OfficioDM FAQs

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General

OfficioDM Single User is a SDF lite database document management system, suitable for use on a Microsoft Windows PC. Allowing the import, index and search of documents. All documents entered into the system are encrypted. There is one user account and one Database that can create up to 5 cabinets, each with up to 4 Index fields. A maximum of 10,000 documents can be stored.

Download the In-Tray guide or watch the following videos:

Download the settings guide.

User Accounts

After the product is Licensed, a user name and password needs to be entered.

Click on the ‘I forgot my password’ button on the log-in screen.

A reset code will be sent to the email address associated with your OfficioDM user account.

You will then be prompted with a window to enter the reset code from the email, it will also ask you to enter a new password.

After the product is licensed you will be prompted to setup your user account.

Importing

You can drag and drop files into an in-tray or into a cabinet. Left click and hold while selecting the relevant document(s) and move it over the in-tray or cabinet on the Home Screen and release. Alternatively, you can drop it into an in-tray or cabinet when they are open. You may need to reduce the size of the OfficioDM window to do this.

Watch the video below, or download the Import guide.

Watch the video below, or download the scanning guide.

Indexing

Search for and highlight the document you want to move. Select the ‘Index’ option on the right side. Select the cabinet from the drop-down list. If you are already in the INDEX section, simply select the correct cabinet from the drop-down and the new cabinet Index fields will appear. Fill in the desired Index fields and click the ‘Re-Index’ button.

If the document has been entered into the wrong cabinet, see above question. If the document is in the correct cabinet but the index values need to change, highlight the document and select the INDEX button. The index fields will show the current values. Adjust the data in the desired Index field(s) and click the ‘Index / Re-Index’ button to confirm.

Due to Index field restrictions, changing certain Index field types may require you to re-index your documents.
For example if you change a text Index field that contains both letters and numbers to a number Index field the index values in the cabinet will appear blank.
For more information on re-indexing, see previous two questions.

When indexing, if you select the small box next to the index field, it will give you the option to clear the index value.

Yes. If multiple documents are highlighted, they can be indexed at the same time. They will all be indexed using the values entered. You will need to be in list view to do this.

There are 3 options to choose from…

Index them immediatley: When documents are imported to a cabinet it will open the index Panel for that cabinet straight away.

I will index them later: When importing to a cabinet it will put it straight into the cabinet without asking the user to enter any index values.

Ask me every time: A window will pop up when documents are imported to a cabinet asking the user if they want to enter any index values now or later.

Searching

When searching, by using the small box to the right of the Search field a user can refine their search further by selecting from a number of different behaviours.

A ‘contains’ search value will look for any document that has the search value you’ve enter as part of it, for example a search for 123 with ‘contains’ selected will return documents containing the number 451239 not just 123. Same applies to a string of letters.

An ‘equals’ search is similar to contains. Only this time the search will return only exact matches to the criteria entered.

A ‘not equals’ search will return documents that do not have the searched value.

Depending on the type of field, other options to choose from, include Starts With, Ends With, Less Than, More Than, Before, After, and Between.

The program automatically sets a ‘Date Entered’ date against all docs when they are imported. In the SEARCH Panel, there is an option to search for documents entered into OfficioDM on a certain date or within a certain date range. This can be useful if a user forgets how they filed the document.

When searching, there is a tick box option to search for documents in a cabinet which have no index values. This gives the user the ability to quickly find documents that have been entered into a cabinet but have no index values.

When performing a search, there is a choice to open the results immediately or have a separate window open first, advising the number of documents found. Leaving the box un-ticked can be useful, should the search return a large number of documents which may take some time to load. In such a situation, the User may want to refine the SEARCH criteria.

Watch the video guide below, or download the Search guide.

Cabinets

Press the ‘Create Cabinet’ button on the home screen or the ‘Settings’ option and then ‘Cabinets’.
Set the cabinet details (name, colour, field information etc.). Click ‘Save’.

For a full guide on creating a cabinet, please click here.

For sample cabinet ideas for home users, click here and business users click here.

A maximum of 5 cabinets can be created. Once that number is reached, the ‘Create Cabinet’ function will disappear or become greyed out (if in Settings). It will reappear if a cabinet is deleted.

Make sure the cabinet is empty. Select the ‘Settings’ icon from the home screen. Then select the ‘Cabinets’ option. Highlight the cabinet to be deleted and click the ‘Delete Cabinet’ button. Once a cabinet is destroyed it cannot be recovered.

Select the ‘Settings’ icon the home screen. From the list of options select ‘Cabinets’. Highlight the relevant cabinet and select ‘Edit Cabinet’. Edit the colour and save changes.

Up to 4 index fields per cabinet.

Select the ‘Settings’ icon on the home screen. From the list of options select ‘Cabinets’. Highlight the relevant cabinet and select ‘Edit Cabinet’. To change an Index field, highlight it and then edit it (change its name or field type, etc). You can also change the order of the index fields by using the up and down arrows.

To delete a field, select the field and click the Delete button. Deleted fields cannot be recovered.

Making changes to a field after documents have been indexed may lead to loss of data and may effect search results. It is advised that after a field change any documents in the cabinet should be re-indexed. See ‘Indexing’ for more information.

Field Type Description Example Note
Text Any combination of letters, numbers and symbols House52&street@7 Allows a maximum of 256 characters
Number Numbers only 1234567890 Allows a maximum value of 2000000000
Currency Numbers only, places to two decimal places 250.99 Other languages may use a comma rather then a decimal point (250,99)
Date Date format 14/10/2016 Depending on your language choice UK/US (US 10/14/2016)
List A choice of values from a pre-made list

Download our guide to cabinets for more information.

When looking at documents in a cabinet it will only show 500 documents. The latest document imported will always be at the top of the list.

If your cabinet contains more than 500 documents you can still access these documents by performing a search for them. For more information on searching, please see ‘What searching options are there?’ in the Searching FAQ section. When performing large searches it will load more than 500 documents.

Documents General

There are two levels of deletion; delete and destroy. If a document is deleted from an in-tray or a cabinet, it can be restored from ‘Deleted items’. Select the ‘Deleted items’ icon from the home screen. Highlight the document(s) you want to recover and click the ‘Restore’ option. It will be returned to the in-tray or cabinet it was deleted from (in the case of a cabinet, it will restore with the index values intact).

If a document has been destroyed from the ‘Deleted items’ bin, it cannot be restored. To destroy a document, highlight it while its still in the Deleted Items bin and click the ‘Destroy’ option.

They will return to the location they were deleted from (a cabinet or the in-tray). If the cabinet has been deleted, they will be restored to the in-tray (index data will be lost).

To make an adjustment to a document you will need to save it out of OfficioDM, edit it, then re-import it and ‘INDEX’ it again. The old version will need to be deleted if you don’t want duplicate documents. A document(s) can be saved out of OfficioDM from both a cabinet and an in-tray.

In Image View there are a number of ways you can manipulate the document image.

At the top of the window you will see a number of different options. Use the first set of arrows to move between documents in your in-tray or cabinet. If it is a multi-page document you can use the next set of arrows to navigate through the pages.

You can rotate the document, zoom in and out, fit to height and width by selecting from the options at the top of the screen. It is here, in Image View, where you will also find the option to print.

Please see the FAQ “What is List View and Image View?” for more information.

The print function is found in Image View.

Watch the video below or download the guide to Deleted Items.

There are two ways to view documents within OfficioDM.

List View displays your documents (either in your in-tray or any cabinet) in a simple list detailing a number of important pieces of information. Including; filename, index values and date entered.

Image View is used when you want to view an individual document. You can find out more on the Image View functions in the FAQ ”What are the different Image View functions?”

See our List View and Image View video guide for more infomation.

Documents Miscellaneous

Yes, it is right, rotating Image Documents in OfficioDM is for visual effect only and the rotation is not saved.

If this happens, you may need to save them out of the system and launch them in their native program. If no changes are made and launching is for viewing only, then nothing more needs to be done as the document in the system is unaltered.

Yes, from the Document Information Panel. Which can be accessed from the in-tray, a cabinet or bottom of the INDEX Panel. With the Panel, open, highlight the document and click in the file name box to make changes and ‘Save’ to confirm.

Notes can be added to any document in OfficioDM. You are limited to maximum of 256 characters including spaces. The text can be edited as many times as needed making it possible to have one large note or several smaller ones.

With OfficioDM you can view a number of file types, including image files, PDFs and Office files. If your document doesn’t display you will need to save the document out of OfficioDM so you can launch and view it with the associated program if it is installed on your device. Although the system viewer is unable to display the particular file type, the document is securely stored in the system.

OfficioDM can store up to 10,000 documents in the system.

Technical / Error Messages

For a guide on the minimum requirements for both Single User and Pro, please click here.

The download files can be quite large. Please make sure you are setup to allow large files to be downloaded.

For a guide on backing up OfficioDM please click here.

For a guide on updating OfficioDM please click here.

Install x86 (English) version of the redistributable package, click here.

OfficioDM

FAQs

Frequently Asked Questions about Officio Document Management

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