117
3
Contents
Copyright © Sohodox 2000 - 2016
................................................................................................................................... 49
3
Scan Window
................................................................................................................................... 55
4
Image Editor Window
................................................................................................................................... 58
5
Quickly Scan and Add documents
................................................................................................................................... 59
6
Scanning (Detailed Step by Step Instructions)
......................................................................................................................................................... 59
Scan and add a single document
......................................................................................................................................................... 60
Scan multiple single paged Documents
......................................................................................................................................................... 62
Scan all pages as One Document
......................................................................................................................................................... 66
Scan documents with fixed number of pages
......................................................................................................................................................... 68
Scan document with variable number of pages
......................................................................................................................................................... 71
Scan a color document
................................................................................................................................... 71
7
Virtual Duplex Scanning mode
................................................................................................................................... 72
8
Import Scanned Files from Folder
................................................................................................................................... 73
9
Specify Document Title of the scanned document
................................................................................................................................... 73
10
Insert a page to a PDF or TIFF document
................................................................................................................................... 75
11
Save the frequently used Scan Settings as a Scan Profile
................................................................................................................................... 76
12
Merge two or more scanned documents
................................................................................................................................... 77
13
Replace Document by Scanning
................................................................................................................................... 77
14
Automate the Scan Process
................................................................................................................................... 79
15
Enhance Scanned Documents
Part VII
Documents
80
................................................................................................................................... 82
1
Document Details Window
................................................................................................................................... 88
2
Create a New Document
................................................................................................................................... 89
3
Update Common Information for Multiple Documents
................................................................................................................................... 89
4
Open a Document
................................................................................................................................... 90
5
Edit a document
................................................................................................................................... 91
6
View Documents as Thumbnails
................................................................................................................................... 93
7
Share documents
................................................................................................................................... 94
8
Assign documents to another user
................................................................................................................................... 94
9
Delete a Document
................................................................................................................................... 95
10
Email a Document
................................................................................................................................... 96
11
Link one Document with another Document
................................................................................................................................... 97
12
Break Links of a Document
................................................................................................................................... 98
13
Enter Comments for a Document
................................................................................................................................... 98
14
Burn documents on a CD
................................................................................................................................... 99
15
Print a Document
................................................................................................................................... 100
16
Export Documents
................................................................................................................................... 100
17
Drag and drop documents from Sohodox to a folder
................................................................................................................................... 101
18
Print the indexed information of a document
................................................................................................................................... 103
19
Fax a Document
................................................................................................................................... 104
20
Enable/disable the automatic preview of a specific file type
115
Sohodox Help
4
Copyright © Sohodox 2000 - 2016
................................................................................................................................... 104
21
Change the default viewer for a file type
................................................................................................................................... 105
22
Prevent users from changing file type viewer settings
Part VIII
Index Documents
106
................................................................................................................................... 107
1
What are Data Fields
................................................................................................................................... 108
2
Data Fields - FAQ
................................................................................................................................... 110
3
Fields tab
................................................................................................................................... 120
4
Create Data Fields for Document Types
......................................................................................................................................................... 121
Example
................................................................................................................................... 124
5
Enter Indexing Information of a Document
................................................................................................................................... 126
6
Update Common Indexing Information for Multiple Documents
................................................................................................................................... 127
7
Delete Fields
................................................................................................................................... 128
8
Block Indexing
Part IX
Document Types
129
................................................................................................................................... 130
1
What are Document Types
................................................................................................................................... 130
2
Document Types - FAQ
................................................................................................................................... 131
3
Create a Document Type
......................................................................................................................................................... 132
Example
................................................................................................................................... 135
4
Modify a Document Type
................................................................................................................................... 136
5
Add documents to a Document Type
................................................................................................................................... 136
6
Drag and Drop Documents to a Document Type
................................................................................................................................... 137
7
Set a Document Type of a Document
................................................................................................................................... 138
8
Delete a Document Type
Part X
Folders
139
................................................................................................................................... 140
1
What are Folders
................................................................................................................................... 141
2
Folders - FAQ
................................................................................................................................... 142
3
Create a new Folder
................................................................................................................................... 142
4
Create a Sub-Folder
................................................................................................................................... 143
5
Drag and Drop a Folder
................................................................................................................................... 143
6
Clone a Sohodox Folder structure
................................................................................................................................... 144
7
Drag and Drop Documents to a Folder
................................................................................................................................... 145
8
Search a Folder
................................................................................................................................... 146
9
Export a Folder
................................................................................................................................... 146
10
Restrict Users form viewing your Folders
................................................................................................................................... 147
11
Add documents to a Folder
................................................................................................................................... 148
12
Add a document to multiple folders
................................................................................................................................... 149
13
Add existing folder structure to Sohodox
................................................................................................................................... 149
14
Add folder structure along with files from disk
................................................................................................................................... 152
15
Change the Folder of a Document
112
5
Contents
Copyright © Sohodox 2000 - 2016
................................................................................................................................... 152
16
Delete a Folder
................................................................................................................................... 154
17
Rename a Folder
Part XI
Tags
155
................................................................................................................................... 156
1
What are Tags
................................................................................................................................... 156
2
Tags - FAQ
................................................................................................................................... 158
3
Create a Tag
................................................................................................................................... 158
4
Tag a Document
................................................................................................................................... 159
5
Tag Multiple Documents Together
................................................................................................................................... 160
6
Drag and Drop Documents to a Tag
................................................................................................................................... 161
7
Add Documents to a Tag
................................................................................................................................... 161
8
Remove Tag from a Document
................................................................................................................................... 163
9
Remove Tag from Multiple Documents
................................................................................................................................... 164
10
Search a Tag
................................................................................................................................... 164
11
Delete a Tag
................................................................................................................................... 165
12
Merge Tags
................................................................................................................................... 165
13
Rename a Tag
Part XII
Dropbox Integration
165
................................................................................................................................... 167
1
Basics
................................................................................................................................... 168
2
Enable Dropbox Integration
................................................................................................................................... 168
3
Add Sohodox documents to Dropbox
................................................................................................................................... 169
4
Remove Sohodox documents from Dropbox
................................................................................................................................... 169
5
Add documents to Sohodox via Dropbox
................................................................................................................................... 169
6
Update Dropbox with a file modified in Sohodox
................................................................................................................................... 170
7
Update Sohodox with a file modified in Dropbox
................................................................................................................................... 170
8
Sync the Dropbox tag in Sohodox
................................................................................................................................... 171
9
Sohodox & Dropbox in a multi-user scenario
Part XIII
Search for a document
171
................................................................................................................................... 172
1
Find document quickly
................................................................................................................................... 173
2
Select fields to include in the Quick Search
................................................................................................................................... 173
3
Narrow down the Search Result
................................................................................................................................... 177
4
Document Full Text Search
......................................................................................................................................................... 177
Learn about Document Full Text Search
......................................................................................................................................................... 178
Document Full Text Search - FAQ
......................................................................................................................................................... 182
Extract Text from Document
......................................................................................................................................................... 183
View the Extracted Text of a Document
......................................................................................................................................................... 183
Save the Extracted Text
......................................................................................................................................................... 184
Search for text in a document
......................................................................................................................................................... 186
Automatically Extract text from documents
......................................................................................................................................................... 186
OCR document that contains text in a different language
110
Sohodox Help
6
Copyright © Sohodox 2000 - 2016
................................................................................................................................... 187
5
Save a Search criteria
................................................................................................................................... 189
6
Prompt user for the condition value when applying a saved search
................................................................................................................................... 190
7
Print the Search Results along with the Query Conditions
................................................................................................................................... 192
8
Export the Search Result
................................................................................................................................... 193
9
Import the Exported Search Result
Part XIV
Annotation
198
................................................................................................................................... 199
1
What is Annotation?
................................................................................................................................... 201
2
Underline Words or Sentences on a document
................................................................................................................................... 201
3
Highlight Words on a document
................................................................................................................................... 202
4
Mark Area using Rectangles and Circles
................................................................................................................................... 203
5
Add Sticky Notes on a documents
................................................................................................................................... 203
6
Place a Bookmark on a document
................................................................................................................................... 204
7
Place a watermark on a document
................................................................................................................................... 204
8
Place a Stamp on a document
................................................................................................................................... 205
9
Place a Signature on a document
................................................................................................................................... 206
10
Annotate the Document permanently
................................................................................................................................... 206
11
Print Document along with the Annotations
Part XV
Templates, Themes, Profiles
208
................................................................................................................................... 209
1
Templates
......................................................................................................................................................... 209
Create a Document Template
......................................................................................................................................................... 210
Create a Stamp Template
......................................................................................................................................................... 212
Create a Signature Template
................................................................................................................................... 214
2
Profiles
......................................................................................................................................................... 214
Create Scan Profiles
......................................................................................................................................................... 215
Create an Export Profile
......................................................................................................................................................... 217
Create Destination Profiles
................................................................................................................................... 220
3
Create a theme
Part XVI
Sohodox DB
221
................................................................................................................................... 222
1
What is a Sohodox DB?
................................................................................................................................... 222
2
Multi-User Config File
................................................................................................................................... 223
3
Sohodox DB- FAQ
................................................................................................................................... 224
4
Convert your Sohodox DB to MS SQL Server Express based DB
................................................................................................................................... 224
5
File Stores
......................................................................................................................................................... 224
Learn about File Stores
......................................................................................................................................................... 225
Add a new File Store
......................................................................................................................................................... 226
Change the Default File Store
......................................................................................................................................................... 228
Move File Store to another location
................................................................................................................................... 229
6
Configure Sohodox DB for multi-machine environment
Part XVII
Users
230
107
7
Contents
Copyright © Sohodox 2000 - 2016
................................................................................................................................... 230
1
Learn about Users
................................................................................................................................... 231
2
Create a User Account
................................................................................................................................... 232
3
Lock a User account
................................................................................................................................... 232
4
Deactivate a User Account
................................................................................................................................... 233
5
Disconnect an Active User
................................................................................................................................... 234
6
Set Password Policies for Users
Part XVIII
Export and Import data
236
................................................................................................................................... 237
1
Export Data
......................................................................................................................................................... 237
Export data to a CSV file
......................................................................................................................................................... 239
Export data to a HTML file
......................................................................................................................................................... 241
Export data to a Excel file
......................................................................................................................................................... 243
Export data to a XML file
......................................................................................................................................................... 245
Save the frequently used Export settings
......................................................................................................................................................... 245
Use a Export Profile to Export Data
......................................................................................................................................................... 247
Export document to CD/DVD
................................................................................................................................... 247
2
Import Data
......................................................................................................................................................... 247
Import data from a CSV file
......................................................................................................................................................... 252
Import data from Paperport
......................................................................................................................................................... 254
Local Capture Folder
Part XIX
Backup and Restore
257
................................................................................................................................... 258
1
Backup and Restore Utility
................................................................................................................................... 259
2
Manually backup a Sohodox DB
................................................................................................................................... 261
3
Manually restore a backed-up DB
Part XX
Customizing Sohodox
262
................................................................................................................................... 263
1
Options Window
................................................................................................................................... 265
2
Change Sohodox Main View layout
................................................................................................................................... 266
3
Customize List View Pane
................................................................................................................................... 268
4
Hide Details pane
................................................................................................................................... 269
5
Specify the node to be selected on startup
Part XXI
Sohodox Companion Apps
269
................................................................................................................................... 269
1
Sohodox Server
................................................................................................................................... 270
2
Sohodox Mobile App
................................................................................................................................... 270
3
Capture Folders
................................................................................................................................... 272
4
Sohodox Drive
................................................................................................................................... 272
5
Sohodox Virtual Printer
................................................................................................................................... 273
6
Sohodox Send To
................................................................................................................................... 273
7
Sohodox Login Manager
Part XXII
Report Generator
274
15
Sohodox Help
8
Copyright © Sohodox 2000 - 2016
Part XXIII
Manage Email in Sohodox
275
Part XXIV
Command line options
279
Part XXV
Troubleshooting Sohodox
Services
282
Index
285
46
9
Introduction
Copyright © Sohodox 2000 - 2016
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
·
Read the topics in this section and then go through the Getting Started
section.
·
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
·
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
39
10
Sohodox Help
Copyright © Sohodox 2000 - 2016
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...
· Saving time lost filing and retrieving documents
· Minimizing space used for document storage
· Helping you in disaster recovery and maintaining business continuity
· Preserving organizational knowledge
· Quickly finding the document you need. Always!
· 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...
·
Arrange your documents into a hierarchy of folders
·
Attach one or more text tags (labels) to each document. You can later search for
documents containing specific tags.
·
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.
·
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.
Documents you may be interested
Documents you may be interested