User Preferences

The User Preferences allows you to edit your contact and password information. This includes the users account information, contact information, company information as well as default language preferences.

The General tab contains users account setting information. The Contact and Company tabs contain user contact and company information respectively. The Advanced tab allows the user manage many of the window that are displayed by the system.

To set the user preferences

1. In FileHold Desktop Application (FDA), go to File menu > Preferences and Settings > User Preferences.

• In the Web Client, click the contextual arrow next to My FileHold and select My User Preferences. The arrow is highlighted in the screenshot below.

2. The General tab contains the user account information. You cannot modify your user name in the User Preferences. Contact your System Administrator if you need to change your user name.

3. To change your password, click Change Password. You can only change your password if you are using a locally-managed account. In the Set Password, enter your old password and a new password twice and click OK.

Note: If you are using a domain user account (Active Directory), you will not be able to change your password. See your System Administrator.

4. In the Language Settings field, select your default language. If the language you want is not available please contact your System Administrator and ask them about obtaining additional language packs from FileHold Systems.

5. The Default Local Working Folder is where your working documents are stored on your local machine. This is the path to where documents are checked out and downloaded. To change the path, click Browse and select the new working folder location.

6. In the Advanced tab, select the settings you want enabled.

• Select the default screen at start-up:

  • Blank
  • Simple Search
  • Advanced Search
  • Inbox
  • My Tasks
  • Calendar

• Show Welcome Screen at Startup – Displays the FileHold Welcome Screen after you start the FDA.

• Prompt me for download location when I make copies of files – Allows you to select a location on your local machine to save your copied files.

• Prompt me for download location when I check out files – Allows you to select a location on your local machine to save your checked out files.

• Prompt me to remove files when sending them from the Inbox – A prompt will ask you if you want to remove the files from your local machine when sending them from the Inbox.

• Prompt me to clean up my FileHold working folder when I close the FileHold Desktop Application – A prompt will ask you if you want to remove the files in your working folder on your local machine when you exit out of FDA.

• By default close documents that I add/check in to FileHold – Documents will be closed in their native application when it is checked in or added to the Library.

• By default delete documents that I add/ check in to FileHold – Documents will be deleted from the working folder on your local machine after they are added or checked into the Library.

• Auto-send documents to Auto-Tagged folders – Documents in the Inbox will be automatically sent to their location in the Library if the folder is Auto-tagged. You will not need to click the Auto-File button.

• Auto-send documents after completing metadata – Documents in the Inbox will be automatically sent to their location in the Library after the metadata has been sent. You will not need to click the Send or Send All button.

• Move to recycle bin instead of permanently deleting – Documents that are set to be deleted after checking in or adding to the Library will be moved to the Recycle Bin on your local machine instead of being deleted.

• Automatically open in the Viewer selected document in Inbox – Any selected document in the Inbox will open in the Viewer automatically. NOTE: If this option is selected, only one tab will be opened at a time. This prevents users from opening several tabs at a time and using up a lot of system memory in the process.

• Automatically open in the Viewer selected document in folders and search results – Any selected document in the folder view or search results will open in the Viewer automatically. NOTE: If this option is selected, only one tab will be opened at a time. This prevents users from opening several tabs at a time and using up a lot of system memory in the process.

• Open documents in the Document Viewer using separate tabs – Documents will be opened in multiple tabs in the viewer. NOTE: This option cannot be selected in conjunction with the "Automatically open in the Viewer selected document in folders and search results" or "Automatically open in the Viewer selected document in Inbox" options.

• Enable Smart Check In and Smart Check Out messages – Smart messages are the messages that appear when checking in and out a document using Microsoft Office applications. This setting is enabled by default. To turn off "Smart Messages", clear the check box. Examples of smart messages that are displayed in Microsoft Office applications from FileHold are:

  • When saving and closing a document without checking in a checked out document.

  • When getting a local copy of a document, making edits, and saving without checking out the document.

  • When checking out and opening a document and close the document after making no changes.

  • When opening and checking out a document (CTRL+double-click), and closing the document without making any changes.

• Reset all “Don’t Show This Message Again” reminders – If you have selected any “don’t show this message again” check boxes in various windows, you can have them reappear by clicking Reset.

7. In the Contact Information tab, enter your personal contact information.

8. In the Company tab, enter your organization information.

9. Click OK.

See Also:

Personal View Preferences

Workflow Preferences

FastFind Preferences

Alert Preferences