PdfDocs 4.2 - Advanced User Guide - DocsCorp

[Pages:86]pdfDocs 4 ? Advanced User Guide

pdfDocs 4.2 U1 with OCRDesktop August 2015

Sydney - London - Pittsburgh - Portland - Manila - info@

Table of Contents

TABLE OF CONTENTS ............................................................................................................................................................. 3

INTRODUCTION..................................................................................................................................................................... 7

WHAT ARE THE KEY FEATURES IN PDFDOCS 4 ...................................................................................................................... 8

SINGLE DOCUMENT MODE...............................................................................................................................................................8 ORGANIZER PROJECTS ..................................................................................................................................................................... 8 BINDER PROJECTS ........................................................................................................................................................................... 8 REDACTION.................................................................................................................................................................................... 8 DMS INTEGRATION.........................................................................................................................................................................9 OCR FUNCTIONS ............................................................................................................................................................................ 9 MICROSOFT? OFFICE INTEGRATION..................................................................................................................................................10 PDF/A ....................................................................................................................................................................................... 10

LEARNING THE BASICS ........................................................................................................................................................ 11

WHAT IS PDFDOCS? ...................................................................................................................................................................... 11 PDFDOCS MODES .......................................................................................................................................................................... 11

Single Document ................................................................................................................................................................. 11 Set pdfDocs as default PDF viewer ...................................................................................................................................................... 11

Organizer Project.................................................................................................................................................................12 Binder Project ...................................................................................................................................................................... 12 STARTING PDFDOCS ...................................................................................................................................................................... 13 HOW BEST TO USE PDFDOCS TO SUIT YOUR NEEDS .............................................................................................................................. 13 Open PDF.............................................................................................................................................................................13 Convert to PDF.....................................................................................................................................................................14 BACKSTAGE VIEW ......................................................................................................................................................................... 15 New ..................................................................................................................................................................................... 15 Open .................................................................................................................................................................................... 15 Save As................................................................................................................................................................................. 16 Import .................................................................................................................................................................................. 16 Export .................................................................................................................................................................................. 16 Print ..................................................................................................................................................................................... 16 Share.................................................................................................................................................................................... 17 Close .................................................................................................................................................................................... 17 About ................................................................................................................................................................................... 17 Options ................................................................................................................................................................................ 17

ORGANIZER ......................................................................................................................................................................... 18

OVERVIEW................................................................................................................................................................................... 18

RIBBONS.............................................................................................................................................................................. 19

HOW DO I APPLY OUTPUT OPTIONS TO DOCUMENTS...........................................................................................................................19 HOW DO I MARKUP A PDF ............................................................................................................................................................. 20 HOW DO I ADD AN IMAGE TO A PAGE................................................................................................................................................21 HOW DO I SEND A PDF TO ANOTHER PROJECT....................................................................................................................................21 HOW DO I SAVE A PDF .................................................................................................................................................................. 22

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Single Document Mode ....................................................................................................................................................... 22 Organizer Project.................................................................................................................................................................22 HOW DO I PRODUCE A TEXT SEARCHABLE PDF ................................................................................................................................... 23

BINDER PROJECTS ............................................................................................................................................................... 24

OVERVIEW................................................................................................................................................................................... 24 Create Binder Project .......................................................................................................................................................... 24 The Binder Workspace ........................................................................................................................................................ 25 Make Binder ? Error Reporting............................................................................................................................................................ 28

CREATING & MAINTAINING BINDER TEMPLATES ................................................................................................................................. 29 Creating and saving a project as a template ...................................................................................................................... 30 Creating a project from a Server Template.........................................................................................................................30

CREATING BINDER PROJECTS FROM BINDER TEMPLATES ...................................................................................................................... 31 BINDER PROJECT OPTIONS & SETTINGS ............................................................................................................................................ 31

Binder Options.....................................................................................................................................................................31 Make Binder workflow considerations ? autorun.inf ......................................................................................................... 34

Header and Footer Field Codes ........................................................................................................................................................... 35

OPTIONS.............................................................................................................................................................................. 37

GENERAL..................................................................................................................................................................................... 37 Default Layout and Zoom....................................................................................................................................................37 Display ................................................................................................................................................................................. 37 Image Conversion Options .................................................................................................................................................. 38 Outlook Message Conversion Options ................................................................................................................................ 38 Word Document Conversion Options..................................................................................................................................39 Import and Open Options.................................................................................................................................................... 40 Print Options........................................................................................................................................................................40 Send to Project Options.......................................................................................................................................................41 Save and Export Options ..................................................................................................................................................... 41 Acrobat Reader.................................................................................................................................................................... 41 Language ............................................................................................................................................................................. 41

BINDER ....................................................................................................................................................................................... 42 DIGITAL SIGNATURE ...................................................................................................................................................................... 43 INTEGRATION ............................................................................................................................................................................... 44 OCR .......................................................................................................................................................................................... 44

OCR Provider ....................................................................................................................................................................... 44 ORGANIZER ................................................................................................................................................................................. 45 OUTLOOK .................................................................................................................................................................................... 45

General ................................................................................................................................................................................ 45 Internal List..........................................................................................................................................................................45 Exception List.......................................................................................................................................................................46 Outlook Ribbon....................................................................................................................................................................46 PAGE DISPLAY .............................................................................................................................................................................. 46 Rendering ............................................................................................................................................................................ 46 SAVE .......................................................................................................................................................................................... 46 Save Projects ....................................................................................................................................................................... 46 Save As................................................................................................................................................................................. 47 WATCHFOLDERS ........................................................................................................................................................................... 47

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Watchfolders ....................................................................................................................................................................... 47

TECHNICAL INFORMATION & TROUBLESHOOTING............................................................................................................. 48

SYSTEM REQUIREMENTS ................................................................................................................................................................. 48 SUPPLEMENTARY SOFTWARE REQUIREMENTS ..................................................................................................................................... 49 FILE SERVER SYSTEM REQUIREMENTS - NON-TERMINAL SERVER ENVIRONMENT ........................................................................................ 49 FILE SERVER REQUIREMENTS - TERMINAL SERVER/CITRIX ENVIRONMENT ................................................................................................. 49 .NET FRAMEWORK 4.5 ................................................................................................................................................................. 50 VSTO......................................................................................................................................................................................... 50

INTEGRATION WITH DOCUMENT MANAGEMENT SYSTEMS............................................................................................... 51

AUTO DETECTION ......................................................................................................................................................................... 52 OTHER EXECUTABLE ...................................................................................................................................................................... 52 OTHER DIRECTORY ........................................................................................................................................................................ 54

APPENDIX A - BINDER PROJECT - TABLE OF CONTENTS TEMPLATES ................................................................................... 56

ACCESSING YOUR BINDER PROJECT TABLE OF CONTENTS TEMPLATE ....................................................................................................... 56 MODIFYING THE BINDER PROJECT TABLE OF CONTENTS TEMPLATE ........................................................................................................ 58 ADDING ELEMENTS AND FIELD CODES TO A TABLE OF CONTENTS............................................................................................................58 EDITING THE STYLE OF ELEMENTS & FIELD CODES...............................................................................................................................61 SAMPLE BINDER PROJECT TABLE OF CONTENTS .................................................................................................................................. 61 MICROSOFT? DATE & TIME FORMATTING RULES.................................................................................................................................62

APPENDIX B - SETTING UP SERVER-BASED TEMPLATES ...................................................................................................... 65

CREATING & DISTRIBUTING SERVER-BASED PROJECT TEMPLATES ............................................................................................................ 65 Creating and saving a project as a template ...................................................................................................................... 66 Creating a project from a Server Template.........................................................................................................................66

APPENDIX C - HOW TO CREATE AND DEPLOY FIRM STATIONERY SETS ............................................................................... 67

CREATION OF STATIONERY SET ........................................................................................................................................................ 67 DEPLOYMENT OF STATIONERY SET ................................................................................................................................................... 68

APPENDIX D ? SAVE AS .TIFF ............................................................................................................................................... 69

OPTIONS AND WORKFLOWS FOR SAVE AS .TIFF.................................................................................................................................69 TIFF output - Example workflows........................................................................................................................................69

WHICH CHOICE OF TIFF? ? AN EXPLANATION .................................................................................................................................... 71

APPENDIX E - PDFDOCS OCRDESKTOP ................................................................................................................................ 72

OVERVIEW................................................................................................................................................................................... 72 Introduction ......................................................................................................................................................................... 72 What does OCR mean? ....................................................................................................................................................... 72 Converting PDF document to Word, Excel or Text Format ................................................................................................. 72 PDF Documents without Text..............................................................................................................................................................73 PDF Documents containing text .......................................................................................................................................................... 73 Set pdfDocs to use OCRDesktop .......................................................................................................................................... 73 Server v's Local Templates .................................................................................................................................................. 73 Server Templates ................................................................................................................................................................................. 74 Local Templates ................................................................................................................................................................................... 74 Creating Local Templates....................................................................................................................................................75

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Copy ..................................................................................................................................................................................................... 75 Add....................................................................................................................................................................................................... 75 Configuring Local Templates...............................................................................................................................................76 PDF Options ......................................................................................................................................................................................... 77 Word/Excel/Text Options .................................................................................................................................................................... 77 Languages ............................................................................................................................................................................................ 78 Recognition Options ............................................................................................................................................................................ 79 Recognition Options ? Blank Page Handling ....................................................................................................................................... 79 SERVER AND LOCAL TEMPLATE DEPLOYMENT.....................................................................................................................................81 OCR DOCUMENTS FROM THE ORGANIZER ........................................................................................................................................ 81 CONVERT TO ANTHER FILE TYPE........................................................................................................................................................81 APPENDIX F ? SUPPORTED FILE TYPES ................................................................................................................................ 82 HELP .................................................................................................................................................................................... 83 LICENSE INFORMATION .................................................................................................................................................................. 83 FILE INFORMATION........................................................................................................................................................................84 GET HELP .................................................................................................................................................................................... 84 Getting Started & Advanced User Guides ........................................................................................................................... 84 E-Learning System ............................................................................................................................................................... 84 Log a Support Call................................................................................................................................................................ 84 LOG MANAGEMENT ...................................................................................................................................................................... 85 Open Log Folder .................................................................................................................................................................. 85 Zip and Send Logs................................................................................................................................................................85 Enable Debug Log................................................................................................................................................................85 SETTINGS..................................................................................................................................................................................... 85 NOTICES...................................................................................................................................................................................... 85

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Introduction

It's now over 10 years since pdfDocs was first released to the market. During that time, over 400,000 people in 23 countries have relied on this software for creating and working with their documents, becoming an essential tool in their daily work. pdfDocs version 4 again revolutionizes the productivity gains you can achieve, with an entirely new user interface, significant performance improvements and feature enhancements. In fact, over 80% of the software code in pdfDocs 4 is brand new ? from the editor and the user interface, to PDF creation methods - all are newly created technology using the very latest software development tools and methodologies. pdfDocs now also implements an entirely new user interface, following the familiar Office 2010/2013 style of ribbons and functions. This same design has been implemented across the entire DocsCorp range of products. This aims to reduce training costs for your organization, and enable users of the software to be achieving great results from the moment they start using the software. pdfDocs remains the only PDF application globally that lets you work in three different modes:

Creating or editing a single PDF document as your default PDF viewing and editing application; Editing and manipulating multiple PDF documents in the Organizer ? no other PDF application allows

you to edit multiple PDFs in a group, re-organizing, re-arranging, and modifying multiple PDF documents for a project or matter; Combining multiple documents, both PDF and non-PDF into a PDF Binder, complete with an automatically generated, customizable, and printable table of contents. No other PDF application provides this functionality. Please take a moment to read this manual so that you can take advantage of many of the time saving features provided in the software. Of course, we are seeking to continually improve the software, so we welcome your suggestions. Whilst DocsCorp engineers have put in years of work into this product, we know there are always additional options and features you would like in the software so please let us know how we can make the product even better. You will find detailed information on methods of installing pdfDocs covering the many different computer environments you may have on the DocsCorp web site, . Simply log on to the DocsCorp Resource Centre. We welcome you to the pdfDocs `family' and trust you will enjoy using this software Yours sincerely,

Dean Sappey President - DocsCorp

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What are the key features in pdfDocs 4

The following features and enhancements are available in pdfDocs.

Single Document Mode

Set pdfDocs 4 as the default PDF viewer Launch and view PDF documents in a single instance of pdfDocs Review; markup, edit from within this single instance and save changes back to disk or to your document

management system Send a PDF to an Organizer Project or Binder Project Fill interactive forms

Organizer Projects

Multiple Organizer Projects Multiple Binder Projects Organizer Project Templates Set Output Options Watermarks; Stationery Set; Numbering Set; Security; Bookmarks Split on output Fill interactive forms Optimize PDF

Binder Projects

Import documents from disk or document management systems Set Output Options Watermarks; Numbering Set; Security Creation of customizable Table of Contents on binder production

Redaction

Search; Mark Area or Mark Page(s) Review prior to applying marked selections Redaction tags and Overlay Text

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