?
GoldVisionPro automatically moves your files and documents into a folder structure that you specify in your User Preferences. In this way, ALL files are reliably stored in common network locations. This eliminates the problem of users saving files on their local drive and linking them without putting the files in a shared location [= dead link]. GoldVisionPro can create new folders based on date or by GoldMine User ID. The date option can now be driven by the Current Date, the file Last Modified Date, or the file Creation Date. When comparing other structures, GoldVisionPro's dated folder option provides a more readily scalable, securable and administratively manageable method to organize files for expansion, backup, restoration and archive.

Doesn't it make more sense to put all of your client documents in a client folder structure?
The short answer is "No".  Please view our discussion paper that addresses this issue in more depth.

What does it mean to 'ReLink' an existing GoldMine Link using GoldVisionPro?
Generally, a file in GoldMine is linked to one Contact. But sometimes a document logically belongs to more than one Contact. Using GoldVisionPro, you can quickly create a new Link to one Contact, then  "ReLink"  that same document to a second Contact (and then to a third Contact, and so on). This allow the user to associate a single file to several Contacts, greatly expanding the search capabilities for that file.  With the release of version 5.5, GoldVisionPro provides the "Relink" capability both when creating a new Link in the V-QuickLink window, or when reviewing an existing Link in the Link Center.

What is a BDE and why should it concern me?
The BDE stands for Borland Database Engine and is used by GoldMine (and other programs). It is used with dBase and also SQL versions of GoldMine. Almost 80% of the problems that users report are due to BDE errors affecting the GoldMine database and how it allows other programs to access data. Common errors involve:
--wrong SHAREDMEMLOCATION setting
--GoldMine using wrong version of BDE config file
--invalid entries in the Registry
--other programs affecting the BDE entries


NOTE: This is no longer a concern for GoldMine version 7 and Premium Edition. These versions of GoldMine do not depend on BDE to access the back-end database.

Will GoldVisionPro work with XP Service Pack 2?
GoldVisionPro has been tested with XP Service Pack 2 and there are no known incompatibilities.

I tried to search in the Link Center for a file name, but it did not find any matches. Why?
Most likely you are running GoldMine with a back-end database that uses dBase files. The search for file name in the Link Center when using a dBase back-end is case sensitive. This means that a file named 'Annual Statement 2004.doc' will not be found using a search for "annual statement". Note that this is NOT a restriction of GoldVisionPro. It is a limitation of the dBase file structure. There is no such limitation when using SQL back-end.

GoldVisionPro works with GoldMine, but will it work with other software?
GoldVisionPro is a full-featured Document Management System designed to work with GoldMine as its back-end database.  It also integrates with other popular programs that aid your business. The GoldVisionPro Add-ins for Microsoft Office programs provide direct integration with Word, Excel and PowerPoint by way of one-touch toolbar buttons. If you have Adobe Acrobat installed, you can print any document as a PDF and then save the PDF as a Link. GoldVisionPro's new further-enhanced integration with ScanSoft's PaperPort streamlines the entire scan and store process with a series of automated and improved functions. With the release of version 5.5 there are files now available for integrating GoldVisionPro directly with Corel WordPerfect.  In addition, ANY file created by ANY program can be "dragged" to the GoldVisionPro icon on your Windows Desktop for quick processing into your system.


E-mail: support@GoldVisionSoftware.com
Phone: (480) 222-0577