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Working with Files using the Document Management Toolbar
Users are able to perform a variety of actions on selected documents when viewing lists of the files stored in the document management system.
All possible batch actions appear either as icons (Filehold Desktop Application) or as a list on the toolbar of FileHold’s document management system web client.
(FileHold Desktop Application)
(Web Client)
Actions are initiated by selecting the file(s) and clicking on the appropriate action on the toolbar section of the document management system.
Note: To select a file when using the FDA (FileHold Desktop Application) to access the record management system simply highlights the file(s). When accessing the records management system from the web client place a checkmark next to the file(s). The following actions can be performed on one or more files at a time. The availability of actions is dependent on the rights that user has and where the files reside in the document management system.
The following table describes the functionality of the FDA FileHold Toolbar buttons.
|
Button |
Description |
Permissions Needed |
|---|---|---|
|
Add File |
Add a file to Library |
Users with Publisher rights or higher. |
|
Make a local copy |
Makes a copy of the documents to the local user computer. |
All users with access to the folder. |
|
Check out |
Checks out a document for editing. |
Users with Publisher rights or higher. |
|
Link documents |
Creates a link between two or more documents. |
Users with Publisher rights or higher. |
|
Delete |
Deletes a document from the Library. Deleted documents can be recovered by a Library Administrator before a set amount of time. See the Library Administration Guide. |
Users with Publisher plus Delete rights or higher. |
|
|
Emails the document as an attachment or as a link in the body of an email. |
Users with Publisher rights or higher and email settings have been enabled by the Library Administrator. |
|
Check out and Email |
Checks the document out and sends it in an email attachment or as a link in the body of an email. |
Users with Publisher rights or higher and email settings have been enabled by the Library Administrator. |
Hot Key Commands
Once users have signed into the Filehold Desktop Application, they may use a series of hot-key commands to perform some of the basic FileHold operations. These hotkeys only work in the FDA (FileHold Desktop Application) and will not work from the Web Client interface.
The following are a list of the hotkeys (shortcut keys) found in the FileHold Desktop Application.
|
Hotkey |
Description |
|
Ctrl+Shift+F |
Add the content of a desktop folder to the document management system. |
|
Ctrl+Shift+P |
Show/hide metadata and properties pane. |
|
Ctrl+Shift+T |
Show/hide the document tray. |
|
Ctrl+Shift+L |
Logoff from FileHold. |
|
Ctrl+F |
Cursor moves to simple “Google” like Search bar. |
|
Ctrl+Shift+A |
Adds a file to the Library. |
|
Ctrl+Shift+F |
Adds a folder to the Library. |
|
Ctrl+Double-Click |
Opens the document in its native application and checks out the document from the Library at the same time. |