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Last updated on 23.08.2019
Article ID: #RPOHD9292
What is SmartSpell text recognition?
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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Revision safety and
audit compliance

Installation and databases

Import emails directly from Outlook

Article ID: #RPOHD3864

The version PaperOffice 2014 Stealth supports the direct import of email from Outlook 2007 and 2010 supported (2003 not officially).

Not only the email is imported directly into PaperOffice, but also all existing email attachments are automatically extracted, imported as individual objects into the document folder and tagged for full-text search.

To transfer one or more emails directly from Outlook, highlight it and click on the button "PaperOffice":

After the transfer the complete document folders are available in your PaperOffice clipboard.


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The submit button "PaperOffice" is missing in Outlook, Word or Excel

Article ID: #RPOHD3956

Please note that the submission button "Submit to PaperOffice" is only available in Outlook, Word or Excel for the current PaperOffice 2019 version.
If the Office add-ins were not installed or removed by Windows, you can reinstall them as follows:
1. Close Outlook, Word and Excel. Also make sure that no hidden Office process is active (Task Manager)
2. Run the following file: C: /PaperOffice/bin/com.paperoffice.addinsetup.application
3. Click on "Register"
4. After successful registration start Outlook and check if the transfer button is available.


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Settings and Administration

Licensing and costs

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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Interface and views

Documents and document properties

Problem solutions

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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Update and Support Package (USP)

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

Article ID: #RPOHD14260

If documents and files have already been scanned or are available in digital format, they can simply be "pulled in" at any time into the corresponding folder.
Otherwise, click the "+" sign in the above menu bar and select "Paper Document". Then select the second entry "Import scan documents from a directory Scan2Folder".
Then set up the desired directory or copy the automatically created C: ... \ scan2folder
Optionally select what should happen after the scan, such as optimizing or cropping.
Click on "Start scanning". Set your scanner to automatically put all scanned documents in this directory.
PaperOffice will now monitor the target directory you have created, wait for scanned PDF documents to be present and then process them.


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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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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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