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Last updated on 18.09.2019

Document status

What is a document status and for what do I need it?

Article ID: #RPOHD26496

Status entries are used to make your documents in the document list even more informative and to make various document properties recognizable in color. For example, you can assign the status "not paid" and color red for your incoming invoices and the color "green" for "paid". Accordingly, in addition to the document entry "Invoice XYZ" in the main view, the bar will change from default gray to red or green, depending on which status has been assigned to the document, giving you an overview of all your unpaid or already paid invoices.


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How can I set the document status for a document?

Article ID: #RPOHD26588

Select the document for which you want to set the document status and either double-click on the entry or on the "Document properties" icon.

Now select the 3 tab "Tagging" and the area "Document status".
Now you can choose from the status entries that come with the installation or create your own by clicking on "Edit document status".
After you have selected a status entry, save the changes by clicking on the "Save change" button below.
You can see that the status entry in the document list changes according to your specifications.


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How can I create new document status entries or edit existing ones?

Article ID: #RPOHD26680

Quite simply, select any document and double-click the entry or the Document properties icon.

Now select the 3 tab "Tagging" and the area "Document status".

Now click on "Edit document status".
Now select the entry from the list you want to edit and click on it. Edit the entry and then click on "Save current entry".
If you would like to create a new entry, click on "Create new entry", select background color and font color, enter the name and if necessary make a note and save the entry by clicking "Save current entry."


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How are the status entries displayed in the interface?

Article ID: #RPOHD26772

Documents in the document list have a standard gray bar on the left - which means that no document status has been stored for this document.
For those documents that have received a status entry, the bar is marked accordingly in color.

Move your mouse over this bar and the title of the document status entry will be displayed completely.
Of course you can change the entry at any time.


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Custom fields

What does custom fields in PaperOffice mean?

Article ID: #RPOHD3220

Custom fields in PaperOffice are fields that can be stored in the properties of a document.

You can create as many custom fields in PaperOffice as you want, for example, to note information that does not contain the added document or file and then to search for it explicitly. Insert e.g. the name of a specialist consultant, the delivery date, the customer number or a contract number or simply create booking accounts, fill them with values and export them later.

All created user-defined fields are directly available in the document's properties.


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How can I edit custom fields?

Article ID: #RPOHD3312

You can create and manage as many custom fields as you like.

To edit custom fields in PaperOffice, proceed as following:

1. Select any document

2. Right-click on the document and select "Properties" or double-click the entry

3. Go to the "Custom fields" tab and click "Edit custom fields"


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Which values can be created as custom fields?

Article ID: #RPOHD20148

It can be defined beforehand what type of input may be made in the new field. Text: single-line or multi-line, date, numbers, numbers and decimals, email address, web address, selection list, checkbox, etc. If the new field is already filled in with a value, this can already be specified in advance.

If the new field should be already filled in with a value, this can be specified also in advance.

Custom fields are always available and visible by default. However, if a particular field should only be available for one document type, this can be specified in the Administration. Simply select at "Show when this document type" the appropriate document type and save your settings. In the administration list, you can see for which document types which custom fields are used.


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Can I search for the contents of custom fields?

Article ID: #RPOHD26864

Of course, you can search for any value that is deposited by you as text, number, email address, web address or in the selection list.
In the search, a found match is indicated as "CF hit".

In addition, you can filter in the advanced search for the values that you define in the "Selection list" field type.


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User

Can user rights also be set individually for different database areas?

Article ID: #RPOHD20240

Individual user rights can be defined within the groups, these groups can only be created and changed by the administrator.

Log in with the administrator's username.

1. Now click on the "Settings" icon or on the user name.

2. Select "User groups."

3. Click on "Edit groups" (The entry Admin is already predefined and can not be changed).

4. Create a new entry and enter a name for the user group. After the group has been created, click "X" to exit the management module.

5. Your new group has been created, click on it and now you can assign different rights, like:

- Right document properties

- Right documents and original files

- Right Settings

Customize. Save your changes.

6. To assign newly created user groups with the predefined rights to your existing users, you must go to "Users", select a user and click on "Edit selected user", select now the user group in the Access rights area.


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How do I create user groups?

Article ID: #RPOHD20332

1. Now click on the "Settings" icon or on the user name.

2. Select "User groups."

3. Click on "Edit groups" (The entry Admin is already predefined and can not be changed).

4. Create a new entry and enter a name for the user group. After the group has been created, click "X" to exit the management module.

5. Your new group has been created, click on it and now you can assign different rights, like:

- Right document properties

- Right documents and original files

- Right Settings

Customize. Save your changes.

6. To assign newly created user groups with the predefined rights to your existing users, you must go to "Users", select a user and click on "Edit selected user", select now the user group in the Access rights area.


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How do I add new users?

Article ID: #RPOHD5152

New users (only available on PaperOffice Team) can be added by creating new PaperOffice user accounts and connecting them to the existing database.

1.Create a new PaperOffice user account by clicking on the appropriate button and entering the required data for your user account in the next step.

2.After the PaperOffice user account has been created, select "Options" and "Continue and manage database connection".

Then select the appropriate path to the existing database. PaperOffice automatically detects that new users want to log in to the database, checks whether your license limitation allows it and adds it to the network.

User groups can later be edited by the administrator after all users have logged in to the database. This completes the process.


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General information about the user administration

Article ID: #RPOHD5244

Central user administration gives you an overview of all user data and their release levels.
The user management in PaperOffice offers numerous functions for the administration of complex user structures within your network with different rights and assignment of release levels.
You can also create individual groups and determine who has access to what and where. Thus, users who do not conform to the access level can not see the folders or documents.


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How to manage already created users?

Article ID: #RPOHD5336

The central user management always takes place for each PaperOffice database. All users connected to one common database are listed in the user management:

User accounts can be edited in the user management by setting individual approval levels, user groups, departments and changing the first name and last name. All users who do not match the assigned level will not see the folder and/or documents.

Password and email changes for each user are made in the login screen, and cannot be changed in the user management due to various privacy requirements.


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How can I change an existing password for the user?

Article ID: #RPOHD5428

For each PaperOffice account creation, the user must enter their individual password. This password can be subsequently changed in the login window.
With the respective user who wants to change his password, call the login window and click on "Change password or email address".

In the next step, click "OK" in the confirmation window. Now enter the security code that has been sent to the user email address to ensure user verification.

Now enter the new password and repeat it in the next step. Optionally, you can also change the email address in the next step. If you do not want to change it, simply confirm your existing email address by clicking on "OK".

After the change is confirmed as successful, PaperOffice exits and restarts automatically.


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How can I change the user photo?

Article ID: #RPOHD5612

The profile picture of the user can be changed very easily by calling up the user settings in the upper right corner or by click on the Settings icon.

Then select the "Users" section. Mark now the user in the list for whom you want to save another user profile picture. Then click on "Edit selected user".

Now move your mouse over the profile picture and click on it to edit it. Then select the appropriate profile picture and save your changes.


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Workflow with SmartSpell

What is a SmartSpell dictionary and how can I manage it?

Article ID: #RPOHD20424

SmartSpell is the automated word correction tool for your text recognition. SmartSpell uses its own industry-specific dictionaries to perform the recognition as well as possible. The SmartSpell word correction is also used in case of OCR text recognition terms or names, often those that prove to be proper names, are misrecognized, so you can easily deposit them in the SmartSpell dictionary administration. You enter the misrecognized word and the correct replacement.

SmartSpell detection is enabled by default. If you want to add specific words to your SmartSpell dictionary, just click the Settings icon and then SmartSpell dictionary. Please note that the SmartSpell correction is not carried out for files in which the text recognition can be read out.

To add a word to the SmartSpell Administration, click "Add new word to the dictionary". Enter the misrecognized word in "Recognized word" and the correct word in "Replacement" accordingly. Select the appropriate document language.

Save your entries. PaperOffice will now correct this term in any future stored document and display it accordingly in the text recognition.


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Supported platforms, technical requirements and hardware compatibility
Support Recommendations and releases
Operating systems
Released under: Windows® 10 x64 (64bit), Microsoft® Office® 2013-2016, Microsoft® Office® 365. Recommended: Windows® 10 x64 (64bit). The use of different components is possible, but may lead to technical limitations. PaperOffice required for proper operation of local administrator rights. Verify Operating System independent through a test installation if all functions meet your requirements, because due to lack of update / system support can be no official release.
Display
Required: 1280 x 768, Recommended: 1920 x 1080 or more. Mobile devices - Required: 960 x 640, Recommended: 1280 x 720 or more.
Hardware
Required: 4GB memory, processor performance Intel i5 of the current generation (or equivalent), internet connection (downstream at least 10Mbit, upstream at 1Mbit). Internet connection is not required for productive operation, only for downloading the setup package, creating the user account, database creation and adding the device. Recommended: as before, but 8GB RAM, Intel i7 (or equivalent), installation and database on SSD, internet connection (downstream at least 16 Mbit, upstream synchronous or at least 5 Mbit)
Network (optional)
Required: Standard TCP / IP network 100Mbit. Recommended: Standard TCP / IP network 1Gbit. For RSPS (Secure Personal Server) or server remote networking Server connection with min. 50Mbit synchronous, client connection with min. 20Mbit downstream, 1Mbit upstream.
Database
Required: at least 1GB MB of free space on local database storage. Recommended: Data storage on a NAS device (such as QNAP) with at least 10GB MB of free space.
Printer / Scanner (optional)
For applications purposes with little paper volume: commercial flatbed or sheet-fed scanner using WIA or TWAIN interface, inkjet or laser printer. For applications with medium volume of paper: Powerful feed scanner with ADF (automatic document feeder) with WIA or TWAIN interface, laser printers. For applications with a high volume of paper: Big combo devices such as Konica Minolta BizHub series with WIA or TWAIN interface or Scan2file function.
Licensing
Each PaperOffice program license (One, One Plus or Team) is valid for one user account, one database and for installation on one PC. To use PaperOffice in the network, NAS or your own server, you need the version PaperOffice Team.
The database server itself does not require a separate license.
PaperOffice can be reinstalled any number of times on the licensed PC.
If you want to work with several databases, you need a separate PaperOffice user account for each database. Otherwise, you can change the database every 96 hours.

Example:
PaperOffice as single-user version and local database storage = 1 piece PaperOffice One or One Plus
PaperOffice as a single-user version and database storage on NAS (such as QNAP) = 1 piece PaperOffice Team
PaperOffice in the network on 5 PCs and database storage on NAS (such as QNAP) = 5 pieces of PaperOffice Team
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