User's Guide
Scan Office Personal
Copyright and Trademark Information
The
ScanOffice Personal User's
Guide and all contents are copyrighted and the property of Pragmatix
Solutions Ltd.
No part of this Guide may be reproduced,
transmitted without the expressed written permission of Pragmatix
Solution Ltd.
All brand names and trademarks are properties of their respective owners.
The product and material in this manual is subject to change without prior notice and does not represent a commitment on the part of the manufacturer, who assumes no liability or responsibility for any errors that may appear in this manual.
Pragmatix Solutions Ltd. Accepts no claims beyond those in the warranty. Pragmatix Solutions Ltd. Accepts no liability for the correctness of the content of the ScanOffice Personal User's Guide. The content of the enclosed software and the ScanOffice Personal User's Guide is subject to change.
All trademarks are for information purposes only.
Copyright © 2008 Pragmatix Solution Ltd.
REV 1.0
Welcome to the world of ScanOffice. Thank you for your purchase of ScanOffice Personal 1.0
With ScanOffice you can say good bye to the folders storing lots of documents and consuming space. Just scan the documents and manage them in a very easy way.
Scan multiple documents/sheets and save them as one single pdf document
Manage the documents in a hierarchical folder structure
Search your scanned documents for title, description, keywords, scan time and size
Import pdf documents
View them
Print them
Email them
Windows 2000
Windows XP
Windows Vista
Windows Server 2003
Windows Server 2008
Your PC must have a 500 MHz system or higher recommended.
Your PC must have at least 256 MB RAM memory ore more.
50 MB of free hard drive space for the application and up to 2 GB drive space for the database.
Acrobat Reader version 7.1 or higher. You can download Acrobat Reader from the Adobe website http://www.adobe.com/downloads
Microsoft Data Access Components 2.8
Microsoft .Net Framework 2.0
Microsoft Windows Installer 3.1
Twain driver of you scanner installed. For more details see your scanner user guide.
The required Microsoft components will be downloaded during installation, if they do not exist on your computer.
If you have already a previous version of ScanOffice Personal installed
backup the database
deinstall it
Step 1: Download the ScanOffice Personal installer (msi file) to a temporary folder
Step 2: Select the downloaded file, right mouse click on it and choose 'Install' or double click on the file and the installer should start.
Step 3: Follow prompts until you are finished installing ScanOffice
Step 4: Run ScanOffice and if you are upgrading from an previous version, check the content of the database.
It is strongly recommended to backup the database before deinstalling ScanOffice Personal!
Step 1: Go ti Start > Control Panel > Add or Remove Programs (In some operating systems you will find Start > Settings > Control Panel > Add or Remove Programs)
Step 2: Select ScanOffice Personal in the Add or Remove Programs window and click 'remove'
You can start ScanOffice Personal as follows:
Start > (All) Programs > Scan Office Personal > ScanOffice
After starting ScanOffice Personal for the first time the following dialog will appear:
To create a root folder select from the main menu Folder > New Root Folder.
A new root folder will be created and you can enter a proper name for it.
To create a root folder select from the main menu Folder > New Folder
or select from the folder context menu New Folder
A new sub folder will be created and you can enter a proper name for it.
The Edit Folder option allows you to
rename a folder
give the folder a description
change the Parent Folder
To open the Edit Folder dialog open the folder context menu and select Edit Folder
In the Edit Folder dialog you can define the Parent Folder, rename the folder name and add a description to the folder.
To change the Parent Folder in the Edit Folder dialog just set the cursor to the Parent Folder text field and press either the F2 key or press the right mouse button. The Folder Browse dialog opens and you can select the new parent folder.
To change a sub folder to a root folder clear all text in the Parent Folder field and click the OK button.
Each document (scanned or imported) must be assigned to a document type. You can define as many document types as you like.
To manage or browse document types select from the main menu Documents > Manage Document Types
The Browse Document Type dialog will open and you see all document types.
To create a new document type click on the New button or click on the Edit button to modify a selected document type from the dialog.
In the Edit Document Type you can define a code and a description for the document type.
To scan documents, select the folder where you want the document assign to and open the context menu and select Scan Document to open the Scan Documents dialog.
Detail view of the Scan Documents dialog
A document type must be defined to store the scanned documents. To define a Document type point to the text filed and press the F2 button or click the right mouse button. The Browse Document Types dialog opens (see Define Document Types) select an existing document type or define a new one.
A document must also be defined to store the scanned documents. To define a folder, point to the text field and press the F2 button or click the right mouse button. The Select Folder dialog opens (see Create Folders) and you can select an existing folder or create a new one.
Give the document a proper title
Type in a proper description of the content or purpose of the document
You can type in keywords which allow better searching for documents
To select the scanner click on the Select Scanner button to select the desired scanner from the Select Source dialog popping up.
Tick this check box to open the scanner interface for scan settings. If this option is set, the settings of scan resolution and color depth do not take affect.
Here you can choose the scan resolution. The higher the scan resolution the more detailed the scan and the bigger the size of the scan. For scanning text a resolution of 200ppi is more than enough. Photos seldom reach a resolution of 600ppi - so scanning them witch a higher resolution does not result in a better quality.
You can choose between Color, Greyscale and Black/White. Use
Color to scan pictures
Greyscale to scan text documents with some graphics
Black/White to scan pure text documents
The number of documents can store in the database depends on their content, the scan resolution and the color depth. You can store approximately
40000 sheets (200ppi/black/white)
4000 sheets (200ppi/Greyscale)
1000 sheets (200ppi/color)
for normal text documents.
If your scanner comes with an ADF (Automatic Document Feeder) you cannot use it. You have to scan each sheet of your document. You see a thumbnail of each scanned sheet in the Scanned Documents view. A click on a thumbnail shows the content in the preview.
You can select one icon and open the context menu with a click on the right mouse button to either
copy the image to clipboard
save the selected scan in a pdf file
delete the selected scan from the overview
save the scan as an image file
After you have finished scanning all sheets of your document, you can click on the Save All Scans button to save all scans in one document in the ScanOffice database.
To import existing pdf documents select a folder where to import the document. Click the right mouse button to open the folder context menu. Select Import Document menu item to open the Import PDF Document dialog.
To import a pdf document enter the path and filename into the File Name text or find a pdf document clicking the Find File button. If the text in the text field contains a path to a existing file the Load File button is enabled. To preview the document to import click the Load File button.
To save the imported document, specify doc type, folder, doc title, description and keywords as described in Settings for Scan Documents
To manage your documents select a folder on the left side to get a list of all documents assigned to this folder. Use the right mouse button to open the context menu to
view and print the document using the Adobe Reader plug in.
edit the document folder, type, title, description and keywords
export the document
delete the document
email the document using you standard email client
To search Documents open the Browse Documents dialog from the main menu (Documents > Search Documents).
You can search for one or many of the following criteria:
Document Type
Document Title
Document Description
Folder
Keywords
Scan Date min
Scan Date max
File Size min
File Size max
If you provide any criteria the document to be searched must match all of them to be shown in the list.
For safety reasons it is recommended to periodically backup the database to protect you from data loss. To create a backup the database call from the main menu File > Save Database.
You will be prompted to enter a folder where to save the backup. To select a folder you can open the folder browser: place the cursor in the text field and press the F2 key or press the right mouse button.
The backup starts when you press the Backup button.
It is recommended to save the backups on a external medium or burn them on CD or DVD.
If you have to restore a previously backed up database select from the main menu File > Restore Database.
You can now enter the path and filename of the backup or browse for the backup file when you click on the button to the right to the text field.
The restore the database press now the Restore button
The shareware version of ScanOffice Personal comes with a 30 days full trial license. During this period you can work with ScanOffice Personal without any restrictions. After the trial period you can still view and manage your documents, but scanning and importing new documents is not longer possible.
To purchase a unrestricted license go to our website http://pragmatix-solutions.com/scanofficepersonal/buylicense and choose your preferred currency. Click on the Buy Now button and you will be forwarded to PayPal. After the transaction has completed, you will receive a email containing the license key.
Copy this key from the mail to your clipboard (select the text and press CTL-C) to insert it later to the license manager.
It is recommended also to save the license key in a file or print it out for that case that the mail with the license key is deleted.
Open the license dialog from the main program Help > License
Clear the content of the License Key field and paste the content from the clipboard (Ctrl-V) into the field.
Alternatively you can search for a text file containing the license key by pressing the Browse Lic. Button.
After the new license key is inserted in the license field you can click the OK button.
After restarting ScanOffice Personal the new license key is active.