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Automatically Filing Documents (Auto-Filing)

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.

There are several steps necessary in preparation for using Auto-Filing.

  1. Enable the auto-filing feature globally
  2. Optional, install the auto-filing script if it is not one of the included scripts
  3. Optional, configure the auto-filing script if configuration is required
  4. Enable auto-filing on the schema and set the 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.
  1. Select the Automatically detect/create a destination folder based on auto-filing rules option.
  2. Select the auto-filing script you want to use from the list.
  3. Click Next in the Document Schema Wizard to configure Event Scheduling.

Automatically filing documents

Auto-Filing Documents

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

TIP: 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 and with Manage Imports is available on their respective knowledge base pages.

Included Auto-filing Scripts

  • 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/Dec2010/ in the “Auto-filing Location” metadata field. The documents will be automatically filed in the Accounting cabinet, Invoices Drawer and Dec2010 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.

TIP: The included auto-filing scripts are provided with complete C Sharp source code to allow customers to modify them for specialized purposes. The FilePathFromMD and Schema-Based scripts are the most useful without modification.

Customers, partners, and FileHold Professional Services are able to create Auto-filing scripts to meet the needs of your organization. If you require customized auto-filing scripts, please contact sales@filehold.com. Review Creating Your Own Auto-Filing Script if you would like to make your own auto-filing script.