Frequently Asked Questions about Officio Document Management
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OfficioDM Pro is a small business document management system that uses SQL 2014 express. Allowing the Scan, Import, index and search of documents. All documents are encrypted. You can have up to 5 secure areas, which can be used for departmental security purposes. Choose between 3, 6, 9, 12 and 15 user systems.
Each area (database) can have up to 10 cabinets, each cabinet can have up to 8 Index fields. The system will hold 250,000 documents per database. Note that this number will reduce if documents are OCR’d.
OfficioDM Pro has a scan interface allowing documents to be scanned into the system. It also has the ability to OCR documents to allow for text word searches.
A FREE Mobile App is supplied for Windows, Android and IOS.
If a new user is logging into the system for the first time, the password will be the same as your user name.
If the user name is ‘JohnSmith’, the default password will be ‘JohnSmith’. First log-in immediately prompts the user to change their password.
Click on the ‘I forgot my password’ button on the log-in screen.
A reset code will be sent to the email address associated with your OfficioDM user account.
You will then be prompted with a window to enter the reset code from the email, it will also ask you to enter a new password.
Watch the video below, or download the scanning guide.
Please note, only TWAIN compatible scanners are supported using the Scan interface. For non TWAIN scanners please see ‘Can I do Route Box Scanning?’
Yes. With Outlook open, select the email you wish to bring in. Now in OfficioDM Pro right-click on either your In-tray or a cabinet and you should see the option to ‘Import From Outlook’ appear. Select this and it will import the selected email, complete with any attachments it may have had.
You can also bulk import multiple emails. SImply highlight as many emails as you need from Outlook. When you select the option from OfficiODM Pro to import from Outlook it will bring in all highlighted emails.
Please note, Outlook must be installed locally. Not all version of Outlook are compatible.
You can drag and drop files into an in-tray or into a cabinet. Left click and hold while selecting the relevant document(s) and move it over the in-tray or cabinet on the Home Screen and release. Alternatively, you can drop it into an in-tray or cabinet when they are open. You may need to reduce the size of the OfficioDM window to do this.
Watch the video below.
There are 3 options to choose from…
Index them immediatley: When documents are imported to a cabinet it will open the index Panel for that cabinet straight away.
I will index them later: When importing to a cabinet it will put it straight into the cabinet without asking the user to enter any index values.
Ask me every time: A window will pop up when documents are imported to a cabinet asking the user if they want to enter any index values now or later.
When indexing, if you select the small box next to the index field, it will give you the option to clear the index value.
If the field is a list field, you will also have the ability to add a value to the list.
Search for and highlight the document you want to move. Select the ‘Index’ option on the right side. Select the cabinet from the drop-down list. If you are already in the INDEX section, simply select the correct cabinet from the drop-down and the new cabinet Index fields will appear. Fill in the desired Index fields and click the ‘Re-Index’ button.
If the document has been entered into the wrong cabinet, see above question. If the document is in the correct cabinet but the index values need to change, highlight the document and select the INDEX button. The index fields will show the current values. Adjust the data in the desired Index field(s) and click the ‘Index / Re-Index’ button to confirm.
Due to Index field restrictions, changing certain Index field types may require you to re-index your documents.
For example if you change a text Index field that contains both letters and numbers to a number Index field the index values in the cabinet will appear blank.
For more information on re-indexing, see previous two questions.
Yes. If multiple documents are highlighted, they can be indexed at the same time. They will all be indexed using the values entered. You will need to be in list view to do this.
When searching, there is a tick box option to search for documents in a cabinet which have no index values. This gives the user the ability to quickly find documents that have been entered into a cabinet but have no index values.
When performing a search, there is a choice to open the results immediately or have a separate window open first, advising the number of documents found. Leaving the box un-ticked can be useful, should the search return a large number of documents which may take some time to load. In such a situation, the User may want to refine the SEARCH criteria.
The program automatically sets a ‘Date Entered’ date against all docs when they are imported. In the SEARCH Panel, there is an option to search for documents entered into OfficioDM on a certain date or within a certain date range. This can be useful if a user forgets how they filed the document.
When searching, by using the small box to the right of the Search field a user can refine their search further by selecting from a number of different behaviours.
A ‘contains’ search value will look for any document that has the search value you’ve enter as part of it, for example a search for 123 with ‘contains’ selected will return documents containing the number 451239 not just 123. Same applies to a string of letters.
An ‘equals’ search is similar to contains. Only this time the search will return only exact matches to the criteria entered.
A ‘not equals’ search will return documents that do not have the searched value.
Depending on the type of field, other options to choose from, include Starts With, Ends With, Less Than, More Than, Before, After, and Between.
These tabs are a little like the equivalent in Excel. Each one can contain an in-tray or a set of serach results.If you want to keep a search result for use later just open another tab when you want to start a new search.
To find all documents that have been OCR’d use “OCR Search” tab in “Search” panel and search for a single underscore ( _ ).
See DATA section above as you might need to expand the document date range.
A maximum of 10 cabinets can be created. When this number is reached, the ‘Create Cabinet’ button will become disabled. It will reactivate if a cabinet is deleted.
When looking at documents in a cabinet it will only show 500 documents. The latest document imported will always be at the top of the list.
If your cabinet contains more than 500 documents you can still access these documents by performing a search for them. For more information on searching, please see ‘What searching options are there?’ in the Searching FAQ section. When performing large searches it will load more than 500 documents.
For OfficioDM Pro Mobile App users see ‘OfficioDM Pro Mobile App’ FAQ section.
|Text||Any combination of letters, numbers and symbols||House52&street@7||Allows a maximum of 256 characters|
|Number||Numbers only||1234567890||Allows a maximum value of 2000000000|
|Currency||Numbers only, places to two decimal places||250.99||Other languages may use a comma rather then a decimal point (250,99)|
|Date||Date format||14/10/2016||Depending on your language choice UK/US (US 10/14/2016)|
|List||A choice of values from a pre-made list|
Up to 8 index fields per cabinet
Log into the admin account and select the Manage Cabinets icon. Highlight the cabinet and select ‘Edit Cabinet’. To change a field highlight it and then edit it (change its name or field type, etc). The order of the fields can be changed by using the up and down arrows.
To delete a field, highlight it and click the Delete button. Deleted fields cannot be recovered.
Making changes to a field after documents have been indexed may lead to loss of data and may effect search results. It is advised that after a field change any documents in the cabinet should be re-indexed. See ‘Indexing’ for more information.
Log into the admin account and select the Manage Cabinets icon. Highlight the relevant cabinet and select the Delete Cabinet option. A window will pop up asking you to confirm the action. Once a cabinet is destroyed it cannot be recovered.
Make sure the cabinet is empty, if not it can’t be deleted.
The administrator needs to log into the Admin Account.
From the admin home screen select the Manage Cabinets. Click the Create Cabinet option.
Set up the cabinet’s details (name, colour, field information etc.). then ‘Save’.
See our video on creating a cabinet, click here.
For a full guide on creating a cabinet, please click here.
Log in as Administrator. From the admin home screen select the ‘Manage Cabinets’ icon. Highlight the cabinet and choose the ‘Edit Cabinet’ option. Change to the preferred colour by selecting from the dropdown and Save.
There are two ways to view documents within OfficioDM.
List View displays your documents (either in your in-tray or any cabinet) in a simple list detailing a number of important pieces of information. Including; filename, index values and date entered.
Image View is used when you want to view an individual document. You can find out more on the Image View functions in the FAQ ”What are the different Image View functions?”
See our List View and Image View video guide for more infomation.
In Image View there are a number of ways you can manipulate the document image.
At the top of the window you will see a number of different options. Use the first set of arrows to move between documents in your in-tray or cabinet. If it is a multi-page document you can use the next set of arrows to navigate through the pages.
You can rotate the document, zoom in and out, fit to height and width by selecting from the options at the top of the screen. It is here, in Image View, where you will also find the option to print.
Please see the FAQ “What is List View and Image View?” for more information.
They will return to the location they were deleted from (a cabinet or the in-tray). If the cabinet has been deleted, they will be restored to the in-tray (index data will be lost).
There are two levels of deletion; delete and destroy. If a document is deleted from an in-tray or a cabinet, it can be restored from ‘Deleted items’. Select the ‘Deleted items’ icon from the home screen. Highlight the document(s) you want to recover and click the ‘Restore’ option. It will be returned to the in-tray or cabinet it was deleted from (in the case of a cabinet, it will restore with the index values intact).
If a document has been destroyed from the ‘Deleted items’ bin, it cannot be restored. To destroy a document, highlight it while its still in the Deleted Items bin and click the ‘Destroy’ option.
The ADMIN password will be needed to confirm the decision to ‘Destroy’.
The print function is found in Image View.
To make an adjustment to a document you will need to save it out of OfficioDM, edit it, then re-import it and ‘INDEX’ it again. The old version will need to be deleted if you don’t want duplicate documents. A document(s) can be saved out of OfficioDM from both a cabinet and an in-tray.
If this happens, you may need to save them out of the system and launch them in their native program. If no changes are made and launching is for viewing only, then nothing more needs to be done as the document in the system is unaltered.
With OfficioDM you can view a number of file types, including image files, PDFs and Office files. If your document doesn’t display you will need to save the document out of OfficioDM so you can launch and view it with the associated program if it is installed on your device. Although the system viewer is unable to display the particular file type, the document is securely stored in the system.
Yes, it is right, rotating Image Documents in OfficioDM is for visual effect only and the rotation is not saved.
If two or more users have a document selected, an action performed by one user will be overridden by the actions of the second user.
Actions include; adding a note, changing the file name, deleting a document and re-indexing.
You may have the scenario where two users are looking at the same document. The first user deletes the document. The second user, re-indexes the document to a different cabinet. These actions happen at almost exactly the same time. The last action is the re-index. So rather than the document being moved to Deleted Items (as the first user would expect). It ends up where the second user was re-indexing it to.
Another scenario may be if two users have selected the same document and are both adding a note. Whatever information the first user has added will get replaced when the second user saves their note. This also applies to changing a file name and index values.
Notes can be added to any document in OfficioDM. You are limited to maximum of 256 characters including spaces. The text can be edited as many times as needed making it possible to have one large note or several smaller ones.
OfficioDM Pro can store 250,000 documents per database. You can have up to a maximum of 5 databases. This number will reduce if documents are OCR’d.
Yes, from the Document Information Panel. Which can be accessed from the in-tray, a cabinet or bottom of the INDEX Panel. With the Panel, open, highlight the document and click in the file name box to make changes and ‘Save’ to confirm.
OCR Search (OfficioDM Pro)
A cabinet needs to have the option to OCR selected when it is set up. If this has not been done, then the box will not be visible. If OCR is required, the cabinet can be amended by signing in as the database administrator and going to the ‘Manage Cabinets’ section.
OCR stands for Optical Character Recognition. The Database Administrator can set up a Cabinet to OCR documents as they are imported. The system will OCR the document(s) and store any text content for future retrieval. This means a user can search for a document by information (words or numbers) contained in it.
The results you get from an OCR search depend on a number of factors…
- The majority but not all file types can be OCR’d.
- The quality of the image will greatly impact what the OCR captures. Check scan settings and make sure that important content is not compromised by things like a received stamp, hand writing, paper creases etc. obscuring it.
- There is a short time lag between importing the document into the cabinet and when the user can search for it by OCR content.
- A cabinet that has been set to OCR after documents have already been imported will only OCR NEW documents. To OCR older existing documents, the user will need to search for them and re-index them.
- If the document you are looking for is not found, try a partial word search to find part of a word within a document.
If a cabinet is set to OCR, when the Search Panel is open a text box labelled ‘Search Words’ will be visible at the base of the panel. Type in the word(s) you want to look for and press the search button. This will return all documents in the cabinet containing that word(s). When viewing the document the search word(s) will be highlighted.
If you performed a search using the phrase ‘next week’s appointments’ it would return a search with all documents that contained each word individually. With this in mind, it is advisable to limit your search to one word, unless the phrase or number is likely to be unique to particular documents.
OfficioDM Pro Mobile App
The OfficioDM Pro Mobile App will only load the first 25 documents of a cabinet or in-tray. When viewing these document in Image View you will be unable to proceed past the 25th document until you load additional documents.
To load more documents you will first need to scroll down to the bottom of the list in List View. This will load the next 25 documents.
The ability to scan documents is not available through the Mobile App.
You will need to scan these documents on a Windows Client through the OfficioDM Pro scan interface and import them into the system.
You can perform word searches on cabinets that have been set up for OCR. But when viewing the returned document(s) using the OfficioDM Pro Mobile App it will not highlight the word in the document.
To see this you will need to perform the same search using the desktop version of the product.
Our free Mobile App is available alongside OfficioDM Pro on iOS, Android and Windows devices.
Please more information, please contact us.
When saving documents out using the OfficioDM Pro App you will be given the option to save to Dropbox. If you select Dropbox you will be asked to sign into your Dropbox account. Enter your account details and sign in. If you dont have a Dropbox account, there is an option to create one.
Using Dropbox from the OfficioDM Pro App for the first time will create a folder within your Dropbox account called OfficioDM (inside the Apps folder). After the OfficioDM folder there will be additional folders with the names of the OfficioDM database(s) you’ve logged into. Then there will folders for your in-tray and cabinets.
Let’s say, for example, the OfficioDM Pro database is called ‘Documentation’. You save a document from the ‘Clients’ cabinet to Dropbox. Now when you look at your Dropbox you will see the document in Apps\OfficioDM\Documentation\Clients.
If it is the first time opening the App you will need to enter the correct url that links to your OfficioDM Pro system.
If you need to enter a new url, from the login screen press the menu option in the top left of the screen and select Server. From here you can enter a new url.
When importing documents using the OfficioDM Pro App you will be given the option to use Dropbox. If you select Dropbox you will be asked to sign into your Dropbox account. Enter your account details and sign in. If you dont have a Dropbox account, there is an option to create one.
Using Dropbox from the OfficioDM Pro App for the first time will create a folder within your Dropbox account called OfficioDM (inside the Apps folder). Inside the OfficioDM folder you will see some additional folders. There will be one called ImportFolder, which is where you will need to place any documents you wish to import into OfficioDM Pro using Dropbox.
To import a document from Dropbox simply place a document in the import folder (ImportFolder). Then from the OfficioDM Pro App, when importing, choose the option ‘Dropbox’. This will display all documents inside the import folder. Tick the document(s) you want to bring accross and press Import.
If you have a voucher for a new system you will need it during the registration process. When filling out your details, it will ask for a voucher code. Please enter your voucher code here and finish registering.
To begin the registration process, please click here.
Vouchers for additional user packs will need to be redeemed through the OfficioDM Pro Server.
Additional User Licenses are purchased through the OfficioDM Pro Server.
Consult your OfficioDM Pro system administrator.
Technical / Error Messages
Install x86 (English) version of the redistributable package, click here.
With a new install, when connecting the client to the server for the first time it may fail. You will you need to allow access to the correct port though your firewall.
Alternatively, if you are getting an error regarding the underlying provider you will need to check the OfficioDM Pro service (see FAQ below).
The download files can be quite large. Please make sure you are setup to allow large files to be downloaded.
For a guide on the minimum requirements for both Single User and Pro, please click here.
The SQL service may not have started or needs restarting.
Check services on the OfficioDM Pro server.
Newer version of SQL present. Manually install SQL with correct instance and sa password.
Pre-existing installation of SQL may be causing conflict. Please contact us for more information, click here.
For a guide on updating OfficioDM Pro please click here.
OfficioDM Pro Mobile App: The Mobile App should update automatically. Check your device application settings.