Automatically Filing Documents into the System (Auto-Filing)

Auto-filing can take documents from the Inbox and file them into the appropriate folders based on predefined values. This feature helps reduce misfiling and enables faster importation of mass files.

There are four preconfigured auto-filing scripts than can be used. They are:

• Date-Based — Documents are filed based on date. The format of the hierarchy is Year-Number > Month Name > Day-Number (Cabinet > Drawer > Folder). For example, if you are filing documents on December 14, 2010, the documents will be automatically filed in the Year-2010 cabinet, December drawer, and Day-14 folder.

• FilePathFromMD — Documents are filed based on a value entered in a metadata field. You will need to create a metadata field in the schema that is to be used for auto-filing. The auto-filing script will use the value entered in the metadata field to file the document in the hierarchy. You can enter the Cabinet/Drawer/Folder value in the schema using a predefined separator (such as /, >, -, and so on). For example, you can create a metadata field called “Auto-filing Location” for the Accounting schema. When filing documents, you enter Accounting/Invoices/Dec2010/ in the “Auto-filing Location” field. The documents will be automatically filed in the Accounting cabinet, Invoices Drawer and Dec2010 folder.

• FixedDestination — Documents are filed based on the schema name. The format of the hierarchy is SchemaName Cabinet > SchemaName Drawer > SchemaName Folder. For example, if you are filing documents using the Invoice schema, the documents would automatically be filed in the Invoice Cabinet/ Invoice Drawer/ Invoice Folder.

• SchemaName-Date-Based — Documents are filed based on the schema name, then the date. The format of the hierarchy is SchemaName-Year Number > Month Name > Day-Number (Cabinet > Drawer > Folder). For example, if you are filing documents on December 14, 2010, using the Accounting schema, the documents would automatically be filed in the Accounting-2010 cabinet, December drawer, and Day-14 folder.

Once you have decided which auto-filing script to use for the schema, you will need to configure an XML file to set the proper membership (user or group) for the automatically created hierarchy. For more information on editing the AutoFilingMembership.XML file, please see Auto-Filing in the Document Management System.

FileHold is able to create Auto-filing scripts to meet the needs of your organization. If you require customized auto-filing scripts, please contact sales@filehold.com.

In order to be able to use the Auto-Filing settings, you will need to enable it first.

To enable Auto-Filing

1. Login to Library Administrator and go to Library Settings > General.

2. In the Auto-filing area, select the Allow Auto-filing documents from the FDA Inbox check box.

To set Auto-Filing

1. In the Web Client, go to Library Admin > Manage Schemas > Document Schemas > Schema Name > Auto-Filing,

• Alternatively, in FDA go to Administration > Manage Schemas > Schema Name > Auto-Filing tab.

2. Select the Automatically detect/create a destination folder based on auto-filing rules option.

3. Select the auto-filing script you want to use from the list.

4. Click Next in the Document Schema Wizard to configure Event Scheduling.

Auto-Filing Documents From the Inbox

Users that have auto-filing enabled  can automatically send the files to their Inbox and then sent to the appropriate folders in the document management system.

To automatically file documents from the Inbox

1. After metadata has been applied to all the documents and the status is set to "Ready to Send" in the Inbox, click  Autofile.

• If auto-filing is not enabled, the Autofile button will not be visible.

See also:

Auto-Filing in the Document Management System

Configuring the AutofilingMembership.xml File