Filer is an interface that allows filing of documents via drag and drop, print to, and import. Drag and drop can be performed directly to PSIsafe from programs such as Microsoft Outlook or Windows Explorer. To file a document using drag and drop, simply drag the file by holding the left mouse button down and dropping the file onto the PSIsafe interface. Naming template is not required (for more details g to the Drag and Drop section of the manual).
1. Drag a file to either the folder screen or to an open folder.
2. Release the mouse button and the Filer screen will appear.
3. For first time use, you must enter your user name and password. Subsequent uses will keep the user name. The password will only be required if not logged in to PSIsafe.
4. Select the filing parameters and file the document.
5. Login Section-Enter User Name and Password, if required. Select Repository and Cabinet. Required Login Section-Enter User Name and Password if required.
6. Document is filed in native format.
7. Process entire Queue.
Filer Screen-Allows for Entry of Document Filing Parameters
Click on the Yellow “Filer Settings” icon to allow selection of the enable preview and date.
Set up Filer
1. Login Section - Enter User Name and Password, if required. Select Repository and Cabinet, required.
2. Folder Section - Enter the folder information for filing. This will automatically populate with the folder information selected at the time of drag and drop.
3. Document Naming Section - Select appropriate naming template or name may be brought in from document by selecting Reset naming selection.
4. Actions Section - Choose either File Only or File and Route as appropriate.
5. Process Entire Queue – if document(s) are going to the same folder, tab, and name used is from the document name on the hard drive, documents will file continuously until all are filed.
6. May Preview document.
7. May Route document.
8. To set document to preview when the filer opens, click on the yellow wheel – may select Begin Title With Today’s Date and Enable Preview, click on the save button. See selection above.
Auto Create Manager
If a Manager does not exist for a document being filed, the system will automatically create one for that file type.
Operation:
Add a document that does not have an existing Manager defined. Example: Dragging a .psd file into PSIsafe with no Manager defined will result in a “psd Manager” being created and the file name will be used for the Document Title.
Resultant Manager viewed in Management.
Extended file name display in Filer
When filing multiple documents with Filer, the user can stretch the Filer dialog box to display long file
names.
Filer Options
Filer is designed to support a wide range of filing requirements. Users can tailor Filer to match their particular preferences. There are 4 Filer settings under the Options> Client> Filer selection.
Options> Client> Filer
Use Outlook file name for document title in Filer
Depending on the Outlook installation, certain settings may be necessary to support drag and drop of an Outlook message using Filer. There are two document title methods available: System Default and User Options. The System Default is configured in Management and can be overridden, on a per-user basis, by selecting the “Use Outlook file name for document title in Filer” box.
This setting will use the file name (generally the Outlook message subject) as the file name. This must be used in cases where the Outlook installation prevents PSIsafe from extracting message data from the file.
Enable Quick Filer
Quick filer simplifies drag and drop filing of documents into PSIsafe. When enabled, users can file documents using the documents file name and drop location e.g. Folder, Tab or document list area. Quick Filer is only used with Drag and Drop or Import operations. When using Quick Filer, documents requiring more filing capabilities (templates, security classes, etc.) can be filed using the “Advanced” button. If an item is dropped onto a Cabinet, the Advanced filer mode will automatically be presented.
Supported Sources for using Quick Filer:
- Drag and Drop from Cabinet Explorer
- Drag and Drop from Windows Explorer
- Drag and Drop from Windows desktop
- Drag and Drop from Outlook
- Import from Windows Explorer
Using Quick Filer
Action - Drag and drop a file onto a folder
Tab Selected is the First Tab ordered alphabetically
Action - Drag and Drop a file onto the Document List area
a) If a tab is already selected, Quick Filer will use the selected tab e.g. “Correspondence” when the item is dropped on the document list area.
b) If the item is dropped on any tab (other than “ALL”) Quick Filer will use the tab the item is dropped on.
c) If “All” tab is selected and the item is dropped on the document list area, Quick Filer will file the Item to the first tab (alphabetically).
Enable Quick Filer: Tab Select
Users can enable Tab control by also selecting the Tab Select option.
Operation is the same as Quick Filer, with the exception of being able to confirm and change the tab.
Action – Click “File” button
Initiates the filing process. Provide progress update and exits upon completion.
Action – Click “File & Route” button
Initiates the filing process by filing the document and then bringing up the Workflow Route Window.
If user selects cancel, since the document is already filed, only the Routing action is cancelled.
Enable Auto Attach Drag and Drop
When the Enable Auto Attach Drag and Drop is selected, documents will automatically be attached as a child when dropped onto another document in the document in the list area. Documents will be filed as a Parent when dropped over a Tab or into the document list “white” space. If an item is dropped onto a Cabinet, the full filer will be presented. If it’s dropped onto a Folder the first tab (alphabetically) will be selected.
Quick Filer OCR setting
PDF documents are either searchable or not searchable. Non searchable PDFs can be made searchable by performing an OCR function. The Quick Filer OCR setting determines if the OCR function will be performed on non-searchable PDFs when documents are added to PSIsafe via Quick Filer. The OCR function is not performed on PDFs that are already searchable.
Outlook Filer Options
Depending on the Outlook installation, certain settings may be necessary to support Outlook message drag and drop using Filer. There are two document title methods available, System default and User Options. The system default is configured in Management and can be overridden, on a per user basis, by selecting Options> Other> and clicking the “Use Outlook file name for document title in Filer” box.
This setting will use the file name (generally the Outlook message subject) as the file name. This must be used in cases where the Outlook installation prevents PSIsafe from extracting message data from the file.
Print To PSIsafe
Documents may be filed using the PSIsafe printer. With an open document (outside PSIsafe), select the file button and click on print. Only one document at a time may be printed to PSIsafe. PSIsafe is selected as the printer; an electronic document is created in either PDF or TIF image format. Filer will appear allowing classification and filing of the document. The same easy-to-use steps outlined in the Filer steps are used to file the printed image. Document Template is not required.
There are several methods to print documents from PSIsafe. Print may be selected on the button bar, under Tools, or on the speed bar. You can select multiple documents to print.
Send to
Go to Explorer and select document, highlight, right click the selected document, select send to, document goes to the filer, in native format, select the filing parameters and file the document into PSIsafe. Document Template is not required.
Batch
To scan or open a file from hard drive use scan or load. Format must be TIF, PDF, JPG, BNG. Must have a Document Template. More information about Batch can be found in the Batch Utility section.
Keywords: PSIsafe Filer, Filer, How to File PSIsafe
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