ATX Document Manager - CCH Small Firm Services

Transcription

ATX
Document Manager™
User Guide
ATX DOCUMENT MANAGER
User Guide
© 2010 CCH Small Firm Services. All rights reserved.
6 Mathis Drive NW
Rome, GA 30165
No part of this manuscript may be copied, photocopied, reproduced, modified
or distributed in any form or by any means without permission in writing from
CCH Small Firm Services. Information in this manuscript is
subject to change without notice. Any software described in this manuscript is
furnished under a license
agreement and may be used or copied only in accordance with the terms of
the agreement.
CCH Small Firm Services is not engaged in rendering legal, technical, or other
professional services. Use of this
manuscript or the information in this publication does not relieve the user of
complete responsibility for the operation and functionality of its computers
and/or network, for the maintenance and backup of all user data, or for the
preparation, content, accuracy, and review of all forms.
THERE ARE NO WARRANTIES, EXPRESSED OR IMPLIED,
INCLUDING WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE, MADE WITH RESPECT TO THESE MATERIALS
OR ANY OTHER INFORMATION PROVIDED TO THE STUDENT.
All trademarks are the property of their respective owners.
March 2010
Version 9.2.0
Table of Contents
Installing ATX Document Manager............................. 1
Installing ATX Document Manager (Windows XP) ..............2
Configuring a Network Workstation (Windows XP)........ 11
Installing ATX Document Manager (Windows Vista or
Windows 7) ..................................................................20
Configuring a Network Workstation (Windows Vista and
Windows 7).................................................................... 31
Registering Your Software .................................................44
Setting Up ATX Document Manager ........................ 46
Configuring Your Settings in ATX Document Manager......47
Root Directory................................................................ 47
Export Drive................................................................... 47
Default Directory Structure ............................................ 48
“Permanent” Default Folder ........................................... 48
Add New Year ............................................................... 48
Remove Year................................................................. 48
Add Folder ..................................................................... 48
Rename Folder.............................................................. 48
Remove Folder .............................................................. 48
Apply Changes to .......................................................... 48
Email Settings................................................................ 49
The Change Button ....................................................... 49
The Empty Email History List button.............................. 50
Other Settings................................................................ 50
Side-by-Side View ......................................................... 51
Using the Document Manager Menus...................... 52
Using the ATX Document Manager Menus .......................53
File Menu....................................................................... 53
Edit Menu ...................................................................... 55
View Menu..................................................................... 56
Activity Menu ................................................................. 57
Tools Menu.................................................................... 57
Security Menu................................................................ 59
Help Menu ..................................................................... 60
ATX Document Manager Toolbar .................................. 62
Configuring Your Security Settings ......................... 64
Client Security ....................................................................64
Adding Passwords to a Client’s Files............................. 65
Lock Client..................................................................... 66
Unlock Client ................................................................. 67
Change Password ......................................................... 68
Clear Password ............................................................. 70
Check In/Out ......................................................................70
Check Out ..................................................................... 70
Check In ........................................................................ 74
Un-Check Folder ........................................................... 77
Add/Edit Users ...................................................................77
Change Password ......................................................... 79
Change Rights............................................................... 80
Remove a User.............................................................. 82
Change User ................................................................. 83
Using ATX Document Manager ................................ 84
Setting Your Categories .....................................................84
Creating New Categories .............................................. 85
Deleting a Category....................................................... 86
Renaming a Category.................................................... 86
Restoring Default Categories......................................... 87
Creating a New Directory ...................................................89
Creating Top Level Directories in the Non Client Folders
and Review and Assign Directories ............................... 89
Creating Top Level Directories in the Active Clients and
Inactive Clients Folders ................................................. 91
Scanning a New Document................................................93
Scanning as Different File Types .......................................96
Scanning Multiple Pages to One File .................................98
Move To ...........................................................................102
Move Client To .................................................................102
Adding a New Document .................................................103
Assigning Documents to New Clients ..............................105
Assigning Documents to Existing Clients.........................108
Deleting a Document........................................................111
Search for Client...............................................................112
Search for Client by Markers ....................................... 114
Properties .........................................................................115
Sending E-mail from ATX Document Manager................116
Sending E-mails with Encrypted Attachments .................121
Importing from E-mail.......................................................126
Using Support Mode ........................................................128
Enabling Support Mode ............................................... 128
Submitting Issues ........................................................ 130
Disabling Support Mode .............................................. 131
Printing a Document.........................................................131
Printing a PDF to Document Manager .............................132
Audit Trail .........................................................................133
Filtering the Audit Trail................................................. 135
Markers ............................................................................137
Add Comment.............................................................. 139
Edit Comment.............................................................. 141
Backing up Clients in ATX Document Manager...............144
Scheduling Backups for Clients in ATX Document
Manager ...................................................................... 148
Scheduling Backups for Locked Clients ...................... 154
Backing up Files\Folders in ATX Document Manager .....156
Scheduling Backups for Files/Folders in ATX Document
Manager ...................................................................... 160
Backing Up Directories in ATX Document Manager ........166
Scheduling Backups for Directories in ATX Document
Manager ...................................................................... 170
Restoring Data in ATX Document Manager.....................176
Index ......................................................................... 179
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
1
Chapter
Installing ATX
Document
Manager
A
TX now offers you the ease and efficiency of a paperless
office environment. With ATX Document Manager™, you can
scan and store all of your client’s supporting tax documents
and frequently used IRS publications. Once this data has been
transferred to electronic copy, access to taxpayer information is only a
click away.
You need Adobe Reader 8.0 or higher installed on your system in
order to view release notes and other PDF files. You can load
Adobe Reader 9.0 from the ADOBE folder on this CD.
It is strongly recommended that your scanner is connected locally
to the computer from which you intend to scan.
1
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Installing ATX Document Manager
(Windows XP)
To install ATX Document Manager, use the following steps:
1. Insert the CD into your disk drive.
If the ATX Document Manager installation program does not start
automatically, click the Start button on the Windows Taskbar and
click Run.
2
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Windows displays the Run dialog box.
Type X:\SFSStartup in the Run dialog box and click OK. (X
represents the letter of the CD-ROM drive.)
ATX Document Manager displays the ATX Document
Manager dialog box:
The ATX Document Manager User Guide is available in PDF
format by clicking the Document Manager User Guide (PDF) link
from this dialog box.
2. Click INSTALL: Document Manager.
3
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Welcome to the
InstallShield Wizard for ATX Document Manager dialog box:
3. Click Next.
4
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the License Agreement
dialog box:
4. Read the license agreement and select I accept the
terms in the license agreement.
5. Click Next.
5
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Ready to Install the
Program dialog box:
6. Click Install.
6
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Select Drive dialog box:
7. Select the drive to which you want to install ATX
Document Manager, and click OK.
The default installation is to the C drive.
7
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
During the installation, a Hardware Installation dialog box
displays:
8. Click Continue Anyway. ATX Document Manager
installs software that gives you the ability to print a
PDF file to ATX Document Manager from another
program.
8
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the following message:
9. Click OK.
The Release Notes allow you to learn about all the enhancements
to the program.
9
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Once the installation is complete, ATX Document Manager
displays the InstallShield Wizard Completed dialog box:
10. Click Finish.
10
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Configuring a Network Workstation (Windows
XP)
To configure a workstation to run ATX Document Manager, the program
must already be installed to the server or another workstation acting as
a server. The drive to which you have installed ATX Document Manager
must also be shared out with full control permission. Finally, you must
map to the drive to which you have installed ATX Document Manager.
To configure a workstation to run ATX Document Manager, use the
following steps:
1. Insert the CD into your disk drive.
If the ATX Document Manager installation program does not start
automatically, click the Start button on the Windows Taskbar and
click Run.
11
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Type X:\SFSStartup in the Run dialog box and click OK. (X
ATX Document Manager displays the ATX Document
Manager dialog box:
The ATX Document Manager User Guide is available in PDF
format by clicking the Document Manager User Guide (PDF) link
from this dialog box.
12
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
3. Click Next to continue.
13
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Select Option dialog
box:
4. Select Configure this workstation to run ATX
Document Manager and click Next.
14
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Select Server
Installation dialog box:
5. Select the server installation drive and click OK.
You should only see existing installations in the list.
15
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
InstallShield Wizard for ATX Document Manager
Workstation dialog box:
16
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
8. Click Next.
17
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Program dialog box:
9. Click Install.
ATX Document Manager displays a dialog box asking you to
wait for the Release Notes to be opened:
10. Click OK.
18
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager opens the latest Release Notes.
Once you close the Release Notes, ATX Document Manager
11. Click Finish to exit the wizard.
Repeat these steps at each workstation.
19
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Installing ATX Document Manager
(Windows Vista or Windows 7)
The instructions below describe the steps for installing ATX
Document Manager on a Windows Vista or Windows 7 Operating
System. The steps are the same for both systems; however the
screenshots may vary slightly. The screenshots in the steps below
are using Windows Vista.
Vista Operating Systems require installations to be run by a user
with Administrator rights. The network setup works the same as
any other Operating System as long as the install is performed by
the administrator.
1. Insert your CD into the disk drive.
If Setup does not start automatically, click the Windows button, All
Programs, Accessories, then Run and Type X:\SFSStartup. (X
20
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX displays the ATX Document Manager dialog box:
21
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
If your User Account Control is on, ATX Document Manager
displays the User Account Control dialog box:
3. Click Continue.
ATX Document Manager displays a dialog box with the
message “A registry needs to be set if you want to be able
to install to a mapped drive. May we set this entry for
you?”
4. Click Yes to continue. If you click No, you will be
unable to see any mapped network drives.
22
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Rebooting Machine
dialog box:
5. Select the Yes, I want to restart my computer now
option and click Finish to reboot your machine.
6. Once your computer reboots, click the Windows
button, All Programs, Accessories, then Run and
type X:\SFSStartup. (X represents the letter of the
CD-ROM drive.)
23
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
8. Click Continue.
24
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
InstallShield for ATX Document Manager Workstation
dialog box:
9. Click Next to continue with the installation.
25
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
11. Click Next.
26
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Program dialog box:
12. Click Install.
27
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Select Drive dialog box:
13. Select the drive to which you want to install ATX
28
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
During the installation, ATX Document Manager displays the
Windows Security dialog box:
14. Click Install this driver software anyway. ATX
Document Manager software that gives you the ability
to print a PDF file to ATX Document Manager from
another program.
15. Click OK.
29
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
30
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager must be opened with a user that has
administrative rights. This also applies to users on workstations.
If your user does not have administrative rights, ATX Document
Manager will display the following error:
Configuring a Network Workstation (Windows
Vista and Windows 7)
To configure a workstation to run ATX Document Manager, the program
must already be installed to the server or another workstation acting as
a server. The drive to which you have installed ATX Document Manager
must also be shared out with full control permission. Finally, you must
map to the drive to which you have installed ATX Document Manager.
To configure a workstation to run ATX Document Manager, use the
following steps:
1. Insert your CD into the disk drive.
If Setup does not start automatically, click the Windows button, All
Programs, Accessories, then Run and type X:\SFSStartup. (X
31
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX displays the ATX Document Manager dialog box:
32
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
3. Click Continue.
ATX Document Manager displays a dialog box with the
message “A registry needs to be set if you want to be able
to install to a mapped drive. May we set this entry for
you?”
4. Click Yes to continue. If you click No, you will be
unable to see any mapped network drives.
33
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Rebooting Machine
dialog box:
5. Select the Yes, I want to restart my computer now
option and click Finish to reboot your machine.
6. Once your computer reboots, click the Windows
button, All Programs, Accessories, then Run and
type X:\SFSStartup. (X represents the letter of the
CD-ROM drive.)
34
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
8. Click Continue.
35
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
9. Click Next to continue with the installation.
36
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Select Option dialog
box:
10. Select Configure this workstation to run ATX
37
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Select Server
Installation dialog box:
11. Select the server installation drive and click OK.
You should only see existing installations in the list.
38
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
InstallShield Wizard for ATX Document Manager
Workstation dialog box:
39
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
14. Click Next.
40
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Program dialog box:
15. Click Install.
41
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
During the installation, ATX Document Manager displays the
Windows Security dialog box:
16. Click Install this driver software anyway. ATX
Document Manager installs software that gives you
the ability to print a PDF file to ATX Document
Manager from another program.
17. Click OK.
42
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
43
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
Registering Your Software
ATX Document Manager requires you to register the software after
installation. You should only have to do this once. If you have ATX
Document Manager installed on a network, you can register your
software from any machine. You will need to have your Installation
Code to do this. Your Installation Code can be found on the Fulfillment
confirmation slip provided with your software. Make sure to keep track of
your different Installation Codes for any different ATX products that you
may use.
If at any time you need to return to the Register Software dialog box,
use the following steps:
1. Click the Help menu and select Register.
ATX Document Manager displays the Register Software
dialog box:
2. Enter your Installation Code in the box provided.
3. Click OK.
Clicking Cancel closes ATX Document Manager without
registering your software.
44
C h a p t e r
1 :
I n s t a l l i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Login window:
When you first log in to ATX Document Manager with the Admin
user, the password will be blank. However, we strongly encourage
you to assign a password to the Admin user. For information on
assigning passwords, see Chapter 4: Configuring Your Security
Settings.
4. Click Login.
45
C h a p t e r
2 :
S e t t i n g
U p
A T X
D o c u m e n t
M a n a g e r
2
Chapter
Setting Up ATX
Document
Manager
A
fter installing ATX Document Manager, you should configure
your program settings.
Some of the settings include:
•
The file hierarchy
•
Side-by-Side Viewing
•
Email Preferences
•
Registering Hot Keys
46
C h a p t e r
2 :
S e t t i n g
U p
A T X
D o c u m e n t
M a n a g e r
Configuring Your Settings in ATX
Document Manager
After you enter your Installation Code for the first time, ATX
Document Manager displays the Settings dialog box:
Root Directory
This is the directory in which ATX Document Manager and all of its data
is saved.
Export Drive
This is the drive in which your ATX tax preparation software is installed.
47
C h a p t e r
2 :
S e t t i n g
U p
A T X
D o c u m e n t
M a n a g e r
Default Directory Structure
The Default Directory Structure determines how you want ATX
Document Manager to organize and display your files.
“Permanent” Default Folder
This folder allows the user to store documents that are not associated
with any tax year such as IDs, divorce papers, death and birth
certificates, wills, power of attorneys, etc. You can add new folders
under the “Permanent” folder, but you cannot rename or delete it.
Add New Year
When you click the Add New Year button, ATX Document Manager
displays the Add New Year dialog box. Enter the year you would like to
create. You can also select a year for the directory structure by clicking
the drop-down list and selecting the default structure, or one you have
created.
Remove Year
Click the Remove Year button to remove the year folder you have
selected from the active directory. You can remove any year except the
default year.
Add Folder
Click the Add Folder button to create a new folder under the active
directory.
Rename Folder
Click the Rename button to rename the selected folder.
Remove Folder
Click the Remove Folder button to remove the selected folder.
Apply Changes to
When using this feature, you have the ability to determine to which
clients the changes are applied. For instance, if you select Active
Clients, and then make changes to the Default Directory Structure,
Document Manager will update all existing active clients with these
changes. You can select all that apply.
48
C h a p t e r
2 :
S e t t i n g
U p
A T X
D o c u m e n t
M a n a g e r
Email Settings
The Change Button
When you click the Change button under Email Settings, ATX
Document Manager displays the SMTP Settings Dialog box:
ATX Document Manager uses Microsoft Office Outlook as its default
e-mail provider. If you use any other provider (including Outlook
Express), you must complete the SMTP Settings Dialog box. Consult
your e-mail provider for the following information:
•
From: Enter your e-mail address.
•
SMTP: (Simple Mail Transfer Protocol)
Your Internet Service Provider provides
this information.
•
My server requires authentication: If
your server requires authentication, select
this check box.
49
C h a p t e r
2 :
S e t t i n g
U p
A T X
D o c u m e n t
M a n a g e r
•
Account name: If your server requires
authentication, enter your e-mail address
as the Account name.
•
Password: If your server requires
authentication, enter your e-mail
password here.
•
This server requires a secure
connection (SSL): If your server requires
a secure connection, select this check
box.
•
SMTP server port: If the SMTP has a
server port or your office has a secure
internet connection, obtain the SMTP
server port from your network
administrator.
Consult your e-mail provider if you have difficulty adjusting the
SMTP settings. Some e-mail providers require you to purchase a
premium package before allowing access to that account from
another server.
The Empty Email History List button
When you send e-mails from ATX Document Manager, the addresses
are saved in the To: drop-down list. If this list gets too lengthy, you can
clear it by clicking the Empty Email History List button.
Other Settings
Select Process Tax Year allows you to select which tax year you wish
to use when scanning and processing files.
Select Quick Move folder allows you to choose the folder in which you
want to place documents moved. The current year Source Doc option is
selected by default.
50
C h a p t e r
2 :
S e t t i n g
U p
A T X
D o c u m e n t
M a n a g e r
Register Hot Keys allows you to assign certain Hot Keys to navigate
ATX Document Manager while using the Side-by-Side View and
working in ATX.
Audit Trail allows the Admin user to track when a document was
created, modified, opened, moved or deleted, etc. If the check box is not
selected these actions will not appear on the log file. This option will be
unavailable for all users, except Admin.
Side-by-Side View
Side-by-Side View allows you to display ATX Document Manager and
your ATX tax preparation software side-by-side on the same screen.
The width and height determine the size of the Document Manager
window. When you set the options here, you set the default options.
Using the Side-by-Side View from the View menu is for the current use
only, not global use.
Show Side-by-Side Tree View shows the tree view while in
side-by-side mode.
Show Tree View – selecting this check box will make the tree view
visible by default when you start ATX Document Manager. If you do not
select this check box, the tree view will not be visible on startup. You
can change the view on the View menu for the current session of the
program.
51
C h a p t e r
3 :
U s i n g
t h e
D o c u m e n t
M a n a g e r
M e n u s
3
Chapter
Using the
Document
Manager Menus
O
nce you have completed setting up ATX Document Manager,
you can begin maneuvering through the program.
52
C h a p t e r
3 :
U s i n g
t h e
D o c u m e n t
M a n a g e r
M e n u s
Using the ATX Document Manager
Menus
File Menu
53
C h a p t e r
3 :
U s i n g
t h e
D o c u m e n t
M a n a g e r
M e n u s
The following table describes the items on the File menu:
Menu Item
Description
New Folder
Allows you to add a new directory.
Open
Allows you to open a directory.
Add
Allows you to add new documents.
Delete
Allows you to delete a client’s files and folders.
Rename
Allows you to rename a document or directory.
Close
Allows you to close the current document.
Move Client
To
Allows you to move a client to the Active Clients,
Inactive Clients, or Non Client Folder.
Move To
Allows you to move documents from Review and
Assign to the Active Clients, Inactive Clients, or Non
Client Folder.
Move
Allows you to quickly move scanned documents from
Review and Assign to the Active Clients directory.
(This option is only available in ATX Scan&Fill and is
unavailable in ATX Document Manager.)
Spouse
Allows you to assign a relationship between files for
spouses. (This option is only available in ATX
Scan&Fill and is unavailable in ATX Document
Manager.)
Properties
Allows you to edit the properties for a directory.
Save
Allows you to save a document after it has been
scanned and reviewed. (This option is only available in
ATX Scan&Fill and is unavailable in ATX Document
Manager.)
Save to PDF
Allows you to save a document to PDF after it has
been scanned and reviewed. (This option is only
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available in ATX Scan&Fill and is unavailable in ATX
Document Manager.)
Print
Allows you to print documents.
Export to
ATX
Allows you to export scanned documents to ATX.
Exit
Allows you to close ATX Document Manager.
Edit Menu
The following table describes items on the Edit menu:
Menu Item
Description
Copy
Allows you to copy files.
Cut
Allows you to cut folders and files.
Paste
Allows you to paste folders and files from one directory
to another.
Markers
Allows you to mark the status of client’s files and
folders. You can also add notes to the client’s files and
folders.
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View Menu
The following table describes items on the View menu:
Menu Item
Description
Side-by-Side
Allows you to resize the ATX Document Manager
screen to view in conjunction with ATX.
Back
Allows you to go back one document within the
directory. Only works in Side-by-Side mode.
Forward
Allows you to go forward one document within the
directory. Only works in Side-by-Side mode.
Show Tree
Allows you to view or hide the directory tree.
Refresh
Allows you to refresh the screen to display the most
current data.
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Activity Menu
The following table describes items on the Activity menu:
Menu Item
Description
Scan
Allows you to scan a document.
Process
Document
Allows you to process an image file. (This option is
only available in ATX Scan&Fill and is unavailable in
ATX Document Manager.)
Tools Menu
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The following table describes items on the Tools menu:
Menu Item
Description
Settings
Allows you to view the root directory and file hierarchy.
You can modify e-mail settings, side-by-side screen
size, opt to view or hide the ATX Document Manager
tree in side-by-side view (you can change this setting
from the View menu while working in ATX Document
Manager), and register hot keys.
View Audit
Trail
Allows the Admin user to view the log file showing
when a document was created, modified, opened,
moved or deleted, etc.
Email
Allows you to send e-mails and attach ATX Document
Manager files.
Backup
Allows you to back up your files for storage or
transport.
Restore
Allows you to restore files from backup.
Import
Allows you to import data files sent via email from
other ATX Document Manager users.
Check In/Out
Allows you to check out your client's files and folders.
This allows a user to check out the files/folders to a
removable device and check them in on a different
computer. While the files are checked out other users
have access to view these files, but not make any
changes.
Edit
Categories
Allows you to make changes to the list of categories
that can be assigned to clients.
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Security Menu
The following table describes items on the Security menu:
Menu Item
Description
Client
Security
Allows you to secure a client’s files by adding a
password and locking the client.
Add/Edit
Users
Allows you to add new users or edit existing users.
Change
Password
Allows you to change the current user’s password.
Change User
Allows you to log in with a different user.
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Help Menu
The following table describes items listed on the Help menu:
Menu Item
Description
ATX
Document
Manager
Help
Opens ATX Document Manager Help.
Keyboard
Shortcuts
Opens a list of keyboard shortcuts available in ATX
Document Manager.
Support Site
Allows the user to navigate to the support site to check
for and download updates and access the Knowledge
Base.
ATX Web
Opens atxinc.com in a separate window.
Register
Allows you to register your software using your
installation code.
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Support
Mode
Enabling this feature allows reproducible issues to be
captured in a log file and transmitted to the
development team for review. This will aid in our ability
to offer a solution. Customer Service representatives
are available to assist with this process.
About
Displays the About ATX Document Manager for
Windows dialog box, where you can find the version
of software you are currently running.
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ATX Document Manager Toolbar
The following table describes the buttons on the ATX Document
Manager toolbar:
Menu Item
Description
Move
Allows you to quickly move scanned documents from
the Review and Assign directory to the Active Clients
directory. (This option is only available in ATX
Scan&Fill and is unavailable in ATX Document
Manager.)
Save
Allows you to save a scanned or edited document.
Add
Allows you to add a document to the directory.
Scan
Allows you to scan a document to add to the directory.
Process
Allows you to process a document that has been
scanned and reviewed. (This option is only available in
ATX Scan&Fill and is unavailable in ATX Document
Manager.)
Export
Allows you to export a file to ATX. (This option is only
available in ATX Scan&Fill and is unavailable in ATX
Document Manager.)
Email
Opens the Email dialog box.
Open
Opens the currently selected file from the directory.
Close
Closes the document currently open in ATX Document
Manager.
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Delete
Allows you to delete a directory or document.
Print
Allows you to print the document that is open.
Help
Opens ATX Document Manager Help.
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4
Chapter
Configuring Your
Security
Settings
T
he Security settings allow users to add a password to client’s
files, add users and assign specific rights to each of them and
change their passwords, change the Admin password, or
change users.
Client Security
The Client Security feature allows the user to secure a client’s files by
adding a password and locking the client.
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Adding Passwords to a Client’s Files
To add a password to a client’s file, use the following steps:
1. Do one of the following:
•
Highlight the client’s name and click the
Security menu, point to Client Security,
and select Lock Client; or
•
Right-click on the client’s name, point to
Client Security, and select Lock Client;
or
•
Highlight the client’s name and press
Ctrl+Shift+L.
ATX Document Manager displays the Enter Password dialog
box:
2. Enter the password you would like to use for this
client and click OK.
At this time, Lock Client is activated in the Client Security menu. The
client’s folder and any files you have opened will close at this time. The
text of the client’s files and folders will turn blue, letting you know that the
client is now secured, but not locked. The user will have unlocked
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access until the client is locked, or the program is closed. When the user
tries to enter the file again, ATX Document Manager prompts the user to
enter the password for the client. Once the password is entered, the
user will be able to perform any operation.
Lock Client
When a client is locked, all operations are restricted for that client. Users
cannot copy, cut, paste, move, expand, and view, etc., that client. For
example, if you have your personal information stored in ATX Document
Manager, you can lock the client so that other workers in your office will
not have access to your personal information.
If a client is locked when you try to perform a backup, ATX
Document Manager will prompt you to enter the client’s password
before you can schedule the backup. See Chapter 5: Using ATX
Document Manager for more information.
To lock a client’s files and folders do one of the following:
•
and select Lock Client; or
•
Client Security, and select Lock Client;
or
•
Ctrl+Shift+L.
Once you lock the client, the text of the client’s files and folders will turn
gray in the tree.
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Unlock Client
To unlock a client’s files and folders, use the following steps:
•
and select Unlock Client; or
•
Client Security, and select Unlock
Client; or
•
Ctrl+Shift+U.
box:
2. Enter the client’s password and click Ok.
Once you unlock the client, the text of the client’s files and folders will
turn blue in the tree.
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Change Password
To change the password for the client, use the following steps:
•
Click the Security menu, point to Client
Security, and select Change Password;
or
•
Right-click, point to Client Security, and
select Change Password.
ATX Document Manager displays the Change Password
dialog box:
2. Enter the old password in the Old Password field
and press the Tab key.
3. Enter the new password in the New Password field
4. Re-enter the new password in the Re-enter New
Password field.
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5. Click OK.
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Clear Password
In order to clear the password for a client, you must first unlock the
client.
To clear the password for the client, do one of the following:
•
Click the Security menu, point to Client
Security, and select Clear Password; or
•
Right-click, point to Client Security, and
select Clear Password.
ATX Document Manager clears the password for the client.
Once you clear the password for the client, the text of the client’s files
and folders will turn black in the tree.
The Admin user does not have to unlock the client before clearing
the password.
Check In/Out
ATX Document Manager allows you to check out your client's files and
folders. This allows a user to check out the files/folders to a removable
device and check them in on a different computer. While the files are
checked out other users have access to view these files, but not make
any changes.
Check Out
To check out a client’s files/folders, use the following steps:
1. From the top-level folder of the client, do one of the
following:
•
Click the Tools menu, point to Check
In/Out and select Check Out Files, or
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Right click and point to Check In/Out and
select Check Out Files.
ATX Document Manager displays the Check Out dialog box:
2. Click the Browse button.
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ATX Document Manager displays the Browse For Folder
dialog box:
3. Navigate to the location in which you wish to check
out the files and click OK.
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ATX Document Manager displays the location you selected in
the Browse path window:
4. Click the Check Out button.
ATX Document Manager displays an information dialog box
letting you know that the operation is complete:
Once you have checked out the files, ATX Document Manager
displays the client's files and folders with green text in the
directory tree instead of black text.
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Check In
To check in a client's files/folders, use the following steps:
following:
•
In/Out and select Check In Files, or
•
select Check In Files.
ATX Document Manager displays the Check In dialog box:
2. Click the Browse button.
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dialog box:
3. Navigate to the location in which you checked out the
files and click OK.
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ATX Document Manager displays the location you selected in
the Browse path window:
ATX Document Manager lists all Existing CheckOuts and
Clients in CheckOut.
4. Select the Existing CheckOut that you wish to check
in.
5. Select the clients that you wish to check in by clicking
on each client individually or by selecting all clients by
clicking the Select All button.
6. Click Ok.
Once you have checked the files back in, ATX Document
Manager displays the client's files and folders with the normal
black text in the directory tree.
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Un-Check Folder
The Admin user has the ability to un-check a folder at any time. For
instance, if a folder has been checked out by an employee that no
longer works in the office, the Admin user can un-check this folder to
allow other users access.
To un-check a folder, use the following steps:
1. Log in as the Admin user.
following:
•
In/Out and select Un-check Folder, or
•
select Un-check Folder.
ATX Document Manager un-checks the folder and displays the client's
files and folders with the normal black text in the directory tree.
Add/Edit Users
All users can perform Admin functions unless you restrict the rights. For
more information, see the Change Rights sub-section.
To add/edit users, use the following steps:
1. Click the Security menu and choose Add/Edit
Users.
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ATX Document Manager displays the Add/Edit Users dialog
box:
2. Click the Add button.
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ATX Document Manager displays the New User dialog box:
3. Enter a name for the new user and click Ok.
The name displays in the Users List of the Add/Edit Users
dialog box.
Change Password
To change a user’s password, use the following steps:
1. Highlight the user name in the Users List, and click
the Change Password button.
ATX Document Manager displays the Edit Password
confirmation box:
2. Click Yes to change the password.
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ATX Document Manager displays the Change Password
dialog box:
3. Enter the old password in the Old Password field
4. Enter the new password in the New Password field
5. Re-enter the new password in the Re-enter New
Password dialog box, and click OK.
ATX Document Manager changes the password and returns
you to the Add/Edit Users dialog box.
Change Rights
To change a user’s rights, use the following steps:
1. Highlight the user name in the Users List, and click
the Change Rights button.
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ATX Document Manager displays the Edit Rights confirmation
box:
2. Click Yes to change the rights.
ATX Document Manager displays the Edit Rights dialog box:
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To add all or remove all rights from a user, do one of the following:
•
If you want to add all rights to the user,
click the Add All button.
•
If you want to deny all rights to the user,
click the Remove All button.
3. Choose the rights from the Granted Rights list and
click Remove to move them to the Denied Rights
list.
To choose more than one right to grant or deny, press and hold
down the Ctrl key as you click on each right.
To add rights to a user, choose the rights from the Denied Rights
list and click Add to move them to the Granted Rights list.
Amin user rights cannot be changed.
Remove a User
To remove a user, highlight the name in the User List and click the
Remove button.
ATX Document Manager displays a Warning dialog box:
Click Yes to remove the user or No if you choose not to remove the
user at this time.
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You cannot delete any user that is currently logged in on any
machine across the network.
Change User
To change the user, use the following steps:
1. Click the Security menu, and choose Change User.
ATX Document Manager displays the Login dialog box:
2. Choose a user name from the drop-down list and
enter the password for that user in the Password
field.
3. Click Login.
ATX Document Manager changes the user.
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Using ATX
Document
Manager
A
TX Document Manager allows you to store and organize your
client’s documents, making your office more efficient.
Setting Your Categories
The Categories feature allows you to categorize your clients in order to
better find them later using the Search feature. You can add, remove, or
create categories to your liking.
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Creating New Categories
To create a new category, use the following steps:
1. Click Tools and select Edit Categories.
ATX Document Manager displays the Edit Categories dialog
box:
2. Click the New button.
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ATX Document Manager displays the New Category dialog
box:
3. Type the category name in the New Category dialog
box and click Ok.
The new category displays at the bottom of the list in the Edit
Categories window.
4. Click OK to close the Edit Categories dialog box.
Deleting a Category
To delete a category, use the following steps:
2. Select the category and click the Delete button.
A category cannot be deleted if a client has been assigned to the
category. You must unassign any clients that have been assigned
to the category before you can delete it.
Renaming a Category
To rename a category, use the following steps:
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2. Select the category and click the Rename button.
ATX Document Manager displays the Rename Category
dialog box:
3. Clear the name, enter the new desired name, and
click Ok.
Restoring Default Categories
To restore the default categories, use the following steps:
2. Click the Create Default button.
Selecting the Create Default button deletes all user-created
categories, renames, and restores any default category that has
been modified.
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ATX Document Manager displays a warning:
To continue, click Yes in the Warning window to restore the default
categories.
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Creating a New Directory
Creating Top Level Directories in the Non Client
Folders and Review and Assign Directories
To create a new top-level directory, use the following steps:
1. Click on either Non Client Folders or Review and
Assign to create the new directory.
2. Make sure all existing directories are closed and not
highlighted.
If you create a new directory while a directory is highlighted, your
new entry will become a sub-directory of the one that is highlighted.
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•
Click the File menu and select New
Folder, or
•
Right-click and select New, or
•
Press Ctrl+N.
ATX Document Manager displays the New Directory dialog
box:
4. Enter the Directory Name.
•
Click Ok to save the new directory name.
ATX Document Manager displays the new directory in the Tree.
•
Click Cancel to exit without saving the
new directory name.
To create sub-directories, highlight the directory under which the
sub-directory goes and begin with Step 3 above.
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Creating Top Level Directories in the Active
Clients and Inactive Clients Folders
To create a new top-level directory, use the following steps:
1. Click on either Active Clients or Inactive Clients
Folders to create the new directory.
2. Make sure all existing directories are closed and not
highlighted.
If you create a new directory while a directory is highlighted, your
new entry will become a sub-directory of the one that is highlighted.
•
Click the File menu and select New
Folder, or
•
Right-click and select New, or
•
Press Ctrl+N.
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ATX Document Manager displays the Directory Properties
dialog box:
4. Enter all applicable information for the new directory.
•
Click Ok to save the new directory
properties.
ATX Document Manager displays the new directory in the Tree.
•
Click Cancel to exit without saving the
new directory name.
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Scanning a New Document
It is strongly recommended that your scanner is connected locally
to the computer from which you intend to scan.
To scan a new document, use the following steps:
1. Select the folder to which you want to scan your files.
If you do not specify the location to which you want to scan your
files, you will receive a message asking you to select a destination
directory before scanning.
•
Click the Scan button on the toolbar.
•
Click the Activity menu and select Scan.
ATX Document Manager displays the Select Scan Method
dialog box.
The only option available in ATX Document Manager is Scan. The
other two options are only available in ATX Scan&Fill.
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The Scan option is for scanning documents such as receipts, word
documents, spreadsheets, or any other documents to be placed in
the desired folder of the customer. Scan will not try to recognize
any fields in the document; it will simply scan it in as a “record” to
be placed in the client’s folder.
3. Click OK.
ATX Document Manager displays the Scan dialog box:
4. Enter a file name in the File Name box.
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ATX Document Manager displays the path of the folder to which you
chose to have your files scanned in the Destination box.
5. Select the option for Scan Multiple Pages if you
have several pages that you wish to save as one file
in the client's directory.
6. Select the type of file from the File Type drop-down
list.
ATX Document Manager retains the file type settings of your last
scan. For example, if you select PDF as the file type for a scan,
ATX Document Manager defaults PDF as the file type for the next
scan. Settings will be saved for each user.
7. Click the Select Source button to choose the
scanner you want to use.
ATX Document Manager displays the Select Scan Source
dialog box:
8. Select the scanner from the list and click Select.
9. Click the Scan button on the Scan dialog box.
10. Follow the on-screen instructions for your scanner.
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Scanning as Different File Types
ATX Document Manager allows you to save your scanned files as
different file types. For instance, you can scan a file and save it as a .pdf
file type. This allows you to email files, returns, etc. to your customers.
To scan a new document, use the following steps:
2. Click the Scan button on the toolbar.
dialog box:
3. Click OK.
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ATX Document Manager displays the path of the folder to which you
chose to have your files scanned in the Destination box.
list.
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6. Click the Select Source button to choose the
scanner you want to use.
ATX Document Manager displays the Select Scan Source
dialog box.
7. Select the scanner from the list and click Select.
Follow the on-screen instructions for your scanner.
Scanning Multiple Pages to One File
ATX Document Manager allows you to scan multiple pages and save
them as one file. For instance, if you have a customer with several items
for Schedule A deductions, you can scan them all and save them as
one file instead of several individual files.
This feature requires a scanner with batch feed capability.
To scan multiple pages and save as one file, use the following steps:
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2. Click the Scan button on the toolbar.
dialog box:
3. Make sure the Scan method is selected.
4. Click OK.
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ATX Document Manager displays the path of the folder to
which you chose to have your files scanned in the Destination
box.
6. Select the Scan Multiple Pages check box.
ATX Document Manager will save the setting of the Scan Multiple
Pages check box until it is changed. For example, if you select
Scan Multiple Pages for a scan, the check box will be selected by
default for your next scan.
list.
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ATX Document Manager scans the documents and displays
the Scan with Feeder dialog box:
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9. Select the Yes or No check box to indicate if there are
more images to scan.
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If you select Yes, load the other images
into the feeder and click Scan.
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If you select No, ATX Document Manager
displays the Scan dialog box confirming
that multiple pages were scanned
successfully.
Move To
The Move To action is only active in the Review and Assign tab. This
allows the user to move documents to an established client folder in the
Active Clients, Inactive Clients, or Non Clients tab.
To move a document, do one of the following:
1. Highlight the document, click the File menu and
select Move To, or
2. Right-click on the document and select Move To, or
3. Highlight the document and press Ctrl+Shift+M.
See Chapter 5: Assigning Documents to New Clients and
Assigning Documents to Existing Clients for more information.
Move Client To
Move Client To allows the user to move the client folders to the Active
Clients, Inactive Clients, or Non Clients folders.
Move Client To is not available in the Review and Assign
directory.
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To move a client, use the following steps:
1. Click the File menu, and choose Move Client To,
and choose where you want to move the client to
from the
pop-up menu.
The Active Clients folder contains all of the clients the user works
with from year to year. The Non Clients folder allows the user to
keep their own business documents stored for audit or personal
needs. The Inactive Clients folder is for “non-returning” clients.
Use this folder to keep records for review.
2. Once a new directory is chosen, ATX Document
Manager automatically moves the client to the chosen
directory.
Adding a New Document
ATX Document Manager allows you to add an existing document from
your computer. The document does not have to be scanned into the
program.
When you are adding a new document, make sure you have first
selected the appropriate directory.
To add a document saved to your computer, use the following steps:
•
Click the Add button.
•
Click the File menu and click Add.
•
Press Ctrl+Shift+D.
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ATX Document Manager displays the Open dialog box:
2. Navigate to the location where the file is stored.
3. Select the file you want to add and click the Open
button.
ATX Document Manager adds the new file under the directory
you selected.
Documents created in Word, Excel, etc. will open in the correct
parent program once added in Document Manager.
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Assigning Documents to New Clients
To assign documents to new clients, use the following steps:
1. Select the file in the Review and Assign window and
do one of the following:
•
Click the File menu and select Move To,
or
•
Right-click and select Move To, or
•
Press Ctrl+Shift+M.
ATX Document Manager displays the Select Client Type
dialog box:
2. Select the category to which the client will belong.
3. Click OK.
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ATX Document Manager displays the Directory Properties
dialog box:
4. Select the applicable check box to assign a category.
The client's name and SSN are the only required fields.
5. ATX Document Manager selects EIN/SSN and
completes the client name for you.
6. Enter all other applicable information for the new
client and click Ok.
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ATX Document Manager displays the Copy/Move Files dialog
box:
7. ATX Document Manager displays the new client in
the list with all clients in this category.
8. Navigate to the folder belonging to the client where
you want the file to be stored and click Move.
Source Doc is the most common location to store your scanned
documents.
ATX Document Manager moves the file.
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Assigning Documents to Existing
Clients
To assign documents to an existing folder for an existing client, use the
following steps:
•
or
•
•
Press Ctrl+Shift+M.
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ATX Document Manager displays the client in the Copy/Move
Files dialog box:
2. Navigate to the folder in which you want the file to be
stored and click Move.
To assign documents to a new folder for an existing client, use the
following steps:
•
or
•
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Press Ctrl+Shift+M.
ATX Document Manager displays the client in the Copy/Move
Files dialog box:
2. Click the Add New Folder button.
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ATX Document Manager displays the New Directory dialog
box:
3. Enter the name of the folder you wish to create and
click Ok.
4. Navigate to the new folder you created and click
Move.
Deleting a Document
When you delete a file from ATX Document Manager, the file is
sent to the recycle bin and is not permanently deleted. If you
restore a file from the recycle bin, click the View menu, select
Refresh, and the files will be restored.
To delete a document, use the following steps:
1. Highlight the document you want to delete.
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Click the File menu and click Delete.
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Right-click on the highlighted item and
click Delete.
•
Press Ctrl+Del.
ATX Document Manager displays a confirmation message:
•
Click Yes to delete the directory or
document.
•
Click No to exit without deleting the
directory or document.
Search for Client
To search for an existing client, use the following steps:
1. Enter the name or Social Security number of the
client you are searching for in the Name/TIN entry.
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2. Click Search
3. ATX Document Manager narrows down the list of
existing clients based on what you enter.
You can search for a client by typing the first few letters of the
client's name/last name or even the first few digits of the client's
SSN.
To change the category by which you wish to search, use the following
steps:
1. Click the drop-down arrow beside the Category
entry.
2. Select the category by which you wish to search.
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3. Click Search
When you select Non-Assigned, ATX Document Manager will
search for all clients that have not been assigned a category.
You can search for a client by typing any letters of the client's
name/last name or even any digits of the client's SSN.
You can compress/expand the Search box by clicking the
icon. By compressing the Search box, you will have more space
available to display in the Tree View.
Search for Client by Markers
To search for existing clients based on the Marker, use the following
steps:
1. Click the drop-down arrow beside the Markers entry.
2. Select the Markers by which you wish to search.
ATX Document Manager narrows down the list of existing
clients based on what you enter.
3. Enter the name or Social Security number of the
client you are searching for in the Name/TIN entry.
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Properties
Properties allow you to assign categories, add contact information, etc.
To view Properties, click the File menu and select Properties.
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Sending E-mail from ATX Document
Manager
ATX Document Manager uses Microsoft Outlook as its default e-mail
application. If you have Outlook Express rather than the full version of
Outlook, you must set up Outlook Express as you would any other
alternate e-mail provider.
To set up an alternate e-mail provider, go to the Tools menu and select
Settings. Under Email Settings, click the Change button and enter
your information in the SMTP Settings Dialog box.
Consult your e-mail provider if you have difficulty adjusting the
SMTP settings. Some e-mail providers require you to purchase a
premium package before allowing access to that account from
another server.
To send e-mail from ATX Document Manager, use the following steps:
1. Highlight the documents in the Tree that you want to
e-mail.
•
Click the Email button on the toolbar.
•
Click the Tools menu and select Email.
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ATX Document Manager displays the Email dialog box:
3. Enter the recipient's address in the To box. You can
send e-mails to multiple recipients by separating the
e-mail addresses with a semi-colon.
When you send e-mail from ATX Document Manager, the
addresses are saved in the To: drop-down list. If this list gets too
lengthy, you can clear it by clicking the Tools menu, selecting
Settings, and clicking the Empty Email History List button.
4. Enter the Subject.
5. If you need to include any additional attachments,
click the Add button.
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To remove files individually from the Attachments box, highlight
the file and click Remove. To remove all files from the
Attachments box, click Clear.
6. Select None under Encryption.
7. Include any message to the recipient in the body of
the
e-mail.
•
Click Send to send the e-mail.
•
Click Cancel if you do not want to send
the e-mail.
Once you click Send, ATX Document Manager displays the
Email Send Options dialog box:
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Select Office Outlook if you use
Microsoft Office Outlook as your e-mail
provider and click Continue.
•
Select Built in Email Client if Microsoft
Office Outlook is not your e-mail provider.
You can configure your SMTP Settings by
clicking the Settings button. Click
Continue.
ATX Document Manager displays the following warning
message:
•
Click Yes to send the e-mail.
•
Click No if you do not want to send the email.
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If you use Microsoft Office Outlook as your e-mail provider, you
will see the following warning:
11. Click Yes to continue.
Outlook does not delete e-mails from the outbox that you send with
ATX Document Manager. You must delete these from your outbox
manually.
ATX Document Manager displays the following Confirmation
message:
12. Click OK to close the confirmation.
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Sending E-mails with Encrypted
Attachments
ATX Document Manager allows you to securely send encrypted
attachments via e-mail. All attachments will be sent in the .zip file format.
If you try to send files that are over 10MB, ATX Document
Manager will display a warning message to let you know that the
recipient may have issues receiving these files.
The tax preparer is responsible for ensuring the protection of
taxpayer information.
It is strongly recommended that you rename file attachments that
contain SSN/EIN in the file name before sending in an e-mail.
To send e-mails with encrypted attachments, use the following steps:
1. Highlight the documents in the Tree that you want to
e-mail.
•
Click the Email button on the toolbar.
•
Click the Tools menu and select Email.
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3. Enter the recipient's address in the To box. You can
send e-mails to multiple recipients by separating the
e-mail addresses with a semicolon.
When you send e-mail from ATX Document Manager, the
addresses are saved in the To: drop-down list. If this list gets too
lengthy, you can clear it by clicking the Tools menu, selecting
Settings and clicking the Empty Email History List button.
4. Enter the subject in the Subject box.
5. If you need to include any additional attachments,
click the Add button and select Files\Folders.
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To remove files individually from the Attachments box, highlight
the file and click Remove. To remove all files from the
Attachments box, click Clear.
6. Select one of the following encryption options:
•
None - This option allows you to attach
unencrypted files only. You cannot attach
clients or folders when using this option.
•
Last 4 SSN/EIN - This option allows you
to encrypt attachments with the last four
digits of the primary taxpayer's SSN/EIN.
When you select this option, ATX
Document Manager displays the following
message in the second line of the email's
body: The attached file is password
protected with the last four digits of
the primary taxpayer's SSN/EIN. This
information is required to open the file.
This option is not available for attaching
files located within non-client folders or
files from multiple clients.
•
User-Created Password - This option
allows you to encrypt attachments by
creating a password.
To encrypt attachments using an user-created password, use
the following steps:
1. Select the User-created password check box in the
Email dialog box.
2. Click Send.
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ATX Document Manager will display the following dialog box
after the Email Send Options dialog box is displayed.
3. Enter a password in the Password box.
4. Re-enter the password for verification in the Re-enter
Password box.
5. Select the Send Additional email containing usercreated password check box if you want the
recipient to receive a second email containing the
password.
This check box defaults to the last option chosen by each user.
The second e-mail will contain the following subject: Password for
your previously sent attachment.
You can clear the check box if you do not want the recipient to
receive a second e-mail containing the password. However, it is
important that you use another method to let the end user know
what the password is so that the attachment can be opened.
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6. Click Send.
•
Standard – This option allows you to
encrypt attachments that can only be
opened by another ATX Document
Manager user. The attachment is sent as
a .dmb file.
7. Include any messages in the body of the e-mail.
•
Click Send to send the e-mail.
•
Click Cancel if you do not want to send
the e-mail.
Once you click Send, ATX Document Manager displays the
Email Send Options dialog box:
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Select Office Outlook if you use
Microsoft Office Outlook as your e-mail
provider.
•
Select Built in Email Client if Microsoft
Office Outlooks is not your e-mail
provider. You can configure your SMTP
Settings by clicking the Settings button.
When sending an e-mail from ATX Document Manager, Outlook
does not delete these e-mails in the outlook. You must delete
these from your outbox manually.
ATX Document Manager displays a confirmation message.
Importing from E-mail
When you receive an e-mail from another ATX Document Manager
user, attachments are converted into a .dmb file. You can import
multiple files at once to the same location.
To extract the files to use in ATX Document Manager, use the following
steps:
1. Right-click the e-mail attachment and select Save As.
Windows opens the Save Attachment dialog box.
2. Find the location in which ATX Document Manager
has been installed. Double-click the ATX folder, and
double-click DocMan.
3. Double-click the IMPORT folder.
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4. Click Save.
5. Within ATX Document Manager, select the directory
to which you want to import the save attachments.
6. Click Tools and select Import.
ATX Document Manager displays the Import dialog box:
ATX Document Manager displays all available files in the
Existing Archives box.
7. From the Files and Directories to Import box, select
the files you want to import, or click Select All to
import all the files in that archive.
8. Click Ok to import the selected files.
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ATX Document Manager displays a question asking whether
you want to delete the imported archive file:
9. Click Yes to delete the archive file or No if you wish to
save it.
ATX Document Manager displays the attachments in the Tree.
Using Support Mode
Enabling this feature allows reproducible issues to be captured in a log
file and transmitted to the development team for review. This will aid in
our ability to offer a solution. Customer Service representatives are
available to assist with this process.
Enabling Support Mode
To enable the Support Mode feature, follow the following steps:
1. Click the Help menu and select Support Mode.
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ATX Document Manager displays the Support Mode dialog
box:
2. Select the Enable Support Mode check box and
click OK.
ATX Document Manager displays a warning dialog box:
3. Click Yes.
4. Follow directions from a customer support
representative to recreate the same steps used when
the issue was encountered.
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Submitting Issues
To submit issues, use the following steps:
1. Click the Tools menu and select Email.
See the Email topic for more information on how to send e-mails
from ATX Document Manager.
The To and Subject boxes are filled out by default. You cannot
change the attachments; these are also entered by default.
2. Enter a description of the error in the Body box.
3. Click Send.
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Disabling Support Mode
To disable Support Mode, use the following steps:
1. Click the Help menu, click Support Mode, and clear
the Enable Support mode check box.
2. Click OK.
If you do not disable the Support Mode feature, ATX Document
Manager will display the following warning message after 24
hours to let you know that it is still active:
3. Click Disable.
If you click Ignore, ATX Document Manager will remain under
support mode for another 24 hours.
Printing a Document
To print a document, use the following steps:
1. Select the file in the Tree.
•
Click the File menu and select Print.
•
Click the Print icon on the toolbar.
•
Press Ctrl+P.
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Printing a PDF to Document Manager
When using a different program (Microsoft Word, Excel, Notepad, etc),
you will have the ability to print the document to ATX Document
Manager as a pdf file.
To print a document to ATX Document Manager, use the following
steps:
1. With the document open in the other program, click
the File menu and select Print.
The Print dialog box displays.
2. Select ATXDM PDF Print from the drop-down list as
the name of the printer.
3. Click OK.
The Print to Document Manager dialog box will be displayed.
4. Select the directory to which you want to save the
document.
5. Enter the name of the document.
6. Click Save.
ATX Document Manager does not have to be open in order for this
to work.
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Audit Trail
ATX Document Manager allows the Admin user to view a log file of
activity for your client’s files. This includes when the activity occurred,
who performed the activity, and the operation performed.
In order for the operation to be shown on the log file, the Audit Trail
check box must be selected in the Settings at the time of the
operation.
To view the Audit Trail, click the Tools menu and select View Audit
Trail.
ATX Document Manager displays the log file:
You can also search the Audit Trail for specific information. For
example, you can search for any files or folders that were created on a
certain date.
ATX Document Managers allows you to choose to have a solid
background instead of the blue and white background. You can
choose this option by selecting the Use Solid Background box at
the bottom right of the log file screen.
To search the Audit Trail, use the following steps:
1. To view the Audit Trail, click the Tools menu and
select View Audit Trail.
2. Click the Search button.
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ATX Document Manager displays the Search Audit Trail
dialog box:
You can narrow the search by the document name, specific users, the
date and time the operation was performed, and by specific operations.
3. Enter the search criteria that you want to use and
click Search.
ATX Document Manager highlights the first activity relative to
your search.
•
Double-click the highlighted activity to
view detailed log information, or
•
Click Next on the Search Audit Trail
window to view the next activity relative to
your search.
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ATX Document Manager limits the size of the Audit Trail Log File.
When the log file reaches this maximum size, a new log file will be
created. All log files will be shown in the Select Log File
drop-down list at the top of the Audit Trail window. When you
search the Audit Trail, the search is limited to the log file you have
selected at the time of the search.
Filtering the Audit Trail
ATX Document Manager allows the Admin user to filter the information
shown on a log file. You can filter by the document name, user name,
date and time, and the operation.
To filter the Audit Trail, use the following steps:
1. While viewing the log file, click the Set Filter button.
ATX Document Manager displays the Set Filter Dialog
window:
2. Set the filter criteria of how you wish to filter the log
file. Click the drop-down arrows for options in each of
the fields.
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3. Once you have set the filter criteria, click Filter to
confirm, or Close to cancel without making the
changes.
ATX Document Manager filters your log file based on the
criteria you entered.
If at any time you wish to see the entire log file, click the Reset Filter
button. ATX Document Manager displays the entire log file for you.
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Markers
ATX Document Manager allows you to mark your client’s files and
folders with a specific status.
ATX Document Manager includes a set of icons to the left of
your files and folders in the Tree view. These icons represent
the different Markers options.
To mark a file or folder, use the following steps:
1. Highlight the file or folder that you wish to mark.
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Click the Edit menu and select Markers,
or
•
Right-click on the file or folder and select
Markers.
ATX Document Manager displays a pop-up menu with the
different Markers options:
3. Select the status that you wish to assign to the file or
folder.
4. ATX Document Manager changes the icon to the left
of the file or folder.
For more information on Markers, see the ATX Document
Manager Help.
Depending on which menu option you select, the appropriate icon
to the left of the file or folder will change in the Tree view.
You can change the status at any time by following the steps above.
Only one status can be assigned to a file or folder at a time.
To remove a status from a file or folder, select it from the Markers
pop-up menu and it will be removed. At this time, the icon to the left
of the file or folder will turn back to gray.
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Add Comment
ATX Document Manager allows you to add comments to your client’s
files and folders.
To add a comment to a file or folder, use the following steps:
1. Highlight the file or folder in which you want to add a
comment.
•
or
•
Markers.
3. Select Add Comment.
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ATX Document Manager displays the Add Comment dialog
box:
4. Click the Add Comment button and add your
comment.
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ATX Document Manager adds a date and time stamp, with the
user who created the comment below your comment:
5. Click the Close button.
•
The yellow triangle to the left of the file or
folder in the Tree view will change colors
signifying there is a comment on that
client’s file or folder.
Edit Comment
You can view existing comments by selecting Edit Comment on
the Markers menu.
Once you have added a comment to a file or folder, you have the ability
to edit it.
To edit an existing comment, use the following steps:
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1. Highlight the file or folder in which you want to edit a
comment.
•
or
•
Markers.
3. Select Edit Comment.
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ATX Document Manager displays the Edit Comment window:
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•
Click the Add Comment button and edit
your existing comment, or
•
Click the Clear button to remove the
existing comment from the file or folder.
Clicking the Clear button will remove the comment from the file or
folder and the triangle will turn back to gray in the Tree view.
Backing up Clients in ATX Document
Manager
ATX Document Manager allows you to back up your client files for
storage or transport.
You only have the option to back up clients when you have a
top-level directory folder selected. Otherwise, you have the option
to back up files\folders.
To perform a backup of your clients immediately, use the following
steps:
1. Highlight a top-level directory folder, click the Tools
menu, and select Backup.
2. Select Now... to conduct the backup immediately.
144
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Backup dialog box:
3. To select additional clients you want to back up, click
Add.
4. Click Clients.
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C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Open Clients dialog
box:
5. Browse to the location of the clients you want to back
up.
6. Select the clients you want to back up and click OK.
7. Click Browse in the Destination Path box to enter
the location to which you want to perform the backup.
You can back up to another drive, folder, or
removable media.
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C h a p t e r
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U s i n g
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D o c u m e n t
M a n a g e r
dialog box:
8. Navigate to the location in which you wish to back up
your clients and click OK.
9. Enter a name for the backup in the Archive File
Name box.
By default, ATX Document Manager encrypts the file. This
process is the same as zipping the file.
To remove clients individually from the backup process, highlight
the client's name and click Remove. To remove all clients from the
backup, click the Clear button.
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
•
To continue with the backup, click Ok.
ATX Document Manager backs up the selected files to the
desired location.
•
To exit without backing up, click Close.
Scheduling Backups for Clients in ATX
Document Manager
ATX Document Manager must be open and it must be the active
window in order to perform a scheduled backup. If the window is
minimized, Document Manager will not perform the scheduled backup.
If Document Manager is closed during the time a backup is
scheduled, it will perform the backup the next time you start the
program.
To schedule a backup, use the following steps:
1. Click the Tools menu and select Backup.
2. Select Schedule...
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Schedule Backups
dialog box:
3. Click New Schedule.
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
4. To select additional clients you want to backup, click
Add.
5. Click Clients.
150
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Open Clients dialog
box:
6. Browse to the location of the clients you want to
backup.
7. Select the clients you want to backup and click OK.
151
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
You can backup to another drive, folder, or removable
media.
152
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
Name box.
If you select the Include all new files check box, all new files
created after the scheduled backup was created will be included in
the backup automatically.
153
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
11. Enter the Period, Day, and Hour to backup in the
Timing Data section. The Day drop-down list
changes according to the Period you select.
•
•
Scheduling Backups for Locked Clients
ATX Document Manager allows you to schedule backups for locked
clients, but the client’s password must be entered before creating the
schedule.
To schedule a backup for a locked client, use the following steps:
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
ATX Document Manager displays a warning:
4. Click Yes to unlock the client.
155
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
box:
5. Enter the client’s password and click Ok.
6. Continue with the previous steps for scheduling a
backup.
Backing up Files\Folders in ATX
Document Manager
ATX Document Manager allows you to back up your files for storage or
transport.
You only have the option to back up files\folders when you select
any file or folder below the top-level directory folder. Otherwise, you
have the option to back up clients.
To perform a backup of your files\folders immediately, use the following
steps:
1. Highlight a client's folder in either Active Clients or
Inactive Clients, click the Tools menu, and select
Backup.
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
3. To select additional files\folders you want to backup,
click Add.
4. Click Files\Folders.
157
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Open Files\Folders
dialog box:
5. Browse to the location of the files\folders you want to
back up.
6. Select the files\folders you want to back up and click
OK.
removable media.
158
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
Name box.
159
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
•
desired location.
•
Scheduling Backups for Files/Folders in ATX
Document Manager
program.
160
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
161
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
4. To select additional files/folders you want to backup,
click Add.
5. Click Files/Folders.
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C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Open Files\Folders
dialog box:
6. Browse to the location of the files/folders you want to
backup.
7. Select the files/folders you want to backup and click
OK.
163
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
media.
164
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
Name box.
By default, ATX Document Manager encrypts the file.
165
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
To remove files individually from the back up process, highlight the
file name and click Remove. To remove all files from the back up,
click the Clear button.
•
•
Backing Up Directories in ATX
Document Manager
ATX Document Manager allows you to back up entire directories for
storage or transport instead of selecting individual clients.
You only have the option to backup directories when you have a
top-level directory folder selected. Otherwise, you will have the
option to backup files\folders.
To perform a backup of your directories immediately, use the following
steps:
1. Highlight a top-level directory folder, click the Tools
menu and select Backup.
166
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
3. To select directories you want to backup, click Add.
4. Click Tabs.
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Open Tab Directories
dialog box:
5. Select the directories you want to backup and click
OK.
6. Click Browse in the Destination Path box to select
removable media.
168
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
your directories and click OK.
Name box.
169
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
•
desired location.
•
Scheduling Backups for Directories in ATX
Document Manager
program.
170
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
171
C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
4. To select directories you want to backup, click Add.
5. Click Tabs.
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C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Open Tab Directories
dialog box:
6. Select the directories you want to backup and click
OK.
173
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
media.
174
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
dialog box:
your directories and click OK.
Name box.
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C h a p t e r
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U s i n g
A T X
D o c u m e n t
M a n a g e r
•
•
Restoring Data in ATX Document
Manager
ATX Document Manager restores data to the directory that is
highlighted, so be sure to select the proper path before you begin the
Restore process.
To restore data from a previous backup, use the following steps:
1. Click the Tools menu and select Restore.
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C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays the Restore dialog box:
2. Select the path where the backup file is located.
177
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
ATX Document Manager displays all available files in the
Existing Backups box:
3. From the Files and Directories In Backup box,
select the files you want to restore, or click Select All
to restore all the files in that backup.
•
To continue the restore process, click Ok
and ATX Document Manager restores the
files to their proper location.
•
To exit without restoring, click Close.
178
C h a p t e r
5 :
U s i n g
A T X
D o c u m e n t
M a n a g e r
Index
Activity Menu, 57
Assigning Documents
Creating New Directories, 88
Active Clients and Inactive
Clients Folders, 90
Non Client Folders and Review
and Assign Directories, 88
New Clients, 104
Audit, 132
Filtering the Audit Trail, 134
Backing Up
Directories, 47, 48
Documents
Clients, 142
Directories, 164
Files/Folders, 154
Adding New, 102
Deleting, 110
Printing, 130
Scanning New, 92
Categories
Creating New, 84
Deleting, 85
Renaming, 85
Restoring Default, 86
Setting, 83
Edit Menu, 55
Email
Sending E-mails with
Encrypted Attachments, 120
Sending from Document
Manager, 115
Settings, 49
Check In/Out
Check Out, 69
Un-Check Folder, 76
Client Security, 64
File Menu, 53
Help Menu, 60
Importing
Adding Passwords to Client’s
Files, 65
Change Password, 68
Lock Client, 66
Unlock Client, 67
From E-mail, 125
Installing
ATX Document Manager, 1
Configuring
Installing ATX Document
Manager
Your Security Settings, 64
Your Settings, 47
Windows 7, 20
Windows Vista, 20
Windows XP, 2
Configuring a Network
Workstation
Markers, 136
Windows 7, 31
Windows Vista, 31
Windows XP, 11
Add Comment, 138
Edit Comment, 140
179
C h a p t e r
5 :
U s i n g
A T X
Menus, 52
Moving
Clients, 101
Files, 101
Printing a PDF, 131
Properties, 114
Registering Document
Manager, 44
Restoring, 174
Scanning
Different File Types, 95
Scanning New Documents,
92
Scheduling Backups
Directories, 168
Files/Folders, 158
Locked Clients, 152
Search for Client, 111
D o c u m e n t
M a n a g e r
Search by Markers, 113
Security Menu, 59
Setting Up Document
Manager, 46
Settings, 49
Side-by-Side View, 51
Support Mode, 127
Disabling, 130
Enabling, 127
Toolbar, 62
Tools Menu, 57
Users
Add/Edit, 76
Change Password, 78
Change Rights, 79
Changing, 82
Removing, 81
View Menu, 56

ATX Document Manager - CCH Small Firm Services

Transcription

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