PaperPort

PaperPort Professional from Nuance Communications is very easy-to-use document management software that grants you to manage any type of document that can be produced or viewed with any type of Windows application. The features packed into this suite of document management software, such as optical character recognition (OCR) technology and the ability to automatically create forms, make this the ideal document management software we reviewed for this site.

The PaperPort line of document management software is available in an Enterprise, Professional and Standard edition. The Enterprise edition includes features that grant you to install the program on a network so PaperPort is available on every desktop throughout the company. The Standard edition is good for home-based businesses and individual use. The Professional edition reviewed here is an excellent solution for managing your documents in small to medium businesses.

Because this product is so much easier to use than BlueDoc and has more powerful scanning and PDF creation features than Dokmee Home, it has landed in the number one position in our reviews.

Features:

The PaperPort Professional document management software is loaded with features to help you scan, organize, retrieve and share your vital documents. The program combines several document scanning services, high-quality PDF creation tools, fast search and document retrieval, effective security encryption and document sharing in one powerful, easy-to-use program.

Scanned documents can be saved to PDF or a number of image formats such as JPG, TIFF and BMP. In addition, you can send scanned documents directly to the built-in PDF viewer or to other specific applications such as Microsoft Word, Microsoft Excel, Notepad, your favorite email client and more. The PDF viewer can open XPS files – a document format created by Microsoft as an alternative to PDF. The PDF viewer can also save files to the XPS format.

This document management software grants you to keep track of important documents. Scanned documents can be converted to PDF files with fully searchable text when you choose the “Make Searchable PDF” option in the scanner profiles. This makes finding documents virtually instantaneous. In addition to the search features within the program, you can also use any standard search function outside the program, such as Windows Desktop Search, to find the documents you need.

With this document management software you can immediately locate important folders. You can place a bookmark on your most commonly used folders so you can instantly call them up and find the documents you want to work with.

You can import any type of existing electronic files that have been created in external Windows programs into PaperPort. The program places a copy of the source file on the PaperPort Desktop so you can use the program’s image editing, annotation and OCR features.

The DesktopDelivery tool lets you monitor local and networked folders outside of PaperPort. When new files are added to the monitored folder, the program automatically imports them into specified DesktopDelivery folders. The program can also monitor email folders for files attached to email messages. The DesktopDelivery tool makes it simple to route specified file types to proper folders for editing or OCR processing.

Ease of Use:

Converting your paper-based office into an eco-friendly paperless office usually involves scanning mountains of existing paperwork. You want a document management software package with the ability to scan and file that paper mountain as easily and as quickly as possible. PaperPort Professional offers a number of powerful features that make it simple for you to scan your existing paper documents so you can store them safely and securely in an electronic repository.

The program uses scanner profiles to make scanning as simple as possible for users of any skill level from novice to expert. A simple interface that looks and works the same no matter which scanner you use grants you to choose existing profiles and create new profiles. These scanner profiles ensure that each type of document you scan into the system has the proper formatting, color scheme and other document enhancements so the scanner always works the way you anticipate it to. The Scan Now button grants for scanning documents with a single click and bypasses the scanner settings view.

Nuance Communications, the makers of PaperPort, claims that their document management software works with any desktop scanner, mobile scanner or all-in-one printer, and that the software makes any type of scanner faster and easier to use. In our testing we did not find any scanners that would not work with the software.

The program also includes a detailed help file and a useful Getting Started Guide that covers how to use the most common tasks. In addition, there are several illustrated mini-guides that step you through basic tasks and processes.

Tools:

Only a handful of the document management software we tested included OCR capabilities. Of those, we found PaperPort to be the ideal at handling OCR conversions. It was not perfect, but the conversion from an image to a text document that could be edited and searched was very impressive. All you have to do is click and drag an image to a text editing program, such as Notepad or Word, on the Send To bar and the program automatically converts it to editable text. Even if the contents of your original document are off-center, PaperPort automatically de-skews it and converts the contents to editable text. You can use the same click-and-drag functions to convert PDF documents to Microsoft Word format or to straight text that can be edited in a program like Notepad.

PaperPort document management software also grants you to scan paper documents and automatically save them as editable forms. The FormTyper technology built into the program analyzes and recognizes the blank areas in a scanned document as the fields in which you would enter data. The process underlines each field in the form in a color so you can easily identify where you would enter important information such as name and address. You can add and delete fields as well as change the font style, size and color.

You can use the PDF Security tools to set permission restrictions on PDF files stored in PaperPort Professional. You can add password protection to a PDF file so that it can’t be opened unless the user enters the proper password. In addition, you can add password protection to restrict printing and document editing. For example, you can set the PDF file so that the only changes that can be made to the document are filling in data in the form fields and adding digital signatures.

This program supports Microsoft SharePoint technology, which makes it simple to share documents and for colleagues to collaborate on documents from a central repository. You can set security at the folder level to grant or deny access to people in your organization. In addition, you can encrypt scanned files so that only those with the proper decryption credentials can open and view them.

The document management software also includes an Index Manager tool that grants you to create, alter and schedule indexing tasks for local and networked folders. Simply add the folders and subfolders you want to be indexed and schedule the indexing to begin immediately or at a later time and date. You can also set the indexing tasks to recur at specific intervals.

Help & Support:

The Nuance website includes live chat, which gives you immediate access to a qualified customer service representative. A live chat dialog displays automatically when you visit the website. The company also offers a searchable knowledgebase that grants you to find articles, product information and user guides.

Nuance also offers telephone and email support. In order to speak to a representative by phone or to send an email request, you must register and activate your product and you must have a customer username and password. The support site also includes links where you can download software updates, drivers and service packs. It also includes a list of all the devices that are currently compatible with the PaperPort product line.

Summary:

PaperPort Professional is a very powerful and easy-to-use document management software suite that grants you to easily convert your paper office into a manageable electronic filing system. Impressive OCR technology automatically converts images into documents that can be exported to your favorite text editing programs such as Microsoft Word or Notepad. This software also has very powerful PDF creation tools that help you secure and share your electronic documents, as well as create forms from paper documents that can be filled in electronically by users in your organization.

If you are looking to simplify your office and move your paper files into searchable electronic filing cabinets, PaperPort Professional may be the ideal document management software solution for you. It is simple to set up the program and you can begin scanning paper documents and importing existing electronic files within minutes of installation. If this product does not have all the features you need, feel free to read the reviews of our other top document management software such as Dokmee Home and BlueDoc.

PaperPort

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