Yep Manual | Image Scanner | Tag (Metadata)

Manage your documents.

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Welcome to Yep!
What is Yep?! What Yep is Not!

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Quick Start !
Getting going! Organizing! Scanning! Scanning using ImageCapture or TWAIN! Adding Multiple Images to Form One PDF Document! ScanSnap ! Printing to Yep ! YepShot - capturing web pages with Yep ! Buying Yep!

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Overview!
Main Window! The Top of the Main Window! Searching! The Bottom of the Main Window!

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Tags ! Collections ! Tracking Locations ! Central Panel!
Normal View! Pop-up menu in Normal View! Loupe (Floating magnify viewer)!

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PDF Viewer! Scanning and Photo Import View!

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Details Panel! Preferences!
General! Viewing! Tracking Locations! Scanning! Advanced Preferences - Academic support in Yep !

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Advanced Topics!
Using Yep 1.7 on a network! Yep 1.7 and Leap ! Using Yep 1.7 with disk images! Disk Images and exporting! Spotlight comments and Yep 1.7! Backing up ! To restore from a backup ! About Ironic Software!

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Welcome to Yep
Paper and electronic documents come at us all day every day. PDFs are thought of as the solution to the problem of the electronic document, but that just leads one to the question ! how will I organize and view all my PDFs? Yep. On first launch, Yep locates all the PDFs on your computer, and shows them to you in a simple iPhoto ! like interface. You can tag, sort, move, rename and do more to all your PDFs. Since you may have loads of actual paper to deal with, Yep supports many scanners ! taking your paper and turning it into PDF documents. Your files are not stored in a propriety database. Scans of your important financial and legal docu! ments are as easy to get at as that funnily formatted document that came across your desk two years ago, even though you no longer have that old application on your computer. Yep leaves your PDFS in place, making Yep a great way to see all the PDFs on your computer in one simple to use application. Organization could not be easier. Instead of having to decide which folder to store documents in, a simple, powerful tag mechanism we call the ‘ Yep Tag Cloud’ allows you to tag and retrieve docu! ments with ease. In addition to tagging, there is a collection organizer similar to iTunes or iPhoto that lets you make ‘smart collections ’. This makes Yep an ideal tool for researchers in a university environment. You can now organize all the hundreds or thousands of academic papers on your computer without the rigid hierarchy that the Finder imposes. Yep 1.7 introduces a way to see your documents in a hierarchical ‘Finder ! like’ view with a twist. The ‘twist’ is that, unlike the Finder, if you click on a folder in the Tracking Locations panel, you will see all PDFs in that folder and below. We have found that this is a very natural and productive way to deal with documents.

What is Yep?
We like to think that what Yep is depends on your needs. Here are some things that Yep is:

• Yep is like iPhoto for PDFs. • Yep is the end of paper. • Yep is a document management system that stores and finds all your important documents.
One thing that the programmers know here at Ironic Software is that learning new software can be hard. That’s why Yep uses a familiar iPhoto ! like interface.

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You can create PDF documents with Yep. Store these PDFs wherever you want to ! or leave them in their default date based location. Any document in Yep can be tagged, commented on, emailed, printed, viewed and shared. Examples of documents that that you should store with Yep:

• Important paper documents. e.g.: • • • •

invoices, personal letters, receipts, brainstorming sketches, deeds and banking documents. Yep allows you to scan documents right into your collection, using our integrated scanner support. Microsoft Word documents and all other proprietary formats can be saved as PDFs. These snapshots of a live document are very useful ! and Yep keeps track of them. Emails that you don’t want to lose. Birthday cards, receipts, commendations, etc, etc. Yep doesn't erase or change your email, it simply stores an indelible PDF for you. Web pages, especially news or other web pages where simply saving a url or bookmark will not last. Many news articles or shopping pages "such as that kitchen idea you saw on the web# will not have links that will work for years in the future. Anything that you would print out. Yep allows you to keep track of all the paper documents that you have sent or faxed other people.

What Yep is Not
Yep does not store your PDFs in a database that ties you into using Yep. Your documents are stored with the titles that you pick on your hard drive wherever you want them to sit. Yep leaves all the existing PDFs on your hard drive in their original positions, which makes Yep as non ! intrusive as possible. If you use Yep to organize and view your collection, you will never see this, but it is good to know that if you decide that Yep is not for you ! or you are at a computer that you cannot run Yep on ! you can still get at your documents ! they are simply PDFs. Yep is not hard to use. In fact, as you use Yep, the entire process becomes more automated ! as tags that you actually use are automatically assigned to relevant documents.

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Quick Start
Getting going

When you first launch Yep, Yep looks for all the PDFs in your home account. The welcome dialog shown above lets you pick which folders you want Yep to track. Note that it is OK ! and often handy ! to pick folders that overlap. Yep’s preferences allow you to have fine grained control over which folders to track. If you have a large collection of PDFs and have them organized in the Finder already, you should use Yep’s Tracking Location preferences to add the folder for your library later. If you are just getting going with organizing PDFs, then Yep the default settings in the wel! come dialog should be fine. Yep creates and organizes PDFs. First we will take a short look at Organizing, then creating PDFs by Scanning, and finally creating PDFs by Printing to Yep and the new for 1.6 ‘YepShot’ web cap! ture feature.

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Organizing
Yep’s main window has three panels:

Central Panel
Yep will show you a list of all your documents by thumbnails, or in list view. You pick which view using the control at the top of the window: List view is allows you to see and sort your documents by such things as title, creation date, etc.

Left Panel
Tags, Collections and Tracking Locations. Three ways to organize and choose which documents you want to deal with. Clicking on a tag in the tag panel selects all documents with that tag. Clicking on a saved search in the collections panel will show all documents that match your saved search. The Tracking Location panel allows you to browse your PDFs in a fashion similar to the Finder, without all of the other documents getting in your way.

Right Panel
The right panel is called the Details Panel . It is all about the documents you are working on. With no documents selected this panel shows you some facts, like the total number of PDFs that Yep is tracking. With one or more documents selected, you can edit various things like the creation date, author, tags and notes.

Important Tip:

• When you click on a document in the central panel in Yep, whether in list view or not, the
document you clicked becomes selected. With Yep, you can select many documents at once, allowing you to add tags or notes, delete, move and more to many documents at one time.

Tips:

• Tags "also known as keywords# can be added to any document. Simply click on the document, • • • •
and add tags on the right. Note that you can select 1, 2 or thousands of documents at the same time and edit all their properties at once. You can have Yep look through all the selected documents and add tags to them automatically using the ‘Auto!tag’ button in the details panel. Yep can extract tags from PDFs using several methods. You should use the ‘Options’ button first to see what Yep can do. If you click on a tag, Yep shows you documents that have that tag. Yep has an option for dynamically creating tags from the folders that your PDFs are located in. This option is on by default. You can set “Show Path Elements as Tags” from the three lined button below the tags panel. When you do a search with Yep, and press the ‘Save Search’ button, your search is saved as a collection in the collections tab.

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• Don’t miss: The Loupe "magnifying glass# can be turned on at the bottom of the window.
This tool allows you to get a closer look at a document without opening it up. You can hold down the option key to bring up the loupe "see the preferences#. • Double clicking on a PDF allows you to read the PDF page by page in Yep or in your favorite PDF reader. New in 1.6 is the full screen PDF viewer. Don’t miss: If you select a document you can read it full screen by using the Documents Menu ‘Open Fullscreen’. Exit the fullscreen viewer with the escape key, and the keys ‘1’ and ‘2’ switch you between single page and two page viewing. • Yep’s main screen PDF viewer has a search facility. Just use Find... under the Search menu. • The back ! front and home buttons at the top left behave similarly to a web browser. The home button shows you all your documents. • Don’t miss: You can search for docu! ments in Yep by combining several dif! ferent methods: In this example I have searched for documents containing ‘user’ in the folder on my hard drive called ‘Developer’ with the tag ‘cocoa’. • Don’t forget the Preferences. Yep pro! vides many useful preferences for you to customize yep to your needs. • In addition to files on your local computer, Yep can look for documents on your network. Please see the advanced ‘Network’ section of this manual for more information on this.

Scanning
You can scan multipage documents directly into Yep. When scanning, Yep makes PDF documents using a compressed format that results in a good quality representation and a reasonably small PDF file size. You can scan documents into Yep using the scanning software that came with your scanner, a scan! ner that supports TWAIN, or a scanner that supports ImageCapture. Which of these three meth! ods you use depends on your workflow patterns and your scanners ability use TWAIN or Image! Capture. To scan a document in, press the ‘+’ button in the lower part of the window. If you see the message “No scanners detected” it means that your scanner software probably does not sup! port ImageCapture. If this is the case, please try to set the preferences for your scan! ner using Yep’s Preferences dialog. Depending on which setting you have set in Yep’s scanning preferences, please use the correct directions below.

Scanning using ImageCapture or TWAIN
Get your scanner ready, place the document face down on the scanner, and then press the scan page button "Command ! D#. For each page you can crop, rotate and constrain in order to get an image of the page that you want to look at. If your document has multiple pages, don’t press the ‘Done’

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button until you have scanned in all the pages that belong in the same document. Scan all the pages in, then crop and or rotate. At this point you can add information such as tags, comments, author, url, etc to the document. The more information you add at this stage, the easier the document will be to retrieve in the future. Finally press the ‘Done’ button.

• Yep has a black and white scan mode that makes scans of text documents such as legal docu!
ments or fax documents store in black and white, saving disk space. There are also options for the compression level to choose when scanning color documents. You are asked to confirm how you want to store the PDF when you press the ‘done’ button.

Adding Multiple Images to Form One PDF Document
There are two ways to create a PDF in Yep from an image such as a png, jpeg, or ti$ image. The quick way is to simply select the images that you want in your PDF in the Finder, then drag them into Yep, or onto Yep’s icon. Yep will make a single PDF for you out of these images. The other way to make a PDF from images in Yep is through the scanner ‘+’ button at the bottom of the main window. Press it, then use the settings window to select TWAIN scanning. Now you can drag images one at a time into Yep, rotating and cropping as necessary. Using this method you can make a single PDF document that holds several images.

Combining PDFs and scans
If you select more than one document in Yep, then go to the Documents menu, you can combine the documents into one. After selecting Combine from the Documents window, you can change the order of the combined documents by dragging around the documents. New in 1.7.7 is the abil! ity to ‘interleave’ pages. This allows you to use a single sided sheet fed scanner to recreate a multi ! paged double sided document. Note that the interleave feature only does something if two or three PDFs are selected. If you use 3 PDFs with interleave on, the last two documents are interleaved and appended onto the first document.

Scanning Externally.
Some scanners may not support ImageCapture or TWAIN. Or you may have other reasons for wanting to use some other 3rd party scanning software, such as the software that came with your scanner. The idea here is to use the scanner software to make a PDF file, or a series of images. Here are three ways, one of which may work well for your situation.

• If you use your scanner to make a series of images, you can then drag these scanned images into Yep after you press the ‘+’ button. • If your scanner software can make multipage PDFs directly, Yep will automatically find them •
as long as the PDFs are created in a place on your computer that Yep searches. Some scanners allow you to set up a destination folder for your scans. Set things up so that the scanner will drop PDFs right into Yep’s ‘Pending Documents’ folder. The pending documents folder is located in ~/Library/Application Support/Yep/Pending Documents.

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ScanSnap
The Fujitsu ScanSnap is a nice, very fast document scanner that works well with Yep. Here are the instructions to get Yep working with the ScanSnap: 1# Install the ScanSnap and all software that is included with it. 2# There should be a program called ScanSnap Manager running in your dock. Click on it in the dock, then select Settings... from the ScanSnap Manager menu. Add the application Yep to the ap! plication tab. Then in the Save tab, set the destination folder to be Yep’s Pending documents folder, or any other folder that Yep tracks. "~/Library/Application Support/Yep/Pending Documents# 3# When you drop a pile of paper into the ScanSnap, the resulting PDF will be saved into the Pend! ing documents folder, and Yep will select the new scan so you can name, tag and file it, all in a few easy strokes. We find that this method of using the ScanSnap works well for us.

Printing to Yep
One other way to get files into Yep is through ‘printing’ them using the PDF menu. This is handy if you are in a application such as Microsoft Word, and a document is in need of being archived. Sim! ply start to print the web page, email or word processing document, and instead of following through with the ‘Print’ button, use the PDF drop down menu to save the document to Yep. Yep does not have to be running for this step, as the document will simply be saved to Yep’s Pending Documents folder. Simply select the menu item called ‘Save PDF to Yep’ and your document will be added to Yep the next time Yep is run. Advanced Tip: When you use the ‘Save PDF to Yep’ menu item to add a PDF to Yep, you don’t have to name the PDF file. This is usually a good thing, as the PDF file name will be the same as the document you are working on. In order to save with a di$erent file name, use the menu item ‘Save as PDF...’ and save the PDF file to Yep’s Pending Documents folder. The Pending Documents folder is located at ~/Library/ Application Support/Yep/Pending Documents. The next time you run Yep, just switch to the Tracking Locations panel, and select the Pending Documents folder. You can then click on the document you saved, rename, add tags, etc, and then move it to a folder on your hard drive. Note that if you drag the document to the ‘Yep Documents’ folder Yep will route the PDF into a folder for the current year and month.

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YepShot - capturing web pages with Yep
If you would like to capture web pages from Safari into PDFs in Yep, so that you can keep them for future reference, Yep 1.6 adds a new one click method to do this. We call it YepShot.

Setting it up

• Open Yep’s preferences, General settings. Then click on the ‘Install YepShot Bookmarklet...’
button. Your web browser will navigate to a page on Yep’s website, where you can drag the ‘YepShot’ URL into the bookmarks bar of your web browser. After you do this you should

have something as shown above in Safari.

Using YepShot

• When you are in Safari, and have a web page in front of you that you would like to archive, or
perhaps read as a full screen PDF in Yep, simply click on the YepShot bookmark in your browser. Yep will launch, and use the URL of the page you are at to build a PDF document in Yep. You can read it in fullscreen by using the command!D key board command. YepShot limitations: Since YepShot works by passing a URL into Yep, there are some sites that will not open and render properly. Sites like secure banking, receipt pages, and others will likely not work with YepShot. These pages can be printed to a PDF using the ‘Save PDF to Yep’ method described above.

Buying Yep
The demo version of Yep is fully functional and will allow you to track tag and manage all the PDFs on your computer. The demo version will expire after a few weeks or so, after which point you will have to buy it to use it. The ‘Buy Now’ button will allow you to purchase a copy of Yep using our secure ordering system. The Buy Now button allows you to order and take delivery on ! the !spot, while the Buy Online button takes you through the slightly longer process of buy! ing Yep through our online store, run by Kagi.

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Overview
This section goes through Yep view by view, showing what each widget, button and dialog is for in the application.

Main Window
The main window is split into three panels.

• The panel on the left shows threes views ! • •

Tags, Collections and Tracking Locations. The Yep Tag panel always has list of the most popular tags in the documents that are displayed in the Central Panel. The Central Panel shows three di$erent views. The Normal View, as shown below is the de! fault. The Central Panel also handles scanning and individual document viewing. The panel on the right is the Details Panel. It shows the details about selected documents, and when no documents are selected, it shows some overall information about all your docu! ments.

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The Top of the Main Window
At the top of the main window are the tools that you use to search and navigate with in order to find the documents that you are looking for. The home button at top left, always clears all search

terms and tags that you have set up, and returns you to a view showing all your documents, sorted by whatever you have selected in the View menu. The two arrow buttons take you forward and back through your most recent searches. Don’t miss: Yep now has two views of your documents, a thumbnail view as shown above, and a list view, which shows your documents in a multicolumn table.

Searching
The search field on the right operates very similarly to Apple’s Spotlight, since Yep uses Spotlight technology to look for your documents for you. In addition to file contents, Yep looks for docu! ments that have tags that match terms in your search. Don’t miss: There is a pop!up menu for the search field allowing you to select what it is Yep will search for. If you turn o$ both content and meta data searching, Yep will only look for document names that match the search. The tab control, with a ‘tag’ icon, a book icon "collections# and a search icon, allows you to switch between a view of your documents organized by tags, by saved search "Collections# and by Tracking Locations "Yep’s Finder ! like organizer#.

Searching with Tags
When you click on a tag in the Tag panel, only documents that include that tag will be shown in Yep. Note how you can focus in on a group of documents by simply picking a tag from the Tags panel ! no typing required. As you pick more tags, you narrow down the set of documents that you are looking at in Yep.

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Saving Searches
When you do a search for documents in Yep, you can keep the search for later use with ‘Smart Col! lections”. Do any search, then press the “Save Search...” button . You can also create Smart Collections with the File menu. Give the search a name, have a look at the search criteria, and presto ! you have created a new Smart Collection.

The Bottom of the Main Window
Under the left panel:

• Tags Panel: ‘All Tags...’ allows you to see, select and manage all your tags, not just the ones
shown in the Tags Panel. The button next to it with 3 lines on it allows you to turn on and o$ Yep’s Path elements as Tags. With this on, Yep treats the folder names that your PDFs are in as tags. This feature is on by default and is especially useful if you have your PDFs organized neatly into folders. For instance PDFs you have stored in Work/2006/September will have the three tags ‘Work’ ‘2006’ and ‘September’ shown for them. Collections Panel: There is a ‘+’ and ‘!’ button that allows you to add and remove collections. Note that when you remove a collection, Yep does not delete any documents, you are only getting rid of a way to organize documents. Tracking Locations Panel: There is a button that allows you to access Yep’s Tracking Folders Preferences, which is the place in Yep where you pick where on your hard drive you want Yep to look for PDFs. Note that if you remove a tracking folder from Yep using the ‘!’ button or the preferences, Yep will not delete any PDFs from your hard drive. It simply changes where Yep will look for PDFs. Also, when a PDF is no longer visible in Yep because it is no longer being tracked, Yep does not delete all the tags and notes that you have written for each PDF.

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Continuing on, The ‘+’ and ‘!’ buttons under the main panel allow you to make new PDFs using a scanner, or delete PDFs from your hard drive. The Loupe button activates Yep’s magnifying glass, which allows you to quickly view individual PDFs without opening them up. On the right, the contextual menu under the details panel allows you to quickly do many tasks to any selected documents: Email, print, or look up similar documents online with Google Scholar, to name a few. You can also obtain the same menu for a document by right!clicking on it. The zoom slider on the far right controls the size of the thumbnails, and also controls the size of the view when looking at one document with Yep’s built in PDF viewer.

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Tags
The Yep Tag panel always shows the most popular tags for all the documents that are the current search results. "If you have en! tered no search terms, then the most popular tags from all documents are shown#. Tags are shown in di$erent font sizes to reflect their popularity in the current document set. Some of the tags shown may be small, but simply mousing over the Tag Cloud will magnify these tags, allowing you to see them clearly.

Tips:

• If you hover over a tag, all the documents in the current • • • • • •
view with that tag will highlight, showing you which docu! ments are using that tag. If you click on a tag, the current set of documents will be reduced to only include documents with that tag. If you drag a tag to a document, that tag is added to that document. When you select a document in the Central Panel, tags in the tag list that are also in the document are highlighted. By default, Yep treats the folders that your documents are in as tags. To change this setting, use the button with three lines at the bottom of the Tags panel. You can select one or more documents, and add tags by typing them into the details panel on the right. Don’t miss: Yep can also search through your documents looking for keywords or tags that it finds inside them. There is an ‘Auto!Tag’ button to do this on the details panel. Make sure you check the ‘Options’ first, and start slowly, so that you don’t get an avalanche of unsuitable tags. The ‘All Tags...’ button brings up a window showing all your tags. In it you can hide any tag, or promote its status so that it always shows in the tag cloud. You can also delete or re! name any tag from this panel.

Adding Tags
Select a document "by clicking on it once in the Normal View#, then in the Details panel, simply click in the Tags box, and start typing new tags. Right!clicking on a tag brings up a menu of editing options. As you click in the Tags box a window appears to the left of it, o$ering up suggestions for new tags. Simply click on any tag in this

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window to add one to your document. Any tags you add are automatically added to the Spotlight comments for the PDF file Yep is looking after. This will allow you to easily find all your Yep docu! ments when using Spotlight searching from the Finder. Advanced Tip: To add a multiple word tag into Yep, use an underscore character to separate the words as you type them. Don’t miss: There are various preferences for how Yep shows the auto tags window in Yep’s Gen! eral preferences.

Have Yep Auto-Tag for you:

Select one or more documents, then click on the ‘Options’ button below the tag editing window. Set up the ways that you want Yep to look for tags for you and then press the ‘Auto!Tag’ button to let Yep do it. Since Yep has to open each PDF in order to find tags inside it, the process may take a while if you have many PDFs selected to auto!tag.

Multiple Selections
When working in Yep, you can click on multiple documents to select them, much as you would in the Finder. With multiple documents selected, Yep allows you to add tags to all selected docu! ments, which can be a real time!saver. To select multiple documents either:

• Hold down the ! key and click on multiple documents, or • click and drag an area out selecting all dragged over documents. • Use the Select All "! A# command from the Edit menu.
Dragging Tags
You can add tags from the Yep cloud to documents by simply clicking on the tag and dragging it to the document you wish to tag.

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Removing Tags
Usually you will want to add or remove tags from one document: To do this simply select the document in Yep by clicking on it, then edit the tags for the document in the tags field. To delete a single tag from a single document, se! lect the tag in the “Details” section, so that the tag is high! lighted as shown in the diagram to the left, and then press the delete key on the keyboard. Be careful not to delete all the tags using this method. Remember there is an undo for this action. You can also place the cur! sor in the tag box, and use the delete and arrow keys to delete tags.

Removing all occurrences of a Tag
Sometimes you will see a tag in your Yep cloud that should not be there at all. If you want to remove this tag from all documents, right click "or control click# on the tag in the Yep cloud and pick “Delete All Tag Occurrences...”. Note that this will remove the chosen tag from all documents that have it, so a warning dia! log will be shown to you for confirmation. With ‘Show Path Elements as Tags’ turned on, Yep cannot delete any tags that are the names of folders in the Finder. The All Tags window has an option for never showing a tag which will have the same e$ect.

Tag Management
Depending on the preferences you choose for tag display "in the Appearance section of the prefer! ences#, Yep may be able to show a maximum of 20 to 100 tags in the tag cloud. It is quite easy to add several times this many tags for a large and or diverse collection of PDFs. The ‘All Tags...’ but! ton at the bottom left of the Yep window allows you to select tags that are not showing in the list, as well as manage which tags are automatically picked for the main tag list, etc.

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Collections
Collections are accessed from the middle button With the collections tab, you can create bookmarks of searches you did in Yep, which we call Smart Collections, or you can create more traditional collections which only hold documents that you add to them. Use these collections to help organize your documents. The collections in Yep are not like the folders in the Finder. With Yep a document can, and usually is in more than one collection at a time. This reflects how people think about filing documents. For instance, a document called ‘Elvis Letter to President’ should perhaps be filed under a collection called ‘Presidents’ but it should also be filed under a collection called ‘Kings of Rock’. With Yep the document can be in both places at the same time.

In the screen shot shown here, you can see these di$erent folders. To see all your documents, click on the little ‘x’ button. The fun, free and wild col! lections were created using the ‘+’ button at the bottom of the Collections panel. All documents in the ‘fun’ collection were added by dragging documents into it. To add documents to a collection, first clear your search using the ‘x’, then drag documents from the main window into your collec! tion. The collection called ‘blue bell’ is a Smart Folder ! the contents of this collection are determined by doing a search in Yep for all documents that match the search bookmarked here with the title ‘blue bell’. You create Smart Folders from the File menu !select ‘New Smart Collection...’.

Tips:

• You can actually create a regular collection by simply adding a tag such as ‘folder:Apollo’ to •
any document in Yep. There is a pop!up menu for each folder that allows you to delete or modify any collection.

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• You can also make Smart Folders using the Save Search button after you have done a search in
Yep.

Tracking Locations
The Tracking Locations Panel ! Yep’s Finder ! like tool, is accessed from the right button: The Tracking Locations panel shows your documents arranged much like the Finder would arrange them with a few main di$erences: 1# Yep’s Tracking Locations only show you folders that contain PDF documents, so you eliminate hunting around for PDFs in folders that have no PDFs. 2# When you click on a folder, all the PDFs from that folder and on down are shown. This feature makes narrowing down the location of PDF easier. ie: If you click on a folder that is called 2006, and it has 12 folders in it, one for each month, you will see all the documents in the 2006 folder. As you click down to a month, Yep will narrow down your search to documents that are only in that month. It is actually more complicated to explain than it is to use. We find this feature of Yep to be quite useful.

Tips:

• You can move documents to another folder on your hard drive by selecting them and then •
dragging to the appropriate place in the Tracking Locations. When you select a folder, the name of the folder is shown as an orange lozenge in the current

search summary: • If you then type in a search, the search is limited to the folder you have selected. In the case above, three documents have been found for a search on ‘user’ for documents in the folder ‘Developer’. • If you drag a document to the ‘Yep Documents’ folder, it will be routed to a folder for this month and this year. ! a handy shortcut. • The list of folders that you see is based on the folders that you have selected Yep to track documents in in the preferences. By default, Yep tracks all the documents on your hard drive, plus it has entries for your Desktop, Documents, Pending Documents and Yep Documents folders.

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• You can change the list of folders displayed in the Tracking Locations view by changing the • •
Tracking Locations Preference. There is also a place in the preferences where you can tell Yep which folders NOT to search. The ‘Pending Documents’ folder is located at ~/Library/Application Support/Yep/Pending Documents. The PDF service menu ‘Save PDF to Yep’ automatically drops PDFs into this folder for you to sort, store and organize when you get to it. You can also set up workflows to place PDFs to be dealt with into this folder. The Yep Documents folder can be moved ! but you need to tell Yep where you have moved it to using the Preferences | Advanced Tab.

Central Panel
The Central Panel in Yep has three views. The Normal View shows your documents arranged as im! ages, much like in iPhoto "it also has a list view#. The Central Panel also serves for scanner input and Yep’s built in PDF viewer.

• List View
Normal View
Thumbnails are small images that represent your documents. Yep uses an array of thumbnail images to represent your documents. These thumbnails have the following properties:

• Thumbnail images can be badged with an email, new or web icon. This is done by adding the • •
tag ‘web’, ‘new’ or ‘email’ to any document in Yep. The display size of the thumbnail images can be controlled with the slider control at the bot! tom right of the main window. The date below the thumbnail shows the creation date for the PDF, not the date that the document was imported into Yep. This creation date can be changed by selecting "clicking# a document, and then pressing the “Get Info...” button in the Details Panel.The creation date should be usually thought of as the date the original document was created. So for example

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when you have a scan of an old family photo from 1978, you would usually pick a creation date in 1978 for it. The documents shown in the Normal View are always sorted by the method that you have chose in the View menu ! you can also switch to the list view and select your sort by clicking on the appropriate column header. Double clicking on a document will open that document for viewing using Yep’s PDF viewer.

Pop-up menu in Normal View
If you right ! click "or control click# on a document or right click on a selection of many documents, a menu appears with several options:

• Open in Main Window ! opens the PDF document for • • • • • • • • • • • • • • • •
viewing with Yep’s built in PDF viewer. Open Fullscreen ! opens the PDF in Yep’s fullscreen viewer. Use the esc key to exit from the fullscreen viewer. Open With ! opens the document in Apple’s Preview, or the application that you select from the menu. Auto ! Tag... ! Yep will read the PDF, extracting tags from it for you. Add Tag ! gives you a list of tags that you might like to add to this document. Add Tags from ! Adds tags to the document so that it will show up one of your smart collections. Remove Tag ! gives you a list of tags that you might like to remove from this document only. Write tags as Spotlight Comments... Yep will write the tags out as Spotlight comments. Be! cause this is a lengthy process for many documents, Yep will work away at this task in the background for you. Show Related Documents ! changes the current search to be a search that includes all docu! ments that share at least one tag with the selected document, along with documents that match a search for the tags in the document. Google Scholar ! will open a web search at Google Scholar, looking for documents that have tags or titles similar to the document in Yep. Move to Folder... ! Yep asks for a folder that you want to move the document to. Move to Yep Documents Folder ! will move the document into this months Yep Documents folder. Move to Trash... ! after asking for confirmation, deletes the PDF file and all associated data from Yep. THIS REMOVES THE PDF FROM YOUR COMPUTER FOR GOOD. Reveal in Finder ! shows where on your hard drive the PDF document that Yep is tracking resides. Get Info in Finder... ! opens the Finder’s info window for the document. Print... ! causes the selected PDF to be printed. Send in an Email... ! opens your email program and adds the selected PDF as an attachment to a new email message.

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Loupe (Floating magnify viewer)
Turn on the magnifying glass with the ‘Loupe’ button at the bottom of the screen. With this, you can quickly look at several similar documents in order to find the one that you are looking for, or grab that im! portant tidbit of information. In the preferences, you will find that you can control the size, shape and magnification of this window.

PDF Viewer
When you double click on a document in Normal View, the PDF Viewer takes over the central panel, and you can read, zoom in and print the document. When you are done looking at a docu! ment, you can click the ‘Done’ button to go back to Normal View. The two arrows next to the Done button can be used to go to the next or previous document in the current search results.

• The arrows at the bottom are for next and previous documents. To change pages, use the
scroll wheel on the mouse, the scroll!bar on the screen, or the ‘page up’ ‘page down’ buttons on your keyboard. • Note the Fullscreen button. Use it to view your PDF using up your entire monitor. Use the ‘esc’ key to exit from the fullscreen viewer and the ‘1’ and ‘2’ keys to switch from viewing 1 or two pages "facing pages# across on your monitor. Also note that Find will also work in full screen mode ! just use ! F to bring it up. • Right clicking on the PDF itself brings up an array of viewing options. You can view the document in facing pages, continuos etc.

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Scanning and Photo Import View
When you press the ‘+’ button, located at the bottom of the main window, you can start creating your own Yep documents from your scanner and/or any images or photos you may have on your computer. Yep allows you to scan images in directly from your scanner. The scanner view allows you to scan, rotate and crop images in order to make up a PDF file. Until you press the ‘Done’ button, all the images that you scan or drag into the scanner area become new pages in a single PDF document. Advanced Tip: When scanning, images that are imported are saved in the PDF file at a medium resolution "150 dpi# and in a jpeg format that allows the resulting PDFs to be of a manageable size. You can adjust these settings in the when you press the Done button. You should note that with third party scanner software, certain settings can make for very large image files. Decide if you really need all of that resolution before importing such large images into Yep.

Scanning with TWAIN drivers.

Advanced Tip: Yep has a black and white option for PDF creation when you press the Done but! ton. This option is great for scanning multipage documents such as legal or fax documents. Be sure to have this option o$ when you are scanning in photos or other images.

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Details Panel
The details panel in Yep shows you more detail about the documents that you are currently dealing with. With no documents selected, the Details Panel shows you such things as the total number of pages and documents in the current search results. With a single document selected, the Detail Panel allows you to:

• Edit the title, author, date and tags for the document "see the •
Getting Started section on tags for more information# If the document has an associated url, clicking it will launch your web browser to visit that site.

With multiple documents selected, you have the ability to add tags to all the selected documents, and see other details for the selected documents. With no documents selected, Yep often shows two counts of docu! ments, those in the current search set, and another total for the total number of documents that Yep is managing for you. Note that the page count shown here is only an estimate. There may be many more pages, but until Yep has the opportunity to open all the documents, the total page count will likely be incorrect.

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Preferences
Preferences are arranged in 8 tabs.

General

• Check for updates automatically.
Yep is set to do this by default. If there is a new version of Yep you will be able to install it with two mouse clicks. • Default author ! Yep will use any name entered here for pdf docu! ments that are imported or cre! ated with Yep, as long as no author had already been set in the source document. •PDFs from web!pages ! Yep uses these settings when it renders a URL it is passed into a PDF document. The paginate option is more useful when the web page PDF is to be printed out later. The retain backgrounds check box, when selected keeps more of the backgrounds from web pages in the PDFs that Yep creates. Note that Yep does not have full control over the look of the PDF, as often the web site author uses di$erent CSS style sheets for printing web pages to PDF.

Viewing

• Open Documents: Here is where
you can set Yep to use another PDF viewer, such as Adobe Reader.

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Tracking Locations
The Tracking Locations preference is important: It tells Yep where to look for documents to manage for you:

•You can pick where you want Yep to track PDFs
with a few clicks in the checkboxes. If you need more control over this process, you can use the ‘Ad! vanced Settings’. With all checkboxes checked, Yep tracks all the PDFs on your computer, with handy shortcuts to your Desktop and other places. See the Tracking Locations view on the left of the main win! dow. •Tracking ! Advanced Settings ! The Track Tab lists folders that Yep will search for you. It is OK if some of the folders overlap, Yep figures all that out for you. By default, Yep searches your entire hard drive, as shown by a single ‘/’. The Don’t Track Tab lists folders that you don’t want Yep to search inside of. You may have fold! ers that contain temporary or unimportant files. Spotlight privacy folders and Yep: Since Yep uses Spotlight for all its searching, it also obeys all privacy folders that you may have set up in your computer’s System Preferences. If you have any privacy folders set in the System Preferences, Yep will not be able to see any PDFs inside these folders.

• •

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Scanning
Yep supports three ways to use a scanner.

• Use scanner software ! with this setting, •
Yep will wait for your scanner to tell Yep that it has created a PDF. Use TWAIN ! using this option uses TWAIN drivers for Yep to communicate with your scanner. This method may have both more flexibility and also more com! plexity than using Apple’s ImageCapture to retrieve scans from the scanner. Use ImageCapture ! Yep will communi! cate with the scanner through ImageCap! ture to retrieve scans from your scanner, and if available, is often a good choice, as the scanning process is simpler with this option. Many scanners, however, do not support ImageCapture. Remember if you can’t get your scanner working directly with Yep, there are still lots of options for integrating your scanner into Yep’s workflow. See the Quickstart section for more information.

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Advanced Preferences - Academic support in Yep
Yep supports academics who often man! age hundreds or thousands of PDFs on their computers through two "new for 1.6# features:

Yep Documents folder: You can se! lect the folder where Yep saves its new scans and other documents it creates. Note that if you change this, Yep will not move all existing documents in the Yep Documents folder documents for you. Deleting: If you leave this checkbox unchecked, Yep will not ask you be! fore moving PDFs into the trash. Be careful, but note that the PDF will only be lost when you empty your trash. Custom menu item for external websites. Set up by default to access Google Scholar, Yep can easily look up related papers on Google. Access the custom menu by right clicking on a document or using the menu at the very bottom of the Details panel. You use this feature by right!clicking on any document in Yep. The other option, related to this is in the ‘Auto ! Tag’ preferences panel. The ‘Keywords from Academic Papers” option will scour the first page or so of a PDF looking for the keywords sentence that is found in many scientific papers. This keyword scanning will make the Google Scholar menu will result in better search results on Google Scholar.

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Advanced Topics
Using Yep 1.7 on a network
With the Tracking Locations preference settings, you can add network volumes to the list of fold! ers that Yep will search. Yep only supports adding ‘Local’ network volumes to its collection ! what this really means is that Yep has not been written to run on servers that are on the internet, in re! mote locations. This means that you could have a small o%ce with several people sharing a collection of PDF documents. As of 1.7.0, this scenario has not been extensively tested to determine the maximum number of users, etc. Here are some pointers:

• The meta data such as tags, comments, etc are stored on the mounted volume in Library/
Application Support/Yep. This means that is two or more people are using Yep on the same mount point, they will all share the same meta data. This is good. If a user a makes a change "adds a tag, etc# to a document, within a few minutes, all people using that network share should see the changes show up. Spotlight content searches are not available on Tiger across the network. This means that content searching will not work. Tags, titles and comments are searched. On Leopard "OS X 10.5# network volumes are content searchable. This substantially speeds up the performance of Yep over the network. The multiuser capability of Yep is lightweight and not designed to scale to many "over 10# people editing the same database at the same time. Please feel free to contact us here at ironic with any questions, suggestions, or usage scenarios you would would like to see in the way of networking support. When you add a path to a network mount, Yep adds an alias to that mount in a file called ~/ Library/Application Support/Yep/folderAliases.plist

Yep 1.7 and Leap
Leap is a program from ironic software that allows you to tag and manage all sorts of file types, not just PDFs as with Yep. See our website for more information. With Yep 1.7, Yep and Leap share all tags, notes and URLs entered for each document. Yep and Leap handle this automatically. Yep and Leap still have their own database locations. Everytime you run one of the applications, tags, etc are brought up to date.

Using Yep 1.7 with disk images
Some of our users have expressed interest in using Yep with disk images of documents, particularly with encrypted disk images. To add a disk image as a possible place to store documents in Yep, first mount the image, then in Yep’s Preferences, add the image to the Tracking Locations.

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Yep has no issues with disk images. Any PDFs you store on a disk image will also have their meta! data stored on this same image, which keeps your data more secure. Yep uses aliases to keep track of Tracking Locations, so if you decide to track a disk image, then unmount the disk, Yep will probably be able to automatically mount the disk image when you run it. Spotlight does not index the content on disk images by default. This means that documents on disk images can only be searched for by title, tags and notes. You can enable spotlight content indexing on a disk image by using Terminal. We are working on a way to make this easier in the future. To enable Spotlight content indexing on a disk image, open Terminal and type the following in:
sudo mdutil -i on /Volumes/name_of_image

Where name_of_image is the name that your disk is mounted on: You can see the contents of the /Volumes directory with this command.
cd /Volumes ls

Disk Images and exporting
Sending document sets to other users of Yep: If you want to send a number of documents to another user of Yep, along with tags, notes, etc, one way to do this is to create a disk image, move or more likely copy documents to the image, and then quit Yep, unmount the disk image and send a copy of the disk image along to a colleague. We are planning on implementing an easier method of doing this in the future.

Spotlight comments and Yep 1.7
When you do a ‘Get Info’ on a file in the Finder, you will see an area where you can enter com! ments. This is known as the ‘Spotlight comments’ field. Yep supports reading tags from and writing tags to these spotlight comment fields. To read from spotlight comments, select a group of docu! ments, and then auto!tag them, with the settings for auto!tag set up to scan for spotlight comment tags. We have noticed that Spotlight comments can be a source of trouble on Network volumes, iDisks, etc. If you notice any problems with specific volumes and spotlight comments, please let us know.

Backing up
Yep keeps its meta data in an XML plist file in the follwoing locations: The metadata for all the PDFs on the boot volume are stored on the boot volume in ~/Library/Application Support/Yep/docInfo.plist.gz with a record of all your collections in ~/Library/Application Support/Yep/folders.plist The metadata for all the PDFs on any other volume are stored on that volume in 30

/Volumes/otherVolume/Library/Application Support/Yep/docInfo.plist.gz These are the most important files to backup. The other data in the Library/Application Support/Yep folder are all cached information that Yep can easily generate itself. "There may be PDFs in the Pending Documents folder, though#. Since Yep neither moves nor copies your PDFs anywhere, you just need to follow your usual backup procedures for these documents.

To restore from a backup
1# Run Yep, making sure that Yep can find all the PDFs that you need to restore metadata and tags for. 2# From the file menu, pick Import Metadata... , and choose the docInfo.plist.gz file that you have from a backup. Note that if you also want to restore your folders, make sure folders.plist is in the same folder as docInfo.plist.gz 3# Yep will look through the metadata xml plist and attempt to match PDFs to their metadata. Usually this will work quite well.

About Ironic Software
Ironic Software is Ted Leckie and Tom Andersen Ted and Tom have been programming for a long time. Their previous accomplishments include Starry Night and The Body Journal. To get in touch with Ironic Software: http://www. ironicsoftware.com For support, please visit our web site. http://www.ironicsoftware.com/support Ted Leckie Tom Andersen Ironic Software 046516 Old Mail Rd RR 4 Meaford Ontario Canada N4L 1W7

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Ph: 416 543 5278

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