PSIsafe Web User Guide: Cabinets Tab

Overview

PSIsafe Web allows users to perform many of the functions available in the PSIsafe Desktop client. This article covers many of the details surrounding the Cabinets Tab of PSIsafe Web 11.

The Cabinets tab allows users to browse Cabinets and Folders to which they have permissions.

Cabinet Selection

Users may select the Cabinet displayed in the dropdown by selecting from the Cabinets drop down menu. The cabinet’s sort order can be reversed by clicking the table header. The arrow in the header shows the current sort order.

Folder selection

Users may select the Folder displayed in the dropdown by selecting from the Folders drop down menu. The folder’s sort order can be reversed by clicking the table header. The arrow in the header shows the current sort order.

Adjusting Views

Users may also hide the document preview, and chose to show only the document list view. Conversely, users may elect to only show the document preview, choosing to hide the document list view. To adjust to the desired view, click one of the arrows located on the center divider (between the document preview and document list view).

Additionally, the document preview can be toggled off, while leaving the document preview section displayed. To do so, simply check the Preview check box.

Additional Document List Options

• Document (menu): Contains a variety of commands, including: Delete, Download, Edit Title, Email, Information, Route, Schedule, and Trace.
  • Delete: Aside from the Document menu, the delete command may be accessed from the context/right-click menu or actions menu in various locations in the product. A document deleted from PSIsafe Web is always placed in the recycle bin. The recycle bin can be accessed by the system administrator.
  • Download: Allows a user to download the document to his or her local computer.
  • Email: Allows a user to email the file to another user.
  • Information: Provides information about the document.
  • Route: Allows a user to route the document to workflow.
  • Schedule: Allows a user to schedule the document.
  • Trace: Allows the user to review audit information about the document.
  • Edit Title: Aside from the Document menu, the edit command may be access from the context/right-click menu or actions menu in various locations in the product. Editing the document title is not allowed if:
    • The document was created using a template with title as read-only.
    • The document is locked.
    • The document is in workflow with another user.
    • The document is currently being accessed for edit.
• Edit (menu): Allows users to check-in, check-out, and undo check-out options. For security reasons, PSIsafe Web does not allow a user to edit a document from PSIsafe over the network. As such, editing a document is a three-step process:
  1. Check out document and save to the local computer.
  2. Edit the document on the local computer.
  3. Check in the edited document.
• Import (menu): Allows users to import files from his or her computer system. This is discussed in more detail in the Import Document(s) section.
• New (menu): Allows users to create new files using a document template. This is discussed in more detail in the New Document(s) section.
• Grouping (Customize Document Display menu): Allows a user to interactively sort documents based on a user-selected index.
• Column Filters (Customize Document Display menu): Allows a user to interactively filter displayed documents based on values present in the index fields.
• Column Chooser (Customize Document Display menu): Interactive menu that allows users to “drag and drop” which index columns to display.
• Refresh: Refreshes the view.
• Items per Page: Allows users to determine how many documents are displayed per page.

Additional Document Preview Options

• Download: Users may download the document being previewed.
• Page options: These options allow the user to navigate the document being previewed.
• Fit to: User may fit document in view to height of screen or width of screen.
• Rotate: User may rotate document left or right.
• Zoom: User may zoom document in or out.
• Refresh: User may refresh document being viewed.

Import Documents

PSIsafe Web allows users to import documents by uploading them by selecting Import from the Cabinets tab, choosing which files to be uploaded, selecting a template, and specifying the document specifications.

Step 1

In the Import Documents dialog, users may select the filing location and then browse to the document (only one document can be selected at a time). After clicking Upload, the document will be staged to import into the PSIsafe document management system. Repeat the process to upload more documents.

Next, the user must pick a document template. When the user is finished with uploading documents press the Next link. Alternately, the user may choose the File Now option if the user has selected a “fully defined” template. The File Now option allows the user to file the document(s) in a single step.

NOTE: Documents that exceed the specified Max File Size may not be uploaded. This value is configured by the system administrator.

Step 2

Depending upon the template settings, the user may configure a variety of options include Tab, Manager, Sensitivity, and Retention. Additionally, the user may add specific keywords to facilitate searching.

NOTE: The Manger should be set to an application that can be opened the user’s system.

Step 3

In the final step, the user is prompted to set the document title and file the document.

Create New Documents

PSIsafe Web allows users to create new documents based on a template. This function may be accessed from the Cabinets tab, and then clicking on the New link.

Step 1

In the New Document wizard, choose which template will be used to generate this new document.

Step 2

Depending upon the template settings, the user may configure a variety of options include Tab, Manager, Sensitivity, and Retention. Additionally, the user may add specific keywords to facilitate searching.

NOTE: The Manger should be set to an application that can be opened the user’s system.

Step 3

In the final step, the user is prompted to set the document title and file the document.

Folder Options

• Copy: Allows the user to copy a folder
• Edit: Allows the user to edit the index values of the folder.
• Move: Allows the user to move the folder from one Cabinet to another.
• New: Allows the user to create a new folder (Figure 25).
• Route: Allows a user to route the folder to workflow.
• Schedule: Allows the user to add the folder as a scheduled item.
• Index, Info, Notes, and Trace: Allows the user to view index values and statistics on folder; add, edit, or delete notes; and view audit data on the folder.
• Reload: Allows a user to select a different folder.

Create a Folder

Folder Alerts

An alert flag can be set for a folder note when creating a new note or when editing an existing note. A flag is displayed next to the currently selected folder if the current folder contains a note with an alert. Clicking on the flag brings up a dialog where you can view the notes for the folder.