Troubleshooting for the All-in-One Search

“Containing indexed text” edit box is grayed

On the All-in-One Search pane, turn on the Use All-in-One index option. If you do not see this checkbox on the pane, click the Expand button (with double arrows) next to the Search button to display the lower part of the pane.

Incomplete search results

PaperPort does not find occurrences of your search word when you do an index search, even though you know the word is present in files that are indexed and should be searched.

Make sure you do not enter any text in the Name, author, keyword edit box. If you do, the program will list only files where the searched strings are found both in the indexed text and the file information. Typically this means you get few or no results.

To list all files containing a single search string in either the indexed text or in the file info, enter the string in the Containing indexed text edit box, select any or all of the desired checkmarks but leave the Name, author, keyword edit box empty. Then you will get a full listing.

All-in-One Search process seems to hang

If the All-in-One Search process seems to hang on an item and not complete the search, follow these steps:

  1. Take note of the file that seems to cause All-in-One Search to halt.

  2. Close All-in-One Search.

  3. Move the item to a folder that is not being indexed or remove the item from the Folders pane.

    The folder is removed only from the Folders pane. The actual folder and its content still reside on your computer or external device.

  4. Update the All-in-One Index again.


Do not start indexing from PaperPort while Index Manager is busy with a task. This will cause the process to hang.

nable to index one or more items

PaperPort indexes the textual content of image items by running its OCR program on the page images. The OCR process is able to successfully index most PDF, PaperPort (.max), TIFF, and DCX images.

However, the OCR process might not be able to index pages whose resolution is too low or too high or pages that are too complex.

PaperPort automatically logs indexing errors in a log file so that you can review index errors and resolve them if desired.

Resolving index errors

You can ignore errors, though you will not be able to find text on pages with errors. There are three types of errors that can occur:

  • Document error — The page could not be indexed because the document may be damaged, the image data may be corrupted, or the document has properties outside the allowed range. You may want to re-acquire the document. Make sure the resolution is between 72 and 600 dpi. Index the item again.

  • OCR error — The OCR engine was unable to OCR the page successfully. This can happen if the page is too complex or if there is not enough memory for the operation. To resolve OCR errors, rescan pages with poor image quality. Close other programs, restart PaperPort, and then re-index the items.

  • PaperPort error — PaperPort was unable to run OCR on the page. Close other programs, restart PaperPort, and try again. If the error persists, you may need to reinstall PaperPort.

“Unable to update All-in-One index” message

Only one person can update the All-in-One Search index for a shared network folder at any given time.

If you receive the message that PaperPort is “unable to update the All-in-One index” for a particular folder because the index is in use by another user, wait until the other user has finished before you retry the process.

You can safely continue when the other computer has finished indexing or if the other computer has been powered off or stopped due to an error. However, if the other computer is still indexing, you could damage the index by continuing to update the index.

A damaged index produces an empty Search Results window. To repair a damaged index, first try to regenerate the index:

  1. On the PaperPort desktop, display the Folders pane, and select the network folder.

  2. Click the right mouse button, and on the shortcut menu, click Add to All-in-One Search.

In most cases, this will resolve the issue. If the index is still damaged, you can delete the index folder and then regenerate the index. Follow these steps:

  1. Close PaperPort.

  2. Use Windows Explorer to navigate to and then open the shared network folder identified in the error message.

  3. Make sure your system is set up to display hidden files and folders.

    If you are using Windows XP, on the Tools menu, click Folders Options, and then in the View menu, select Show hidden files and folders and clear the Hide protected operating system files checkbox.

  4. Delete the folder named SearchVerity, and click OK to confirm deletion of the file.

  5. Start PaperPort, display the Folders pane, and right-click the network folder. Then, on the shortcut menu, click Add to All-in-One Search to regenerate the index.


All-in-One Search