FAQ

All your Questions answered in one place

 

 
What is the maximum number of users for PaperTracer Express or PaperTracer Enterprise, and how many users can access the software at the same time?

PaperTracer Express, targeting small to mid-sized businesses, are able to allocate up to 10 system users. In addition, an unlimited number of restricted external users are also able to be configured by creating an external user account and granting access to individual records.

In PaperTracer Enterprise, the pricing model is dependent on an approximate range of users who will be using the system.

In both editions, there is no limit on the number of users concurrently accessing PaperTracer.

How many users online can access the software at the same time?
There is not a limit on the number of users to access PaperTracer at any time. It has an unlimited multiple user access.
How do I set up new users and user access to documents?
Setting up of a new user will be done by your designated organization’s System Administrator(s) or Super User(s). On the Administrator screen, there will be a Security sub menu. Under this sub menu the first step is to first select the New User, then enter the User Name, input the password in the Assign Password field and retype the password to verify. Instructions for this and other processes are included in the “Administrator User Manual”.
Our organization has unique work flow processes and requirements, how will the software applications meet our needs?
PaperTracer is unique in that it provides you, the end user ability to customize the software for your own business applications The PaperTracer software product has the ability for instantaneous changes to be made to the database structure due to the use of SQL modules. Data fields can be re-titled, sequence of order revised, and fields added or removed to meet changes in your workflow processes.
If a document is assigned for review, can the assignee receive an immediate notification email with a link to view/edit the document and can the email notification be sent to mobile devices?

Yes, features of the PaperTracer application are designed for data entry and storage, but with a twist. Once you have entered and stored the data, you are allowed to designate what other parties have access and in your order of preference. The record in the database now becomes collaborative as you can route this record to others inside and outside of the organization whereby, with the right authorization, they can comment and add other attachments as necessary. All of this information is securely routed and captured with a full audit trail of what has transpired over the course of this record. It allows for easy collaboration with all users while enforcing consistency of standards for the entire work flow process.

PaperTracer has the feature for instituting Tickler Dates for reminders at times intervals that you designate. These automatic reminders are used to ensure follow up occurs timely. An email alert or notification will be sent to you or another person supporting your needs to stay current and not drop essential actions. The PaperTracer system may be used offsite by anyone who has the Internet Explorer browser 7.0 or higher and the Adobe Reader 5.0 or higher on their computer equipment. Email notifications can be sent to mobile devices.

What are the system requirements before I can use the software?

PaperTracer utilizes Software as a Service (SaaS) delivery model. It is a web-based Secured server hosting solution and allows access from any computer that meets the minimum requirements:

  • Windows 7 SP1, 8.1, or 10
  • IE 11
  • Silverlight 5 Plugin (Freely available)
  • The PaperTracer web site designated as a Trusted Site in Internet Explorer
  • There may be changes required to the Proxy Server/Firewall if you use one. All traffic on all ports must be allowed between the PaperTracer web site and the user’s computer.
Can I create custom and dashboard reports?

The PaperTracer application has a robust reporting system where you can pull information out of the database at the field level and automatically export and populate it directly to an Excel spreadsheet where the data can be further manipulated. All database fields that are created can be queried for indexing or reporting. PaperTracer has advanced reporting features that include enhanced filters, joining of criteria, scheduling of saved reports, exporting to PDF format, and the ability to save reports and share globally or on an individual user basis.

The reporting within PaperTracer allows the creation of custom reports with a few mouse clicks. When a report is created, it may be saved and ran multiple times, exported to Excel or PDF, or be scheduled to run at set times and dates. Dashboard reports customized to your needs are available. The automated notification system sends e-mail notifications for records/contracts expiring soon.

What are the types of documents that I can upload?
The PaperTracer application is designed to attach forms or any other electronic medium i.e., video files, compressed files, etc. with drag and drop capabilities and scanning directly into folders. There are not any file size limitations of documents. It has an automatic numbering system for quick and consistent indexing. The PaperTracer application has an established Tree Structure to view custom folders and sub files. The system will allow you to reproduce documents and reports quickly, have easy access to all documents, images, videos and other information that are part of the record.
How can I upload my existing data into PaperTracer?
You can easily migrate your data using the built-in bulk import facility. PaperTracer can import rows of records using the Microsoft Excel spreadsheet file format.
How E-Signature is used in PaperTracer?
The Signature menu allows you to manage electronic signatures that are used in signing documents. In the Signature User dropdown, select the user that you wish to change the signature or initials. If the user has an already existing signature or initials it will appear in their Signature and Initials boxes. Click the Browse button to find the location of signature image and upload it. Click the Apply button when done.If you wish to remove a signature or initials, click the Clear button.
Is electronic signature legal?
Increasingly, digital signatures are used in e-commerce and in regulatory filings as digital signatures are more secure than a simple generic electronic signature.{1}{2} The concept itself is not new, with common law jurisdictions having recognized telegraph signatures as far back as the mid-19th century and faxed signatures since the 1980s.
How Version Control is done in PaperTracer?
Duplicate copies of documents are automatically stored and grouped using their document name. The upload date determines which the latest copy of the document is.
How Redlining is done in PaperTracer?
In the File Manager, right click a document and click Check Out. This will put the document in a Check Out state and will be ready for Redlining. You may also choose the Edit menu to open the document immediately in MS Word and begin editing the document. This will also put the document in the Checked Out state. Click the Edit menu to download the document and PaperTracer Interface will open it in MS Word. By default, when you begin to edit the document it will be in the Review state to track any changes. Once you are done with your changes, save the document and close the MS Word application.
How can I determine or guarantee the confidentiality of my online documents?
The PaperTracer system is HIPAA compliant with a permanent record of all data access, 2048- bit encryption environment, secure user authentication and has the capability of producing a full audit trail of all data access, updates, and routing will be captured of what has transpired over the course of the record. View or Add/Edit access may be given at the User, Department, and record, document or field level. All data access and updates are retained for auditing purposes. All Record/data access is stored in the audit log showing a timestamp, which user accessed the record and what changes, if any, were made to the record.
How will my organization be provided notices on upgrades and status updates, and what will be the additional cost?
PaperTracer is a SaaS (Software as a Service). All upgrades are released to all customers without additional charge. Upgrades are included in the monthly maintenance service fee. Email notifications are sent to the PaperTracer System Administrator(s) or Super User(s) upon the release of upgrades, updates or issues. Maintenance and support provided shall specifically include all new releases, modifications, updates, upgrades, enhancements, adaptations and improvements to the software and documentation prepared or released.