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Last updated on 10.12.2018

Frequently Asked Questions

Wenn ich über die 2018 Zeitlizenz mit einem gültigen USP Plus verfüge, was muss ich befolgen um die 2019 Version zu installieren?

Article ID: #RPOHD22632

With a time license that includes USP Plus, the PaperOffice license is valid for all versions.

This is the best way to proceed:

1.Save your database in PaperOffice AND make a backup copy of the complete database folder.

2.In addition, save the PaperOffice database folder unless you are using a NAS or server.

3. Keep your PaperOffice user account and password ready, make sure that you have logged them correctly by means of a login attempt.

4.Disinstall PaperOffice 2018 via the Control Panel. The installation directory (for example, C: / PaperOffice) must no longer exist after this.

5.Download from www.paperoffice.com or directly here https://www.dropbox.com/s/dlbrxkd2fu3kslw/com.paperoffice.setup.de.windows.full.exe?dl=1 the setup for the new 2019 Version and execute this. You must have administrator rights.

6.Run the setup and launch PaperOffice.

7.Enter your existing user data and log in.

8.If necessary, connect the 2018 database if the process does not take place automatically.

9.When the first PaperOffice interface is launched, the database will be adapted to the new and improved 2019 format. After that, if necessary process an automatic restart.

10.Log into PaperOffice and PaperOffice 2019 will start as usual. Since the format of the saved thumbnails for a real-time display has changed, all thumbnails are recreated. This process will take a while. You will see the progress in the FileHandler display.

11.This completes the update.


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Which PaperOffice is right for me?

Article ID: #RPOHD12144

PaperOffice One is for single users and normal document page counts, PaperOffice Team is optimized for networks and multi-user systems.

PaperOffice Team can be customized to specific industries.

In general, nothing beats a personal conversation. It is best to contact our sales directly, request a call back or let one of our partners arrange for you.


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Will my data be stored in a cloud?

Article ID: #RPOHD12236

No, your data will be stored by default on your local PC.


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Can PaperOffice store all the data on my NAS drive?

Article ID: #RPOHD13984

Selbstverständlich können Sie alle Datenbanken direkt auf Ihrem NAS-Laufwerk speichern, insofern Ihr NAS über einen MySQL-Server (Version 5.6) verfügt und Sie PaperOffice Team benutzen.


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Is the data stored audit-proof?

Article ID: #RPOHD15272

Yes, PaperOffice stores all data audit-proof by default and is GDPdU and GoBD compliant.


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How many users can work simultaneously with PaperOffice on the network?

Article ID: #RPOHD17020

Die maximale Anzahl ist technisch unbegrenzt und wird nur die in Ihrer Lizenz festgelegten maximalen Benutzer begrenzt.


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Works PaperOffice under Windows 10? And what about 64bit systems?

Article ID: #RPOHD12420

Ja, PaperOffice ist für folgende Betriebssysteme entwickelt und freigegeben:

  • Windows 10 64bit
  • Windows 7 64bit


PaperOffice unterstützt KEINE x86-Systeme


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

Article ID: #RPOHD18584

That is very easy to explain. All virtual document folders contain the documents and are stored locally in a mySQL database, which in turn can be compared with your current filing cabinet. Of course, you can also add a subfolder to each document folder. 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 are still stored individually in PaperOffice, they only make a connection between the documents.


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Can I access all my data and documents in the local network?

Article ID: #RPOHD12788

Ja, PaperOffice Team ist optimal für Netzwerke und Mehrbenutzersysteme.


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How many documents can I store in PaperOffice?

Article ID: #RPOHD15824

PaperOffice wird technisch durch sogenannte Runtime-Lizenzen skaliert. So passt sich die benötigte Datenbankstruktur immer den Anforderungen an damit Nutzer nicht mehr zahlen müssen wie nötig. Um Massenmissbrauch vorzubeugen werden sogenannten "Fair-Use-Limits" benutzt.


PaperOffice verfügt über ein extrem hohes "Fair-Use-Limit" von 50.000 (Team) und 25.000 (Single) Dokumentseiten. Das entspricht pro PaperOffice-Konto in etwa 1000 bzw. 500 volle DIN-A4 Ordner.


Fair-Use-Limits gelten immer pro PaperOffice-Konto. Legen Sie einfach ein weiteres PaperOffice-Konte an und verbinden Sie dieses mit dieser Datenbank. Das Limit wird dann um weitere 50.000 Dokumentseiten erhöht.


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Where are the documents and files stored?

Article ID: #RPOHD184

All documents and files are stored directly on your PC, in an encrypted database. You always have access to your data.


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Is there a Mac OSX version of PaperOffice?

Article ID: #RPOHD12880

Nein, um PaperOffice auf einem Mac zu nutzen müssen Sie z.B. Virtual Box nutzen.


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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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Can I link documents and files with contacts and addresses?

Article ID: #RPOHD14904

Ja, die integrierte Kontaktverwaltung ist sogar netzwerkfähig, so dass alle im Netzwerk befindlichen Benutzer auf diesen Adressenpool und die jeweils verknüpften Dokumente zugreifen können.


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How are the files versioned?

Article ID: #RPOHD276

If the document saved in PaperOffice is opened and modified out of PaperOffice, it will be versioned every time.

Versioning will also be done when you attach the PaperOffice QR Code to one document, archive that file and change something on the document manually and scan it again - PaperOffice automatically detects that this document has already been saved and version it.


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Installation and network

Can my trial license be extended?

Article ID: #RPOHD11132

Yes, to special requests which eg test conditions concern. Please contact our sales department.


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If I want to use PaperOffice on a PC, which license do I need?

Article ID: #RPOHD22356

You want to use PaperOffice alone and install it on your PC, you will need the PaperOffice ONE license. The database will be installed on the same PC.

Conclusion: You need 1 PaperOffice ONE license


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I want to change my PC. Can I take my licenses?

Article ID: #RPOHD13616

Of course. The license is bound to the PaperOffice account. No matter where you install PaperOffice 2019, log in with your existing PaperOffice account information - your license will automatically be activated on the new PC.


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On how many PCs can I install my license?

Article ID: #RPOHD13708

In PaperOffice 2019, the license is bound to the PaperOffice account. You can install PaperOffice on as many PCs as you like, but you can log in only once, and each device requires a valid license (for example, 5 installations require 5x team). If you need PaperOffice for the network, you need to select PaperOffice Team, which was designed specifically for networking.


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What is the difference between a standalone and a network license?

Article ID: #RPOHD460

Quite simple: Several users who want to work in PaperOffice at the same time need PaperOffice TEAM. Each user (PaperOffice account) - one license.

If you do not want to use PaperOffice on the network, ie you work alone with PaperOffice, you need PaperOffice ONE.


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PaperOffice databases

What do I have to consider if I want to use PaperOffice on the network (PaperOffice Team)?

Article ID: #RPOHD22264

There are 3 scenarios:

1) You want to use the PaperOffice database on the network without installing a separate mySQL database server. In this scenario, note that PaperOffice is running on the PC that is to act as the DB Server and a user is LOGGED ON.

For each user you need a PaperOffice account and 1 database that all users can share.

Conclusion: You need 3 licenses

2) You use PaperOffice on 2 different PCs, but you want to use a common DB, which is independent of both PCs. For this you need a stand-alone MySQL server, which is installed on a PC or server, which is always available.

The networking takes place in this case via the local network LAN

3) You want to use PaperOffice on 2 different PCs in the network and use an external, not supplied by us mySQL database, which is outside of your office.

Conclusion: You need 2 licenses and note that the external MySQL database complies with all PaperOffice requirements.

Networking is via a WAN, via an internet connection. Please note that the internet connection has to be fast (from 50 Mbit / s)


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How to install the PaperOffice database?

Article ID: #RPOHD552

The installation of the PaperOffice 2019 database is very easy. Once PaperOffice Setup has been run and an account has been created, it must be assigned to a database, whether existing or new. This mask appears:

Select "Restore PaperOffice Backup" if you have already installed the PaperOffice 2019 database, have backed up, and now want to read it.

In case, if you want to use the database on an external MySQL server or if you want to use a drive other than "C", click on "Set up PaperOffice Database Now (Custom)" and follow the steps already in the youtube video https: //youtu.be/TheNTqKhSTg were described.

For all those who would like to start immediately and install the database on drive "C", we recommend the express device.





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I would like to upgrade from PaperOffice One to PaperOffice Team. Does PaperOffice need to be reinstalled?

Article ID: #RPOHD12052

Nein, PaperOffice passt die eigene Systemstruktur gemäß der Anzahl der eingesetzten Lizenzen an. Nach einem Programm-Neustart steht der Leistungsumfang von PaperOffice Team zur Verfügung.


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How does external access work from a mobile device like phone or tablet?

Article ID: #RPOHD22172

To access externally you need another installation on the "external" device. At the moment this is only possible on Windows 10 based devices like Microsoft Surface. However, a connection to the German PaperOffice Cloud in Cologne via App will be realized by the fall and then integrated into PaperOffice for free, as usual.


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Program setup and configuration

Where can I find the PaperOffice Setup?

Article ID: #RPOHD12972

You can always find the latest setup directly at https://en.paperoffice.com/?show=download


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What is a MasterKey and why do I need it?

Article ID: #RPOHD19872

Alle Dokumente werden bei Ihnen in der zentralendigitalen Datenbank hochverschlüsselt archiviert. Diese Datenbank erhält eineneinmaligen MasterKey, um den Richtlinien der Zero-Knowledge Technologie zuentsprechen. Ohne diesen MasterKey kann auf Ihre Datenbank nicht zugegriffenwerden. Nur Sie besitzen diesen MasterKey, welche bei jeder Datenbankerstellung einmalig generiert wird. Sie sollten Ihn sorgfältig aufbewahren und nicht an Dritte weitergeben. Falls es dazu kommt, dass Sie eine erneute Verbindung zu dieser Datenbank benötigen, so werden Sie immer nach diesem Schlüssel gefragt.


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Where can I additionally download a sample folder structure?

Article ID: #RPOHD14168

PaperOffice 2019 suggests that you can import your own file system, whether only folder structure or including the files. If you still need a sample folder structure, click on "My Documents" with the right mouse button and select "Mass import to this folder" and then import one of our ready-made folder structures.


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Interface and views

How can I move my existing database to a new computer?

Article ID: #RPOHD19504

If you want to move to a different computer (PC) with the PaperOffice database, all you have to do is copy the database and connect to it on the new PC.
For the time being, you must perform a backup of your current database on the old PC:


Copy your entire database folder to the new computer. After you have installed PaperOffice on the new computer and logged in with your account data, this mask appears:



Select "Restore PaperOffice Backup", enter the path to your database and follow the next steps.


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Documents and document properties

Are databases created by PaperOffice always encrypted?

Article ID: #RPOHD14628


The entire database is generally highly encrypted. This can not be turned off for security reasons.


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How do I create a new MySQL database?

Article ID: #RPOHD2024

The installation of the PaperOffice 2019 database is very easy. Once PaperOffice Setup has been run and an account has been created, it must be assigned to a database, whether existing or new. This mask appears:

Select "Restore PaperOffice Backup" if you have already installed the PaperOffice 2019 database, have backed up, and now want to read it.

In case, if you want to use the database on an external MySQL 5.6 or MariaDB10 server or if you want to use a drive other than "C", click on "Set up PaperOffice Database Now (Custom)" and follow the steps already in the youtube video https: //youtu.be/TheNTqKhSTg were described.

For all those who would like to start immediately and install the database on drive "C", we recommend the express device.





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Storage tray and document distribution

How do I delete an archive?

Article ID: #RPOHD2392

This procedure deletes the selected entire archive and can not be undone.

To delete an archive (the current can not be deleted) proceed as follows:

1. Select the tab "Archive" in your PaperOffice

2. Click on "Delete archive"

3. Select the archive you want to delete

4. Confirm the deletion of the archive by click on "Delete archive" 


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How do I create a new archive?

Article ID: #RPOHD2208

To create a new archive in PaperOffice, proceed as follows:

1. Select the tab "Archive"

2. Click "Create new archive" on


The specifications for the new archive can be set freely:

"Please enter a name for the new archive"

  • Enter a freely selectable name for the archive. This name also appears in the login window of PaperOffice.


"Copy categories from current archive"

  • When active, the current categories are automatically created in the new archive.


"The following users have access to this archive"

  • Here you can specify which users should have access to the newly created archive.


Once you have all the parameters, click "Create new archive" to start the process.


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How do I change the archive characteristics?

Article ID: #RPOHD2300

To change the properties of the current archive, proceed as follows:

1. Select the tab "Archive" in your PaperOffice

2. Click on "Change archive properties"


Name of the current archive

  • Enter a freely selectable name for the archive. This name also appears in the login window of PaperOffice.


Enable option 256bit SECURE document encryption

  • When active, PaperOffice saves your documents with a 256 bit encryption.
    Existing objects are encrypted during activation and decrypted when deactivate the encryption.

Warning: By using encryption, you can open the created copies of PaperOffice only from within PaperOffice.

To access these objects with your Windows Explorer, encryption must be disabled. It is strongly recommended that objects can only be opened from PaperOffice, otherwise relevant document folders data such as thumbnails and text recognition cannot be updated.


The following users have access to this archive

  • Here you can specify which users are allowed to access this archive


Click on "Apply changes" to save the new changes.


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Workflow solutions and practical examples

Settings under "Document Properties" Tagging

Article ID: #RPOHD2576

Document Properties Settings can be defined under the tab "Keywording".

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 "in the shipping" or the bill "paid".

Keywords: Optionally, specify one or more keywords under which the document can be found.

Document Type: Optionally set one or more types as 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 eg delivery note.

Original Location: Specify where you placed the original document to locate it faster.

All the properties listed above can be easily created, edited and managed by you.



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Settings under "Document Properties" Custom Fields

Article ID: #RPOHD9016

For non-existent fields, such as checkbox, text fields, date fields, selection lists, email address / web address, user-defined fields can be created. You can also choose the type of file that should be visible and the administration to determine in how many documents one or the other custom field is displayed.





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Settings under "Document Properties" Security

Article ID: #RPOHD2668

In addition, specify whether the document requires a release level. These can be done in Document Properties under the tab "Security". Users on the network that are below the specified security level will not be able to edit, distribute, and export or delete the document. You can set different (higher) approval levels for editing, approving, or deleting, but at least the one you set in "Sharing Level." to have.


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System operations and automation

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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Modules and expansions

What does custom fields in PaperOffice mean?

Article ID: #RPOHD3220

Custom fields in PaperOffice are fields that can be deposited in the document.

You can create as many user-defined fields in PaperOffice as, for example, to store information that does not contain the added document or file and then to search for it explicitly. For example, create the name of a specialist consultant, the delivery date, the customer number or a contract number.

All created user-defined fields are available directly 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, do the following:

1. Select any document

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

3. Go to the tab "Custom Fields"

and select "Edit custom fields"


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Welche Werte kann ich bei benutzerdefinierten Feldern anlegen?

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. If the new field is already filled in with a value, this can already be determined in advance.

Custom fields are always available and visible by default. However, if a certain field is only available for one document type or different user-defined fields are displayed for different document types, this can be done in the administration. The list above shows which document types use which custom fields.



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Possible and known sources of error

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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Frequently asked questions to the partner program

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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    Difficulty level
    Beginner
    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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