The library structure - Overview

The Library structure view of FileHold provides a familiar and intuitive means to view and search for content held in the document management system. When users first logon to FileHold the file structure appears on the left side. The upper folders, including the My FileHold group, act as a personal space for users to organize and work with items retrieved from the system. The rest of the tree represents the hierarchical arrangement of the entire document management system. The library is at the top and is divided into cabinets, drawers, folder groups and folders. The following is an overview of each major section of the Library file structure.

FileHold12 Library Tree

Inbox (Send to Library) Folder - The Inbox folder contains a list of documents that are queued for processing prior to being sent to FileHold.

Note: The Inbox view is only available to users accessing the document management system using the FileHold Desktop Application software. The FileHold Desktop Application is designed to streamline the importing of legacy files into the document management system by removing the bottlenecks associated when adding and classifying files en masse.

My FileHold - The My FileHold section provides users with personalized views of files. The files located in the My FileHold area is local to the user's machine.

Reviews & Approvals - See the review or approval tasks you have been assigned and the workflow status report.

Recent Folders A list of the last 10 used folders is displayed in the tree in FDA, the Select Destination windows, and FileHold Office Client window. The Recent Folders list is not displayed in the Web Client. This is useful for viewing and keeping track of what areas of the document management system you are using and quick access to the documents in those folders.

Search - Provides access to saved search results.

Virtual Folders - Virtual Folders are personalized custom folders that allow users to reference  to files located in different folders throughout tFileHold without the need for duplicating the files. This allows users to logically group and organize documents for individual use without compromising security or clogging up the document management system with personal folders full of nothing more than duplicates.

Reports (if configured) - Provides easy access to various custom reports developed by the IT department using SQL Sever Reporting Services.

The Library and Library Archive Views - FileHold provides a completely customizable hierarchy to store and manage electronic documents and records using a Cabinet / Drawer / Folder Group / Folder metaphor. Research shows that filing documents 3 to 4 levels deep is the most organized means to store files and provide for efficient retrieval. By expanding the various levels of the library or library archives users are able to browse down to the various folders in the system.

NOTE: The Library Archive located at the bottom of the file structure is usually a clone of the library structure. It is meant to be the long term storage space for records or other important documents which are no longer active and were moved to the Library Archive manually or by an automated process based on the document life cycle policies defined by Library Administrator(s).

For more information about the library structure, see Library Best Practices and Creating the Library Structure.

Calculating the library statistics

You are able to see how many cabinets, drawers, folder groups, folders, documents, number of files and size of the repository by looking at the library level statistics.

To calculate the library level statistics

  1. Right-click on Library in the tree structure and select Library Level Statistics.
  2. The Library Level Statistics window opens. The number of cabinets, drawers, folder groups, folders, files (latest version), size (in MB), files (all versions) and size of all versions (in MB) is shown. Click OK to close.