ATX Scan&Fill (including Document Manager) User Guide

Transcription

1 ATX Scan&Fill (including Document Manager) User Guide

2 ATX SCAN&FILL 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 Introducing and Installing ATX Scan&Fill... 1 Installing ATX Scan&Fill (Windows XP)...2 Configuring a Network Workstation (Windows XP)...11 Installing ATX Scan&Fill (Windows Vista or Windows 7)...20 Configuring a Network Workstation (Windows Vista and Windows 7)...31 Registering Your Software...44 Setting up Scan&Fill Configuring Your Settings in ATX Scan&Fill...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 Other Settings...50

4 Side-by-Side View...51 E-Signature...51 Using the ATX Scan&Fill Menus Using the ATX Scan&Fill Menus...53 File Menu...53 Edit Menu...55 View Menu...56 Activity Menu...57 Tools Menu...57 Security Menu...59 Help Menu...60 ATX Scan&Fill Toolbar...62 Configuring Your Security Settings Client Security...63 Adding Passwords to a Client s Files...64 Lock Client...65 Unlock Client...66 Change Password...67 Clear Password...68 Check In/Out...68 Check Out...68 Check In...72 Un-Check Folder...75 Add/Edit Users...75 Change Password...77 Change Rights...78 Remove a User...80 Change User...81 Using ATX Scan&Fill... 82

5 Setting Your Categories...82 Creating New Categories...83 Deleting a Category...84 Renaming a Category...84 Restoring Default Categories...85 Creating a New Directory...87 Creating Top Level Directories in the Non Client Folders and Review and Assign Directories...87 Creating Top Level Directories in the Active Clients and Inactive Clients Folders...89 Scanning a New Document...89 Simple Scan and Process...90 Batch Scan and Process...91 Scan...92 Scanning as Different File Types...95 Scanning Multiple Pages to One File...98 Assigning Default Tabs When Using Simple Scan and Batch Scan Signing Documents Electronically Single Sign Available Buttons in the PDF Viewer Multiple Sign Available Buttons in the PDF Viewer Editing a Document Exporting a Document to ATX Move To Move Client To Adding a New Document Adding a Blank W

6 Processing Multiple Files Assigning Documents to New Clients Assigning Documents to Existing Clients Unknown Folder Deleting a Document Search for Client Search for Client by Markers Associating a Spouse Properties Sending from ATX Scan&Fill Sending s with Encrypted Attachments Importing from Using Support Mode Enabling Support Mode Submitting Issues Disabling Support Mode Printing a Document Printing a PDF to Scan&Fill Audit Trail Filtering the Audit Trail Markers Add Comment Edit Comment Backing up Clients in ATX Scan&Fill Scheduling Backups for Clients in ATX Scan&Fill Scheduling Backups for Locked Clients Backing up Files\Folders in ATX Scan&Fill Scheduling Backups for Files/Folders in ATX Scan&Fill

7 Backing Up Directories in ATX Scan&Fill Scheduling Backups for Directories in ATX Scan&Fill. 188 Restoring Data in ATX Scan&Fill Index

8 Chapter 1: Introducing and Installing Scan&Fill Chapter 1 Introducing and Installing ATX Scan&Fill S can&fill allows you to take the work out of data entry. With Scan&Fill, you can scan W-2s, 1099s, and 8879s. You can even scan hand-written documents, and store them with the client s files. Scan&Fill also organizes and stores client documents electronically by client, tax year, and tax form. 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. ATX Scan&Fill requires a TWAIN-compliant 300DPI scanner. You can visit your scanner manufacturer s website to establish which models meet this qualification. 1

9 Chapter 1: Introducing and Installing Scan&Fill It is strongly recommended that your scanner is connected locally to the computer from which you intend to scan. 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. Installing ATX Scan&Fill (Windows XP) To install ATX Scan&Fill, use the following steps: 1. Insert the CD into your disk drive. If the ATX Scan&Fill installation program does not start automatically, click the Start button on the Windows Taskbar and click Run. 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.) 2

10 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the ATX Scan&Fill dialog box: The ATX Scan&Fill User Guide is available in PDF format by clicking the Scan&Fill User Guide (PDF) link from this dialog box. 2. Click INSTALL: Scan&Fill. 3

11 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Welcome to the InstallShield Wizard for ATX Scan&Fill dialog box: 3. Click Next. 4

12 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Ready to Install the Program dialog box: 6. Click Install. 6

14 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Select Drive dialog box: 7. Select the drive to which you want to install ATX Scan&Fill, and click OK. The default installation is to the C drive. 7

15 Chapter 1: Introducing and Installing Scan&Fill During the installation, a Hardware Installation dialog box displays: 8. Click Continue Anyway. ATX Scan&Fill installs software that gives you the ability to print a PDF file to ATX Scan&Fill from another program. 8

16 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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: Introducing and Installing Scan&Fill Once the installation is complete, ATX Scan&Fill displays the InstallShield Wizard Completed dialog box: 10. Click Finish. 10

18 Chapter 1: Introducing and Installing Scan&Fill Configuring a Network Workstation (Windows XP) To configure a workstation to run ATX Scan&Fill, the program must already be installed to the server or another workstation acting as a server. The drive to which you have installed ATX Scan&Fill must also be shared out with full control permission. Finally, you must map to the drive to which you have installed ATX Scan&Fill. To configure a workstation to run ATX Scan&Fill, use the following steps: 1. Insert the CD into your disk drive. If the ATX Scan&Fill installation program does not start automatically, click the Start button on the Windows Taskbar and click Run. 11

19 Chapter 1: Introducing and Installing Scan&Fill Type X:\SFSStartup in the Run dialog box and click OK. (X represents the letter of the CD-ROM drive.) ATX Scan&Fill displays the ATX Scan&Fill dialog box: The ATX Scan&Fill User Guide is available in PDF format by clicking the Scan&Fill User Guide (PDF) link from this dialog box. 2. Click INSTALL: Scan&Fill. 12

20 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Welcome to the InstallShield Wizard for ATX Scan&Fill dialog box: 3. Click Next to continue. 13

21 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Select Option dialog box: 4. Select Configure this workstation to run ATX Scan&Fill and click Next. 14

22 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Welcome to the InstallShield Wizard for ATX Scan&Fill Workstation dialog box: 6. Click Next to continue. 16

25 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Ready to Install the Program dialog box: 9. Click Install. ATX Scan&Fill displays a dialog box asking you to wait for the Release Notes to be opened: 10. Click OK. 18

26 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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 Scan&Fill displays the InstallShield Wizard Completed dialog box: 11. Click Finish to exit the wizard. Repeat these steps at each workstation. 19

27 Chapter 1: Introducing and Installing Scan&Fill Installing ATX Scan&Fill (Windows Vista or Windows 7) The instructions below describe the steps for installing ATX Scan&Fill 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: Introducing and Installing Scan&Fill ATX displays the ATX Scan&Fill dialog box: 2. Click INSTALL: Scan&Fill. 21

29 Chapter 1: Introducing and Installing Scan&Fill If your User Account Control is on, ATX Scan&Fill displays the User Account Control dialog box: 3. Click Continue. ATX Scan&Fill 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: Introducing and Installing Scan&Fill ATX Scan&Fill 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: Scan&Fill. 23

31 Chapter 1: Introducing and Installing Scan&Fill If your User Account Control is on, ATX Scan&Fill displays the User Account Control dialog box: 8. Click Continue. 24

32 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Welcome to the InstallShield for ATX Scan&Fill dialog box: 9. Click Next to continue with the installation. 25

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

36 Chapter 1: Introducing and Installing Scan&Fill During the installation, ATX Scan&Fill displays the Windows Security dialog box: 14. Click Install this driver software anyway. ATX Scan&Fill software that gives you the ability to print a PDF file to ATX Scan&Fill from another program. ATX Scan&Fill displays a dialog box asking you to wait for the Release Notes to be opened: 15. Click OK. 29

37 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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 Scan&Fill displays the InstallShield Wizard Completed dialog box: 16. Click Finish to exit the wizard. 30

38 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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 Scan&Fill will display the following error: Configuring a Network Workstation (Windows Vista and Windows 7) To configure a workstation to run ATX Scan&Fill, the program must already be installed to the server or another workstation acting as a server. The drive to which you have installed ATX Scan&Fill must also be shared out with full control permission. Finally, you must map to the drive to which you have installed ATX Scan&Fill. To configure a workstation to run ATX Scan&Fill, 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: Introducing and Installing Scan&Fill ATX displays the ATX Scan&Fill dialog box: 2. Click INSTALL: Scan&Fill. 32

40 Chapter 1: Introducing and Installing Scan&Fill If your User Account Control is on, ATX Scan&Fill displays the User Account Control dialog box: 3. Click Continue. ATX Scan&Fill 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: Introducing and Installing Scan&Fill ATX Scan&Fill 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: Scan&Fill. 34

42 Chapter 1: Introducing and Installing Scan&Fill If your User Account Control is on, ATX Scan&Fill displays the User Account Control dialog box: 8. Click Continue. 35

43 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Welcome to the InstallShield Wizard for ATX Scan&Fill dialog box: 9. Click Next to continue with the installation. 36

44 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Select Option dialog box: 10. Select Configure this workstation to run ATX Scan&Fill and click Next. 37

45 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Welcome to the InstallShield Wizard for ATX Scan&Fill Workstation dialog box: 12. Click Next to continue. 39

49 Chapter 1: Introducing and Installing Scan&Fill During the installation, ATX Scan&Fill displays the Windows Security dialog box: 16. Click Install this driver software anyway. ATX Scan&Fill installs software that gives you the ability to print a PDF file to ATX Scan&Fill from another program. ATX Scan&Fill displays a dialog box asking you to wait for the Release Notes to be opened: 17. Click OK. 42

50 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill 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 Scan&Fill displays the InstallShield Wizard Completed dialog box: 18. Click Finish to exit the wizard. 43

51 Chapter 1: Introducing and Installing Scan&Fill Registering Your Software ATX Scan&Fill requires you to register the software after installation. You should only have to do this once. If you have ATX Scan&Fill 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 Scan&Fill displays the Register Software dialog box: 2. Enter your Installation Code in the box provided. 3. Click OK. Clicking Cancel closes ATX Scan&Fill without registering your software. 44

52 Chapter 1: Introducing and Installing Scan&Fill ATX Scan&Fill displays the Login window: When you first log in to ATX Scan&Fill 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 Scan&Fill Chapter 2 Setting up Scan&Fill After installing ATX Scan&Fill, you should configure your program settings. This allows you to set some default behaviors of the program. Some of the settings include: The file hierarchy Side-by-Side Viewing Preferences Registering Hot Keys 46

54 Chapter 2: Setting up Scan&Fill Configuring Your Settings in ATX Scan&Fill After you enter your Installation Code for the first time, ATX Scan&Fill displays the Settings dialog box: Root Directory This is the directory in which ATX Scan&Fill 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 Scan&Fill Default Directory Structure The Default Directory Structure determines how you want ATX Scan&Fill 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 Scan&Fill 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 make changes to the Default Directory Structure, Scan&Fill will update all existing active clients with these changes. You can select all that apply. 48

56 Chapter 2: Setting up Scan&Fill Settings The Change Button When you click the Change button under Settings, ATX Scan&Fill displays the SMTP Settings Dialog box: ATX Scan&Fill 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 Scan&Fill 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 Scan&Fill, 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. Register Hot Keys allows you to assign certain Hot Keys to navigate ATX Scan&Fill 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 50

58 Chapter 2: Setting up Scan&Fill 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 Scan&Fill and your ATX tax preparation software side-by-side on the same screen. The width and height determine the size of the Scan&Fill 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 Scan&Fill. 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. E-Signature Single Sign One Signature can be placed on multiple documents allows you to sign once and place the signature on multiple forms or documents. Multiple Sign New signature for every form/document allows you to enter a new signature for every form or document. The Admin user is the only user allowed to select one of these options. 51

59 Chapter 3: Using the ATX Scan&Fill Menus Chapter 3 Using the ATX Scan&Fill Menus fter you have completed setting up ATX Scan&Fill, you can Abegin maneuvering through the program. 52

60 Chapter 3: Using the ATX Scan&Fill Menus Using the ATX Scan&Fill Menus File Menu 53

61 Chapter 3: Using the ATX Scan&Fill 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 Print 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. Allows you to assign a relationship between files for spouses. Allows you to edit the properties for a directory. Allows you to save a document after it has been scanned and reviewed. Allows you to save a document to PDF after it has been scanned and reviewed. Allows you to print documents. 54

62 Chapter 3: Using the ATX Scan&Fill Menus Export to ATX Exit Allows you to export scanned documents to ATX. Allows you to close ATX Scan&Fill. Edit Menu The following table describes items on the Edit menu: Menu Item Copy Cut Paste Markers Sign 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. Allows you to activate the E-Signature feature. 55

63 Chapter 3: Using the ATX Scan&Fill 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 Scan&Fill 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 ATX Scan&Fill 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. Tools Menu 57

65 Chapter 3: Using the ATX Scan&Fill 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 Scan&Fill tree in side-by-side view (you can change this setting from the View menu while working in ATX Scan&Fill), 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 Scan&Fill 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 Scan&Fill 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 ATX Scan&Fill 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 ATX Scan&Fill Menus Help Menu The following table describes items listed on the Help menu: Menu Item ATX Scan&Fill Help Keyboard Shortcuts Support Site ATX Web Register License Agreement Description Opens ATX Scan&Fill Help. Opens a list of keyboard shortcuts available in ATX Scan&Fill. 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. Opens the CCH SFS License Agreement. 60

68 Chapter 3: Using the ATX Scan&Fill 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 Scan&Fill for Windows dialog box, where you can find the version of software you are currently running. 61

69 Chapter 3: Using the ATX Scan&Fill Menus ATX Scan&Fill Toolbar The following table describes the buttons on the ATX Scan&Fill toolbar: Menu Item Move Save Add Scan Process Export Open Close Sign Delete Print Help Description Allows you to quickly move scanned documents from the Review and Assign directory to the Active Clients directory. Allows you to save a scanned or edited document. 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. Allows you to export a file to ATX. Opens the dialog box. Opens the currently selected file from the directory. Closes the document currently open in ATX Scan&Fill. Allows you to electronically sign documents. Allows you to delete a directory or document. Allows you to print the document that is open. Opens ATX Scan&Fill Help. 62

70 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. 63

71 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 Scan&Fill 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 access until the client is locked, or the program is closed. When the user tries to enter the file again, ATX Scan&Fill prompts the user to enter the 64

72 Chapter 4: Configuring Your Security Settings 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 Scan&Fill, 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 Scan&Fill will prompt you to enter the client s password before you can schedule the backup. See Chapter 5: Using ATX Scan&Fill 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. 65

73 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 Scan&Fill 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. 66

74 Chapter 4: Configuring Your Security Settings Change Password To change the password for the client, use the following steps: 3. 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 Scan&Fill displays the Change Password dialog box: 4. Enter the old password in the Old Password field and press the Tab key. 5. Enter the new password in the New Password field and press the Tab key. 6. Re-enter the new password in the Re-enter New Password field. 7. Click OK. 67

75 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 Scan&Fill 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 Scan&Fill 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: 8. 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 68

76 Chapter 4: Configuring Your Security Settings Right click and point to Check In/Out and select Check Out Files. ATX Scan&Fill displays the Check Out dialog box: 9. Click the Browse button. 69

77 Chapter 4: Configuring Your Security Settings ATX Scan&Fill displays the Browse For Folder dialog box: 10. Navigate to the location in which you wish to check out the files and click OK. 70

78 Chapter 4: Configuring Your Security Settings ATX Scan&Fill displays the location you selected in the Browse path window: 11. Click the Check Out button. ATX Scan&Fill displays an information dialog box letting you know that the operation is complete: Once you have checked out the files, ATX Scan&Fill displays the client's files and folders with green text in the directory tree instead of black text. 71

79 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 Scan&Fill displays the Check In dialog box: 2. Click the Browse button. 72

80 Chapter 4: Configuring Your Security Settings ATX Scan&Fill displays the Browse For Folder dialog box: 3. Navigate to the location in which you checked out the files and click OK. 73

81 Chapter 4: Configuring Your Security Settings ATX Scan&Fill displays the location you selected in the Browse path window: ATX Scan&Fill 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 Scan&Fill displays the client's files and folders with the normal black text in the directory tree. 74

82 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 Scan&Fill 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. 75

83 Chapter 4: Configuring Your Security Settings ATX Scan&Fill displays the Add/Edit Users dialog box: 2. Click the Add button. ATX Scan&Fill displays the New User dialog box: 3. Enter a name for the new user and click Ok. 76

84 Chapter 4: Configuring Your Security Settings 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 Scan&Fill displays the Edit Password confirmation box: 2. Click Yes to change the password. 77

85 Chapter 4: Configuring Your Security Settings ATX Scan&Fill 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 Scan&Fill 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. 78

86 Chapter 4: Configuring Your Security Settings ATX Scan&Fill displays the Edit Rights confirmation box: 2. Click Yes to change the rights. ATX Scan&Fill displays the Edit Rights dialog box: 79

87 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. Admin 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 Scan&Fill displays a Warning dialog box: Click Yes to remove the user or No if you choose not to remove the user at this time. 80

88 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 Scan&Fill 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 Scan&Fill changes the user. 81

89 Chapter 5 Using ATX Scan&Fill ATX Scan&Fill 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. 82

90 Creating New Categories To create a new category, use the following steps: 1. Click Tools and select Edit Categories. ATX Scan&Fill displays the Edit Categories dialog box: 2. Click the New button. 83

91 ATX Scan&Fill 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 un-assign 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. 2. Select the category and click the Rename button. 84

92 ATX Scan&Fill 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. 85

93 ATX Scan&Fill displays a warning: To continue, click Yes in the Warning window to restore the default categories. 86

94 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. 87

95 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 Scan&Fill 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 Scan&Fill 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. 88

96 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. Scanning a New Document It is strongly recommended that your scanner is connected locally to the computer from which you intend to scan. Simple scan and process: is for scanning a 1099/W2 (or any other recognized form) 1 form at a time. Batch scan and process: is for scanning multiple 1099/W2 (or any other recognized form) pages for one or more clients. This feature does not require slip-sheets, separators, or any other type of notification that there are different users in the stack of documents to be scanned. 89

97 Scan: 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. The Simple scan and process option is originally selected by default. ATX Scan&Fill then defaults to the last scan method you used. Simple Scan and Process To scan a new document, use the following steps: 1. Click the Scan button on the toolbar. ATX Scan&Fill displays the Select Scan Method dialog box: 2. Make sure the Simple scan and process method is selected. 3. Click OK. 90

98 ATX Scan&Fill displays the Select Scan Source dialog box. This dialog box is displayed by default the first time you scan. If you want to change the scanner you want to use, you can always click the Select Source button in the Select Scan Method dialog box. ATX Scan&Fill assigns the destination directory in Review and Assign. The client s folder is named using the last name, first name convention. The scanned document must be moved to the Active Clients directory before it can be exported to your ATX software. Batch Scan and Process To scan a new document, use the following steps: 1. Click the Scan button on the toolbar. ATX Scan&Fill displays the Select Scan Method dialog box: 2. Make sure the Batch scan and process method is selected. 91

99 3. Click OK. ATX Scan&Fill displays the Select Scan Source dialog box. This dialog box is displayed by default the first time you scan. If you want to change the scanner you want to use, you can always click the Select Source button in the Select Scan Method dialog box. ATX Scan&Fill assigns the destination directory in Review and Assign. The client s folder is named using the last name, first name convention. The scanned document must be moved to the Active Clients directory before it can be exported to your ATX software. 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. Click the Scan button on the toolbar. 92

100 ATX Scan&Fill displays the Select Scan Method dialog box: 3. Make sure the Scan method is selected. 4. Click OK. ATX Scan&Fill displays the Scan dialog box: 5. Enter a file name in the File Name box. 93

101 ATX Scan&Fill displays the path of the folder to which you chose to have your files scanned in the Destination box. 6. 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. 7. Select the type of file from the File Type drop-down list. ATX Scan&Fill retains the file type settings of your last scan. For example, if you select PDF as the file type for a scan, ATX Scan&Fill defaults PDF as the file type for the next scan. Settings will be saved for each user. 8. Click the Select Source button to choose the scanner you want to use. ATX Scan&Fill displays the Select Scan Source dialog box: 9. Select the scanner from the list and click Select. 10. Click the Scan button on the Scan dialog box. 94

102 Follow the on-screen instructions for your scanner. Scanning as Different File Types ATX Scan&Fill 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. This option is available when using the Scan method when scanning files. 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 an error message asking you to select a destination directory before scanning. 2. Click the Scan button on the toolbar. 95

103 ATX Scan&Fill displays the Select Scan Method dialog box: 3. Make sure the Scan method is selected. 4. Click OK. ATX Scan&Fill displays the Scan dialog box: 5. Enter a file name in the File Name box. 96

104 ATX Scan&Fill displays the path of the folder to which you chose to have your files scanned in the Destination box. 6. Select the type of file from the File Type drop-down list. ATX Scan&Fill retains the file type settings of your last scan. For example, if you select PDF as the file type for a scan, ATX Scan&Fill 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 Scan&Fill 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. Follow the on-screen instructions for your scanner. 97

105 Scanning Multiple Pages to One File ATX Scan&Fill 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: 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 an error message asking you to select a destination directory before scanning. 2. Click the Scan button on the toolbar. ATX Scan&Fill displays the Select Scan Method dialog box: 3. Make sure the Scan method is selected. 98

106 4. Click OK. ATX Scan&Fill displays the Scan dialog box: 5. Enter a file name in the File Name box. ATX Scan&Fill 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 Scan&Fill 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. 7. Select the type of file from the File Type drop-down list. ATX Scan&Fill retains the file type settings of your last scan. For example, if you select PDF as the file type for a scan, ATX Scan&Fill defaults PDF as the file type for the next scan. Settings will be saved for each user. 99

107 8. Click the Scan button on the Scan dialog box. ATX Scan&Fill scans the documents and displays the Scan with Feeder dialog box: 9. Select the Yes or No check box to indicate if there are more images to scan. If you select Yes, load the other images into the feeder and click Scan. If you select No, ATX Scan&Fill displays the Scan dialog box confirming that multiple pages were scanned successfully. Assigning Default Tabs When Using Simple Scan and Batch Scan ATX Scan&Fill allows you to assign default tabs for identified forms when using Simple Scan and Batch Scan. ATX Scan&Fill will automatically open to the default tab selected when opening a document and also when scanning new documents. Default settings are saved for each user. To assign default tabs when using Simple Scan and Batch Scan, use the following steps: 1. Do one of the following: 100

108 Double-click an identified document in the Tree View. Select an identified document and click the Open button. ATX Scan&Fill opens the selected document in Form View if you have not assigned a default tab. 2. Right-click on the tab that you want to assign as the default tab. ATX Scan&Fill displays a drop-down list with the Set As Default option. 3. Select Set As Default. 101

109 ATX Scan&Fill displays a check mark to the left of the tab title indicating that this is the default tab. ATX Scan&Fill will now open any identified form with the selected default view. You can change the default view by right-clicking the default tab and deselecting Set as Default. This will clear your previous selection. Signing Documents Electronically ATX Scan&Fill allows you to digitally sign PDF files and store an electronic copy of signed documents. This feature is only available with the purchase of the Topaz electronic signature pad, a third party product. You can have your customers sign documents such as Form 8879, 8453, and Power of Attorney. Additionally, they can sign other forms even if a signature line is not present. For example, you can have your customers sign the EIC Worksheet or initial in certain areas of a bank application. Signatures will appear on both printed and ed PDF files. You may print from any other external program (other than TaxWise or ATX) by using the Scan&Fill Print Driver to save a multi-page PDF file in Scan&Fill that can be read or signed. Single Sign The Single Sign option allows you to sign once and place the signature on multiple forms or documents. To sign documents electronically using the Single Sign option, use the following steps: 1. Click the Tools menu and select Settings. 102

110 ATX Scan&Fill displays the Settings dialog box: 2. Select Single Sign - One signature can be placed on multiple documents. The Admin user is the only user allowed to select one of these options. 3. Click Close. 4. Select the document(s) that you want to electronically sign from the Tree View. 5. Do one of the following: Click the Edit menu and select Sign. 103

111 Click the Sign button on the toolbar. The Tree View is hidden to prevent customers who are electronically signing documents from seeing other customer's SSN. ATX Scan&Fill displays the Digital Signature box: 6. Use the stylus to enter the signature on the electronic pad and click the Place Signature button. If you click the Place Signature button without entering a signature on the electronic pad, ATX Scan&Fill will display an error message. TaxWise Scan&Fill displays the following message box: 7. Click OK. If you do not wish to have this message box display again, select the Do not show again check box. 104

112 ATX Scan&Fill displays the selected form in the PDF Viewer. The Digital Signature dialog box remains beside the PDF Viewer so that you can drag and drop the signature onto the document. 8. Click the signature and drag it to the desired location on the form. When you drop the signature on the document, ATX Scan&Fill displays a box surrounding the signature. This lets you know that you can still move the signature and drop it on a different line. 9. Do one of the following: Click the Undo button to delete the last selected signature. You can also press Delete on your keyboard. You can click this button several times until there are no more un-saved signatures in the 105

113 document. This button becomes available when you have signatures that have not been saved. Click the Save button to save the signature that was last placed on the document. The signature will remain in the Digital Signature box so that you can drag it and place it elsewhere on the document. You will not be able to modify the signature(s) after clicking this button. The PDF Viewer will remain opened in case you want to add another signature. However, previously added signatures cannot be modified. Click the Save/Clear button to save the last placed signature. This button will clear the Digital Signature box in case you want to add a different signature. For example, once the taxpayer enters a signature and you place it in the correct line on the document, you can click this button to clear the taxpayer's signature and have the spouse enter one. Then you can place the spouse's signature on the appropriate line. Click the Close button to close the PDF Viewer once you are done entering all signatures. After clicking this button you will receive a message telling you that all signatures have been successfully saved. Available Buttons in the PDF Viewer The following are the some of the available buttons in the PDF Viewer: Back/Forward Arrows allow you to move through the pages of the document so that you can add signatures in every page. Make sure you click the Save button every time you place a signature on the document. Select PDF document allows you to select the PDF document that you wish to sign. 106

114 Zoom In and Zoom Out allows you to shrink or enlarge the PDF view. When the PDF document is zoomed in/out the size of the signature is changed accordingly to preserve the zoom factor. Horizontal Fit allows you to resize the PDF file to make it fit the PDF Viewer horizontally if you have changed its size. Multiple Sign The Multiple Sign option allows you to place a new signature on every document. To sign documents electronically using the Multiple Sign option, use the following steps: 1. Click the Tools menu and select Settings. 107

115 ATX Scan&Fill displays the Settings dialog box: 2. Select Multiple Sign - Each Placement requires a new signature. The Admin user is the only user allowed to select one of these options. 3. Click Close. 4. Select the document(s) that you want to electronically sign from the Tree View. 5. Do one of the following: Click the Edit menu and select Sign. 108

116 Click the Sign button on the toolbar. The Tree View is hidden to prevent customers who are electronically signing documents from seeing other customer's SSN. ATX Scan&Fill displays the Digital Signature box: 6. Use the stylus to enter the signature on the electronic pad and click the Place Signature button. If you click the Place Signature button without entering a signature on the electronic pad, ATX Scan&Fill will display a message. TaxWise Scan&Fill displays the following message box: 7. Click OK. If you do not wish to have this message box display again, select the Do not show again check box. 109

117 ATX Scan&Fill displays the selected form in the PDF Viewer. The Digital Signature dialog box remains beside the PDF Viewer so that you can drag and drop the signature onto the document. 8. Click the signature and drag it to the desired location on the form. When you drop the signature on the document, ATX Scan&Fill displays a box surrounding the signature. This lets you know that you can still move the signature and drop it on a different line. 9. Do one of the following: Click the Undo button to delete the last selected signature. You can also press Delete on your keyboard. You can click this button several times until there are no more un-saved signatures in the 110

118 document. This button becomes available when you have signatures that have not been saved. Click the Save button to save the signature that was last placed on the document. This will clear the Digital Signature box so that you can enter another signature. You will not be able to modify the signature(s) after clicking this button. The PDF Viewer will remain opened in case you want to add another signature. However, previously added signatures cannot be modified. Click the Save/Close button to save the last signature and close the PDF Viewer. After clicking this button you will receive a message telling you that the document has been successfully signed. Available Buttons in the PDF Viewer The following are the some of the available buttons in the PDF Viewer: Back/Forward Arrows allow you to move through the pages of the document so that you can add signatures in every page. Make sure you click the Save button every time you place a signature on the document. Select PDF document allows you to select the PDF document that you wish to sign. Zoom In and Zoom Out allows you to shrink or enlarge the PDF view. When the PDF document is zoomed in/out the size of the signature is changed accordingly to preserve the zoom factor. Horizontal Fit allows you to resize the PDF file to make it fit the PDF Viewer horizontally if you have changed its size. 111

119 Editing a Document ATX Scan&Fill allows you to edit the information in a document once the form is scanned properly. You can only edit documents that are scanned using the Simple Scan and Process and the Batch Scan and Process scanning options. To edit the document, click the File menu and then choose Open or click the Open icon on the toolbar. Once the document is open, you can click on any field and begin editing the information. When you are finished editing the document, click the Save button to save your changes. You can also use the Form and Field tabs to edit documents. ATX Scan&Fill allows you to edit Form W-7. If the document was not recognized completely and was placed into an Unknown folder, you cannot edit the data. Try to Process the document again. Exporting a Document to ATX When using Windows Vista, you must have administrator rights in order to export documents from ATX Scan&Fill. Any scanned documents must be moved to the Active Clients directory before being exported to your ATX software. See Chapter 5: Move To for more information. Make sure that the document is accurate and necessary editing corrections have been made before you export the files. Before you export any scanned files to ATX, be sure that you have first set up your Export Directory in the ATX Scan&Fill Settings. See Chapter 2: Setting up ATX Scan&Fill for more information. 112

120 To export a document to ATX, use the following steps: 1. Click the top-level folder (usually the taxpayer's folder) to select it. You must be on the top-level folder before the Export option is available. If you are on a folder below the top-level, you will not have the option to export. The option will be grayed out. 2. Do one of the following: Click the File menu and click Export to ATX, or Click the Export icon on the toolbar, or Press Ctrl+J. ATX Scan&Fill displays the Export dialog box: 3. Verify the tax year in the Tax Year drop-down list. 4. Click Export to continue with the export. 113

121 ATX Scan&Fill exports the file to the Import folder in your tax directory and displays a message box confirming that the data was exported: 5. Open your ATX program and start a new return with the same Social Security number or Employer Identification Number. 6. Once the return is created, click the File menu and click Import ATX Scan&Fill. 7. Enter the SSN or EIN of the company to import. Do not enter the dashes. ATX imports the scanned forms from ATX Scan&Fill into the return. Only files that are in the specified tax year directory will be exported. If a spouse has been associated with the taxpayer prior to export, the spouse s information will be in the ATX tax return also. 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. 114

122 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. 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 Scan&Fill automatically moves the client to the chosen directory. 115

123 Adding a New Document ATX Scan&Fill 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. 116

124 To add a document saved to your computer, use the following steps: 1. Do one of the following: Click the Add button. Click the File menu and click Add. Press Ctrl+Shift+D. ATX Scan&Fill 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. 117

125 ATX Scan&Fill 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 Scan&Fill. Adding a Blank W7 With ATX Scan&Fill, you can add a W7 template to a client. To add a W7 template to a client, use the following steps: 1. Select the client to whom you want to add a W7. 2. Select Add W7 from the pop-up menu. In the tree, a W7 folder is created in the Source Doc folder and ATX Scan&Fill opens a blank W7 template that you can complete. 3. Complete the W7 appropriately. The W7 can only be added by right-clicking the client's folder and you can only add one W7 per client. Processing Multiple Files ATX Scan&Fill allows you to process multiple files using the Process button on the toolbar. See the Scanning a New Document topic for more information on how to scan documents into ATX Scan&Fill. To process multiple files, use the following steps: 1. Select the folder to which you want to add the files within the Review and Assign directory. 118

126 2. Click the Add button on the toolbar. ATX Scan&Fill adds the documents into the selected folder. See the Adding a New Document topic for more information on how to add files. 3. Select all the files you want to process. You can hold down the Shift key to select multiple files. 4. Click the Process button on the toolbar. ATX Scan&Fill displays the Multi-file Process Info dialog box: The Multi-file Process Info dialog box allows you to view how many files were recognized and not recognized in the corresponding tab. It also allows you to easily open the processed documents without having to search for them in the client's folders. 119

127 5. ATX Scan&Fill creates folders for all recognized files of new clients or moves them to the folders of existing clients within the Review and Assign directory. Files that are not recognized will not be moved. 6. Do of the following: Click the Recognized tab to view all files that were recognized and processed successfully. You can open a file by double clicking it in the File Path box. The file will be opened in the Image Viewer. You can change data, save the file, and open another one. Click the Not Recognized tab to view all files that were not processed successfully. The most common cause of unsuccessful file processing is unrecognized client name and/or taxpayer identification number. You can try to process again any files that were not processed successfully by selecting them and clicking the Process button. 7. Click Close. 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. 120

128 ATX Scan&Fill displays the Select Client Type dialog box: 2. Select the category to which the client will belong. 3. Click OK. 121

129 ATX Scan&Fill 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 Scan&Fill selects EIN/SSN and completes the client name for you. 6. Enter all other applicable information for the new client and click Ok. 122

130 ATX Scan&Fill displays the Copy/Move Files dialog box: 7. ATX Scan&Fill 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 Scan&Fill moves the file. 123

131 Assigning Documents to Existing Clients To assign documents to an existing folder for an existing client, 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. 124

132 ATX Scan&Fill 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. ATX Scan&Fill moves the file. To assign documents to a new folder for an existing client, 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. 125

133 ATX Scan&Fill displays the client in the Copy/Move Files dialog box: 2. Click the Add New Folder button. ATX Scan&Fill displays the New Directory dialog box: 3. Enter the name of the folder you wish to create and click Ok. 126

134 4. Navigate to the new folder you created and click Move. ATX Scan&Fill moves the file. Unknown Folder If a file does not scan correctly, ATX Scan&Fill places the image in an Unknown folder, at which point you can try to Process the document again or edit the folder name manually. To process the document again, click the Activity menu and choose Process Document or click the Process icon on the toolbar and Scan &Fill reprocesses the document in an attempt to read the information again. If Scan&Fill is still unable to read the information, it displays the following error message and the folder remains as Unknown: If Scan&Fill is able to read the information, it changes the folder name from Unknown to the taxpayer s name. You can also manually edit the name of the folder by right-clicking it and choosing Rename from the pop-up menu or by clicking the File menu and then Rename, but you cannot export the information into ATX. 127

135 Deleting a Document When you delete a file from ATX Scan&Fill, 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. 2. Do one of the following: Click the File menu and click Delete. Right-click on the highlighted item and click Delete. Press Ctrl+Del. ATX Scan&Fill displays a confirmation message: 3. Do one of the following: Click Yes to delete the directory or document. Click No to exit without deleting the directory or document. 128

136 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. 2. Click Search. 3. ATX Scan&Fill narrows down the list of existing clients based on what you enter. You can search for a client by typing any letters of the client's name/last name or any digits of the client's SSN. 129

137 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. 3. Click Search. When you select Non-Assigned, ATX Scan&Fill will search for all clients that have not been assigned a category. The search will maintain previous search criteria until you click the Clear button. This will refresh the tree view and only the client level folders will be displayed. 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 Scan&Fill narrows down the list of existing clients based on what you enter. You can search using a combination of markers, client s name, and Social Security number. 130

138 Associating a Spouse The Spouse option allows you to assign a spouse to a taxpayer and associate their information. When you export the information into the tax return, both spouses information is exported. To associate two spouses, use the following steps: 1. Select the taxpayer in the tree. 2. Do one of the following: Click the File menu and select Spouse. Right-click and select Spouse. Press Ctrl+Shift+S. ATX Scan&Fill displays the Spouse Association dialog box: 3. Select the spouse from the Existing clients window and click the Add button. 131

139 ATX Scan&Fill moves the spouse from the Existing Clients box to the Spouse box: 4. Click the Close button. 132

140 When you mouse over the spouse in the tree, ATX Scan&Fill displays a ToolTip showing you that the spouse is associated with another taxpayer. 133

141 Properties Properties allow you to assign categories, add contact information, etc. To view Properties, click the File menu and select Properties: Sending from ATX Scan&Fill ATX Scan&Fill uses Microsoft Outlook as its default 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 provider. To set up an alternate provider, select Settings from the Tools menu. Under Settings, click the Change button and enter your information in the SMTP Settings Dialog box. 134

142 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. To send from ATX Scan&Fill, use the following steps: 1. Highlight the documents in the Tree that you want to Do one of the following: Click the button on the toolbar. Click the Tools menu and select or press Ctrl+E. 135

143 ATX Scan&Fill displays the dialog box: 3. Enter the recipient's address in the To box. You can send s to multiple recipients by separating the addresses with a semi-colon. When you send from ATX Scan&Fill, 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 History List button. 4. Enter the Subject. 5. If you need to add any additional documents, click the Add button. 136

144 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 Do one of the following: Click Send to send the . Click Cancel if you do not want to send the . Once you click Send, ATX Scan&Fill displays the Send Options dialog box: 137

145 9. Do one of the following: Select Office Outlook if you use Microsoft Office Outlook as your provider and click Continue. Select Built in Client if Microsoft Office Outlook is not your provider. You can configure your SMTP Settings by clicking the Settings button. Click Continue. ATX Scan&Fill displays a warning message: 10. Do one of the following: Click Yes to send the . Click No if you do not want to send the

146 If you use Microsoft Office Outlook as your provider, you will see the following warning: 11. Click Yes to continue. Outlook does not delete s from the outbox that you send with ATX Scan&Fill. You must delete these from your outbox manually. ATX Scan&Fill displays the following Confirmation message: 12. Click OK to close the confirmation. 139

147 Sending s with Encrypted Attachments ATX Scan&Fill allows you to securely send encrypted attachments via . All attachments will be sent in the.zip file format. If you try to send files that are over 10MB, ATX Scan&Fill 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 . To send s with encrypted attachments, use the following steps: 1. Highlight the documents in the Tree that you want to e- mail. 2. Do one of the following: Click the button on the toolbar. Click the Tools menu and select

148 ATX Scan&Fill displays the dialog box: 3. Enter the recipient's address in the To box. You can send s to multiple recipients by separating the addresses with a semicolon. When you send from ATX Scan&Fill, 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 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. 141

149 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 Scan&Fill displays the following message in the second line of the '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 nonclient 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 dialog box. 2. Click Send. 142

150 ATX Scan&Fill will display the following dialog box after the 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 containing usercreated password check box if you want the recipient to receive a second containing the password. This check box defaults to the last option chosen by each user. The second 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 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. 143

151 6. Click Send. Standard This option allows you to encrypt attachments that can only be opened by another ATX Scan&Fill user. The attachment is sent as a.dmb file. 7. Include any messages in the body of the Do one of the following: Click Send to send the . Click Cancel if you do not want to send the . Once you click Send, ATX Scan&Fill displays the Send Options dialog box: 9. Do one of the following: 144

152 Select Office Outlook if you use Microsoft Office Outlook as your provider. Select Built in Client if Microsoft Office Outlooks is not your provider. You can configure your SMTP Settings by clicking the Settings button. When sending an from ATX Scan&Fill, Outlook does not delete these s in the outlook. You must delete these from your outbox manually. ATX Scan&Fill displays a confirmation message. Importing from When you receive an from another ATX Scan&Fill 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 Scan&Fill, use the following steps: 1. Right-click the attachment and select Save As. Windows opens the Save Attachment dialog box. 2. Find the location in which ATX Scan&Fill has been installed. Double-click the ATX folder, and double-click ScanFill. 3. Double-click the IMPORT folder. 4. Click Save. 5. Within ATX Scan&Fill, select the directory to which you want to import the save attachments. 6. Click Tools and select Import. 145

153 ATX Scan&Fill displays the Import dialog box: ATX Scan&Fill 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. ATX Scan&Fill 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. 146

154 ATX Scan&Fill 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. ATX Scan&Fill displays the Support Mode dialog box: 2. Select the Enable Support Mode check box and click OK. 147

155 ATX Scan&Fill 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. Submitting Issues To submit issues, use the following steps: 1. Click the Tools menu and select

156 ATX Scan&Fill displays the dialog box: 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. 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. 149

157 If you not disable the Support Mode feature, ATX Scan&Fill 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 Scan&Fill 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. 2. Do one of the following: Click the File menu and select Print Click the Print icon on the toolbar Press Ctrl+P Printing a PDF to Scan&Fill When using a different program (Microsoft Word, Excel, Notepad, etc), you will have the ability to print the document to ATX Scan&Fill as a pdf file. 150

158 To print a document to ATX Scan&Fill, 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 ATXSF PDF Print from the drop-down list as the name of the printer. 3. Click OK. The Print to Scan&Fill dialog box displays. 4. Select the directory to which you want to save the document. 5. Enter the name of the document. 151

159 6. Click Save. ATX Scan&Fill does not have to be open in order for this to work. Audit Trail ATX Scan&Fill 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 Scan&Fill 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. Note: ATX Scan&Fill 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: 152

160 1. Click the Tools menu and select View Audit Trail. 2. Click the Search button. ATX Scan&Fill 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 Scan&Fill highlights the first activity relative to your search. 153

161 4. Do one of the following: 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. ATX Scan&Fill 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 Scan&Fill 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. 154

162 ATX Scan&Fill 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. 3. Once you have set the filter criteria, click Filter to confirm, or Close to cancel without making the changes. ATX Scan&Fill 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 Scan&Fill displays the entire log file for you. 155

163 Markers ATX Scan&Fill allows you to mark your client s files and folders with a specific status. ATX Scan&Fill 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. 156

164 2. Do one of the following: Click the Edit menu and select Markers, or Right-click on the file or folder and select Markers. ATX Scan&Fill 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 Scan&Fill changes the icon to the left of the file or folder. For more information on Markers, see the ATX Scan&Fill 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 return to gray. 157

165 Add Comment ATX Scan&Fill 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. 2. Do one of the following: Click the Edit menu and select Markers, or Right-click on the file or folder and select Markers. ATX Scan&Fill displays a pop-up menu with the different Markers options: 3. Select Add Comment. 158

166 ATX Scan&Fill displays the Add Comment dialog box: 4. Click the Add Comment button and add your comment. 159

167 ATX Scan&Fill adds a date and time stamp, with the user who created the comment beside your comment: 5. Click the Close button. Edit Comment 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. 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: 1. Highlight the file or folder in which you want to edit a comment. 160

168 2. Do one of the following: Click the Edit menu and select Markers, or Right-click on the file or folder and select Markers. ATX Scan&Fill displays a pop-up menu with the different Markers options: 3. Select Edit Comment. ATX Scan&Fill displays the Edit Comment window: 161

169 4. Do one of the following: 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 Scan&Fill ATX Scan&Fill allows you to back up your client files for storage or transport. You only have the option to backup clients when you have a top-level directory folder selected. Otherwise, you have the option to backup 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. 162

170 ATX Scan&Fill displays the Backup dialog box: 3. To select additional clients you want to backup, click Add. 4. Click Clients. 163

171 ATX Scan&Fill 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 backup 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. 164

172 ATX Scan&Fill displays the Browse For Folder 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 Scan&Fill 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. 165

173 10. Do one of the following: To continue with the backup, click Ok. ATX Scan&Fill backs up the selected files to the desired location. To exit without backing up, click Close. Scheduling Backups for Clients in ATX Scan&Fill ATX Scan&Fill must be open and it must be the active window in order to perform a scheduled backup. If the window is minimized, Scan&Fill will not perform the scheduled backup. If Scan&Fill 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

174 ATX Scan&Fill displays the Schedule Backups dialog box: 3. Click New Schedule. 167

175 ATX Scan&Fill displays the Backup dialog box: 4. To select additional clients you want to backup, click Add. 5. Click Clients. 168

176 ATX Scan&Fill 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. 169

177 ATX Scan&Fill displays the Backup dialog box: 8. 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. 170

178 ATX Scan&Fill displays the Browse For Folder dialog box: 9. Navigate to the location in which you wish to back up your files and folders and click OK. 10. Enter a name for the backup in the Archive File Name box. By default, ATX Scan&Fill encrypts the file. 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. 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. 171

179 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. 12. Do one of the following: To continue with the backup, click Ok. To exit without backing up, click Close. Scheduling Backups for Locked Clients ATX Scan&Fill 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: 1. Click the Tools menu and select Backup. 2. Select Schedule

180 ATX Scan&Fill displays the Schedule Backups dialog box: 3. Click New Schedule. ATX Scan&Fill displays a warning: 4. Click Yes to unlock the client. 173

181 ATX Scan&Fill displays the Enter Password dialog 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 Scan&Fill ATX Scan&Fill allows you to back up your files for storage or transport. You only have the option to backup files\folders when you select any file or folder below the top-level directory folder. Otherwise, you have the option to backup 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. 2. Select Now... to conduct the backup immediately. 174

182 ATX Scan&Fill displays the Backup dialog box: 3. To select additional files\folders you want to backup, click Add. 4. Click Files\Folders. 175

183 ATX Scan&Fill 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 backup 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. 176

184 ATX Scan&Fill displays the Browse For Folder dialog box: 8. Navigate to the location in which you wish to back up your files\folders and click OK. 9. Enter a name for the backup in the Archive File Name box. By default, ATX Scan&Fill encrypts the file. This process is the same as zipping the file. To remove files\folders individually from the backup process, highlight the file name and click Remove. To remove all files\folders from the backup, click the Clear button. 177

185 10. Do one of the following: To continue with the backup, click Ok. ATX Scan&Fill backs up the selected files to the desired location. To exit without backing up, click Close. Scheduling Backups for Files/Folders in ATX Scan&Fill ATX Scan&Fill must be open and it must be the active window in order to perform a scheduled backup. If the window is minimized, Scan&Fill will not perform the scheduled backup. If Scan&Fill 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

187 ATX Scan&Fill displays the Backup dialog box: 4. To select additional files/folders you want to backup, click Add. 5. Click Files/Folders. 180

188 ATX Scan&Fill 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. 181

190 ATX Scan&Fill displays the Browse For Folder dialog box: 9. Navigate to the location in which you wish to back up your files and folders and click OK. 10. Enter a name for the backup in the Archive File Name box. By default, ATX Scan&Fill encrypts the file. 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. 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. 183

191 To remove files individually from the backup process, highlight the file name and click Remove. To remove all files from the backup, click the Clear button. 12. Do one of the following: To continue with the backup, click Ok. To exit without backing up, click Close. Backing Up Directories in ATX Scan&Fill ATX Scan&Fill allows you to back up entire directories for storage or transport. You only have the option to backup directories when you have a top-level directory folder selected. Otherwise, you 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. 2. Select Now... to conduct the backup immediately. 184

192 ATX Scan&Fill displays the Backup dialog box: 3. To select directories you want to backup, click Add. 4. Click Tabs. 185

193 ATX Scan&Fill 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 enter the location to which you want to perform the backup. You can back up to another drive, folder, or removable media. 186

194 ATX Scan&Fill displays the Browse For Folder dialog box: 7. Navigate to the location in which you wish to back up your directories and click OK. 8. Enter a name for the backup in the Archive File Name box. By default, ATX Scan&Fill 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. 187

195 9. Do one of the following: To continue with the backup, click Ok. ATX Scan&Fill backs up the selected files to the desired location. To exit without backing up, click Close. Scheduling Backups for Directories in ATX Scan&Fill ATX Scan&Fill must be open and it must be the active window in order to perform a scheduled backup. If the window is minimized, Scan&Fill will not perform the scheduled backup. If Scan&Fill 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

197 ATX Scan&Fill displays the Backup dialog box: 4. To select directories you want to backup, click Add. 5. Click Tabs. 190

198 ATX Scan&Fill displays the Open Tab Directories dialog box: 6. Select the directories you want to backup and click OK. 191

200 ATX Scan&Fill displays the Browse For Folder dialog box: 8. Navigate to the location in which you wish to back up your directories and click OK. 9. Enter a name for the backup in the Archive File Name box. By default, ATX Scan&Fill encrypts the file. 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. 10. 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. 193

201 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. 11. Do one of the following: To continue with the backup, click Ok. To exit without backing up, click Close. Restoring Data in ATX Scan&Fill ATX Scan&Fill 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. 194

202 ATX Scan&Fill displays the Restore dialog box: 2. Click the Browse button to select the path where the backup file is located. 195

203 ATX Scan&Fill 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. 4. Do one of the following: To continue the restore process, click Ok and ATX Scan&Fill restores the files to their proper location. To exit without restoring, click Close. 196