Document Management: What is the FileHold
Outbox & What does it Do?
Many companies deploy FileHold because they have an over
proliferation of paper and electronic documents that they need to get
under control in order to make better use of employee time. Companies
with overstuffed network drives are then faced with the daunting task
of having to massage thousands documents and prepare them for importing
into the new electronic library.
The Outbox view is the first node on the library tree of the FileHold
Desktop Application. The outbox is not available in the FileHold web client.
The FileHold Desktop application is designed to streamline the importing
of legacy documents into the library by removing the bottlenecks associated
when adding and classifying files en masse.
The Outbox acts as a list of documents that are queued for processing
on the client machine prior to be sent to the library. All documents in
this list are therefore still on the client machine until such time as
they are sent to the server (the FileHold Library). They are only ready
to to be sent to the library once they have both a) metadata and b) destination
information associated with each file.
Users can quickly add all files from a network folder to the Outbox in
preparation for sending to the library. As you can see in the below screenshot
that some files in the outbox still need to have metadata or destinations
associated with them before they can be filed in the library.
Using the edit metadata tool users can quickly classify documents en-masse.
For example, if the user is importing legacy IT documents that are all
‘maintenance schedules’ for different systems I can quickly
set the type of each document to be 'IT document' and the 'Type of IT
document' metadata field to have a value of 'Maintenance schedule'.
In the below screenshot the status column lets users know
if more information is required before the document can be sent to the
library or if it is ready to go. Clicking the send or send all option
will behave much like a mail client and send send all (or selected) documents
that are Ready to Send at once.
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