ATX Document Manager. User Guide

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1 ATX Document Manager User Guide

2 ATX DOCUMENT MANAGER User Guide 2010 CCH Small Firm Services. All rights reserved. 6 Mathis Drive NW Rome, GA 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

3 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 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 Settings...49 The Change Button...49 The Empty History List button...50

4 Other Settings...50 Side-by-Side View...51 Using the Document Manager Menus 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 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

5 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 Move Client To Adding a New Document Assigning Documents to New Clients Assigning Documents to Existing Clients Deleting a Document Search for Client Search for Client by Markers Properties Sending from ATX Document Manager Sending s with Encrypted Attachments Importing from Using Support Mode Enabling Support Mode Submitting Issues Disabling Support Mode...131

6 Printing a Document Printing a PDF to Document Manager Audit Trail Filtering the Audit Trail Markers Add Comment Edit Comment Backing up Clients in ATX Document Manager Scheduling Backups for Clients in ATX Document Manager Scheduling Backups for Locked Clients Backing up Files\Folders in ATX Document Manager Scheduling Backups for Files/Folders in ATX Document Manager Backing Up Directories in ATX Document Manager Scheduling Backups for Directories in ATX Document Manager Restoring Data in ATX Document Manager Index

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8 Chapter 1: Installing ATX Document Manager Chapter 1 Installing ATX Document Manager ATX 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

9 Chapter 1: Installing ATX Document Manager 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

10 Chapter 1: Installing ATX Document Manager 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

11 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Welcome to the InstallShield Wizard for ATX Document Manager dialog box: 3. Click Next. 4

12 Chapter 1: Installing ATX Document Manager 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

13 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Ready to Install the Program dialog box: 6. Click Install. 6

14 Chapter 1: Installing ATX Document Manager 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

15 Chapter 1: Installing ATX Document Manager 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

16 Chapter 1: Installing ATX Document Manager 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

17 Chapter 1: Installing ATX Document Manager Once the installation is complete, ATX Document Manager displays the InstallShield Wizard Completed dialog box: 10. Click Finish. 10

18 Chapter 1: Installing ATX Document Manager 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

19 Chapter 1: Installing ATX Document Manager 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. 12

20 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Welcome to the InstallShield Wizard for ATX Document Manager dialog box: 3. Click Next to continue. 13

21 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Select Option dialog box: 4. Select Configure this workstation to run ATX Document Manager and click Next. 14

22 Chapter 1: Installing ATX Document Manager 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

23 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Welcome to the InstallShield Wizard for ATX Document Manager Workstation dialog box: 6. Click Next to continue. 16

24 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the License Agreement dialog box: 7. Read the license agreement and select I accept the terms in the license agreement. 8. Click Next. 17

25 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Ready to Install the 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

26 Chapter 1: Installing ATX Document Manager ATX Document Manager opens the latest Release Notes. 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. Once you close the Release Notes, ATX Document Manager displays the InstallShield Wizard Completed dialog box: 11. Click Finish to exit the wizard. Repeat these steps at each workstation. 19

27 Chapter 1: Installing ATX Document Manager 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 represents the letter of the CD-ROM drive.) 20

28 Chapter 1: Installing ATX Document Manager ATX displays the ATX Document Manager dialog box: 2. Click INSTALL: Document Manager. 21

29 Chapter 1: Installing ATX Document Manager 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

30 Chapter 1: Installing ATX Document Manager 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.) 7. Click INSTALL: Document Manager. 23

31 Chapter 1: Installing ATX Document Manager If your User Account Control is on, ATX Document Manager displays the User Account Control dialog box: 8. Click Continue. 24

32 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Welcome to the InstallShield for ATX Document Manager Workstation dialog box: 9. Click Next to continue with the installation. 25

33 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the License Agreement dialog box: 10. Read the license agreement and select I accept the terms in the license agreement. 11. Click Next. 26

34 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Ready to Install the Program dialog box: 12. Click Install. 27

35 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Select Drive dialog box: 13. Select the drive to which you want to install ATX Document Manager and click Next. 28

36 Chapter 1: Installing ATX Document Manager 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. ATX Document Manager displays a dialog box asking you to wait for the Release Notes to be opened: 15. Click OK. 29

37 Chapter 1: Installing ATX Document Manager ATX Document Manager opens the latest Release Notes. 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. Once you close the Release Notes, ATX Document Manager displays the InstallShield Wizard Completed dialog box: 16. Click Finish to exit the wizard. 30

38 Chapter 1: Installing ATX Document Manager 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 represents the letter of the CD-ROM drive.) 31

39 Chapter 1: Installing ATX Document Manager ATX displays the ATX Document Manager dialog box: 2. Click INSTALL: Document Manager. 32

40 Chapter 1: Installing ATX Document Manager 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. 33

41 Chapter 1: Installing ATX Document Manager 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.) 7. Click INSTALL: Document Manager. 34

42 Chapter 1: Installing ATX Document Manager If your User Account Control is on, ATX Document Manager displays the User Account Control dialog box: 8. Click Continue. 35

43 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Welcome to the InstallShield Wizard for ATX Document Manager dialog box: 9. Click Next to continue with the installation. 36

44 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Select Option dialog box: 10. Select Configure this workstation to run ATX Document Manager and click Next. 37

45 Chapter 1: Installing ATX Document Manager 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

46 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Welcome to the InstallShield Wizard for ATX Document Manager Workstation dialog box: 12. Click Next to continue. 39

47 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the License Agreement dialog box: 13. Read the license agreement and select I accept the terms in the license agreement. 14. Click Next. 40

48 Chapter 1: Installing ATX Document Manager ATX Document Manager displays the Ready to Install the Program dialog box: 15. Click Install. 41

49 Chapter 1: Installing ATX Document Manager 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. ATX Document Manager displays a dialog box asking you to wait for the Release Notes to be opened: 17. Click OK. 42

50 Chapter 1: Installing ATX Document Manager ATX Document Manager opens the latest Release Notes. 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. Once you close the Release Notes, ATX Document Manager displays the InstallShield Wizard Completed dialog box: 18. Click Finish to exit the wizard. 43

51 Chapter 1: Installing ATX Document Manager 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

52 Chapter 1: Installing ATX Document Manager 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

53 Chapter 2: Setting Up ATX Document Manager Chapter 2 Setting Up ATX Document Manager fter installing ATX Document Manager, you should configure Ayour program settings. Some of the settings include: The file hierarchy Side-by-Side Viewing Preferences Registering Hot Keys 46

54 Chapter 2: Setting Up ATX Document Manager 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

55 Chapter 2: Setting Up ATX Document Manager 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

56 Chapter 2: Setting Up ATX Document Manager Settings The Change Button When you click the Change button under Settings, ATX Document Manager displays the SMTP Settings Dialog box: ATX Document Manager uses Microsoft Office Outlook as its default provider. If you use any other provider (including Outlook Express), you must complete the SMTP Settings Dialog box. Consult your provider for the following information: From: Enter your 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

57 Chapter 2: Setting Up ATX Document Manager Account name: If your server requires authentication, enter your address as the Account name. Password: If your server requires authentication, enter your 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 provider if you have difficulty adjusting the SMTP settings. Some providers require you to purchase a premium package before allowing access to that account from another server. The Empty History List button When you send s 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 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

58 Chapter 2: Setting Up ATX Document Manager 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

59 Chapter 3: Using the Document Manager Menus Chapter 3 Using the Document Manager Menus O nce you have completed setting up ATX Document Manager, you can begin maneuvering through the program. 52

60 Chapter 3: Using the Document Manager Menus Using the ATX Document Manager Menus File Menu 53

61 Chapter 3: Using the Document Manager Menus The following table describes the items on the File menu: Menu Item New Folder Open Add Delete Rename Close Move Client To Move To Move Spouse Properties Save Save to PDF Description Allows you to add a new directory. Allows you to open a directory. Allows you to add new documents. Allows you to delete a client s files and folders. Allows you to rename a document or directory. Allows you to close the current document. Allows you to move a client to the Active Clients, Inactive Clients, or Non Client Folder. Allows you to move documents from Review and Assign to the Active Clients, Inactive Clients, or Non Client Folder. 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.) 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.) Allows you to edit the properties for a directory. 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.) Allows you to save a document to PDF after it has been scanned and reviewed. (This option is only 54

62 Chapter 3: Using the Document Manager Menus available in ATX Scan&Fill and is unavailable in ATX Document Manager.) Print Export to ATX Exit Allows you to print documents. Allows you to export scanned documents to ATX. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.) Allows you to close ATX Document Manager. Edit Menu The following table describes items on the Edit menu: Menu Item Copy Cut Paste Markers Description Allows you to copy files. Allows you to cut folders and files. Allows you to paste folders and files from one directory to another. Allows you to mark the status of client s files and folders. You can also add notes to the client s files and folders. 55

63 Chapter 3: Using the Document Manager Menus View Menu The following table describes items on the View menu: Menu Item Side-by-Side Back Forward Show Tree Refresh Description Allows you to resize the ATX Document Manager screen to view in conjunction with ATX. Allows you to go back one document within the directory. Only works in Side-by-Side mode. Allows you to go forward one document within the directory. Only works in Side-by-Side mode. Allows you to view or hide the directory tree. Allows you to refresh the screen to display the most current data. 56

64 Chapter 3: Using the Document Manager Menus Activity Menu The following table describes items on the Activity menu: Menu Item Scan Process Document Description Allows you to scan a 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 57

65 Chapter 3: Using the Document Manager Menus The following table describes items on the Tools menu: Menu Item Settings View Audit Trail Backup Restore Import Check In/Out Edit Categories Description Allows you to view the root directory and file hierarchy. You can modify 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. Allows the Admin user to view the log file showing when a document was created, modified, opened, moved or deleted, etc. Allows you to send s and attach ATX Document Manager files. Allows you to back up your files for storage or transport. Allows you to restore files from backup. Allows you to import data files sent via from other ATX Document Manager users. 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. Allows you to make changes to the list of categories that can be assigned to clients. 58

66 Chapter 3: Using the Document Manager Menus Security Menu The following table describes items on the Security menu: Menu Item Client Security Add/Edit Users Change Password Change User Description Allows you to secure a client s files by adding a password and locking the client. Allows you to add new users or edit existing users. Allows you to change the current user s password. Allows you to log in with a different user. 59

67 Chapter 3: Using the Document Manager Menus Help Menu The following table describes items listed on the Help menu: Menu Item ATX Document Manager Help Keyboard Shortcuts Support Site ATX Web Register Description Opens ATX Document Manager Help. Opens a list of keyboard shortcuts available in ATX Document Manager. Allows the user to navigate to the support site to check for and download updates and access the Knowledge Base. Opens atxinc.com in a separate window. Allows you to register your software using your installation code. 60

68 Chapter 3: Using the Document Manager Menus Support Mode About 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. Displays the About ATX Document Manager for Windows dialog box, where you can find the version of software you are currently running. 61

69 Chapter 3: Using the Document Manager Menus ATX Document Manager Toolbar The following table describes the buttons on the ATX Document Manager toolbar: Menu Item Move Save Add Scan Process Export Open Close Description 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.) Allows you to save a scanned or edited document. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.) Allows you to add a document to the directory. Allows you to scan a document to add to the directory. 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.) Allows you to export a file to ATX. (This option is only available in ATX Scan&Fill and is unavailable in ATX Document Manager.) Opens the dialog box. Opens the currently selected file from the directory. Closes the document currently open in ATX Document Manager. 62

70 Chapter 3: Using the Document Manager Menus Delete Print Help Allows you to delete a directory or document. Allows you to print the document that is open. Opens ATX Document Manager Help. 63

71 Chapter 4: Configuring Your Security Settings Chapter 4 Configuring Your Security Settings 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 Tchange users. Client Security The Client Security feature allows the user to secure a client s files by adding a password and locking the client. 64

72 Chapter 4: Configuring Your Security Settings 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 65

73 Chapter 4: Configuring Your Security Settings 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: 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. Once you lock the client, the text of the client s files and folders will turn gray in the tree. 66

74 Chapter 4: Configuring Your Security Settings Unlock Client To unlock a client s files and folders, 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 Unlock Client; or Right-click on the client s name, point to Client Security, and select Unlock Client; or Highlight the client s name and press Ctrl+Shift+U. ATX Document Manager displays the Enter Password dialog 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. 67

75 Chapter 4: Configuring Your Security Settings Change Password To change the password for the client, use the following steps: 1. Do one of the following: 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 and press the Tab key. 4. Re-enter the new password in the Re-enter New Password field. 68

76 Chapter 4: Configuring Your Security Settings 5. Click OK. 69

77 Chapter 4: Configuring Your Security Settings 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 70

78 Chapter 4: Configuring Your Security Settings 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. 71

79 Chapter 4: Configuring Your Security Settings 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. 72

80 Chapter 4: Configuring Your Security Settings 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. 73

81 Chapter 4: Configuring Your Security Settings Check In To check in 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 In Files, or Right click and point to Check In/Out and select Check In Files. ATX Document Manager displays the Check In dialog box: 2. Click the Browse button. 74

82 Chapter 4: Configuring Your Security Settings ATX Document Manager displays the Browse For Folder dialog box: 3. Navigate to the location in which you checked out the files and click OK. 75

83 Chapter 4: Configuring Your Security Settings 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. 76

84 Chapter 4: Configuring Your Security Settings 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. 2. From the top-level folder of the client, do one of the following: Click the Tools menu, point to Check In/Out and select Un-check Folder, or Right click and point to Check In/Out and 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. 77

85 Chapter 4: Configuring Your Security Settings ATX Document Manager displays the Add/Edit Users dialog box: 2. Click the Add button. 78

86 Chapter 4: Configuring Your Security Settings 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. 79

87 Chapter 4: Configuring Your Security Settings ATX Document Manager displays the Change Password dialog box: 3. Enter the old password in the Old Password field and press the Tab key. 4. Enter the new password in the New Password field and press the Tab key. 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. 80

88 Chapter 4: Configuring Your Security Settings 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: 81

89 Chapter 4: Configuring Your Security Settings 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. 82

90 Chapter 4: Configuring Your Security Settings 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. 83

91 Chapter 5 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. 84

92 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. 85

93 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: 1. Click Tools and select Edit Categories. 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. 3. Click OK to close the Edit Categories dialog box. Renaming a Category To rename a category, use the following steps: 1. Click Tools and select Edit Categories. 86

94 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. 4. Click OK to close the Edit Categories dialog box. Restoring Default Categories To restore the default categories, use the following steps: 1. Click Tools and select Edit Categories. 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. 87

95 ATX Document Manager displays a warning: To continue, click Yes in the Warning window to restore the default categories. 88

96 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. 89

97 3. Do one of the following: 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. 5. Do one of the following: 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. 90

98 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. 3. Do one of the following: Click the File menu and select New Folder, or Right-click and select New, or Press Ctrl+N. 91

99 ATX Document Manager displays the Directory Properties dialog box: 4. Enter all applicable information for the new directory. 5. Do one of the following: 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. 92

100 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. 2. Do one of the following: 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. 93

101 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. 94

102 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. 95

103 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 files, returns, etc. to your customers. 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. 2. Click the Scan button on the toolbar. ATX Document Manager displays the Select Scan Method dialog box: 3. Click OK. 96

104 ATX Document Manager displays the Scan dialog box: 4. Enter a file name in the File Name box. 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 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. 97

105 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. 8. Click the Scan button on the Scan dialog box. 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: 98

106 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. 2. Click the Scan button on the toolbar. ATX Document Manager displays the Select Scan Method dialog box: 3. Make sure the Scan method is selected. 4. Click OK. 99

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