DocShelf Quick-Start Tutorial
DocShelf is a web based system for storing, retrieving, and working with scanned paper documents. In DocShelf advanced index fields are used to categorize and retrieve your documents. This makes finding and working with your documents more expeditious and effective, and so can enhance the productivity of your organization.
Setting up Document Types
Businesses use many types of documents like: Accounts Payable, HR Records, Medical Records, Tax Returns, etc. DocShelf has two easy ways to get started quickly. You can pick a document type from the list which fits your business or you can create one from scratch. To create a document type, click on New Type in the top-level navigation panel.
To customize an existing document type, click on Settings sub-menu. You will be able to create, edit and delete index fields and tabs. There is no limit on how many index fields and tabs you can create.
Uploading Documents to DocShelf
DocShelf provides three routes for uploading documents into your DocShelf account. Two of them—scanning and PDF uploading—use the DocShelf Uploader directly. The third method uses any software print facility, such as printing a Microsoft Word document or printing the contents of a web page. You can download the latest DocShelf Uploader from the web interface’s home page.
Whether you are scanning, uploading PDFs or printing to DocShelf you will need to index your files before they get uploaded to DocShelf. When you perform either action a new dialog window will open and will ask you to index the files. You will be able to create a new document or add images to an existing document.
Working with DocShelf Document
DocShelf document viewer provides flexible control over your scanned paper documents.
Overview: Clicking on the Overview icon will open a view that displays the index values of the open document and a button to open an editing function for those values.
Sharing: Clicking on the Sharing icon will open a panel that allows you to share the document with a link. The options to share the document include whether the document may be private, shared publicly, or shared only on a password-protected basis.
Permissions: The Permissions, or key, icon is functional only for DocShelf users with administrator privileges. To learn about permissions functionality, please see the Administrator’s Guide to DocShelf.
Viewing: Note that you have three options for viewing pages: thumbnails of all the pages within the selected tab, thumbnails of all the pages within the selected tab plus a large version of the selected page, and a large version of the selected page. Note that you can adjust the size of the selected page with the slider at the right of the tool bar. Selecting more than one page within a tab follows the standard Windows convention: Holding the Ctrl key while clicking on a page adds that page to the set of whatever other pages you have already selected.
Working with tabs: You have two methods for moving pages from one tab to another. While in thumbnail view, simply drag and drop the selected page to the intended tab. When you are displaying a large version of the selected page, use the Move Selected Pages icon to move the page(s)
To rearrange pages within a tab—possible only in thumbnail view—simply drag and drop the pages into the order you want.
Page and Document Functions: To delete a document, or a selected page within a document, click on the appropriate icon in the tool bar. To rotate a page within a tab, click on the clockwise-arrow icon to rotate the page 90 degrees. To print a page within a tab, click on the Print icon. To refresh the window, click on the Refresh icon.