This option will allow the user to specify whether the email window remains open or closes after processing the email.
When Export as PDF is selected the
documents in the file list will be examined and each Status message will be set. In the case of a document that can not be converted to PDF (for instance non-image files such as Word or Excel documents) the status message Will Not Convert will be displayed. If the user has selected Single Document then Query will export a PDF combining as many of the documents as possible and the documents that cannot be converted will be exported separately in their native formats.
When the Format is set to Single Document the user will be prompted for the filename of the
attachment when they click OK. If Multiple Documents is selected in the format the user can rename the attached file by clicking in the Filename cell of the table and modifying the filename. The correct extension will be appended to the file upon export.
The Email window defaults to the color selection of the document as it was saved in PaperWise. This means if the document was saved into PaperWise as a color document the Email window will default to Color.
If you email a document that was saved into Paperwise in black & white format you can have PaperWise convert the attachment to a color format by selecting the Color option. This would allow you to maintain the color annotations on the attached file.
The Email window includes a View button which allows the user to view the selected document in the PaperWise Viewer.
You can attach a bookmarked section of a document to an email message either in its native format or as a PDF file. Refer to Sending a Bookmarked Section by Email for more information.
PaperWise allows you to attach notes to your documents. The notes can be read by all users who have been given access to view notes by the system administrator.
1. Select the document in the Picklist you want to attach a note to.
2. Click the Notes button on the Query Toolbar.
3. Click Clear to clear the text from the Editing Window.
4. Enter text for your note.
5. Click Create.
The creation date and time, and the username of the person who created the note are displayed in the Notes List (upper window) along with a portion of the note. Additionally a note icon will appear next to that document in the Picklist.
To read a note that has been previously attached to a document:
1. Select a document with a note attached from the Picklist.
2. Click on the Notes button on the toolbar.
3. Select the note in the upper portion of the Notes list box. The full text of the note will be displayed in the lower portion of the window.
If you’ve been given rights by the system administrator you can edit a previously entered note. To modify a note:
1. Click on the note you want to edit in the Notes List Window.
2. Make the desired changes to the text in the Editing Window.
3. Click Update to resave the note with changes.
When modifying an existing note the username of the creator and the creation date and time are not changed.
1. Click on the note you want to delete in the Notes List Window.
2. Click Delete.
If you have not been given rights to delete notes by the system administrator the Delete button will be invisible in the Notes window.
Use the Bookmark feature under Favorites to specify a page or range of pages for quick reference.
This feature is particularly useful for referencing various sections in a large document such as an insurance policy or a contract.
To create a bookmark:
1. Determine which page or pages of the document you want to reference.
2. Click on Favorites | Bookmarks| Add Bookmark.
3. The Enter
Description dialog will open.
4. Enter a description of the bookmarked section.
5. Enter the page numbers of the first and last pages in the referenced section.
Once a section of the document is bookmarked you can jump directly to the first page of the bookmarked section by clicking on Favorites | Bookmarks and selecting the description of the desired section.
To change the description of a bookmark or modify the page range that is referenced:
1. Click on Favorites | Bookmarks | Show Bookmarks.
2. Select the description of the bookmark you want to edit.
3. Click Edit.
4. The Add/Edit Bookmark dialog will open.
5. Make the desired changes.
6. Click OK.
7. Click Close.
1. Click on Favorites | Bookmarks | Show Bookmarks.
2. Select the description of the bookmark you want to edit.
3. Click Delete.
4. Click Close.
You can send a bookmarked section of a document as an attachment to an email message.
1. Click File | Send |
Bookmarked Section by Email.
2. Select the bookmarked section you want to attach to the message.
3. An Outlook message will open with the selected section attached.
4. Enter the address information.
5. Click Send.
To attach the bookmarked section as a
PDF file choose Bookmarked Section by Email as PDF in Step 1 above.
Enabling Allow Creation of Multiple Tabs lets you to have multiple sessions open in Query. Each session appears as a tab on the left side of the Query interface. You can have different documents open to view simultaneously. You can also direct each session to a different file cabinet if desired.
The default tab will always be named Main.
1. Choose Preferences from the Edit menu.
2. Select the General tab.
3. Check Allow creation of multiple tabs.
Once this option is enabled a column will be displayed on the left side of the Query window for the tabs. A Window menu will also be added to the menu bar.
Uncheck the Allow creation of multiple tabs checkbox in Preferences to disable this feature. After disabling the multiple tabs view only the Main tab view will remain open in Query.
1. Right-click on the tab column of Query and select Add Tab.
2. Enter the name of the tab.
3. Click OK.
A new instance of Query will open in the Query workspace with the default file cabinet selected. You can choose a different file cabinet to search or just execute a new search in the selected file cabinet.
Due to the memory requirements for opening multiple query tabs you can only have nine (9) tabs open simultaneously.
1. Click on the tab to make it the active tab.
2. Right-click on the tab column and select Remove Tab.
Note: You cannot remove the Main tab.
Using the Preferences options you can configure the appearance of the tabs. Select Show tab captions vertically instead of horizontally to rotate the tabs 90 degrees. This view allows longer tab names to be displayed.
Checking Align tabs at the bottom of the window instead of the top will place the tabs at the bottom of the tab column.
1. When using the tab interface you can easily copy or move documents from one file cabinet to another.
2. Open the file cabinet you want to copy from.
3. Open the destination file cabinet in another tab.
4. Go to the source file cabinet and select the document you want to copy.
5. Click and hold down the mouse button on the selected document in the Picklist and drag the mouse pointer to the tab of the destination file cabinet. The destination file cabinet will come to the front.
6. Without releasing the mouse button, drag it back over to the Picklist of the destination file cabinet and release the mouse button to drop the document.
7. Select Copy Document or Move Document.
Copy Document will leave the document in the source file cabinet and put a copy of the document in the destination file cabinet. Move Document will put a copy of the document in the destination file cabinet and delete it from the source file cabinet.
If there are any index fields with the same name in both file cabinets the index information will be copied over to the destination file cabinet also.
Cancel will terminate the operation and leave both file cabinets unchanged.
The document versioning feature allows you to maintain copies of all the revisions of a particular document in PaperWise. All the versions are linked together, but only the most recent copy of the document will appear in the results pane when you execute a search. All the previous copies of the document can be accessed and viewed through the revision history.
1. Right-click on the document and choose Revise Current
Document.
2. Select Yes to confirm that you want to revise the document.
3. The document will be opened in the application associated with that document type.
Note: PaperWise will make a copy of the file in the My PaperWise Documents folder under My Documents. It will append some information to the filename and enclose it in square brackets [].
(i.e.
MyWordDoc.doc[pwv1001000100 3].doc). The information within the
square brackets tells PaperWise that the document has been checked out for revision.
Notice the filename that PaperWise has given to this copy of the document.
4. Make your revisions.
5. Click on the Send to PaperWise button on the toolbar or choose File
> Send To > PaperWise.
6. Answer Yes to confirm that you want to update the document.
7. Enter a comment to describe the changes that you made to the document.
You will be returned to Query and a revision icon will appear in the Picklist for that document.
If the document you’re checking out to revise is a scanned document (or one that was captured using the Print to PaperWise print driver) the process is slightly different. When the document is checked out, by default it will be opened in the PaperWise Workbench. Within the Workbench pages can be resorted or removed and pages from other documents can be added. After the revisions are complete:
1. Click on File > Send To > PaperWise
2. The Export Options window will appear (select pages to export and color options)
3. The Send To PaperWise window will appear, select Revision Check in (not New Document) 4. Choose Yes to confirm that you want to update the document.
5. Enter a comment describing the revision and click OK.
6. The document will be checked back in with the revisions and a revision icon will appear on the document record in the Picklist.
If the document is checked out so that revisions can be made on another computer (i.e. You want to copy the document to your laptop and make revisions while you’re away from the office) or if the application the document was created in does not support the Send To function you can use a manual process to keep document revisions linked together in PaperWise.
1. Right-click on the document and choose Revise Current Document.
2. Select Yes to confirm that you want to revise the document.
3. The document will open in its native application.
PaperWise will create a copy of the document in your My PaperWise Documents folder.
4. Save the document to a disk or a shared folder on the network.
5. Exit the native application.
In Query the document will display a red padlock icon indicating that it has been checked out for revising.
This will prevent other users from checking out the document to revise it.
After the revisions have been made to the document:
6. Save the revised document to the My PaperWise Documents folder.
7. Open Query and retrieve the original document that is checked out for revisions.
8. Right-click on the document in the Picklist and choose Update Document Revision….
9. Select the revised document that you saved to the My PaperWise Documents folder.
10. Click Open.
If the filename is different than the name PaperWise gave the document when it was checked out you will receive a prompt indicating that the document you are importing may not match the document you are replacing.
11. Answer Yes to confirm that you want to replace the document.
12. Enter a comment describing the changes you made to the document.
13. Click OK.
The original document you checked out will now be in the Revision History. When the document is retrieved the revised document will appear in the Picklist.
If you check out a document for revisions and decide that you want to check the document back in without making any revisions, right-click on the document in PaperWise and choose Cancel Document Revsion. This will check the document back in so that other users on the system can check it out for revisions. Only the person who checked the document out for revising or an IT Administrator can cancel revisions.
1. Right-click on the document in the Picklist.
2. Choose Show Revision History… from the pop-up menu.
3. The Revisions for Document window will open listing all the revisions with the date of the revision, the user who made the revision and the comments that were entered.
4. Select a revision and click the View button.
The document will open in the default application for that file type. If the document is an image it will open in Workbench.
Workbench is a tool that allows you to combine, manipulate, and reassemble documents from different sources to create a new document.
Layout
Workbench is made up of multiple work areas, or panes, and is highly customizable. The layout refers to the arrangement of the different window panes in the Workbench. The Source Document List, Source Pages, Panning Window, Viewer, and Working Document panes can be rearranged suit your needs.
The Workspace option under the View menu contains several predefined layouts. Additionally, if Customize View is enabled, the Window panes can be moved to new locations to suit your preferences. Clicking the thumbtack on the title
bar of the pane will auto-hide the pane. You can also uncheck the pane description in the View menu to hide the pane.
All of the panes on the Workbench are floatable.
When you select the Floating option the pane can be moved around freely on the desktop.