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Last updated on 18.06.2019

Folder list

How do I change the order of existing folders or subfolders?

Article ID: #RPOHD20056

You can easily drag folders or subfolders to the corresponding main folder by dragging and dropping them. First mark the folder that you want to drag in and drag it with the left mouse button into the main folder or between folders and then release.


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How do I create and import folders and subfolders?

Article ID: #RPOHD3128

New folders and subfolders can easily be added to your folder structure or, using the built-in MassImporter, your existing file system folder structure.

Click on the main folder and select "Create new subfolder" or "Mass import into this folder".


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How can I manage existing folders?

Article ID: #RPOHD3036

Easily manage your folders within the Administration folder, rename them, create subcategory folders, and add highly customized remarks. In addition, contacts can be linked to your folders by selecting existing contacts.

To do this, select the appropriate folder and right-click on it.


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How do I change the folder icon?

Article ID: #RPOHD17112

Folders can be marked with different existing icons. Select the corresponding folder and click with the right mouse button, then select "Folder symbol".


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How can I add or change a folder color?

Article ID: #RPOHD16376

Quite simple: select the folder and right-click on it and select "folder color". Select the appropriate color - folders will be synced and the folder color will be added.


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Document preview

Can I save notes and comments on the document preview ??

Article ID: #RPOHD20976

The document preview is the central element, which always presents a comprehensive preview of the currently selected document.

By clicking on each page, it will be displayed as a large preview image. You can switch between the individual pages by clicking on them with the left mouse button. Tip: Select several documents in the document list - all pages are displayed in the preview view.


Furthermore, to the right of the document preview, various options are offered to call the OCR or, for example, the versioning of the document.




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What is a document preview and where can I find it?

Article ID: #RPOHD3404

The document preview is the central element, which always presents a comprehensive preview of the currently selected document.

By clicking on each page, it will be displayed as a large preview image. You can switch between the individual pages by clicking on them with the left mouse button. Tip: Select several documents in the document list - all pages are displayed in the preview view.


Furthermore, to the right of the document preview, various options are offered to call the OCR or, for example, the versioning of the document.




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Is a document preview of all document pages provided?

Article ID: #RPOHD3496

There are previews of all the pages that your document involves. If you click on the thumbnails of the pages, they will be displayed as a large thumbnail.

Tip: Click on the magnifying glass to the right of the thumbnails and the currently displayed document page will be enlarged again. You exit the mode by clicking on the same symbol or once on the document.


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Which symbols are displayed next to the document preview and what do you tell me about the document?

Article ID: #RPOHD3588

Various document options are displayed next to the document preview, with click the corresponding one is opened.


  • "Preview Document Preview" - Select a document page and click on the magnifying glass to enlarge the document view. To exit the enlarged mode, click on the symbol again or with the mouse on free area.
  • "Text Recognition and Translation" - Select a document page for which you require text recognition. The intelligent SmartSpell text recognition displays the corresponding text recognition per document page. To leave the option, click on the "Close" icon.
  • "Contacts connected to this document" - If contacts have been connected to this document, the number of connected contacts will be displayed here. Click on the symbol and the contact management opens, the corresponding contact is marked. If no contact has been connected, you can still click on the icon and connect this document to a contact. "
  • "Notes stored for this document" - If notes have been deposited for this document, a number will be displayed as for the contacts. Click on the icon and the note deposited for the document will be displayed. If there is no note, you can also click on the icon as with contacts and then save a new note for the document.
  • "Appointment Tasks Filed for This Document" - If tasks have been specified for this document, a number will be displayed as for the contacts. Click on the icon and the task stored for the document will be displayed. If there is no task, you can also click on the icon as with contacts and then create a new task for the document.
  • "Version history" - If this document has multiple versions, a number will be displayed here. You can click the icon and view the version history in version control. You exit the mode by clicking on the "Close" symbol.


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Document list

What are the icons in the document list and what do you tell me about the document?

Article ID: #RPOHD21068

1. Document preview. Here the thumbnail of the 1 document page is displayed. The rectangle in the top right corner shows the username, the bottom left shows the file type (PDF, DOC, TXT etc.), bottom right is the number of document pages. Above the document preview is the date when the document was added.


2. Document name. Here the document name is displayed. When the document is added, the previous name is adopted. You can change the name to Document Properties.

3. Document Type. Each document type you have saved is displayed here.

4. If the document has notes, tasks or contacts or was versioned, the symbols are colored here and their number is displayed.

5. Document status. You can color the document status in document properties. This one is displayed here. If you go over the color marker with the left mouse button, it will open and the status will be indicated. Gray bar means that no status has been set.


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What is a document list and where do I find it in PaperOffice?

Article ID: #RPOHD3680

The document list lists all documents that contain one or the other folders or which have been saved under My Documents. It is the central display element in PaperOffice for the collection of documents.


The document list was designed in PaperOffice to give you as much information as possible about the document at a glance.
For example, added notes, tasks or contacts are already highlighted in color in the document list, which leads to process optimization and guarantees transparency.

Quick actions for the highlighted document via the context menu maximize the processing speed to an absolute maximum.


1. Document preview. Here the thumbnail of the 1 document page is displayed. The rectangle in the top right corner shows the username, the bottom left shows the file type (PDF, DOC, TXT etc.), bottom right is the number of document pages. Above the document preview is the date when the document was added.

2. Document name. Here the document name is displayed. When the document is added, the previous name is adopted. You can change the name to Document Properties.

3. Document Type. Each document type you have saved is displayed here.

4. If the document has notes, tasks or contacts or was versioned, the symbols are colored here and their number is displayed.

5. Document status. You can color the document status in document properties. This one is displayed here. If you go over the color marker with the left mouse button, it will open and the status will be indicated. Gray bar means that no status has been set.



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How can I sort the documents list?

Article ID: #RPOHD20516

Alle im aktuell ausgewählten Ordner und dargestellter Dokumentliste angezeigten Dokumente lassen sich umfangreich sortieren, um so die Dokumente nach bestimmten Kriterien anzeigen zu lassen.

Sortieren nach "Datum auf dem Dokument": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach dem Datum auf dem Dokument, welches Sie in Eigenschaften zusätzlich hinterlegen können

  • Sortieren nach "Posteingang am": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach dem Datum des Posteingangs, welches Sie in Eigenschaften zusätzlich hinterlegen können.
  • Sortieren nach "Fälligkeit am": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach dem Fälligkeitsdatum, welches Sie in Eigenschaften zusätzlich hinterlegen können.
  • Sortieren nach "Wiedervorlage am": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach dem Datum der Wiedervorlage, welches Sie in Eigenschaften zusätzlich hinterlegen können.
  • Sortieren nach "Dokumentname": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach dem Dokumentnamen, welches Sie in Eigenschaften zusätzlich ändern können.
  • Sortieren nach "Status": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach dem Dokumentstatus, welchen Sie in Eigenschaften zusätzlich angeben können.
  • Sortieren nach "Schlüsselwörter": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach Schlüsselwörtern, welche Sie in Eigenschaften zusätzlich angeben können.
  • Sortieren nach "Dokumenttyp": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach den Dokumenttypen, welche Sie in Eigenschaften zusätzlich angeben können.
  • Sortieren nach "Originalablageort": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach Originalablageorten, welche Sie in Eigenschaften zusätzlich angeben können.
  • Sortieren nach "Wichtigkeit": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach Wichtigkeit, welche Sie in Eigenschaften zusätzlich angeben können.
  • Sortieren nach "Klassifizierung": Zeigt alle Dokumente innerhalb des ausgewählten Ordners an und sortiert diese nach der Sicherheits-Klassifizierung, welche Sie in Eigenschaften zusätzlich festlegen können.


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    How can I determine the order of documents in the documents list?

    Article ID: #RPOHD20608

    The order of the documents can be changed accordingly by clicking on "New up" or "Old up".


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    How can I mark all documents in the documents list?

    Article ID: #RPOHD20700

    To mark all documents within your document list, select "Mark all", this function is useful if, for example, you want to move many documents to another folder. To undo the selection, select "Do not highlight".

    If you only want to mark a couple of documents in order to connect them eg to a document folder, put a tick next to the document name inks.


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    Can I simply move documents from the document list to another folder?

    Article ID: #RPOHD20792

    Dokumente können kinderleicht zwischen den Ordnern verschoben werden. Markieren Sie dafür ein (oder mehrere) Dokument/e, indem Sie das Häkchen setzen und ziehen Sie mit der linken Maustaste in den entsprechenden Ordner rein. Lassen Sie solange nicht los, bis das durchgestrichene Symbol weggeht.



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    How can I edit, forward or open my document? What is a context menu?

    Article ID: #RPOHD20884

    All used document actions can be accessed with a simple right mouse click through the context menu. The intelligent RapidEdit technology (RET) even allows direct editing of the files that were not clicked on. RET ensures that all specified specifications are kept up-to-date.


    • Open PDF Viewer with PaperOffice: Opens the selected PDF document or other PDF document in the list with the PDF viewer integrated in PaperOffice. PDF Viewer is the integrated viewer for PDF documents.
    • Open current version with ...: Opens the currently selected document or the document in the document list with the program, which you specify in the next step.
    • Check out and edit current version with ...: You can check out the currently selected document or another and edit it with various programs. PaperOffice automatically detects if something has changed on the document and versions it after it has been checked in again.
    • Editing with WorkBench: WorkBench allows you to directly edit documents that have already been saved in PaperOffice or that exist in electronic format. For example, you can change the order of document pages, combine multiple documents, create new documents from individual pages of existing documents, or erase or blacken page contents using various editing tools, such as Paint. The edited document can then be saved, printed, emailed, faxed or exported to PDF in a matter of seconds as a new document. Here, the original document is edited and versioned after saving.
    • Make a copy in PaperOffice WorkBench: Make a copy of this document in WorkBench. The difference to the previously described function is that the source document is not edited. Is recommended if you want to create a new document based on existing ones.
    • Copy text recognition to Windows clipboard: Copies the text recognized by SmartSpell text recognition to the Windows clipboard.
    • Add to favorites: Adds the currently selected document to your favorites list. The user's favorites are displayed in the folder view in the top left corner. A "copy" of the selected document is placed in the Favorites folder, the original of the added document remains in the existing PaperOffice folder.
    • Add to Watchlist: Adds the currently selected document to your watchlist. The user's watch list is displayed in the folder view in the top left corner. A "copy" of the selected document is placed in the watchlist folder, the original of the added document remains in the existing PaperOffice folder.
    • Sending with PaperOffice ShareHub: ShareHub is the intelligent hub for securely sending your documents. Thus, in the next step after selecting the recipient data, you can also select the cover page / cover letter and request the confirmation via receipt.
    • Export current version and save as ...: The current version of the document can be exported in the next step and saved in any location.
    • Properties: Opens the properties of the currently selected document.
    • Delete permanently: Permanently deletes the currently selected document from your database. Please note that the document and all related data will be permanently deleted and the process can not be reversed.


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    Document folder

    What is a document folder and why do I need it in PaperOffice?

    Article ID: #RPOHD17204

    Mehrere Dokumente, die zu einem Geschäftsvorgang gehören, wie z.B. aus steurlichen Gründen, können in eine Dokumentmappe verbunden werden. So werden alle Vorgaben des GoBD, ehemals GdpdU, erfüllt. Diese Dokumente werden weiterhin einzeln in PaperOffice gespeichert, bilden jedoch einen Zusammenhang zwischen einander. So können Sie auf Anforderungen der Prüfer, diese Dokumentmappe entweder digital oder in Papierform mit Vorgangsinformation und notwendiger Signatur übergeben.


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    What is a document folder and why do I need it in PaperOffice?

    Article ID: #RPOHD21160

    Mehrere Dokumente, die zu einem Geschäftsvorgang gehören, wie z.B. aus steurlichen Gründen, können in eine Dokumentmappe verbunden werden. So werden alle Vorgaben des GoBD, ehemals GdpdU, erfüllt. Diese Dokumente werden weiterhin einzeln in PaperOffice gespeichert, bilden jedoch einen Zusammenhang zwischen einander. So können Sie auf Anforderungen der Prüfer, diese Dokumentmappe entweder digital oder in Papierform mit Vorgangsinformation und notwendiger Signatur übergeben.


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    How can I connect documents to a document folder?

    Article ID: #RPOHD21252

    Dokumente können, ausser Ordner, auch in eine Dokumentmappe verbunden werden. Dies ist z.B. hilfreich, wenn viele Dokumente sich in einem Ordner befinden, jedoch zu verschiedenen Geschäftsprozessen gehören.

    Markieren Sie dafür jeweilige Dokumente, welche Sie zu einer Dokumentmappe verbinden möchten, indem Sie das Häkchen setzen. Es erscheint ein grüner Knopf "In eine Dokumentmappe verbinden", klicken Sie auf diesen und Ihre Dokumente werden in eine Dokumentmappe verbunden.



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    How can I separate documents from a document folder?

    Article ID: #RPOHD21344

    Documents that are already in a document folder can be separated into individual documents by clicking on "Separate".


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    How can I view all documents from the document folder, if only the first one is visible?

    Article ID: #RPOHD21436

    By clicking on "show more" all documents or emails are displayed in the preview view and listed in the list view. If one document or another no longer belongs in the document folder, you can split the document folder and connect the correct documents to a new document folder. This also applies to the view, if you have opened the document folder, simply click on "show less" and your document folder will be folded again.


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    What happens to my documents that are in favorites and I connect them into a document folder?

    Article ID: #RPOHD21528

    Dokumente, die bereits in Favoriten vorhanden sind oder auf die Merkliste gesetzt wurden, können ebenfalls in eine Dokumentenmappe verbunden werden. Genauso wie, wenn sich Dokumente bereits in Dokumentenmappen befinden, diese gleichfalls in Favoriten gelegt werden oder auf die Merkliste gesetzt werden können.


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    Can I move the document folder to another folder?

    Article ID: #RPOHD21620

    Click with the left mouse button on the corresponding document folder (put a checkmark in the white rectangle) and drag it to the folder "Document folder (number of documents)" in another folder. Do not let go until the crossed-out character goes away.



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    Smart search bar

    What does the search bar in PaperOffice contain?

    Article ID: #RPOHD21712

    Narrow down by folder: Narrow your search for folders. "All folders" - displays results from all folders. "Selected Folders" - Displays results only from the currently selected folder.

    • Enter search term: Click on the search field and enter the term you are looking for (alternatively you can select an already searched term from the last one searched for) and confirm your entry by clicking on "ENTER" or on the magnifying glass. To discard your entry, click on the "X" icon ".

  • Several different search terms are combined with many different links (OR, AND ...) and provide even better results by further narrowing down the results.

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    What do the three buttons next to the search bar mean?

    Article ID: #RPOHD21804

    1. The magnifying glass: Click on the magnifying glass if you have entered your search term and the search can start. Did you know that you can also search for the PaperOffice Document ID? Simply enter the unique PaperOffice document ID in the search bar and click on the magnifying glass, in seconds the exact document will be displayed. Tip: Instead, you can simply press the "ENTER" button.

    2. QR Code: Every document archived in PaperOffice receives a unique Document ID, which you can easily copy from the properties of the document, print and attach to your document.
    Click on the QR Code symbol and place the PaperOffice QR Code in the red area, legible, until the code can be read. In seconds you will see exactly the document in PaperOffice.

    3. Filter: Click on the filter icon and the search list will show you all the entries in your database (files, folders, notes, comments). Then you can mark the individual filter entries on the left and the results are then limited.


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    Wie kann ich die Suche durchführen?

    Article ID: #RPOHD21896

    Very easy: Enter a search term in the search bar and click on the magnifying glass (or simply press ENTER) to start the search. The document list changes into the search hit list, you will see the filter settings on the left. We explain the structure of the search hit list using the demo document "My first PaperOffice document", the supplied directories and the search term "Purchase contract". The search term occurs in the text recognition and in the folder name.

    The search hits appear in the list, which include:

    1) Symbol where the result was found. If the search term was found in the text recognition, the symbol of the text recognition is displayed, if it was found in the folder name, a folder icon is displayed accordingly.

    2) Name (folder or document name). If the search term was found in the text recognition, the document name is also displayed for the text sections from the document.

    3) Where the search term is located. If the search term is in the text recognition, the document name is displayed here. However, if the search term was found in the folder name, it will be displayed accordingly.

    4) Preview of text recognition. PaperOffice shows all pages of your document in both large and small previews. The text recognition is unique in the world and is displayed per page found. So you see on which side exactly your search term is.

    4.1 If you want to see the text passage on other pages, just click on the corresponding markers.

    Of course, in this mode, you can also display the pages of the corresponding document large and small.


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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. 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 (or equivalent), internet connection (downstream at least 10Mbit, upstream at 1Mbit). 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. Recommended: at least 10GB MB free disk 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
    For single-user use you need PaperOffice One, but if you use more than one user at a time, you need PaperOffice One. Every device on which PaperOffice is installed requires a valid license. PaperOffice can be reinstalled as often as you like. A PaperOffice account can only ever be logged on to the database once. You can disconnect and reconnect a database as often as you like. To work with multiple databases, each database requires a separate PaperOffice account or 96-hour cooldown.
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