Automatically syncs with PaperPort Professional Works with browser. Apps for iOS and Android devices. Cons Search feature in free version retrieves a maximum of three files. Can search only by words, not by exact phrases. Bottom Line Nuance PaperPort Anywhere can serve as a standalone cloud-based document manager, an extension to PaperPort Professional 14 on the desktop, or both.
In any of these roles, and at any level of functionality, it's an intriguing option for sharing files, storing them, and making them available from, well, anywhere. You can sign up for PaperPort Anywhere at www. As you might expect, the free version is much more limited than either of the paid versions. However, even its maximum 1 GB of storage is substantial enough to hold a useful number of files, and the MB maximum file size won't rule out many individual document files.
The more significant issue is a crippled search feature that returns a maximum of three files when you search based on text in the files. The Best Online Collaboration Software for This limitation makes the search feature almost useless in the free version. That, in turn, counts as a strong incentive to move up to one of the paid versions, with no limits on the search feature. Aside from differences in the storage maximums, all of my comments in this review apply to both paid versions.
And aside from storage maximums and the search feature, my comments all apply to the free version as well. What It's Good For By way of full disclosure, I have to admit that I'm not a fan of cloud based applications unless they let you do something that you can't do on your own system or systems, or at least let you do it far more easily.
PaperPort Anywhere passes that test, with capabilities that are incidental to its document management features which I'll come back to shortly , but also make it worth using even if you never take advantage of it for document management per se.
Simply storing copies of files on the site lets them effectively serve as backups. You can also put files in folders and then share specific folders or individual files with one or more people.
Either choice gives you an easy way to put large files where others can download them, without having to set up an FTP site or go through a file sending Web site. The site also makes it easy to access any files you've uploaded no matter where you are. All you need is a browser and a big enough screen to make good use of the site. For the moment, though, let's stay with using the site by way of a standard browser. Document Management The document management features are all pretty basic, but they add up to making it easy to manage your files.
You can upload files from your browser using the site's upload command, or you can send files as email attachments to the paperport. As a defense against spam, the default setting is for the site to accept files only from the email address you used to create the account. However, you can white list as many additional individual email addresses as you like, add domain names to accept files from anyone in those domains, or set your account to let anyone upload files.
With the initial settings, all files go to your inbox. You can create folders to put them in and then move the files to any folder, and you can create labels and assign as many labels as you like to each file. You can also send files directly to any folder and assign labels when you send the files by email.
Simply include the folder names and label names in the email subject line. The advantage of having both folders and labels is that it lets you create separate folders for, say, invoices and correspondence, assign company names as labels, and then go to the invoice or correspondence folder and see just those files with the company name attached as a label. You can also attach multiple labels to a given file.
Click on more than one label check box, and you'll see just those files with all the chosen labels attached. One other key feature for document management is the ability to find files by searching for key words in the text of the file. Search for one or more key words, and the site will return a list of the files it finds, regardless of what folder each is in. You can then go folder to folder to see a list of just those file in that folder that meet the search criteria.
The search feature will return all files with any word in the search. If you try searching for quick as a cat, for example, you'll also turn up files with either quick or cat. And because it ignores common words like as, a, and the, quick as a cat and quick cat will return the same results.
Keep in mind too that it takes some time to index the files after they've been uploaded. Nuance says the site is still too new to give an estimate of how long it will usually take before a newly uploaded file will turn up in a search. Just as important as the document management capabilities is that the features are all easy to use and easy to find. Also very much worth mention is that the site offers a number of additional useful tools, like the ability to sort the current list of files in various ways newest first, oldest first, A-Z, Z-A, size, or file type and the ability to mark multiple files to delete, move, or apply a given label to all at once.
Both are available for free from the appropriate App Web site. For my tests I installed the Android app on a Droid Incredible smartphone. The app provides an uncluttered menu, formatted nicely for the small screen, with clearly labeled choices, like Upload Files, Search Files, Browse, and Scan From Camera.
In my tests, most of these features worked smoothly. The one exception was Scan From Camera, which gave me an error message every time it tried to actually upload an image. Instead, I had to upload files in a two-step procedure, first taking the picture and then uploading in a separate step. Nuance was able to reproduce the problem, but the company says it hasn't seen this happen on any other Android model. In any case, it expects to fix this for the Droid Incredible in the next version of the app.
One potentially troublesome security issue is that the app stays logged in until you give it a specific command to log out. The log in even survives turning off your phone. That means if you lose your phone, whoever finds it has full access to all of your files on the Web site, so you need to get into the habit of logging out. Another issue is that the log in screen won't rotate to landscape mode. On a small phone, this can be extremely frustrating, with the keys so narrow in portrait mode that it's hard to enter the login information.
Nuance says that it will address this issue in the next upgrade too. I also ran into some other minor flakiness switching the phone between portrait and landscape modes, but nothing that I could make happen repeatedly with any reliably. Once you've setup an account, you can choose any folder or folders on your PaperPort desktop and set them to sync with PaperPort Anywhere. From that point on, until and unless you unlink them, the folders will remain synched.
Any changes you make at either location, including deleting and adding files or folders, will automatically show up at the other. As should be obvious, PaperPort Anywhere can be more than helpful for storing, sharing, and managing documents.
It offers lots of flexibility in how you can set it up, how you can access your files, and where you can access them from. If you have PaperPort Professional 14, you might even consider using the online program just for it's automatic synching, which gives you both an automatic offsite backup and the ability to get to your files from any computer with a browser. Despite some rough spots, like the problems I ran into using it with an Android phone, it's a highly intriguing application that can be potentially useful to almost anyone with a computer.
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