Software Review of:
PageKeeper Pro 
Version 3.0 

PKP is designed to assist computer users with viewing, organizing, storing, annotating, finding, and using documents on their computers, including scans, Web pages and other electronic documents. PKP fully automates the often time-consuming tasks involved in setting up and maintaining a collection of documents. In addition, it provides other advantages over existing products in the same category, including more sophisticated search capabilities and superior handling of electronic documents such as word processing files, spreadsheets and Web pages.

PKP is a document management software designed to help anyone get their arms around the mounds of information stored in paper files, project books, folders, and individual computers. It enables anyone to organize, use, and retrieve virtually all documents inputted to a computer. PKP makes document management software extremely productive by automating the time-consuming work of setting up and maintaining a collection of documents. It should be considered a robust document management application.

Let's take a brief look at a number of the features offered and formats supported. It should help in providing a better picture of the power and wide range of capability and compatibility the software contains.

Adding documents to PKP
PKP is not a database. Documents that are added to PKP are not copied into a proprietary information store. Rather, the software maintains pointers to the original documents, in their original file locations. This design avoids unnecessary duplication of files and eliminates the risk of database corruption. Unlike document management applications that use a proprietary file format, PKP does not alter documents. It leaves them in their original file format.

To manage documents with PKP, you only need to identify (or "add") documents you wish to have the program manage. These documents can be added from scanners, hard disks or the Web, since the program supports scanned paper documents and electronic documents such as word processing files, spreadsheets, and Web pages. Once these files have been identified, PKP creates proportional thumbnails of the documents for easy viewing and browsing.

PKP performs two important processes on scanned paper documents, that are transparent to the user. First, PKP uses its integrated OmniPage Pro optical character recognition (OCR) engine to recognize the text on those pages. As a result, the text is immediately available for content searching or using in text-based applications. Second, PKP automatically indexes every word in the document, so searches are extremely fast. PKP automatically updates the index whenever documents are modified so you do not need to update it manually or wait for re-indexing to happen at a scheduled time. As a result, you can find documents at any time.

The following features assist you in adding documents to PKP:

• The "New Document from Scanner" button found on the Action Toolbar allows you to add documents directly from a scanner. Clicking the button initiates the scanning process. The button includes a drop-down arrow that allows you to easily select from several pre-set scanning modes, including black and white text document, color photograph, gray scale photo, and color document. A custom option allows you to manually select scanning options, if that is your desire.

The drop-down arrow also offers the Scan Wizard, which walks you through the scanning process by asking simple questions about the type of document you are scanning, its size, and other attributes. The Wizard makes it easy to get the best scan possible for the type of document being scanned, and is a good option for individuals new to scanners.

PKP Scan is a separate but tightly integrated module that allows you to initiate scans and modify scanner settings without opening PKP. It is available on the Start menu under Applications.

Scanner Options allow you to modify scanner settings like scan mode (true color, 256 grayscale, 16 grayscale, black/white), page size, page orientation, multiple pages/Automatic Document Feeder (ADF) settings [available on some scanners], resolution, contrast, and brightness. Scanner Options are available in the PKP Options dialog box or in PKP Scan. The program provides the option of saving scanned documents in a variety of formats. Selectable under Options, the following types are offered: TIFF (three versions), DCX, PCX, BMP, JPEG, PSD, and GIF. Other items available in the Options dialog box include designating destination folders within PKP, selecting OCR language, selecting if multiple page scans should be saved as a single file or as multiple files, and enabling/disabling OCR.

• The "New Document from Disk" button found on the Action Toolbar also allows you to add text files, image files or other files residing on almost any medium you can access. This includes directories on hard drives, network drives, and removable media.

• The "New Document from Web" button, also on the Action Toolbar, allows you to add documents from the Web. You can copy and paste the desired Internet address or type in the URL. PKP maintains the text, graphics, and layout of the Web page and creates a thumbnail representation. You can also drag the Quick Link icon (located to the left of the current Web page address) in the browser to an open PKP folder to add a Web document. An "Update Document" button is also offered to refresh Web pages that change frequently.

• The "Folder Watch" feature automatically adds documents that have been saved or moved to certain directories. You only need to identify directories, and then PKP "watches" these directories for new documents. New documents are added without any user interaction. This feature eliminates the need to manually bring documents into PKP. You can also define file types that you don't want added, such as .exe, .dll, .bak, .tmp, etc.

• Using the Windows "Send To" command, you can easily send a document or a group of selected documents to PKP from within Windows Explorer, My Computer, Windows Desktop, etc. Simply right-click the document icon or filename and choose "Send To" PKP.

  

Note:

PKP does not have to be running to perform this function. That should get some "Ohhhhhs" and Ahhhhhs" from many readers

Database conversion capabilities and Upgrading: PKP provides the ability to convert Visioneer PaperPort 4.0 and 5.x or PageKeeper 2.x databases into the open PKP format. The conversion is easy and maintains all documents, folders, and folder hierarchy from the previous program. Owners of PageKeeper Lite or PageKeeper Standard will find upgrading to PKP extremely easy. PKP allows you to maintain all of the documents, folders, folder hierarchy, and annotations in PageKeeper Lite or PageKeeper Standard. You access the conversion capabilities from the File menu.

Organizing documents
PKP organizes documents within the PKP Desktop. Because the Desktop is similar to the Windows Explorer interface, getting started is easy for Windows users. The Desktop shows folders on the left and displays files on the right. PKP is different from Windows Explorer in that the organization structure of folders is independent of the physical structure of your drive(s). This allows you to organize documents based on content rather than by location or file type.

Many other features are provided to assist you in organizing documents within PKP. Let's look at some of these.

• Thumbnail View
PKP displays documents in a variety of ways, including a thumbnail view that makes it easy for you to browse and identify documents. Thumbnails are proportional to original document size. Above each thumbnail, three small icons identify the type of file, whether text is available in the document (for OCR text only), and whether the document has a text annotation. Some "non-document" files like .avi, .mov, and .ram are "unrecognized" by PKP. These "unrecognized" files are displayed as thumbnails with a "?" and can still be viewed in their native applications, can be clipped with other documents, and can be annotated with Post-it Software Notes, lines, and scribbles.
• Folders
PKP allows you to organize documents with an unlimited number of folders and sub-folders. These folders are visually represented by a Windows Explorer-like hierarchical "tree" display. Folders in PKP are "virtual folders," which means the organizational structure of PKP documents is independent of the actual, physical file structure. As a result, folders can be structured by subject or any other way that fits your needs. Also, this architecture allows documents to be added to multiple folders without copying or duplicating the physical files.
• Smart Folders
PKP includes a unique method for automatically filing documents based on user-defined criteria. Smart Folders allow you to specify filing parameters such as key words, file type, and document size. As a result, new documents added to PKP can be automatically filed to the appropriate folder without manual efforts. This important feature automates the filing process and saves you time. From what I could determine, it appears that Smart Folders and auto filing are available only in the PKP software.
• Clipping documents together
An alternative organizational method to folders in PKP is document "clipping," which is similar to "paper-clipping" multiple pieces of paper together. You can clip together documents regardless of document type. For example, an Excel spreadsheet can be clipped together with a Word document, a scan of a color magazine page, and a Web page. Each clipped group can be managed like a single document. To clip documents, you either drag and drop one document onto another, push the "Clip Documents Together" Button on the Standard toolbar, or choose "Clip Documents Together" in the Tools menu. If desired, you can type in a new name for the clipped group. Clipped documents can be broken apart by using the "Unclip Documents" button on the Standard toolbar or by right-clicking on a clipped group.
Dragging and dropping/copying and pasting between folders

Moving "virtual" documents between folders, or populating several folders with the same document, can be easily accomplished by the familiar Windows methods of dragging and dropping or copying and pasting.

PKP View includes several buttons that are not available in the PKP Desktop:

1. The "Find Text within Document Being Viewed" button enables you to search for key words within a document opened in PKP View
2. "Zoom" options, accessed by using the Zoom drop-down box on the Standard Toolbar, allow you to zoom in or out on a document in PKP View to adjust the document for optimum viewing. Zooming options are 50%, 75%, 100%, 125%, 150%, 200%, Fit to Width, and Whole Page;
3. "Rotate Document" button on the Standard Toolbar of PKP View enables you to rotate documents 90, 180 or 270 degrees. If you want to put your head on your desk to rest, or stand on your head for exercise, you will still be able to read a document.
4. The "Invert Image" button enables you to invert (change black to white or white to black) documents; The "Previous" and "Next" buttons enable you to view previous or next documents in a particular folder
5. the "Show/Hide Thumbnail" allows you to turn on or off the thumbnail viewer while in PKP View. 

  

Note:

Documents in the PKP Viewer can be opened in their native applications using the Application Toolbar or the File menu

You can highlight parts of an image or text document by using the Highlight Tool. Highlights appear in yellow or another user-definable color. In addition, you can draw lines (with or without ended arrows) and freehand scribbles on images or text documents using the Line Tool and Scribble Tool. 

PKP includes a "Select Content" button, which allows you to select a portion of an image or text document and copy it to the Windows Clipboard. The selected area can then be pasted into other applications. The selected area on an image document will be pasted as a graphic into image applications and as text when pasted into text-based applications.

Using documents
PKP's Application Toolbar allows you to perform various operations with selected documents in PKP Desktop, PKP Find, and PKP View. The first time PKP is launched, it searches your hard drive for text and image-based applications and automatically adds them to the Application Toolbar. You can update the Application Toolbar later when new applications are installed by using PKP's Application Wizard, which walks you through the steps of adding or deleting an application from the Application Toolbar. It is important to note that PKP will automatically recognize virtually any Windows application and requires no special links to be created by application developers. This design ensures forward compatibility with new or updated applications. The toolbar also provides easy access to common tasks such as printing, faxing, and e-mailing.

There are many options available with the Application Toolbar. Lets take a brief look at a few.

• The ability to open documents in non-native applications: Because PKP includes file conversion capabilities, virtually any document can be opened (with formatting intact) in non-native applications. For example, a ".pdf" document could be opened in Microsoft Word, or a Word document could be opened in Netscape Navigator. If a document is converted to a different file format, it is opened as a temp (.tmp) file and, changes made to it will not affect the original document. 

• The ability to use image documents in text-based applications: Because PKP includes an integrated OCR engine, text in image files can be used immediately in text-based applications. For example, a scanned magazine article can be placed in Microsoft Word as editable text with font and paragraph formatting retained. As previously addressed, the OCR process occurs as soon as documents are added to PKP, so recognized text is available the instant an application is selected.

• The ability to open documents in their source or native applications: Because PKP does not alter documents, they can be opened in their native applications. You can open a document by clicking on the appropriate icon on the Application Toolbar or by selecting Open when using the File menu or when right clicking on documents. Edits made to a document using its source application are updated and reindexed in PKP automatically.

• The ability to print, fax, and e-mail documents: Links to printers, fax applications and MAPI-compliant e-mail programs are added to the Application Toolbar if PKP detects them on the computer. One caution about using PKP for e-mail: If you send a document with PKP information (such as annotations, Post-It, Highlite, etc.) along with the document, a special PKP Send File (.stp) will be sent. The recipient of the Send File must have PKP installed to view the file.

Finding documents
PKP offers you a wide range of search capabilities, from simple keyword searches to advanced Boolean operations using PKP Find. Find can be accessed in the following ways: by selecting the "Find" button on the Action Toolbar, or from the Tools menu by selecting PageKeeper Find on the Windows Start menu or from Windows Explorer Find.

PKP Find allows you to find documents by defining search criteria:

• Content like keywords and phrases using basic, fuzzy, and proximity searches
• Document Properties like document name, file type, file size, date created, and date modified
• Image File Properties like image type, image size, and resolution
• Document Location within PKP. 

After finding the document you are looking for, you can open that document in PKP View, where words on the document that match the search criteria are highlighted, a feature called Hit Highlighting. Documents can also be opened in your native applications directly from the search results display area. Search criteria can be saved for later use. They can also be saved as criteria for Smart Folders. 

Other features
 

• Deleting Documents
PKP offers two options for deleting files. You can select the "Delete This Occurrence" option, which removes a document from its PKP folder. Or, you can select the "Delete All Occurrences" option, which not only removes the documents from all PKP folders but also from the hard disk and moves the file to the Windows Recycle Bin. These options are available when right-clicking on documents and selecting Delete. 

• Renaming Documents
PKP enables you to physically rename the document on the hard disk when renaming a document within PKP. The program also provides the option to change the PKP document name without altering the name of the physical file on the hard disk.
• OLE capabilities
OLE permits compliant applications to link and embed data from other compliant applications. PKP supports OLE, and therefore PKP virtual documents are fully linkable.

• Tip of the Day
Each time PKP is started, a box is displayed containing a helpful tip for making the most of the program's features. The tips change with each start-up. You can turn this function off if you wish.

• IntelliMouse support
PKP supports the IntelliMouse, which adds scrolling functions that make it easier to read documents longer than a single screen.

Supported file formats
PKP allows you to manage all document types. The program fully supports most image- and text-based document formats, and allows you to take advantage of the full range of capabilities that have been covered. Supported document types for Image File Formats: 

• Adobe PDF (*pdf)
• PlashPix (*.fpx)
• GIF (*.gif)
• JPEG (*.jpg)
• PC Paintbrush (*.pcx); PC Paintbrush Multi-page (*.dcx)
• Photoshop (*.psd)
• TIFF: Uncompressed, Packbits, Multi-page Packbits, G4 Fax (*.tif)
• BMP (*.bmp)

• Ami Professional 2.0, 3.0, 3.1 (*.sam)
• ANSI, ANSI Standard, ANSI Stripped (*.txt)
• ASCII, ASCII Standard, ASCII Stripped (*.txt); ASCII Comma Delimited (*.csv)
• HTML Level 1-2; HTML Level 3
• Lotus 1-2-3 4.0, 5.0 (*.wk1); Lotus 1-2-3 4.0, 5.0 (*.wk1, *.wk3, *.wk4)
• Microsoft Excel for Windows 5.0, 7.0 (*.xls)
• Microsoft Word for Windows 6.0, 7.0, 97 (*.doc)
• Microsoft Write for Windows 3.x (*.wri)
• Rich Text Format (*.rtf)
• OmniPage Pro 7.0, 8.0 (*.met)
• Quattro Pro 1.0 (*.wb1); Quattro Pro 5.0 (*.wb1)
• WordPerfect for Windows 6.1, 7.0 (*.wpd)
• Almost all are Import and Export.

System requirements
Minimum: Pentium or better processor; Microsoft Windows 95/98/NT 4.0; 16MB (RAM) for Windows 95, 32MB for Windows 98/NT; 150MB of free hard disk space during installation (at least 100MB must be on the drive where Windows is installed); VGA monitor with 256 colors; CD-ROM drive for installation; mouse; compatible scanner if you plan to scan documents. Note: Performance and speed will be enhanced if your computer's processor, memory, and available disk space exceed the minimum requirements.

Supported scanners
PageKeeper Pro should work with any TWAIN-compliant scanner. Scanners tested using Microsoft Windows 95/98/NT and found to work with PageKeeper Pro were from the following companies: Adara, Agfa, Artec, Canon, Casio, Epson, Fujitsu, HP, IBM, Kodak, LaCie, Microtek, Minolta, Mustek, Olympus, Plustek, Ricoh, ScanPaq, Sony, Storm, UMAX, Visioneer. If your scanner is not listed, you may still be able to use it with the PKP software. It is also possible that your scanner manufacturer has posted driver updates at a Web or BBS site that you can download.

By now you should be able to tell I am completely sold on the program. The User's Manual is only 114 pages (includes table of content & index), but suscintly goes through the features addressed above. It also has an ample supply of "screen shots" to make it easy to follow the step-by-step instructions. To me it was very well written.

As we move forward in time, and an ever increasing amount of "Paper" and "Information" continues to be generated, you will need this program (or one like it) to be able to quickly find, then access documents. More and more, the "Paper" and "Information" will be converted to and/or generated in the electronic arena. Like it or not, you will slowly be pushed, drug, or otherwise forced in that direction also. Why wait? Get it now and start "managing" things better while the pile is still small. Once you try it, I think you will wonder how you operated without it. The only caution: Make sure you back-up frequently!

PageKeeper Pro 3.0 shipped in April 1999 at $49.95. In August 1999 the price was reduced to $29.95. You may be able to find it cheaper, especially if you watch for Instant rebates, Mail-in rebates, and combinations of the two. It is available through major mail order catalogs including MicroWarehouse, CDW, PC Connection, and Insight, as well as major retail outlets including CompUSA, MicroWarehouse, MicroCenter, Staples, Best Buy and Office Depot. The product is also available through ScanSoft's online store and other online resellers.

In March of 2000, ScanSoft Inc. completed acquisition of Caere. Prior to that, ScanSoft was the worldwide leader in software solutions for scanners. Caere developed optical character recognition (OCR) technology, forms software, document management products and Web publishing software. By combining operations, the resulting products bridge the gap between the paper and digital worlds by converting static paper documents into dynamic electronic information. 

Independent web sites are currently maintained: <www.scansoft.com> and <www.caere.com> - but with the same information. 
 

Headquarters at 
ScanSoft Inc.
9 Centennial Dr
Peabody, MA 01960
PH:(978) 977-2000
west coast operations at 
ScanSoft Inc.
100 Cooper Ct.
Los Gatos, CA 95032


Sales, Pre-Sales, and Customer Service at (800) 654-1187