Great document management software offers digital file tracking. It allows you to scan your paper documents and categorize them based on their content. It also gives you the tools necessary to organize and edit your digital files. In a small office, this software needs to be accessible to all of your employees, but you should be able to set up multiple security levels to control who can work with certain documents.
PaperPort Professional 14 is a popular resource for document imaging and digital file tracking. Unlike other software we compared, PaperPort works with Windows Folders, so you don't have to transfer files into the software and you won't spend hours trying to understand the interface. It lacks email client integration, however. Also, the workflow assignments and controls take some time to get used to. Fortunately, these complaints are minor. Because of its excellent user interface and great tools, PaperPort 14 earns our TopTenREVIEWS Silver Award.
The most impressive aspect of PaperPort Professional 14 is its seamless integration with Windows Folders. When you first open the software, you can see all of your existing folders and a newly added PaperPort folder. Moving files around is as easy as dragging and dropping, just like you're already used to doing. Before you write PaperPort off as a Windows Folders clone, however, you should know that this software does so much more than organize your files.
When you scan a paper document, you can add meta data and categorize it. The document imaging combines optical character recognition (OCR) and PDF conversion while filing and sorting your documents into the correct folders. Once a file is in the PDF format, you can merge it with other PDF files or split and separate the pages. If you and your employees work in the same folders each day, you can schedule file indexing to track and manage file versions.
PaperPort also gives you backup and restore capabilities. You won't have to worry about losing contracts or receipts. Also, cloud storage gives you one more level of security for your documents and files. While PaperPort maintains the fluid interface of Windows Folders, this software's extra features do so much more than organize files.
PaperPort Professional 14 separates itself from the competition by allowing you to complete all of your work within the software. The digital file tracking system allows you to set up individualized security permissions. The Windows security properties control PaperPort's permissions, so you don't need any extra training. Unlike Windows Folders, though, PaperPort gives you the ability to convert text files to PDFs by clicking one button.
All of the menus have large, clear buttons, so you'll be able to navigate through the options and tools with ease. Like Microsoft's Office Suite, some of the buttons have dropdown options for better control. If you click on a cosmetic button, that button stays highlighted until you click it again. For example, the Split Desktop button opens two folder exploration screens for easy drag-and-drop controls. When you're ready to go back to a single folder menu, you can click the Split Desktop button again.
Unfortunately, although PaperPort has OCR capabilities and PDF conversion tools, you cannot search by full text within a document. It is important to include detailed and specific tags and notes in all of your files. This way, anyone can find a file by the meta data attached to it.
With the exception of your email client, PaperPort Professional 14 will work well with any program you already have installed on your computer. However, PaperPort offers its own versions of many programs that you would need to use. For example, if you need to make some minor changes to a company photo, you can use the image editor in the software. PaperPort recognizes nearly any file type you will use, and it has some kind of in-program editor to work with those files.
When you first open PaperPort Professional 14, the first window shows you basic product information and a user guide. If you need help getting started, these two files will help you understand the software and its capabilities. Nuance, PaperPort's developer, offers plenty of help directly from its website. The FAQs section has detailed answers to common questions, and if you need to contact customer support, they are available by telephone and live chat.
PaperPort Professional 14 is great document management software because it integrates well with the systems you already use and understand. It offers several extra features, but it does not feel overwhelming. Although it does not work with your email client, it offers plenty of in-software tools to help you perfect your files before you need to attach them to an email.
Although many digital file tracking systems attempt to replace Windows Folders, PaperPort Professional 14 seamlessly integrates with it.
You cannot integrate this document management software with your email client.
PaperPort Professional 14 has fantastic tools, including a photo editor and strong security controls.