Adding Documents to FileHold

Users with Document Publisher and higher permissions can add files to the document management system. Documents can be brought into FileHold using the following methods:

  • Drag and drop — Drag and drop a document or folder from your local computer (FDA only).

  • Directly within FileHold — In the FDA or Web Client.

  • Microsoft Office applications — Use the FileHold toolbar to add documents (FDA only).

  • Microsoft Outlook – Add emails using the integrated FileHold toolbar or the “watched folder”.
  • Watched Folders — Documents can be brought into the system automatically from a scanner location.

  • Manage Imports — Documents can be brought into the system automatically using the Manage Imports tool.

  • Print to FileHold — A virtual printer that converts the document to a PDF and then allows you set the destination folder, document type, and metadata through a FileHold window.

  • Windows Explorer

  • Automatic Document Importation — Documents are imported directly on the server.

  • WebCap — Web-based scanning though the Web Client.

Read more information about document actions, the Inbox, and entering metadata for documents.

Dragging and Dropping Documents

You can use Windows Explorer to drag and drop one or many documents into a folder or the Inbox of the FileHold Desktop Application (FDA). If dragging and dropping multiple documents, they will be automatically sent to the Inbox for processing. If dragging to a folder location, the destination folder will be automatically set.

You cannot drag and drop documents into the FileHold Web Client.

To drag and drop documents

  1. Select the files or folders to be transferred to FileHold from the local computer.

  2. Drag and drop them to their destination folder or to the Inbox. If the source is a folder its contents including subfolders will be added to FileHold. Any subfolder hierarchy will be automatically flattened.

  3. For files dragged to a folder destination, enter the metadata (unless the folder is auto-tagged) and click Add. The document is added to the location.

  4. For files dragged to the Inbox, enter the metadata and select a destination.

  5. Click Set Metadata and Set Destination to enter the metadata and select the destination folder. See Entering Metadata for more information.

  6. Click Send or Send All to send the document(s) to the folder.

Adding Files Directly from the FileHold Desktop Application

There are many ways in which you can add one or documents directly from the FileHold Desktop Application:

  • Click the Add File (+) button from the Inbox or folder location.
  • Go to File > Add File to Library. This option allows you to add one or many documents.
  • Go to File > Add Folder to Library. Adds the entire contents of a folder and its subfolders to the Inbox. Note that the structure of the source folder and its subfolders is ignored.

Metadata can be automatically added to documents using extraction rules. Document filing locations can be automatically set using auto-filing.

If you are adding more than one document at a time, then the documents will automatically go to the Inbox for processing.

To add files directly from FDA

  1. Do one of the following:
  • From the Inbox or a folder location, click Add File (+ sign).
  • Go to File > Add File to Library.
  • Go to File > Add Folder to Library.
  1. Select the file from the local computer and click OK.
  2. If the file was added to the Inbox, the metadata and destination will need to be set. Click Set Metadata and Set Destination to enter the information. After the information is entered, click Send or Send All. See Entering Metadata for a Document for more information on setting metadata on documents.
  3. If the file was added to a folder, enter the metadata and click Add.

Adding Documents through the FileHold Web Client

When adding documents via the web client, you can only add a single document at a time. If you need to add multiple documents, use the FileHold Desktop Application. Since there is no Inbox in the Web Client, you add a document from within the destination folder or use the Add Document Wizard.

With the Add Document Wizard, you can employ auto-filing. The Add Document wizard can be integrated with other applications. The calling application can prefix various parameters and choose to display the locked down interface. Contact [email protected] for more information.

To add a document via the Web Client from a folder

  1. In the destination folder, click Add File to Folder.

Adding file through the web client

  1. When the Metadata pane opens, select the document type from the list.
  1. Select the format of the document, if applicable.
  2. Click Browse to locate the file to add to the repository.
  3. Fill out the required metadata fields. See Entering Metadata for a Document for more information on setting metadata on documents.
  4. Click Save.

To add a document using the Add Document Wizard

  1. In the Web Client, select Add Document from the library tree.

Add document wizard in the web client

  1. In the Select a File page, select the document type:
  • Add local file – Select this option to add a file from the local computer, network, etc.
  • Add offline document – Select this option to add an offline document.
  1. Do one of the following:
  • If “Add local file” was selected, click Browse to locate the file to add to the repository.
  • If “Add offline document” was selected, select the Use date/time check box to use the date and timestamp as the document name or manually type a document name.
  1. Click Next.
  2. In the Select a Folder page, select a destination folder from the library tree or select the Auto-file the document according to its metadata check box to automatically set the destination. Note that auto-filing must be configured by your administrator in order to use it. If you try to use auto-filing and it has not been configured, you will receive a message stating "The selected document schema doesn't have an associated auto-filing script."
  3. Click Next.
  4. In the Metadata page, select the schema and enter the metadata field values.
  5. If an offline document was added, only the list of offline schemas appears in the list. To select an alternate schema format, select the Show all document schema formats check box.
  6. Click Submit.

Adding Files from Microsoft Office Applications (excluding Microsoft Outlook)

FileHold has integration with Microsoft Office applications such as Word, Excel, PowerPoint, Visio, and OneNote (2010 only). The integrated toolbar can be found on the Add Ins tab of the Office applications.

The FileHold Office Client (FOC) window is used when adding, browsing, checking in, attachments or approving documents in FileHold from within Microsoft Office applications.

It is not necessary to save the document prior to adding the document to the library. If the document has not been already saved, then a generic file name, such as “Document1” is given to the file. This name can be changed in FOC window or a custom naming pattern on the schema can be used to automatically rename the documents.

FileHold Office Client - Adding Microsoft Office documents

Read how to add emails from Microsoft Outlook.

To add files from Microsoft Office applications (excluding Microsoft Outlook)

  1. Create or open a document in a Microsoft Office application such as Microsoft Word.

  2. Save the document to your local computer.

  3. In Microsoft Office, select the Add-In tab and click Add to FileHold (+ sign) or Send to FileHold > Add Document.

  4. The FileHold Microsoft Office Client window opens. Enter a new file name manually, if required, in the blue file name bar area.

  5. Select a destination folder and enter the metadata.

  6. Select the following options, if applicable:

  • Close the document before I add it — Closes the document in the application you are working in after you have added the file.

  • Delete the local copy of this file after it has been successfully added — Deletes the copy of the file from your local computer after it is added.

  • Email notify all folder members that this document has been added to this folder — Sends an email alert to all the members of the selected folder.

  1. Click Add or Auto-File if auto-filing has been configured on the schema.

Adding Offline Documents

An offline document is something that cannot be stored in the document management system such as a map, book, or blueprints. An offline document can also point to documents that are not yet in electronic form such as a location of a folder in a filing cabinet in a historical records room. You will need to create an offline document schema in order to add offline documents that have a metadata field that states where the offline document is stored. The schema simply points to where the document is physically stored.

Offline documents are tracked in the system so you can see who has the document out or in other words, who has taken the item from its physical location.

Offline documents can be:

  • Checked out
  • Converted to an electronic document
  • Undergo a workflow
  • View the version history

To add offline documents

  1. In FDA, go to File > Add Offline Document.

  • In the Web Client, select "Offline Document" from the Format of Document drop-down list.

  1. Select the Offline Document Schema name.

  2. Fill out the required metadata fields and click Add.