How many times have you found yourself in a situation where you scan a document, but because you’re busy, you give the digitized version a pretty vague filename?
At the time you do it, it’s not so bad, because you just made the file. But three weeks later, when you need to reference your scanned document, it’s almost impossible to find. Who knew your collection of documents like “aaaaaa.pdf” or “3.pdf” would come back to haunt you, right? (C’mon, we’re all guilty of it.)
Here’s the good news: this problem can now be solved forever thanks to the Xerox Intelligent Filer app.
Let’s find out how it works:
What Is the Xerox Intelligent Filer App, and How Does It Work?
The Xerox Intelligent Filer app works with ConnectKey-enabled devices (which includes pretty much any modern multifunction printer). This app is designed to simplify document handling by automatically organizing and naming scanned documents in an intelligent way. Artificial intelligence is used to assess the document, name it accordingly, and digitally file it in a way that makes sense.
Of course, you have control over naming conventions, storage locations, and so on. Minimal human input is required, which reduces the margin of error (i.e., misnaming or misfiling a document) and eliminates the temptation to give your file a “temporary” name (because we all know it’s never actually temporary!).
Implementing this kind of technology is quite easy to do, but the effects are huge. According to Xerox, 24% of employees can lose an entire day of productivity every week searching for documents. That’s pretty crazy—and totally unnecessary.
Next, let’s look at an example of how the app might work in a real-world scenario:
Here’s an Example of a Real-World Use Case for the Intelligent Filer App
Curious how the Intelligent Filer app works in practice? Imagine a small interior design firm. Staff members need to frequently scan documents like contracts, client proposals, and supplier invoices. With the Xerox Intelligent Filer App, as they scan these documents, the app automatically categorizes and names the digitized documents.
So, for example, contracts might be filed under a directory called “client agreements,” and the document files themselves could have names like “2024_Johnson_Project_Contract” or something to that effect—it’s up to the firm to decide what naming convention is best for them. Invoices could follow a similar path, being filed in a directory called “supplier invoices” where documents would be titled by the supplier and the date the invoice was received.
Either way, the business would have to endure no more manual sorting or renaming; the app does it. Not only does this save a ton of time while scanning in documents—after all, some people actually do give their files reasonably sane names—but later down the line, when those documents need to be pulled up, retrieving them is lightning-fast.
Interested in Learning More About Xerox Multifunction Printers, ConnectKey Technology, or How to Upgrade Your Office Equipment? Here’s What to Do Next
If the possibilities we’ve discussed here today sound exciting, you haven’t seen anything yet—modern Xerox technology is extremely impressive. The Intelligent Filer App is just one part of a greater whole that can introduce futuristic-feeling levels of automation into your business or organization. If you’d like to find out more, all you have to do is start a conversation with us. Please feel free to contact us or request a free online quote and we’ll be happy to set you down the path to a more efficient, productive workplace.
