Automatically filing documents (Auto-filing)

Auto-filing makes it possible add a file to FileHold and simply select the auto-file option to place it in the correct location. 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 using information like metadata field values to determine the correct library location.  This feature helps reduce misfiling and enables faster mass importation of documents.

Preparing for auto-filing

There are several steps necessary in preparation for using auto-filing:

1. Enable the auto-filing feature globally
2. Create or configure your desired filing rules
3. Enable auto-filing on the document schema and set the auto-filing template or script

There are three ways to create auto-filing rules:

• Create an auto-filing template
• Configure an included auto-filing script
• Create and install a custom auto-filing script

To enable auto-filing globally

1. In Web Client, go to Administration Panel > Library Configuration> Settings > General.
2. In the Auto-filing area, select the Allow user to select auto-filing option when adding documents check box.

To set auto-filing on the schema

1. In the Web Client, go to Administration Panel > Library Configuration > Document Schemas > Schema Name > Auto-Filing,

• Alternatively, in FDA go to Administration > Manage Schemas > Schema Name > Auto-Filing tab.

2. Select the Automatically detect/create a destination folder based on auto-filing rules option.
3. Select the source of auto-filing rules:

• Use an auto-filing template
• Use a custom auto-filing script

4. Select the auto-filing template or script name from the list.

How to choose between auto-filing templates or scripts

Auto-filing templates are the best method to configure auto-filing rules. Templates can be defined by a library administrator with minimal special skills, but still offer a wide range of rule options. There are some scenarios where an auto-filing template will not be sufficient for creating your desired rule. For example, if database lookups are required to determine the library location or if the location must be created with auto-tagging configured. Unlike auto-filing templates, auto-filing scripts must be created by a software developer. Several auto-filing scripts with full source code are included with FileHold as a starting point for a new auto-filing script.

Prior to version 16.2, the only option for creating auto-filing rules was an auto-filing script. Users with current FileCare subscriptions can contact [email protected] to upgrade to take advantage of auto-filing templates.

Auto-filing documents

When the system has auto-filing enabled users can send files to the appropriate folders in the document management system automatically.

If auto-filing has not been enabled or not configured for the document schema, you will not be able to use the instructions below to auto-file the document. If auto-filing has been configured, but there is an error in the auto-filing script or script configuration the user will see an error message when the press the Autofile button.

To automatically file documents from the FDA Inbox

1. After metadata has been applied to all the documents, click Autofile. The destination will be set for the documents and shown on the screen.
2. Click Send All.

To automatically file documents from Microsoft Office applications

1. Click the add button in the Office ribbon as for adding any document.
2. Fill out the required metadata.
3. Click the Autofile button, the library location will be displayed.
4. Click Add to add the document at that location.

Information on using auto-filing in the Add Document Wizard, Manage Imports, Automatic Document Importation, Print to FileHold and the WebCap scanner inbox is available on their respective knowledge base pages.

Included auto-filing scripts

These details are provided for users with FileHold versions 16.1.1 or less. All rule options in these included scripts are now available in auto-filing templates. These auto-filing scripts are still available in source code form as examples for users that need to create their own custom auto-filing scripts. Customers, partners, and FileHold Professional Services are able to create Auto-filing scripts to meet the needs of your organization. If you require assistance to create a custom auto-filing script, please contact [email protected]. Review Creating Your Own Auto-Filing Script if you would like to make your own auto-filing script.

• Schema-Based— A versatile script that can be used to file documents based on a combination of variables. Multiple regular expressions can also be used. If one fails to return a non-empty string, the next one is tried and so on until the first match is found. Read more information on the Schema-based auto-filing script. Documents can be filed based on:

  • A document schema name. The schema name is used as the level in the library hierarchy.
  • A metadata field value. The value in the metadata field is used as a level in the library hierarchy.
  • A fixed value. A fixed value is defined in the configuration and is used as a level in the library hierarchy.
  • A system value. Allowed values are created date, document schema, and document name.

• Date-Based — Documents are filed based on date. The format of the hierarchy is Year-Number > Month Name > Day-Number (Cabinet > Drawer > Folder). For example, if you are filing documents on December 14, 2010, the documents will be automatically filed in the Year-2010 cabinet, December drawer, and Day-14 folder.

• FilePathFromMD — Documents are filed based on a value entered in a metadata field. You will need to create a metadata field in the schema that is to be used for auto-filing. The auto-filing script will use the value entered in the metadata field to file the document in the hierarchy. You can enter the Cabinet/Drawer/Folder value in the schema using a predefined separator (such as /, >, -, and so on). For example, you can create a metadata field called “Auto-filing Location” for the Accounting schema. When tagging documents, you enter Accounting/Invoices//Dec2019/ in the “Auto-filing Location” metadata field. The documents will be automatically filed in the Accounting cabinet, Invoices Drawer and Dec2019 folder.

• FixedDestination — Documents are filed based on the schema name. The format of the hierarchy is SchemaName Cabinet > SchemaName Drawer > SchemaName Folder. For example, if you are filing documents using the Invoice schema, the documents would automatically be filed in the Invoice Cabinet/ Invoice Drawer/ Invoice Folder.

• SchemaName-Date-Based — Documents are filed based on the schema name, then the date. The format of the hierarchy is SchemaName-Year Number > Month Name > Day-Number (Cabinet > Drawer > Folder). For example, if you are filing documents on December 14, 2010, using the Accounting schema, the documents would automatically be filed in the Accounting-2010 cabinet, December drawer, and Day-14 folder.

If you are using the Date-based, FilePathFromMD, or SchemaName-Date-Based auto-filing scripts, you will need to edit the AutoFilingMembership.XML file to set the proper membership (user or group) for the automatically created hierarchy. If you are using the Schema-Based auto-filing script, you will need to edit the Schema-BasedAuto-FilingScript.xml file. If you are using the FixedDestination auto-filing script, no configuration is required.