Auto-filing can take documents from the FDA inbox, Manage Imports, Print to FileHold, the Microsoft Office integration, the Add Document Wizard, and the WebCap scanner inbox, and file them into the appropriate folders based on predefined values. This feature helps reduce misfiling and enables faster mass importation of documents.
The out-of-the-box Schema-Based auto-filing script is versatile and very popular with our customers. With some customization of a XML file, users are able to set the destination folder for their documents with a click of a button -- the Auto-File button -- which removes the extra processing step of having to set it manually.
Our Knowledge Base article contains all the details you need for configuring the script. The FileHold professional services team can assist you with setting this up but if you're keen on trying to configure the XML code for the script on your own, here are some tips you can use.
- Access to the FileHold server is required.
- Have the FileHold Desktop Application installed. Use the Auto-file button in the Inbox to test your script.
- Make sure you turn on auto-filing so you will see the Auto-File button in your Inbox.
- Make sure you apply the auto-filing script to your schema.
- There is a sample schema-based auto-filing script on the server here: C:\Program Files\FileHold Systems\Application Server\LibraryManager\AutoFiling
- The XML file you need to modify is called: Schema-BasedAuto-FilingScript.xml
- Make a copy of the original Schema-BasedAuto-FilingScript.xml so you have a backup, just in case.
- Download an XML editor program such as Notepad++. This allows you to see if the code is formatted correctly and provides line numbers which you can use to troubleshoot problems with the XML code.
- When editing the XML file, make changes one at a time and test in between each. To test your code, click the Auto-File button in the Inbox.
The XML file is read every time you press the Auto-File button. This means you can make a change and save the results before testing again.
When testing the XML code, a message is provided in the Inbox as to what line of XML code is broken (see tip #8). Use of an XML editor makes it easy to find what needs to be fixed.
The Event viewer on the server can also provide details as to the line error issue but it's easier to see it from the Inbox.
- Even when the full path does not match the library you will be able to see the path that was created by the script in the error text.
If you are testing on a production system that has working auto-filing scripts, make sure to make a backup auto-filing script file in case you mess it up.
If the auto-filing script is correct and working, you should see the cabinet/drawer/folder location set in the "Going To" column in the Inbox.
If the auto-filing script created a brand new cabinet/drawer/folder location it will show in green font under the "Going To" column in the Inbox. Go to File > Refresh All to see the newly created library structure in the FDA.
- Prior to FileHold upgrades, make sure you have a copy of the auto-filing script backed up.