OfficioDM Pro FAQs

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General

OfficioDM Pro is a small business document management system that uses SQL 2014 express. Allowing the Scan, Import, index and search of documents. All documents are encrypted. You can have up to 5 secure areas, which can be used for departmental security purposes. Choose between 3, 6, 9, 12 and 15 user systems.

Each area (database) can have up to 10 cabinets, each cabinet can have up to 8 Index fields. The system will hold 250,000 documents per database. Note that this number will reduce if documents are OCR’d.
OfficioDM Pro has a scan interface allowing documents to be scanned into the system. It also has the ability to OCR documents to allow for text word searches.

A FREE Mobile App is supplied for Windows, Android and IOS.

User Accounts

If a new user is logging into the system for the first time, the password will be the same as your user name.

If the user name is ‘JohnSmith’, the default password will be ‘JohnSmith’. First log-in immediately prompts the user to change their password.

You must first log in with the Admin account. Select the Manage Users option and setup your users.

See User Creation Guide

 

Indexing

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

If the field is a list field, you will also have the ability to add a value to the list.

Cabinets

The administrator needs to log into the Admin Account.
From the admin home screen select the Manage Cabinets. Click the Create Cabinet option.
Set up the cabinet’s details (name, colour, field information etc.). then ‘Save’.

See our video on creating a cabinet, click here.

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 10 cabinets can be created. When this number is reached, the ‘Create Cabinet’ button will become disabled. It will reactivate if a cabinet is deleted.

Log into the admin account and select the Manage Cabinets icon. Highlight the relevant cabinet and select the Delete Cabinet option. A window will pop up asking you to confirm the action. Once a cabinet is destroyed it cannot be recovered.

Make sure the cabinet is empty, if not it can’t be deleted.

Log in as Administrator. From the admin home screen select the ‘Manage Cabinets’ icon. Highlight the cabinet and choose the ‘Edit Cabinet’ option. Change to the preferred colour by selecting from the dropdown and Save.

Up to 8 index fields per cabinet

Log into the admin account and select the Manage Cabinets icon. Highlight the cabinet and select ‘Edit Cabinet’. To change a field highlight it and then edit it (change its name or field type, etc). The order of the fields can be changed by using the up and down arrows.

To delete a field, highlight it 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.

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.

For OfficioDM Pro Mobile App users see ‘OfficioDM Pro Mobile App’ FAQ section.

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.

OfficioDM Pro: The ADMIN password will be needed to confirm the decision to ‘Destroy’.

Documents Miscellaneous

OfficioDM Pro can store 250,000 documents per database. You can have up to a maximum of 5 databases. This number will reduce if documents are OCR’d.

If two or more users have a document selected, an action performed by one user will be overridden by the actions of the second user.

Actions include; adding a note, changing the file name, deleting a document and re-indexing.

You may have the scenario where two users are looking at the same document. The first user deletes the document. The second user, re-indexes the document to a different cabinet. These actions happen at almost exactly the same time. The last action is the re-index. So rather than the document being moved to Deleted Items (as the first user would expect). It ends up where the second user was re-indexing it to.

Another scenario may be if two users have selected the same document and are both adding a note. Whatever information the first user has added will get replaced when the second user saves their note. This also applies to changing a file name and index values.

OfficioDM Pro Mobile App

Our free Mobile App is available alongside OfficioDM Pro on iOS, Android and Windows devices.

Please more information, please click here.

The ability to scan documents is not available through the Mobile App.
You will need to scan these documents on a Windows Client through the OfficioDM Pro scan interface and import them into the system.

If it is the first time opening the App you will need to enter the correct url that links to your OfficioDM Pro system.

If you need to enter a new url, from the login screen press the menu option in the top left of the screen and select Server. From here you can enter a new url.

The OfficioDM Pro Mobile App will only load the first 25 documents of a cabinet or in-tray. When viewing these document in Image View you will be unable to proceed past the 25th document until you load additional documents.

To load more documents you will first need to scroll down to the bottom of the list in List View. This will load the next 25 documents.

When saving documents out using the OfficioDM Pro App you will be given the option to save to Dropbox. If you select Dropbox you will be asked to sign into your Dropbox account. Enter your account details and sign in. If you dont have a Dropbox account, there is an option to create one.

Using Dropbox from the OfficioDM Pro App for the first time will create a folder within your Dropbox account called OfficioDM (inside the Apps folder). After the OfficioDM folder there will be additional folders with the names of the OfficioDM database(s) you’ve logged into. Then there will folders for your in-tray and cabinets.

Let’s say, for example, the OfficioDM Pro database is called ‘Documentation’. You save a document from the ‘Clients’ cabinet to Dropbox. Now when you look at your Dropbox you will see the document in Apps\OfficioDM\Documentation\Clients.

Yes.

When importing documents using the OfficioDM Pro App you will be given the option to use Dropbox. If you select Dropbox you will be asked to sign into your Dropbox account. Enter your account details and sign in. If you dont have a Dropbox account, there is an option to create one.

Using Dropbox from the OfficioDM Pro App for the first time will create a folder within your Dropbox account called OfficioDM (inside the Apps folder). Inside the OfficioDM folder you will see some additional folders. There will be one called ImportFolder, which is where you will need to place any documents you wish to import into OfficioDM Pro using Dropbox.

To import a document from Dropbox simply place a document in the import folder (ImportFolder). Then from the OfficioDM Pro App, when importing, choose the option ‘Dropbox’. This will display all documents inside the import folder. Tick the document(s) you want to bring accross and press Import.

You can perform word searches on cabinets that have been set up for OCR. But when viewing the returned document(s) using the OfficioDM Pro Mobile App it will not highlight the word in the document.

To see this you will need to perform the same search using the desktop version of the product.

Administration

Additional User Licenses are purchased through the OfficioDM Pro Server.
Consult your OfficioDM Pro system administrator.

If you have a voucher for a new system you will need it during the registration process. When filling out your details, it will ask for a voucher code. Please enter your voucher code here and finish registering.

To begin the registration process, please click here.

Vouchers for additional user packs will need to be redeemed through the OfficioDM Pro Server.

Technical / Error Messages

For a guide on backing up OfficioDM Pro please click here.

OfficioDM Pro SIRE Cloud: If you need to restore your OfficioDM Pro SIRE Cloud data, please contact us.
For more information on our SIRE Cloud solution, click here.

For a guide on updating OfficioDM Pro please click here.

OfficioDM Pro Mobile App: The Mobile App should update automatically. Check your device application settings.

The SQL service may not have started or needs restarting.

Check services on the OfficioDM Pro server.

OCR Search (OfficioDM Pro)

OCR stands for Optical Character Recognition. The Database Administrator can set up a Cabinet to OCR documents as they are imported. The system will OCR the document(s) and store any text content for future retrieval. This means a user can search for a document by information (words or numbers) contained in it.

If a cabinet is set to OCR, when the Search Panel is open a text box labelled ‘Search Words’ will be visible at the base of the panel. Type in the word(s) you want to look for and press the search button. This will return all documents in the cabinet containing that word(s). When viewing the document the search word(s) will be highlighted.

If you performed a search using the phrase ‘next week’s appointments’ it would return a search with all documents that contained each word individually. With this in mind, it is advisable to limit your search to one word, unless the phrase or number is likely to be unique to particular documents.

A cabinet needs to have the option to OCR selected when it is set up. If this has not been done, then the box will not be visible. If OCR is required, the cabinet can be amended by signing in as the database administrator and going to the ‘Manage Cabinets’ section.

The results you get from an OCR search depend on a number of factors…

  • The majority but not all file types can be OCR’d.
  • The quality of the image will greatly impact what the OCR captures. Check scan settings and make sure that important content is not compromised by things like a received stamp, hand writing, paper creases etc. obscuring it.
  • There is a short time lag between importing the document into the cabinet and when the user can search for it by OCR content.
  • A cabinet that has been set to OCR after documents have already been imported will only OCR NEW documents. To OCR older existing documents, the user will need to search for them and re-index them.
  • If the document you are looking for is not found, try a partial word search to find part of a word within a document.

OfficioDM Pro

OfficioDM Pro is a small business document management system that uses SQL 2014 express. Allowing the Scan, Import, index and search of documents. All documents are encrypted. You can have up to 5 secure areas, which can be used for departmental security purposes. Choose between 3, 6, 9, 12 and 15 user systems.

Each area (database) can have up to 10 cabinets, each cabinet can have up to 8 Index fields. The system will hold 250,000 documents per database. Note that this number will reduce if documents are OCR’d.
OfficioDM Pro has a scan interface allowing documents to be scanned into the system. It also has the ability to OCR documents to allow for text word searches.

A FREE Mobile App is supplied for Windows, Android and IOS.

If a new user is logging into the system for the first time, the password will be the same as your user name.

If the user name is ‘JohnSmith’, the default password will be ‘JohnSmith’. First log-in immediately prompts the user to change their password.

The administrator needs to log into the Admin Account.
From the admin home screen select the Manage Cabinets. Click the Create Cabinet option.
Set up the cabinet’s details (name, colour, field information etc.). then ‘Save’.

See our video on creating a cabinet, click here.

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 10 cabinets can be created. When this number is reached, the ‘Create Cabinet’ button will become disabled. It will reactivate if a cabinet is deleted.

Log into the admin account and select the Manage Cabinets icon. Highlight the relevant cabinet and select the Delete Cabinet option. A window will pop up asking you to confirm the action. Once a cabinet is destroyed it cannot be recovered.

Make sure the cabinet is empty, if not it can’t be deleted.

Log in as Administrator. From the admin home screen select the ‘Manage Cabinets’ icon. Highlight the cabinet and choose the ‘Edit Cabinet’ option. Change to the preferred colour by selecting from the dropdown and Save.

Up to 8 index fields per cabinet

Log into the admin account and select the Manage Cabinets icon. Highlight the cabinet and select ‘Edit Cabinet’. To change a field highlight it and then edit it (change its name or field type, etc). The order of the fields can be changed by using the up and down arrows.

To delete a field, highlight it 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.

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.

OfficioDM Pro: The ADMIN password will be needed to confirm the decision to ‘Destroy’.

OfficioDM Pro can store 250,000 documents per database. You can have up to a maximum of 5 databases. This number will reduce if documents are OCR’d.

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

If the field is a list field, you will also have the ability to add a value to the list.

OCR stands for Optical Character Recognition. The Database Administrator can set up a Cabinet to OCR documents as they are imported. The system will OCR the document(s) and store any text content for future retrieval. This means a user can search for a document by information (words or numbers) contained in it.

If a cabinet is set to OCR, when the Search Panel is open a text box labelled ‘Search Words’ will be visible at the base of the panel. Type in the word(s) you want to look for and press the search button. This will return all documents in the cabinet containing that word(s). When viewing the document the search word(s) will be highlighted.

If you performed a search using the phrase ‘next week’s appointments’ it would return a search with all documents that contained each word individually. With this in mind, it is advisable to limit your search to one word, unless the phrase or number is likely to be unique to particular documents.

A cabinet needs to have the option to OCR selected when it is set up. If this has not been done, then the box will not be visible. If OCR is required, the cabinet can be amended by signing in as the database administrator and going to the ‘Manage Cabinets’ section.

The results you get from an OCR search depend on a number of factors…

  • The majority but not all file types can be OCR’d.
  • The quality of the image will greatly impact what the OCR captures. Check scan settings and make sure that important content is not compromised by things like a received stamp, hand writing, paper creases etc. obscuring it.
  • There is a short time lag between importing the document into the cabinet and when the user can search for it by OCR content.
  • A cabinet that has been set to OCR after documents have already been imported will only OCR NEW documents. To OCR older existing documents, the user will need to search for them and re-index them.
  • If the document you are looking for is not found, try a partial word search to find part of a word within a document.

For a guide on backing up OfficioDM Pro please click here.

OfficioDM Pro SIRE Cloud: If you need to restore your OfficioDM Pro SIRE Cloud data, please contact us.
For more information on our SIRE Cloud solution, click here.

For a guide on updating OfficioDM Pro please click here.

OfficioDM Pro Mobile App: The Mobile App should update automatically. Check your device application settings.

The SQL service may not have started or needs restarting.

Check services on the OfficioDM Pro server.

You must first log in with the Admin account. Select the Manage Users option and setup your users.

See User Creation Guide

 

Additional User Licenses are purchased through the OfficioDM Pro Server.
Consult your OfficioDM Pro system administrator.

Our free Mobile App is available alongside OfficioDM Pro on iOS, Android and Windows devices.

Please more information, please click here.

The ability to scan documents is not available through the Mobile App.
You will need to scan these documents on a Windows Client through the OfficioDM Pro scan interface and import them into the system.

If it is the first time opening the App you will need to enter the correct url that links to your OfficioDM Pro system.

If you need to enter a new url, from the login screen press the menu option in the top left of the screen and select Server. From here you can enter a new url.

The OfficioDM Pro Mobile App will only load the first 25 documents of a cabinet or in-tray. When viewing these document in Image View you will be unable to proceed past the 25th document until you load additional documents.

To load more documents you will first need to scroll down to the bottom of the list in List View. This will load the next 25 documents.

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.

For OfficioDM Pro Mobile App users see ‘OfficioDM Pro Mobile App’ FAQ section.

If two or more users have a document selected, an action performed by one user will be overridden by the actions of the second user.

Actions include; adding a note, changing the file name, deleting a document and re-indexing.

You may have the scenario where two users are looking at the same document. The first user deletes the document. The second user, re-indexes the document to a different cabinet. These actions happen at almost exactly the same time. The last action is the re-index. So rather than the document being moved to Deleted Items (as the first user would expect). It ends up where the second user was re-indexing it to.

Another scenario may be if two users have selected the same document and are both adding a note. Whatever information the first user has added will get replaced when the second user saves their note. This also applies to changing a file name and index values.

When saving documents out using the OfficioDM Pro App you will be given the option to save to Dropbox. If you select Dropbox you will be asked to sign into your Dropbox account. Enter your account details and sign in. If you dont have a Dropbox account, there is an option to create one.

Using Dropbox from the OfficioDM Pro App for the first time will create a folder within your Dropbox account called OfficioDM (inside the Apps folder). After the OfficioDM folder there will be additional folders with the names of the OfficioDM database(s) you’ve logged into. Then there will folders for your in-tray and cabinets.

Let’s say, for example, the OfficioDM Pro database is called ‘Documentation’. You save a document from the ‘Clients’ cabinet to Dropbox. Now when you look at your Dropbox you will see the document in Apps\OfficioDM\Documentation\Clients.

Yes.

When importing documents using the OfficioDM Pro App you will be given the option to use Dropbox. If you select Dropbox you will be asked to sign into your Dropbox account. Enter your account details and sign in. If you dont have a Dropbox account, there is an option to create one.

Using Dropbox from the OfficioDM Pro App for the first time will create a folder within your Dropbox account called OfficioDM (inside the Apps folder). Inside the OfficioDM folder you will see some additional folders. There will be one called ImportFolder, which is where you will need to place any documents you wish to import into OfficioDM Pro using Dropbox.

To import a document from Dropbox simply place a document in the import folder (ImportFolder). Then from the OfficioDM Pro App, when importing, choose the option ‘Dropbox’. This will display all documents inside the import folder. Tick the document(s) you want to bring accross and press Import.

If you have a voucher for a new system you will need it during the registration process. When filling out your details, it will ask for a voucher code. Please enter your voucher code here and finish registering.

To begin the registration process, please click here.

Vouchers for additional user packs will need to be redeemed through the OfficioDM Pro Server.

You can perform word searches on cabinets that have been set up for OCR. But when viewing the returned document(s) using the OfficioDM Pro Mobile App it will not highlight the word in the document.

To see this you will need to perform the same search using the desktop version of the product.

OfficioDM Pro

FAQs

Frequently Asked Questions about Officio Document Management

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