Xerox Digital Alternatives Client User Guide v2.0.xx - EN

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


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


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.


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.



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.


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.



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.



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.



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:


– 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.




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.


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.


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


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.


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


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




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.



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.



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



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.


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.



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.



Using the Interface


Importing a PDF File from Other Applications

1. Tap Send File.

2. Tap Open in Alternatives to import the document. Xerox® Digital Alternatives is displayed.


– Select Hide to import another PDF document.

– Select Open Now to open the file to annotate.

After Importing a Document

Once the document has been imported you have the following options you can read it, annotate it, share it with others, and send it for review, signature, or approval.

Selecting Views You can quickly find a document or folder you need by selecting a view.

Document Views

Select Menu to open the menu.

Using the Interface


The menu items are described below:

Select To View

Recent Activity The six most recent imported and shared documents.

Search Search across all files.

All Documents All documents.

Shared With You Documents that others have shared with you.

Reading List Documents that you have selected to read.

My Folders Your current folders and imported documents that have not been moved to a folder. Select My Folders to create a new folder.

Options in a Document View

Select Options within any view to change the format or order:

Select To Change

List or Grid View format.

• List – documents are displayed horizontally (Not available for Android.)

• Grid – documents are displayed vertically (default)

Sort Order The default order is Newest. (Sort order is not available on Android.)

• Newest: Sorts the newest documents first.

• Oldest: Sorts the oldest documents first.

• Alphabetical: Sorts in alphanumeric order.

Grid example

Using the Interface


List example

Graphic Indicators in a Document View

You can distinguish documents by these visual cues.

Graphic Indicator Description

The eyeglasses and percentage icon indicates a document that you have read and the percent of the document that you have read.

New documents and unread documents that you have imported or that others have shared with you are indicated by this blue banner.

Document is on the Reading List.

Document is not on the Reading List.

The Reading List

Xerox® Digital Alternatives helps you manage the documents you want to read in the future using the Reading List.

• To add a document to the Reading List, open it and select .

• To remove a document from the Reading List, select .

Once an opened document has been added to the Reading List, you can quickly access it and continue reading from the page on which you last read.

• To open a document that has been added to the Reading List, select Menu and select the Reading List.

Note:

If you have DA installed on multiple devices, such as an iPad® and a laptop or desktop PC, each device saves the same synchronized Reading List.

My Folders Xerox® Digital Alternatives helps you stay organized and work efficiently with My Folders. You can create any number of folders to help organize your documents. Imported or

Using the Interface


shared documents can be added to your folders. Documents in folders are listed in the All Documents view.

To move a document to a folder:

1. Select the checkbox for the document. Multiple documents may be selected.

2. Select . The Move to Folder dialog is displayed.

Do one of the following:

– Select one of the folders under My Folders.

– Select Add to New Folder to create a new folder in which to place the selected document.

To delete a folder:

3. In the My Folders view check .

4. In the confirmation window select Delete to remove the folder and its contents from Digital Alternatives.


Working with Documents

This chapter covers all of the features in Xerox® Digital Alternatives that will improve your experience with the software.

Opening and Closing Documents Select or tap a document to open it. Alternatively, if you have just imported the document, select Open Now.

Select or tap to close a document and return to the referring page.

Auto Save and Bookmarks

When you close a document, it is automatically saved, so you never have to worry about saving a document or responding to a popup dialog. Since all documents in DA are PDF copies of the original, there is no need for “Save” and “Save As” functions. The application will automatically save while you are working on your file so annotations will never be lost.

When you stop reading a document, DA adds a bookmark to the page where you left off. Regardless of which device you reopen the file on, DA remembers the last page you were on.

Viewing the Document Header and Footer When you open a document to reading or annotate, the maximum viewing layout, or full screen mode, is used. The header task bar and footer navigation bar are displayed. Within the header and footer areas, you can access all of the tools for working with a document.

To close the document header and footer, select .

To display the header and footer, select or tap anywhere in the document.



The table below lists each tool and its location in full screen mode.

Document Header

Icon Description

Closes the referring screen.

Allows for reading the document; closes the header and footer.

Opens the Annotation widget along the side.

Opens the Sharing menu.

Displays information about the document and allows you to change the

document name.

Document has been added to the Reading List

Begins document synchronization.

On Androids only, click this menu icon in order to access the other header icons.

Side Panels

Tool Description

Displays the Annotation widget, which provides a full set of tools for annotating documents.

The tool currently in use is displayed in the larger circle in the middle of the annotation palette.

Zoom bar Slide to zoom in and out.

Note:

• desktops and laptops – Can also use scroll wheel on mouse to zoom.

• tablets – Can also use two-finger pinch or double-tap to zoom.



Document Footer

Icon Description

Document Page Selector Assists in navigating quickly within a document.

Left or Right arrows on each side of screen

Go Forward or Back.

Note:

• desktops and laptops – Can also use left or right arrow keys.

• Tablets and – Swipe page left or right.

Using the Document Page Selector

Preview page icons are displayed in the Document Page Selector in the footer. For small documents, a preview page icon is displayed for each page. For large documents, there is room to display preview page icons for only some of the pages

Hover over a preview page icon to display its page number and a slightly larger view of the page. This view shows more of the format and structure of the page, and makes it easier to select the page you want.

To jump to a page, select the preview page icon while the page number is displayed. To go to the previous or next page, hover over the right or left side of the document to view the navigation arrow.

Document header and footer example



Annotating Documents Xerox® Digital Alternatives provides a full set of tools for annotating documents. The tools consistently display from left to right as follows:

• Hand Tool

• Text Tool

• Signing Tool

• Checkmark Tool

• Highlighting Tool

• Pen Tool

• Shapes Tool

When you annotate a document you are marking up a PDF copy of the document you imported–much like when you write on and highlight a paper copy of an original.

Annotation Widget

When a document is first opened, it is in Annotation edit mode and the Annotation widget is displayed. You can expand or collapse the floating tool palette, and move it around the screen. The annotation tool currently in use displays in the larger circle in the middle of the palette. Select or tap on the center circle to open or close the Annotate menu.

Each tool in the Annotation widget is described in the following table.

Tool Palette Icon Description

The Hand Tool can pan the page if zoomed in. It can select, move, or delete text, signature, or checkmarks on the page.

The Text Tool can place text boxes onto the page. You can control the font size and background transparency.



Tool Palette Icon Description

The Signing Tool allows you to digitally sign or initial your document. Select the initial or signature icon shown when the Signing tool is selected. If you have not already created your initials or signature under Settings, you need to do so the first time you use the Signing Tool. See Configuring the System Settings.

The Checkmark Tool selects check boxes on forms. When you select or tap near a check box, with the tool selected, it automatically selects the box for you.

The Highlighting Tool has four colors to choose from along with the eraser tool.

The Pen Tool has five colors and two line thicknesses to choose from. You can choose the eraser to erase pen or highlighter strokes.

The Shapes Tool offers an arrow, line, oval, and rectangle. The shapes can be moved, resized, and deleted. Shapes can be black, blue, red, green, or white. You can set the outline thickness and make lines solid or dashed.



Sharing Documents This section covers the options and tools for sharing documents, including moving a document through a review to approval

Share Options Overview

Select or tap to display the Share document menu.

The Share options are as follows:

• Share…

• Share with Meeting…

• Export

– My Computer (PC)

– Other Applications (Android and Mac)

– DocuShare®

• Request

– Sign with DocuSign®

– Signature

– Review

– Approval

Note:

When using an iPad or Android, you also have the option to share with Other Applications.

Share

Sharing a Document by Email

1. Select a document.

2. Select or tap .

3. Select Share…. The Compose dialog displays. The subject line is prefilled and the document is attached.



4. In the To field, choose from the following:

a. Type the email address. If you have sent email to the recipient before, address suggestions display.

b. Select to open an address book. The address book dialog display.

• Select Personal to search your local address book, or Global to search your company’s address book. Note: Global is only available when the GAL look up is enabled for your company in the server settings.

• Select a name from the address book to insert it.

• To find a name faster, select the first letter of the name along the right side of the address book, or type a name in the search box and select the blue search icon to display possible matches.

c. To remove an address from the email, select the address and click delete or backspace.

d. To receive a copy of your email, add your address.

5. To change the Subject, click in the subject field and enter your own subject line.

6. Optionally, you can add a message in the body text box.

7. When finished, Select Send.

Note:

If the recipient has a DA user account, the document is identified as “Shared with You.”



Sharing a Document with Meeting…

1. Select a document.

2. Select or tap .

3. Select Share with Meeting….

The Pick a Meeting dialog displays, showing meetings and appointments from your calendar.

4. Select a meeting from today or pick a meeting from your calendar.

The contents of the meeting notice display. The Invitees section is prefilled.

5. Select or tap Share.

The Compose dialog displays. The fields To and Subject are prefilled and the document is attached.

6. To remove an address from the email, select the address and click delete or backspace.

7. To change the Subject, click in the subject field and enter your own subject line.



8. Optionally, you can add a message in the body text box.

9. When finished, select Send.

Note:

If the recipient has a DA user account, the document is identified as “Shared with You.”

Export

The Export option allows you to send documents to your computer or to DocuShare, if it is enabled.

Note:

You can only share with your computer when working on a desktop or laptop. This function is not enabled for iPad or Android tablets.

1. Select either My Computer or DocuShare.

– If you selected My Computer, the Browse to Folder dialog opens. Select an existing folder or click Make New Folder. Click OK when you are finished.

– 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.

• In the export screen you can edit the file title and choose a folder. Click Export.

Requests

The Requests option allows you to route documents for review and approval to a single user. The recipient does not have to be a Digital Alternatives user. You may send a document for the following request types:

• Sign with DocuSign—secure a certified signature using the digital transaction management tool.

• Signature—request a signature via email.

• Review—request a review via email.

• Approval—request an approval via email.



The table below explains the icons used as part of the request process. These icons appear in the top corner of the document row and within the document view. They are a quick visual cue to the status of a request. For more details, open the document and click the icon.

Icon Description Example

Action Required. Alerts the recipient that there is a request for action associated with the shared document (signature, review, approval).

Completed. Indicates you have completed a requested action.

Returned. Indicates that the recipient who received your request has completed it.



DocuSign Workflow

Use this option to obtain a certified signature on a document with DocuSign. You can send the document to a single recipient. Once the document is sent, you can track the status of the signature with DocuSign.

Sending a Request to Sign with DocuSign:

1. From within a document or in one of the document views click Share . Go to Request>Sign with DocuSign.

2. If this is the first time logging in to DocuSign from Digital Alternatives, the log in screen appears. Enter your Email and Password. Click Login.

3. In the Sign with DocuSign dialog, complete the To field. You can also modify the subject and content. Click Submit.

4. A pop-up notifies you that the request was sent. Click Close.

Completing a Request to Sign with DocuSign

1. Receive an email via DocuSign requesting you sign a document.

Note:

Documents sent for signature with DocuSign do not appear in the Digital Alternatives Shared with You list.

2. Click Review Document to go to DocuSign.

3. For help using the DocuSign website, go to https://support.docusign.com/ or contact your DocuSign representative.

Signature Workflow

Follow the steps below to send and complete signature requests.

Sending a Request for Signature

1. From within a document or in one of the document views click Share . Go to Request>Signature.

2. In the Signature Request dialog, complete the To field. You can also modify the subject and content. Click Send.

3. Once the recipient has signed the document, you will receive an email with the feedback and the document will appear in the Shared with You view. The status displays in the document row.

Completing a Request for Signature

1. Receive an email notifying you of the request. If you have Digital Alternatives, the document is available in the Shared with You section. Also, the document is attached to the email.

2. Open the document in Digital Alternatives.

3. Review and sign the document.



4. When you are finished, go to the Signature Request menu in the header and click Return Signed Document.

5. The Signature Return dialog opens. The To field is prefilled with the user who sent the request. Make any desired changes and click Send.

Review Workflow

Follow the steps below to send and receive review requests.

Sending a Request for Review

1. From within a document or in one of the document views click Share . Go to Request>Review.

2. In the Review Request dialog, complete the To field. You can also modify the subject and content. Click Send.

3. Once the recipient has sent feedback, you will receive an email with the feedback and the document will appear in the Shared with You view. The status displays in the document row.

Completing a Request for Review



3. Review and annotate the document.

4. When you are finished, go to the Review Request menu in the header and click Return Feedback.

5. The Review Return dialog opens. The To field is prefilled with the user who sent the request. Make any desired changes and click Send.

Approval Workflow

Follow the steps below to send and receive approval requests.

Sending a Request for Approval

1. From within a document or in one of the document views click Share . Go to Request>Approval.

2. In the Approval Request dialog, complete the To field. You can also modify the subject and content. Click Send.

3. Once the recipient has declined or approved feedback, you will receive an email with the decision and the document will appear in the Shared with You view. The status displays in the document row.



Completing a Request for Approval



3. Once the recipient has completed the request, the document appears in your Shared with You view.

4. In the Approval Request window, click Decline or Approve.

5. The Approval Return dialog opens. The To field is prefilled with the user who sent the request. The Decline or Approve status displays beneath the subject line. It cannot be edited. Make any desired changes and click Send.


Configuring the System Settings

Use the Settings panel to indicate your preferences in five areas of Xerox® Digital Alternatives (DA). This chapter covers the Settings panel and the following options that are available:

• User Information

• Preferences

• Storage

• Signature or Initials

Settings To get to the Settings panel:

Select and select Settings at the end of the list.

User Information

Your user domain account is listed in the User Account field. This is the User Account that was configured the first time you logged in. DA may require additional information to give the application access to your contacts, emails, and calendar items.

Note:

The Contacts, Calendar field is displayed in Settings on a PC only.



Allow Access (PC Only)

If you want to use the contacts and calendar from a different user account, you can set up a new account or you can enter alternate account credentials and link your account to it.

To link your domain user account to a new account:

1. Select anywhere in the Contacts, Calendar field. The Allow Access dialog displays.

2. Enter the Email Address of your new account. It must be an address that is supported by your company’s domain network services.

3. Enter your company’s network Domain. (This may be left blank if your exchange server does not require a domain.)

4. Enter the User Name that is associated with the new email address.

5. Enter the Password for this account.

6. Select Validate.

If these credentials are accepted, you will see a green circle and checkmark under the Password field with the message, “Credentials accepted.” The Validate button changes to Save.

7. Select Save to save the contacts and calendar information.


Xerox® Digital Alternatives User Guide 37

Preferences (PC Only)

In the Preferences section, you can determine how frequently your DA user account synchronizes with the DA server.

To change the sync frequency:

1. Select Preferences. The Automated Sync dialog displays.

2. Select the synchronization frequency you prefer.

3. Select anywhere outside of the dialog to save your change.

Storage

Each user’s storage quota is set by an administrator. You can view the size and date of the documents in your account and determine how much space could be gained by deleting one or more documents. Included in the quota are documents that you have added and those that have been shared with you. Cleaning up your storage is only available on the PC and iPad.

Note:

You can follow the steps below to see how much available storage space you can free up, without actually deleting the documents.



To free up your available storage space:

1. Select Storage. A list of the documents in your account displays.

2. To sort the list by date or size, select Oldest or Largest.

3. Do one of the following:

a. Select the checkbox to select one or more documents for deletion.

b. To select all displayed documents, select or tap the All checkbox.

4. When you have finished your selection, select Delete. The Delete Document dialog is displayed and the amount of storage space that you could free up is calculated.

5. Carefully choose one of the following:

– To save the documents, select Cancel.

– To permanently delete the documents, select Delete.


Xerox® Digital Alternatives User Guide 39

Signature and Initials

You can sign and initial sections of a document using the Annotate widget once you have added your signature and initials to your account settings. Once entered, your signature will be shared across all of your connected devices.

To create a signature and initials:

1. Select Signature or Initials.

The Add Signature or Add Initials dialogs display.

Note:

The Import option is for PC only.

2. Select one of the following ways to create your signature or initials:

– Draw it

– Type it (PC and iPad only)

– Import it (PC only)

Example - Add initials using Draw it

Example – Add Signature using Type it

Once you have created your signature and initials in the Settings menu, you can digitally sign or initial a document by selecting the Signing Tool from the Annotation widget.


Troubleshooting

Installation Troubleshooting Xerox® Digital Alternatives (DA) client installation software saves log files that may be provided to the DA support organization to help with installation and configuration issues.

Log Files – PC Client

Directory and Log Files

C:\Program Data\Xerox\Install Logs

• Xerox_InstallerLog_ XDigitalA_V

• XRXCleanup

C:\users\<username>\AppData\Local\Xerox\DigitalDocuments\Server\

– Where <username> is the login user name used to log into the PC

• XrxDigitalAlternative.Viewer

– Lists client onboarding configuration steps taken after software installation

Log Files – Mac Directory

/Users/<username>/Library/Containers/com.xerox.XDA/Data/Library/Logs/XDA


Contacting Support

United States and Canada Enterprise Print Services (EPS) Accounts

EPS accounts are each provided a with unique contact number as part of their Managed Print agreement. Customers should use that phone number when contacting the helpdesk for support.

Xerox® Print Services Accounts

Phone number for English is 1-866-237-9728 / Spanish is 1-888-668-7868 / French is 1-866-487-4239

Europe, Latin America, Eastern Europe Enterprise Print Services (EPS) Accounts

EPS accounts are each provided with a unique contact number as part of their Managed Print agreement. Customers should use that phone number when contacting the helpdesk for support. In the event a customer would like to email the Dublin Help Desk, the email address is: [email protected].

Xerox® Print Services Accounts Originating Country Phone Number Opening Hours

(Local Times)

Austria 0820200118 08:30 - 18:00

Belgium 080080308 08:30 - 18:00

Denmark 70128499 08:30 - 18:00

Finland 10804818 08:30 - 18:00

France 825540107 08:30 - 18:00

Ireland 35315171476 08:00 - 18:00

Germany 069 999915661 08:30 - 18:00

Germany 069 999915667 08:30 - 18:00

Contacting Support


Originating Country Phone Number Opening Hours (Local Times)

Italy 199751918 08:30 - 18:00

Luxembourg 3420808594 08:30 - 18:00

Netherlands 0900-7777738 08:30 - 18:00

Norway 23162299 08:30 - 18:00

Portugal 707200872 08:30 - 17:00

Switzerland 848000159 08:30 - 18:00

Sweden 0771404110 08:30 - 18:00

Sweden 0771551111 08:30 - 18:00

Spain 902021888 08:30 - 18:00

United Kingdom 08708507680 08:00 - 18:00

United Kingdom 08708507832 08:00 - 18:00

Poland 8004421097 08:00 - 18:00

Hungary 17779050 08:00 - 18:00

United Arab Emirates 80004441199 08:30 - 17:00

South Africa 860122343 08:00 - 18:00

Qatar 35315171496 08:00 - 18:00

Kuwait 35315171508 08:00 - 18:00

Mexico 0800 0834933 08:30 - 18:00

Brazil 0800 047 4775 08:30 - 18:00

Egypt 08000000528 08:00 - 18:00

Saudi Arabia 8008448380 08:00 - 18:00

India 0008004402273 08:00 - 18:00

Bahrain 80081303 08:00 - 18:00

Jordan 80022957 08:00 - 18:00

Cyprus 80092548 08:00 - 18:00