Inbox
As many companies move to a paperless office environment they are confronted with an over proliferation of paper and electronic documents that are out of control and in need of organization and management. In this all too common scenario, companies with overstuffed network drives are faced with the daunting task of having to sift through thousands of documents and prepare them for importing into the new electronic document management system. FileHold’s Desktop Application has an Inbox feature to assist with these tasks.
The Inbox acts as a list of documents that are queued for processing on the client machine prior to be sent to the library. All documents in this list are therefore still on the client machine until such time as they are sent to the server FileHold document management system. Files located in the Inbox will only be ready to be sent to the document management system once they have both a)metadata (tags) and b) destination information associated with each file.
Users can quickly add all the files from a network folder to the Inbox to prepare for filing in the document management system. As you can see in the below screenshot that some files in the outbox still need to have metadata or destinations associated with them before they can be filed in the library.
Using the edit metadata tool users can quickly classify documents en-masse. For example, if the user is importing legacy IT documents that are all maintenance schedules for different systems a user can quickly set the type of each document to be 'IT document' and the 'Type of IT document' metadata field to have a value of 'Maintenance schedule'.
The status column lets users know if more information is required before the file can be sent to the document management system. Once all the required information is set the file can then be uploaded into the document management system. Clicking the send or send all option will behave much like a mail client and send all (or selected) documents that are Ready to their selected destinations.
Using the edit metadata tool users can quickly classify documents en-masse. For example, if the user is importing legacy IT documents that are all maintenance schedules for different systems a user can quickly set the type of each document to be 'IT document' and the 'Type of IT document' metadata field to have a value of 'Maintenance schedule'.
The status column lets users know if more information is required before the file can be sent to the document management system. Once all the required information is set the file can then be uploaded into the document management system. Clicking the send or send all option will behave much like a mail client and send all (or selected) documents that are Ready to their selected destinations.
Importing Files using Watched Folders
Watched folders create a kind of desktop to document management system direct line that allows users to place their documents into the watched folders and from there they are automatically sent to the document management system.
Watched folders create a kind of desktop to document management system direct line that allows users to place their documents into the watched folders and from there they are automatically sent to the document management system.
Users can create as many watched folders as they need. When a user creates a watched folder the files that are placed there are automatically associated with an existent document schema and metadata and then sent either to the document management system Inbox or to another folder already in the file structure.
Note: the watched folder does not perform dynamic filing because in many cases the files will not have completed metadata values associated with them. However with the watched folder approach we can facilitate the quick completion of tag values for all documents from the document management system Inbox. Once the files are prepared in the Inbox the user can then initiate the auto-filing feature to send all the files in the Inbox to their final destination.