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The Inbox
The FileHold Desktop application Inbox is designed as a staging area when adding and classifying documents. All documents in the Inbox are not in the Library until they are "Sent". Files located in the Inbox will only be "ready to be send" to the Library once they have:
- All required metadata fields filled out
- A destination folder in the Library tree.
The Inbox is specific to each user's Desktop Client on their workstation and on their Windows\Domain user account profile therefore other users cannot see what is in your Inbox unless you are sharing a workstation. See Shared Inbox below.
Users can quickly add all the files from a network folder, local computer, Watched Folders, scanned documents, or external hardware such as a USB stick.
Documents can be classified individually or en-masse by using the CTRL or SHIFT keys to select multiple documents and clicking the Edit Metadata button. For example, if the user is importing legacy IT documents that are all maintenance schedules for different systems a user can quickly set the all documents to be 'IT document' and the 'Type of IT document' metadata field to have a value of 'Maintenance schedule'.
A destination folder can also be set individually or en masse for documents by using the CTRL or SHIFT keys and clicking the Edit Destination button or dragging and dropping the documents into a folder in the Library tree.
The status column lets users know if more information is required before the file can be sent to the document management system. A status of "Info Required" indicates that the required metadata or a destination have not been set. Once all the required information is set, the status changes to "Ready to Send" and file can then be uploadedby clicking the Send or Send All (used when multiple files are ready to be sent to the Library). The documents are then sent to their destination folders and are removed from the Inbox.
The Inbox can be sorted by document name, type, coming from, or going to by clicking on the column header name. The columns can be sorted in ascending or descending order by clicking on the arrow button next to the header name.
NOTE: The Inbox is not available in the Web Client interface of FileHold’s document management solution.
Shared Inbox
When importing documents into FileHold, you can now share the contents of your Inbox with other users if you have sufficient rights.
Documents in the Inbox can be shared between users on the same computer. Sharing your Inbox allows others to file the contents of your Inbox on your behalf. For example, if there is a dedicated scanning station with several people scanning documents to be added into FileHold, all users who can log into the Windows environment of that scanning station will be able to file all the scanned documents in the Inbox. This is because the Inbox is shared between all the users who can log in with a Windows user account.
You can set whether you want to share your Inbox in the Connection Options window. Note that if you change this setting, it won’t take effect until you log off and then log back in.