The file structure view of FileHold’s document management solution provides a familiar and intuitive means to view and search for content held in the document management system in a secure manner. When users first logon to the file structure appears on the left side. The upper folders, including the MyFileHold group, act as a personal space for users to organize and work with items retrieved from the document management system. The rest of the tree represents the hierarchical arrangement of the entire document management system. The library is at the top and is divided into cabinets, drawers, folder groups and folders. The following is an overview of each major section of the Library file structure.

 

 

 

 Inbox (send to library) Folder - The Inbox folder contains a list of documents that are queued for processing prior to being sent to the document management system.

Note: The Inbox view is only available to users accessing the document management system using the FileHold Desktop Application software. The FileHold Desktop Application is designed to streamline the importing of legacy files into the document management system by removing the bottlenecks associated when adding and classifying files en masse.

My FileHold Section - The My FileHold section provides users with personalized views of files held in the document management system including:

• My Favorites - A list of files located throughout the document management system that the user has flagged as favorites.
• Checked Out Documents - Documents the user has checked out of the document management system
• Document Alerts - a list of notifications received about documents or folders users have subscribed to.
• Document Reminders - a list of alerts received based on documents users ask to be reminded of.
• Recently Added – a list of files that the user recently added to any location in the document management system.
• Recently Accessed - files recently added to any location in the document management system.
• Search Section - Provides access to saved search results. See Search for Documents in the FileHold Library for more information about searching.
• My Virtual Folders Section - Virtual Folders are personalized custom folders that allow users to reference (link) to files located in different folders throughout the document management system without the need for duplicating the files. This allows users to logically group and organize documents for individual use without compromising security or clogging up the document management system with personal folders full of nothing more than duplicates.
• Reports - Provides easy access to various custom reports developed by the IT department using SQL Sever Reporting Services.
• The Library and Library Archive Views - FileHold provides a completely customizable hierarchy to store and manage electronic documents and records using a Cabinet / Drawer / Folder Group / Folder metaphor. Research shows that filing documents 3 to 4 levels deep is the most organized means to store files and provide for efficient retrieval. By expanding the various levels of the library or library archives users are able to browse down to the various folders in the system.Note: The Library Archive located at the bottom of the file structure is usually a clone of the library structure. It is meant to be the long term storage space for records or other important documents which are no longer active and were moved to the Library Archive manually or by an automated process based on the document life cycle policies defined by Library Administrator(s).