Web:Document Tracking/Management - Revision history

Kempscas: /* Non-case Related Documents */

2017-09-19T18:14:52Z

Non-case Related Documents

← Older revision		Revision as of 18:14, 19 September 2017
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	===Finding Documents===		===Finding Documents===
	Go to Search Documents to find documents that are not related to a particular case. You have two options here to search.
			To see all non-case related documents, go to Add-->Other-->Documents. Documents added here are not associated with a particular case, since they are not entered through a case.

			Go to Search-->Documents to find documents that are not related to a particular case. You have two options here to search.

	====Documents====		====Documents====
	Allows you to search for documents not related to cases. Your other option is to use Doc Text Srch to search for documents by text contained in them.		Allows you to search for documents not related to cases. Your other option is to use Doc Text Srch to search for documents by text contained in them.
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	The Documents search screen looks and functions like most search screens and will not be covered in detail here. Suffice it to say that you can search on case number, client first or last name, document name, who created the document, document notes, priority, and just about every other category in the document properties page.		The Documents search screen looks and functions like most search screens and will not be covered in detail here. Suffice it to say that you can search on case number, client first or last name, document name, who created the document, document notes, priority, and just about every other category in the document properties page.

	[[File:~~DT5~~.png\|thumb\|none]]		[[File:WebSearchDocumentsWeb.png\|thumb\|none]]

	Reading the Search Screen – The above example search screen found all the documents in the system that mentioned the word ‘fire’ in their notes. This is a Memo (MEM) done on the Foster case and the case number is shown. It is brief bank quality, because the docPriority is tagged as 1. It concerns Landlord/Tenant cases since its docCat (category) is 63 (which is the problem code for Landlord/Tenant). The document carries the name OrphanFields and is about a fire in an apartment. The document can be opened from here by clicking Open Item.

	====Document Text====		====Document Text====
	Searching within the text of a document is a bit different and, as noted before, will require a bit more setup on the SQL server to operate properly. This is described earlier under the discussion of Document Search Screens.		Searching within the text of a document is a bit different and, as noted before, will require a bit more setup on the SQL server to operate properly. This is described earlier under the discussion of Document Search Screens.

	[[File:~~DT6~~.png\|thumb\|none]]		[[File:WebSearchDocumentText.png\|thumb\|none]]

	~~===Adding Documents===~~
	To add an unrelated document, use the Add Other Document non case. As this form is the same as the case related form (and operates the same way), the adding documents instructions mentioned above for related documents may be followed.

Kempscas: /* Non-case Related Documents */

2017-09-19T18:08:04Z

Non-case Related Documents

← Older revision		Revision as of 18:08, 19 September 2017
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	Classified as those which are not tied to a particular case. These are documents applicable to any number of organization functions, including a brief bank, organization policies and procedures, and just about any other type of document you can think of. As the processes are generally the same for Adding Folders/Subfolders, Adding a Document, Adding Multiple Documents, Opening a Document, Deleting Documents, Modifying Documents, Document/Folder Properties, and Search between case related and unrelated Document Tracking, we will only cover the basics of finding unrelated documents and adding unrelated documents.		Classified as those which are not tied to a particular case. These are documents applicable to any number of organization functions, including a brief bank, organization policies and procedures, and just about any other type of document you can think of. As the processes are generally the same for Adding Folders/Subfolders, Adding a Document, Adding Multiple Documents, Opening a Document, Deleting Documents, Modifying Documents, Document/Folder Properties, and Search between case related and unrelated Document Tracking, we will only cover the basics of finding unrelated documents and adding unrelated documents.

	[[File:~~DT4~~.png\|thumb\|none]]		[[File:NoncaseDocTrack.png\|thumb\|none]]

	===Finding Documents===		===Finding Documents===

Kempscas: /* File Properties */

2017-09-19T18:05:42Z

File Properties

← Older revision		Revision as of 18:05, 19 September 2017
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	===File Properties===		===File Properties===
	To get a file’s properties, ~~right~~ click on the ~~file and from~~ the ~~menu choose Properties. The~~ properties box ~~for that file will appear. With this box you have~~:		To get a file’s properties, click on the document to open the properties box:

	[[File:~~DT3~~.png\|thumb\|none]]		[[File:DocTrackDocumentInformation.png\|thumb\|none]]

	:(a) Open File – Open this file for viewing		:(a) Open File – Open this file for viewing

Kempscas: /* Document/Folder Properties */

2017-09-19T18:04:23Z

Document/Folder Properties

← Older revision		Revision as of 18:04, 19 September 2017
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	Changing a document opened from document management does not change the document already saved in the system. You can open a document, modify it, and then save it as a separate document (perhaps with a version note in the title to indicate it is a subsequent version) in the system.		Changing a document opened from document management does not change the document already saved in the system. You can open a document, modify it, and then save it as a separate document (perhaps with a version note in the title to indicate it is a subsequent version) in the system.

	===Document~~/Folder~~ Properties===		===Document Properties===

	Changing Names – To change the name of a document ~~or folder,~~ select the ~~folder or~~ document ~~so that it is highlighted and then click once more. The folder or document name should then be modifiable~~		Changing Names – To change the name of a document select the document to open the Document Properties box:

	~~Moving Folders/Document – To move a folder (and~~ any ~~subfolders or files it may contain)~~, ~~simply click and hold on the~~ folder, ~~then drag and drop~~ to ~~the new location~~		[[File:DocTrackDocumentInformation.png\|thumb\|none]]

			Modify any of the information seen there to modify the name, folder location, etc. Press Update, when done, to save those changes.

	===File Properties===		===File Properties===

Kempscas: /* Deleting Documents */

2017-09-19T18:02:36Z

Deleting Documents

← Older revision		Revision as of 18:02, 19 September 2017
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	===Deleting Documents===		===Deleting Documents===
	~~This is described earlier. Most organizations want the document management system to be a “permanent” storage system, so you may decide to remove this option~~		<<Not available in Prime 16 Web>>

	===Modifying Documents===		===Modifying Documents===

Kempscas: /* Opening a Document */

2017-09-19T18:02:11Z

Opening a Document

← Older revision		Revision as of 18:02, 19 September 2017
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	===Opening a Document===		===Opening a Document===

	To open a document, ~~double~~ click on the document. ~~The program associated with that particular file type should~~ open ~~with~~ the document		To open a document, click on the document. A screen showing information about the document appears. Click the "Open Document" link to download and open the document.

			[[File:DocTrackDocumentInformation.png\|thumb\|none]]

	===Deleting Documents===		===Deleting Documents===

Kempscas: /* Adding Multiple Documents */

2017-09-19T18:00:13Z

Adding Multiple Documents

← Older revision		Revision as of 18:00, 19 September 2017
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	Click on the "Add a Document" button. Choose the folder you wish to place the file within or choose a new folder. Drag-and-drop a file (or files) to the "Drop files here" box, or click the Select File button and choose files from your local system. Press "Remove" next to any file you decide you do not with to upload. Otherwise, when all files have been selected, click the "Upload" button.		Click on the "Add a Document" button. Choose the folder you wish to place the file within or choose a new folder. Drag-and-drop a file (or files) to the "Drop files here" box, or click the Select File button and choose files from your local system. Press "Remove" next to any file you decide you do not with to upload. Otherwise, when all files have been selected, click the "Upload" button.

	~~===Adding Multiple Documents===~~

	Most people organize a case file within a folder on their network system—somewhere on the server there might be a folder with the client’s name or case number on it where all documents relevant to the person’s case are kept. To help with this situation, you can upload multiple files without having to go through the Adding a Document section above for each and every file.

	In this situation, we will use the Add All Documents in a Folder. Here again, we are told up front the folder where these files will be stored. We are asked if we want to save the files in SQL or just the paths. Then a Select a Folder box allows us to select the folder. Select/highlight a folder and press Ok. All documents in that folder will be placed in the Document Management system.

	===Opening a Document===		===Opening a Document===

Kempscas: /* Adding a Document */

2017-09-19T17:59:56Z

Adding a Document

← Older revision		Revision as of 17:59, 19 September 2017
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	===Adding a Document===		===Adding a Document===

	~~You may add documents to an existing folder or no folder at all. If you want the document to go into a particular folder, highlight that folder by clicking~~ on ~~it. Once highlighted, click~~ the Add a Document button. ~~It will first warn what~~ folder ~~it will~~ place the ~~document in~~ (~~if any~~)~~. You have~~ the ~~ability to cancel out~~, ~~if you want to change~~ the ~~folder placement.~~		Click on the "Add a Document" button. Choose the folder you wish to place the file within or choose a new folder. Drag-and-drop a file (or files) to the "Drop files here" box, or click the Select File button and choose files from your local system. Press "Remove" next to any file you decide you do not with to upload. Otherwise, when all files have been selected, click the "Upload" button.

	~~Now an Associate a~~ File ~~with a Kemp’s Case box appears. Use this to find~~ and ~~select~~ your ~~document. Once you have selected it, press the Open button. The~~ system ~~will ask if you want to Save a Copy in SQL Server or just save a path to the document~~. Press ~~Yes~~ to ~~store in the SQL Server, press No to just save the path. The~~ file ~~should now appear in the document management tree. Note: Older versions of this system only saved the path to the document so everyone had to be able to access that path (location) to be able~~ to ~~open the file~~. ~~The latest version actually saves a copy of~~ the ~~document on the SQL Server so everyone can open the file~~.

	===Adding Multiple Documents===		===Adding Multiple Documents===

Kempscas: /* Adding Folders/Subfolders */

2017-09-19T17:57:14Z

Adding Folders/Subfolders

← Older revision		Revision as of 17:57, 19 September 2017
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	===Adding Folders/Subfolders===		===Adding Folders/Subfolders===
	To add a new base-level folder, a folder that is not a subfolder (a folder within a folder), simply right click in the white space in the Document Management box. When the menu pops up, click on New Folder. A pop-up will appear asking for the folder name. Enter the name and the resulting folder should appear on the screen.

	~~To add~~ a ~~subfolder~~, ~~right click on an~~ existing ~~folder~~. In the ~~menu~~, ~~choose~~ New ~~Subfolder~~. ~~Again a pop-up will appear asking for~~ the ~~folder name~~. ~~Enter the~~ folder ~~name and the~~ subfolder ~~should appear under the folder you initially right clicked upon~~.		[[File:DocTrackAddFile.png\|thumb\|none]]

			When adding a new document, you may choose from the dropdown to choose from existing folders. If the folder you want does not exist, enter it in the New Folder box. Separate subfolders using the \ symbol. So, for example, if you want a Folder called 'Letters' with a subfolder of 'To Client', you would enter: Letters\To Client

			The system would then create a Letters folder with a To Client subfolder within it.

	===Adding a Document===		===Adding a Document===

Kempscas: /* Finding Documents */

2017-09-19T17:48:48Z

Finding Documents

← Older revision		Revision as of 17:48, 19 September 2017
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	For documents that are related to a particular case, you can access those using the Document Tracking button on Page 2 of the Client Intake.		For documents that are related to a particular case, you can access those using the Document Tracking button on Page 2 of the Client Intake.

	[[File:~~DT1~~.png\|thumb\|none]]		[[File:WebClientPage2DocTrack.png\|thumb\|none]]

	[[File:~~DT2~~.png\|thumb\|none]]		[[File:WebClientDocTrack.png\|thumb\|none]]

	===Adding Folders/Subfolders===		===Adding Folders/Subfolders===