Archetype Software Limited | Management Software for Design Offices


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Main Menu: » Home Page » Introduction » New in release 12 » Why choose Archetype » Job Costing » Fees / Invoices » PDF Files » Archetype PlotStation » Archetype Finance » ArcheScan » Calendar » Certificates » Contact Management » Distribution Lists » Drawing Register » Door Schedules » E-mail » Fax » Holidays » Incoming Documents » Instructions » Letter » Mailbook » Print Register » Project Details » Project Diary » Project Plan » Project Register » Project Team » Room Schedule » Resource Schedule » Staff List » Staff Team » Task List » Time Sheets » Memo » Change Authorisations » Document Receipts » Hazard Report » HSE Notification » HSE Checklist » Method Procedures » Minutes and Agendas » Project Notes » Permits to Work » Technical Queries » Lintol Schedules » Risk Assessments » Room Data Sheets » Sanitaryware Schedules » Signage Schedules » Window Schedules » Site terms	Archetype Document Scanning (ArcheScan): The Archetype scanning module can be used to scan paper documents and to store them in the Archetype document registers. Since the scanning process is fully integrated with other Archetype modules e.g. mail book, project register, letter, fax and document registers, task lists, etc. ArcheScan simplifies the whole process of scanning, reading, circulating, filing and eventual archiving of all incoming paper documents. Some scanners offer the option to email scanned documents given that broadband or other Internet connections are available. This simply changes one problem into another since you probably already have a problem in managing your emails and associated attachments. Issues such as who else should read the document (forwarding the email may mean multiple copies of the email and attachments), where should it be filed so that it can be located when necessary, etc. are not addressed. With Archetype the distribution, filing and finding the document are all integrated into a simple process. Scanning Incoming Mail: Incoming mail can be scanned and allocated to any member(s) of staff. The item is then recorded in the document registers (e.g. the incoming letter register and the mail book from where it can be accessed) and is also added as a task to the staff member(s) task list from where it can be viewed and circulated to other staff members. Scan, distribute and file process: Scan document - any number of pages - file names and folders are not required Allocate to any staff member(s) - select from staff list Staff member is notified of new task Scanned document can be viewed in task list . Task with document can be delegated and/or copied to any other members of staff Task with document can be copied to any number of staff e.g. members of design team (see Staff team) Document can be viewed in the project file e.g. incoming letters, faxes or document register. There is only one copy of the document and, if it is annotated, everyone will see the annotations. The image below shows the incoming letter register for a project. Selecting the Open button on the left of a document will open the scanned document and allow viewing, zooming, panning and mark up of the document.
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