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Last updated on 18.09.2019

General information

Can I connect documents with contacts and addresses?

Article ID: #RPOHD14904

Yes. Documents can easily be connected with existing contacts. The integrated contact management is even network-capable, so that all users in the network can access this pool of addresses and their associated documents.
Right-click on any document already recorded in PaperOffice and select "Connect with a contact".

Select an existing contact from the list or click on "Create a new contact" and create a new contact.
Now click on the green button "Connect selected contact to the current document" - now the document is connected with the contact you have just selected. You can connect multiple contacts with the same document by repeating the above steps.
To disconnect, select the document in the document list and call the context menu, select the item "Disconnect from a contact". Now click on the orange button "Disconnect from current document" - the connection has been disconnected.


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How do I add documents from the file system?

Article ID: #RPOHD22448

First, select the folder (left) to which you want to add the document. Now you can drag the desired document or several documents and drop it into the PaperOffice surface.

Tip: If you do not want to process the documents via PIA (PaperOffice Intelligent File) and analyse but only store them in a folder, mark the folder in advance, select the "Save all documents in foreground" mode, drag the document or documents and drop them into the PaperOffice surface. These are processed in the background and automatically added to the previously selected folder.


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Database, folders, documents and document folders - how is the program structured?

Article ID: #RPOHD18584

That's very easily explained:
All virtual folders (left) contain documents, which are displayed in the document list (in the middle). The documents are stored encrypted in a mySQL database (if your documents are saved under "My PaperOffice Documents") locally, which in turn can be compared with your current filing cabinet. Or unencrypted directly on your drive (if you save your documents under "My Windows Documents") Of course, you can also add a subfolder to each folder. Just as you are used to from your Windows Explorer.

Documents can be saved individually in your folders or even linked through a document folder. This allows you to connect multiple documents that belong to a business transaction to one document folder. These documents will continue to be stored individually in PaperOffice, they only make a connection between each other.


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How many documents can I store in PaperOffice?

Article ID: #RPOHD15824

PaperOffice is technically scaled by so-called runtime licenses. Thus, the required database structure always adapts to the requirements so that users no longer have to pay as necessary. So-called "fair use limits" are used to prevent mass abuse.


PaperOffice has an extremely high "fair use limit" of 250,000 documents for each individual user within the PaperOffice Team Network (eg 5x PaperOffice Team - 5 x 250,000 documents = 1,250,000 documents), 50,000 documents on PaperOffice One and 100,000 documents on PaperOffice One Plus.


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How does it work with the text recognition for my documents?

Article ID: #RPOHD14076

All documents and files added to PaperOffice are completely text-recognized by the built-in SmartSpell OCR text recognition and corrected by extensive internal dictionaries.

This works with all scanned or photographed paper documents as well as with the most popular file formats (PDF, DOC, XLS, ...) or printouts via the integrated virtual printer.

The raw text decomposition and PaperOffice keyword search enable you to search all your data for every search term in a matter of seconds.

SmartSpell supports more than 160 languages, and also converts all scanned documents into searchable PDF / A files for long-term archiving.


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How do I manually update the text recognition (OCR) of documents?

Article ID: #RPOHD4232

To update the text recognition manually or, if not present, to re-create it, select the appropriate document and right-click on the document entry, the context menu will open.

1. Select "Recreate text recognition" - the text recognition will be recreated immediately


Please note that for versioned documents, text recognition is recreated for all versions.


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Document properties

Settings under "Document properties" - Basic properties

Article ID: #RPOHD26404

In basic properties of the documents, freely selectable document names can be entered and additional dates, such as "Date on the document", "Inbox or resubmission date" can be defined. This will allow you to limit your search to specific document properties, such as dates, later.

In addition, additional document comments can be entered or the document content can be described.

Document information: Any document name can be specified here, in the field "Date on the document" you can enter the date that exists on the document (such as an invoice or a quotation). If the document has arrived by post, then "Inbox on" can also be noted with a date. Enter the dates, such as "due date" and "resubmit date", and you'll never forget important deadlines again. "Due date" and "resubmit date" data, if registered, will be recorded in your daily briefing and you will be reminded if something is due or something has been put on resubmission.

Own comments: Additional bullet points or remarks on virtual documents can easily be made in the "Remarks" section. Or just describe the document content in your own words. Many case-sensitive, underlined, or enumerated tools are available. Everything that is entered in comments is searched in the general search. Tick the box below and the comment will be displayed as a virtual post-it.


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Settings under "Document properties" - Tagging

Article ID: #RPOHD2576

In addition to the basic settings, you can tag the document by clicking on the "Tagging" tab. You can prioritize documents to indicate that the document has an importance level from low to high. In addition, the document status can be specified, this can be assigned a color, which appears in the document list. Keywords, document types, and original locations can also be stored.

Prioritization: Hover your mouse over each asterisk to set the level of importance.

Document status: Optionally set a status that the document has. The status is highlighted in the document list. So you can see at a glance, whether the delivery is already "shipped" or the bill "paid". Under "Edit document status" status entries can be defined by you to easily select them later in the selection list.

Keywords: Optionally specify one or more keywords under which the document can be found. Under "Edit keywords" you can define keywords to easily select them later in the selection list.

Document type: Optionally set one or more types to what the document is. The document type is also marked, like the status, in the document list. So you can see at a glance what the document is about: Invoice, offer or e.g. delivery. Under "Edit document types", you can define document types for easy selection later in the selection list.

Original location: Specify where you put the original document to find it faster.


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Settings under "Document properties" - Custom fields

Article ID: #RPOHD9016

The custom fields allow maximum customization of your documents. So you can add quite a few custom fields, which are not available for tagging by default.

You can choose at which document type the field should be displayed and see how many documents use one or the other custom field.

The Form Designer quickly recreates new forms and integrates them directly into the document if desired. So not only calendars, checkboxes, text boxes, selection lists but also many other fields can be added.


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Settings under "Document properties" - Security

Article ID: #RPOHD2668

In addition to other properties, the "Security" tab can be used to explicitly specify which release level one or the other document should have. Users below this level will not see the document.

Users in the network below the specified security level will be unable to edit, distribute and export or delete the document. For example, you can explicitly set various higher levels of approval for editing, approving, or deleting, but at least the one you have set under the general "Release level."


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Add from scanner

My scanner does not support TWAIN. How can I still scan or add the documents in PaperOffice?

Article ID: #RPOHD14260

If your scanner does not support TWAIN, you can also use scanners with a WIA driver, because PaperOffice supports both TWAIN and WIA scanners.

Another way to save the documents in PaperOffice, which you already have on your PC in digital format, is to simply drag and drop the files into the PaperOffice interface.

You can also have a directory monitored for a file that you can then edit in ScanConnect. To enable this option, click the "+" icon in the top menu bar and select "Paper document". Then select the second entry "Directory (Scan2Folder)". Then set up a desired directory, which should be monitored by PaperOffice or select an existing directory. Then click on "Start scanning" to activate the monitoring. As soon as a file appears in this directory, PaperOffice adopts it automatically. To enable permanent multiple monitoring, use the general directory monitoring in your settings. Please note, however, that this monitoring is not performed via ScanConnect.


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Which program should I choose for optimal scanning?

Article ID: #RPOHD16192

For an optimal scanning process, PaperOffice offers three optimized automatic programs, in addition to the original manufacturer software.
To open the corresponding window, click on the "+" symbol in the upper menu bar and select "Paper Document". First select a scanner. Please note that installed scanners that support a TWAIN are displayed automatically.
Then select the appropriate entry in the Program area:
1. Original: Scans through the manufacturer's software and passes the completed scan to ScanConnect. All quality settings are offered by your scanner manufacturer when selecting this program. Select this option if 3 more do not meet your requirements
2. Text documents (PaperOffice automatic program): Scans your documents in black-and-white and 600dpi, optimizes the scan for text, QR code and barcode recognition. Ideal for scanning text documents
3. Documents (PaperOffice automatic program): Scans your documents in grayscale and 300dpi, scan optimization is done for graphics and images. Ideal for scanning documents
4. Colored documents (PaperOffice automatic program): Scans your documents in color and 300dpi, scan optimization is done for graphics and images. Ideal for scanning colored documents


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How does scanning with ScanConnect work?

Article ID: #RPOHD4324

Mit Hilfe des ScanConnect haben Sie vielseitige Möglichkeiten Ihre Dokumente in PaperOffice einzuscannen oder vorhandene Dokumente von Ihrer Festplatte einzulesen.Hierbei können Sie direkt aus Ihrer Dokumentmappe auf den ScanConnect zugreifen.
Öffnen Sie hierfür die von Ihnen ausgewählte Dokumentmappe, gehen Sie auf den Reiter "Objektverwaltung" und wählen die Funktion "Scanner" aus.

Um den obigen Vorgang zu beschleunigen oder keine explizite Dokumentmappe auszuwählen, sondern eine neue zu erstellen, klicken Sie in Ihr PaperOffice Menü  wählen Sie die Funktion "Neue Dokumente einscannen" aus oder drücken Sie einfach die F5 Taste.Um ein neues Scandokument direkt in die PaperOffice Sammelablage einzufügen, öffnen Sie die Sammelablage und klicken auf "Neu" und danach auf "Papierdokumente einscannen".ScanConnect öffnet sich.

Da die Funktionen des ScanConnect sehr umfangreich sind, werden jeweilige Einstellungen und Optionen für einen automatisierten Arbeitsablauf detailliert dargestellt:

1. Sie können mit Hilfe des ScanConnects Ihr eigenes Profil anlegen. Diese Lösung ist sehr hilfreich, wenn Sie öfters verschiedene Dokumente und Dateien einscannen und nicht jedes Mal Einstellungen hierfür ändern wollen

Gehen Sie hierfür auf "Neues Profil anlegen", geben Sie eine "Bezeichnung für Ihr neues Profil" an z.B. "Digitalfoto einscannen" oder "Dokument schwarz/weiss archivieren".

Wählen Sie danach die am besten geeigneten Grundeinstellungen für Ihr neu erstelltes Profil, wie z.B. für schwarz/weiss Dokumente Farbmodus "Graustufen" oder eine niedrigere Qualitätseinstellung, aus und klicken auf "Profileinstellungen speichern".
2. Weiter können Sie folgende Grundeinstellungen für einen reibungslosen Scanablauf in PaperOffice in Anspruch nehmen: Sie haben die Möglichkeit Ihren gewünschten Scanner auszuwählen, hierfür wählen Sie einfach den aufgelisteten Scanner aus oder Ihre Dokumente oder Dateien aus einem Verzeichnis auszuwählen, dabei können Sie bereits früher eingescannte oder gespeicherte Dateien im ScanConnector aufrufen, verändern und in Dokumentmappen speichern.
Dabei empfehlen wir Ihnen einen extra Ordner für Ihre Dateien und Dokumente anzulegen, da das Programm ScanConnect Ihren kompletten Ordner nach Dateien durchsucht und bei hoher Anzahl an Dokumenten und nicht kompatiblen Formaten abstürzen könnte. Für einen reibungslosen Ablauf sollte zudem die Anzahl der Dokumente in diesem Ordner 20 Dateien/Dokumente nicht übersteigen.

Zudem haben Sie eine Auswahl an folgenden Einstellungen für Ihre Scan Dateien:

  • "Ränder automatisch beschneiden" (um schwarze Ränder zu beschneiden, die nicht in Ihrem Dokument zu sehen sein sollten)
  • "Automatisch anpassen" (falls Ihr Dokument beim Einscannen falsch ausgerichtet wurde)
  • "Leere Seiten ignorieren" (um leere Seiten in Ihren Dokumenten zu verhindern)
  • Option "Duplex-Scan" (Sofern Ihr Scanner diese Eigenschaft unterstützt, werden Ihre Dokumente automatisch beidseitig gescannt)
  • Option "ADF aktivieren" (Sofern Ihr Scanner diese Eigenschaft unterstützt, wird der automatisch Dokumenteneinzug für mehrere Papierseiten aktiviert)
  • Option "Sammel-Scan" (Aktivieren Sie diese Option, falls Ihr Scanner keine ADF-Funktion unterstützt und Sie manuell mehrere Seiten nacheinander scannen möchten. PaperOffice fragt Sie nach jedem Scanvorgang, ob Sie eine weitere Seite einscannen möchten)
  • Option "Originale Herstellersoftware benutzen" (PaperOffice wird versuchen das Papierdokument direkt über Ihre installierte Herstellersoftware zu scannen. Bitte beachten Sie, dass die Einstellungen in Ihrer Scansoftware vorzunehmen sind und hier definierte Option nicht beachtet werden. Zudem muss Ihre Scanner Software die aktuellen Übergabenormen erfüllen)

Setzen Sie Häkchen zu den jeweiligen Einstellungen, die Ihren Vorgaben entsprechen, und klicken auf "Scanvorgang starten".
Nachdem Ihre Dokumente und Dateien nach Ihrem ausgewählten Prinzip eingescannt oder vorgegebenen Ordner geholt wurden, erscheinen diese im Vorschaufenster.

Sie können nun, nach einem Klick mit der linken Maustaste auf das jeweilige Dokument, folgende Dokumenteigenschaften ändern:

Eigenschaften (markierte Seite)

Bezeichnung:
Geben Sie hier die Bezeichnung Ihres Dokumentes ein, diese erscheint später im FlipView. Tip: Geben Sie bei der Objekt-Bezeichnung einfach "Dokumentseite %seite von %seitenanzahl" ein und PaperOffice nummeriert ganz automatisiert Ihre Dokumente der Reihenfolge nach.

Bearbeiten (markierte Seite)

Option "Speichern als":
Sie können für jede einzelne Seite das Ausgabeformat festlegen. Wählen Sie hier das gewünschte Ausgabeformat, in welchem PaperOffice Ihr Scandokument speichert:
  • PDF/A
  • TIF
  • JPEG
  • BMP
Zudem können Optionen, wie "Farbmodus" und "Drehen" ausgewählt werden, die Vorschau Ihrer Bearbeitungen des Dokumentes, finden Sie indem Sie die "Vorschau der Bearbeitung" öffnen. Klicken Sie auf "Anwenden", um diese Änderungen anzuwenden, und auf "Zurücksetzen", um diese zurückzusetzen.
Option "Helligkeit / Kontrast":

Wählen Sie hier, ob Ihr Dokument etwas aufgehellt oder der Kontrast umgestellt werden sollte. Um Die Änderungen live zu sehen, klicken Sie auf "Vorschau" - eine Miniaturansicht Ihres Dokumentes wird mit den jeweiligen Änderungen angezeigt. Klicken Sie auf "Anwenden", um diese Änderungen anzuwenden, und auf "Zurücksetzen", um diese zurückzusetzen.

Option "Kompression":

Wählen Sie hier, in wie weit Ihr Scandokument komprimiert wird (nur bei JPEG). Beachten Sie bitte, das evtl. dieser Wert automatisch während des Scanvorgangs von PaperOffice korrigiert wird, um eine Lesbarkeit zu gewährleisten.


Alle Dokumentseiten speichern als

Option "Speicherformat aller Dokumentseiten":
  • PDF/A (pro Seite eine PDF-Datei): PaperOffice erzeugt für jede Scanseite eine PDF-Datei
  • PDF/A (alle Seiten in eine PDF-Datei): PaperOffice erzeugt für alle Scanseiten eine PDF-Datei
  • TIF (Pro Seite eine TIF-Datei): PaperOffice erzeugt für jede Scanseite eine TIF-Datei
  • TIF (Alle Seiten in eine TIF-Datei): PaperOffice erzeugt für alle Scanseiten eine TIF-Datei
  • BMP (Bitmap)

Die Kompression kann auch hier angewendet werden, falls Sie das Speicherformat als "JPEG" auswählen

Nachdem alle Dateien eingescannt und alle Einstellungen vorgenommen wurden, klicken Sie auf "Jetzt übernehmen", um die Dateien in PaperOffice zu speichern.


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Document folder

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

Article ID: #RPOHD21160

All documents that belong to each other and should not be linked by a folder, such as those belonging to a business transaction (request A123, offer A123, bill A123, reversal A123, etc.) can be linked in document folders

Each added document is displayed and listed directly as a thumbnail.

New documents can be quickly added from, for example, a scanner, hard disk or network, via drag & drop and combined in a document folder. Emails from Outlook can be transferred to PaperOffice and summarized in document folders.

This is how all specifications of the GoBD, formerly GdpdU, are fulfilled. These documents continue to be stored individually in PaperOffice, but they are interrelated. At the request of the examiner, you can hand over this document folder either digitally or in paper form with process information and the required signature.


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How can I connect documents to a document folder?

Article ID: #RPOHD21252

Documents can be merged in document folders. The document folders are equivalent to a transparent cover, in which you can put your documents in.

There are 3 ways to group your documents into a document folder:

1. To do this, mark appropriate documents that you want to connect to a document folder by setting checkmark next to the documents. A green button "Connect with a document folder" will appear, click on it and your documents will be merged into a document folder. The first option works well with many documents, just to merge them with one click.

2. Simply drag the document onto another document to merge the two into a document folder and confirm the next message clicking OK.

3. Or simply drag and drop a stand-alone document onto an existing document folder and release it to add the document to an existing document folder and confirm the change with OK.


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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 easily be separated from the document folder by clicking on the corresponding icon.


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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 the arrow pointing downwards, documents will be listed down in the document list which belong to the corresponding document folder.

By clicking on the arrow pointing to the right, the documents are listed in a separate right-hand window. This feature works well if the document folder contains many documents and the document list is not enough to show all at a glance. Or if you want to easily move documents from the document folder to the document list.


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

Article ID: #RPOHD21528

Documents listed under "My quick view", which also includes the Favorites and Watchlist view, can NOT be connected with a document folder.
Although documents that are listed in folders and already are connected with document folders can be added to favorites or to the watch list, but they are not visible in the two views. Only when the corresponding document from the document folder is separated, it will be visible in favorites or the watch list.


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Can I move the document folder to another folder?

Article ID: #RPOHD21620

Yes, without a problem, the book can be moved to another folder.

To do this, drag the entire document folder (hold it in the header area) with the left mouse button and move it to the corresponding folder. If you want to move them to a subfolder that is not open, hold the drawn document folder a little longer than the corresponding main folder - the subfolders will expand and you can place the document folder in a folder.


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How many documents can I connect with a document folder?

Article ID: #RPOHD3772

There is NO limit to how many documents you can link to a document book


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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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