Quick Tutorial

ZODIACODE EZ Document Safe

Getting started with EZ Document Safe (Quick Tutorial)

This tutorial contains the basic steps needed for creating database file and import files to EZ Document Safe. It also describes how to manage files with security-options, searching-engine and working-file-synchronizations.

Step 0 - Starting the EZ Document Safe

Step 1 - Creating a new database file

Step 2 - Understand work areas of main window

Step 3 - Folder-Links linked to different documents

Step 4 - Adding files to the database

Step 5 - Previewing, opening, saving and exporting files

Step 6 - Working with file-synchronizations

Step 7 - Creating a new text file

Step 8 - Creating a new HTML file

Step 9 - Searching files

Step 10 - Double-password-protection

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Step 0 - Starting the EZ Document Safe

To launch EZ Document Safe, first select the "Start Menu", then point to "Programs -> EZ Document Safe", and click "EZ Document Safe":

And wait for the program to start.

Step 1 - Creating a new database file

In login page, Choose Create New database or press Ctrl+N. A new dialog box opens:

Specify the location and name of the new database file, enter the password of the new database and click "OK". An empty database will be created and opened in the EZ Document Safe.

Step 2 - Understand work areas of main window

Home Page - After logged in you'll see the home page first. The important and frequently used folders are listed here. You can click on a link to open it.

Folders/Files Window - To explore your folders and files.

Main menu and toolbar - New/Open/Close/Import/Export database, file and folder operations.
Catalog tree of folders - Directory of classified files, can be switched to db-list or searching options.
Files list view - List files of current folder or searching result and synchronizations.
File toolbar - Fast access of file operations.
File info pane - Show file properties, versions, HEX/TEXT codes, and document fast preview.
Window list - List of opened windows.

Step 3 - Folder-Links linked to different documents

By default there are some folder-links on the home page of the new database. These links are shortcuts to access all kinds of your documents. Just click on them you can open the target folders.

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Step 4 - Adding files to the database

Select a node in folder tree, then choose File/Add files from main menu, or click Add button on the toolbar.

From the open file dialog, select the files you want to import, and click "Open" when ready.

Then a dialog will be displayed to let you enter a comment or change some options.

Click OK, the selected files will be imported to the database. A progress window will be displayed.

Please note that you can not add folders here. You should choose "File/Add Folder" instead if you want to do so. And if you want to add both files and folders, try to take Drag & Drop or Copy/Paste file operations with interactivities between Windows-Explorer and EZ Document Safe.

Drag & Drop operation: Select the source files from the Windows-Explorer, drag them to EZ Document Safe, focus on the desired destination folder, and drop it by releasing the mouse button. Thus the selected files will be imported into that destination folder of current database.

Copy/Paste operation (using Clipboard): You select the files from source window, press "Ctrl+C" or click Copy from the Edit menu, move to EZ Document Safe application, place the cursor in the desired location, and press "Ctrl+V" or click Paste from the Edit menu.

Step 5 - Previewing, opening, saving and exporting files

Thumbnail icons of image files can be shown directly in the file list box. And images also can be previewed in the file-info-pane when you switch the file-info-tab to "Document".

You can open a file by just double-click on the icon. The system will bring up the associated program to open it. For example, the Notepad will popup when you open a TEXT file.

To save or export files, select the files you need first, then choose "File/Save To" or click the "Save To" button on the file-toolbar, and choose the destination in the Save as dialog, finally click "Save".

You can also export files with Drag & Drop or Copy/Paste operations.

Step 6 - Working with file-synchronizations

When you adding files into the EDocSafe database, the source path of the files will also be record as a property (You can change it in future). Once you have modified some of this files - which we call it working files (maybe some files have been deleted or created), you can compare and sync them, find out who has been changed, and determine whether to check in or check out.

To check a folder, just select it in the folder category, and choose "Sync/Sync working files". The program will then find out all the difference between working-files and database-files, and list them in the right side.

There may be 5 status of checking result:

Current: The working file is just the same as the one in database.
Modified: The working file is different from any versions of the file in database.
Out of day: The working file is of an old version that already exists in database.
Missing: The working file is missing.
Not in view: The file in working folder does not exists in database.

To check in/out files, select the files you want to check in/out, and choose "Sync/Check in" or "Sync/Check out".

Step 7 - Creating a new text file

Choose "New/Text" from the file-toolbar, edit the text, specify the file name, then click "Save".

Step 8 - Creating a new HTML file

Choose "New/Html" from the file-toolbar, edit the html, specify the file name, then click "Save" to save as HTML (without images) or MHT (with images) format.

Step 9 - Searching files

Type your keywords in the Search box, and press Enter;
The result will be listed in a search window.

Step 10 - Double-Password-Protection

You can specify a second password to re-encrypt some important files. Thus each time when you want to process these re-encrypted files, you must specify both the login-verify-password and the second re-encryption password. Both the file-info and file-data will be re-encrypted. Nobody could find or open these re-encrypted files without the second password. And you can specify different password for different files.

You can specify the second password by two ways:

Choose "File/Double Encrypt" from the main menu, and enter you password.
While opening database, when the login-password is required, enter both the login-password and the second password divided by '/'. As the format: FirstPassword/SecondPassword.

Once you have specified the second password, you will be asked whether to re-encrypt current folder/files. You can see all the files that re-encrypted with this password. You can choose to cancel re-encryption from some files or to re-encrypt others files or folders, just change the Double-Password-Protect property of the file or folder.

Select a file or folder, choose "File/Properties" from the main menu.

Check the "Double Password Protect" box.

Click "OK".

For a folder, all sub-files will be apply with Double-Password-Protect, no matter the "Apply to sub files" option is selected or not.

Without the second password, double-encrypted files can not be decrypted correctly and will be hidden:

When logged in with second password, you can see all files and folders double-encrypted with this password:

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