Before filing a Document, you will need to create indices for the File Cabinet into which the Document will be filed. Let's begin by selecting the File Cabinet in which you will file the Document.
Open the File Cabinets menu and select the File Cabinet for which you have scanned Documents.
If your system has no File Cabinets, open the File Cabinets menu and select New. Name the new File Cabinet and click the Save button.
Before we create Folders in which to file Documents, let's create Folder Indices to describe the Folders we will create.
Open the New menu and select the Folder Index menu item.
With the New option selected, key "Social Security Number" into the Index field. Select the Text data type and key "###-##-####" into the Mask field. Finally, click the Process button.
All Index Values stored with this Index will be forced to match the text mask, i.e. all data will be formatted as Social Security numbers. Try creating a "Date of Birth" Index using the Date data type. After you've done this, your Available Folder Indices list should look like the one below.
Click the X widget to close the window.
Open the New menu and select the Folder menu item.
Create a "Brown, Jackson" Folder. Enter "Brown" for the Last Name and "Jackson" for the First Name. Click the Process button to save your Folder.
Click the X widget to close the window and return to the main filing screen.
Click the X widget to close the window and return to the main filing screen.
Next, let's add Folder Index Values to the Brown, Jackson Folder.
In the Available Folders list, select Brown, Jackson.
Open the Add menu and select the Folder Index Value menu item.
In the Select a Folder Index list, select Social Security Number.
Notice that the Social Security Number Text Mask appears in the Index Value text box. If you try entering an inappropriate Social Security Number, such as one beginning with "A", you'll find the system won't let you.
Enter "123-45-6789" for Jackson Brown's Social Security Number and press Save.
This value is saved for future Social Security Numbers.
In the Select a Folder Index list, select Date of Birth.
Enter "01/26/1969" for Jackson Brown's Date of Birth and press Save. The press Close to exit.
Your screen should display the following Folder information.
Let's create another Folder, but this time we'll assign Folder Indices without returning to the main filing screen.
Open the New menu and select the Folder menu item.
Enter "Rose" for the Last Name and "Madelyn" for the First Name. Click the Process button to save your Folder.
Select the Edit Folder option. Areas for Folder Address and Folder indices appear.
To add a Folder Index, right-click anywhere in the Indices list and select the Add Folder Index Value menu item.
Notice that you can reuse previously entered text values by selecting one from the list shown below. While this speeds up the indexing process, it would not happen with a Social Security Number.
As above, assign "234-56-7891" for the Social Security Number and "04/23/1999" for the Date of Birth. Then press Close to exit.
Next, let's create a Document Index.
Open the New menu and select the Document Index menu item.
Enter "Product Name" for the Index and select the Text data type. Click the process button.
After you've done this, try it again. Create a "Health Code Violation" Index using the Numeric data type. Next we'll delete the new Index.
Select the Delete option. Next, select the "Health Code Violation" Index in the Available Document Indices list. Finally, click the Process button.
As you can see, "Health Code Violation" no longer appears in the Available Document Indices list. It has been deleted.
Click the X widget to close the window.
Now, you should have two Folder Indices, two Folders, and one Document Index. The Available Folders list shows the Folders in the selected File Cabinet. As your Document collection grows, your Folder collection will grow to accommodate each new topic, person, or company you keep records on. Eventually, you may have so many Folders that scrolling through the Available Folders list might become unwieldy. You may want to limit the Folders to View to help you file Documents more quickly.
Open the Options menu and select the Limit Folders to View menu item.
Here, you can use Folder Name or Folder Indices to pare down the list of available Folders.
Select the Folder Index option.
Place a check mark in the Range Search check box. For the Date of Birth Index, enter "01/01/1950" into the lower boundary text box to the left of the check box. Next, enter "12/31/1969" into the upper boundary text box to the right of the check box. Click the Process button.
This brings back all the Folders whose Date of Birth fall in the years 1950 through 1969. If you're following the tutorial, only the Jackson, Brown Folder should satisfy these criteria.
In the Available Folders list, click on the Jackson, Brown Folder to select it.
Next, we'll select a Document to file.
In the Files in Queue list, select a Document to file. If you've followed the Scan Documents tutorial, select "docExcerpt1.tif". If the Document is an image file, the Document is displayed in the Document viewing window.
The Documents in Queue list displays the current File Cabinet's unfiled Documents. If the current File Cabinet does not contain any Documents, select a different File Cabinet or import Documents into the current File Cabinet.
Next, let's file the Document into the Jackson, Brown Folder.
In our example, the Document displayed in the Document viewing window is an excerpt from software documentation written by an employee named Jackson Brown.
Enter "Documentation Excerpt" for the Description.
Select a Volume or create a new one by entering "Volume1" for Volume Name.
The Document Date defaults to the current date. Let's leave the default value.
The screen shown below contains the Description, Volume, Document Date, and Folder information supplied thus far. Values for these fields are required for each Document in the system.
You could click the Save button to file the Document as it is, but let's assign a Document Index first.
Right-click in the Document Indices list and select the Add Document Index Value menu item.
In the Document Page text box, enter "1". Document Indices can be assigned to specific pages.
In the Select a Document Index list, select Product Name.
Enter "Executive Assistant" in the Enter a Index Value text box. Click the Save button.
The Index Value is now attached to page 1 of the Document and saved in a list that will be suggested to you each time you use the Product Name Index.
Selecting values from Description and Index Value list boxes helps eliminate repetitive data entry and facilitates a normalized indexing scheme. If you file a Document whose Description is "W-2 Form" into one Folder, using that same Description in each employee's Folder helps you find Documents faster. To learn more about managing Description and Index Value suggestions, click here.
Click the Close button to return to the main filing screen.
Now that Index and Index Value appear in the Document Indices list, click the Save button to file this Document.
Did that seem like a circuitous route just to file a Document? Well, it was: we wanted to show you as many filing features as possible.
Normally, your Folders and Indices will be created long before you file Documents. It is a good idea to separate the creation of indices from the filing of Documents. With all the indices created, filing is a simple matter of selecting the appropriate values.
Note that the Description and Document Indices remain while the next Document is filed. This is intended to cut down on filing time. To clear previously assigned Document Indices, right-click in the Document Indices list and select the Remove Document from All Indices menu item.
Move on to the next tutorial.