Did you know that you can use OfficeDrop to embed your documents on a webpage? It’s simple.
If there’s a document you want to share via a webpage, you can just paste some code into the HTML and you’ve got a webpage with an embedded OfficeDrop PDF document - just like this one here (how-to below):
Pretty cool, huh? Just another new feature we’ve provided to help you get the most out of your documents. (Don’t worry, the size is only restricted so you can see our handy Blog navigation on the right).
How did you do that?
If you’ve ever embeded a Youtube video, you’ll be familiar with the process.
To embed an OfficeDrop document’s URL on your site, find the document you want to publish, and from the list view click the “More” dropdown menu and then select “Embed URL” (you can also select this button from the individual document view).
Then, agree to the disclaimer, and click “Publish.” After that, OfficeDrop will provide you with a widget code that you can paste into your site’s HTML.
Be sure to change the height and width of the image to your preference before copying the code.
All that’s left is to copy paste into your site’s code, and your document will be on display.
For help embedding OfficeDrop documents on your blog, see the Youtube embedding instructions here. Just paste the OfficeDrop generated code where the Youtube code would go.
You love searching your documents and adding labels in your OfficeDrop account, but are you using the online document management system to its full potential? OfficeDrop is packed with productivity boosting features - some of which you may not even know exist. To help you get the most out of your online OfficeDrop account, here are 5 of the best features that you might have overlooked.
Phrase Search
This feature was added recently, and it takes document retrieval to a new level of accuracy. Just like you do with Google, you can put quotes around a search term to indicate you only want results containing those words in that order. By searching “expense report,” with quotes, you don’t have to see documents containing only one of the terms, saving you a lot of time finding the document you want.
Expire a Share
If you don’t already know, you can easily share documents with friends and co-workers. For detailed instructions on sharing, see our tutorial video. If you already know about this feature, you should also know that what you giveth, you can taketh away. Meaning: any document share can be expired at any time, assuring that you are always in control of your documents.
Folder Share
Ok, so you already know you can share documents, but did you know you can also share an entire folder? The same way you can share a document, limiting access, privacy etc, you can also share a folder. To do this just click the small arrow next to the folder you wish to share, select “share,” and specify sharing options. Of course once you share a folder you can expire that share at any time.
Upload to Folder
Uploading from your desktop is fast and easy, but did you know you can upload files directly into a folder of your choice? By going back to that little arrow next to the folder you can access that folder’s context menu and select “Upload Files.” As you might guess, upload documents from there and they will be uploaded right into that specific folder.
Downloaded PDFs Stay Text-Searchable A lot of people ask “When I download a PDF to my desktop, is it still text searchable?” When they do, we’re happy to answer “They sure are.” Once a document is scanned into OfficeDrop, it is converted into a text-searchable PDF automatically unless specified otherwise. That way you can download to your machine, open it with any PDF reader and you will still be able to search that document.
We’re always innovating to make a better OfficeDrop product, and recently we added two more features to make it easier to find your scanned documents. For your document management pleasure, we would like to introduce the “Favorite Documents” feature and phrase searching.
Favorite Documents
You have favorite songs and websites, why not favorite digital documents? To help out those who have a handful of documents that need constant reference, you can now make a document a “Favorite Document”, which will place it in the “Favorite Documents” list under the “Labels” list. “Favorited” documents are in no way moved from previous folders or labels, so they stay organized, but easily accessible. To show a document you care, click “More” and then “Favorite Document” from that document’s list view, or click “Favorite Document” from the options on the right of the full document view. To remove documents from the favorites list, simply repeat the previous sequence which will then provide a “Remove Favorite” button.
Phrase Search
To speed up your text-searching, OfficeDrop can now recognize and filter by a specific phrase. As with other search engines, you can throw quotations around your search (e.g. “document scanner”) and the results will yield only documents that feature those words in that order. This feature gives more power to your search bar, and saves you the time of sifting through pesky coincidental matches for common words within your search terms.
It’s thanks to customer feedback that we are inspired to add new features like these, so we encourage you to keep your questions and comments coming. In the meantime, we hope you enjoy these two new features and we’ll be here building new ways to make document management easier.
Interested in paper scanning and wish you could get a quick ballpark of what it would cost? As long as your paper is organized in either file boxes or filing cabinets, you can use our bulk scanning price estimator to get an accurate estimate of your price without ever talking to a representative. You can also get an accurate estimate as long as you have an idea the number of pages you have to scan (simply select the number of boxes or cabinets that add to your paper volume).
As Arnold Schwarzenegger’s character memorably said in Predator (1987) “My team works alone,” and we can respect that. For that reason we also allow you to order bulk scanning independently. Of course our sales and customer service reps are happy to help anyone interested in bulk scanning, but if you’re more of a do-it-yourselfer, you can bypass all human contact and order bulk scanning right from the estimator - don’t worry, you won’t hurt our feelings and we’ll still be available if you have any questions. You can even order DVD copies and choose secure shredding or return of your documents.
We aren’t trying to hide costs, and we want you to know what you’re paying for. When you use the estimator and self-checkout, the number you see is the number you pay. Granted the number of pages you submit is what you entered for your estimate, your billing is finished, and we won’t charge you for anything more.
Whether you’re just curious about numbers, prefer to work alone, or suffer from telephobia, OfficeDrop has an option for you. Use our estimator and self check out for the fully computerized experience.
Here at OfficeDrop, we understand that aspects of document scanning and online document management aren’t always obvious. For that reason, we pride ourselves on our outstanding customer service that helps you through parts of our service that may be unclear to you.
In answering all of your well-thought-out questions, we’ve found that some are more popular, and tend to resurface again and again. Though we’re very happy that our customers utilize our customer service lines, we thought we might address some of your most frequently asked questions here on the blog in hopes that our customer service representatives might find a moment for things like casual office conversation, feeding themselves, or using the restrooms.
So without further ado, your most asked questions answered:
When do I need bulk scanning, and when is monthly scanning right for me? If you aren’t sure the difference between bulk scanning and monthly scanning, don’t worry, you have friends. The concept of ‘bulk’ can be a bit ambiguous at times, leaving some customers to wonder whether what they have is a bulk or not. Generally, bulk scanning is used when you have a high volume of paper (festering in cabinets, boxes, etc) that needs to go online all at once (think of it as a way to “catch up” on digital storage). Monthly scanning is intended for maintenance/upkeep of paper flow such that the new documents you received can be submitted in envelopes and scanned on a monthly basis. If you think it might take the better part of your life submitting all your documents via monthly envelopes, bulk scanning is the choice for you. Also keep in mind that a minimum of 1500 pages is required for a bulk scanning project.
How do I delete a document for good?
With the continuing emergence of hackers and viruses, many have developed a paranoia that the delete button isn’t quite finishing the job - fearing that our important documents will someday be brought back from the dead by some sinister digital voodoo. In this respect, OfficeDrop works much the same way as an email server, or even your desktop. When you select a document or folder and click “delete,” you are actually moving this document to the “trash” folder which can be accessed from the link at the very top of the interface. Note that though they have been moved from their original folder, documents in the trash still take up space affecting your page storage limit. To truly eradicate these documents, move to the trash, select the documents to erase and click “Delete Forever.” Alternately, you can move documents out of the trash by selecting and clicking “Restore.” However, once you have clicked “Delete Forever,” the selected documents are erased completely with no possibility of recovery.
Do I need to ask for scanvelopes? When you sign up for monthly service, you’re allotted a number of prepaid scanvelopes per month. Some wonder “do I have to ask for these scanvelopes to be sent to me?” and no, you do not. Though they do sound fancy, scanvelopes require no special request - you don’t even have to say please. When you sign up for monthly scanning, your very own scanvelopes are automatically sent to you in the beginning of each month.
How do I deal with duplicates?
Arnold Swarzenegger’s character probably asked himself the same thing in the movie The 6th Day and so do many of our customers with respect to their OfficeDrop account. The important thing to remember when navigating your ‘Duplicates’ tab is that duplicates are decided by file name and file size. Two documents may have completely different content, but will be listed as duplicates if they have names and sizes that suggest they are the same. This is aimed to help customers stay organized, and prevent storage allotment being held by unwanted documents. If you find documents under your duplicates tab, be sure to review the two documents, decide whether they are both necessary, and delete redundant scans as needed.
We hope the answers to these questions have been helpful. In the meantime, keep the questions coming. It is your questions and comments that help us make OfficeDrop better and if you ever find yourself asking “what the heck?” we are more than happy to aid you with any problems or uncertainties you may face.
Sharing folders and individual documents is easy with OfficeDrop. To see an example of what a publicly shared folder looks like, click on the following link:
You will notice that the person viewing this folder can only see the documents stored in the folder. They get to see the same snippet view that you do as the owner of the OfficeDrop account. Importantly, labels, sub-folders (at the moment this example does not have a sub folder) and search all work. Try searching for for the word “change” - you’ll find the it in one of the documents stored in that folder.
This sort of a public link would be very useful if you wanted to make documents available off of your website or blog.
You can also create share links of single documents. Try clicking on the following:
As we noted in a previous blog post, OfficeDrop can now be integrated with FreshBooks with the OfficeDrop-FreshBooks app. We are very excited about helping people with their online billing, and others are starting to take note of the convenience this integration provides.
For example, we recently caught the eye of WebWorkerDaily, a resource site which is part of the popular GigaOM network and provides tips, news, and guides for people in web-focused careers.
We were fortunate enough to be featured on WebWorkerDaily in a post by the talented Aliza Sherman, who explained the notable features of both OfficeDrop and the FreshBooks integration. We especially liked her real-world examples that noted the benefits of a graphic designer attaching images right to an invoice, or a freelance writer sharing drafts with clients so that they can see progress right from the bill.
Since WebWorkerDaily is a great resource for the digital workforce, we are proud to have our very own article to join the ranks of pieces geared toward promoting productivity and making online careers easier.
Thank you to Aliza and WebWorkerDaily for spreading the word about OfficeDrop and our new FreshBooks integration!
OfficeDrop turns all of your paper into text-searchable PDFs, but those new to our services may be wondering “what is a PDF?”
A PDF (Portable Document Format) is, essentially, a standardized way to represent two dimensional digital images. These images may be graphics, text documents, or a combination of the two. The PDF was created by Adobe Systems in 1993 and since them has become a standard in digital document representation. In 2008 it was published by the International Organization for Standardization as an open standard, meaning that it is now universalized and available to the public royalty-free.
The format is especially versatile because it not exclusive to any software, hardware, or operating systems - making it very easy to share. In addition, the PDF is completely extensible, which means it can be adapted to guarantee compatibility with future innovations. A PDF is typically viewed as a digital representation of a piece of paper as you would expect to see on a word processor.
Additional features of the PDF include security options like password protection, text-searchability, and interactive properties such as annotations and other edits.
Due to its heightened accessibility, security, and feature list, the PDF is the format we have chosen for your documents. We hope you now have a better appreciation of how you are viewing your documents, and why this is our favorite format here at OfficeDrop.
We are very excited to announce that OfficeDrop has integrated with FreshBooks by creating our very own online document management FreshBooks add-on! FreshBooks has compiled a sizeable list of add-ons and we are honored to lend our services to make their online billing service even more helpful. This integration merges the accessibility of your OfficeDrop documents with the convenience of FreshBooks online invoicing. With the OfficeDrop add-on you are able to append a link to the notes section of any FreshBooks document which allows recipients to view and download any selected group of documents in your OfficeDrop account. All of your documents are just one click away from Freshbooks for you and your clients.
For example, with the OfficeDrop integration, a FreshBooks user could attach a projected project timeline and scope of work to a FreshBooks estimate she sends to a prospective client. Her client can easily click on the OfficeDrop link embedded in the Freshbooks estimate and view the timeline and the contract - and the client can full text search within the contract and download it as a PDF.
Freshbooks users will also be able to attach entire folders from OfficeDrop to Freshbooks items. With OfficeDrop’s search feature Freshbooks users and clients will be able to search all the documents to find the specific item. OfficeDrop’s snippit views make it easy to find specific information in files or preview things like purchased photographs or artwork.
Some other great things possible with this integration include the ability to attach:
Scanned paper or emailed receipts to invoices
Project timelines to an estimate
Contracts to an estimate
Photos or artwork to invoices or clients
Word documents to time entries
Or even entire folders of documents and files to all sorts of Freshbooks stuff!
See how it works for yourself in the following tutorial videos we produced covering the integration:
Linking OfficeDrop documents to a FreshBooks invoice:
By linking OfficeDrop folders and documents to an invoice, clients can easily access, download and search any relevant documents.
First you will need an existing FreshBooks invoice or other document that you would like to link with OfficeDrop. Once this is done, log into your OfficeDrop account and locate the folder you would like linked to the FreshBooks form.
To do so, click the small triangle to the left of the folder to bring up the folder actions menu. From there, move down to the options listed under “Link to FreshBooks.” Select the document type that applies (Invoice in the video use case) and you will be shown a list of the designated FreshBooks documents you have created. Then select the document(s) you would like to link the folder to and decide whether this will be a private (recipient will need your username and password to view) or public link (anyone with the link can view). We recommend public link if you are sharing the document or folder with a client. Finally, you can either click “Append to Existing Notes” to add to notes already on the FreshBooks document, or “Replace Existing Notes” to replace them. The link to the shared files will appear in the notes section of the Freshbooks item; this is why you have to choose how to put it into the notes. The system will alert you of the link and the only step left is to return to FreshBooks and send the document to your client, complete with a secure link to the designated OfficeDrop documents.
Setting Up Integration
Step 1: Enabling FreshBooks API
FreshBooks API must first be enabled to start linking OfficeDrop documents.
To do this, log into your FreshBooks account and click “My Account.” From there, click the tab labeled “FreshBooks API.” The last step is to check the “Enable API” button, and you’re ready for the second step.
Step 2: Authorizing OfficeDrop for FreshBooks Integration
The second step in is to authorize your OfficeDrop account to interact with FreshBooks.
First, log into your OfficeDrop account and from the home screen select “tools.” On the resulting screen, there will be a menu on the left with a link to “Add-ons.” Click the Add-ons link, and from there move below the Evernote add-on to the space reserved for FreshBooks. Here you will have to enter your unique FreshBooks URL. You can find information on where to find this URL here. Click “Authorize OfficeDrop” and you will be asked to enter your FreshBooks username and password. Once finished, just click “Allow Access” and you will be able to start linking OfficeDrop documents to FreshBooks invoices, expenses and more.
We hope you utilize our new add-on and enjoy the ease and convenience of FreshBooks online billing with OfficeDrop document management.
OfficeDrop is happy to announce the release of another tutorial video, which demonstrates how to use your OfficeDrop account to share documents online with friends and co-workers. Sharing digital documents across your business is a great way to expedite projects and increase productivity.
Sharing documents online with OfficeDrop is simple and secure
Just select the document or folder you wish to share, and enter email addresses to which a secure link will be sent. You are always in control of your share documents with features like share duration, download access and other security features.
*See the tutorial video below for more in-depth descriptions and examples.
In order to share a single document, move to the document’s options under the document snippet and click the ‘More’ button.
From the dropdown menu, select ‘Share’ and you will be required to fill out sharing options.
Choose Security Options
First specify whether the share is public or private. Public shares can be accessed by anyone with the link you have sent, while a private share limits sharing to a specific email address.
Choose whether to grant printing or download access and whether annotations will be visible.
Designate emails of those you wish to share with.
Edit share duration to choose how long the document is shared.
Personalize the message sent to recipients.
Once finished, hit send and your document will be shared.
Note that under the document snippet, your current active share is shown, along with previous shares of that document.
You can view all of your shared documents from the shared items list located left of the interface, under the labels list.
Also note that OfficeDrop grants you the option of expiring a share so that you always have control of your share durations.
Sharing Folders Online
To share a folder, first click the folder you want to share and select ‘Share’ from the ‘Actions’ menu. You can also access the share button from an individual folder’s options by clicking the arrow to the left of a folder name.
Fill out the sharing form and your folder will be shared.
We hope this tutorial has been helpful. Please leave a comment or contact us with any questions or comments.
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OfficeDrop’s Document Management and Document Scanning Service Blog
OfficeDrop, formerly Pixily, helps small businesses and home offices go paperless and manage their paper and digital documents online. OfficeDrop provides document scanning services and an award-winning online document management system. In this blog, we’ll discuss cool ways customers are using our service to tame their paper problem and get organized. We hope to share tips and tricks we are learning as we scan, image and digitize documents for our clients. We’ll also highlight new features in our document management system, let you know what the press is saying about us and keep you up to speed with the goings-on at OfficeDrop!
