It is important to understand that the program is not a completely complete solution. This is just an example of a possible configuration. All organizations have their own specifics of doing business and the program can be modified to suit the needs of a specific organization by removing unnecessary functionality and adding missing ones. You can change the types of tables and card forms, add new directories and tables, create printed forms based on samples, etc.

Screenshots of the program

For the first 60 launches, the program works in demo mode without any restrictions. After 60 launches, the program will switch to free version mode. The free version can be used without time restrictions.

To purchase the program, you need to select a license type. Licenses are divided into several types depending on the limit on the maximum number of simultaneous user sessions - i.e. the number of employees simultaneously working with the database. The number of users in the "Users" directory is also limited.

A program for recording incoming and outgoing correspondence and internal documents of an organization.

The software product can be customized to suit the needs of your organization.

Information about all correspondence of your company, as well as internal documents (orders, instructions, etc.) is in one place - Document Logs, and you can always easily find the one you need

All information about each incoming, outgoing or internal document is presented clearly in the Card of the corresponding document

You can customize the format of the document number as is customary in your office work

In the daily bustle of work, you will not forget about the deadline for an unfulfilled document! And you won’t have to sort through a pile of papers in search of such documents either - the program will remind you of them itself

Only authorized officials will receive alerts: alerts are configured for each user. There is also the opportunity to view reminders in the form of a calendar!

To start working with the program, you do not have to manually enter documents for previous years - you can automatically download them from an Excel file.

Convenient team work on documents is provided with support for network operation and the ability to differentiate rights. Access to and work with the program “Registration of Organizational Documents 4.8” is strictly regulated: three levels of access are implemented depending on the functions allowed to the user - administrative, user and for viewing only (without the right to make changes). Additionally, it is possible to fine-tune access to logs for each access level.

Support for working with a scanner will allow you to easily load scanned copies of original documents into the program; it is possible to stream scan when using a scanner that supports automatic sheet feeding.

Officials responsible for the execution of documents will be notified in a timely manner about the receipt of new tasks - the program has functions for sending notifications by e-mail with the ability to link files, store messages and search for them

Maintaining documents of any number of companies in one program: all information on documents is in one place, it is accessible and conveniently presented

The “See only your own documents” function allows you to divide documents between executors, eliminating the possibility of viewing and correcting other people’s documents.

To automatically archive file versions of programs over time on a daily basis, you can use the free Automatic File Archiving utility.

To install the free version of the program:

*Product support is provided online.

A license for 1 workplace of the standard (non-SQL) version of the program is provided free of charge, without restrictions.

To purchase additional network workstations, send us a request to This email address is being protected from spambots. You need JavaScript enabled to view it. , indicate in it the name of your company, the name of the product (“Registration of organizational documents 4.8”) and the number of additional jobs, and we will send you a contract and invoice.

Pay the bill in any way convenient for you.

After payment, send to This email address is being protected from spambots. You need JavaScript enabled to view it. confirmation of payment (copy or payment order number, date and amount of payment), and we will send you a registration code and activation code.

Price of the program “Registration of organizational documents 4.8”

Basic version- 1 workplace - Free

from 2nd to 5th inclusive - 4000 rubles for 1 workplace
from 6th to 10th inclusive - 3000 rubles for 1 workplace
from 11th to 20th inclusive - 2000 rubles for 1 workplace
from the 21st and more - 1000 rubles for 1 workplace

Price calculator

0+1*4000=4000 rub.

0+4*4000+1*3000=19000 rub.

0+4*4000+5*3000+10*2000+5*1000=56000 rub.

*Price includes 1 year of telephone and online technical support.

* Dispatch mode is licensed separately, the cost of a license for 1 year is 4,000 rubles. When you turn on the "Dispatcher" mode

For organizations that require increased data storage reliability and access security to information, blocking unauthorized access to data, possible built-in data encryption, the ability to use a web client to view documents and Android applications for notifying executors about the receipt of documents and monitoring the execution of documents, there is versions of the program Registration of organizational documents for Microsoft SQL Server and PostgreSQL.

To purchase the program "Registration of organizational documents" SQL version:

1. Download the demo version of the program (installation file for MS SQL Server and for PostgreSQL) and install the program.

2. Send us a request to This email address is being protected from spambots. You need JavaScript enabled to view it. , indicate in it the name of your company, the name of the product (“Registration of organizational documents 4.8 version MS SQL” or “Registration of organizational documents 4.8 version PostgreSQL”) and the number of jobs, and we will send you a contract and invoice.

3. Pay the bill in any way convenient for you.

4. After payment, send to This email address is being protected from spambots. You need JavaScript enabled to view it. confirmation of payment (copy or payment order number, date and amount of payment), and we will send you a registration code and activation code.
Original documents (agreement, act of acceptance and transfer of use rights, invoice, invoice, license agreement) are sent by mail after payment.

Price of the program “Registration of organizational documents 4.8 version MS SQL”

Basic version- 1 workplace - 9000 rubles

Additional workstations (for network collaboration):
from 2nd to 5th inclusive - 6000 rubles for 1 workplace
from 6th to 10th inclusive - 5000 rubles for 1 workplace
from 11th to 20th inclusive - 4000 rubles for 1 workplace
from the 21st and more - 3000 rubles for 1 workplace

To calculate the cost of licenses, you can use Price calculator

Example of cost calculation for 2 jobs:
9000+1*6000=15000 rub.

Example of cost calculation for 6 jobs:
9000+4*6000 +1*5000 =38000 rub.

Example of cost calculation for 25 jobs:
9000 +4*6000 +5*5000+10*4000+5*3000=113000 rub.

When choosing the extended warranty option, the cost of an additional year of support is 20% of the license cost.

* The license period is not limited.

"Control room" 1 month is provided free of charge, the cost of an unlimited time license is 12,000 rubles.

PostgreSQL is a freely distributed SQL server that is a worthy alternative to the commercial Microsoft SQL Server. The PostgreSQL DBMS is especially relevant for government agencies as part of compliance with the policy of using Russian software products.

Price of the program “Registration of organizational documents 4.8 version PostgreSQL”

Basic version- 1 workplace - 10,000 rubles

Additional workstations (for network collaboration):
from 2nd to 5th inclusive - 7000 rubles for 1 workplace
from 6th to 10th inclusive - 6000 rubles for 1 workplace
from 11th to 20th inclusive - 5000 rubles for 1 workplace
from the 21st and more - 4000 rubles for 1 workplace

To calculate the cost of licenses, you can use Price calculator

Example of cost calculation for 2 jobs:
10000+1*7000=17000 rub.

Example of cost calculation for 6 jobs:
10000+4*7000 +1*6000 =44000 rub.

Example of cost calculation for 25 jobs:
10000 +4*7000 +5*6000+10*5000+5*4000=138000 rub.

*Price includes 1 year of telephone and online technical support. When choosing the extended warranty option, the cost of an additional year of support is 20% of the license cost.

* The license period is not limited.

* Dispatch mode is licensed separately, the cost of a license for 1 year is 4,000 rubles. When you turn on the mode "Control room" 1 month is provided free of charge, the cost of an unlimited time license is 12,000 rubles.

Among program users State Unitary Enterprise of the City of Moscow "Office for Reconstruction and Development of Unique Objects", JSCB "Russian Trust Bank", LLC "KB Finance Business Bank", Commercial Bank "RBA", LLC "Multi-profile Processing Company", JSC "Tsentromashproekt", JSC "Krasnogorsk Plant" "Electrodvigatel", State Public Institution of the Republic of Dagestan "Directorate of the Unified State Customer-Developer" of the city of Makhachkala and many others.

Document accounting

If you are a responsible manager, then you have thought about proper accounting. Document accounting, contract accounting and documentation accounting are no less important in an enterprise. Our document accounting program is a comprehensive solution for automating document accounting. The document management system has a large functionality and a list of tools. Due to the fact that each record keeping is carried out differently in different institutions, we are ready to customize the program for recording documents individually to suit your requirements. Our document system will help you organize your document archive. In the database you can store both the documents themselves and links to the server where the data is stored. The advantage of the program is fast search. The program window is created in such a way that the search can be carried out by any of the fields. But that's not all the search possibilities. When working with a document accounting program, you can not only work with the entire database, but also, working with a special search window, display documents for a certain period, or by employee, client, and even by signing date. No more losses and difficulties in finding the right document. And your document management and contract management will become centralized and streamlined.

The document accounting program can be used not only as a data archive and document storage, but also as a document management program. Having created a database, you can follow the history of the document from its creation to all movements. You will be able to see all the people working with it. What stage is each document at?

Another advantage of the accounting program is the systematization and orderliness of all documents. Which creates a large classified system for electronic documents.

With our accounting program you can afford to forget about boxes and boxes of documents. Now you can find the one you need in a matter of seconds and just a couple of clicks.

Thanks to such an organized accounting system, you can divide all documents into categories and subcategories, divide them into departments and employees. You can even display reports on document flow.

Why do we need documentation systems? The answer to this question is very simple: it is human nature to make mistakes. It is necessary to reduce the number of errors in documentation. Now, with the help of an automated accounting system, it will be very difficult to lose a document. Document flow systems allow you to create notifications with the help of which the estimate program will remind you of any shortcomings.

What else is there in the accounting program for documents? Automated filling system, smart fields that remember the entered information and much more.

You can get acquainted with all the capabilities of the “Documentation” accounting program by simply calling or contacting us by mail.

Program for archives, accounting and document management - efficiently, quickly, automatically!

Video programs for recording documents and contracts

By watching the following video, you can quickly familiarize yourself with the capabilities of the USU program - the Universal Accounting System. If you do not see the video uploaded to YouTube, be sure to write to us, we will find another way to show the demo video!

Anatoly Wasserman about the new version 5.0 of the USU program

In addition to the opinions of ordinary users about the USU program, we now present to your attention the opinions of experts. Anatoly Wasserman was born on December 9, 1952. An engineer by training, he graduated from the Odessa Technological Institute of Refrigeration Industry. After graduating from the institute, I got a job as a programmer, then as a system programmer. He first appeared on screen in 1989, taking part in the “What? Where? When?" and at the Brain Ring. In the television “Own Game” he won fifteen victories in a row over two years, from 2001 to 2002. and became the best player of the decade in 2004. According to the sports version of “My Game,” he became a five-time champion of Ukraine. Four-time champion of Moscow in the sports version of “Own Game”, bronze and silver medalist in 2017. Silver medalist of the “Connoisseur Games”, the World Games of Connoisseurs in 2010 for “Your Game”.

Supplement to the program for professional managers - The Bible of the Modern Leader

Addition to the program for professional managers: for business development and increased income. A unique product developed at the intersection of two sciences: economics and information technology. There are no analogues

USU Mobile App

With the development of technology, life speeds up. You need to be on time everywhere - because the faster you do things, the more you earn. For this reason, it is very important to have a feature-rich mobile application at hand.

Alexander Druz about the Universal Accounting System

In addition to the opinions of ordinary users about the USU program, we now present to your attention the opinions of experts. Among them is the first master of the intellectual game "ChGK" Alexander Druz. He was awarded the Crystal Owl prize six times as the club's best player. Winner of the "Diamond Owl" - a prize for the best player. Received the title of champion of the television version of the Brain Ring. In the television program “Own Game” he won “Line Games”, “Super Cup”, won the “III Challenge Cup” with the team, and set an absolute record for performance in one game. Author and presenter of intellectual games and educational programs on various television channels.

Maxim Potashev on the effectiveness of the USU program

In addition to the opinions of ordinary users about the USU program, we now present to your attention the opinions of experts. Maxim Potashev - master of the game “What? Where? When?”, four times won the “Crystal Owl” prize, twice world champion, three times Russian champion, six-time Moscow champion, three-time winner of the Moscow Open Championship in the game “ChGK”. Based on the results of a general audience vote in 2000, he was recognized as the best player in all the years of existence of the elite club, created in 1975. 50 thousand viewers of the program voted for the candidacy of Maxim Potashev. The "Big Crystal Owl" and the main prize of the anniversary games - the "Diamond Star" of the master of the game - were awarded. Member of the board and since 2001 - vice-president of the International Association of Clubs. By profession - mathematician, marketer, business coach. He graduated from the Faculty of Management and Applied Mathematics, taught at the Department of General and Applied Economics at the Moscow Institute of Physics and Technology. In August 2010, he was appointed president of the All-Russian public organization “Russian Sports Bridge Federation”. He heads a consulting company that helps various organizations solve problems related to sales, marketing, customer service and business process optimization.

Sergey Karyakin about tactics in business

In addition to the opinions of ordinary users about the USU program, we now present to your attention the opinions of experts. Sergey Karyakin. At the age of 12, he became the youngest grandmaster in world history, which was included in the Guinness Book of Records. Won the Candidates Tournament. Awarded the FIDE World Cup. World champion in rapid chess, world champion in blitz. Honored Master of Sports of Ukraine. Honored Master of Sports of Russia, Grandmaster of Russia. Received the Order of Merit, 3rd degree. Member of the Public Chamber of the Russian Federation in its sixth composition. Repeated winner of children's and youth world and European championships. Winner and medalist of many major tournaments. Champion of the XXXVI World Chess Olympiad as a member of the Ukrainian team, silver medalist of the Olympics as a member of the Russian team. He showed the best result on his board in the tournament and received the first individual prize (on board 4). Champion of Russia with the best result on board 1. World champion in the Russian national team. Reached the semi-finals of the World Cup. Winner of a number of international tournaments.

Document program capabilities

Below is a short list of the capabilities of the USU program - the Universal Accounting System. Depending on the software configuration, the list of capabilities may change - become smaller or larger.

• The document-based program supports the simultaneous work of several users.
• Control of the program and accounting in it occurs at the highest level. Each user login is password protected.
• Each employee can periodically change his password in the program that controls document accounting.
• The program takes into account various facts and can change the password of any employee.
• In the accounting program that works with documents, there is a differentiation of access rights for employees of different specializations.
• Taking into account various circumstances, work on a local network through various network protocols is supported.
• The document control and accounting program has the ability to work via the Internet, if there is a network of branches or if the manager wants to view management reporting from home.
• The document control and accounting program has an easy and intuitive interface; any user can work with it.
• Working with control and accounting of documents, you can customize the design in the program, including thematic ones.
• When monitoring documents, in a computer accounting program, you can select your favorite color scheme for displaying windows from a list of blanks.
• By controlling the work of document accounting, the name of your organization will be displayed in the title of the main window.
• When managing work with documents, in the program settings you can set the name of your organization, contact information and details.
• Monitoring work processes in the accounting program is not particularly difficult. The main menu of the program, which automates the work of document accounting, is implemented simply and clearly. It consists of only three points: modules, reference books and reports. Modules are needed for everyday work, reference books are needed to customize the program to the specifics of your company, and with the help of reports you can analyze the results of work for any period of time.
• It’s easy to automate document accounting work. The accounting program supports mass email and SMS distribution.
• With the help of mass mailings of the accounting program, you can notify customers about ongoing promotions or discounts, as well as manage their alerts.
• By automating the work of document accounting, before sending SMS messages, you can preliminarily calculate the cost of mailing.
• The accounting and document management program can work with various equipment.
• When working with document management and accounting, you can view the audit for a specific account.
• The software that manages documents can be blocked if the user of the accounting program wants to leave the workplace for a long time.
• When managing documents, locks are used when editing any table entry, so that several simultaneously working employees do not overwrite the information entered by another person.
• When working with automation, a search in the accounting system can be performed using any column of the table.
• The document management and accounting program supports data import. For example, you can download a list of clients when starting to work with the accounting system.
• When exporting information to MS Excel, you can use old and new file formats.
• Automation of your organization is another step towards successful business!
• Let's start automation together!
• USU software - Universal Accounting System - also includes many other features!

Working with documents takes a lot of time from users, especially office workers. But there are many programs that can significantly optimize manual labor when working with documents by automating some processes. Many of these solutions are easy to use, very convenient and inexpensive, and therefore available to a wide range of users. Such programs will be discussed in this article.

Document organization

Users who have to deal with a large number of electronic documents are well aware of the situation when, even despite a strict system of catalogs and subdirectories, it takes a lot of time to find the right document. One of the options for solving this problem is to use a special cataloging program, the main task of which is to organize and sort data, which ultimately ensures a quick search for the necessary information. There are a huge variety of such catalogers on the market, and all of them are focused on cataloging either disks, folders and files, or some highly specialized information (movies, coins, stamps, etc.). Any universal cataloger that allows you to catalog folders and files of different types is suitable for cataloging documents. The best among such solutions is the WhereIsIt package (http://www.whereisit-soft.com/), but it is quite expensive, and its capabilities are clearly redundant for many users. For most people, using the WinCatalog Standard package will be sufficient.

Another way is to combine related documents into complex hierarchically structured documents stored inside data files corresponding to these structures. In such structured documents, it is much more convenient to navigate and find the information you need thanks to both structuring and advanced search capabilities within the document. In addition, such structuring allows you to perform external searches and search for documents based on fragments of the text included in them. For example, the Maple package is designed for creating hierarchically structured documents.

WinCatalog Standard

Developer: WinCatalog.com

Distribution size: 1.62 MB

Work under control: Windows 95/98/2000/Me/NT 4.0/XP

Distribution method: http://www.wincatalog.com/ru/download/wincatalogs10ru.exe)

Price: 200 rub.

WinCatalog Standard is an easy-to-use multifunctional cataloger with a clear Russian-language interface (Fig. 1). The package allows you to catalog data from any storage media that can be connected to a computer: floppy disks, hard and network drives, regular CDs and audio disks, Zip disks, etc. With its help, you can sort and organize any folders and files, regardless of their location. You can enter data into the catalog either manually (directly into virtual folders) or by scanning disks (including Zip archives located there) - in this case, for ease of orientation, folders and files extracted from disks are better then sorted into virtual folders, which, thanks to the support drag & drop operations will not take much time.

Rice. 1. WinCatalog Standard interface

General catalog management is easy and convenient. Dividing data into thematic folders greatly simplifies orientation, and the placement of folders and their nested elements can be easily changed by simply dragging and dropping. Advanced search (by name, comment, size and modification date; Fig. 2), supporting Boolean operations and the ability to select a specific folder for search, and also taking into account keywords (they can be prudently added to individual directory elements), allows you to quickly find the desired document , and find duplicates - remove duplicate elements from the collection. Exporting all or part of the documentation catalog to a CVS file makes it possible to process the data in another application (for example, MS Excel), and exporting to an HTML file is convenient for printing the catalog.

Rice. 2. Search documents in WinCatalog Standard

Maple 6.25

Developer: Crystal Office Systems

Distribution size: Maple - 5.3 MB, Maple Professional - 5.89 MB

Work under control: Windows (all versions)

Distribution method: shareware (30-day demo version: Maple - http://www.crystaloffice.com/maple.exe, Maple Professional - http://www.crystaloffice.com/maplepro.exe)

Price: Maple - $21.95, Maple Professional - $30.95

Maple is an easy-to-use document manager that allows you to combine diverse materials into hierarchical structures and ultimately obtain structured documents: business plans, reports, analytical notes, brochures, etc. In such hierarchical document trees, diverse information is presented more clearly, and finding any document is much easier than with standard cataloging. To view documents created in Maple, you need a special viewer, Maple Reader, which can be downloaded for free at: http://www.crystaloffice.com/mreader.exe (2.51 MB). The package has a user-friendly interface (Fig. 3) and is so easy to learn that even the lack of Russian localization of the program will not be an obstacle for most users, and therefore this solution can be recommended to the widest audience.

Rice. 3. Maple program interface

The manager is available in two versions: basic Maple and extended Maple Professional. Among the fundamental differences of the extended version is the presence of such additional functions as document search, grammar checking, file encryption and backup of hierarchical structures.

The basis of any document in Maple is a hierarchical tree of nodes, the level of nesting of subnodes in which, as well as their number, is unlimited. Each node is a separate document containing not only text (typed directly, pasted from the clipboard or imported from documents in RTF, DOC, WRI and HTML formats), but also tabular material, graphs, links to basic fragments of the final document or files, and etc. When preparing documents, it is possible to use a standard set of functions for working with text: changing the font type and size, creating lists, formatting paragraphs, using styles, etc. Integration with MS Word allows you to use the spell checker built into MS Word to check grammar and search for synonyms not only on English, but also in Russian. The built-in backup system provides the ability to create compressed backup copies of hierarchical documents (in ZIP and CAB formats). The built-in encryption wizard helps you encrypt sensitive documents using the Blowfish cryptographic algorithm. And the Finder search module allows you to quickly find the necessary documents by name fragment, author, comments, content (Fig. 4), etc.

Rice. 4. Search documents by content
in them the text in Maple

Quick access to documents

The technology of computer preparation of documents assumes that the created documents are subsequently used repeatedly. For example, when developing a new document, you may need one or two paragraphs from yesterday’s document, or the new document is generally a copy of the old one, but with changed variable information, etc.

Unfortunately, the user cannot always remember the name of an important document created the day before yesterday, and sometimes does not have the slightest idea of ​​where to look for it. Of course, you need to give documents meaningful names and save them, adhering to clear cataloging, but, alas, it happens otherwise, due to haste, distracting calls, etc. As a result, searching for the required document can take a lot of precious time - after all, it is not at all a fact that you will be able to open it through the Windows list of links to the latest documents accessible through the Start menu. The fact is that this list:

• limited to 15 documents - this means that the probability of including documents, for example, a week ago is practically zero;
• does not allow you to locate a document if you remember part of the text, but forgot the file name;
• does not include documents of the same name (but at the same time different) saved under the same name, but in different folders, which is important, for example, when working together on a document with the formation of several of its versions.

There is one more problem - the list of recent documents provided in Windows is one of the channels for leaking confidential data, since any user (including an attacker) can use it to find out about the nature of the owner’s computer activity. Therefore, it is recommended to clean this list regularly, for example, using utilities for removing “junk” data from the disk. As a result, a seemingly paradoxical situation arises: if a user regularly destroys information about recently used documents for security purposes, then he is deprived of quick access to them, and otherwise he risks becoming a victim of attackers. However, there is a way out - you can use the specialized utility ActualDoc, which expands the capabilities of Windows in terms of working with the latest documents.

If the required document was created a long time ago and therefore cannot appear in the list of recently opened documents (both built into Windows and in the ActualDoc list), then you will have to resort to searching for it. Another problem arises here - as a rule, the user does not remember the name of the document (as well as the date of its creation), but he knows which keywords appear in the text. This means that you need to search for a document by fragments of the text included in it - alas, although this task can be solved using the built-in tools of Windows or, for example, Word, it is very mediocre. And the point is not only that such a search is not entirely obvious and is performed slowly - sometimes you can live with this. What is more important is that not all files will be found - the morphological features of the Russian language will not be taken into account during the search, so files in which the searched words have a different case ending will remain unfound. At the same time, specialized search utilities such as “Snoop” (http://www.isleuthhound.com/ru/), Superior Search (http://superiorsearch.ru/), “Archivarius 3000” and Phoenix Search (http ://indexlab.net/), can quickly find the necessary documents regardless of their location. The most attractive among the mentioned solutions in terms of price/quality ratio seems to us to be the Archivarius 3000 package.

ActualDoc 3.5

Developer: Flexigen Software

Distribution size: Standard - 4.1 MB, Professional - 3.6 MB

Work under control: Windows 2000/XP/2003/Vista

Distribution method: Standard - freeware (http://www.flexigensoft.com/files/download/actualdoc-standard.exe), Professional - shareware (14-day demo version - http://www.flexigensoft.com/files/download/ actualdoc.exe)

Price: Standard - free, Professional - $19.95

ActualDoc is a recent document manager that remembers used documents and provides quick and secure access to them. The program is simple and intuitive, has a user-friendly interface with support for the Russian language (Fig. 5) and requires virtually no time to master, especially since it is accompanied by a comprehensive help system, and therefore can become an indispensable tool for both professionals and home users.

Rice. 5. ActualDoc program interface

ActualDoc keeps track of the download of an unlimited number of documents within a user-specified period (60 days by default), supports more than 40 file formats (text and graphic files, MS Office documents and HTML documents, PDF files, etc.) and allows you to quickly download any of them. Finding the required document in the program environment is not a problem. If the scroll of documents she has memorized is relatively small, then you can select the document directly from the list. Otherwise, it would be wiser to first limit the list of possible candidates by filtering it (filtering by time is possible). O interval, by extension and category) or search by document name (in general) or by a fragment of the text included in it (however, searching in Russian text is not always successful). There is another way to quickly open the desired document - through built-in bookmarks (the same as in Internet Explorer; Fig. 6), which can be assigned to individual frequently used documents and significantly speed up access to them, since there is no need to search. The selected document is available in the built-in viewer - for viewing, searching and copying, as well as in an external application - for editing and can be used for complete processing, selective copying of information from it, or for sending the document by e-mail. At the same time, the list of documents itself can be hidden from prying eyes and protected by a password - in this case, recently used files will not be displayed in the menu Start -> Documents.

Rice. 6. Opening a document via a bookmark
in ActualDoc

The package comes in two versions: the free basic Standard and the paid Professional. The free version does not allow you to view documents in built-in viewers, use the search function (as a result, you can only search for documents visually, viewing the full or filtered list), create custom categories and edit bookmarks.

Archivist 3000 (3.82)

Developer: Likasoft

Distribution size: 3 MB

Work under control: Windows 95/98/Me/NT/2000/XP/2003/Vista

Distribution method: shareware (30-day demo version - http://www.likasoft.com/download/arch3000-ru.exe)

Price: student license - 195 rubles, personal license - 295 rubles, commercial license - 900 rubles.

« Archivist 3000 is the optimal solution for quickly searching documents in 18 different languages ​​(including Russian, English, German and French), aimed at a wide range of users. The program provides instant access to documents located on your hard drive, network and removable drives (CD, DVD, ZIP, etc.), and can work with all popular document types (PDF files, MS Office documents, text files, etc. .). It can search in archives (ZIP, RAR, etc.), in email messages (Outlook, Outlook Express, The Bat!, etc.) and files attached to them. In addition, searching in the Lotus Notes and Lotus Domino databases and in the ICQ, Odigo IM and Miranda IM message databases is supported.

Along with regular search by keyword or set of keywords, the program supports an advanced search mode using logical functions and can search for documents not only by content, but also by file name, modification date, size, document type, encoding, etc. ( Fig. 7). Thanks to full Unicode support, searches are performed correctly not only in documents in one language, but also in multilingual ones (for example, with text in Russian and German simultaneously). It is possible to remotely search for documents via the Internet with subsequent access to the found documents through any Internet browser, for example, Internet Explorer. Search results can be presented in excerpt mode, when the most significant (relevant) fragments of selected documents are displayed with highlighting of the found words, and in table mode, when brief information about the documents is displayed (Fig. 8), by which they can be sorted.

Rice. 7. Search for documents in the Archivist 3000 environment

Rice. 8. Options for presenting search results
in "Archivarius 3000"

Filling out standard documents

Preparation of standard documents takes up a significant part of the time of those users who, as part of their duties, are involved in the preparation of various documentation in insurance companies, banks, notary offices, companies providing various types of services, etc. As a rule, such documents are created in the Word text editor based on initially developed basic documents, in which some variable information is simply replaced. There is nothing complicated about this, but with large volumes of documentation, errors are inevitable - you can, for example, accidentally enter data in the wrong place where it is supposed to be, or erase several words of the document, etc. Therefore, it is desirable that only those fields in which data must be entered are open for input, and all other text is blocked. The developers have provided the ability to create such documents in Word. It is enough to develop a series of templates for all standard documents used in the organization, for each template to prohibit changing permanent data (command Tools -> Set protection -> Prohibit any changes except entering data into form fields) and train users to create documents using templates. For standard documents, where there is relatively little variable information, such templates will be quite sufficient to significantly speed up the process of document preparation and reduce the risk of errors.

However, in practice, many standard documents are used in which variable information takes up up to half the volume, and some of the variable data is repeated several times in one form or another (Fig. 9) - for example, full name. in different cases, words for entered dates or amounts, etc. In this case, using Word templates does not help much, since filling out documents even using templates will take a lot of time, because all variable data will have to be entered manually.

Rice. 9. Example of a document with a large volume
variable information

There is one more feature of the preparation of standard documents - often it is necessary to prepare not one document, but several at once (for example, to draw up a bank agreement on opening a depositary, three or four types of agreements are needed for signature). Thus, the same information has to be entered into different documents, which also takes a lot of time, and the likelihood of making an error increases accordingly. You can prepare such documents much faster using specialized applications designed to automate the process of preparing standard documents, such as AutoDoc or Blitz Document. These applications are also based on the use of templates, which, unlike ordinary Word templates, not only allow you to enter data into the fields provided for this (for which the user needs to fill out a set of forms with data), but are also able to transform the entered data in a programmed way, for example can replace numbers in words, declension of words and phrases according to grammatical cases, etc. As a result, the necessary documents are filled out quickly, and the number of errors that can be made is an order of magnitude less than when preparing them traditionally in Word. In addition, creating standard documents through specialized solutions is also attractive because all created documents are automatically cataloged and finding any of them in the future is not a problem, and the user is not required to know the intricacies of document preparation, because all legal nuances are already taken into account in the templates.

AutoDoc 1.2

Developer: EleWise

Distribution size: 6 MB

Work under control: Windows 2000/XP/2003

Distribution method: shareware (functionally limited demo version - http://www.auto-doc.ru/download/autodoc/AutoDoc_Demo.exe)

Price:"AvtoDoc-Personal" - 1980 rubles, "AvtoDoc-Server" - 2980 rubles, "AvtoDoc-Client" - 1490 rubles.

"AutoDoc" is a program that allows you to automate and speed up the process of filling out standard documents using templates created using MS Word and maintaining an archive of documents and records made using these templates. The process of generating new documents in it is extremely automated - just select the desired business scenario from the general list of scenarios (a business scenario means a customized template) and fill out the input form with the required data (Fig. 10). The created document can be viewed, saved, printed, or opened in Word for further editing.

Rice. 10. Creating a document using the “AutoDoc” script

The number of built-in scripts is small (Fig. 11), but can be expanded with custom scripts, the creation process of which is presented in detail and clearly in the help and is fully controlled by the wizard, and therefore is accessible to most users. Developing a new script involves performing five steps: entering the name of the script, creating a template, defining variables, setting up and testing the script and saving it for further editing (Fig. 12). At first glance, preparing a template may cause some difficulties, since it must be created manually in Word, and this requires knowledge of a scripting language. But in practice, everything is much simpler - it is enough to understand that variables are entered in curly brackets, and the $ sign is placed in front of them; all other text is printed in the usual way (Fig. 13). New templates can be created not only from scratch, but also based on existing templates or ready-made documents - in the first case, you just need to change the script settings and test it with the changed settings, and in the second, open a ready-made document, replace changing information with variables and specify it program as a template. Variables can be of several types, including those that allow:

• enter data into several fields at once: full name, passport data, organization details, etc.;
• select a variable value from a set of values;
• perform various operations and transformations: calculate the percentage of a number or VAT of an amount, convert a number into a string, enter the current date, etc.;
• indicate a word or phrase in a certain case, etc.

Documents created according to AutoDoc business scenarios are saved in the form of clearly structured records, and therefore at any time you can find the desired document by filtering or searching, view it, print it, regenerate or delete it.

Rice. 11. “AutoDoc” window with a list of built-in groups
business scenarios

Rice. 12. Development of a new script in AutoDoc

Rice. 13. Example of template text in “AutoDoc”,
in which four variables appear: “number”,
“month”, “organization” and “full name”

The program is supplied in two versions: single-user - "AvtoDoc-Personal" and multi-user (network), represented by two modules - "AvtoDoc-Server" and "AvtoDoc-Client". In the single-user version, all components of the system are located on the local computer, and in the multi-user version, the database of scripts, templates and records is installed on the server, and on user computers only the client part is installed, which allows the use of all AutoDoc materials stored on the server.

Blitz Document 3.4.1

Developer: BlitzSoft

Distribution size: 991 KB

Work under control: Windows NT/2000/XP/2003/Vista

Distribution method: shareware (functionally limited demo version - http://blitz-doc.ru/insblitz.exe)

Price: 500 rub.

Blitz Document is a compact program for automatically creating standard documents using script templates. It allows you to quickly generate documents based on built-in templates, the number of which is more than 30 (Fig. 14), or custom scripts that can be developed based on built-in templates or empty layouts. Creating a document using a ready-made script is extremely simple - just select the type of script and follow the instructions of the wizard, who will conscientiously guide the user through all stages of document preparation (Fig. 15). The finished document can be viewed, printed, edited in the built-in text editor (both variable and constant data can be corrected) or opened for editing in Word.

Rice. 14. List of built-in Blitz Document scripts

Rice. 15. Creating a scripted document
Blitz Document

The development of created templates is somewhat more complicated, but will also be within the capabilities of most users. True, mastering this feature will take some time, since, unfortunately, the reference information included with the program is designed for sufficiently trained users (it is very sparse and does not contain any illustrations or examples). Technically, creating a new template consists of two stages: selecting a built-in template or layout on the basis of which a new template will be developed, and sequential adjustment of the constant and variable data included in it (Fig. 16). Constant data is entered in its real form, but not directly into the text, but through dialog boxes. Variable information is also adjusted during the dialogue and is no longer entered directly, but is replaced by variables with wildcard labels, designed taking into account the scripting language used in the program. Scripts can not only display the text entered during document generation, but also change it using a system of data substitution or transformation commands. For example, it is provided:

Rice. 16. Development of a new template based on the layout
in Blitz Document

• Declension of words and phrases according to grammatical cases;
• converting numbers to strings;
• converting calendar dates into strings;
• carrying out any calculations used in legal and business documents;
• changing the text depending on the value of the entered data, etc.

Documents created using Blitz Document are saved in structured journals - this allows you to quickly navigate through the documentation and almost instantly gain access to the necessary materials, for example, in order to print them. In addition, documents can be grouped into virtual files, which is convenient for quick access to materials related to a specific subject or object appearing in the database.

OCR text in scanned documents

Users who often have to convert paper documents (pages of a book, newspaper, magazine or fax) into an electronic editable format cannot do without a character recognition system, or OCR (Optical Character Recognition) system, designed to automatically enter text from paper documents into a computer. Theoretically, you can use the FineReader program from ABBYY or CuneiForm from Cognitive Technologies - both are reliable in operation and have high recognition accuracy. But the FineReader package has a simplified and affordable version for home users, ABBYY FineReader 8.0 Home Edition, which makes it more attractive to a wider audience.

ABBYY FineReader 8.0

Developer: ABBYY Software

Distribution size: 40.5 MB

Work under control: Windows 98/Me/NT 4.0/2000/XP

Distribution method: shareware (there is no demo version of FineReader Home Edition, a functionally limited demo version of FineReader Professional Edition - http://www.abbyy.ru/download/?param=45793)

Price: FineReader Home Edition - 990 RUR, FineReader Professional Edition - 3750 RUR.

ABBYY FineReader is an ideal solution for recognizing documents in which not only the text, but also the design is recognized, which ensures accurate transmission of tables, pictures and text division into columns (Fig. 17). The program is easy to use, can recognize multilingual (179 languages ​​are supported) and multi-page documents. It is possible to recognize the entire document or its individual pages. The result can be saved in one of the common formats: RTF, DOC, XLS, HTML, TXT or PDF. It is possible to save recognition results step by step to eliminate errors. Export of recognition results directly to Microsoft Word, Excel, Lotus Word Pro, Corel WordPerect and Adobe Acrobat has been implemented. The built-in spell checker (for 36 languages) will help speed up checking the result, and integration with Microsoft Word allows you to call the program directly from Word, without being distracted from working with the text.

Rice. 17. Result of document recognition
in ABBYY FineReader Home Edition

The program is presented in two versions: FineReader Home Edition, designed for beginners, and FineReader Professional Edition, aimed at professionals. The professional version allows you to manage recognition parameters (change the mode, perform recognition with training) and has a richer set of recognition functions (recognition of PDF files, texts captured with a digital camera, etc.). In addition, the Professional Edition provides more different saving formats, added the ability to recognize barcodes and quickly recognize screenshots using the Screenshot Reader utility.

Converting documents from PDF format

All technical documentation is supplied today in PDF format, in which the free Adobe Acrobat Reader utility is used to view documents. But quite often there is a need to use fragments of PDF files when preparing your own documents or editing materials in PDF format (for example, an article, contract, report, etc.). In the first case, you will need to extract fragments of text and/or images from PDF files (theoretically, this can be done using the built-in tools of Acrobat Reader, but with very mediocre results). In the second case, you will have to convert PDF documents into an editable format (for example, into Word format) while maintaining the design of the original document, which is not even provided for in Acrobat Reader. In such cases, special utilities will come to the rescue, of which the most attractive packages are ABBYY PDF Transformer and PDF2Word (http://www.toppdf.com/pdf2word/index.html). We will look at the first of them - although it is more expensive, it has a Russian-language interface and allows you to convert PDF files into several editable formats, and can correctly recognize not only English, but also Russian text.

ABBYY PDF Transformer 2.0

Developer: ABBYY Software

Distribution size: 52 MB

Work under control: Windows 2000 (SP2 or higher)/XP/Server 2003

Distribution method: shareware (15-day demo version - http://www.abbyy.ru/pdftransformer/?param=35957)

Price: 1490 rub.

ABBYY PDF Transformer is a utility for converting PDF documents into Microsoft Word document formats (Fig. 18), Excel, as well as HTML and TXT files. The package has an intuitive interface and is very easy to use, so even novice users will be able to master it.

ABBYY PDF Transformer can convert any PDF files, including files without a text layer (such files are most often obtained from scanned documents and represent an image of text), and correctly processes PDF files containing any combination of supported languages ​​(including Russian and English). The utility accurately preserves the design of the source document (pictures, tables, column layout, links) and allows you to manage conversion and saving options. For example, you can clearly define areas that should be perceived by the program as text or as an image (which is important for PDF files with complex design), save the finished document with the same design as in the original, or as a column of text (with or without pictures - optional) etc. If necessary, it is possible to selectively convert individual pages or even their fragments. In addition, ABBYY PDF Transformer can also perform reverse conversion, allowing you to create PDF files from Microsoft Word documents, Excel tables, PowerPoint presentations, Visio diagrams and HTML files, as well as from almost any application that supports printing a document (this is implemented via virtual printer PDF-XChange for ABBYY PDF Transformer 2.0).