Capturing and Importing Documents via PSIsafe Filer
Version 12.1.1.1004
Overview
PSIsafe is a secure content management solution that can be experienced in a variety of ways. The PSIsafe Desktop Client offers a filing method via the "Filer" application, which runs independently of the client and can help you organize your incoming documents with a variety of index options. PSIsafe supports diverse document types, from PDF to DOCX and TIFF, to video files and proprietary design software source files. The platform can also connect to countless third-party software solutions (many EXE windows-based programs can be assigned as content managers, though connected functionality may vary).
PSIsafe Filer offers a variety of import and capture methods throughout PSIsafe. To interact with Filer, simply pick one of the methods below to import your desired file, and the Filer Dialog Window will be displayed when a valid document intake method is initiated. While there are lots of ways to pull up a Filer window, the window contents, fields, and functions will remain the same. After exploring the Filer interface, various intake methods are explained in further detail. Click on the links below to jump directly to a section on your desired capture/import method:
Table of Contents
Understanding the Filer Window
Scanning to PSIsafe (Scan Process, Imageman Module, TWAIN Drivers)
Tools > Import
Drag & Drop (Files (Explorer), Emails)
PSIsafe Explorer
Send-to-Safe
Print-to-Safe (Black Ice, Colorpilot, Monitored Directory)
Understanding the Filer Window
The Filer Window is split into two main tabs with specific purposes and unique content attributes that can be assigned to help index, sort, and find via search at a later time. Click on a section below to expand the explanation:
Part 1: Filer Window Details
First, let's take a look at the Filer Dialog Window, which is divided into two tabs, Details, and Options:
Tab 1: Details
By default, document titles will be composed automatically by the string of Indexes provided under Document Records (formerly called Naming Segments in previous versions of PSIsafe). Alternatively, titles can be manually created by unchecking "Enable automatic title updating from index values" and inputting a custom name. This title is displayed in the Document List section of PSIsafe Cabinets Browser
Folder
Pick a Folder (Ellipses in Folder field)
Specify the Folder in which you'd like to place your document. By default, if the Filer dialog window is initiated via a Drag & Drop directly into the appropriate Tab of the respective Folder, this corresponding information will be automatically filled out in Filer. To pick a folder, use the Ellipses button (...) to the right of the "Folder" field to display the Folder Picker:
New Folder
Alternatively, select "New" to create a new folder, which will require you to fill out the initial Folder Indexes specified in your Cabinet configuration (see Management > Cabinets).
Tab
If not automatically selected via your import or capture method, the tab can be selected via a dropdown menu. Tabs are configured in PSIsafe Management > Cabinets > Tabs. Tabs are displayed in the Document List of the PSIsafe Cabinets Browser:
Template
Templates determine the Filetypes (Document Managers), preconfigured Document Indexes (Records), and Workflow options for a document, and can be restricted to Repositories, Cabinets, Users, Groups, and Tabs. See the PSIsafe Template configuration documentation for more information.
Document Records (Document-level indexes)
Document-level indexes are a new feature to PSIsafe 12. Formerly called Naming Segments, this function allows users to attach a new level of metadata directly to documents. Indexes on documents can be searched and used to easily synchronize and manage relevant information in a variety of ways.
Multiple records can be added to each file stored securely in PSIsafe. Here is an example of a template with multiple field types as it appears in the Filer window when imported:
Add Record
Document Records List
Here is an example of what multiple completed records look like in a list:
Let's explore the functions of each of these example fields:
Continuous add - Checking this box will automatically create a new record attached to the file after completing the initial record and hitting the "Add" button, instead of returning the user to the
Star/Asterisk (*) Required Fields - Required fields must be filled out to complete the record via the "Add" button and are indicated by an Asterisk (*).
Pick List (Dropdown) - Some fields will be configured with Pick Lists (dropdown options). Pick a selection from the list, or, if the setting "Allow clients to manually update the list" is enabled in the Pick List options of the Template within PSIsafe management, manually add a new option to the list.
Checkbox (Boolean) - Some fields will merely indicate a true or false statement via a checkbox.
Currency and Decimal - Fields with currency set as datatype indicate a monetary value for the field, while some non-monetary values will be indicated with a decimal field, which can be easily spotted with the addition of the period (.) after the initial input value.
Autonumber - Fields with Autonumber enabled are automatically filled out based on certain variables defined in PSIsafe management.
For more information on how to unlock the potential of Document Indexes, jump to the Document Indexes section.
Additional Options in Details Tab:
File Only - File content without further configuration.
File & Route - Allows user to further specify workflow rules and routing to specific PSIsafe users or groups.
File All Documents - File multiple documents that have been dragged and dropped or placed into the Filer monitored directory. Each document will be filed to the same location specified continuously until the que is empty. Automatic naming will be applied if the corresponding checkbox "Enable Automatic Title Updating from Index Values". Records are disabled for this feature, and typically the document title will default to the first original file name of the imported content.
Preview On/Off
To preview content when the filer opens, select Preview On button.
Part 2: Filer Window Options
Once you've specified the essential details in Part 1 of the filing process, you can move on to further elaboration of your content options.
Tab 2: Options
The rest of the information needed to store a document in PSIsafe using Filer has to do with a variety of location and security information, as well as some miscellaneous options:
Repository
The designated repository for filing, setup in PSIsafe Management > File Structure > Repositories.
Cabinet
The designated repository for filing, setup in PSIsafe Management > File Structure > Cabinets.
Sensitivity
Set a document security class as setup in PSIsafe Management.
Retention
Set a document's retention (how long it will be kept) as setup in PSIsafe Management.
Manager (Ext)
Set a specific document Manager (program that will open the document) as setup in PSIsafe Management > Managers.
Primary Sort Index
When picking a folder on the Details tab, the Folder Picker window will display your chosen primary index in the columns. This can also be changed via the ellipses button to the left of the search icon
Reference Index
When browsing the Folder Browser section of PSIsafe, this will be the reference index used for searching and reference.
Attachment
Attach the specific document to another document in the child-parent document hierarchy of PSIsafe.
Keywords
Specify keywords used for enhanced search functionality.
Schedule
Specify a date for scheduling that can be further detailed upon selecting File Only or File & Route.
Additional Details in Options Tab:
Delete Files from drive
Once filed, the source files will be removed from the Windows Storage Location (be careful not to delete source files unless that is your intention).
Show restricted templates
Filter the template list to options restricted to that user or location.
Convert Document to PDF
Convert non-PDF source documents to PDF format on filing.
Scanning to PSIsafe
Scanning content into PSIsafe can be initiated via the "Scan" button within an open folder in the PSIsafe Cabinets Browser. Expand a section below to explore further details:
Scan Process
Step 1: Hit Scan & Initiate Filer Window
First, let's take a look at the Filer Dialog Window as it looks when scanning a document. To initiate a scan directly into a folder, first browse to a folder in PSIsafe Cabinets Browser, then select the Scan button:
Then, once selected, the following dialog window will appear:
Details Tab
Managers
Content managers determine the program which handles the previewing and editing of that particular extension currently being filed. For example, a PDF file will likely fall under an Adobe manager. Managers can be configured in the Document Settings > Managers section of PSIsafe Management.
Tab, Title, and Records
If not automatically selected via your import or capture method, the tab can be selected via a dropdown menu. Tabs are configured in PSIsafe Management > Cabinets > Tabs. Tabs are displayed in the Document List of the PSIsafe Cabinets Browser:
Template
Templates determine the Filetypes (Document Managers), preconfigured Document Indexes (Records), and Workflow options for a document, and can be restricted to Repositories, Cabinets, Users, Groups, and Tabs. See the PSIsafe Template configuration documentation for more information.
Add Record
Document-level indexes are a new feature to PSIsafe 12. Formerly Naming Segments, this function allows users to attach a new level of metadata directly to documents. Indexes on documents can be searched and used to easily synchronize and manage relevant information in a variety of ways. For more information on how to unlock the potential of Document Indexes, jump to the Document Indexes section. Use the Continuous add checkbox to add one record after another simultaneously until complete.
Additional Options in Details Tab:
File Only - File content without further configuration.
File & Route - Allows user to further specify workflow rules and routing to specific PSIsafe users or groups.
File All Documents - File multiple documents that have been dragged and dropped or placed into the Filer monitored directory. Each document will be filed to the same location specified continuously until the que is empty. Automatic naming will be applied if the corresponding checkbox "Enable Automatic Title Updating from Index Values".
Preview On/Off
To preview content when the filer opens, select Preview On button.
Tab 2: Options
Sensitivity, Retention, Keywords, and Scheduling options are the same as the standard Filer Window covered in Part 2: Filer Window Options. Simply fill out the relevant information (if necessary, Options data can be used with defaults in many cases) and click the OK button to then connect to the Scanner via Imageman. This will require the Scanner drivers to be installed and configured. For more information on the Imageman Module and required TWAIN Drivers, see the next two sections.
Step 2: Edit and Save in Imageman
The PSIsafe Imageman Module is a built-in Image viewer and lightweight editor, allowing for stamping and minor annotations. For a description of each function, see the expanded article below.
Check out the Imageman in-depth guide for more details. Once complete, hit the "Save" and "Exit" buttons or simply "X" out of the Imageman module in the upper-right-hand corner. This will create the content within PSIsafe and store it in your selected folder.
For more information on the functionality of the Imageman Module, check out this article.
Optional: Adjust Scanner & Driver Settings
PSIsafe supports TWAIN drivers connected to capture devices, in most cases scanners or multifunction printers. PSIsafe does not currently support the use of ISIS, VRS, or other versions of capture device drivers. In order to use these devices in conjunction with PSIsafe, simply scan the content with the included proprietary management software or via the Windows Fax & Scan application and then import the file via any of the other listed import methods.
To adjust the default TWAIN driver options or to select a different capture device amongst multiple options, within the Imageman module, select Tools > Options to see the following screen:
To choose your capture device, click Select Scanner. The option Select Scanner on Each Scan will prompt you for this selection window every time you hit the Scan button within PSIsafe. Choose Compression methods that suit your storage desires. If your device has a TWAIN driver installed but doesn't show up in the list of scanners, try switching the Scan Engine to the other option. You may have to download drivers from the manufacturer to ensure you have the proper TWAIN option installed. For more information on troubleshooting TWAIN drivers, see this help article.
Finally, adjust Image and Print Settings to your needs, and note that buttons can be removed or added to the Toolstrip via the second tab. Save when complete to ensure your future Scan settings are stored.
Tools > Import
Importing content directly into an active folder is another quick and simple way to file into PSIsafe. In the Cabinets (PSIsafe Browser) section, select a folder from the Folders pane after selecting a Repository and Cabinet on the left-hand side. Then, follow these steps:
Import Process:
Step 1: Browse to Folder + Select Tools > Import
To import content directly to an active folder, first open the folder within the Cabinets interface and in the Document List pane, select the dropdown menu under Tools, and select Import:
Then, once selected, a standard Windows Explorer window will appear. Browse to the appropriate location of the content you wish to import, then select it and hit Open.
Note: Multiple files can be selected at once via control-click, shift-click, and left-click and drag highlighting.
Step 2: Import and File
Once your content is selected, you'll see the standard Filer Window appear:
The Details and Options tabs are identical to previous steps, so jump to the Understanding the Filer Window section to learn more.
Once the Filer process is complete and File is selected, the content will appear in the original active folder in Step 1.
Drag & Drop from Windows Explorer
Another simple method to import content into PSIsafe is to drag and drop your file directly from Windows Explorer. Once you've determined the location on a local, network, or otherwise accessible location, simply follow the steps below:
Step 1: Browse to Content in Windows Explorer
Locate your content in a Windows Explorer window and place it in view of PSIsafe. The window does not have to be entirely out of view, just not maximized. PSIsafe should also not be maximized, unless you drag the window on top of a Maximized PSIsafe. You can also drag and drop directly from your desktop assuming your PSIsafe window is not maximized.
Step 2: Drag & Drop into PSIsafe Folder
In PSIsafe, browse to the folder in which you'd like to file your content. When the Document List pane appears, you can drag content directly into this window, or directly on top of a folder within the Folder pane. You'll see a green or blue arrow when dragging on top of an existing file within PSIsafe. Drag your file from Windows Explorer and release in the Document List or Folder pane. A Filer Window should appear.
Step 3: Complete Filer Process
The Details and Options tabs are identical to previous steps, so jump to the Understanding the Filer Window section to learn more.
Once the Filer process is complete and File is selected, the content will appear in the original active folder in Step 2.
Drag & Drop Emails from Microsoft Outlook
Importing emails from Microsoft Outlook directly into your PSIsafe Folder can be done via a Drag & Drop operation as well. Follow the steps below to file a MSG file from Microsoft Outlook directly into your active PSIsafe document list or folder pane via the steps below:
Step 1: Browse to Email in Outlook
Locate the email you want to drag and drop into PSIsafe within Outlook. Make sure your Outlook window is not maximized and and place it beside your PSIsafe Window. The window does not have to be entirely out of view, just not maximized. PSIsafe should also not be maximized, unless you drag the window on top of a Maximized PSIsafe.
Step 2: Drag & Drop Email to PSIsafe
Once you have found the email message in question, simply highlight it with a left-click in Outlook and then drag via left click into the active Document List of PSIsafe. You should see a Plus (+) sign next to your mouse cursor when the message is being dragged into a valid drop area within the PSIsafe client.
Step 3: Complete Filer Process
The Details and Options tabs are identical to previous steps, so jump to the Understanding the Filer Window section to learn more.
Once the Filer process is complete and File is selected, the content will appear in the original active folder in Step 2.
Drag & Drop via Explorer (Built-in)
PSIsafe also has a built-in explorer pane on the left-hand side that can be enabled in PSIsafe Management. Once enabled in both Management and the PSIsafe Client options, a user can drag and drop content directly from this pane into an active Document List or directly onto a folder in the Folder pane, via these steps:
Step 1: Enable Explorer in PSIsafe Management
Log into PSIsafe Management as the Administrator or otherwise authorized User. In the User Settings > Users section of PSIsafe management, select a User with the list and hit Edit. On Step 2 of 4 (Account Permissions and Settings) under the Client tab, click the checkbox for Explorer. This setting will then allow the user to enable or disable explorer in the PSIsafe Client options within the next step.
Make sure to hit Finish when complete and move on to enabling Explorer within the PSIsafe client options.
Step 2: Enable Explorer in PSIsafe Client
Log into PSIsafe as the user who wishes to have Explorer enabled. Select Options > Display File Explorer on the General tab to ensure that the Explorer window pane appears on the left-hand side within the PSIsafe client.
Step 3: Drag & Drop from Explorer Pane
Once the Explorer pane is visible, it can be used similarly to other Drag & Drop methods used so far. Double-click on a drive or location to expand, and double-click again or use the drop-down arrows to contract. Once your content is located within the Explorer pane, simply left-click to select and Drag & Drop it onto a PSIsafe Folder within the Folder pane, or to the Document List pane of an active folder. Multiple files can also be dragged at the same time. Here is a brief breakdown of multiple file import options:
Drag and Drop Chart from PSIsafe's Built-in Explorer:
From | To | Notes |
Explorer in | Cabinet List | Hover over cabinet to place content. |
Explorer in |
Folder List |
Hover over folder to place content. |
Explorer in | Document List | Hover over document list, between documents to import a file independently. Hover to the right of a specific document to attach (Notice the two arrow variations when moving from right to left.) |
Explorer in | Document List Tab Header | Hover over the tab to place content. |
Explorer in | Speed Bar | Exceptions: Route & Export |
Folder List | Cabinet List | Move or Copy |
Folder List | Speed Bar | See chart below |
Document List | Explorer in | Allows quick export of documents. |
Document List | Cabinet List | Allows quick copy or move function to designated cabinet. |
Document List | Folder List | Allows quick copy or move function to designated folder. |
Additionally, here is a breakdown of drag and drop options within the client to the Speedbar:
To Speedbar Button | From Folders | From Documents | From Explorer |
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Route |
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DocuSign |
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Combine |
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Send-to-Safe
Sending content to PSIsafe is as simple as right-clicking on the content within the Windows Explorer interface and selecting Send-to > PSIsafe. For more information on this process, expand the sections below:
Step 1: Browse to Content & Send to PSIsafe
First, browse to the content within Windows Explorer that you wish to file to PSIsafe. Once located, right-click on the file, select Send To > PSIsafe:
The Filer dialog window should appear, allowing you to complete the normal filing process in Step 2. You may need to login to PSIsafe if you do not currently have the PSIsafe client open.
Step 2: Complete Filer Process
The Details and Options tabs are identical to previous steps, so jump to the Understanding the Filer Window section to learn more.
Once the Filer process is complete and File is selected, the content will appear in the specified folder selected in the Filer Dialog window. Keep in mind that the PSIsafe Client does not need to be open to complete this process.
Adjust Filer Monitored Directory (Shortcuts)
The PSIsafe Filer Tray Application runs in the bottom-right of your Windows Task Tray alongside other programs that utilize this area of the operating system. To ensure that this program starts when Windows is booted up and logged-into by a valid user, select Options > Other > Set Filer Startup Key in Registry:
This option will ensure that the user's Windows account will startup the Filer Tray application on each login to Windows.
Next, in the event that the default Filer Monitored directory is inaccessible, or the user wishes to adjust this to a new location, this can be done by right-clicking on the Task Tray Icon for PSIsafe Filer and selecting Path to Monitor:
By default, this path is set to the PSIsafe AppData folder used for several other elements of PSIsafe's functionality. It can be adjusted by either selecting Browse or typing in the path manually:
Note: Any files dropped into this location will now initiate a Filer dialog window.
Note: Files dropped into this location will be removed upon successfully completing the Filer process.
Print-to-PSIsafe
PSIsafe also allows users to file content by printing from any source to a bundled Print Driver or Print Driver alternative that works for your specific business needs. The default print driver is the Black Ice Print Driver, which allows a variety of filetypes, formats, and compression methods to suit your needs. Print-to-safe is universal; content can be filed from any location within Windows or any other program that uses a print function to send content to a printer driver. The PSIsafe Printer is located, like any other printer, within the Devices and Printers interface of the Control Panel. It may be titled PSIsafe, CNG Safe, Safe Printer, or otherwise manually labelled by your customized needs.
Print-to-PSIsafe (Black Ice Driver)
Before printing to PSIsafe with the Black Ice Driver, ensure the compression and filetype settings are customized to suit your needs. Open Control Panel > Devices and Printers. Right-click on the PSIsafe printer and select Printer Properties > Preferences. This will display the Black Ice Printer settings window:
On the first Tab, Device Settings, the primary settings to be aware of are the Page Size (Letter, 8.5" x 11" by default) and the Graphic Resolution (DPI). The Graphic Resolution will determine the output resolution of your printed image, i.e. the quality in pixels of the rendered image. Consult your internal IT or PSIsafe Administrator to determine the best settings for this area. The default resolution is 200 DPI.
File Formats Tab
The File Format tab determines both the Output Filetype that is pushed to PSIsafe, as well as the compression, color depth, and overall quality. These settings should be determined by your internal IT professionals or PSIsafe administrators, as they will determine the filesize and quality of output files that are sent to PSIsafe via the Black Ice Driver.
Print-to-PSISafe [Legacy] (Color Pilot Driver)
The PSIsafe Legacy Color Pilot driver is used for individuals still employing legacy systems, including Windows 7. This driver works very similarly to the Black Ice driver listed above, with some limitations on filetypes generated and adjustable configuration options. Legacy Drivers are only used on systems where it absolutely necessary. PSIsafe encourages users to install the Black Ice driver for best functionality and operation for Print-to-Safe features.
To install the PSIsafe Color Pilot Drivers, open the directory in which PSIsafe is installed, typically C:\Program Files (x86)\CNG\CNG-SAFE\ and find the CNG.Safe.PrinterInstall.exe. Run the program as administrator and hit the "Install Color Pilot Driver":
Once the driver is installed, open the advanced configuration interface via these steps:
- Open Devices and Printers.
- Right-click on the installed Color Pilot Driver and click "Printer Properties".
- Click "Preferences".
- Click "Additional Properties".
- This will open the Color Pilot driver settings:
- On the General tab, adjust Orientation to either Portrait or Landscape and set the DPI (resolution) at which you would like the printer to create the image.
- On the Paper tab, adjust the page size, the units, and the manual paper sizing, which allows users to add custom page sizes.
- On the Agent tab, the application path for the Filer application is specified in the application field. To use an output directory instead, input this via the field below. Transfer mode, title, and message ID should not be altered. Preprocessing is not supported. As well, the following tab, EMF, should not be used for any reason.
- The TIFF tab enables the ability for the Color Pilot driver to save printed images as TIFF filetypes. The TIFF filetype is fully supported by PSIsafe, and this option should be used if it best suits your image quality and storage capacity standards. Adjust the Bits per Pixel, Grayscale, Multipage, Compression, and Dithering options as they best suits your business needs.
- Finally, the PDF tab enables the ability for the Color Pilot driver to save printed images as PDF filetypes. Click the Save to PDF option if you would rather not use TIFF format and use PDF format instead. Check the first two preference boxes as needed, and adjust the PDF profile to suit your needs.
Filer Monitored Directory (Automatic Import Folder for Alternative Print Driver)
The PSIsafe Filer Tray Application runs in the bottom-right of your Windows Task Tray alongside other programs that utilize this area of the operating system. To ensure that this program starts when Windows is booted up and logged-into by a valid user, select Options > Other > Set Filer Startup Key in Registry:
This option will ensure that the user's Windows account will startup the Filer Tray application on each login to Windows.
Next, in the event that the default Filer Monitored directory is inaccessible, or the user wishes to adjust this to a new location, this can be done by right-clicking on the Task Tray Icon for PSIsafe Filer and selecting Path to Monitor:
By default, this path is set to the PSIsafe AppData folder used for several other elements of PSIsafe's functionality. It can be adjusted by either selecting Browse or typing in the path manually:
Note: Any files dropped into this location will now initiate a Filer dialog window.
Note: Files dropped into this location will be removed upon successfully completing the Filer process.
This path can be used to input into output directories for alternative print drivers. Consult the technical documentation for your specific print driver that creates PDF, TIFF, JPEG, or other support image formats that can be imported to PSIsafe. Then, setup that driver to output to the same directory in the "Path to Monitor" location and when printed, the PSIsafe Filer window will appear and allow the user to import the content.
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