In this webinar, Anne McGurty, productivity expert of Strategize and Organize, conducted basic getting started with Paper Tiger Online functions, such as describing what is a Database, creating a Database, creating a Location, creating Items, printing labels for your items.
Then Anne continued by demonstrating the following, in addition to answering questions asked during the webinar, to help you use Paper Tiger more effectively to get organized and be more productive:
-How to organize things other than paper files
-Filing items from her inbox
-Searching items, then editing
-How to use the Transfer function to Move an Item, with an explanation of why and how to use Confirmation
-How to use the Cleanout Report and benefits of this report (this is one of Anne’s favorites)
-How to Toss an item when it is no longer valid
-Using the Confirmation function when transferring or tossing an item and why the confirmation function is helpful
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.
See more information here on Paper Tiger Filing System Software for Document Management
You can contact Anne at amcgurty@strategizeandorganize.com or by phone at 303 881-0174.
Q: Referring to labels, can we get the document in a Word format so that I can change font options?
A: Currently, Paper Tiger Online will only extract labels in .pdf format, so it wouldn’t be possible to change the font. However, see this knowledge base article for instructions to create your own labels using MS Word Mail Merge: http://support.thepapertiger.com/entries/20900682-Create-Your-Own-Labels-Using-Mail-Merge
Q: Can you touch on using the alphabetical method & your thoughts on using it. We have several files that we don’t want to index. How do you use Paper Tiger A – Z file system?
A: Filing alphabetically 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 and search from keywords that you’ve input versus the one or two words that might be input on the hanging file folder tab when filing 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.
Q: Did I hear you say that if you want to move from a PC version to web version, the files will be transferred for you?
A: Yes, you can send your Paper Tiger desktop database to our tech support team and they will import the database for you into your Paper Tiger Online account. Prior to sending your database, make sure all pending items have been confirmed by clicking the Confirm box, and empty the Trash. Then export your database to .CSV file by following the instructions below for all databases if you have more than one database. To export a Paper Tiger CSV file from Paper Tiger 4:
1. Open Paper Tiger and the appropriate database.
2. From the File menu, select Export.
3. Check the Select All box.
4. Click the Browse button to select the preferred directory so that you will know where the file will be saved to and type in a file name for the CSV file, click the Save or Open button
5. Then attach the .CSV file to your email that you’re sending to our tech support team at support@thepapertiger.com
Q: How do categories work in Paper Tiger Online?
A: You do not need to add a Category for every item. You can add a Category in the instances when you might want a virtual view of files that are related even though they may be in different file drawers. See our knowledge base article at How do I use Categories in Paper Tiger? for more information.
Q: I have a Paper Tiger account and have created several databases. But when I search, it appears that I can only search one database at a time. Is that correct?
A: Yes, Paper Tiger does not search across databases. Having different databases is only advantageous if you want to keep different filing systems separate and do not want to search for all files in all databases at one time. For example, if you have an Office database and a Home database, you do not want items to pop up from your Office database when conducting a search for an item in your Home database.
Q: I use Paper Tiger for the business that I manage. It is a large dental practice. My doctors want me to be “paperless” and scan in all invoices, statements, etc. When will I be able to do this and organize via Paper Tiger? I have used this system for three years and don’t want to abandon it
A: We hope to have a digital filing solution soon, but do not have a definite date yet.
Q: I would like your views on filing DVD’s and computer software.
A: Of course, you can index DVD’s and computer software, and basically anything that you can put a number onto. Simply index your DVD’s and computer software, and print out labels from Paper Tiger to affix onto each DVD and computer software CD or you can number the CD itself or the edge of the jewel case or storage sleeve.
See our Not Just For Filing Papers webpage for other great ideas.
Q: Once created, can a database be accessed from any computer?
A: Yes, Paper Tiger Online works on any computer with an Internet access including Mac, so you will be able to log into your Paper Tiger Online account from anywhere.
Q: What is the best process for moving from a traditional file system to Paper Tiger?
A: See our blog post Customize Your Filing System with Paper Tiger’s Indexing Method
I used to work as a Senior Operation Supervisor in an Offshore facility for Shell in Brunei. This was in 2001. We worked on a shift system where I am on duty for a week offshore and a week off onshore.
One of our main challenges was handover to our back to backs. Most times based on how priorities come and go, usually we do not always get to execute tasks handed over to each other. This can be very frustrating especially when related documents and drawings cannot be found when misplaced.
I bought the desktop version of Paper Tiger Filing System software for document management around that time and started utilizing it. I brought in drawer cabinets with hanging files and used the basic set-up techniques. It did not take long for me to reflect the existing set-up of the office into Paper Tiger. I knew my back to back was not very friendly to changes.
For instance, the shelf where all the physical folders I reflected under location Shelve A and included the physical files/folders as items and named as they were so as not to create much change.
I really enjoyed the nights when I sat in my offshore office and went through all the documents and used the process of file and eliminate. Before I knew it, the office looked absolutely free without clutter. As I was filing the papers, documents, and drawings, I was already writing physically on each document which hanging file folder they should go back to when necessary to pull and then return to file.
I then worked on the reminders. This took some time, but I made time. By the time I was finished, I felt completely relaxed and I felt a heavy load was off my shoulders, mainly because after 4 years, I was able to go through every single physical drawing, paper and document. I cannot believe we were storing a lot of rubbish in the office.
The next day my other colleagues were wondering why the office looked neat and with absolutely no clutter at all.
When my back to back came offshore, I told him all about Paper Tiger. He was very impressed with the search engine. He was happy and promised he will work on it. We realised that we had a better understanding coupled with respect for each other, and handed over seemlessly, effortlessly. We use to joke that we have a hand over called ‘bumpless hand over’.
The reminders were great, because we used it for looking into important issues and what we needed to plan for.
However in 2003, Shell decided to introduce the GID system and any software used will require permission and required scripting. Both of us became desperate and by the the time GID was rolled out, we were transferred onshore. My energy to restart with Paper Tiger failed on me.
Since 2007 April, I took over the role of Operation Installation Manager in the Onshore Asset. Last year 2010, I was thrilled to see Paper Tiger coming with the web based system. You can guess, I immediately took advantage with my energy coming 10 times strong-fold. I am in control and I have a secretary who does the filing in the morning. Great stuff. I want to be one of the demo users for the digital versions.
From Devarajan.N
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The new digital edition will allow you to organize all of your information – both paper & digital – in one easy-to-use online product. You will be able to quickly find all of your information in one search.
The development team is almost ready to put this new product in the hands of a select group of customers that will provide direct feedback about the functionality and interface design. If you are chosen to participate in the beta program, your input will be vitally important and taken seriously. The time commitment is minimal, but you will be required to respond in a timely manner to a list of questions provided with each new release.
If you would like to be one of the first to see the new generation of Paper Tiger products that will find not only your paper-based information, but also digital files including spreadsheets, word processing documents, PDFs (digital & scanned images), photos, text & attachments from email, etc. – virtually any digital file, then sign up, take a short four question survey and we will notify you once the new product is ready for testing. We welcome your feedback.
Please note that if you’ve already completed the survey, we welcome any additional feedback you might want to provide. We’ve received some great responses so far, and continue to use this information to provide the world’s simplest filing and document management system!
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When we first launched Paper Tiger Online, some customers were concerned about moving their personal data online. Given the numerous insecurities and vulnerabilities of the Internet, I could understand their rightful concerns. We hear it everyday about websites getting hacked, private data getting leaked, or identities stolen, et al. This warranted fear by internet users and companies, ushered in the age of secure communication and more specifically SS. SSL like all things perfect in this world has its flaws, but offers an added layer of security which makes it exceedingly harder for some diabolical cyber mind to compromise your Internet transactions.
“What is SSL?” You Might Ask
SSL is an acronym for Secure Socket Layer. SSL is a set of security protocols (rules) for setting up private encrypted communication between a website and its users. SSL is relevant to any online website that knows the value of keeping safe from an online hacker their customers’: credit card information, birth date, address, telephone number, license number, social security number, or file locations in Paper Tiger Online’s case. If you have ever noticed – some web addresses might have HTTPS instead of HTTP, and if so, you have already been introduced to SSL, which is represented by the S and indicates encrypted communication between your browser and the website.
Paper Tiger Online accounts offer an optional setting to turn on SSL for all communications between the application and your web browser while logged into your account.
How does SSL work?
An SSL certificate provides encryption of the data while sending it through a secure private channel. The private connection is like placing the information into a sealed envelope to guard the information from unintended viewers.
An SSL certificate consists of 2 keys: one to encrypt and one to decipher. The public key encrypts the information and the private key deciphers it once it reaches its destination. When encrypted, the message is appended with a message authentication code (MAC). You may sometimes receive a message from your browser to accept a certificate in order to proceed with your connection. A secure connection is established through a handshake technique where the server is authenticated as secure. Once the handshake has occurred it virtually encrypts and marks every transaction as secure until it’s told otherwise. The URL will change from HTTP to HTTPS to indicate a secure network.
The minimum secure SSL encryption recommended for ecommerce transactions is the 128-bit SSL certificate. For the mathematicians in the building, do the math, which is 128 * 127 * 126 and so on till 1 possible combination that a hacker has to try before getting to your data. However, the industry is not satisfied with this and is quickly migrating towards TLS protocol which is 1028-bit and 2048-bit security certificate – Paper Tiger will not be far behind.
Turning SSL On For Your Paper Tiger Account
By default only the login page uses SSL, and needs to be turned on for the rest of the application. Turning SSL on for your Paper Tiger Online account is as simple as checking a box.
1. Click the Accounts tab from the Dashboard
2. Scroll to the middle of the page and check the SSL box to turn it on
3. Click on Update SSL Preference
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As we’re approaching the end of the year, it’s time to take a day and do what is called “the file clean out day”. Once you know what you have, you can make decisions on what to purge, save, and possibly scan or archive.
Are you asking yourself, “what’s going on here?”. Consider what shape your filing system is in? Are your filing drawers stuffed so full that it’s nearly impossible to get another piece of paper into – or out of them? Are you hurting your knuckles every time you pull a file out? This time of year is a great time to review your files and purge as much as possible, creating space for next year’s papers.
If you’re using Paper Tiger Filing System Software for Document Management, it’s pretty easy, as all you need to do is run a “file clean out report” and review it to assist you in the process. Don’t use Paper Tiger? Here’s what you can do to get through all your old papers and prepare yourself for the new year. Then implement Paper Tiger so that this process will be simpler next year!
While you’re in the mood to be cleaning out files, don’t forget your PC. It also has files that you no longer need, slowing down your processing of work.
You can run maintenance programs which can ‘defrag’ your files – in other words clean up and arrange them in a way which makes it easier for your PC to find and the speed for running programs will be improved.
Empty your recycle bin. When you delete a file, you are only moving it to the Recycle Bin. If you do not regularly empty your Bin, the files inside may take up valuable disk space. Oftentimes, people overlook this task. You should empty your Recycle Bin regularly, at least once a week. So if you haven’t been doing it, add it to your file clean out day.
Remove Temporary Files. Temporary or junk files are left over by programs and are usually no longer needed. Internet Explorer stores many of the files used on the web pages you visit so that next time you go to a site it doesn’t have to download the same files again. However, this can build up over time and take up a lot of disk space. They waste space and that may eventually slow your PC down.
Do you clean out your files every year? Let us know your process in the comment section below.
Anne McGurty is the president and CEO of Strategize and Organize, a training and consulting firm specializing in helping people perfect their environments and make better use of their resources – time, paper, and all forms of information management. As a productivity expert, Anne provides extensive customized services including business consulting, productivity training, process implementation, and time management seminars. You can also follow Anne on Facebook: http://www.facebook.com/strategizeandorganize
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By Stephanie Calahan, of Calahan Solutions and a Paper Tiger Expert
For years I have been telling people about one of my favorite personal productivity software products — Paper Tiger Filing System and Document Management Software. We’ve helped slews of clients implement the software along with other productivity systems as they claimed their Office Miracle™!
Today, I’m thrilled I can let the cat out of the bag and let you know that not only is the Monticello Corporation (makers of The Paper Tiger) re-branding, but they will also be launching an awesome new product very soon and you could be in on it by being a beta tester. Keep reading to learn more.
In 1998, The Paper Tiger software was released to the market and has since become the #1 Paper Management software product in the world! Tens of thousands of companies – large and small rely on it each day to “Find Anything in 5 Seconds or Less…Guaranteed!” Want to know more? Check out Paper Tiger Filing System and Document Management Software to learn more.
The Online Version Is Coming Soon!
In their formal news brief Monticello says:
“Now, we are very pleased to announce that The Paper Tiger software will soon be available on the Internet as a Web-based application! The full functionality of The Paper Tiger Windows-based software can now be found in your Internet browser (Microsoft Explorer, Firefox, Safari, Chrome, etc.) – very easy to setup and to use. If you like the Windows version of The Paper Tiger software, you will love the Internet version!”
I could not be more excited about this and about being on the Alpha testing team. I will be among a small group of professionals that will be trying out the software very soon. We’ve been providing our thoughts based on client comments and I’m “chomping at the bit” to get my hands on the software.
Screen Shot of the Soon to be Released Paper Tiger Online
For those of you that know and love your Paper Tiger, you’ll note that the interface looks very familiar.
“Conversions to Paper Tiger Online will be Painless”
The development team has assured me that anyone that has a current version of Paper Tiger will be able to seamlessly convert their data to the online version. That is one of the first things I’ll be testing when the Alpha opens. Do you have things you think I should test or suggest?
Mac Users Will Have Easier Access for their Document Management
While the desktop version of Paper Tiger could be used on a Mac, sometimes people had challenges making the Windows version work well. Mac folks out there…your day has come! You can now enjoy the full functionality of The Paper Tiger in the Online Edition.
Comment and Share
Are you a Paper Tiger lover? What do you think about the idea of an online version? If you sign up for the Beta testing, be sure to comment below and let me know. If you are an organizer interested in info on upcoming training, tweet me and let me know! @StephCalahan
We love getting your questions! Ask one or many! We review questions on a regular basis and publish in one of our blogs or newsletter.
To your success!
Steph
About the Author:
Stephanie Calahan is The Business Vision Catalyst and founder of Calahan Solutions, Inc. She works with purpose-driven entrepreneurs, visionaries, coaches, consultants, health practitioners, authors, speakers and all sorts of remarkable service professionals who are experts in their field, to help them embrace their brilliance, leverage their business and get their message out with power, ease and joy; so that they can make a powerfully positive difference in the world, exponentially grow their income and enjoy a highly-successful and meaningful business… while working less. Learn how you can have more freedom in your life! http://www.StephanieCalahan.com
