# DocManager User Manual

$11.0**  
**Date: August 15, 2025**

---

## Table of Contents

1. [Introduction](#introduction)
2. [Installation](#installation)
3. [Getting Started](#getting-started)
4. [Main Interface](#main-interface)
5. [Scanning Documents](#scanning-documents)
6. [Viewing Documents](#viewing-documents)
7. [Searching Documents](#searching-documents)
8. [Exporting Documents](#exporting-documents)
9. [Backup and Restore](#backup-and-restore)
10. [Settings](#settings)
11. [Troubleshooting](#troubleshooting)
12. [Technical Support](#technical-support)

---

## Introduction

DocManager is a comprehensive document management system designed to help you scan, organize, store, and search your important documents. The application provides a user-friendly interface for managing all your document needs, from scanning paper documents to exporting collections for sharing.

### Key Features

* **Document Scanning**: Scan documents directly using WIA-compatible scanners
* **Document Import**: Import existing document images from your computer
* **Email PDF Import**: Download PDF attachments from email and import them automatically
* **Document Organization**: Categorize and add metadata to your documents
* **Powerful Search**: Find documents by name, control number, category, or date range
* **Document Export**: Export search results individually or as a compressed archive
* **Backup and Restore**: Protect your document database with automatic or manual backups

---

## Installation

### System Requirements

* Windows operating system
* Scanner with WIA (Windows Image Acquisition) drivers (for scanning functionality)
* 4 GB RAM (minimum)
* 500 MB free disk space (plus storage for documents)

### Installation Steps

1. Extract the DocManager installer files to a location of your choice.
2. Run `DocManager.exe` to start the application.
3. The following folders will be created automatically if they don't exist:
   * `images/` - Stores scanned document images
   * `database/` - Stores document metadata and application settings
   * `backups/` - Stores database backup files
   * `exports/` - Default location for exported documents

---

## Getting Started

When you start DocManager for the first time, you'll be presented with the main interface containing three tabs:

* **Scan Documents**: For scanning new documents or importing existing document images
* **View Documents**: For viewing documents by control number or category
* **Search Documents**: For searching documents by name or date range

---

## Main Interface

The DocManager interface consists of:

1. **Menu Bar**: Contains File and Help menus
   * **File Menu**: Import Document, Import PDF, Import PDFs from Email, Export, Settings, Backup, Restore, and Exit options
   * **Help Menu**: License, Storage Demo and About options

2. **Tab Interface**: Three main tabs for different functionality
   * **Scan Documents**: Scan or import documents and add metadata
   * **View Documents**: Browse and view documents by control number or category
   * **Search Documents**: Search documents by name or date range

3. **Status Bar**: Shows current application status and operation messages

---

## Scanning Documents

The Scan Documents tab allows you to add new documents to the system either by scanning them directly using a connected scanner or by importing existing image files.

### Using a Scanner

1. In the Scan Documents tab, click the "Scan Document" button.
2. Your scanner's interface will appear. Select your desired scan settings.
3. After scanning, the document will appear in the preview area.

> **Note**: If the "Scan Document" button is disabled, your system may not have a properly configured WIA-compatible scanner.

### Importing Existing Images

1. Click the "Browse..." button.
2. Navigate to and select the image file you want to import.
3. The selected image will appear in the preview area.

### Adding Document Metadata

After scanning or importing an image:

1. Enter a descriptive name in the "Document Name" field.
2. Verify the auto-generated control number or enter a custom one.
3. Select a category from the dropdown list.
4. Set the document date using the date picker.
5. Click the "Save Document" button to save the document with its metadata.

### Importing PDF Documents

1. Go to File > Import PDF.
2. Navigate to and select the PDF file you want to import.
3. A dialog will open for you to provide document details:
   * Enter a descriptive name in the "Document Name" field.
   * Verify the auto-generated control number or enter a custom one.
   * Select a category from the dropdown list.
   * Set the document date using the date picker.
4. Click "Save" to import the PDF document.

### Importing PDFs from Email

1. Go to File > Import PDFs from Email.
2. In the Import PDFs from Email dialog:
   * **Connection Settings**: Enter your email server, username, and password.
   * **Search Settings**: Specify the email folder to search, search criteria, and email limit.
   * **Import Settings**: Select a default category for imported PDFs.
3. Click "Test Connection" to verify your email settings.
4. Click "Import PDFs" to start the import process.

> **Note**: The system will create a backup before processing emails. PDF attachments will be imported with the email subject as the document name and assigned to your selected default category.

#### Email Import Settings

The Import PDFs from Email dialog allows you to customize how PDFs are imported:

* **Default Category**: Select the category that will be assigned to all imported PDF documents. This setting is saved for future imports.
* **Email Search Criteria**: Filter which emails to process using standard IMAP search criteria.
* **Save Password**: Option to save your email password securely for future use.

---

## Viewing Documents

The View Documents tab allows you to find and view specific documents.

### Finding Documents by Control Number

1. Enter the control number in the "Control Number" field.
2. Click "Find by Control #".
3. If found, the document will be displayed in the preview area.

### Finding Documents by Category

1. Select a category from the dropdown list.
2. Click "Find by Category".
3. All documents in that category will be listed in the results table.
4. Double-click any document in the results to view it.

### Document Preview

When viewing a document:

* The document image appears in the preview area.
* Document metadata is displayed above the image.
* You can print the document by clicking the "Print" button.

---

## Searching Documents

The Search Documents tab provides more advanced search capabilities.

### Searching by Name

1. Click on the "Search by Name" tab.
2. Enter all or part of the document name.
3. Click "Search".
4. Results will appear in the table below.

### Searching by Date Range

1. Click on the "Search by Date Range" tab.
2. Set the Start Date and End Date.
3. Click "Search".
4. All documents created within that date range will appear in the results table.

### Working with Search Results

* Double-click any document in the results to view it.
* Click the "Export Results" button to export the search results.

---

## Exporting Documents

You can export search results for sharing or backup purposes.

### Exporting Search Results

1. Perform a search to generate results.
2. Click the "Export Results" button.
3. In the Export Dialog:
   * Choose a destination folder
   * Select whether to compress the documents into a ZIP file
   * Choose whether to export only images or include metadata
4. Click "Export".
5. If email option was selected, your default email client will open with the exported file attached.

---

## Backup and Restore

DocManager includes backup and restore functionality to protect your document database.

### Creating a Manual Backup

1. Go to File > Backup Now.
2. The system will create a backup of your database and document images.
3. A confirmation message will show the backup location.

### Scheduling Automated Backups

1. Go to File > Schedule Daily Backup.
2. Confirm the setup when prompted.
3. Backups will run automatically at 3:00 AM each day.

### Restoring from a Backup

1. Go to File > Restore from Backup.
2. Select a backup file from the list.
3. Click "Restore".
4. Confirm the restoration when prompted.
5. The application will reload with the restored data.

---

## Settings

The Settings dialog allows you to customize DocManager.

1. Go to File > Settings.
2. Adjust the following options:
   * Default scan resolution
   * Default document category
   * Default export format
   * Storage locations for images and backups
3. Click "Save" to apply the settings.

---

## Troubleshooting

### Scanner Not Detected

* Ensure your scanner is properly connected and powered on.
* Verify that your scanner has Windows Image Acquisition (WIA) compatible drivers installed.
* Restart DocManager after connecting the scanner.

### Missing Document Images

* Check the `images/` folder to ensure the image files exist.
* Verify that you have read permissions for the `images/` folder.
* Try restoring from a recent backup.

### Export Failures

* Ensure you have write permissions for the export destination.
* Check that you have sufficient disk space.
* Try exporting to a different location.

### Backup Failures

* Verify that the backup destination has sufficient space.
* Check your write permissions for the backup location.
* Try using a different backup location through the Settings dialog.

---

## Technical Support

For additional help with DocManager:

* Check the README.txt file included with the application.
* Contact your system administrator or IT support team.
* Check for updates to ensure you're using the latest version.

---

*Copyright © 2025 DocManager. All rights reserved.*
