Document Manager & Scan & Fill

[joelgilb]

Was just wondering if anyone out here is using the document manager fromATX. I am looking for a way to organize, track and basically find my client files. So far I have close to a terrabyte of documents, including PDF, Word, Excel, WordPerfect and Tax documents (others to but these are the main ones) and it is like lookig for a needle in a haystack

I have been scanning everything since 2005 including some older documents. I organize my files in 2 ways, some by client (more recent ones) andbyt type of document and catagory for wordprocessing and Excel type documents.

I tried setting up Doc Mgr and it looks like I have to almost start from scratch and enter each client and related folder and type of folder. As I already have this organization for the majority of my files this seems like a lot of busy work.

Also, I want to convert all scanned PDF's into searchable OCR documents. ATX (TAXWISE) is trying to sell me Scan and Fill for this, but all they can tell me is that it will save me typing into the tax program. Not an important feature to me as it will only help with new w-2s and new clients, a small portion of my work. They can't seem to tell me if it will do batch ocr on existing PDF files, and this is what is important to me.

I have looked at numerous document mangers that seem far better, but this one may integrate better if it can do the things I need.

Also signed up for their 1 hour Webinar ($59.00 if you purchased Total Tax Office as I did). I will fill everyone in on that once I do it. I am guessing that in an hour I won't get to much benefit. Shame Caribou is gone, they would give you the training free to get you interested in the program and up to speed (like their accounting write up software thay had - a poor product btw).

And finally, if anyone knows of other options that may be better suited for my needs, I would appreciate.

Joel

[RoyDaleOne]

I use the atx doc manager.

I like it very much, however, I scan from paperport pro v.11.

The scan from doc manager does not work correctly for me.

They said get another scanner.

I drag and drop the scans to the client tree in doc manager

and delete the original scan file.

Note, I still have the single user version and it will not work

from a server to workstation. I called CS in mid-last year

and they said it was to be upgraded to the normal three

user for this tax season. Have same problem with the

depreciation program. The writeup program is still not

complete, that is all the features are not finished.

You can create a filing system of trees in paperport.

[GeorgeM]

I use paper port which came with my scanner, and have it set up as a client base. A folder for each client sorted by last name, sub folders for each year. I also keep other files with a directory name that I will understand what is in them. Suck as Personal, Paid bills, product manuals, etc.

If your scanner scans in on other programs ATX is wrong you don't need a new scanner just a better program.

You say you transfer everything to OCR instead of PDF, what program do you use. I have tried in the past and got a lot of garbage.

Also the scan and fill to me is slower, and only good if you expect to do at least 50 new returns this year. And don't forget it will not work on next years program.

[B. Jani]

I use paperport 9.00 since 2004 and scan and save as pdf. Have Client folder in My document folder. Just back up my document folder every week and never had problem so far.

[joelgilb]

I use paper port which came with my scanner, and have it set up as a client base. A folder for each client sorted by last name, sub folders for each year. I also keep other files with a directory name that I will understand what is in them. Suck as Personal, Paid bills, product manuals, etc.

If your scanner scans in on other programs ATX is wrong you don't need a new scanner just a better program.

You say you transfer everything to OCR instead of PDF, what program do you use. I have tried in the past and got a lot of garbage.

Also the scan and fill to me is slower, and only good if you expect to do at least 50 new returns this year. And don't forget it will not work on next years program.

I didn't say I transfer everything to OCR vs PDF. What I want to do is have every PDF be an OCR searchable file. I have looked at features of "High End" document managers (costing thousands) and they appear to be able to batch ocr the pdfs, deal with the directory structure I already have and allow searches of key words to find the documents I want, rather than a simple client search.

Since I am both an Attorney and a CPA, I need to be able to find specific drafted documents, notices etc, and I a not always aware which client I drafted something for. Further, I do not keep all documents in a client folder. For instance, if I write a "Reasonable Cause" response to an IRS notice, I may want to use some of the same language in another letter. Therefore I save the wordprocessing file (I tend to use WordPerfect not Word) in a Wordperfect data folder under a subcatagory of "IRS Tax Responses". I am looking for a document manager that can search for these documents by key word search not client name search.

I just created my first client folder under ATX DM and note the following:

1. I am required to enter a Social Security number to create the client folder. This is something I do not always have for clients where I do not do tax work.

2. When I added data to the folder, it copied all the data to a new place in my hard drive (under the DM program. - I do not want it to restructure my file system or duplicate my files.

3. I could not find a search function to find documents and looking at a PDF file inside DM was not much of a time saver or easier than use Windows Explorer and Adobe Acrobat (I have Adobe Acrobat Professional 7.0 btw). Ok it did save a step maybe, but this feature is certainly not enough to make this program worthwhile if it doesn't do more than that.

I am looking for True Document Management, not just a simple replacement for my file cabinet. If all a document manager does is replace the file cabinet, and not add the features that a computer would provide, what is the point?

Joel

[GeorgeM]

I am looking for True Document Management, not just a simple replacement for my file cabinet. If all a document manager does is replace the file cabinet, and not add the features that a computer would provide, what is the point?

Try going to http://downloads.zdnet.com/ under the download section and search for document managers. They have a good selection .