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Toolbars and shortcut keys
It is possible to perform a variety of actions on selected documents when viewing lists of the files stored in the document management system. All possible batch actions appear either as icons (Desktop Application) or as a list on the toolbar of the document management system web client.
FileHold Desktop Application
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Web Client
Actions are initiated by selecting the file(s) and clicking on the appropriate action in the toolbar.
- The FileHold Toolbar that can be used to perform operations on single or batch (many documents at once) documents such as check out or get a local copy. To select multiple documents in the Web Client, select the check box next to the document name. To select multiple documents in the FDA, use the CTRL or Shift keys.
- A context-sensitive menu where only those functions that can be performed will be available to use. Right-click next to the document name to display the menu.
To select a file when using the FDA, click on the document name. To select a document in the Web Client, select the check box next to the document name. The availability of actions is dependent on user rights.
The following table describes the functionality of the toolbar buttons.
Button | Description | Permissions Needed |
|---|---|---|
Add File Image
| Add a file to library. Enabled when a user can add a document. Disabled when a user cannot add a document. | Document Publisher or higher. |
Add Offline Document (FDA only) Image
| Add an offline document to the library. Enabled when a user can add an offline document: there is at least one schema where the user is a member, the user is an administrator, or has permission to convert documents to offline. Not visible when offline documents are not configured in the system for the user. This button can be hidden if the key Display.EnableOfflineButton in managed options is set to “false”. By default, it is set to “true”. | Document publisher or higher. |
Make a local copy/Get a Copy Image
| Makes a copy of the documents to the local user computer. Enabled when a user can download a copy of a document. Disabled when a user cannot download a copy of a document. | All users with access to the folder and permission to download. |
Check out Image
| Checks out a document for editing. Enabled when a user can check out a copy of a document. Disabled when a user cannot check out a copy of a document. | Document Publisher or higher. |
Link documents Image
| Creates a link between two or more documents. Enabled when a user selects more than one document to link together. Disabled if there are no documents to link together. | Document Publisher or higher. |
Assemble documents (FDA only) Image
| Publish documents to PDF, combine two or more documents, add watermarks, and more. Enabled if a user can assemble documents. Disabled if the user does not have a FileHold viewer level 2 or 3 license and the Display.LicenseWarning key is false in managed options. If the key is true and the user does not have a license, a warning message is displayed. | Document publisher or higher and user has a FileHold viewer license level 2 or higher. |
Email (FDA only) Image
| Emails the document as an attachment or as a link in the body of an email. | All users with access to the folder. Note that email settings have been disabled by the library Administrator. |
Send Courier Transmission (FDA only) Image
| Transmits documents for viewing or approving to people inside or outside the FileHold system. Enabled if Courier is enabled and there is a template associated with the schema. Disabled if Courier is disabled and if there is no template associated with the schema. | Document publisher or higher and Courier is enabled. |
Delete Image
| Deletes a document from the library. Enabled if a user has permission to delete the document. Disabled if a user does not have permission to delete the document. Deleted documents can be recovered by a library administrator before a set amount of time. | Document publisher + delete and the user is the owner of the document. Publisher + delete and the user is the owner of the document. Organizer and the user is the owner of the document. Organizer + delete and higher roles can delete any documents. |
| Edit Metadata (Web Client only) | Opens the metadata pane in edit mode. | All users with access to the folder. |
| Convert to Offline (Web Client only) | Allows you to convert an electronic document to an offline document. | Library administrator and higher roles. |
| Send To > Tray (Web Client only) | Sends the selected documents to the document tray. | Document Publisher or higher. |
| Send To > Virtual Folder (Web Client only) | Sends the selected documents to a virtual folder. | Document Publisher or higher. |
| Send To > Email (Web Client only) | Emails the document as an attachment or as a link in the body of an email. | All users with access to the folder. Note that email settings have been disabled by the library administrator. |
| Send To > Email and Check Out (Web Client only) | Checks the document out and sends it in an email attachment or as a link in the body of an email. | Document Publisher or higher and email settings have been enabled by the library administrator. |
| Send To > library Archive (Web Client only) | Sends the selected documents to the library Archive. | Library administrators and higher roles. |
| Send To > Existing Workflow (Web Client only) | Add the selected documents as a supporting or main document to an existing workflow. | Workflow initiator – The workflow initiator who has Document Publisher or higher and has access to all existing main documents. Cabinet owner – A Cabinet Administrator that has ownership of the cabinets where all the documents in the workflow are stored. Senior library Administrator or higher role |
| Initiate workflow (Web Client only) | Initiates a workflow on the selected documents based on the workflow template selected from the list. | Document Publisher or higher. |
FDA keyboard shortcut commands
Once users have signed into the FileHold Desktop Application (FDA), they may use a series of keyboard shortcut commands to perform some of the basic software operations. These shortcuts only work in the FDA and will not work from the Web Client interface.
The following are a list of the keyboard shortcuts.
Shortcut Key | Description |
| Ctrl+Shift+P | Show/hide metadata and properties pane. |
| Ctrl+Shift+T | Show/hide the document tray. |
| Ctrl+Shift+L | Log on or log off from FileHold. |
| Ctrl+F | Cursor moves to simple search box. |
| Ctrl+Shift+A | Adds a file to the library. |
| Ctrl+Shift+F | Adds a folder to the library. |
| Ctrl+Double-click | Opens the document in its native application and checks out the document from the library at the same time. |
| Double-click | Does one of the following, depending on how it has been configured by an administrator:
The behavior for double-clicking can be set to either option above. The key FDA.DoubleClick can be configured managed options. The available values are OpenNative and OpenViewer. The default is opening the file in the native application. |
| F5 | Refreshes the screen. |
| Ctrl + Shift + V | Opens the document viewer. |
| Ctrl + Shift + R | Opens the report viewer. |
| Ctrl + Shift + O | Adds an offline document |
| Alt + L | Performs a database lookup. Can only be used when the metadata panel is in edit mode and the Lookup button is available. |
| Alt + N | Saves the metadata values and moves to the next document in the list (Save and Next). Can only be used when the metadata panel is in edit mode. |
| Alt + T | Invokes Click To Tag when in the metadata panel. |
| Ctrl + C | Copies information about selected documents from the documents grid to Clipboard. |
| Ctrl + V | Adds files from the Clipboard to the current folder or Inbox. Files can be selected in Windows Explorer and copied using CTRL + C (the source files will not be deleted after uploading) or CTRL + X (the source files will be deleted). |
| Alt + Shift + S | Saves the metadata in the metadata pane. |