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1. Stamp Text Checked CHECKED 9 Now click the Save and Close button to save the changes and close the window 10 The stamp will now be displayed on the right pane i e Stamps list e You can click the Save and New button to save the changes and open the New Stamp Template window e To modify an existing template select a Stamp Template from the list and click the Edit button on the Template Manager window e To delete a stamp select a Stamp Template from the list and click the Delete button on the Template Manager window Related Topics Place Stamp on a document Create a Document Template Copyright Sohodox 2000 2012 243 Sohodox Help 14 1 3 Create a Signature Template You can create a signature by using Sohodox Template Manager To Create a Signature Template 1 In Sohodox click the Tools tab Click the Template Manager button The Template Manager window be launched Click the Stamp option in the left pane The Stamp Template pane will be displayed Click the New button on the Template Manager window to create a new Signature The New Stamp Template window will be launched Enter a name for this template in the Template Name box Enter a short description about this template in the Description box From the Stamp Type drop down select the Signature option From the Stamp Source drop down select the mage File option if your signature saved as an
2. 1 1 What is Sohodox What is Sohodox Sohodox is a document management application It provides you with all the tools and features you will need to create manage and query a database of all your paper and electronic documents Sohodox provides you with a simple platform to manage the business information residing in your documents and move towards a paperless environment in a phased gradual manner How does it help Some of the benefits of using Sohodox are e Saving time lost filing and retrieving documents e Minimizing space used for document storage e Helping you in disaster recovery and maintaining business continuity e Preserving organizational knowledge e Quickly finding the document you need Always e Securing your documents and letting you control access to them How does it work You can add your existing electronic documents like MS Word doc files and Adobe PDF files to Sohodox by simply dragging and dropping them into Sohodox You can add your paper documents to Sohodox by scanning them using a scanner and the built in scanning tools in Sohodox Inside Sohodox you can do one of the following or a combination of the following to organize your documents e Arrange your documents into a hierarchy of folders e Attach one or more text tags labels to each document You can later search for documents containing specific tags e Separate documents into various types e g bills checks letters and s
3. Copyright Sohodox 2000 2012 Documents 130 TK Ex 2 Select the Home tab and click the Eo Gu tes down in the Collaborate group 3 Click the Export to CD DVD option The Burn to CD DVD window will be launched 4 Select the burning device from the Choose Device drop down 5 Select the burning speed from the Choose speed drop down 6 Click the Burn button to start the burning process e To erase a disc before burning the data select the Erase disc before writing option e Select Verify disc after burning option to verify the data that has been burnt on the CD DVD correctly Related Topics Export data to a CSV file Back up Sohodox DB 6 15 Print a Document You can print a document by clicking the Print button of the Home tab To Print a Document 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane Select a document to print from the List View pane On the Home tab click the Print button This will bring up the Print Document window Select a printer to print the document from the Selected Printer drop down Click the Properties button to view the printer s properties Inthe Page Range section specify the range of pages to be printed a Select the All Pages option to print all the pages of the selected document b Select the Pages option and type specific page numbers or a page ranges separated by com
4. 3 Click in the Quick Search box and type a word which best describes the document you are looking for 4 Click the Search button PH or hit the Enter key to begin the search 5 The search results will be displayed in the List View pane e Search from the quick search is only possible for columns that you can see in the grid below it To search for a document for which you know the document type you will need to go that Document Type and then search in the fields of the same e To search for text in a document you will need to ensure that text has been extracted from that document and stored in the DB PFR e To clear the Search Results click the Clear button Sei e Please note that you will not get an optimum search result by using the Quick Search as it will return all the possible documents containing the keyword you have used To narrow down your search use the Advanced Search Related Topics Save Search Document Full Text Search Copyright Sohodox 2000 2012 Search for a document 204 12 2 Select fields to include in the Quick Search You can select the fields that you want to include in the Quick Search by using the Customize Quick Search dialog The Quick Search searches in fields like the Document Title File Name and the Document Text You can change this and select only the fields displayed in the List View that you want to search in To Search for a Document using Quick Search
5. Copyright Sohodox 2000 2012 Sohodox Help Title Agreement Acme lt Tags Information Pages Notes THIS DEED OF PARTNERSHIP is made at on this day of between Mis A B amp Co Pyt Ltd a Company registered under the Companies Act 1956 and having its registered office at hereinafter referred to as the Party of the First Part and Mis X Y Z amp Co a Company registered under the said Act and having its registered office at hereinafter referred to as the Party of the Second Part Links EI S K Ei 5 fa WHEREAS both the parties of the First Part and of the Second Part are under their respective Memorandum of Association entitled to carry on the Im business of producing electricity and supplying the same to any area AND WHEREAS both the Parties of the First Part and Second Part are entitled to enter Into partnership with any person or persons including a company for carrying on the business authorised by their respective Memorandum of Association AND WHEREAS the parties hereto have proposed to set up in joint collaboration a plant to produce electricity and supply the same to the town of and to enable them to pool together their finances and technical expertise they have therefore proposed to enter into a partnership AND WHEREAS the parties have obtained license or permission of the Govt for producing and supplying electricity to the said town
6. Login as superadmin from Sohodox desktop client Select the Tools tab and click the Multi user DB button A dialog will now pop up Click the Automatic button on it The Multi User Configuration window will be launched and will start configuring your DB automatically for multi machine environment Once the DB is configured Status will display Configuration Completed on the Multi User Configuration window Click the Close button to close the window In the DB List pane i e the right pane the DB s location that is displayed in the Location columns will now change to UNC format for e g MachineName ShareName The DB will now be ready for multi machine environment Now click the Tools tab gt gt Export Configuration button The multi user gdx file will be exported to the My Documents folder on your machine Make sure you move this file to a shared location on the server machine so that it can be accessed from all the client machines To Manually Configure Sohodox DB for Multi Machine Environment 1 Make sure no users are logged on to Sohodox 2 Make sure that the folder in which Sohodox DB s are located usually the C Sohodox Databases folder and is shared 3 Login as superadmin from Sohodox desktop client Copyright Sohodox 2000 2012 Sohodox DB 260 Select the Tools tab and click the Multi user DB button A dialog will now pop up Click the Manual button on it The Manual
7. 12 Select the Span columns across option to span the columns across the page If you select this option the columns that will not fit on a page will be printed on the next page 13 Select the Wrap text option to wrap the text 14 Click the Print button to print the data e You can also export the indexed information along with the documents to a CSV file or a HTML file for more info see Export Data Related Topics Print a document Burn documents on a CD Copyright Sohodox 2000 2012 223 Sohodox Help 12 8 Export the Search Result Sohodox Export can be used to export the search results to a CSV Comma Separated Values file This export file can be used as a backup or can be used to import these documents along with its indexed information in other Databases or programs You can export the search result by clicking the Export button on the Home tab To Export Search Result to a CSV file 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will now be displayed in the List View pane Search the documents that you want to export by using the Quick Search or the Advanced Search option The search result will now be displayed in the List View pane Export Select the Home tab and click the Export button in the Collaborate group The Data Export window will now be launched The data search result that is going to be exported will be displayed on lef
8. 4 Click the Scan button to scan and add a document or click the Add a File button to add document from disk 5 The Information panel will now be displayed on the left side Enter appropriate descriptive indexing information of the document in the respective data fields 6 Click the Save button on the Information bar to save the information e You can also add a document to its Document Type from the Find and Add Files window e To view documents based on their types in Sohodox main window expand the Document Types node in the Navigation pane and select a document type e g Invoice All the document that have their Document Type set to Invoice will now be displayed in the List View pane e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document e You can also drag and drop text from a RTF file to a document Type for more info see Drag and Drop Documents to a Document Type Related Topics Edit a document Document Details Window Create a New Document Add documents to a Folder 8 6 Drag and Drop Documents to a Document Type You can add documents to a Document Type by dragging and dropping To Add Documents by Dragging amp Dropping 1 In Sohodox select the Document Types node in the Navigation pane 2 Select the Document Type to which you want to add the documents Copy
9. 1 In Sohodox click the Quick Search drop down 2 Now select the Choose columns for Quick Search option The Customize Quick Search dialog will be launched 03 11 2008 10 5 Sup ice 03 11 2008 10 4 Sup form ation 3 All the columns fields that can be searched will now be listed Select the columns you want to include in the Quick Search box 4 Click the OK button to save the settings You will now be able to search the selected fields using the Quick Search Please note that currently Quick Search does not support Pick List Multiple field and Lookup field So these fields will not be listed in the Customize Quick Search dialog Search from the quick search is only possible for columns that you can see in the grid below it To search for a document for which you know the document type you will need to go that Document Type and then search in the fields of the same To search for text in a document you will need to ensure that text has been extracted from that document and stored in the DB Please note that you will not get an optimum search result by using the Quick Search as it will return all the possible documents containing the keyword you have used To narrow down your search use the Advanced Search Related Topics Save Search Document Full Text Search 12 3 Narrow down the Search Result You can use the Advanced Search to narrow down your search results and to make it more specific
10. 2 Click the More drop down arrow and select the Extract and Index option of the Home tab 3 The text from the document will now be extracted and indexed 4 Click the More drop down arrow and select the Show Extracted Text option of the Home tab 5 The extracted text will now be displayed in a window Make changes or correction to the text Copyright Sohodox 2000 2012 215 Sohodox Help 6 Click the Save button to save the extracted text Sohodox uses it s built in text extractor for MS Word DOC DOCX MS Excel XLS XLSX and PDF files PDF files which contain text and not only scanned images In case of any other file formats for Sohodox to be able to extract text from a file of that particular format an Filter for that file format must be installed on the user s machine Filters for the following file formats are installed by default on Windows 2000 XP 2003 2008 Vista 7 machines gt PPT Microsoft PowerPoint presentation gt HTML documents gt TXT documents Related Topics Search for text in a document Document Full Text Search FAQ 12 4 6 Search for text in a document The Document Full text search and OCR feature searches for documents based on their content by extracting and indexing the text from documents You will not be able to search for text in a document if the text is not extracted from the document for more info see Extract Text from document You
11. 6 Click the Close button to close the Configure Folder Monitor dialog Specify the files that should not be added to Sohodox Use the steps below if you do not want files of certain types e g pdf to be added from the watched folder any files which meet the criteria you specify will not be added 1 Click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog 2 Select the folder you want to modify Click the Modify button The Folder Properties dialog will be displayed 3 Select the Skip files tab 4 In the text box enter the information about the file or files type you want to exclude and then click on the Add button For e g if you do not want to add PDF files then enter pdf 5 After entering all the file names or file types click the OK button to close the Folder Properties dialog 6 Click the Close button to close the Configure Folder Monitor dialog Files which are excluded will be automatically moved to the ExcludedFiles sub folder of the watched folder Automatically delete files fom the monitored folder after they are added to Sohodox Use the steps below if you want files to be automatically deleted from the monitored folder after they are added to Sohodox 1 Click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog 2 Select the Folder you want to modify
12. D Use this button to insert a bookmark on the document EN Use this button to insert stamps on the document FI Use this button to insert signature on the document a Use this button to toggle the annotation s User Information Annotation s Mini Toolbar Copyright Sohodox 2000 2012 231 Sohodox Help When you select an annotation object and hover around it a small toolbar appears called the Mini toolbar The Mini toolbar can be used to edit the selected annotation The Mini toolbar disappears when you move away from the object and appears when you come near it You may not get all the option that are listed below on the toolbar The option changes according to the object that is selected m Use this button to change the color of the selected object 1p D Use this button to change the border s thickness of the selected object al Use this button to edit the text that has been entered in the selected object L3 Use this button to bring the selected object in front H there are two or more objects overlapping each other you can use this button to bring the selected object above the other object A Use this button to put the selected object back If there are two or more objects overlapping each other you can use this button to put the selected object below the other object ES Use this button to burn the selected object on the document The annotated objects are not permanently imprinted on the do
13. 3 Click on the Modify button The Folder Properties dialog will be displayed 4 Select the Delete files from the monitored folder option 5 Click the OK button to close the Folder Properties dialog 6 Click the Close button to close the Configure Folder Monitor dialog Automatically move files to the Added Files sub folder after they are added to Sohodox Use this step to move files to the Added Files sub folder after they are added to Sohodox Click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog Copyright Sohodox 2000 2012 Export and Import data 290 Select the Folder you want to modify Click on the Modify button The Folder Properties dialog will be displayed Select the Move the files to the AddedFiles sub folder option Click the OK button to close the Folder Properties dialog Click the Close button to close the Configure Folder Monitor dialog v Save files from application such as Word and Excel directly to Sohodox You can save a MS Word file or any file from any application directly in Sohodox by using the Folder monitor module To do this Create a Folder on your local disk Select this folder to be monitored Now when you have finished working on a Word file save it in this folder Now this file will be automatically added in Sohodox If you wish you can automatically delete the files from this fol
14. Contents II 10 11 12 13 Part VI D OO d OA FWD N N ech sch sch ech sch ech sch sch ech sch O O AN OO P WN CO 22 Part VII A OND ch Scan all pages as One Document Scan documents with fixed number of pages Scan document with variable number of pages Scan a color document Virtual Duplex Scanning mode Specify Document Title of the scanned document Insert a page to a PDF or TIFF document Save the frequently used Scan Settings as a Scan Profile Replace Document by Scanning Automate the Scan Process Enhance Scanned Documents Documents Document Details Window Create a New Document Update Common Information for Multiple Documents Open a Document eccccsteeteeeeeeeeeeeeeeeeeeeeeeeeeas Edit a document ccccesesseeeeeeeneneneeeeeeenes View Documents as Thumbnails Share documents eeceeeesseeeeeeeeneesceenees Assign documents to another user Delete a Document ceseeseeeeeeeneneeeeeeeeenens Email a Document cceceeseeeeeeeeeeeeeeeeeeenes Link one Document with another Document Break Links of a Document Enter Comments for a Document Burn documents on a CD Print a Document ccccesetseeeeeeeeeneeeeeeeeenes Export Documents c cceeeeeeeeeeeeeeeeeteeeneeees Drag and drop documents from Sohodox to a folder Print the indexed information of a document Fax a Document ccceeseeeeeeeeeeneneeeeeeeeenens Enab
15. Minor bug fixes Sohodox Version 7 0 0 8 February 28 2011 Built in Word and Excel Viewer The new built in Word and Excel Viewer allows you to view doc docx xls and xlsx files even if you do not have MS Office installed on your computer What s more you can even annotate and stamp MS Word and MS Excel files the same way as you could with files such as TIFF and PDF files annotations cannot be burned on MS Word or MS Excel files So how does this help Let us say you use Open Office Writer from Sun Microsystems and your colleague uses MS Word You have just received a Word document in Sohodox that has been created by them If you didn t have version 7 of Sohodox you would click the button at the top right of the preview pane Open this document for viewing in its associated application This would open the document in MS Word if you had it installed on your machine But if you did not have MS Word installed it would have given you an error message But now that you have version 7 even if you do not have MS Word installed on your machine you can still view the document with the built in MS Word viewer Choose between built in and third party viewer for MS Word MS Excel and PDF Files Using the options dialog you can now specifically configure what viewer you wish to use for MS Word MS Excel AND PDF File Learn more Lock Viewer settings for all users Using the options dialog you can now lock the file type viewer settings so th
16. Related Topics Update Common Indexing Information for Multiple Documents Change the number of items being displayed in List View 6 4 Opena Document You can select or double click a document in the List View pane to view or edit it using Sohodox Internal Viewer or You can open a document in its associated application For e g Lets say that you want to open a xls file by selecting the Open in Associated Application option the xls files will open in MS Excel instead of Sohodox Internal Viewer To Open a Document 1 Select a document from the List View pane 2 A preview of the document along with its details will be displayed in the Document Details pane Or double click a document from the list to open it in the Document Details window Copyright Sohodox 2000 2012 Documents 120 6 5 To Open a Document in its Associated Application ile 2 Select a document from the List View pane The document will now be displayed in the Documents Details pane Click the Open drop down and select the View in Associated Application of the Home tab Or right click the document in the List View pane and select the Open gt View in Associated Application option from the popup menu a kI A Delete Print Export 7 View in Selected Application 1 Edit in Associated Application Edit in Selected Application In the Document details window the icon of the associated file type of the document is
17. Search for a document 208 12 4 Document Full Text Search 3 1 Learn about Document Full Text Search 3 2 Document Full Text Search FAQ 3 3 Extract Text from document 3 4 View the Extracted text of the Document 3 5 Save the Extracted Text 3 6 Search for text in Document 3 7 0CR document that contains text in a different language 12 4 1 Learn about Document Full Text Search What is Document Full Text Search The Document Full Text search feature allows you to search for documents in a Sohodox DB based on their content The Full Text Search feature works by extracting text from documents that you add to a Sohodox DB and then indexing the text The text can be automatically extracted in the background after you add a document The text extraction only happens on the machine on which Sohodox is installed in server mode a single user installation of Sohodox is always installed in server mode If you have turned off automatic text extraction then text extraction and indexing can be performed manually later Since text extraction happens in the background the process continues even when you close Sohodox To stop text extraction Explore Control Panel gt Administrative Tools gt Services Select TAZ Sohodox Indexing Services under the Name column Right click the entry and select the Stop option Related Topics Frequently asked questions Document Full Text Search Copyright Sohodox 2000 2012 209 Soho
18. Sohodox will now launch A dialog will pop up in this dialog specify the location where the Main DB is located It is usually located in the C Sohodox Databases folder After this is configured you will get a message confirming that Command Line action has been completed Sohodox will now close If Sohodox is installed on multiple machines Copy the multi user gdx file from the ITAZ Sohodox folder located on the machine on which Sohodox is installed in the Server mode Now paste the copied multi user gdx file in the ITAZ Sohodox folder on all the machines on which Sohodox is installed 3 When you want to reset the cache for the DB follow the step below Close Sohodox and Open the Command Line window on the machine on which Sohodox is installed in Server mode In the Command Line window type the following at the cursor C Program Files Sohodox Desktop Sohodox exe resetcachedb dbid 1 Assuming that Sohodox is installed in the default location Copyright Sohodox 2000 2012 311 Sohodox Help Now hit the Enter key Sohodox will now launch and automatically reset the cache for the specific DB After this is configured you will get a message confirming that Command Line action has been completed Sohodox will now close Copyright Sohodox 2000 2012 Command line options 312 23 Troubleshooting Sohodox Services Introduction Certain features in Sohodox use
19. This feature is only available in the Enterprise Edition of doQuments 3 0 and higher Copyright Sohodox 2000 2012 Introduction 26 Enhanced Batch Scanning The batch scanning tool in doQuments has been significantly enhanced with the addition of blank page detection and other options This feature is only available in the Professional and Enterprise Editions of doQuments 3 0 and higher Document Replace You can now replace an existing document in doQuments with another document instead of having to first delete the existing document and then adding a new document This feature is useful for users who perform XCopy backups as with this feature the name and path of the file can remain the same after the replace operation Variable Height Input Boxes for Large Text Data Fields You can now set the height of the Input Box for each Large Text data field using the new option available on the first page of the Data Fields Wizard You can now set the Input Box to display anywhere between 3 and 20 lines of text Indexing Assistant The Indexing Assistant is a tool to assist you in indexing documents which are not displayed by the doQuments internal viewer for e g MS Word doc files The Indexing Assistant is a floating window which enables you to view the underlying document while entering indexing data This eliminates the need while indexing to switch back and forth between doQuments and the application in which
20. You can select a tag from the Tags node to view the the documents attached to it You can also drag amp drop documents from your disk to the Tag You can also drag and drop text from a RTF file to a tag for more info see Drag and Drop Documents to a Tag When you add tags for multiple documents together the existing tags of those documents are retained In case you want to delete all the existing tags of those documents together delete them before adding the new common tags To do this first select all the documents Then click the Delete button amp next to the Tags box This will delete all existing tags of those documents Now you can add the new tags Deleting existing tags after adding the new tags will cause even the new ones to be deleted Points to remember while tagging a document Enter words that describe the document For e g email fax invoice etc Use words that a user would use to search a document To modify a common tag for multiple documents together first create the correct tag in the Tags node Then click the old tag which you wanted to modify Now select the relevant documents together and drag and drop them onto the new tag in the Tags node The documents will now no longer be visible under the old tag from the Tags node neither will any of them have the old tag when previewed in the Documents Details pane Related Topics Create a Tag Delete a Tag Copyright Sohodox 2000 2012 191 S
21. You can use the Scan button to batch scan multiple single paged documents to the Sohodox DB To Scan Edit and Index multiple Single paged Documents EI 1 In Sohodox select the Home tab and click the Scan button Kg The Scan Window will now be launched Copyright Sohodox 2000 2012 Scanning Documents 92 Select a scanner from the Select a Scanner drop down Click the Settings tab to set the scan settings Select the scan area from the Select scan area drop down to choose the size of the page you are scanning If you want to specify co ordinates to scan only a part of the page then click the Options button Clicking the Options button will launch the Scan Area window Check the Use document feeder option to scan documents placed in the ADF Automatic Document Feeder tray of your scanner This option only has effect if your scanner has an ADF attachment Select the file type from Select the file type option to save the scanned document For example if you want to save the scanned document as pdf select the PDF option from the drop down Select the color you want to scan in from the Select color depth drop down Set the scan DPI Dots Per Inch from the Set scan DPI option The Dots Per Inch option controls the amount of dots which must be captured per inch of the document being scanned Select the Scan multi page documents option and then select the Scan single page documen
22. 1 Document Details Window Copyright Sohodox 2000 2012 Sohodox Help 2 Create a New Document 3 Update Common Information for Multiple Documents 4 Open a Document 5 Edit a Document 6 View Document as Thumbnails 7 Share documents 8 Assign documents to another user 9 Delete a Document 10 Email a Document 11 Link one Document with another Document 12 Break Links of a Document 13 Enter Comments or Notes for Documents 14 Burn documents on a CD 15 Printa Document 16 Export Documents 17 Drag and drop documents from Sohodox to a folder 18 Print the indexed information of a Document 19 Fax a Document 20 How to access your Sohodox documents on Dropbox online Copyright Sohodox 2000 2012 Documents 112 6 1 Document Details Window The Document Details pane displays the selected document along with all its details The Document Details pane can be used to add indexing information notes annotation etc The Document Details pane can also be opened in a new window by double clicking the document in the List View pane In the Document details window the icon of the associated file type of the document is displayed on the right hand side of the window You can click this icon to open the document in its associated application The Document Details window has the Forward and Back navigation button on the top right corner of the window which can be used to navigate through
23. 4 In the Download interval box specify the time interval in mins You cannot set a time less than 30 mins 5 Click the OK button to apply the settings Copyright Sohodox 2000 2012 309 Sohodox Help 22 Command line options You can now run Sohodox in maintenance mode Commands 1 resetdbprofile dbid 1 This option resets the profile of the MainDB where dbid is the ID of the DB resetuserdbprofile dbid 1 username john This options resets the specified user s profile in the specified DB where dbid is the ID of the DB and username is user name of the user whose profile you want to reset resetuserdbprofile dbid 1 username all This options resets all the users profile in the specified DB resetuserdbprofile dbid 1 username john mike mary This options resets specified users profile in the specified DB resetuserprofile dbid 1 userid 1 This options resets the user profile itself resetcachedb dbid 1 This options resets the cache of the specified DB reconfiguremaindb This options reconfigures the Main DB when you change its location Usage You can use the commands in the following situation 1 When you are navigating a Document type and you get the following error The given key was not present in the dictionary Then follow the steps below Close Sohodox and Open the Command Line Window In the Command Line window type the followi
24. AND WHEREAS it is therefore proposed to enter into this deed of partnership containing the terms and conditions agreed upon between the parties For more info see Document Details window Now that you are familiar with the Sohodox user interface you can start using Sohodox or you can continue with the tutorial Copyright Sohodox 2000 2012 Getting Started 56 3 1 Managing your documents In Sohodox you can manage your documents using any of the following methods e Folders e Tags e Document Types You can also use a mix of the above methods Folders This is the simplest and easiest way of managing your documents You can create a folder hierarchy and then place the documents in the appropriate folders You can also import your existing folder structure from Windows Explorer by dragging and dropping the folder structure onto a folder in Sohodox The dropped folder all it s sub folders along with any files in them will get added to Sohodox The folder structure in Sohodox is stored inside a database and is therefore very fast Viewing folder contents moving documents between folders or moving folders themselves is very fast There are two types of folders Private Folders Any folders and sub folders a user creates under the Private Folders node are termed as that user s private folders Each user has her own set of Private Folders which are not visible to any other user except the superadmin
25. Any documents you add to a private folder are considered private documents Private documents are not visible to other users except the superadmin Also you are set as the owner of any documents you add An owner of a document can modify or delete that document You can change ownership of a document by assigning the document to another user In this case the document becomes the other user s private document and is no more visible to you Public Folders You can make a document public by moving it from your private folder to a public folder Any folders and sub folders a user creates under the Public Folders node are termed public folders Public folders are visible to all users Any documents you add to a public folder are considered public documents Public documents can be viewed and modified by any user Public documents can only be deleted by the owner of the document or by the superadmin Any public document that you own can be made private again by moving it to any of your private folders Documents you directly add to the All Documents node a Tag node or a Document Type node are considered your private documents Tags Tags are keywords that can be attached to documents You can attach multiple tags to each document Tagging is a quick way of indexing your documents Documents can be searched sorted or grouped based on their tags Sohodox supports Dropbox integration through a pre configured Dropbox tag You can Copyri
26. Errors regarding the Sohodox services will be displayed in the right pane Double click the error to view the error details Copyright Sohodox 2000 2012 315 Sohodox Help Index GXDB A Account is disabled 264 Activate a deactivated user 265 Add a document 68 69 70 73 90 91 178 Add a Document to a Document Type 167 Add Bookmark 234 253 Add Documents by Dragging A Dropping 175 Add documents from disk 70 Add documents to a Document Type 168 Add documents to a Folder 178 Add Documents toaTag 192 Add existing folder structure 180 Add existing folder structure along with documents 71 180 Add File Store 256 Add File s from disk and link Add folder structure 71 180 Add folders from disk 71 180 Add From Disk 70 Add group 66 Add Memo 234 Add Notes 234 addpages 86 Add Sticky Notes 234 Additional Language Support ADF 80 91 97 99 Administrator 263 Advanced Search Alias 141 151 All Items 50 Allow Duplicates Allow Multi select 141 151 Allow page navigation 297 Allow Remember Password and Auto Login 57 Annotate 230 232 233 234 235 Annotate the Document permanently 236 126 297 204 215 218 141 151 Annotation 59 229 230 232 233 234 235 Annotation Mini Toolbar 230 Annotation Toolbar 112 230 Application Inactivity time out 57 Apply and lock these settings for all users archive emails 305 Asociated Application Assign 124 Assign Documents to anothe
27. For e g Lets say you want to view all documents created by John on December 10 2007 By using the query below you will get all the documents created by John on December 10 2007 User Equals to John Copyright Sohodox 2000 2012 205 Sohodox Help Added On 12 10 2007 To Search a document using Advanced Search In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane Click the Double Arrow button E to bring up the Advanced Search pane Select a column name indexing field from the Field Name drop down to search in a particular column indexing field Select the appropriate comparison operator i e contains begins with equal to etc from the Comparison drop down For e g To search for field values beginning with specific alphabets use the begins with operator in your query condition v The following Comparison Operators are available Comparison Operator Equal To Not Equal To Less Than Greater Than Less Than equal than Greater Than Begins With Ends With Description Use this operator to exactly match the value you are looking for Use this operator when you do not want the value to match the text you are looking for Use this operator to find values that are less than the value you are looking for Use this operator to find values that are greater than the value you are lookin
28. choose the size of the page you are scanning If you want to specify co ordinates to scan only a part of the page then click the Options button Clicking the Options button will launch the Scan Area window If you do not wish to select a specific page size then select the Scanner Default option Check this option if you want to scan documents placed in the ADF Automatic Document Feeder tray of your scanner This option only has effect if your scanner has an ADF attachment Check this option if you want to scan both the sides of the document Please note that duplex scanning is a scanner dependent feature If your scanner supports duplex scanning then Sohodox will support it If your scanner is not a duplex scanner then you can still perform a duplex scan using the Virtual Duplex Scanning feature Check this option to auto straighten scanned documents that are tilted Copyright Sohodox 2000 2012 83 Sohodox Help image Automatically despeckle scanned image Check this option to remove noise tiny black spots from the scanned documents The despeckle option can remove the tiny black spots from the scanned image that are usually caused by the dust particles on the paper or scanner s glass Select a File Type Use this option to select a file type to save the scanned document For e Select color depth Set scan DPI Dots per inch Scan single page documents Scan multi page
29. displayed on the right hand side of the window You can click this icon to open the document in its associated application Sohodox supports the preview of most image file formats You can manage files of any format using Sohodox Files which have a format which Sohodox cannot display using it s internal viewer can be opened for viewing in their associated application for e g PPT files in MS Powerpoint by clicking the Click here to open the document in its associated application link in the Display pane of the Document Details window By default 50 documents are be displayed in the List View pane If you have added more than 50 documents they will be moved to the next page To view the documents displayed on the next page use the navigation buttons below the List View pane You can also select an application to open a document to do this select the Open in Selected Application option from the Open drop down For e g Lets say that you want to open bmp files by selecting the View in Selected Application option you can choose an application for e g MS Paint to view the file instead of using the default application Related Topics Edit a document Set a Document Type of a Document Link one document with another Document Edit a document You can edit a document in its associated application by clicking the Open button in the Home tab For e g Lets say that you want to edit doc files by selecting the Edit using Associated Applica
30. field will be displayed in red colored text To delete a data field right click that data filed in the Field List pane and select the Delete option You can change the order of data fields by using the navigation options available on the right click menu To move a data field one position upwards in the list right click it and select the Move Up option To move a data field one position down in the list right click it and select the Move Down option Related Topics Create a Document Type Delete Fields 7 4 1 Example In this example we will create a Document Type for invoices This document contains information such as the company name invoice number invoice amount invoice paid and invoice date We will first list down the fields that we need to create and the data type that should be used for it Data Data Type Field Name Compa PickListSingle ny Name Invoice Text Number Invoice Currency amount Invoice Yes No Paid Invoice Date Date To Create Data Fields for a Document Type Copyright Sohodox 2000 2012 153 Sohodox Help In Sohodox select Settings gt DB Settings gt Document Types in the Navigation pane The already existing Document types will now be displayed in the right pane Click the New button of the Home tab The Data Field Manager will now be launched By default the nformation panel of the Data Field Manager will be displayed Enter a name for the Document Typ
31. located at the bottom right e Double click the button to open Options window e Inthe Options window check the Enable logging option to enable logging for the Indexing service For Windows 32 bit machines e Open the location C Program Files Sohodox Desktop Modules Indexing Service e Run ltaz Dms IndexingService Controller exe which will be in Indexing Service folder After running Itaz Dms IndexingService Controller exe the icon will appear in the system tray located at the bottom right e Double click on the button to open Option window e In the Options window check the Enable logging option to enable logging for the Indexing service How to check the critical errors regarding each service Sometimes a problem may prevent a background service from logging or even starting up In this case the only place to check for the cause of the problem is the Windows Event Viewer To start the Event Viewer select Start gt Control Panel gt Administrative tools gt Event Viewer For Windows XP Windows 2003 Click the Sohodox node in the Event Viewer dialog Errors regarding the Sohodox services will be displayed in the right pane Double click the error to view the error details For Windows Vista Windows 2008 Windows 7 Copyright Sohodox 2000 2012 Troubleshooting Sohodox Services 314 Expand the Applications and Services Logs node Click on the Sohodox node in the Event Viewer dialog
32. modify or delete a template Manager Import Click this option to import indexing data and or documents from any delimited text file to a Sohodox DB Multi user Click this option to configure the Sohodox DB for multi user scenario DB Copyright Sohodox 2000 2012 Getting Started 68 4 Add a document Topics Covered 1 Drag and drop a document 2 Add documents from disk 3 Add existing folder along with the files from disk 4 Find and Add documents 5 Drag and drop text from a document 6 Drag and drop image from a web page Copyright Sohodox 2000 2012 69 Sohodox Help 4 1 Drag and drop a document You can add documents by dragging and dropping them to a Sohodox DB To Add Documents by Dragging amp Dropping 1 In Sohodox select the A Documents node in the Navigation pane 2 Using Windows Explorer select the files you want to add and drag amp drop them in the List View pane Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No By default 50 documents are displayed on the List View pane If you have added more than 50 documents they will be moved to the next page To view the documents displayed on the next page use the Navigation buttons below the List Vi
33. natively supports viewing EML files in the Preview Pane So email messages including those downloaded by the Email Capture module can be viewed without needing MS Outlook Express or Windows Live Mail installed on your machine Sohodox Version 7 3 1 7 September 22 2011 Import and store Email Attachments as separate documents in Sohodox Email Capture can now handle in a better way email messages which have attachments You can configure Sohodox Email Capture such that whenever an email message with attachments is detected the attachments will be stored as separate documents They will automatically be linked to their corresponding email message So for example if an email message with a single attachment is captured Sohodox will create two documents the email message itself and the attached file Both the documents will be linked to each other For more information see Import email attachments as separate documents Support for password protected files Inbuilt viewer for MS Word and MS Excel now supports viewing password protected docx and xlsx files Sohodox Version 7 2 0 10 July 14 2011 Bug Fixes Minor bugs have been fixed in this version of Sohodox Sohodox Version 7 1 1 5 April 29 2011 Use Document Title as File name Document Title specified by the user is now also used as the file name for scanned documents Copyright Sohodox 2000 2012 Introduction 8 Sohodox Version 7 0 0 9 March 04 2011
34. of your scanner driver to be displayed while scanning Select the documents that you want to create as one document in the Preview pane of the Scan window You can also select documents in the Preview pane of the Scan window and click the Merge button to merge documents as one single document You can create a Scan Profile to save the frequently used scan settings Also see Destination Profiles You can use the Settings tab to change or set the scan setting In the Settings tab the display of options upon checking the Use document feeder checkbox depends on the file type selected and not upon checking the document feeder checkbox This means you can scan multiple single pages even with a flatbed scanner if the file type supports it e g TIFF or PDF Related Topics Scan documents with fixed number of pages Scan document with variable number of pages Copyright Sohodox 2000 2012 97 Sohodox Help 5 6 4 Scan documents with fixed number of pages Sohodox separates various documents automatically while scanning all you need to do is specify the number of pages each document contains and Sohodox separates them based on this information For e g If you are scanning 15 pages comprising of 5 documents each document contains 3 pages all you need to do is specify that each documents contains 3 pages so that Sohodox can separate them To Scan Documents with Fixed number of Pages Scan In Sohodox sel
35. so if you want to only OCR image documents on adding then check the Automatically OCR documents on check in option and if you want to only extract text from text documents on adding then check the Automatically extract text on check in option Customize Quick Search You can now select the fields that you want to search in using the Quick Search For e g in the earlier versions of Sohodox the Quick Search would only search in the Document Title File Copyright Sohodox 2000 2012 Introduction 12 Name and the Document Text Now you can select any field displayed in the List View that you want to search in by using the Customize Quick Search dialog The Customize Quick Search box can be accessed by clicking the Quick Search drop down and selecting the Choose columns for Quick Search option For more info see Select fields to include in Quick Search Reactivate a deactivated user You can now reactivate a deactivated Sohodox user So if you have accidentally deactivated a user you can now activate it For more info seeActivate a User Account Document Type with an auto generate field now shows up in the Scan window Document Type that has an auto generate field will now show up in the Scan window You can now directly set the document type that has an auto generate field of a scanned document In the previous version Auto generate fields were not displayed in the Document Type drop down of the Scan window as the
36. to import the data The data from CSV fields columns will be imported to the source fields columns of the document type 13 The Choose columns pane displays the columns data fields that are in the selected CSV file and the Selected column contains pane displays the columns data field of the document type that you have selected to import the data 14 Select a column in the Choose columns pane and map it by selecting a data field in the Selected column contains pane By mapping a column to a data field you are telling the system to import the data from the selected column to the selected data field If a column in the Choose columns pane contains the name and location of documents then map that column with the Document List option of the Selected column contains pane The Document List option is only available if you have specified on the first page that the CSV file contains documents If a column in the Choose columns pane contains tags of the documents then map that Copyright Sohodox 2000 2012 Search for a document 226 column with the Tags option of the Selected column contains pane The Tags option is only available if you have specified on the first page that the CSV file contains documents If you do not wish to import a column from the Choose columns pane then map that column with the Do not import option of the Selected column contains pane 15 Depending on the data type of the selected data fie
37. to save the profile The Export Profile will now be listed in the Saved Profile drop down Copyright Sohodox 2000 2012 247 Sohodox Help e To delete a Export Profile click the Delete button Si besides the Saved Profile box e You can use the Export Profile to export data for more info see Use a Export Profile to Export Data Related Topics Export data to a CSV file Export data to a HTML file Export data to a Excel file Export data to a XML file 14 2 3 Create Destination Profiles Sohodox uses Destination Profiles to simplify the process of categorizing added documents Destination Profile is a collection of information about the document like its Document Type and its folder which can be saved and reused Instead of specifying these settings every time you add a document you can specify these settings once and save them as Destination Profiles Then while adding a document simply choose the destination profile for it You can create as many Destination Profiles as you want You can create Destination Profiles using the Destination Profiles Manager Scan window Find and Add window Add Folders from disk window To Create a Destination Profile using the Destination Profiles Manager 1 In Sohodox select the Tools tab and click the Destination Profiles button This will bring up the Destination Profiles Manager Window 2 In the Destination tab enter a name for t
38. want Sohodox Version 6 1 0 0 December 23 2009 Policies Use Policies to control some aspects of Sohodox Security For more info see Policies Drag amp drop documents from Sohodox to Windows Explorer You can now drag and drop documents from Sohodox to Windows Explorer by pressing the CTRL button on the keyboard and dragging the documents to a Windows folder For more info Drag and drop documents from Sohodox to a folder Destination Profiles Manager You can now create modify or delete destination profiles using the Destination_ Profiles Manager Sohodox Version 6 0 0 0 October 16 2009 Email Capture The Email Capture feature in Sohodox downloads email messages from any POP3 mail server and adds them to Sohodox Sohodox will automatically extract fields To From Subject etc Copyright Sohodox 2000 2012 Introduction 10 from each email and enter them as indexing information for that email in Sohodox This makes all email messages immediately searchable For More info see Manage Emails in Sohodox Folder Monitor The Folder Monitor watches one or more specified folders on your disk and adds any files added to those folders to Sohodox You can use this feature to directly add files to Sohodox even when Sohodox is not running All you need to do is add the files to the monitored folder and Folder Monitor will automatically add these files to Sohodox This is also handy when working with Network Scanne
39. 10 UNE If the increment value is entered as 100 the values generated will be TONS 201 geg 1001 1101 1201 Minimum Specify the minimum number of characters that can be entered in this field Length Maximum Specify the maximum number of characters that can be entered in this field Length By default you can enter upto 255 characters in the Text data type Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Allow Specify whether a field value should be unique or whether it can have Duplicates duplicate values Memo Data Type Use the Memo data type to enter lengthy text or combination of text and numbers You can use the Memo data type to enter Address Description Comments etc The Memo data type has the following field properties Minimum Specify the minimum number of characters that ca
40. 14 You can also link the scanned documents with other documents by using the Links tab v Use the Link to existing Documents box to link the scanned documents to existing documents a Click this di button besides the Link to existing documents box The Look Up window will be launched b Select Documents option from the Look in box and type all or part of the file name in the Look for box c Now click the Find button The documents that contains the word that you have entered in the Look for box will be displayed in the Search Result list d Select the document that you want to link with the scanned documents and add it to the Selected Files list e Click the OK button to link these documents Note You can add more links by clicking this button and you can break a link by clicking this J button Also see Link one Document with another Document 15 Click the Security tab if you want to assign the document to another user as soon as it is scanned You can search for the user by clicking this di button in the Assign to field 16 Now click the Add button to add the scanned documents to the Sohodox DB The scanned documents will now be added to the location that you have specified in the Destination tab 17 Click the Close button to close the Scan window e Check the Show scanner interface before scanning option if you want the user interface Copyright Sohodox 2000 2012 Scanning Documents 96
41. 2012 37 Sohodox Help Version 5 1 1 1 March 27 2009 1 Fixed Problem while Batch Scanning 2 Fixed Error fixed when starting Sohodox with a different Unicode settings 3 Fixed Error when modifying the DB details and clicking on Save button Version 5 1 0 9 March 24 2009 1 Fixed Error when launching the Connection Manager Version 5 1 0 6 March 19 2009 1 Fixed Performance Improved 2 Fixed Error when converting a DB Version 5 1 0 5 March 12 2009 Minor bug fixes Version 5 0 2 2 February 20 2009 1 Fixed Incorrect value imported for a column mapped to a picklist field when the column contained empty value Version 5 0 1 8 February 09 2009 1 Fixed Error while clicking on Add and close button in the Scan window Version 5 0 1 6 January 28 2009 1 Fixed Description of Data Fields are now remembered 2 Fixed Issue when a required field was left blank 3 Fixed A prompt for the location of Main DB in the Client setup 4 Fixed Issues when adding folders to Public folder using the Add Folder dialog Sohodox Version 5 0 1 5 January 12 2009 1 Fixed Occasional crash in Windows Vista on selecting a scanner Sohodox Version 5 0 1 4 January 09 2009 Copyright Sohodox 2000 2012 Introduction 38 1 2 3 Fixed A problem while saving a Scan Profile as multi page Fixed Issue while reinstalling the program Fixed Login issue due to no li
42. 3 Click the Delete button or right click over the selected documents and click Delete This will bring up a dialog asking you to confirm if you want to delete the tag 4 Click Yes to delete Repeat the process for every tag that you want to delete from multiple documents together A tag does not get deleted from the Tags node if you remove it from the Tags box Selecting multiple documents and then clicking the Delete Ea button next to the Tags box in the Documents Details pane will remove all the existing tags from the selected documents To modify a common tag for multiple documents together first create the correct tag in the Tags node Then click the old tag which you wanted to modify Now select the relevant documents together and drag and drop them onto the new tag in the Tags node The documents will now no longer be visible under the old tag from the Tags node neither will any of them have the old tag when previewed in the Documents Details pane Related Topics Create a new Tag Delete a Tag Tag Multiple Documents Together Copyright Sohodox 2000 2012 195 Sohodox Help 10 10 Search a Tag You can quickly search for a Tag by holding the Ctrl J buttons on the keyboard To Search a Tag 1 In Sohodox select Tags node in the Navigation pane 2 Right click a Tag and select the Jump to option The Jump to dialog will now be launched 3 Select the Tags option to search tags 4 Ente
43. Add button to add it to the list d To remove an Exception from the list select it and click the Remove button e Click OK button to close the Exceptions window 11 Specify the location to add the selected files in the Destination tab optional You can also use a Destination Profile from the Select a Destination Profile drop down to specify the location to add the selected files v Follow these steps to specify the Destination for the selected files a Click this di button besides the Choose a Folder box to select a folder to add the selected files v The Folder Selection window will be launched i Select a folder from the list You can use the Search box to search a folder ii Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box b You can add Tags keywords to the selected files in the Attach Tags option You can type as many tags you want by using a semi colon to separate them Copyright Sohodox 2000 2012 75 Sohodox Help c Set the Document Type of the document from the Set a Document Type drop down For e g Set the Document Type to Invoice if the selected files are invoices 12 You can also link the selected files with other documents by using the Links tab v Use the Link to existing Documents box to link the selected files to existing documents a Click this di button besides the Link to existing documents box Th
44. Advanced search conditions along with the search results When you print search results that are displayed in the List View pane you can now choose to print the conditions used in that search at the top of the search results This feature helps in quickly identifying the conditions used to generate the search results For more info see Print the Search Results along with the Query Conditions Sohodox Version 5 3 0 0 July 06 2009 Delete button now deletes documents from a Folder Document Type Tag or from a Stack Hitting the Delete button from anywhere in Sohodox will delete the selected document permanently For more info see Delete a Document OCR document containing text in a different language You can now OCR a document that contains text in language other than English For e g if you have a document that contains text in the Danish language then you can configure the OCR engine to recognize the Danish language text This option will only works if you are using the Microsoft Office OCR engine and only recognizes languages supported by the MS Office OCR engine For more info see OCR document that contains text in a different language Separate option for OCR in the Options dialog A separate option is now added to OCR documents on check in Earlier versions of Sohodox had just one option i e Automatically extract text on check in option which would extract text as well as OCR documents From this version onwards we have separated them
45. CD it would not be possible if the size of the backup file was greater than 700 MB In that case you can use this option to ensure that the backup file is split into multiple pieces each not more than 700 MB in size so you can store the back up on a set of CDs Encryption Method The backup file that Sohodox creates is in ZIP format so it can be opened by any program which lets you open ZIP files If you want to make your backup more secure then you can choose to encrypt the backup file using AES128 bit encryption or AES256 bit encryption AES256 bit encryption is more secure but it would slow down the backup process Password In case you have chosen A128 and A256 encryption then enter the password When restoring the DB again you will be prompted for the password If you do not know the password at the time of restoring then it would be almost impossible to restore the Sohodox DB from that backup Check Run in background option if you wish to run the backup process in the background Click Start option for start the backup process Click Close once the backup process has been completed successfully The backup of the Sohodox DB will be stored as a file with sxbak extension at the specified location Copyright Sohodox 2000 2012 293 Sohodox Help How to Restore Sohodox DB 1 Click Start gt All programs gt Sohodox Desktop gt Sohodox Backup amp Restore 2 The Sohodox Backup And Res
46. Click this option to link the selected document with document s document s stored in the Sohodox DB Add files from Click this option to add files from disk to the Sohodox DB disk and link and link it with the selected document Scan document Click this option to scan a document and link it with the and link selected document gal Click this button to break a link between the selected document and the em linked document d Click this button for more options The following options will be displayed Print Click this option to print the document s that is displayed in Document s the list Export Click this option to export the document s that is displayed in Document s the list Email Click this button to e mail the document s that is displayed in Document s the list Fax Click this button to fax the document s that is displayed in the Documeni s list Export to CD Click this button to export the data that is displayed in the list DVD to a CD DVD Other Details Click the Other Details tab on the left bar of the Document Details pane to view the Other Details panel The Other Details panel displays the properties and other descriptive information of the selected The properties of the selected document is divided into two groups Document Details and File Details Display Pane The Display pane displays the selected document The Display pane has two toolbars The Annotation toolbar on the right and the mage toolbar
47. Extra empty line at the end of exported file Fixed Occasional problem when printing documents Fixed Incorrect filtering in the Event Log Viewer Fixed Type mismatch error when opening and closing a doQuments DB Ph NOR Version 3 2 101 May 31 2004 1 Fixed Incorrect options selected when a saved batch scan profile is applied 2 Fixed Error while filtering the Event log in certain European language versions of Windows 3 Fixed Occasional problem when saving documents using the Batch Scan Wizard Version 3 2 May 26 2004 Minor bug fixes Version 3 0 115 April 07 2004 1 Fixed Occasional problems while adding document templates 2 Fixed Error while displaying the progress when decrypting a document 3 Fixed Error while saving a MS Access based doQuments DB as a MS SQL Server based doQuments DB Version 3 0 108 March 04 2004 Minor bug fixes Version 2 0 172 February 05 2004 Copyright Sohodox 2000 2012 43 Sohodox Help 1 Fixed Error while auto creation of fields during the import data process Version 2 0 163 January 22 2004 1 Fixed Occasional problem while querying using date fields Version 2 0 158 November 10 2003 1 The scanning problems with doQuments which surfaced when doQuments was installed on a machine on which HP Memories Disc creator was installed have now been fixed Version 2 0 152 October 23 2003 1 Fixed Problem with record lo
48. File 3 Sohodox DB FAQ 4 File Stores 5 Configure Sohodox DB for multi user environment 252 Copyright Sohodox 2000 2012 253 Sohodox Help 15 1 Whatis a Sohodox DB What is a Sohodox DB Sohodox DB is a database which stores all the data you enter and also stores references to all the documents that you add to the database Apart from your indexing data it also holds security information about Users A Sohodox DB is a MS Access based DB Sohodox DB has GXDB extension File Store A Sohodox DB is always linked to a local or network folder in which any documents you add to that DB are stored Sohodox refers to this folder as the DB s File Store e File Store Folder The folder in which the files added to the Sohodox DB are stored You can create multiple file stores but this is normally not required One reason to create a new file store would be if the disk on which your current file store is located is running out of disk space In this case you can create a new file store for the DB in a different location and mark it as the Default File Store Though a DB can have multiple file stores any documents you add are always added to the DB s Default File Store the file store currently marked as default Related Topics Sohodox DB Frequently asked questions Sohodox DB 15 2 Multi User Config File What is Multi User Config File The multi user gdx file stores information about the type of and
49. How to change the default viewer for a file type Click the Sohodox button at the top left of the window ile N O OF fF WO PD Click Options This opens a dialog box In the left panel User Options should be highlighted if not click it Scroll down to File Type Viewer Options In the list of file types double click doc docx xls xlsx or pdf This opens a small dialog box From the drop down select Use Built in Viewer or Use System Default and click OK Click OK to close the Options Dialog Click on the Refresh button on the Ribbon bar and the preview pane will now show the Copyright Sohodox 2000 2012 Documents 136 file format using the viewer you have specified MS Word and MS Excel are very complicated file formats The built in viewer cannot handle all types of MS Word and MS Excel files For example files which contain drawing objects shapes flow charts graphs etc will not be displayed correctly If you have a lot of such files you could try using the alternate viewers for these file type that Sohodox supports For MS Excel files you can choose between the built in viewer and the preview of XLS XLSxX files using MS Excel To enable this select Use System Default option in Step 6 above This option requires that MS Excel be installed on your machine For MS Word files you can choose between the built in viewer the preview of DOC DOCX files using MS Word To enable this
50. In Workflow Document Text Tags The recommended data field will be displayed in blue colored text and the required data field will be displayed in red colored text To delete a data field right click that data filed in the Field List pane and select the Delete option You can change the order of data fields by using the navigation options available on the right click menu To move a data field one position upwards in the list right click it and select the Move Up option To move a data field one position down in the list right click itand select the Move Down option Related Topics Set a Document Type of a Document Delete a Document Type Example In this example we will create a Document Type for invoices This document contains information such as the company name invoice number invoice amount invoice paid and invoice date We will first list down the fields that we need to create and the data type that should be used for it Data Data Type Field Name Compa PickListSingle ny Name Invoice Text Number Invoice Currency amount Invoice Yes No Paid Invoice Date Date To Create Data Fields for a Document Type le In Sohodox select Settings gt DB Settings gt Document Types in the Navigation pane Copyright Sohodox 2000 2012 Document Types 164 The already existing Document types will now be displayed in the right pane Click the New button of the Home tab The Data Field M
51. Information tab on the left side of the Documents Details pane Select a Click the Save button on the nformation bar to save the information will now be launched document type from the Document Type drop down The data fields of the selected document type will now be displayed In Sohodox select Workspace gt All Documents in the Navigation pane Select the text from a RTF Rich Text Format file for e g DOC files HTML files EML files Drag this text and drop it on the AN Documents node A new document will be created containing the text you selected Dragging amp dropping email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Drag amp drop of attachments in email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is also supported Sohodox also supports preview of msg files imported from MS Outlook You will be the Owner of the documents that you have created By default 50 documents are displayed in the List View pane If you have added more than 50 documents they will be moved to the next page To view the documents displayed on the next page use the navigation buttons below the List View pane You can also add a document from the Find and Add Files window Related Topics Edit a document Document Details Window Drag and Drop a document Drag and drop image from a web page Copyright Sohodox 2000 2012 119 Sohodox He
52. Monitor 287 Sohodox Introduction 1 Sohodox Multi User Config File 253 Sohodox Services 312 Sohodox multi user config 253 sort 301 sort columns 301 sort documents 70 Sort the Items being displayed in the List View pane 301 Span columns across 132 Specify the file to import the data from Stamp 230 235 241 Stamp Template 240 241 Start Folder monitor 287 Start Service 287 Sticky Notes 234 Stop Service 287 sub folders 172 superadmin 263 System default method 135 System language 217 system requirements 3 iTe Tag 192 195 Tag a Documemt 189 tag deleted 196 tagging error 196 tags 186 189 191 192 195 196 Tags FAQ 187 Template Manager 67 240 241 Templates 239 240 241 Text Data Type 138 141 151 Text Extraction and Indexing 312 text in a different language 217 text recognition 217 The given key was not present in the dictionary 309 Theme 250 Themes 239 270 272 274 276 Thumbnails 121 297 Time Data Type 138 141 151 tiny black spots 109 To OCR document 217 To OCR document that contains text in a different language 217 Tools tao 67 Treat consecutive delimiters as one 224 280 Troubleshooting Sohodox Services 312 TWAIN complaint 80 TWAIN scanner 80 Type of media 256 Underline Sentence 232 Underline words 232 Unlock a user account 265 URL Data Type 138 141 151 Use a Export Profile to Export Data 278 Use built in OCR engine 297 Use Built in Viewer 135 Use docu
53. Scan Settings as Scan Profile 2 In Sohodox select the Home tab and click the Scan button Las This will bring up the Scan Window Click the Settings tab to create a Scan Profile Click the New button E besides the Select a scan profile box Now enter a name for the new profile in the Select a scan profile box Select a scanner from the Select a Scanner drop down Once you have specified the scan settings then click the Save button tall besides the Select a scan profile box to save the Scan Profile The Scan Profile will now be listed in the Select a scan profile drop down e To delete a Scan Profile click the Delete button a besides the Select a scan profile box e By default the following Scan Profiles are available Copyright Sohodox 2000 2012 Templates Themes Profiles 246 Black amp White Document Single Sided This option should be selected if you want to scan a single sided document to a black and white image Black amp White Document Double Sided This option should be selected if you want to scan a double sided document to a black and white image Grayscale Document Single Sided This option should be selected if you want to scan a single sided document to a grayscale image Grayscale Document Double Sided This option should be selected if you want to scan a double sided document to a grayscale image Color Document Single Sided This option should be selected if yo
54. Sohodox 2000 2012 59 Sohodox Help 3 3 again Public documents are marked with the shared icon Password Policies Maximum password age Use this policy to set the maximum number of days after which a user s password will expire and will have to be changed If you want the password to never expire set this value to zero Minimum password length Use this policy to set the minimum number of characters that a password must contain Sohodox will not allow any user to set a password that is shorter in length than this value If you do not want to set a minimum value then set this value to zero Maximum Logon attempts Use this policy to set the maximum number of consecutive failed logon attempts before Sohodox disables the user account A disabled account can be enabled by the superadmin user If you do not want to set a maximum logon attempts limit then set this value to zero Security Policies Inactivity Timeout The Inactivity Logout policy allows you to set a time limit for application inactivity So if the logged in user remains inactive for the specified time period then user is automatically logout from the system This can be used to terminate the connection to Sohodox which appears to be logged in in case of improper shut down of user machine Never logout Check this option if you want do not want inactive users to be automatically logged out of Sohodox Application Inactivity time out Enter the numbe
55. Sohodox 2000 2012 Folders 182 you share that document e You can add only the folder structure without the documents that you use to organize your documents to the Sohodox DB For more info see Add existing folder structure to Sohodox DB e lf you are a Paperport user then see Import data from Paperport to import your documents from Paperport to Sohodox Related Topics Edit a document Find and Add a document Drag and Drop a Folder Copyright Sohodox 2000 2012 183 Sohodox Help 9 14 Change the Folder of a Document You can change or set the Folder of a document by dragging and dropping it to the folder you want To Change the Folder of a Document 1 In Sohodox select the document whose folder you want to change from the List View pane The document will now be displayed in the Documents Details pane 2 Click the Information tab on the left side of the Documents Details pane The current folder of the selected document is be displayed in the Related Folder box 3 Click the Change button besides the Related Folder box to select a different folder The Folder Selection window will be launched 4 Select a folder from the list You can also use the Search box to quickly find the folder you are looking for 5 Click the OK button to select the folder The selected folder will now be displayed in the Related Folder box e A document can at any time be part of only one
56. Sohodox Database is located This is usually the C Sohodox Databases folder 3 Locate the MainDB gxdb file i e the DB that you want to back up and zip it 4 Locate the MainDB folder This is the DB s linked folder which contains the documents and zip it 5 Locate the MainDB_cache file and zip it 6 Open the the ITAZ Sohodox folder created under the folder designated as the Common Application Data folder in your Windows installation For Windows Vista Windows 2008 Windows 7 this will be the C ProgramData ITAZ Sohodox folder For Windows 2000 XP 2003 this will be C Documents and Settings All Users Application Data ITAZ Sohodox 7 Locate the multi user gdx file and zip it 8 Now copy these backed up files to a secure location e To restore a backed up copy of the DB see Restore a backed up DB Related Topics Backup and Restore Utility Export data to a CSV file Export data to a Excel file Copyright Sohodox 2000 2012 295 Sohodox Help 18 3 Manually restore a backed up DB You will require the latest Backup copy of the MainDB its cache file i e the MainDB_cache and their linked folder which contains the File Store Also see Backup a Sohodox DB To manually restore a Backed up Sohodox DB 1 Make sure Sohodox is not running 2 Open the folder where Sohodox Database is located This is usually the C Sohodox Databases folder 3 Unzip the backed up MainDB i e the MainDB gxdb file and
57. a Document Copyright Sohodox 2000 2012 185 Sohodox Help 9 16 Rename a Folder You can rename a folder at any time after you have created or imported it You can rename a folder even if you have already created sub folders under it To Rename a Folder 1 In the Navigation pane from the Folders node select the folder you want to rename 2 Right click the folder and then click Rename 3 Type the new name and press Enter to save it Related Topics Create a new Folder Copyright Sohodox 2000 2012 Folders 10 Tags Topics Covered 1 What are Tags 2 Tags FAQ 3 Create a Tag 4 Tag a Document 5 Tag Multiple Documents Together 6 Drag and Drop Documents to a Tag 7 Add Documents to a Tag 8 Remove Tag from a Document 9 Remove Tag from Multiple Documents 10 Search a Tag 11 Delete a Tag 12 Merge Tags 13 Rename a Tag 186 Copyright Sohodox 2000 2012 187 Sohodox Help 10 1 What are Tags What are Tags Tags are basically keywords that can be attached to any document Tagging is a quick way of indexing your documents Documents can be searched sorted or grouped based on their tags Multiple tags can be attached to the same document Each tag must be single word and cannot contain spaces Points to remember while tagging a document e Enter words that describe the document For e g email fax invoice etc e Use words th
58. a Document Type You can create a new Document Type and add Data Fields to it from the Settings pane To Create a Document Type 1 In Sohodox select Settings gt DB Settings gt Document Types in the Navigation pane The already existing Document types will now be displayed in the right pane 2 Click the New button of the Home tab The Data Field Manager will now be launched 3 By default the Information panel of the Data Field Manager will be displayed You can enter information like the Document Type name in this panel You can also modify information of an existing Document Type from this pane v The Information panel contains the following options Name Enter or modify the name of the Document type in this box Plural Enter or modify the plural name of the Document type in this box For e Name g If the name of the Document Type is nvoice its Plural name will be Invoices Alias Enter a alias name for the Document type in this box By default the system creates a alias name You can change the default alias name with the name of your choice For e g if your Document Type is named Invoice its Alias could be Inv Description Enter a short description about this Document type in this box 4 Click the Fields tab to add data fields for the Document type The Fields panel will now be displayed 5 Click the Click here to add a new field in the Field List pane to add a new field or right click in the Fi
59. a data field you are telling the system to import the data from the selected column to the selected data field If a column in the Choose columns pane contains the name and location of documents then map that column with the Document List option of the Selected column contains pane The Document List option is only available if you have specified on the first page that the CSV file contains documents If a column in the Choose columns pane contains tags of the documents then map that column with the Tags option of the Selected column contains pane The Tags option is only available if you have specified on the first page that the CSV file contains documents If you do not wish to import a column from the Choose columns pane then map that column with the Do not import option of the Selected column contains pane 15 Depending on the data type of the selected data field their respective options will be displayed in the Options pane v The following options will be displayed for certain data type Integer Data Type Thousands Separator f the numeric data contains thousands separators select or enter the character which is used as the thousands separator in the data Decimal Separator lf the numeric data contains decimal separators select or enter the character which is used as the decimal separator in the data Date Data Type Any two digit year should be interpreted as a year between Control how Sohodox Copyright Sohodox 2000
60. a part of the page then click the Options button Clicking the Options button will launch the Scan Area window Check the Use document feeder option to scan documents placed in the ADF Automatic Document Feeder tray of your scanner This option only has effect if your scanner has an ADF attachment Note If you have a flatbed scanner you can still scan single pages queue them up and then add them to make one multi page document Check the Scan both sides option to scan both the sides of the document Please note that duplex scanning is a scanner dependent feature If your scanner supports duplex scanning then Sohodox will support it If your scanner does not support duplex scanning then you can use scan using Sohodox s Virtual Duplex Scanning mode Select the file type from Select the file type option to save the scanned document For example if you want to save the scanned document as pdf select the PDF option from the drop down Select the color you want to scan in from the Select color depth drop down Set the scan DPI Dots Per Inch from the Set scan DPI option The Dots Per Inch option controls the amount of dots which must be captured per inch of the document being scanned 10 Select the Scan multi page documents option and then select the Scan all pages to one document option to scan multiple pages as a single multi page document 11 Click the Start Scan button to scan the documents The scanned documents
61. a scanner dependent feature If your scanner supports duplex scanning then Sohodox will support it If your scanner does not support duplex scanning then you can use scan using Sohodox s Virtual Duplex Scanning mode Select a file type from Select the file type option For example if you want to save the scanned document as pdf file then select the PDF option from the drop down Select the color you want to scan in from the Select color depth drop down Set the scan DPI Dots Per Inch from the Set scan DPI option The Dots Per Inch option controls the amount of dots which must be captured per inch of the document being scanned 10 Select the Scan multi page documents option and then the Documents are separated by option as the documents are multi page and each document has variable number of pages 11 From the Documents are separate by drop down select if your separator page is a Blank Page or a Document Separator Page Document with Barcode a If you have used Blank White Page as separators then specify the Threshold value Sohodox should use while detecting blank white pages in the Blank Page Threshold option You can enter any value from 0 to 10 b If you want to create a new Document Separator Page then click the Click here to print Document Separator Page link 12 Click the Security tab if you want to assign the document to another user as soon as it is scanned You can search for the user by clicking this di button in th
62. and select the Delete option from the popup menu 3 The document will be deleted permanently Note When you delete a document from a Folder Document Type or from a Tag the document will now be permanently deleted e Documents are deleted directly from the system and are not moved to the Recycle Bin Related Topics Create a New Document Burn documents on a CD Print a Document 6 10 Email a Document You can mail a document from the Sohodox DB by clicking the Mail button To E mail a Document 1 Select the document you want to mail from the List View pane Ss a 2 Click the E mail button mei of the Home tab Or right click the document and select the Mail option The default email window will now be launched e Dragging amp dropping email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Drag amp drop of attachments in email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is also supported Sohodox also supports preview of msg files imported from MS Outlook e You can create a new document by dragging and dropping text from a RTF file to Sohodox For more info see Create a New Document Related Topics Print a document Drag and Drop a document Drag and drop image from a web page Copyright Sohodox 2000 2012 Documents 126 6 11 Link one Document with another Document Links can be used when you
63. and the indexing data from the Document Package or the zip file This feature is only available in the Professional and Enterprise Editions of doQuments 3 2 and higher Create a Zip file This feature enables you to create a zip file of the selected documents This makes it convenient to share the documents with the other users You could simply choose to e mail the zip file Copyright Sohodox 2000 2012 Sohodox Help Version 3 0 115 April 07 2004 Minor bug fixes Version 3 0 108 March 04 2004 Support for creation of PDF files doQuments now supports saving of scanned documents as PDF files in addition to the already supported formats like BMP TIFF JPEG and PNG Document Check In Check Out The Check In Check Out feature lets you block others users on the network from trying to edit a document that you are currently editing When you open a document for editing it is Checked Out Other users on the network will still be able to view this document but they will not be able to edit it Another user can only open the document for editing after you have checked it in again This feature can be separately enabled disabled for each database This feature is only available in the Enterprise Edition of doQuments 3 0 and higher Document Versioning This feature allows you to create and retain multiple versions of the same document Every time you check out modify and then check in a document doQuments will r
64. are temporarily stored in the ITAZ Sohodox Email Capture Data folder created under the folder designated as the Common Application Data folder in your Windows installation For Windows Vista Windows 2008 Windows 7 this will be the C ProgramData ITAZ Sohodox Email Capture Data folder For Windows 2000 XP 2003 this will be C Documents and Settings All Users Application Data ITAZ Sohodox Email Capture Data folder These messages are removed from the folder as soon as they are processed and added to Sohodox If you wish you you can specify a different location for this folder To do this 1 Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button 2 Click the Settings button This will bring up the Field Mapping dialog 3 Click the Others tab 4 In the Data folder box click the to specify the new location of the Sohodox Email Capture Data folder 5 Click the Ok button to apply the settings v Specify the time interval to capture email from your email account You can specify a time interval to control how often Email Capture checks your email accounts for new messages By default this time is set to 30 minutes To change the time interval 1 Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button 2 Click the Settings button This will bring up the Field Mapping dialog 3 Click the Others tab
65. box Click this button to add values for this fields A new window will be launched Click the Add button in this window to enter values for this field We will enter ABC corp XYZ inc MNO Itd Once you have entered the value click the Close button to close the window 13 Specify a default value for this field in the Default Value box 14 Specify whether the field is required recommended or can be left blank in the Input Value drop down 15 Click the Click here to add a new field bar in the Field List pane to add a new field Select the Field Name cell and enter Invoice Number a name for the field 16 Select the Text Data Type for this field from the Field Type drop down The properties of Text data type will now be displayed in the Field Properties section 17 In the Maximum Length and Minimum Length box specify the maximum and minimum number of characters that can be entered in this field 18 Specify whether the field is required recommended or can be left blank in the Input Value drop down Copyright Sohodox 2000 2012 165 Sohodox Help 19 Specify that Invoice Number should not have any duplicate values in the Allow Duplicates option 20 We will now create the fields for Invoice Amount Invoice Paid and Invoice Date 21 Once you have created all the fields click the Save button to save the changes and create the Data Field Now that you have created a Document Type you can add a docum
66. can add more criteria to your search by clicking this button To remove a criteria click this J button To get a result which matches all the criteria s specified by you select the Match all conditions option from the Conditions drop down To get a result which matches any criteria select the Match any conditions option from the Conditions drop down Click the Save As button to save this query The Save Search window will be launched Enter a name for the query in the Name box enter a short description about the query in the Description box 10 Click the OK button to save the query Copyright Sohodox 2000 2012 219 Sohodox Help To view the saved query click the Saved Searches gt Custom Search node in Workspace e To apply a saved query click the Saved Searches gt Custom Search node and select the Saved Search in the list The search result will be displayed in the List View pane e To clear the Query Result click the Clear button Ce Related Topics Advanced Search Export the Search Result Copyright Sohodox 2000 2012 Search for a document 220 12 6 Prompt user for the condition value when applying a saved search You can create a saved search that prompts you to enter the condition value everytime you apply that saved search To Prompt the user for Condition Values when applying a Saved search A 10 Check the Prompt for condition values
67. decd ct Invoice NBT to Galaxy INO0B87 eso 17 10 2008 Pre cortsinirg the terms and cardiions agreed upon betazen De parties Invoice NBT to Galaxy IN00B90 Invoice 17 10 2008 hOW IT IS AGREED BY AND BETWEEN THE PARTIES HERETO AS Invoice NBT to Legitimate IN00856 Invoice 17 10 2008 POLiOws Invoice NBT to Legitimate INO0B65 Invoice 17 10 2008 al D D 1 of 35 selected id 4 1 gt Di 5 User Super Administrator M a Print Export cB Jg Fax Assign Layout Refresh EN L New Scan Add From Open Delete Disk be E mail Sere Sohodox user interface is similar to the familiar MS Outlook user interface The menus and toolbars have been replaced with a single Ribbon bar The Ribbon bar is divided into tabs Home and Tools which group related features together This makes all important tools and features of Sohodox very easily accessible L The Ribbon bar can be minimized by right clicking on the Ribbon bar and selecting the Minimize the Ribbon option You can also double click the ribbon bar tabs to minimize it For more details see Home Tab Tools Tab Sohodox Button Use the Sohodox button to login and log out of Sohodox You can also use it for opening and closing a Sohodox DB Copyright Sohodox 2000 2012 Getting Started 52 Home S Disk 2 Navigation pane Workspace The Navigation pane appears on the left side of Sohodo
68. default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document e You will be the Owner of the documents that you have added Related Topics Find document quickly Share documents Enter Indexing Information for a Document Drag and drop text from a document Copyright Sohodox 2000 2012 Add a document 76 4 5 Drag and drop text from a document You can also drag and drop text from a document and add that text as a document in Sohodox To Create a New Document by Dragging and Dropping Text 1 In Sohodox select Workspace gt All Documents in the Navigation pane 2 Select the text from a file for e g MS Word DOC files Web Pages HTML files or email messages 3 Drag this text and drop it in the List View pane A new document will be created containing the text you selected Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No e You will be set as the Owner of the documents that you have added e You can click the Edit button d Son to edit the scanned document in the Image Editor Using the Image Editor window you can resize cro
69. default the limit of the file size is set to 1 mb This means that files larger then 1 mb will not be indexed For slower machines it is recommended to choose a lower value A larger value will affect the performance of MS Access DB This option is useful in a multi user scenario where you can disable extracting and indexing of text on slow machines for large files without disabling full text search For more info see Maximum size of documents to extract text from Scanned documents can now be displayed in Adobe Reader You can now view the documents that are scanned using Sohodox in Adobe Reader For more info see Show all PDF files in the associated viewer Copyright Sohodox 2000 2012 15 Sohodox Help Sohodox Version 5 0 1 4 January 09 2009 Replace from disk Replace document from disk feature is now available For more info see Replace document from disk Replace by Scanning Coming Soon Sohodox Version 5 0 1 3 December 18 2008 Search Folders and Tags You can now quickly search for Folders and Tags For more info see Search a Folder Search a Tag Sohodox Version 5 0 1 0 December 3 2008 Add pages to existing Tiff and PDF documents You can now add pages to an existing multi paged PDF and tiff files You can also delete a page and change the order of the pages For more info see Insert a page to a multi paged document Field name with 40 characters is now supported Sohodox Version 5 0 0
70. document Selected Application Select this option to select an application to open the document Delete Click this button to delete a document Collaborate Group The Collaborate group consists of options which can be used to move documents from one location or person to another This group consists the following buttons Print Click this button to print the data that is displayed in the List View pane Print Documents Click the Print drop down and select the Print Documents option to print documents Export Click this button to export the data that is displayed in the List View pane For more details see Export data Export to CD DVD Click the Export drop down and select the Export to CD DVD to export data to CD DVD E mail Click this button to e mail documents Fax Click this button to launch Sohodox Fax Add on Route Click this button to launch Sohodox Workflow Add on View Group The View group consists of options to change the layout view This group consists the following buttons Layout Click the Layout drop down and select the option as per your choice to change the view Refresh Click this button to refresh the display grid 3 6 Tools Tab The Tools tab consists of tools that can be used to import documents from other applications into Sohodox it also consists of tools that can be used to customize Sohodox interface as well as your Sohodox account as per your needs Template Click this option to add
71. document will be launched in the Image editor window 2 Select the annotation and move your mouse over it You will now get a Mini toolbar ji 3 Click the Burn button E on the Mini toolbar The annotation will now be burnt on the document e Please note if you burn a colored annotated object on a Black amp White document the annotated object will be burnt in black color Related Topics Print Document along with the Annotations 13 10 Print Document along with the Annotations You can print the documents along with the annotations by clicking the Print button of the Home tab To Print a Document along with the annotation 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane 2 Select a document to print from the List View pane 3 Click the Print drop down and select the Print Documents option of the Home tab This will bring up the Print Document window 4 Select a printer to print the document from the Selected Printer drop down Click the Properties button to view the printer s properties 5 In the Page Range section specify the range of pages to be printed a Select the All Pages option to print all the pages of the selected document b Select the Pages option and type specific page numbers or a page ranges separated by commas counting from the start of the document For e g Type 1 3 if you want to print the first and the third pag
72. e you can leave the password blank Though Sohodox lets you create as many users as you want it controls how many users can be simultaneously logged in at any given time The maximum number of users that can be simultaneously logged in at any given time is based on the number of licenses purchased by the user By default the following users are automatically created 1 SuperAdmin This is the most powerful user in Sohodox and cannot be deleted SuperAadmin is by default allowed all system permissions and these permissions cannot be changed In addition the Superadmin is also automatically allowed all permissions for all Sohodox DB document types tags and documents that are created by any user Normally you should never have to log in as SuperAdmin except for initially configuring Sohodox Related Topics Create a User Account Copyright Sohodox 2000 2012 Users 264 16 2 Create a User Account You must create a user for every person that needs to log on to Sohodox You can create a user by clicking the New drop down and selecting the User option To Create a User Account 1 In Sohodox select Settings gt System Settings gt Users in the Navigation pane The default Users will be displayed in the right pane i e Users list Now click the New button on the Ribbon bar to create a new user The New User window will now be launched Enter the name the user must enter to logon to the sys
73. folder e You can choose to save multiple documents to a common folder together To do this first select the documents Then go to Documents Details pane gt Information pane gt Other Information gt Related Folder gt click the Change button This will bring up the Folder Selection window Select the folder to which you want to add these documents together All the selected documents will now be stored in the selected folder Related Topics Set a Document Type of a Document Add documents to a Folder 9 15 Delete a Folder You can right click a Folder and select the Delete option to delete it To Delete a Folder 1 In Sohodox select Workspace gt Public Folders or Private Folders in the Navigation pane depending upon the kind of folder you want to delete 2 Select the Folder you want to delete 3 Right click that Folder and select the Delete option or hit the Delete button on the keyboard to delete the Folder If you delete a folder the documents in it will not be deleted They will be displayed in the All Documents node If you want to delete a folder along with all its documents then right click that Folder and select the Delete option and hit the Shift key on the keyboard Copyright Sohodox 2000 2012 Folders 184 e f you delete a parent folder its sub folders will also be deleted Related Topics Create a new Folder Add existing folder structure to Sohodox DB Delete
74. folder located on the new machine Gs Configuring Sohodox to launch the Main DB from the new location Open the Command Line Window Start gt All programs gt Accessories gt Command Prompt 2 In the Command Line window type the following at the cursor C Program Files Sohodox Desktop Sohodox exe reconfiguremaindb Copyright Sohodox 2000 2012 Sohodox DB 262 Assuming that Sohodox is installed in the default location 3 Now hit the Enter key 4 Sohodox will now launch Now specify the location where the Main DB is located It is usually located in the C Sohodox Databases folder 5 After this is configured you will get a message confirming that Command Line action has been completed Sohodox will now close 6 Start Sohodox The Main DB will now be opened 7 As you browse through the DB you may get File not found message as the File Stores are still pointing to the old location You will now have to point the Main DB to use the new File Store location To do this follow the Steps below 8 Click Settings gt DB Settings in the Navigation Pane 9 Select the File Store node The File Store will be displayed in the right pane i e the File Stores list 10 Double click the current Default File Store from the File Stores list The File Store window will now be launched 11 Click the Browse button to specify the new location of the file store This is usually the C Sohodo
75. folders for the parent folder You can move one folder to another folder by drag and drop Related Topics Add documents to a Folder Add existing folder structure to Sohodox DB Create a Sub Folder You can create a hierarchy for folders by creating sub folders To Create a Sub Folder 1 In Sohodox select Workspace gt Public Folders or Private Folders in the Navigation pane depending upon whether you want to make the sub folder and its documents visible to all or keep them private to yourself 2 Select the folder for which you want to create a sub folder 3 Now right click this folder and select Create Sub Folder option 4 Enter a name for the Folder and hit the Enter key The folder will now be created Please note that when you create a Sohodox folder no folder is being created on your system Sohodox folders is just used to categorize your documents and not store them All Copyright Sohodox 2000 2012 Folders 174 your documents are stored in the DB s File Store e You can right click a sub folder and click the New Folder option to create a sibling folder This option is very helpful when you have a long list of sub folders as you have scroll above to select the parent folder and then right click it to create a sub folder e You will be the Owner of the folders that you have created e You can move one folder to another folder by dragging and dropping them Related To
76. found documents to single record or create a new record for each document You can also choose to add the found documents to a temporary folder so that they can be classified by addition to records at a later time This feature is only available in the Professional and Enterprise Editions of doQuments 2 0 and higher Batch Scanning Automatic Document Feeders Scan a stack of documents at once with the batch scanning features Scanners with Automatic Document Feeders are now fully supported Options are available to add all scanned documents to single record or create a new record for each document You can choose to add the scanned documents to a temporary folder so that they can be classified by addition to records at a later time This feature is only available in the Professional and Enterprise Editions of doQuments 2 0 and higher Storage Folders Professional amp Enterprise Editions With the new Storage Folders feature older documents can now be moved to removable storage devices e g CD R Zip Disks etc doQuments can even prompt for the removable media on which the document is located when you select the document for viewing This feature is only available in the Professional and Enterprise Editions of doQuments 2 0 and higher Enhanced Backup amp Restore Professional amp Enterprise Editions The backup amp restore features have been significantly enhanced with support for selective backup amp restore Data Imp
77. hide The column will be hidden 3 To display the column again check the column Copyright Sohodox 2000 2012 Customizing Sohodox 302 Peters 1301 Street d First Name Russels 1301 Street Rogers 1301 Street Designation Ray 1301 Street 7 Company Anthony Petrox Oil a Addes Oliver Petrox Oil Cd EA Phone Number Richard Petrox Oil C Raymond Suite 5341 d Email Arthur Suite 5341 Beta Busi 713 487 5897 Nears 1001 Ctraat lark s M S1C 207 4707 Related Topics View Documents as Thumbnails Hide Details pane Copyright Sohodox 2000 2012 303 Sohodox Help 19 4 Hide Details pane You can hide the Details pane which displays the details of documents by using the Options window To Hide the Details pane 1 In Sohodox click the Sohodox button 2 Click the Options button The Options window will now be launched 3 In the User Options node uncheck the Show Details Pane on the main screen option 4 Click the OK button to apply the settings Related Topics Customize List View Pane Copyright Sohodox 2000 2012 Customizing Sohodox 304 19 5 Specify the node to be selected on startup You can hide the Details pane which displays the details of documents by using the Options window To specify the Node to be selected on Startup 1 In Sohodox click the Sohodox button 2 Click the Options button The Options window will
78. i aaa a r e a reae aa a aaea a ae aara aaa NEE 196 Part XI Dropbox Integration 196 1 EE 198 2 Enable Dropbox Integration cc secccesseceeeeeeeeeeeeeeesseeeeeeesaeseaseeeeesseeeeeeseeaesenseeeseseeeneess 199 3 Add Sohodox documents to DropboX ccecccseeeeeeeeeeeeeeeeeeeeseeeeesseaeeeeseceeseeseneseeeeenenss 199 4 Remove Sohodox documents from Dropbox ss sssssssssussennnenunnnnnunnnnnnnnnnnnnnnunnnnnnnn ennnen 200 5 Add documents to Sohodox via DropboX ssssssssssssunnenennnenunnnununnnnnnnnnnnnnnnnnnnnnnnn ennnen 200 6 Update Dropbox with a file modified in SohodoX c ccceeeeseeeeeeeeeeeeeseneeeeeeeeeeeees 200 7 Update Sohodox with a file modified in Dropbpox s ssssssssennnenunnnunnnnnnnnnnnunnnnnnnnnnnnnnnn 201 8 Sync the Dropbox tag in SohodoX sssssssssssessnnnnenunnnnnnnnnnnnenunnnnnunnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnn 201 9 Sohodox amp Dropbox in a multi user scenario sssssssennnenennnenunnnnnnnnnnnnnnnunnnnnnnn ennnen 202 Part XII Search for a document 202 1 Find document quickly s ssasssnnnenunennnnnnnnnnnnunnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nunne n nnnn nnmnnn 203 2 Select fields to include in the Quick Search ssssssssnuesuunnununnnnnunnnunnnnnnnnnnnunnnnnnnnnnnnn nnn 204 3 Narrow down the Search Result nnssunnunnnunnnnenunnnunnnnennnnnunnnnnunnnnnnnnnnnnnnnnnnnnnnnn ennnen 204 A Document Full Text Search ccccccesseeeeeeeeeeeeeeeceseeeeenneeee
79. indexing fields such as Agreement Date and Agreement Party etc You can create as many Document Types as you want Use Document Types when you need a more structured way of method of managing your documents as compared to using Folders and Tags v Where is the Data Field Manager The Data Field manager is available as the Fields tab while creating or modifying a Document Type For more info see Fields Tab v can t find the Advanced Query Advanced Search pane is available by clicking the Double arrow button besides the Quick Search al Anraamant 17 1Nn 7nNnag v Where is the Storage Folder and the System folder The System Folder and the Temp folder are no longer used in Sohodox The Storage Folder is now referred as the File Store v Can use my existing DB with Sohodox Yes you can use your existing DB s version 4 with Sohodox but only after they have been converted to the new format The Sohodox DB structure is VERY different from the version 4 structure The DB in Sohodox have gxdb extension e Where is the location dqs location gxs file The location dqs file is now referred to as the multi user gdx The multi user gdx file is now stored in the ITAZ Sohodox folder created under the folder designated as the Common Application Data folder in your Windows installation For Windows Vista Windows 2008 Windows 7 this will be the C ProgramData ITAZ Sohodox folder For Windows 2000 XP 2003 this will be C Documents a
80. is possible To Change the number of Items being displayed in the List View pane 1 In Sohodox click the Sohodox button 2 Click the Options button The Options window will now be launched 3 From the User Options node select the Specific node option 4 Specify the number of items to be displayed in the tems per page box 5 Click the OK button to apply the settings To Sort the Items being displayed in the List View pane 1 Click any column header to sort in the ascending or descending order of values in that column 2 The column that is being sorted is represented with an arrow If the column is sorted in ascending order then the arrow is pointed upwards if the column is sorted in the descending order then the arrow will be pointed downwards To Change the order of the columns being displayed in the List View pane 1 Click the column header that you want to move to another 2 Drag this column header and drop it to the position that you want Document Title Added On Owner Galaxy to NBT 985631 17 10 2008 15 0 SuperAdmin Galaxy to NBT 985637 17 10 2008 15 0 SuperAdmin Legitimate to NBT 78974 17 10 2008 15 0 SuperAdmin Legitimate to NBT 78998 17 10 2008 15 0 SuperAdmin NBT to ORM 287776 17 10 2008 15 0 SuperAdmin To Hide columns being displayed in the List View pane 1 Right click on any column header The Columns menu will appear 2 From the list of columns uncheck the column that you want to
81. location of the Main DB This file is very important as it is required for multi user setup When you do a server installation of Sohodox a MS Access based Sohodox DB called Main GXDB is installed by default The multi user gdx is also created at this time When you do a client installation of Sohodox Sohodox will ask you for the multi user gdx file The multi user gdx file is stored in the ITAZ Sohodox folder created under the folder designated as the Common Application Data folder in your Windows installation For Windows Vista Windows 2008 Windows 7 Windows 8 this will be the C ProgramData ITAZ Sohodox folder For Windows 2000 XP 2003 this will be C Documents and Settings All Users Application Data ITAZ Sohodox Note You can export the multi user gdx To do this click the Tools tab gt gt Export Configuration button The multi user gdx file will be exported to the My Documents folder on your machine Copyright Sohodox 2000 2012 Sohodox DB 254 This process applies to the server machine as well as client machines 15 3 Sohodox DB FAQ v What is a Sohodox DB The database that Sohodox uses to store information about documents that you have added is known as a Sohodox DB Sohodox DB is a MS Access based DB v Do I have to create a Sohodox DB Sohodox ships with a default Sohodox DB which you can open and use This is a MS Access based Sohodox DB called Main GXDB e Which databases are su
82. modified version from Dropbox Sync the Dropbox tag in Sohodox You must sync the Dropbox tag in Sohodox at regular intervals to ensure that the most recently updated copy of each document is available in both Sohodox and Dropbox At the end of the Sync both the Dropbox tag in Sohodox and the Sohodox sub folder Dropbox will have the same documents To Sync the Dropbox tag in Sohodox 1 Right click the Dropbox tag in Sohodox and select the Sync option Sohodox will then perform the following actions e Generate a list of all files in the Sohodox sub folder in Dropbox which are not available in Sohodox It will then add these files to Sohodox and tag them as Dropbox e Compare each file in the in the Sohodox sub folder in Dropbox with it s copy in Sohodox to determine which copy is newer It will then replace the older copy with the newer copy Copyright Sohodox 2000 2012 Dropbox Integration 202 Note You must never rename a file in the Sohodox sub folder in Dropbox This may prevent this file from Syncing correctly It may get added to Sohodox as a new document 11 9 Sohodox amp Dropbox in a multi user scenario Note about using Dropbox integration in a multi user installation of Sohodox e Hauser logs in to Sohodox on a machine that has another user s Dropbox account configured on it then adding documents to the Dropbox tag will copy them to that Dropbox account Example John logs in to Soho
83. now be launched 3 Select the DB options from the left pane The DB options will now be displayed in the right pane 4 From the On startup select section e Select Last selected node option to display the last selected node on startup e Select the Specific node option to select a node to be displayed on startup After selecting this option select the node to be displayed on start up 5 Click the OK button to apply the settings Related Topics Hide Details pane Customize List View Pane 20 Report Generator Introduction Sohodox comes with built in usage reports letting you see documents added or modified by users on a daily weekly or monthly basis The reports can be exported as a PDF HTML MHT or XLS files The following are the reports that are shipped with Sohodox Documents Added Grouped by user Use this to generate a report of all the documents added between two given dates grouped by user By default documents added in the last 7 days are included in the report Documents Added Daily report Use this to generate a report of all the documents added between two given dates grouped by day By default documents added in the last 7 days are included in the report Documents Added Monthly report Use this to generate a report of all the documents added between two given dates grouped by month By defaults documents added in the last 3 months are included in the report To view the above reports selec
84. on tole dey of between Mis A D 2 Co Pat Lid a Comazry registered uncer the Gompanis Act 58 and Iseng ils lo office al Ierch referred e ass De Parly of Ure First Hat and tvs XY 2 8 Co a Comany registeres under the sad Act and having ils repisiersd ofice at hereinafter referet lt gt as the Party of the Notes Links Second Far m WHEREAS but tre paities of the Fret Part anc of the Secone Part are Page 10f5 Page 10f6 under their respective Nom zardun of Zesze sten er led o carry or the business of producng electrialy snd eupplying tie sarme te am sree ARD WHEREAS tolh Ue Fafe of the Fins Pai snd Second Fa a ter zo enter Into parrerehip with any seraor or pereone Including a oarnoary for camrying or the tusiness authorised by their respective Menscandum of Other Details Assocation AND WHEREAS the parler bech have prozused lo sel ip in juit zolabaratian a plant to prasuea elsetreiy ard supply the sarre tn the tows of and te enable then ta avel togethe ther firances and echrical expertas they have tisrefer oropozee to enter Inte a partnerehip AND WHEREAS the series have obtaired licenee or permigeion of the Gavt for preduring ard supp y 7g clestrinity ta the said tawn Page 1 of 10 Page 1 of 6 AND WHEREAS f i trorotora proposed to enter info this dood of parnestip canting the vers and curditins agreed upon belweer tre paries 1 of 35 selected Hi Document Det
85. only want the PDF documents created using Sohodox i e by saving a scanned document as PDF to be displayed in the built in PDF viewer In this case the PDF documents that are not created using Sohodox will be displayed using Adobe Reader 2 All PDF files Choose this option if you want all PDF documents created using Sohodox or not to be displayed in the built in PDF viewer New Comparison Operators Two new comparison operators have been included in the Advanced search 1 Is Empty Use this operator to match empty values 2 Is Not empty Use this operator to match non empty values Version 4 6 12 November 26 2007 Barcodes will now be detected row wise from top to bottom Just like reading sentences on page the barcodes will be detected in the left to right top to bottom line by line sequence Version 4 6 6 August 13 2007 Barcode Detection doQuments now supports Code 128 barcodes More barcode formats will be supported in the future Blank Page Detection Threshold Default blank page threshold is now set to a lower value for more stricter detection of blank page A wrong detection at any stage of the batch scan means that all subsequent pages will be saved incorrectly We recommend that you do a test run to find out the best value for your scanner You must choose the lowest value which works correctly for you Click here for more Copyright Sohodox 2000 2012 Introduction 18 details M
86. pages or by using a Document Separator Page on it For e g lets say you want to scan around 10 pages comprising of 4 documents each document contains 2 4 1 3 pages respectively to separate these documents all you need to do is place a blank page or a page with barcode s on it after every document For this example you will need to place it after the 2nd 6th and 7th page To Scan Documents with Variable number of Pages 2J Scan In Sohodox select the Home tab and click the Scan button sall This will bring up the Scan Window Select a scanner from the Select a Scanner drop down 3 Click the Settings tab to set the scan settings Select the scan area from the Select scan area drop down to choose the size of the page you are scanning If you want to specify co ordinates to scan only a part of the page then click the Options button Clicking the Options button will launch the Scan Area window Check the Use document feeder option to scan documents placed in the ADF Automatic Document Feeder tray of your scanner This option only has effect if your scanner has an ADF attachment Note If you have a flatbed scanner you can still scan single pages queue them up and then Copyright Sohodox 2000 2012 Scanning Documents 100 add them to make one multi page document Check the Scan both sides option to scan both the sides of the document Please note that duplex scanning is
87. restore it in the folder in which Sohodox Databases are stored 4 Unzip the backed up MainDB_cache file and restore it in the folder in which Sohodox Databases are stored 5 Now that you have restored the DB you will now have to restore the DB s File Store i e its linked folder which contains the File Store 6 Unzip this backed up folder i e the MainDB folder that contains the File Store and add it to the folder where Sohodox databases is stored This is usually the C Sohodox Databases folder 7 Now unzip the multi user gdx file and paste it in the ITAZ Sohodox folder created under the folder designated as the Common Application Data folder in your Windows installation For Windows Vista Windows 2008 Windows 7 this will be the C ProgramData ITAZ Sohodox folder For Windows 2000 XP 2003 this will be C Documents and Settings All Users Application Data ITAZ Sohodox 8 The DB is now restored and ready to use e The restore process may take some time depending on the size of the backed up Sohodox DB being restored Copyright Sohodox 2000 2012 Backup and Restore Related Topics Backup and Restore Utility 19 Customizing Sohodox Topics Covered 1 Options Window 2 Change Sohodox Main View Layout 3 Customize List View pane 4 Hide Details pane 5 Specify the node to be selected on startup 296 Copyright Sohodox 2000 2012 297 Sohodox Help 19 1 Options W
88. scan the front side of each document Now simply flip the stack of documents and place them in your scanner s ADF Sohodox will now scan the back side of all the documents in the stack After this Sohodox will automatically re arrange the scanned pages so that the reverse side of each scanned page comes immediately after the front side of that page in the PDF or TIFF file The virtual duplex mode also works if your scanner does not have an ADF i e you scan using the flatbed of your scanner However in this case you have to individually flip each document after their front side is scanned 5 8 Specify Document Title of the scanned document You can specify the Document title of the scanned document from Destination pane To specify Document Title from the Scan window In Sohodox select the Home tab and click the Scan button This will bring up the Scan Window eck 2 You can select a Scan Profile from the Select a scan profile drop down 3 Select a scanner from the Select a Scanner drop down 4 Click the Start Scan button to scan the document The scanned document will now be displayed in the Preview pane of the Scan window 5 In the Destination pane enter the name for the scanned document in the Document title box 6 Now click the Add button to add the scanned document to Sohodox The scanned document will now be added to the location that you have specified in the Destination tab 7 Click the Close button to cl
89. select Use System Default option in Step 6 above This option requires that MS Word be installed on your machine When using the built in viewer you can annotate stamp Word or Excel documents and print them with the annotation however you cannot burn the annotation to the documents in other words if you open the annotated document in Word or Excel the annotations you added to that document using Sohodox will not be displayed Related Topics Enable disable the automatic preview of a specific file type Prevent users from changing file type viewer settings 6 22 Prevent users from changing file type viewer settings In multi user installations some administrators prefer that non admin users should no be able to change the file type viewer settings You can do so via the Options dialog How to to configure the built in document viewer Make sure you are logged into Sohodox as superadmin Click the Sohodox button at the top left of the window 1 Click Options This opens a dialog box 2 In the left panel User Options should highlighted if not click it 3 Scroll down to File Type Viewer Options 4 Check the Apply and lock these settings for all users box located below the list of file types 5 Click OK to close the Options Dialog 6 Other users will now not be allowed to change the file type settings Copyright Sohodox 2000 2012 137 Sohodox Help Related Topics Enable disable the a
90. select the Saved Search in the list The search result will be displayed in the List View pane e To clear the Query Result click the Clear button SS Related Topics Advanced Search Export the Search Result Copyright Sohodox 2000 2012 221 Sohodox Help 12 7 Print the Search Results along with the Query Conditions When you print search results that are displayed in the List View pane you can now choose to print the conditions used in that search at the top of the search results This feature helps in quickly identifying the conditions used to generate the search results To Print the Search results along with the Query conditions Use Quick Search Advanced Search to find the documents The search result will be displayed in the List View pane On the Home tab click the Print drop down and select the Print List option This will bring up the Print window Check the columns you want to print from the Co umns pane You can rearrange the columns order as per your wish by using the Up and Down button Select the Print All Pages option to print the search result e f you want to print the search result displayed on the current page then select the Print Current Page option e f you want to print only the selected search result then select the Print Selected option Check the Print Columns Names option to print the column Click the Next button to go to the next page Select
91. that you want to add to a Windows folder 2 Press the Ctrl key on the keyboard and drag amp drop the files to the folder do not release the Cirl key until you dragged and dropped the files e You can also drag and drop documents from Sohodox to Microsoft Outlook and Microsoft Outlook Express The document will be added as an attachment to the email message Sohodox also supports preview of msg files imported from MS Outlook Related Topics Drag and drop text from a document Export a Folder Copyright Sohodox 2000 2012 Documents 132 6 18 Print the indexed information of a document You can print the indexed information of the documents that is displayed in the List View pane by clicking the Print drop down and selecting the Print List option To Print the Indexed Information of Documents 1 In Sohodox select Workspace gt All Documents in the Navigation pane 2 On the Home tab click the Print drop down and select the Print List option This will bring up the Print window Select a theme to format the data that you want to print from the Themes drop down Check the columns you want to print from the Columns pane You can rearrange the columns order as per your wish by using the Up and Down button Select the data you want to print a If you want to print the data displayed on the current page then select the Print Current Page option b If you want to print all the data th
92. the entire list of documents displayed in the List View pane Tags You can enter tags for the selected document in the Tags box After entering the tags hit the Enter key on the keyboard to apply the tags Document Title The Document Title box displays the document name You can rename the document from here Copyright Sohodox 2000 2012 113 Sohodox Help g 3 lt Tags i X Information Pages Notes THIS DEED OF PARTNERSHIP is made at on this day of between Mis A B amp Co Pyt Ltd a Company registered under the Companies Act 1956 and having its registered office at hereinafter referred to as the Party of the First Part and Mis X Y Z amp Co a Company registered under the said Act and having its registered office at hereinafter referred to as the Party of the Second Part Links ia 5 v E Py 36 WHEREAS both the parties of the First Part and of the Second Part are under their respective Memorandum of Association entitled to carry on the m business of producing electricity and supplying the same to any area AND WHEREAS both the Parties of the First Part and Second Part are entitled to enter Into partnership with any person or persons including a company for carrying on the business authorised by their respective Memorandum of Association AND WHEREAS the parties hereto have proposed to set up in joint collaboration a plant to produce elect
93. to a public folder are considered public documents Public documents can be viewed and modified by any user Public documents can only be deleted by the owner of the document or by the superadmin Any public document that you own can be made private again by moving it to any of your private folders Private Documents Documents you directly add to the All Documents node any private folder node a Tag node or a Document Type node are considered your private documents You are also set as the owner of these documents You can modify delete or share i e make public any document you own You can move your private documents to any public folder to share them with other Sohodox users These user can then view and modify but not delete these documents You can also move any public document you own back to a private folder to make it private again Public Documents Public documents can be viewed and modified by all Sohodox users Any documents you drag amp drop from outside e g from Windows Explorer to a public folder in Sohodox are considered your public documents You are also set as the owner of these documents You can view modify or delete public documents that you own while other users can only view or modify these documents You can also make any of your existing private documents public by moving them to any public folder You can move any public document you own back to a private folder to make it private Copyright
94. until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Specify whether a field value should be unique or whether it can have Duplicates duplicate values Currency Data Type Use the Currency data type to enter currency values You can use the Currency data type to enter values such as Amount etc The Currency data type has the following field properties Minimum Length Maximum Length Decimal Places Default Value Specify the minimum number of characters that can be entered in this field Specify the maximum number of characters that can be entered in this field By default you can enter upto 255 characters Specify the place at which the decimal should be applied For e g If the value is 2 then the decimal place will be 0 00 Specify a default value for this field The value entered here becomes the default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop Allow down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field w
95. you can only fax PDF documents and image files You can fax documents belonging to different file format by using their associated application e You can create a new document by dragging and dropping text from a RTF file to Sohodox info see Create a New Document Related Topics Print a document Email a Document Copyright Sohodox 2000 2012 135 Sohodox Help 6 20 Enable disable the automatic preview of a specific file type 6 21 You can use the Options dialog to select the file formats for which Sohodox must automatically display a preview How to to configure the built in document viewer Click the Sohodox button at the top left of the window le Click Options This opens a dialog box 2 In the left panel User Options should highlighted if not click it 3 4 Scroll down to File Type Viewer Options In the list of file types make the files that you want Sohodox to preview automatically are checked and the ones which should not be previewed automatically are left unchecked Click OK to close the Options Dialog Related Topics Change the default viewer for a file type Prevent users from changing file type viewer settings Change the default viewer for a file type For file formats such as MS Word MS Excel and PDF you can also choose which viewer Sohodox must use to display the file for e g for PDF files you can choose between Sohodox s built in viewer or Adobe Reader
96. you scan save a document you can specify these settings once and save them as a Scan Profile and Destination Profile respectively Then all you need to do is select appropriate profiles and hit the Scan button Your documents will be scanned as per the settings specified in the Scan Profile and the Document Type and folder will be set as per the information specified in the Destination Profile For e g Lets say that you scan all the Invoices from Acme Corp as Black amp White PDF and then you set their Document Type to Invoice add them to the Acme folder You can make your job much easier by creating a Scan Profile and Destination Profile Now all you just need to do is select the Scan Profile then the Destination Profile and click the Start Scan button to begin the scan process To Automate the Scan Process 2 Scan In Sohodox select the Home tab and click the Scan button This will bring up the Scan Window Click the Settings tab to create a Scan Profile Click the New button E besides the Select a scan profile box Now enter a name for the new profile in the Select a scan profile box Select a scanner from the Select a Scanner drop down Once you have specified the scan settings then click the Save button tall besides the Select a scan profile box to save the Scan Profile The Scan Profile will now be listed in the Select a scan profile drop down Now that you have created a Scan profile you can go ahead and create a Destin
97. 1 Print search results along with the advanced search conditions 221 Print with annotations Private Documents 57 Private Folder 56 57 171 177 Profiles 105 239 245 Prompt for condition values before searching Public Documents 57 Public Folder 56 57 123 171 Q Query 203 204 Quick Access toolbar 50 80 91 97 99 126 138 151 141 141 139 237 132 130 237 220 Copyright Sohodox 2000 2012 321 Sohodox Help Quick Search 203 Scan document and link 126 Quick Search box 203 Scan Log 80 R 7 Scan multiple document 91 97 99 Scan multiple single paged Document 91 Scan Profile 80 105 107 245 Read Packet Size 209 Scan Window 80 Rectangles 233 Scanner 80 Related Folder 59 112 183 Search 202 203 204 RemoveaTag 192 Search a Folder 176 remove pin marks 109 SearchaTag 195 remove punch hole marks 109 Search Conditions 221 remove stapler marks 109 Search documents 203 remove tiny black spots from the documents 109 Search for Textin a Document 215 Replace the list below with Search Results 73 secure folders 56 Report Generator 304 security 57 141 151 263 Reports 304 Security Policies 57 Required 141 151 Security tab 80 Restore a Backed up MS Access based Sohodox DB Select a Destination profile 247 295 Select a folder to exportto 177 Restrict 57 Restrict users from viewing your Folders 177 Ribbon Bar 50 Rich Text Format 118 167 175 RTF 118 175 RTF file 167 E Sat
98. 2 Select a user from the right pane i e the Users list 3 On the Users tab click the Lock button to lock the user The user will now not be able to login to Sohodox To Unlock a User Account 1 In Sohodox select Settings gt System Settings gt Users in the Navigation pane 2 Select the locked user from the right pane i e the Users list 3 On the Users tab click the Unlock button to lock the user The user will now be able to login to Sohodox Related Topics Set Password Policies for Users Deactivate a User Account Disconnect an Active User 16 4 Deactivate a User Account You cannot delete a user account in Sohodox you can only deactivate that user account To Deactivate a User Account 1 In Sohodox select Settings gt System Settings gt Users in the Navigation pane 2 Select a user from the right pane i e the Users list 3 On the Users tab click the Deactivate button to deactivate the user To Re activate a User Account 1 In Sohodox select Settings gt System Settings gt Users in the Navigation pane 2 Select the deactivated user from the right pane i e the Users list 3 On the Users tab click the Activate button to activate the user Copyright Sohodox 2000 2012 Users 266 e To make a disabled user account active uncheck the Account is disabled option e Please note you cannot delete a user you can only disable a user s account Related T
99. 2000 2012 Export and Import data 272 17 1 2 Export data to a HTML file Sohodox Export can be used to export the documents along with its indexed information from the Sohodox DB to a HTML file This file can be published on your website You can export your data to a HTML file by clicking the Export button To Export Data to a HTML file In Sohodox open the DB whose data you want to export Seck 2 Once the DB is opened select Workspace gt All Documents in the Navigation pane If you wish to export data from a Document Type then select that Document Type wa Expo 3 Select the Home tab and click the Export button S D the Collaborate group The Export wizard will now be launched 4 The Start a new Export section displays the DB and the item that is going to be exported Click the Next button to go the next page 5 The data that is going to be exported will be displayed on left pane of the Data Export window 6 Select a theme to format the data from the Themes drop down You can also create a new theme by clicking the Customize button 7 Check the columns you want to export from the right pane i e the Columns pane You can rearrange the columns order as per your wish by using the Up D and Down button 8 Select the item you want to export a If you want to export the data displayed on the current page then select the Export Current Page option b If you want to export all the da
100. 2012 283 Sohodox Help interprets date values which contain two digit years for e g 03 instead of 2003 The default time span used by Sohodox is 1930 to 2029 Therefore by default Sohodox will consider Two digit years between and including 30 and 99 as preceded with 19 and Two digit years between and including 00 and 29 as preceded with 20 For example By default Sohodox will treat a two digit year such as 30 as 1930 and a two digit year such 29 as 2029 You can change the default time span type in a new ending year Date Separator Select or enter the character which separates the day month and year parts in the date value Format Select the sequence in which day month and year appear in the date value i e the format of the date Time Data Type Time Separator Select or enter the character which separates the hours minutes and seconds parts of the time value 24 Hour Format Select this option if you want the time to be shown in 24 hour format 12 hour Format Select this option if you want the time to be shown in 12 hour format AM Symbol Select or enter the text which indicates the hours before noon when the time value is in a 12 hour format PM Symbol Select or enter the text which indicates the hours after noon when the time value is in a 12 hour format Yes No Data Type Text to import as Yes While importing data any value which matches the value selected or entered here
101. 2012 Export and Import data 280 17 1 7 Export document to CD DVD You can burn documents from within Sohodox to a CD DVD by using the Export to CD DVD option To Burn Documents on a CD DVD 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane Expo 2 Select the Home tab and click the Sean S gen down in the Collaborate group 3 Click the Export to CD DVD option The Burn to CD DVD window will be launched 4 Select the burning device from the Choose Device drop down 5 Select the burning speed from the Choose speed drop down 6 Click the Burn button to start the burning process e To erase a disc before burning the data select the Erase disc before writing option e Select Verify disc after burning option to verify the data that has been burnt on the CD DVD correctly Related Topics Export data to a CSV file Back up Sohodox DB 17 2 Import Data 2 1 Import Data from a CSV file 2 2 Import Data from Paperport 2 3 Folder Monitor 17 2 1 Import data from a CSV file The Import Data Wizard lets you quickly populate your Sohodox DB by importing data and documents from a CSV file Most database and spreadsheet programs can export their data as CSV files You can therefore use the Import Data Wizard to move data from any database program or spreadsheet into a Sohodox DB This is the fastest way t
102. 5 November 13 2008 Clear button added in the Advanced Search Panel Clear button is now added in the Advanced Search Panel The Search Save As and Clear buttons have been shifted to the left side of the pane and the Conditions drop down is to the right Sohodox Version 5 0 0 4 November 11 2008 Paste button added on the PickList Data Type List source window Copy a list of values from Excel from a column or other spread sheet program and click the Paste button on the List source window to add these values to the PickList field For e g instead of entering a list 100 values one by one you can just copy these values from a column and click the Paste button on the List Source button to instantly import these values to the data field The Paste button is available for both PickListSingle data type and PickListMultiple data type Sohodox Version 5 0 0 3 November 6 2008 Renamed doQuments Professional Edition is now renamed to Sohodox Fully revamped user interface An easy to use redesigned user interface similar to the familiar Outlook user interface Designed to increase user efficiency while searching for and managing documenis Search centric design Copyright Sohodox 2000 2012 Introduction 16 Search is much faster than before Folders Folders behave very similar to Windows Explorer folders Create Folders and Sub Folders to quickly categorize your documents Import entire folder structure If
103. 59 160 161 162 Document Types FAQ 161 Documents 110 Documents Added Daily report 304 Documents Added Grouped by user 304 Documents Added Monthly report 304 Documents Details 119 105 245 Documents Details Pane 50 Documents per List Item 97 99 Does Not Begin With 204 Does Not Contain 204 Does Not End With 204 Dots Per Inch 80 91 DPI 80 91 Drag amp Drop email messages from Lotus Notes 69 70 Drag amp Drop email messages from Outlook 69 70 Drag and drop a document 69 Drag and Drop a Folder 174 Drag and Drop Document 191 Drag and Drop Documents 131 167 175 297 Drag and Drop Documents to a Document Type 167 Drag and drop image from a web page 76 Drag and Drop Text 69 118 167 175 191 Drag and drop text from a document 76 Drag Entire Folder structure 174 Draw Circles 233 Draw lines 232 Draw Rectangles 233 Duplex scanning 80 91 97 99 a Edit 112 Edita document 120 Edit Document Template 240 Edit group 66 Edit in Associated Application 120 Edit in Selected Application 120 Edit Stamps 241 Email a document 125 Email Capture 312 Email DataType 138 141 151 emailmessages 76 Email Template 240 emails 305 Enable right to left mode 297 Enable the document full text search 209 Enable disable the automatic preview of a specific file type 135 Ends With 204 Enter Comments for a Document 129 Copyright Sohodox 2000 2012 Index 318 Enter Indexing Info
104. 6 Portable doQuments DB Using this new feature you can mark any MS Access based doQuments DB as a Portable doQumenis DB This DB along with it s System Folder and all it s Storage Folders can then be copied moved to any removable media e g USB Drive Removable Hard Disc CD DVD etc You can then attach this removable media to any machine running doQuments and open the doQumenits DB located on the removable media You can use this feature to carry your doQuments DBs anywhere with you distribute your doQumenis DB to multiple users or to archive your doQuments DBs Only doQuments DBs which meet the following criteria can be marked as Portable e The doQuments DB should be MS Access based e The doQumenis DB s System Folder and all it s Storage Folders must be under one common folder this is the default for newly created doQuments DBs doQuments DB list displayed when choosing target doQuments DB for export When exporting to a doQuments DB the doQuments DB List is now displayed for choosing the target doQuments DB instead of the doQuments DB Details Dialog being displayed Version 4 2 24 October 31 2006 Minor bug fixes Version 4 2 23 October 20 2006 Use the scanner interface while batch scanning The Show scanner user interface option is now available in the Batch Scan Wizard This will allow you to use the scanner s image manipulation capabilities while batch scanning and adding documents to a doQuments DB Version 4 2 16 Au
105. Configuration window will be launched Specify the location of the shared Sohodox databases folder and the Default file store in the Manual Configuration window Click the OK button to save the new location and to close the window Once the DB is configured Status will display Configuration Completed on the Multi User Configuration window Click th Close button to close the window In the DB List pane i e the right pane the DB s location that is displayed in the Location columns will now change to UNC format for e g MachineName ShareName The DB will now be ready for multi machine environment By default all Sohodox Databases and its File Stores are stored in the C Sohodox Databases folder File Store is a normal Windows folder which is located inside a folder with the same name as the name of its related DB Related Topics Create a User Account Import Data Copyright Sohodox 2000 2012 261 Sohodox Help 15 6 Moving Sohodox Databases to new location Assumptions 1 We are assuming all the folders linked to all your Sohodox DBs are located inside a single root folder for e g C Sohodox Databases on the old machine i e if we move this single folder to the new machine then we would have moved all the file stores for all the DBs 2 You have backed up all your Databases and their file Stores The following are the instructions for moving the folders linked to all Sohodox DBs to the new mac
106. Copyright Sohodox 2000 2012 Annotation 234 Related Topics Hilight Words on a document Insert a Bookmark on a document 13 5 Add Sticky Notes on a documents You can add notes or short description about the document on the document itself by using the Notes button on the Annotation toolbar The notes that are added by you can also be viewed by other users To Add Sticky Notes on a Document 1 Select the document to add a note The document will now be displayed in the Document Details pane 2 Click the Notes button E on the Annotation toolbar 3 Drag the pointer on the document to add a note The Notes icon will be placed on the document 4 Enter the note in the Text box and click the OK button e Double click the Notes icon to view the added notes e Notes are not permanently imprinted on the document it can be deleted or moved To delete a note select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar Related Topics Enter Comments for a Document Underline Words or Sentences on a document Hilight Words on a document Insert a Bookmark on a document 13 6 Place a Bookmark on a document You can add a bookmark to a document by using the Bookmark button on the Annotation toolbar You can use Bookmarks to mark a document and also add a short note to it so that you can easily locate it in the Documents List View Pane To Place a Bookmark on a Do
107. DB To Add Existing Folder Structure along with Files to the Sohodox DB 1 In Sohodox click the Add from disk drop down and select the Add Folders from disk option on the Ribbon bar The Add Folders from disk window will be launched Check the folder or folder structure that you want to import to Sohodox from the Choose folders from disk pane Select the mport files and folder tree option to import both the files and the folder structure to Sohodox Check the Use exceptions option to use exceptions optional You can use Exceptions to exclude or include particular file or file types to the Sohodox DB For e g If the folder that you have selected contains pdf doc tiff jpeg files and if you only want to add DOC files to the DB then you can use an exception which will add the DOC files and exclude the remaining files v Follow these steps to use Exceptions a Click the Exceptions button to add exceptions The Exceptions window will be launched b Select the Do not add these files tab to specify the file or file type you want to exclude and then click the Add button For e g if you do not want to add PDF files then type PDF in the text box and click the Add button to add it to the list c Select the Add only these files tab to specify the file or file type you want to include and then click the Add button For e g if you only want to add DOC files then type DOC in the text box and click the Add button
108. DF viewer None show all PDF files in the associated viewer Choose this option if you want all PDF documents created using Sohodox or not to be displayed in Adobe Reader This feature will only work if Adobe Reader is installed on your machine It is recommended to use Adobe Reader 8 Other User Options Copyright Sohodox 2000 2012 Customizing Sohodox 298 Auto Save Sohodox gives you the option to automatically save the changes made to a document s indexing information field s value If you have entered indexing information in a data field for a document in Sohodox but clicked on another document without saving it click the Auto Save indexing information checkbox This will enable the Auto Save option Default scan device This drop down list displays all TWAIN devices scanners available on your machine Select a TWAIN device from this list to be used as default when scanning If you select the Last used device option then Sohodox will automatically select the device you last used to scan documents Select the file types you want to automatically preview The list displays the file types that can be viewed in the display pane in Sohodox Use this list to specifically turn on or turn off the preview for selected file types Check the file types for which you want to see the preview and uncheck those file types for which you do not want to see the preview DB Options On startup select Last selected n
109. Documents Added On 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 m 1 of 35 selected Super Administrator Super Administrator Super Administrator Super Administrator Id 4 1 gt di e The order of the columns in the List View pane can be changed by dragging the column header and dropping it to the position you want Document Title Owner Added On vu Owner Galaxy to NBT 985631 Check Galaxy to NBT 985637 Check Legitimate to NBT 78974 Check Legitimate to NBT 78998 Check NBT to ORM 287776 Check 17 10 2008 15 0 17 10 2008 15 0 17 10 2008 15 0 17 10 2008 15 0 17 10 2008 15 0 e To remove a column from the List View pane the column SuperAdmin SuperAdmin SuperAdmin SuperAdmin SuperAdmin right click a column header and deselect e By default 50 items will be displayed in a single page of the List View pane To view the items if any on the other pages use the navigation buttons in the bottom right corner of the List View pane e You can click any column header to sort in the ascending or descending order of values in that column See Also Customizing the List View pane Search Use the Quick Search box to find items quickly If you want to add more criteria to your search use the Advanced Search by clicking the double arrow 4 Details Pane This pane displays details about the currently selected document in the List View Pane
110. Dropbox Integration If Dropbox was already installed on your machine before Sohodox v8 or later was installed If this is a new installation of Sohodox When Sohodox starts for the first time it will automatically look for the Dropbox folder on your machine and create a Sohodox sub folder within the Dropbox folder It will also automatically enable Dropbox integration for you If you have upgraded an existing installation of Sohodox In Sohodox go to Options gt User Options gt Dropbox and check the Enable Dropbox option Sohodox will automatically detect the path of your Dropbox folder If you installed Dropbox on a machine after installing Sohodox v8 or later e In Sohodox go to Options gt User Options gt Dropbox and check the Enable Dropbox option Sohodox will automatically detect the path of your Dropbox folder e Sohodox will create a sub folder called Sohodox within the Dropbox folder on your machine Note In case Sohodox is unable to automatically detect the location of the Dropbox folder you can specify the location manually To specify the location manually go to Options gt User Options gt Dropbox and click the Browse button to browse to locate the Dropbox folder Select the folder and click OK 11 3 Add Sohodox documents to Dropbox To Add documents to Dropbox Simply drag and drop any document in Sohodox to the Dropbox tag 1 Drag and drop any document in Sohodox to the Drop
111. Email Capture button v Add an email account to Email Capture To add an email account 1 Make sure the Email Capture window is being displayed 2 Click the Add button This will bring up the Add New Server dialog 3 Specify a name for the email account in the Server Name box This will be used as the display name for e g Work Email 4 Inthe POP3 Server box enter the POP3 server address e g for a GMail Account this would be pop gmail com 5 Enter the port number in the port box This is usually 110 but can be different e g for a GMail Account this would be 995 6 Check the SSL box if your POP3 server requires a SSL connection 7 Inthe User Name box enter your POP3 username in most cases this will be your email address Note If your GMail account has a lot of messages you may enter your username as recent yourusername gmail com replace yourusername gmail com with your actual email address This way only messages from the last 30 days will be downloaded 8 In the Password box enter the password that you use to login to this account 9 Click the Test button to test the connection 10 Click the OK button to save the settings 11 Now click the Settings button The Field Mapping dialog will be launched 12 Make sure Email is selected in the Choose Target drop down 13 Now map the source fields to the fields of the Email Document Type For e g Map the Subject field to the Document Title field map the Send Date fie
112. Fixed Problems while exporting list containing file type or Public Private icon Sohodox Version 5 0 0 4 November 11 2008 1 Fixed Fixed Sohodox folders are now sorted in the ascending order 2 Fixed Error on loading a document containing an empty PickList field 3 Fixed Windows folders being imported as Private folders instead of Public folders from the Add folders from disk window Sohodox Version 5 0 0 3 November 6 2008 doQuments Professional Edition is renamed to Sohodox Version 4 6 16 April 14 2008 Copyright Sohodox 2000 2012 39 Sohodox Help 1 Fixed a problem with the storage folder path not being saved correctly in a MySQL based DB Version 4 6 14 April 8 2008 1 Fixed Saving a record occasionally took a long time Version 4 6 12 November 26 2007 1 Fixed A problem with creating saved queries in a MS SQL Server based doQuments DB after it is converted from an existing MS Access based doQuments DB Version 4 6 6 August 13 2007 1 Fixed Occasional error in the Enterprise edition while importing a document package with full text search enabled 2 Fixed A problem with the creation of the doQuments DB s system folder moving it to another location 3 Fixed A problem with creation of MySQL based doQuments DB for MySQL version 5 0 and above 4 Fixed An occasional problem with the F9 key for Quick Preview 5 Fixed Set permission button on the Field Permission di
113. ML file Sohodox Export can be used to export the documents along with its indexed information from the Sohodox DB to a XML file This export file can be used as a backup or can be used to import these documents along with its indexed information in other Databases or programs You can export your data to a XML file by clicking the Export button To Export Data to a XML file 1 In Sohodox open the DB whose data you want to export 2 Once the DB is opened select Workspace gt All Documents in the Navigation pane If you wish to export data from a Document Type then select that Document Type Expo 3 Select the Home tab and click the Export button S Im the Collaborate group The Data Export wizard will now be launched 4 The Start a new Export section displays the DB and the item that is going to be exported Click the Next button to go the next page 5 The data that is going to be exported will be displayed on left pane of the Data Export window 6 Select a theme to format the data from the Themes drop down You can also create a new theme by clicking the Customize button 7 Select the columns you want to export from the right pane i e the Columns pane You can rearrange the columns order as per your wish by using the Up and Down button 8 Select the item you want to export a If you want to export the data displayed on the current page then select the Export Current Page option b If you want to expo
114. Monitor Service and click on Stop v Modify the details of a folder being watched Follow the steps below to modify the details of a folder being watched 1 Click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog 2 Select the Folder you want to modify 3 Click on the Modify button The Folder Properties dialog will be displayed 4 Make the required modifications and then click the OK button to close the Folder Properties dialog 5 Click the Close button to close the Folder Monitor dialog v Specify the files to be added to Sohodox Use the steps below if you only want files of certain types e g doc to be added from the monitored folder any files which do not meet the criteria you specify will not be added 1 Click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog 2 Select the folder you want to modify Click the Modify button The Folder Properties Copyright Sohodox 2000 2012 289 Sohodox Help dialog will be displayed 3 Select the Monitor files tab 4 In the text box enter the information about the file or files type you want to include and then click the Add button For e g if you want to add only DOC files then enter doc 5 After entering all the file names or file types click the OK button to close the Folder Options dialog
115. ONOCOX cseeeecessseeeeeeeeeeeseeeeesseeeeeesseaeeenseeeseeneenenss 180 Add folder structure along with files from dek ccccsseeeseeeeeesseeeeeeeteeeeeeeeeeeeeeenees 180 Change the Folder of a Document 2 ccccesecceeeeeeeeeeeeeeeeeenaeseneeeeeeaneneeesseaeseneeeeseneenenss 183 Delete aa kolleeg dees deed 183 Rename a Folder insondur arana an daoo astada aaea uaaa aoira aai ahaaa Eege 185 Tags 186 W t re Tags ices annann anaana anora aaea a te eseuccnsvateeds sseceeezcasersenteeuedsugeeoce 187 HE EAA m AO EE 187 Create a Tag E 189 Tag a DOCUMENT a ea araa aeaaea ar aaae aa a aaa a aao aA a Aaaa oad sctedeeebecnsccdeuecteceteas 189 Tag Multiple Documents Together ansssnnsennsenennnenunnnununnnunnnnnnnnnnunnnnnnnnnnnnnnnnnnnn mannanna 190 Copyright Sohodox 2000 2012 Contents IV 6 Drag and Drop Documents to a Tag scccscececeeseeeeeeeeeeeeeeseseeseeeeessnaeeeesseaesenseeeseeneenenss 191 7 Add Documents tO a Tag cccsccecceseteeeeeeceeeeneeeeeeaneneeessaeeeensaessaseeeeesseaeeeesscaeseesenesesneeneess 192 8 Remove Tag from a Document cccesetceeeeeeeeeeeeeeeeneaeeeeesaeeeeseeeeesseeeeeesssaesenseeeseaaeenenss 192 9 Remove Tag from Multiple Documents cccseeeeeeeteeeeeeeeeeeeeeeeeeeseeeeeesecaesenseeeeeseeenens 194 MO SO arly a TAO ssc aa er ae se Salad SS SA oe aoe 195 11 Delete a Tag ege 195 12 Merge Tage mrene gegoss EES Naa dagio tedagi anai 196 13 Reame a Tag
116. Open Delete Print Export z Disk i Add Edit fe borate mail Workspace A Title Invoice NBT lt Tags B All Documents Document Title Company Invoice Number Amo Il Private Folders gen E 7 Public Folders Invoice NBT to Acm Acme Corp IN00A26 675 E J Tags Invoice NBTto Cor CorellianEngine IN00A24 980 ZS 4 _ Document Types Invoice NBTto Gala Galaxy Corp INO0B87 879 IS a Agreements Invoice NBTto Gala Galaxy Corp IN00890 1023 2 a Invoice NBT to Legi The Legitimate IN00856 1454 o A Checks Invoice NET ro Legi The Legitimate IN00865 sep E 5 Saved Searches Invoice NBTto Wes Western Gas amp IN00B42 KH Invoice ORM to NB ORM Office Sup IN00A29 123 E Invoice SPC to NBT SPC Travels INO0A02 340 Invoice Tip topto N Tip Top Caf INO0A37 651 ES Invoice Zuvixo to N Zuvixo Office Fu INOOA35 740 5 fo Du j H 1 of 12 selected it 4 1D bi Document Actions All the actions that are required to work with documents are available on the Home tab or on the right click menu of the list view pane These are some of the actions that are available from the Home tab Email Select the document s and click the Email button on the Home tab or right click documeni s in the List View pane and select the Email option to mail documents Fax Select the document and click the Fax button on the Home tab Documents can
117. Sohodox User Manual Sohodox Help Table of Contents Part 1 2 3 4 Part Il 1 2 Part Ill 1 2 3 4 5 6 Part IV 1 2 3 4 5 6 7 Part V 1 2 3 4 5 6 Introduction 1 What is SOWOGOX issiria aiar en aAA E eraann aaa A ANERE ENAA KKA ran aan ERa a aAA Raia 2 System Requirements ccccceeeccceseeeeseeeeseeeeeeeesaeseenseeesesneeeeeseaeeseesesseseneeeesseeeeeeesesenseeees 3 What s new In SONOdOX Xosa aaa E E NEEE EE aAA EE EEEE 4 BUG FIK S sienien airain aaa EES eaa rae aai aaia aa aaan 30 For users upgrading from versions earlier than version 5 45 Introduction to new concepts in Gohodox ssssssssssnssenunennunennnnnnnunnnnnnnnnnnnnnnnnnnnnnnn nnna 45 FAQ s for users using doQuments Professional Edition ccceeesseeeeeeeeeeeeeees 47 Getting Started 50 Managing your documents cesecceeeeeeeeneeeeneaeeeeeeeaeseeseeeeesnaaeeeeesaesseseeeeseaneneeeseseeseneeeees 56 DOCUMITY EE 57 Working with Sohod ox E 59 Where does Sohodox Store all My data ccssecceesseeeeeeeeeeeseeeeesenaeeeneeeesseseeeeesnneeeeeeeas 65 Home Tab dee eege dee NENNEN de ge 66 Tools Tab 2 seess a vavansteiaess deer ege eege dee Seege deeg dee 67 Add a document 68 Drag and drop a document cseeeccceeeeeeeeeneeeeseaaeeeeeeaeseaseeeeeesaaeeeeesaessasseeeeesneeeeeseneseneenees 69 Add documents from GISK wiiscccetccsetiaccsesentecccessaseeentutcessssesedeacecsstnenseccesa
118. Store Change the Default File Store for a Sohodox DB Copyright Sohodox 2000 2012 259 Sohodox Help 15 5 Configure Sohodox DB for multi machine environment Please ensure that the Sohodox DB a file with a GXDB extension is located in a shared folder which is accessible from all those machines from which users need to open and work with the DB Users from all these machines will need read write modify permissions to this shared folder as well as to the GXDB file itself To be usable in a multi machine environment the Sohodox DB should be accessible from all machines from which access is required Sohodox DB may be linked to one or more File Stores Each of these folders must also be accessible from all machines from which access is required i e these folders should be shared or must reside inside a shared folder Users from other machines will need read write modify permissions to these folders Tip Sohodox DB and its linked folders are by default located in the C Sohodox Databases folder So configuration will be easier if you simply share the C Sohodox Databases folder and make sure all users who need access have read write modify permissions to this shared folder To Automatically Configure Sohodox DB for Multi Machine Environment Make sure no users are logged on to Sohodox Make sure that the folder in which Sohodox DB s are located usually the C Sohodox Databases folder and is shared
119. Template ccscsececessssessnesseesnesseeeeessesenesnessesseesneseessneseseassaeseeesaeseessnenaesenennesessnenesensnaees 243 Z Ge LUTTE 245 Create Scan Profiles eege eege 245 Create an Export Profile ccccccessseseeessesseesnessecseeesesseessesenesnesesenenneseesseeseeseassaesseesaesaesenenaeseneanesaessneseesenseaese 246 Create Destination Protiles a A E A e aaa a AA a n a anaa aO naea ASEAN aiaia 247 3 Create a theme siviissscdovctietescaccivecstandedvavevaciiacciwecetsatadsouvecareitaadvavevbiuaadeuanversunaaeervecetaatonge 250 Part XV Sohodox DB 252 1 Whatis a Sohodor DB eene Eege 253 2 Multi User Config File cccecccsseeeeeeseeeeeeeeeeeseeeeeesseeeeeensaeseeseeeeesseeeeeessaaeeeaseeesesseaeess 253 3 Sohodox DB FAQ sosina nA susdetevvesvesusvocevvedssuucucuievss suacsdoviavenshubagervervasuaaey 254 4 File Stores EN 255 Learn about File atoresg ege r r ee aa ed rpa Tea re a aeua aeaa na ras araia 255 Adda new File Store AEE AE EAE EEEE EAR PA E AAEE deta E AIEEE EE ET 256 Change the Default File Store sssusussususeunusousnnousnnsunounenounennunennuneununeununnunnnnunnnnnnonsnnennnnnunennnnnnnunennannannnnnnannnnennnn 257 Move File Store to another location sussusssnseunnunnunnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ennnen nunnana nnn 258 5 Configure Sohodox DB for multi machine environment sssssssssuessnnnnnnunnnunnnnnnnnnnnn 259 6 Moving Sohodox Datab
120. The selected files will be listed in the List of files to be added pane 9 In the List of files to be added pane check the files that you want to add and uncheck those files that you do not want to add to the Sohodox DB a Click the Select All button to select all the files in the List of files to be added pane b Click the Select None option to uncheck all the files in the List of files to be added pane 10 Check the Use exceptions option to use exceptions optional You can use Exceptions to exclude or include particular file or file types to the Sohodox DB For e g If the folder that you have selected contains pdf doc tiff and jpeg files However if you only want to add DOC files then you can use an exception which will add the DOC files and exclude the remaining files e Click here to learn to use Exceptions a Click the Exceptions button to add exceptions The Exceptions window will be launched b Select the Do not add these files tab to specify the file or file type you want to exclude and then click the Add button For e g if you do not want to add PDF files to the List of files to be added pane then type PDF in the text box and click the Add button to add it to the list c Select the Add only these files tab to specify the file or file type you want to include and then click the Add button For e g if you only want to add DOC files to the List of files to be added pane then type DOC in the text box and click the
121. Type ssssssssssssunnnennnenunnnununnnnnnnnnnnnenunnnunnnnnnnnnnnnnnnn nunnana 167 Drag and Drop Documents to a Document Type ssssssssssnnnssennnenunnnnnnnnnnnnnnnunnnnnnnnnnnnn nnn 167 Set a Document Type of a Document ssssssssssnennnenunnnununnnunnnnnnnnnnunnnunnnnnnnnnnnnnnnn mannanna 168 Delete a Document Type ceccecseeeeeeeteeeeeneeeeesnneeeeeseaaesenseeesesaeeeeeseaaesenseeseeseeeeeassneeeeeas 169 Folders 170 What are Folders iiias eonenni anonra vesecdeestuagesetcanivenectessoceeceucseissctcecessoeeoee 171 Folders FAQ HEN 172 Create a new Foldet ciiisean tected a arannana aaa paa Eeer 173 Create a Sub Foldef csseccceseeeeeeeeeeeesneeeeeecaeseeeeeeeseseeeeeessaaeseeseeesesseeeeesseaaeeenseessenaeeaenss 173 Drag and Drop skolgdek ees ccecectceccnnceneres cece dedeneseettiede sesueeeshaneeeocuCereunddeeesesavedests 174 Clone a Sohodox Folder Structure cccccsecceeeeeeeeseeeeeeseseesenseeeeeaneeeeesseneeeenseeesenseenens 174 Drag and Drop Documents to a Folder css sececeeseeeeeeeeeeeseeeeeeseneeeenseeeseeseeeeeesseeeeeeeas 175 Search EFold t eege eegen 176 Export a d e aa aAa aTa eaa ted areae ei arasan a aa a aaa a aaa a aaaea anataenn aaka 177 Restrict Users form viewing your Folders cccssscceeeeeesseeeeeseneeeeneeeeseeseeeeensneeeeeeeas 177 Add documents to a Folder cccsssecceeceeeeeeeeeeeeeneeeescaeeeeesesseseeeeesseneeeesesaeseeseeesenseenenss 178 Add existing folder structure to S
122. Window Use this window to scan and add paper documents to the Sohodox DB The Scan Window also allows you to modify the scanned image before it is saved to the Sohodox DB Copyright Sohodox 2000 2012 81 Sohodox Help Scan Tab Use the Scan tab to start the Scan process The Scan tab contains the following options Select a Scan Profile Select a Scanner Sohodox uses Scan Profile to simplify the process of scanning and saving paper documents Scan Profile is a collection of frequently used settings which can be saved and reused to scan a document Instead of specifying these settings every time you scan and save a document you can specify these settings once and save them as a Scan Profile e Click the drop down to select a Scan Profile e To save the frequently used scan settings click the Save button e Click the Delete button to delete a Scan Profile By default the following Scan Profiles are available Black amp White Document Single Sided This option should be selected if you want to scan a single sided document to a black and white image Black amp White Document Double Sided This option should be selected if you want to scan a double sided document to a black and white image Grayscale Document Single Sided This option should be selected if you want to scan a single sided document to a grayscale image Grayscale Document Double Sided This option should be selected if you
123. Workspace gt Public Folders or Private Folders in the Navigation pane depending upon the type of folder you want to clone 2 Now select the folder that you want to clone copy 3 Right click that folder and select the Clone option A dialog will pop up 4 Enter a name for the cloned copied folder in the dialog and click the OK key Please note that when you create a Sohodox folder no folder is being created on your system Sohodox folders are just used to categorize your documents and not store them All your documents are stored in the DB s File Store e You will be the Owner of the folders that you have created e You can also create sub folders for the parent folder e You can move one folder to another folder by drag and drop Related Topics Add documents to a Folder Search a Folder 9 7 Drag and Drop Documents to a Folder You can add documents by dragging and dropping to a Folder To Add Documents by Dragging amp Dropping 1 In Sohodox select the Sohodox folder to which you want to add the documents 2 Using Windows Explorer select the files you want to add and drag amp drop them in the folder You can also drag and drop documents to a Sohodox folder from AN Documents Documents Types and Tags node To Drag and Drop Text In Sohodox select Workspace gt Public Folders or Private Folders in the Navigation pane depending upon whether you want to make the text to be added visible to all or keep it pri
124. You can also create profiles which stores information about the document like its Document Type its folder which can be saved and reused These profiles are called as Destination Profiles Thus by using Scan Profiles and Destination Profiles you can automate your scanning process Related Topics Scan multiple single paged document Edit a document 5 11 Replace Document by Scanning You can replace a file from Sohodox with another file in the scanner by using the Replace by Scanning option To Replace a Document by Scanning 1 In Sohodox select the document to be replaced from the List View pane 2 Right click and select the Replace by Scanning option 3 The Scan window will be launched Now use the Scan window to scan the document and replace it with the selected document For more information see Scan and adda single document Related Topics Replace document from disk Scan multiple single paged document Copyright Sohodox 2000 2012 107 Sohodox Help 5 12 Automate the Scan Process You can use a Scan Profile along with a Destination Profiles to automate your scanning process Scan Profile is a collections of frequently used settings which can be saved and reused to scan a document and Destination Profile is a collections of information about the document like its Document Type and its folder which can be saved and reused Instead of specifying the scan settings and location every time
125. a Stamp on a Document 1 Select the document to insert a stamp The document will now be displayed in the Document Details pane 2 Click the Stamp E button on the Annotation toolbar The Stamp Type box will now be launched 3 Select a stamp from the list and click the OK button 4 Drag the pointer on the document to insert the stamp You can resize the size of the stamp by dragging it e Please note that stamps are not permanently imprinted on the document it can be deleted or moved To delete a stamp select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar e You can make a stamp permanent by burning it on the documents To do this click the r Burn button a on the Mini toolbar Please note if you burn a colored annotated object on a Black amp White document the annotated object will be burnt in black color e You can create a stamp as per your requirement for more info see Create a Stamp Copyright Sohodox 2000 2012 Annotation 236 Related Topics Enter Comments for a Document Add Sticky Notes on a documents Insert a Bookmark on a document 13 8 Place a Signature on a document Sohodox now lets you to put a insert signature on your documents To insert a signature you will need to create a signature For more info see To Place a Signature on a Document 1 Select the document to insert a signature The document will now be displayed in t
126. a field name will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field name will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Time Data Type Use the Time data type to enter time values You can use the Time data type to enter values such as Shipment Time Arrival and Departure time etc The Time data type has the following field properties Minimum Specify the minimum number of characters that can be entered in this field Length Maximum Specify the maximum number of characters that can be entered in this field Length By default you can enter upto 255 characters Use Check this option to set the system time as the default value for this field system time as default value Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Copyright Sohodox 2000 2012 Index Documents 148 Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field name will be displayed in red colored text RecommenSelect this option to mark the field as recommended Th
127. a field value should be unique or whether it can have Duplicates duplicate values Integer Data Type Use the Integer data type to enter numeric data that are used in mathematical calculations You can use the nteger data type to enter Telephone numbers Age Invoice number etc The Integer data type has the following field properties Auto This option is only available for fields of the Text or Integer data type enerate SE forcheck this option if you want values to be auto generated for the field you this field Creating If this option is checked a new value will be auto generated for this field every time you add a new document Options to control the format of the auto generated values are available in the Auto Generate Options tab The following options are available in the Auto Generate Options tab Minimum Specify the minimum number of characters that can be entered in this field Length Maximum Specify the maximum number of characters that can be entered in this field Length By default you can enter upto 255 characters Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop Allow down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some va
128. ails Window Details of the document selected in the List View pane are displayed in the Details pane You can also double click any document in the List View pane to open it in a separate window called the Document Details window Copyright Sohodox 2000 2012 61 Sohodox Help DI Agreement Agreement Acme Tite Agreement Acme Tags ba z S i Information x A E ajA Slssl THIS DEED OF PARTNERSHIP is made at on this day of between Document Type Agreement X Mie A B amp Co Pvt Ltd a Company registered under the Companies Act 1956 By Company and having its registered office at hereinafter referred to as the Party of the g Acme Corp z First Part and M s X Y Z amp Co a Company registered under the said Act and f Date of Agreement having its registered office at hereinafter referred to as the Party of the g 13 01 2003 S Second Part 9 Place of Agreement z oe WHEREAS both the parties of the First Part and of the Second Part are mes under their respective Memorandum of Association entitled to carry on the business of producing electricity and supplying the same to any area AND WHEREAS both the Parties of the First Part and Second Part are entitled to enter Into partnership with any person or persons including a company for carrying on the business authorised by their respective Memorandum of Association AND WHEREAS the parties hereto hav
129. alog did not work when the dialog is opened from the pop up menu on the Data Fields dialog Version 4 6 June 05 2007 1 Fixed Same date and time being logged for all events when the doQuments Security DB is MySQL based 2 Fixed Occasional problem with the Batch Scan Wizard creating multiple sub folders in the default Storage folder Version 4 4 May 04 2007 1 Fixed A problem while saving simple queries 2 Fixed A problem with restoring a doQuments backup to a MySQL based DB 3 Fixed A problem with the numeric field in MySQL v5 0 and higher based doQuments DBs Version 4 3 3 January 04 2007 1 Fixed Occasional error while opening a MySQL based doQuments DB 2 Fixed A problem while extracting and indexing text from a file containing null characters Version 4 3 1 December 15 2006 Copyright Sohodox 2000 2012 Introduction 40 Fixed A problem while exporting to a password protected doQuments DB Fixed Occasionally moving to a different record after saving a record Fixed Occasional error while adding a password protected doQuments DB to the doQuments DB List Fixed A problem with using dynamic document templates with a multi select field Fixed An error while saving a MS Access based doQuments DB as MS SQL Server based or MySQL based doQuments DB Version 4 2 24 October 31 2006 1 2 Fixed Error while creating a backup if the segment size specified is greater than 2GB Fixed E
130. also be faxed by right clicking the document and selecting the Fax option Print Select the document s and click the Print button on the Home tab or right click documeni s in the List View pane and select the Print option to print documents Annotation You can use the Annotation toolbar on the right bar of the Details pane to mark highlight certain part of the document You can also zoom rotate or flip a document by using the mage toolbar at the bottom of the Details pane Full Text Search OCR Use the Full text feature to search for text in a document The Full Text Search feature works by extracting text from documents that you add to a Sohodox DB and then indexing the text To extract text from document s right click that document and select the Extract and Index option Text extraction is done by using OCR for image files and IFilters for other file types installed on the user s machine IFilters act as plug ins and are a part of Microsoft Indexing Service they are also used by Windows Desktop Search For Sohodox to be able to extract text from a file of a particular format an Filter for that file format must be installed on the user s machine Copyright Sohodox 2000 2012 Getting Started 64 OCR is done by using the built in OCR engine or it can be also done by using the Microsoft OCR engine to use this feature you must have Microsoft Office Document Imaging installed Use the Options window avai
131. an download messages and add them to Sohodox even when Sohodox is not running In simple words you can automatically download and add to Sohodox incoming messages from your Yahoo Gmail AOL MSN or any other email account Email capture can work with multiple email accounts This means that you can archive emails from all your different emails accounts at a single place So you do not need to login to your email account when you need to refer to an email You can search and retrieve quickly from Sohodox To setup Email Capture you will require the POP3 settings that are supplied by your email provider You may also have to enable the POPS feature for the email account You can do this by logging into your email account for e g Gmail and enabling it in the Settings section If you have a Gmail account then click the link below for the POPS settings Copyright Sohodox 2000 2012 Manage Email in Sohodox 306 http mail google com support bin answer py hl en amp answer 13287 If you have a AOL account then click the link below for the POPS settings http help aol com help microsites search do cmd displayKC amp docType kc amp externalld 217449 If you have a Yahoo account then the POP3 account settings are Incoming Mail POP3 Server pop mail yahoo com port 995 SSL enabled How To s v How to launch Email Capture To launch Email Capture click on the Tools tab on the Ribbon Bar and then click on the
132. anager will now be launched By default the nformation panel of the Data Field Manager will be displayed Enter a name for the Document Type in the Name box We will enter Invoice Enter the plural name of the Document type in the Plural name box We will enter Invoices Enter the alias name for the Document type in the Alias box We will enter nv 7 Enter a short description about this Document type in the Description box Click the Fields tab to add data fields for the Document type The Fields panel will now be displayed Click the Click here to add a new field in the Field List pane to add a new field or right click in the Field List pane and select the Add field option A field will now be created 10 Select the Field Name cell to enter a name for the field We will enter Company Name Note The field name cannot be more than 25 characters long You can use any combination of alphabets and numbers for the field name Field names can also contain spaces though a field name cannot begin or end with a space The following characters are not allowed in a field name Accent Grave Exclamation Mark Open Box Bracket Close Box Bracket Pipe Hash 11 Select the PickListSingle Data Type for this field from the Field Type drop down The properties of PickListSingle data type will now be displayed in the Field Properties section 12 In the Field Properties section select the List Source
133. anager window to create anew Stamp Template The New Stamp Template window will be launched Enter a name for this template in the Template Name box 6 From the Stamp Type drop down select the General option selected by default From the Stamp Source drop down select the Image File option if you want to use an image as a stamp Now click the Browse button to select an image for the stamp from the Select an image file to use as a stamp option For e g If you already have images for Approved Rejected stamps then you can use these images instead of the default stamps that are shipped with Sohodox If you want to manually create a stamp then select the Custom Text option from the Stamp Source drop down v The tools to create the stamp will now be displayed below the Stamp Source drop down a Enter the text for the stamp in the Stamp Text box For e g Paid Canceled etc b Select a font and a size for the stamp from the Font drop down c Select a color for the font from the Text Color drop down d Select a width for the stamp s border from the Border drop down If you do not want a border select the None option e Select a shape for the stamp s border by clicking Rectangle IC or Rounded Rectangle IC button f Select a color for the stamp s border from the Border Color drop down g The stamp will be displayed in the Preview pane Copyright Sohodox 2000 2012 Templates Themes Profiles 242
134. ank page when using a blank page separator when scanning Fixed Error when adding an emf or wmf file to Sohodox Fixed Text extraction not happening for DOCX and XLSX files on a 64 bit machine Fixed Error when updating a registration key and logging out of Sohodox Fixed Occasional error when reconfiguring the location of the MainDB Fixed Folder Monitor abruptly stops monitoring a folder Fixed Occasional error when sorting columns in the List view Fixed Other minor bug fixes N ONDINA Version 6 1 0 5 February 09 2010 1 Fixed Document Title is not exported as the filename of the document when exporting folders along with documents 2 Fixed For Sohodox Plus Cannot drag n drop documents from within Sohodox to a Stack Fixed Cannot change the properties of a field in a Document Type Fixed Error while adding files not supported for OCR Fixed Error when clicking on Show Extracted Text when no item is present in the List pane 6 Fixed Printing of Annotation done wrongly oR OO Copyright Sohodox 2000 2012 33 Sohodox Help 7 Fixed Error when adding a password protected PDf file 8 Fixed Application crashes when a scan is done with Auto deskew option enabled Usually seen in Windows7 and Vista 9 Fixed Error when a PDF file is rotated and Save and Close button is clicked Version 6 1 0 2 December 31 2009 1 Fixed OCR not being performed on a PDF f
135. ases to new location csssecccesseeeeseeeeesseeeeeesesesenseeeeeeseenenss 261 Part XVI Users 262 LC Learn about Users ooa ceed odessa via ile inc Salina ed E AA 263 2 Create a User ACCOUN iiss ccctessiieiscsccetuiviceccttesuctsissvacdsaueveissbsueceivcdecseusausveceesuelstwtvedsstivundet 264 3 Lock a USer ACCOUN oasen no ae dee age Ta a Ae ERS ee 265 4 Deactivate a User Account ssssssssssssessnnunnnnnnnnnnnnennnnnnnnnnnnnnnnnnn mnnn nn nnaman nnnm nna 265 5 Disconnect an Active User ssssssesssssnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn mnanaa ennan nnen 266 6 Set Password Policies for Users asssunssuunenennnnenunnnunnnnnnnnununnnnnunnnnnnnnnnnnnnnnnnnnnnn nenna nn 267 Part XVII Export and Import data 269 T Export D ta i a a EE 270 Export data to a CSV AUT 270 Export data to a HTML file ete esecetesteseeeeeeesessneseeeseesneseneneessessnesaeseenuaceessneneesnassaesesnaesesenesaesenenneseesseeseesonseas 272 Export data to EI TUTE 274 Copyright Sohodox 2000 2012 Contents Vi Export data to a XML nie ceeesesetessesseseeessesseeseeesnesseesnensessessnesseseesneseesseenaesnaesaeseenaeseessnesaesenenneseeesneseesaaseas 276 Save the frequently Used Export settings sscssscssessesseseeeseessesenesneseesseesessaesesseesaeseessnenaeseneanessessnesessaseneee 278 Use a Export Profile to Export Data cccsssssssesseeeessesseessessessnesessnensessessaeseessassnesenesaesene
136. at a user would use to locate a document e Use words that mean the same For e g You can use both invoice and bill to tag a document that is an Invoice For e g Lets say you have scanned invoice received from Acme corp for the month of January To tag this document you should use words like invoice bill January acme corp Related Topics Tags FAQ Tag a Document Delete a Tag 10 2 Tags FAQ v What are Tags Tags are keywords that you can attach to documents Tags should be the most likely words that a person would type to find a document For e g Lets you have scanned Invoice received from Acme corp for the month of January To tag this document you should use words like invoice AcmeCorp v Why do I need Tags You can use tags to categorize documents and make them easier to find You can also use folders to group categorize documents but a document can only be part of one folder Sometimes a document can have multiple categories and this is where tags come in handy because multiple tags can be attached to the same document A combination of folders and tags is a powerful way of managing your documents v How many Tags can attach to a Document You can attach as many tags as you like Just use a semicolon to separate them Each tag must be a single word and cannot contain a space v Do I have to attach Tags to Documents lts not mandatory to attach tags Tagging is the quickest and the easiest way of indexing your d
137. at only the superadmin can change them Learn more Background Text Extraction In the earlier versions of Sohodox whenever a document was added to Sohodox the OCR Text Extraction for the document was performed at the time of adding the document But now this process will be performed in the background This means adding multiple files even hundreds of them at a time to Sohodox will be much faster than before as you will not need to wait to add the next file until the OCR Text Extraction has been completed for the current file The text extraction only happens on the machine on which Sohodox is installed in server mode a single user installation of Sohodox is always installed in server mode Since text extraction now happens in the background the process continues even when you close Sohodox The background text extraction service can be viewed by exploring Control Panel gt Administrative Tools gt Services gt ITAZ Sohodox Indexing Services under the Name column A user can stop or restart this service by right clicking and selecting the Stop or Restart options Built In Text Extractors Sohodox now features built in text extractors for popular file formats such as MS Word doc docx MS Excel xls xlsx and PDF files This means you no more need to have iFilters installed on your machines for these file formats as Sohodox can handle them on it s own Backup and Restore Utility Sohodox now ships with a backup and restore utili
138. at the bottom Annotation Toolbar Use this toolbar to annotate the document The Annotation toolbar has the following options Il Use this button to draw lines or underline text EI Use this button to draw rectangles Copyright Sohodox 2000 2012 Documents 116 BD Bee pes Use this button to draw ellipses or circles Use this button to hilight texts Use this button to add notes to the document Use this button to insert a bookmark on the document Use this button to insert stamps on the document Use this button to insert signature on the document Use this button to toggle the annotation s User Information Image toolbar The mage toolbar has the following buttons Click the Scroll Mode button to activate the scroll mode In the scroll mode you can scroll the displayed image in any direction if the size of the document exceeds the size of the display area To scroll the image press the left mouse button and then move the mouse in the direction you want to scroll keeping the left mouse button pressed Click the Zoom button to activate the zoom mode In the zoom mode you can Zoom Out shrink the image by pressing the left mouse button and moving it in the upward direction Zoom In enlarge the image by pressing the left mouse button and moving it in the downward direction Click the Magnify button to activate the magnify mode In the magnify mode you can magnify any area of t
139. ata of the import file in the mport File contains columns with the following information section a Select the Documents and Document Type Info option if the CSV file contains indexing information along with the type of document If you select the Documents and Document Type Info option then the Choose existing document type drop down option will be available Select an existing document type from this drop down to import the documents and document types information to it b Select the Documents and Document Type Name option if the CSV file contains the names of documents and document types c Select the Documents option if the CSV file contains information of only documents Copyright Sohodox 2000 2012 225 Sohodox Help 6 Click the Next button to go to the next page View the contents of the selected text file displayed in the Data Preview and enter the information required on this page Choose the delimiter that separates the fields columns in the data You can choose more than one delimiter a Check the Tab option if the fields columns in the data are separated by a Tab character b Check the Semicolon option if the fields columns in the data are separated by a semicolon c Check the Comma option If the fields columns in the data are separated by a comma d Check the Space option if the fields columns in the data are separated by a single space e If the fields columns i
140. ation Profile In the Destination tab click the New button i besides the Select a Destination profile box Enter a name for the new profile in the Select a destination profile box Click this di button besides the Choose a Folder box to select a folder to add the scanned document The Folder Selection window will be launched a Select a folder from the list You can use the Search box to search a folder b Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box You can add Tags keywords to the scanned documents in the Attach Tags option You can type as many tags you want by using a comma to separate them 10 Select a Document Type for the document from the Set a Document Type drop down Copyright Sohodox 2000 2012 Scanning Documents 108 For e g Set the Document Type to Invoice if the document is a invoice 11 Once you have specified the information in the Settings section then click the Save button EI besides the Select a Destination profile box to save the Destination Profile The Destination Profile will now be listed in the Select a Destination profile drop down 12 Now that you have created a Scan Profile and a Destination Profile all you just need to do is select the Scan Profile then the Destination Profile and click the Start Scan button to scan documents e To delete a Scan Profile click the Delete a button b
141. ave a flatbed scanner you can still scan single pages queue them up in the scan window and then choose the file type PDF or TIFF and add them to make one multi page document Example If you have scanned 2 pages using a flatbed scanner and if you choose the file type PDF or TIFF and click on Add Sohodox will automatically arrange and add the document based on the option selected in the Documents and Pages options Scanners amp TWAIN compliance Is Sohodox TWAIN complaint Sohodox is TWAIN compliant That means it lets you scan documents directly in to the application For this feature to work properly you must have a TWAIN compliant scanner most scanners are TWAIN compliant The scanner drivers must be correctly installed on your machine You must also ensure that the scanner is connected to your PC and switched on before you attempt to scan documents in to Sohodox Sohodox also support scanners with an ADF Automatic Document Feeder attachment Such scanners allow users to place a stack of documents on the scanner ADF tray These documents are then automatically picked up by the ADF and fed to the scanner without requiring manual intervention ADF scanners are extremely convenient if you need to scan a lot of documents Sohodox also supports duplex scanning if your scanner supports it Even if your scanner does not support duplex scanning you can scan both sides of the document using Sohodox s Virtual Duplex Scanning mode Scan
142. avigate between documents in Stack Fixed Occasional Error when editing a PDF File Fixed Incorrect message displayed when activating a user in Sohodox Fixed Enabling Auto Preview turn off option turns off the preview of documents OO P Version 5 3 0 0 July 06 2009 1 Fixed Values in Lookup field is now sorted 2 Fixed Automatically Extract OCR documents on check in 3 Fixed Problem when changing the color of text in the Note annotation Version 5 2 1 1 June 16 2009 Copyright Sohodox 2000 2012 35 Sohodox Help 1 Fixed Two or more scanned documents can now be merged as a single document Version 5 2 1 0 June 08 2009 1 Fixed Error when you specify 1 in the Pages box of the Print dialog and click the Print button 2 Fixed Error when scanning Version 5 2 0 9 June 05 2009 1 Fixed Problem when inserting a multi page document to an existing PDF file 2 Fixed Error displayed when the Edit button is clicked and the Image Editor window is closed 3 Fixed Error displayed on clicking the Edit button of the Scan window only occurs from the New Document window Version 5 2 0 8 June 01 2009 1 Fixed When a Primary field is changed of an upgraded DB the Quick Search still searches in the old primary field 2 Fixed When PDF Reader e g Adobe Reader is not installed on your machine an error message will be displayed when you click the icon to show the document in its ass
143. ax a Document Select the document you want to fax from the List View pane Click the Fax button of the Home tab Or right click the document and select the Fax option The Fax dialog box will now be launched 3 Select a fax printer to the send the fax from the Selected Fax printer drop down If you want to send multiple documents as a single fax then make sure that the Merge all documents in a single fax option is checked Please note that this option is only available if you have selected multiple documents Check the Set this printer as the default fax printer option to make the selected fax printer as the default In the Page Range section specify the range of pages to be printed a Select the All Pages option to print all the pages of the selected document b Select the Pages option and type specific page numbers or a page ranges separated by commas counting from the start of the document For e g Type 1 3 if you want to print the first and the third page of the document or type 4 8 if you want to print pages starting from the fourth page to the eighth page 7 Select the Print with annotations option to fax the document along with the annotations a Select the users whose annotations you want to print in the User Name section b Check the Include User Information option to include the 8 Click the OK button to fax the document Note You can only Fax PDF files and image files for e g Tiff files e Currently
144. background services so that they can continue working even if Sohodox is not running These features include e Folder Monitor e Email Capture e Text Extraction and Indexing If these features are not working correctly on your machine the reason for this could be that the background services on which these feature rely are not functioning correctly In order to find out why a particular background service is not functioning correctly you must enable logging for that service This will create a log file which has a record of all the actions performed by that service and problems faced if any The information in the log file is very valuable for our support team in order to help you resolve the problem quickly Log File Location A sub folder will be created for each service inside the Sohodox Logs folder and the logs files for that service will be located within the sub folder The location of the Sohodox logs folder is different in different versions of Windows On Windows Vista Windows 2008 Windows 7 The logs folder will be located at C ProgramData ITAZ Sohodox Logs Note By default the Program Data folder is hidden so youhave to type this location manually in the Address bar On Windows 2000 XP 2003 The log folder will be located at C Documents and Settings All Users Application Data ITAZ Sohodox Logs Note By default the Application Data folder is hidden so youhave to type this location manually in the Address ba
145. before searching option to prompt the user to 11 Click the OK button to save the query 12 Now when you will apply the saved search a box will pop up asking you to enter the Click the Double Arrow button we to bring up the Advanced Search pane Select a column name indexing field from the Field Name drop down to search ina Select the appropriate comparison operator i e contains begins with equal to etc from Enter the value which will be used for the comparison in the Compare To box You can add more criteria to your search by clicking this button To remove a criteria To get a result which matches all the criteria s specified by you select the Match all Click the Save As button to save this query The Save Search window will be launched Enter a name for the query in the Name box enter a short description about the query in In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane particular column indexing field the Comparison drop down click this el button conditions option from the Conditions drop down To get a result which matches any criteria select the Match any conditions option from the Conditions drop down the Description box enter the values for the search condition conditions value to perform the search e To apply a saved query click the Saved Searches gt Custom Search node and
146. ble click the Document Type that you want to modify from the right pane The document type will now be opened in its window 3 By default the Information panel will be displayed Modify the required data 4 Click the Fields tab to modify data fields of the Document type The Fields panel will now be displayed Modify the required fields L Click the Save button to save the changes e To delete a data field right click that data field in the Field List pane and select the Delete option e You can change the order of data fields by using the navigation options available on the right click menu To move a data field one position upwards in the list right click it and select the Move Up option To move a data field one position down in the list right click it and select the Move Down option Related Topics Create Data Fields for Document Types Set a Document Type of a Document Delete a Document Type Copyright Sohodox 2000 2012 167 Sohodox Help 8 5 Add documents to a Document Type You can add a document to a Document Type by dragging a document and adding it to that Document Type To Add a Document to a Document Type 1 In Sohodox select Workspace gt Document Types in the Navigation pane 2 Select a Document Type from the Document Types node to add a document to it 3 Click the New button of the Home tab to add a document The New Document window will now be launched
147. box tag OR 2 Select one or more documents in Sohodox and type Dropbox as a tag for them OR 3 Drag and drop any document from Windows Explorer onto the Dropbox tag Copyright Sohodox 2000 2012 Dropbox Integration 200 The documents will be immediately copied to the Sohodox sub folder in Dropbox so there will be a copy of the document in Sohodox as well as in your Dropbox folder If you make a change to any of the documents in the future you can ensure that the latest copies of the document are available in both places by occasionally Syncing the Dropbox tag in Sohodox The Dropbox tag works like any other tag in Sohodox The only difference is that unlike other tags you cannot delete the Dropbox tag See Also Tag a Document Tag Multiple Documents Together Drag and Drop Documents to a Tag Add Documents to a Tag 11 4 Remove Sohodox documents from Dropbox 11 5 11 6 To remove documents from Dropbox remove the Dropbox tag from the documents The documents will be removed from Dropbox the next time you Sync the Dropbox tag in Sohodox See Also Remove Tag from a Document Remove Tag from multiple Documents Add documents to Sohodox via Dropbox To add new documents to Sohodox via Dropbox simply add those documents to the Sohodox sub folder in Dropbox The documents will be added to Sohodox the next time you Sync the Dropbox tag in Sohodox To Add documents to Sohodox via Dropbox 1 Upload t
148. burnt in black color Related Topics Mark Words using Rectangles and Circles Insert a Bookmark on a document 13 4 Mark Area using Rectangles and Circles You can mark important words or sentences by drawing a rectangle or circle around them by using the Circle or Rectangle button on the Annotation toolbar To Mark Area using a Rectangle or a Circle 1 Select the document that you want to annotate The document will now be displayed in the Document Details pane Bo cite E 2 Click the Rectangle or Circle button on the Annotation toolbar 3 Drag the pointer on that part of document that you want to mark That s it 4 You can also change the Rectangle s or Circle s color To do this a Select the image drawn and move your mouse over it You will now get a Mini toolbar h b Select a color by clicking the Color button 8 c Select a value for the thickness of the line from the Border Thickness drop down e You can make the lines permanent by burning it on the documents To do this click the Burn button a on the Mini toolbar Please note if you burn a colored annotated object on a Black amp White document the annotated object will be burnt in black color e Please note the words or lines marked by you on the document are not permanenily imprinted on it it can be deleted or moved To delete the drawn image select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar
149. button For e g if you do not want to add PDF files then type PDF in the text box and click the Add button to add it to the list c Select the Add only these files tab to specify the file or file type you want to include and then click the Add button For e g if you only want to add DOC files then type DOC in the text box and click the Add button to add it to the list d To remove an Exception from the list select it and click the Remove button e Click OK button to close the Exceptions window Click the Preview button to view the folder structure and the files that are going to be imported to the Sohodox DB Click the Add button to add the folder structure and the files to the Sohodox DB Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No Click the Close button to close the Add Folders from disk window Now navigate to the Folders node in the Navigation pane to view the folders along with the documents You can now set the Document Type of these documents e You will be the Owner of the documents that you have added e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless Copyright
150. cal disk retaining the folder hierarchy To Export Sohodox folder structure In Sohodox select Public Folders or Private Folders in the Navigation pane depending upon the type of folder you want to export Right click a Folder and select the Export Folder option The Export Folder dialog will now be launched In the Select a folder to export to box click the Folder icon to select the location to export the Sohodox floders Check the Include sub folders option to export the sub folders of the selected folder 5 Click the Export button to export the selected folder The selected folder will now be exported e Click the Double Arrow button to view the following advanced options Merge Folders Check this option to merge the sub folders of the selected folder In this case only the documents of the selected folders and its sub folders will be exported Export only folder structure Check this option to import only the folder structures and not the documents Related Topics Find document quickly Document Full Text Search Search a Tag Restrict Users form viewing your Folders You can restrict Sohodox users from viewing your documents by moving those documents from the public folder containing them to a private folder To Restrict users from viewing your Folders 1 In Sohodox select Workspace gt Public Folders in the Navigation pane and then select the folder or sub folder containing the docum
151. can be saved without having to create the web pages Reorder Documents Documents in the document list can now be reordered using the new Reorder List option This option is available on the Documents menu Completely re sizeable preview panel The preview panel is now re sizeable both vertically as well as horizontally Support for preview of PDF files PDF files can now be previewed in the preview pane Tnvalid associated folder 0126000 1 4 Bug Fixes Version 8 0 0 46 October 01 2012 N Fixed Bug when adding documents to an already existing tag Fixed Occasional problem when searching for Tags Fixed Email Capture stops capturing email when a large file name is detected for an attachment or subject Fixed Error Invalid File format when viewing thumbnails for a document Fixed When a document on a particular page of the List pane is deleted or refreshed the List pane display reverts to the first page rather than remaining on the same page Fixed Certain File Type icons not being displayed when viewing a Document Type Copyright Sohodox 2000 2012 31 Sohodox Help 7 Fixed Note and Bookmark fonts in annotations not displayed clearly 8 Fixed Auto preview now optimizes when documents are fetched for preview 9 Fixed Cannot search for folders with less than 3 characters 10 Fixed Occasional problem when rendering PDF files 11 Fixed Enter key now initiates a search in t
152. can search for text in a document by using the Advanced Search To Search for Text in a Document In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane Click the Double Arrow button sl to bring up the Advanced Search pane Select the Document Text option from the Field Name drop down to search for text in the document Select the appropriate comparison operator i e contains begins with equal to etc from the Comparison drop down For e g To search for text beginning with specific alphabets use the begins with operator in your query condition v The following Comparison Operators are available Comparison Operator Contains Does Not Contain Description Use this operator to find values that contains the text that you are looking for Use this operator to find Example Document Text contains Acme Document Text Copyright Sohodox 2000 2012 Search for a document 216 values that does not does not contain the text that you contain Acme are looking for Is Empty Use this operator to match Document Text Is empty values Empty Is Not Empty Use this operator to match Document Text s non empty values Not Empty 5 Enter the value which will be used for comparison in the Compare To box 6 You can add more criteria to your search by clicking this button To remove a criteria click this a bu
153. cense available 4 Fixed Permission issues while upgrading doQuments 4 DBs Sohodox Version 5 0 1 3 December 18 2008 1 Fixed Error while inserting pages to an existing PDF document Sohodox Version 5 0 1 0 December 03 2008 ROD NO 8 Fixed Export wizard not accepting a folder path that contains a bracket Fixed Saved search not being executed when the date criteria is left empty Fixed Error while exporting a list of documents using the Export List Wizard Fixed Incorrect error message being displayed while saving indexing data for a document type containing a field which cannot be left blank Fixed Error on log out when a Document Details window is open Fixed Error while printing a PDF file Fixed Error when viewing a list of documents of a document type after a field from that document type is deleted Fixed Irrelevant fields being shown for document types Sohodox Version 5 0 0 5 November 13 2008 1 5 6 Fixed Confirmation message is now displayed when you hit the Delete button on the keyboard to delete a field 2 Fixed Document not getting added when using Scan from the New Document window 3 4 Fixed Modified document type name not being displayed in the Information panel Fixed Occasional error when navigating undocked windows Document details window unless the application is restarted Fixed Document Type and Tag nodes are now sorted in the ascending order
154. ched two sub folders called AddedFiles and ExcludedFiles may be created inside each watched folder depending on the options you have chosen Files which are added to Sohodox can be automatically deleted from the folder or they can be moved to the AddedFiles sub folder of the watched folder Files which are not added to Sohodox are automatically moved to the ExcludedFiles sub folder of the watched folder This will include files which did not meet the criteria of the Include Filters or files which met the criteria of the Exclude Filters How To s v How to launch Folder monitor To launch Folder Monitor click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog Folder Monitor runs in the background and you only need to launch Folder Monitor dialog for configuration v Specify a Folder to monitor To specify a folder to be monitored 1 Click on the Tools tab on the Ribbon Bar and then click on the Folder Monitor button This will bring up the Folder Monitor dialog 2 Click on the Add button to add a folder This will bring up the Fo der Properties dialog 3 Specify the location of the folder in the Folder path box by clicking the Browse button besides the Folder path box 4 In the Choose DB drop down MainDB will be selected by default 5 From the Choose Profile drop down you can select a Destination Profile to be used while adding a document from th
155. choose the lowest value which works correctly for you Image Toolbar The Image toolbar has the following buttons Click the Edit button to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document You can save the modifications made to a document from the Image Editor Click the Delete button to delete the selected scanned document Use this button to select the type of preview you want to see per page or per document Use this button to view the thumbnails of the scanned document Copyright Sohodox 2000 2012 Sohodox Help Destination tab Use the destination tab to set the location to save the scanned documents in the Sohodox DB The Destination tab has the following options Document Title Use this option to enter the Document title of the scanned document Select a Use this option to select or create a Destination Profile Destination Profile Choose a Folder Use this option to select a folder to save the scanned documents Attach Tags Use this option to Tag the scanned documents Set a Document Use this option to the Document type of the scanned documents Type Links tab Use this tab to link the scanned images with other documents Link to existing Use this option to link the scanned documents with the existing documents documents Security tab Use this tab to secure the scanned document The Security tab has the follo
156. ck the Automatically create sub folders under the main folder option if you want documents to be stored in sub folders created automatically inside the File Store This option is not available when the Set as read only option has been checked If this option is unchecked documents are stored in the root of the File Store For example if the path of your File Store is C MyFileStore then If this option is checked then documents will first create a sub folder called Location1 and then stores documents in that C MyFileStore Location1 folder When the maximum number of files see File Count based have been stored in the Location1 sub folder Sohodox will automatically create a new sub folder called Location2 Documents will then be stored in the C MyFileStore Location2 folder If this option is unchecked then documents will be stored directly in the C MyFileStore folder Time based Enter the time in minutes in the box which specifies the time after which a new sub folder will be created in the root of the File Store File count based Enter a numeric value in the box which specifies the maximum number of files that Sohodox can store in each sub folder When the maximum number of files have been stored in a sub folder a new sub folder will automatically be created in the root of the File Store When working with a very large number of documents creating sub folders can improve the performance of Sohodox 9 Click the Save and close but
157. cking 2 Scanning using an ADF scanner with the Use ADF option unchecked will now stop scanning after scanning one page Version 2 0 151 September 01 2003 1 Fixed Incorrect active page in the Data Fields Details dialog Version 2 0 150 August 28 2003 1 Fixed Error while saving the file type settings from the file type settings dialog 2 Fixed List of documents not displayed in the Storage Folder Manager when the Show Hide button is clicked to show the list of documents Version 2 0 148 July 07 2003 1 Field names with single quote character now allowed Version 2 0 147 June 30 2003 1 Fixed Problem displaying list of queries if it contained a query with name which started with a number 2 Fixed Problem changing password when the earlier password was an empty string Version 2 0 May 16 2003 Minor bug fixes Copyright Sohodox 2000 2012 Introduction 44 Version 1 75 June 11 2002 1 Fixed Error while opening doQuments DB in certain European language versions of Windows Version 1 73 May 20 2002 1 Fixed Occasional error while closing the Data Preview window of the Print dialog Version 1 72 May 10 2002 1 Fixed Occasional display of error message during installation on Windows XP Version 1 71 April 15 2002 ech Fixed Occasional problem while saving data list values for Small Text field 2 Fixed Problem displaying list of values 3 Fixed Occasional
158. ct text from to 209 lines 232 Link 126 Link Documents 126 Link existing Document s 126 Linked Documents 112 Links 59 Links Panel 112 Links tab 80 List Source 141 151 List View 121 List View Pane 50 301 Locate afolder 176 LocateaTag 195 Lock a User Account 265 Login Details 264 Lookup Data Type Lotus Notes 69 138 141 151 71 180 M e Mail a document 125 Main DB 65 make scanned document darker 109 manage emails 305 Managing Emails 305 Manually Configure Sohodox DB for Multi machine Environment 259 Manually index documents 209 Match all conditions 204 Match any conditions 204 Maximum Logon attempts 57 maximum number of users already logged into Sohodox 266 Maximum Password age 57 267 Maximum size of documents to extract text from 209 297 Media Label 256 Memo 234 Memo Data Type 138 141 151 Merge 94 merge atag 196 Merge all documents in a single fax 134 Merge Folders 177 merge tag 196 merge tags 196 merging atag 196 merging tags 196 Microsoft 135 Microsoft Office OCR Engine 213 Microsoft Outlook 69 Mini Toolbar 230 Minimum password length misspelled tag 196 57 267 Copyright Sohodox 2000 2012 Index 320 misspelt tag 196 Modify a Document Type move a data field 166 Move a File Store to another Location Move documents 183 move File Store 258 move page 86 Move the files to the AddedFiles sub folder Moving Sohodox Databases to new locatio
159. cument 1 Select a document to insert a Bookmark The document will now be displayed in the Document Details pane Tr 2 Click the Bookmark D button on the Annotation toolbar Copyright Sohodox 2000 2012 235 Sohodox Help 3 Drag the pointer on that part of the document that you want to bookmark 4 The Bookmark icon D will be placed on the document 5 To add a short note to the bookmark click the Edit button on the Mini toolbar e To view the bookmarks on a document select the document and click the Pages tab on the left side of the Document Details pane e Please note that bookmarks are not permanently imprinted on the document it can be deleted or moved To delete a bookmark select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar e Inthe Documents List View Pane the documents that has a bookmark are denoted with the Bookmark icon D If you double click on this icon it will directly open the document and display the content that has been bookmarked Related Topics Enter Comments for a Document Add Sticky Notes on a documents Place Stamp on a document 13 7 Place a Stamp on a document Sohodox now lets you to put a stamp on your documents Currently there are only 2 stamps available in Sohodox i e Approve and Reject which can be used for approval and rejection of documents More stamps will added to the existing list in the near future To Place
160. cument it can be deleted or moved To make it permanent use this button wi Use this button to delete the selected object Copyright Sohodox 2000 2012 Annotation 232 13 2 Underline Words or Sentences on a document You can use the Line button on the Annotation toolbar to draw straight lines or underline important texts or strike out texts on the documents To Underline Words or Sentences 1 Select the document that you want to annotate The document will now be displayed in the Document Details pane 2 Click the Line button on the Annotation toolbar 3 Drag the pointer to draw the line That s it 4 You can also format the line that you have drawn on the document i e change its color or its border thickness To do this a Select the image drawn and move your mouse over it You will now get a Mini toolbar ick Wi b Select a color by clicking the Color button l c Select a value for the thickness of the line from the Border Thickness drop down e Please note the lines that are drawn by you on a document are not imprinted on it it can be deleted or moved To delete the drawn image select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar e You can make the lines permanent by burning it on the document To do this refer to Annotate the Document permanently Please note if you burn a colored annotated object on a Black amp White documen
161. cuments 156 6 Now select the field in which you want to paste the text and press CTRL V The copied text will now be pasted into this field Notes e The accuracy of the text detection depends on the print quality of the document which was scanned and also the quality of the scan itself To Enter Information about a Document by Tagging it Select the document from the List View pane The document will now be displayed in the Documents Details pane Enter tags for this document in the Tag box of the Documents Details pane You can add as many relevant tags as you want to a document by separating them with a semi colon Click anywhere outside the Tag box to apply the tags Points to remember while tagging a document e Enter words that describe the document For e g email fax invoice acme corp etc e Use words that a user would use to search a document Use the Undo button on the nformation bar to undo the changes you made in the Information panel You can use the Forward and Back navigation button on the top right corner of the Document Details window which can be used to navigate through the entire list of documents displayed in the List View pane You can also modify the Document Type of multiple documents to a different but common document type To do this first select the documents Then go to Document Details pane gt Information pane gt Document Type drop down gt select the relevan
162. cuments in the Attach Tags option You can type as many tags you want by using a semi colon to separate them d Set the Document Type of the scanned document from the Set a Document Type drop down For e g Set the Document Type to Invoice if the scanned document is a invoice 15 You can also link the scanned documents with other documents by using the Links tab v Use the Link to existing Documents box to link the scanned documents to existing documents a Click this button besides the Link to existing documents box The Look Up window will be launched a Select AU Documents option from the Look in box and type all or part of the file name in the Look for box b Now click the Find The documents that contains the word that you have entered in the Look for box will be displayed in the Search Result list c Select the document that you want to link with the scanned documents and add it to the Selected Files list d Click the OK button to link these documents Note You can add more links by clicking this button and you can break a link by clicking this e button Also see Link one Document with another Document 16 Now click the Add button to add the scanned documents to the Sohodox DB The scanned documents will now be added to the location that you have specified in the Destination tab 17 Click the Close button to close the Scan window Check the Show scanner interface before scanning option if y
163. d 3 Select the DB options node in the left pane The DB options will now be displayed in the right pane 4 Check the Automatically extract text from documents on check in option 5 Click the OK button to apply the changes You can also switch from Sohodox OCR engine to Microsoft Office OCR engine to extract text from documents For more info see Extract Text from Document Sometimes for slower machines you may want to turn off the automatic extraction and indexing of documents Sohodox uses it s built in text extractor for MS Word DOC DOCX MS Excel XLS XLSX and PDF files PDF files which contain text and not only scanned images In case of any other file formats for Sohodox to be able to extract text from a file of that particular format an IFilter for that file format must be installed on the user s machine IFilters for the following file formats are installed by default on Windows 2000 XP 2003 2008 Vista 7 machines gt PPT Microsoft PowerPoint presentation gt HTML documents gt TXT documents Related Topics Search for text in a document Document Full Text Search FAQ 12 4 8 OCR document that contains text in a different language You can now OCR a document that contains text in language other than English For e g if you have a document that contains text in the Danish language then you can configure the OCR engine to recognize the Danish language text This option will only
164. d drop text from a document 6 8 Assign documents to another user Sohodox lets you to assign documents owned by you to another user You can assign a document to only one user and not multiple users You can assign a document by right clicking it and choosing the Assign option To Assign Documents to another User 1 In Sohodox select the document to assign to another user from the List View pane 2 Click the Assign button d i on the Ribbon bar The Assign window will be launched 3 Select a user from the Users list to assign the document 4 Click the OK button to assign the document Now this user will be the owner of the document e You will not be able to unassign the document that you have assigned to a user You will have to ask that user to assign the document back to you e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document Related Topics Share a document Email a Document 6 9 Delete a Document You can delete a document clicking the Delete button on the Home tab To Delete a Document 1 In the All Documents node select the document you want to delete 2 Click the Delete button of the Home tab Or right click the document in the List View Copyright Sohodox 2000 2012 125 Sohodox Help pane
165. d soon Please note that for DOC files an installation of MS Word must be present on the machine This feature can be separately enabled disabled for each database This feature is only available in the Enterprise Edition of doQuments 3 5 and higher Scan and add pages at any position in an existing multi page document You can now scan and add more pages at any position in an existing multi page document This means that a new page can be scanned and appended at the end of the document or inserted in the beginning of the document or at any position in between Quick Print You can now print documents with a single click You can set the default printer to be used when using quick print to print a document Vertical Spacing for data fields in the Data List Panel You can now set vertical spacing between data fields in the Data Panel on the doQuments Main Window Saved Document Queries You can now save document queries for later use Auto rename documents in case of duplicate file names Files being added to a doQuments DB can now be automatically renamed if files with the same name already exist in the doQuments DB Copyright Sohodox 2000 2012 Introduction 24 0000 format for document names Document names are now generated in the Document00001 format This will allow documents to be correctly sorted in the Document List Panel in case a record contains more than 9 documents Use file name as document name Th
166. der by using the Delete files from the monitored folder option Copyright Sohodox 2000 2012 291 Sohodox Help 18 Backup and Restore Topics Covered 1 Automatic Backup and Restore Utility 2 Backup Sohodox DB 3 Restore a backed up DB Copyright Sohodox 2000 2012 Backup and Restore 292 18 1 Backup and Restore Utility The Sohodox Backup and Restore Utility provides an easy and convenient method to backup the Sohodox database and restore the Sohodox database from backup if required How to backup the Sohodox DB 1 Click Start gt All programs gt Sohodox Desktop gt Sohodox Backup amp Restore 2 The Sohodox Backup And Restore Wizard window will be launched 3 Select Backup option and click the Next button 4 In the Backup file path section click on the button to browse to the location where the backup file must be saved Click on Advanced button for more backup options Compression Level Set the compression level for the backup You can choose a level which creates a smaller sized backup file but takes longer a level which does the job quickly but creates a relatively large backup file or a level which balances both backup speed and backup file size Split to volumes This option is used for splitting large backup files into multiple smaller pieces For e g ACD can usually hold around 700 MB of data So if you wanted to store the backup file on a
167. document and add it to the multi paged document The page s will now be inserted to the position you have selected Click the Add and Close button to save the changes and close the dialog To Insert a Page to a PDF or TIFF Document from the Image Editor window Select the document to which you want to add the page In the Details pane of the document click the Edit button S n The document will now be opened in the mage Editor window In the Pages pane click the Insert Page s button ei The Insert Pages dialog will now be launched Select the position at which you want to insert the page s from the drop down Select Insert pages from disk option if you want to add a document from disk or select the Scan and insert pages option if you want to insert a scanned document Note You can also insert a page from disk by dragging and dropping it to the position you want Click the OK button A window will be launched depending on the option you have selected Now select the document and add it to the multi paged document The page s will now be inserted to the position you have selected Copyright Sohodox 2000 2012 105 Sohodox Help 8 Click the Save and Close button to save the changes and close the dialog e From the Image editor pl you can change the position of the pages by using the Move Page s button dai e From the Image editor window you can delete a page s by using the D
168. document s folder using this box Pages The Pages tab displays all the pages of the document as thumbnails The Pages panel also displays any Bookmarks created in the document Thumbnails for certain file types will not be displayed Notes The Notes tab displays the notes or comments entered by users regarding the document Links The Links tab displays the documents that are linked to the document You can also link the document to another document from this pane Other Details The Other Details tab displays additional information about the document Copyright Sohodox 2000 2012 Getting Started 62 Close the Document Details window We will now create a folder and then add a document to our new folder To create a folder expand the Folders node and click Create New A new folder will be created enter a name for the folder and hit the Enter button The new folder will be created and automatically selected Now on the Home tab click the Add from disk button The Add Files window will now be launched Select one or more files that you want to add and click the Open button The documents will now be added to Sohodox and will be listed in the new folder The simplest way of adding a document to Sohodox is by dragging and dropping the document on the All Documents node on any Folders node on any Tag node or on any Document Type node You can also drag text from any source e g MS Word PDF Web page or from y
169. document to the Sohodox DB The scanned document will now be displayed in the Linked Documents list Also see Scan and add a document e When you link a document with another document a loose link is created between the two i e If you delete a document its linked documents will not be deleted and vice versa e You can click the document displayed in the Linked Documents list to open it in the Document Details window Related Topics Edit a document Break Link between linked Documents Share documents 6 12 Break Links of a Document You can break a document s link from the Links panel of the Document Details pane To Break a Link between two Documents Select the document from the List View pane The document will now be displayed in the Documents Details pane Click the Links tab on the left bar of the Document Details pane The Links panel will now be displayed The documents that are linked to the selected document will be displayed in the Linked Documents list Now select the document from the Linked Documents list and click the Break Link button Sa to break the link Copyright Sohodox 2000 2012 Documents 128 Related Topics Edit a document Link one Document with another Document Share documents Copyright Sohodox 2000 2012 129 Sohodox Help 6 13 Enter Comments for a Document You can enter comments or notes regarding the documents in the Note
170. documents g If you want to save the scanned document as pdf select the PDF option from the drop down In Sohodox you can scan and save a documents as TIFF JPG PNG BMP PDF The Documents and Pages options are shown only if the file type selected is either TIFF or PDF That is because you can save multi page documents only in these file types from among those supported by Sohodox Settings Click this button to view the settings available for the selected File type The following options are available based on the File type you have selected Compression Controls the compression level if supported by the Image Type to be used when saving the scanned image Higher the value chosen smaller the saved file will be Choosing a higher compression level may adversely affect the quality of the scanned image Quality If you selected JPEG file type then you can control the quality of the scanned documents If you want a good scanned image to be of a good quality then increase its quality percentage Higher the value chosen larger the saved file will be This setting controls the amount of color that must be captured during the scanning process This setting controls the amount of dots which must be captured per inch of the document being scanned Generally the higher this value is more will be the detail captured However the quality of the scanned image mainly depends on the quality of the document being scanned and in some cases choo
171. dox This article is only intended for doQuments users Before the release of version 5 Sohodox was known as doQuments Sohodox addresses several limitations that existed in doQuments making Sohodox a far more flexible document management solution This article will help users of doQuments understand the reasons for the changes and new features added in Sohodox Limitations with Version 4 Earlier versions of Sohodox allowed you to define a single set of indexing fields in a database You would then create a new record which could hold one or more documents and enter indexing information into the fields defined earlier The indexing information would apply to all the documents in that record So suppose you had to manage two types of documents checks and photographs one approach you could take is to create indexing fields such as Document Type with Check and Photo as the possible values Keywords which could contain text keywords related to the document You would then store a single document either a photo or a check in every record of the database This approach would enable you to manage documents of different types in a single database Having a single database for all documents is important because the user does not Copyright Sohodox 2000 2012 For users upgrading from versions earlier than version 5 46 have to open and close different databases in order to look for a document Howeve
172. dox Help 12 4 2 Document Full Text Search FAQ v What does the document full text search feature do The Document Full Text search feature allows you to search for documents in a Sohodox DB based on their content The Full Text Search feature works by extracting text from documents that you add to a Sohodox DB and then indexing the text The text can be automatically extracted in the background after you add a document Otherwise the text extraction and indexing can be performed manually later Since text extraction happens in the background the process continues even when you close Sohodox To stop text extraction Explore Control Panel gt Administrative Tools gt Services Select TAZ Sohodox Indexing Services under the Name column Right click the entry and select the Stop option v Why is it useful Without the full text search feature you can find documents either e using the indexing information that you have stored along with each document or e using the properties of the document for e g file name file size file type etc Enabling the full text search provides you with a third method for quickly finding documents v For what file types does the document full text search feature work Depending on the file type i e file format text extraction from documents is now done using OCR built in text extractors and IFilters installed on the user s machine For example for TIFF JPG PNG and other image fi
173. dox on Mary s machine that has her Dropbox account configured on it John adds documents to the Dropbox tag Now these documents will get synced with Mary s Dropbox account even though they have been added by John because on any given machine Sohodox integrates with only one Dropbox account Please also note that this document will not be added to John s Dropbox account as it was added from a machine on which John s Dropbox account was not configured 12 Search for a document Topics Covered 1 Find Document Quickly 2 Select fields to include in the Quick Search 3 Narrow down the Search Result 4 Document Full Text Search 5 Save a Search criteria 6 Export the Search Result 7 Import the Exported Search Result Copyright Sohodox 2000 2012 203 Sohodox Help 12 1 Find document quickly Use the Quick Search box in the upper right corner of the Sohodox window to quickly locate the items you are looking for To Search for a Document using Quick Search 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will now be displayed in the List View pane 2 When you move your mouse arrow on the Quick Search box it will show you the fields that are going to be searched Note You can select the fields that you want to be searched by customizing the Quick Econ Search in Document Title File Name d 0 2008 1 Document Text nistr 0 2008 14 2 SuperAdministr
174. e Click the New button e besides the Select a scan profile box Now enter a name for the new profile in the Select a scan profile box Select a scanner from the Select a Scanner drop down Once you have specified the scan settings then click the Save button tall besides the Select a scan profile box to save the Scan Profile The Scan Profile will now be listed in the Select a scan profile drop down Copyright Sohodox 2000 2012 Scanning Documents 106 T e To delete a Scan Profile click the Delete button x besides the Select a scan profile box e By default the following Scan Profiles are available Black amp White Document Single Sided This option should be selected if you want to scan a single sided document to a black and white image Black amp White Document Double Sided This option should be selected if you want to scan a double sided document to a black and white image Grayscale Document Single Sided This option should be selected if you want to scan a single sided document to a grayscale image Grayscale Document Double Sided This option should be selected if you want to scan a double sided document to a grayscale image Color Document Single Sided This option should be selected if you want to scan a single sided document to a color image Color Document Double Sided This option should be selected if you want to scan a double sided document to a color image e
175. e ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank DateTime Data Type Use the DateTime data type to enter both the date and time You can use the DateTime data type to enter values such as Shipment date and time Arrival date and time Departure date and time etc The DateTime data type has the following field properties Minimum Specify the minimum number of characters that can be entered in this field Length Maximum Specify the maximum number of characters that can be entered in this field Length By default you can enter upto 255 characters Use Check this option to set the system date time as the default value for this system field date time as default value Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Y
176. e doQuments DB This ensures that unauthorized users cannot open MS Access based doQuments DBs directly without using doQuments This feature is only available in the Enterprise Edition of doQuments 4 0 and higher Full text search supported for MS Excel files Support for full text search of MS Excel XLS files is now added This feature is only available in the Enterprise Edition of doQuments 4 0 and higher Multi select in Document List Panel Multiple documents can now be selected in the document list panel on the doQuments Main Window This will allow you to copy cut delete email drag amp drop multiple documents at the same time Copyright Sohodox 2000 2012 Introduction 22 Menu items re located Some menu items have been moved to make things more logical The Copy and Paste options have been moved from the Image menu to the new Edit menu They are now called Copy Image to System Clipboard and Paste Image from System Clipboard All options related to image type documents have been moved from the View menu to the Image menu Support for MySQL based doQuments Security DB The doQuments Security DB can now also be MySQL based This feature is only available in the Enterprise Edition of doQuments 4 0 and higher doQuments Security DB Wizard The new doQuments Security DB Wizard provides an easy to use interface to change the type location or connection settings of the doQuments Security DB This featu
177. e Assign to field 13 Click the Start Scan button to start scanning the document The scanned documents will be displayed in the Preview pane of the Scan window em 14 You can click the Edit button cA to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document 15 Specify the location to add the scanned documents in the Destination tab optional You can also use a Destination Profile from the Select a Destination Profile drop down to specify the location to add the selected files v Follow these steps to specify the Destination of the scanned document a Enter a name for the scanned documents in the Document Title box The documents will have same name followed by a suffix For e g if you entered Acme Invoice then the scanned document will be named as Acme Invoice1 Acme Invoice2 Acme Invoice3 and so on If you leave the Document Title blank then the system will generate a title for the scanned document b Click this di button besides the Choose a Folder box to select a folder to add the scanned document v The Folder Selection window will be launched i Select a folder from the list You can use the Search box to search a folder ii Click the OK button to select the folder The selected folder will now be displayed Copyright Sohodox 2000 2012 101 Sohodox Help in the Choose a Folder box c You can add Tags keywords to the scanned do
178. e Look Up window will be launched b Select Documents option from the Look in box and type all or part of the file name in the Look for box c Now click the Find button The documents that contain the word that you have entered in the Look for box will be displayed in the Search Result list d Select the document that you want to link with the selected files and add it to the Selected Files list e Click the OK button to link these documents Note You can add more links by clicking this button and you can break a link by clicking this aJ button Also see Link one Document with another Document 13 Now click the Add button to add the selected documents to the Sohodox DB Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No 14 Click the Close button to close the Find and Add window e You can add your entire folders structure along with the documents on your disk that you use to organize your documents For more info see Add the existing folder structure along with files from disk e By default 50 documents will be displayed in the List View pane If you have added more than 50 documents they will moved to the next page To view the documents displayed on the next page use the Next button below the List View pane e By
179. e Save and Close button to save the changes and close the window The In Sohodox click the Tools tab Click the Template Manager button The Template Manager window be launched Click the New button on the Template Manager window to create a new Document Template The New Document Template window will be launched Click this Browse button to select a file to add as a template template will now be displayed on the right pane i e File Template list e You can click the Save and New button to save the changes and open the New Document Template window e To modify an existing template select a Document Template from the list and click the Edit button on the Template Manager window e To delete a template select a Document Template from the list and click the Delete button on the Template Manager window Related Topics Create a Stamp Template Copyright Sohodox 2000 2012 241 Sohodox Help 14 1 2 Create a Stamp Template Sohodox is shipped with default stamps for e g the Approved and Reject that are used to Annotate documents However you can also create stamps using Sohodox Template Manager To Create a Stamp Template 1 In Sohodox click the Tools tab 2 Click the Template Manager button The Template Manager window be launched 3 Click the Stamp option in the left pane The Stamp Template pane will be displayed 4 Click the New button on the Template M
180. e documents you can merge the latter tag into the former by using drag and drop as outlined above The Aprovd tag will get deleted and all documents bearing it will get added to the Approved tag Now every document under this tag will bear the tag with the correct spelling Note e Merging of tags also helps in rectifying situations where multiple users accidentally create similar tags Only one correct tag needs to be retained The other similar tags can be merged into this one Related Topics Create a new Tag 10 13 Rename a Tag You can rename a tag just like you rename folders To Rename a Tag 1 In the Navigation pane from the Tags node select the tag you want to rename 2 Press F2 or right click the tag and then click Rename 3 Type the new name and press Enter to save the tag Related Topics Create a new Tag 11 Dropbox Integration Topics Covered 1 Basics Copyright Sohodox 2000 2012 197 Sohodox Help 2 Enable Dropbox Integration 3 Add Sohodox documents to Dropbox 4 Remove Sohodox documents from Dropbox 5 Add documents to Sohodox via Dropbox 6 Update Dropbox with a file modified in Sohodox 7 Update Sohodox with a file modified in Dropbox 8 Sync the Dropbox tag in Sohodox 9 Sohodox amp Dropbox in a multi user scenario Copyright Sohodox 2000 2012 Dropbox Integration 198 11 1 Basics With Dropbox integration any selected document in So
181. e documents in the List Copyright Sohodox 2000 2012 299 Sohodox Help View pane you will be informed that the thumbnails for the documents have not been generated To generate the thumbnails in the List View pane click the Click here to generate the thumbnails now link on the yellow information bar which appears Enabling the Create thumbnail on Check in option may cause performance issues Copyright Sohodox 2000 2012 Customizing Sohodox 300 19 2 Change Sohodox Main View layout You can change the layout of Sohodox Main View to horizontal or vertical by using the Layout button To Change the Layout 1 In Sohodox select Home tab 2 Click the Layout drop down arrow to change the layout 3 Select the Horizontal option if you want a horizontal layout 4 Select the Vertical option if you want a vertical layout e By default the Horizontal layout is displayed e The Ribbon bar can be minimized To do this right click the Ribbon bar and select Minimize the Ribbon option You can also double click the ribbon bar tabs to minimize it Add to Quick Access Toolbar Show Quick Access Toolbar Below the Ribbon MinimizetheRibboe Related Topics View Documents as Thumbnails Copyright Sohodox 2000 2012 301 Sohodox Help 19 3 Customize List View Pane You can customize the List View Pane as per your requirement The following customization
182. e file name can now be automatically used as the document name when it is added to the doQuments DB Black Band Removal Black bands if any bordering your scanned images can now be automatically detected and removed Version 3 2 101 May 31 2004 Minor bug fixes Version 3 2 May 26 2004 doQuments Web Edition doQumenits Web Edition provides a browser based interface to the doQuments DBs created using the desktop version of doQuments Enterprise Edition doQuments Web Edition can be accessed over your corporate Intranet or even over the Internet No client side install is required at all doQuments Web Edition makes each record and document URL addressable which you can share with your trusted users This feature is only available in the Enterprise Edition of doQuments 3 2 and higher doQuments Security Manager doQuments Security Manager replaces the doQuments Authentication Server in doQuments from version 3 2 onwards The key advantage of this change is that unlike doQuments Authentication Server you don t need to keep the doQuments Security Manager running in order to use the doQuments This feature is only available in the Enterprise Edition of doQuments 3 2 and higher Exporting of Document Package Export documents as well as the indexing data to a folder or as a zip file or as a Document Package highly compressed file You can even choose to encrypt the Document Package Importing of Document Package Import the documents
183. e in the Name box We will enter Invoice Enter the plural name of the Document type in the Plural name box We will enter Invoices Enter the alias name for the Document type in the Alias box We will enter nv 7 Enter a short description about this Document type in the Description box Click the Fields tab to add data fields for the Document type The Fields panel will now be displayed Click the Click here to add a new field in the Field List pane to add a new field or right click in the Field List pane and select the Add field option A field will now be created 10 Select the Field Name cell to enter a name for the field We will enter Company Name Note The field name cannot be more than 25 characters long You can use any combination of alphabets and numbers for the field name Field names can also contain spaces though a field name cannot begin or end with a space The following characters are not allowed in a field name Accent Grave Exclamation Mark Open Box Bracket Close Box Bracket Pipe Hash 11 Select the PickListSingle Data Type for this field from the Field Type drop down The properties of PickListSingle data type will now be displayed in the Field Properties section 12 In the Field Properties section select the List Source box Click this button to add values for this fields A new window will be launched Click the Add button in this window to enter values
184. e main advantage of this approach is that detailed information about each type of added document can be captured by creating very specific data fields Doing this also increases the number of ways you can look for documents Related Topics View Document Types FAQ Create a Document Type 8 2 Document Types FAQ v What are document types Document Types allow you to use a more structured approach to manage your documents Using Document Types you can store specific indexing information with each document for e g store Invoice Number Invoice Date Invoice Amount with each stored Invoice and store Sender Name Date with each stored Letter For more info see Data Fields v How is it useful The main advantage of this approach is that detailed information about each type of added document can be captured by creating very specific data fields Doing this also increases the number of ways you can look for documents v Dol have to create Document Types Sohodox by default ships with some common Document Types such as Invoice Checks Letters and Email You can modify these Document Types by adding or removing data fields You can delete any of these Document Types and create a new set of Document Types more suited for your organization Related Topics Create a Document Type Set a Document Type of a Document Create Data Fields for Document Types Copyright Sohodox 2000 2012 Document Types 162 8 3 Create
185. e more than one Default File Store at any time e You can set any File Store as the Default File Store at any time Some uses for File Store File Store enable storage of documents related to a Sohodox DB on removable devices like CDs Zip Disks etc For example these would be the steps if you wanted to move some of the documents to a CD Create a new File Store on the removable device Move the required documents from other File Store to the new File Store That s it If disk space is a problem on one machine File Store can also be used to move older or rarely used files to other machines on the network Copyright Sohodox 2000 2012 Sohodox DB 256 15 4 2 Add anew File Store You can add a new file store by clicking the New drop down of the Home tab and selecting the File Store option To Add a New File Store Open the DB to which you want to add the new File Store Click Settings gt DB Settings in the Navigation Pane Select the File Store node and click the New button of the Home tab The File Store window will now be launched Enter a name for the File Store in the File Store Name box Select or enter the path of the folder where documents added to this File Store will be stored Check the Set as default file store option if you want the File Store to be set as the Default File Store Check the Set as read only option to set the read only attribute for the File Store Che
186. e of the document or type 4 8 if you want to print pages starting from the fourth page to the eighth page 6 Select the Print with annotations option to print the document along with the annotations 7 Select the users whose annotations you want to print in the User Name section 8 Click the OK button to print the document e You can also print the indexed information of a document for more info see Print the indexed information of a document Copyright Sohodox 2000 2012 Annotation Related Topics Annotate the Document permanently Burn documents on a CD 238 Copyright Sohodox 2000 2012 239 Sohodox Help 14 Templates Themes Profiles Topics Covered 1 Templates 2 Profiles 3 Create Theme Copyright Sohodox 2000 2012 Templates Themes Profiles 240 14 1 Templates 1 1 Create a Document Template 1 2 Create a Stamp 1 3 Create a Signature 14 1 1 Create a Document Template If you create a lot of similar documents then you can save time by adding a copy of the document to Sohodox as a Document Template Files of any type can be added as a Document Template You can then create new documents based on the Document Template To Create a Document Template 1 2 3 Click the File option in the left pane The File Template pane will be displayed 4 Wu 6 Enter a name for this template in the Template Name box 7 Now click th
187. e or a Document Separator between them Sohodox will separate a document every time it encounters a blank white page or a Document Separator You can print a separator page by clicking the Click here to print Document Separator Page link The blank white page detection feature depends on the quality of the scanner and the quality of the blank white page used and therefore in some cases may not work correctly If you have specified that pages for each document are separated by a blank white page then specify the threshold value Sohodox should use while detecting blank white pages You can enter any value from 0 to 10 When a blank white page is scanned it may not scan as pure white because of dust particles etc To accommodate for this Sohodox will disregard a certain amount of non white pixels while trying to determine that the scanned page was a blank white page The tolerance for non white pixels is controlled by the threshold value The higher the threshold value greater the tolerance for non white pixels will be If you set this value too low then Sohodox may classify some blank white pages as non blank pages If you set this value too high then non blank pages for e g a page with a single line of text may get detected as blank pages Since a wrong detection at any stage of the batch scan means that all subsequent pages will be saved incorrectly we recommend that you do a test run to find out the best value for your scanner You must
188. e proposed to set up in joint collaboration a plant to produce electricity and supply the same to the town of F and to enable them to pool together their finances and technical expertise they have therefore proposed to enter into a partnership Other Information Related Folder SEET AND WHEREAS the parties have obtained license or permission of the Govt for producing and supplying electricity to the said town Document Details Window The Details window has the actions toolbar on top towards the right is the Annotation toolbar and at the bottom is the Image toolbar The document title is displayed in the Title box Modify the text in this box to change the document title Tags can be added to a document using the Tags box You can also remove existing tags using this box Use the Navigation buttons on the top right corner of the Details window to go the next or previous document Use the Navigation button on the Image toolbar to navigate between the pages of the document On the left side of the Document Details window there are tabs they are Information Pages Notes Links and Other Details Information The Information pane displays the Document Type of the document as well as the indexing information entered for the document You can add or modify the indexing information from this pane Related Folder H the document is stored in a folder then the name of that folder is displayed in this box You can also change the
189. e scanned document is tilted then the image will be auto straightened and will then be added to Sohodox You can also manually auto straighten the document To do this Click the Edit button d Son on the Image toolbar The scanned document will now open in the Image editor window Zei Adjustments Click Adjustments drop down and select the Deskew option The document will now be straightened v How to remove noise tiny black spots from the documents Check the Automatically despeckle scanned image option to remove noise from the scanned image Now whenever a document is scanned each and every page of that document will be checked if the scanned document is speckled has tiny black spots then the image will be despeckled and will then be added to Sohodox To manually remove or reduce noise tiny black spots from the scanned document follow the steps below Copyright Sohodox 2000 2012 Scanning Documents 110 6 1 Click the Edit button SR on the Image toolbar The scanned document will now open in the Image editor window 2 Click the Eraser button kal Now hold left button of the mouse and drag it over the black spots to erase it Please make sure not to drag the Eraser tool over the scanned text as it may erase it too Incase you accidentally erased a text area then please make sure you do not save the changes this will retain the erased text area Another method to do this is as follow
190. e to view the list of tags Copyright Sohodox 2000 2012 53 Sohodox Help Create New Click this link to create a new tag Document Types Expand this node to view the list of Documents Types Saved Searches Expand this node to view the list of saved searches Documents recently added by me Select this node to view the list of recently added documents Custom Search Expand this node to view the queries created and saved by you Settings The Settings group contains navigation nodes which let you access configuration settings for the system and the DB e Settings contain the following items System Settings This node lists all the system settings options Users Select this node to view create modify users Connected Users Select this node to view all the users currently logged in to Sohodox You can also disconnect users from here DB Settings This node lists all the DB settings options Document Types Select this node to create modify Document Types File Stores Select this node to view modify the Storage Location of the currently opened Sohodox DB Copyright Sohodox 2000 2012 Getting Started 54 3 List View Pane This pane lists items related to the navigation item selected in the Navigation pane Document Title Agreement Axis Chemical Agreement Agreement Colonial Movers Agreement Agreement Correlian Agreement Agreement Globo Chem Agreement sell Search
191. earch a Folder You can quickly search a Sohodox folder by holding the Ctrl J buttons on the keyboard To Search a Sohodox Folder 1 In Sohodox select Public Folders or Private Folders in the Navigation pane depending upon the type of folder you are searching Right click a Folder and select the Jump to option The Jump to dialog will now be launched Select the Folders option to search folders Enter the name of the folder or the first few characters of the folder name in the text box The folder or a list of folder that matches or contains the word you have entered will be displayed in the drop down list Select the Folder that you want to go to and hit the Enter key 7 The selected folder will now be displayed For every document in Sohodox you can see the folder to which it is related stored in It can be seen under nformation panel gt Information tab gt Other Information gt Related Folder The folder name is linked to the folder Sohodox automatically creates a hyperlink to the folder so that when you click the link it jumps to that folder where you can see the list of documents under that folder Related Topics Find document quickly Copyright Sohodox 2000 2012 177 Sohodox Help 9 9 9 10 Document Full Text Search Search a Tag Export a Folder You can export Sohodox folders along with all the sub folders and documents to any destination on your lo
192. ect the Home tab and click the Scan button ill This will bring up the Scan Window Select a scanner from the Select a Scanner drop down 3 Click the Settings tab to set the scan settings Select the scan area from the Select scan area drop down to choose the size of the page you are scanning If you want to specify co ordinates to scan only a part of the page then click the Options button Clicking the Options button will launch the Scan Area window Check the Use document feeder option to scan documents placed in the ADF Automatic Document Feeder tray of your scanner This option only has effect if your scanner has an ADF attachment Note If you have a flatbed scanner you can still scan single pages queue them up and then add them to make one multi page document Check the Scan both sides option to scan both the sides of the document Please note that duplex scanning is a scanner dependent feature If your scanner supports duplex scanning then Sohodox will support it If your scanner does not support duplex scanning then you can use scan using Sohodox s Virtual Duplex Scanning mode Select the file type from Select the file type option to save the scanned document For example if you want to save the scanned document as pdf select the PDF option from the drop down Select the color you want to scan in from the Select color depth drop down Set the scan DPI Dots Per Inch from the Set scan DPI option The Do
193. ed By Last Modified On Last Modified by Checked out by Checked Out Date In Workflow Document Text Tags v What are the types of data fields that I can create The type of a data field determines the type of data you can store inside it The types of data fields you can create are Text Stores up to 255 You can use the Text data type to enter values characters of text such as Names Telephone numbers etc Memo Stores up to 65536 You can use the Memo data type to enter Address amount of text Description Comments etc Email Stores Email You can use the Email data type to enter email address address URL Stores Web links You can use the URL data type to enter Web Sites addresses for e g www itaz com Integer Stores numeric You can use the nteger data type to enter values Telephone numbers Age Invoice number etc Decimal Stores Decimal You can use the Decimal data type to enter values values such as Weight Height Length etc Currency Stores Currency You can use the Currency data type to enter values values such as Price Amount etc Copyright Sohodox 2000 2012 Index Documents 140 Date Yes No ultiple Lookup Stores Date values Stores time values Stores both Date and Time values Stores Yes No values Stores data in the form of a List Stores data in the form of a List Stores values of document You can use the Date data type to enter values such as Date o
194. ed documents will now be added to the location that you have specified in the Destination tab 16 Click the Close button to close the Scan window Check the Show scanner interface before scanning option if you want the user interface of your scanner driver to be displayed while scanning You can create a Scan Profile to save the frequently used scan settings Also see Destination Profiles You can use the Settings tab to change or set the scan setting In the Settings tab the display of options upon checking the Use document feeder checkbox depends on the file type selected and not upon checking the document feeder checkbox This means you can scan multiple single pages even with a flatbed scanner if the file type supports it e g TIFF or PDF Related Topics Scan documents with fixed number of pages Scan document with variable number of pages Copyright Sohodox 2000 2012 Scanning Documents 94 5 6 3 Scan all pages as One Document You can use the Scan button to batch scan documents to the Sohodox DB To Scan all Pages as One Document In Sohodox select the Home tab and click the Scan button Es The Scan Window will now be launched Select a scanner from the Select a Scanner drop down 3 Click the Settings tab to set the scan settings Select the scan area from the Select scan area drop down to choose the size of the page you are scanning If you want to specify co ordinates to scan only
195. efore Sohodox locks the user account A locked account can be enabled by the superadmin user 1 Select Settings gt Password Policies in the Navigation pane 2 Double click the Maximum Logon attempts policy in the left pane The Maximum Logon attempts policy dialog will be launched 3 Select the button besides the text box and specify the maximum number of consecutive failed logon attempts before Sohodox disables the user account If you do not want to set a maximum logon attempts limit then select the Unlimited attempts option 4 Click the Save and Close button to apply this policy Related Topics Copyright Sohodox 2000 2012 Users Create a User Account Deactivate a User Account 268 Copyright Sohodox 2000 2012 269 Sohodox Help 17 Export and Import data Topics Covered 1 Export Data 2 Import Data Copyright Sohodox 2000 2012 Export and Import data 270 17 1 Export Data 1 Export data to a CSV file Export data to a HTML file Export data to a Excel file Export data to a XML file Save the frequently used Export Settings Use a Export Profile to Export data Export documents to CD DVD NO a R WD 17 1 1 Export data to a CSV file Sohodox Export can be used to export the documents along with its indexed information from the Sohodox DB to a CSV Comma Separated Values file This export file can be used as a backup or can be
196. el Pan Window button in the Image Viewer window A new button has been added to the Image Viewer window to show or hide the Pan window Zoom level remembered The zoom level of the image in the preview panel of the main window and the in the Image Viewer window is now remembered even after doQuments is closed and started again Pan window state remembered The Pan Window state show hide is now remembered for the main window and the Image Viewer window even after doQuments is closed and started again Drag amp drop e mail attachments to add to doQuments You can now drag amp drop e mail attachments from applications like Microsoft Outlook Express Microsoft Outlook and Lotus Notes to add them to doQuments Version 2 0 152 October 23 2003 None Version 2 0 151 September 01 2003 None Version 2 0 150 August 28 2003 Export to doQuments DB Delete exported records option added You can now choose to delete the exported records and documents from the source doQuments DB Find and Add Files The files added to the doQuments DB are removed from the search results Temp Folder Manager The files added to the doQuments DB are deleted from the temp folder Parameterized Queries Parameterized queries are now denoted in the menu by an ellipsis at the end of the query name Sample doQuments DBs The doQuments setup now includes sample doQuments DBs to give you a better idea about using doQuments to manage your documents Vers
197. eld List pane and select the Add field option A field will now be created 6 Select the Field Name cell to enter a name for the field The field name cannot be more than 25 characters long You can use any combination of alphabets and numbers for the field name Field names can also contain spaces though a field name cannot begin or end with a space The following characters are not allowed in a field name Accent Grave Exclamation Mark Open Box Bracket Close Box Bracket Pipe Hash 7 Select a Data Type for the data field from the Field Type drop down By default Text data type is selected The data field can be of the following types 8 Depending on the Data Type you have selected its field properties will be displayed in the Field Properties pane Enter the field properties as per your requirements 9 Enter shot description about the data field in the Description cell Copyright Sohodox 2000 2012 163 Sohodox Help 8 3 1 10 Click the Save button to save the changes and create the Data Field Also see Example You can create as many Document Type you want Each Document Type can have upto 200 data fields Please note that you cannot create data fields with the following names ID File Icon Document Title File Name Type Version Version Comment Status Position Owner Added On Created By Last Modified On Last Modified by Checked out by Checked Out Date
198. elds for a Document Type 1 In Sohodox select Settings gt DB Settings gt Document Types in the Navigation pane The already existing Document types will now be displayed in the right pane 2 Click the New button of the Home tab The Data Field Manager will now be launched 3 By default the Information panel of the Data Field Manager will be displayed You can enter information like the Document Type name in this panel You can also modify information of an existing Document Type from this panel v The Information panel contains the following options Name Enter or modify the name of the Document type in this box Plural Name Enter or modify the plural name of the Document type in this box For e g If the name of the Document Type is nvoice its Plural name will be Invoices Enter a alias name for the Document type in this box By default the system creates a alias name You can change the default alias name with the name of your choice For e g if your Document Type is named Invoice its Alias could be Inv Description Enter a short description about this Document type in this box 4 Click the Fields tab to add data fields for the Document type The Fields panel will now be displayed 5 Click the Click here to add a new field in the Field List pane to add a new field or right click in the Field List pane and select the Add field option A field will now be created 6 Select the Field Name cell to ente
199. elete button SI Related Topics Scan and add single document Scan multiple single paged document 5 10 Save the frequently used Scan Settings as a Scan Profile Sohodox uses Scan Profile to simplify the process of scanning documents Scan Profile is a collections of frequently used settings which can be saved and reused to scan a document Instead of specifying these settings every time you scan and save a document you can specify these settings once and save them as a Scan Profile Documents can be of several types for e g Color photographs Black amp White text etc The settings required to scan and save a black amp white text document are very different from the settings required to scan and save a color photograph Therefore different Scan Profiles are required to correctly scan and save different types of documents For e g Lets say on a daily basis you scan all the Invoices you receive as Black amp White PDF and all the Agreements as Color Tiff You can create two Scan Profiles one for scanning your Invoices and other for scanning the Agreements Now all you need to do is select the appropriate Scan Profile and click the Start Scan button to begin the scan process You can create as many Scan Profiles as you want To Save the Frequently used Scan Settings as Scan Profile E In Sohodox select the Home tab and click the Scan button ba J This will bring up the Scan Window Click the Settings tab to create a Scan Profil
200. en select the Print All Pages option c If you want to print only the selected data then select the Print Selected option Click the Next button to go to the next page Select the printer from the Printers drop down to print the data Click the Settings button to select the printer s settings You can click the Print Preview button to view the data that is going to be printed Select the line spacing for the data that is going to be printed from the Line Spacing drop down 10 Click the Custom Header button to modify the header of the document v This will bring up the Header dialog This dialog will allow you to insert additional information in the header The Header is split into three sections Left Center and Right You can enter text page number system date or time in any of these sections which will be printed on the left center or right side of the document e To format the entered text click the Font button e To insert the page number click the Page number button e To insert the date click the Date button e To insert the time click the Time button 11 Click the Custom Footer button to enter information in the header of the document v This will bring up the Footer dialog This dialog will allow you to insert additional information in the footer The Footer is split into three sections Left Center and Right You can put in text page number system date or time in any of these sections which will be printed on
201. ent Imaging installed on the machine For file types such as Doc XLS TXT HIM Sohodox uses IFilters installed on your machine to extract text PDF files are handled a little differently PDF files created by Sohodox contain scanned images So Sohodox extracts text from them using OCR For all other PDF files Sohodox first uses its built in text extractor and if that does not return any text Sohodox tries OCR to extract text from the PDF file v When I search for some text documents which am sure contain that text are not listed in the search results For the Full text feature to work the text from the document should be extracted Depending on the file type i e file format text extraction from documents is done using OCR and Filters installed on the user s machine The reason for this could be that the IFilter for that particular file format is not installed on the machine For Sohodox to be able to extract text from a file of a particular format the Filter for that file format must be installed on the machine It could also be that the file for which text extraction is failing is password protected Another reason could be that the size of the document may be larger than the size specified in the Maximum size of documents to extract text from option v Will Sohodox complain if it cannot extract text from a particular document No Sohodox attempts to find the ifilter for a document and proceeds without complaining a
202. ent to the Sohodox DB and Set its Document Type You can create as many Document Type you want Each Document Type can have upto 200 data fields Please note that you cannot create data fields with the following names ID File Icon Document Title File Name Type Version Version Comment Status Position Owner Added On Created By Last Modified On Last Modified by Checked out by Checked Out Date In Workflow Document Text Tags The recommended data field will be displayed in blue colored text and the required data field will be displayed in red colored text To delete a data field right click that data filed in the Field List pane and select the Delete option You can change the order of data fields by using the navigation options available on the right click menu To move a data field one position upwards in the list right click it and select the Move Up option To move a data field one position down in the list right click it and select the Move Down option Related Topics Create a Document Type Delete Fields Copyright Sohodox 2000 2012 Document Types 166 8 4 Modify a Document Type You can modify an existing Document Type from the Settings pane To Modify a Document Type 1 In Sohodox select Settings gt DB Settings gt Document Types in the Navigation pane The existing document types will now be displayed in the right pane i e the Document Type list 2 Dou
203. ent you want to move 2 From the List pane select the document that you do not want other users to view 3 Open Private Folders then the Private Folder to which you want to move the document Copyright Sohodox 2000 2012 Folders 178 4 Now drag and drop the document you have selected to this folder You can also create a folder in the private folder 5 This documents under the private folder will now not be available to other Sohodox users e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document e Folders and documents added to the Private folder can only be viewed and modified by their owners Usually the user who has added the documents or created the folder is the owner of the same unless another user has assigned the folder or document to him her Each user can have their set of private folders e You can drag and drop your entire folder structure from the disk that you use to organize your documents to the Private Folder Related Topics Drag and Drop a Folder Drag and Drop Documents to a Folder 9 11 Add documents to a Folder You can add documents to a Sohodox Folder by dragging and dropping them To Add Documents to a Folder 1 In Sohodox select the appropriate folder from Public Folders or Private Folders in the Navigation pane to add t
204. ents from Paperport to Sohodox Related Topics Edit a document Find and Add a document Drag and Drop a Folder Copyright Sohodox 2000 2012 73 Sohodox Help 4 4 Find and Add documents You can search for documents on your disk and add them to Sohodox by using the Find and Add option To Find Documents and Add them to Sohodox 1 In Sohodox click the Add from disk drop down and select the Find and Add option on the Ribbon bar The Find and Add Files window will be launched Io Sen Open Delete li P Add Folders from Disk 2 Click this button besides the Look in box of the Find and Add Files window to select the folder in which you want to search the documents This will bring up the Browse for folder window You can also type in the location of the folder in the Look in box 3 Select the folder and click OK The folders location will be displayed in the Look in box 4 Type all or part of the file name in the Search for box to search that file in the selected folder The name can contain wildcard characters and v Click here to know more about using wildcard characters A wildcard character is a keyboard character such as an asterisk or a question mark that you can use to represent one or more real characters when you are searching for files or folders Wildcard characters are often used in place of one or more characters when you don t know what the real character is or you don t wan
205. er interface before scanning Start Scan Settings tab displayed in this box To change the selected scanner click the drop down to select the scanner TWAIN compatible you would like to use for scanning Check this option if you want the user interface of your scanner driver to be displayed while scanning Click this button to scan your document Once the scanning is completed successfully the document image will be displayed Use the settings tab to set the scan settings The Settings tab contains the following options Select a Scan Profile Select a Scanner Select Scan Area Use Document Feeder Scan Both sides Automatically deskew scanned Sohodox uses Scan Profile to simplify the process of scanning and saving paper documents Scan Profile is a collections of frequently used settings which can be saved and reused to scan a document Instead of specifying these settings every time you scan and save a document you can specify these settings once and save them as a Scan Profile e Click the drop down to select an existing Scan Profile e To save the frequently used scan settings click the Save button e Click the Delete button to delete a Scan Profile The name of the currently selected scanner or other imaging device is displayed in this box To change the selected scanner click the drop down to select the scanner TWAIN compatible you would like to use for scanning From the drop down list
206. er 132 Custom Header 132 Customization 67 Customize 301 Customize List View Pane Customize Sohodox 296 D Data Field Manger 301 141 151 Data Fields 138 139 141 151 158 Data Fields FAQ 139 Data Type 138 141 151 Database 253 Date Data Type 138 141 151 DateTime Data Type 138 141 151 DB List 253 Deactivate User 265 Decimal Data Type 138 141 151 Decimal Places 141 151 Copyright Sohodox 2000 2012 317 Sohodox Help Default File Store 253 Default scan device 297 Default Value 141 151 Delete adocument 124 Delete a Document Type 169 Delete a Folder 183 DeleteaTag 195 Delete Annotation 230 Delete Document Template 240 Delete Fields 158 Delete files from the monitored folder 287 delete pages 86 Delete Scan Profile Delete Stamp 241 Delete User 265 Deskew 86 Despeckle 86 Destination 90 91 97 99 Destination Profile 245 247 Destination Profile Manager 247 Destination Profiles 107 Destination Profiles Manager 247 Destination tab 80 Details pane 104 Disable a User Account 265 Disable drag and drop of documents to Windows Explorer 297 Disconnect 266 Disconnect Active User 266 Display Pane 112 Document Actions group 66 Document Details Window 59 112 Document Feeder 80 Document Full text search 208 215 Document Full Text Search FAQ 209 Document Separator 80 99 Document Template 240 Document Text 215 Document Type 155 168 169 Document Types
207. ers structure on your local machine that you use to organize your documents to the Sohodox DB To Add existing Folder Structure to the Sohodox DB 1 In Sohodox click the Add from disk drop down and select the Add Folders from disk option on the Ribbon bar The Add Folders from disk window will be launched 2 Check the folder or folder structure that you want to import to Sohodox from the Choose folders from disk pane 3 Select Import only folder structure option to import only the folder structure and not the files 4 Select an existing Sohodox folder to add the selected folders from the Destination tab v Follow these steps to specify the Destination of the selected folder a Click this Z button besides the Choose a Folder box to select a folder to add the files The Folder Selection window will be launched b Now select a folder from the list You can also use the Search box to quickly locate the folder you are looking for c Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box 5 Click the Preview button to view the folder structure that will be imported to the Sohodox DB Now click the Add button to add the folder structure to the Sohodox DB N O Now click the Close button to close the Add Folders from disk window e f you only want to import the files and not the folder then select the Import only files option Related Topics Add docume
208. esNo Data Type Use the YesNo data type to enter Boolean values Yes or No You can use the Yes No data type to enter values such as Invoice Paid Yes Loan Approved No etc The YesNo data type has the following field properties Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required PickListSingle Data Type Use the PickListSingle data type to create a field to list a fixed set of values You will be Copyright Sohodox 2000 2012 149 Sohodox Help able to select only one item from the list of this data field For a example you can use this to create a data field to store the names of all your customers as list This data field will have a drop down with the list of all your customers name You can select your customers name from the list instead of typing it A PickListSingle data type can thus help in faster data entry and also avoid errors while entering data The PickListSingle data type has the following field properties List SourceSpecify the list of items for this field Click this button to add values for this fields The List Source window will be launched The List Source Window has the following buttons Aad Enter a value in the text box and click the Add button on this window to enter values for this field Paste Copy list values from Excel from a column or other spread sheet progra
209. eseeeeeeseeseeeeeeeesseeeeeesenaesenseeeseeseeneess 224 Part XIII Annotation 229 1 What is Annotation seess 230 2 Underline Words or Sentences on a document ssssssssnssssennrenunnnnnnennnnnnnnunnnnnnnn ennnen 232 3 Highlight Words on a document ssssssssunnennnnnnennnnnunnnnunnnnnunnnnnunnunnnnnnnnnnnnnnnnnnnn nnmnnn 232 Copyright Sohodox 2000 2012 V Sohodox Help 4 Mark Area using Rectangles and Circles cccsececssseeceeseeeeeeeeeeessneeeesesesenseeeseaseeneess 233 5 Add Sticky Notes on a documents 2 sccceceeteeeeeeeeeeeneeeeeeeeeeeeseeeeesseaeeeesecaesenseeeseeneenenss 234 6 Place a Bookmark on a document 0 cc ceccceeeeeeeeseeeeeeeeneeneeeeeeeneneaeeseeeeeeeeneaeeeeeeeeenees 234 7 Place a Stamp on a document 2 seccceseeceeeee eee eneeeeeeenaeeeeeeaesseseeeeesneeeeeeseeaesenseeeseaeennenas 235 8 Place a Signature ON a document ececceeeeeeeeeeeeeeesneeeeeeeeeeeeseeeeesseaeeeesecaeseneeeeseeneenenss 236 9 Annotate the Document permanently c ccccseeeeesesteeeeeeneeeeseeeeeeseeeeeeeeeaesenseeeeeaneeneess 236 10 Print Document along with the Annotations cceeeccssteeeeeseeeeeeeeeeeesneeeeenseeeeeneeees 237 Part XIV Templates Themes Profiles 239 T el 240 Create a Document Template cscsccecessssssssnessesseesseeseeseeseeesnessesenennessesseeseeseassaeseessaesaesanenaeseeesnesessnenesensoaese 240 Create a Stamp UE 241 Create a Signature
210. esides the Select a scan profile box Related Topics Scan multiple single paged document Separate various documents while scanning Copyright Sohodox 2000 2012 109 Sohodox Help 5 13 Enhance Scanned Documents v When I scan my documents they come appear to be very light Is there a way to make the document darker You can try the following to make the text appear darker 1 In Sohodox double click the scanned document to open it in the Image Viewer Or click the Edit button S Son on the Image toolbar The scanned document will now open in the Image editor window 2 Click Adjustments drop down a Adjustments 7 and select the Brightness option Decrease the brightness percentage to 10 3 Click Ok to apply the settings The image will appear dark 4 Now again click the Adjustments drop down a Adjustments 7 and select the Contrast option Increase the contrast percentage till it appears bright 5 Click Ok to apply the settings The image content should now appear darker How to auto straighten scanned documents You can auto straighten documents that were tilted during scanning process To do this follow the steps below In the Scan window click the Settings tab The Settings pane will now be displayed Check the Automatically deskew scanned image option to auto straighten the scanned image Now whenever a document is scanned each and every page of that document will be checked if th
211. etain a copy of the older version and add the new modified document as a new version You can have an unlimited number of versions for each document or set an upper limit for the number of versions You can also set a different upper limit for each document This feature can be separately enabled disabled for each database This feature is only available in the Enterprise Edition of doQuments 3 0 and higher Document Encryption This feature allows you to store documents in an encrypted form This eliminates the possibility of someone accessing the documents directly using Windows Explorer bypassing doQumenis Encrypted documents can only be accessed using doQuments Various popular and powerful encryption methods such as AES TripleDES and Blowfish are supported with key lengths ranging from 128 bits to 256 bits This feature can be separately enabled disabled for each database This feature is only available in the Enterprise Edition of doOQuments 3 0 and higher Event Logging Auditing This feature allows you to log details about user actions For example you can configure this feature so that whenever a document is deleted details about the action are logged Details logged include the name of the user performing the action along with the date and time of the action Almost any action a user can perform in doQuments can be logged You can choose the actions you wish to log This feature can be separately enabled disabled for each database
212. ete button SI besides the Saved Profile box e You can use the Export Profile to export data for more info see Use a Export Profile to Export Data Related Topics Export data to a CSV file Export data to a HTML file Export data to a Excel file Export data to a XML file 17 1 6 Use a Export Profile to Export Data Sohodox uses Export Profile to simplify the process of exporting documents Export Profile is a collections of frequently used settings which can be saved and reused to export documents Instead of specifying these settings every time you export documents you can specify these settings once and save them as a Export Profile You can create as many Export Profiles as you want To use a Export Profile to Export Data 1 In Sohodox open the DB whose data you want to export Copyright Sohodox 2000 2012 279 Sohodox Help 2 Once the DB is opened select Workspace gt All Documents in the Navigation pane Export 3 Select the Home tab and click the Export button Data Export window will now be launched in the Collaborate group The 4 Select the export profile from the Saved Profile drop down 5 Click the Export Saved Profile button to begin exporting 6 Click the Close button to close the wizard e To delete a Export Profile click the Delete button Si besides the Saved Profile box Related Topics Save the frequently used Export settings Copyright Sohodox 2000
213. ew pane You will be the Owner of the documents that you have added By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document You can click the Edit button d Son to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document Dragging amp dropping email messages as well as email attachments from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Sohodox also supports preview of msg files imported from MS Outlook Related Topics Drag and drop text from a document Find and Add a document Scan multiple single paged document Share documents Copyright Sohodox 2000 2012 Add a document 70 4 2 Add documents from disk You can add documents to a Sohodox DB by clicking the Add from Disk button of the Home tab To Add Documents from Disk 1 In Sohodox select the A Documents node to add the documents 2 Click the Add from disk button of the Home tab The Add Files window will now be launched Select one or more files that you want to add and click the Open button on the Add Files window The documents will now be added to Sohodox Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the origi
214. ew record 47 FieldSize 141 151 how to configure the built in document viewer 135 Field Templates 141 151 HTML file 272 Field Type 141 151 Hue 86 Fields 141 151 158 l S File type view 135 File Store 65 253 255 256 257 File type 80 91 can t find the Advanced Query 47 File Type Viewer Options 136 can t find the File menu 47 File types supported by Document Full Text Search Can t find the Backup and Restore tool 47 209 ifilter 209 Finda Folder 176 Image Editor 86 120 Copyright Sohodox 2000 2012 319 Sohodox Help Image Editor window Image toolbar 112 Import 67 269 280 Import data 224 280 Import data from a CSV file 224 280 Import data from Paperport 285 Import Emails to Sohodox 305 Import File contains columns with the following information 224 280 Import files and folder tree Import only files 180 Import only files from the selected folders Import only folder structure 180 Import Package 67 Inactivity Timeout 57 Include Sub Folders 73 Index documents 137 155 Indexing fields 139 141 151 Information 112 141 151 Information Panel 112 Inserta Page 104 Insert a page to a multi paged document 104 Insert Bookmark 234 Insert Page 86 104 Insert pages from disk 104 Insert Signature on a Document 236 Insert Stamp 235 Integer Data Type Items per page 112 120 71 180 138 141 151 297 301 Jump to 176 Layout 300 Limit the size of documents to extra
215. f Birth Payment Date Order Date Shipment Date etc You can use the Time data type to enter values such as Shipment Time Arrival and Departure time etc You can use the DateTime data type to enter values such as Shipment date and time Arrival date and time Departure date and time etc You can use the Yes No data type to enter Boolean values such as Invoice Paid Yes Loan Approved No You can select only one item from this data field You can use the PickListSingle data type to enter values such as Gender Male Female Country India USA UK Brazil China Canada You can select only multiple item from this data field You can use the PickListMultiple data type to enter values such as Items Purchased Monitor Mouse Keyboard wireless Keyboard Items Owned House Car Telephone Credit Card etc You can use the LookUp data type to look for values from a Document Type LookUp data type is somewhat similar to PickList data type The only difference is the values of a LookUp data type are Dynamic and the values of a PickList data type are Static Related Topics Create Data Fields for Document Types Copyright Sohodox 2000 2012 141 Sohodox Help 7 3 Fields tab Fields Tab All the data fields of the Document Type are displayed in the Fields pane You can also add new data fields to the Document Type from this panel You can also modify or delete existing data f
216. field By default Sohodox will import empty or invalid values as empty values wherever possible if the Sohodox DB field cannot accept empty values then by default Sohodox will not import the row containing that value 17 Select the action Sohodox should take if it encounters a row in which the value for the selected field is empty or invalid You can select different action for each field Import as empty value If this option is selected the value will be imported as an empty value This option is not available if the Sohodox DB field does not support storing of empty values Use default value If this option is selected the specified default value will be used instead of the empty value while importing Enter a default value in the Enter Default Value box This value will be used for the import if an empty value is encountered for the selected field If a default value is available for Sohodox DB field in the Sohodox DB then that value will be displayed in this box Do not import If this option is selected then the row containing an empty value for this field will not be imported i e it will be skipped 18 Click the Next button to go to the next page Use this page to start and view the progress of the data import process 19 You can save the import setting that was used to import the file for later re use by clicking this Save button ial besides the Save import Profile box 20 Click the Start Import button to begin exporting the data T
217. file Previous Click this button to navigate to the previous page of a multi page image file Page Drop down Choose a page number from the drop down to jump to that page of the multi page image file Next Click this button to navigate to the next page of a multi page image file Last Click this button to navigate to the last page of a multi page image file J Edit Click the Edit button to edit the document in the Image Editor Using the Image Editor window you can resize crop and rotate a document You can save the modifications made to a document from the Image Editor Related Topics Create a New Document Set a Document Type of a Document Link one document with another Document Copyright Sohodox 2000 2012 Documents 118 6 2 Create a New Document You can create a new document by clicking the New button of the Home tab To Create a New Document In Sohodox select Workspace gt All Documents in the Navigation pane To Create a New Document by Dragging and Dropping Text 1 2 3 Note By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document Click the New button of the Home tab to add a document The New Document window Click the Scan button to scan and add a document or click the Add a File button to add document from disk Click the
218. for this field We will enter ABC corp XYZ inc MNO Itd Once you have entered the value click the Close button to close the window 13 Specify a default value for this field in the Default Value box 14 Specify whether the field is required recommended or can be left blank in the Input Value drop down 15 Click the Click here to add a new field bar in the Field List pane to add a new field Select the Field Name cell and enter Invoice Number a name for the field 16 Select the Text Data Type for this field from the Field Type drop down The properties of Text data type will now be displayed in the Field Properties section 17 In the Maximum Length and Minimum Length box specify the maximum and minimum number of characters that can be entered in this field 18 Specify whether the field is required recommended or can be left blank in the Input Value drop down Copyright Sohodox 2000 2012 Index Documents 154 19 Specify that Invoice Number should not have any duplicate values in the Allow Duplicates option 20 We will now create the fields for Invoice Amount Invoice Paid and Invoice Date 21 Once you have created all the fields click the Save button to save the changes and create the Data Field Now that you have created a Document Type you can add a document to the Sohodox DB and Set its Document Type You can create as many Document Type you want Each Document Type can have upto 200 data fie
219. from the document to its folder in just one click thereby saving your time Replace Document by Scanning Now you can replace an existing document in Sohodox with a document you are about to scan All you need to do is right click the document and select Replace by Scanning from the menu This will bring up the scan window Scan the appropriate document just as you normally would The scanned document will automatically replace the existing document The file name will change to the new document s file name but the document title will remain unchanged The older document the document being replaced will be removed For steps see Replace Document by Scanning Indexing field setting remembered The Information tab in the Preview pane displays the indexing information of the document You can choose to view the indexing fields in a single column or double column view In previous versions if you switched to a different view and then previewed another document Sohodox would revert to the original column setting But now Sohodox retains the setting until you change the setting again Zoom level of documents remembered In previous versions if you changed the zoom level of a document in the Preview pane Sohodox would return to the default level when you switched to another document But from this version Sohodox remembers the zoom level you last selected and retains it across all documents until you change it In fact it remembers the same z
220. g for Use this operator to find values that are less than and equal to the value you are looking for Use this operator to find values that are greater than and equal to the value you are looking for Use this operator to find values that begins with the text that you are looking for Use this operator to find Example Document Name equal to Acmelnvoice Document Name not equal to Acmelnvoice Invoice Amount less than 1000 Invoice Amount greater than 1000 Invoice Amount less than equal to 1000 Invoice Amount greater than equal to 1000 Document Name begins with Acme Document Copyright Sohodox 2000 2012 Search for a document Contains Does Not Begin With Does Not End With Does Not Contain Is Empty Is Not Empty 5 Enter the value which will be used for the comparison in the Compare To box values that ends with the text that you are looking for Use this operator to find values that contains the text that you are looking for Use this operator to find values that does not begin with the text that you are looking for Use this operator to find values that does not end with the text that you are looking for Use this operator to find values that does not contain the text that you are looking for Use this operator to match empty values Use this operator to match non empty values Name ends with Invoice Document Na
221. gation Bar option to insert a navigation bar in the HTML file e Check Use Custom CSS option to enter your own code f Click the Data Page Options tab to modify the header and footer of the Data Page by entering our own code g Click the Index Page Options tab to modify the header and footer of the Index Page by entering our own code This tab will only be available if Generate Index Page option is checked on the HTML Options tab h Click the OK button to save the settings and close the HTML Options window 16 Click the Browse button besides the Destination box to select the destination to save the exported file Or type the location to save the file in the Destination box 17 Click the Export button to begin exporting the data If you want to view the exported HTML file then click the Open folder button 18 Once the data is exported click the Close button to close the wizard e To start a new export click the Export More button e Go to the previous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a CSV file Export data to a Excel file Export data to a XML file Copyright Sohodox 2000 2012 Export and Import data 274 17 1 3 Export data to a Excel file Sohodox Export can be used to export the documents along with its indexed information from the Sohodox DB to a Excel file This export file can be used as a backup or can be used to import
222. ges If your doQuments DB contains a large number of fields it can be cumbersome to scroll the data panel to view edit all your data Pages help you solve this problem by letting you create multiple pages and assigning groups of fields to each page To view a particular set of fields you simply choose a page from the new Active Page drop down list Moreover a field can be assigned to more than one page Export doQuments DB Data can now be exported from one doQuments DB to another similarly structured doQuments DB Parameterized Queries Queries can now request values for their conditions when you execute them For example instead of creating a query like Name John you can now create a query which will prompt you for the Name whenever you execute it Create multi page TIFF files doQuments now allows creation of multi page TIFF files Multi page TIFF files can be created during scanning or even at later time The new TIFF File Editorallows you combine images file of any supported formats into a single multi page TIFF file Copyright Sohodox 2000 2012 29 Sohodox Help Imaging Enhancements A whole new set of tools for image manipulation have been added You can now also open an existing image modify it and then save it back to the record Find and Add Documents Batch addition of documents You can now search for and add multiple documents to the doQuments DB in a single step Options are available to add all
223. ght Sohodox 2000 2012 57 Sohodox Help configure Sohodox to automatically sync all documents that have been assigned this tag with the Dropbox folder on your machine Once synced Dropbox on your machine will automatically sync those documents to your Dropbox account online as soon as the machine connects to the Internet In a lot of situations you will find just using the combination of Folders and Tags to be a very powerful way to manage your documents Document Types Document Types allows you to use a more structured approach to manage your documents Using Document Types you can store specific indexing information with each document for e g store Invoice Number Invoice Date Invoice Amount with each stored Invoice and store Sender Name Date with each stored Letter The main advantage of this approach is that detailed information about each type of added document can be captured by creating very specific data fields Doing this also increases the number of ways you can look for documents Sohodox ships with a few Document Types built in such as Invoices Checks etc ready for your use If required you can easily modify these Documents Types by adding additional indexing fields or removing any existing indexing field You can also delete any of these Document Types if you do not intend to use them You can also create entirely new set of Document Types more suited to the type of documents you wish to manage Lin
224. gle Color option from the Data Row Color Style drop down if you want to use the same color for the rows If you want to differentiate two rows by using two different colors then select the Alternate Color option from the Data Row Color Style drop down Select the color of the first row from the from the Data Row Color drop down Select the color of the second row from the from the Data Row Color Alternate drop down This option is only available if the Alternate Color option in the Data Row Color Style drop down Select the color of the data in the row from the Data Row Font Color drop down 10 Select the font of the data in the row from the Data Row Font drop down 11 Check Show Column lines option if you want to differentiate two columns by separating them by a line 12 Check Show Row Lines option if you want to differentiate two rows by separating them by a line 13 Select the color for the lines separating the rows and columns from the Line Color drop down 14 Click the Save button to save the theme 15 Click the Close button to close the Themes Editorwindow e To delete a theme click the Delete button Related Topics Export Data Copyright Sohodox 2000 2012 251 Sohodox Help Print the indexed information of a document Copyright Sohodox 2000 2012 Templates Themes Profiles 15 Sohodox DB Topics Covered 1 What is Sohodox DB 2 Sohodox Multi User Config
225. gust 30 2006 Minor bug fixes Version 4 2 4 July 27 2006 Copyright Sohodox 2000 2012 Introduction 20 Record Templates With the new record templates feature when creating a new record doQuments will automatically fill up the data fields that were specified in the record template This feature benefits users who have same indexing information repeating on many records It saves on time and data entry costs For example If you have 40 invoices from the same company and you have a data field for Company Name you will not need to enter the name of the company 40 times You just have to create a record template with this information Now every time you create a new record using this record template the company name information will already be filled up This feature is only available in the Enterprise Edition of doQuments 4 2 and higher Enhanced Backup and Restore New improved Backup makes it easy to span your large database backup across multiple storage media You can now split your doQuments Archive file DQA into fixed sized chunks to fit on the required medium e g CD DVD USB Drives etc It creates a series of folders with the specified sized files on your hard drive which can be burned onto CDs or DVDs Template Manager You can use Template Manager under the File menu to manage record templates as well as document templates Reorder saved queries You can use the Reorder saved queries fea
226. hat can be simultaneously logged in at any given time is based on the number of licenses purchased by the user Copyright Sohodox 2000 2012 Getting Started 58 Owner A user becomes the owner of an item for e g Document or Folder when the user creates adds that item The user also becomes the owner of an item when that item is assigned to the user by another user Private and Public Folders In Sohodox you can have two types of folders Private folders and Public folders Private Folders Any folders and sub folders a user creates under the Private Folders node are termed as that user s private folders Each user has her own set of Private Folders which are not visible to any other user except the superadmin Any documents you add to a private folder are considered private documents Private documents are not visible to other users except the superadmin Also you are set as the owner of any documents you add An owner of a document can modify or delete that document You can change ownership of a document by assigning the document to another user In this case the document becomes the other user s private document and is no more visible to you Public Folders You can make a document public by moving it from your private folder to a public folder Any folders and sub folders a user creates under the Public Folders node are termed public folders Public folders are visible to all users Any documents you add
227. have purchased more than 12 months ago will be able to upgrade to doQuments Professional Edition for a small upgrade fee doQuments Clipboard Use the new doQuments clipboard to copy documents or indexing data from one record and paste them into another record This can speed up data entry in cases where multiple documents have identical indexing values You can also move documents by cutting them from one record and pasting them into another record All clipboard options are available from the new Edit menu Support for MS SQL Server 2005 doQuments now also supports MS SQL Server 2005 based doQuments DBs This feature is only available in the Enterprise Edition of doQuments 4 0 and higher The Spiral binder image is gone The spiral binder image has been removed from the main window freeing up valuable space doQuments DB Description You can now store a small 255 characters along with each doQuments DB This descriptions is displayed in the doQuments DB List as well as on the DB selection page of doQumenis Web Edition doQuments DB List Security The doQuments DB list now displays only those doQuments DB for which the currently logged in user has the required permissions It also displays a small description for each DB This feature is only available in the Enterprise Edition of doQuments 4 0 and higher Password protect MS Access based doQumenis DBs You can now secure your MS Access based doQuments DBs by setting a password for th
228. he Document Details pane 2 Click the Signature button Ei on the Annotation toolbar 3 Drag the pointer on the document to insert the signature You can resize the size of the signature by dragging it e Auser can be assigned only one Signature e You can make a signature permanent by burning it on the documents To do this click the Burn button on the Mini toolbar Please note if you burn a colored annotated object on a Black amp White document the annotated object will be burnt in black color e Please note that signatures are not permanently imprinted on the document it can be deleted or moved To delete a signature select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar Related Topics Enter Comments for a Document Add Sticky Notes on a documents Insert a Bookmark on a document 13 9 Annotate the Document permanently The annotation that are made on a document are not permanent they can be moved around or deleted However if you want to permanently etch the annotation on the document you will need to to burn it on the document Once the annotation is burned on the document it will not be possible to undo the change You can burn a annotation on a document by clicking the Burn button on the Mini toolbar To Burn Annotation on a Document Copyright Sohodox 2000 2012 237 Sohodox Help 1 Click the Edit button S on on the Image Toolbar The
229. he Inactivity timeout limit Fixed Occasional error when previewing certain Office 2011 Word and Excel files OO P h Version 7 2 0 10 July 14 2011 1 Fixed Error when extracting text from certain Word Excel documents 2 Fixed Error when displaying certain Word Excel documents 3 Fixed Minor Bug fixes Copyright Sohodox 2000 2012 Introduction 32 Version 7 1 1 5 April 29 2011 Fixed Annotations not being printed while faxing documents Fixed Error when viewing large PDF files Fixed Scan profile not being saved when creating a new scan profile Fixed OCR not being performed on PDF documents scanned in Sohodox Fixed Occasional error when dragging and dropping files from Outlook Fixed Occasional error when extracting text from a tiff file using JPEG compression Fixed Print selected option not working correctly in the Print List dialog Fixed Incorrect date format displayed when viewing MS Excel files using the in built viewer Fixed OCR not being performed on PDF files that contain large images Jm bh Co Version 7 0 0 9 March 04 2011 1 Fixed Error when saving a document Type for a document and then reverting the changes in the Information tab 2 Fixed Error when executing a parameterized query in the Saved searches node Version 7 0 0 8 February 28 2011 Fixed Sohodox becomes unresponsive when adding a large file Fixed Sohodox does not detect a bl
230. he Lookup dialog 12 Fixed Cannot save a profile in the Export Wizard 13 Fixed Cannot use a saved profile in the Import Wizard 14 Fixed Cannot move to another document until the current document having a large number of pages is completely displayed 15 Fixed Other minor bugs Version 7 6 0 7 February 06 2012 1 Fixed Folder search not working for Private folders 2 Fixed Occasional error when adding multiple bookmarks on a document 3 Fixed Error when opening an existing Document Type from the Settings tab 4 Fixed Other minor bug fixes Version 7 6 0 0 January 13 2012 Fixed Print all pages option not working Fixed Occasional error when modifying a document using the Image Editor Fixed Export all pages option not working Fixed Error when adding annotations on a language version of Windows Fixed Error when viewing document in the Tags node Fixed Occasional error when viewing Word documents Fixed Occasional error when editing a scanned document Fixed Other minor bug fixes o AO ob oh A Version 7 3 1 7 September 22 2011 Fixed Error when exporting a document which has or in the Document Title Fixed Occasional error when viewing a Word Excel document using the inbuilt viewer Fixed Size of scanned documents has now been reduced to the earlier small size Fixed Bug when using an Auto generate field Fixed Sohodox showing a crash error message when it reaches t
231. he Scan button a The Scan Window will now be launched Place a stack of documents in the ADF of the scanner You can select a Scan Profile E g Grayscale document Single Sided rom the Select a scan profile drop down Select a scanner from the Select a Scanner drop down Click the Start Scan button to scan the document The scanned documents will now be displayed in the Preview pane of the Scan window Click on the Add and Close button The multi page document will be displayed in the All Documents node in Sohodox Copyright Sohodox 2000 2012 Scanning Documents 90 5 6 Scanning Detailed Step by Step Instructions 5 6 1 Scan and add a single document You can use steps below to scan edit and index single page documents To Scan Edit and Index single page Document E 1 In Sohodox select the Home tab and click the Scan button Ka The Scan Window will now be launched 2 You can select a Scan Profile from the Select a scan profile drop down 3 Select a scanner from the Select a Scanner drop down 4 Click the Start Scan button to scan the document The scanned document will now be displayed in the Preview pane of the Scan window DI 5 You can click the Edit button I to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document 6 You can specify the location to add the scanned document in the Destination
232. he Status bar will show the status of the import process 21 Click the Show skipped records button to view any rows that were skipped during the import process Once the data is imported click the Close button to close the wizard e Go to the previous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a CSV file Export data to a HTML file Export data to a Excel file Export data to a XML file Copyright Sohodox 2000 2012 285 Sohodox Help 17 2 2 Import data from Paperport You can import data to Sohodox from other programs that uses folders to store your documents This example shows how to import data from Paperport To Import Data from Paperport 1 In Sohodox click the Add from disk drop down and select the Add Folders from disk option on the Ribbon bar The Add Folders from disk window will be launched 2 Check the folder structure in which your Paperport documents are stored This usually the My Documents gt My Paperport Documents folder that you want to import to Sohodox from the Choose folders from disk pane 3 Select the Import files and folder tree option to import both the files and the folder structure to Sohodox If you only want to import the files from the selected folders then Select the Import only files from the selected folders option 4 Check the Use exceptions option to use exceptions optional You can use Exceptions to exc
233. he displayed image by moving the mouse pointer to that area and pressing the left mouse button The area remains magnified only till the left mouse button is pressed You can move the mouse while the left mouse button is pressed to magnify other parts of the displayed image Using the magnify mode is very similar to using a magnifying glass to read a paper document Click the Zoom In button to enlarge the displayed image Click the Zoom Out button to shrink the displayed image Select the Zoom from this drop down Click the Actual Size button to reset the image to its original size Click The Fit Width button to resize the width of the image to fit the width of the Display pane Click Fit to Window button to resize the image to fit entirely in the Display area Copyright Sohodox 2000 2012 117 Sohodox Help Click Rotate Clockwise button to rotate the selected scanned document clockwise Click Rotate Anticlockwise button to rotate the selected scanned document anti clockwise Click the Flip Vertical button to flip the selected document vertically Click the Flip Horizontal button to flip the selected document horizontally Click the Copy button to copy the selected area on the document Click the Print button to print the selected document Use these buttons to navigate between the pages of the selected document First Click this button to navigate to the first page of a multi page image
234. he documeni s 2 Click the Add From Disk button of the Home tab The Add Files window will now be launched 3 Select one or more files that you want to add and click the Open button The selected files will now be added to the Folder Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No e Once you have added the documents to a folder you can then set the Document Type of these documents To set a Document Type see Set a Document Type of a Document e A document can at any time be part of only one folder e You can also drag amp drop documents from your disk to the Sohodox Folder Dragging amp dropping email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Drag amp drop of attachments in email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is also supported Sohodox also supports preview of msg files imported from MS Outlook Copyright Sohodox 2000 2012 179 Sohodox Help Related Topics Edit a document Find and Add a document Add existing folder structure to Sohodox DB Copyright Sohodox 2000 2012 Folders 180 9 12 Add existing folder structure to Sohodox You can add your existing fold
235. he document to the Sohodox sub folder via the Dropbox web site OR Copy the file to the Sohodox sub folder of your Dropbox installation OR Use the Dropbox app on your phone tablet to add a document to the Sohodox sub folder 2 Sync the Dropbox tag in Sohodox 3 The newly added files will now be available in Sohodox Update Dropbox with a file modified in Sohodox If you modify a file in Sohodox after tagging it as Dropbox you must Sync the Dropbox tag in Sohodox so that the file s copy in Dropbox is updated with the latest version from Sohodox Copyright Sohodox 2000 2012 201 Sohodox Help 11 7 11 8 To Update Dropbox with a file modified in Sohodox 1 Open the file from Sohodox and make changes to it for example rotate a scanned image to correct it s orientation 2 Sync the Dropbox tag in Sohodox 3 The older copy of the file in Dropbox will now be replaced with the latest modified version Update Sohodox with a file modified in Dropbpox If you modify any file in Sohodox sub folder in Dropbox you must Sync the Dropbox tag in Sohodox so that the file s copy in Sohodox is updated with the latest version from Dropbox Update Sohodox with a file modified in Dropbpox 1 Open the file from the Sohodox sub folder in Dropbox and make changes to it for example edit a MS Word file 2 Sync the Dropbox tag in Sohodox 3 The older copy of the file in Sohodox will now be replaced with the latest
236. he new profile in the Select a destination profile box 3 Enter the required information in the Settings pane 4 You can specify information to link the added documents with other documents by using the Links tab 5 Use the Security tab to automatically assign the added documents to a specific user 6 Once you have specified this information then click the Save button tal besides the Select a Destination profile box to save these information as a Destination Profile The Destination Profile will now be listed in the Select a Destination profile drop down To Create a Destination Profile from the Scan Window Copyright Sohodox 2000 2012 Templates Themes Profiles 248 J Scan 7 In Sohodox select the Home tab and click the Scan button E This will bring up the Scan Window 8 In the Destination tab enter a name for the new profile in the Select a destination profile box 9 Enter the required information in the Settings pane 10 You can also specify information to link the scanned documents with other documents by using the Links tab 11 Once you have specified this information then click the Save button tal besides the Select a Destination profile box to save these information as a Destination Profile The Destination Profile will now be listed in the Select a Destination profile drop down To Create a Destination Profile from the Find and Add Window 1 In Sohodo
237. heck the Automatically save changes to indexing information box Copy Paste text from a scanned document into an indexing field While entering indexing information for a document sometime the values you need to enter are already present in the document So it can save a lot of time and typing mistakes if you can just copy them from the document preview pane and paste them into the field This new feature allows you to do just that Simply select the area of the scanned page which has the text you need and copy it Sohodox will OCR that selection convert the selection into text and copy it to the clipboard All you have to do is paste the information into the right indexing field For steps see second Note under Enter Indexing Information for a Document Preview of MS Outlook email messages now supported Sohodox now supports previewing of msg files imported from MS Outlook Documents hyperlinked to their Folder For every document in Sohodox until now you could see the folder in which it is stored It could be seen under Information panel gt Information tab gt Other Information gt Related Copyright Sohodox 2000 2012 Introduction 6 Folder But you could not quickly jump to that folder Now Sohodox automatically creates a hyperlink to the folder so that when you click the link it jumps to that folder where you can see the other related documents in that folder This feature also lets you quickly switch
238. her characters included in the format will appear in the generated value without change For example the format will generate the following values A 01 A 02 5 ZIG ME To generate a simple list of numbers just enter a single character as the format This will generate values Any new format you enter is automatically added to the drop down list To delete a format from the drop down list select the format and press the Delete key on your keyboard Start Value The value you enter here will become the first value which is generated by Sohodox For example if the format entered is and Start Value entered is 5 then the values generated will be A valid start value must satisfy the following conditions 1 It must have the same number of characters as the Format 2 Allcharacters except the and the character must be the same 3 For every character in the format a numeric character 0 9 must occur in the Start Value Copyright Sohodox 2000 2012 143 Sohodox Help 4 For every character in the format an upper case alphabet A Z must occur in the Start Value For example Valid start values for the format Doc No would be Doc No A001 Doc No Y999 Increment Enter a numeric value using which Sohodox will increment the auto generated value every time a document is added For example if the increment value is 1 the values generated will be 1 2 3 9
239. her location Copyright Sohodox 2000 2012 Sohodox DB 258 15 4 4 Move File Store to another location You can move a File store from one location to another and then point Sohodox to the new location To Move a File Store to another Location 1 Move the File Store of the Database to the new location Please make sure that this location is accessible on the network and the file store has all the necessary share and security permissions 2 Start Sohodox and login as the superadmin 3 Open the DB whose File Store is move to the new location Please note that a File not found message will be displayed 4 Click Settings gt DB Settings in the Navigation Pane 5 Select the File Store node The File Store will be displayed in the right pane i e the File Stores list 6 Double click the current Default File Store from the File Stores list The File Store window will now be launched 7 Click the Browse button to specify the new location of the file store 8 Click the OK button to select the new location 9 Click the Save and close button to save the settings 10 Now go to to Workspace The documents will now be displayed e You can only change the path of an existing File Store if You have manually copied or moved the File Store to another location or You have restored the File Store from a Sohodox backup to a new location Related Topics Add a New File
240. hine L Moving the DBs and the File Store to the new machine a Make sure Sohodox is not running on any of the machines on the network 2 Using Windows Explorer copy the root folder i e the Sohodox Databases folder to the new machine We are copying and not moving so that we can revert back to the old setup if required 3 Make sure users have permissions on this new root folder see the permissions on the root folder on the old machine for reference 4 Share the folder on the new machine Make sure users have permissions on this new share see the permissions on the share on the old machine for reference 5 Rename the share for the root folder on the old machine The aim is to make sure Sohodox can no more access the files on the old machine 6 Install Sohodox on the new machine 7 Now copy the multi user gdx file from the ITAZ Sohodox folder created under the folder designated as the Common Application Data folder in the Windows installation of the old machine For Windows Vista Windows 2008 Windows 7 this will be the C ProgramData ITAZ Sohodox folder For Windows 2000 XP 2003 this will be C Documents and Settings All Users Application Data ITAZ Sohodox Note If Sohodox is launched after the installation you may get this message Required configuration file multi user gdx does not exist or access denied Just close the message box and follow the above step 8 Now paste this file in ITAZ Sohodox
241. hodox can be made accessible from anywhere using devices like smartphones tablets and even your web browser Dropbox is a free service that lets you access your important files anywhere Any file you save to your Dropbox will automatically save to all your computers phones and even the Dropbox website To start using this feature you must have a Dropbox account and the Dropbox client software must be installed on the machine on which Sohodox is installed Sohodox now has a new special tag called Dropbox Once you enable Dropbox integration you can drag and drop documents to the Dropbox tag to make that document available in your Dropbox A folder called Sohodox is created inside your Dropbox folder Any document in Sohodox tagged as Dropbox will be copied to this folder Once this is done you can access this document on your phone tablet via the Dropbox apps for iOS and Android on another machine or via the Internet using the Dropbox web site In Dropbox you can also share this document with others Example If you have a document called etter docx in Sohodox Once you tag this document as Dropbox in Sohodox you can view this document from your phone tablet or web browser using Dropbox In addition to this you can make changes to the document in Sohodox or any other machine for e g your home machine which may not have Sohodox installed At any time you can right click the Dropbox tag in Sohodox and select the Sync option Sohodox wi
242. ht Sohodox 2000 2012 Documents 114 data fields The Information section also has a toolbar which has the following options Click this button to save the changes made gw Click this button to undo the changes made Other information The Other Information section displays Folder that the document is associated with Related Folder The folder that the document is associated with will be displayed in the Related Folder box H the document is not associated with any folder or if you want to change its associated folder then click the Change button to set a folder Pages Panel Click the Pages tab on the left bar of the Document Details pane to view the Pages panel The Pages panel displays the pages of of a multi page document as thumbnail and also the Bookmarks on the document The pages panel is divided into two section Pages and Bookmark Pages All the pages of a multi page document are displayed as thumbnails in this section You can click a thumbnail to view it as a large image in the Display pane Bookmarks All the Bookmarks that are inserted on the document will be listed in this section By double clicking a Bookmark the place that is bookmarked on the document will be displayed in the Display pane The Bookmarks section also has a toolbar which has the following options si Click this button to delete a Bookmark from the list anf Click this button to edit a Bookmark from the list Note
243. ible Compression available for few file types You can now control the compression of few file types like tiff and jpeg files by using the Settings option available for File Types in the Scan window Sohodox Version 5 0 2 0 February 16 2009 Export Folder Structure You can now export Sohodox folders along with all the sub folders and documents to a destination on your local disk retaining the folder hierarchy For more info see Export Folder Structure Sohodox Version 5 0 2 0 February 16 2009 Import data to a Look up field You can now import data to a Look up field in a Sohodox DB Sohodox Version 5 0 2 0 February 16 2009 Drag and drop files to the list View pane You can now drag and drop files from windows explorer to the List View pane Automatically delete files from original location after adding to Sohodox You can now choose to automatically delete files that are added to Sohodox from their original location For more info see Add documents from disk Send multiple documents in a single fax You can now send multiple documents in a single fax For more info see Fax a document Sohodox Version 5 0 1 7 February 02 2009 Maximum size of documents to extract text from You can now specify the size of the file that should be indexed by Sohodox For e g you can choose to extract and index files that are less than 4 mb in size by using this option Please note that this option is only available for MS Access DB By
244. ields The order of the fields can also be changed from here If you want to add a data field to a Document Type then select Settings gt Document Type in the Navigation pane Double click an existing Document Type to open it If you want to create a new Document Type then click the New button on the Home tab On the Document Type window click the Fields tab to add fields The Fields panel is divided into three sections Field List pane Field Properties pane and the Field Template pane Field List The Field List pane displays the list of data fields You can add or modify a data field from this pane The Field List pane has three column they are Field Name Enter the name for the field in the Field Name box The field name cannot be more than 25 characters long You can use any combination of alphabets and numbers for the field name Field names can also contain spaces though a field name cannot begin or end with a space The following characters are not allowed in a field name Accent Grave Exclamation Mark Open Box Bracket Close Box Bracket Pipe Hash Please note that you cannot create data fields with the following names ID File Icon Document Title File Name Type Version Version Comment Status Position Owner Added On Created By Last Modified On Last Modified by Checked out by Checked Out Date In Workflow Document Text Tags Field Type Select the type of data the field will hold fro
245. ile when added using the Scan Window 2 Fixed Error when adding a Document Template that has file name with more than 50 characters Version 6 1 0 1 December 24 2009 1 Fixed Error while scanning and adding a PDF file from the New Document Window Version 6 1 0 0 December 23 2009 1 Fixed Improved print quality when printing PDF files from Sohodox 2 Fixed Issue when importing documents using the Import Wizard 3 Fixed Bug when converting to multi user a DB which is stored in a mapped drive 4 Fixed Error when assigning a role to a user 5 Fixed Annotations for document versions are now visible in the viewer Version 5 6 0 8 November 05 2009 1 Fixed Error when clicking the Open Edit in Selected Application button on a Windows Vista Windows7 machine Version 5 6 0 6 October 07 2009 1 Fixed Error when changing the Maximum length of a Small text field and then entering a value for that field Fixed Incorrect handling of certain date formats during Import Fixed Error when installing the Sohodox databases on a drive other than the C drive Fixed Error when a MS Office file is being displayed and the user logs out or opens another DB 5 Fixed Occasional crash when launching the Connection Manager AUN Version 5 6 0 2 September 18 2009 1 Fixed Error when using the command line option reconfiguremaindb Copyright Sohodox 2000 2012 Introduction 34 Fixed Erro
246. ill be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Specify whether a field value should be unique or whether it can have Duplicates duplicate values Date Data Type Copyright Sohodox 2000 2012 147 Sohodox Help Use the Date data type to enter date values for the years through 1601 to 9999 You can use the Date data type to enter values such as Date of Birth Order Date Shipment Date etc The Date data type has the following field properties Minimum Specify the minimum number of characters that can be entered in this field Length Maximum Specify the maximum number of characters that can be entered in this field Length By default you can enter upto 255 characters Use Check this option to set the system date as the default value for this field system date as default value Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required dat
247. image Now click the Browse button to select the image signature from the Select an image file to use as a stamp option If you want to manually create a signature then select the Custom Text option from the Stamp Source drop down v The tools to create the signature will now be displayed below the Stamp Source drop down a Enter the text for the stamp in the Stamp Text box For e g Paid Canceled etc b Select a font and a size for the stamp from the Font drop down c Select a color for the font from the Text Color drop down d Select a width for the stamp s border from the Border drop down If you do not want a border select the None option e Select a shape for the stamp s border by clicking Rectangle IC or Rounded Rectangle A button f Select a color for the stamp s border from the Border Color drop down g The stamp will be displayed in the Preview pane Stamp Text John Smith Font Edwardian Scr cas WEI Border 5 KE e John Imith 10 Now click the Save and Close button to save the changes and close the window 11 The signature will now be displayed on the right pane i e Stamps list Copyright Sohodox 2000 2012 Templates Themes Profiles 244 e Auser can be assigned only one Signature e You can click the Save and New button to save the changes and open the New Stamp Template window e To delete a signature select a Signature from the list and c
248. in faster data entry and also avoid errors while entering data The PickListSingle data type has the following field properties List SourceSpecify the list of items for this field Click this button to add values for this fields The List Source window will be launched The List Source Window has the following buttons Aad Enter a value in the text box and click the Add button on this window to enter values for this field Paste Copy list values from Excel from a column or other spread sheet program and click the Paste button to add these values to this data field For e g instead of entering a list 100 values one by one you can just copy these Copyright Sohodox 2000 2012 Index Documents 150 values from a column and click the Paste button on the List Source button to instantly import these values to the data field Close Click the Close button to close this window Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input ValueSpecify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as
249. in the thumbnail view Fixed Problem with using the scan and add a new page to existing document feature with PDF files in the Scan Panel Scan Window Version 4 1 10 April 12 2006 Copyright Sohodox 2000 2012 Sohodox Help 1 Fixed Occasional error while previewing a PDF file in the Storage Folder Manager or in the Find Documents Results window Fixed Error while saving a record in a doQuments DB with a large number of Data Fields Fixed Occasional error while opening the Storage Folder Manager Fixed Occasional error while creating a new MS SQL server based doQuments DB Fixed Occasional error while opening doQuments after upgrading it to the latest version Fixed Problem with print preview and printing records for certain printers N E Ur P ta Version 4 1 2 February 23 2006 a Fixed Occasional error while creating a backup of a doQuments DB 2 Fixed Incorrect error message while trying to open a doQuments DB protected using the system default password 3 Fixed Incorrect error message when using the Quick Print feature 4 Fixed Occasional error when trying to locate a record from the View Data window Version 4 1 February 20 2006 Fixed Incorrect file times for file located on NAS drives Fixed Error while creating a doQuments DB MS SQL Server 2000 Fixed Error while enabling Audit Events in the doQuments DB Settings dialog Fixed Incorrect error message when using the Quic
250. in to your scanner s ADF Automatic Document Feeder Sohodox will scan the front side of each document Now simply flip the stack of documents and place them in your scanner s ADF Sohodox will now scan the reverse side of all the documents in the stack After this Sohodox will automatically re arrange the scanned pages so that the reverse side of each scanned page comes immediately after the front side of that page in the PDF or TIFF file The virtual duplex mode also works if your scanner does not have an ADF i e you scan using the flatbed of your scanner However in this case you have to individually flip each page after its front side is scanned Scanning and Scan window simplified 1 New scan profiles added these are only visible in new Sohodox installations 2 You can now automatically despeckle scanned images Copyright Sohodox 2000 2012 Sohodox Help 3 Virtual Duplex Scanning supported this option is only displayed when the selected scanner does not have built in support for duplex scanning 4 DPI settings are now adjusted dependent on the scanner 5 Quality of Black and White scanned images has been improved 6 Separator pages Blank page or Barcode are now displayed in the Scan Preview window so you can see if a non separator page has been wrongly detected as a separator page 7 The Scan Preview window now allows you to select a Page view each scanned page displayed as a single thumb
251. indow Use this window to set the various options available in Sohodox This window is divided into several pages which are listed in the left panel of the window Selecting a page in the left panel will display that page in the right window User options Login Information Clear Password Click this button to clear the remembered username and password that is used to login Automatically login on startup Check this option to automatically login to Sohodox on Windows startup List Pane Items per page Specify the number of documents to be displayed in the List View pane Details Pane Show Details Pane on the main screen Select this option if you want to view the Details Pane on the main screen Auto show preview of documents in the Details Pane Select this option to preview the documents in the Details Pane Extract amp index Use built in OCR engine Select this option to use the built in OCR engine of Sohodox Use Microsoft Office OCR engine Select this option to use the OCR engine of Microsoft Office Use built in PDF Viewer for PDF files created using Sohodox Choose this option if you only want the PDF documents that are scanned using Sohodox to be displayed in the built in PDF viewer In this case the PDF documenis that are not created using Sohodox will be displayed using Acrobat Reader All PDF files Choose this option if you want all PDF documents created using Sohodox or not to be displayed in the built in P
252. ing options S Brightness Click this option to adjust the brightness of the currently displayed image Contrast Click this option to adjust the contrast of the currently displayed image Hue Click this option to change the hue of colors of the currently displayed image Saturation Click this option to change the saturation of colors of the currently displayed image Gamma Click this option to adjust the intensity of colors in the currently displayed image by changing the gamma constant that is used to map the intensity values Grayscale Click this option to change the currently displayed image to a 8 bit grayscale image Halftone Click this option to display the Halftone sub menu The Halftone method changes the currently displayed image to a halftone image A halftone image is a 1 bit image which has been dithered for black and white printing or display If the image is originally 1 bit but is not blank amp white then this method changes it to a black and white image Sharpen Click this option to increase or decrease the sharpness of the currently displayed image De skew Click this option to de skew a scanned document The De skew option can be used to auto straighten a tilted scanned image De speckle Click this option to de speckle a scanned document The De speckle option can remove the tiny black spots from the scanned image that are usually caused by the dust particle on the paper or scanner s glass Clic
253. inor bug fixes Version 4 6 June 05 2007 Barcode Detection Using this feature doQuments can detect barcodes on any document being scanned or even any supported image document added via drag amp drop The information contained in the detected barcodes can be automatically stored in data fields You can select the data fields in which information from the barcodes must be stored Please note you can only select Small text or Large text data fields to store the barcode information You cannot use multi select data fields list data fields or auto generate data fields to store the barcode information doQuments supports Code 39 barcodes More barcode formats will be supported in the future Options to perform barcode detection are available in the Batch Scan Wizard Scan Panel and Scan Window Bar codes on existing image documents can also be detected using the Detect Barcodes option on the Document menu Do not show records Use this option if you do not want to show any records to be displayed when a DB is opened Please note users will need to query the DB to view the records if this option is selected Note Any records added by the user in the current session that is after the user s latest login will remain accessible to the user To view these records the user must use the Show All Records option on the Search menu This option is normally used to remove any applied query and show all the records Version 4 5 doQuments is now i
254. ion 2 0 148 July 07 2003 Copyright Sohodox 2000 2012 Introduction 28 Minor Bug Fixes Version 2 0 147 June 30 2003 Options Dialog New page File Addition added to Options dialog You can choose how files which are dragged and dropped must be added to a doQumenis DB to the current record or to the new record Version 2 0 May 16 2003 Security Control access to your data and documents on a user by user basis Decide who can view a document and who can edit it The comprehensive security framework also lets you control a user s access to almost all doQuments features This feature is only available in the Enterprise Edition of doQuments 2 0 and higher Support for MS SQL Server based doQuments DBs Create MS SQL Server based doQuments DBs You can still choose to create MS Access based doQuments DBs if required If the volume of data grows or for any other reason you can convert a MS Access based doQuments DB to a MS SQL Server based doQuments DB at any time This feature is only available in the Enterprise Edition of doQuments 2 0 and higher doQuments DB List The doQuments DB List is a central list of all the doQuments DBs that you work with doQuments DBs you create can be added to the doQuments DB List If you use the doQuments DB List you can avoid using the Windows File Open to locate and open a doQuments DB You can simply choose the doQuments DB you want to open from the doQuments DB List Pa
255. is folder Using the Destination Profile you can specify how the Copyright Sohodox 2000 2012 Export and Import data 288 documents should be categorized in Sohodox For example you can specify the Sohodox folder in which the document should be stored as well as the tags and document type for the folder If you do not select a Destination profile all the documents added to Sohodox will be displayed in the All Documents node 6 Click the OK button to close the Folder Properties dialog 7 Click the Close button to close the Folder Monitor dialog v Start monitoring the Folder s Sohodox Folder Monitor automatically starts monitoring folders as soon as you configure it and and close the Folder Monitor dialog If you have manually stopped the service using the Windows Service Controller application you can start the service using the steps below 1 Press the Windows key R key combination to launch the Windows Run dialog 2 Type services msc in the Run dialog and hit Enter to launch the Service Controller application 3 Select and right click the service named TAZ Sohodox Folder Monitor Service and click on Start e Stop monitoring Folder s To stop monitoring folders 1 Press the Windows key R key combination to launch the Windows Run dialog 2 Type services msc in the Run dialog and hit Enter to launch the Service Controller application 3 Select and right click the service named TAZ Sohodox Folder
256. k Print feature PO Ne Version 4 0 December 28 2005 1 Fixed Error while encrypting or decrypting files on machines with DBCS operating system 2 Fixed Sub folders inside a Storage folder not being created after the specified limit when scanning documents using the Scan Panel 3 Fixed Scan Window not remembering previous scan settings 4 Fixed Error while opening encrypted documents in their associated applications while the same document is being displayed in the Document Preview Panel Version 3 6 July 13 2005 1 Fixed Error while indexing PDF containing no text 2 Fixed Incorrectly creating versions of a document when scan fails or is canceled by the user when adding a new page to an existing multi page document Version 3 5 17 May 09 2005 1 Fixed Error while selecting a read only folder as a storage folder 2 Fixed Occasional error Key not unique in collection on startup Copyright Sohodox 2000 2012 Introduction 42 3 Fixed Not opening of doQuments DB specified to be opened on startup in the Options dialog 4 Fixed Differences in the date time and number format while importing document package Version 3 5 11 April 05 2005 1 Fixed Typo in the About box Version 3 5 March 21 2005 Fixed NetTOD error on Windows 98 Fixed Incorrectly skipping records which had no documents while exporting to a document package Fixed Extra record imported at the end Fixed
257. k the Eraser Tool button to erase areas of the scanned image Click the Crop button to crop the current image to the shape and size of the selection This option is only available when a part of the image has been selected using the selection tool Copyright Sohodox 2000 2012 Scanning Documents 88 a a Click Resize button to resize the current image This is not the same as zooming in and out of the image The image will be re sized permanently Click the Copy button to copy the selected area on the document Click the Print button to print the selected document Annotation Toolbar The annotation toolbar is located on the extreme right of the Document Details pane HS amp j D Be Use this button to draw lines or underline text Use this button to draw rectangles Use this button to draw ellipses or circles Use this button to highlight texts Use this button to add notes to the document Use this button to insert a bookmark on the document Use this button to insert stamps on the document Use this button to insert signature on the document Delete all annotations on this page Use this option to delete all the annotations on the currently displayed page Delete all annotations on the document Use this option to delete all the annotations the document Use this button to toggle the annotation s User Information Pages pane The pages only appears for a mu
258. king Documents Another way to organize documents is to link them to each other You can link any document to multiple other documents All links are two way so if you link link a check to an invoice when you open the invoice you will see the link to the check and when you open the check you will see the link to the invoice Bulk Import You can use the Import data feature to quickly import all the required documents into the DB from CSV files For more info see Import data from a CSV file For any help regarding this contact us at support itaz com with your requirements We will be glad to help you choose the right approach 3 2 Security Basics Users Sohodox lets you create as many users as you want For each user you must provide at least a user name and an email id The user name is used for logging in to Sohodox and is case insensitive E g If your user name is JOHN you can login in as john John or JOHN Ideally a password must be provided for each user though it is not compulsory to do so i e you can leave the password blank A Sohodox user can add modify delete all items i e Documents amp Folders in the database that they own A user becomes owner of an item i e Document or Folder when the user creates that item or when an item is assigned to the user Though Sohodox lets you create as many users as you want it controls how many users can be simultaneously logged in at any given time The maximum number of users t
259. lable by clicking the Sohodox button to select your default OCR engine That s It Now that you are familiar with Sohodox you can go ahead and start adding documents to it We recommend you first learn to add documents and then learn things like creating Document Types Copyright Sohodox 2000 2012 65 Sohodox Help 3 4 Where does Sohodox store all my data Where does Sohodox Store all my Data Sohodox stores it s data inside the Sohodox DB The Sohodox DB is linked to a Windows folder Any files you add to the Sohodox DB are copied to this folder Sohodox refers to this folder as the DB s File Store All indexing information you enter is stored inside the Sohodox DB The DB also contains information which links the indexing information with the correct document in the file store So when you try to open a document in Sohodox its indexing data is retrieved from the DB and the document is retrieved from the File Store The Sohodox DB is a MS Access based and is called Main GXDB Galery to NOT 865431 Ce to NOT BEAT Database File Store Copyright Sohodox 2000 2012 Getting Started 66 Related Topics What is a Sohodox DB Create a File Store 3 5 Home Tab The Home tab provides quick access to the most common tasks that you will need to perform with your documents Tasks that are related to each other are grouped in the Home tab The Home tab is spilt into gro
260. ld their respective options will be displayed in the Options pane v The following options will be displayed for certain data type Integer Data Type Thousands Separator f the numeric data contains thousands separators select or enter the character which is used as the thousands separator in the data Decimal Separator lf the numeric data contains decimal separators select or enter the character which is used as the decimal separator in the data Date Data Type Any two digit year should be interpreted as a year between Control how Sohodox interprets date values which contain two digit years for e g 03 instead of 2003 The default time span used by Sohodox is 1930 to 2029 Therefore by default Sohodox will consider Two digit years between and including 30 and 99 as preceded with 19 and Two digit years between and including 00 and 29 as preceded with 20 For example By default Sohodox will treat a two digit year such as 30 as 1930 and a two digit year such 29 as 2029 You can change the default time span type in a new ending year Date Separator Select or enter the character which separates the day month and year parts in the date value Format Select the sequence in which day month and year appear in the date value i e the format of the date Time Data Type Time Separator Select or enter the character which separates the hours minutes and seconds parts of the time value 24 Hour Format Select this opti
261. ld to the Date field 14 Click the Ok button to save the settings v Start capturing email from your email account Sohodox Email Capture automatically starts capturing email messages as soon as you add your POP3 email account and close the Window If you have manually stopped the service Copyright Sohodox 2000 2012 307 Sohodox Help using the Windows Service Controller application you can start the service using the steps below 1 Press the Windows key R key combination to launch the Windows Run dialog 2 Type services msc in the Run dialog and hit Enter to launch the Service Controller application 3 Select and right click the service named TAZ Sohodox Email Capture Service and click on Start e Stop capturing email To stop capturing email you need to stop the Sohodox Email Capture service using the Windows Service Controller application For this 1 Press the Windows key R key combination to launch the Windows Run dialog 2 Type services msc in the Run dialog and hit Enter to launch the Service Controller application 3 Select and right click the service named ITAZ Sohodox Email Capture Service and click on Stop e Modify your email account settings Follow the steps below to modify the details of your email account 1 Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button 2 Select the email account whose settings you want to m
262. lder path containing the text file from which you are importing the data Click the Browse button to change this folder path File names are separated by Select the separator which is used to separate the names of the documents in Document List field The default separator selected is pipe 16 Click the Next button to go to the next page Use this page to specify actions Sohodox should take if it encounters invalid or empty values for any field You can specify different actions for each field By default Sohodox will import empty or invalid values as empty values wherever possible if the Sohodox DB field cannot accept empty values then by default Sohodox will not import the row containing that value 17 Select the action Sohodox should take if it encounters a row in which the value for the selected field is empty or invalid You can select different action for each field Import as empty value If this option is selected the value will be imported as an empty value This option is not available if the Sohodox DB field does not support storing of empty values Use default value If this option is selected the specified default value will be used instead of the empty value while importing Enter a default value in the Enter Default Value box This value will be used for the import if an empty value is encountered for the selected field If a default value is available for Sohodox DB field in the Sohodox DB then that value will be dis
263. lds Please note that you cannot create data fields with the following names ID File Icon Document Title File Name Type Version Version Comment Status Position Owner Added On Created By Last Modified On Last Modified by Checked out by Checked Out Date In Workflow Document Text Tags The recommended data field will be displayed in blue colored text and the required data field will be displayed in red colored text To delete a data field right click that data filed in the Field List pane and select the Delete option You can change the order of data fields by using the navigation options available on the right click menu To move a data field one position upwards in the list right click it and select the Move Up option To move a data field one position down in the list right click it and select the Move Down option Related Topics Create a Document Type Delete Fields Copyright Sohodox 2000 2012 155 Sohodox Help 7 5 Enter Indexing Information of a Document You can index a document by either tagging it or by using data fields to store the documents indexing information To Enter Indexing Information or Description of a Document 1 Select a document from the List View pane to enter its information or description The document will now be displayed in the Documents Details pane If you double click the document it will open in the Document Details window 2 By default
264. le disable the automatic preview of a specific file type Change the default viewer for a file type Prevent users from changing file type viewer settings Index Documents What are Data Fields ccsseeeeeeeseeseeeeees Data Fields FAQ ccccesssssecceensseeeeseeeenens Fields tab EE Create Data Fields for Document Types Copyright Sohodox 2000 2012 Sohodox Help oN o Oo Part VIII on ch ON Oo ES Part IX COON OO o FWD zech sch sch ech sch ech sch oa P WN O Part X a PS Go N ch EXAIMpPle S E E AAE EEE E PA E E E A A E E AE 152 Enter Indexing Information of a Document ssssssssuuennunnununnnununnnnnnnnnnnnnnnnnnnnnnnn ennnen 155 Update Common Indexing Information for Multiple Documents 2 000ee 157 Delete Fie EE 158 Block Indexi g Eeer 159 Document Types 160 What are Document TYPOS sss ssssssssunnenennnenunnnnnnnnnnnnnenunnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mannanna 161 Document Types FAQ ssssssnsnnnennnenunnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ennnen ennnen 161 Create a Document Type ssssssnnsenunsunnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnne nnnnn nanamn nnana 162 Example sapri penrai ainena daea eaea reai aa Taaa eege 163 Modify a Document Type sssssssssssennnenunnnununnnunnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennen 166 Add documents to a Document
265. le types Sohodox uses its built in OCR engine to extract text You can configure Sohodox to use the faster Microsoft Office OCR engine if it is installed this is available if you have MS Office Document Imaging installed on the machine Note Starting with MS Office 2010 Microsoft no more ships MS Office Document Imaging with MS Office Sohodox uses it s built in text extractor for MS Word DOC DOCX MS Excel XLS XLSX and PDF files PDF files which contain text and not only scanned images For other file types Sohodox uses IFilters installed on your machine to extract text PDF files are handled a little differently PDF files created by Sohodox contain scanned images So Sohodox extracts text from them using OCR For all other PDF files Sohodox first uses its built in text extractor and if that does not return any text Sohodox tries OCR to extract text from the PDF file IFilters act as plug ins and are a part of Microsoft Indexing Service they are also used by Windows Desktop Search Using the IFilter mechanism improves the accuracy and performance of text extraction in Sohodox For Sohodox to be able to extract text from a file of a particular format an Filter for that file format must be installed on the user s machine Filters for the following file formats are installed by default on Windows 2000 XP 2003 Vista machines Copyright Sohodox 2000 2012 Search for a document 210 e PPT Microsoft P
266. left mouse button and then moving the mouse keeping the left mouse button pressed El Click the Magnify button to activate the magnify mode In the magnify mode you can magnify any area of the displayed image by moving the mouse pointer to that area and pressing the left mouse button The area remains magnified only till the left mouse button is pressed You can move the mouse while the left mouse button is pressed to magnify other parts of the displayed image Using the magnify mode is very similar to using a magnifying glass to read a paper document el Click the Zoom In button to enlarge the displayed image J Click the Zoom Out button to shrink the displayed image a 100 m Select the Zoom from this drop down Click the Actual Size button to reset the image to its original size P Copyright Sohodox 2000 2012 87 Sohodox Help Click The Fit Width button to resize the width of the image to fit the width of the Display pane Click Fit to Window button to resize the image to fit entirely in the Display area Click Rotate Clockwise button to rotate the selected scanned document clockwise Click Rotate Anticlockwise button to rotate the selected scanned document anti clockwise Click the Flip Vertical button to flip the selected document vertically Click the Flip Horizontal button to flip the selected document horizontally dei Adjustments The adjustment drop down has the follow
267. lets you access your important files anywhere Any file you save to your Dropbox will automatically save to all your computers phones and even the Dropbox website To learn more about Dropbox integration in Sohodox see Dropbox integration for documents that are in Sohodox For users upgrading from version 7 6 and older If you had created a tag called Dropbox in Sohodox then upon updating your Sohodox installation that tag will automatically be converted to the special Dropbox tag The documents you had added to that tag will stay as they were but the icon for the Dropbox tag will change to a cloud icon If you want to remove your existing documents from that tag or not sync them you need to create a new tag and move your existing documents to it Renaming tags From this version Sohodox lets you rename tags too just like you can rename folders Simply right click the tag in the Tags node and then click Rename Type the new name and press Enter to save it For steps see Rename a Tag Virtual Duplex Scanning mode Sohodox has always supported duplex scanning i e scanning both sides of a page and storing them in the correct order in a PDF or TIFF file However this required your scanning to have built in support for duplex scanning With the new Virtual Duplex scanning mode Sohodox can now handle duplex scanning even with scanners which do not have built in support for duplex scanning This is how it works Put a stack of documents
268. lick the Delete button on the Template Manager window Related Topics Insert Signature on a document Create a Document Template Copyright Sohodox 2000 2012 245 Sohodox Help 14 2 Profiles 2 1 Create a Scan Profile 2 2 Create a Export Profile 2 3 Create a Destination Profile 14 2 1 Create Scan Profiles Sohodox uses Scan Profile to simplify the process of scanning documents Scan Profile is a collections of frequently used settings which can be saved and reused to scan a document Instead of specifying these settings every time you scan and save a document you can specify these settings once and save them as a Scan Profile Documents can be of several types for e g Color photographs Black amp White text etc The settings required to scan and save a black amp white text document are very different from the settings required to scan and save a color photograph Therefore different Scan Profiles are required to correctly scan and save different types of documents For e g Lets say on a daily basis you scan all the Invoices you receive as Black amp White PDF and all the Agreements as Color Tiff You can create two Scan Profiles one for scanning your Invoices and other for scanning the Agreements Now all you need to do is select the appropriate Scan Profile and click the Start Scan button to begin the scan process You can create as many Scan Profiles as you want To Save the Frequently used
269. ll it in for you Sohodox Version 5 2 0 6 May 27 2009 Improved barcode detection Sohodox now uses a better technology to detect barcodes Sohodox Version 5 2 0 1 May 06 2009 Enhanced Command Line Options You can now reset all the users profile or if you want you can specify a set of users to reset their profile For more info see Command Line options Sohodox Version 5 2 0 0 May 05 2009 Initial Loading performance improved Sohodox now loads much faster than before The splash now displays the current status and progress Clone Folders You can now create the same folder structure that you frequently use in Sohodox by using the Clone feature For e g Let say to you create a same set folders for each customer It will be tedious to create these folders if you have a hundred s of customers By using the Clone feature you will have to create the folder structure just once and then clone copy this structure whenever you want Command Line Options You can now run Sohodox in maintenance mode by using the Command Line options Sohodox Version 5 1 1 4 April 21 2009 Display of PDF files using Foxit software Copyright Sohodox 2000 2012 Introduction 14 PDF files are now displayed in Sohodox using the Foxit reader Now PDF files will load much faster Tasks like annotating PDF documents inserting Pages to PDF documents added to Sohodox and modifying PDF files using Image Editor window will now be poss
270. ll then check if letter docx has been modified after you tagged it as Dropbox If it was modified in Sohodox then the copy of the file in Dropbox will be automatically updated If the file as modified on some other machine Sohodox will update itself with the latest copy of the file from Dropbox You can also add new documents to Sohodox via Dropbox During the sync if Sohodox finds any new documents it will add them to Sohodox Example If you are out on the road and need a copy of a receipt in Sohodox You can simply use your mobile phone camera to capture an image of the receipt Then use the Dropbox app on your phone to save the photo of the receipt inside the Sohodox folder in Dropbox When you are back at the office simply do a Sync on the Dropbox tag and the image of the receipt will appear in Sohodox where you can index and organize it For users upgrading from version 7 6 and older If you had created a tag called Dropbox in Sohodox then upon updating your Sohodox installation that tag will automatically be converted to the special Dropbox tag The documents you had added to that tag will stay as they were but the icon for the Dropbox tag will change to a cloud icon If you want to remove your existing documents from that tag or not sync them you need to create a new tag and move your existing documents to it Copyright Sohodox 2000 2012 199 Sohodox Help 11 2 Enable Dropbox Integration To Enable
271. lly migrated to the latest version of Sohodox An upgrade tool for this will be available shortly e Why does it look so different Sohodox user interface had been completely redesigned and it is now similar to the familiar MS Outlook user interface v Where have all the menus and toolbars gone The menus and toolbars have now been replaced with the Ribbon bar This makes all important tools and features of Sohodox very easily accessible v can t find the File menu The File menu is not incorporated in any of the tabs of the ribbon bar The File menu is replaced with a button called the Sohodox button You will find this button at top left corner of the main window There are fewer options available from the Sohodox button compared to the options available from File menu of version 4 Many of those options are either incorporated in the ribbon bar or are available from the Settings pane v How do create a new record There is no more a need to create a record before adding documents to it Documents can be directly to the database by using any method such as drag amp drop scanning import etc Copyright Sohodox 2000 2012 For users upgrading from versions earlier than version 5 48 e What is Document Type Document Types are groups of indexing fields specific to a particular type of document For example a Check may need indexing fields such as Check Number and Check Date while an Agreement may need
272. lp 6 3 Update Common Information for Multiple Documents If two or more documents have common indexing information you can update them together To Update Common Information for Multiple Documents 1 In Sohodox select Workspace gt Document Types in the Navigation pane 2 Select a Document Type from the Document Type node 3 This will display all the documents under this document type in the List pane 4 Select all the documents for which you want to update common indexing information Doing this will display the indexing fields as blank empty without any value entered 5 Enter appropriate descriptive indexing information for the documents in the respective data fields in the Information pane of the Document Details pane Note Whatever you enter in any field will apply to all the documents If you want to retain the value of an indexing field of a particular document s then leave that field empty 6 Click the Save button on the Information bar to save the information e There is no limit to the number of documents that can be selected for updating common information However by default as the number of documents displayed in the List View pane is 50 you may want to change it if you need to update more documents together To display more documents in the List View pane see Change the number of items being displayed in List View Once updated you can revert to the default display of 50 documents if you want
273. lti page tiff and PDF file created by Sohodox In this pane you can view the thumbnail of each page of the multi paged document You can also add additional pages to this multi paged document delete pages or change the order of the pages of this multi paged document The following options are available on the Pages pane Gi Use this button to insert a page to an existing multi page file i i Use this button to move a page a Use this button to delete a page Copyright Sohodox 2000 2012 89 Sohodox Help 5 5 Quickly Scan and Add documents You can use the Scan button to quickly scan documents to the Sohodox DB Scan and add a single page document 2J In Sohodox select the Home tab and click the Scan button a The Scan Window will now be launched Place the document in the Flatbed ADF of the scanner Select a Scan Profile E g Grayscale document Single Sided from the Select a scan profile drop down Select a scanner from the Select a Scanner drop down Click the Start Scan button to scan the document The scanned document will now be displayed in the Preview pane of the Scan window Click the Add and Close button The single page document will be displayed in the All Documents node in Sohodox You can use the Scan button to quickly batch scan multiple single paged documents to the Sohodox DB Scan and add a multi page document EK In Sohodox select the Home tab and click t
274. lude or include particular file or file types to the Sohodox DB For e g The folder that you have selected contains pdf doc tiff and jpeg files However you only want to add the DOC files to the List of files to be added pane what you can do is use an exception which will add the DOC files and exclude the remaining files v Follow these steps to use Exceptions a Click the Exceptions button to add exceptions The Exceptions window will be launched b Select the Do not add these files tab to specify the file or file type you want to exclude and then click the Add button For e g if you do not want to add PDF files to the List of files to be added pane then type PDF in the text box and click the Add button to add it to the list c Select the Add only these files tab to specify the file or file type you want to include and then click the Add button For e g if you only want to add DOC files to the List of files to be added pane then type DOC in the text box and click the Add button to add it to the list d To remove an Exception from the list select it and click the Remove button e Click on OK button to close the Exceptions window 5 Click the Add button to add the folder structure or files to the Sohodox DB 6 Click the Close button to close the Add Folders from disk window Now navigate to the Folders node in the Navigation pane to view the folders along with the documents You can now create Document Types for these d
275. lue is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Specify whether a field value should be unique or whether it can have Duplicates duplicate values Decimal Data Type Use the Decimal data type to enter decimal values You can use the Decimal data type to enter values such as Weight Height Length etc The Decimal data type has the following field properties Decimal Places Minimum Length Specify the place at which the decimal should be applied For e g If the value is 2 then the decimal place will be 0 00 Specify the minimum number of characters that can be entered in this field Copyright Sohodox 2000 2012 Index Documents 146 Maximum Length Default Value Specify the maximum number of characters that can be entered in this field By default you can enter upto 255 characters Specify a default value for this field The value entered here becomes the default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop Allow down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information
276. lumn names column headers 11 Check the Export Documents option to export the documents 12 Check the Use full file path option to export the entire path of the file for e g C Pictures Acme jpg This option is only available if the Export Documents option is checked 13 Check the Use document title as file name option to export the documents with the document title as the file name By default this option is checked This option is only available if the Export Documents option is checked 14 Click the Next button to go to the next page 15 Select the Excel option from the File Type drop down to export the data as a MS Excel file Copyright Sohodox 2000 2012 275 Sohodox Help 16 Click the Browse button besides the Destination box to select the destination to save the exported file Or type the location to save the file in the Destination box 17 Click the Export button to begin exporting the data If you want to view the exported Excel file then click the Open folder button 18 Once the data is exported click the Close button to close the wizard e To start a new export click the Export More button e Go to the previous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a CSV file Export data to a HTML file Export data to a XML file Copyright Sohodox 2000 2012 Export and Import data 276 17 1 4 Export data to a X
277. m and click the Paste button to add these values to this data field For e g instead of entering a list 100 values one by one you can just copy these values from a column and click the Paste button on the List Source button to instantly import these values to the data field Close Click the Close button to close this window Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank PickListMultiple Data Type Use the PickListMultiple data type to create a field to list a fixed set of values You will be able to select multiple items from the list of this data field For a example you can create a data field to store the names of all the products as list This data field will have a drop down with the list of all all the products You can then check multiple products from the list A PickListSingle data type can thus help
278. m this drop down The data field can be of the following types Text Data Type Use the Text data type to enter text or combinations of text and numbers as well as numbers that don t require calculations such as phone numbers You can use the Text data type to enter values such as Names Telephone numbers etc The Text data type has the following field properties Auto This option is only available for fields of the Text or Integer data type enerate SE forCheck this option if you want values to be auto generated for the field you this field af creating If this option is checked a new value will be auto generated for this field every time you add a new document Copyright Sohodox 2000 2012 Index Documents 142 Options to control the format of the auto generated values are available in the Auto Generate Options tab v The following options are available in the Auto Generate Options tab Format Enter the format using which Sohodox will auto generate the value for this field You must use the sign for alphabets and the sign for numbers For example if the format entered is Doc No then the values generated will be Doc No A001 Doc No A002 Doc No Z001 Doc No Instead of typing in a format you can also select a format from the drop down list A number 0 9 will be generated for every you enter and a alphabet A Z will be generated for every you enter Any ot
279. mail messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is also supported Sohodox also supports preview of msg files imported from MS Outlook Related Topics Create a New Document Add documents from disk Find and Add a document Copyright Sohodox 2000 2012 Tags 192 10 7 Add Documents to a Tag You can add documents to a Tag by using the Add from disk button To Add Documents to a Tag 1 In Sohodox select the Tag in the Navigation pane to add the documeni s 2 Click the Add From Disk button of the Home tab The Add Files window will now be launched 3 Select one or more files that you want to add and click the Open button The selected files will now be added to the Tag Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No e By default documents added to the Tags are added to the Private folder e Once you have added the documents to a Tag you can then set the Document Type of these documents To set a Document Type see Set a Document Type of a Document e You can also drag and drop text from a RTF file to a tag for more info see Drag and Drop Documents to a Tag e You can also drag amp drop documents from your disk to the Tag Dragging a
280. mas counting from the start of the document For e g Type 1 3 if you want to print the first and the third page of the document or type 4 8 if you want to print pages starting from the fourth page to the eighth page Select the Print with annotations option to print the document along with the annotations Select the users whose annotations you want to print in the User Name section Click the OK button to print the document e You can also print the indexed information of a document for more info see Print the indexed information of a document Copyright Sohodox 2000 2012 131 Sohodox Help Related Topics Burn documents on a CD 6 16 Export Documents You can export documents from Sohodox by clicking the Export button of the Home tab To Export Documents 1 In Sohodox select the documents that you want to export 2 On the Home tab click the Export button This will bring up the Export Documents to Explorer dialog 3 Click the Browse button to specify the location to export the documents 4 Click the OK button to export the documents e You can also export the documents along with its indexing data see Export data to a CSV file Related Topics Burn documents on a CD 6 17 Drag and drop documents from Sohodox to a folder You can drag and drop documents from Sohodox to a Windows folder To Drag and Drop documents from Sohodox to a folder 1 In Sohodox select the documents
281. mat in which to save scanned documents even after you have scanned your documents Based on the file format you choose you can also specify if you wanted the documents to be saved as single page document or multi page documents Example If you have scanned 4 pages and selected the format as JPEG then Sohodox will create 4 different documents of one page each But if you choose PDF or TIFF you choose to save all 4 pages as a single multi page file When you change file format settings or single multi page settings Sohodox will rearrange the documents in the preview pane so it is easy to see how the pages will be saved Copyright Sohodox 2000 2012 Scanning Documents 80 5 2 5 3 Scanned documents now added based on last set file type settings In previous versions of Sohodox you could scan multiple documents each with a different file format in the same scan session From version 8 however the scanned documents are added to Sohodox based on the last set file type settings Example If you have scanned 2 pages of different file formats first a PDF and then a JPG in the same scan session and now want to add them Sohodox will add the documents as 2 different JPG files because the last selected file type was JPG In the previous versions it would have added the documents as one PDF and one JPG file Merge option has been removed From version 8 the Merge button has been removed from the scan window If you h
282. me contains Acme Document Name does not begin with Acme Document Name does not end with Invoice Document Name does not contain Acme Invoice Date Is Empty Invoice Date Is Not Empty 206 6 You can add more criteria to your search by clicking this button To remove a criteria click this button 7 To get a result which matches all the criteria s specified by you select the Match all conditions option from the Conditions drop down To get a result which matches any criteria select the Match any conditions option from the Conditions drop down 8 Click the Search button to begin the search Document Title Owner Save as contains v equal to e invoice v harold Match all conditions 9 The search results will be displayed in the List View pane EI Zei ew Search e Search from the advanced search is only possible for columns that you can see in the grid below it To search for a document for which you know the document type you will need to go that Document Type and then search in the fields of the same e To see all your documents again click the Clear button x Copyright Sohodox 2000 2012 207 Sohodox Help e To view the saved queries click the Saved Searches gt Custom Search node in Workspace Related Topics Quick Search Save Search Document Full Text Search Copyright Sohodox 2000 2012
283. ment feeder 94 Use full file path 270 272 274 276 Use Microsoft Office OCR engine 213 297 Use System Default 135 User must change password at next logon 264 User options 297 Users 57 262 263 266 Verify disc after burning 129 280 vertical view 300 view documents as a Thumbnails 121 View Extracted text of the Document 214 View group 66 View in Associated Application 119 View in Selected Application 119 View only Access 264 Virtual printer method 135 Copyright Sohodox 2000 2012 323 Sohodox Help W Web Pages HTML 76 What are Tags 187 What can Sohodox do 2 What happened to doQuments 47 What is Document Type 47 What is Document Types 161 What is Sohodox 2 47 What is Sohodox DB 253 What snew 4 What s new in Sohodox 4 Where are all the menus gone 47 Where does Sohodox Store all my Data 65 Where is Security Manager Where is Security DB 47 Where is the Data Field Manager 47 Where is the location file 47 Where is the Storage Folder and the System folder 47 Where is the User and Connection Manager 47 Why does the MainDB open by default Why doesn t the DB List show up when start Sohodox 47 Word 135 Workspace 50 Wrap text 132 Write documents 129 280 Write Packet Count 209 XML file 276 Y Yes No Data Type 138 141 151 Copyright Sohodox 2000 2012
284. mmand line options 309 Part XXIII Troubleshooting Sohodox Services 312 Copyright Sohodox 2000 2012 Sohodox Help 1 Introduction The Introduction section consists of topics which will give you basic information about Sohodox After going through this section you should have a basic understanding of Sohodox New Users e Read the topics in this section and then go through the Getting Started section e Once you have familiarized yourself with the Sohodox user interface please consider regading the following sections Folders Tags Add a Document Scan and Add a Document Index Document Search a Document e You can now go through the more advanced topics like Document Types Sohodox DB Users Using version 4 Sohodox features a completely redesigned user interface and introduces some new concepts We recommend that you read the Introduction to new concepts in Sohodox section the FAQ s for users using Version 4 section and also the What s New section before reading other parts of this help file Referring to the Getting Started tutorials will also help Once you have familiarized yourself with the new user interface we would recommend reading the following sections Document Types Add a Document Scan and Add a Document Index Document Search a Document You can now go through the more advanced topics like Sohodox DB Copyright Sohodox 2000 2012 Introduction 2
285. mp dropping email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Drag amp drop of attachments in email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is also supported Sohodox also supports preview of msg files imported from MS Outlook Related Topics Create a Tag Delete a Tag Edit a document 10 8 Remove Tag from a Document You can remove a tag of a document from the Tags box To Remove a Tag from a Document 1 In the List View pane select a document to remove its tag The document will be displayed in its Details pane 2 Inthe Tags box select the tag that you want to remove and hit the Backspace button on the keyboard to remove the tag e A tag does not get deleted from the Tags node if you remove it from the Tags box Copyright Sohodox 2000 2012 193 Sohodox Help Related Topics Create a new Tag Delete a Tag Copyright Sohodox 2000 2012 Tags 194 10 9 Remove Tag from Multiple Documents You can remove a common tag from multiple documents together using the Tags node To Remove a Tag from Multiple Documents 1 Inthe Tags node select the tag to be removed from the documents 2 Select the documents from which you want to remove the tag None of the documents will be displayed in the Documents Details pane Instead a batch update note will be displayed
286. n 166 258 287 261 MS Access 253 MS Excel file 274 MS Office 135 MS Word DOC files 76 Multi page Document 97 99 Multi machine 259 Multi User Config File 253 Multi user DB 259 multi user gdx 253 My Profile 67 N Navigation pane 50 Never logout 57 New Data Fields 151 New Document 118 New Scan Profile 105 245 Non TWAIN scanner 80 Not Equal To 204 Notes 129 230 234 Notes Panel 112 Number of Pages per document 97 Number of rows to load for preview 224 280 0 OCR 208 209 213 214 215 217 297 OCR the document 217 On start up select Last selected node On start up select Specific node 297 Opening a Document 119 Optimized Search 209 Options Window 297 Other Details 112 Other information Owner 57 297 112 P Page Range 130 Pages pane 86 Pages Panel 112 Pages per document Paperport 285 Parameterized query 220 Password never expires 264 Password Policies 57 267 Paste an Existing Document as Link Paste Document as Link 126 PDF Creator 135 PickList Data Type PickListMultiple Data Type PickListSingle Data Type Plural name 141 151 policies 57 59 Portable Sohodox DB 4 Prevent users from changing file type viewer settings 136 preview scan 80 Primary Data Field Print 130 132 print a document 130 Print a Document along with the annotation Print Document 237 print indexed information 132 Print Indexed Information of Documents Print Preview 132 print search result 22
287. n be entered in this field Length Maximum Specify the maximum number of characters that can be entered in this field Length By default you can enter upto 65536 characters in the Text data type Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop Copyright Sohodox 2000 2012 Index Documents 144 down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Email Data Type Use the Email data type to enter email address The e mail address entered in this this field will turn into a hyperlink The Email data type has the following field properties Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as req
288. n select a tag from the Tags node to view the the documents attached to it You can also drag amp drop documents from your disk to the Tag You can also drag and drop text from a RTF file to a tag for more info see Drag and Drop Documents to a Tag Points to remember while tagging a document Enter words that describe the document For e g email fax invoice etc Use words that a user would use to search a document Related Topics Copyright Sohodox 2000 2012 Tags 190 Create a Tag Delete a Tag Edit a document 10 5 Tag Multiple Documents Together You can Tag multiple documents together by selecting them and entering keywords in the Tag box of the Document Details window To Tag Multiple Documents 1 In Sohodox select the document from the List View pane 2 Enter the common tags for these document in the Tags box of the Documents Details pane You can add as many relevant tags as you want by separating each tag with a semi colon or a space Note Alternatively you can drag and drop these documents onto the relevant tag in the Tags node If you want to add more than one tag together you will need to drag and drop the documents to each tag separately 3 Click outside the Tags box or press Enter to apply the tags If the tags added are new they will get listed in the Tags node along with the other tags All tags are listed in the Tags node of the Navigation pane
289. n the data are separated by a character other than tab semicolon comma or space then check the Other option and enter that character in the box You can only enter a single character in this box Check the Treat consecutive delimiters as one option if you want consecutive delimiters to be treated as a single delimiter This causes all the consecutive delimiters after the first one to be ignored during the import If this option is unchecked consecutive delimiters will be treated as empty values during the import Check the First row contains field names option if the first row of the text file contains the names of the fields column headings 10 Select the character that is used as the text qualifier in the data Text values which contain spaces or any other character specified as a delimiter must be delimited by a text qualifier The double quote or the single quote character can be selected as a text qualifier 11 Enter the number of the row from which you want the import to start Use the Start import at row no option if you want to skip the first few lines of the text file during the import This option does not affect the behaviour of the First row contains field names option which always uses the actual first row of the file and not the start row 12 Click the Next button to go to the next page Use this page to map fields columns of the CSV file to the source fields columns of the document type that you have selected
290. n type as many tags you want by using a semi colon to separate them d Set the Document Type of the scanned document from the Set a Document Type drop down For e g Set the Document Type to Invoice if the scanned document is a invoice Copyright Sohodox 2000 2012 93 Sohodox Help 13 You can also link the scanned documents with other documents by using the Links tab v Use the Link to existing Documents box to link the scanned documents to existing documents a Click this d button besides the Link to existing documents box The Look Up window will be launched b Select Documents option from the Look in box and type all or part of the file name in the Look for box c Now click the Find button The documents that contains the word that you have entered in the Look for box will be displayed in the Search Result list d Select the document that you want to link with the scanned documents and add it to the Selected Files list e Click the OK button to link these documents Note You can add more links by clicking this button and you can break a link by clicking this laJ button Also see Link one Document with another Document 14 Click the Security tab if you want to assign the document to another user as soon as it is scanned You can search for the user by clicking this i button in the Assign to field 15 Now click the Add button to add the scanned documents to the Sohodox DB The scann
291. nail or Document view each scanned multi page document displayed as single thumbnail of the scanned documents 8 When documents are duplex scanned the Scan Preview window makes it easy to differentiate between the front and reverse of the document Batch updating of multiple documents with common information Sohodox now lets you update common information for multiple documents together You can select multiple documents and update the following common information for them 1 Set a document title All the selected documents will then have the same title 2 Assign a document type The same document type will be set for all the selected documents 3 Enter indexing information for that document type All the selected documents will have the same indexing information 4 Assign the same tags All selected documents will have the same tags 5 Choose a folder All the selected documents will be assigned to the chosen folder This feature will save your time and effort as you won t need to update information individually for each document You will be able to do it in a single batch Auto Save indexing information In previous versions Sohodox required you to manually save any changes to a document s indexing information But from this version Sohodox gives you the option to automatically save the changes you made to the indexing information of the document To activate the option go to Options gt User Options gt Auto Save and c
292. nal location on the disk If you want to delete the added documents then click the Yes button if not then click No By default 50 documents are displayed in the List View pane If you have added more than 50 documents they will be moved to the next page To view the documents displayed on the next page use the Navigation button below the List View pane By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document You can click the Edit button d n to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document You can click any column header of the List View to sort documents in the ascending or descending order of values in that column You can add your entire folders structure along with the documents on your disk that you use to organize your documents For more info see Add the existing folder structure along with files from disk Related Topics Find and Add a document Set a Document Type of a Document Enter Indexing Information for a Document Drag and drop text from a document Copyright Sohodox 2000 2012 71 Sohodox Help 4 3 Add your existing folder structure along with files from disk You can add the entire folder structure on your local machine that you use to organize your documents to the Sohodox
293. ncorrect tag with the correct one you need not edit the tag individually in each document separately You can simply create a new tag and merge the incorrect tag into the correct one This feature also helps in rectifying situations where multiple users accidentally create similar tags To learn more see Merge Tags Copyright Sohodox 2000 2012 Sohodox Help Sorting of Destination Profile list Until now if you wanted to view the Destination Profiles you have saved in Sohodox the Destination Profile drop down would not display the list in an alphabetical order But now Sohodox displays the profile list in the drop down in an alphabetical order Thunderbird 9 x drag amp drop mail Support Now you can drag and drop your emails from Thunderbird version 9 x onwards into Sohodox These email messages will be displayed in the Preview pane in Sohodox Sohodox Version 7 6 0 0 January 13 2012 Language Support From version 7 6 the Sohodox setup will be separately available with user interfaces in English Spanish French and Slovak Although the user interface menus messages etc is now available in the above mentioned languages in addition to English you can store documents and data in any language in Sohodox Display of EML file in Preview Pane Prior to version 7 6 viewing an email message stored in EML format required you to have MS Outlook Express or Windows Live Mail installed on your machine But now Sohodox
294. nd Settings All Users Application Data ITAZ Sohodox Copyright Sohodox 2000 2012 49 Sohodox Help Apart from multi user gdx file the config ini file is also stored in this folder Copyright Sohodox 2000 2012 For users upgrading from versions earlier than version 5 50 3 Getting Started You can manage your documents in Sohodox by using Tags Folders and Document Types We will learn about each of them as we find the need to use them We will first go through the interface of Sohodox and then learn to use it Sohodox Database Sohodox uses a database to store all the information you add to it Sohodox database is a MS Access based MS Access based Sohodox DB has a GXDB extension When you add a file to Sohodox it copies the file to a special folder linked to the Sohodox DB Sohodox refers to this folder as the File Store Information about the newly added file is stored in the Sohodox DB The Sohodox DB also holds information about what folder the file was added to what tags have been attached to it as well any indexing data entered for the file When you install Sohodox a default MS Access based Sohodox DB is automatically installed This DB is called Main DB gxdb Apart from information about the files you add this DB also contains security information related to the users that you create Starting Sohodox 1 Click on Start gt All Programs gt Sohodox or double click Sohod
295. nd without extracting text if the IFilter for a particular file cannot be found on the machine v What is the Maximum size of documents to extract text from option Specify the file size that should be indexed in this box By default the limit of the file size is set to 1 mb This means that files larger then 1 mb will not be indexed For slower machines it is recommended to choose a lower value A larger value affects the performance of MS Access DB This option is useful in a multi user scenario where you can disable extracting and indexing of text on slow machines for large files without disabling full text search Copyright Sohodox 2000 2012 Search for a document 212 v How do l use the document full text search feature to search for documents To search for documents using the document full text search feature In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane Click the Double Arrow button E to bring up the Advanced Search pane Select the Document Text option from the Field Name drop down to search for text in the document Select the appropriate comparison operator i e contains begins with equal to etc from the Comparison drop down For e g To search for text beginning with specific alphabets use the begins with operator in your query condition Enter the value which will be used for comparison in the Compare To box Yo
296. nder the saie di and having te registered Af ve 3 eelste fefewed co ae che Paty d the Agreement Legitimate BC Agreement 17 10 2008 8 H Secord Part Agreement Mammoth Agreement 17 10 2008 2 WHEREAS boty the parties of th Firat Part ard at the Siceard Fart arz Agreement ORM Agreement 17 10 2008 K under their resazctve Memorandum f Aesaciatior etttied to camy on tie Ane ee 17 10 2008 business of producing eestricty and supplying the same to any arza Agreement Smith Co Agreement 17 10 2008 S AND WHEREAS bolh te Pertae of tie Fiet Par and Second Patt ae ail lo erie into osrtrerelip wilh erty person wi persos inel ding e surnpary Agreement SPC Agreement 17 10 2008 Z fer carving on the tuahesa afferen by tiair respecta Mamarandim c Agreement Western Agreement 17 10 2008 5 Wgd Agreement Zuvixo Agreement 17 10 2008 ei AND W4EREAS the artes heren have propose ba act up o jant sullaborzbon z plant to sroduce electiciy and supply tre gare wo the loan of Golan Gor eats Cask Ee and ta enable trem to pocl tepsther their firarces sxc echrica experiez they Galaxy to NBT 985637 Check 17 10 2008 have therefore Done Lo erter into a parlnerstip Invoice NBT to Acme IN00A17 Invoice 17 10 2008 AND WHEREAS tha parlles Fave obtained Iisenes or petileeon of te Invoice NBT to Acme INODA26 EE 17 10 2008 Sout For producing ard supplying aer to the sald tosan Invoice NBT to Corellian IN00A24 Invoice 17 10 2008 AND WHEREAS it ts cherctare progozed te enter irto the
297. ne to OCR your documenis v What is the Microsoft OCR engine setting The Use Microsoft OCR engine option allows you to use the Microsost OCR engine to OCR your documents You will need to have MS OFFICE Document Imaging installed on the system to use the Microsoft Office OCR Engine this is available if you have MS Office 2007 or earlier installed not available with MS Office 2010 gt How can I stop background text extraction on a machine Background text extraction only happens on the machine on which Sohodox has been installed in server mode a single user installation of Sohodox is always installed in server Copyright Sohodox 2000 2012 211 Sohodox Help mode On this machine the extraction of text from newly added documents continues in the background even when Sohodox itself is not running To stop background text extraction Explore Control Panel gt Administrative Tools gt Services Select ITAZ Sohodox Indexing Service under the Name column Right click the entry and select the Stop option v Sohodox does not extract text from my document Sohodox uses two different methods depending on the file type i e file format to extract text from documents For example for TIFF JPG PNG and other image file types Sohodox uses its built in OCR engine to extract text You can configure Sohodox to use the faster Microsoft Office OCR engine if it is installed this is available if you have MS Office Docum
298. ng at the cursor C Program Files Sohodox Desktop Sohodox exe resetdbprofile dbid 1 username all Assuming that Sohodox is installed in the default location Copyright Sohodox 2000 2012 Command line options 310 ES Administrator C Windows system32 cmd exe C Users harold gt C Program Files Sohodox Desktop Sohodox exe resetdbprof ile dgm bid 1 username EAR Now hit the Enter key Sohodox should now launch and you should not get any errors If you still get the same error then follow the steps below Close Sohodox and Open the Command Line Window In the Command Line window type the following at the cursor C Program Files Sohodox Desktop Sohodox exe resetdbprofile dbid 1 Assuming that Sohodox is installed in the default location Now hit the Enter key Sohodox should now launch and you should not get error again 2 When you have changed the location of the Main DB then you will have to use this command to reconfigure it otherwise you will get the following error Failed to connect to the Main DB To reconfigure the Main DB follow the steps below Close Sohodox and Open the Command Line Window on the machine on which Sohodox is installed in Server mode In the Command Line window type the following at the cursor C Program Files Sohodox Desktop Sohodox exe reconfiguremaindb Assuming that Sohodox is installed in the default location Now hit the Enter key
299. ng this button and you can break a link by clicking this el button Also see Link one Document with another Document 16 Click the Security tab if you want to assign the document to another user as soon as it is scanned You can search for the user by clicking this di button in the Assign to field 17 Now click the Add button to add the scanned documents to the Sohodox DB The Copyright Sohodox 2000 2012 99 Sohodox Help scanned documents will now be added to the location that you have specified in the Destination tab 18 Click the Close button to close the Scan window Check the Show scanner interface before scanning option if you want the user interface of your scanner driver to be displayed while scanning You can create a Scan Profile to save the frequently used scan settings Also see Destination Profiles You can also scan documents with variable number of pages for more info see Scan document with variable number of pages In the Settings tab the display of options upon checking the Use document feeder checkbox depends on the file type selected and not upon checking the document feeder checkbox This means you can scan multiple single pages even with a flatbed scanner if the file type supports it e g TIFF or PDF Related Topics Automate the Scan Process 5 6 5 Scan document with variable number of pages You can scan documents that does not have fixed number of pages by using blank
300. nly scanned images In case of any other file formats for Sohodox to be able to extract text from a file of that particular format an IFilter for that file format must be installed on the user s machine Copyright Sohodox 2000 2012 Search for a document Filters for the following file formats are installed by default on Windows 2000 XP 2003 2008 Vista 7 machines gt PPT Microsoft PowerPoint presentation gt HTML documents gt TXT documents Related Topics Search for text in a document Document Full Text Search FAQ 12 4 4 View the Extracted Text of a Document 214 You can view the extracted text of the document by using the Show Extracted Text option To View Extracted text of the Document 1 Select the document whose extracted text you want to view from the List View pane 2 Click the More drop down arrow and select the Show Extracted Text option of the Home tab 3 The extracted text will now be displayed in a window e You can also switch from Sohodox OCR engine to Microsoft Office OCR engine to extract text from documents For more info see Extract Text from Document Related Topics Search for text in a document Document Full Text Search FAQ 12 4 5 Save the Extracted Text You can save the changes you have made to the extracted text of a document To Save the Extracted text from Document 1 Select the document that you want to extract from the List View pane
301. nnesessnessessneseesenesaees 278 Export document to CD DVD ssceecssssseetesseseneseesseesaeseneneessesseessesenesnaneessneseesneesaeseesaesaesanesaesenennesseesnesaesoneees 280 2 AJmport Data eege 280 Import Gata from a CSV file sccccccsesccsusssesisecisectscnscncecssececenssecscecnsecesurvarssieussecceustscadacdonscecesdsceseestuosdssvntedacssoussecsense 280 Import data from Paper port ccccsscscssesseessessessesseeseessessnesseseesseesaeseeeseseessaeseeesaeseesenssaeseueneesaesseenseeseesesenenaese 285 FOlder UL E 287 Part XVIII Backup and Restore 291 1 Backup and Restore Utility ccccesseeeeeeeeeeeeeeeeeeeeeeeeneeeesesneeeeeseaaeseneeeesseseeeeennneeeeeeeas 292 2 Manually backup a Sohodox DB ccccesecceeceeeeeeeeeeeeeeneeeeeeeeseeseeeeesneeeeeesseaeseeseeeseneneneess 293 3 Manually restore a backed up DB sccceceeeeeeeeeeeeeseaeeeeeeaeeeesneeeesseaeeeesseaeseneeeeseaneeneess 295 Part XIX Customizing Sohodox 296 1 Options Win EE 297 2 Change Sohodox Main View layout cccecccsseeeeesseeeeeeseeseeseeeeeeseeeeeesseaesenseeeeesneenenss 300 3 Customize List View Pane cccssseceseseeeeneeeeeeeneeeeesseaeeeeesaesseseeeeesseaeeeeseeaesenseeeseaseenenss 301 4 Hide Details pane eseu EEN EES 303 5 Specify the node to be selected ON startup cseccsseeeeeesseeeeseeeeeeeeeeeeeseneeseneeeeeeeeneneess 304 Part XX Report Generator 304 Part XXI Manage Email in Sohodox 305 Part XXII Co
302. nt of dots which must be captured per inch of the document being scanned 7 Click the Start Scan button to start scanning the document The scanned document will be displayed in the Preview pane of the Scan window e Check the Show scanner interface before scanning option if you want the user interface of your scanner driver to be displayed while scanning e You can create a Scan Profile to save the frequently used scan settings Also see Destination Profiles e Inthe Settings tab the display of options upon checking the Use document feeder checkbox depends on the file type selected and not upon checking the document feeder checkbox This means you can scan multiple single pages even with a flatbed scanner if the file type supports it e g TIFF or PDF Related Topics Scan and add single document Scan multiple single paged document 5 7 Virtual Duplex Scanning mode Sohodox has always supported duplex scanning i e scanning both sides of a page and storing them in the correct order in a PDF or TIFF file However this required your scanning to have built in support for duplex scanning With the new Virtual Duplex scanning mode Sohodox can Copyright Sohodox 2000 2012 103 Sohodox Help now handle duplex scanning even with scanners which do not have built in support for duplex scanning This is how it works Put a stack of documents in to your scanner s ADF Automatic Document Feeder Sohodox will
303. ntegrated with Workflow Version 4 4 May 04 2007 doQuments uses a new and improved mechanism to extract and index text from documents Text extraction is now done using IFilters installed on the user s machine IFilters act as plug ins and are a part of Microsoft Indexing Service they are also used by Windows Desktop Search Using the IFilter mechanism improves the accuracy and performance of text extraction in doQuments For doQuments to be able to extract text from a file of a particular format an IFilter for that file format must be installed on the user s machine Filters for the following file formats are installed by default on Windows 2000 XP 2003 Vista machines e PPT Microsoft PowerPoint presentation DOC Microsoft Word document XLS Microsoft Excel spreadsheet HTML documents TXT documents For PDF files existing users will need to download the freely available PDF IFilter from http www adobe com support downloads detail jsp ftolID 26 1 1 Copyright Sohodox 2000 2012 Sohodox Help You can also install third party filters to enable doQuments to extract text from other file types e g e Microsoft XML IFilter e Microsoft RTF Pilier e Microsoft Visio IFilter More information and downloads links for various IFilters both free and commercial are available at e Filter org e Desktop Search IFilters Version 4 3 3 January 04 2007 Minor bug fixes Version 4 3 1 December 15 200
304. nts from disk Create a new Folder Add folder structure along with files from disk 9 13 Add folder structure along with files from disk You can add the entire folder structure on your local machine that you use to organize your documents to the Sohodox DB To Add Existing Folder Structure along with Files to the Sohodox DB Copyright Sohodox 2000 2012 181 Sohodox Help 1 In Sohodox click the Add from disk drop down and select the Add Folders from disk option on the Ribbon bar The Add Folders from disk window will be launched A Find and Add Check the folder or folder structure that you want to import to Sohodox from the Choose folders from disk pane Select the mport files and folder tree option to import both the files and the folder structure to Sohodox Check the Use exceptions option to use exceptions optional You can use Exceptions to exclude or include particular file or file types to the Sohodox DB For e g If the folder that you have selected contains pdf doc tiff jpeg files and if you only want to add DOC files to the DB then you can use an exception which will add the DOC files and exclude the remaining files v Follow these steps to use Exceptions a Click the Exceptions button to add exceptions The Exceptions window will be launched b Select the Do not add these files tab to specify the file or file type you want to exclude and then click the Add
305. o add a large data to a Sohodox DB You can import your data from a file by clicking the mport button of the Tools tab Copyright Sohodox 2000 2012 281 Sohodox Help To Import Data from a CSV file 1 In Sohodox open the DB to which you want to import the data from the CSV file 2 Select the Tools tab and click the Import button Gi The Data Import window will now be launched 3 Click the Browse button besides the Specify the file to import the data from box to select the CSV file you want to import Note H you want to import documents along with the indexing data then add a extra column to the CSV file from which you are importing the data In this column enter the name of the file that you want to import along with the indexing data If more than one file is to be imported then enter the names of all the files separated by a pipe 4 Click the Next button to go to the next page 5 Specify the content data of the import file in the mport File contains columns with the following information section a Select the Documents and Document Type Info option if the CSV file contains indexing information along with the type of document If you select the Documents and Document Type Info option then the Choose existing document type drop down option will be available Select an existing document type from this drop down to import the documents and document types information to it b Select the D
306. ociated application Version 5 2 0 7 May 27 2009 1 Fixed Error when configuring a DB for multi user 2 Fixed For Sohodox Plus Error when viewing thumbnails for documents related to a Stack Version 5 2 0 6 May 27 2009 1 Fixed When you burn annotation on a PDF file which is not created by Sohodox the changes do not get reflected on saving the document 2 Fixed Sohodox crashes on closing the Scan when a document has not been scanned 3 Fixed When a Document Type is deleted the PickList values for that Document Type does not get deleted 4 Fixed When an annotation is added on a document and if the document is opened in the Details window then the annotation will not be shown 5 Fixed Error when inserting a page to an existing document via scanning Version 5 2 0 1 May 06 2009 Copyright Sohodox 2000 2012 Introduction 36 1 Fixed Problem when using the Batch Scan window 2 Fixed Error when selecting the Color Photograph scan profile 3 Fixed When a document is shared from the Document Type node the user with whom the document is shared with is not displayed 4 Fixed Error on double clicking the Save on the create new user window 5 Fixed Prompt for deleting files from original location after adding files via the New button Version 5 2 0 0 May 05 2009 1 Fixed When a Primary Field is deleted and another field is set as the Primary field then an error is displayed on Sa
307. ocuments Copyright Sohodox 2000 2012 Tags 188 Related Topics What are Tags Tag a Document Delete a Tag Copyright Sohodox 2000 2012 189 Sohodox Help 10 3 Create a Tag You can create a Tag by clicking the Create New button in the Tags node To Create a Tag 1 In Sohodox select Workspace gt Tags in the Navigation pane 2 Now click the Create New button to create a new Tag 3 Enter a name for the Tag and hit the Enter key e All tags are listed in the Tags node of the Navigation pane e You can also drag amp drop documents from your disk to a Tag You can also drag and drop text from a RTF file to a tag for more info see Drag and Drop Documents to a Tag e You can select a tag from the Tags node to view the the documents attached to it Related Topics Tag a Document Delete a Tag 10 4 Taga Document You can create a Tag by entering keywords in the Tag box of the Document Details window To Tag a Document 1 In Sohodox select the document from the List View pane The document will now be displayed in the Documents Details pane 2 Enter tags for this document in the Tags box of the Documents Details pane You can add as many relevant tags as you want by separating each tag with a semi colon or a space 3 Click outside the Tag box to apply the tag All tags are listed in the Tags node of the Navigation pane You ca
308. ocuments You can add only the folders structure without the documents that you use to organize your documents to the Sohodox DB For more info see Add existing folder structure to Sohodox DB You can also drag and drop folders in Sohodox Copyright Sohodox 2000 2012 Export and Import data Related Topics Find and Add a document Scan multiple single paged document 286 Copyright Sohodox 2000 2012 287 Sohodox Help 17 2 3 Folder Monitor Introduction The Folder Monitor watches one or more specified folders on your disk and adds any files added to those folders to Sohodox You can use this feature to directly add files to Sohodox even when Sohodox is not running All you need to do is add the files to the monitored folder and Folder Monitor will automatically add these files to Sohodox This is also handy when working with Network Scanners which put the scanned documents in a folder You can also configure the Folder monitor to delete the files from the monitored folder after they have been added to Sohodox Following are the main features of Sohodox Folder Monitor 1 Watch multiple folders at the same time 2 Select a Destination Profile to use while adding a document to Sohodox 3 Specify Include Filters to only add files of a particular type e g doc 4 Specify Exclude Filters to exclude files of a particular type e g txt When you select the folders to be wat
309. ocuments and Document Type Name option if the CSV file contains the names of documents and document types c Select the Documents option if the CSV file contains information of only documents 6 Click the Next button to go to the next page View the contents of the selected text file displayed in the Data Preview and enter the information required on this page 7 Choose the delimiter that separates the fields columns in the data You can choose more than one delimiter a Check the Tab option if the fields columns in the data are separated by a Tab character b Check the Semicolon option if the fields columns in the data are separated by a semicolon c Check the Comma option If the fields columns in the data are separated by a comma d Check the Space option if the fields columns in the data are separated by a single space e If the fields columns in the data are separated by a character other than tab semicolon comma or space then check the Other option and enter that character in the box You can only enter a single character in this box 8 Check the Treat consecutive delimiters as one option if you want consecutive delimiters to be treated as a single delimiter This causes all the consecutive delimiters after the Copyright Sohodox 2000 2012 Export and Import data 282 first one to be ignored during the import If this option is unchecked consecutive delimiters will be treated as empt
310. ode Select this option if you want the last used node of the Workspace to be displayed when a DB opens Specific node Select this option if you want choose a node of the Workspace to be displayed when a DB opens Select the node from the list that you want to be displayed when a DB opens Document Text Extraction Maximum size of documents to extract text from Specify the file size that should be indexed in this box By default the limit of the file size is set to 1 mb This means that files larger then 1 mb will not be indexed For slower machines it is recommended to choose a lower value A larger value affects the performance of MS Access DB This option is useful in a multi user Scenario where you can disable extracting and indexing of text on slow machines for large files without disabling full text search No limit Select this option if you want to extract and index all the files irrespective of their size Thumbnails Create thumbnail on Check in Check this option to generate thumbnails of documents as soon as they are added to Sohodox With this option enabled it will take slightly longer to add documents because of the time taken to generate the thumbnail Enabling this option is recommended only if you often use the thumbnail view instead of the list in the List View pane Enabling this option ensures that the thumbnail view is loaded quickly If this option is disabled then when you select the option to view thumbnails of th
311. odify 3 Click the Modify button This will bring up the Modify Server Details dialog 4 Make the required modifications and then click the OK button to close the dialog 5 Click the Close button to close the Email Capture dialog v Import email attachments as separate documents First setup Sohodox for Email Capture Then follow the steps below to import attachments as separate documents 1 Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button 2 Select an email account and click the Settings button This will bring up the Settings dialog 3 In the Others tab check the box Import email attachments as documents 4 In the Field Mapping tab choose the target and map the fields Then click the OK button to close the dialog 5 Click the Close button to close the Email Capture dialog For example If an email message with a single attachment is captured Sohodox will create two documents the email message itself and the attached file Both the documents will be Copyright Sohodox 2000 2012 Manage Email in Sohodox 308 linked to each other The attached files will show up as links when you click the Links tab on the Display Pane of the email You can select the document type which must be applied to the attached files v Specify a folder in which downloaded email messages will be temporarily stored By default the downloaded email messages
312. ohodox Help 10 6 Drag and Drop Documents to a Tag You can add documents by dragging and dropping on a Tag To Add Documents by Dragging amp Dropping 1 In Sohodox select the Tag to which you want to add the documents 2 Using Windows Explorer select the files you want to add and drag amp drop them on that Tag You can also drag and drop documents to a Tag from All Documents Documents Types and Folders node To Drag and Drop Text 1 In Sohodox select Workspace gt Tags in the Navigation pane 2 Select the tag to which you want to add the text 3 Select the text from a RTF Rich Text Format file for e g DOC files HTML files EML files PDF files etc 4 Drag this text and drop it on the tag A new document will be created containing the text you selected Note By default 50 documents are displayed in the List View pane If you have added more than 50 documents they will be moved to the next page To view the documents displayed on the next page use the navigation buttons below the List View pane e You will be the Owner of the documents that you have added e You can click the Edit button d n to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document e Dragging amp dropping email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Drag amp drop of attachments in e
313. om the List View pane The document will now be displayed in the Documents Details pane 2 Click the Links tab on the left bar of the Document Details pane The Links panel will now be displayed 3 In the Linked Documents section click the Link button and select the Add File s from disk and link option The Add Files window will now be launched 4 Select one or more files that you want to add and click the Open button The selected document s will now be displayed in the Linked Documents list Also see Add documents from disk To Scan Document and Link it with another Document 1 Select a document from the List View pane The document will now be displayed in the Copyright Sohodox 2000 2012 127 Sohodox Help Documents Details pane 2 Click the Links tab on the left bar of the Document Details pane The Links panel will now be displayed eae 3 In the Linked Documents section click the Link button and select the Scan document and link option The Scan window will now be launched 4 Select a Scan Profile from the Select a Scan Profile drop down to select the scan settings 5 Select a scanner from the Select a Scanner drop down 6 Click the Start Scan button to scan the document The scanned document will now be displayed in the Preview pane of the Scan Window 7 Select the location to add the scanned files in the Destination tab 8 Now click the Add button to add the scanned
314. on if you want the time to be shown in 24 hour format 12 hour Format Select this option if you want the time to be shown in 12 hour format AM Symbol Select or enter the text which indicates the hours before noon when the time value is in a 12 hour format PM Symbol Select or enter the text which indicates the hours after noon when the time value is in a 12 hour format Yes No Data Type Text to import as Yes While importing data any value which matches the value Copyright Sohodox 2000 2012 227 Sohodox Help selected or entered here will be considered by Sohodox as a Yes value You can also specify a comma separated list of values and any values matching a value in this list will be treated a Yes value If the special value Any Other Value is selected then any value except the values specified for Text to import as No will be treated as a Yes value Text to import as No While importing data any value which matches the value selected or entered here will be considered by Sohodox as a No value You can also specify a comma separated list of values and any values matching a value in this list will be treated as a No value If the special value Any Other Value is selected then any value except the values specified for Text to import as No will be treated as a No value Document List Location Specify the folder path where the documents to be imported are located By default Sohodox selects the fo
315. oom level even if you logout and log back in No prompt when assigning editing deleting a tag from a document In previous versions of Sohodox if you added a tag to a document and hit the Enter key it would display a confirmation message This message was not required So we have done away with it Block Indexing By default Sohodox automatically begins to index a newly added modified document in the background Sometimes the documents can be very large taking up too much processing time to index or just unindexable for e g photos which have no text which can be recognized or extracted Also sometimes Sohodox can have trouble indexing a particular document With this version Sohodox lets you block the indexing process for such documents For steps see Block Indexing Two new Command Line Options added Two new Command Line Options have been added in this version of Sohodox They are Reset Cache DB and Reset User Profile To learn more about them see Command Line Options Sohodox Version 7 6 0 7 February 06 2012 Merging one Tag with another Now you can merge one tag with another tag This will delete the tag that is merged remove that tag from all documents that bear it and automatically add the other tag to these documents When you click the Tags node in the Navigation pane you will see these documents added to the other tag This feature helps you in case you misspelled a tag while adding it to a document To replace the i
316. opics Create a User Account Disconnect an Active User 16 5 Disconnect an Active User The Connected Users node displays a list of all the users applications currently logged in to Sohodox The Connected Users node can also be used to forcefully log off any logged in user To Disconnect an Active User 1 In Sohodox select Settings gt System Settings gt Connected Users in the Navigation pane 2 Select a user from the right pane i e the Connected Users list and click the Disconnect button on the Ribbon bar to disconnect the user 3 The user will now be disconnected To Find out any Inactive users and Disconnect them Some times Sohodox displays a message saying that the maximum number of users already logged into Sohodox However nobody has logged into Sohodox This usually happens when Sohodox is not shut down properly and the logging off process is not completed 1 Click Start gt All Programs gt Sohodox Desktop gt Sohodox Connection Manager The Sohodox Connection Manager will now be launched 2 Login to Connection Manager as a superadmin 3 Select inactive users and click on the Disconnect button to disconnect the user e You can click the Refresh button on the Ribbon bar to refresh the contents of the connection list Related Topics Create a User Account Deactivate a User Account Copyright Sohodox 2000 2012 267 Sohodox Help 16 6 Set Passw
317. option from the Look in box and type all or part of the file name in the Look for box c Now click the Find button The documents that contains the word that you have entered in the Look for box will be displayed in the Search Result list d Select the document that you want to link with the scanned document and add it to the Selected Files list e Click the OK button to link these documents Note You can add more links by clicking this button and you can break a link by clicking this e button Also see Link one Document with another Document 8 Click the Security tab if you want to assign the document to another user as soon as it is scanned You can search for the user by clicking this di button in the Assign to field 9 Now click the Add button to add the scanned document to the Sohodox DB The scanned document will now be added to the location that you have specified in the Destination tab 9 Click the Close button to close the Scan window e Check the Show scanner interface before scanning option if you want the user interface of your scanner driver to be displayed while scanning e You can create a Scan Profile to save the frequently used scan settings Also see Destination Profiles e You can use the Settings tab to change or set the scan setting Related Topics Scan document with variable number of pages Scan documents with fixed number of pages 5 6 2 Scan multiple single paged Documents
318. ord Policies for Users You can set policies for password and thus control some aspects of security Set Maximum Password age Use this policy to set the maximum number of days after which a user s password will expire and will have to be changed 1 Select Settings gt Password Policies in the Navigation pane 2 Double click the Maximum password age policy in the left pane The Maximum password age policy dialog will be launched 3 Select the button besides the text box and specify the number of days after which the password should expire If you want the password to never expire then select the Never expire option 4 Click the Save and Close button to apply this policy Set Minimum password length Use this policy to set the minimum number of characters that a password must contain Sohodox will not allow any user to set a password that is shorter in length than this value 1 Select Settings gt Password Policies in the Navigation pane 2 Double click the Minimum password length policy in the left pane The Minimum password length policy dialog will be launched 3 Select the button besides the text box and specify the number of characters that a password must contain If you do not want to set a minimum value then select the Unlimited Characters option 4 Click the Save and Close button to apply this policy Set Maximum Logon attempts Use this policy to set the maximum number of consecutive failed logon attempts b
319. ort Professional amp Enterprise Editions You can now import data from text files e g CSV into doQuments This feature is only available in the Professional and Enterprise Editions of doQuments 2 0 and higher Find Record Find Next Record Use the Find Record Find Next Record feature to quickly jump to records which met the criteria you specify Removed Store only the location of the file in the doQuments DB setting The Store only the location of the file in the doQuments DB setting has now been removed Documents should now be stored in the doQuments DB s storage folder Existing doQuments DBs with this option set are still supported but you cannot now set this option for any doQuments DB Minor Enhancements A LOT of minor enhancements Copyright Sohodox 2000 2012 Introduction 30 Version 1 75 June 11 2002 Updated the doQuments installation program Minor Bug Fixes Version 1 73 May 20 2002 Minor Bug Fixes Version 1 72 May 10 2002 Minor Bug Fixes Version 1 71 April 15 2002 Auto Generate Values Values for Small Text amp Numeric fields can now be auto generated based on formats provided by the user Sort and Query Data in the View Data window The View Data window has been redesigned Data can be sorted and queried using tools available on the new View Data toolbar Data can also be sorted by clicking on the column headers of the grid Save Web Page Settings Web page settings
320. ose the Scan window If you have scanned multiple documents then all the documents will have same name followed by a suffix For e g if you entered Acme Invoice then the scanned document will be named as Acme Invoice1 Acme Invoice2 Acme Invoice3 and so on If you leave the Document Title blank then the system will generate a title for the scanned document Related Topics Scan and add single document Scan multiple single paged document Copyright Sohodox 2000 2012 Scanning Documents 104 5 9 Insert a page to a PDF or TIFF document You can insert a page to a PDF created using Sohodox and Tiff file by using the Image Editor window To Insert a Page to a PDF or Tiff Document Select the document to which you want to add the page Click the Pages tab on the left bar of the Document Details pane The Pages panel will now be displayed eil TERT In the Pages pane click the Insert Page s button The Insert Pages dialog will now be launched Select the position at which you want to insert the page s from the drop down Select Insert pages from disk option if you want to add a document from disk or select the Scan and insert pages option if you want to insert a scanned document Note You can also insert a page from disk by dragging and dropping it to the position you want Click the OK button A window will be launched depending on the option you have selected Now select the
321. ou have added You can click the Edit button d Son to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document You can also drag amp drop text to a folder tag or document type node in Sohodox Related Topics Drag and Drop a document Drag and drop text from a document Share documents Replace document from disk You can replace a document from the Sohodox DB with another file on the disk by using the Replace from disk option To Replace Document from Disk 1 In Sohodox select the document to be replaced from the List View pane 2 Right click that document and select the Replace from disk option 3 The standard Windows File Open dialog will be launched 4 Select the file you want to use to replace the document 5 Now click the Open button to replace the document 6 The replacement file will be displayed previewed in the display pane e You can create a new document by dragging and dropping text from an RTF file to Sohodox For info see Create a New Document Related Topics Drag and Drop a document Drag and drop text from a document Copyright Sohodox 2000 2012 Scanning Documents 5 Scanning Documents Topics Covered 1 Fo
322. ou want the user interface of your scanner driver to be displayed while scanning You can create a Scan Profile to save the frequently used scan settings Also see Destination Profiles You can also automate your scanning process for more info see Automate the Scan Process In the Settings tab the display of options upon checking the Use document feeder checkbox depends on the file type selected and not upon checking the document feeder checkbox This means you can scan multiple single pages even with a flatbed scanner if the file type supports it e g TIFF or PDF Related Topics Scan documents with fixed number of pages Copyright Sohodox 2000 2012 Scanning Documents 102 5 6 6 Scan a color document You can scan color documents by selecting the Color option in the Select scan color option To Scan a Color Document Sek can In Sohodox select the Home tab and click the Scan button eal This will bring up the Scan Window 2 Select a scanner from the Select a Scanner drop down 3 Click the Settings tab to set the scan settings 4 Select the file type from Select the file type option to save the scanned document For example if you want to save the scanned document as pdf select the PDF option from the drop down 5 Select the Color option from the Select color depth drop down 6 Set the scan DPI Dots Per Inch from the Set scan DPI option The Dots Per Inch option controls the amou
323. our email and drop it in Sohodox to automatically save it as a new file Documents can also be added by using options like the Find and Add and Scan options If you are have an existing Folder structure that you use to manage your documents you can use the Add Folders from Disk option to import the entire folder structure along with documents to Sohodox You can also import multiple documents along with their indexing information from a CSV file Document Types Double click the document that you just added to the folder to open it in its Details window In the Information pane you must have noticed that there are no indexing fields This is because no Document type has been set for this document see Managing your documents Now in the Information tab select a Document Type for the document You can create a new Document Type if the document does not belong to the types that are listed in the Document type drop down Document Types can be created from Settings node of the Navigation pane To view documents based on their types in Sohodox main window expand the Document Types node in the Navigation pane and select a document type e g Invoice All the documents that have their Document Type set to Invoice will now be displayed in the List View pane Copyright Sohodox 2000 2012 63 Sohodox Help e x Tools s User Super Administrator ae e Ae Has a_i e E Fax Assign Layout Refresh New Scan Add From
324. ous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a HTML file Export data to a Excel file Export data to a XML file Back up Sohodox DB 12 9 Import the Exported Search Result The Import Data Wizard lets you quickly populate your Sohodox DB by importing data and documents from a CSV file Most database and spreadsheet programs can export their data as CSV files You can therefore use the Import Data Wizard to move data from any database program or spreadsheet into a Sohodox DB This is the fastest way to add a large data to a Sohodox DB You can import your data from a file by clicking the mport button of the Tools tab To Import Data from a CSV file 1 In Sohodox open the DB to which you want to import the data from the CSV file 2 Select the Tools tab and click the mport button The Data Import window will now be launched 3 Click the Browse button besides the Specify the file to import the data from box to select the CSV file you want to import Note lf you want to import documents along with the indexing data then add a extra column to the CSV file from which you are importing the data In this column enter the name of the file that you want to import along with the indexing data If more than one file is to be imported then enter the names of all the files separated by a pipe 4 Click the Next button to go to the next page 5 Specify the content d
325. owerPoint presentation e DOC Microsoft Word document By default Sohodox does not use this because it uses its built in extractor for MS Word files e XLS Microsoft Excel spreadsheet By default Sohodox does not use this because it uses its built in extractor for MS Excel files e HTML documents e TXT documents You can also install third party filters to enable Sohodox to extract text from other file types e g e Microsoft XML IFilter e Microsoft RTF IFilter e Microsoft Visio IFilter More information and downloads links for various IFilters both free and commercial are available at e Eiter org e Desktop Search IFilters v Why aren t all IFilters automatically installed along with Sohodox Although some IFilters are available for free we cannot ship them with Sohodox as they are published by different companies You will find download links for available IFilters both free and commercial at http www ifilter org Links htm v Is OCR available in Sohodox Yes OCR is available in Sohodox You can use the built in OCR engine to extract text from TIFF JPG PNG and other image file types You can configure Sohodox to use the faster Microsoft Office OCR engine if it is installed this is available if you have MS Office 2007 or earlier with MS Office Document Imaging installed on the machine v What is the Use built in OCR engine setting The Use built in OCR engine option allows you to use the built in engi
326. ox icon desktop to run Sohodox 2 The default username and password to login to Sohodox is as below Username superadmin Password superadmin 3 By default the Main DB will be opened and the All Documents node will be displayed 4 To open the Sample DB Click the Sohodox button and select the Sample DB from the DB List Sohodox User Interface This is Sohodox main window with a DB opened The Sohodox Main window is divided into four main parts 1 Ribbon bar 2 Navigation Pane 3 List View Pane 4 Details View Display Pane Copyright Sohodox 2000 2012 51 Sohodox Help Hi Pepe Sc tee a_i ee New Scan Add From Open Delete Print Export E Fax Assign Layout Refresh Disk 3 mail baz User Super Administrator Workspace z g d Tags a Document Title Type Added On g i A nn 5 l Private Folders Agreement Acme Agreement 2 ACME Corporation Public Folders Agreement Axis Chemical Agreement 17 10 2008 E J Tags Agreement Colonial Movers Agreement 17 10 2008 S THIS GEED G FARINERGH 3 is made at antha dayat between D t Ea a Corr pariy e llerel under thie Coiriparies Act 1253 4 i Agreement Correlian Agreement 17 10 2008 3 fered office at hereinafter refered ta as the Party of the Saved Searches Agreement Globo Chem Agreement 17 10 2008 amp Piel Sa and Ke X Y Z 8 Cu Company stier u
327. p and rotate a document e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document e You can also drag amp drop text to a folder tag or document type node in Sohodox Related Topics Drag and Drop a document Drag and drop image from a web page Share documents 4 6 Drag and drop image from a web page You can also drag and drop text from a document and add that text as a document in Sohodox To Create a New Document by Dragging and Dropping an image from a web page 1 In Sohodox select Workspace gt All Documents in the Navigation pane 2 Drag any image from a web page opened in a web browser and drop it in the List View pane The image will be added to Sohodox Copyright Sohodox 2000 2012 77 Sohodox Help 4 7 Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No This feature works with Internet Explorer and Google Chrome It may not work with all browsers Due to the way some web pages are built you may not be able to drag and drop all images from a web page You will be set as the Owner of the documents that y
328. pics Add documents to a Folder Delete a Folder 9 5 Drag and Drop a Folder You can add a folder to the Folders node by dragging and dropping To Add a Folder by Dragging amp Dropping 1 In Sohodox select Workspace gt Public Folders or Private Folders in the Navigation pane depending upon whether you want to make the folder and its documents visible to all or keep them private to yourself 2 Using Windows Explorer select the folder you want to add and drag amp drop it on the selected Folder e You can drag and drop your entire folder structure from the disk that you use to organize your documents e You can also drag and drop text from a RTF file to a Folder for more info see Drag and Drop Documents to a Folder Related Topics Add documents from disk Find and Add a document 9 6 Clone a Sohodox Folder structure You can now create the same folder structure that you frequently use in Sohodox by right clicking that folder structure and selecting the Clone option For e g Let say to you create a same set folders for each customer It will be tedious to create these folders if you have a hundred s of customers By using the Clone feature you will have to create the folder structure just once and then clone copy this structure whenever you want To Clone a Sohodox Folder Structure Copyright Sohodox 2000 2012 175 Sohodox Help 1 In Sohodox select
329. played in this box Do not import If this option is selected then the row containing an empty value for this field will not be imported i e it will be skipped 18 Click the Next button to go to the next page Use this page to start and view the progress of the data import process 19 You can save the import setting that was used to import the file for later re use by clicking this Save button fal besides the Save import Profile box 20 Click the Start Import button to begin exporting the data The Status bar will show the status of the import process Copyright Sohodox 2000 2012 Search for a document 228 21 Click the Show skipped records button to view any rows that were skipped during the import process Once the data is imported click the Close button to close the wizard e Go to the previous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a CSV file Export data to a HTML file Export data to a Excel file Export data to a XML file Copyright Sohodox 2000 2012 229 Sohodox Help 13 Annotation Topics Covered 1 What is Annotation 2 Underline Words or sentence on a document 3 Highlight words on a document 4 Mark Area using Rectangles and Circles 5 Add sticky notes on a document 6 Insert a Bookmark on a Document 7 Place Stamp on a Document 8 Place Signature on a document 9 Annotate the document pe
330. plex Scanning mode Sohodox can handle duplex scanning even if your scanner does not have built in support for duplex scanning DPI settings are now adjusted depending on the scanner Prior to version 7 6 Sohodox used to support a fixed set pf DPIs 150 200 300 for all types of scanners Now the DPI will be shown depending on the scanner If your scanner supports 600 dpi you can scan the document using this DPI Better quality Black and White scanning The quality of Black and White scanned images is now better than in the previous versions Scan Preview window offers 2 view options The Scan Preview window now allows you to select a Page view each scanned page displayed as a single thumbnail or Document view each scanned multi page document displayed as single thumbnail of the scanned documents Separator pages Blank page or Barcode now made clearly visible in the Scan Preview window Separator pages Blank page or Barcode are now displayed in the Scan Preview window so you can see if anon separator page has been wrongly detected as a separator page Reverse of scanned documents now made identifiable When documents are duplex scanned the Scan Preview window makes it easy to differentiate between the front and reverse of the document It displays the reverse of the page with this AJ icon at the bottom left of the page preview Some scan settings can now be changed after pages have been scanned You can now now choose the file for
331. pported by Sohodox 4 4 4 Sohodox only supports MS Access based DB What is the file extension of a MS Access based Sohodox DB A MS Access based Sohodox DB has the GXDB extension Do I need MS Access installed on my machine to work with Sohodox No You do not need MS Access installed on your machine to work with Sohodox and to create or open a MS Access based Sohodox DB Sohodox installs all the files required to do this How many Sohodox DBs can I create You cannot create any DB in Sohodox Sohodox is shipped with a Default DB called the Main DB Are the documents add to a Sohodox DB stored inside the Sohodox DB No the documents you add to a Sohodox DB are copied and stored in a normal Windows folder linked to that Sohodox DB Only the references to the documents are stored in the Sohodox DB This ensures that your documents are safe and available to you even if you stop using Sohodox The folder in which a Sohodox DB s documents are stored is known as the File Store Each Sohodox DB has it s own File Store folder A single Sohodox DB can be linked to one or more File Stores For more information about Sohodox DB click here Is there a limit to the amount of data the system can handle using Access Sohodox itself does not impose any limits The only limits are those imposed by the database in use e g MS Access and your hardware Processor RAM etc It is difficult to state the limits in terms of number of doc
332. problem while closing the Tutorial window while running on Windows 2000 4 Fixed Occasional problem while opening the Web Page dialog Version 1 67 February 11 2002 1 Fixed Occasional MAPI error while mailing documents using Lotus Notes Version 1 65 January 09 2002 1 Fixed Occasional problem when exporting data 2 Fixed Some problems with generation of file names for scanned and pasted images Version 1 52 October 25 2001 1 Fixed Occasional problem with printing scanned documents Version 1 51 August 23 2001 None Version 1 42 August 5 2001 Copyright Sohodox 2000 2012 45 Sohodox Help None Version 1 41 July 28 2001 1 Fixed Type mismatch error while launching doQuments on some machines 2 Fixed Access violation while opening the View Data window on some machines Version 1 40 July 19 2001 Fixed Could not add field error in European language versions of Windows Fixed Error while saving date values in European language versions of Windows Fixed Problem with Min Max setting for Small Text fields Fixed Display of deleted files in the MRU list Fixed Occasional synchronization problem when jumping to a record from the Data View Fixed Distortion of images in the thumbnail view Fixed Occasional problem while saving 1 bit scanned images ge oN NO 2 For users upgrading from versions earlier than version 5 2 1 Introduction to new concepts in Soho
333. r How to enable Logging How to enable the logging for the E mail Capture Service To enable the logging for the Email capture service in Sohodox follow the steps given below e Click the Tools tab in the ribbon bar and select Email Capture e This will open a login window Enter the Username and Password e Select the Options button e In the Options window check the Enable logging option Click OK e This will activate the logging service for Email Capture How to enable the logging for the Folder Monitor Service To enable logging for the Folder monitor service in Sohodox follow the steps given below Copyright Sohodox 2000 2012 313 Sohodox Help e Click the Tools tab in the ribbon bar and select Folder Monitor e This will open a login window Enter the Username and Password e Click the Options button e In Options window check the Enable logging option Click OK e This will activate the logging service for Folder Monitor How to enable logging for the Text Extraction and Indexing Service To enable logging for the Text Extraction and Indexing service in Sohodox follow the steps given below For Windows 64 bit machines e Open the location C Program Files x86 Sohodox Desktop Modules Indexing Service e Run Itaz Dms IndexingService Controller exe which will be in the Indexing Service folder After running Itaz Dms IndexingService Controller exe the r icon will appear in the system tray
334. r User Assign Role 264 Auto Preview 67 Autogenerate fields 151 Automate the Scan Process 107 Automatic Document Feeder 80 91 97 99 Automatically Configure Sohodox DB for Multi machine Environment 259 Automatically create sub folders under the main folder 256 Automatically deskew scanned image 80 Automatically extract text from documents Automatically index documents 209 Automatically OCR documents 217 Auto show preview of documents in the Details Pane 297 auto straighten 80 86 109 auto straighten scanned documents B Backup and Restore 291 Backup MS Access DB 293 Begins With 204 Black and White 90 black spot removal 86 black spots 109 Blank page separator 99 Blank page threshold 80 91 Bookmark 234 Bookmarks 112 230 Border Thickness 230 Break Links of a Document Brightness 86 Bring to front 230 bug fix 30 bug fixed 30 bug fixes 30 136 119 124 217 109 127 Copyright Sohodox 2000 2012 Index 316 bugs fixed 30 built in document viewer built in file viewer 135 Built in viewer 135 Built in viewer method 135 Burn Annotation 230 236 Burn data 129 280 Burn documents on a CD DVD C 135 129 280 Can upgrade from doQuments to Sohodox 47 Can use my existing DB with Sohodox 47 Can Sohodox make an office paperless 2 Change Folder of aDocument 183 Change layout 300 Change Scanner 91 Change the Default File Store 257 Change the default viewer fo
335. r Users upgrading from version 7 6 or earlier 2 Scanners amp TWAIN compliance 3 Scan Window 4 Image editor Window 5 Scan and add a single document 6 Scan multiple single paged document 7 Scan All pages as One Document 8 Scan documents with fixed number of pages 9 Scan document with variable number of pages 10 Scan a color document 11 Insert a page to a multi paged document 12 Save the frequently used Scan settings as Scan Profile 13 Replace Document by Scanning 14 Automate the Scan Process 78 Copyright Sohodox 2000 2012 79 Sohodox Help 5 1 For Users upgrading from version 7 6 or earlier If you have upgraded from version 7 6 or earlier you will see the following changes in the scanning features in Sohodox Current Scan Settings Summary A summary of the current scan settings is displayed below the Scan Profile drop down So when you choose a profile you can see a quick summary of the scan settings stored in the selected profile If after you select a profile you make some changes to any of the scan settings then the summary will be updated to show the changed settings You can now automatically despeckle scanned images during the scanning process A new option has been added to automatically despeckle the scanned image during the scanning process When you select this option before scanning a documert it will remove noise tiny black spots from the scanned image Virtual Du
336. r a file type 135 change the location of file store 258 Change the number of Items being displayed in the List View pane 301 change the order of data fields 166 Change the order of the columns being displayed in the List View pane 301 Choose Device 129 280 Choose speed 129 280 Circles 233 Clear Search 203 Clipboard Viewer Clone 174 67 Clone a Sohodox Folder 174 Collaborate group 66 Color 230 Command line options 309 Comments 129 Conditions 204 config file 253 Configure Automatically 259 Configure Sohodox DB for Multi machine Environment 259 configure the built in file viewer Connecction Manager 266 Connected Users 266 Contains 204 Contrast 86 135 Create aNew Document 118 Create a New Document by Dragging and Dropping Text 69 118 Create a Signature CreateaTag 189 create a Theme 250 create auser 264 Create Data Fields 139 151 Create Data Fields for Document Types Create Destination Profile 247 Create Destination Profile from the Add Folders from Disk Window 247 Create Destination Profile from the Find and Add Window 247 Create Destination Profile from the Scan Window 247 Create Document Template Create Document Types Create Folder 173 243 151 240 162 Create new Document and Link 126 Create Scan Profile 105 245 Create Stamp 241 Create Stamp Template 241 Create thumbnail on Check in 297 create user 264 CSV file 270 Currency DataType 138 141 151 Custom Foot
337. r a name for the field The field name cannot be more than 25 characters long You can use any combination of alphabets and numbers for the field name Field names can also contain spaces though a field name cannot begin or end with a space The following characters are not allowed in a field name Accent Grave Exclamation Mark Open Box Bracket Close Box Bracket Pipe Hash 7 Select a Data Type for the data field from the Field Type drop down By default Text data type is selected The data field can be of the following types 8 Depending on the Data Type you have selected its field properties will be displayed in the Field Properties pane Enter the field properties as per your requirements 9 Enter shot description about the data field in the Description cell Copyright Sohodox 2000 2012 Index Documents 152 10 Click the Save button to save the changes and create the Data Field Also see Example You can create as many Document Type you want Each Document Type can have upto 200 data fields Please note that you cannot create data fields with the following names ID File Icon Document Title File Name Type Version Version Comment Status Position Owner Added On Created By Last Modified On Last Modified by Checked out by Checked Out Date In Workflow Document Text Tags The recommended data field will be displayed in blue colored text and the required data
338. r if you wanted to store specific information for each type of document there was no easy way to do it in version 4 For example if you wanted to store Photographer Name and Place Taken with each photograph and Check Date and Check Number with each Check you could 1 Create different databases for Photographs and Checks with each DB containing indexing fields specific to the type of document it was intended to hold OR 2 You could create all four fields Photographer Name Place Taken Check Date and Check Number in the same DB and leave irrelevant indexing fields blank when entering indexing data for a specific type of document Another way Sohodox was used to was to manage groups of documents where each record of the DB contained multiple related documents and the indexing information entered was for the entire group of documents Examples of this would be having indexing fields which would hold information about a customer and then adding all documents for a customer into a single record The problem here was that there was no way to specify additional indexing information for specific documents which were already part of a record Which means it was harder to search for and locate a particular document Sohodox Sohodox significantly increases the number of ways you can index classify a document The simplest method offered is of arranging documents in a folder hierarchy Users can create as many folders and sub folders as they
339. r of minutes to set the time limit for application inactivity Allow Remember Password and Auto Login Use this policy to allow users to use the Remember password option on the login screen This policy also allows users to choose to automatically login to Sohodox on Windows startup Working with Sohodox Working with Documents When you start Sohodox the default node selected is All Documents You can change the default node that is selected on startup from the Options window Sohodox button gt Options The All Documents node displays all documents that the currently logged in user is allowed to view By default 50 documents are displayed in the List View pane To view more documents use the navigation buttons at the bottom of the List View pane To view documents as Thumbnails click the Views button that is located towards the left of Search box and then choose Small Thumbnails Medium Thumbnails or Large Thumbnails Select the List View option from the Views drop down to view documents as a list Copyright Sohodox 2000 2012 Getting Started 60 User Super Administrator ine Layout Refresh 2e New Scan Add From Disk Workspace Title AgreementA lt Tags Re a e Private Folders a Py Sc E G age 1 ol age 1 ol eil 2 1 Public Folders ee a g J Tags mem Ss 1 Document Types ees ACME Corporation Pages Saved Searches ns DEED OF PARTNERSHIP Ie made st
340. r the scanned document b Click this di button besides the Choose a Folder box to select a folder to add the scanned document v The Folder Selection window will be launched i Select a folder from the list You can use the Search box to search a folder ii Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box c You can add Tags keywords to the scanned documents in the Attach Tags option You can type as many tags you want by using a semi colon to separate them d Set the Document Type of the scanned document from the Set a Document Type drop down For e g Set the Document Type to Invoice if the scanned document is a invoice 15 You can also link the scanned documents with other documents by using the Links tab v Use the Link to existing Documents box to link the scanned documents to existing documents a Click this di button besides the Link to existing documents box The Look Up window will be launched b Select Documents option from the Look in box and type all or part of the file name in the Look for box c Now click the Find button The documents that contains the word that you have entered in the Look for box will be displayed in the Search Result list d Select the document that you want to link with the scanned documents and add it to the Selected Files list e Click the OK button to link these documents Note You can add more links by clicki
341. r the name of the tag or the first few characters above 3 characters of the tag in the text box 5 The tag or a list of tags that matches or contains the word you have entered will be displayed in the drop down list 6 Select the Tag that you want to view and hit the Enter key 7 The selected tag will now be displayed Related Topics Find document quickly Document Full Text Search Search a Folder 10 11 Delete a Tag You can right click a Tag and select the Delete option to delete it To Delete a Tag 1 In Sohodox select Workspace gt Tags in the Navigation pane 2 Select the Tag that you want to delete 3 Right click that Tag and select the Delete option or hit the Delete button on the keyboard to delete the tag e You can remove a tag from the Tag box A tag does not get deleted if you remove it from the Tags box Related Topics Remove Tag from a Document Create a new Tag Delete a Document Copyright Sohodox 2000 2012 Tags 196 10 12 Merge Tags You can merge a tag with another tag in the Navigation pane To Merge a Tag with another Tag 1 In the Navigation pane select the tag you want to merge 2 Drag it and drop it onto the tag into which you want to merge it This will delete the merged tag from the Tags node and add its documents to the other tag Example While adding the tag Approved to a set of documents if you misspelled it as Aprovd in some of th
342. r when adding and burning an annotation in the Image Editor window Fixed Incorrect behaviour when dragging files to a newly created sub folder Fixed Error when installing the Sohodox databases on a drive other than the C drive Fixed Single paged document could not be scrolled by dragging the scroll bar Fixed Incomplete OCR on certain TIFF files Fixed Automatically OCR documents when checked in from the Main window N OO amp PO Version 5 6 0 1 September 07 2009 1 Fixed Error when scanning and adding a file to an existing document 2 Fixed The maximum length of the field used to get set to O for a text field occasionally 3 Fixed Text was not being automatically extracted when document was scanned using the New window Version 5 5 0 6 August 25 2009 1 Fixed Crash on Chinese version of Windows 2 Fixed Occasional error when adding folders from disk 3 Fixed Occasional error when burning annotation on a document 4 Fixed Incorrect behaviour when changing the File Store path for a DB Version 5 5 0 5 August 10 2009 1 Fixed The value set for the Inactivity Timeout option was incorrectly being applied to password length Version 5 5 0 4 August 07 2009 Fixed Error when adding and scanning documents via the New Document window 2 Fixed Occasional Error when adding a document to a Document Type 3 Fixed For Sohodox Plus Page Up and Page Down keys can now be used to n
343. re is only available in the Enterprise Edition of doQuments 4 0 and higher User Manager E mail ID You can now store the e mail id of the user as part of the user s profile in User Manager This is useful when using the new E mail Document feature in doQuments Web Edition This feature is only available in the Enterprise Edition of doQuments 4 0 and higher doQuments Web Edition Enhancements E mail one or more documents in a record with a single click Version 3 6 July 13 2005 Drag and drop e mail messages and attachments from Outlook and Outlook Express You can now drag amp drop e mail messages from Microsoft Outlook and Microsoft Outlook Express to add to a doQuments DB Drag amp drop of attachments in e mail messages from Microsoft Outlook Microsoft Outlook Express and Lotus Notes is also supported Scanning Enhancements The scanning features have been enhanced to provide better performance and support for newer scanners Version 3 5 17 May 09 2005 Document name included in export to document package and import from document package Document name is now included while exporting data and documents to a document package Support for escape character Support for tilde escape character to handle situations where the field value contains field separator character Version 3 5 11 April 05 2005 Copyright Sohodox 2000 2012 23 Sohodox Help View only access View only licenses are now a
344. recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Lookup Data Type Use the LookUp data type to look for values from a Document Type LookUp data type is somewhat similar to PickList data type The only difference is the values of a LookUp data type are Dynamic and the values of a PickList data type are Static The Lookup data type has the following field properties List Source Specify the Document Type that you want listed in Lookup Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field Recommen Select this option to mark the field as recommended ded Can beSelect this option if the field can be left empty blank Description Enter shot description about the data field in the this box Field Properties The Field properties panel displays the properties of the selected data type You can set or modify a fields property in this pane Related Topics Create Data Fields for Document Types Copyright Sohodox 2000 2012 151 Sohodox Help 7 4 Create Data Fields for Document Types You can create a new Document Type and add Data Fields to it by using the Data Field Manger To Create Data Fi
345. ricity and supply the same to the town of and to enable them to pool together their finances and technical expertise they have therefore proposed to enter into a partnership AND WHEREAS the parties have obtained license or permission of the Govt for producing and supplying electricity to the said town AND WHEREAS it is therefore proposed to enter into this deed of partnership containing the terms and conditions agreed upon between the parties The Document Details pane is divided into two sections the Details pane and the Display pane Details Pane The Details pane displays all the details of the document The Details pane consists of panels To view the panels you will need to click its corresponding tab on the left bar of the Document Details pane You can use the Up and Down buttons at the bottom of the left bar to navigate between the tabs Information Panel The Information panel displays the indexed data along with its associated Document Type Folder The nformation panel is divided into two sections Information and Other Information Information Click the Information tab on the left bar of the Document Details pane to view the Information panel The Information section displays the Document Type along with its Data Fields If the Document Type not set for the document then no Data Fields will be displayed You can add or modify the descriptive indexing information of the document in its respective Copyrig
346. right Sohodox 2000 2012 Document Types 168 3 Using Windows Explorer select the files you want to add and drag amp drop them in the List View pane You can also drag and drop documents to a Document Type from All Documents Folders and Tags node To Create a New Document by Dragging and Dropping Text 1 In Sohodox select Workspace gt Document Types in the Navigation pane 2 Select text from a RTF file Rich Text Format for e g DOC files HTML files EML files PDF files etc 3 Drag this text and drop it in the List View pane A new document will be created containing the text you selected Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No You will be the Owner of the documents that you have added By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document To view documents based on their types in Sohodox main window expand the Document Types node in the Navigation pane and select a document type e g Invoice All the document that have their Document Type set to Invoice will now be displayed in the List View pane You can click the Edit bu
347. rmanently 10 Print documents along with the Annotations Copyright Sohodox 2000 2012 Annotation 230 13 1 What is Annotation What is Annotation Annotation is the process of marking words or writing short notes or definitions on a document while reading it Annotation makes a document more interactive Once the document is annotated you know exactly what to look for in it therefore you will not waste any time in going through the whole document again Also if you have passed on the document to your colleague even they will know what to look for in it Sohodox allows you to annotate electronic documents in the same ways that you would annotate documents in real life paper based documents Using annotation you can highlight and mark important text in your documents You can add sticky notes and stamps to your documents You can do the following using the Annotation toolbar in Sohodox e Underline or circle important text e Draw a rectangle e Highlight certain text in the document e Add sticky notes to the documents e Insert stamps on the documents e Bookmark the document Annotation Toolbar The annotation toolbar is located on the extreme right of the Document Details pane ln Use this button to draw lines or underline text el Use this button to draw rectangles el Use this button to draw ellipses or circles al Use this button to hilight texts al Use this button to add notes to the document
348. rmation fora Document 155 FindaTag 195 EqualTo 204 Find and Add a document 73 Erase disc before writing 129 280 Find and Add Files 73 Excel 135 Find Documents 203 204 Exceptions 73 First row contains field names 224 280 Export 223 269 270 Fixed number of pages 97 Export Column Names 270 272 274 276 Folder 176 Export Data 270 272 274 276 Folder Monitor 287 312 Export data to a CSV file 270 Folder watch 287 Export data to a Excel file 274 Folders 170 171 172 173 178 183 Export data to a HTML file 272 Folders FAQ 172 Export Data to a XML file 276 Footer 132 Export Documents 270 272 274 276 Full Text Search 208 209 213 214 217 export documents to CD DVD 129 280 G Export Folder 177 Fas Export only folder structure 177 Export Package 67 Gamma 86 Export Profile 245 246 276 278 Generate a Report 304 Export Saved Profile 278 Getting started 50 Export Search Result 223 Grayscale 86 Export Sohodox folder structure 177 H 8 Export to CD DVD 129 280 Extract amp index 297 Extract and Index 213 Halftone 86 Extract text 209 Header 132 Extract Text from Document 213 217 Hide columns being displayed in the List View pane 301 S F Highlight 232 Hilight 230 Failed to connect to the Main DB 309 Hilight sentences 232 Faxa Document 134 Hilight words 232 Fax multiple documents 134 Hilite 232 Field List 141 151 Home tab 66 Field Name 141 151 Horizontal view 300 Field Properties 141 151 How do I create a n
349. rrency values PickListMultip _ Use this to be able to select multiple items from a list e Use this to be able to store a link to a Document Related Topics Data Fields FAQ Create Data Fields for Document Types Copyright Sohodox 2000 2012 139 Sohodox Help 7 2 Data Fields FAQ v What are data fields When you add documents to a Sohodox DB you would also want to add descriptive indexing information along with each document This information would include data items like Author Name Title Subject etc Each of these items of data is known as a data field You can create data fields for Document Types v How do I create data fields If you want to add a data field to a Document Type then select Settings gt Document Type in the Navigation pane Click the New button Enter the information in the nformation tab Click the Fields tab to add fields Use this pane to add fields You can add modify or delete data fields from a Sohodox DB at any time For more info see Creating Data Fields for Document Types v How many data fields can I create in a Sohodox DB The actual number of fields you can create in a Sohodox DB depends on the type of DB you create However normally you can create up to 200 fields Please note that you cannot create data fields with the following names ID File Icon Document Title File Name Type Version Version Comment Status Position Owner Added On Creat
350. rror while starting doQuments on machines with certain regional settings Version 4 2 23 October 20 2006 E Fixed Full access license used for a view only login Fixed Scan Document window not saving certain modifications to scanned images Fixed Occasional error while saving a document query in the Find Documents dialog Fixed Error after deleting all the files in the Temp Folder Manager Fixed Problem while renaming a query Version 4 2 16 August 30 2006 os 5 Fixed Occasional error with upgrading the doQuments DB to the latest version Fixed Problems with scanning and adding a page to an existing PDF file which is encrypted Fixed Storage Folder and System Folder location problem in the New doQuments DB wizard Fixed Problem in displaying the correct number of pages of an existing encrypted document in the Scan Panel and the Scan Window Fixed Problem while printing documents Version 4 2 2 July 19 2006 NOOB ON Gei Fixed Problem with setting the default doQuments DB to be opened when doQuments starts Fixed Occasional error in copy paste of records Fixed Occasional error while creating a Document Package Fixed Occasional error while creating a new MS SQL server based doQuments DB Fixed Problem with Replace text in dynamic document templates Fixed Error while zipping encrypted documents using Zip Documents dialog Fixed Error in Tiff File Editor while moving a file to the last position
351. rs which put the scanned documents in a folder For more info see Folder Monitor Reports Sohodox now comes with built in usage reports letting you see documents added or modified by users on a daily weekly or monthly basis The reports can be exported as a PDF HTML MHT or XLS files For more info see Reports Deskew tool You can now auto straighten a tilted scanned image by using the Deskew tool For more info see Enhance Scanned Documents Despeckle tool You can now remove the noise tiny black spots from a scanned image by using the Despeckle tool For more info see Enhance Scanned Documents Eraser tool You can now remove punch hole marks stapler pin marks or other areas from a scanned document by using the Eraser tool For more info see Enhance Scanned Documents Parameterized Saved Search You can now create a saved search that prompts you to enter the condition values whenever you run the search For more info see Prompt user for the condition value when applying a saved search Last logged in user name is remembered The username of the person who logged into Sohodox last is remembered and is automatically filled in the username box on the login screen For more info see Security Policies Remember password option on the login dialog Login dialog now has an option to remember the password so next time don t need to re enter your password For more info see Security Policies Automatically login on startup option on the Op
352. rstanaieccuusstenauuntevs 70 Add your existing folder structure along with files from disk eeessssseeerees 71 Find and Add documents i sicssissivsisiscsessccveisceasetiveiesiesdseeivessiaaassavessssaadsssuvevasveaseevvedasaaaaen 73 Drag and drop text from a document cccceteeeeeeeeeeeeneeeeeesnaeeeeesaeeeaseeeeeeaneneeeneseeeeneenees 76 Drag and drop image from a Web page ccccsseccccesseeeeseeeeeeseeeeeeseesseseeeeeesneneeesseeeeeneenees 76 Replace document from CiSK cccececcceseeeeeeseceeeeeeeeeseeseeeeesseaeeeeesaessaseeeeeesneneeeeeseeseneeeees 77 Scanning Documents 78 For Users upgrading from version 7 6 or earlier ccecccssteeeeeseeeeeseeeeeesneeeeeneseeeeneeees 79 Scanners amp TWAIN compliance ccccececeeeeeeeeeeeeeeneeeeneeeeeeaneeeeeeecaeseneeeessasseeeesseeeeeeeeas 80 SCAN il Le UE 80 Image Editor Wi MOW scsi nce fe fects ceca eege ee 86 Quickly Scan and Add documents cccsecceseeeeeeeeseeeeeeeneeeeeeeeesseeeseeeeeeseeeeeeeesnneeeeeeeas 89 Scanning Detailed Step by Step Instructions ceeeeeesesseeeeeeeeeeesseeeeeeeeeeeseeenees 90 Scan and add a Single document ccsscesseseesesteseneneseeeenenaeseeeseessnesaeseenaeseesnesaesnesaesessaesanenaeseeeenesesenennesenees 90 Scan multiple single paged Documents cscetesesseseneseesenesnessneseseeenaeseessnesaesenenaesenssaeseeesueseneanesesenenneseneas 91 Copyright Sohodox 2000 2012
353. rt all the data then select the Export All Pages option c If you want to export only the selected data then select the Export Selected option 9 Check the Export Column Names option to export the column names column headers 10 Check the Export Documents option to export the documents 11 Check the Use full file path option to export the entire path of the file for e g C Pictures Acme jpg This option is only available if the Export Documents option is checked 12 Check the Use document title as file name option to export the documents with the document title as the file name By default this option is checked This option is only available if the Export Documents option is checked 13 Click the Next button to go to the next page 14 Select the XML option from the File Type drop down to export the data as a XML file 15 Click the Browse button besides the Destination box to select the destination to save the Copyright Sohodox 2000 2012 277 Sohodox Help exported file Or type the location to save the file in the Destination box 16 Click the Browse button in the Save Settings box to select the destination to save the frequently used export settings for later re use Now click the Save Profile button to save the Export Profile 17 Click the Export button to begin exporting the data If you want to view the exported XML file then click the Open folder button 18 Once the data is exported click the Close bu
354. s 1 Click Adjustments drop down ei Adjustments 7 and select the Despeckle option 2 Specify 1 pixel in the Dot size box Now click the Ok button 3 All the dots that are around one pixel in size will be automatically erased from the document This method is not recommended for scanned documents that have text with small font sizes as it may remove full stops period decimals etc You can remove noise from the document even during the scan process You can avoid the tiny black spots by Cleaning the paper documents before scanning wipe it with a dry cloth Cleaning the scanner s glass and making sure that there are no dust particles on it for cleaning instructions see scanner s manual How to remove punch hole marks two big black spots and stapler or pin marks from the documents You can remove the punch hole marks or the stapler pin marks from the scanned document by using the Eraser tool To use the eraser tool 1 Click the Edit button SEO the Image toolbar The scanned document will now open in the Image editor window 2 Click the Eraser button kal Now hold left button of the mouse and drag it over the big black spots and on the stapler marks to erase them Please make not to drag the Eraser tool over the scanned text as it may erase it too Incase you accidentally erased a text area then please make sure you do not save the changes this will retain the erased text area Documents Topics Covered
355. s Panel Click the Notes tab on the left bar of the Document Details pane to view the Notes panel The Notes panel can be used to enter notes information or comments about the documents The notes that you enter for a document can be viewed by any user who has privilege to view that document The Notes panel has a toolbar with the following options EI Click this button to create a new note EA Click this button to edit a note Wi Click this button to delete a note ry Click this button to refresh the Notes panel eis Click this button for more options The following options will be displayed Print Data Click this option to print the notes that is displayed in the list Export Data Click this option to export the notes that is displayed in the list Links Panel Copyright Sohodox 2000 2012 115 Sohodox Help Click the Links tab on the left bar of the Document Details pane to view the Links panel The Links panel can be used to link the selected documents with other documents You can also break an existing link from this panel Linked Documents Use the Linked Documents section to link the selected document with other documeni s in the Sohodox DB The Linked Documents section has a toolbar with the following options K H Click the Link button to link the selected documents with other documents The Link button also has a drop down portion with the following options Link existing
356. s panel so that other users can read it To Enter Comments for a Document 1 Select a document from the List View pane The document will now be displayed in the Documents Details pane Click the Notes tab on the left bar of the Document Details pane The Notes panel will now be displayed Click the New button dl on the Notes panel toolbar or right click and select the New option to to enter notes or comments for the selected document Edit Note window will now be launched Enter notes in the Edit Note window Click the OK button to save the note You can delete a note by right clicking it and selecting the Delete option you can also click the Delete Si button on the Notes panel toolbar To edit a note right click that note and select the Edit option you can also click the Edit button ei on the Notes panel toolbar For more options click this button The following options will be displayed Print Data Click this option to print the notes that is displayed in the list Export Data Click this option to export the notes that is displayed in the list Related Topics Edit a document Email a Document Fax a Document 6 14 Burn documents on a CD You can burn documents from within Sohodox to a CD DVD by using the Export to CD DVD option To Burn Documents on a CD DVD 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane
357. seeeeesneaaeseeeeeeeseeaeseeeenenaaes 208 Learn about Document Full Text Search cccsssssssetessessesseesseseeesneseesseesessaessesseesaeseeesnesaeseneseeseneseeseeansoas 208 Document Full Text Search FAQ cccccssssesssessesseescesseessessessesssenessnesessesseenseeseeseeeenesseseneanesersneasecsneaneneeesness 209 Extract Text from Document tee Ee Eeer A 213 View the Extracted Text of a Document cccssessssseeseesseseneseessesenennesseeseesessnesaeseessaesaesenenaesoneneesessnesesenssaese 214 Save the Extracted Text iinis aeneus ea eaaa araea a a ea ees Aa Ra earainn 214 Search for text iN a COCUMENE etesseeesteseeesteesessneseeeseessesenesnesaeseneneeseeseesaesassaeseesuesaessneneesenenneseesnesesenesaese 215 Automatically Extract text from documents csccsssseesseseeesenseseeeseesseeseesesenesaessessaeseesenenseseneseeseesnesesenennees 217 OCR document that contains text in a different language cccetseeeeeesesetesseeeeeseseesenensesseeseessessneenesenseaeee 217 5 Save a Search Criteria eegene eege egene tuecdtead ecu Eeer 218 6 Prompt user for the condition value when applying a saved search cssseeee 220 7 Print the Search Results along with the Query Conditions cccesseeeseeeeeeeeeeees 221 8 Export the Search Result cccccccsseeeeeeceeeeneeeeeeeneneeessnaeeeeesaeeseseeeeesseaeeeeseeaeseneeeeseaaeaenss 223 9 Import the Exported Search Result cccecccsseeeeee
358. set Indexing Status from the right click options Sohodox will now consider that document as not indexed until you manually choose to index it as explained in the section above 3 You can also use this option to unblock the Block Indexing option for the document that was marked for Block Indexing e When you manually choose to index a document Sohodox will begin indexing the document immediately if currently there are no other documents to be indexed If there are other documents to be indexed Sohodox will pick up the documents randomly for indexing Related Topics Create Data Fields for Document Types Copyright Sohodox 2000 2012 Index Documents 8 Document Types Topics Covered 1 What are Document Types 2 Document Type FAQ 3 Create Document Type i Example 4 Modify a Document Type 5 Add Documents to a Document Type 6 Drag and Drop documents to a Document Type 7 Seta Document Type of a document 8 Delete a Document Type 160 Copyright Sohodox 2000 2012 161 Sohodox Help 8 1 What are Document Types What are Document Types Document Types allows you to use a more structured approach to manage your documents Using Document Types you can store specific indexing information with each document for e g store Invoice Number Invoice Date Invoice Amount with each stored Invoice and store Sender Name Date with each stored Letter For more info see Data Fields Th
359. sing a higher dots per inch value may not have any effect of the quality of the image DPI settings in Sohodox are adjusted dependent on the scanner Normally a value of 300 is good enough to scan a color photograph while a value of 150 should provide a good quality scan of a text document The dots per inch value plays a big part in determining the file size when the scanned image is saved as a file The higher this value is the larger will be the size of the saved file Not all scanners can support very high dots per inch values This option is only available if Use document feeder option is checked Select this option if you want to scan multiple single page documents This option is only available if Use document feeder option is checked Select this option if you want to scan multi paged documents If you select this option the options below will get enabled Scan all pages to one documents Copyright Sohodox 2000 2012 Scanning Documents 84 Blank page threshold Select this option if you want scan all the pages as a single document Number of Pages per document Select or enter the number of pages for each document For example if you will be scanning 10 documents and you specify the number of pages per document as 2 then Sohodox will create a total of five documents with two pages each Documents are Separated by Select this option if you will be separating documents by placing a Blank white pag
360. t Specify document name while scanning a document You can specify the Document title of the scanned document from the Scan window The Document Title box is available in the Destination pane of the Scan Window For more info see Specify Document Title of the scanned document Sohodox Version 5 2 1 1 June 16 2009 Continuous scrolling available for multi page document You can now scroll through a multi page document by using the mouse wheel instead of using the navigation buttons in the display pane Add documents directly to the selected Document Type You can now directly add a document to the selected Document Type Copyright Sohodox 2000 2012 13 Sohodox Help Add documents directly to the selected Folder You can now directly add a document to the selected Folder Add documents directly to the selected Tag You can now directly add a document to the selected Tag Save merged document as PDF or Tiff file You can now merge two or more scanned documents and save them as PDF or Tiff Please note we have changed the scan process from version 8 You can now scan a PDF or Tiff file using a flatbed scanner without using the Merge button Sohodox Version 5 2 0 7 May 27 2009 Auto fill feature for PickList and Lookup field You can now just type in the value at least 3 to 4 characters you want to select in a PickList and Lookup field and Sohodox will automatically find remaining portion of the value and fi
361. t document type from the drop down This will update all the documents with the new common document type Related Topics Edit a document Create Data Fields for Document Types Annotation Copyright Sohodox 2000 2012 157 Sohodox Help 7 6 Update Common Indexing Information for Multiple Documents You can index a document by either tagging it or by using data fields to store the documents indexing information To Update Common Indexing Information for Multiple Documents 1 In Sohodox select Workspace gt Document Types in the Navigation pane 2 Select a Document Type from the Document Type node 3 This will display all the documents under this document type in the List pane 4 Select all the documents for which you want to update common indexing information Doing this will display the indexing fields as blank empty without any value entered 5 Enter appropriate descriptive indexing information for the documents in the respective data fields in the nformation pane of the Document Details pane Note Whatever you enter in any field will apply to all the documents So if you want to retain the value of an indexing field for a particular document s then leave that field empty 6 Click the Save button on the Information bar to save the information e There is no limit to the number of documents that can be selected for updating common indexing information However if the number of doc
362. t the annotated object will be burned in black color Related Topics Hilight Words on a document Insert a Bookmark on a document 13 3 Highlight Words on a document Sohodox allows you to hilight important words or sentences on a document just as you would use a Hilighter marker on your paper documents Use the Hilight button on the Annotation toolbar to hilight texts To Hilight Words or Sentences 1 Select the document that you want to annotate The document will now be displayed in the Document Details pane 2 Click the Hilight button z on the Annotation toolbar 3 Drag the pointer on that part of document that you want to hilight That s it Copyright Sohodox 2000 2012 233 Sohodox Help 4 You can also change the Hilight area s color To do this a Select the hilighted area and move your mouse over it You will now get a Mini toolbar Se o b Select a color by clicking the Color button l e Please note the words or sentences hilighted by you on the document are not permanently imprinted on it it can be deleted or moved To delete the drawn image select it and hit the Delete button on the keyboard or click the Delete button on the Mini toolbar e You can make the lines permanent by burning it on the documents To do this click the Burn button a on the Mini toolbar Please note if you burn a colored annotated object on a Black amp White document the annotated object will be
363. t in the Document List it will be opened in it s associated application if the built in Sohodox viewers cannot display files of that type e You can also select an application to edit a document to do this select the Edit in Selected Application option from the Open button For e g Lets say that you want to edit bmp files by selecting the Edit in Selected Application option you can choose an application for e g MS Paint to edit the file instead of using the default application Related Topics Document Details Window Share documents Drag and Drop a document Drag and drop image from a web page View Documents as Thumbnails You can view documents as Thumbnails in the List View pane by using the Views button besides the Search bar Copyright Sohodox 2000 2012 Documents 122 To View Documents as a Thumbnails 1 In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be now displayed as list in the List View pane 2 Now click the Views button BB near the Search bar and select the Small Thumbnails option from the list to view small sized thumbnails of the documents The documents will now be displayed as Thumbnails in the List View pane Search Documents View List Medium Thumbnails Large Thumbnails Note If the Create thumbnail on Check in option is disabled and you select the option to view thumbnails of the documents in the List View pane then you
364. t pane of the Data Export window Select a theme to format the data from the Themes drop down Select the columns you want to export from the Columns pane You can rearrange the columns order as per your wish by using the Up and Down button 7 You can click the Preview button to view the data that s going to be exported Select the item you want to export a If you want to export all the items from the list then select the Export All option b If you want to export only the selected items from the list then select the Export Selected option 9 Select the Export Documents option to export the documents 10 Select the Export Column Names option to export the column names column headers 11 Click the Next button to go to the next page 12 Select the CSV option from the File Type drop down to export the data as a CSV file 13 Click the Options button to select a separator for the CSV file 14 Click the Browse button besides the Destination box to select the destination to save the exported file Or type the location to save the file in the Destination box 15 Click the Export button to begin exporting the data If you want to view the exported CSV file then click the Open folder button 16 Once the data is exported click the Close button to close the wizard e To start a new export click the Export More button Copyright Sohodox 2000 2012 Search for a document 224 e Go to the previ
365. t the Workspace gt Reports node in the Navigation pane How To s Copyright Sohodox 2000 2012 305 Sohodox Help 21 v Generate a Report 1 In Workspace expand the Reports node and select the Built in Reports node 2 Double click the report that you want to generate in the left pane The report will now open in its window 3 The Start Date and End Date will be set as per the report default If you wish you change the start date and end date For example you can generate quarterly half yearly yearly reports 4 Click the Run button to generate the report The report will now be generated and displayed in the Display pane v Print a generated report 1 Generate the report that you want 2 Click the Print button The print dialog will be launched 3 Select the printer to print the report v Export the generated report to a PDF file 1 Generate the report that you want 2 Click the Export button and select Export to PDF option 3 Save the PDF file on your disk The generated report can be also be exported as a HTML MHT or XLS file Manage Email in Sohodox Introduction Email Capture in Sohodox downloads email messages from any POP3 mail server and adds them to Sohodox This module will automatically extract fields To From Subject etc from the email message and enter them in Sohodox This makes all email messages immediately searchable Sohodox Email Capture runs as a Windows service and c
366. t to type the entire name Asterisk You can use the asterisk as a substitute for zero or more characters If you re looking for a file that you know starts with gloss but you can t remember the rest of the file name type the following gloss The Find and Add window will locate all files of any file type that begin with the word gloss including Glossary txt Glossary doc and Glossy doc To narrow the search to a specific type of file type gloss doc In this case the Find and Add window will find all files that begin with gloss but have the file extension doc such as Glossary doc and Glossy doc Question Mark You can use the question mark as a substitute for a single character in a name For example if you typed gloss doc the Find and Add window would locate the file Glossy doc or Gloss1 doc but not Glossary doc 5 Check the Include Sub Folders option to search for files within sub folders if any of Copyright Sohodox 2000 2012 Add a document 74 the selected folder 6 Now click the Search button The files that match your search criteria will be listed in the List of files to be added pane 7 Uncheck the Clear previous search results option if you want the list of files returned by the new search to be added to the list of the files returned by a previous search 8 Click the Browse and Add button to select any additional files that were not found in the search optional
367. ta then select the Export All Pages option c If you want to export only the selected data then select the Export Selected option 9 Check the Export Column Names option to export the column names column headers 10 Check the Export Documents option to export the documents 11 Check the Use full file path option to export the entire path of the file for e g C Pictures Acme jpg This option is only available if the Export Documents option is checked 12 Check the Use document title as file name option to export the documents with the document title as the file name By default this option is checked This option is only available if the Export Documents option is checked 13 Click the Next button to go to the next page Copyright Sohodox 2000 2012 273 Sohodox Help 14 Select the HTML option from the File Type drop down to export the data as a HTML file 15 Click the Options button to format the HTML file v The HTML Options window will now be launched a Check Generate Multiple Pages option to generate multiple pages in the HTML file If you do not wish to check this option then all the data will be displayed on a single page b Specify the number of items to be displayed on each page in the Number of items per page box This option will only be available if Generate Multiple Pages option is checked c Check Generate Index Page option to generate a index page for the HTML file d Check Generate Navi
368. ta then select the Export Selected option 9 Check the Export Column Names option to export the column names column headers 10 Check the Export Documents option to export the documents 11 Check the Use full file path option to export the entire path of the file for e g C Pictures Acme jpg This option is only available if the Export Documents option is checked 12 Check the Use document title as file name option to export the documents with the document title as the file name By default this option is checked This option is only available if the Export Documents option is checked 13 Click the Next button to go to the next page 14 Select the CSV option from the File Type drop down to export the data as a CSV file 15 Click the Options button to select a separator for the CSV file 16 Click the Browse button besides the Destination box to select the destination to save the exported file Or type the location to save the file in the Destination box 17 Click the Export button to begin exporting the data If you want to view the exported CSV file then click the Open folder button 18 Once the data is exported click the Close button to close the wizard e To start a new export click the Export More button e Go to the previous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a HTML file Export data to a Excel file Export data to a XML file Copyright Sohodox
369. tab optional You can also use a Destination Profile from the Select a Destination Profile drop down to specify the location to add the selected files v Follow these steps to specify the Destination of the scanned document a Enter a name for the scanned document in the Document Title box If you leave the Document Title blank then the system will generate a title for the scanned document b Click this di button besides the Choose a Folder box to select a folder to add the scanned document v The Folder Selection window will be launched i Select a folder from the list You can use the Search box to search a folder ii Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box c You can add Tags keywords to the scanned documents in the Attach Tags option You can type as many tags you want by using a semi colon to separate them d Set the Document Type of the scanned document from the Set a Document Type drop down For e g Set the Document Type to Invoice if the scanned document is a invoice 7 You can also link the scanned document with other documents by using the Links tab v Use the Link to existing Documents box to link the scanned document to existing documents a Click this di button besides the Link to existing documents box The Look Up window will be launched Copyright Sohodox 2000 2012 91 Sohodox Help b Select Documents
370. tem in the User Name box Click the Set Password button to set the users password Check the User must change password at next logon option if you want to force the user to change his her password the next time the user logs on to the system Use this option if you want users to choose their own passwords Check the Account is locked option if you want to disable the user s account If a user s account is disabled then the user is not allowed to log in A user s account is automatically disabled when the user makes more consecutive failed logon attempts than the value specified in the Maximum Logon attempts password policy Enter the users general information in the General Information section and click the Save button Click the Save and Close button to create the user and close the User window The user will now be displayed in the Users List e You can click the Save and New button to save a users account and to open a new user window to create a new user account e Please note that you cannot delete a user however you can disable that user account Related Topics Disconnect an Active User Lock a User account Copyright Sohodox 2000 2012 265 Sohodox Help 16 3 Lock a User account You cannot delete a user account in Sohodox you can only disable that user account To Lock a User Account 1 In Sohodox select Settings gt System Settings gt Users in the Navigation pane
371. that have their Document Type set to Invoice will now be displayed in the List View pane e Use the Undo button on the Information bar to undo the changes you made in the Information panel Related Topics Find and Add a document Edit a document 8 8 Delete a Document Type You can right click a Document Type and select the Delete option to delete it To Delete a Document Type 1 In Sohodox select Workspace gt Document Types in the Navigation pane 2 Select the Document Type you want to delete and click the Delete button of the Home tab to delete the Document Type e You can also delete a Document Type by hitting the Delete key on the keyboard Related Topics Delete Fields of a Document Type Create a new Document Type Delete a Document Copyright Sohodox 2000 2012 Document Types 9 Folders Topics Covered 1 What are Folders Folders FAQ Create a New Folder Create a Sub Folder Drag and Drop a Folder Clone a Sohodox folder structure Drag and Drop documents to a Folder Search a Folder o ON DO Om E W D Restrict Users form viewing your Folders 10 Add documents to a Folder 11 Add existing Folder structure to Sohodox DB 12 Add Folder structure along with files from disk 13 Change the Folder of a Document 14 Delete a Folder 15 Rename a Folder 170 Copyright Sohodox 2000 2012 171 Sohodo
372. the Information panel will be displayed on the left side of the Documents Details pane Select a Document Type from the Document Type drop down if not selected The Data Fields of the selected Document Type will now be displayed 3 Enter appropriate descriptive indexing information of the document in the respective data fields 4 Click the Save button on the nformation bar Notes e The Data Fields displayed in the nformation panel depends on the Document Type that is selected for the document You can create your own Document Types and Data Fields as per your requirements for more info see Document types e You can also choose to Auto Save the indexing information For steps see Auto Save option in Options Window Copy Paste text from a scanned document into an indexing field Select a document from the List View pane The document will be displayed in the preview pane Expand the Information tab in the Document Details pane Select the Document Type you wish to assign the document The fields for the Document Type will be displayed TO copy text from a scanned document in the Image Toolbar toolbar displayed below the preview of the image click the Select option as displayed in the image below Zoom Select Magnify This will enable the selection mode Drag and select the area you want to copy text from Once the area is selected press CTRL C Copyright Sohodox 2000 2012 Index Do
373. the document in opened Specify Scan Area Instead of doing a preview scan and then selecting an area on the preview image for the final scan you can now directly specify the size of the page being scanned You can choose from a list of common page sizes such as A4 A3 etc Minor Enhancements You will find hundreds of other small improvements everywhere in doQuments 3 0 Restore from Archive menu option removed Due to potential problems with new doQuments features the Restore from Archive menu option has been removed from the Document menu of the doQuments Main Window and from right click menu of the Storage Folder Manager window Version 2 0 172 February 05 2004 New options to save the doQuments DB as a template The Save as doQuments DB Template dialog now has two options to retain the saved queries in the template and to retain the security information in the doQuments DB template Version 2 0 163 January 22 2004 None Version 2 0 158 November 10 2003 New options on the Image and View menus Copyright Sohodox 2000 2012 Sohodox Help The View menu and the Image menus now have new options to Zoom in Zoom out flip or rotate images Also the Fit to Window has been moved from the Image menu to the View menu New Image Toolbar on Main window Anew Image toolbar has been added to the doQuments Main Window for image manipulation You can now Zoom in Zoom out flip or rotate images in the preview pan
374. the left center or right side of the document Copyright Sohodox 2000 2012 133 Sohodox Help e To format the entered text click the Font button e To insert the page number click the Page number button e To insert the date click the Date button e To insert the time click the Time button 12 Select the Span columns across option to span the columns across the page If you select this option the columns that will not fit on a page will be printed on the next page 13 Select the Wrap text option to wrap the text 14 Click the Print button to print the data e Some file formats e g MS Powerpoint files cannot be printed by using the Print Document window When you try to print such files a Print Progress dialog will be displayed informing you that these files cannot be printed To print these files in the Print Progress dialog click the Document Title of the file The document will open in its associated application e g doc document will open in MS Powerpoint Now use the associated application to print the document e You can also export the indexed information along with the documents to a CSV file ora HTML file for more info see Export Data Related Topics Print a document Burn documents on a CD Copyright Sohodox 2000 2012 Documents 134 6 19 Fax a Document You can fax a document from the Sohodox DB by right clicking it and selecting the Fax option To F
375. the list right click it and select the Move Up option To move a data field one position down in the list right click it and select the Move Down option Related Topics Create Data Fields for Document Types Copyright Sohodox 2000 2012 159 Sohodox Help 7 8 Block Indexing By default Sohodox automatically begins to index a newly added modified document in the background Sometimes the documents can be very large taking up too much processing time to index or just unindexable for e g photos which have no text that can be recognized or extracted Sometimes Sohodox can have trouble indexing a particular document With this version Sohodox lets you block the indexing process for such documents To Block Indexing of a Document 1 In Sohodox Workspace in the List View pane right click the document for which you want to block indexing 2 Select Block Indexing from the right click options This will prevent that document from being indexed To Manually Choose to Index a Document 1 In Sohodox Workspace in the List View pane right click the document which you want to manually choose to get indexed 2 Select Extract and Index from the right click options The document will be taken up for indexing To Manually Reset Indexing Status of a Document 1 In Sohodox Workspace in the List View pane right click the document of which you want to manually reset the indexing status 2 Select Re
376. the printer from the Printers drop down to print the data Click the Settings button to select the printer s settings You can click the Print Preview button to view the data that is going to be printed Select the line spacing for the data that is going to be printed from the Line Spacing drop down 10 Click the Custom Header button to insert the Query Condition in the header The Header is split into three sections Left Center and Right You can enter the Query Condition in any of these sections the Query Condition will be printed on the left center or right side of the document To insert the advanced search conditions click the Search Conditions button Click the Ok button to save the settings 11 Click the Custom Footer button to enter information in the footer of the document v This will bring up the Footer dialog This dialog will allow you to insert additional information in the footer The Footer is split into three sections Left Center and Right You can enter text page number system date time as well the search conditions in any of these sections This information will then be printed on the left center or right side of the document e To format the entered text click the Font button Copyright Sohodox 2000 2012 Search for a document 222 e To insert the page number click the Page number button e To insert the date click the Date button e To insert the time click the Time button
377. ther Users 1 In Sohodox select Workspace gt Folder in the Navigation pane 2 Select a folder from the Public Folders node 3 Now add the documents to this folder 4 The document will now be shared with other users The documents that you have shared will be indicated by the Share icon in the List View pane Document Title i Agreement Zuvixo Agreement is Lk Agreement SPC Agreement CH amp Agreement Smith Co Agreement pr amp Agreement Western Agreement DEn Agreement Legitima Agreement Agreement Globo C Agreement Agreement Axis Che Agreement Added On 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 17 10 2008 14 22 51 e You can view modify or delete public documents that you own while other users can only view or modify these documents e Move the shared documents to Private Folder to stop sharing Copyright Sohodox 2000 2012 Documents 124 e Documents added to a Public folder can be viewed by all the users If you want only one user to view your document then you can assign that document to that user e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document Related Topics Drag and Drop a document Drag and drop image from a web page Drag an
378. these documents along with its indexed information in other Databases or programs You can export your data to a Excel file by clicking the Export button To Export Data to a Excel file 1 In Sohodox open the DB whose data you want to export 2 Once the DB is opened select Workspace gt All Documents in the Navigation pane If you wish to export data from a Document Type then select that Document Type Expo 3 Select the Home tab and click the Export button S D the Collaborate group The Export wizard will now be launched 4 The Start a new Export section displays the DB and the item that is going to be exported Click the Next button to go the next page 5 The data that is going to be exported will be displayed on left pane of the Data Export window 6 Select a theme to format the data from the Themes drop down You can also create a new theme by clicking the Customize button 7 Select the columns you want to export from the right pane i e the Columns pane 8 You can rearrange the columns order as per your wish by using the Up Le and Down button 9 Select the item you want to export a If you want to export the data displayed on the current page then select the Export Current Page option b If you want to export all the data then select the Export All Pages option c If you want to export only the selected data then select the Export Selected option 10 Check the Export Column Names option to export the co
379. tion option the doc files will open in MS word Copyright Sohodox 2000 2012 121 Sohodox Help 6 6 To Edit a Document in its Associated Application 1 Select a document from the List View pane 2 On the Home tab click the Open drop down and select the Edit in Associated Application option or right click the document in the List View pane and select the Open gt Edit in Associated Application option from the popup menu Cia ei Delete Print LF View in Associated Application e J Edit in Selected Application 3 You can also click the Edit button d Son on the button on the Image Editor Using the Image Editor window you can resize crop and rotate a document You can save the modifications made to a document from the Image Editor e In the Document details window the icon of the associated file type of the document is displayed on the right hand side of the window You can click this icon to open the document in its associated application e Sohodox supports the preview of most image file formats You can manage files of any format using Sohodox Files which have a format which Sohodox cannot display using it s internal viewer can be opened for viewing in their associated application for e g PPT files in MS Powerpoint by clicking the Click here to open the document in its associated application link in the Display pane of the Document Details window e H you double click a documen
380. tions dialog Options dialog now has an option to automatically log you in when you start Sohodox i e no login box is displayed For more info see Options Window Sohodox Version 5 6 0 8 November 05 2009 The multi user gdx file is now saved at a new location The multi user gdx file is now stored in the ITAZ Sohodox folder created under the folder designated as the Common Application Data folder in your Windows installation For Windows Vista Windows 2008 Windows 7 this will be the C ProgramData ITAZ Sohodox folder For Windows 2000 XP 2003 this will be C Documents and Settings All Users Application Data ITAZ Sohodox Copyright Sohodox 2000 2012 11 Sohodox Help Apart from multi user gdx file the config ini file is also stored in this folder Use document title as File name You can now use the Document Title as the File name when exporting documents to a Windows folder by using the Export wizard For more info see Export data to a CSV file Sohodox Version 5 6 0 6 October 07 2009 Add pages to existing Tiff and PDF documents from the Pages panel You can now add pages to an existing multi paged PDF and tiff files directly from the Pages panel This reduces the number of clicks required to perform this task For more info see Insert a page to a multi paged document Sohodox Version 5 6 0 1 September 07 2009 Sohodox now loads much faster than before Sohodox Version 5 5 0 4 August 07 2009 Print
381. to add it to the list d To remove an Exception from the list select it and click the Remove button e Click OK button to close the Exceptions window Click the Preview button to view the folder structure and the files that are going to be imported to the Sohodox DB Click the Add button to add the folder structure and the files to the Sohodox DB Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If you want to delete the added documents then click the Yes button if not then click No Copyright Sohodox 2000 2012 Add a document 72 8 Click the Close button to close the Add Folders from disk window Now navigate to the Folders node in the Navigation pane to view the folders along with the documents 9 You can now set the Document Type of these documents You will be the Owner of the documents that you have added By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document You can add only the folder structure without the documents that you use to organize your documents to the Sohodox DB For more info see Add existing folder structure to Sohodox DB If you are a Paperport user then see Import data from Paperport to import your docum
382. ton to create the new File Store e Documents added to the Sohodox DB are saved in the File Store Copyright Sohodox 2000 2012 257 Sohodox Help Related Topics Change the Default File Store 15 4 3 Change the Default File Store You can right click a File store in the File Store list and select the Delete option to delete it To Change the Default File Store 1 Open the DB whose Default File Store you want to change 2 Click Settings gt DB Settings in the Navigation Pane 3 Select the File Store node All the File Stores will be displayed in the right pane i e the Click the Save button to save the settings Now open a File Store from the File Stores list to make it the Default File Store The File Check the Set as default file store option Click the Save and close button to save the settings File Stores list Double click the current Default File Store from the File Stores list The File Store window will now be launched Uncheck the Set as default file store option Store window will now be launched You can only change the path of an existing File Store if You have manually copied or moved the File Store to another location or You have restored the File Store from a Sohodox backup to a new location You can have only one file store set as the default for a Sohodox DB Related Topics Add a New File Store Move File Store to anot
383. tore Wizard window will be launched 3 Select Restore option and click next 4 In the Backup file path option click on button browse to the location where the Sohodox backup file a file with a sxbak extension is stored 5 In Restore folder path box specify a folder where the contents from the backup file will be restored Make sure that you specify an empty folder 6 In Advanced options text box enter the password if you had set a password when taking a backup of the DB 7 Click Startto start the restore process 8 Click Close once the DB has been restored successfully Note If you receive any errors during the backup or restore process you will need to click on the Open error log file link on the last page of the Backup Restore Wizard to view the error details Related Topics Manually backup a Sohodox DB Manually restore a Sohodox DB 18 2 Manually backup a Sohodox DB You will need to zip the MS Access Based Sohodox DB to take its backup You will need to take a backup of The the MainDB gxdb You must also backup it s linked folder which contains the System Folder and the documents and their cache files by zipping it All the above files and folders are usually located in the C Sohodox Databases folder To manually backup the Sohodox DB 1 Make sure Sohodox is not running Copyright Sohodox 2000 2012 Backup and Restore 294 2 Open the folder where
384. tore type specific information along with each document For e g you can store date and amount with each bill and then easily find all bills greater than US 100 from January 2008 e Link documents to each other Sohodox features full multi user support This means multiple users can simultaneously access and work with the same document database Copyright Sohodox 2000 2012 3 Sohodox Help 1 2 System Requirements System Requirements e Processor 1GHz processor 2 GHz or more recommended e Memory RAM 2 GB recommended e Free hard disk space for software installation 200 MB e Hard disk space to store documents Depends on the total size of the documents e Supported Operating Systems Windows XP 2003 Vista 2008 Windows 7 Recommended Windows Vista Windows 2008 Windows 7 Windows 8 e Microsoft NET Framework 2 0 If not present it will be automatically downloaded and installed Copyright Sohodox 2000 2012 Introduction 4 1 3 What s new in Sohodox Sohodox Version 8 0 0 46 October 01 2012 Support for Windows 8 Sohodox now supports both 32 and 64 bit versions of Windows Dropbox integration for documents that are in Sohodox We have made it easy for you to access your Sohodox documents from anywhere using devices like smartphones tablets and even your web browser Any document in Sohodox can now be made available in Dropbox Dropbox is a free service that
385. ts Per Inch option controls the amount of dots which must be captured per inch of the document being scanned 10 Select the Scan multi page documents option and then the Number of Pages per document option 11 Specify the number of pages the document has in the Specify Number of Pages per document option For example you would choose 2 from this option if you were scanning 10 documents and each document had two pages a total of 20 pages 12 Click the Start Scan button to start scanning the document The scanned document will be displayed in the Preview pane of the Scan window Copyright Sohodox 2000 2012 Scanning Documents 98 A 13 You can click the Edit button I to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document 14 Specify the location to add the scanned documents in the Destination tab optional You can also use a Destination Profile from the Select a Destination Profile drop down to specify the location to add the selected files v Follow these steps to specify the Destination of the scanned document a Enter a name for the scanned documents in the Document Title box The documents will have same name followed by a suffix For e g if you entered Acme Invoice then the scanned document will be named as Acme Invoice1 Acme Invoice2 Acme Invoice3 and so on If you leave the Document Title blank then the system will generate a title fo
386. ts option to scan multiple single paged documents 10 Click the Start Scan button to scan the documents The scanned documents will now be displayed in the Preview pane of the Scan window es 11 You can click the Edit button i to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document 12 You can specify the location to add the scanned documents in the Destination tab optional You can also use a Destination Profile from the Select a Destination Profile drop down to specify the location to add the selected files v Follow these steps to specify the Destination of the scanned document a Enter a name for the scanned documents in the Document Title box The documents will have same name followed by a suffix For e g if you entered Acme Invoice then the scanned document will be named as Acme Invoice1 Acme Invoice2 Acme Invoice3 and so on If you leave the Document Title blank then the system will generate a title for the scanned document b Click this di button besides the Choose a Folder box to select a folder to add the scanned document v The Folder Selection window will be launched i Select a folder from the list You can use the Search box to search a folder ii Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box c You can add Tags keywords to the scanned documents in the Attach Tags option You ca
387. tton 7 To get a result which matches all the criteria s specified by you select the Match all conditions option from the Conditions drop down To get a result which matches any criteria select the Match any conditions option from the Conditions drop down 8 Click the Search button to begin the search Document Text v contains 7 acme File Name v contains v invoice fa Save as Match all conditions 9 The search results will be displayed in the List View pane e For Sohodox to be able to extract text from a file of a particular format an IFilter for that file format must be installed on the user s machine IFilters for the following file formats are installed by default on Windows 2000 XP 2003 Vista machines gt PPT Microsoft PowerPoint presentation gt DOC Microsoft Word document gt XLS Microsoft Excel spreadsheet gt HTML documents gt TXT documents Related Topics Extract Text from Document View the Extracted Text of the Document Copyright Sohodox 2000 2012 217 Sohodox Help 12 4 7 Automatically Extract text from documents You can automatically extract text from documents on adding by selecting the Automatically extract text from documents while adding option from the Options window To Automatically Extract text OCR from the Document 1 In Sohodox click the Sohodox button 2 Click the Options button The Options window will be launche
388. tton S n to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document Dragging amp dropping email messages and email attachments from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Sohodox also supports preview of msg files imported from MS Outlook Related Topics Create Data Fields for Document Types Set a Document Type of a Document Delete a Document Type 8 7 Seta Document Type of a Document You can set a Document Type of a document by dragging and dropping the document to that Document Type Copyright Sohodox 2000 2012 169 Sohodox Help To Set a Document Type of a Document 1 Select a document from the List View pane to set its Document type The document will now be displayed in the Documents Details pane 2 By default the Information panel will be displayed on the left side of the Documents Details pane Select a Document Type from the Document Type drop down The Data Fields of the selected Document Type will now be displayed 3 Enter appropriate descriptive indexing information of the document in the respective data fields 4 Click the Save button on the nformation bar e To view documents based on their types in Sohodox main window expand the Document Types node in the Navigation pane and select a document type e g Invoice All the document
389. tton to close the wizard e To start a new export click the Export More button e Go to the previous page click the Previous button located on the top left corner of the wizard Related Topics Export data to a CSV file Export data to a HTML file Export data to a Excel file Copyright Sohodox 2000 2012 Export and Import data 278 17 1 5 Save the frequently used Export settings Sohodox uses Export Profile to simplify the process of exporting documents Export Profile is a collections of frequently used settings which can be saved and reused to export documents Instead of specifying these settings every time you export documents you can specify these settings once and save them as a Export Profile You can create as many Export Profiles as you want To Save the Frequently used Export Settings as Export Profile 1 In Sohodox open the DB whose data you want to export 2 Once the DB is opened select Workspace gt All Documents in the Navigation pane Export 3 Select the Home tab and click the Export button Data Export window will now be launched in the Collaborate group The 4 Specify the export settings and go to the last page 5 Enter a name for the Export Profile in the Save Settings To box Click the Save button Je to save the profile The Export Profile will now be listed in the Saved Profile drop down e To delete a Export Profile click the Del
390. ture to choose the order in which your saved queries should appear in the menu The new Reorder option is located in the Query Wizard Modified Folder Structure When you create a new doQuments DB doQuments creates a new folder for that DB with the same name as the DB inside the doQuments Databases folder This new folder usually contains the Storage folder the Messaging folder and the Temp Folder With the doQuments 4 2 the new DB folder will contain two folders i e the Storage folder and the new System folder The System folder from now on will contain all the folders that are required to run doQumenis This will ease the process of sharing and applying permissions Click here for details Version 4 1 10 April 12 2006 Minor bug fixes Version 4 1 2 February 23 2006 Minor bug fixes Version 4 1 February 21 2006 Dynamic Document Templates Dynamic Document Templates enable you to automatically insert indexing data field values Copyright Sohodox 2000 2012 21 Sohodox Help from the currently displayed record into the newly created document Version 4 0 December 28 2005 doQuments Standard Edition discontinued doQumenis Standard Edition has been discontinued Existing users of doQuments Standard Edition who have purchased within the last 12 months will be upgraded to doQuments Professional Edition free of cost as per our one year free upgrade policy Existing users of doQuments Standard Edition who
391. ty which makes it very easy backup and Copyright Sohodox 2000 2012 Sohodox Help restore your Sohodox DB The utility Support encrypted and multi volume backups Learn more Remember Layout Now Sohodox will remember the width of the various panes that you set within the main window and within the document windows too It will also remember the document window size you had set last time So the next time you open the application or the resized document it will open Sohodox with the pane and window sizes you had the last time when you closed the document or the main Sohodox window Sohodox Version 6 1 0 5 February 09 2010 Error ignored when adding multiple files to Sohodox While adding large number of files to Sohodox if an error occurs for a file that file will be skipped and Sohodox will continue adding the remaining files After the addition is complete it will display the list of skipped files Confirmation sound when Cirl F7 is pressed You will now hear a confirmation sound instead of the confirmation dialog being displayed when you press the CTRL F7 keys on the keyboard to copy the full path of the document to the clipboard Sohodox Version 6 1 0 2 December 31 2009 Copy the full path of the document to the clipboard Press the CTRL F7 keys on the keyboard to copy the full path of the document to the clipboard You can now paste the document s location to a data field or any application you
392. u can add more criteria to your search by clicking this button To remove a criteria by click this button To get a result which matches all the criteria s specified by you select the Match all conditions option from the Conditions drop down To get a result which matches any criteria select the Match any conditions option from the Conditions drop down Click the Search button to begin the search The search results will be displayed in the List View pane If from the Comparison drop down list you had chosen does not contain then the search would have returned all documents which do not contain the text you have specified Related Topics Extract Text from Document Search for text in a document View the Extracted Text of the Document Copyright Sohodox 2000 2012 213 Sohodox Help 12 4 3 Extract Text from Document The Full Text Search feature works by extracting OCR text from documents and then indexing the text You can use the Extract and Index option to manually extract and index a document if you have turned off automatic indexing or wish to re index the document To Extract text OCR from Document Select the document that you want to extract from the List View pane Right click the document and select the Extract and Index option of the Home tab 3 The text from the document will now be extracted and indexed Select the document and click the More drop down arrow and select the Show E
393. u want to scan a single sided document to a color image Color Document Double Sided This option should be selected if you want to scan a double sided document to a color image e You can also create profiles which stores information about the document like its Document Type its folder which can be saved and reused These profiles are called as Destination Profiles Thus by using Scan Profiles and Destination Profiles you can automate your scanning process Related Topics Scan multiple single paged document Edit a document 14 2 2 Create an Export Profile Sohodox uses Export Profile to simplify the process of exporting documents Export Profile is a collections of frequently used settings which can be saved and reused to export documents Instead of specifying these settings every time you export documents you can specify these settings once and save them as a Export Profile You can create as many Export Profiles as you want To Save the Frequently used Export Settings as Export Profile 1 In Sohodox open the DB whose data you want to export 2 Once the DB is opened select Workspace gt All Documents in the Navigation pane Export 3 Select the Home tab and click the Export button Data Export window will now be launched in the Collaborate group The 4 Specify the export settings and go to the last page 5 Enter a name for the Export Profile in the Save Settings To box Click the Save button
394. uilt in OCR automatically extracts text from scanned documents making them searchable instantly Option also available to use Microsoft Office OCR engine if available View and edit OCR and extracted text You can now view text extracted via OCR from scanned documents also text extracted via IFilters from other document types You can edit and save this text This provides a handy way to correct any OCR errors Fax Fax one or more documents directly from Sohodox Quick Multi user setup Quickly move from single user setup to a multi user setup in a few easy steps Burn documents to a CD DVD Use the built in CD DVD burning features to burn selected documents to a CD DVD Drag and Drop text Copyright Sohodox 2000 2012 17 Sohodox Help Select and drag a piece of text from any source e g MS Word Web page or from your email and drop it in Sohodox to automatically save it as a RTF file Bar Coded Separator Pages Create bar coded separator pages during scanning to separate multi page documents from each other Preview of MS Office files is now supported Preview MS Word MS Excel and MS PowerPoint files directly in Sohodox Built in PDF Viewer Sohodox can display PDF files using it s built in viewer or the free Adobe Reader Two new options have been included in the Sohodox Options dialog to help you choose when to use the built in PDF Viewer 1 PDF files created using Sohodox Choose this option if you
395. uired If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty blank Allow Specify whether a field value should be unique or whether it can have Duplicates duplicate values URL Data Type Use the URL data type to enter type URL The URL entered in this data type will turn into a hyperlink The URL data type has the following field properties Default Specify a default value for this field The value entered here becomes the Value default value for this field You can change this value if required Input Value Specify whether the field can have an empty value or not from this drop down Required Select this option to mark the field as required If this option is selected you will not be allowed to save the information until some value is entered for this field The required data field will be displayed in red colored text RecommenSelect this option to mark the field as recommended The ded recommended data field will be displayed in blue colored text Can beSelect this option if the field can be left empty Copyright Sohodox 2000 2012 145 Sohodox Help Allow blank Specify whether
396. ument types because it depends on the numbers and type of fields defined etc For e g A MS Access based Sohodox DB can be as large as 2 GB in size Please note that Sohodox does not store the added documents inside the database Therefore the size of documents is not restricted by this Sohodox only stores the indexing Copyright Sohodox 2000 2012 255 Sohodox Help information about the documents in the database and even a 2 GB database would be able to store indexing information about a very large number of documents Related Topics File Stores Configure Sohodox DB for multi user environment 15 4 File Stores 8 1 Learn about File Stores 8 2 Add a new File Store 8 3 Change the Default Store 8 4 Move File Store to another location 15 4 1 Learn about File Stores What are File Store Whenever you add a file from disk to a Sohodox DB or scan in a new document the files are saved in a folder which is called a File Store e A File Store is like any other Windows folder except for the fact that Sohodox treats these folders differently e Every Sohodox DB has it own set of File Store e A Sohodox DB can contain any number of File Store e Each Sohodox DB must always have one File Store designated as the Default File Store e The Default File Store is the same as other File Store except for the fact that any new added documents including scanned documents are saved in this folder e A Sohodox DB cannot hav
397. uments to be updated together is greater than 50 it will be easier to change the number of documents being displayed in the List View pane Then update the information and revert to the earlier limit of 50 if desired See Change the number of items being displayed in List View Related Topics Edit a document Create Data Fields for Document Types Annotation Copyright Sohodox 2000 2012 Index Documents 158 7 7 Delete Fields You can delete a data field by right clicking that data field in the Field List pane and selecting the Delete option in the Data Field Manger To Delete a Data Field of a Document Type 1 In Sohodox select Settings gt DB Settings gt Document Types in the Navigation pane The existing Document Types will now be displayed in the right pane 2 Select the Document type whose data field you want to delete from the the right pane Now double click this Document Type to open it in its window 3 Click the Fields tab to view the data fields of the selected Document Type The data fields will be listed in the Field List pane of the Fields panel 4 Select the data field that you want to delete right click this data field and select the Delete option to delete it 5 Click the Save button to save the changes You can change the order of data fields by using the navigation options available on the right click menu To move a data field one position upwards in
398. ups they are as follows Sohodox Sample DB gxdb User Super Administrator Tools p j r m ae oc SiS PF eo erg New Scan Add From Open Delete Print Export E Fax Assign Layout Refresh Ge Disk gt S S i mail z l Add Group The Aad group consists of various options to add a document to a Sohodox DB This group consists s the following buttons New Click this button to add a new document v The New button has the following options Document Select this option to create a new document Document using Template Select this option to create and add documents using a template Document Type Select this option to create a new Document Type File Store Select this option to create a new File Store Scan Click this button to scan and add documents Add from disk Click this button to add documents from disk v The Add from disk button has the following option Find and add Select this option to find documents on disk and add it to the Sohodox DB Add Folders from Disk select this option to add folders from disk to the DB Edit Group The Edit group consists of various options to edit a document This group consists the following buttons Open Click this button to open a document v The Open button has the following options Copyright Sohodox 2000 2012 67 Sohodox Help Associated Application Select this option to open the document in its associated
399. uration 86 Save a Query 218 Save a Scan Profile 90 91 Save a Search criteria 218 Save the Extracted text from Document 214 Save the Frequently used Export Settings 246 278 Saved Searches 218 Scan a color document 102 Scan a document 90 91 97 99 102 Scan all Pages as One Document 94 Scan and add a document 78 Scan and insert pages 104 Scan Area 80 91 Scan Black and White documents Scan Both sides 80 91 94 97 99 Scan Color documents 91 Scan Destination 90 91 97 99 91 80 90 80 Select file type Select Scan Area Select scan color 80 90 Select Scanner 80 91 Select the file types you want to automatically preview 297 select the language to use to OCR the document 217 Selected Application Send to back 230 Separate documents 97 99 Separate documents while scanning Set as default file store 257 Set Document Type 168 Set Maximum Password age Set Minimum password length Settings 50 Share documents 119 99 267 267 56 123 Share folders 56 Sharing 57 Sharpen 86 show all PDF files in the associated viewer 297 Show Details Pane onthe main screen 297 Show Extracted Text 214 Show scanner interface before scanning 80 94 Signature 236 243 similar tag 196 Copyright Sohodox 2000 2012 Index 322 Simple Query 203 Sohodox Button 50 Sohodox Connection Manager 266 Sohodox DB 252 253 Sohodox DB FAQ 254 Sohodox DB List 253 Sohodox Editions 2 Sohodox Folder
400. used to import these documents along with its indexed information into other Databases or programs You can export your data to a CSV file by clicking the Export button To Export Data to a CSV file In Sohodox open the DB whose data you want to export PPO Once the DB is opened select Workspace gt AN Documents in the Navigation pane If you wish to export data from a Document Type then select that Document Type Export 3 Select the Home tab and click the Export button Export wizard will now be launched of the Collaborate group The 4 The Start a new Export section displays the DB and the item that is going to be exported Click the Next button to go the next page 5 The data that is going to be exported will be displayed on left pane of the Data Export window 6 Select a theme to format the data from the Themes drop down You can also create a new theme by clicking the Customize button 7 Check the columns you want to export from the right pane i e the Columns pane You can rearrange the columns order as per your wish by using the Up e and Down button 8 Select the item you want to export a If you want to export the data displayed on the current page then select the Export Copyright Sohodox 2000 2012 271 Sohodox Help Current Page option b If you want to export all the data then select the Export All Pages option c If you want to export only the selected da
401. utomatic preview of a specific file type Change the default viewer for a file type 7 Index Documents Topics Covered 1 What are Data Fields 2 Data Fields FAQ 3 Fields Tab 4 Create Data Fields for Document Types i Example 5 Enter Indexing Information of a Document 6 Update Common Indexing Information for Multiple Documents 7 Delete Fields 8 Block Indexing Copyright Sohodox 2000 2012 Index Documents 138 7 1 What are Data Fields What are Data Fields When you add documents to a Sohodox DB you would also want to add descriptive indexing information along with each document This information could include data items like Author Name Title Subject etc Each of these items of data is known as a data field You can create data fields for Document Types Whenever you add a Data Field to a Document Type you will need to specify the Data Type for that field A field s Data Type specifies the type of data that can be stored in that field Below is the list of Data Types available in Sohodox and the type of data that can be stored in fields of these Data Types Data Type __________ Description __ Text Use this to enter text or combinations of text and numbers as well as numbers that don t require calculations such as phone numbers Use this to enter lengthy text or combination of text and numbers Email Use this to enter email address Use this to enter web links eee ee Use this to enter Cu
402. vailable for doQuments Enterprise Edition View only licenses are priced much lower than the normal full access licenses Users with view only licenses cannot make any changes to doQuments DBs They can only query and view records documents in a doQuments DB Customers can purchase a mix of view only and full access licenses However at least one full access license must be purchased Customers who already own doQuments Enterprise Edition licenses can purchase view only licenses because the licenses they currently own are full access licenses Any existing or newly created user can be marked as view only using doQuments User Manager A user marked as view only will not be allowed to make changes to a doQuments DB when logged in Also users not marked as view only can temporarily login as view only by checking the Login with view only access box on the login dialog Version 3 5 March 21 2005 Support for MySQL based doQuments DBs In addition to MS Access and MS SQL Server based doQuments you can now even create MySQL based doQuments DBs More information about MySQL is available at http Avww mysal org This feature is only available in the Enterprise Edition of doQuments 3 5 and higher Document Full Text Search This feature allows you to search documents in a doQuments DB based on their content Currently MS Word DOC PDF E mail EML MSG Web Page HTM HTML and TXT files are supported Support for more file formats will be adde
403. vate documents are not visible to other users except the superadmin Also you are set as the owner of any documents you add An owner of a document can modify or delete that document You can change ownership of a document by assigning the document to another user In this case the document becomes the other user s private document and is no more visible to you Public Folder You can make a document public by moving it from your private folder to a public folder Any folders and sub folders a user creates under the Public Folders node are termed public folders Public folders are visible to all users Any documents you add to a public folder are considered public documents Public documents can be viewed and modified by any user Public documents can only be deleted by the owner of the document or by the superadmin Any public document that you own can be made private again by moving it to any of your private folders Related Topics View Folders FAQ Create a New Folder Where does Sohodox store my data Copyright Sohodox 2000 2012 Folders 172 9 2 Folders FAQ v How many Folders can create You can create as many folders you want as per your requirements v Can I create sub folders Yes you can create sub folders based on a hierarchy v How many documents can I store in a Folder You can store as many documents you want in a Folder v Can I move documents from one folder to another Yes you can mo
404. vate to yourself Select the folder to which you want to add the text Select the text from a RTF Rich Text Format file for e g DOC files HTML files EML files PDF files etc Drag this text and drop it in the folder A new document will be created containing the text you selected Note Once the documents are added you will get a confirmation message box asking you whether you want to delete the added files from the original location on the disk If Copyright Sohodox 2000 2012 Folders 176 you want to delete the added documents then click the Yes button if not then click No e You will be the Owner of the documents that you have added e By default documents added to Sohodox can only be viewed and modified by the owner creator i e other Sohodox users will not be able to view documents added by you unless you share that document e You can click the Edit button S n to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document e Dragging amp dropping email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is supported Drag amp drop of attachments in email messages from Microsoft Outlook Microsoft Outlook Express and Thunderbird 9 x is also supported Sohodox also supports preview of msg files imported from MS Outlook Related Topics Add documents from disk Find and Add a document 9 8 S
405. ve 2 Fixed Error when searching for Tags in a Document Type Version 5 1 1 6 April 27 2009 a Fixed When the Scan Window is maximized then the Documents are Separated by option gets hidden 2 Fixed Error when you replace a PDF document and click on the Pages tab 3 Fixed When you replace a document from disk the thumbnail still shows the old one 4 Fixed Error when multi user gdx exists and you run Sohodox for the first time It still prompts for the file 5 Fixed Error when a document is related to Stack and you click on Small Thumbnails in the Stack Details pane 6 Fixed For Sohodox Plus Error when a particular Stack type node is selected in the Main window which has Stacks and you edit the Stack Type by adding fields and then click on save 7 Fixed Searching for a Typed Document in the Look up Window did not throw any result though the document existed Version 5 1 1 5 April 23 2009 1 Fixed Error while replacing documents from disk Version 5 1 1 4 April 21 2009 1 Fixed PDF files are now loaded quickly 2 Fixed inserting pages to PDF files not created using Sohodox 3 Fixed Modifying PDF files not created using Sohodox Version 5 1 1 3 April 01 2009 1 Fixed Tiff files being distorted when displayed in the Details pane 2 Fixed Focus is now set to the Text box of the Jump to dialog 3 Fixed Primary group of the user can now be viewed Copyright Sohodox 2000
406. ve a document from one folder to another v Can delete a Folder Yes you can delete a folder Related Topics Create a New Folder Add existing Folder structure along with files from disk Copyright Sohodox 2000 2012 173 Sohodox Help 9 3 9 4 Create a new Folder You can create a Folder by clicking the Create New button in the Folders node To Create a Folder 1 In Sohodox select Workspace gt Public Folders or Private Folders in the Navigation pane depending upon whether you want to make the documents visible to all or keep them private to yourself 2 Now click the Create New to create a new Folder 3 Enter a name for the Folder and hit the Enter key Please note that when you create a Sohodox folder no folder is being created on your system Sohodox folders is just used to categorize your documents and not store them All your documents are stored in the DB s File Store You can also right click a Folder and click the New Folder option to create a sibling folder This option is very helpful when you have a long list of folders as it becomes unmanageable to scroll every now and then to click the Create new button to create a new folder This option also helpful when you have a long list of sub folders as you have scroll above to select the parent folder and then right click it to create a sub folder You will be the Owner of the folders that you have created You can also create sub
407. want and they can also hide share folders from with other users The second easy method offered is of attaching simple text tags to documents think of it as attaching one or more labels to your documents You can apply as many tags as required to a document You can then search for documents to which a specific tag has been attached For a more structured indexing approach you can use the concept of Document Types Document Types solve the Check and Photo problem described above You can create two different Document Types one for Photos with the fields Photographer Name Place Taken and one for Checks with the fields Check Date and Check Number in the same DB Another powerful feature is the ability to link any document to another document You can have any number of links between documents The combination of all these features enable you to build an extremely flexible and useful document repository Copyright Sohodox 2000 2012 47 Sohodox Help 2 2 FAQ s for users using doQuments Professional Edition This FAQ is only intended for doQuments users Before the release of version 5 Sohodox was known as doQuments e What is Sohodox What happened to doQumenits Professional Edition doQuments Professional Edition is now renamed to Sohodox v Can upgrade from doQuments to Sohodox Yes you can easily upgrade from doQuments Professional edition to Sohodox All your existing doQuments DBs will be automatica
408. want to maintain a link between two Documents belonging to the same Document Type or different Document Type in other words you want them to be loosely linked and not strongly linked You can link single document with multiple documents To Link a Document with Existing Documents 1 Select a document from the List View pane The document will now be displayed in the Documents Details pane Click the Links tab on the left bar of the Document Details pane The Links panel will now be displayed _ In the Linked Documents section click the Link button 7 and select the Link existing Document s option to link the document to an existing document The Look Up window will be launched Select the Documents option from the Look in box and type all or part of the file name in the Look for box and click the Find button The documents that contains the word that you have entered in the Look for box will be displayed in the Search Result list Select a document to link and add it to the Selected Files list Use this button to add the selected document from the Search Result list to the Selected Files list and use this i i button to remove the document from the Selected Files list and move them back to the Search Result list Click the OK button to select the document The selected document will now be displayed in the Linked Documents list To Add Documents from Disk and Link it with another Document 1 Select a document fr
409. want to scan a double sided document to a grayscale image Color Document Single Sided This option should be selected if you want to scan a single sided document to a color image Color Document Double Sided This option should be selected if you want to scan a double sided document to a color image The following profiles from older versions have been discontinued from version 8 onwards Black amp White A4 Tiff 150 DPI Use this Scan Profile to scan a single page document as a black amp white Tiff document at 150 DPI Black amp White A4 Tiff 150 DPI Multi Page Use this Scan Profile to scan a multi page document as a single black amp white Tiff document at 150 DPI Black amp White A4 PDF 150 DPI Use this Scan Profile to scan a single page document as a black amp white PDF document at 150 DPI Black amp White A4 PDF 150 DPI Multi Page Use this Scan Profile to scan a multi page document as a single black amp white PDF document at 150 DPI OCR Friendly Use this scan profile if you want to OCR the document after the scan Grayscale PNG 200 DPI Use this Scan Profile to scan a single page document as a grayscale PNG document at 200 DPI Color Photograph JPEG Use this scan profile to scan a document as color JPEG photograph The name of the currently selected scanner or other imaging device is Copyright Sohodox 2000 2012 Scanning Documents 82 Show scann
410. will be considered by Sohodox as a Yes value You can also specify a comma separated list of values and any values matching a value in this list will be treated a Yes value If the special value Any Other Value is selected then any value except the values specified for Text to import as No will be treated as a Yes value Text to import as No While importing data any value which matches the value selected or entered here will be considered by Sohodox as a No value You can also specify a comma separated list of values and any values matching a value in this list will be treated as a No value If the special value Any Other Value is selected then any value except the values specified for Text to import as No will be treated as a No value Document List Location Specify the folder path where the documents to be imported are located By default Sohodox selects the folder path containing the text file from which you are importing the data Click the Browse button to change this folder path File names are separated by Select the separator which is used to separate the names of the documents in Document List field The default separator selected is Copyright Sohodox 2000 2012 Export and Import data 284 pipe 16 Click the Next button to go to the next page Use this page to specify actions Sohodox should take if it encounters invalid or empty values for any field You can specify different actions for each
411. will be informed that the thumbnail of the documents have not been generated To generate the thumbnails in the List View pane click the Click here to generate the thumbnails now link on the yellow information bar You can enable this option from the Thumbnails section in the Options dialog EEE Document Search Documents SR Thumbnails for some documents are not displayed because they were not generated x when the documents were added Click hereto generate the thumbnails now E e Select the View List option to view the documents as list in the List View pane e By default 50 documents are displayed in the List View pane If you have added more than 50 documents they will be moved to the next page To view the documents displayed on the next page use the navigation buttons below the List View pane e To display more thumbnails in the Display pane click the Load more button on the top right side of the Display pane e f a document has more than one page on selection of that document a navigation bar will appear on its thumbnail to navigate its pages Copyright Sohodox 2000 2012 123 Sohodox Help First Page Page 2 of 6 Related Topics Change Sohodox Main View layout Change the number of items being displayed in List View Advanced Search Quick Search 6 7 Share documents You can share a folder with other Sohodox users by adding the folder to the Public Folder To Share documents with o
412. will now be displayed in the Preview pane of the Scan window 12 You can click the Edit button s i to edit the scanned document in the Image Editor Using the Image Editor window you can resize crop and rotate a document 13 You can specify the location to add the scanned documents in the Destination tab optional You can also use a Destination Profile from the Select a Destination Profile drop down to specify the location to add the selected files v Follow these steps to specify the Destination of the scanned document Copyright Sohodox 2000 2012 95 Sohodox Help a Enter a name for the scanned document in the Document Title box If you leave the Document Title blank then the system will generate a title for the scanned document b Click this di button besides the Choose a Folder box to select a folder to add the scanned document v The Folder Selection window will be launched i Select a folder from the list You can use the Search box to search a folder ii Click the OK button to select the folder The selected folder will now be displayed in the Choose a Folder box c You can add Tags keywords to the scanned documents in the Attach Tags option You can type as many tags you want by using a semi colon to separate them d Set the Document Type of the scanned document from the Set a Document Type drop down For e g Set the Document Type to Invoice if the scanned document is a invoice
413. wing options Assign to Use this option to Assign the scanned document to another user Related Topics Scan and add single document Scan documents with fixed number of pages Scan documents with variable number of pages Copyright Sohodox 2000 2012 Scanning Documents 86 5 4 Image Editor Window Use this window to edit image files The Image Editor Window allows you to modify the displayed files and save it back to the Sohodox DB Toolbar et Save and close Use this button to Save the modifications made to the document and save it back to Sohodox Jl Click the changes to revert the modifications made to the document Image Toolbar a Click the Scroll Mode button to activate the scroll mode In the scroll mode you can scroll the displayed image in any direction if the size of the document exceeds the size of the display area To scroll the image press the left mouse button and then move the mouse in the direction you want to scroll keeping the left mouse button pressed Click the Zoom button to activate the zoom mode e3 In the zoom mode you can Zoom Out shrink the image by pressing the left mouse button and moving it in the upward direction Zoom In enlarge the image by pressing the left mouse button and moving it in the downward direction LH Click the Select button to activate the select mode In the select mode you can select any area of the displayed image by pressing the
414. works if you are using the Microsoft Office OCR engine and only recognizes the languages supported by the MS Office OCR engine Copyright Sohodox 2000 2012 Search for a document 218 To OCR document that contains text in a different language 1 In Sohodox click the Sohodox button 2 Click the Options button The Options window will be launched 3 From the Extract and Index section select the Use Microsoft Office OCR Engine option to make it your default OCR Engine 4 In Select the language to use drop down select the language to use to OCR the document By default the System language is used for text recognition 5 Click the OK button to apply the changes Related Topics Search for text in a document View the Extracted Text of a Document 12 5 Save a Search criteria You can save the frequently used query for later use from the Advanced Search Panel To Save a Query In Sohodox select Workspace gt All Documents in the Navigation pane The documents will be displayed in the List View pane sl Click the Double Arrow button CG to bring up the Advanced Search pane Select a column name indexing field from the Field Name drop down to search ina particular column indexing field Select the appropriate comparison operator i e contains begins with equal to etc from the Comparison drop down Enter the value which will be used for the comparison in the Compare To box You
415. x click the Add from disk drop down and select the Find and Add option on the Ribbon bar The Find and Add Files window will be launched gt a Open Delete Le Add Folders from Disk In the Destination tab enter a name for the new profile in the Select a destination profile box 3 Enter the required information in the Settings pane You can also specify information to link the scanned documents with other documents by using the Links tab SS Once you have specified this information then click the Save button tal besides the Select a Destination profile box to save these information as a Destination Profile The Destination Profile will now be listed in the Select a Destination profile drop down To Create a Destination Profile from the Add Folders from Disk Window 1 In Sohodox click the Add from disk drop down and select the Add Folders from disk option on the Ribbon bar The Add Folders from disk window will be launched Copyright Sohodox 2000 2012 249 Sohodox Help 2 Find and Add if 2 In the Destination tab enter a name for the new profile in the Select a destination profile box 3 Enter the required information in the Settings pane 4 You can also specify information to link the scanned documents with other documents by using the Links tab 5 Once you have specified this information then click the Save button besides the Select a Destination profile bo
416. x Databases MainDB Default File Store folder 12 Click the OK button to select the new location 13 Click the Save and close button to save the settings 14 Now go to to Workspace The documents will now be displayed lll Pointing Sohodox clients to the server installation 1 Make sure you have configured the DB s for multiple users 2 Copy the multi user gdx file from the ITAZ Sohodox folder located on the new machine 3 Now paste the multi user gdx file in the ITAZ Sohodox folder on all the machines on which Sohodox is installed 4 Start Sohodox Desktop client on another client machine and open a Sohodox DB Check if it opened successfully If everything works fine then you can uninstall Sohodox and delete the Sohodox Databases folder from the old machine assuming you have already taken a backup of the Sohodox Databases folder That s It 16 Users 2 1 Learn about Users Copyright Sohodox 2000 2012 263 Sohodox Help 2 2 Create a User account 2 3 Lock a User account 2 4 Deactivate a User Account 2 5 Disconnect an active user 16 1 Learn about Users Sohodox lets you create as many users as you want For each user you must provide at least a user name and an email id The user name is used for logging in to Sohodox and is case insensitive E g If your user name is JOHN you can login in as john John or JOHN Ideally apassword must be provided for each user though it is not compulsory to do so i
417. x Help 9 1 What are Folders What are Sohodox Folders Sohodox folders can be used to categorize documents in a hierarchical manner Folders are simple and easy to use and work the same was folders work in Windows Explorer To retrieve a document all you need to do is navigate to the folder and find your document Folders in Sohodox are backed by a database and can manage a large number of documents with ease You can also find your documents without any problem from a Sohodox Folder by using the Quick Search box or the Advanced Search The folder approach becomes cumbersome to use when you have lots of folders or a very deeply nested folders This approach also does not work when a document needs to belong to several categories a document can belong to only one folder Please note that when you create a Sohodox folder no folder is being created on your system Sohodox folders is just used to categorize your documents and not store them All your documents are stored in the DB s File Store Types of Folders There are two types of folders in the Folders node of Sohodox they are Private Folder and Public Folder Private Folder Any folders and sub folders a user creates under the Private Folders node are termed as that user s private folders Each user has her own set of Private Folders which are not visible to any other user except the superadmin Any documents you add to a private folder are considered private documents Pri
418. x to save these information as a Destination Profile The Destination Profile will now be listed in the Select a Destination profile drop down e To delete a Destination Profile click the Delete E button besides the Select a destination profile box e You can use Scan Profiles and Destination Profiles to automate your scanning process Related Topics Scan multiple single paged document Find and Add a document Add the existing folder structure along with files from disk Copyright Sohodox 2000 2012 Templates Themes Profiles 250 14 3 Create a theme When exporting or printing documents Sohodox allows you to format the data that is going to be exported or printed The frequently used format settings can be saved as a Theme for re use The same Theme can be used for exporting as well as printing data A Theme can be created either from the Printwindow or Data Export window To Create a Theme 1 Click the Customize button on the Print List window from the Print drop down This will bring up the Themes Editor window Enter a name for the theme in the Themes box Click the Save button to save the theme name Select the background color for the column header from the Column Header Color drop down Select the font type for the column header from the Column Header Font drop down Select the font color for the column header from the Column Header Font Color drop down Select the Sin
419. x window It gives Ela Documents you quick access to all the documents and data in your DB as well as the l Private Folders various settings for your DB The Navigation pane contains navigation B Pascia groups e g Workplace Settings which in turn contain navigation nodes 2 Leal SES e g All Documents Folders Selecting a navigation node displays the D Seng related information in the list view The Navigation pane can be minimized by clicking the Double Arrow on the top right corner of the Navigation pane 9 Settings The Navigation pane has the following navigation groups Workspace This is your personal workplace The workspace initially displays all navigation nodes i e Folders Tags Document Types etc but you can customize the workspace to only display navigation nodes which are of interest to you v Workspace navigation group contains the following navigation items All documents Select this node to view all documents that you are allowed to view Private Folders Expand this node to view your private folders and sub folders In this folder you can add documents and folders that you do not want other users to view Create New Click this link to create a new Folder Public Folders Expand this node to view the list of shared folders and sub folders You can add documents and folders that you want to share with other users to this folder Create New Click this link to create a new Folder Tags Expand this nod
420. xtracted Text option of the Home tab to view the extracted text You can modify the extracted text being displayed Click the Save button to save the extracted text To Extract text OCR from Document using Microsoft Office OCR engine In Sohodox click the Sohodox button Click the Options button The Options window will be launched Select Use Microsoft Office OCR Engine from Extract and Index to make it your default OCR Engine Click the OK button to apply the changes Select the document that you want to extract from the List View pane Click the More drop down arrow and select the Extract and Index option of the Home tab The text from the document will now be extracted and indexed Select the document and click the More drop down arrow and select the Show Extracted Text option of the Home tab to view the extracted text You can modify the extracted text being displayed Click the Save button to save the extracted text Note You will need to have MS Office Document Imaging installed on the system to use the Microsoft Office OCR Engine MS Office Document Imaging has been discontinued with the launch of MS Office 2010 So text extraction using MS Office OCR Engine only works if the version of MS Office installed on your machine is older than MS Office 2010 e Sohodox uses it s built in text extractor for MS Word DOC DOCX MS Excel XLS XLSX and PDF files PDF files which contain text and not o
421. y are required field By default document types that have required fields are not shown in the Scan window as it is not possible to add the required field value when scanning and adding multiple documents As auto generate field values are generated by the system Sohodox can add the value for the auto generate field when scanning and adding multiple documents Create sibling folder You can create a sibling folder by right clicking a folder If you use folders to manage your documents then you must have noticed that when you have a long list of folders then it becomes unmanageable to scroll every now and then to click the Create new button to create a new folder The same problem is also noticed when you have a long list of sub folders you have scroll above to select the parent folder and then right click it to create a sub folder Now we have added the New Folder option on the Folder right click menu Now just select a folder right click it and select the New Folder option to create a sibling folder Export Folder Structure You can now export Sohodox folders along with all the sub folders and documents to a destination on your local disk retaining the folder hierarchy For more info see Export Folder Structure Inactivity time out option You can now auto logout an inactive user from Sohodox by using the Inactivity time out option This option is available in System Options pane of the Options dialog For more info see Inactivity Timeou
422. y values during the import 9 Check the First row contains field names option if the first row of the text file contains the names of the fields column headings 10 Select the character that is used as the text qualifier in the data Text values which contain spaces or any other character specified as a delimiter must be delimited by a text qualifier The double quote or the single quote character can be selected as a text qualifier 11 Enter the number of the row from which you want the import to start Use the Start import at row no option if you want to skip the first few lines of the text file during the import This option does not affect the behaviour of the First row contains field names option which always uses the actual first row of the file and not the start row 12 Click the Next button to go to the next page Use this page to map fields columns of the CSV file to the source fields columns of the document type that you have selected to import the data The data from CSV fields columns will be imported to the source fields columns of the document type 13 The Choose columns pane displays the columns data fields that are in the selected CSV file and the Selected column contains pane displays the columns data field of the document type that you have selected to import the data 14 Select a column in the Choose columns pane and map it by selecting a data field in the Selected column contains pane By mapping a column to
423. you already have a well defined folder hierarchy in which you arrange your documents you can easily import your documents along with your existing folder hierarchy in to Sohodox The exact same folder hierarchy will be recreated in Sohodox Tags Attach simple text tags to documents think of it as attaching one or more labels to your documents You can apply as many tags as required to a document You can then search for documents to which a specific tag has been attached Document Types Separate documents into various types e g bills checks letters and store type specific information along with each document For e g you can store Date and Amount with each bill and then easily find all bills greater than US 100 from January 2008 Similarly you may want to store Sender Name and Date along with each letter Annotation With the annotation feature you can draw highlight stamp write comments etc directly over any scanned document You can choose to burn the annotations on the image so they become permanent part of the image Electronic Signature A scanned image of a user s signature can be stored and used as the user s electronic signature It can be applied on any part of a scanned document Document Notes Store unlimited number of notes along with each document Apart from the note text each note will contain the date time as well as the name of user note creator Links Documents can be linked to other documents OCR B

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