Document Management: What is the FileHold
Library Tree and What Does it Do?
The library tree provides users with different means of viewing and searching
for content in the library in a secure manner. When users first logon
to FileHold the library tree appears on the left side. The following is
an overview of each major section of the Library tree.
This Outbox view is only available to users accessing FileHold using the
FileHold Desktop Application. 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 folder acts as a list of documents that are queued for processing
on the client machine prior to be sent to the library.
The My FileHold area of the tree provides users with personalized views
of documents in the library including;
- My Favorites- A list of document located throughout the
library that the user has flagged as favorites.
- Checked Out Documents - Documents the user has checked out of the
library.
- Document Alerts – is a list of notifications that a user has received
to documents or folders they have subscribed to.
- Document Reminders – is a list of alerts that a user has received
based on documents they wish to be reminded of.
- Recently Added – documents that the user recently added to any
location in the library.
- Recently Accessed – documents that the user recently added to
any location in the library.
The Search & smart folder views provide users with searching tools
for locating files located anywhere in the library. For more information
on search tools see the section titled Searching for Documents in the
FileHold Library.
Virtual Folders are personalized custom folders located under the My Virtual
Folder area of the tree. Virtual folders allow users to reference (or
link) to documents located in different folders throughout the library
without the need for duplicating the files. This allows users to create
logical groupings of documents for their needs without need for storing
all documents in the same folder in the library. Virtual Folders cannot
be shared with other users.
FileHold provides a completely customizable hierarchy for storage for
documents using a Cabinet / Drawer / folder group / Folder metaphor. Research
shows that filing documents either 3 or 4 levels deep – as shown
here - provides the most efficient and organized means of browsing for
files. By expanding the various levels of the library or library archive
users are able to browse down to the various folders in the system that
contain.
|
