Installation and Configuration Guide Equisys Plc.

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2 All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: 2013

3 Contents 3 Table of Contents Welcome page 5 Technical Specifications 6 Who is it for? 7 Planning your Zetadocs PDF system 8 Administrator 9 Installation... and Configuration 10 Installing an... adm inistrators version of Zetadocs PDF 11 Minim um... configuration requirem ents 12 Licensing Registration Registering... from a different PC 17 General Configuration User Management Optional configuration... options 20 Shared Netw... ork Folders 20 Archiving Renew ing... a trial licence 26 Installing Zetadocs... PDF on individual computers 27 Distributing... Zetadocs PDF to Users using Group Policy 28 Configuring... the Outlook add-in 29 Integration Zetafax Scanners Using Zetadocs PDF 35 Document... Process Owners 36 Document... Authors 37 Scanning paper... docum ents 38 Create your... ow n stationery and attachm ents 41 Add a Com... m and to a docum ent 43 Using Zetadocs... PDF w ith Mail Merge 44 Create a docum... ent tem plate 45 User Printing to... Zetadocs PDF 50 Apply stationery Add an attachm... ent 52 Address the... docum ent 53 Zetadocs PDF... Outlook add-in 54 Faxing from... Zetadocs 58 Using netw... ork folders and local folders 59 Com bine m... ultiple files 60

4 4 Com bine m... ultiple docum ents 62

5 Welcome page 5 Welcome to the Zetadocs PDF Zetadocs PDF helps Outlook users assemble and deliver business documents as PDFs by , eliminating the risk of them being modified by the recipient. Because Zetadocs PDF offers access to shared company documents, any user can quickly merge multiple documents in to a single PDF, on company stationery, reducing the time taken to produce professional documents. Zetadocs PDF archives copies of sent documents to a central location, ensuring that customer contact is recorded accurately and automatically. Automatically convert documents to secure PDF attachments within Outlook Share company documents with centrally managed folders Archive sent documents for quick retrieval by network users This guide is designed to introduce the different features of Zetadocs PDF, and to fully explain how to set up your system to meet all your business needs.

6 6 Technical specifications For the latest information of platforms supported by Zetadocs please see our website at

7 Who is it for? 7 Who is it for? This guide is designed to help administrators set up Zetadocs PDF. Before following the instructions in this guide, it is worth taking some time to consider who else in your company will need to be involved in the set up, management and day to day use of your system. To help make this process easier, key roles can be defined for different user types. Please bear in mind that several of these roles may be applicable to individuals within your company: Administrator The Zetadocs PDF administrator is the person in charge of setting up your Zetadocs PDF system. It is assumed that this person has full rights across your network, and that this person is fully capable of managing Active Directory settings. The Zetadocs PDF administrator will normally be a member of an existing systems administration or technical support team. Business Process Owner The business process owner is the person who defines the best practice within your organization. For example whether quotations should be archived or what page order standard business documents appear in. This role is essential to ensuring that your company sets up Zetadocs PDF in the most beneficial way for your company and should be filled by someone who has a good understanding of how your company operates. Indeed for large organizations, this role may be filled by multiple people from different departments, but a single person should be chosen for final decisions. Document author A document author is someone who will be responsible for publishing documentation that will be added to Zetadocs PDF, and who is in charge of keeping this documentation up to date. This role may apply to multiple people within your company, and includes not only attachment documents, but also stationery and document templates. User All people who have access to Zetadocs PDF and are planning to send out PDF documents are users. It is worth taking time to explain to every user how your Zetadocs PDF setup can help them.

8 8 Planning your Zetadocs PDF system Depending on the way you set up your Zetadocs PDF system, Zetadocs PDF can fulfill a number of business needs, and before starting to set up your system time should be taken to evaluate which features will be used by which user group and what kind of training they will require use the software. Following meetings with your Document Process Owner and Document Authors, you should have an idea of the following: Users How many users in your company will require access to Zetadocs PDF? Which people in your company require access to Zetadocs PDF? What access level each user requires? Who will be training your users? Folders What folders you will need to set up and share on your network? Who needs to access each of these folders? What initial documents need to be added to these folders? Whether an archive needs to be set up for PDF documents? Documents Who is in charge of producing each document? When these documents will be ready? Which folder each document will be archived to? Integration Do any of your departments use software that can integrate with Zetadocs PDF, such as: o Zetafax o A CRM system such as ACT! or Microsoft CRM o An ERP or accounts system Are you planning to integrate these programs with Zetadocs PDF and if so when? Do any of your Users have access to a scanner, and will they be expecting to use the scanning functionality?

9 Administrator Administrator The Zetadocs PDF administrator is the person in charge of setting up your Zetadocs PDF system. It is assumed that this person has full rights across your network, and that this person is fully capable of managing Active Directory settings. The Zetadocs PDF administrator will normally be a member of an existing systems administration or technical support team. The following section shows you how to install and configure your Zetadocs PDF system: 9

10 10 How to install Zetadocs PDF Having planned your Zetadocs PDF system, you should have a good idea of which components you will need to install. The following section describes all the steps required to set up your Zetadocs PDF system. Please follow the instructions for installing your administrator's copy of Zetadocs PDF, and run through at the very least the minimum configuration requirements. All other steps are designed to enhance your Zetadocs PDF system, and can be carried out at a later stage if required.

11 Administrator 11 Installation time. Zetadocs PDF PDF: 2 3 minutes Microsoft.NET: approx 10 minutes. 1. Log on to your PC as a user with local administrator rights. 2. Download the Zetadocs PDF and run the ZetadocsPDF.exe. The files will automatically extract to a temporary directory, and you will be prompted for the language you would like Zetadocs PDF to be installed in. 3. Choose your language and press OK. The installation wizard will start: 4. If you do not already have Microsoft.Net on your computer, the Installation Wizard will guide you through this process. You may need to restart your computer when this is complete. 5. The Installation Wizard will step you through the installation of Zetadocs PDF. Follow the instructions on screen when asked what type of installation you require, select Administrator Install. 6. Click Finish when prompted. The installation process for Zetadocs PDF is complete. You must now configure your system for use.

12 12 Minimum configuration requirements Having installed an administrator version of Zetadocs PDF on your computer, you need to license and register your system, and add a user before Zetadocs PDF can be used. The following topics allow you to set up your Zetadocs PDF system in the shortest possible way to get it working but without additional features that you may find useful. For details on setting up the advanced features of Zetadocs PDF please refer to the chapter on Optional configuration options. 20 How to Configure Zetadocs PDF - Licensing In order to activate your Zetadocs PDF system, you will be required to enter your starter license number and any add-on license numbers using the Zetadocs PDF licensing screen. Should Zetadocs PDF be used without entering a valid license number, it will operate evaluation mode, which will allow you to trial the product for a month:

13 Administrator 13 To add a starter license number Step 1: Start the Zetadocs PDF configuration program. Step 2: Select the Licensing and registration option. Step 3: Select the Change button. This will start up the Enter a Starter system license dialog: Step 4: Type in your license number. Step 5: Select OK to process your license number. Your license number will appear in the license summary box allowing you to see what features are enabled and how many users you are licensed to use. To add an add-on license number Step 1: Select the Licensing and registration option. Step 2: Select the Add button. This will start up the Enter an add-on license dialog: Step 3: Type in your license number. Step 4: Select OK to enter your license number. Your license number will appear in the license summary box allowing you to see what features are enabled and how many users you are licensed to use. Note: You must register your Zetadocs PDF system within 30 days, or the system will cease to function.

14 14 C lick here for details on how to register your system. 14 Zetadocs PDF Registration Zetadocs PDF Registration requires a valid web browser and internet connection. For information on installing from a different computer which is web enabled click here. 17 Note: Every time you enter a new license number, you will need to re-register to keep your product activated. Therefore should you have any add-on licenses, add these before completing the registration process. Requesting a registration code Step 1 On the Licensing and Registration screen of the Zetadocs PDF Configuration program, select the Company button to open the Register Zetadocs PDF dialog: Note: This dialog is opened automatically when you run the install program. Step 2: Enter your company name and press OK. This will open the Zetadocs PDF Online Registration Page in your web browser and open the Zetadocs PDF Configuration program on the Licensing and Registration tab. Should you have difficulty with this please see Registering from a different PC 17. Step 3: Fill in the remaining fields on the online registration page and hit Register:

15 Administrator You will receive an with your registration code within a few minutes. Step 4: Once you have received your registration code, start up the Zetadocs PDF Configuration program, and enter the Licensing and Registration screen: 15

16 16 Step 5: Press the Set button and the Registration code dialog will be displayed: Step 6: In this dialog enter the registration code that was sent to you at the address you specified in the registration form. Step 7: Press the OK button to register your system. If the registration is successful, the configuration will be saved automatically, the following message will be displayed:

17 Administrator 17 Registering from a different PC In the event of your Zetadocs PDF system being installed on a non web enabled PC you be required to perform your registration by manually visiting our online registration web page. To do this please follow these steps: Step 1: On your web enabled PC open a web browser and go to OnlineRegistration.html. Step 2: Click on the link which is relevant for your registration.. Step 3: Next fill in the Online Registration form, make sure to fill all the required fields including Starter license and add-on licenses where prompted. Step 4: Ensure that you carefully enter your Company name as this cannot be changed without reregistering and must be entered exactly as submitted here in the Zetadocs PDF Configuration program on the Licensing and Registration tab. Step 5: Click Submit. Step 6: You will be ed you registration confirmation within a few minutes. This will include the registration code. Step 7: On your Zetadocs PDF installation PC start the Zetadocs PDF Configuration program and go to the Licensing and Registration tab. Step 8: Enter you Starter license and add-on licenses Note: You will be prompted to register your changes after each license you add. Cancel all of these. Once you have entered all licenses: Step 9: Enter your company name exactly as it is in the registration you have received, in the Company Name text box. Step 10: Click OK. Zetadocs PDF will now attempt to connect to the online registration page which should fail. Step 11: Click the Set button for Registration Code. Step 12: On the displayed dialog enter the registration code exactly as on the registration you received and click OK. You should now have successfully registered your Zetadocs PDF system. How to Configure Zetadocs PDF - General Settings To configure Zetadocs PDF, begin by clicking the Windows Start button and find Zetadocs PDF Configuration under the Zetadocs PDF program group.

18 18 The Zetadocs PDF Configuration program will by default open with the General tab displayed, as shown below: Choose where you would like the Zetadocs PDF configuration files to be stored and click Save. This should already be set to Active Directory and we recommend keeping this option as by default, all clients will search for configuration files, so it will make rolling out the client easier. How to Configure Zetadocs PDF - User Management The user management option allows you to specify which of the users on your network are authorized to use Zetadocs PDF. At the top of this page, you will find a record of how many user licenses have been purchased, and how many users are using those license. At any time, you can increase the number of user licenses by purchasing an additional user license pack. Below this on the left hand side, will be a list of all the users on your network that have already been activated (this list will be blank when you first install the software).

19 Administrator On the right hand side, there are the Domain user list and workgroup user list that can be used to search and activate one or more users at a time. To activate a Domain user Step 1: Press the Add button to access your domain user list. Step 2: Find the user you wish to allow to use Zetadocs PDF. Step 3: Double click your left mouse button to activate the user. To activate a Workgroup user Step 1: Type the name of user you wish to activate into the Workgroup users box. Note: To activate multiple users, separate each user name with a comma. Step 2: Press Add to activate the user. To deactivate a user Step 1: Find the user you no longer wish to have Zetadocs PDF access rights. Step 2: Ensuring the correct person is selected, and press the Remove button. Having completed your user management tasks, select the Save option to save your changes. 19

20 20 Optional configuration options In addition to the minimum configuration requirements 12 that are needed to set up your system, these additional steps can be followed to allow you to set up Zetadocs PDF to reflect the business requirements of your organization. Shared Network Folders 20 Shared network folders, allow you to specify any number of network folders that Zetadocs PDF users can access. Using file server permissions, you can configure different folders that are available to specific groups of users. Network folders can be given an alias, which is the name that users can browse to in the client software. Please make sure that the names you choose can be easily understood. Archiving 24 The archiving feature of Zetadocs PDF automatically stores copies of all sent documents. Archive copies are stored in Network Folders, and include document metadata making them searchable if imported into a document management system. The system administrator can configure and switch on or off the archive through the Zetadocs PDF configuration program. When the archive is switched on, the PDF files sent are archived automatically along with an associated metadata file, which enables fast search and retrieval of information such as the recipient of the PDF, and the subject line ofthe . Zetadocs PDF users can view the archive from the accessories window within the Zetadocs PDF program. Renewing a trial license 26 Provides information where you can get additional trial licenses if required, and instructions on how to add your new license to your system. Installing Zetadocs PDF on individual computers 27 Lets you roll out Zetadocs PDF to user's computers individually. Distributing Zetadocs PDF to Users using Group Policy 28 Lets you roll out Zetadocs PDF to users on your network using Group Policy. Configuring the Outlook add-in 29 Lets you set up the outlook add-in to allow you to convert attachments to PDF automatically from within Outlook. How to Configure Zetadocs PDF - Shared Network Folders Shared network folders, allow you to specify any number of network folders that Zetadocs PDF users can access. Using file server permissions, you can configure different folders that are available to specific

21 Administrator 21 groups of users. Network folders can be given an alias, which is the name that users can browse to in the client software. Please make sure that the names you choose can be easily understood. For example: Corporate - Company letterheads and General attachments likely to be used by all departments. Sales - Terms and conditions, product brochures and price lists. To create a new shared network folder Step 1: Browse to your network folder using Windows Explorer. Step 2: Right click your mouse and select sharing and security from the menu that appears. Step 3: Select the Sharing tab: Step 4: Select the Share this folder option. Step 5: Ensure that the Zetadocs PDF users are able to access the folder by selecting the Permissions option. This will display the share permissions dialog:

22 22 Step 6: If necessary add your Zetadocs PDF users and click on OK save your changes. To add a shared network folder to Zetadocs PDF Step 1: Run the Zetadocs PDF configuration program. Step 2: Select the shared network folder option:

23 Administrator 23 Step 3: Select the Add button. A new dialog window will appear that prompts you for the destination of your folder and the name you wish to use to describe it: Step 4: If you know the location of your folder, you can type or paste it into the Folder text box. If you are unsure, then use the "..." button next to this text box to browse to your folder location. Step 5: Add a name for your folder. Step 6: Select Save to save your shared network folder. To edit a shared network folder If for any reason you wish to change the name you have given your shared network folder, this can be done

24 24 using the edit function: Step 1: Select the shared network file you wish to edit. Step 2: Select the Edit button. A new dialog window will appear that shows you the destination of your folder and the name you have used to describe it. Step 3: Make any changes you need to make. Step 4: Select Save to save your shared network folder. To remove a shared network folder Step 1: Select the shared network file you wish to edit. Step 2: Select the Rem ove button. The shared network folder will no longer be displayed in Zetadocs PDF. How to Configure Zetadocs PDF - Archiving The automatic archiving feature of Zetadocs PDF automatically stores copies of all sent documents. Archive copies are stored in Network Folders, and include document metadata making them searchable if imported into a document management system. The system administrator can configure and switch on or off the archive through the Zetadocs PDF configuration program. When the archive is switched on, the PDF files sent are archived automatically along with an associated metadata file, which enables fast search and retrieval of information such as the recipient of the PDF, and the subject line of the . Zetadocs PDF users can view the archive from the accessories window within the Zetadocs PDF program. Configuring the archive

25 Administrator 25 From within the Zetadocs PDF configuration program you can set up the archive options for all users. The options are grouped together under the Archive tab. The following options are available: Archive Documents - a check box that enables the archive feature. Archive Root Folder - a combo box that allows you to choose the network folder to use as the root folder for the archive. If you have not already done so, you must create a network shared folder and setup a descriptive name for this in the Shared Network Folders tab first. The suggested name for this is Archive. All users must have access to this folder and have the ability to create subfolders. How do you want the archive subfolders to be created? - allows you to choose the method of storage: Daily archive folders (recommended) - PDF documents are stored in folders that are dated with the following naming convention: YYMMDD, allowing you to quickly find your sent PDFs. Document Type folders PDFs are stored in sub-folders relating to the class or type of document. Document type can be defined using embedded commands or using document templates. An example use of document type is to create document templates for a certain type of document such as quotation or invoice. Each time the corresponding template is used, the PDF is stored in the corresponding sub-folder i.e. quotation or invoice. This makes it simpler for network users to find specific types of document quickly using the client software. If a document sent using Zetadocs PDF is not classified, it will be stored by default in the root archive folder.

26 26 Archiving by document type is the recommended method for integrating the Zetadocs PDF archive with a document management system. When this option is selected, the additional checkbox: Save Metadata as CSV is also enabled, this checkbox allows you to save the metadata as a CSV file as well as in the default XML file format for compatibility with watched folder / batch import programs available with most Document Management systems. Renewing your trial license Should your trial expire, and you wish to have more time to evaluate the software before purchasing Zetadocs PDF, please contact the Zetafax distributor for your country for a trial license and more information alternatively contact: EQUISYS plc - United Kingdom Phone: (Intl ) Fax: (Intl ) sales@equisys.com EQUISYS Inc - USA and Canada Phone: (770) Fax: (770) sales@usa.equisys.com Once this number has been received, please follow the instructions below to register: Log on to a computer where you have run the Zetadocs PDF Administrative install and you have administrator rights on your network. Open the Zetadocs PDF Configuration program. Under Zetadocs PDF Licensing and Registration, add your new license number. This will prompt you to register. If you click OK, then you will be taken to the Registration page. Fill in the registration form and select register. This will automatically send a registration request. A registration number will be ed to the address you have specified Reopen the Zetadocs PDF Configuration program. Under Zetadocs PDF Licensing and Registration, add the registration number you have been issued. 8. Save your changes. Your system will now be fully active until the end of your extended trial period.

27 Administrator 27 Installing Zetadocs PDF on individual computers Note: you will need to have the Microsoft.Net framework installed on each computer. If you do not have this, Zetadocs will guide you through the process of obtaining and installing a free download via the Internet. Installation time. Zetadocs PDF: 2 3 minutes Microsoft.NET: approx 10 minutes 1. Log on to each PC as a user with local administrator rights. 2. Download the Zetadocs PDF and run the ZetadocsPDF.exe. The files will automatically extract to a temporary directory, and you will be prompted for the language you would like Zetadocs to be installed in. Note: If you extract the files to a set location on your network, you can save time, by manually starting the setup.exe on each computer. 3. Choose your language and press OK. The installation wizard will start: 4. If you do not already have Microsoft.Net on your computer, the Installation Wizard will guide you through this process. You may need to restart your computer when this is complete. 5. The Installation Wizard will step you through the installation of Zetadocs PDF. Follow the instructions on

28 28 screen when asked what type of installation you require, select Standard User Install. 6. Click Finish when prompted. The installation process for Zetadocs PDF is complete. If you have set up your system license using Active Directory, no other configuration is necessary. However, if you have specified a different location for you licensing information, you will need to follow the following steps on each computer: Open the Zetadocs PDF client. Select Options from the Tools menu. Under the Licensing tab, select the Network folder option, and browse to your license location. Select OK. Distributing Zetadocs PDF to Users using Group Policy To roll out Zetadocs PDF into your Active Directory domain follow these steps: Logon to a Domain controller on your network as a user with Domain administrator rights. Copy the entire Zetadocs PDF folder to a distribution point on the local disk subsystem. Note: If you downloaded Zetafax PDF from the web, the default location for the extracted files will be C:\Documents and Settings\<username>\Local Settings\Temp\Zetadocs PDF. You can share the folder from here or copy to a new location and share Start Active Directory Users and Computers. Right click Domain, and select Properties then click on the Group Policy tab. Select Default Domain Policy and click Edit. Browse to Computer configuration/administrative templates/windows components/ windows installer. 7. Double click Always install with elevated privileges and set it to enabled. 8. Browse to User configuration/administrative templates/windows components/ windows installer. 9. Double click Always install with elevated privileges and set it to enabled. 10. Browse to Computer configuration/software Settings/Software installations. 11. Click on Action menu, choose New>Package Browse to the Zetadocs PDF.msi file in the Zetadocs PDF folder you shared in point 2 above, and then click OK. Note: you must browse to it as a valid network path that can be resolved by all client systems e.g. \ \<ComputerName>\<Share>. 13. Select Assigned then Click OK. 14. Close the Policy. 15. Zetadocs PDF will be installed once the policy has propagated and the client system has been rebooted.

29 Administrator 29 Configuring the Outlook add-in The Zetadocs PDF Outlook add-in is installed as part of the main Zetadocs Installation process. Configuration 1. Start Microsoft Outlook. Note: This will take slightly longer than usual the first time after installing the Zetadocs PDF Outlook addin. 2. Select Options from the Tools menu. This displays the Options dialog box: 3. Choose the options you would like to set:

30 30 Option Type Toolbar Options PDF Conversion Options Zetadocs Wizard Options Option Display the Convert Attachments button Description Selecting this option will add a button to your message form which allows you to convert attachments using the Zetadocs PDF Wizard. Each time you have attachments you wish to convert, you can activate the Wizard using the Convert Attachments button. Automatically convert attachments Selecting this option will set the on send Zetadocs PDF Wizard to automatically convert your attachments. Launch the Zetadocs Wizard on Selecting this option will set the send Zetadocs PDF Wizard to run anytime you send an with attachments, allowing you to make modifications to the PDF conversion. Prompt me before converting If you select this option, you will be asked to confirm that you wish to convert attachments before sending Combine attachments into a single Selecting this option allows you to PDF file convert your attachments to a single PDF as standard, and to set a name for your new PDF document. Compress attached files into a When this option is selected, all single zip file attachments that are present will be added to a named zip file. 4. Press OK to apply your changes.

31 Administrator 31 Integrating with other products Zetadocs can distribute documents from any application that can print through it s printer driver. Using embedded commands, Zetadocs integrates with applications such as CRM, ERP and finance packages, so that business documents can be sent and stored within the application that is being used. For example, the Zetadocs integration with ACT! Contact Management software automates the process of sending documents directly to ACT! contacts. Zetadocs includes some specific integrations to other applications: Zetafax for document distribution by fax, Act! for automatic archiving and scanning devices for ing or faxing paper documents. Further information is included below. Zetafax Integration with Zetafax, allows you to send documents as recipients prefer to receive them, by or by Fax, from the same user interface. This section shows you how to configure Zetadocs PDF to work with a fully configured Zetafax system (for details of how to set up your Zetafax system, please refer to the Zetafax Install and Configuration Guide). Scanners Zetadocs PDF integrates with scanning equipment so that copies of paper documents can be combined into a single document and sent as a fax or PDF by . This section shows you how to set up a Zetadocs PDF client to use an attached scanner. Other integration options Zetadocs PDF can also integrate with ACT! and other CRM systems. For further information on how to set up your Zetadocs PDF system to integrate with ACT! or with other CRM systems, please refer to the Zetadocs PDF Online help. Zetafax Integration Integration with Zetafax, allows you to send documents as recipients prefer to receive them, by or by Fax, from the same user interface. This section shows you how to configure Zetadocs PDF to work with a fully configured Zetafax system (for details of how to set up your Zetafax system, please refer to the Zetafax Install and Configuration Guide). Zetafax Integration 1. Install and configure your Zetafax Server following the instructions found in the Zetafax Install and Configuration guide. 2. Ensure that every Zetadocs PDF user that wishes to use the faxing option has the Zetafax Client installed on their local machine. 3. On each user's machine, log into the client, and insure that the Do not ask me again option is checked to allow Zetadocs PDF to communicate with Zetafax without further prompting:

32 32 4. When you start Zetadocs PDF, it will submit faxes using the appropriate Zetafax account. Coversheets and Letterheads Zetadocs PDF can access coversheets and letterheads that are stored on your Zetafax server in the following locations: Zetafax\System\Z-Cover Zetafax\System\Z-Letter Any coversheets and letterheads that you would like to use from within Zetadocs should be stored in these locations. Zetadocs PDF integrates with Zetafax 2006 and later. Integration with scanners Zetadocs PDF integrates with scanning equipment so that copies of paper documents can be combined into a single document and sent as a fax or PDF by . This section shows you how to set up a Zetadocs PDF client to use an attached scanner. 1) 2) Ensure that the scanner that you wish to use is connected directly to the PC that needs to use it. If not already present, ensure that all drivers for your scanner have been installed (as per the instruction manual for your device) and that your scanner is functioning correctly. 3) Open the Zetadocs Client. 4) Use the scan button available in the client, either from the top toolbar, or from the file menu:

33 Administrator 33 Scan button available from the file Scan button on main toolbar menu a) If a scanner has been detected, the software relating to that scanner will be automatically started allowing you to configure your default scanning options: An example of scanning software options b) If more than scanner is detected, all scanners will be displayed in a list to allow you to select the correct device:

34 34 multiple scanners being displayed 5) 6) Use your scanning software to capture the scanned image. Close your scanning application widow Your document will appear in the document explorer window allowing you to add attachments, stationery and templates to your scanned document before sending.

35 Using Zetadocs PDF 35 Using Zetadocs PDF This section will help you to understand the different tasks that need to be completed to maintain and use a Zetadocs PDF system. It also describes the type of user who will be expected to perform each task. Zetadocs PDF allows you to create a PDF document that you can send using Microsoft Outlook from almost any Windows program. The tutorial in this section will introduce you to the basic features of Zetadocs PDF. Further tutorials and more detailed help are available through the Help menu in Zetadocs itself and from the website at

36 36 Document Process Owners The business process owner is the person who defines the best practice within your organization. For example whether quotations should be archived or what page order standard business documents appear in. This role is essential to ensuring that your company sets up Zetadocs PDF in the most beneficial way for your company and should be filled by someone who has a good understanding of how your company operates. Indeed for large organizations, this role may be filled by multiple people from different departments, but a single person should be chosen for final decisions.

37 Using Zetadocs PDF 37 Document Authors A document author is someone who will be responsible for publishing documentation that will be added to Zetadocs PDF, and who is in charge of keeping this documentation up to date. This role may apply to multiple people within your company, and includes not only attachment documents, but also stationery and document templates. The following topics provide you with the information your document authors require to get started creating documents to be used with Zetadocs PDF. Further tutorials and more detailed help are available through the Help menu in Zetadocs PDF itself and from the website at training.aspx.

38 38 Scanning paper documents If you have a scanner attached to your computer, you can acquire single or multipage documents to Zetadocs. Using the Zetadocs PDF client it is possible to merge scanned documents with printed documents such as a Word document, before sending it by fax or PDF by . To do this: Step 1: Use the scan button available in the client, either from the main toolbar, or from the file menu: Scan button on main toolbar Scan button available from the file menu Step 2: a) If a scanner has been detected, the software relating to that scanner will be automatically started allowing you to set your scanning options as standard:

39 Using Zetadocs PDF 39 An example of scanning software options b) If more than scanner is detected, all scanners will be displayed in a list to allow you to select the most suitable: multiple scanners being displayed Step 3: Use your scanning software to capture the scanned image. Step 4: Close your scanning application widow Your document will appear in the document explorer window allowing you to add attachments, stationery and templates to your scanned document before sending.

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41 Using Zetadocs PDF 41 Create your own stationery and attachments Using the steps below, you can create stationery and attachments that can be added to shared network folders for use by Zetadocs PDF users. These accessories can also be added to document templates. Create your own stationery 1. Open Microsoft Word and create a new document. 2. Select the image that you want to use as your company stationery. This can be a range of file formats, e,g.bmp,.gif,.jpeg 3. Add the image your document using the Insert > Picture > From file. This will allow you to locate any image file that is compatible with the Microsoft Office suite. 4. Place the image at the top right of your document window using the right justification option and adjusting the margins. 5. Print your document to the Zetadocs PDF printer. 6. Select the document that you have just printed. 7. Use the reading pane to check the layout of your stationery. 8. If you are happy with the look of your stationery, then the stationery can be saved using the Save as Stationery option found in the File menu. 9. This will open the Save As menu window, and allow you to choose a file name for your stationery. 10. Select the Save option to save your stationery. This stationery can now be applied to any documents printed to Zetadocs PDF. To test your stationery simply apply it to the sample document. Creating Attachments 1. Open the document you wish to become an attachment, for example a brochure or price list. 2. Print the document to the Zetadocs PDF printer. 3. Select the document that you have just printed. 4. Use the reading pane to check the layout of your attachment. 5. Add any stationery you wish to have present within your attachment. 6. If you are happy with the look of your attachment, then the attachment can be saved using the Save as Attachment option found in the File menu. 7. This will open the Save As menu window, and allow you to choose a file name for your attachment. 8. Select the Save option to save your attachment. This attachment can now be added to any documents in the Zetadocs PDF document explorer window. To test your attachment simply add it to the sample document sample letter.doc:

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43 Using Zetadocs PDF 43 Add a Command to a document Using embedded commands, it is possible to include specific document settings in the original document before sending it to Zetadocs via the printer driver. Using embedded commands, for example you can automatically apply the stationery, attachments and addressing options within the original document. Embedded commands enables users to by-pass the Zetadocs PDF interface, and is useful for sending batches of documents as it can save you time preparing each document. This example shows how to apply the Sales Quotation template as a command. 1. Open the document entitled "Sample Letter.doc" (c:\program files\zetadocs PDF\samples) using Microsoft Word. 2. Click on the Accessories button, or choose View Accessories Window. Selected the folder where you saved your template, and select Templates from the Type drop down. 3. Your template entitled "Sales quotation" will be visible. Right click on it and select Copy Automation Command. 4. Go back to the Sample Letter.doc and paste the command into the document. Then highlight the command and change to white font so that it will not be visible in the final PDF. 5. To send the document and add the stationery, attachment and details automatically, simply select the Zetadocs PDF button from the tool bar.

44 44 Using Zetadocs PDF with Mail Merge It is possible to use Zetadocs PDF with Mail Merge to send personalized PDFs to a group of recipients, as a quick and affordable alternative to printed mailings. This example will use the sample documents supplied with Zetadocs PDF. 1. Open Sample1.doc. Ensure the Mail Merge Toolbar is shown (right click your mouse in the toolbar area and select the Mail Merge option). 2. Select a data source (icon looks like a table). 3. Browse to MailMerge.xls and select sheet1. 4. This will allow you to use Mail Merge Fields within the document. 4. Replace all the fields marked XXXXXXX with merge fields using the insert merge fields option (6th from left). 5. Add the following to the top of your document: %%[startdocument] %%[ XXXXXXX] %%[subject: Support contracts due for renewal] %%[excludepage] %%[startbodytext] 6. Replace the XXXXXXX with the mail merge field for address. 7. Add the following at the bottom of the first page: %%[endbodytext] 8. This will let Zetadocs know that the first page is designed to be part of the body. 9. Open Zetadocs, and select any stationery you wish to add from the accessories pane. 10.Right click your mouse, and select Copy Automation Command from the drop down menu. 11.Return to Word, and paste the command between the subject and the exclude page lines: For Example %%[subject: Support contracts due for renewal] %%[stationery:c:\documents and Settings\eboal\Local Settings\Application Data\Equisys\Zetadocs PDF \Equisys Letterhead A4.zds] %%[excludepage] 12.Merge your document using the Merge to New Document button. 13.Print your new document to Zetadocs to send it.

45 Using Zetadocs PDF 45 Create a document template A document template allows you to specify a set of rules for every new PDF created with it. These can include the application of particular stationery and attachments as well as the specification of options. This example demonstrates how a sales template may be set up to ensure that headed paper and sales conditions are always included and that a copy of each is sent automatically to the sales manager. Open Zetadocs PDF and select the Tools > Create Document Template... option. The Document Template Wizard will start. Select the Next option to continue. Add an attachment to your template Available attachments are displayed in the top-left box. You can select an attachment by highlighting it. Select the attachment entitled "WM Attachment". A preview appears as a thumbnail. To add this brochure as an attachment, click on the Add button. The attachment will be listed in the Selected Attachment box as shown below. You can add more attachments if you have them available and change the order in which your attachments are added using the Move up and Move down buttons. Add stationery to your template You will now be asked if you wish to specify any stationery. If you leave this blank no special stationery will

46 46 be applied. 1. Select the stationery entitled "WM Stationery". A preview of this stationery appears as a thumbnail. 2. Click on the Add button. The stationery you selected will be listed in the Selected Stationery box as shown below. 3. Click on the Next button when you are ready to proceed. Specify message options for your template 1. Enter your subject and message body and select a recipient either by entering their SMTP address or clicking To:, cc; or bcc, and selecting a recipient from your Outlook address book. 2. When you are ready to proceed, click Next >.

47 Using Zetadocs PDF 47 Review the template The summary screen is the final screen in the Wizard and lists the settings you have chosen. 1. Save this document as "Sales Quotation". You can save your template locally for your own use or in a shared network location so that other network users can access it. Note: If saving a template to a shared location on the network, you must ensure that the PC where you store the template has appropriate access to any stationery or attachments you have used.

48 48 2. Click Finish when you are ready to proceed. Apply the template 1. Open the document entitled "Sample Letter.doc" (c:\program files\zetadocs PDF\samples) using Microsoft Word. 2. Print the document to the Zetadocs PDF printer. The Zetadocs PDF software will display your document. 3. Click on the Accessories button, or choose View Accessories Window. 4. Browse to the folder where you saved your template, and select Templates from the Type drop down. 5. Your template entitled "Sales quotation" will be visible. Highlight it and click Add. The stationery and any attachments will automatically be added to your document. If you included any sending options such as a message body, or subject line, it will be visible as shown in the screen below 6. Click Send to deliver the document.

49 Using Zetadocs PDF 49 Zetadocs PDF Users All people who have access to Zetadocs PDF and are planning to send out PDF documents are users. It is worth taking time to explain to every user how your Zetadocs PDF setup can help them. The following topics provide you with the information your users require to get started using Zetadocs PDF to create and send out documents. Further tutorials and more detailed help are available through the Help menu in Zetadocs PDF itself and from the website at training.aspx. Note: Your Zetadocs PDF system is licensed on a per user basis, and additional user licenses can be added to your system at any time. For further information, please contact your local distributor or Equisys directly.

50 50 Create a PDF document You can create a PDF document from any compatible Office document. To do this, you will need to print your document to Zetadocs PDF. The following instructions allow you to create your first PDF document: 1. Open the sample letter (c:\program files\zetadocs PDF\samples\sample letter.doc) in Microsoft Word. Zetadocs will have installed a button on your standard toolbar as in the screen shot below: 2. Click on the Print to Zetadocs button (the Zetadocs Icon). Alternatively, choose File Print and select the Zetadocs PDF printer from your printer dialogbox and press OK. 3. The Zetadocs window will open automatically as Zetadocs creates your PDF and you will see your new document in the Reading Pane. 4. You can now send your document to a recipient in your Outlook address book, or you can apply stationery to it by following the instructions below.

51 Using Zetadocs PDF 51 Apply stationery This allows you to create your document on a particular type of stationery most commonly company letterhead or continuation paper. Ensure that your principle document is displayed on the central screen in the Zetadocs window. The window on your right is the Accessories window. If this is not already displayed, click Accessories on the Zetadocs PDF toolbar. This button will open and close the Accessories Window. Select the Zetadocs PDF folder and Stationery from the Type drop down list. Highlight the WM stationery. A thumbnail preview appears. Click the Add button or drag the stationery to your document in the Document Explorer window. The stationery is merged with your document.

52 52 Add an attachment An attachment will form part of the final PDF you create. In this case, the example is of company terms and conditions. From the Accessories window, select Attachments from the Type drop down list, in the Zetadocs PDF folder. Highlight WM Attachment. Click the Add button or drag the attachment to your document in the Document Explorer window. The attachment will be added to your document. The image in the Thumbnail View is also updated, showing all pages of your document. You can click on any of these pages to view them in the Reading Pane.

53 Using Zetadocs PDF 53 Address the document Select the document name which appears at the root (highest up on the screen) of the document tree in the document explorer window. The display in the reading pane changes to an addressing form. Write and address your using the form as you would with Outlook. On the Zetadocs PDF toolbar, click Send. An Outlook form will pop up that contains your message and your PDF attachment. You can now send your PDF as an attachment to anyone in your Outlook address book.

54 54 Zetadocs PDF Outlook add-in If the Zetadocs Outlook add-in is installed on your system, the Zetadocs PDF Outlook add-in uses the core functions of Zetadocs PDF to allow you to quickly convert Office attachments to PDF. Using the Zetadocs PDF Outlook add-in gives you the option to convert your attachments into a single PDF or into individual PDFs, and also to compress your attachments into a zip file. Convert an attachment Any Office based attachment that you add to an message can be converted into either a single PDF or multiple PDFs using Zetadocs PDF. 1. Attach your document to your message in the usual manner. 2. Start the Zetadocs PDF Wizard: If your default options have been set Convert attachments on Send, the Zetadocs PDF Wizard will start up automatically when you click the send button if it detects an attachment has been added to the message. If your default options have not been set to Convert attachments on Send, you can manually start the Zetadocs PDF Wizard by selecting the Convert Attachments button. 3. The Wizard will display the attachment that you have added to your message:

55 Using Zetadocs PDF Click the Next button to start converting your attachment: 5. When conversion is complete, a new window will open, allowing you to view the PDF document you have created:

56 56 6. You can scroll page by page through the thumbnail view of your PDF, by selecting the document and using the arrow buttons underneath the thumbnail view to move between pages. 7. To view the created PDF, select the Preview button, and your PDF will be opened in Adobe Acrobat:

57 Using Zetadocs PDF When you are happy with your created PDF, select Finish to exit the Zetadocs PDF Wizard and attach your created PDF file to your message.

58 58 Faxing from Zetadocs PDF Zetafax is a network fax software program, that allows users to send faxes directly for their desktops. If you have purchased either Zetafax duo, or both Zetafax and Zetadocs PDF, you can send faxes via Zetadocs PDF. Ensure your system is configured properly using the instructions as described in the section on Zetafax Integration. To do this: Step 1: Select the document name which appears at the root (highest up on the screen) of the document tree in the document explorer window. The display in the reading pane changes to an addressing form. Step 2: To add your fax address you can either: a) Add your fax address to the fax addressing line by hand using the following format: recipient_name@recipient_company@fax_number for example: Jim Jones@Jones Construction@ b) Add your fax address using the fax addressing wizard: Enter the name of the person you wish to send a fax to, their company name and their fax number into the boxes provided and click Add to list. Select OK when you are ready to return to your message. Step 3: Select the Fax Options button to choose your coversheet, letterhead and sending options. Note: Any fax options will only be applied to messages sent to fax recipients. Step 4: Include any text that you wish to be displayed on your coversheet in the message body. Step 5: You can view the appearance of your fax at any time by selecting the Fax Preview button on the Zetadocs toolbar: Step 6: When you are happy with your fax message, click Send to send your message.

59 Using Zetadocs PDF 59 Using network folders and local folders Zetadocs PDF allows you to access documents from folders across your network. This means that you can access different types of stationery, attachments and templates depending on the type of documents you regularly produce. When your administrator set up your network, they will have allocated folders that should be visible via the Folder drop-down menu: In addition, if you know of the location of a folder that is not present, you can select new locations using the Browse... option.

60 60 How to combine multiple files Combining office documents from a Document Explorer window If you have several Office documents that you would like to combine into a PDF, you can add them into Zetadocs PDF directly using the Combine Wizard. To do this: Step 1: Browse to your document location, and select all the documents you require. Step 2: Using the right mouse menu, select the Send to > using Zetadocs PDF... option. Step 3: The Combine files wizard will start up with all documents that you have selected loaded. Using the Combine files wizard Step 1: On the first page of the Wizard, add all the documents that that you wish to merge into your document using the Add button. Step 2: Rearrange the order of your documents if required by selecting a document and moving its position using the arrow keys. Step 3: Use the options at the bottom of the screen to choose whether you want to combine your documents to a new PDF or an existing Zetadocs document.