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Working with Documents
When you start Sohodox, the default node selected is All Documents. You can change the default node that is selected on startup from the Options window (Sohodox button > Options).
The All Documents node displays all documents that the currently logged in user is allowed to view. By default 50 documents are displayed in the List View pane. To view more documents use the navigation buttons at the bottom of the List View pane. To view documents as Thumbnails click the Views button that is located towards the left of Search box and then choose Small Thumbnails, Medium Thumbnails or Large Thumbnails. Select the List View option from the Views drop-down to view documents as a list.
Document Details Window: Details of the document selected in the List View pane are displayed in the Details pane. You can also double-click any document in the List View pane, to open it in a separate window called the Document Details window.
Document Details Window
The Details window has the actions toolbar on top, towards the right is the Annotation toolbar and at the bottom is the Image toolbar. The document title is displayed in the Title box. Modify the text in this box, to change the document title. Tags can be added to a document using the Tags box. You can also remove existing tags using this box. Use the Navigation buttons on the top right corner of the Details window to go the next or previous document. Use the Navigation button on the Image toolbar to navigate between the pages of the document.
On the left side of the Document Details window there are tabs, they are Information, Pages, Notes, Links and Other Details.
• | Information: The Information pane displays the Document Type of the document as well as the indexing information entered for the document. You can add or modify the indexing information from this pane. |
Related Folder: If the document is stored in a folder, then the name of that folder is displayed in this box. You can also change the document's folder using this box.
• | Pages: The Pages tab displays all the pages of the document as thumbnails. The Pages panel also displays any Bookmarks created in the document. Thumbnails for certain file types will not be displayed. |
• | Notes: The Notes tab displays the notes or comments entered by users, regarding the document. |
• | Links: The Links tab displays the documents that are linked to the document. You can also link the document to another document from this pane. |
• | Other Details: The Other Details tab displays additional information about the document. |
Close the Document Details window.
We will now create a folder and then add a document to our new folder.
To create a folder, expand the Folders node and click Create New. A new folder will be created, enter a name for the folder and hit the Enter button. The new folder will be created and automatically selected.
Now on the Home tab, click the Add from disk button. The Add Files window will now be launched. Select one or more files that you want to add and click the Open button. The documents will now be added to Sohodox and will be listed in the new folder.
The simplest way of adding a document to Sohodox is by dragging and dropping the document on the All Documents node, on any Folders node, on any Tag node or on any Document Type node. You can also drag text from any source e.g. MS Word, PDF, Web page or from your email and drop it in Sohodox to automatically save it as a new file. Documents can also be added by using options like the Find and Add and Scan options. If you are have an existing Folder structure that you use to manage your documents, you can use the Add Folders from Disk option to import the entire folder structure along with documents to Sohodox. You can also import multiple documents along with their indexing information from a CSV file.
Document Types: Double click the document that you just added to the folder to open it in its Details window. In the Information pane, you must have noticed that there are no indexing fields. This is because no Document type has been set for this document (see Managing your documents)
Now, in the Information tab select a Document Type for the document. You can create a new Document Type, if the document does not belong to the types that are listed in the Document type drop-down. Document Types can be created from Settings node of the Navigation pane.
To view documents based on their types, in Sohodox main window expand the Document Types node in the Navigation pane and select a document type (e.g. Invoice). All the documents that have their Document Type set to Invoice will now be displayed in the List View pane.
Document Actions: All the actions that are required to work with documents are available on the Home tab or on the right click menu of the list view pane. These are some of the actions that are available from the Home tab.
Email: Select the document(s) and click the Email button on the Home tab or right click document(s) in the List View pane and select the Email option to mail documents.
Fax: Select the document and click the Fax button on the Home tab. Documents can also be faxed by right clicking the document and selecting the Fax option.
Print: Select the document(s) and click the Print button on the Home tab or right click document(s) in the List View pane and select the Print option to print documents.
Annotation: You can use the Annotation toolbar on the right bar of the Details pane to mark, highlight certain part of the document. You can also zoom, rotate or flip a document by using the Image toolbar at the bottom of the Details pane.
Full Text Search/OCR: Use the Full text feature to search for text in a document. The Full Text Search feature works by extracting text from documents that you add to a Sohodox DB and then indexing the text.
To extract text from document(s) right click that document and select the Extract and Index option.
Text extraction is done by using OCR (for image files) and IFilters (for other file types) installed on the user's machine. IFilters act as plug-ins and are a part of Microsoft Indexing Service (they are also used by Windows Desktop Search). For Sohodox to be able to extract text from a file of a particular format, an IFilter for that file format must be installed on the user's machine.
OCR is done by using the built-in OCR engine or it can be also done by using the Microsoft OCR engine (to use this feature you must have Microsoft Office Document Imaging installed). Use the Options window (available by clicking the Sohodox button) to select your default OCR engine.
That's It! Now, that you are familiar with Sohodox you can go ahead and start adding documents to it. We recommend you first learn to add documents and then learn things like creating Document Types.
Page URL: http://www.sohodox.com/docs/help/index.htm?working_with_globodox.htm