Paperless Tickmarks Part II

In response to overwhelming requests , this update to my previous post about using PPC tickmarks in excel and word provides tips on setting up those same tickmarks in Adobe standard.  After you have set things up, you should be able to use those same tickmarks to markup spreadsheets and documents, as well as any document in pdf format.

Right off the bat, let me tell you that I have only set this up for use in Adobe Standard 7.0.  I have not upgraded to a newer release, but I assume the setup should be very similar in any version.  Also, the functionality of the tickmarks in adobe is not the same as it is in excel and word.  In those programs, the PPC tickmarks actually run from a macro that allows you to insert the tickmark wher your cursor is, and also allows you to label tickmarks, choose relevant tickmarks, and insert a legend.  This “hack” to get the tickmarks into Adobe only makes them available as a stamp, if you need a tickmark legend, you will have to create that manually.

Setting up the tickmarks can be tedious, in that you will need to set up each tickmark you would like to have available.  However, once you are done, it is easy to copy the tickmarks to other users around the office.  In Adobe, select Tools|Commenting|Stamps|Create Custom Stamp.  Hit the browse button and navigate to the folder that contains the PPC tickmark images.  This folder was set up by PPC when the program was installed.  On my computer it is located in c:\program files\common files\PPC\addins\images.  If it is not there, do a seach on your computer for a file called tickmark1.gif, and windows will show you were the images can be found.

In that folder, select Tickmark1.gif.  This is the TB tickmark.  Select ok, and under category create your own custom category, such as PPC Tickmarks.  Under name, give it a description like Trial Balance.  I also keep the box checked to down sample the image.  Repeat this process for all of the tickmark.gif images in the PPC images folder.  When you are done, in Adobe, select Tools|Commenting|Stamps and you will now see the PPC Tickmarks category and all of the tickmarks available for insertion into the document.  They show up pretty large in the menu, but paste into the document in a nice size.

Finally, to share your newly created PPC tickmark stamp pallet with others in the office, navigate to your Adobe stamps folder.  Mine is located at: C:\Documents and Settings\my name\Application Data\Adobe\Acrobat\7.0\Stamps (some of these folders may be hidden, so you may need to make sure you are showing hidden folders in windows (beyond our discuss here).  In this folder are various randomly named pdf files.  Open each until you see the file containing the stamps you just created.  Copy this file to other users’ Adobe stamps folders, and you will be good to go.

Filed under: Office Technology, Paperless Office, Software, Tickmarks , Paperless Office, Software, Tickmarks

No More Time Sheets?

Well, probably not quite, but I ran accross a pretty interesting little program the other day that might bring us one step closer.  It is a program called Qlockwork by Workingprogram.

The basic premise of the program is this:

1. Upon installation, the program creates a new calendar in your outlook, and installs a program on your computer that logs your activity.

2. You create a list of projects and assign keywords and email addresses to each of those projects.  So, for instance, if you have a project called Smith Tax Planning, your keywords might be: smith, smith planning, jonsmith@gmail.com.

3. As you work, the program logs your activities on your computers, and creates entries in the new calendar folder in outlook, at a minimum of 5 minute increments.  The details of the activity include the program you were working in and the associated files you were working on, or the emails you were reading or composing.

4. If the details of the activity match any of the tags you associated with your projects, then that activity will be assigned to the project.

5. You can then export a report to excel, and sort and summarize the data as needed.

This is a very intriguing idea.  I would love to be able to just let this thing work in the background, and then refine the data at the end of the day or the end of the week, then print out the report, or email it to my assistant to prepare my time sheet.  In order for this to work well, I think you would need to be able to group multiple Qlockwork entries into one entry after they are created.  I also think that as much detailed tagging of projects as possible would be needed to get as much accuracy out of the program as possible.  To do that, I think you need to be able to import your projects and associated tags.

I have been using the program for only a day and half, but so far I really love the concept, but am not so sure the data that comes out of the program will be useful.

Filed under: Office Technology, Outlook, Software, Time & Billing , Office Technology, Outlook, Practice Management, Software, Time & Billing

Sign Up for Free Conference Calling

You may have a conference calling feature on your current phone system, but often the sound quality seems to diminish with every person that joins in.  Further, it is just difficult to do and embarassing when things go wrong.  Why not at least sign up for a free conference calling service.

There are plenty out there, but based on recommendations for other contacts, we have signed up for an account at www.freeconferencecall.com.  When you sign up, you are given your own host conference call phone number and host access number and participant access number.  Pretty simple, just notify everyone involved of the meeting and provide them with the call in and access numbers.  Give this information to everyone in your firm and now it is quick and simple to be the host of conference calls.

In addition to the basic conference call as described above, there are many other great reatures that most conference call services.  Here are a few that www.freeconferencecall.com provides:

• Conference call recording
• Conference call playback through an access number provided, including fast forward, rewind and pause
• Mute
• Count – gives a current count of the number of participants
• Listen mode – host controlled muting of participants

My only gripe about the service is that your account is only valid for 120 days.  So, every three months you have to sign up for a new account and distribute the information to your staff.  But other than that, I think having a conference call access number is a convenient service that projects a professional/technical image to your clients and coleagues.

Filed under: Office Technology, Phone Systems , Conference Calling, Office Technology, Phone Systems