Whether you are a beginner or experienced user of Paper Tiger, learn the fundamental uses and overview on Paper Tiger Online.
In this webinar, we demonstrated the steps to create a Paper Tiger Online account, create a Database, create a Location, create an Item and input keywords. Anne McGurty, productivity expert, professional speaker, author, and a Paper Tiger expert, took us through some specific examples in how to use Paper Tiger in the life-cycle of paper management.
As information, Anne is a professional speaker, productivity expert, and author. If you want to learn more about Anne and her services, please visit her website at www.StrategizeAndOrganize.com. She may be in Colorado, but she’s nationally recognized as an expert and works with people throughout the US in person and virtually.
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
See more information here on Paper Tiger Filing System Software for Document Management
Q&A from the Webinar
Q: Do you keep all the loose stuff in a manila folder inside the handing file? How else would you take stuff out to use it?
A: That is your choice in how you file, but certainly a good practice. I have some hanging file folders that have loose papers in them and some that I’ve also put manilla folders into, especially if I have to pull the files a lot.
Q: I only have 2 locations – I thought that meant my home and office. Does that mean I only get 2 drawers in my filing cabinet?
A: A “Location” is where you store your files (i.e. a file cabinet), it does not refer to where you can use Paper Tiger. You can use Paper Tiger Online from any web browser at any time. The desktop version of Paper Tiger would be used locally on the computer that it is installed onto.
Q: Is there a way to print out everything in case the power goes out and I need to find something?
A: Yes, you should see a tab entitled Reports. If you click on the Reports tab, you will see several types of lists that you can print and Item List report would be the first one.
Q: I am having a problem naming my own category. When or how would you use categories?
A: See our knowledge base article What are Categories?
Q: How can I organize books on my shelves. I have several hundred, probably closer to a thousand that I want to be able to find and sell on Ebay
A: Basically, create a Books Location with 1000 capacity in that Location. Print out labels that you can input onto the book spine. Then begin indexing each book, and input the corresponding label onto each book you index. Make sense?
Q: Sort of…. and put what shelf it is on in the keywords and the book name in the item name?
A: Yes, I would think the book name would be the Item Name, and author name along with any other info about the book that you want to add in the Keywords section and where the book is located in your home or office. I would also think you would want to put the books in numerical order as to how you input/index them into your Books location in Paper Tiger’s database.
Q: I am having a problem naming my own category.
A: We have Categories defined and how to use in this knowledge base article: What are Categories?
Q: I have 4 drawers in filing cabinet. So I print out 200 labels with 50 in each drawer and I can tell what drawer it is in by the number since I have 4 drawers?
A: Yes, so you would input the capacity of the Location as 200 or more, and print the labels to input in the hanging file plastic tabs. You can label the file cabinet drawers to let you know what file numbers are in each drawer, i.e., drawer 1 would be labeled ’1-50′, drawer 2 would be labeled ’51-100′, drawer 3 labeled ’101-150′, drawer 4 labeled ’151-200′
Q: I signed up for 2 locations and put one location as top drawer in filing cabinet and second location bottom drawer – am i doing it wrong?
A: You can set up your filing system in Paper Tiger that way, however it might be better if you have the one Location named ’2 drawer filing cabinet’ or ‘Reference files’ and include all files in the one Location since you have the Basic plan that only allows 2 Locations in the database. Then you can use the 2nd Location for other indexing.
Q: Is this only for PT Online? I have the software for my desktop computer. Some of this does not look the same.
A: Yes, we are working on Paper Tiger Online today. The concept is the same, but there are some differences in the look and button pushing.
Q: What are the differences between the online version and the desktop (CD) version?
A: Basically, the desktop version is a Windows downloadable stand-alone on your PC software. You would be able to access your database from the one computer that you’ve installed onto. With Paper Tiger Online, you would be able to log on from any computer with an internet access. It is a web-based version of the desktop.
Q: Other than being able to log onto online, what are the new features that are not in desktop version 4.x
A: The basic difference between the two versions is that with Paper Tiger desktop version:
- it is a one computer software program, meaning you can only access from the one computer you have it installed onto since it is a licensed downloadable software
- needs to be installed, is a Windows only software. Can only be used on Macs if installed on a virtual Windows program such as Parallels
- database is housed on that one computer, database secure only if the computer is secure
- customer responsible for backing up their database
-upgrades would need to be purchased when next version is available
Our developers tried to make Paper Tiger Online as close to the desktop version as possible, so that the look and feel wouldn’t be too much of a difference for our current users that wanted an online version.
In addition, the most prevalent features we have added to Paper Tiger Online are:
-accessible from any computer with an Internet connection, including Macs and devices such as iPad, iPhone, etc. (not tied to one computer and no installation)
-because Paper Tiger Online is accessible from any computer with an Internet access, clients can find or file from anywhere.
-search result highlights the searched word
-ability to choose multiple items to either toss or edit the Action Date
-ability to create a new item in a selected item number
-dashboard shows a running log of changes/activity the user had made to their database
-we will be able to provide enhancements to the online version as they become available that are not possible with the current desktop version
-we automatically backup the databases every night on our secure servers hosted by Rackspace
-does not require installation, so account set up and ready to work in about 60 seconds.
Q: How can I schedule a One on One?
A: Contact Anne at amcgurty@strategizeandorganize.com
Q: The files are numerical – but the accounting clerk would like to have hers be alphabetical instead; is it possible to have just some of the files alphabetical? Do we need to forget about alphabetizing with this system?
A: Yes, but this is not the concept behind Paper Tiger. You don’t necessarily need to forget about alphabetizing, however the concept behind Paper Tiger is to file numerically rather than alphabetically. If this is frightening or too much of a paradigm shift for you, but you still want to index your filing system, see the following blog posts for how to use Paper Tiger for alphabetical filing.
Alphabetic Method for Paper Tiger Desktop Version
Alphabetic Method for Paper Tiger Online
Q: When I print labels, it only shows the file number – I would like to also print the item name – is that possible?
A: Currently, Paper Tiger Online only prints the Location and Item number. We do have this on our suggestion queue for our developers to consider for a future enhancement.
Q: What will it cost for me to upgrade from PT Pro to the online version?
A: If you currently have Paper Tiger desktop version and want to switch to Paper Tiger Online Pro plan, the cost would be the current sale price of the Pro online plan, either monthly or yearly
Q: Is desktop PT going away? Is it best to move to online?
A: Currently, we have no plans to do away with the desktop version
Q: If you misspell words do you have a search engine that picks closest match?
A: Not currently
Q: Where does reminder come up?
A: Reminders pop up at the top of the screen when you log into Paper Tiger
Q: Are reminders sent via email, popups, texts?
A: Currently, Reminders pop up at the top of the screen when you log into Paper Tiger. Reminders are not sent via email or text, but we do have this in our suggestion queue for our developers to consider for a future enhancement.
Q: When I log on, there are “pending reminders”. I do not know what I am being reminded of, or what action I am supposed to take.
A: If you set a Review Frequency when creating a Location, Paper Tiger will remind you when the review frequency interval comes on the calendar. Reminders are also taken from the Action Dates you choose when creating Items. Please see our Reminders section in our knowledge base.
Q: Which product would you recommend for an individual in academics who has incredible amounts of paper and no secretarial help?
A: We recommend Paper Tiger Online Pro plan
Q: Will you be having more advanced webinars?
A: Yes, we will plan to have more advanced webinars. Feel free to give us your suggestions for what you want to be demonstrated in the webinars.
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