Beyond OCR: Create a Searchable Document Hub with Knack + Documentero

Stop Searching for Documents—Start Searching With Data. 

What if you could instantly find any contract, invoice, or report based on the exact data used to create it? With Knack + Documentero, your documents are automatically searchable by content, not just filenames, eliminating the need for OCR (Optical Character Recognition).

Why Knack + Documentero?

OCR might help digitize paper-based content, but it doesn’t provide the structure, automation, and document generation needed for effective data management. With Knack’s no-code database capabilities and Documentero’s automated document creation, businesses can:

• Capture and structure data efficiently in a database.
• Generate documents automatically based on stored data.
• Enable instant search and retrieval of relevant documents.
• Send automated emails with generated documents as attachments.
• Create workflows that connect document processing with business operations.

What is Knack?

Knack is a powerful no-code database builder that enables users to create custom applications without programming. It allows businesses to store, structure, and manage data while offering advanced features like:

• Custom database design for organizing document-related data.
• User-friendly forms and portals for data submission and retrieval.
• Automations through Flows to trigger actions like sending emails, updating records, or integrating with other apps.
• Access control for different user roles to maintain security and permissions.
• Search capabilities that allow users to find documents based on structured fields, relationships, and specific views.

What is Documentero?

Documentero specializes in dynamic document generation from templates. Whether it’s contracts, invoices, reports, or certificates, Documentero enables users to:

• Use customizable templates that pull in data dynamically.
• Generate Word and PDF documents instantly.
• Automate document distribution via email or external systems.
• Integrate seamlessly with Knack to retrieve and populate data fields effortlessly.

Building a Searchable Document Hub Without OCR

Step 1: Store and Organize Data in Knack

With Knack, you can create a structured database that categorizes and organizes documents and related data. Each entry can include:

• Document Name
• Date Created
• Keywords for Searchability
• Related Customer/Project
• Data Fields for Customization
• File Attachments

Step 2: Automate Document Generation with Documentero

Once data is stored, Knack Flows can trigger Documentero to automatically create structured reports, contracts, or other documents using predefined templates. Examples include:

• Generating an invoice after a customer submits an order.
• Creating a contract when a client is onboarded.
• Producing reports with structured data for analysis.

Step 3: Enable Search & Retrieval

Knack provides two primary ways to search data:

• View-Based Search: Each “View” in Knack (such as grids, reports, calendars, and lists) has built-in search functionality, allowing users to filter and find documents based on relevant fields.
• Search Across Tables: The Search View feature enables users to perform global searches across multiple tables, provided the necessary connections (relationships) exist between them.

Because your documents are generated from Knack’s structured data, you can search using any field that was used to create them. For example, finding all contracts for a specific client generated in Q2 is instant and seamless—no OCR required.

Step 4: Automate Email & Workflow Actions

Once a document is generated, Knack Flows can automatically send it as an email attachment to a recipient, update the database, or trigger additional workflows like approvals or notifications.

Why You May Not Need OCR At All

While OCR is useful for digitizing physical documents, many businesses already work with structured digital data—eliminating the need for OCR altogether. Instead of extracting text from scans, businesses can capture data at the source (e.g., web forms, spreadsheets, CRM data) and directly input it into Knack. This approach ensures:

✅ More accurate data collection (avoiding OCR errors from poor scans or handwriting recognition). 

✅ Better automation with structured, actionable data. 

✅ Seamless document generation without relying on text extraction. 

✅ Faster workflows that bypass unnecessary OCR processing. 

✅ Search across documents using Knack’s built-in search features.

Who Benefits from This Integration?

• Law Firms: Store and retrieve legal contracts effortlessly.
• HR Departments: Automate employees offer letters and agreements.
• Finance Teams: Generate and track invoices and financial reports.
• Healthcare Providers: Store patient records and generate medical documents.
• Government Agencies: Digitize and manage permits, applications, and records.

Future-Proof Your Document Management

OCR is just one tool in the document management process—but it’s not always necessary. Instead of focusing on extracting text from scanned files, businesses should focus on storing, structuring, searching, and generating documents efficiently. 

By integrating Knack and Documentero, businesses can create a highly efficient, searchable document hub that makes document management smarter, not harder.

Ready to take document management to the next level? Start building your automated, searchable document system today with Knack + Documentero!