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Xerox Digital Alternatives User guide

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Software Version 2.0.XX
October 2016
Xerox
®
Digital Alternatives
Client Software User Guide
©2016 Xerox Corporation. All rights reserved. Xerox
®
, Xerox and Design
®
, and
DocuShare
®
are trademarks of Xerox Corporation in the United States and/or other
countries. BR17727
Android™ and Google Play™ are trademarks of Google Inc.
DocuSign
®
is a registered trademark of DocuSign, Inc. in the United States and or other
countries.
InstallShield
®
is a trademark or registered trademark of Acresso Software Inc.
IOS is a trademark or registered trademark of Cisco in the United States and other
countries and is used under license.
Microsoft
®
, Windows
®
operating system, SQL Server
®
, Windows Server
®
, Windows
Vista
®
, and Microsoft
®
.NET are registered trademarks or trademarks of Microsoft
Corporation in the United States and/or other countries.
Linux
®
is a registered trademark of Linus Torvalds.
Mac
®
, Macintosh
®
, iPad
®
,
Retina
®
, iWork
®
, Pages
®
, Numbers
®
, and Keynote
®
are
trademarks of Apple Inc., registered in the U.S., and other countries.
iPad mini™ and iPad Air™ are trademarks of Apple Inc.
UNIX
®
is a registered trademark of The Open Group.
Document Version: 2.0.XX (October 2016).
Revision History
Version Date Description
2.0.xx October 2016 • Remove Print Drive for PC
2.0 January 2016 • Support added for Mac and Android tables. Added DocuSign
®
,
Xerox
®
DocuShare
®
Content Management Platform, and
workflows. IPad supports file formats besides PDF. Updated
icons.
1.2 August 2015 • Translated to Japanese
1.1 May 2015 • Updated application name in text and images
• Updated trademark attributions
Added support for 1.1 features ( iOS 8 support, shapes option in
annotations, ability to delete folders, spell check text annotations,
and .NET framework update)
1.0 August 2014 Initial release.
Xerox
®
Digital Alternatives Client Software User Guide i
Table of Contents
Introduction ................................................................................ 1
Product Overview ......................................................................................... 1
System Requirements .................................................................................. 2
For Microsoft Windows
®
...................................................................... 2
For Apple iPad
®
................................................................................... 2
For Mac
®
.............................................................................................. 2
For Android™ Tablets ......................................................................... 3
Unsupported Configurations ................................................................ 3
Database Requirements ...................................................................... 3
Glossary of Terms ........................................................................................ 4
Installing the Software ............................................................... 5
Windows
®
PC Installation ............................................................................. 5
Logging in the First Time on a Windows
®
PC ...................................... 7
Cancel Installation ............................................................................... 8
Uninstall the Application ...................................................................... 8
Apple iPad
®
or Mac
®
Installation ................................................................... 9
Logging in the First Time on an iPad or Mac ....................................... 9
Uninstall the Application .................................................................... 10
Android™ Tablet Installation ...................................................................... 10
Logging in the First Time on Android Tablet ...................................... 10
Uninstall the Application .................................................................... 10
Onboarding Complete ................................................................................ 10
Getting Started ......................................................................... 11
What is Xerox
®
Digital Alternatives? ........................................................... 11
Key Features ..................................................................................... 11
Guided Mini-Tour ........................................................................................ 12
Using the Interface ................................................................... 13
Importing Documents ................................................................................. 13
Documents Stored in PDF Format .................................................... 13
Importing a Document on PC and Macintosh .................................... 13
Importing on an Apple iPad
®
.............................................................. 15
Importing on an Android™ Tablet ...................................................... 16
After Importing a Document ............................................................... 17
Selecting Views .......................................................................................... 17
ii Xerox
®
Digital Alternatives Client Software User Guide
Document Views ................................................................................ 17
The Reading List ............................................................................... 19
My Folders ......................................................................................... 19
Working with Documents ......................................................... 21
Opening and Closing Documents ............................................................... 21
Auto Save and Bookmarks ................................................................ 21
Viewing the Document Header and Footer ................................................ 21
Using the Document Page Selector .................................................. 23
Annotating Documents ............................................................................... 24
Annotation Widget ............................................................................. 24
Sharing Documents .................................................................................... 26
Share Options Overview .................................................................... 26
Share ................................................................................................. 26
Export ................................................................................................ 29
Requests ........................................................................................... 29
Configuring the System Settings .............................................. 35
Settings ...................................................................................................... 35
User Information ................................................................................ 35
Preferences (PC Only) ...................................................................... 37
Storage .............................................................................................. 37
Signature and Initials ......................................................................... 39
Troubleshooting ....................................................................... 41
Installation Troubleshooting ....................................................................... 41
Log Files – PC Client ......................................................................... 41
Log Files – Mac ................................................................................. 41
Contacting Support .................................................................. 43
United States and Canada ......................................................................... 43
Enterprise Print Services (EPS) Accounts ......................................... 43
Xerox
®
Print Services Accounts ......................................................... 43
Europe, Latin America, Eastern Europe ..................................................... 43
Enterprise Print Services (EPS) Accounts ......................................... 43
Xerox
®
Print Services Accounts ......................................................... 43
Xerox
®
Digital Alternatives Client Software User Guide 1
Introduction
This chapter provides an overview of Xerox
®
Digital Alternatives, system requirements for
the different installations, unsupported configurations, database requirements, and a
glossary.
Product Overview
Xerox
®
Digital Alternatives (DA) is a personal productivity and collaboration tool that
provides an alternative to using paper documents. This tool reinforces the Xerox strategy
of, “Print for less, and print less,” by providing a better alternative to printing documents.
Use DA to import, read, annotate, sign, save, organize, and share documents within a
single application. DA can be used simultaneously on a Windows
®
PC, laptop, an Apple
iPad
®
, Mac
®
, and Android™ tablets.
Use DA to manage your documents as an alternative to paper. With the application you
can easily annotate, sign, and share documents from an efficient and intuitive interface.
The tool provides:
• Personal document storage
• Document synchronization across devices
• Offline access to documents
• Easy to use interface for reading, annotating, signing, and sharing documents
Introduction
2 Xerox
®
Digital Alternatives Client Software User Guide
System Requirements
The minimum required system specifications are as follows. We recommend you update
your device with the latest patches and service releases for best performance.
For Microsoft Windows
®
Microsoft Windows
®
Hardware Components
Processor 1 GHz or faster 32-bit (x86) or 64-bit (x64)
System Memory 2 GB (4 GB recommended)
Hard Drive Minimum free space is ~ 4 GB
Display Minimum Resolution: 1024 x 768
Software Components
Operating System
(32- and 64-bit)
• Windows® 7
• Windows® 8 & 8.1
• Windows® 10
For Apple iPad
®
Apple iPad
®
Hardware Components
Devices • iPad Air™
• iPad 2
®
or later
• iPad mini™
• iPad mini™ (with Retina® display)
Storage Capacity Minimum free space of ~1 GB
Software Components
Operating System • iOS 8.x
• iOS 9.x
For Mac
®
Mac
Hardware Components
Devices • 2007 and newer iMac
• 2007 and newer MacBook
• 2007 and newer Mac Mini
Software Components
Operating System
(32- and 64-bit)
• 10.10 (Yosemite)
• 10.11 (El Capitan)
Introduction
Xerox
®
Digital Alternatives Client Software User Guide 3
For Android™ Tablets
Android
Hardware Components
Devices • Asus Memo Pad 7
• Google (Asus) Nexus 9
• Google (Asus) Nexus 7
• Samsung Galaxy Tab 4
• Samsung Galaxy Tab S
Storage Capacity Minimum free space of ~1 GB
Software Components
Operating System • Android 4.4 (Kit Kat)
• Android 5.0, 5.1 (Lollipop)
Unsupported Configurations
Installation of the application on a computer with the following configurations is not
supported.
• Any version of the following:
– UNIX
®
operating system
– Linux
®
operating system
– Windows NT
®
4.0
– Windows Media
®
Center
– Windows
®
2000
– Windows Vista
®
• This application has been tested on a VMware
®
Lab Manager workstation
environment; other virtual environments are not supported.
Database Requirements
On a Windows
®
PC, the application installs a Microsoft SQL Server
®
Compact 4.0 Edition
database engine and database files, which store document metadata.
No database software is installed on an iPad, Macintosh, or Android.
Introduction
4 Xerox
®
Digital Alternatives Client Software User Guide
Glossary of Terms
Acronym or Term Definition
DA Xerox
®
Digital Alternatives
Onboarding The process of a new user successfully logging into the DA client
software which registers the user with the solution, sets up their
workspace, and counts against the overall volume licensing.
An onboarded user account occurs when a user logs into any DA client
for the first time after installing the client in the implementation.
Xerox
®
Digital Alternatives Client Software User Guide 5
Installing the Software
In this section, you will learn how to install, cancel installation, and delete the Xerox
®
Digital Alternatives software.
The instructions vary somewhat depending on the type of device you are using.
• Windows
®
PC
• Apple iPad
®
• Mac
®
• Android™ tablet
Windows
®
PC Installation
This section is intended for users with a Windows
®
PC.
Note
You must be logged in with administrator rights to install the application.
To install the software:
1. Log in as an administrator.
2. Double-click the installation file. The Select Language screen displays.
3. Select a language from the drop-down box.
4. Select Yes.
The Xerox
®
Setup Wizard prepares your PC for the installation.
Installing the Software
6 Xerox
®
Digital Alternatives Client Software User Guide
5. To continue the installation, click Next.
6. Select View ReadMe. The ReadMe file displays.
7. Select Next. The Destination Folder screen displays.
8. Choose one of the following:
– If this is the first time the application has been installed, go to the next step.
– If you had a previous version of the application installed, we recommend that you
uninstall the previous version before installing a later version.
9. Choose one of the following:
a. To accept the default location for the Destination folder, click Next
(recommended).
Note:
If you are installing the application on an operating system in a language other
than English, where the "Program Files" directory name is localized, the default
installation path is in English; however, the application will be installed in the
correct localized directory for your selected language.
b. To change the default location, click Change. The Browse for Folder dialog
displays.
• Select the desired folder or create a new one.
• Select OK. The dialog box closes.
• Select Next.
Note:
You cannot install your application in the root directory.
10. On the Installation Options screen, click Install.
Installing the Software
Xerox
®
Digital Alternatives Client Software User Guide 7
The progress of the installation is indicated on the Installing Xerox
®
Digital
Alternatives Client screen.
When the installation is complete, the Install Completed screen is displayed.
11. Select Finish.
Logging in the First Time on a Windows
®
PC
The first time you log in to Xerox
®
Digital Alternatives, you will be asked to enter
information about your user account in order to configure your client account with the
Xerox
®
Digital Alternatives Server. The onboarding process interacts with an Internet-
based server, which manages the allocated software licenses for your company.
The onboarding process uses the same Internet proxy server settings as your default
browser; therefore, it is critical that you have unrestricted web access to this Internet
source.
To log in the first time:
1. Select Xerox
®
Digital Alternatives in the system tray.
Note:
Alternatively, you can log in from the Windows
®
Start menu . Select Xerox
®
Digital Alternatives.
2. Select Login Now. The Xerox
®
Digital Alternatives Welcome screen displays.
3. Enter the email address of your company.
4. Select Next.
Installing the Software
8 Xerox
®
Digital Alternatives Client Software User Guide
5. Enter the following login credentials:
a. Domain - your company’s login network domain name.
b. User Name - the user account that you use to login on a company-managed
device.
c. Password to the user account entered above.
6. Select Log In.
Cancel Installation
You can cancel the installation process at any point.
To stop the install:
1. From any installation screen, click Cancel. The Cancel Setup screen is displayed.
2. Select Yes. The Install Failed screen displays, indicating that the application
remains uninstalled.
3. Select Finish.
Note:
To install the application, you must start the installation from the beginning.
Uninstall the Application
To uninstall DA from your Windows
®
PC:
1. Go to Start > Control Panel > Programs > Programs and Features > Uninstall a
program, and follow the online prompts.
2. On the Uninstall Options screen, select Xerox
®
Digital Alternatives.
Installing the Software
Xerox
®
Digital Alternatives Client Software User Guide 9
Apple iPad
®
or Mac
®
Installation
The iPad and Macintosh versions of the DA client software are free apps available for
download from the Apple
®
App Store. Search for the Xerox
®
Digital Alternatives app and
then download it.
Logging in the First Time on an iPad or Mac
The first time you log in to Xerox
®
Digital Alternatives, you will be asked to enter
information about your user account in order to configure your client account with the DA
Server. The Onboarding process interacts with an Internet-based server, which manages
the allocated software licenses for your company.
The onboarding process uses the same Internet proxy server settings as your default
browser; therefore, it is critical that you have unrestricted web access to this Internet
source.
Whether or not you have ever logged into Xerox
®
Digital Alternatives from a PC, you can
log in using an iPad or Mac.
To log in the first time:
1. Choose one of the following:
– Launch the Xerox
®
Digital Alternatives app from the home screen.
– Select a PDF file and tap Open In Alternatives.
2. At the Welcome screen, enter the email address of your company.
3. Select Next.
4. Enter the following domain credentials:
a. Domain - your company’s login network domain name.
b. User Name - the domain user account that you use to log in using a company-
managed device.
c. Password to the user account entered above.
5. Select Log In.
Note:
If you have already logged into your account using a PC, you will be able to view
documents on your iPad/Mac that you have previously uploaded from a PC.
Note:
Your device must complete a document synchronization before the PC documents
are available. Typically, the synchronization is automatically performed and starts
immediately on login.
Installing the Software
10 Xerox
®
Digital Alternatives Client Software User Guide
Uninstall the Application
To uninstall the Xerox
®
Digital Alternatives app from your iPad:
1. Press and hold the application on the iPad to where all of your applications are
shaking, which allows you to delete any of your iPad applications.
2. Tap X in the upper left corner of the DA application.
3. Follow the prompts to delete the application and all of the files and data associated
with it.
To uninstall the Xerox
®
Digital Alternatives app from your Mac:
1. In the Finder sidebar, click Applications.
2. Drag the app from the Applications folder to the Trash (located at the end of the
Dock).
Android™ Tablet Installation
The Android version of the DA client software is a free app available for download from
Google Play™ store. Search for the Xerox
®
Digital Alternatives app and then download it.
Logging in the First Time on Android Tablet
The first log in on an Android follows the same process as the iPad and Mac. Refer to the
Logging in the First Time on an iPad or Mac section.
Uninstall the Application
To uninstall the Xerox
®
Digital Alternatives app from your Android tablet:
1. Press and hold the application on the device.
2. Drag the icon to the Uninstall icon.
3. Click Uninstall in the confirmation window.
Onboarding Complete
Once you have successfully logged into the DA client software on one device, you have a
user account within your company’s DA local server. This local server account allows you
to start working with documents and sharing your documents with other DA users.
If you want to use DA on other devices, you must repeat the installation and onboarding
process on each one.
Xerox
®
Digital Alternatives Client Software User Guide 11
Getting Started
This chapter introduces the key features of the Xerox
®
Digital Alternatives (DA), and
provides some basic information about the Guided Mini-Tour that is available after the
first log in.
What is Xerox
®
Digital Alternatives?
Xerox
®
Digital Alternatives is a workflow solution supporting today’s mobile knowledge
workers. It provides:
• A personal cloud storage for your documents with cross device syncing and offline
access
• The same experience on your PC, Mac, iPad or Android tablet.
• Reading, annotating, saving, organizing, and sharing documents in one application
Key Features
Xerox
®
Digital Alternatives includes the following key features:
Icon Feature Description
Reading • Experience reading documents like an eBook
• Full screen
• Last page read is saved across devices, and reopens to that
page
• A Reading List lets you mark a document for later reading
Annotating • Annotate a document with pen, highlighter, and text notes
• Spell check notes
• Sign document
• Complete a form
• Changes saved automatically
• Allows you to mark a document for later reading
Sharing • Review, mark up, and provide feedback on documents
• Share documents with others while preserving your copy
• Share documents with meeting notes with all attendees
• Send documents for review, approval, or signature
• Email documents to someone who does not have DA
For details about these features, see Working with Documents.
Getting Started
12 Xerox
®
Digital Alternatives Client Software User Guide
Guided Mini-Tour
The first time that you open the application after installing it on any device, the Guided
Mini-Tour displays. This five-part presentation highlights the overall capabilities that
Xerox
®
Digital Alternatives provides.
To navigate through the presentation:
• On a PC or Macintosh, click
> to move forward or < to go back.
• On an iPad
or Android tablet swipe through the tour like reading a book, or tap the
dots at the bottom of the tour.
When the presentation ends, choose one of the following options:
• Select Learn More to read about DA and Xerox
®
Managed Print Services.
• Select Done.
Xerox
®
Digital Alternatives Client Software User Guide 13
Using the Interface
The Xerox
®
Digital Alternatives (DA) interface is easy to use. With just a few tips you will
be working productively on your documents and on documents shared by others within
your group.
This chapter covers multiple ways to import a document into DA, selecting document
views, learning what information the graphic cues provide, using the Reading List, and
organizing your documents into My Folders.
Importing Documents
You need to import documents to your DA account in order to work with them in the
application and across your devices.
Device Ability to import PDF Ability to import non-PDF
PC Yes Yes
Mac Yes Yes
iPad Yes Yes
Android Yes No
Documents Stored in PDF Format
All documents within DA are stored in PDF format.
• When you import a PDF document, it goes directly to your DA account.
• When you import a document in another format, the DA Installer creates a PDF
version that is uploaded to your account. When you import a document in another
format on any conversion-capable device (PC, Mac, iPad), it is available across all
devices as a PDF file once synced.
Importing a Document on PC and Macintosh
Import in Xerox
®
Digital Alternatives (Supported on PC)
1. Select the icon or click Import a Document in the All Documents screen.
2. Choose the import source.
– My Computer—go to the next step.
– DocuShare
®
—go to step 5.
3. If you selected My Computer, select the file to import.
Using the Interface
14 Xerox
®
Digital Alternatives Client Software User Guide
4. Select Open. Go to step 7.
5. If you selected DocuShare
®
, you must be connected to the internet and signed in to
DocuShare
®
.
– The log in screen appears if this is the first time logging in to DocuShare
®
on this
device or if your session has timed out. Enter your User Name and Password.
Click Login.
– If you are logged in, you go directly to the file browser.
6. Click on a folder to open it. Check the file or files you want to import. Click Import.
Go to the next step.
7. Wait for the PDF file to be created and imported.
– While this document is importing, you can select Hide to import another
document.
– When the import is complete, select Open Now to open the file to annotate.
Import with File > Print (Supported on Mac)
When the DA software is installed on your Macintosh, a DA print driver is installed. Using
this driver, you can add supported documents from your machine to DA.
1. Open a document in any application.
2. Open the Print dialog and expand the PDF pop-up menu.
3. Select Send to Digital Alternatives.
4. Select Print. Xerox
®
Digital Alternatives is displayed.
5. Wait for the PDF file to be created and imported.
Using the Interface
Xerox
®
Digital Alternatives Client Software User Guide 15
– While this document is importing, you can select Hide to import another
document.
– When the import is complete, select Open Now to open the file to annotate.
Importing on an Apple iPad
®
Import a File
1. Open the file you wish to import.
2. Tap Share .
3. Swipe to the right, if needed, and tap Open in Alternatives to import the document.
(Action may also be called Copy to Alternatives.) Xerox
®
Digital Alternatives
displays.
4. Wait for the file to be copied and imported. File types other than PDF may take a few
moments longer to import while they are converted to a PDF format.
– While this document is importing, you can select Hide to import another
document.
– When the import is complete, select Open Now to open the file to annotate.
Import an Email Attachment
1. Open the email containing the attachment.
2. Tap the attachment to preview the document.
3. Tap Share .
4. Tap Open in . . . .
5. Tap Open in Alternatives to import the attachment. (Action may also be called Copy
to Alternatives.) Xerox
®
Digital Alternatives displays.
6. Wait for the file to be copied and imported. File types other than PDF may take a few
moments longer to import while they are converted to a PDF format.
– While this document is importing, you can select Hide to import another
document.
– When the import is complete, select Open Now to open the file to annotate.
Importing from Other Applications
1. Tap Share .
2. Tap Open in Alternatives to import the document. (Action may also be called Copy
to Alternatives.) Xerox
®
Digital Alternatives is displayed.
3. Wait for the PDF file to be copied and imported.
– While this document is importing, you can select Hide to import another PDF
document.
Using the Interface
16 Xerox
®
Digital Alternatives Client Software User Guide
– When the import is complete, select Open Now to open the file to annotate.
Importing from an iWork
®
Application
1. In a Pages
®
, Numbers
®
, or Keynote
®
file, tap Share .
2. Tap Open in Another App.
3. Tap Choose App.
4. Tap Open in Alternatives to import the document. (Action may also be called Copy
to Alternatives.) Xerox
®
Digital Alternatives is displayed.
5. Wait for the PDF file to be copied and imported:
– While this document is importing, you can select Hide to import another PDF
document.
– When the import is complete, select Open Now to open the file to annotate.
Importing on an Android™ Tablet
You may only import PDF files on an Android tablet.
Import a PDF Document
1. Open a PDF file.
2. Open the More menu and then tap Send File.
3. Swipe to the right, if needed, and tap Open in Alternatives to import the document.
Xerox
®
Digital Alternatives displays.
4. Wait for the PDF file to be copied and imported.
– When the import is complete, select Open Now to open the file to annotate.
Import a PDF Email Attachment
1. Open the email containing the attachment.
2. Tap the attachment to preview the document.
3. Open the More menu and then tap Send File.
4. Tap Open in Alternatives to import the attachment. Xerox
®
Digital Alternatives
displays.
5. Wait for the PDF file to be copied and imported.
– When the import is complete, select Open Now to open the file to annotate.
/