Category Archives: Paperless Office

IOS Paperless Office Software

Presence – the easiest way to remote access your files

December 11, 2011 – 12:21 pm

Now that you have all of your important documents scanned and filed it is easy to find them via a spotlight keyword search. But what about when you are away from  home?

I store copies of my files on DropBox but there is no content search option. To access a file I need to know it’s location and filename. The ability to enter keyword searches  as per spotlight is missing. I tried alternate ways via PogoPlug and Tonido but they are also limited in content file searches. I can use a VPN app such as Parallels of Logmein but that is  a clumsy way to obtain the information I need.

The only viable solution I have found is Presence (formerly called FarFinder). After installing the server software on your Mac you can then remote access your files via either a web interface, iPhone or iPad app.

Apart from being able to view your files via the file manager you can also run spotlight like keyword searches to locate the document that you are after. The searches will break down the results by a number of different categories including  PDFs, documents, spreadsheets, presentations, images, contacts and web history. The only type that it is missing is email messages. Search results can be viewed, emailed or downloaded to your remote device then opened in another app.

Presence is not a one trick pony as it has a number of other functions such as uploading and downloading of files to your remote device, enabling file sharing and taking photos via your isight camera remotely.

This app is definitely recommended  for all paperless office aficionados.

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Paperless Office Software

Paperless Office workflow changes

September 18, 2011 – 1:18 pm

With all the great features that OSX Lion brought it seems to have broken a few of the Automator Workflows that I use.

In the  process I described previously I ran a workflow that would strip the path out of a renamed PDF. I have had to change that process so that Hazel renames the file based on the source folder name. This means that instead of a folder structure such as Banking-Bank-Account I now use Banking-Bank-Bank Account.

Its only a minor change to the process and Hazel makes it easy as the previous rules pick up the change of folder name automatically.

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Hardware Paperless Office Software

Paperless Office – take 32

May 19, 2011 – 7:40 pm

As a convert to the principles of a paperless office I have designed, revised and scrapped a number of attempts in my search for the perfect routine.

Previously I utilised OpenMeta Tags to assist in renaming and filing of documents but ultimately I found that it was just another added process that did not return any real benefit.

I prefer to use a hierarchical file structure to store my documents which coupled with content and file name searches via spotlight are sufficient for file retrieval process.

My process for the conversion of documents starts with the sorting of the paper documents into 3 piles;

  • Single sided
  • Double sided, and
  • Multi page

I have profiles setup in ScanSnap Manager that correspond making it a quick exercise to scan the documents, which I generally let build up and process weekly. I use the OCR function, restricted to the first page as that will generally capture the relevant information to assist in file retrieval. The files are all saved to a folder called Intray.

I utilise Hazel rules that will move the files to the appropriate folder under a main folder called Filing Cabinet. The rule searches for content that is particular to regular bills and documents eg supplier name or account number. I find that I can generally automatically file about 75% of the documents that I scan.

I have another Hazel rule that processes all files under the Filing Cabinet folder. First I rename the file to ‘-’, then I rename it to the file path – e.g. /users/(user name)/documents/Filing Cabinet/Category/Supplier Name ( I can have as many levels as I want, on some categories I add another directory indicating the financial year).

I then rename the file to ‘date created – name #.pdf’. The date format I use is yymmdd as this makes it possible to sort in date order by file name. I add the # as a unique identifier for those circumstances where multiple documents from the same supplier are processed on the same day.

Rename Rule

I then use an Automator workflow to remove the leading part of the filename so that the file is renamed as yymmdd – Category/Supplier Name/#.pdf.

Replace Text Workflow

I then run another workflow that removes the ‘/’ characters so the final name is yymmdd – category supplier #.pdf

Rename Workflow

The final function is to add the Spotlight Comment ‘Filed‘ as the Filing Cabinet rule will ignore documents with that comment, this allows for manual naming of documents if a more descriptive title is required.

For those files that I acquire from other sources, primarily online or emails, I have an Action Wizard setup in Adobe Acrobat that will OCR all selected files. This will then trigger the Hazel rule in the Intray and start the filing process.

For the remaining files that are not automatically filed I just need to drag to the appropriate folder under Filing Cabinet and the renaming function kicks in and does its magic.

Typically I am still tinkering with this routine, but with 75% of my scans being filed and renamed without any interaction from me I am pretty pleased.

httpvh://www.youtube.com/watch?v=UAgsn0crCmc

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