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Finding Items 41

Finding Items

PaperPort provides features to help you find your PaperPort items. You

can quickly find an item by visually browsing through thumbnails on your

PaperPort desktop.

When you have many folders and items, PaperPort provides more

powerful capabilities with All-in-One Search. This provides many options

for specifying where and what to look for when finding an item, including

indexed text content. This information is referred to as search criteria.

You can look for items by:

•

Item properties (File search)

•

Text content (Index search)

Find items by their properties

You can search for any type of item by its item name.

You can also search for PDF and PaperPort Image (.max) files by item

properties, such as keywords and subject information.

When you search by item properties, turn off the

Use All-in-One Search

index

checkmark, then specify criteria as follows:

•

Name – item name (not necessarily that of the file).

•

Author – as defined under Item properties.

•

Keywords – as defined under Item properties.

•

Comments – as defined under Subject under Item Properties.

•

Annotations – Notes or text labels added to PDF files.

•

URL – The link texts of captured web pages.

The Author, Keywords, Comments and URL are available for PDF or

MAX files only. PaperPort 14 does not let you add metadata to MAX files; only

metadata placed in an earlier version is available.

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PaperPort Getting Started Guide 42

Find words in an item

To search for words within an item, you need to add the item to the

All-in-One Search index and select

Use All-in-One index

. When you

search using the index, you can find items that have been indexed by their

properties, or text content, or both.

Specify search limits:

•

all files in current folder but not its sub-folders

•

current folder plus sub-folders

•

all PaperPort folders and sub-folders.

Define search precision:

•

Exact match finds words and common endings: search

look

finds

looks, looked

, etc.

•

Approximate match finds as above and more: search

look

might

find

lock

luck

When the search is complete, results are displayed – each as one row of a

table. Select one and click the

View Text

button to see your search phrase

occurrences in their context. Click the

Copy Text

button to extract text

from the file and place it onto the Clipboard. Right-click a result file and

choose

Open

to launch the document in its associated application.

Open

Containing Folder

switches to the file’s folder with the file selected.

To filter search results using file information, turn on the relevant check-

boxes under

Name, author, keywords

and specify search text here as

well.

Add items to the All-in-One Search index

The All-in-One Search index uses PaperPort’s OCR software to extract

and copy textual content from your items, and creates a database of the

words or phrases in those items, much like the index of a book. Item

properties, such as name and author, are also added to the index. Although

creating an index is time consuming, searching for items in the index may

be much faster than searching file by file.

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Finding Items 43

Using PaperPort Options available from the PaperPort button, you can

specify whether you want All-in-One Search to run automatically each

time you add a new item or modify an existing item. You can also set how

long PaperPort should wait before starting the update process.

If you prefer, you can manually update the All-in-One Search index for all

items, a single item, or all items in one or more folders. It is good practice

to update the All-in-One Search index on a regular basis to shorten the

length of time required to complete the process.

Use the Index Manager in PaperPort Professional to create and schedule

indexing tasks on a regular basis. For quick access to your regular indexing

processes, launch the Index Manager directly from the All-in-One Search pane.

Use the All-in-One Search pane

Use the All-in-One Search pane to enter

search criteria and select options for finding

your PaperPort items.

You can refine your search criteria by

specifying the scope of the search in the

Find

box (1), defining where to look for the item or

items in the

Look in

box (2) and choosing

between

Exact match

and

Approximate

(3).

A file search is based on item properties only.

You enter the item properties in the

Name,

author, keywords

box (5).

An index search references PaperPort’s All-

in-One Search index to find item properties or

actual text contained within an item. You

enter the item properties in the

Name,

author, keywords

box and the text content in

the

Containing indexed text

box (4).

To do an index search without a file search, enter a string in the

Containing indexed text

edit box and clear all six file search checkmarks.

To do a file search without an index search, turn off the

Utilize All-in-One

index

checkmark (7) and enter a string in the

Name, author, keywords

edit box, select as many of the six

file search checkmarks

(6) as desired.

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PaperPort Getting Started Guide 44

To do a file and index search on a single search string, turn on

Use All-in-

One index

, enter the string in the

Containing indexed text

edit box, make

sure the

Name, author, keywords

edit box is empty and turn on as many

file search checkmarks as desired. The search returns a list of all items that

match the search string, either in file contents or file information.

To do a combined file and index search, turn on

Use All-in-One index

enter a string in the

Containing indexed text

edit box, enter a string (same

or different) in the

Name, author, keywords

edit box and turn on as many

file search checkmarks as desired. The search returns a list of all items that

contain the specified string or strings in

both

the file contents and the file

information. In other words, you are likely to find few occurrences.

Use PDF Searchable Image

In addition to using PaperPort’s proprietary search and indexing

capabilities, you can also create

PDF Searchable Image

files that can be

indexed and searched outside of PaperPort. PDF Searchable is a flavor of

PDF; it contains a bitmapped image of a document or graphic with textual

content stored as hidden text. This format maintains an identical

appearance to the original document and enables other programs, such as

Nuance PDF Converter Professional, Windows Desktop Search or Google

to search the contents of the file.

You can create files in

PDF Searchable Image

format as follows:

•

Open

an item and choose

Save As

from its shortcut menu. Choose

PDF Searchable Image

as its file type.

•

Scan

an item using the profile

Color Searchable PDF document

•

Import

an image-only PDF into PDF Viewer Plus or PDF

Converter Professional. It may offer to make a searchable copy; if

not select

Make Searchable PDF

from the Tools menu.

•

an image to the PaperPort desktop. By default it becomes an

Image PDF. Go to

Desktop

, then

Options

and

Item

to specify

Searchable PDF

as your preference.

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Finding Items 45

Schedule Indexing Tasks

The Index Manager is a PaperPort

Professional application designed to

create, modify and schedule

indexing tasks for a given local or

network folder. Indexed files can

afterwards be searched with the All-

in-One Search.

For new tasks you can set which folder to browse (local or network) with

subfolders included or excluded, set timing and recurrence (duration,

pattern and range), activate and deactivate a task, pause its completion, or

skip a task occurrence. In the program settings dialog box, you can specify

how and when the Index Manager should stop.

Sharing Files

PaperPort provides many tools to make it easy for you to share files,

images, and documents with friends, colleagues, and business associates.

These tools are built into the program and are readily available on different

ribbons for quick access whenever you need them.

To help you share your items with others, PaperPort makes it easy to:

E-mail items to others, simply by dragging the items to

your favorite e-mail program on the PaperPort Send To bar.

Scan or convert items to the PDF format, the ever-popular

file-sharing format considered by many as the industry

standard for document distribution.

Access shared folders located on your local or wide area

network, by adding the folders to your PaperPort Folder

pane.

Access Sharing and Security settings directly from the

folder shortcut menu.

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PaperPort Getting Started Guide 46

With PaperPort, it is simple to set up a

shared folder on a server, web storage

sites, or a PC that can act as a central

repository for all important office

documents. Each PaperPort client can

connect to that folder and use

PaperPort’s document management

features and paper handling tools to find and use documents instantly.

In addition, you can convert items to popular output formats for shared use

in numerous other programs. To obtain a list of all supported program

links, visit PaperPort at the Nuance web site at

http://www.nuance.com

Connecting to the Cloud

PaperPort 14 introduces support for Cloud computing – accessing and

working with web-based storage sites for programs, documents and data.

Nuance Cloud Connector

This is a self-standing program delivered with all variants of PaperPort,

whose installation is optional. When installed, it can be started from the

Nuance Cloud Connector group in the Windows Start menu. It provides

access to other popular storage sites in the Cloud, including Microsoft

SkyDrive, GoogleDocs, Box, multiple FTP sites, and many more. Its

interface lets you establish connections from your file system to and from

chosen Cloud sites; it also manages passwords and log-in data.

Evernote Connector

This is a new connector inside PaperPort 14, appearing as an icon on the

Send To bar. This allows files to be dragged onto the icon so their copies

are transferred to the Evernote storage site. Send To options can be used to

specify access data.

Access a number of cloud services including Microsoft

SkyDrive, GoogleDocs, Box, FTP sites, and many more.

Sending Items to Other Programs 47

Sending Items to Other Programs

Drag and drop functionality makes opening your files in your favorite

programs a snap. Simply choose the file you want and drop it onto the

program icon on the Send To bar at the bottom of the PaperPort desktop.

Common office tasks like e-mailing and faxing are now faster than ever.

The Send To bar makes using scanned documents in other applications

easier by automatically translating the document into a form that the

receiving application can understand.

For example, you can drop a scanned image of a letter onto the Microsoft

Word link on the PaperPort Send To bar, and PaperPort will recognize that

the application you are attempting to open needs a text file rather than an

image file. PaperPort will run OCR for you, and send editable text to Word

rather than a static image file.

OmniPage

OP Workflows

PDF Converter

Microsoft Outlook

SharePoint

FormTyper

PDF Viewer Plus

PaperPort supports a wide variety of programs including word processing,

spreadsheet, fax, Internet e-mail, graphics, optical character recognition

(OCR), and online services programs. The program link on the Send To

bar does any necessary conversion and may provide options for sending

the item.

PaperPort Getting Started Guide 48

Use OmniPage with PaperPort

If PaperPort exists on a computer with OmniPage, its OCR services

become available and amplify the power of PaperPort. You can choose

an OCR program by right-clicking on a text application's PaperPort link,

selecting

Send To Options

and then selecting

OmniPage

as the OCR

package, instead of the always available PaperPort OCR.

With OmniPage you can:

•

Instantly convert paper into usable Microsoft Office documents.

•

Turn PDF files into editable documents while retaining their layout.

•

Automatically process images from network MFPs and scanners.

•

Scan and convert documents into XML, PDF, TIFF and more.

•

Share documents using e-mail, web, Cloud Connector, XML and e-

books.

•

Use

OmniPage Workflows

for instant but effective control

over document conversions.

Customize the Send To bar

You can change the way program icons appear on the Send To bar in a

number of ways. Specifically, you can add programs, and remove or

rearrange program icons. Refer to the PaperPort Help for details.

Sending Items to Other Programs 49

Adjust Send To options

You can tune Send To options to

specify how you want to use a

certain program on the Send To

bar. For example, you can

specify the file format in which

PaperPort will save an item.

If you have the professional

version of OmniPage 16 or

above on your system, use the

Send To options for the

OmniPage Workflows link to

choose a workflow.

To e-mail an item, simply drag

and drop the item to your e-mail

program on the Send To bar. Use

the e-mail link options to specify

the file format of the attachments

and other options.

PaperPort Getting Started Guide 50

Converting Items

Using PaperPort, you can convert scanned documents and text items to

image formats, and convert images back to text.

Convert items to image formats

You can convert scanned documents and text items to image formats.

The

Save As

command allows you to save image items to any of a variety

of standard image formats including PDF, JPEG, and TIFF.

The

Duplicate Item

command makes a copy of the item, conserving its

original file type.

The

Duplicate as PDF Item

command allows you to convert text items to

PDF Image items.

In PaperPort Professional, you can also convert text items such as Word

documents, to PDF Formatted Text & Graphics format using PDF Create.

By selecting more than one item, you can convert multiple items to a new

format at the same time. Refer to Help for details.

Stacking documents

You can assemble a set of PDF files by

stacking

them into a single PDF.

You can unstack the current page or all pages from a multi-page PDF file.

When all pages are unstacked, the result is a set of single-page PDF files,

uniquely identified by a set of numerical suffixes. When stacking and

unstacking, the original PDF files or pages do not remain. To stack files,

use drag-and-drop or select the desired files, right click and choose

Stack

Similarly, use a shortcut menu to unstack a PDF file.

Combining documents

You can assemble documents by

combining

them. The files to be

combined need to be in a single folder and selected in the order you want

them in the stack. Click the arrow next to

Combine Items

in the Stack

group of the Item ribbon, and choose one of the combinations:

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