Paperless for Windows 2.0 User Guide © Copyright 2011 Mariner Software, Inc. All Rights Reserved. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Mariner Software, Inc. Use of Paperless software programs and documentation is subject to the Mariner Software license agreement enclosed in the Paperless package.
Chapter 1: Introduction! 4 Working with Your Items! 25 Installing & Launching! 7 The Main Window! 26 Check For Updates! 9 System Requirements & Troubleshooting! View Preferences! 27 10 Viewing or hiding item info! 29 System Requirements! 10 Viewing and editing items! 30 Troubleshooting! 10 Combining items! 32 11 Adding pages to items! 33 Notes! 11 Removing pages from items! 34 Errors! 11 Changing item details! 35 Thanks! 11 Deleting items! 35 Chapter 2: Setup! 12 Sea
Saving receipts and documents! 45 Importing! 46 Drag and drop ! 46 Import menu item! 47 Printing Items! 48 Reports! 49 Creating a Report! 49 Viewing and Editing Reports! 51 Printing Reports! 52 Chapter 5: Advanced Topics! 53 Backups! Backup your library ! 54 54 Library Configuration! 55 General Fields! 56 Payment Methods! 57 Custom Fields! 58 Data Types! 59 Tags! 61 Droplets! 62 3 of 62
Chapter 1: Introduction In This Chapter: Paperless allows you to easily scan, store and organize receipts Installing & Launching and documents. By storing documents digitally, you’ll reduce the clutter around you, and your use of paper.
Taxes and Accounting In many cases, the IRS (or other tax authority) will accept electronic copies of your receipts. Paperless makes gathering information for taxes a snap! Warranties If you have ever had to get a product repaired under warranty, you know how hard it is to find the receipt, or even the information to prove it is under warranty. With Paperless, simply scan in the receipt and warranty, add some notes about the product, and youʼll be able to find them at a momentʼs notice.
Store multiple libraries Paperless allows you to have multiple libraries for your data. This lets you separate out receipts for each year, each project, or each company, if you have multiple ones. It also lets you separate your documents, and makes backups easier.
Installing & Launching Tip: Before installing Paperless, make sure to install the drivers for your scanner software, and verify that your scanner is working correctly with its software. Doing a quick test scan with your scanner prior to installing Paperless will help ensure that you arenʼt taken by surprise by any problems with your scanner. 1 To install Paperless: 1 Double-click the Paperless installer icon. 0 2 Follow the prompts as indicated.
Registration To register Paperless: • When you first launch Paperless, you will be prompted to register the software or operate it in Demo Mode. • Click on the hyperlink to go to the Mariner website, where you can purchase a license if you havenʼt already done so. • Click Not Yet to continue to use the software in trial mode. Note: The trial period lasts 30 consecutive days from the first time you enter into the trial period.
1 Check For Updates You can check for updates. Hereʼs how: 1 Click on the Help Menu. 2 Select Check for Updates... Once selected, Paperless will check for any updates; if one is available, you will be taken to the software downloads page to download the latest version of the software. Otherwise, a dialog box will let you know that youʼre using the latest version.
System Requirements & Troubleshooting System Requirements • Windows Vista or Windows 7 • Windows Vista or Windows 7 Professional editions required for library encryption support • US English system using US Dollar currency formatting If using a scanner with Paperless: • Latest version of Adobe Reader Tip: Remember that the more information you import into your library, the more free hard disk space you will need! Make sure to keep enough space free for you to grow your libraries to the size you want them t
Paperless Notes Notes Before using Paperless, you should have a basic knowledge of the Windows Operating System (OS). You should understand pointing, clicking, double-clicking, dragging, and how to choose menu commands. You should also know how to operate dialog boxes, re-size windows, and use the Clipboard. If you arenʼt familiar with these or other basic operations or terminology, refer to the Help documentation included with your computer.
Chapter 2: Setup In This Chapter: Once youʼve installed the software, youʼll need to set up your scanner to Scanner Setup scan your receipts, as well as customize your preferences for documents and receipts. This is accomplished via the Preferences Menu. Scanner Preferences Scanner Setup Scanner Troubleshooting Files Preferences The scanner preferences controls how Paperless works with your scanner.
Scanner Preferences To set-up your scanner: 1 Choose Preferences from the Paperless Edit menu. 2 Choose from the options below: TWAIN Scanner - Sets Paperless to use a Twain complaint scanner. Select Default Scanner - Choose your default scanner from the sources listed in the dialog that appears. If for some reason your scanner appears in the list twice, selecting either will usually work. Scan Snap Scanner - Select this if you are using a ScanSnap Scanner.
Scanner Troubleshooting If you have problems with your scanner and Paperless, it is often the case that your scannerʼs driver software is involved. Please contact your scanner vendor for assistance. You can also: 1 Verify that you have the latest scanner drivers for your scanner. Check the manufacturer's website. 5 6 0 Follow the instructions that came with the scanner in order to setup the drivers.
Files Preferences The Files preferences tab controls how you work with the items in your libraries: • PDFs: Use external Viewer check this option to open PDF items in Acrobat (or your default external PDF viewer). • PDFs: Write Metadata - this option will cause Paperless to store information in your items. While this information is not normally visible, it can be seen in your PDF Viewer by showing the info and clicking on keywords.
• Files: Auto fill receipt information from previous files - if this is turned on, Paperless will search through your receipts after you type in a merchant or title and fill in the category and payment method/sub-category fields. • Files: Confirm deleting files - check this to be presented with an alert each time you choose to delete a file. • Files: Confirm save changes. - check this to be presented with an alert each time you make a change to an item.
Chapter 3: Libraries In This Chapter: Creating a Library Paperless allows you to create libraries that are primarily designed Renaming or Moving Libraries to store and organize your receipts, documents, and other items. It also allows you to store your libraries wherever you want, although typically this would be in your Documents folder. Automatically Opening Libraries Creating a Library 1 To create a library: 1 Choose New Library… from the File menu, or type Ctrl+N. 2 Check Create Empty Library.
Open library in new window - check this to launch a new window for your library. 3 Click OK. 3 A new dialog will appear, prompting you to name your new library and choose a location for it. You can also choose to open your library in a new window.
Renaming or Moving Libraries Moving and renaming libraries is a simple task that is accomplished through Windows Explorer. In order to rename a library, do the following: 1 0 0 Locate the library folder in Windows Explorer. 1 Quit Paperless. Use Windows Explorer to rename or move the library folder. 0 Re-launch Paperless. You may need to use the Open command (in the File menu) to open your library again in Paperless.
Automatically Opening Libraries Paperless will open the library or libraries that were open when the application last quit. Simply open the libraries you want to have open on next startup of the application and quit Paperless. If a library is closed, you can use the Open Recent menu item under the File menu to open recently used libraries. Also, if you have two libraries open when you quit, Paperless will startup with the latest of the two that you opened.
Chapter 4: Using Paperless In This Chapter: Paperless is easy to use for multiple purposes. This chapter deals with the main functions of the application, using receipts and documents as examples.
Scanning Files To scan a single-page item, or to scan many individual single-page items using a ScanSnap or other scannerʼs automatic document feeder (ADF): 1 2 1 Click on the Scan icon in the toolbar, select Scan... from the File menu, or type Ctrl+R. Tip: Single sided (or simplex) vs. double sided (or duplex) scanning is set in the scannerʼs driver software settings. 0 To scan a receipt or document that contains multiple pages, click on the Multi Scan icon in the toolbar, select Scan Multi-Page...
When your scan is complete, your item will be displayed in the Paperless Import window, where you can use the various buttons in the toolbar to manipulate the image. The top right pane of the Import window will display the documentʼs OCR results, provided you had checked the “Perform OCR on import/scan” box at the bottom of the window or in Preferences. If not, you can simply click the OCR button to process the recognition engine.
0 You can enter information about an item while it is in the Inbox, by using the pane on the right. For your convenience, some of the fields may be automatically filled in, based on the information associated with similar items already in your Paperless library (and only if the option is selected in your Files Preferences). Hint: You can add custom fields, and control which fields appear in the Details pane. See Library Info, p.55 for more information.
Working with Your Items Working with your items is easy in Paperless - there are several ways to view them in your library.
The Main Window Paperless allows you to change the way you view your data. The main window has three panes: 1 The pane on the left (the source list pane) orders your Library by Inbox, Recent Documents, and Collections; 1 3 2 0 The pane on the right (the details pane) displays information about a selected item; and 0 The middle pane (view pane) displays your items in various ways, depending on the view you choose: The Main Window continued on next page...
1 Combo View: The bottom portion of this view displays a list of your items, while the top portion displays a graphical view of the selected item.If you move the splitter between the two panes in the Combo view, you can collapse either the list view or graphical view. In order to restore either view, simply slide the splitter back to the middle. You can also use the buttons between the panes to toggle between items and open them in their own windows.
View Preferences The View preferences tab allows you to control the main windowʼs display settings: • Show item counts - check this option to display item counts in your Library and Collections. • Background Color - this menu allows you to select the view paneʼs background color. • Text Color - this menu lets you control the font color of your itemsʼ list view.
Viewing or hiding item info To view or hide the detail pane: 1 Select an item from the list. 0 Click on the Show Details / Hide Details icon in the Toolbar, or choose Show Details / Hide Details from the View menu. The information will either be displayed or hidden from the main windowʼs right pane. Note: You can hide details regardless of what you have selected, but you need to select an item before Show Details will be enabled.
Viewing and editing items To see an item in its own window: 1 Double-click the item to open the Paperless PDF Viewer; or 0 Single click on the item, then click the "Quick Look” icon in the toolbar to open the Paperless Quick PDF Viewer; or 0 Use the contextual menu to open either viewer. The actual receipt or document will appear in its own window, allowing you to view it alongside the main window.
Entering line items or “Splits” Your receipts may have items from one or more categories: for instance, you go to Target and buy a DVD player, pick up an over the counter prescription, buy toilet paper and a new mirror for the entryway of your house. How can you categorize this receipt so that later you can find out how much you spent on medicine for your flexible spending account? Paperless makes it easy - simply enter the line items, or “Split” the receipt and categorize each item.
Combining items Paperless lets you easily combine or merge items stored in your library. To combine two or more items: 1 Select the items. 1 0 Right-click on the items while they are selected. A contextual menu appears. 0 Choose Combine Documents... from the options. The items are merged into one. 3 Note: The details from the newest item are used, and the details from the older item(s) are discarded.
Adding pages to items Paperless lets you easily add pages to receipts or documents stored in your library. 1 To add a page to a receipt or document: 1 0 Select the file. From the File menu, select Add Page (s). 2 0 Choose the file you would like to add from the Windows Explorer popup. 0 Click Open. Hint: You can also add a page by using the combine functions described above (see Combining Items, p. 32). Simply scan or import the additional page or pages into your library.
Removing pages from items To remove pages from an item: 1 Select the file. 1 0 Choose Remove Page(s) from the Edit menu. The file will appear in the Quick PDF viewer window. 0 0 Select the page to remove. 2 Choose Delete from the Edit menu. You will not be prompted to confirm the deletion, you will be prompted to save your changes when you exit the window. (You can turn off this prompt in the Files preference pane. See Files preferences, p.
Changing item details You can change an itemʼs information at any time after scanning or importing it. Simply click on the item to display its information in the main windowʼs details pane. (If the details are hidden, click on the Show Details icon in the Toolbar or choose Show Details from the View menu. See Viewing or hiding item info, p. 29.) In the details pane, you can change any of your itemʼs information, and save your changes by clicking on the Apply button that appears at the bottom right.
Searching Paperless makes it easy to find items in your library. To find an item: 1 1 Enter a search term in the search field in the Toolbar. 0 Click the Search icon or hit enter. This will launch a search across all available fields, including OCR text of English documents. 3 0 All receipts or documents that match will appear in your current view. Note: Searches are performed on the currently selected collection or collections.
Using Collections to Organize Data 1 Creating collections Collections help you organize your files. You can create collections or use smart collections to organize your receipts and documents. 2 The source list pane of the main window shows your collections. In order to create a collection: 1 Click on the + icon in the lower left corner.
Smart Collections Smart collections expand on collections by allowing you to specify criteria detailing which items are to be included in the collection. These criteria include Merchant/Title, Date, Input Date, Payment Method, Category, Subcategory, Amount (for receipts), Notes, Tags, Document Type and custom fields.
0 Select the type of match, such as equals, contains, is in the range, is greater than, etc. This will vary depending on the field you have chosen. 4 0 Enter the information for a match in the field or date picker, as appropriate, and click OK. You can add or remove criteria by pressing the + or buttons. 5 By default, if any of the criteria match, a receipt or document will appear in the smart collection.
Using and rearranging collections Items can appear in as many collections as you want. To remove an item from a collection, simply open the collection, select the item, and delete it. Your item will not be removed permanently from the library - in order to remove an item permanently, you must remove it from the library itself. Removing an item from a smart collection will also remove it from your library. Collections can easily be arranged. Drag the collection to its new location and it will be moved.
Exporting, Emailing and Saving Paperless allows you to export, email, and save your documents, receipts, and other library items. Emailing items Sending your items via email is quick and easy: 1 1 Select the item(s) you want to email. 2 0 Click the Email icon in the toolbar, choose Email... from the File menu, or use the contextual menu. 3 0 Enter the recipientʼs email address and click OK.
Exporting Paperless allows you to export an item or folder of items from your Library. To export an item or folder: 1 1 Select the item or folder you want to export. 0 Choose Export from the File menu. Alternatively, you can use the contextual menu, or type Ctrl+E.. 0 Select a location for the file and click OK. A dialog will prompt you to confirm your export if your selected destination is not an empty folder. You will also be notified by a dialog box when your export is complete.
Setting up export to Quicken QIF The following only applies to receipts: 1 Select Show Library Configuration from the View menu. 2 Click on the Payment Methods tab. 3 For each Payment Method, select the type that corresponds to the 1 account type in Quicken, i.e. Bank Account, Credit Card, Cash or Other. (See Payment Methods, pg. 57) 4 Make sure each Payment Method corresponds exactly to an account in Quicken.
Export to Quicken QIF To export an item or folder to Quicken QIF: 1 Select the item you would like to export and choose Export to QIF... from the File menu. Alternatively, you can use the contextual menu. 2 Select the destination for the resulting QIF file. 3 Choose a file name, and click Save. 4 Launch Quicken and then import the QIF file you just created.
Saving receipts and documents Saving receipts and documents is quick and easy. In Paperless, your information is automatically saved in the library file. There is no need to save, unless you are looking to have an extra copy of the item outside of your Paperless library. To save a copy of the item: 1 1 Select the item(s) you want to save. 0 Choose Save... from the File menu, type Ctrl+S, or use the contextual menu. 0 Select a destination for your item. You can save the file wherever you like.
Importing Paperless allows you to easily import files of different types, including PDF and JPEG, into your libraries. 1 Drag and drop There are four ways to import via drag and drop: 1 Drag and drop the file onto the Paperless icon. It will import into the frontmost library. 2 3 4 Drag and drop the file onto a libraryʼs view pane. 2 Drag and drop the file into a library drop folder. Drag and drop the file onto a library droplet. 3 For more information about droplets, see Droplets, p.62.
Import menu item To Import files from the menu: 1 Choose File --> Import... A window appears attached to the library into which you are importing. 0 0 0 Select a file or folder, or search by file name or type. Choose the item or items to import. Click Open. Paperless will add the file or files to your library.
Printing Items 1 Printing receipts is very simple: 1 Select the item(s) you want to print. 0 Choose Print... from the File menu, type Ctrl+P, or use the contextual menu, launching the Paperless Quick PDF Viewer. 0 Choose Print from the PDF Viewerʼs File menu. You can then choose your print options - such as more than one item per page from the Print dialog. 3 2 Alternatively, double-click the file you want to print to launch the Paperless PDF Viewer.
Reports You can create, view, and print reports in Paperless. 1 Creating a Report To create a report: 1 Choose Reports... from the File menu. A window appears with a default report, “Paperless Receipt Report” enabled. 3 2 0 Click the + button. A sheet appears. 0 Configure what your report will display according to the following options: Reports continued on next page...
Report Title - Names the report. Sub Title - Describes your report. 3 Available Fields - Displays all the fields in your current library. Report Fields - Sets the fields included in the report. Include document image - Displays the images at the end of the report. Total Fields - Sets the fields which will be totaled at the end of the report (e.g. Amount). Order fields - Sets the order for the fields in the report.
Viewing and Editing Reports To view or edit an existing report, choose Reports... from the File menu, launching a window that displays your current list of reports. To view a report, double click it, or select it and click the Show Report button at the bottom right of the window. The report will display as an HTML file in your default Web browser, such as Internet Explorer. To edit a report, simply select the report, and click the Report Editor button to launch the Quick Reporting window.
Printing Reports To print a report: 1 Choose Reports from the Window menu. 1 The reports window appears. 0 2 Select a report. 0 Click the Show Report button or double-click the report in the list. 3 0 Choose Print... from your 4 52 of 62 browserʼs menu.
Chapter 5: Advanced Topics In This Chapter: Now that weʼve looked over the basic functions of Paperless in depth, weʼll cover a few remaining topics, including backing up your libraries, changing your library configuration, and droplets.
Backups 2 Backup your library There are a number of ways to backup your Paperless library. 1 Use a third party product to backup your computer. (This is highly recommended.) Backup and Restore (Center) is one such application offered by Windows. 2 Click on the Backup icon on the toolbar, or choose Backup Library... from the File menu to create a zip archive of the current library. The library will automatically store your archive to a Paperless Backups folder it creates in your Documents folder.
Library Configuration Library Configuration (accessed from the main window menu) allows you to display and control information specific to a library. This includes general fields, payment methods, custom fields, data types, and tags. To open the Library Configuration window, simply choose Show Library Configuration from the main windowʼs View Menu. This section explains how to customize each of the tabs found in the Library Configuration window.
General Fields The General Fields tab lets you customize information related to Merchants/Titles, Categories, and Subcategories. Merchants/Titles: The Merchants/Titles field is useful for adding or editing the names of merchants you commonly use - all your additions will be displayed in the Title drop down menu in your main windowʼs details pane.
Payment Methods The Payment Methods tab is useful for entering information that lets you easily name and identify payment types for your receipts. 1 Here is how to enter payment methods: 1 To add a Payment Method, click the Plus (+) button at the lower left of the window to open the Add Payment Type dialog box. 2 Enter a Name for your Payment Type (e.g. Visa). 3 Select a Type from the drop down menu (e.g. Credit Card). The type 2 chosen will affect your options in the main windowʼs details pane.
Custom Fields Paperless lets you add an unlimited amount of custom fields to your libraries, to help you better organize your documents. Examples of custom fields include Role, URL, and Address fields. To add a custom field in the Library Configuration window: 1 Click the Plus (+) button at the bottom left of the Custom Fields tab to open the Add Custom Field dialog box. 2 Enter a Name for your Custom Field. 3 Select a Type from the drop down menu provided (e.g. Text Field).
Data Types Paperless lets you customize your Data Types and choose which fields to display in the main window for each one. The default data types are Contacts, Receipts and Documents. To add a data type in the Library Configuration window: 2 3 1 Click the Plus (+) button at the bottom left of the Data Types tab to open a Paperless Library dialog box. 0 Enter a Name for your new Data Type. 0 Click OK to save your entry and return to the Data Types tab.
Some Data Types have fields that make sense to associate with them - for instance a Contact data type might have Personal Phone or Work Address fields, but not an Amount field. Similarly, a Document data type probably would not have a Work Zip field. To choose which fields to display with your Data Types: 1 2 1 Select the field from the Available fields list. 0 Click the Right Arrow to add it to the Fields to show list. 0 Click Done.
Tags Paperless lets you define an unlimited amount of Tags for your files - these tags can be particularly useful when you are creating Smart Collections. To add a tag in the Library Configuration window: 2 1 Click the Plus (+) button at the bottom left of the Tags tab to open a Paperless Library dialog box. 0 0 3 Enter a Name for your new Tag. Click OK to save your entry and return to the Tags tab. Once you have created a Tag, you can assign it to any file in the main window.
Droplets A droplet is a small application that embeds information about your library. Paperless automatically creates droplets for each of your libraries, and places them as shortcuts in your library folders on the Desktop. From there you can move them wherever you like. Droplets also provide an easy way to import your files - simply drag an image or document onto a library droplet to import the item into that library.