MN K12 Tech Coordinator Tips & Tricks

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HistoryEdited Mar 28, 2011 10:10 AM by Joel Anderson…

Paperless Workflow Process Detail

Personal Productivity Strategies > Paperless Workflow > Paperless Workflow Process Detail


  1. Paperless Workflow Overview
  2. Paperless Workflow Tools
  3. Paperless Workflow Considerations
  4. Paperless Workflow Process Detail
  5. Paperless Workflow Limitations
  1. Capture data
    1. Electronic Data (EagleFiler): Eagle filer is capable of managing documents of all types, including mail, web archives, PDF, office files, etc.
      • Hot Key Capture: You can use EagleFiler's Hot Key Capture tool to quickly import a document you are viewing or have selected into EagleFiler's library. You can also set EagleFiler to prompt you to specify the folder, tags, and notes associated with the document.
      • Import: You can use EagleFiler's Import menu to import any document into EagleFiler's library. You can also import and entire folder of items. EagleFiler will retain the folder hierarchy.
      • Drag and Drop: You can drag and drop a file or text/image snippet onto EagleFiler's dock icon or Drop Box icon, or into the EagleFiler window.
      • Mac OS X Services: You can use the services menu and contextual menu to import selections into EagleFiler. There is also a keyboard command to invoke an import of selected text.
      • Clipboard Import: EagleFiler's dock menu has an Import Clipboard command which will import the clipboard's contents into EagleFiler.
      • Print to PDF to EagleFiler: You can print from any appellation and choose the Save PDF to EagleFiler to output the print job into EagleFiler's library.
      • To Import folder action: EagleFiler monitors a special "To Import" folder. Any items placed into this folder, will automatically be imported into EagleFiler's library. You can place shortcuts of the To Import folder in the dock and the Finder Sidebar so that you quickly access the import folder from a variety of places (including standard Save dialog boxes).
    2. Physical Data (ScanSnap/EagleFiler): When you obtain papers, you can quickly convert them to PDF files so that they can be filed, searched and referenced along with your electronic data.
      • Configure the following settings in theScanSnap software (setting these features once will completely automate the scanning and importing to EagleFiler process). All you will have to once these settings are set is hit the Scan button:
        • Set the scanning folder to EagleFiler's "To Import" folder. This will automate the process of importing scanned documents into EagleFiler's library. EagleFiler will monitor this folder and automatically import any of its contents into the EagleFiler library.
        • Select your scanning quality, I use "Best".
        • Select your OCR scanning quality, I use "High"
        • Set the OCR scanning software to delete the original scanned document after the OCR process
        • Set the scanning software to Scan to OCR automatically whenever you scan.
      • Remove any staples in your documents and group them into bundles that you want to become files.
      • Feed a bundle into the ScanSnap Scanner and press the Scan button.
      • The scanning software scans the documents, processes them for OCR, sends them to EagleFiler's "To Import" folder, and EagleFiler imports them into its library.
  2. File data
    1. Organize on the fly:
      • When you use any of EagleFiler's capture tools, you can opt to file documents into a folder and add tags and notes to them though a small pop-up dialog box.
    2. Organize in batch:
      • Any documents that you don't file "on the fly", or documents added to EagleFiler's "To Import" folder and then automatically imported into EagleFiler appear in EagleFiler's "Unfilled" Smart Folder. You can then go through the list of documents and add names, tags and notes and file them into an appropriate folder.
    3. Libraries
      • EagleFiler can have multiple libraries, and each library can be stored in different locations. This is useful for managing documents that are stored on cloud storage versus local storage, or work files and personal files.
    4. Folders
      • EagleFiler uses hierarchal folders to help organize documents. When you create a folder in the EaglerFiler library, a corresponding folder is created in the Finder. The Finder storage is organized the same as the EagleFiler library.
    5. Tags
      • EagleFiler can also tag documents. Tags can also be hierarchal. Tagging offers a much more flexible way to organize data than folders, because a document can easily contain several tags. When you tag a document in EagleFiler, the tag is also added into the Comments field of the file's Get Info data.
    6. Labels
      • EagleFiler can also use labels. When you label a document in EagleFiler, it is also labeled in the Finder.
  3. Access data
    1. Local:
      • You can access documents from within EagleFiler, or from the Finder. EagleFiler can provide a QuickView of most documents, and double-clicking a document will open it in its native application. If your EagleFiler library is on a networked volume, you can also access the documents over the network.
    2. Mobile:
      • General
        • When you are mobile, and you don't have the EagleFiler application, you can access the documents stored in its library if the library is stored on the cloud.
          • You can view and edit documents.
          • You cannot rename them, because EagleFiler's library will go out of sync.
          • You can create new documents, but they can only be placed in the "To Import" folder.
      • iPad/iPhone
  4. Use Data
    1. Search for relevant data
      • EagleFiler has extremely powerful search capabilities. It can perform advanced, nested, boolean searches as well as phrase searches
      • You can filter views as well
      • Search terms are highlighted in documents, and are passed to third party applications when opening the document in another application.
    2. Smart Folders to quickly access frequently data
      • Any frequently used search can be saved as a Smart Folder
      • You can even associate Actions with Smart Folders, so that any documents in a Smart Folder automatically get tags added or removed, are moved to a folder, and labels set
    3. View data stored in the system
      • You can access a file's meta data, such as icon, creation/modification dates, etc
    4. Edit data stored in the system
      • You can also change a file's meta data, such as icon, creation/modification dates, etc
    5. Each document can also have a note associated with it. Notes can contain rich text, images, links, and tables
    6. Create new documents
      • You can create Rick Text documents with images within EagleFiler.

Comments

/groups/tech/search/index.rss?sort=modifiedDate&sortDirection=reverse&tag=mainlist/groups/tech/search/?sort=modifiedDate&sortDirection=reverse&tag=mainCore ArticlesCustomTagSidebarCustomTagSidebar?sort=modifiedDate&sortDirection=reverse&tag=main0/groups/tech/sidebar/CustomTagSidebarmodifiedDate5CustomTagSidebarreversemainCore Articlescustom/groups/tech/search/index.rss?tag=hotlist/groups/tech/search/?tag=hotWhat’s HotHotListHot!?tag=hot60/groups/tech/sidebar/HotListAdded iOS 5 and iCloud Article LinkjoelJoel Anderson2011-10-27 05:51:48+00:002011-10-27 05:51:48updated47joelJoel Anderson2011-03-28 23:40:40+00:002011-03-28 23:40:40updated46Moved Document Management & iWork Document Formatting under FeaturesjoelJoel Anderson2011-03-28 23:40:32+00:002011-03-28 23:40:32updated45Moved Paperless Workflow under features, moved iPad 2 Mini review under General PointersjoelJoel Anderson2011-03-28 23:39:09+00:002011-03-28 23:39:09updated44Added breadcrumbsjoelJoel Anderson2011-03-28 15:48:01+00:002011-03-28 15:48:01updated43Changed Title of iPad Document Strategies linkjoelJoel Anderson2011-03-28 15:43:54+00:002011-03-28 15:43:54updated42joelJoel Anderson2011-03-27 19:12:09+00:002011-03-27 19:12:09updated41Separated Productivity Outline into its own pagejoelJoel Anderson2011-03-27 19:11:22+00:002011-03-27 19:11:22updated40joelJoel Anderson2011-03-21 11:51:32+00:002011-03-21 11:51:32updated39fix shopping and travel pages from blog pages to wiki pagesjoelJoel Anderson2011-03-21 11:49:38+00:002011-03-21 11:49:38updated38joelJoel Anderson2011-03-21 11:47:11+00:002011-03-21 11:47:11updated37Moved link to iPad 2 Mini Review towards top of pagejoelJoel Anderson2011-03-19 13:23:03+00:002011-03-19 13:23:03updated36Added New to iPad pagejoelJoel Anderson2011-03-19 12:02:34+00:002011-03-19 12:02:34updated35Added link to iPad 2 Mini ReviewjoelJoel Anderson2011-03-19 10:31:38+00:002011-03-19 10:31:38updated34joelJoel Anderson2011-03-19 10:29:17+00:002011-03-19 10:29:17updated33Added iPad App pages for Shopping and TraveljoelJoel Anderson2011-03-19 10:28:06+00:002011-03-19 10:28:06updated32Removed Cases links, as it is now linked from the new Accessories pagejoelJoel Anderson2011-03-19 09:59:48+00:002011-03-19 09:59:48updated31joelJoel Anderson2010-04-26 14:49:15+00:002010-04-26 14:49:15updated30Added new structure for iPad case articlesjoelJoel Anderson2010-04-26 13:29:44+00:002010-04-26 13:29:44updated29Formatting cleaningjoelJoel Anderson2010-04-26 02:30:51+00:002010-04-26 02:30:51updated28Added use of keynote presentationjoelJoel Anderson2010-04-25 21:14:19+00:002010-04-25 21:14:19updated27joelJoel Anderson2010-04-25 20:55:07+00:002010-04-25 20:55:07updated26Added a strengths/weakness list to article; Created place holders for printing and remote controljoelJoel Anderson2010-04-25 20:54:50+00:002010-04-25 20:54:50updated25Organized and Separated LinksjoelJoel Anderson2010-04-17 02:12:22+00:002010-04-17 02:12:22updated24joelJoel Anderson2010-04-12 19:17:12+00:002010-04-12 19:17:12updated23joelJoel Anderson2010-04-12 19:12:10+00:002010-04-12 19:12:10updated22joelJoel Anderson2010-04-12 19:10:37+00:002010-04-12 19:10:37updated21joelJoel Anderson2010-04-12 18:58:05+00:002010-04-12 18:58:05updated20joelJoel Anderson2010-04-12 18:46:24+00:002010-04-12 18:46:24updated19joelJoel Anderson2010-04-12 18:45:36+00:002010-04-12 18:45:36updated18joelJoel Anderson2010-04-12 18:23:47+00:002010-04-12 18:23:47updated17joelJoel Anderson2010-04-12 18:19:55+00:002010-04-12 18:19:55updated16joelJoel Anderson2010-04-12 18:17:32+00:002010-04-12 18:17:32updated15Added NoteTaking AppsjoelJoel Anderson2010-04-12 18:13:40+00:002010-04-12 18:13:40updated14Added iPad Accessories PagejoelJoel Anderson2010-04-07 13:57:19+00:002010-04-07 13:57:19updated13Added iPad Cases pagejoelJoel Anderson2010-04-07 13:50:29+00:002010-04-07 13:50:29updated12joelJoel Anderson2010-04-07 13:49:43+00:002010-04-07 13:49:43updated11joelJoel Anderson2010-04-06 00:00:36+00:002010-04-06 00:00:36updated10Added tag - hotjoelJoel Anderson2010-04-05 23:05:53+00:002010-04-05 23:05:53addTag9joelJoel Anderson2010-04-05 22:54:36+00:002010-04-05 22:54:36updated8joelJoel Anderson2010-04-05 22:46:37+00:002010-04-05 22:46:37updated7joelJoel Anderson2010-04-05 20:35:18+00:002010-04-05 20:35:18updated6joelJoel Anderson2010-04-05 20:33:42+00:002010-04-05 20:33:42updated5joelJoel Anderson2010-04-05 20:31:37+00:002010-04-05 20:31:37updated4joelJoel Anderson2010-04-05 20:27:51+00:002010-04-05 20:27:51updated3Added tag - ipadjoelJoel Anderson2010-04-05 20:26:48+00:002010-04-05 20:26:48addTag2First createdjoelJoel Anderson2010-04-05 20:15:04+00:002010-04-05 20:15:04created1wiki2011-10-27T05:51:48+00:00groups/tech/wiki/17816FalseiPad/groups/tech/wiki/17816/iPad.htmlJoel Anderson47 updatesiPad Personal Productivity Strategies > iPad Did you just get a new iPad, and want a know what you should get right away? Try my iPad Quick-St...Falsejoel2011-10-27T05:51:48+00:00joelJoel Anderson2010-05-01 02:22:25+00:002010-05-01 02:22:25updated11Changed the name from Personal Productivity to Personal Productivity StrategiesjoelJoel Anderson2010-05-01 02:14:34+00:002010-05-01 02:14:34updated10Added text descriptors to each categoryjoelJoel Anderson2010-05-01 02:05:53+00:002010-05-01 02:05:53updated9Added tag - paperlessjoelJoel Anderson2010-05-01 01:46:35+00:002010-05-01 01:46:35addTag8Added tag - mainjoelJoel Anderson2010-04-05 20:17:08+00:002010-04-05 20:17:08addTag7joelJoel Anderson2010-04-05 20:15:34+00:002010-04-05 20:15:34updated6Added tag - hotjoelJoel Anderson2010-04-05 20:15:11+00:002010-04-05 20:15:11addTag5Added tag - ipadjoelJoel Anderson2010-04-05 20:11:26+00:002010-04-05 20:11:26addTag4Added tag - gtdjoelJoel Anderson2010-04-05 20:11:21+00:002010-04-05 20:11:21addTag3Added tag - productivityjoelJoel Anderson2010-04-05 20:11:16+00:002010-04-05 20:11:16addTag2First createdjoelJoel Anderson2010-04-05 20:10:54+00:002010-04-05 20:10:54created1wiki2010-05-01T02:22:25+00:00groups/tech/wiki/56867FalsePersonal Productivity Strategies/groups/tech/wiki/56867/Personal_Productivity_Strategies.htmlJoel Anderson11 updatesPersonal Productivity Strategies This section of the site will focus on personal productivity, and will include topics such as Getting Things Done (GTD), OmniFoucs, paperless wor...Falsejoel2010-05-01T02:22:25+00:00joelJoel Anderson2010-05-01 02:22:25+00:002010-05-01 02:22:25updated11Changed the name from Personal Productivity to Personal Productivity StrategiesjoelJoel Anderson2010-05-01 02:14:34+00:002010-05-01 02:14:34updated10Added text descriptors to each categoryjoelJoel Anderson2010-05-01 02:05:53+00:002010-05-01 02:05:53updated9Added tag - paperlessjoelJoel Anderson2010-05-01 01:46:35+00:002010-05-01 01:46:35addTag8Added tag - mainjoelJoel Anderson2010-04-05 20:17:08+00:002010-04-05 20:17:08addTag7joelJoel Anderson2010-04-05 20:15:34+00:002010-04-05 20:15:34updated6Added tag - hotjoelJoel Anderson2010-04-05 20:15:11+00:002010-04-05 20:15:11addTag5Added tag - ipadjoelJoel Anderson2010-04-05 20:11:26+00:002010-04-05 20:11:26addTag4Added tag - gtdjoelJoel Anderson2010-04-05 20:11:21+00:002010-04-05 20:11:21addTag3Added tag - productivityjoelJoel Anderson2010-04-05 20:11:16+00:002010-04-05 20:11:16addTag2First createdjoelJoel Anderson2010-04-05 20:10:54+00:002010-04-05 20:10:54created1wiki2010-05-01T02:22:25+00:00groups/tech/wiki/56867FalsePersonal Productivity Strategies/groups/tech/wiki/56867/Personal_Productivity_Strategies.htmlJoel Anderson11 updatesPersonal Productivity Strategies This section of the site will focus on personal productivity, and will include topics such as Getting Things Done (GTD), OmniFoucs, paperless wor...Falsejoel2010-05-01T02:22:25+00:00joelJoel Anderson2010-05-01 02:22:25+00:002010-05-01 02:22:25updated11Changed the name from Personal Productivity to Personal Productivity StrategiesjoelJoel Anderson2010-05-01 02:14:34+00:002010-05-01 02:14:34updated10Added text descriptors to each categoryjoelJoel Anderson2010-05-01 02:05:53+00:002010-05-01 02:05:53updated9Added tag - paperlessjoelJoel Anderson2010-05-01 01:46:35+00:002010-05-01 01:46:35addTag8Added tag - mainjoelJoel Anderson2010-04-05 20:17:08+00:002010-04-05 20:17:08addTag7joelJoel Anderson2010-04-05 20:15:34+00:002010-04-05 20:15:34updated6Added tag - hotjoelJoel Anderson2010-04-05 20:15:11+00:002010-04-05 20:15:11addTag5Added tag - ipadjoelJoel Anderson2010-04-05 20:11:26+00:002010-04-05 20:11:26addTag4Added tag - gtdjoelJoel Anderson2010-04-05 20:11:21+00:002010-04-05 20:11:21addTag3Added tag - productivityjoelJoel Anderson2010-04-05 20:11:16+00:002010-04-05 20:11:16addTag2First createdjoelJoel Anderson2010-04-05 20:10:54+00:002010-04-05 20:10:54created1wiki2010-05-01T02:22:25+00:00groups/tech/wiki/56867FalsePersonal Productivity Strategies/groups/tech/wiki/56867/Personal_Productivity_Strategies.htmlJoel Anderson11 updatesPersonal Productivity Strategies This section of the site will focus on personal productivity, and will include topics such as Getting Things Done (GTD), OmniFoucs, paperless wor...Falsejoel2010-05-01T02:22:25+00:00joelJoel Anderson2010-05-01 02:22:25+00:002010-05-01 02:22:25updated11Changed the name from Personal Productivity to Personal Productivity StrategiesjoelJoel Anderson2010-05-01 02:14:34+00:002010-05-01 02:14:34updated10Added text descriptors to each categoryjoelJoel Anderson2010-05-01 02:05:53+00:002010-05-01 02:05:53updated9Added tag - paperlessjoelJoel Anderson2010-05-01 01:46:35+00:002010-05-01 01:46:35addTag8Added tag - mainjoelJoel Anderson2010-04-05 20:17:08+00:002010-04-05 20:17:08addTag7joelJoel Anderson2010-04-05 20:15:34+00:002010-04-05 20:15:34updated6Added tag - hotjoelJoel Anderson2010-04-05 20:15:11+00:002010-04-05 20:15:11addTag5Added tag - ipadjoelJoel Anderson2010-04-05 20:11:26+00:002010-04-05 20:11:26addTag4Added tag - gtdjoelJoel Anderson2010-04-05 20:11:21+00:002010-04-05 20:11:21addTag3Added tag - productivityjoelJoel Anderson2010-04-05 20:11:16+00:002010-04-05 20:11:16addTag2First createdjoelJoel Anderson2010-04-05 20:10:54+00:002010-04-05 20:10:54created1wiki2010-05-01T02:22:25+00:00groups/tech/wiki/56867FalsePersonal Productivity Strategies/groups/tech/wiki/56867/Personal_Productivity_Strategies.htmlJoel Anderson11 updatesPersonal Productivity Strategies This section of the site will focus on personal productivity, and will include topics such as Getting Things Done (GTD), OmniFoucs, paperless wor...Falsejoel2010-05-01T02:22:25+00:00hot/groups/tech/search/index.rss?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcomelist/groups/tech/search/?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcomeRecent ChangesRecentChangesListUpdates?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcome0/groups/tech/sidebar/RecentChangesListmodifiedDateallRecent ChangesRecentChangesListUpdateswiki/welcomeNo recent changes.reverse5searchlist/groups/tech/calendar/Upcoming EventsUpcomingEventsListEvents1Getting events…