eCopy PaperWorks Getting Started Guide

eCopy PaperWorks™
Getting Started Guide
Part Number: 73-00356 (12/2009)
Licensing, Copyright, and Trademark Information
The information in this document is subject to change and does not represent a commitment on the part of
eCopy, Inc. The software described in this document is furnished under a license agreement. The software
may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the
software on any medium except as specified in the license agreement. No part of this document may be
reproduced, transmitted in any form or by any means, electronic or mechanical, including photocopying,
recording, or information storage and retrieval systems, or translated into any language for any purpose
other than the purchaser’s personal use, without the written permission of eCopy, Inc.
© eCopy, Inc. 1992 - 2009. All rights reserved.
eCopy, the eCopy logo, eCopy Fax, the Simplify logo, the MailRoom logo, eCopy ShareScan, eCopy
ScanStation, eCopy PaperWorks, eCopy Desktop, eCopy Quick Connect, eCopy Xpert Compression,
UniDoc, SpeedFax, and SpeedPrint are trademarks of eCopy, Inc. ShareScan, Simplify, and MailRoom are
registered trademarks of eCopy, Inc.
Zeon and DocuCom are trademarks of Zeon Corporation or its subsidiaries and may be registered in
certain jurisdictions.
Nuance is a registered trademark of Nuance Communications Inc. in the United States and other countries.
OmniPage is a trademark of Nuance Communications Inc.
EMC and Documentum are registered trademarks of EMC Corporation.
Open Text, eDOCS DM, Open Text Fax Server, and RightFax are registered trademarks or trademarks of
Open Text Corporation in the United States and/or other countries.
IBM, Lotus, Lotus Notes, and Lotus Domino are trademarks and/or registered trademarks of Lotus
Development Corporation and/or IBM Corporation in the United States, other countries or both.
Autonomy and the Autonomy logo, iManage, Interwoven, and WorkSite are registered trademarks or
trademarks of Autonomy Corporation plc.
Microsoft, Windows, Windows Vista, and Outlook are registered trademarks of Microsoft Corporation in
the USA and in other countries.
Certain components of eCopy PaperWorks software are licensed from Zeon International Investment
Limited. Copyright Zeon Corporation 1995-2009. All rights Reserved.
Certain components of eCopy PaperWorks software are licensed from Nuance Communications Inc.
Copyright 2009. Nuance Communications Inc. All Rights Reserved.
Portions contain an implementation of the LZW algorithm licensed under U.S. Patent 4,558.302.
See “Legal Notices eCopy PaperWorks” in the Documentation folder in the eCopy PaperWorks installation
directory for information about Open Source components.
All other terms and products are trademarks or registered trademarks of their respective owners and are
hereby acknowledged.
Table of Contents
Introduction
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Registering your software
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Licensing your software
Further information
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Customer support services
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
About eCopy PaperWorks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
eCopy PaperWorks Features
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
eCopy PaperWorks Preferences
. . . . . . . . . . . . . . . . . . . . . . . .9
General Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Storage Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Scanners Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Mail Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Fax Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Configuring RightFax
OCR Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Printing Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Scan Inbox Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Working with eCopy ShareScan
Licensing Preferences
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Activation over a proxy server
Manual activation
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Registering your software
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
eCopy PaperWorks Basics
Starting eCopy PaperWorks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
The eCopy PaperWorks Window
Opening a document
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Document Management Connectors
Adding markups
Using stamps
. . . . . . . . . . . . . . . . . . . . . . . . . . . 31
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Printing to eCopy PaperWorks
Merging documents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Merging secure documents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Adding secure files to the merge list
Saving merged files with security
Moving pages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Creating and editing headers and footers
Adding text or macros
Delivering your document
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Applying headers and footers
Previewing a fax
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Storing your documents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Document Management Connectors
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
eCopy PaperWorks™ Getting Started Guide | 1
Introduction
This guide provides an overview of eCopy PaperWorks™. It introduces some of the more
common functions and tasks you can perform with eCopy PaperWorks and summarizes the basic
procedures to get started.
In this chapter
■
Registering your software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
■
Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
■
Customer support services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
■
About eCopy PaperWorks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
■
eCopy PaperWorks Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2
| Introduction
Registering your software
You must register your software to receive customer support. You can access the Registration
Web site by clicking Registration on the Help menu in eCopy PaperWorks, or by using the
following link: http://registration.ecopy.com.
For more information, see “Customer support services” on page 4.
Licensing your software
After installing eCopy PaperWorks, you may be required to activate the software in order to use it. For
information, see “Licensing Preferences” on page 29.
eCopy PaperWorks™ Getting Started Guide
|3
Further information
The following resources contain more information about eCopy PaperWorks:
■
■
■
■
Online Help: Access the Help file in eCopy PaperWorks by pressing ‘F1’ or by clicking
Help > Contents. The online help provides detailed information on how to configure and
use the software.
Installation Guide: Provides information about important system requirements and guides
you through the initial installation process.
Tutorial: Access by clicking Help > Tutorial in eCopy PaperWorks. The tutorial shows you
how to use the main functions of the software.
Readme: Contains important, last-minute product information that does not appear in the
rest of the documentation. This document is available under eCopy Applications on the Start >
Programs menu.
4
| Introduction
Customer support services
The eCopy Customer Support Services groups provide:
■
Customer support for licensing, registration, and other non-technical issues.
■
Technical support for product configuration, troubleshooting, and product usage issues.
eCopy-provided services are available to registered ( http://registration.ecopy.com) users of
eCopy software during the warranty period or for the duration of your software Maintenance and
Support (M&S) agreement. Contact your dealer or distributor for details.
As described in the M&S agreement, your dealer or distributor will provide Level 1 support
(Help-line telephone or other assistance) for operating the covered products during the hours
established by your dealer or distributor. If you require technical support after your dealer or
distributor has provided Level 1 support, the dealer or distributor will escalate the support issue to
eCopy for resolution and will manage all related communications with you.
If you purchased your software directly from eCopy, check the Ask eCopy Knowledge Base
(www.AskeCopy.com) for solutions to your technical problems. If necessary, open a ticket at
www.AskeCopy.com. Ask eCopy provides 24x7 access to a knowledge base that includes
Frequently Asked Questions (FAQs), product service packs, product support matrices, product
information, and other information.
Note:
eCopy does not provide hardware support. Contact your hardware dealer, distributor, or system
integrator for support information.
eCopy PaperWorks™ Getting Started Guide
|5
About eCopy PaperWorks
eCopy PaperWorks enables office workers to convert electronic and paper documents into
editable, searchable, secure PDF files that can be directly integrated into business applications and
processes. Users can create PDF documents from Microsoft Office applications with the click of
a button, or convert documents from other applications simply by opening them in eCopy
PaperWorks. The Merge Files interface makes it easy to combine scanned document images with
documents from other sources into a single PDF file. The View All feature lets you quickly
rearrange pages by dragging and dropping in an intuitive, easy to use interface. You can insert
bookmarks for easy navigation, add annotations, headers or footers, and electronically sign
documents. You can save your files as secure documents, distribute them with e-mail and fax
applications, and integrate them into document management and business process workflows for
easy search, retrieval, and sharing.
6
| Introduction
eCopy PaperWorks Features
eCopy PaperWorks offers the following benefits and features.
Add-on Document Management Connectors: eCopy PaperWorks add-on connectors enable
users to integrate paper and electronic documents with document management systems such as
EMC® Documentum®, Interwoven® WorkSite®, and Open Text eDOCS DM™ that are used to
manage business documents and workflows. If your company uses one of these document
management systems, users can retrieve documents from and store documents in the system's
library or repository using eCopy PaperWorks.
eCopy PaperWorks Printer: Select Print to eCopy PaperWorks from the Print menu of most
Windows applications to send a document directly to eCopy PaperWorks as a PDF file. Advanced
options let you optimize for better image quality or smaller file size. You can then use the full
range of eCopy PaperWorks features to annotate the document, combine it with other
documents, save it with security options, and integrate it into your business workflow or
document management system. Text in documents created with the eCopy PaperWorks Printer is
immediately searchable. There is no need to process the document with OCR before you can
search or select text.
Merge multiple documents: You can quickly merge multiple files to build compound
documents in eCopy PaperWorks. Combine scanned or faxed documents with word processor
files, spreadsheets, presentations, or e-mail documents to create a single PDF document that is
easy to manage and distribute. Merge documents you have opened in eCopy PaperWorks or add
documents from any location on your system or network, from a single application window. Drag
and drop thumbnails to quickly rearrange pages in the new document.
Secure your documents: Protect documents with encryption or document permissions so
unauthorized users cannot alter them. Use the eCopy PaperWorks Save Secure option whenever
you save a document or distribute it. You can even set preferences to require security for all
documents, make security optional, or disable security.
Annotate any document: The eCopy PaperWorks Markup tools enable users to edit and
annotate documents. Add comments, text, or attachments. Hide sensitive information with
whiteout or blackout markups. You control which annotations can be changed by others and
which are permanent, making it easy to protect private information by redaction. You can make all
markups permanent, only whiteouts and blackouts, or select a single markup and use the context
menu to make it permanent.
Add Headers, Footers and Watermarks: eCopy PaperWorks provides user-friendly interfaces
to apply, create, and edit these annotations. Select from a library of standard headers/footers and
watermarks, or create your own using custom text. Add an image – a corporate logo, for example
– to a watermark. Add dynamic information to headers and footers, such as page numbers,
document creation information, and date and time stamps.
eCopy PaperWorks™ Getting Started Guide
|7
Add Bates/Endorsement Stamps: Specify the Bates/Endorsement Stamp format and text and
let eCopy PaperWorks handle the number sequence. Apply the stamp to one document or a set of
documents. eCopy PaperWorks makes it easy to add unique reference numbers to organize, track,
and account for documents.
Search text in documents: You can immediately search for text when you convert documents
from other applications to new PDF documents in eCopy PaperWorks. You do not need to
explicitly create searchable text before you can search new documents. If a document contains
text formatted as part of an image, you can use the built-in OCR engine to create searchable text.
You do not need to open a document to search it. You can limit the search to a single document,
open documents, or search any document in any system or network folder. Advanced options let
you search documents by author, title, keyword, or date.
Select and copy text: Click and drag to select text across multiple pages in PDF documents. The
text selection context menu supports copying the selected text, adding a bookmark, selecting all
text in the document, and undoing the current text selection. When you select an item in a Search
results list, you can use the Windows keyboard shortcut (CTRL+C) to copy the corresponding
text from the document.
Citrix and Terminal Services support: eCopy PaperWorks supports access by multiple clients
under Terminal Services or Citrix, simplifying application administration for sites that use these
environments, while allowing end users to view, edit, and save documents from any client.
eCopy PaperWorks™ Getting Started Guide
|9
eCopy PaperWorks
Preferences
The eCopy PaperWorks preferences affect the way that eCopy PaperWorks looks and behaves.
Before you begin using eCopy PaperWorks to process your documents, you must set up the
software to work with the printers, scanners, faxes, and network applications that you use. You do
this through the Preferences window, where each tab enables you to select the configuration
options for the function that you will be using.
Note:
If your company’s implementation of eCopy PaperWorks includes pre-set configurations, you may not
be able to configure your preferences individually.
In this chapter
■
General Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
■
Storage Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
■
Scanners Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
■
Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
■
Fax Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
■
OCR Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
■
Printing Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
■
Scan Inbox Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
■
Working with eCopy ShareScan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
■
Licensing Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
10
| Preferences
General Preferences
Preference categories are listed in the left-hand pane, and their options display on the right.
To configure General preferences:
From the main menu, select Options > Preferences > General Preferences.
2 Configure the options (see Table 1).
3 Click Apply and then OK.
1
eCopy PaperWorks™ Getting Started Guide
| 11
TABLE 1. General Preferences
Category
Option
Description
General
Number of Recently
Used Files
The number of recently accessed files that display in the File menu. The
maximum is 9.
Enable Tooltips
Displays helpful tips when the mouse hovers over a tool on the toolbar.
Size
The size of the buttons on the toolbar. The default is Large Buttons (Text).
Buttons
The buttons that appear on the toolbar, the order in which they
display, and where separators are located.
Restore Default
Order
Return to the default toolbar display
Markups
The markup tools that appear in your markup toolbar. For more
information see the eCopy PaperWorks Online Help.
My Stamps
Directory
The path to your personal stamp libraries
Shared Stamps
Directory
The path to the shared libraries to which you have access. These are
generally located on a network.
Stamp Library
Management
Gives access to stamp library management features. This feature is
enabled by default. If disabled, the Manage Library button is inactive.
View
Sets the default view for your documents:
■
Continuous: Displays all pages in a continuous stream.
■
Single Page: Displays one page at a time.
■
Thumbnails: Displays miniature pages that enlarge when clicked.
The default view also determines the appearance of a new document.
Example: If Continuous is the default view and you open a document
in thumbnail view, create a new document, and drag some thumbnails
to it, they display in continuous mode because that is the default view.
Page Fit To
Determines the magnification of a document:
■
Width: A single page within the width of eCopy PaperWorks.
■
Length: A single page with its entire length visible.
■
Actual Size: Draws the page as close to its physical size as possible.
■
Best Fit: Adjusts the viewing size to best fit the size of the window.
Measurement Unit
Sets the units of measurement that display on the status bar
Toolbars
Stamp
Libraries
View
Options
12
| Preferences
TABLE 1. General Preferences (continued)
Category
Option
Description
Document
Security
These
settings
apply to Save
and Send
Secure
Encryption
If the user tries to send a secure document using a format that does
not support security, such as TIF, only the Save and Send buttons will
display. The document can be sent, but is not secured.
■
Disabled: The Send Secure/Save Secure buttons are not displayed
and document encryption is not available.
■
Optional: The Send Secure/Save Secure buttons both display. If you
select Send Secure, you must enter an encryption password.
■
Required: Only the Send Secure/Save Secure buttons display, and
you must enter an encryption password when saving, exporting,
or sending a file.
Disable PDF/A
Warning
Disables the warning that appears if you modify and save a PDF/A-1b
document.
If you modify a PDF/A-1b document so that the document no longer
complies with PDF/A-1b requirements, eCopy PaperWorks removes the
PDF/A-1b designation from the File Information when you save the
document.
Password
Protect
Preferences
Password Protect
Preferences
This feature protects your eCopy PaperWorks preferences with a
password. Enable the password protection feature, type your
password and confirm it. To access preferences after you enable the
password, enter the password in the security window.
There is no way to retrieve a forgotten password. If you forget your
password, contact your system administrator.
This feature is disabled by default.
Color
Compression
High
eCopy Xpert Compression: Best text quality, smallest file size, applies
to 300 dpi only
Medium
JPEG Compression: Best picture and graphics quality, largest file size,
applies to all dpi settings
Dynamic
eCopy Xpert and JPEG: If the resolution is set to 300 dpi and under,
eCopy Xpert compression is automatically applied. If resolution is over
300 dpi, JPEG compression is automatically applied.
My Bates/
Endorsement Library
The path and file name of your personal Bates/Endorsement Stamps
library.
Shared Bates/
Endorsement Library
The path and file name of the shared Bates/Endorsement Stamps
library, often located on a network.
Bates/
Endorsement
Stamps
eCopy PaperWorks™ Getting Started Guide
| 13
TABLE 1. General Preferences (continued)
Category
Headers
and Footers
Watermarks
Note:
Option
Description
Create/Edit...
Opens the Create or Edit Bates/Endorsement Stamps window to create
or edit a stamp.
Macros...
Opens the Macros window to create or edit macros for use in Bates/
Endorsement Stamps. Provides access to built-in macros.
Logging...
Opens the Logging window to enable or disable logging and configure
the logging options.
My Headers and
Footers Library
The path and file name of your personal Headers and Footers library.
Shared Headers and
Footers Library
The path and file name of the shared Headers and Footers library.
Create/Edit...
Opens the Create or Edit Headers and Footers window to create or
edit a stamp.
Macros...
Opens the Macros window to create or edit macros for use in Headers
and Footers. Provides access to built-in macros.
My Watermarks
Library
The path and file name of your personal Watermarks library.
Shared Watermarks
Library
The path and file name of the shared Watermarks library, often located
on a network.
Create/Edit...
Opens the Create or Edit Watermarks window to create or edit a
stamp.
Macros...
Opens the Macros window to create or edit macros for use in
Watermarks. Provides access to built-in macros.
The file name for a personal Bates, Header and Footer, or Watermarks library must be different than
the file name of the corresponding shared library. However, you can store Bates Stamps, Headers and
Footers, and Watermarks in the same library.
For information about creating or editing Bates/Endorsement Stamps, headers, footers, and
watermarks, adding macros, and configuring log file options, see the eCopy PaperWorks Online Help.
14
| Preferences
Storage Preferences
The following types of storage are available in eCopy PaperWorks.
■
■
■
■
Windows File System: eCopy PaperWorks saves your documents in the Windows file
system by default. You can create additional folders as necessary.
Add-on Document Management Connectors: eCopy PaperWorks add-on connectors
provide direct integration to document management systems such as EMC Documentum,
Interwoven WorkSite, and Open Text eDOCS DM. If your company uses one of these
document management systems, users can retrieve documents from and store documents
in the system's library or repository using eCopy PaperWorks.
eCopy Desktop: The eCopy Desktop filing system provides a simple two-level structure
of folders and files. You can add additional folders as necessary. If your administrator has
set up a shared network location for eCopy documents, you can save documents to that
location too, providing you have the necessary network access rights. Each eCopy Desktop
folder maps directly to a folder in the Windows file system, so your documents are still
accessible through the Windows Explorer.
ODMA: eCopy PaperWorks provides legacy support for ODMA-compliant document
management systems.
To configure storage preferences:
From the main menu, select Options > Preferences > Storage.
2 In the left pane, select a storage type:
■
Windows File System
1
■
Document management connector (if installed)
■
eCopy Desktop
■
ODMA
Configure the storage options (see Table 2).
If you selected a document management connector, see the online help or Administrator’s
Guide for the connector for configuration options.
4 Click OK.
3
eCopy PaperWorks™ Getting Started Guide
| 15
.
TABLE 2. Storage Preferences
Category
Option
Description
Windows
File System
Always use default
location
The specified location opens as your default location when you use the
Save As option to save a document. You can browse from this location
to select another storage location.
Location selection
field
Your default location. Select the location.
Document
management
connector
All
See the online help or Administrator’s Guide for the connector for
available options.
eCopy
Desktop
Private Documents
Directory
The location for your private documents directory. Select the location.
Shared Documents
Directory
The location for your shared documents directory. Select the location.
Browse to Windows
File System
Enables you to browse to storage locations outside your eCopy
Desktop storage location. You have the option to use a standard file
browsing window to access your documents.
Default ODMA
The ODMA system that your company uses.
File formats
Displays the available file formats and allows you to select the ones
that can be stored in your ODMA system.
Show settings before
saving
Displays the storage settings each time you save a document to your
ODMA system.
Application ID
The ID used to identify eCopy PaperWorks to your ODMA system.
ODMA
16
| Preferences
TABLE 2. Storage Preferences (continued)
Category
Option
Description
Common
Settings
Create searchable
text
Enables the system to create searchable text by default in the
documents that you save using the Save As option
Make markups
permanent
Configures the default setting for markups when you store them using
the Save As option:
■
None: No markups are made permanent, and they can be edited
by the recipient.
■
Blackout/Whiteout: Only these types of markups are permanent
and cannot be edited. All other types of markups are editable.
■
All: Makes all markups permanent. This does not apply to
hyperlinks, notes or attachments. Users will still be able to delete
or modify them.
Set As Default
Sets the selected storage option as your default. Windows is preselected as the default when you install the software.
eCopy PaperWorks™ Getting Started Guide
| 17
Scanners Preferences
On the Scanners preferences tab you can select a default scanning device and configure the
general settings that apply to your default device (see Table 3). When you select a scanner in the
left pane, eCopy PaperWorks displays the current settings on the right.
To change the default scanning device or scanning settings:
1
2
3
4
5
From the main menu, select Options > Preferences > Scanners.
In the left pane, select the scanning device you want to use as the default, and click Set as
Default.
Select General Settings and configure the settings for your default scanning device.
Click Apply.
Click OK to close the window.
.
TABLE 3. General Scanner Preferences
Option
Description
Always show scanned document
dialog
Displays dialog that specifies how a new scanned document is handled
when another document is open. Pages can be inserted in the current
document or a new document can be created.
Always show scanner settings
dialog
Displays scanner settings when Scan is selected from the main toolbar.
If this option is not selected you can access scanner settings from the
Scan Item menu.
18
| Preferences
Mail Preferences
eCopy PaperWorks integrates seamlessly with Microsoft Outlook, Outlook Express, Lotus Notes,
GroupWise and MAPI-compliant applications such as Eudora. You can configure attachment
settings and byline text, and Outlook users have several additional features available to them.
To configure mail preferences:
From the main menu, select Options > Preferences > Mail.
2 Configure the Attachment Settings, Byline Text, and, if applicable, the settings for
Microsoft Outlook (see Table 4).
3 Click Apply.
4 Click OK to close the window.
1
.
eCopy PaperWorks™ Getting Started Guide
| 19
TABLE 4. Mail Preferences
Category
Option
Description
Attachment
Settings
File Formats
Enables you to select the attachment formats to use when you send a
document from eCopy PaperWorks.
Note: The features "Searchable Text" and "Make Markups
Permanent" may not be available if you select certain formats as your
default.
Set As Default
Sets the selected format as your default.
Create Searchable
Text
eCopy PaperWorks uses its built-in OCR engine to create a text
version of the document. The text is then embedded in the PDF file
header. This permits full-text searching from within eCopy PaperWorks
or supported document management systems
■
Disabled: No searchable text is created.
■
Optional: You have the option to create searchable text for each
document.
■
Required: Searchable text is created for each document.
Make markups
permanent
Configures the default setting for markups when you store them using
the Save As option:
■
None: No markups are made permanent, and they can be edited
by the recipient.
■
Blackout/Whiteout: Only these types of markups are permanent
and cannot be edited. All other types of markups are editable.
■
All: Makes all markups permanent. This does not apply to
hyperlinks, notes or attachments. Users will still be able to delete
or modify them.
Show settings before
sending mail
Enables you to view or make your selections in the Send Mail window
each time you send an e-mail from eCopy PaperWorks.
Byline Text
Outlook
Settings
The byline text for your e-mail messages. The text box allows you to
enter several lines of text. Enter the text exactly as you would like it to
appear at the end of your e-mail messages.
Save e-mails in Sent
Items folder
Any e-mails you send from eCopy PaperWorks are saved to your Sent
folder in Outlook.
Save unsent items in
Select the folder where unsent e-mails are stored.
20
| Preferences
Fax Preferences
If you have a supported network fax server, you can set up eCopy PaperWorks as your fax viewer.
This enables you to launch eCopy PaperWorks automatically when you select a fax from your
inbox. Most fax applications work with eCopy PaperWorks without additional setup.
eCopy PaperWorks supports several ways of sending faxes from your desktop:
■
■
Fax via Mail: You can configure eCopy PaperWorks to send a fax from your personal
Outlook or Lotus Notes mail account. Your name appears as the sender, and a copy of
your fax is saved in your Sent folder. If the fax fails to be transmitted, you receive a
notification in your Inbox. Be sure to configure your fax number before trying to send a
fax.
API-level integration with an existing network fax server or local fax application:
API-level integration provides fastest performance and also lets you check for incoming
faxes from eCopy PaperWorks. If you use RightFax and select RightFax API as your fax
server interface, a View Fax button appears on the eCopy PaperWorks toolbar. Click the
button to automatically display any new faxes in eCopy PaperWorks.
To configure Fax via Mail:
1
2
3
4
5
6
From the main menu, select Options > Preferences > Fax.
In the left pane, select Fax via Mail.
Configure the attachment and fax number formats(see Table 5).
Click Set as Default.
Click Apply.
Click OK to close the window.
TABLE 5. Fax via Mail Preferences
Option
Description
Attachment Format
The default format for documents attached to your faxes.
Fax Number Format
The fax number format required by your fax server application or
Internet fax service. For more information see Configuring your fax
number in the eCopy PaperWorks Online Help.
Remember Recipients
eCopy PaperWorks remembers your fax recipients and makes them
available in a drop-down list for future use.
eCopy PaperWorks™ Getting Started Guide
| 21
Configuring RightFax
No additional setup is required for sending or viewing faxes using the RightFax API interface. If
you select RightFax API during installation, the installation program asks if you want to use
eCopy PaperWorks to view faxes. If you select RightFax API after installation or want to change
the option you selected, you can do so in the eCopy PaperWorks Preferences window.
To display incoming faxes in eCopy PaperWorks:
From the main menu, select Options > Preferences > Fax.
2 In the left pane, select RightFax API.
3 Select Use eCopy PaperWorks to view faxes.
4 Click OK.
1
22
| Preferences
OCR Preferences
eCopy PaperWorks ships with OmniPage OCR (optical character recognition) software.
To configure OCR:
1
2
3
4
5
From the main menu, select Options > Preferences > OCR.
In the left pane select OmniPage.
Configure the settings for your OCR preferences (see Table 6).
Click Apply.
Click OK to close the window.
.
TABLE 6. OmniPage OCR Preferences
Option
Description
Document Format
The default format for your scanned documents.
Recognition Language
The default language recognized by the OCR software.
Searchable Text Language
The default language in which the searchable text is created.
Convert to Black & White
Converts all OCR results to black and white.
Show settings before using OCR
Enables you to change your OCR settings each time you use OCR on a
document.
Always run advanced OCR
If you have purchased and installed the full OCR client application,
launches the full OCR application with your document open.
Optimize the OCR process
Optimizes the OCR process for Speed or Accuracy (default).
Application to launch
The default application to display your converted documents. eCopy
PaperWorks displays icons for the supported applications it finds on
your PC. If the application you want to use is not shown, click Browse
and select the application.
eCopy PaperWorks™ Getting Started Guide
| 23
Printing Preferences
You can configure two types of settings from this tab:
■
■
General Settings: These preferences determine the result when you print to eCopy
PaperWorks from another application.
eCopy PaperWorks Printer: You can create PDF documents by printing to eCopy
PaperWorks from Microsoft Office applications. For example, from an open document in
Microsoft Word, you can click the Print to eCopy PaperWorks icon on the Word toolbar
and the document will open in eCopy PaperWorks as a PDF file. You can convert
documents from other Windows applications to PDFs using the eCopy PaperWorks
Printer driver.
To configure printing preferences:
From the main menu, select Options > Preferences > Printing.
2 In the left pane select General Settings and configure the settings in the right pane (see
Table 7).
3 In the left pane select eCopy PaperWorks Printer and configure the settings in the right
pane.
4 Click OK to close the window.
1
TABLE 7. Printing Preferences
Category
Option
Description
General
Settings
Auto-select paper
eCopy PaperWorks matches output to the original scan size of the
paper. For example, if the original document contains a letter-sized
page and a ledger-sized page, the output also contains a lettersized page and a ledger-sized page. If the option is not selected
the output conforms to the settings on the Print dialog.
Print options
■
■
Fit to Paper: The original image fits to the printable area of the
current paper selection.
Actual Size: No scaling is applied to your document. Output
size is the same as input size.
24
| Preferences
TABLE 7. Printing Preferences (continued)
Category
Option
Description
eCopy
PaperWorks
Printer
Append at the end of
current document:
Inserts the printed document at the end of the one currently open
in eCopy PaperWorks.
Insert at the beginning
of current document:
Inserts the printed document at the beginning of the document
open in eCopy PaperWorks
Insert after the current
page in the current
document:
Inserts the printed document into the document open in eCopy
PaperWorks after the highlighted or 'active' page.
Create a new document
Prints the document into eCopy PaperWorks as a separate file.
Does not insert it into or append it to another file.
Always show this dialog
The printer options display each time you print to eCopy
PaperWorks, giving you the opportunity to override the defaults.
eCopy PaperWorks™ Getting Started Guide
| 25
Scan Inbox Preferences
If your company uses eCopy ShareScan, there are two ways to scan documents at an eCopyenabled device and send the documents to your own personal scan inbox in eCopy PaperWorks.
For more information on ShareScan, see “Working with eCopy ShareScan” on page 27.
■
■
The Scan to Desktop Connector is specifically designed to automate this process.
Quick Connect can be configured to send documents to your Scan Inbox as well as to
perform many other scanning tasks. For more information on how to set up your Scan
Inbox with Quick Connect, see the eCopy PaperWorks Online Help.
To configure your Scan Inbox Preferences:
From the main menu, select Options > Preferences > Scan Inbox.
2 Configure your Scan Inbox Preferences settings (see Table 8).
3 Click OK to close the window.
1
Note:
If you are unsure of your scan inbox location, check with your system administrator.
TABLE 8. Scan Inbox Preferences
Tab
Option
Description
Location
Automatic Inbox Agent
(Scan to Desktop only)
If your company is using ShareScan with the Scan to Desktop
Connector, this option allows the system to automatically
detect the location of your inbox. Scanned documents are
sent to and retrieved from this location. For more information
about configuring the ShareScan Inbox Agent, see the eCopy
ShareScan Installation and Setup Guide.
Home Directory
(Scan to Desktop only)
Sends scanned documents to your home directory folder.
If you have a Novell environment, you have the option to
select Windows or Novell.
Server/Folder
(Scan to Desktop only)
The server name or IP address where your scan inbox is
located and the path to your home directory folder.
26
| Preferences
TABLE 8. Scan Inbox Preferences (continued)
Tab
Option
Description
Location
(continued)
Manual
If your company is using manual scan inbox management, or
if you are configuring your Scan Inbox for Quick Connect, use
this option to select the location of your personal scan inbox.
This field also accepts a user macro that points eCopy
PaperWorks to the inbox of whoever is logged on to
Windows. This allows anyone logged onto your computer and
using eCopy PaperWorks, to access only their own scan inbox.
Macro example:
\\Computer\Inboxes\users\<user>
Note: <user> must be entered as you see it here. When the
scan inbox is accessed, <user> is automatically replaced with
the name of the current person logged in to Windows and
points to their inbox.
Notifications
Open
Options
Enable Scan Inbox
notification
When documents arrive in your scan inbox, a notification
message flashes briefly to let you know that you have new
documents waiting for you. Right-click on the notification
icon, to view the configuration menu.
Enable Quick Connect
notification
Alerts you to new documents in your Quick Connect folder.
Every time documents arrive in that folder, you receive a
notification.
Folder
The path to the location of your Quick Connect folder.
Browse Inbox
eCopy PaperWorks displays the contents of your inbox when
you click the Scan Inbox icon. You can preview the available
files before opening them.
Open Next
eCopy PaperWorks opens the first item in your inbox when
you click the Scan Inbox icon. Each time you click Scan Inbox,
the next document in the inbox opens.
Auto Delete Document
Deletes the document from your inbox after you open it. If
you do not enable the Auto Delete Document option, you can
delete a document from your Scan Inbox by right-clicking it
and selecting Delete from the context menu.
eCopy PaperWorks™ Getting Started Guide
| 27
Working with eCopy ShareScan
The eCopy ShareScan application converts your departmental scanner or multifunction device
into an electronic document delivery system.
You control scanning from eCopy ShareScan, which displays scan previews. You can deliver your
document by fax or e-mail, or send it back to your desktop where you can open it in eCopy
PaperWorks.
If you have eCopy ShareScan on your network, your administrator adds your name to the
ShareScan user list.
■
■
If your company uses the Scan to Desktop connector, you select the connector and choose
your name and the document is sent to your personal Scan Inbox.
If your company uses Quick Connect, you select the connector, choose your Scan Inbox as
your Destination, and the document is sent to your Scan Inbox.
Retrieve scan
Scan to Desktop
28
| Preferences
To open your ShareScan document in eCopy PaperWorks:
From the main toolbar, click Scan Inbox.
2 Select the document and click Open.
The file displays in the document area. To remove the file from your Scan Inbox
automatically, activate the Auto Delete Document setting in Options > Preferences >
Scan Inbox.
1
eCopy PaperWorks™ Getting Started Guide
| 29
Licensing Preferences
Your eCopy PaperWorks software license specifies the number of systems on which you can use
the product. For example, if you have a 5-user license, you get a single product key that can be
used on up to 5 systems.
Depending on the type of license you have, you may need to perform the following tasks:
■
■
■
Enter your 21-character product key in the Licensing window the first time you start eCopy
PaperWorks. eCopy PaperWorks validates the key.
Activate the product key within 30 days of installation. The activation process associates
the product key with the system’s hardware ID, validates the key, and returns a license code.
If your system is connected to the Internet and can contact the eCopy activation server,
eCopy PaperWorks activates the product key as soon as you enter it in the Licensing
window. If the system is not connected to the Internet, you can activate the key manually.
Activation over a proxy server
If your license requires activation, and you are using a proxy server, it may block activation. To
avoid this problem, system administrators should add the URLs for automatic activation (https://
ecopy.biz/) and manual activation ( https://activation.ecopy.biz/) to the proxy server list of
allowed sites. Consult your proxy server documentation for instructions.
Manual activation
If automatic activation fails, you can activate eCopy PaperWorks manually. You have 30 days in
which to activate the product key.
To activate the product key manually:
1
2
3
4
5
6
7
On the main menu, click Options > Preferences > Licensing.
Click Export.
Browse to a location to save the exported eCopy Activation file and click OK.
On a system with an Internet connection, navigate to the eCopy activation site, https://
activation.ecopy.biz and follow the prompts to upload the eCopy Activation file you
exported. The site returns an eCopy Activation Response file.
Save the eCopy Activation Response file and copy it to the system you want to activate,
or to a location on your network that the system can access.
On the system you want to activate, start eCopy PaperWorks, open Options >
Preferences > Licensing, and select the Activation tab.
Click Import and browse to the eCopy Activation Response file.
30
| Preferences
8
Click Open to import a license code and activate the product key.
You can now use eCopy PaperWorks.
Registering your software
You must register your software to receive customer support. You can access the Registration web
site by selecting Registration on the Help menu, or by using the following link:
http://registration.ecopy.com.
eCopy PaperWorks™ Getting Started Guide | 31
eCopy PaperWorks Basics
This chapter provides the steps that enable you to begin to use eCopy PaperWorks.
In this chapter
■
Starting eCopy PaperWorks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
■
The eCopy PaperWorks Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
■
Opening a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
■
Adding markups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
■
Using stamps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
■
Printing to eCopy PaperWorks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
■
Merging documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
■
Moving pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
■
Creating and editing headers and footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
■
Applying headers and footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
■
Delivering your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
■
Previewing a fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
■
Storing your documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
32
| Basics
Starting eCopy PaperWorks
You can start eCopy PaperWorks in the following ways:
■
Double-click the eCopy PaperWorks application icon created during install.
■
From the Start menu, click Programs > eCopy Applications > eCopy PaperWorks.
■
Double-click any eCopy document icon.
■
■
■
Click the Print to eCopy PaperWorks icon in the toolbar of another application, such as
Microsoft Word, Excel, or PowerPoint, to launch eCopy PaperWorks and display a copy of
the document.
If you receive an eCopy document as an e-mail attachment, double-click the attachment
icon to launch eCopy PaperWorks and display the document.
Drag and drop an eCopy document onto the eCopy PaperWorks application icon.
eCopy PaperWorks™ Getting Started Guide
| 33
The eCopy PaperWorks Window
When you start eCopy PaperWorks, the main window opens. It has four parts:
■
■
■
■
The Main Menu: Organizes all the functions of eCopy PaperWorks. Enables you to
access all eCopy PaperWorks commands and options
The Toolbar: Contains shortcuts to the primary functions. Depending on how eCopy
PaperWorks is configured, you may see large or small buttons, with or without text.
The Document Area: Displays your documents. You can view several documents
simultaneously, which is useful if you need to move pages between documents.
The Status Bar: Displays the current page number, dimensions of the document, and the
resolution of the document.
Main Menu
Toolbar
Document
Area
Secure
Document
Indicator
Status Bar
Note:
.
When you launch eCopy PaperWorks from the Start menu, the document area is empty.
34
| Basics
Opening a document
By default, eCopy PaperWorks saves documents in the standard Windows filing system. You can
also save documents in your document management system.
To open a document (Windows File System):
Click Open.
2 Browse to the folder that contains the document.
3 Select the document.
4 Click Open.
1
Document Management Connectors
If you installed an eCopy PaperWorks Document Management Connector, and selected it as your
default storage, files are opened from your document management system. Depending on the
connector, you can open files from the File > Open menu item or from the connector menu in
eCopy PaperWorks. See the online help or the Administrator's Guide for your connector for more
information.
eCopy PaperWorks™ Getting Started Guide
| 35
Adding markups
eCopy PaperWorks provides a comprehensive set of tools for marking up your documents.
Markups consist of text, stamps, lines, shapes, notes, and other annotations that you can add to
any document in eCopy PaperWorks. The Markups toolbar appears when you open a document
in eCopy PaperWorks. The document must be in single-page view to use markups.
To add markups to a document:
1
If the Markups toolbar is not open, click Markups on the main toolbar.
The Markups toolbar appears.
2
Click the markup tool you want to use.
The properties toolbar for the selected markup appears.
3
Configure the markup.
For example, select line width, color, and end shape for a line.
Add the markup to your document.
5 To edit your markup, right-click on it and select Edit.
4
Note: You can also select markup tools by clicking Markups in the main menu.
36
| Basics
Using stamps
The Stamp tool is located on the Markups toolbar. You can transform any portion of an eCopy
document into a stamp, or import an image to use as stamp. You can add the new stamp to one of
the existing stamp libraries, or create a new library. You can create a signature stamp to use on
forms or letters.
To create a signature stamp:
Scan a signed page to eCopy PaperWorks.
2 Open the page and scroll to your signature.
3 Hold down the left mouse button and drag the mouse to create a box around the signature.
Release the mouse button.
4 From the pop-up menu, click Create Stamp.
The Stamp Creation window opens and displays the most recently used stamp library.
The stamp you are creating appears on the right.
1
To select a different library, click Select and select the library.
6 Click Add.
7 Click Close.
The stamp is added to the library and is available for use.
5
To sign a document:
1
Open the document you want to sign.
If you need to sign a document that is in another application, print the document to eCopy
PaperWorks.
Click Markups > Stamp.
3 Select the library that contains your signature.
The Stamps pane appears.
2
4
Drag the signature stamp to your page.
Your signature appears on the document.
Use the mouse to position your signature. If you need to adjust the size, drag one of the
corner handles in or out.
6 Click Save.
5
Tip!
Save your signature to your “My Stamps” library to prevent other users from accessing it.
eCopy PaperWorks™ Getting Started Guide
| 37
Printing to eCopy PaperWorks
When you install eCopy PaperWorks, the installation program adds a printer driver called eCopy
PaperWorks Printer. The installation program also adds a Print to eCopy PaperWorks button to
the toolbar of Microsoft Office applications, or in Office 2007, to the Add-Ins tab. You use the
eCopy PaperWorks Printer whenever you "print" a document to eCopy PaperWorks from another
application. The document appears as an unsaved file in eCopy PaperWorks, retaining the same
file name as the original. You can then save the document, or merge it with other documents to
create a new document.
To print to eCopy PaperWorks from a Microsoft Office application
Open a file in Microsoft Word, Excel, or PowerPoint.
2 Click the Print to eCopy PaperWorks button on the toolbar of the Microsoft Office
application.
1
Note:
If you do not see the Print to eCopy PaperWorks button, right-click in the toolbar area and
select eCopy PaperWorks Printer Addin. In Office 2007, open the Add-Ins tab.
To print to eCopy PaperWorks from a non-Office application:
1
From the application's File menu, select Print.
The Print window opens.
2
In the Print window, select eCopy PaperWorks Printer.
Note:
If your application does not let you select a printer in the Print window, look for a Printer
Setup command. Refer to your application's documentation for details.
Click OK or Apply, if required. The choice may vary, depending on the application.
4 Click Print.
5 If prompted, select one of the eCopy document options and then click OK.
3
Note:
The eCopy PaperWorks Printer section of the eCopy PaperWorks Preferences window enables
you to choose whether the file is added to the current eCopy document or displayed in a new
window. To change the current setting, select Options > Preferences > Printing, select eCopy
PaperWorks Printer, select the setting, and click OK.
38
| Basics
To print to eCopy PaperWorks by drag and drop
Open Windows Explorer and browse to the file you want to print to eCopy PaperWorks.
2 Select the file and drag it to the eCopy PaperWorks document window.
1
eCopy PaperWorks™ Getting Started Guide
| 39
Merging documents
You can send documents from other applications directly into eCopy PaperWorks. This is useful
for document building, in which you create a compound document whose pages come from
multiple sources. For example, you could “print” a Word document and a chart from Excel to
eCopy PaperWorks. You could merge these documents with a scanned document to create a
single PDF.
To create the merge list:
From the File menu, select Merge Files... or click the Merge icon on the Merge Files
toolbar.
The Merge Files window appears. If you have open documents, the active document
appears in the merge list.
2 In the Merge Files window, click Add.
1
Adding Open Documents:
Select All Open Documents from the Add button menu.
In the Select open documents window, select the files you want to add to the merge list
by checking or clearing the check boxes.
Click OK.
Adding files from the Windows file system:
Select Browse... from the Add button menu.
In the Open File window, browse to the appropriate folder and select the file or files you
want to add to the merge list.
Click Open.
Adding files from other storage systems:
Select the appropriate storage system from the Add button menu.
Add the files you want to merge by using the procedure appropriate to your document
storage system.
To merge the files:
In the Merge Files window, use Move selected item up or Move selected item down
to arrange the files in the desired order.
2 Click Remove to remove the selected file from the merge list.
1
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Click Clear to remove all items from the merge list.
4 Click Preview to open or close the Preview pane. Use the Previous page and Next page
buttons in the Preview to verify the selected document before merging.
5 Click Merge to merge the files in the merge list into a single file.
6 When you are prompted to save the file, change the location, file name, and file type as
desired and click Save.
3
Notes:
■
If you use an eCopy document management connector to connect to your document storage
system, and this procedure does not work as described, see the online help or the Administrator's
Guide for your connector for more information. Online help for an installed eCopy connector
appears at the bottom of the table of contents of the eCopy PaperWorks online help system.
■
If you use an eCopy-supported document management system as your default document storage
system, use the file saving procedure appropriate to your storage system.
You can also create merged documents by drag and drop or by using the Edit > Insert file
command. For information, see the online help.
You can edit the merged document by rearranging the pages, or adding and deleting individual
pages. See “Moving pages” on page 42.
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Merging secure documents
To add a secure document to the list of files to be merged, you must enter the document
(encryption) password and the owner (permissions) password if these security options have been
set. If you attempt to add a secure document to a merge list, eCopy PaperWorks challenges you
for any required passwords.
■
■
If a file is secured with a document password, you must enter the password before you can
open the document.
If a file is secured with an owner password, you must enter the password before you can
add the document to the merge list.
Adding secure files to the merge list
When you merge files, you can add files that are already open in eCopy PaperWorks, or browse to
locate files in the Windows file system or another document storage system.
If you attempt to merge a secure file by using the Add > All Open Documents option in the
Merge Files window, you are prompted to enter an owner (permissions) password, if one has
been set, in order to modify the file by merging it. You already entered the user (encryption)
password, if set, in order to open the file.
If you attempt to merge a secure file by using the Add > Browse... (or other storage system)
option in the Merge Files window, you are prompted to enter the user (encryption) password, if
one has been set, in order to open the file. You are prompted to enter an owner (permissions)
password, if one has been set, in order to modify the file by merging it.
If you do not supply a required password, you cannot add the file to the merge list.
Saving merged files with security
When you add a secure file to a merged file, the security options are disabled.
To add security options to a merged file, you must use the Save Secure... option when saving the
file.
To add security to any file at a later time, use the File > File Properties... > Security options.
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| Basics
Moving pages
You can edit documents in eCopy PaperWorks by rearranging or deleting pages, or by moving
individual pages from one document to another. For example, you may want to rearrange the
pages in a document you created by merging several documents, or you may want to add only
selected pages to a document.
To rearrange pages in a document:
Click View All to see all of the pages in the document.
2 Click the page you want to move.
3 Hold down the left mouse button and drag the page to the new location.
1
To delete pages from a document:
Click View All to see all of the pages in the document.
2 Click the page you want to delete and press the Delete key, or right-click and select Delete
Page from the context menu.
1
To move pages from one document to another:
Open the source and destination documents in eCopy PaperWorks.
2 From the Window menu, use Tile Vertically or Tile Horizontally to make both
documents visible.
3 If necessary, select each window and click View All to see all of the pages in each
document.
4 Click the page you want to move. To move more than one page, hold down the CTRL key
and click each page.
eCopy PaperWorks highlights each selected page.
1
5
Tip!
Drag the page(s) to the new location.
You can also use Edit > Insert File to import an entire document into the current eCopy document.
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Creating and editing headers and footers
With eCopy PaperWorks, you can create Headers and Footers, Watermarks, or Bates/
Endorsement Stamps and apply them to any document. You can include page numbering in
several formats, time stamp, date stamp, or any of several other attributes, including custom text
and macros. You can include an image file in a watermark.
This example describes creating a header or footer, but the procedure for creating a watermark or
Bates/Endorsement Stamp is similar. For information, see the eCopy PaperWorks Online Help.
To create or edit a header or footer:
1
On the main toolbar, click Document > Headers and Footers > Create/Edit... You
can also open the Create or Edit Headers and Footers window from Options >
Preferences> Headers and Footers.
2
In the Create or Edit Headers and Footers window, do one of the following:
■
Click New to create a new stamp.
■
■
Select a stamp in the Available Stamps list to edit an existing stamp.
Select a stamp in the Available Stamps list and click Copy to create a new stamp based
on an existing stamp or to create a copy of an existing stamp in a different library. (The
library must exist.)
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| Basics
3
4
5
6
7
8
9
On the General tab, configure the General options (see Table 9).
On the Text tab, configure any macro or custom text that you want to include in the stamp.
Use the Preview pane to verify the position and other attributes of the stamp on the pages
of the document. To examine the stamp in detail, select a magnification from the Zoom
control and drag the magnifier to view the stamp.
Click Save to save changes to the stamp without closing the window.
Click OK to save the stamp and exit the window.
Select Yes to apply the stamp to the current document, or No to exit without applying the
stamp.
Before you apply a header or footer, you can select the Scale document option to shrink
the document to avoid covering content.
TABLE 9. General Options
Option
Description
Name
The name of the stamp as it will appear in the Available Stamps list.
Position
Specifies the basic position of the stamp on the page. For Headers and Footers,
you can change the justification on the Text tab. For Bates/Endorsement Stamps,
you can change the justification on the Bates Number tab and Text tab. For
Watermarks, selecting the Custom option enables you to drag the watermark to
any position on the page. You can change the rotation on the Text tab and Image
tab.
Page Range
Specifies the pages to be stamped. The Select Range option prompts the user to
specify the pages when the stamp is applied.
Background
Specifies the background color of the stamp.
Transparency
Adjusts the stamp transparency. 100% means the stamp is completely
transparent.
Border Color
Specifies the color of the stamp border, if Border Width is specified.
Border Width
Specifies the stamp border width in points (1 point = 1/72 in.).
Margin
Specifies how far from the edge of the page to apply the stamp. Maximum .5
inch/12.7 mm; default .25 inch/6.35 mm.
Units
Specifies the margin's unit of measure: inches or millimeters.
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Adding text or macros
You can add text components to Headers and Footers or Bates/Endorsement Stamps. A text
component can be a text string, a built-in or user-defined macro, a hyperlink to a Web or e-mail
address, or a combination of these components. Use the Text tab on the Create or Edit window to
add text or macros.
To add a text component:
1
Click Add, and do one of the following:
■
Highlight the text component type, and then select from the available formats.
■
Select Custom Text to insert your own text.
■
Select Web or E-mail Address to insert text that includes a hyperlink.
To add additional components, click Add again and select a text component type. Text
components appear in the order in which they appear in the Text tab Type/Content list.
3 To change the text font, or modify the size, color, or other attributes, click Font.
4 To reorder the text components, select a component and use the Up or Down buttons to
move it up or down in the list.
5 To modify a text component, select the component and click Edit. You cannot edit a builtin macro.
6 To remove a component, select it and click Delete.
For information on built-in or user-defined macros, see the eCopy PaperWorks Online Help.
2
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Applying headers and footers
This example describes applying a header or footer, but the procedure for applying a watermark
or Bates/Endorsement Stamp is similar. For information, see the eCopy PaperWorks Online Help.
To apply a header or footer to a document:
Open the document in eCopy PaperWorks.
2 From the main menu, select Document, choose Headers and Footers, and select Apply.
3 In the Apply Headers and Footers window, select the stamp you want to apply and click
OK.
4 Save the document.
To ensure that other users cannot remove a Bates/Endorsement Stamp, header/footer, or
watermark from a document, use the Save Secure option to set an owner (permissions)
password with the Document assembly and editing permission disabled.
1
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Delivering your document
You can send documents that you create in eCopy PaperWorks to other people by e-mail and by
electronic fax.
eCopy PaperWorks supports several ways of sending faxes from your desktop:
■
Using an existing network fax server or local fax application
■
Sending Fax via Mail
Fax transmission is described in detail in the eCopy PaperWorks Online Help.
eCopy PaperWorks works with your existing e-mail application to let you send documents by email. When you e-mail a document from eCopy PaperWorks, it is sent as an attachment.
By default, documents are sent as PDF files. If the recipient has eCopy PaperWorks as their
default PDF viewer, all they have to do is open the attachment to launch eCopy PaperWorks and
view the document. If you choose a different format, the recipient should still be able to launch a
compatible application by opening the attachment.
You can apply security options to a document before sending it, including an encryption password
to open the document and a password to prevent it from being modified or printed. Please refer
to the eCopy PaperWorks Online Help for more information.
To send a document by e-mail:
1
In the main toolbar, click Mail.
2
If prompted, select the appropriate attachment options and click Send or Send Secure.
Send Secure enables you to encrypt the message.
3
Fill out the send mail window and send the message.
See your mail application's documentation for details.
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| Basics
Previewing a fax
Often, when you fax directly from a Windows application to a fax application, your document is
modified in some way. For example, font sizes may change, resulting in information that no
longer fits on the page as intended.
Instead of faxing directly from your application, where you may be unsure how your document
will look, you can "print" the file to eCopy PaperWorks. This gives you the opportunity to
preview the fax before you send it. It also gives you the option to include additional documents or
add markups before you send the fax.
To preview a fax in eCopy PaperWorks:
1
2
3
4
5
From your application's File menu, click Print.
In the Print window, select eCopy PaperWorks Printer.
Click OK or Apply, if required. The choice may vary, depending on the application.
Click Print.
If prompted, select one of the eCopy document options and then click OK.
Note:
The eCopy PaperWorks Printer section of the eCopy PaperWorks Preferences window
determines whether the file is added to the current eCopy document or displayed in a new
window. To change the current setting, select Options > Preferences > Printing, select eCopy
PaperWorks Printer, select the setting you want, and click OK.
Your document is sent to eCopy PaperWorks and displayed automatically.
6
When you are ready to send the fax, click Fax and send as usual.
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Storing your documents
Paper-based information takes up a lot of space and is vulnerable to loss, theft, and fire.
Electronic information takes up no floor space, can be accessed quickly, and can be archived
safely in an off-site location. With eCopy PaperWorks, you can store your paper documents in a
convenient electronic format on your system or on a network. If your company uses a document
management system such as Open Text eDOCS DM, Interwoven WorkSite, or EMC
Documentum, you can save your files directly to your document management system from eCopy
PaperWorks.
To save and store your documents (Windows File System):
Scan, print, or drag your document into eCopy PaperWorks.
2 Click the Save button on the main toolbar.
The Save As window displays.
1
3
Select the appropriate folder, enter a name for the document, and click Save.
Document Management Connectors
If you installed an eCopy PaperWorks Document Management Connector, and selected it as your
default storage, files are saved in your document management system. Depending on the
connector, you can save or store files by using the File > Save As... menu item or the connector
menu in eCopy PaperWorks. See the online help or the Administrator's Guide for your connector
for more information.