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.

For us, picking a document management system was a difficult decision.  For years, we have had a mapped network location, with folders for each client, but no standards file name or folder structure.  Finding documents was difficult, and we didnt feel we could rely on those folders.  So, we knew if we were gong to fully go paperless, we needed a better solution.

Based on my research, document management seems to fall into two categories:

1. Document management software or solutions that are basically an interface into Window’s operating system.  So, in this case, if you needed to, you could simply ditch your document management system and all of your files are still in that location, named as they were.
2. Document management software that I describe as itunes for documents.  You know, when you import a cd into itunes, it names all of the files itself, and saves them in whatever directory it uses (you can control some of this of course).  These kinds of systems then use a index file to locate and manage the documents.  Without the index file, finding documents is almost impossible.

For us, we did not feel comfortable going with the itunes method.  We did not want to be tied to a particular piece of software, and it seems that changing document management for a proprietary indexed solution would be a big problem if we ever wanted to do so in the future.

Our solution, at least for now, is a product called FileCenter by Lucion.  At first glance, the software seems to be a simple replacement for Windows Explorer.  Point it to an existing folder, such as our existing mapped network location, and it simply allows you to brows through the folders and files, and launch them, with a different interfact than Windows Explorer.  No big deal really.  But here are the other features that make this a powerful tool for document mangement in a small firm environment:

1. Folder Templates – As detailed in the picture above, FileCenter allows you to create folder templates.  So, if you need to create a new folder for a client’s 2007 tax return let’s say, you can click new folder, and the new folder will be created wherever you select, but the folder will contain whatever subfolders you want, such as a tax planning folder, extension folder, billing, correspondence, etc.  A very nice way to standardize the folder structure for all different types of engagements.  We all know where each other is saving different types of documents now.

2. File name templates.  In order to help us all easily find documents, we have devised our own list of standard file names, based on the type of document.  For instance, TL-Smith-2007.doc might be the transmittal letter for the smith 2007 tax return.  FileCenter allows you to save a list of these standard file names, and it will autmatically add items to the file name, such as a date, or folder name, or an increment.  So, you can create a file name template for this example as:

TL-<folder level1>-<folder level2>-”increment”

Under this template, if the name of the folder at folder level 1 is Smith, and the name of the folder at folder level 2 is the year – 2007, the TL-Smith-2007.doc is automatically created when saving to that location.  The “increment” option will automatically add an increment, such as 1, 2, 3 if a file with the same name already exists in the folder.  Again, an easy way to standardize how everything is being done accross the organization.  But how does the standard file name work if you are saving a file in Excel or Word you ask?  Read on.

3.      Save-As replacement.  In any program you run, FileCenter replaces the Save-As dialog with their own.  So now, whether you are saving in Excel, Word, or printing a pdf file, or saving a pdf you scanned in from your network, you can simply point to the folder you would like to save the file in from the FileCenter save-as dialog, select the automatic file name from the drop down, and you are done.

So, there is a our solution to document management.  A fairly simple method to standardize file names and locations accross our organization, without an expensive, complicated piece of software that ties us down for the long-term.  What’s your solution?  Please let us know by commenting to this post.

The paperless office dream seems to be becoming a reality for many firms.  In my office, we have implemented many tools to try to go completely “on the fly” paperless.  In this series, I will share with you some of the tools we have implemented.  I welcome any comments or suggestions you may have about paperless tools you use.

In this post I will explore one of the basic tools we use – PPC’s Tickmarks.  This handy little program came with our copy of the electronic version of their disclosure checklist (a great tool in and of itself).  The PPC Tickmarks program installs automatically for use in Excel or Word.

It comes with a predefined set of tickmarks, each of which can be defined during each use.  In our firm, we have a defined a few of them to have universal meaning (TB, GL, PY, etc.), and the remaining ones can be defined by each user as they wish.  There is a button to insert a tickmark legend as well.  Pressing this button inserts a list of the desired tickmarks as well as their meaning.  View a larger image of the picture attached to see an example of the program in action.

We generally create workpapers in one of three programs – Excel, Word or Adobe (pdfs).  In my next installment, I will show you how we have taken these same tickmarks from the PPC Tickmark program, and put it to use in Adobe, so that we have a standard set of tickmarks in all of our documents.

Our desire is to make preparation of paperless workpapers as similar and easy as preparation of a paper set of workpapers, and having a standardized way of insterting tickmarks has been a good start.

With the advent of the paperless office, we are all moving to a multiple monitor environment.  Most seem to be using dual monitors these days, but quickly, I supsect we will all start using triple monitors, to allow the simultaneous display of workpapers, the current year tax return and the prior year tax return.  Moving and resizing windows can be a pain.

Enter, Winsplit Revolution.  Winsplit Revolution adds an icon to your system tray, and a small windows that can either remain on screen, or come up when invoked.  The window contains arrows representing the quadrants of a screen.  Press one of the arrows and the active window is automatically, resized and moved to that quadrant of the window. 

Winsplit Revolution also allows you to use the number pad for keyboard short-cuts for all of these functions and more.  For example, hitting ctl-alt-left arrow, will move the current window to your left monitor.  You can also use the program to memorize the location and size of any program you frequently use, and a short-cut key will instantly return that window to its memorized size and location.

This program is a free must have download for working efficiently with multiple monitors.

I use outlook tasks as my system to make sure I don’t let anything fall through the cracks.  A handy tool that I have found is the Insert Time Stamp tool from Sperry Software.  You can configure the software to insert your name, initials, and many date and/or time formats.  You simply hit the f6 key in Outlook, and almost any other program you are in.  It comes in handy when completing electronic checklists and review sheets, and when signing off on electronic workpapers.