User preferences

The User Preferences allows you to edit your contact and password information. This includes the users account information, contact information, company information as well as default language preferences.

The General tab contains users account setting information. The Contact and Company tabs contain user contact and company information respectively. For the FileHold Desktop Application (FDA), the Advanced tab allows the user manage many of the local options available in the client.

Some, none, or all of these settings may be determined and/or enforced by your System Administrator.

To set the user preferences

  1. Do one of the following:
  • In FDA, go to File > Preferences and Settings > User Preferences.
  • In Web Client, right-click on My FileHold and select User Preferences.
  • In the Web Client, go to Administration Panel > My FileHold > User Preferences.

Only full users can set their user preferences.

  1. The General tab contains the user account information. You cannot modify your user name in the User Preferences. Contact your System Administrator if you need to change your user name. Use the following table to fill out the information in the General tab:

    Field NameDescription
    First NameYour first name.
    Last NameYour last name.
    User Logon NameYou are not able to modify your user name in the User Preferences. Contact your System Administrator if you need to change your user name.
    SourceLocal FileHold account or a domain account (synchronized with Microsoft Active Directory).
    Default LanguageSelect the default language. This is typically English. If the language you want is not available please contact your System Administrator and ask them about obtaining additional language packs from FileHold Systems.
    Default page after log in (Web Client only)Determines the window that is displayed after log in: Blank, Simple Search, Advanced Search, My Tasks
    Edit metadata upon Check In Action (Web Client only)When enabled, the metadata pane is displayed in edit mode after a new version is checked in. This allows the user to enter new metadata. If disabled, the user can check the document back in without editing metadata.
    Clear required metadata fields upon Check In (Web Client only)When enabled, any required fields in the schema are automatically blanked out (current value is deleted) when checking in a new version of a document. The users are forced to fill in the required field prior to checking in the document.
    Number of expanded drawers (Web Client only)The number of drawers that can be simultaneously expanded in the library tree can be set. The lower number of expanded drawers allows for a faster page loading time due to the lower number of permissions that needs to be calculated before displaying the library structure to the user. The last drawers that were opened by the user are preserved when the library is refreshed. The default is 3.
    Reset all “Don’t Show This Message Again” reminders (Web Client Only)If you have selected any “don’t show this message again” check boxes in various windows, you can have them reappear by clicking Reset.
    Change Password (FDA only)

    Click Change Password to change your password if you are using a locally-managed account. In the Set Password, enter your old password and a new password twice and click OK.

    If you are logging in with your Windows domain user or an externally managed user such as with Microsoft 365 or Entra, this option is not available. You will need to change your password outside of the FileHold software.

    Reset My Password (Web Client Only)

    Use the My FileHold context sensitive menu. Enter your current password, and enter your new password twice and click Update.

    If you are logging in with your Windows domain user or an externally managed user such as with Microsoft 365 or Entra, this option is not available. You will need to change your password outside of the FileHold software.

    Default Local Working Folder (FDA only)

    This is where your working documents are stored on your local machine. This is the path to where documents are checked out and downloaded. To change the path, click Browse and select the new working folder location.

    For the Web Client, documents are downloaded to the location that is set in your web browser settings.

    For best results, this folder should be truely local. It should not be a network share or a folder synchronized with a cloud provider such as OneDrive, Google Drive, DropBox, etc.

  2. In the FDA only, in the Advanced tab, select the check boxes next to the features to enable. Your System Administrator may have configured the system to prevent you from adjusting one or more of these options.

    Field NameDescription
    Default page at start-upDetermines the window that is displayed after log in: Blank, Simple Search, Advanced Search, My Tasks
    Format of document import

    Select one of the following options:

    • Dynamic import / Classic FileHold XML – select this option if you are using Dynamic Import Format with Managed Imports.
    • Capture – select this option if you are using SmartSoft Capture scanning software
    • Capture / FileHold XML – select this option if any users could be using both classic XML and Capture at the same scanning station, for example sharing inboxes and imports, or using the Outlook Watched folder and Capture at this computer.

    If you are using the “Both” option, ensure that folder you select for the import profile contains only one type of XML files. The rule also applied for any of its subfolders. Capture and classic XML files cannot coexist in the same folder tree.

    Number of expanded drawersThe number of drawers that can be simultaneously expanded in the library tree can be set. The lower number of expanded drawers allows for a faster page loading time due to the lower number of permissions that needs to be calculated before displaying the library structure to the user. The last drawers that were opened by the user are preserved when the library is refreshed. The default is 3.
    Short date format

    Set the short date format. Options include:

    • M/d/yyyy
    • dd/MM/yyyy
    • yyyy-MM-dd
    • Default - Set by your system administrator

    See the Date and Time Format Identifiers table for more information.

    Long date format

    Set the long date format. Options include:

    • dddd, MMMM d, yyyy
    • dd MMMM yyyy
    • MMMM d, yyyy
    • Default - Set by your system administrator

    See the Date and Time Format Identifiers table for more information.

    Short time format

    Set the short time format. Options include:

    • h:mm tt
    • HH:mm
    • HHmm
    • Default – Set by your system administrator

    See the Date and Time Format Identifiers table for more information.

    Long time format

    Set the long time format.

    • h:mm:ss tt
    • HH:mm:ss
    • HHmmss
    • Default – Set by your system administrator

    See the Date and Time Format Identifiers table for more information.

    Enable Click To Tag

    When enabled, the Click To Tag button appears in the metadata pane and allows you to “click” or “rubber band” text, numbers, dates, etc. on the screen and inserts the value into the metadata field of the schema.

    If disabled, the Click to Tag button does not appear in the metadata pane.

    Show Welcome Screen at StartupDisplays the FileHold Welcome Screen after you start the FDA: Blank, Simple Search, Advanced Search, Inbox, My Tasks, Calendar.
    Prompt me for download location when I make copies of filesAllows you to select a location on your local machine to save your copied files.
    Prompt me for download location when I check out filesAllows you to select a location on your local machine to save your checked out files.
    Prompt me to remove files when sending them from the InboxA prompt will ask you if you want to remove the files from your local machine when sending them from the Inbox.
    Automatically clean up my working documents

    Documents in the working documents folder will be cleaned up automatically or with a prompt message depending if the option “Prompt before automatically cleaning up user’s working documents” is enabled.

    The working documents folder may automatically be cleaned under certain conditions:

    • When the FDA is minimized to the system tray.
    • When the user logs out.
    • When the FDA detects it has been disconnected from the FileHold server.
    • When the FDA receives a message from Windows to shut down.

    Local files that are in use by another process are not deleted and remain in the working documents and will be processed the next time there is a trigger condition. Local files associated with electronic documents that are modified will not be deleted. These files should be managed using manual check in or the working documents synchronization tool. Once the documents have been checked in / synchronized they will be subject to the automatic deletion rules.

    See your system administrator for details.

    Prompt me before automatically cleaning up my working documents

    A prompt will ask you if you want to remove the files in your working documents folder.  The option “Automatically clean up user’s working documents” must be enabled for this option to work.

    You may be prompted to clean up the working documents folder under certain conditions:

    • When the FDA is minimized to the system tray.
    • When the user logs out.
    • When the FDA detects it has been disconnected from the FileHold server.
    • When the FDA receives a message from Windows to shut down.

    See your system administrator for details.

    By default close documents that I add/check in to FileHoldDocuments will be closed in their native application when it is checked in or added to the Library.
    By default delete documents that I add to FileHoldDocuments will be deleted from the working folder on your local machine after they are added to the Library.
    By default delete documents that I Check In to FileHoldDocuments will be deleted from the working folder on your local machine after they are checked into the Library.
    Auto-send documents to Auto-Tagged foldersAffects what happens when you set the destination for the document to a folder with auto-tagging configured. Documents in the Inbox will be automatically sent to their location in the Library and the metadata will be automatically set according to the values defined in the auto-tagging configuration for the folder. You will not need to click the Send or Send All button.
    Auto-send documents after completing metadataAffects what happens when you set the metadata for the document when the destination is already set. Documents in the Inbox will be automatically sent to their location in the Library after the metadata has been sent. You will not need to click the Send or Send All button.
    Move to recycle bin instead of permanently deletingDocuments that are set to be deleted after checking in or adding to the Library will be moved to the Recycle Bin on your local machine instead of being deleted.
    Enable Smart Check In and Smart Check Out messages

    Smart messages are the messages that appear when checking in and out a document using Microsoft Office applications. This setting is enabled by default. To turn off "Smart Messages", clear the check box. Examples of smart messages that are displayed in Microsoft Office applications from FileHold are:

    • When saving and closing a document without checking in a checked out document.
    • When getting a local copy of a document, making edits, and saving without checking out the document.
    • When checking out and opening a document and close the document after making no changes.
    • When opening and checking out a document (CTRL+double-click), and closing the document without making any changes.
    Edit metadata upon Check in actionWhen enabled, the metadata pane is displayed in edit mode after a new version is checked in. This allows the user to enter new metadata. If disabled, the user can check the document back in without editing metadata.
    Reset all “Don’t Show This Message Again” remindersIf you have selected any “don’t show this message again” check boxes in various windows, you can have them reappear by clicking Reset.

  3. In the Viewer tab (FDA only), select the check boxes next to the features to enable. Your System Administrator may have configured the system to prevent you from adjusting one or more of these options.

    Field NameDescription
    PDF/Image viewer only
    Enable the old FDA PDF/Image viewer.This viewer is end-of-life and is disabled by default. Transition to the FileHold viewer as soon as possible. To enable the viewer, select the check box.  Your system administrator may have disabled this option.
    Orientation of thumbnail viewSelect the position of the thumbnails in the PDF/Image viewer: Top, Bottom, Right or Left.
    PDF/Image viewer and Brava viewer
    Automatically open in the Viewer selected document in Inbox

    Any selected document in the Inbox will open in the Viewer automatically. If this option is selected, only one tab will be opened at a time. This prevents users from opening several tabs at a time and using up a lot of system memory in the process.

    FileHold discontinued, and no longer supports the Brava or PDF/Image Viewers, but customers who had one of these viewer licenses prior to 2018 can continue to use them AS-IS. FileHold has no way to guarantee that they will work with any Windows workstation environment released since 2017. Users that upgrade to FileHold version 16 or higher should start to migrate their viewing to the FileHold Viewer level 1, 2 or 3. The FileHold Viewer works in both the FDA and web clients.

    Open documents in the Document Viewer using separate tabs

    Documents will be opened in multiple tabs in the viewer.

    This option cannot be selected in conjunction with the "Automatically open in the Viewer selected document in folders and search results" or "Automatically open in the Viewer selected document in Inbox" options.

    Allow opening one document in multiple tabs

    A single document can be opened several times in multiple tabs using both Brava and PDF/Image viewers.

    "Open documents in the Document Viewer using separate tabs" needs to be enabled in order to enable this feature. This feature is useful in multiple monitor situations.

    FileHold discontinued, and no longer supports the Brava or PDF/Image Viewers, but customers who had one of these viewer licenses prior to 2018 can continue to use them AS-IS. FileHold has no way to guarantee that they will work with any Windows workstation environment released since 2017. Users that upgrade to FileHold version 16 or higher should start to migrate their viewing to the FileHold Viewer level 1, 2 or 3. The FileHold Viewer works in both the FDA and web clients.

    All viewers
    Automatically open in the Viewer selected document in folders and search resultsAny selected document in the folder view or search results will open in the Viewer automatically. If this option is selected, only one tab will be opened at a time. This prevents users from opening several tabs at a time and using up a lot of system memory in the process.
  4. In the Contact Information tab, enter your personal contact information. This is for both the FDA and the Web Client. This information may be filled out if you are an Active Directory user. You may be prompted to enter a mobile phone number in order to reset your password.
  5. In the Company tab, enter your organization information. In the Company tab, enter your organization information. This is for both the FDA and Web Client. This information may be filled out if you are an Active Directory user.
  6. Click OK to save changes.
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