1.877.833.1202

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.

FolderToolbarIcons_FDA.png (FileHold Desktop Application)

Web Client toolbar (Web Client)

Actions are initiated by selecting the file(s) and clicking on the appropriate action on the toolbar section of the document management system.

  • 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.

Note: To select a file when using the FDA (Desktop Application) to access the record management system simply highlights the file(s). When accessing the records management system from the web client place a checkmark next to the file(s). The availability of actions is dependent on the rights that user has and where the files reside in the document management system.

The following table describes the functionality of the toolbar buttons.

Button

Description

Permissions Needed

Add File

Add a file to Library

Users with Document Publisher role or higher.

Make a local copy/Get a Copy

Makes a copy of the documents to the local user computer.

All users with access to the folder.

Check out

Checks out a document for editing.

Users with Document Publisher role or higher.

Edit Metadata Opens the metadata pane in edit mode. Users with Document Publisher role or higher.

Link

Creates a link between two or more documents.

Users with Document Publisher role or higher.

Delete

Deletes a document from the Library.

Deleted documents can be recovered by a Library Administrator before a set amount of time.

Users with Document Publisher plus Delete role or higher.

Convert to Offline Allows you to convert an electronic document to an offline document. Library administrator and higher roles.

Email (FDA 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.

Check out and Email (FDA only)

Checks the document out and sends it in an email attachment or as a link in the body of an email.

Users with Document Publisher rights or higher and email settings have been enabled by the Library Administrator.

Send To >  Tray (Web Client only) Sends the selected documents to the document tray. Users with Document Publisher role or higher.
Send To >  Virtual Folder (Web Client only) Sends the selected documents to a virtual folder. Users with Document Publisher role 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. Users with Document Publisher rights 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 role 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. Users with Document Publisher role or higher.

FDA Keyboard Shortcut Commands

Once users have signed into the FileHold Desktop Application, 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 “Google” like Search bar.

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 Opens a document in its native application but does not check it out.
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.