Cabinets & Drawers

Cabinets & Drawers allow you to organize and secure your electronic documents. They are structured in a manner similar to that of a traditional, physical cabinet and drawers. Documents are placed directly inside the cabinet or can be placed into a drawer inside the cabinet. For example, you can organize your bills into your Accounts Payable cabinet, or you may also file them into the purchase receipt drawer inside of your Accounts Payable cabinet.

Cabinets and drawers contain important settings which allow documents to be kept safe, limiting access to certain users. They also ensure organization, by allowing only certain types of documents to be filed in the cabinet, and establishing document naming conventions. A number of cabinets and drawers have been provided for your use, and you can add your own as necessary.

This feature requires activation in Setup Optional Features. Please note that this feature may not be included in your software license.

Select whether this new cabinet record is to be a main cabinet or a drawer that exists inside another cabinet. Drawers may exist only one level deep within any main cabinet, and share some settings from the cabinet that they are in.

When a cabinet record is set to be a drawer in another cabinet, select the cabinet that this drawer should be a part of.

Enter a password that all scanned documents that are placed in this cabinet or drawer will be encoded with. Leaving this field blank will cause no password to be assigned to scanned documents.

Do not create a viewable image thumbnail of this document (for security reasons)

Check this box to disallow the creation of thumbnail images for items saved in this cabinet or drawer. This is done so that those documents which should not be viewed by certain users cannot be viewed at all in the preview window.

Select the default value to be used when a new document is created within this cabinet or drawer. Choose from:

None	No default value will be provided for the document name. The name of document is completely dependent on the user's entry.

Next Intellifile Document Number

The default value will be the next Intellifile Document Number, an internal number that is generated sequentially with one check digit at the end to reduce the chance of errors in assigning numbers to the documents.

Intellifile Document Number

The default value will be the name of the file being saved in the document. If no filename exists, the next Intellifile Document Number will be used instead.

Bates Number

The default value will be the next Bates Number, defined by the user, for this cabinet. Bates Numbers consist of a prefix that is alphanumeric, followed by a fixed length of digits, which increment sequentially for each new document in this cabinet or drawer.

If Bates Number is chosen for the Document Name, the following fields will be required:

Enter an alphanumeric prefix that will appear at the beginning of every document name in this cabinet.

Select the number of digits that will appear after the prefix that will create the suffix of the document name. Number Length cam vary from 3 to 9 digits.

Displays the next number to be used as the suffix. This number can be edited from this field.

Security is set on a per-cabinet basis. To assign an employee security rights, click on the employee's name, select the security options that they should have, then click on the appropriate button below these fields, to Add, Update, or Remove security for that user.

Any drawers within a main cabinet will have the security settings as the cabinet they are a part of. The security tab will not be available on a drawer record.

Displays a list of the employees that have not had rights defined for them in this cabinet.

Check the boxes that correspond to the particular rights an employee should have in this cabinet. Select from:

Add	Allows employees to create documents in this cabinet.

Edit	Allows employees to modify documents in this cabinet.

Delete

Allows employees to remove documents in this cabinet.

Move	Allows employees to move documents from this cabinet to another cabinet that they have access to. No copy of the document will remain in the first cabinet.

Copy	Allows employees to copy documents from this cabinet to another cabinet that they have access to. A copy of the document will remain in the first cabinet.

Audit

Allows employees to view a log that audits users's interaction with documents in this cabinet.

Allows employees to print documents in this cabinet from within ManageMore.

Allows employees to e-mail documents in this cabinet from within ManageMore.

Owner

Allows employees to establish ownership of documents in this cabinet.

Click this button to add the selected employee with the selected security options to the security profiles defined for this cabinet.

Click this button to add all of the remaining employees in the Available Employees to assign rights list with the selected security options to the security profiles defined for this cabinet.

Click this button to update the selected security profile with the selected security options.

Displays a list of the employees who have had security options defined for this cabinet and what their individual accesses are.

Displays the Document Templates available to this cabinet that have not been selected for use.

Displays the Document Templates available to this cabinet that have been selected for use.

Sets the document templates in the template selections list back to the default listing for that cabinet.

Folder Types define the types of master database records (e.g., Customers, Invoices, Vendors) that may have documents attached in this cabinet. For example, you would probably allow only documents attached to Vendors and Purchase Documents in the Accounts Payable Cabinet. Folder types are defined on a per-cabinet basis. That is, any drawers within a main cabinet will allow the same folder types as the cabinet they are a part of. Thus, the Folder Type tab is not available on a drawer record.

Displays the folder types available to this cabinet that have not been selected for use.

Displays the folder types available to this cabinet that have been selected for use.

Some of the folder types that appear in this tab will be green in color. This denotes that the folder is linked to another folder (a master folder) in the list due to the relationship between the two folders. Removing a master folders will cause the related folders to be removed as well.

The repository setting determines where the actual document files are stored for this cabinet. A subdirectory structure is automatically maintained within this directory to organize and subdivide the document storage. Be sure to select a location that contains adequate storage capacity according to your use of the document management system.

Select this option to have documents in this cabinet stored in the main repository location as defined in Setup.

Select this option to have documents in this cabinet stored in a repository location defined here.

Q01.	If I change the password in the cabinet, does that change the password for existing documents in the cabinet?

A01.	No. The existing documents will retain their old password.

Q02.	I don't see my question here. Where else can I get information?



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