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Last updated on 23.08.2019

Document status

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

Article ID: #RPOHD26496

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


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How can I set the document status for a document?

Article ID: #RPOHD26588

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

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


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

Article ID: #RPOHD26680

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

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

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


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How are the status entries displayed in the interface?

Article ID: #RPOHD26772

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

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


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Custom fields

What does custom fields in PaperOffice mean?

Article ID: #RPOHD3220

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

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

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


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How can I edit custom fields?

Article ID: #RPOHD3312

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

To edit custom fields in PaperOffice, proceed as following:

1. Select any document

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

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


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Which values can be created as custom fields?

Article ID: #RPOHD20148

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

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

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


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Can I search for the contents of custom fields?

Article ID: #RPOHD26864

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

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


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User

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

Article ID: #RPOHD20240

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

For this you first have to create a user group:

1. Click the arrow to the right of your username

2. Select "User Groups"

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

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

5. Your new group has already been created and you can have different rights, such as:

- Right document properties

- Rights documents and original files

- Right Settings

to adjust. Save your changes

6. To then assign newly created user groups to your existing users, you must go to "Users", select a user and "Edit selected user" and adjust the user group accordingly in the Access rights area.


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How do I create user groups?

Article ID: #RPOHD20332

1. In your PaperOffice interface, click the arrow to the right of your username
2. Select "User Groups"
3. Click on "Edit user groups" (The entry Admin is already predefined and can not be changed)
4. Create a new entry and enter a name for the user group. After the group has been created, click "X" to exit the management module.
5. Your new group has already been created and you can have different rights, such as:

- Right document properties

Put a tick on the access areas that correspond to the properties of the document

- Rights documents and original files

Check the access areas, such as deleting or accessing documents. If you do not check the box next to "Can use keyword search", the user will not find the search bar.

- Right Settings

Check the access areas, such as Settings, SmartSpell, Database, and Monitoring.

to adjust. Save your changes


6. To then assign newly created user groups to your existing users, you must go to "Users", select a user and "Edit selected user" and adjust the user group accordingly in the Access rights area.


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How do I add new users?

Article ID: #RPOHD5152

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

1. Create a new PaperOffice account

2. After the PaperOffice account has been created, select "Options" and "Next and Manage database connection"


PaperOffice automatically recognizes that new users want to log in to the database, whether or not their license allows you, and adds them to the network.

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


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General information about the user administration

Article ID: #RPOHD5244

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


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How to manage already created users?

Article ID: #RPOHD5336

The central user administration always takes place per PaperOffice database. All users connected to this database are listed in the user management:


PaperOffice scales itself based on the accounts associated with the database. After creating new PaperOffice accounts, the admin can assign individual levels of approval to users within the user administration. Release levels can be stored for folder access (in folder properties and release level) and explicitly for individual documents (properties and security). All users who do not meet this approval level will not see the folder and / or documents.


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What about password protection for users?

Article ID: #RPOHD5428

For each PaperOffice account creation, the user must enter their individual password. This password can only be changed or viewed in the user administration, in the area of ​​user groups, by the admin.



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How can I change the user photo?

Article ID: #RPOHD5612

The profile picture of the user can easily be changed by clicking on the picture with the left mouse button, selecting a new picture and confirming your entries by saving.


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Workflow with SmartSpell

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

Article ID: #RPOHD20424

SmartSpell Administration lists recognized words and substitutes for tagged words. You can correct them afterwards or add your own specific words.

All dictionary entries that you have already selected from various correction suggestions are listed under the "Replacement" column. Those words that should be removed are entered as "being removed".

You can also correct the entries later. To do this, select an entry from the list and enter the new word in the field "Replacement". Confirm the change by clicking Save. The list is updated with the new replacement word. To delete the entry, select "Delete".

You can also add your own specific words to your SmartSpell dictionary and specify the language.


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What is SmartSpell text recognition?

Article ID: #RPOHD9292

The worldwide unique SmartSpell text recognition extracts the text from almost any file or paper document and creates a full-text search catalog.
Extensive sector-specific dictionaries from many different fields such as medicine, law, business and industry ensure this perfect text recognition. SmartSpell supports more than 160 languages ​​and of course all special character sets from Cyrillic to Japanese to Arabic.

Documents are automatically processed and decomposed into their raw text. This process takes place transparently in the background.

Recognized OCR raw text is optimally cataloged and stored in a special high-performance memory for a lightning-fast full-text search.

The language recognition of the document language is automatic. SmartSpell automatically optimizes and updates the text recognition in this language, the recognized OCR raw text is compared with large industry dictionaries and corrected.

The recognized OCR raw text is compared with extensive industry dictionaries and corrected. This guarantees perfect raw text results for targeted keyword searches, even with difficult documents. The industry dictionaries are constantly updated from general, medical, legal, industrial and financial fields.


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What is SmartSpell Text Correction?

Article ID: #RPOHD9384

The intelligent SmartSpell text correction automatically learns unrecognized terms after each text recognition and adds them to your personal dictionary.


You can either choose from these suggestions or add your own specific words.

SmartSpell is a purely based KI text recognition system that automatically corrects all other text identifiers based on your specifications.

After individually classifying text suggestions and specific words, SmartSpell creates the innovative ranking. After this learning process, SmartSpell will automatically correct all other text identifiers based on your specifications.


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SmartSpell procedure. Do I have to pay attention to something?

Article ID: #RPOHD9476

All SmartSpell services (text recognition and text optimization) run automatically in the background. After the document has been added to PaperOffice, it will automatically be text-recognized. The SmartSpell IntelligentSystem detects and automates as new documents become available.

Thanks to PaperOffice's built-in service monitoring, you can easily see which document is currently being processed and which service is running exactly.

The SmartSpell Text Correction (labeled as a jinn in the menu bar above) will need your help if there is a number next to the jinn. Click on this and correct the unrecognized words to add them to your personal text recognition dictionary.



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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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