This Help topic refers to the following editions:
þ Enterprise þProfessional þ Personal þ Small Business
In our efforts to make DocuXplorer as easy and flexible as possible we have provided users with multiple ways to add a document from within DocuXplorer and from other applications, they are:
Print an image of a document using the Print to DocuXplorer Driver
Add a document from Windows Explorer using the Send To command
Adding documents using the optional QuickBooks Integration Utility
Important Notes for adding documents:
Documents are profiled with index information entered in an Index Field. Index Fields are assigned to Index Sets. Index Sets are created to profile a particular type of document (invoice, contract, etc.). When adding a document choose an Index Set from the "Index Set View" drop down list on the toolbar to accurately profile that document.
Documents are stored in Folders. Folders always have an Index Set associated as a default either the All Documents Index Set or a User-Defined Index Set. Documents added to a Folder will be added with the Folder’s default Index Set as their associated Index Set.
When adding a new document to DocuXplorer you can select to place the document in a Folder other than the Folder in focus, this is accomplished using the toolbar item <Place in Folder>. When using <Place in Folder> and changing the storage location of the document to a Folder other than the one in focus; the Index Set display in the Document Window will change to display the default Index Set for the Folder selected. This feature is only available when adding a new document. When changing a location for a previously saved document the Index Set will always display the Index Set associated with the document.
When adding documents the program will automatically populate the Subject Field with the attachment file name, subject of an email when captured from Outlook using the MS Office Integration or in the case of a scanned in document with the date and time of the scan if no other data is entered.
When adding a new document to DocuXplorer, if a change is made to an image document before Saving and Closing in DocuXplorer those changes will be saved in both the document added to DocuXplorer and the original file remaining on the hard drive. Changes made to documents other than an image document will be determined by their native program.
To add a document directly to a folder:
From the Library Tree select the Folder to add the document
Click on the Add Document icon on the toolbar
Choose the type of document you would like to add either; Quick Scan, Scanner/Camera, Import, or Index Information Only
Scan Documents - Scanned documents always default to TIFF images. With the DocuXplorer Print Driver installed you can set DocuXplorer to automatically convert all scanned images to PDF for storage in the DocuXplorer Library.
Tip:
See this link for information on PDF and Full Text Search
Scanner/Camera
Click "New" in the Scan Document Window
Click "Append" or "Insert" to add more pages to the document if needed
Click "Save & Close" to index and store your document
Choose an Index Set from the drop down list in the Document Window
Enter index information into data fields
Click Save and Close
The Quick Scan function allows you to bypass displaying the Show Scanner Interface and Scan Preview Window to quickly and simply add a document to the folder
Make sure you have properly set defaults in the scanner's TWAIN Interface
Select the folder to add a document to
Click the Add Document button
Select Quick Scan
Tip:
Set your TWAIN interface to scan the most common type of document you deal with, for example; letter-size, single-sided, black and white, 200 dpi. Then use Quick Scan for your normal daily scans. When you need to scan a document that does not fit the norm, a double-sided document for instance, use the Scanner/Camera method of adding scanned documents making sure it is set to Show Scanner Interface so that you can change the scanner default to accommodate your new document. Make sure to reset your scanner interface to the common defaults for use with Quick Scan after scanning the new document is complete.
Select a document or group of documents from the Import File dialog box
Click Open
Choose an Index Set from the drop down list
Enter index information into data fields
Click Save and Close
Choose an Index Set from the drop down list
Enter index information into data fields
Click Save and Close
Tip:
You can add an attachment to an Index Information Only Document at any time. From the File menu you can either scan or import an image or electronic file to attach to the Document.
To add a document through the DX Inbox:
Select the DX Inbox from the Library Tree
Locate the folder containing the document to import on a local or network drive
Drag and drop the document to a Folder in DocuXplorer
Choose an Index Set from the drop down list
Enter index information into data fields
Click Save and Close
Tip:
Users can drag and drop multiple documents to a Folder from the DX Inbox
Click the magnifying glass icon in the upper right of the DX Inbox Window to open the folder locate browse screen
If multiple documents are added to a Folder using this method they will be saved with the document’s original file name as the Subject. Users can then add index data using the Folder Contents List edit mode or the Document Viewer Window for each document.
To add a document using the DocuXplorer PDF Print Driver:
Open DocuXplorer
From any Windows program find the Print command (usually in the <File> menu)
Click on Print
From the drop down list of printers choose DocuXplorer-PDF
Click the Print Button and the Document Viewer will appear
Choose the default location or click Place in Folder to choose a different location
Choose an Index Set from the drop down list
Enter index information into data fields
Click Save and Close
Tip:
You can choose the Folder in DocuXplorer prior to printing to DocuXplorer and skip the step to locate the folder for storing your document.
To drag and drop a document from Windows Explorer
Open Windows Explorer and DocuXplorer in windows side by side
Select the document or documents to add from Windows Explorer
Drag and drop the selected document to a DocuXplorer Folder
Choose an Index Set from the drop down list
Enter index information into data fields
Click Save and Close
Tip:
If multiple documents are added to a Folder using this method they are saved with the document’s original file name in the Subject Field. Users will need to open the Viewer for each document to properly enter their index data.
From Windows Explorer highlight the file or files to be added to DocuXplorer
Select the DocuXplorer Folder to copy to
Right click the Folder icon or in the Folder Window to bring up a menu
Select Paste from Explorer
Choose an Index Set from the drop down list or use the folder's default Index Set
Enter index information into data fields
Click Save and Close
Tip:
If multiple documents are added to a Folder using this method they are saved with the document’s original file name in the Subject Field. Users will need to open the Viewer for each document to properly enter their index data.
Right click the document to import in Windows Explorer
Click Send To and select DocuXplorer
When a single document is selected;
If DocuXplorer is closed, it will automatically open and display the Document Window for you to select an Index Set and location for the imported document. If you do not choose a location for the Document it will default to the Work Folder in the Library.
If DocuXplorer is running the Document Window will open with the document located in the highlighted Folder
When multiple documents are selected;
If DocuXplorer is closed it will automatically open and place the documents in the default Work Folder
If DocuXplorer is running the imported documents will be place in the highlighted Folder ready to be opened, indexed and moved to a Cabinet Folder.
Tip:
You may import multiple documents with this method but you will need to limit the number of documents added. If too many documents are added at the same time you will receive the error "Access to the specified device, path or file is denied". To avoid this error the number of characters for the command must not exceed 254.
To add a document using the command line;
From the Start button select Run
Type DocuXplorer.exe <file name to be added>
Click OK
Tip:
The same rules apply here as with the "Send To" command. You may import multiple documents with this method but you will need to limit the number of documents added. If too many documents are added at the same time you will receive the error "Access to the specified device, path or file is denied". To avoid this error the number of characters for the command must not exceed 254.
Tip:
To add documents using a third party print driver, see the Knowledge Base article on Using Third Party Print Drivers
