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1 Onesource Fileroom User guide Version 4.1 Last updated April 16, 2010 Tax & Accounting Copyright 2010 Thomson Reuters/ONESOURCE.

2 Proprietary Materials No use of these Proprietary materials is permitted without the express written consent of or license from copyright , Thomson Reuters/ONESOURCE. Altering, copying, distributing, or reproducing any of these proprietary materials in any manner is expressly prohibited. Software License Agreement The right to use the software product described in this workbook is specifically conditioned upon your execution of and compliance with the Tax License Agreement with copyright , Thomson Reuters/ONESOURCE. Patent Pending The software documented within is Patent Pending (USA). All rights reserved. All contents copyright , Thomson Reuters/ONESOURCE. ONESOURCE FileRoom v4.1 user guide 2 Copyright 2010 Thomson Reuters/ONESOURCE

3 Table of Contents Terminology System Requirements Logging In Forgot password? Check browser Bookmark this page The FileRoom Page Introduction Working with the file cabinet Using the icons A Note about Add-Ins Indexing Documents Understanding Index Values Indexing a Document Using checkboxes and recalling values Adding Paper Documents Introduction Adding Paper Documents Printing barcodes Printing bookmarks Preparing documents for scanning Adding Electronic Documents Using Browse to add documents Adding a Document Link Adding Documents from your Desktop Adding documents to a drawer Adding documents to a workflow Adding Word and Excel Documents Adding Documents from Word or Excel Saving changes to documents Version Control Adding PDF files Printing to OWM Transfer Web Pages to OWM Adding s to FileRoom Adding s from Outlook Importing Sent s from Outlook Adding s using Lotus Notes Importing Sent s from Lotus Notes Best Practices for adding documents Document Search Accessing FileRoom s Search Page Performing a Search Understanding the Search Techniques Wildcard Searching and Lookup Lists Multiple Indexes Multi-value Searching Date Range Text Searching ONESOURCE FileRoom v4.1 user guide 3 Copyright 2010 Thomson Reuters/ONESOURCE

4 Saving Searches Exporting Searches Export to Excel Copy to Laptop Working with Documents in FileRoom Introducing the Document List Working with the Document Actions Menu Viewing vs. Editing Documents Checked Out Indicators ing Documents ing Documents from FileRoom ing Documents directly from FileRoom Edit OWM Address Book Working with Documents Merge PDF Files Append Pages to PDF Move Documents Re-indexing Documents Deleting Documents Exporting Documents Printing Documents Archiving Documents Reports Document History Document Tracking Report Working with PDF files Standard Acrobat tools ScanFlow tools Understanding the FileRoom Menu Editing PDF files Toolbar Note Tool Stamp Tool Highlighter Tool Text Edits Saving and Deleting Edits Using the Comments Tab Searching Text Resources Frequently Asked Questions ONESOURCE FileRoom v4.1 user guide 4 Copyright 2010 Thomson Reuters/ONESOURCE

5 Terminology The following key terms and screen elements are commonly used in ONESOURCE FileRoom. File cabinet A virtual repository for your documents. Each file cabinet displays five customizable drawers into which your documents are filed. You can have multiple file cabinets. FileRoom page This page displays the file cabinet and drawers, and navigation links to other functions and administrative areas. Document Information or communication required to complete a task or workflow. Any type of record, or exchange of information (electronic or hard copy) can be added to FileRoom as a document. Many of the OWM customizing features, assignment and tracking capabilities, and security features associated with tasks and workflows also apply to documents. Notes A point or notation that an open item within a workflow requires attention. Parts of a note include the Point, the Resolution or Response, and a Status Indicator. ONESOURCE WorkFlow Manager (OWM). Process improvement and SAS 70 tracking tool by Thomson Reuters. Workflow The process of defining, implementing, and completing tasks and events associated with a specific work objective, or any part of a work objective. OWM provides, from one location, the resources to outline, assign, track, integrate, and complete workflows. ONESOURCE FileRoom v4.1 user guide 5 Copyright 2010 Thomson Reuters/ONESOURCE

6 System Requirements Operating System Hardware Minimum Windows XP Professional SP2 or SP3 Windows Vista Business SP1 Intel 1.8 Ghz processor/dual Core processor Memory Minimum 1GB RAM/1.5GB RAM Microsoft Office 2003 or 2007 Screen Resolution Network Protocol Adobe Acrobat Additional Components 1024 x 768 minimum TCP/IP Network Protocol Internet connection minimum, 768kbps for a single user, 3mbps for multiple users Adobe Acrobat Professional version 7, 8 or 9 in order to edit PDF files in OWM Available via the Check Browser link on the login screen ONESOURCE FileRoom v4.1 user guide 6 Copyright 2010 Thomson Reuters/ONESOURCE

7 Logging In Log on to the OneSource platform at 1. Enter your Universal ID and Password. 2. Click Login. The ONESOURCE dashboard will open. 3. From the ONESOURCE menu bar, click Applications, then ONESOURCE FileRoom (see 1 below), or add the Launch ONESOURCE FileRoom gadget to a page in your dashboard, then click the Launch button (see 2 below). NOTE: For information on adding pages and gadgets to your dashboard, see the ONESOURCE platform user guide (Help > User Documentation > ONESOURCE platform). ONESOURCE FileRoom v4.1 user guide 7 Copyright 2010 Thomson Reuters/ONESOURCE

8 Forgot password? If you cannot remember your password in order to log on to the ONESOURCE platform, you can use the link provided on the login screen to reset it. 1. Click Forgot Password? on the login screen. Enter your address in the screen that appears, then click Reset. 2. A dialog box appears confirming that you want to reset your password. Click OK. 3. The following dialog box appears confirming that, if the address you entered matches the system s records, a temporary password will be sent to that address. Click OK. 4. Log in using the temporary password sent to you via Once logged in, you must change your password. Use your temporary password (sent to you via ) in Existing Password, then enter the new password you will use to log on to the ONESOURCE platform in New Password and Verify new password. ONESOURCE FileRoom v4.1 user guide 8 Copyright 2010 Thomson Reuters/ONESOURCE

9 6. Click Save. Note: Passwords must conform to the rules set by your administrator. Click Password Rules on the Change Password screen to see those currently in effect. Check browser See the ONESOURCE platform user guide for detailed information about the items displayed in Check Browser. From the ONESOURCE menu bar, click Help > User Documentation > ONESOURCE platform to open the user guide as a PDF. Bookmark this page To add the ONESOURCE login page to your Internet Explorer Favorites: 1. Click Bookmark this page on the login screen. 2. The Add a Favorite dialog box appears. Modify the name, if desired. 3. Click Add. ONESOURCE FileRoom v4.1 user guide 9 Copyright 2010 Thomson Reuters/ONESOURCE

10 The FileRoom Page Introduction The FileRoom page is the entry point for document management. Depending on your authorization level, some links may appear on your FileRoom page, but you may be denied access to their functions. Working with the file cabinet File cabinets are virtual repositories for your documents. Each cabinet has five customizable drawers representing common ideas or business functions. You can have as many file cabinets as you need. Use the left and right arrows to move from one cabinet to another. These arrows display a tool tip (This is the first cabinet, Next cabinet, Previous cabinet, and This is the last cabinet) to help with navigation. File cabinets and their drawers are configured during implementation. Changes can be made by an administrator. NOTE: Each user is granted access to certain drawers. If you do not see a drawer you should have access to, contact your administrator. ONESOURCE FileRoom v4.1 user guide 10 Copyright 2010 Thomson Reuters/ONESOURCE

11 Hover over a drawer you want to open, then click on an icon. Search Drawer (see Document Search later in this user guide) Add Documents (see Adding Electronic Documents later in this user guide) WorkFlow Manager opens ONESOURCE WorkFlow Manager If you do not click on an icon within a few seconds, the drawer will automatically close. ONESOURCE FileRoom v4.1 user guide 11 Copyright 2010 Thomson Reuters/ONESOURCE

12 Using the icons You can access OWM and other FileRoom actions using the icons at the top of the FileRoom page. The tool tip will indicate the drawer to which you are currently linked. Go Back: navigates to the last page used in FileRoom. If there is no back icon, you have reached your original starting point. ONESOURCE WorkFlow Manager: opens OWM in the last drawer accessed. If no drawer has been accessed, the first OWM-enabled drawer is selected by default. Search for Documents: opens a document search in the last drawer accessed. If no drawer has been accessed, the top drawer is selected by default. Add Documents: opens a screen to add a document to the last drawer accessed. If no drawer has been accessed, the top drawer is selected by default. Document Tracking Report: provides an overview of documents added to the system. Search by status or indexes to find documents. Help: opens this user guide as a PDF. Depending on where you are in the FileRoom or OWM, you can get back to the file cabinet page using these links: From anywhere in the FileRoom except the main page, click the FileRoom icon: From ONESOURCE WorkFlow Manager, click the FileRoom link: ONESOURCE FileRoom v4.1 user guide 12 Copyright 2010 Thomson Reuters/ONESOURCE

13 A Note about Add-Ins Several features of FileRoom are available only after you have enhanced your system with the Add-Ins available through the Add-Ins link. The following Add-Ins should be downloaded and installed: ONESOURCE (install first) ScanFlow Upload Documents Service ONESOURCE FileRoom v4.1 user guide 13 Copyright 2010 Thomson Reuters/ONESOURCE

14 To install an Add-In: 1. From the FileRoom page, click Add-Ins. 2. Click VIEW for detailed instructions on downloading and installing the Add-Ins. 3. Click DOWNLOAD to begin the download process. ONESOURCE FileRoom v4.1 user guide 14 Copyright 2010 Thomson Reuters/ONESOURCE

15 Indexing Documents Documents filed in ONESOURCE FileRoom do not have file names. Instead, they have a set of index values which create a document profile. These indexes provide an easy, yet powerful, method of searching for documents stored in FileRoom. Understanding Index Values The file cabinet drawers and indexes are set up during implementation. Index values can be in the form of: Drop-down menus (for a pre-determined number of choices) Parent/child relationships: subsequent values are based on previous index selections (e.g., selections in File Section depend on what you select for Tax Type). Lookup lists (for lists too extensive to be shown in a drop-down menu) Date Fields (click on the calendar icon to choose a date or date range) Drawers and the indexes associated with those drawers are managed by your administrator. Dropdown menus and lookup lists are managed lists, and can be customized by your administrator. Indexing a Document Regardless of the method used to add documents, you must enter specific information that will serve to identify those documents. With proper indexing, document retrieval is quick and efficient. ONESOURCE FileRoom v4.1 user guide 15 Copyright 2010 Thomson Reuters/ONESOURCE

16 To index a document: 1. Select a drawer to which your document will be added. 2. Click the Add Documents icon. NOTE: Index fields are based on the drawer you select. Shaded fields are required. 3. Drop-down menus allow you to select values from the pre-populated list. 4. Click the magnifying glass to open the look-up list. Navigate through the pages to locate your selection, then double-click on your selection to populate the index field. TIP: Use asterisks ( * ) to help locate a value in the look-up list. Use an asterisk before and/or after your partial entry. Click the magnifying glass icon to search for values meeting your criteria. Double-click on a value to populate the index field. 5. The current date appears by default. To change the date, click the calendar icon to choose a new date, or enter a date in mm/dd/yyyy format. 6. A description is not required, but since the file name will not appear in search results, a description can assist in distinguishing between documents with similar index values. See Adding Paper Documents and Adding Electronic Documents to learn how to upload documents into the system. ONESOURCE FileRoom v4.1 user guide 16 Copyright 2010 Thomson Reuters/ONESOURCE

17 Using checkboxes and recalling values Once a document it added, the checkboxes next to each index field instructs FileRoom to retain the last value entered. Boxes left unchecked refresh to blank fields. Unless you click Clear, values are retained until you log out of FileRoom. This is particularly helpful when you are adding several documents with similar values. Clicking Clear refreshes all index values to blank, including those with a checkmark in the box. Clicking Recall Values populates the index fields with values from the last document added. All values are reset when you log in to ONESOURCE FileRoom. ONESOURCE FileRoom v4.1 user guide 17 Copyright 2010 Thomson Reuters/ONESOURCE

18 Adding Paper Documents Introduction FileRoom provides significant flexibility with respect to the way in which documents are added. Paper documents can be scanned, uploaded and indexed as single documents and via batch scanning. Electronic documents can be uploaded to FileRoom s repository or indexed as a File Link. Documents can be added via the File cabinet, from your desktop, or from within their native applications (Excel, Word, Acrobat, Outlook and Lotus Notes) Adding Paper Documents Any hard document received from your clients or a government agency can be scanned and uploaded to FileRoom for online viewing. During the upload process, the paperwork goes through an optical character recognition (OCR) process which allows these documents to be searched using a text search (see Document Search later in this user guide). Scanned documents can be saved as a new PDF or appended to an existing PDF. Bookmarks, though not required, are recommended to divide PDF files into sections for easy navigation and online viewing. Printing barcodes To print a single barcode: 1. Choose a drawer in which to add the document, then click the Add Documents icon. ONESOURCE FileRoom v4.1 user guide 18 Copyright 2010 Thomson Reuters/ONESOURCE

19 2. In the Add Documents screen, fill in the index fields (see Indexing a document earlier in this user guide). 3. In the filing method section on the right side of the screen, uncheck Multi Mode next to Barcode. When unchecked, the barcode field will look like the second image below. 4. With Multi Mode unchecked, click Barcode. A barcode page will open along with the Print dialog box. Print the barcode cover page. To print multiple barcodes: 1. Choose a drawer in which to add the document, then click the Add Documents icon. 2. In the Add Documents screen, fill in the index fields (see Indexing a document earlier in this user guide). 3. In the filing method section on the right side of the screen, check Multi Mode, then click Barcode to generate a barcode ID number. ONESOURCE FileRoom v4.1 user guide 19 Copyright 2010 Thomson Reuters/ONESOURCE

20 4. When you click OK, the counter in the barcode field increases by one to track the number of barcodes you are generating. 5. Repeat steps 1 through 4 for documents with different indexes. Note: FileRoom will allow documents to be added with identical indexes. This is where the Description field proves most helpful. Printing bookmarks Bookmarks are used to divide documents into logical sections for easier online viewing. Bookmarks are managed lists in the administrative section of FileRoom. To add or make changes to these lists, see your administrator. 1. In the Add Documents screen, click Bookmarks. 2. Bookmark separator sheets will open along with the Print dialog box. Print the bookmark separator sheets. Bookmark separator sheets can be used in any drawer, not just the drawer in which they were created. Since they are not assigned identification numbers the way barcodes are, bookmarks can be used more than one time. ONESOURCE FileRoom v4.1 user guide 20 Copyright 2010 Thomson Reuters/ONESOURCE

21 Preparing documents for scanning After printing barcodes and bookmarks: 1. On the barcode cover page, fill in the information at the bottom of the page. Number of pages Scanned By Duplex pages (print pages double-sided) Return To Shred 2. Place the barcode cover page on top of the document to be scanned. 3. Insert the bookmark separator sheets accordingly. 4. Clip (do not staple) the document, and send it to the scan station. See the ScanFlow user guide for more information on preparing and scanning documents for ONESOURCE FileRoom. ONESOURCE FileRoom v4.1 user guide 21 Copyright 2010 Thomson Reuters/ONESOURCE

22 Adding Electronic Documents You can add electronic documents to FileRoom from the file cabinet, or directly from Microsoft Word, Excel, and Adobe Acrobat. NOTE: The toolbars for Adobe Acrobat come with the installation of the ONESOURCE Add-In. Using Browse to add documents To add documents using the Browse button: 1. Choose a drawer in which to add the document, then click the Add Documents icon. 2. In the Add Documents screen, fill in the index fields (see Indexing a document earlier in this user guide). 3. Click Browse. 4. Locate the file you want to add. Click Save to upload the file to FileRoom, or Cancel to return to the Add Documents page. 5. When uploading is complete, the Add Documents screen will remain open. To index and upload more documents, repeat steps 2 through Use the back arrow or file cabinet icon to return to the FileRoom page. ONESOURCE FileRoom v4.1 user guide 22 Copyright 2010 Thomson Reuters/ONESOURCE

23 Adding a Document Link Instead of adding a document to FileRoom, you can add a link. This does not copy the document, but directs users to the document on the network. 1. Choose a drawer in which to add the document, then click the Add Documents icon. 2. In the Add Documents screen, fill in the index fields (see Indexing a document earlier in this user guide). 3. Click Add File Link. 4. Locate the file you want to add. Click Save to add the file link, or click Cancel to return to the Add Documents page. 5. When uploading is complete, the Add Documents screen will remain open. To index and upload more documents, repeat steps 2 through Use the back arrow or file cabinet icon to return to the main FileRoom page. NOTE: If you want your document to be available in a particular workflow, best practice is to use a method that allows you to select a specific workflow. ONESOURCE FileRoom v4.1 user guide 23 Copyright 2010 Thomson Reuters/ONESOURCE

24 Adding Documents from your Desktop Documents can be added to FileRoom without going through the file cabinet. Locate the file on your system that you want to add to FileRoom, then do one of the following: Right-click on the file name, and select Send To > ONESOURCE WorkFlow Manager. Drag-and-drop the file name onto the Send to OWM shortcut on your desktop Enter your login and password, then click Login. The Send to ONESOURCE WorkFlow Manager screen opens with the option to: Add your document to a drawer Add your document to a specific WorkFlow ONESOURCE FileRoom v4.1 user guide 24 Copyright 2010 Thomson Reuters/ONESOURCE

25 Adding documents to a drawer To add a document to a drawer from your desktop: 1. Select Add document to Drawer. 2. From the drop-down menu, select a drawer. The index fields will change to reflect your selection. 3. Fill in the index fields (see Indexing a document earlier in this user guide). Click Recall Index to recall the last values entered, then make changes as needed. Click Clear to delete all data in the index fields and re-enter data. 4. Click OK to save your document as indexed, or Cancel to exit without saving. ONESOURCE FileRoom v4.1 user guide 25 Copyright 2010 Thomson Reuters/ONESOURCE

26 Adding documents to a workflow To add a document to a workflow from your desktop: 1. Select Add document to specific WorkFlow. 2. In Step 1 of the wizard, use the drop-down menu to select a drawer, and folder and workflow criteria. 3. Click Next. 4. In Step 2 of the wizard, highlight the workflow to which your document will be assigned, then click Next. ONESOURCE FileRoom v4.1 user guide 26 Copyright 2010 Thomson Reuters/ONESOURCE

27 5. In Step 3 of the wizard, the folder and workflow information is displayed in read-only format. Fill in the Document Assignment fields as needed. 6. Click Finish to save the document to the workflow, or Cancel to exit without saving. ONESOURCE FileRoom v4.1 user guide 27 Copyright 2010 Thomson Reuters/ONESOURCE

28 Adding Word and Excel Documents You can add documents to ONESOURCE FileRoom directly from Microsoft Word and Excel. The toolbars for these Microsoft Office applications are the same. The toolbars shown here are for Office 2007, toolbars for Office 2003 are found in the Frequently Asked Questions at the end of this guide. Adding Documents from Word or Excel 1. Open a new Word or Excel document. 2. If you installed the ONESOURCE Add-In, the ONESOURCE menu item will appear at the top of your document. 3. Click Add to ONESOURCE. 4. From the Print to ONESOURCE WorkFlow Manager screen, select Add Document to Drawer, or Add Document to a Specific WorkFlow. Once added to FileRoom, the document remains open on your desktop. The title bar will display the FileRoom index values. If you are not working on the file currently saved in FileRoom, the title bar will appear similar to the following: ONESOURCE FileRoom v4.1 user guide 28 Copyright 2010 Thomson Reuters/ONESOURCE

29 Saving changes to documents Once added to FileRoom, the Word or Excel document exists in FileRoom, and on your local system. Changes to the document made from this point forward can be saved to either ONESOURCE FileRoom, or locally. To save changes: 1. Click Save ONESOURCE Doc. 2. Select one of the following options from the Save Options dialog box: Save to ONESOURCE and keep working saves all changes to FileRoom and keeps the document open. Save Locally and keep working saves your document and all changes to your local hard drive. NOTE: The document will now appear as checked out in FileRoom. You must save the document back to FileRoom for this notation to be removed. While checked out, other users can view the document in read-only mode as of the last save. Save to ONESOURCE and close document saves all changes to FileRoom and closes the document. 3. Click OK. ONESOURCE FileRoom v4.1 user guide 29 Copyright 2010 Thomson Reuters/ONESOURCE

30 Version Control If your administrator has enabled Version Control for the drawer in which you are working, FileRoom will monitor changes made to Word and Excel documents, and give you the option of saving revised documents with sequential version numbers. To save a new version: 1. Make changes to your document. 2. From the ONESOURCE menu in the Microsoft toolbar, click Save to ONESOURCE. 3. From the Save Options dialog box, select Save to ONESOURCE and Keep Working or Save to ONESOURCE and Close Document. 4. Select As a New Version. 5. Once versioning is selected, you have the option to check Stamp Footer, which adds a Footer to the bottom of the document. 6. Add a description. 7. Click OK to save your new version, or Cancel to exit without saving. Note: There must be more than one version of a document before the version control action is activated. ONESOURCE FileRoom v4.1 user guide 30 Copyright 2010 Thomson Reuters/ONESOURCE

31 Adding PDF files You can add documents to FileRoom directly from Adobe Acrobat. 1. Open a PDF file. 2. If you installed the ONESOURCE Add-In, new menu items will appear at the top of your document. 3. Click the file cabinet icon. 4. From the Add to ONESOURCE WorkFlow Manager screen, select Add Document to Drawer, or Add Document to a Specific WorkFlow. NOTE: A description of the toolbars shown above can be found in Working with PDFs, later in this user guide. 5. Fill in the index values for this document, then click OK. ONESOURCE FileRoom v4.1 user guide 31 Copyright 2010 Thomson Reuters/ONESOURCE

32 Printing to OWM Documents created in programs other than Excel, Word, Acrobat, Outlook, and Lotus Notes can be added to FileRoom using the Print to OWM feature, which prints the document to a pdf, and that pdf is added to FileRoom. To print a document to OWM: 1. Open a document. 2. Select File > Print from the application s standard toolbar. 3. In the print dialog box, select ONESOURCE WorkFlow Manager. 4. Select Print or OK depending on your program. 5. From the Print to ONESOURCE WorkFlow Manager screen, select Add Document to Drawer, or Add Document to Specific WorkFlow. 6. Fill in the index values, then click OK. Transfer Web Pages to OWM You can also load online pages directly to OWM without converting the pages to PDF files first. To print a page or other information directly from a Web site: 1. Navigate to the Web page you want to save to OWM. 2. Select File > Print from Internet Explorer s toolbar. 3. In the print dialog box, select ONESOURCE WorkFlow Manager. 4. Click Print. 5. From the Print to ONESOURCE WorkFlow Manager screen, select Add Document to Drawer, or Add Document to Specific WorkFlow. 6. Fill in the index values, then click OK. Note: The virtual print driver allows for universal integration, which means that it can capture information from almost any system and convert the output version to a PDF format compatible to OWM uploading. ONESOURCE FileRoom v4.1 user guide 32 Copyright 2010 Thomson Reuters/ONESOURCE

33 Adding s to FileRoom messages from Outlook or Lotus Notes can be imported into FileRoom. Additional functionality in Outlook enables a user to save a new message to FileRoom at the same time it is sent. s retain their characteristics after importing, allowing you to perform all normal functions such as replying, forwarding or viewing recipient lists. Adding s from Outlook 1. In Outlook, double-click on an to open it. 2. From the Add-Ins menu, click on the Add to ONESOURCE WorkFlow Manager icon. 3. You will be prompted to select whether the should be added as a single file or separate files. If the message has no attachments, either selection will bring you to same Add Documents screen. If the message has attachments, select the option that best meets your needs: Add As Single File (MSG) - the and its attachments will be imported into FileRoom as one document. Add As Separate Files - the and its attachments will be imported and indexed as separate documents. For example, the body can be filed as a correspondence and the attachments can be filed as client work papers. 4. Index the document, then click Save. ONESOURCE FileRoom v4.1 user guide 33 Copyright 2010 Thomson Reuters/ONESOURCE

34 To add the as a single file: 1 Select a drawer from the drop-down menu. 2. Complete the index field, then click Save. ONESOURCE FileRoom v4.1 user guide 34 Copyright 2010 Thomson Reuters/ONESOURCE

35 To add the and attachments as separate files: 1. Select a drawer from the drop-down menu. 2. Complete the index field, then click Save. 3. Click the right arrow icon to proceed to the next document, or Skip to skip a document without saving it to FileRoom. 4. Use the arrow icons to scroll through the items to confirm whether or not documents have been indexed. 5. Click Save to add the documents to FileRoom. TIP: After an is transferred to ONESOURCE WorkFlow Manager, you can open it in FileRoom, and perform regular functions, including opening attachments, forwarding, and replying. ONESOURCE FileRoom v4.1 user guide 35 Copyright 2010 Thomson Reuters/ONESOURCE

36 Importing Sent s from Outlook To add outgoing s directly to FileRoom. 1. In Outlook, compose a new From the Add-In menu on the Microsoft toolbar, click the Add outgoing to ONESOURCE WorkFlow Manager icon. When selected, the icon displays a checkmark. 3. Click Send to send the To complete the import process to OWM, follow steps 3 and 4 in Adding s from Outlook. Adding s using Lotus Notes ONESOURCE allows you to add incoming s directly to FileRoom. 1. Open an in Lotus Notes. 2. Click on the Add to ONESOURCE WorkFlow Manager icon. 3. To complete the addition process, follow steps 3 and 4 in Adding s from Outlook. Importing Sent s from Lotus Notes ONESOURCE allows you to add outgoing s directly to FileRoom. 1. In Outlook, compose a new Click on the Add outgoing to ONESOURCE WorkFlow Manager icon. When selected, the icon displays a checkmark. 3. Click Send to send the To complete the addition process, follow steps 3 and 4 in Adding s from Outlook. ONESOURCE FileRoom v4.1 user guide 36 Copyright 2010 Thomson Reuters/ONESOURCE

37 Best Practices for adding documents ONESOURCE FileRoom v4.1 user guide 37 Copyright 2010 Thomson Reuters/ONESOURCE

38 Document Search ONESOURCE FileRoom allows you to search for and retrieve your documents with ease and efficiency. FileRoom s search functions: Employ the index values used when adding a document Allow wildcard searches in lookup lists Search text for key words or phrases Can use more than one search value Allow you to export search results The more criteria entered, the more refined your search results will be. Search results are displayed in a grid with index, file, and status information. Accessing FileRoom s Search Page FileRoom s search function is accessed from a file cabinet drawer, or the shortcut at the top of the FileRoom page. FileRoom defaults to the last drawer you accessed. The tool tip will indicate the drawer to which you are currently linked. ONESOURCE FileRoom v4.1 user guide 38 Copyright 2010 Thomson Reuters/ONESOURCE

39 Performing a Search To perform a search in ONESOURCE FileRoom: 1. Enter search criteria in the index fields, then click Search. The index fields and associated values used for the search are displayed at the top of the results grid. TIP: You can refine your search results by entering additional criteria in the index fields, then clicking Search. To start a new search, click Clear, then re-enter criteria in the index fields. ONESOURCE FileRoom v4.1 user guide 39 Copyright 2010 Thomson Reuters/ONESOURCE

40 Understanding the Search Techniques Index fields can be searched in various ways to more efficiently locate your documents. Understanding search techniques will help refine your search. Wildcard Searching and Lookup Lists An asterisk ( * ) is used to perform a wildcard search. It can be used to narrow the selections that appear in lookup lists. For example, if you enter *Acme* in the Entity Name field and click the lookup list icon only entities with Acme in their name will be displayed. Multiple Indexes You can use any combination of index fields when searching. The more criteria specified, the more narrow your search results will be. ONESOURCE FileRoom v4.1 user guide 40 Copyright 2010 Thomson Reuters/ONESOURCE

41 Multi-value Searching One or more values for each field can be selected. This includes all fields or methods of searching: lookup lists, drop-down menus, document descriptions, and date ranges. To select multiple values: 1. Click the icon to the right of the index field. 2. Check the values you want included in the search. In lookup lists, you can check the top box to include all. 3. Click OK. Description All or part of a description can be used to search for documents. A wildcard should be added before, after or both. For example, *w2* would return all documents with the text w2 anywhere in the description. You enter multiple values for the description: 1. Click the icon to the right of the description field ( ). 2. Enter values, including asterisks, for the description, then click Add. 3. To remove a description from the list, select the description and click Remove. 4. Click OK. ONESOURCE FileRoom v4.1 user guide 41 Copyright 2010 Thomson Reuters/ONESOURCE

42 Date Range You can search by a specific date or a date range. If left empty, the fields default to the current date for the To date and 1/1/1950 for the From date. Text Searching A search can be performed for key words or phrases within a document, including scanned documents and PDF files. These documents are made fully searchable by text when they are run through the optical character recognition (OCR) process. NOTE: Text searching does not allow the use of wildcards. Multiple values are supported in text searching. If more than one word is entered, you must specify how the search should be performed: All, Any or Exact. Exact Your search criteria should exactly match the sequence of the words in the document. Any The document can contain one or more of the words included in your search criteria. All The document should contain all words in your search criteria, in any sequence. At least one index value must be entered in the index fields in order to perform a text search. This value can be entered with a wildcard, however, the search will be faster if an actual value is entered. ONESOURCE FileRoom v4.1 user guide 42 Copyright 2010 Thomson Reuters/ONESOURCE

43 NOTE: If a PDF found in the search results is opened, a summary of all findings of the search text within that PDF is displayed. Clicking on any of those links will open the corresponding page on which the text is found. The search text will be highlighted. ONESOURCE FileRoom v4.1 user guide 43 Copyright 2010 Thomson Reuters/ONESOURCE

44 Saving Searches Up to ten searches can be saved for quick retrieval. A default search is provided for Last Ten Viewed Documents. To create a saved search: 1. Enter search criteria in the index fields, including the Text Search field, then click Save. 2. Enter a name for the saved search. 3. Click OK. ONESOURCE FileRoom v4.1 user guide 44 Copyright 2010 Thomson Reuters/ONESOURCE

45 To perform a saved search: 1. Select a saved search from the drop-down menu. 2. The search will automatically be performed, and results will be displayed in the grid. Note: Saved searches in FileRoom cannot be deleted. Exporting Searches Export to Excel Search results can be exported to an Excel workbook. To export the list, click the icon in the upper right corner of the screen, then follow the screen prompts to open or save the workbook. Copy to Laptop You can download search results to your local computer. Documents viewed offline are read-only, and online features are not available. 1. Perform a search in FileRoom. 2. Toggle back to the Search page by clicking the back arrow. This displays the search results and the search criteria. 3. Select the Copy to Laptop icon. A dialog box showing the number of documents and cumulative size of all documents to be downloaded is displayed. 4. Click OK. 5. Follow the on-screen prompts, and select Run as needed. 6. When the FileRoom Offline Documents box is displayed, select a location where the files will be unzipped. Click OK. 7. FileRoom Offline will open up in Internet Explorer ready to Search. Bookmark this address so you are able to access your offline files at a later date. ONESOURCE FileRoom v4.1 user guide 45 Copyright 2010 Thomson Reuters/ONESOURCE

46 Working with Documents in FileRoom Introducing the Document List In this section, you will learn how to work with documents in FileRoom. All documents in the Document List display an icon that indicates its document type. Icons that appear include: Word Excel Archived Record DataFlow Doc Mail PDF Checked Out Record Document Link The checked-out icon is animated (a pen moving back and forth) when a document has been checked out for editing. This lets other users know the document is available for viewing only. Working with the Document Actions Menu Various actions can be performed on documents held in FileRoom. To access the FileRoom menu: 1. Check the boxes next to the documents you want to access. 2. Right-click to display the FileRoom menu. 3. Select an action. If you select more than one document, and a menu item appears grayed out, that action cannot be performed on more than one document at a time. ONESOURCE FileRoom v4.1 user guide 46 Copyright 2010 Thomson Reuters/ONESOURCE

47 If only one document is selected, Merge PDFs and Print Documents are grayed out since two or more documents must be identified to perform these actions. Viewing vs. Editing Documents You can view documents from ONESOURCE FileRoom in two ways: Double-click on the item to open it in the FileRoom viewer. When opened in read-only mode, the document is not considered checked out, and it can be opened and edited by another user at the same time. Check the box at the beginning of the row, right-click, then select Edit Document from the FileRoom menu. The document is checked out, and opened in its native application. Checked Out Indicators When you open a document for editing, the document displays a checked out status. While a document is checked out, it is available to others in a read-only format. Other users can view the document in the latest saved format, but cannot perform any actions on it. During the time you are editing or viewing a document, the animated checked-out icon shows other users that the document is unavailable to them for editing. The Checked Out column in the grid shows who has the document checked out, and the date and time is was checked out. After edits on a document are saved, the Last Modified column in the grid shows the name of the last editor, and the date and time it was modified. ONESOURCE FileRoom v4.1 user guide 47 Copyright 2010 Thomson Reuters/ONESOURCE

48 ing Documents ing Documents from FileRoom Documents can be ed from ONESOURCE FileRoom using Outlook or Lotus Notes. Using these options give you access to your address book, the message will be part of sent mail, the message will be sent with your personal signature. To from FileRoom using Outlook or Lotus Notes: 1. Select one or more documents to , then right-click to access the FileRoom menu. 2. Select Documents Using Outlook or Documents Using Lotus Notes, then select one of three options: Native Format: files are sent as attachment in their native format (e.g., Word, Excel). Zip: files will be sent as an attachment in their native format as a single compressed Zip file. Link: a link to the documents is provided in the . Only recipients with login rights to FileRoom will have access to these files. 3. Enter the recipients addresses, a subject line, and a message. 4. Click Send. Attaching a FileRoom document to an Outlook or Lotus Notes message: 1. Compose an message in Outlook or Lotus Notes. 2. From the Add-Ins menu, click the Attach ONESOURCE WorkFlow Manager Document(s). ONESOURCE FileRoom v4.1 user guide 48 Copyright 2010 Thomson Reuters/ONESOURCE

49 3. Select a drawer from the drop-down menu, then choose index values for the search. 4. From the search results, select one or more documents to Select Native File, Zip, or Link. 6. Enter the recipients addresses, a subject line, and a message. 7. Click Send. ONESOURCE FileRoom v4.1 user guide 49 Copyright 2010 Thomson Reuters/ONESOURCE

50 ing Documents directly from FileRoom Documents can be ed directly from ONESOURCE FileRoom. You will be forced to use your own client. Check with your system administrator for your company s policy. To directly from FileRoom: 1. Select one or more documents to , then right-click to open the FileRoom menu. 2. Select Documents Using FileRoom. 3. Enter recipients addresses, a subject line, and a message. 4. By default, you are copied on this so you have a record of what was sent. 5. Select one of two options: As link: A link to the documents is provided in the . Only recipients with login rights for ONESOURCE FileRoom will have access to these files. As attachment: Files are sent as attachment in their native format. 6. Click Send. ONESOURCE FileRoom v4.1 user guide 50 Copyright 2010 Thomson Reuters/ONESOURCE

51 Edit OWM Address Book Users can create an address book within ONESOURCE FileRoom. From the a Document screen: 1. Click the address book icon next to To, Cc, or Bcc. 2. Click Add, or select a contact name, then click Modify or Delete. 3. Shaded fields are required in the Manage Contacts screen. 3. Click OK to save your changes or Cancel to leave without saving. NOTE: Click the Import icon to import contacts from a.csv file, or the Export icon to export the contact list as an Excel file. ONESOURCE FileRoom v4.1 user guide 51 Copyright 2010 Thomson Reuters/ONESOURCE

52 Working with Documents Copy Documents Documents can be copied from FileRoom to a new location. You might use this feature when sending annual tax reminders to clients. To copy documents: 1. Select one or more documents to copy, then right-click to access the FileRoom menu. 2. Select Copy Documents. 3. From the Copy Documents screen, enter any index values that differ from the original document (e.g., Year, Period, or Description). NOTE: If multiple documents are selected and they have different index values, enter index values in the blue (required) fields. 4. Click Save. The original document remains unchanged. NOTE: If you do delete the original document after copying, all history for this document will be lost for that document. Merge PDF Files PDF files can be merged to assist in updating or grouping related documents. During the merge process, the selected documents are locked to prevent editing. Documents are merged in a specified order, defined by the user, and the index values of the first document are assigned to the new merged document. Bookmarks are maintained. To merge two or more PDF files: 1. Select two or more PDF files to merge, the right-click to access the FileRoom menu. 2. Select Merge PDFs. 3. Use the up and down arrows in the far left column to arrange the documents in the correct sequence. The index information from the document at the top of the list will be assigned to the merged document. ONESOURCE FileRoom v4.1 user guide 52 Copyright 2010 Thomson Reuters/ONESOURCE

53 4. Click Merge. NOTE: Merged documents are limited to 12 PDF files, and a total of 50 MB. Append Pages to PDF To add pages to an existing PDF file, you can append the PDF instead of creating a new file. To append pages to a PDF file: 1. Select the document to which you want to add pages, then right-click to access the FileRoom menu. 2. Select Append Pages to PDF. 3. Print the barcode cover page, and fill in the required information. 4. Send to the scan station to be scanned into FileRoom. Move Documents Documents can be moved from one drawer to another. To move documents to a new drawer: 1. Select the documents you want to move, then right-click to access the FileRoom menu. 2. Select Move Document. 3. Select the drawer into which the document should be filed. 4. Index the document for the new drawer. 5. (Optional) Check the box next to Delete Source Document to remove the document from the original drawer. 6. Click Save. ONESOURCE FileRoom v4.1 user guide 53 Copyright 2010 Thomson Reuters/ONESOURCE

54 Re-indexing Documents Filing errors can be corrected using the Re-Index Documents. To re-index documents: 1. Select the documents you want to re-index, then right-click to access the FileRoom menu. 2. Select Re-Index Documents. 3. Modify the index information as needed. 4. Click Save. Note: Similar to the Copy Documents feature, only enter information in the fields you want to change. Index values that remain the same can be left blank on this screen. Deleting Documents To delete documents: 1. Select one or more documents to delete, then right-click to access the FileRoom menu. 2. Select Delete Documents. 3. FileRoom will confirm that you want to delete the documents. 4. Click OK. Note: All audit information will be deleted along with the document. Exporting Documents Documents can be exported from FileRoom one at a time. To export more than document, use the Copy to Laptop feature, discussed earlier in this user guide. Exported and copied documents are captured in the document tracking report. NOTE: Export Document is not meant to be used interchangeably with Edit Document. It is recommended that this feature be used only for reviewing documents offline or for reference purposes. To export documents: 1. Select one or more documents to export, then right-click to access the FileRoom menu. 2. Select Export Document. 3. Click Open or Save to export a copy of the FileRoom document onto your computer. ONESOURCE FileRoom v4.1 user guide 54 Copyright 2010 Thomson Reuters/ONESOURCE

55 Printing Documents You can print up to 12 PDF files (up to 50 MB) at a time. To print PDF files in bulk: 1. Select two or more PDF files you want to print (this command will be grayed out for any other selections), then right-click to access the FileRoom menu. 2. Select Print Documents. 3. Use the up and down arrows to specify the print order of documents. 4. A job description is required to print documents in bulk. 5. Click Save. A dialog box confirms that your documents are being prepared for printing, and assigns a job number. ONESOURCE FileRoom v4.1 user guide 55 Copyright 2010 Thomson Reuters/ONESOURCE

56 6. Click the printer icon at the top of the FileRoom page to see the print queue, or right-click on a selected item in the grid and select View Print Queue. 7. The print queue lists all jobs and their status. You can reprint these jobs, or save them in their merged state. Print jobs remain in the queue for 30 days. ONESOURCE FileRoom v4.1 user guide 56 Copyright 2010 Thomson Reuters/ONESOURCE

57 Archiving Documents Users with proper permissions can archive documents. Archived documents are searchable and viewable, but no changes can be made to the documents or their index values. To archive documents: 1. Select one or more documents to archive, then right-click to access the FileRoom menu. 2. Select Archive Documents. FileRoom will confirm that the document has been archived. 3. Click OK. The document icon will now appear with a red and white A to show that the file is archived. To un-archive documents: 1. Select the documents to un-archive, then right-click to access the FileRoom menu. 2. Select Remove Archive Status. FileRoom will confirm that the document has been archived. 3. Click OK. The document icon will return to its normal state. ONESOURCE FileRoom v4.1 user guide 57 Copyright 2010 Thomson Reuters/ONESOURCE

58 Reports Document History Document history tracks all indexing, viewing, editing, ing, and exporting for a selected document. Document history can only be viewed for one document at a time. To view a document s history: 1. Select a document, then right-click to access the FileRoom menu. 2. Select Document History. Document Tracking Report The document tracking report includes the status of documents, who added them to FileRoom, and when the documents were last modified. Administrators and scan operators can see all documents. Users with proper permissions will only see their own documents. The document tracking report menu allows barcodes to be voided or reprinted, scanned documents to be reset, checked out documents to be overridden, and more. To view the document tracking report: 1. From FileRoom, click on the Document Tracking Report icon. ONESOURCE FileRoom v4.1 user guide 58 Copyright 2010 Thomson Reuters/ONESOURCE

59 2. Select a drawer from the drop-down menu, then enter index values in one or more fields. 3. Click Search. A document tracking report is generated for the documents meeting your search criteria. ONESOURCE FileRoom v4.1 user guide 59 Copyright 2010 Thomson Reuters/ONESOURCE

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