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Last updated on 18.09.2019

Internationalization

Where can the program language be changed?

Article ID: #RPOHD27508

In your login window all the languages supported by PaperOffice are displayed: German, English, Spanish, and Russian.
To change the language, just click the language you want: PaperOffice will restart and change the language.


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In which languages is the program interface available?

Article ID: #RPOHD13156

PaperOffice is available in following languages:

  • German
  • English (US)
  • Russian
  • Spanish (ES)


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Can PaperOffice display special character sets such as Cyrillic, Arabic and Asian?

Article ID: #RPOHD13248

Yes, PaperOffice fully supports UTF-8 (Unicode) encoding.


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I have documents in different languages, how does it work with text recognition?

Article ID: #RPOHD19964

Every document in PaperOffice is recognized by the text. PaperOffice automatically recognizes the language of your document, using specialized dictionaries to identify your document as accurately as possible. You can also have your document translated into 13 additional languages ​​(not offered in standard version and must be booked in addition).


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Folder list

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

Article ID: #RPOHD20056

You can drag and drop folders or subfolders into a folder as a subfolder or between two desired folders.
Select a folder that you would like to move. Hold now with the left mouse button and move in another folder (this will make the folder name bold) or between other folders, a black line appears - this is how you see your future positioning of the folder if you let it go.
After the folder is released, it will be moved along with the contents and the view will be updated.


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How can I create new folders?

Article ID: #RPOHD3128

Select the folder under which you want to create a new subfolder by right-clicking on it to open the context menu. Now click on "Create new subfolder", enter the folder name and, optionally, further properties and then click on "Save changes".


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How can I manage existing folders?

Article ID: #RPOHD3036

Easily manage your folders within the folder administration: 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 icon". Then click on a desired icon - the icon changes automatically.


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How can I add or change a folder color?

Article ID: #RPOHD16376

In addition to folder icons, folder colors can be added to additionally colorize them. You can easily add a folder color by right-clicking on the desired folder and selecting Folder Color. Now select the appropriate color - folders are synchronized and the folder color is displayed next to the folder.


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Display type

Which display types are there and how can I change them?

Article ID: #RPOHD25760

The PaperOffice interface has 5 display types: Display by folder, Display by status, Display by keywords, Display by document type, View by contact.
These can easily be changed by clicking on the corresponding icon with the left mouse button and thus changing the view.


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Display by folder

Article ID: #RPOHD25852

When you click on the "Display by Folder" display type, your documents are displayed in the document list according to folder (left). Click on different folders and your document list with the entries will be displayed accordingly.


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Display by status

Article ID: #RPOHD25944

By clicking on the display type "Display by Status", the status entries you have stored are loaded on the left (or the status entries supplied with the database as standard). If you have assigned a status entry to your documents, they will be listed accordingly in the document list. Status entries can easily be stored in the properties of your documents.


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Display by keywords

Article ID: #RPOHD26036

By clicking on the display type "Display by keywords", the keywords you have saved are loaded on the left (or the keywords that you have already supplied with the database as standard). If you have assigned one or more keywords to your documents, they will be listed accordingly in the document list. For multiple keyword assignment, the document appears in each entry.
Example: The document "Invoice" has the keyword "Unpaid" and "Important", by clicking on the keyword "Unpaid" the document is listed as well as by clicking on the keyword "Important".
Keywords can be easily stored in properties of your documents.


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Display by document type

Article ID: #RPOHD26128

By clicking on the display type "Display according to document type", the document types you have saved are loaded on the left (or the document types already supplied with the database by default). If you have assigned one or more document types to your documents, they will be listed accordingly in the document list. With multiple document type assignment, the document appears in each entry.
Example: The document "Purchase contract" was assigned the document type "Contract" and "Purchase contract", by clicking on the document type "Contract" the document is listed and by clicking on the document type "Purchase contract" Document types can be easily stored in properties of your documents.


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Display by contact

Article ID: #RPOHD26220

By clicking on the display type "Display by contact", the contacts you have stored are loaded on the left in alphabetical order. If you have connected your documents with one or more contacts, they will be listed accordingly in the document list. With multiple contact assignment, the document appears in each entry.
Contacts can easily be added under program modules and connected to your documents via the context menu of the documents and then "Connect with a contact".


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Document preview

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

Article ID: #RPOHD3404

Each added document in PaperOffice is processed to create a preview of each document page and display it.
Click on any document in the document list - the large document preview is displayed on the right. Right next to it, the thumbnails of all other pages, if it is a multi-page document. Click on one of the thumbnails and the clicked page will also be shown as a big preview.


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Is a document preview of all document pages provided?

Article ID: #RPOHD3496

Previews of all pages containing your document are performed. If you click on the thumbnail (to the right of the large side view) of the pages, they will be displayed as a large thumbnail.


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Which symbols are displayed next to the document preview and which further options can I perform?

Article ID: #RPOHD3588

Various document options are displayed next to the document previews, click on one of the options to perform advanced functions or see specify information for this document.

  • "Rotate page" - rotates the preview page 180 degrees.
  • "Send as PDF file with Outlook" - opens Outlook and hangs the currently selected document as an attachment to the email.
  • "Print document" - opens the current original file and displays the print dialog.
  • "Open file in PDF format" - opens the file in PDF format with the PaperOffice PDF Viewer.
  • "Text recognition" - left-click opens the recognized text recognition of the selected document page.
  • "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 also 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 stored 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, it indicates the number of versions. 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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Can I store notes and comments on the document preview, are they also visible on the original document?

Article ID: #RPOHD20976

You can leave notes, tasks on the notes on any page of the document preview. In addition, multiple notes can be added to each document page.
In addition, comments in the form of yellow post-its for the entire document can be deposited.
The original document will NOT be changed.


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Document list

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

Article ID: #RPOHD3680

The document list lists all documents containing one folder or the other. 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 selected document via the context menu maximize the processing speed to an absolute maximum.


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What do the symbols and colors in the document list mean?

Article ID: #RPOHD21068

1. Document preview. Here the thumbnail of the 1 document page is displayed. In the lower left quadrant the file type is indicated (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. You can change the name in document properties (double-click on the entry - second tab or by clicking on the second icon, which is also described in point 6).

3. Document type. The document type you have deposited is displayed here. You can specify the document type by clicking on the orange button and selecting "Document type" or by double-clicking on the entry and selecting the third tab.

4. If the document has notes, tasks or contacts or was versioned, the symbols are colored into green and the number of stored characteristics is specified.

5. Document status. You can store the document status in document properties and define multiple colors, which will be shown in this list. If you move briefly with the left mouse button over the bar, the marker moves to the right and indicates the status you have stored. Gray bar means no status has been set.

6. Context menu and properties of the document. To open the context menu and perform advanced functions on the document (such as connect to contact, export or delete), click on the first symbol. You can also click on the entry with the right mouse button to open the context menu.
To open document properties, click on the second icon. In document properties you can among other things set the document name, status, keywords, custom fields, etc.. You can also access document properties by double-clicking on the entry.


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How can I sort the documents list?

Article ID: #RPOHD20516

All documents displayed in the document list can be sorted extensively to display the documents according to specific criteria.

Sort by "Created on": Displays all documents within the selected folder and sorts them by the date the document was added to PaperOffice.

Sort by "Date on document": Displays all documents within the selected folder and sorts them according to the date on the document, which you can additionally store in Properties.

Sort by "Inbox on": Displays all documents within the selected folder and sorts them according to the date of the inbox, which you can additionally store in properties.

Sort by "Due date on": Displays all documents within the selected folder and sorts them by the due date, which you can specify in properties.

Sort by "Reminder on": Displays all documents within the selected folder and sorts them according to the date of the reminder, which you can additionally store in properties.

Sort by "Document name": Displays all documents within the selected folder and sorts them according to the document name, which you can additionally change in properties.

Sort by "State": Displays all documents within the selected folder and sorts them according to the document state, which you can specify in Properties.

Sort by "Keywords": Displays all documents within the selected folder and sorts them by keyword, which you can specify in properties.

Sort by "Document type": Displays all documents within the selected folder and sorts them according to the document type, which you can additionally specify in properties.

Sort by "Original storage location": Displays all documents within the selected folder and sorts them according to original location, which you can specify in properties.

Sort by "Created by": Displays all documents within the selected folder and sorts them by usernames that have been added the document to PaperOffice.


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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, if you want to move many documents to another folder. To undo the selection, select "Do not mark any".

If you only want to mark a couple of documents in order to connect them eg to a document folder, set a checkmark next to the document name to the left.


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

Article ID: #RPOHD20792

Documents can be easily moved between folders. Simply drag any document with the left mouse button into the appropriate folder, the respective destination folder name will be highlighted in bold. Afterwards, simply release the document to move it to the desired folder. Please note that documents can not be moved to quick view - a crossed-out red icon will appear. To move a document e.g. to "favorites" or "watch list" use the context menu of the respective document.


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

Article ID: #RPOHD20884

All document actions can be accessed with a simple right mouse click through the context menu. The context menu of the respective document can also be called up by clicking on the corresponding button in the document list.

Open with PaperOffice PDF-Viewer: Opens the selected document with the PDF viewer integrated in PaperOffice. PDF Viewer is the integrated viewer for PDF documents.

Open file in original format with ... : Opens the currently selected document in its original format and with the program which you specify in the next step.

Edit file in original format with ... : Edits the currently selected document in its original format and with the program you specify in the next step. PaperOffice automatically detects if something has changed on the document and versions it after it has been checked in again.

Edit with PaperOffice WorkBench: WorkBench allows you to directly edit documents that have already been saved in PaperOffice or that exist in electronic format. So you can, for example, change the order of document pages, combine multiple documents, create new documents from individual pages of existing documents, using various editing tools, such as: Paint or blacken page contents.
The edited document can then be saved, printed, emailed or exported to PDF in a matter of seconds as a new document. Here, the original document is edited and versioned after saving.

Create a copy in PaperOffice WorkBench: Creates a copy of this document in WorkBench. The difference to the previously described function is that the source document is not edited. Recommended if you want to create a new document based on an existing document.

Copy text recognition: Copies the recognized text 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 watch list: Adds the currently selected document to your watch list. 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 watch list folder, the original of the added document remains in the existing PaperOffice folder.

Connect with a contact: Opens in the next step the contact management, in which you can select the contact and thus connect the document with this contact.

Disconnect from a contact: If your document has already been connected with a contact, the next step is to disconnect the document from this contact.

Open folder path: Selects the folder (left) in the next step and loads all documents containing the folder into the document list. This option is visible only if you are in your quick views, such as Recently Added or All Available Documents.

Sending with PaperOffice ShareHub: ShareHub is the intelligent hub for securely sending your documents. In the next step, after selecting the recipient data, you can also add a cover sheet or cover letter and request the receipt confirmation.

Export file: 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, where you can also add a resubmission date, keywords, user-defined fields and other characteristics to the document.

Delete permanently: Permanently deletes the currently selected document from your database. Please note that the document and all associated data will be permanently deleted and the process can not be reversed.


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What does the bottom bar in the document list mean?

Article ID: #RPOHD25668

The bottom bar of the document list contains two kinds of information:
The left side shows the number of documents the selected folder contains.
On the right "Displayed by" the number of already loaded documents (document previews) is indicated, while scrolling down further documents are loaded, which contains the selected folder, and thus the number is updated.


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Live search

Which entries can be searched in PaperOffice?

Article ID: #RPOHD25576

Full Database Search
All information stored in PaperOffice will be automatically searched, such as documents, emails, folder and subfolder names, document text and comments about the document.
Notes and tasks can be searched through the respective administrations.


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How is the quick search bar in PaperOffice structured and what do the buttons mean?

Article ID: #RPOHD21712

PaperOffice search bar does everything to make your search fast and effective.

  • View recently added items: Clicking in the search box displays the most recently added documents, messages (emails), and folders. Select an entry and click on it, which will be displayed in the main view.
  • Perform quick search: Click in the search box and enter one or more search terms. The search is performed live, which means that the results are listed immediately after entering your search term, you do not have to explicitly press ENTER. To discard your entry, click on the "X" symbol.

  • Return to main view: Click on the left arrow - the results will be hidden and you will be redirected to the main view.
  • QR Code: Every document archived in PaperOffice receives a unique Document ID. This is displayed in the form of a number (PODXXXXXX), which you can search for in the search bar, but also in the form of a QR code. You can easily copy and print this code from the document's properties and attach it to your document.
    To display a document in PaperOffice on the basis of an existing QR code, click on the QR Code symbol and place the PaperOffice QR Code in the red area in a readable format until the code can be read out. In seconds you will see the document you are looking for in PaperOffice.

  • 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 will be restricted afterwards.


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How can I do a quick search?

Article ID: #RPOHD21896

Very easy: Simply enter a search term in the search bar to start the search. You do not have to press "ENTER" - a live search will be performed immediately after entering the search term.

We explain the structure of the quick search hit list using the demo document "My first PaperOffice document", the supplied directories and the search term "document". The search term occurs in the text recognition and in the folder name. The search is not case sensitive, which means that PaperOffice does not distinguish between upper and lower case searches.

The search results are listed in 3 different columns, if found. If no search term has been entered, the most recently added items (documents, emails and folders) will be listed.

1) Search results from the title of the respective element are highlighted in yellow. Icon of the respective folder and the folder path are also indicated.

2) Search results from the text recognition of the document or the email are symbolically marked, and the number of results found is also displayed.

3) Date. In all three columns, the date is given on the right. It displays the date on which the element (document, email, or folder) was added to PaperOffice.


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Are manually added notes or tasks searched through the quick search?

Article ID: #RPOHD22080

No. Quick search does not search for notes and tasks.
If you want to add searchable notes to your document, leave comments in the document's properties, which you can also view as Post-It. After comments can be searched in the quick search.


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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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