FileCenter User Guide
FileCenter User Guide
Copyright ? 2013-2019, All Rights Reserved Updated: 2019-05-02
Table of Contents
Section 1: Get Up and Running...................................................................8
Chapter 1: Introduction...................................................................................... 9 Chapter 2: Installation and Setup .................................................................... 10
2.1 Install FileCenter ..........................................................................................................10 2.2 Run FileCenter for the First Time ..................................................................................11 2.3 Network Installation.....................................................................................................13
Chapter 3: The FileCenter Interface ................................................................. 14
3.1 The Manage Tab...........................................................................................................14 3.2 The Edit Tab .................................................................................................................14 3.3 The Search Tab .............................................................................................................15 3.4 The Inbox Tab...............................................................................................................15 3.5 The Task Buttons ..........................................................................................................16 3.6 The Ribbon and the File Tab .........................................................................................16
Chapter 4: Prepare Your Filing System............................................................. 18
4.1 Should I Use Electronic File Cabinets? ..........................................................................18 4.2 Import Existing Files and Folders ..................................................................................21 4.3 Plan New Cabinets........................................................................................................21 4.4 Recommended Cabinet Layouts ...................................................................................22
Chapter 5: Using Cabinets, Folders and Files ................................................... 26
5.1 The Cabinet Layout.......................................................................................................26 5.2 Manage Your Cabinets .................................................................................................26 5.3 Drawer Basics ...............................................................................................................28 5.4 Folder Basics ................................................................................................................28 5.5 Delete a Drawer or Folder ............................................................................................29 5.6 File Basics .....................................................................................................................29 5.7 Add Files to Your Cabinets............................................................................................31
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Chapter 6: Scanning Basics............................................................................... 34
6.1 Scanner Requirements .................................................................................................34 6.2 Connect to Your Scanner ..............................................................................................35 6.3 Scan in Edit View ..........................................................................................................36 6.4 Scan Straight to File......................................................................................................36 6.5 Scan to a Word Processor.............................................................................................37 6.6 Scan with a Portable Scanner .......................................................................................37 6.7 Scan with a ScanSnap ...................................................................................................38 6.8 Troubleshoot Scanner Problems...................................................................................38
Chapter 7: PDF Basics ....................................................................................... 39
7.1 The Edit Tab is for PDF Files ..........................................................................................39 7.2 PDF in the Manage View ..............................................................................................40 7.3 The PDF Printer ............................................................................................................41
Section 2: Getting Sophisticated............................................................. 42
Chapter 8: Automate File & Folder Naming ..................................................... 43
8.1 File Naming Conventions ..............................................................................................43 8.2 Pre-Defined Filenames .................................................................................................47 8.3 Custom Lists .................................................................................................................55 8.4 Folder Templates..........................................................................................................57
Chapter 9: Move Files ...................................................................................... 60
9.1 The Inbox .....................................................................................................................60 9.2 The Move Button..........................................................................................................61 9.3 The Split View...............................................................................................................62
Chapter 10: Add More Power to Cabinets ....................................................... 65
10.1 Favorites ....................................................................................................................65 10.2 Advanced File Options................................................................................................65 10.3 Advanced Folder Features ..........................................................................................70 10.4 Advanced Drawer Features ........................................................................................72
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10.5 Advanced Cabinets .....................................................................................................75 10.6 "Pinning" Drawers ......................................................................................................77 10.7 Secure a Cabinet.........................................................................................................78 10.8 Integrate with the Save/Open Functions of Other Programs ......................................80 10.9 Application Bar...........................................................................................................81
Chapter 11: File Conversions............................................................................ 83
11.1 Convert Individual Files to PDF ...................................................................................83 11.2 Bulk PDF Conversion...................................................................................................85 11.3 Email Files as PDFs......................................................................................................87 11.4 Paste Images as Files ..................................................................................................88 11.5 Convert between Image Formats ...............................................................................89 11.6 Convert to Word, Excel, etc. .......................................................................................89
Chapter 12: Work with PDF Files...................................................................... 90
12.1 Combine PDF Files through Drag-and-Drop ................................................................90 12.2 The "Actions" Button..................................................................................................91
Chapter 13: Use the PDF Editor........................................................................ 97
13.1 Erase ..........................................................................................................................97 13.2 Redact Sections ..........................................................................................................97 13.3 Fill Out Forms .............................................................................................................99 13.4 Typewriter..................................................................................................................99 13.5 Rearrange or Delete Pages .......................................................................................100 13.6 Crop Pages ...............................................................................................................100 13.7 Rotate Pages ............................................................................................................101 13.8 Add Annotations ......................................................................................................101 13.9 Stamp Pages.............................................................................................................102 13.10 Page Numbering (Headers & Footers) ....................................................................104 13.11 Bates Numbering....................................................................................................104 13.12 Add Searchable Metadata ......................................................................................105 13.13 Apply Security ........................................................................................................106
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13.14 Setting Other Preferences ......................................................................................108
Chapter 14: Text Recognition (OCR)............................................................... 109
14.1 What is a Searchable PDF? .......................................................................................109 14.2 Make a File Searchable when You Scan ....................................................................110 14.3 Make an Existing File Searchable ..............................................................................110 14.4 Send the Text from a Scanned Document to Word ...................................................111 14.5 OCR Options Described ............................................................................................112
Chapter 15: Tap into Document Content ....................................................... 115
15.1 The CONTENT Field ..................................................................................................115 15.2 Barcode Fields ..........................................................................................................117 15.3 Regular Expression Fields .........................................................................................117 15.4 Zone Fields ...............................................................................................................120 15.5 Testing Your Content Field .......................................................................................121 15.6 The Content Field Library .........................................................................................121 15.7 Data Mining with Content Maps...............................................................................121 15.8 Regular Expression Syntax ........................................................................................122 15.9 Regular Expression Examples....................................................................................123
Chapter 16: Advanced Scanning..................................................................... 128
16.1 More Ways to Scan ..................................................................................................128 16.2 Adjust the Scanned Image ........................................................................................131 16.3 Scanning Options Described .....................................................................................133 16.4 Scanning Profiles ......................................................................................................142
Chapter 17: Speed Up Repetitive Scanning.................................................... 144
17.1 Use an Inbox with a Network Scanner or ScanSnap ..................................................144 17.2 Scan to File with Naming Options .............................................................................145 17.3 Use Profiles with Filenames......................................................................................146 17.4 Automatically Break Up Scans at Regular Intervals ...................................................147
Chapter 18: Automate Scanning with Separators.......................................... 148
18.1 The Separators Dialog ..............................................................................................148
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18.2 Page Separators .......................................................................................................149 18.3 Add Routing Instructions ..........................................................................................151 18.4 Page Content Separators ..........................................................................................153 18.5 Barcode Separation ..................................................................................................158 18.6 Other Separator Topics.............................................................................................161 18.7 Use FileConvert for OCR, Separation, and Routing....................................................165
Chapter 19: Search for Files ........................................................................... 168
19.1 File Searching versus Content Searching...................................................................168 19.2 Get Started with File Searching.................................................................................168 19.3 Get Started with Content Searching .........................................................................170 19.4 Windows Content Search vs. dtSearch .....................................................................174 19.5 Configuring Windows Content Search ......................................................................176 19.6 Configuring dtSearch ................................................................................................176 19.7 Making Use of Your Search Results...........................................................................177
Chapter 20: Use FileCenter with Email........................................................... 179
20.1 Emailing documents from FileCenter........................................................................179 20.2 Archive Outlook Email ..............................................................................................180 20.3 Web Mail (Gmail, Yahoo, etc.) ..................................................................................183 20.4 Other Email Clients...................................................................................................184
Chapter 21: Use FileCenter on a Network...................................................... 186
21.1 Simple Cabinet Sharing for Small Networks ..............................................................186 21.2 Shared Settings ........................................................................................................189 21.3 Set Up Shared Settings .............................................................................................189 21.4 Users & Groups ........................................................................................................191 21.5 Advanced Features of the Admin Tool ......................................................................194 21.6 Separators................................................................................................................196 21.7 Easy Deployment......................................................................................................197
Chapter 22: Reinstall or Move FileCenter ...................................................... 199
22.1 Reinstall FileCenter...................................................................................................199
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22.2 Move FileCenter to a New Computer .......................................................................200
Section 3: Tasks..........................................................................................203
Chapter 23: Common Tasks............................................................................ 204
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Section 1: Get Up and Running
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