efilecabinet Desktop User Guide

Transcription

1 efilecabinet Desktop User Guide Page 1 of 64 permission of efilecabinet.

2 Table of Contents 1.0 Getting Help Basic Window Layout Basic and Advanced Searching Managing Users Managing Profiles Creating Cabinets Creating Drawers and Applying Templates Storing Methods for efilecabinet Checking Files Out and In CSV Importing ing Files Installing Add-ons Integrating SecureDrawer..53 Page 2 of 64

3 1.0 Getting Help If at any time you need assistance, click on the Question Mark Icon at the top right of efilecabinet Desktop. When you click on this icon, a window will appear with the prompt, Click here for efilecabinet 2014 help. Click on this prompt and it will pull up all of the help topics available for efilecabinet Desktop. This window also displays the Build Number of your software, which you will need when contacting efilecabinet for technical assistance. Page 3 of 64

4 2.0 Basic Window Layout When you open efilecabinet Desktop for the first time, two panes or sections will be visible: a large blank section on the right, and one labeled Cabinets on the left. When you select a cabinet, its contents (drawers) are displayed in the larger section. Each Cabinet contains Drawers, which contain folders, subfolders, and files. If you choose to open a drawer, folder, or file directly from the left (Cabinets) section, the larger section on the right will turn into three smaller sections. The bottom section displays the searchable profile information for the drawer, folder, or document you have selected. The Edit Icon (a green pen) in the top right corner of this window allows you to edit or add additional profile information for the drawer, folder, or document. Any information you add here will improve your ability to search for that profile in your drawers. Page 4 of 64

5 Example: When you add the company name efilecabinet to a profile, you are then able to conduct a search for efilecabinet to find that document, rather than going through the cabinet, drawer, and folder to access it. All instances of the word efilecabinet will appear when you do a search using the search engine above of the larger right section. The right section provides additional information about the document, folder or drawer, including retention, security settings, alerts, and comments. (See details on the Retention Tab, Security Tab, Alerts Tab, and Comments Tab below.) Retention Tab In the Retention Tab, you can set or edit retention of a document by clicking the Edit Icon in the top right corner of the window. A separate window will pop up, and you can click the box labeled Enable Retention to set a timeline for purging, blocking from modification or deletion, or performing other actions on files in a drawer. Page 5 of 64

6 Security Tab The Security Tab allows you to look at the permissions of a document. You can change these permissions by clicking on the Edit Icon (a green pen) in the top right corner of the window. Alerts Tab The Alerts Tab allows you to set reminders for specific people regarding documents in a folder. Simply click on the green arrow to pull up an Alert Window and provide an Alert title, message, and recipient, and schedule a date and time for the Alert to go off. Comments Tab The Comments Tab allows you to make notes about documents or drawers. Comments in a drawer or document are indicated by a yellow Comment Icon next to the name of the drawer or document. Your comment will be displayed any time you open that drawer or document. Page 6 of 64

7 The top left section will always show the contents of whatever object is selected in the Cabinets Section on the far left. In the Cabinets Section on the far left, you will see four basic buttons that help you customize efilecabinet Desktop to meet your needs. The button labeled Cabinets will always take you back to the default Cabinets pane. The button labeled My Cabinets will only display items that you have set to appear in My Cabinets. To add cabinets to this area, simply right-click the cabinet and select My Cabinets. To remove it from My Cabinets, right click it again and unselect the My Cabinets option. The Searches button displays any previous searches. The Advanced Workflow button displays any workflows assigned to you by date. Page 7 of 64

8 Finally, the small arrow button on the bottom of the Cabinets Section allows you to rearrange or reorganize this pane in a way that best suits your needs. Page 8 of 64

9 3.0 Basic and Advanced Searching Introduction: There are three different places you can go to search for files in efilecabinet Desktop: in the Cabinets section, in the center search bar, or in Advanced Search. 1. Searching in the Cabinets Section When you do a search in the Cabinets section, it will retrieve all cabinets and drawers by that name. Doing a search in the Cabinets section will NOT retrieve folders or files, only cabinets and drawers. 2. Searching in the Center Search Bar If you need to do a search for drawers, folders, and files, you should use the longer search bar above the larger section. You can search here using names or profile information of the item you are looking for. For example, if you do a search in the Center Search for 2014, you will see all folders with this title as well as any documents with the term 2014 in a profile field. Page 9 of 64

10 3. Searching using Advanced Search To conduct searches according to a wider variety of specifications, you may choose to use Advanced Search. Simply click on the Advanced Search Icon under the Home Tab. The Advanced Search Window will appear. The Dates option of Advanced Search Searching by dates By default, the advanced search looks for all dates when you enter a term. To do a search for all items modified or stored within a certain time, uncheck All dates in the Advanced Search Window and enter the date range. Page 10 of 64

11 The Documents option of Advanced Search Text in name This field allows you to search for text within the name of the drawer, file, or document. Full text search in files This field allows you to search for terms within the body of a document, rather than just in the name of the document itself. The program s OCR feature also enables word searches within PDF documents. Cabinets to search in All of your cabinets will appear in this small window. Select all of the cabinets you wish to search. Search for: Here you can specify whether you want to search for drawers, folders, files, or all three. The User option of Advanced Search Under the user heading, you can select the name of a specific user and check either stored or modified. Your search results will yield only items that this user stored or modified either for all dates or within the date range you have specified. The Profile option of Advanced Search To search within a profile, select the profile name from the profile dropdown in this section. You can narrow your search by Last Name, First Name, Account Number, and other fields. If you want to search within all profiles, make sure to select All Profiles from this dropdown. Page 11 of 64

12 Getting help with searching If you are having trouble with your search tools, you can click on the blue Question Mark Icon in the bottom left corner of the Advanced Search Window for helpful tips, solutions to common problems, and examples. Page 12 of 64

13 4.0 Managing Users Introduction: To create or edit users, go to the Administration Tab at the top of your screen and click on the blue Manage Users Icon. Creating a New User To create a new user, click on the New User Icon under the Users and Groups Tab at the top of the screen. This will bring you to the New User Window, where you can add a user name, password, and other user information, set permissions, and specify membership. Page 13 of 64

14 User Permissions When creating a new user, you can select the Permissions Tab to manage that user s permissions. Note that the checkboxes for what to allow match the options in the Administration Tab. The checkboxes you select in permissions will be the Administration options that user has access to. Checking all of the boxes allows the user full Administration rights, while checking none would make the user a Standard User. This simply means that the Administration Tab will not appear as part of this user s account. Membership In the Membership Tab of the New User Window, you can specify which group(s) you want to make your new user a member of. (See Creating a New Group below.) Editing Users To edit a user, go to the Administration Tab at the top of your screen and click on the blue Manage Users Icon. Page 14 of 64

15 Double-click on the user name. The same window that appears when creating a new user (See Creating a New User above) will pop up, and you can adjust that user s information. Deleting Users To delete a user, go to the Administration Tab at the top of your screen and click on the blue Manage Users Icon. Select the user you want to delete and click on the Delete Icon at the top of the screen. Creating a New Group To create a new group, go to the Administration Tab at the top of your screen and click on the blue Manage Users Icon. Click on the New Group Icon at the top of the screen. This will bring you to the New Group Window, where you can name your new group, set permissions, and specify membership. These fields follow the same format as adding an individual user (See Creating a New User above.) Page 15 of 64

16 Editing Groups To edit a group, go to the Administration Tab at the top of your screen and click on the blue Manage Users Icon. Double-click on the group name and adjust the group information in the Edit Group Window. Page 16 of 64

17 5.0 Managing Profiles Introduction: To view your profiles, modify existing profiles, or add a new profile, go to the Administration Tab at the top of the screen and click on the Manage Profiles Icon. Creating New Profiles To create a new profile, click on the New Profile Icon at the top left corner of the screen in the Profiles Tab. Give the profile any name you wish, then add any fields you wish to accompany this profile, such as Last Name, First Name, City, State, Home Phone, etc. To specify the fields you want, select the field name, then click on the left arrow button to move the field name to the Profile Fields portion of the window. Page 17 of 64

18 To add a new field, click on the New button at the bottom of this window, and give the new field a name and a type, such as Text, Number, Date, or List. Selecting the List type allows you to specify list values for users to select. You can make your custom field required by checking the Required field box. This means users will have to complete this field before moving on. You may make any field required by selecting the field in the Profile Fields column, clicking Edit, and checking the Required field box. Required fields are marked by an asterisk in the Required column of your Profile Fields list. Setting Retention To enable and set retention of every item that a specific profile is applied to, click on the Edit Profile Icon in the Profiles Tab. In the Edit Profile Window that appears, go to the Retention Tab and check the box for Apply retention to new documents within this profile. Here you can specify the number of years, months, or days that items within that profile are to be retained. You can also specify what action should be taken (Purge, Move, or Copy) when that date is reached. The Purge action will automatically delete that document after the specified retention date has passed. In this same window, you can also protect items within a profile from deletion or modification. Page 18 of 64

19 Editing Profiles To edit a profile, simply double-click on the profile name in the Profiles Tab and modify profile information in the Edit Profile Window that appears. When finished, click OK. Page 19 of 64

20 6.0 Creating Cabinets Introduction: Cabinets allow you to organize your documents according to categories or departments, just as you would with a physical filing cabinet. Cabinets may contain as many drawers as you wish, and each drawer may contain multiple folders, sub-folders, and files. Creating Cabinets To create a cabinet, go into the Administration Tab of efilecabinet Desktop. Click on the New Cabinet Icon. A New Cabinet Window will appear with tabs labeled General, Security, and Retention. General Tab In the General Tab, you may give your cabinet a name, enable OCR for documents in the cabinet, and select whether to allow profile editing in the cabinet for users with open permission. The Root File Cabinet Path is where files being stored in the cabinet are being saved. This is inaccessible in the Windows Directory because it is encrypted. Selecting Enable OCR will run a queue of all files within the cabinet in chronological order. Note: If there are many files in this queue at once, this process will take some time. Page 20 of 64

21 Security Tab The Security Tab allows you to specify which users and groups will be allowed access to the cabinet, and what specific permissions they will have for the cabinet and all items within it. The Security Tab has two columns: Users associated and Available users. To specify a user s permissions, select a user in the Available users column and click on the blue arrow to move that user to the Users associated column. Double-click on the user in this column to view and edit permissions. Page 21 of 64

22 The Edit Cabinet User Permissions Window will appear. To allow the user to view the cabinet, select View cabinet. To allow the user to edit items inside the cabinet, select Edit cabinet. To allow the user to eliminate items that have been deleted inside the cabinet, select Purge Deleted Items in cabinet. To restrict all permissions for that user in the cabinet, select Restrict All on cabinet. In the box in this window labeled Default permissions for items inside this cabinet, you can set rights for files within the cabinet. Selecting items here allows the user to view, open, edit, delete, or have full administrative rights (access to all of the above). You can also select Restrict all if you want the user to have no administrative rights. Click OK to save permissions for this user. You will be returned to the New Cabinet Window. In the New Cabinet Window, you can select the checkbox Push down permissions to give the permissions you have just set to every user you have moved to the Users Associated column. Remember: The permissions you set here are only for the cabinet you are creating, not for any other part of efilecabinet Desktop. Page 22 of 64

23 Retention Tab To set retention settings for this cabinet, go to the Retention Tab and check Apply retention to new documents in this cabinet. In the same tab, you can set the amount of years, months, or days that items within the cabinet are to be retained from the date they are stored in the cabinet. Note: Retention dates are not calculated from the day that you set them, but from the day you add the file to the cabinet. In the Suggested Action section of this tab, you can also specify what action should be taken (Purge, Move, or Copy) when that date is reached. The Purge action will automatically delete that document when the specified retention date has been reached. Note: When the specified retention date has been reached for a document you wished to purge, you will receive a message notifying you that the date has been reached and requesting permission to complete the action. Page 23 of 64

24 The Move action moves a document to another location when the retention date has been reached. Similarly, the Copy action moves the document while keeping a copy in the original location. In the same window, you can also protect items in the cabinet from deletion or modification by selecting the appropriate boxes. Note: Retention settings will be applied to every file in every drawer of the cabinet unless you specify otherwise in a specific file or drawer. When you have finished creating your cabinet, click Save. The cabinet will now appear in the Cabinets section of efilecabinet Desktop and is ready to use. Editing Cabinets To edit a cabinet, right-click the name of that cabinet in the Cabinets section and select Edit Cabinet. Page 24 of 64

25 The Edit Cabinet window will appear. This window is nearly identical to the New Cabinet window, with a few exceptions (see below): A new option appears to Add all files to OCR queue. If there are files within the cabinet that have not been OCRenabled, you may click this to enable OCR. Another new option is to Add all items to indexing queue. This option updates indexing for all files in the cabinet, which makes all items in the cabinet searchable. Remember: Processes involving a queue can be time-consuming depending on the volume of items in the queue, so these processes are best left for the end of the day. Make the desired changes in the Edit Cabinet window and click Save. Page 25 of 64

26 7.0 Creating Drawers and Applying Templates Introduction: Once you have created a Cabinet, you will be able to create drawers to put inside of it. You can create a new drawer in two ways: In the Cabinet section or by using the Store Icon. Creating a Drawer Using the Cabinet Section To create a drawer in this way, simply right-click the cabinet name in the Cabinet section, then click New Drawer. To complete the process of creating the drawer, see Completing the Process of Creating a Drawer below. Note: For information on creating multiple drawers at once, see Chapter 8.0 CVS Import. Creating a Drawer Using the Store Icon If you are planning on adding a specific document to the new drawer right away, you can create the drawer using the Store Icon, located under the Administration Tab. From here, you will be taken to the Windows Directory, where you can find the file(s) on your computer that you wish to add to efilecabinet Desktop. Select these files and click Open. Page 26 of 64

27 From here you will be taken to the efilecabinet Store Document Window to complete the process of storing the document. You can create a new drawer to store the document in by right-clicking on the cabinet name you want the drawer to go under and selecting New Drawer. To complete the process of creating the drawer, see Completing the Process of Creating a Drawer below. When you have finished placing your document, click Save. Note: For more information on storing documents, see Chapter 8.0 Storing Methods for efilecabinet. Completing the Process of Creating a Drawer In the New Drawer Window that appears, you can choose a name for the drawer and attach a profile to it. Note: For information on creating a profile, see Chapter 5.0 Managing Profiles. Creating a Template (after Creating a Drawer) When the drawer is created, a separate window will appear asking if you want to apply a template to the newly created drawer. If you click Yes but do not already have an active template in the Cabinet, a separate window will appear letting you know that this cabinet does not have any active templates. To proceed with creating and applying a new template to this cabinet, click OK. Page 27 of 64

28 At the bottom of the Apply Template Window that appears, click New. Note: See the sections below on Adding Folders, Saving time with the Save as option, and Using Drag and Drop for details on creating your template. When you have finished creating your template, click Save and give your template a name. When you click Save a second time, your template will be automatically activated in the cabinet, since you created it at the same time you created your drawer. Page 28 of 64

29 You will be redirected to the original Apply Template Window, where your new template will now be visible in the Available Templates section. Select this template and click Apply. Click Apply a second time in the Template Preview Window. The drawer you just created will now contain the folders you created in the New Template Window, and you will have the ability to apply the same template to other drawers as well. Creating a Template (Without Creating a Drawer) You do not have to create a new drawer to build a new template. Simply click the Manage Templates Icon under the Administration Tab at the top of the screen. Page 29 of 64

30 The Template Library Window will appear, and from here you can right-click and add a new template library, or add a template to an existing library. To add a template to an existing library, right-click the name of the library you wish to add a template to, and select New Template. Adding Folders In the New Template Window, right-click and select Add Folder to create a new folder and give it a name. To add a sub-folder, right-click the folder and click Add Folder again. Page 30 of 64

31 Adding a Predefined Name Another option that appears when you right-click a folder in the New Template Window is Add Predefined Name. This allows you to save time when adding a document by selecting a name that you have already predefined. Type your predefined name in the field provided. A Document Icon will appear with this name. After naming your document, you can give it a date stamp by clicking on the small Date Icon in the top right of the window and selecting the date format you wish to use. You can also apply a profile to the document in the Profile bar. This defines what profile information will be displayed when you store the document. Note: For information on creating a profile, see Chapter 5.0 Managing Profiles. Page 31 of 64

32 Saving time with the Save as option If you are creating a template that looks similar to an existing template (for example, if you are creating a 2016 folder that looks identical to your 2015 folder), you can open up an existing template, make the minor adjustment you need to make for the new template (such as a year change), and click Save as to create a new template nearly identical to the previous one. Using Drag and Drop All templates are drag and drop capable, meaning you can take a sub-folder out of its folder to make it an independent folder, place a folder into another folder to make it a sub-folder, and put sub-folders inside of other sub-folders by simply dragging and dropping (clicking the folder with your mouse and holding it down as you move it to the desired location). Activating Templates In order to utilize a template inside a specific cabinet, that template must first be activated for that cabinet. To do this, click on the cabinet in the Cabinets section, then click on the Activate Templates Icon in the Administration Tab at the top of the screen. Page 32 of 64

33 The Activate Templates Window will appear. Find the template you are looking for by selecting the template library your template is stored in, clicking on the template(s) you wish to activate for the cabinet, then clicking on the left arrow to move the template into Active Templates for that cabinet. When you have done this, click Apply and OK. Mass Applying Templates To apply one template to a number of drawers within a cabinet, simply click on the Mass Apply Templates Icon in the Administration Tab at the top of the screen. In the Mass Apply Templates Window that appears, select the cabinet you wish to add the template to, then select the name of the template(s) you wish to apply. The template(s) will then be applied to every drawer in the cabinet selected. Note: If there are drawers within the cabinet that already contain the template you are mass applying, the program will recognize those templates and will skip those drawers during the mass apply. Page 33 of 64

34 Note: For cabinets containing a large number of drawers, the mass apply can take a while, and is probably a task best suited for the end of the work day when you will not need to access efilecabinet Desktop for other procedures. Page 34 of 64

35 8.0 Storing Methods for efilecabinet Introduction: Once you have a cabinet, drawers, and a folder structure in place, you can begin storing items in efilecabinet Desktop. There are several methods that you can use to do this. Method 1: Storing Using the Store Icon One simple way to store an item is to click on the Store Icon in the Home Tab at the top of the screen. From here, you will be taken to the Windows Directory, where you can find the files on your computer that you wish to add to efilecabinet Desktop. Select these files and click Open. From here you will be taken to a separate window to complete the process of storing the document. (See Completing the Storing Process below.) Page 35 of 64

36 Method 2: Storing Using the Send to Button Once you have installed the Send to efilecabinet add-on feature on your computer, you have the ability to right-click any item on your desktop, scroll to Send to, and select efilecabinet. Note: If this feature was not installed with your efilecabinet Desktop installation, see Chapter 12: Installing Add-ons. From here you will be taken to a separate window to complete the process of storing the document. (See Completing the Storing Process below.) Method 3: Storing Using the Send to EFC Icon Once you have installed the Send to add-on feature on your computer, a new icon should appear in your Outlook inbox labeled Send to EFC. Note: If this feature was not installed with your efilecabinet Desktop installation, see Chapter 12: Installing Add-ons. Page 36 of 64

37 To store an in efilecabinet Desktop, simply select that in your Outlook inbox and click on this button. From here you will be taken to a separate window to complete the process of storing the document. (See Completing the Storing Process below.) Your file will be saved in the Microsoft Add-on (.msg) format. When you open this item, it will open in Outlook and will include any files that were attached in the original . This feature is available in Word, Outlook, PowerPoint, and under the Home Tab in each program. Method 4: Storing Using the Print Method You can use the Print Method to store documents for any program that has a print option, such as Microsoft Word. Once efilecabinet Desktop is installed on your computer, a printer called efilecabinet will appear as an option when you go to print documents. (Note: If this feature was not installed with your efilecabinet Desktop installation, see Chapter 12: Installing Addons.) By selecting this as your printer and clicking Print, you will be taken to a separate window to complete the process of storing the document. (See Completing the Storing Process below.) Regardless of what program you used the Print Method to store with, the file will be saved as a PDF in efilecabinet Desktop. Page 37 of 64

38 Method 5: Storing Using the Scan Method This method uses the efilecabinet scanner (efilescanner) that should appear on your desktop following installation of efilecabinet Desktop. Note: If this feature was not installed with your efilecabinet Desktop installation, see Chapter 12: Installing Add-ons. Double-click the program icon to open it. Scan the files you wish to add to efilecabinet Desktop by clicking on the Scan Icon and running the files through the scanner. Page 38 of 64

39 Your scanned files should appear quickly in the program, where you can shuffle them, rotate them, and make other changes as necessary. (See Shuffling Scanned Pages, Rotating Scanned Pages, Selecting Pages to Perform Actions On, and Other Options in efilescanner below.) When you have made all necessary changes to your document (including selecting only the pages you wish to store if you are not storing the entire document), click on the Store Icon at the top of the screen. Select whether you wish to store the entire document or just the page selection, and click OK. From here you will be taken to a separate window to complete the process of storing the document. (See Completing the Storing Process below.) The documents you save using the Scan Method will be saved as PDFs in efilecabinet Desktop. Page 39 of 64

40 Shuffling Scanned Pages To shuffle pages in a file containing multiple pages, go to the document viewer on the left side of the document. Click on the page you wish to move, and drag it into the correct order. Rotating Scanned Pages You can rotate a page 90 degrees by rightclicking on it in the document viewer on the left side of the document and selecting Rotate Page. Page 40 of 64

41 Selecting Pages to Perform Actions On You can select multiple pages at once by holding down the Control button as you select. You can de-select pages in the same manner. You can select several pages in a row by clicking the first page you wish to select, then holding shift and clicking the last page you wish to select. Other options in efilescanner The pane at the top of efilescanner also allows you to change a file from single-side to Duplex, change the dpi of the file, change the color specifications, change the page format, and choose between feeder and flatbed scanning options. Page 41 of 64

42 Completing the Storing Process Using the small search bar in the top left of the efilecabinet Store Document Window, you can search for the drawers or cabinets you wish to store your document in, or create a new drawer by right-clicking on a cabinet name and selecting New Drawer. Once you find (or create) and open the drawer, you can give your document a name. If you have created a Predefined Name for the drawer, you can also select this name to give your document. Selecting a Predefined Name will also add any date stamps or profiles you attached to that name when you created it. If there is a profile associated with the Predefined Name, you can fill out the profile information in the portion of the window labeled Document Profile. If you are not using a predefined name, you can select the Document Profile you wish to use. You can also choose the No profile option, but remember that adding profile information improves your ability to search for that document. Note: For information on adding a Predefined Name, see Chapter 7.0: Creating Drawers and Applying Templates. When you have finished placing your document, click Save. Note: In order to save, you must complete all required profile information that is, any fields marked with an asterisk. You can now view the document and its accompanying profile information in efilecabinet Desktop. Method 6: Storing Using Drag and Drop One simple way to store a file is to click on the file on your desktop, then drag it into the efilecabinet Desktop window where the drawer is open in the large pane. A window will pop up that allows you to give the file a name and attach a profile to it. Page 42 of 64

43 9.0 Checking Files Out and In Introduction: The Check-in, Check-out feature of efilecabinet Desktop allows you to make changes to files stored in efilecabinet Desktop and re-save them back into the program. When you double-click on any file that you have stored in efilecabinet Desktop, a window will pop up reminding you that the file is being opened in a read-only (uneditable) state. If you only wish to view the file, click Continue. If you wish to make changes to the document, click Check Out. When you check out a file (open it for editing), a lock icon appears next to the file name in efilecabinet Desktop, meaning that the file cannot be checked out by any other users while you are working on it. When you make the desired changes, simply click Save and close the file. A Check-in Files Window will appear asking if you would like to check the file back in. Select the file name, click Yes, and the file will then return to efilecabinet Desktop with the changes you made. If you wish to leave the older version of the file in efilecabinet Desktop as well as the new version that you made changes to, check the box in the Check-in Files Window that reads, Check in files as new version. Page 43 of 64

44 10.0 CSV Importing Introduction: The CVS Import feature allows you to create several drawers at once and import them directly into efilecabinet Desktop. To create several drawers at once, you will first need to create and save a CSV file in Excel to your computer, with a column listing the names of all the drawers you wish to create. The first row acts as a header, and is followed by the actual drawer names. If you wish to add profile information to the drawer (such as login , company name, phone number, etc.), add columns following the drawer names in the spreadsheet with this information, which should correspond to required information for an actual profile in efilecabinet Desktop. Again, you may use the first row as a header (the name of the profile field). To import the CSV to efilecabinet Desktop, click on the Import from CSV Icon in the Utilities Tab at the top of the screen. Page 44 of 64

45 The Import from CSV Window will then appear. Click on the small icon next to the CSV file bar to browse your computer and upload the CSV file. The Import from CSV Window will reappear. If you used the first row of cells as a header in your CSV file, check the option Use first line as a header. Select the cabinet you wish to import the file into. Page 45 of 64

46 Under Drawers, make sure you select the name of the header you put over the drawer names in your spreadsheet. If these are showing up as numbers rather than names, it is because you have not checked the option Use first line as header. If you used additional columns in your CSV to add profile information, select the efilecabinet Desktop profile that accompanies this information. To ensure that all the information is in the right place, you will now attribute the mapping (match fields in the document to the corresponding profile field in efilecabinet Desktop). For example, if the profile you selected asks for , full name, and company name, and the headers of your document were Login , Full Name, and Company, you will attribute Login to the field in the Profile information, and so forth. Everything must be mapped before the program will allow you to import the file, but if you have not added profile information for a specific profile field, you may select Ignore mapping for that field. Page 46 of 64

47 When you have finished attributing mapping, click Import. When the CSV finishes importing, you can view the drawers and their accompanying profile information in the cabinet you selected. These drawers and their profile information are now searchable in efilecabinet Desktop. Page 47 of 64

48 11.0 ing Files Introduction: One valuable feature of efilecabinet Desktop is that files can be ed directly from the program. To a file, simply right-click the file you wish to and select . ing PDFs If the file you are ing is a PDF, a PDF Encryption Option Window will appear and allow you to password protect the document if you wish. Check the Encrypt box, then enter and confirm the password you want to protect the file with, if any. The other checkboxes in this window allow you the options to protect the PDF from printing, editing, copying text, and entering comments or annotation. When you have finished providing your encryption specifications, click OK. An form will automatically open in Outlook with your file attached. Page 48 of 64

49 ing Word Documents There is no encryption option when ing Word documents. If you want your Word document to be encrypted, you can open it by double-clicking on it, checking it out (Note: For more information on Checking out, see Chapter 9.0 Checking Files Out and In), and printing the document back to efilecabinet Desktop, which automatically saves the document as a PDF. (Note: For more information on storing using the Print Method, see Chapter 8.0 Storing Methods for efilecabinet.) You can then proceed using the ing PDFs instructions above. If you do not choose to convert the Word file to PDF, an form will automatically open in Outlook with your file attached. ing Multiple Files To multiple files, right-click on a file and select Tag. A paperclip icon will appear next to the file name. Tag all of the files you wish to in this manner. Note: You can tag multiple files across efilecabinet Desktop You are not restricted to files in one drawer. Page 49 of 64

50 Go to the Home Tab and click on the Tagged Files Icon at the top of the screen. The Tagged Files Window will appear displaying all of the files you have just tagged. Select from this list all of the files you wish to . If you want to select all of the files, click on the first file, hold the shift key, and click on the last file. If you want to choose only a few files from the list, hold the control key as you select the files you need. Select the option from the menu at the bottom of the Tagged Files Window and click the blue arrow to proceed. A PDF Encryption Option window will appear for each PDF you selected. (See ing PDFs above.) Page 50 of 64

51 An form will automatically open in Outlook with your file(s) attached. When you the file and close your Outlook window, a new window will appear asking whether you would like to untag the tagged files. Click Yes to untag the files. Page 51 of 64

52 12.0 Installing Add-ons efilecabinet Desktop utilizes a number of addon features. These add-ons include: -efilecabinet Printer -efilescanner -efilecabinet Office Add-In -Send To efilecabinet -PDF Reader -QuickBooks Integration Many of these add-ons will be installed with your efilecabinet Desktop installation. However, if you are missing an add-on that you would like to install, click on the blue efilecabinet Icon in the upper-left corner of efilecabinet Desktop. Select Install/Uninstall Features. The Install/Uninstall Features Window will appear. Select the features and programs you wish to install on your computer, then click Apply. Similarly, if you wish to uninstall a program, simply uncheck the box next to the program s name and click Apply. Page 52 of 64

53 13.0 Integrating SecureDrawer Introduction: SecureDrawer is a client portal that allows you to safely share documents outside of efilecabinet. efilecabinet integration with SecureDrawer allows you to create and map users and drawers from efilecabinet to your SecureDrawer account. Logging into SecureDrawer via efilecabinet Desktop You can log in to your SecureDrawer account via efilecabinet Desktop by clicking on the Login Icon in the SecureDrawer Tab at the top of efilecabinet Desktop. The Login to SecureDrawer Window will appear. Enter your username ( ) and password, which should match the username and password created for you as a SecureDrawer user. Click Login. Mapping a Single Drawer from efilecabinet Desktop to SecureDrawer Click on the cabinet and drawer that you wish to add to SecureDrawer. In the SecureDrawer Tab, click the Add Icon. Page 53 of 64

54 A SecureDrawer portal icon labeled Unmapped will appear in the drawer, showing that the drawer is now in SecureDrawer, but has not yet been mapped to a specific user/drawer inside SecureDrawer. Click on the portal icon. A notice will appear in the main window that the SecureDrawer folder is currently unmapped. Click on the Edit Mapping Icon in the SecureDrawer Tab to begin mapping. The Edit Folder Mapping Window will appear. Click Select. The window will expand to show a search field for users and drawers within SecureDrawer. If you leave the field blank, you may click Search and view all guest users. Page 54 of 64

55 Select the user you wish to map the drawer to, then click Select Guest User. Make sure the user is selected in the Edit Folder Mapping Window, then click Select. The original Edit Folder Mapping Window will reappear with the username in the Mapped Destination field. Click Save. The efilecabinet Desktop drawer will now be successfully mapped to the corresponding user in SecureDrawer. The portal icon will remain in the drawer, now with a title that matches the user it is mapped to. Page 55 of 64

56 Mapping Multiple Drawers from efilecabinet to SecureDrawer Click on the cabinet containing the drawers you wish to add to SecureDrawer. Click on the Create Guest Users Icon in the SecureDrawer Tab at the top of efilecabinet Desktop. The Create SecureDrawer Guest Users Window will appear, containing the names of all the drawers within the cabinet you selected. If there are any drawers you do not wish to add to SecureDrawer, you may uncheck the box next to that drawer name. Next to each drawer name are columns labeled Login , Full Name, Company, Phone, and checkboxes for specific actions associated with that drawer. Beneath the window containing the drawer names is an area to map the fields for each drawer listed. This means you match the profile information in the drawers with the information requested in the columns. Page 56 of 64

57 For example, if there is a profile field for , select in the dropdown menu next to Login ( ) in this window. This is the only field required to successfully create the new users, but you may also map full name, company, and phone number. As you map the information, the corresponding information will appear next to each user name. When you have finished mapping the fields, all drawers containing valid s will be marked with a green circle icon in the drawer names portion of the window. If you wish to send s to all of the new users notifying them about their new SecureDrawer account, check the box labeled Send new guest user . An will be sent to these users with their login and a temporary password. If you only wish for a few users to be notified, check the box in the Send column next to each of these users. Page 57 of 64

58 If you wish for all users to be notified each time a document is placed in their SecureDrawer, check the box labeled Notify under Default drawer permissions. If you only wish for a few users to be notified, check the box in the Notify column next to each of these users. If you wish for all new users to have the ability to write or delete documents within their SecureDrawer, check the boxes labeled Write and Delete under Default drawer permissions. If you only wish for a few users to have this ability, check the box in the Write and Delete columns next to each of these users. When you have finished giving new user specifications, click Create Guest Users. Page 58 of 64

59 A new window will appear notifying you that the new users have been created. Click Close. The efilecabinet Desktop drawers will now be successfully mapped to the corresponding new drawers and users in SecureDrawer. The portal icons will remain in each drawer, with titles that match the users they are mapped to. Mapping New Information from efilecabinet Desktop to SecureDrawer If there is any profile information that you did not include in your initial mapping of a drawer/user to SecureDrawer, you may add that information at any time. Click on the cabinet containing the drawers whose information you wish to map to SecureDrawer. Click on the Map Guest Users Icon in the SecureDrawer Tab at the top of efilecabinet Desktop. Page 59 of 64

60 The Map Drawers to Accounts Window will appear. In the dropdown menu labeled Select attribute to map, select the profile field that you wish to be added to the mapping. Click Map. A list of all the drawers will appear, showing which of the drawers have already been mapped with this information, and which were unable to map because of a lack of information. All the other drawers will be successfully mapped with this information to their corresponding SecureDrawer drawers. Adding Files from efilecabinet Desktop to SecureDrawer To add files from within efilecabinet Desktop to a newly-mapped drawer, simply drag and drop the files into the green SecureDrawer folder under the portal icon inside the drawer. The Send to SecureDrawer Window will appear, showing the file name you dragged and dropped into the folder. In this window, you may add notes to the file by clicking on the yellow notes icon; you may create a password for the file by clicking on the yellow key icon; and you may set an expiration date for the file by clicking on the calendar icon. Page 60 of 64

61 When you have finished, click Send Files. The file will automatically upload to the specified user folder in SecureDrawer, and a confirmation window will appear. Click Close. Restoring Mapping If for any reason, any mapping has been broken or un-mapped due to an upgrade, you may click on the Restore Mappings Icon in the SecureDrawer Tab of efilecabinet Desktop. The Restore SecureDrawer Mappings Window will appear. Click Re-Map to restore broken mappings. When re-mapping is complete, click Close. Page 61 of 64

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63 Index Advanced Workflow (see Cabinets) Alerts Setting alerts 6 Basic Window Layout - 4 Build Number 3 Cabinets Advanced Workflow 7 Cabinets section 7 Creating cabinets 20 Editing cabinets 24 Enabling OCR in a cabinet 20 My Cabinets 7 Searching for cabinets 9 Setting permissions of a cabinet 21, 22 Setting retention of a cabinet 23 Checking Files Out and In 43 Comments Leaving a comment 6 Copying documents 24 CSV Importing Creating multiple drawers at once 44 Document Management Copying documents 24 ing documents 48 Managing document permissions 6 Moving documents 24 Protecting documents 24 Purging documents 23 Setting document retention 5 Storing documents (see Storing Items) Drawers Applying templates to drawers 27 Creating a drawer 26 Creating multiple drawers at once 44 Mapping drawers 46 efilecabinet Printer (see Printer) efilescanner (see Scanner) ing Files ing multiple files 49 ing PDF s 48 ing Word documents 49 Getting Help 3 Groups (see User Management) Indexing Adding items to indexing queue 26 Installing Add-ons 52 Mapping For SecureDrawer integration 53 When importing new drawers 44 Moving documents 24 My Cabinets (see Cabinets) OCR Adding files to OCR queue 25 Enabling OCR for a cabinet 20 Outlook ing files 48 Send to EFC Icon 36 Permissions Editing permissions of a document 6 Setting permissions of a cabinet 21, 22 Setting permissions of a document 6 Setting user permissions 14 Predefined Names Adding a date stamp to a predefined name 31 Adding a profile to a predefined name 31 Creating a predefined name 33 Printer Storing using the Print Method Profile Management Adding profile information 4 Adding a profile to a predefined name 33 Creating a new profile 17 Editing profile information 4, 18 Setting retention of a profile 18 Protecting documents 24 Purging 23 Retention Setting retention of a cabinet 23 Setting retention of a document 5 Setting retention of a profile 18 Scanner Changing color specifications 41 Changing page format 41 Duplex scanners 41 Feeder scanning 41 Flatbed scanning 41 Rotating scanned pages 41 Selecting pages to perform actions on 41 Single-side scanners 41 Shuffling scanned pages 40 Storing items using Scan Method 38 Searching Advanced Search 10 Getting help with searching 12 Searching for cabinets 9 Searching for drawers, folders, files 9 Page 63 of 64

64 SecureDrawer Integration with SecureDrawer 53 Logging in from efilecabinet Desktop 53 Mapping a drawer 53 Mapping multiple drawers 56 Mapping new information 59 Restoring mapping 61 Transferring files to SecureDrawer 60 Security (see Permissions) Storing Items Storing using Drag and Drop 42 Storing using Print Method 37 Storing using Scan Method 38 Storing using Send to Button 36 Storing using Send to EFC Icon 36 Tagging Files 49 Technical Assistance 3 Templates Activating templates 32 Adding folders to templates 31 Creating a template 27 Mass applying templates 33 Using Save as to create a template 32 Uninstalling Add-ons 52 User Management Creating groups 15 Deleting users 15 Editing groups 16 Editing users 14 Memberships 14 Setting user permissions 14 Page 64 of 64