Abila Grant Management. Document Management

Transcription

1 Abila Grant Management

2 This is a publication of Abila, Inc. Version Abila, Inc. and its affiliated entities. All rights reserved. Abila, the Abila logos, and the Abila product and service names mentioned herein are registered trademarks or trademarks of Abila, Inc. or its affiliated entities. All other trademarks are the property of their respective owners.

3 Contents Chapter 1: Overview 1 Chapter 2: Setting Up 2 Connecting an Organization Account to Box 3 Connecting a User Account to Box 6 Setting an Rule for Box.com Messages 9 Creating a Rule in Outlook 9 Creating an Outlook.com Rule 13 Creating a Filter in Gmail 14 Creating a Filter in Yahoo 15 Troubleshooting 15 I can't see the paper clip 16 My files don't upload correctly 17 I don't see all my attachments 17 Installing Box Edit 18 Chapter 3: Working with 19 Uploading an Attachment 19 Editing an Attachment 20 Sharing an Attachment 22 Retrieving a File from the Trash 23 Chapter 4: Reference 25 System Preferences - 25 My Profile - 26 Document List 27 iii

4 Contents Document Trash 29 iv

5 Chapter 1: Overview lets you attach files to records, using Box.com for cloud storage. To attach a file, click the paper clip at the top of the page or form, and select a file to attach to the record. The attachments are secured in the same way as other data. Default data security is based on user type, but both application security and data security for a specific record can affect the user's rights to view, upload, or remove documents attached to the record.. Document management rights are assigned when you create and save a new user, or when you reactivate an inactive user account. Users with view rights to a record will be able to view, share, and download documents attached to it, but they cannot upload a document. This includes Executive users. Users with edit rights to a record will be able to view, share, download, upload, and delete files that are attached to it. This includes Regular users and Super users. Users who do not have at least View access to the page will not have access to the attachments associated with it. This includes System Administrators. Data security can restrict a user's rights to specific records. In this case, a user will only have access to the files attached to those records for which they have data rights. View, upload, and delete rights are based on the user's rights to the record. If you change a user's rights, the document management rights are also reset, based on the changes you make. For example, if a user has Edit rights to a record, and you change them to View-only, they will no longer be able to attach a file to the record, but they will still be able to view attachments. If you grant Edit rights to a View-only user, they will be able to add attachments to the record. When you delete a record, any attachments for that record are also deleted. If needed, you can restore the attachments from the trash. 1

6 Chapter 2: Setting Up Document Management To set up document management for, you must perform the following tasks. More information about each step is provided in the following sections. 1. Optionally, the person who sets up the managed account can create rules to help filter the acceptance messages from Box. For more information, see Setting an Rule for Box.com Messages. 2. On the Box.com web site: a. Set up a free Box.com account for your organization. This account is used as the primary document management account for your installation. Important! The address you use for the organization account should be a general address (for example, info@myorg.org), not an employee address. The address should be one that will remain with the organization, rather than one that will be deleted if the owner leaves the organization. b. Each user must also create a free Box.com account so that they can view and upload file attachments to. If you already have a Box account for your address, you can use that account. Personal documents in your Box account are not visible in. Important! Any Box.com account that is used in must automatically accept incoming collaboration invitations. This is the default setting for a Box account. If you change this setting, document management will not work correctly in. 3. In : a. The system administrator or a super user must authorize Abila Grant Management to access the Box.com organization account from the Settings>System>System Preferences> tab. For more information, see Connecting the Organization Account to Box. 2

7 Chapter 2: Setting Up b. Each user must also set up their access to document management from the Settings>Users & Security>My Profile> tab. For more information see Connecting a User Account to Box. Connecting an Organization Account to Box When you purchased, you receive a confirmation from your Abila sales representative. This contains the information you need to create an organization account at Box.com. Use the information in this section to create the organization account. Note: This task only needs to be performed once, and you must have access to System Settings to perform this task. After you link to Box.com with the organization account, each user must also create or connect to a personal Box account so that they can view or upload attachments to records. For more information, see "Connecting a User Account to Box" (page 6). Use the following steps to create the Organization Account: 1. Log in to and select Settings>System Preferences>Document Management. 2. Select the Enable checkbox. 3. If you have an organization account at Box.com, skip to Step 3. If you have not yet created an organization account at Box, use the following steps to create one. a. Click the Create a Box Account link. b. A new browser window opens to the Box.com Sign Up form that lets you create the organization account. 3

8 Connecting an Organization Account to Box c. Fill in the Sign Up form and click Continue. Box.com sends an to the account you used to sign up. Note: Make sure the you use to create the account is a generic for your organization and that you have access to the account inbox so that you can verify the address.. The address you use should remain with the organization, so that you do not have to reestablish this connection if an employee leaves or if their changes. d. Verify the account with Box to complete the sign-up process. e. Return to the tab in My Profile. 4. If you have a Box account, or after you complete Step 2, click the Sign in to my Box account link in the tab. 5. Click Connect. A new browser window opens to the Box.com web site form that lets you connect to your organization account. 4

9 Chapter 2: Setting Up 6. Enter the address and password for the organization account and click Authorize. The Grant Access page opens. Important! The address you use for the organization account should be a general address (for example, info@myorg.org), not an employee address. The address should be one that will remain with the organization, rather than one that will be deleted if the owner leaves the organization. 5

10 Connecting a User Account to Box 7. Click Grant access to Box to allow to upload files to the Box site.. You must allow to access the Box account for the document management feature to work. 8. Box.com builds the directory structure and creates folders for any existing records in Abila Grant Management. This process can take several minutes. The Connect button changes to Synchronizing while the process is running. Note: If you need to continue working in while the Box.com site completes its setup, click the Continue link in the Please Wait spinner. You can continue with other tasks, but you should not try to upload documents until the process completes. The process will finish in the background and you can return to the System Settings page to verify it later. After the process is complete, the Connect button changes to Synchronize Folders on the Document Management tab. Normally synchronizes the files and folders as you save or delete records. However, this button allows a manual synchronization; you should only use the manual synchronization when instructed to do so by Abila Customer Support. Each record that allows file attachments will display the Attach File button ( ) to those users who have view or edit rights to the records and who have enabled document management in the My Profile>Document Management settings. For more information about enabling document management for each user, see "Connecting a User Account to Box" (page 6). Tip: You can repeat this task for the Training tenant if you want to enable document management for training purposes. Be aware that any attachments in the Training tenant will count against the overall data storage for your organization's Box account. You may want to limit this feature to your live tenant to reduce the amount of storage used. Connecting a User Account to Box After the system is set up for document manager, each user must create an individual account at Box.com and connect the account to, so that they can view or upload file attachments to the Box site. 6

11 Chapter 2: Setting Up Notes: You will only see the Attach File button if you have view or edit rights to the record. If the Attach File button has a red X next to it ( ), your account is not connected to Box. Click the Attach File button and then click the Create a Box Account or the Sign in to my Box Account link and follow the steps to connect your user ID to Box. You must have right to the Settings menu to perform this task. If you do not have rights to Settings, contact your system administrator for assistance. Use the following steps to create the individual Box account from : 1. In, select Settings>Users & Security>My Profile>Document Management. 2. If you have an account at Box.com, skip to Step 3. If you have not yet created a Box account, use the following steps to create one. a. Click the Create a Box Account link. b. A new browser window opens to the Box.com Sign Up form that lets you create your personal account. c. Fill in the Sign Up form and click Continue. Box.com sends an to the account you used to sign up. 7

12 Connecting a User Account to Box d. Verify your account with Box to complete the sign-up process. e. Return to the tab in My Profile. 3. If you have a Box account, or after you complete Step 2, click the Sign in to my Box account link in the tab. 4. A new browser window opens that prompts you to log in to your Box account. 5. Enter the address and password for your personal Box account and click Authorize. The Grant Access message appears. 6. Click Grant access to Box to allow to upload files to the Box site. You must allow to access the Box account for the document management feature to work. You will be invited to the Box folders for the records you can view or edit. Your access to file attachments depends on the security settings for your user ID. 8

13 Chapter 2: Setting Up Important! Any Box.com account that is used in must automatically accept incoming collaboration invitations. This is the default setting for a Box account. If you change this setting, document management will not work correctly in. Setting an Rule for Box.com Messages When you first set up document management, the Box.com site sends a number of messages to confirm that each user has accepted the invitation to the folders created to store the file attachments for each record in. Depending on the number of users and records in the system, this can be a very large number of messages. Consider creating a rule to move the acceptance messages to a folder other than the inbox. Use the information in the following sections to create an filter for these messages. Note: You only need to set this filter for the account used in the System Preferences>Document Management tab. This account is used to create the folders on the folders on the Box.com site that correspond to the objects in the database. The s are generated when individual users accept the invitation to collaborate on those folders. Important! You should not filter all messages from Box.com, only those that include the acceptance information from users. Box.com sends additional messages about your account that you should review before moving or deleting them. Creating a Rule in Outlook Use the following steps to create a rule in Microsoft Outlook. Note: These steps apply to the Microsoft Outlook desktop client. For information about Outlook.com accounts, see Creating an Outlook.com Rule. 9

14 Setting an Rule for Box.com Messages 1. In Outlook, select Home>Rules>Manage Rules and Alerts, or File>Info>Manage Rules & Alerts. 2. In the Rules tab, click New Rule. The Rules wizard opens. 3. From the Stay Organized list, select the option to Move messages with specific words in the subject to a folder, 4. In the Edit box at the bottom of the panel, click the specific words link. The Search Text form opens. 10

15 Chapter 2: Setting Up a. Type accepted the invitation in the Specify words or phrases to search for in the subject textfield. b. Click Add. The phrase is added to the Search list. c. Click OK to close the form and return to the Rules wizard. 5. In the Edit box, click the specified folder link. The Choose a Folder form opens. a. Select a folder for the messages, or click New to create a new folder. b. Click OK to close the form and return to the Rules wizard panel. 6. Click Next. 7. Select the from people or public group check box. a. In the Edit box click the people or public group link. The Rule Address form opens. b. In the From field, type noreply@box.com. c. Click OK to close the form and return to the Rules wizard. 8. Click Next. 11

16 Setting an Rule for Box.com Messages 9. By default, the stop processing more rules check box is selected. If you have additional rules in your settings, you might need to clear this check box. Otherwise, accept the default and click Next. 10. The Exceptions panel allows you to specify any exceptions to the rule. This panel is optional, and depends on your site requirements. 11. Click Next to continue to the Finish rule setup panel. a. Enter a Name for the rule. b. If you already have a large number of acceptance messages in your inbox, select the Run this rule now on messages in "Inbox" option. c. Select the Turn on this rule option. d. Click Finish to enable the rule. 12. Click OK to close the Rules and Alerts window. 12

17 Chapter 2: Setting Up Creating an Outlook.com Rule Use the following steps to create a filter for an Outlook.com, Live.com, or other Microsoft web-based account. Note: To create a rule for an Outlook desktop client, see Creating a Rule in Outlook. 1. In Outlook.com, select the gear icon and choose the More mail settings option. 2. Under Customizing Outlook, click the Rules for sorting new messages option. 3. Click New. The Create Rule form opens. 1. In the Step 1 options: a. Select Subject. b. Select contains. c. Enter accepted the invitation. 2. In the Step 2 options, select the action you want to take with the messages. For example: a. Move to an existing folder other than the Inbox. b. Move to a new folder with a name you enter. 3. Click Save. 13

18 Setting an Rule for Box.com Messages Creating a Filter in Gmail Use the following steps to create a filter for acceptance messages in Gmail: 1. In Gmail, click the gear icon, and select Settings. 2. On the Settings page, select the Filters tab. 3. Click the Create a new filter link. 4. In the Filter form: a. Enter noreply@box.com in the From field. b. Enter accepted the invitation in the Has the words field. c. Select the Don't include chats option. d. Click the Create filter with this search link. The filter options form opens 5. In the options form, select one or more options to move the messages out of your inbox. For example: a. Select Skip the Inbox to archive the messages. b. Select Apply the label and choose a label to move the items to a folder other than the Inbox. You can also create a new label for the messages using this option. c. If you already have a lot of acceptance messages in your inbox, click the Also apply filter to # matching conversations check box. 6. Click Create filter to finish creating the filter. The Filter tab shows the new filter. 14

19 Chapter 2: Setting Up Creating a Filter in Yahoo Use the following steps to create a filter for acceptance messages in Gmail: 1. In Yahoo Mail, click the gear icon ( ), and select Settings. 2. On the Settings page, select Filters. 3. Click Add. 4. In the Filter form: a. Enter a Filter Name (for example, Box Messages). b. In the Sender criteria, select Contains and enter noreply@box.com. c. In the Subject criteria, select Contains and enter accepted the invitation. d. For the Then deliver the to the following folder option, select the folder where you want to move the messages, or create a new folder. e. Click Save to save the filter. 5. Click Save again to close the Settings page. Troubleshooting Use the information in this section to resolve issues that might occur when you set up the connection between and Box.com, or when you attempt to manage file attachments in Abila Grant Management. 15

20 Troubleshooting I can't see the paper clip Condition The Attach File button ( ) is not visible on pages where you should be able to view or upload file attachments (for example, on grant records), or the Attach File button has a red X next to it ( ). Cause There can be several causes for this condition: The system administrator has turned off access to document management in Settings>System Preferences>. The administrator has not set up for document management in Settings>System Preferences>. You have not linked your to the document management system using Settings>My Profile>. You do not have View or Edit rights to the record. Resolution Use the following steps to help diagnose and resolve this issue: 1. Go to Settings>System>System Preferences>. (Your user account must have access to System Settings to see this form.) 2. Verify that the Enable check box is selected. If necessary, select the check box and Save the settings. 3. Verify that the Box Account ID is valid for your organization. a. If there is no Box Account ID, follow the instructions in Connecting an Organization Account to Box to connect your organization account to Box.com. b. If you do not know the credentials to use for this account, contact your system administrator. 4. Go to Settings>Users & Security>My Profile>. 5. Verify that the Box Account ID is valid. If necessary, click Clear Credentials and reestablish the link between your account and Box.com, using the steps in Connecting a User Account to Box. 16

21 Chapter 2: Setting Up 6. After completing these steps, open a grant record to verify that the Attach File button is now available. If you still cannot see the paper clip, contact Abila Customer Support. My files don't upload correctly Condition You attempt to upload a file from a record and the upload process appears to work, but the file is not added to the Document List. If you log into your Box.com account, you don't see the file there, either. Cause This problem can occur if your Box.com account is not set to automatically accept collaboration invitations. If sends you an invitation on a folder, and you do not accept it, you will see the Attach File button ( ) and will attempt to upload files, but Box.com will not be able to access the folder for the record. Resolution To resolve this issue, use the following steps: 1. Log in to your Box.com account. 2. Accept any invitations that are waiting for you from. 3. Go to Account Settings and select the Content and Sharing tab. 4. In the Collaborating on Content section, select the Incoming Invitations option to automatically accept collaboration invitations.. 5. Save the settings. Future invitations from will automatically be accepted. I don't see all my attachments Condition You created one or more new grants, but you cannot upload attachments to the grant record. When you sign in to your organization's Box.com account, the folders for the new grant records have not been created. 17

22 Installing Box Edit Cause The synchronization process failed when you saved the new grant records. This can happen if you do not have external internet access when you saved the grants, or if communication to the Box.com site failed in a way that could not be detected by. Resolution Go to the Settings>System Preferences> tab and click Synchronize. Abila Grant Management synchronizes all records with the organization Box account. If this does not correct the problem, contact Abila Customer Support. Installing Box Edit After you link to the Box.com site, you can install the Box Edit software to make editing attachments easier. Box prompts you the first time you click Edit to install the software. However, the installation requires you to restart your browser before you can use the edit feature. Installing the app before you launch a document allows you to use the edit feature immediately. For more information about installing Box Edit, see the Box Edit FAQ. 18

23 Chapter 3: Working with Document Management Use the information in the following sections to upload, view, edit, and share file attachments in Abila Grant Management. You can also delete attachments and retrieve files from the trash. Uploading an Attachment You can upload an attachment using the Attach File button ( ) if you have Edit rights to the record. Note: If you do not see the paper clip, may not be enabled for Abila Grant Management. For more information see "Troubleshooting " (page 15), or contact your administrator. Use the following steps to upload a document: 1. Click the Attach File ( ) button. The Document List opens. 2. Click the Upload Document link. The Document Upload window opens 19

24 Chapter 3: Working with 3. Click Browse to select the file that you want to upload. Note: Box.com accepts most file types. For a complete list of the kinds of files you can upload, see the General Features section in the Box.com Help. 4. Add an optional Description for the file. 5. Click Upload to upload the file. The file is added to the Document List, and the Attach File button shows an incremented number when the upload is complete. Tips: If you have not accepted the invitation to collaborate on the folder where the document will be stored on the Box.com site, you will receive a message that the upload cannot be completed. Log in to your Box account and accept all pending invitations from. Then try the upload again. To prevent this error from occurring in the future, make sure your Box account is set to automatically accept all invitations from. If the document is open in another application, will issue a message that indicates you need to close the document before it can be uploaded. Editing an Attachment You can edit an attachment from either by downloading the file or by using the Box editor. If you install and use the Box editor, you can edit the file and save it within document management. If you download and edit the file, you must delete it from document management and replace with the new version. 20

25 Editing an Attachment Use the following steps to edit an attachment: 1. Click the Attach File ( ) button. The Document List opens. 2. Click the View ( ) button for the document you want to edit. launches a separate browser window that loads the document into a preview window from Box.com. 3. Use one of the following methods to edit the document: a. Click Edit to edit the document online using the Box edit feature. You must log in to your Box account to make the edit feature available. Note: The first time you click Edit, you will be prompted to download and install the Box Edit software on your workstation. You must install this software to use the edit feature. b. Click Download to download and edit the file locally. 4. If you click Edit, Box launches the default application for the file type and opens the file. If you click Download, you can use the browser features to open or save the file locally. 5. Edit the file as needed and save your changes. If you use the Box edit feature, the file is saved to the Box.com site. If you use the Download feature, you must save the file locally, launch the appropriate editor, and then upload the file after you finish editing it. 21

26 Chapter 3: Working with Note: If you upload the edited file from, you must delete the existing file and then upload the new version. If you leave the Box web site open while you edit the document, you can use the Upload button on the Box file preview page to replace the document without deleting the previous version. Sharing an Attachment If you have appropriate rights to a record, you can share the files attached to the record. Use the following steps to share a file attachment by 1. From the record, click the Attach File button ( ). 2. In the Document List window, select the file you want to share. 3. Click the Share ( ) button. The Document Sharing window opens. a. To copy the link to the document (for example, to include it in a report), click the Copy Link button. i. If this is the first time you have shared a document, you must give the Microsoft Silverlight application access to your clipboard. ii. iii. Click Remember my answer to retain clipboard access for future sessions. Click Yes to grant access to the clipboard. (If you click No, you will not be able to copy the link to the document.) b. To send the link in an , click the Link button. i. launches your default program with an message that contains the link to the document. 22

27 Retrieving a File from the Trash ii. iii. Enter the appropriate addresses, a subject line, and edit the message as needed. Click Send to send the When you have finished sharing the document, click Close ( ) to return to the Document List. 5. Close the Document List to return to the record. Note: uses your default client to create and send the message. Retrieving a File from the Trash To retrieve a file attachment from the trash, use the following steps: Important! Files are kept in the trash on the Box site for up to 30 days. After that time, a deleted document cannot be recovered. 1. From any record that allows attachments, open the Document List ( ). 2. Click the Document Trash link. 3. The Document Trash list shows the documents that you have deleted for this record. To view documents that other users have deleted, select the Show documents from all users option. 4. To return a document to the Document List, click the Restore button ( ). returns the document to the Document List for the records where it was previously attached. Important! If you click Delete from the Document Trash list, you can no longer access or restore the file. 23

28 Chapter 3: Working with 5. When you finish restoring documents, click Done to return to the Document List. The restored documents appear in the list. 6. Close the Document List to return to the record. 24

29 Chapter 4: Reference The information in the following sections describes the pages and windows used by the document management features. System Preferences - The tab lets you edit the Box.com account information for your organization. You must have System Settings permissions to change the document management account settings at the organization level. Notes: In addition to setting up your organization's account, each user must register with Box.com and enter their user ID in the My Profile page. See My Profile - Tab for more information. You must allow access to the system-level Box.com account for the document management feature to work. Fields Enable : Select this checkbox to enable document management for Abila Grant Management. If you later decide that you do not want to use the document management feature, you can clear this checkbox to turn of document management in. Any file attachments will still be accessible from Box. Box Account ID: Displays the user ID for your Box.com account. Notes: The address you use for your organization's access to Box should not be a personal address. You should use an organizational account, such as info@myorg.org for the System Settings connection to Box.com. You should receive the organization's credential in an from Abila. If you do not know the value to enter in this field, contact your Abila sales representative. 25

30 Chapter 4: Reference Storage Used: This field displays the amount of document storage currently used by your organization, and the total storage available to your account. If you reach the storage limit, you can purchase additional storage by contacting Abila. Buttons Create a Box Account: Use this link to create a new Box account that you can use for document management. After you create an account, you can return to this tab and click the Connect button to connect to Box and allow to access this Box account. Connect: If you have already created a Box account, or if you have an enterprise Box account from Abila, use this button to connect to the Box web site to verify your account and allow access to the Box account. You must select the Enable check box for this button to be enabled. Synchronize: Use this button synchronize file attachments with the Box.com site. You should only use this feature if you have created records in while the system was unable to connect to the internet. Normally automatically synchronizes with Box each time you create or save a record that can contain file attachments. Continue: The connection to Box.com can take several minutes. To keep working in Abila Grant Management while the Box.com site is created, click the Continue link in the Please Wait spinner. Close: Click this button to close this page without saving and return to the Settings page. Save: Click this button to save your profile. If you have not set your security questions, you will be prompted to do so. My Profile - The tab lets you edit your Box.com user ID and password, so that you can view or add attachments to those records for which you have rights. Note: You will only see this tab if your system administrator sets up the connection between Abila Grant Management and Box.com for document management and selects the Enable option. See System Preference - for more information. Fields Box Account ID: Enter the user ID for your Box.com account. 26

31 Document List Note: To create an account, visit the Box.com web site and register for a free account. Record the user ID you select and enter it in this field. Buttons Create a Box Account: Use this link to create a new Box account that you can use for document management. After you create an account, you can return to this tab and click the Sign in to my Box account link to connect your user ID with your Box user ID. Sign in to my Box Account: Use this link to sign in to Box and grant access to the account by Abila Grant Management. Note: You must allow access to the Box.com account for the document management feature to work. Continue: The connection to Box.com can take several minutes. To keep working in Abila Grant Management while the Box.com site is created, click the Continue link in the Please Wait spinner. Clear Credentials: This link replaces the connection links after you have established the connection to Box.com. Click Clear Credentials to clear the Box.com account credentials from the database. You should only click this button if your Box.com user ID has changed, or if you denied access to the Box account during the connection process. Close: Click this button to close this page without saving and return to the Settings page. Save: Click this button to save your profile. If you have not set your security questions, you will be prompted to do so. Document List When you click the Attach File button ( or ) in a record, the Document List opens. 27

32 Chapter 4: Reference Notes: If is not enabled in Settings>System Preferences>, The Attach File button is not shown. If you have not linked your account to a Box.com account, the Document List prompts you to do so. Click Create a Box Account or Sign in to my Box account to connect your user account to a free Box.com account. For more information about this task, see "Connecting a User Account to Box" (page 6). If you open the list from the top-level of a grant, it shows all of the files attached to the grant, with their locations within the grant record. If you open the list from a tab within the grant record, it shows only those files attached to the tab. Fields Location: This field shows the record or tab to which the files are attached. It appears above the list of documents. Document Name: This field shows the file name of the attachment. Description: This field shows the description entered when the document was uploaded. The default description is the document name. Last Uploaded On: This field shows the date and time the document was most recently uploaded. Last Uploaded By: This field shows the Box.com user ID of the user who uploaded the file. Note that the Box.com user ID may not be the same as the address associated with the user name. Version: This field shows the document Version. If the document is updated using the Box Editor, the Version number is incremented. Total Documents: This field shows the total number of files attached to this record. If you open the Document List from a tab, this is the total number of attachments for the tab. If you open the Document List from the top level record, this is the total number attachments for all tabs in the record. Buttons Upload Document: Click this link to upload an attachment to the record from which you launched the Document List. 28

33 Document Trash View: Click the View button ( ) to view or download the file. Share: Click the Share button ( ) to send a link to the attachment in an . When you click the link, the attachment opens in a browser window on the Box.com site.. Delete: Click the Delete button ( ) to remove the file from the list and delete it from Box storage. The file will be moved to the trash. You can review or restore files in the trash if needed. See "Retrieving a File from the Trash" (page 23) for more information. Done: Click the Done button to close the Document List and return to the previous page. You can also use the Close button ( ) for this task. Help: Click the Help button ( ) to launch online help for this form in a new browser window or tab. Document Trash: Click the Document Trash link to open the "Document Trash" (page 29) window. Document Trash When you click the Document Trash link from the Document List, the Document Trash list opens. Note: Items in the Document Trash count against your account's document storage limit until they are permanently deleted (usually after 30 days). You can delete items from the trash manually to reduce the amount of storage used. Fields Document Name: This field shows the file name of the attachment. Description: This field shows the description entered when the document was uploaded. Deleted On: This field shows the date and time the document was deleted. Version: This field shows the Version of the deleted file. Show documents from all users: By default, the Document Trash window only shows the attachments you have deleted from the record. Click this check box to show attachments deleted by all users for the record. Buttons Restore: Click the Restore button ( ) to return the file to its original location in as an attachment. 29

34 Chapter 4: Reference Delete: Click the Delete button ( ) to permanently delete the file from the list and from Box storage. Items that are permanently deleted no longer count against the overall Box storage limit. Help: Click the Help button ( ) to launch online help for this form in a new browser window or tab. Done: Click the Done button to close the Document List and return to the previous page. You can also use the Close button ( ) for this task. Important! If you click Delete from the Document Trash list, you can no longer access or restore the file. 30