ATX Document Manager. User Guide

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ATX

Document Manager™

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User Guide

Rome, GA 30165

No part of this manuscript may be copied, photocopied, reproduced, modified or distributed in any form or by any means without permission in writing from

CCH Small Firm Services. Information in this manuscript is subject to change without notice. Any software described in this manuscript is

furnished under a license

agreement and may be used or copied only in accordance with the terms of the agreement.

CCH Small Firm Services is not engaged in rendering legal, technical, or other professional services. Use of this

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Installing ATX Document Manager... 1

Installing ATX Document Manager (Windows XP) ...2

Configuring a Network Workstation (Windows XP)... 11

Installing ATX Document Manager (Windows Vista or Windows 7) ...20

Configuring a Network Workstation (Windows Vista and Windows 7)... 31

Registering Your Software ...44

Setting Up ATX Document Manager ... 46

Configuring Your Settings in ATX Document Manager...47

Root Directory... 47

Export Drive... 47

Default Directory Structure ... 48

“Permanent” Default Folder ... 48

Add New Year ... 48

Remove Year... 48 Add Folder ... 48 Rename Folder... 48 Remove Folder ... 48 Apply Changes to ... 48 Email Settings... 49

The Change Button ... 49

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Other Settings... 50

Side-by-Side View ... 51

Using the Document Manager Menus ... 52

Using the ATX Document Manager Menus ...53

File Menu... 53 Edit Menu ... 55 View Menu... 56 Activity Menu ... 57 Tools Menu... 57 Security Menu... 59 Help Menu ... 60

ATX Document Manager Toolbar ... 62

Configuring Your Security Settings ... 64

Client Security ...64

Adding Passwords to a Client’s Files... 65

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Setting Your Categories ...84

Creating New Categories ... 85

Deleting a Category... 86

Renaming a Category... 86

Restoring Default Categories... 87

Creating a New Directory ...89

Creating Top Level Directories in the Non Client Folders and Review and Assign Directories ... 89

Creating Top Level Directories in the Active Clients and Inactive Clients Folders ... 91

Scanning a New Document...93

Scanning as Different File Types ...96

Scanning Multiple Pages to One File ...98

Move To ...102

Move Client To ...102

Adding a New Document ...103

Assigning Documents to New Clients ...105

Assigning Documents to Existing Clients...108

Deleting a Document...111

Search for Client...112

Search for Client by Markers ... 114

Properties ...115

Sending E-mail from ATX Document Manager...116

Sending E-mails with Encrypted Attachments ...121

Importing from E-mail ...126

Using Support Mode ...128

Enabling Support Mode ... 128

Submitting Issues ... 130

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Printing a Document...131

Printing a PDF to Document Manager ...132

Audit Trail ...133

Filtering the Audit Trail... 135

Markers ...137

Add Comment... 139

Edit Comment... 141

Backing up Clients in ATX Document Manager...144

Scheduling Backups for Clients in ATX Document Manager ... 148

Scheduling Backups for Locked Clients ... 154

Backing up Files\Folders in ATX Document Manager ...156

Scheduling Backups for Files/Folders in ATX Document Manager ... 160

Backing Up Directories in ATX Document Manager ...166

Scheduling Backups for Directories in ATX Document Manager ... 170

Restoring Data in ATX Document Manager...176

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Chapter

1

Installing ATX

Document

Manager

TX now offers you the ease and efficiency of a paperless office environment. With ATX Document Manager™, you can scan and store all of your client’s supporting tax documents and frequently used IRS publications. Once this data has been transferred to electronic copy, access to taxpayer information is only a click away.

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Installing ATX Document Manager

(Windows XP)

To install ATX Document Manager, use the following steps: 1. Insert the CD into your disk drive.

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Windows displays the Run dialog box.

Type X:\SFSStartup in the Run dialog box and click OK. (X

represents the letter of the CD-ROM drive.)

ATX Document Manager displays the ATX Document

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ATX Document Manager displays the Welcome to the

InstallShield Wizard for ATX Document Manager dialog box:

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ATX Document Manager displays the License Agreement dialog box:

4. Read the license agreement and select I accept the

terms in the license agreement.

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ATX Document Manager displays the Ready to Install the

Program dialog box:

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ATX Document Manager displays the Select Drive dialog box:

7. Select the drive to which you want to install ATX Document Manager, and click OK.

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During the installation, a Hardware Installation dialog box displays:

8. Click Continue Anyway. ATX Document Manager

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ATX Document Manager displays the following message:

9. Click OK.

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Once the installation is complete, ATX Document Manager displays the InstallShield Wizard Completed dialog box:

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Configuring a Network Workstation (Windows

XP)

To configure a workstation to run ATX Document Manager, the program must already be installed to the server or another workstation acting as a server. The drive to which you have installed ATX Document Manager must also be shared out with full control permission. Finally, you must map to the drive to which you have installed ATX Document Manager. To configure a workstation to run ATX Document Manager, use the following steps:

1. Insert the CD into your disk drive.

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Type X:\SFSStartup in the Run dialog box and click OK. (X

represents the letter of the CD-ROM drive.)

ATX Document Manager displays the ATX Document

Manager dialog box:

The ATX Document Manager User Guide is available in PDF format by clicking the Document Manager User Guide (PDF) link from this dialog box.

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ATX Document Manager displays the Select Option dialog box:

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ATX Document Manager displays the Select Server

Installation dialog box:

5. Select the server installation drive and click OK.

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InstallShield Wizard for ATX Document Manager Workstation dialog box:

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9. Click Install.

ATX Document Manager displays a dialog box asking you to wait for the Release Notes to be opened:

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ATX Document Manager opens the latest Release Notes.

You need Adobe Reader 8.0 or higher installed on your system in order to view release notes and other PDF files. You can load Adobe Reader 9.0 from the ADOBE folder on this CD.

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Installing ATX Document Manager

(Windows Vista or Windows 7)

The instructions below describe the steps for installing ATX Document Manager on a Windows Vista or Windows 7 Operating System. The steps are the same for both systems; however the screenshots may vary slightly. The screenshots in the steps below are using Windows Vista.

Vista Operating Systems require installations to be run by a user with Administrator rights. The network setup works the same as any other Operating System as long as the install is performed by the administrator.

1. Insert your CD into the disk drive.

If Setup does not start automatically, click the Windows button, All

Programs, Accessories, then Run and Type X:\SFSStartup. (X

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ATX displays the ATX Document Manager dialog box:

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If your User Account Control is on, ATX Document Manager displays the User Account Control dialog box:

3. Click Continue.

ATX Document Manager displays a dialog box with the message “A registry needs to be set if you want to be able

to install to a mapped drive. May we set this entry for you?”

4. Click Yes to continue. If you click No, you will be

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ATX Document Manager displays the Rebooting Machine dialog box:

5. Select the Yes, I want to restart my computer now

option and click Finish to reboot your machine. 6. Once your computer reboots, click the Windows

button, All Programs, Accessories, then Run and type X:\SFSStartup. (X represents the letter of the

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InstallShield for ATX Document Manager Workstation

dialog box:

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ATX Document Manager displays the Select Drive dialog box:

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During the installation, ATX Document Manager displays the

Windows Security dialog box:

14. Click Install this driver software anyway. ATX Document Manager software that gives you the ability to print a PDF file to ATX Document Manager from another program.

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Once you close the Release Notes, ATX Document Manager displays the InstallShield Wizard Completed dialog box:

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ATX Document Manager must be opened with a user that has administrative rights. This also applies to users on workstations.

If your user does not have administrative rights, ATX Document Manager will display the following error:

Configuring a Network Workstation (Windows

Vista and Windows 7)

To configure a workstation to run ATX Document Manager, the program must already be installed to the server or another workstation acting as a server. The drive to which you have installed ATX Document Manager must also be shared out with full control permission. Finally, you must map to the drive to which you have installed ATX Document Manager. To configure a workstation to run ATX Document Manager, use the following steps:

1. Insert your CD into the disk drive.

If Setup does not start automatically, click the Windows button, All

Programs, Accessories, then Run and type X:\SFSStartup. (X

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ATX displays the ATX Document Manager dialog box:

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3. Click Continue.

ATX Document Manager displays a dialog box with the message “A registry needs to be set if you want to be able

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ATX Document Manager displays the Rebooting Machine dialog box:

5. Select the Yes, I want to restart my computer now

option and click Finish to reboot your machine. 6. Once your computer reboots, click the Windows

button, All Programs, Accessories, then Run and type X:\SFSStartup. (X represents the letter of the

CD-ROM drive.)

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ATX Document Manager displays the Select Option dialog box:

10. Select Configure this workstation to run ATX

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ATX Document Manager displays the Select Server

Installation dialog box:

11. Select the server installation drive and click OK.

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InstallShield Wizard for ATX Document Manager Workstation dialog box:

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During the installation, ATX Document Manager displays the

Windows Security dialog box:

16. Click Install this driver software anyway. ATX Document Manager installs software that gives you the ability to print a PDF file to ATX Document Manager from another program.

ATX Document Manager displays a dialog box asking you to wait for the Release Notes to be opened:

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Registering Your Software

ATX Document Manager requires you to register the software after installation. You should only have to do this once. If you have ATX Document Manager installed on a network, you can register your software from any machine. You will need to have your Installation Code to do this. Your Installation Code can be found on the Fulfillment confirmation slip provided with your software. Make sure to keep track of your different Installation Codes for any different ATX products that you may use.

If at any time you need to return to the Register Software dialog box, use the following steps:

1. Click the Help menu and select Register.

ATX Document Manager displays the Register Software dialog box:

2. Enter your Installation Code in the box provided.

3. Click OK.

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ATX Document Manager displays the Login window:

When you first log in to ATX Document Manager with the Admin user, the password will be blank. However, we strongly encourage you to assign a password to the Admin user. For information on assigning passwords, see Chapter 4: Configuring Your Security

Settings.

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Chapter

2

Setting Up ATX

Document

Manager

fter installing ATX Document Manager, you should configure your program settings.

A

Some of the settings include:

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Configuring Your Settings in ATX

Document Manager

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Default Directory Structure

The Default Directory Structure determines how you want ATX Document Manager to organize and display your files.

“Permanent” Default Folder

This folder allows the user to store documents that are not associated with any tax year such as IDs, divorce papers, death and birth certificates, wills, power of attorneys, etc. You can add new folders under the “Permanent” folder, but you cannot rename or delete it.

Add New Year

When you click the Add New Year button, ATX Document Manager displays the Add New Year dialog box. Enter the year you would like to create. You can also select a year for the directory structure by clicking the drop-down list and selecting the default structure, or one you have created.

Remove Year

Click the Remove Year button to remove the year folder you have selected from the active directory. You can remove any year except the default year.

Add Folder

Click the Add Folder button to create a new folder under the active directory.

Rename Folder

Click the Rename button to rename the selected folder.

Remove Folder

Click the Remove Folder button to remove the selected folder.

Apply Changes to

When using this feature, you have the ability to determine to which clients the changes are applied. For instance, if you select Active

Clients, and then make changes to the Default Directory Structure,

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Email Settings

The Change Button

When you click the Change button under Email Settings, ATX Document Manager displays the SMTP Settings Dialog box:

ATX Document Manager uses Microsoft Office Outlook as its default e-mail provider. If you use any other provider (including Outlook Express), you must complete the SMTP Settings Dialog box. Consult your e-mail provider for the following information:

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• Account name: If your server requires authentication, enter your e-mail address as the Account name.

• Password: If your server requires authentication, enter your e-mail password here.

• This server requires a secure

connection (SSL): If your server requires

a secure connection, select this check box.

• SMTP server port: If the SMTP has a server port or your office has a secure internet connection, obtain the SMTP server port from your network administrator.

Consult your e-mail provider if you have difficulty adjusting the SMTP settings. Some e-mail providers require you to purchase a premium package before allowing access to that account from another server.

The Empty Email History List button

When you send e-mails from ATX Document Manager, the addresses are saved in the To: drop-down list. If this list gets too lengthy, you can clear it by clicking the Empty Email History List button.

Other Settings

Select Process Tax Year allows you to select which tax year you wish

to use when scanning and processing files.

Select Quick Move folder allows you to choose the folder in which you

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Register Hot Keys allows you to assign certain Hot Keys to navigate

ATX Document Manager while using the Side-by-Side View and working in ATX.

Audit Trail allows the Admin user to track when a document was

created, modified, opened, moved or deleted, etc. If the check box is not selected these actions will not appear on the log file. This option will be unavailable for all users, except Admin.

Side-by-Side View

Side-by-Side View allows you to display ATX Document Manager and

your ATX tax preparation software side-by-side on the same screen. The width and height determine the size of the Document Manager window. When you set the options here, you set the default options. Using the Side-by-Side View from the View menu is for the current use only, not global use.

Show Side-by-Side Tree View shows the tree view while in

side-by-side mode.

Show Tree View – selecting this check box will make the tree view

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Chapter

3

Using the

Document

Manager Menus

nce you have completed setting up ATX Document Manager, you can begin maneuvering through the program.

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Using the ATX Document Manager

Menus

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The following table describes the items on the File menu:

Menu Item Description

New Folder Allows you to add a new directory.

Open Allows you to open a directory.

Add Allows you to add new documents.

Delete Allows you to delete a client’s files and folders.

Rename Allows you to rename a document or directory.

Close Allows you to close the current document.

Move Client To

Allows you to move a client to the Active Clients, Inactive Clients, or Non Client Folder.

Move To Allows you to move documents from Review and Assign to the Active Clients, Inactive Clients, or Non Client Folder.

Move Allows you to quickly move scanned documents from Review and Assign to the Active Clients directory. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Spouse Allows you to assign a relationship between files for spouses. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Properties Allows you to edit the properties for a directory.

Save Allows you to save a document after it has been scanned and reviewed. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

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available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Print Allows you to print documents.

Export to ATX

Allows you to export scanned documents to ATX. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Exit Allows you to close ATX Document Manager.

Edit Menu

The following table describes items on the Edit menu:

Copy Allows you to copy files.

Cut Allows you to cut folders and files.

Paste Allows you to paste folders and files from one directory to another.

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View Menu

The following table describes items on the View menu:

Side-by-Side Allows you to resize the ATX Document Manager screen to view in conjunction with ATX.

Back Allows you to go back one document within the directory. Only works in Side-by-Side mode.

Forward Allows you to go forward one document within the directory. Only works in Side-by-Side mode.

Show Tree Allows you to view or hide the directory tree.

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Activity Menu

The following table describes items on the Activity menu:

Scan Allows you to scan a document.

Process Document

Allows you to process an image file. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

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The following table describes items on the Tools menu:

Settings Allows you to view the root directory and file hierarchy. You can modify e-mail settings, side-by-side screen size, opt to view or hide the ATX Document Manager tree in side-by-side view (you can change this setting from the View menu while working in ATX Document Manager), and register hot keys.

View Audit Trail

Allows the Admin user to view the log file showing when a document was created, modified, opened, moved or deleted, etc.

Email Allows you to send e-mails and attach ATX Document Manager files.

Backup Allows you to back up your files for storage or transport.

Restore Allows you to restore files from backup.

Import Allows you to import data files sent via email from other ATX Document Manager users.

Check In/Out Allows you to check out your client's files and folders. This allows a user to check out the files/folders to a removable device and check them in on a different computer. While the files are checked out other users have access to view these files, but not make any changes.

Edit Categories

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Security Menu

The following table describes items on the Security menu:

Client Security

Allows you to secure a client’s files by adding a password and locking the client.

Add/Edit Users

Allows you to add new users or edit existing users.

Change Password

Allows you to change the current user’s password.

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Help Menu

The following table describes items listed on the Help menu:

ATX Document Manager Help

Opens ATX Document Manager Help.

Keyboard Shortcuts

Opens a list of keyboard shortcuts available in ATX Document Manager.

Support Site Allows the user to navigate to the support site to check for and download updates and access the Knowledge Base.

ATX Web Opens atxinc.com in a separate window.

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Support Mode

Enabling this feature allows reproducible issues to be captured in a log file and transmitted to the

development team for review. This will aid in our ability to offer a solution. Customer Service representatives are available to assist with this process.

About Displays the About ATX Document Manager for

Windows dialog box, where you can find the version

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ATX Document Manager Toolbar

The following table describes the buttons on the ATX Document

Manager toolbar:

Move Allows you to quickly move scanned documents from the Review and Assign directory to the Active Clients directory. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Save Allows you to save a scanned or edited document. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Add Allows you to add a document to the directory.

Scan Allows you to scan a document to add to the directory.

Process Allows you to process a document that has been scanned and reviewed. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Export Allows you to export a file to ATX. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.)

Email Opens the Email dialog box.

Open Opens the currently selected file from the directory.

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Delete Allows you to delete a directory or document.

Print Allows you to print the document that is open.

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Chapter

4

Configuring Your

Security

Settings

he Security settings allow users to add a password to client’s files, add users and assign specific rights to each of them and change their passwords, change the Admin password, or change users.

T

Client Security

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Adding Passwords to a Client’s Files

To add a password to a client’s file, use the following steps: 1. Do one of the following:

• Highlight the client’s name and click the

Security menu, point to Client Security,

and select Lock Client; or

• Right-click on the client’s name, point to

Client Security, and select Lock Client;

or

• Highlight the client’s name and press

Ctrl+Shift+L.

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access until the client is locked, or the program is closed. When the user tries to enter the file again, ATX Document Manager prompts the user to enter the password for the client. Once the password is entered, the user will be able to perform any operation.

Lock Client

When a client is locked, all operations are restricted for that client. Users cannot copy, cut, paste, move, expand, and view, etc., that client. For example, if you have your personal information stored in ATX Document Manager, you can lock the client so that other workers in your office will not have access to your personal information.

If a client is locked when you try to perform a backup, ATX Document Manager will prompt you to enter the client’s password before you can schedule the backup. See Chapter 5: Using ATX

Document Manager for more information.

To lock a client’s files and folders do one of the following:

and select Lock Client; or

Client Security, and select Lock Client;

or

Ctrl+Shift+L.

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Unlock Client

To unlock a client’s files and folders, use the following steps: 1. Do one of the following:

and select Unlock Client; or

Client Security, and select Unlock Client; or

Ctrl+Shift+U.

ATX Document Manager displays the Enter Password dialog box:

2. Enter the client’s password and click Ok.

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Change Password

To change the password for the client, use the following steps: 1. Do one of the following:

• Click the Security menu, point to Client Security, and select Change Password;

or

• Right-click, point to Client Security, and select Change Password.

ATX Document Manager displays the Change Password dialog box:

2. Enter the old password in the Old Password field and press the Tab key.

3. Enter the new password in the New Password field and press the Tab key.

4. Re-enter the new password in the Re-enter New

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Clear Password

In order to clear the password for a client, you must first unlock the client.

To clear the password for the client, do one of the following: • Click the Security menu, point to Client

Security, and select Clear Password; or

• Right-click, point to Client Security, and select Clear Password.

ATX Document Manager clears the password for the client. Once you clear the password for the client, the text of the client’s files and folders will turn black in the tree.

The Admin user does not have to unlock the client before clearing the password.

Check In/Out

ATX Document Manager allows you to check out your client's files and folders. This allows a user to check out the files/folders to a removable device and check them in on a different computer. While the files are checked out other users have access to view these files, but not make any changes.

Check Out

To check out a client’s files/folders, use the following steps:

1. From the top-level folder of the client, do one of the following:

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• Right click and point to Check In/Out and select Check Out Files.

ATX Document Manager displays the Check Out dialog box:

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ATX Document Manager displays the Browse For Folder dialog box:

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ATX Document Manager displays the location you selected in the Browse path window:

4. Click the Check Out button.

ATX Document Manager displays an information dialog box letting you know that the operation is complete:

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Check In

To check in a client's files/folders, use the following steps:

• Click the Tools menu, point to Check In/Out and select Check In Files, or

• Right click and point to Check In/Out and select Check In Files.

ATX Document Manager displays the Check In dialog box:

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ATX Document Manager displays the Browse For Folder dialog box:

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ATX Document Manager displays the location you selected in the Browse path window:

ATX Document Manager lists all Existing CheckOuts and

Clients in CheckOut.

4. Select the Existing CheckOut that you wish to check

in.

5. Select the clients that you wish to check in by clicking on each client individually or by selecting all clients by clicking the Select All button.

6. Click Ok.

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Un-Check Folder

The Admin user has the ability to un-check a folder at any time. For instance, if a folder has been checked out by an employee that no longer works in the office, the Admin user can un-check this folder to allow other users access.

To un-check a folder, use the following steps: 1. Log in as the Admin user.

• Click the Tools menu, point to Check In/Out and select Un-check Folder, or

• Right click and point to Check In/Out and select Un-check Folder.

ATX Document Manager un-checks the folder and displays the client's files and folders with the normal black text in the directory tree.

Add/Edit Users

All users can perform Admin functions unless you restrict the rights. For more information, see the Change Rights sub-section.

To add/edit users, use the following steps:

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ATX Document Manager displays the Add/Edit Users dialog box:

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ATX Document Manager displays the New User dialog box:

3. Enter a name for the new user and click Ok. The name displays in the Users List of the Add/Edit Users dialog box.

Change Password

To change a user’s password, use the following steps:

1. Highlight the user name in the Users List, and click the Change Password button.

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ATX Document Manager displays the Change Password dialog box:

3. Enter the old password in the Old Password field and press the Tab key.

4. Enter the new password in the New Password field and press the Tab key.

5. Re-enter the new password in the Re-enter New

Password dialog box, and click OK.

ATX Document Manager changes the password and returns you to the Add/Edit Users dialog box.

Change Rights

To change a user’s rights, use the following steps:

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ATX Document Manager displays the Edit Rights confirmation box:

2. Click Yes to change the rights.

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To add all or remove all rights from a user, do one of the following: • If you want to add all rights to the user,

click the Add All button.

• If you want to deny all rights to the user, click the Remove All button.

3. Choose the rights from the Granted Rights list and click Remove to move them to the Denied Rights list.

To choose more than one right to grant or deny, press and hold down the Ctrl key as you click on each right.

To add rights to a user, choose the rights from the Denied Rights list and click Add to move them to the Granted Rights list. Amin user rights cannot be changed.

Remove a User

To remove a user, highlight the name in the User List and click the

Remove button.

ATX Document Manager displays a Warning dialog box:

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You cannot delete any user that is currently logged in on any machine across the network.

Change User

To change the user, use the following steps:

1. Click the Security menu, and choose Change User.

ATX Document Manager displays the Login dialog box:

2. Choose a user name from the drop-down list and enter the password for that user in the Password field.

3. Click Login.

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Chapter

5

Using ATX

Document

Manager

TX Document Manager allows you to store and organize your client’s documents, making your office more efficient.

Setting Your Categories

A

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Creating New Categories

To create a new category, use the following steps:

1. Click Tools and select Edit Categories.

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ATX Document Manager displays the New Category dialog box:

3. Type the category name in the New Category dialog box and click Ok.

The new category displays at the bottom of the list in the Edit Categories window.

4. Click OK to close the Edit Categories dialog box.

Deleting a Category

To delete a category, use the following steps:

1. Click Tools and select Edit Categories.

2. Select the category and click the Delete button.

A category cannot be deleted if a client has been assigned to the category. You must unassign any clients that have been assigned to the category before you can delete it.

Renaming a Category

To rename a category, use the following steps:

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2. Select the category and click the Rename button. ATX Document Manager displays the Rename Category dialog box:

3. Clear the name, enter the new desired name, and click Ok.

Restoring Default Categories

To restore the default categories, use the following steps: 1. Click Tools and select Edit Categories.

2. Click the Create Default button.

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ATX Document Manager displays a warning:

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Creating a New Directory

Creating Top Level Directories in the Non Client

Folders and Review and Assign Directories

To create a new top-level directory, use the following steps:

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3. Do one of the following:

• Click the File menu and select New Folder, or

• Right-click and select New, or

• Press Ctrl+N.

ATX Document Manager displays the New Directory dialog box:

4. Enter the Directory Name. 5. Do one of the following:

• Click Ok to save the new directory name.

ATX Document Manager displays the new directory in the Tree. • Click Cancel to exit without saving the

new directory name.

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Creating Top Level Directories in the Active

Clients and Inactive Clients Folders

To create a new top-level directory, use the following steps:

1. Click on either Active Clients or Inactive Clients Folders to create the new directory.

2. Make sure all existing directories are closed and not highlighted.

If you create a new directory while a directory is highlighted, your new entry will become a sub-directory of the one that is highlighted.

• Click the File menu and select New Folder, or

• Right-click and select New, or

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ATX Document Manager displays the Directory Properties dialog box:

4. Enter all applicable information for the new directory. 5. Do one of the following:

• Click Ok to save the new directory

properties.

ATX Document Manager displays the new directory in the Tree. • Click Cancel to exit without saving the

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Scanning a New Document

It is strongly recommended that your scanner is connected locally to the computer from which you intend to scan.

To scan a new document, use the following steps:

1. Select the folder to which you want to scan your files.

If you do not specify the location to which you want to scan your files, you will receive a message asking you to select a destination directory before scanning.

• Click the Scan button on the toolbar.

• Click the Activity menu and select Scan.

ATX Document Manager displays the Select Scan Method dialog box.

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The Scan option is for scanning documents such as receipts, word documents, spreadsheets, or any other documents to be placed in the desired folder of the customer. Scan will not try to recognize any fields in the document; it will simply scan it in as a “record” to be placed in the client’s folder.

3. Click OK.

ATX Document Manager displays the Scan dialog box:

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ATX Document Manager displays the path of the folder to which you chose to have your files scanned in the Destination box.

5. Select the option for Scan Multiple Pages if you have several pages that you wish to save as one file in the client's directory.

6. Select the type of file from the File Type drop-down list.

ATX Document Manager retains the file type settings of your last scan. For example, if you select PDF as the file type for a scan, ATX Document Manager defaults PDF as the file type for the next scan. Settings will be saved for each user.

7. Click the Select Source button to choose the

scanner you want to use.

ATX Document Manager displays the Select Scan Source dialog box:

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Scanning as Different File Types

ATX Document Manager allows you to save your scanned files as different file types. For instance, you can scan a file and save it as a .pdf file type. This allows you to email files, returns, etc. to your customers. To scan a new document, use the following steps:

2. Click the Scan button on the toolbar.

ATX Document Manager displays the Select Scan Method dialog box:

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4. Enter a file name in the File Name box.

ATX Document Manager displays the path of the folder to which you chose to have your files scanned in the Destination box.

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6. Click the Select Source button to choose the

scanner you want to use.

ATX Document Manager displays the Select Scan Source dialog box.

7. Select the scanner from the list and click Select. 8. Click the Scan button on the Scan dialog box.

Follow the on-screen instructions for your scanner.

Scanning Multiple Pages to One File

ATX Document Manager allows you to scan multiple pages and save them as one file. For instance, if you have a customer with several items for Schedule A deductions, you can scan them all and save them as one file instead of several individual files.

This feature requires a scanner with batch feed capability.

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2. Click the Scan button on the toolbar.

ATX Document Manager displays the Select Scan Method dialog box:

3. Make sure the Scan method is selected.

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5. Enter a file name in the File Name box.

ATX Document Manager displays the path of the folder to which you chose to have your files scanned in the Destination box.

6. Select the Scan Multiple Pages check box.

ATX Document Manager will save the setting of the Scan Multiple Pages check box until it is changed. For example, if you select Scan Multiple Pages for a scan, the check box will be selected by default for your next scan.

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8. Click the Scan button on the Scan dialog box.

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9. Select the Yes or No check box to indicate if there are

more images to scan.

• If you select Yes, load the other images into the feeder and click Scan.

• If you select No, ATX Document Manager displays the Scan dialog box confirming that multiple pages were scanned successfully.

Move To

The Move To action is only active in the Review and Assign tab. This allows the user to move documents to an established client folder in the

Active Clients, Inactive Clients, or Non Clients tab.

To move a document, do one of the following:

1. Highlight the document, click the File menu and select Move To, or

2. Right-click on the document and select Move To, or 3. Highlight the document and press Ctrl+Shift+M.

See Chapter 5: Assigning Documents to New Clients and

Assigning Documents to Existing Clients for more information.

Move Client To

Move Client To allows the user to move the client folders to the Active Clients, Inactive Clients, or Non Clients folders.

Move Client To is not available in the Review and Assign

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To move a client, use the following steps:

1. Click the File menu, and choose Move Client To,

and choose where you want to move the client to from the

pop-up menu.

The Active Clients folder contains all of the clients the user works with from year to year. The Non Clients folder allows the user to keep their own business documents stored for audit or personal needs. The Inactive Clients folder is for “non-returning” clients. Use this folder to keep records for review.

2. Once a new directory is chosen, ATX Document Manager automatically moves the client to the chosen directory.

Adding a New Document

ATX Document Manager allows you to add an existing document from your computer. The document does not have to be scanned into the program.

When you are adding a new document, make sure you have first selected the appropriate directory.

To add a document saved to your computer, use the following steps: 1. Do one of the following:

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ATX Document Manager displays the Open dialog box:

2. Navigate to the location where the file is stored. 3. Select the file you want to add and click the Open

button.

ATX Document Manager adds the new file under the directory you selected.

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Assigning Documents to New Clients

To assign documents to new clients, use the following steps:

1. Select the file in the Review and Assign window and do one of the following:

• Click the File menu and select Move To,

or

• Right-click and select Move To, or

• Press Ctrl+Shift+M.

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ATX Document Manager displays the Directory Properties dialog box:

4. Select the applicable check box to assign a category.

The client's name and SSN are the only required fields. 5. ATX Document Manager selects EIN/SSN and

completes the client name for you.

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ATX Document Manager displays the Copy/Move Files dialog box:

7. ATX Document Manager displays the new client in the list with all clients in this category.

8. Navigate to the folder belonging to the client where you want the file to be stored and click Move.

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Assigning Documents to Existing

Clients

To assign documents to an existing folder for an existing client, use the following steps:

1. Select the file in the Review and Assign window and do one of the following:

• Click the File menu and select Move To,

or

• Right-click and select Move To, or

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ATX Document Manager displays the client in the Copy/Move

Files dialog box:

2. Navigate to the folder in which you want the file to be stored and click Move.

ATX Document Manager moves the file.

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• Press Ctrl+Shift+M.

ATX Document Manager displays the client in the Copy/Move

Files dialog box:

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ATX Document Manager displays the New Directory dialog box:

3. Enter the name of the folder you wish to create and click Ok.

4. Navigate to the new folder you created and click

Move.

ATX Document Manager moves the file.

Deleting a Document

When you delete a file from ATX Document Manager, the file is sent to the recycle bin and is not permanently deleted. If you restore a file from the recycle bin, click the View menu, select

Refresh, and the files will be restored.

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• Click the File menu and click Delete.

• Right-click on the highlighted item and click Delete.

• Press Ctrl+Del.

ATX Document Manager displays a confirmation message:

• Click Yes to delete the directory or

document.

• Click No to exit without deleting the

directory or document.

Search for Client

To search for an existing client, use the following steps:

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2. Click Search

3. ATX Document Manager narrows down the list of existing clients based on what you enter.

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3. Click Search

When you select Non-Assigned, ATX Document Manager will search for all clients that have not been assigned a category. You can search for a client by typing any letters of the client's name/last name or even any digits of the client's SSN. You can compress/expand the Search box by clicking the icon. By compressing the Search box, you will have more space available to display in the Tree View.

Search for Client by Markers

To search for existing clients based on the Marker, use the following steps:

1. Click the drop-down arrow beside the Markers entry. 2. Select the Markers by which you wish to search.

ATX Document Manager narrows down the list of existing clients based on what you enter.

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Properties

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Sending E-mail from ATX Document

Manager

ATX Document Manager uses Microsoft Outlook as its default e-mail application. If you have Outlook Express rather than the full version of Outlook, you must set up Outlook Express as you would any other alternate e-mail provider.

To set up an alternate e-mail provider, go to the Tools menu and select

Settings. Under Email Settings, click the Change button and enter

your information in the SMTP Settings Dialog box.

Consult your e-mail provider if you have difficulty adjusting the SMTP settings. Some e-mail providers require you to purchase a premium package before allowing access to that account from another server.

To send e-mail from ATX Document Manager, use the following steps: 1. Highlight the documents in the Tree that you want to

e-mail.

• Click the Email button on the toolbar.

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ATX Document Manager displays the Email dialog box:

3. Enter the recipient's address in the To box. You can send e-mails to multiple recipients by separating the e-mail addresses with a semi-colon.

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To remove files individually from the Attachments box, highlight the file and click Remove. To remove all files from the

Attachments box, click Clear.

6. Select None under Encryption.

7. Include any message to the recipient in the body of the

e-mail.

• Click Send to send the e-mail.

• Click Cancel if you do not want to send

the e-mail.

Once you click Send, ATX Document Manager displays the

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• Select Office Outlook if you use

Microsoft Office Outlook as your e-mail provider and click Continue.

• Select Built in Email Client if Microsoft

Office Outlook is not your e-mail provider. You can configure your SMTP Settings by clicking the Settings button. Click

Continue.

ATX Document Manager displays the following warning message:

• Click Yes to send the e-mail.

• Click No if you do not want to send the

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If you use Microsoft Office Outlook as your e-mail provider, you will see the following warning:

11. Click Yes to continue.

Outlook does not delete e-mails from the outbox that you send with ATX Document Manager. You must delete these from your outbox manually.

ATX Document Manager displays the following Confirmation message:

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Sending E-mails with Encrypted

Attachments

ATX Document Manager allows you to securely send encrypted attachments via e-mail. All attachments will be sent in the .zip file format.

If you try to send files that are over 10MB, ATX Document Manager will display a warning message to let you know that the recipient may have issues receiving these files.

The tax preparer is responsible for ensuring the protection of taxpayer information.

It is strongly recommended that you rename file attachments that contain SSN/EIN in the file name before sending in an e-mail. To send e-mails with encrypted attachments, use the following steps:

1. Highlight the documents in the Tree that you want to e-mail.

• Click the Email button on the toolbar.

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3. Enter the recipient's address in the To box. You can send e-mails to multiple recipients by separating the e-mail addresses with a semicolon.

When you send e-mail from ATX Document Manager, the addresses are saved in the To: drop-down list. If this list gets too lengthy, you can clear it by clicking the Tools menu, selecting

Settings and clicking the Empty Email History List button.

4. Enter the subject in the Subject box.

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To remove files individually from the Attachments box, highlight the file and click Remove. To remove all files from the

Attachments box, click Clear.

6. Select one of the following encryption options: • None - This option allows you to attach

unencrypted files only. You cannot attach clients or folders when using this option. • Last 4 SSN/EIN - This option allows you

to encrypt attachments with the last four digits of the primary taxpayer's SSN/EIN. When you select this option, ATX

Document Manager displays the following message in the second line of the email's body: The attached file is password

protected with the last four digits of the primary taxpayer's SSN/EIN. This

information is required to open the file. This option is not available for attaching files located within non-client folders or files from multiple clients.

• User-Created Password - This option allows you to encrypt attachments by creating a password.

To encrypt attachments using an user-created password, use the following steps:

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ATX Document Manager will display the following dialog box after the Email Send Options dialog box is displayed.

3. Enter a password in the Password box.

4. Re-enter the password for verification in the Re-enter

Password box.

5. Select the Send Additional email containing user-created password check box if you want the

recipient to receive a second email containing the password.

This check box defaults to the last option chosen by each user. The second e-mail will contain the following subject: Password for

your previously sent attachment.

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6. Click Send.

• Standard – This option allows you to encrypt attachments that can only be opened by another ATX Document Manager user. The attachment is sent as a .dmb file.

7. Include any messages in the body of the e-mail. 8. Do one of the following:

• Click Send to send the e-mail.

• Click Cancel if you do not want to send

the e-mail.

Once you click Send, ATX Document Manager displays the

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• Select Office Outlook if you use

Microsoft Office Outlook as your e-mail provider.

• Select Built in Email Client if Microsoft Office Outlooks is not your e-mail provider. You can configure your SMTP Settings by clicking the Settings button. When sending an e-mail from ATX Document Manager, Outlook does not delete these e-mails in the outlook. You must delete these from your outbox manually.

ATX Document Manager displays a confirmation message.

Importing from E-mail

When you receive an e-mail from another ATX Document Manager user, attachments are converted into a .dmb file. You can import multiple files at once to the same location.

To extract the files to use in ATX Document Manager, use the following steps:

1. Right-click the e-mail attachment and select Save As. Windows opens the Save Attachment dialog box.

2. Find the location in which ATX Document Manager has been installed. Double-click the ATX folder, and double-click DocMan.

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4. Click Save.

5. Within ATX Document Manager, select the directory to which you want to import the save attachments. 6. Click Tools and select Import.

ATX Document Manager displays the Import dialog box:

ATX Document Manager displays all available files in the Existing Archives box.

7. From the Files and Directories to Import box, select

the files you want to import, or click Select All to import all the files in that archive.

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ATX Document Manager displays a question asking whether you want to delete the imported archive file:

9. Click Yes to delete the archive file or No if you wish to

save it.

ATX Document Manager displays the attachments in the Tree.

Using Support Mode

Enabling this feature allows reproducible issues to be captured in a log file and transmitted to the development team for review. This will aid in our ability to offer a solution. Customer Service representatives are available to assist with this process.

Enabling Support Mode

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ATX Document Manager displays the Support Mode dialog box:

2. Select the Enable Support Mode check box and

click OK.

ATX Document Manager displays a warning dialog box:

3. Click Yes.

4. Follow directions from a customer support

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Submitting Issues

To submit issues, use the following steps:

1. Click the Tools menu and select Email.

See the Email topic for more information on how to send e-mails from ATX Document Manager.

The To and Subject boxes are filled out by default. You cannot change the attachments; these are also entered by default.

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Disabling Support Mode

To disable Support Mode, use the following steps:

1. Click the Help menu, click Support Mode, and clear

the Enable Support mode check box. 2. Click OK.

If you do not disable the Support Mode feature, ATX Document Manager will display the following warning message after 24 hours to let you know that it is still active:

3. Click Disable.

If you click Ignore, ATX Document Manager will remain under support mode for another 24 hours.

Printing a Document

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Printing a PDF to Document Manager

When using a different program (Microsoft Word, Excel, Notepad, etc), you will have the ability to print the document to ATX Document Manager as a pdf file.

To print a document to ATX Document Manager, use the following steps:

1. With the document open in the other program, click the File menu and select Print.

The Print dialog box displays.

2. Select ATXDM PDF Print from the drop-down list as

the name of the printer. 3. Click OK.

The Print to Document Manager dialog box will be displayed. 4. Select the directory to which you want to save the

document.

5. Enter the name of the document. 6. Click Save.

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Audit Trail

ATX Document Manager allows the Admin user to view a log file of activity for your client’s files. This includes when the activity occurred, who performed the activity, and the operation performed.

In order for the operation to be shown on the log file, the Audit Trail check box must be selected in the Settings at the time of the operation.

To view the Audit Trail, click the Tools menu and select View Audit

Trail.

ATX Document Manager displays the log file:

You can also search the Audit Trail for specific information. For example, you can search for any files or folders that were created on a certain date.

ATX Document Manager. User Guide

ATX

Document Manager™

User Guide

Table of Contents

Installing ATX Document Manager... 1

Setting Up ATX Document Manager ... 46

Using the Document Manager Menus ... 52

Configuring Your Security Settings ... 64

Chapter

1

Installing ATX

Document

Manager

Installing ATX Document Manager

(Windows XP)

Configuring a Network Workstation (Windows

XP)

Installing ATX Document Manager

(Windows Vista or Windows 7)

Configuring a Network Workstation (Windows

Vista and Windows 7)

Registering Your Software

Chapter

2

Setting Up ATX

Document

Manager

A

Configuring Your Settings in ATX

Document Manager

Default Directory Structure

“Permanent” Default Folder

Add New Year

Remove Year

Add Folder

Rename Folder

Remove Folder

Apply Changes to

Email Settings

The Change Button

The Empty Email History List button

Other Settings

Side-by-Side View

Chapter

3

Using the

Document

Manager Menus

Using the ATX Document Manager

Menus

Edit Menu

View Menu

Activity Menu

Security Menu

Help Menu

ATX Document Manager Toolbar

Chapter

4

Configuring Your

Security

Settings

T

Client Security

Adding Passwords to a Client’s Files

Lock Client

Unlock Client

Change Password

Clear Password

Check In/Out

Check Out

Check In

Un-Check Folder

Add/Edit Users

Change Password

Change Rights

Remove a User

Change User

Chapter

5