Manage Folders & Documents

Storage Toolbar

Actions

The Actions button above the task list provides options for actions you can take on the tasks. Select one or more tasks and then select the action. Any actions that are grayed out are not available for the task(s) you’ve selected.

Refresh

Click the Refresh button to refresh the storage page.

Multiple Page Navigation

Quantity Display

Storage Tools

Views

When you open a document you can have up to three views available. For details about each view click on a link below.

• Document View
• Data View

• PDF View

  PDF View is only available if the document is associated with a template or if the Generate Form PDF option is selected in the form setting.

Quick Menu

Upload File

To upload a document into Storage do the following:

1. Click on the folder in the directory tree where you want to upload the file.
2. In the Actions list, click the Upload button or
3. On the side navigation right-click on the folder where you want to store the file and select Upload File.
4. In the Upload modal do one of the following:

   1. Drag and drop the file you want to upload, or

      

   2. Click Browse.

      1. Navigate to the location in your computer to locate the file to load.

         

      2. Click Open. You can view the progress of the upload in the Upload modal.

         

5. From the document list in the folder, click the new document to open it.

6. In the fields on the right-hand side, enter document information. The available fields vary depending on the type of document selected from the Object drop-down.

   

Scan to Vasion

If you need to scan documents, you can scan them from the folder where you want to store them.

You must have a scanner set up to use the Scan to Vasion option. For details on how to setup a scanner see Capture.

1. Click on the folder in the directory tree where you want to scan the file.
2. Click the Scan button on the toolbar, or
3. On the side navigation, right-click on the folder where you want to store the scanned file and select Scan to Vasion.

4. In the Open ScanToVasion? modal, click on the Open Scan To Vasion button. Check the box to always allow Vasion to open the Scan to Vasion app.

   

5. When the Scan to Vasion app opens, load the pages into the scanner and click the Scan to End button.

   

6. During the scan process, a progress bar displays. Once the process is complete, the document displays on the Scan to Vasion page.

   

7. Use the toolbar buttons for any of the following:
   1. Navigation — click on the arrows to move from page to page, forward or back.
   2. Rotate — click on the rotate buttons to rotate the current page clockwise or counterclockwise.
   3. Delete Page — click to delete the current page.
   4. Trash — click to delete all scanned pages.
   5. Insert Pages — click to scan more pages to the current document.
8. Once you're satisfied with the pages, click Continue.
9. In the Send to Storage modal complete the following:
   1. Document Name — enter the name for the file.
   2. Add to Folder — click the Browse button to change the file location, if necessary.
   3. Form — use the drop-down to select the form to assign to the file.

   4. Fields and Values — these fields vary depending on the form you selected. Fields listed with an asterisk are required fields.

      

10. Click Save.

Copy Structure

New Folder

Create Parent Folders

Permission to create parent folders requires the Admin - Folders role assigned to the user or group.

Click on the + Create New button and configure the folder.

General Settings

1. Parent Folder Name — enter the name for the new folder

2. Drive Location — use the drop-down to select the drive where you want to save the new folder. The list includes any cloud storage set up in Vasion.

   

Configure Folder

1. Check the box next to the setting(s) you want to apply to the folder:

   

   1. Auto Versioning — automatically creates a new version of files stored in the folder automatically when a user edits the document.
   2. Contains PII Data — flags files within the folder as PII (Personal Identifiable Information).

   3. Encrypt Folder — adds additional security to the folder by requiring a password to access files. When this box is checked enter a password for the folder.

      

   4. Read Only — limits access to only view files stored in the folder restricting any changes. When this box is checked you can grant additional rights to users, if needed, by checking the appropriate boxes for the user in the list.

      

   5. Enable Full Text Search — allows folder contents to be indexed so its contents can be included in configured Full Text Searches.

   6. Override Global Indexing Frequency — use this option override the frequency for the Full Text Update automation on this folder and configure the update frequency manually.

   7. Use the Perform drop-down to select the frequency you want the automation to run. The next fields that display depend on what you select here.
      1. Once — use this option to only run the automation once. The next field display updates to Start Date, and you can type the date in the format shown or click on the Calendar icon to pick the date.
      2. Daily — use this option to run the automation every day. The only remaining option is the Start Time.
      3. Weekly — use this option to run the automation once a week. The next field updates to Weekdays and you can use the drop-down to select one or more days of the week by checking the appropriate box.
      4. Monthly — use this option to run the automation once a month. The next field updates to Months and you can use the drop-down to select one or more months by checking the appropriate box.
      5. Frequency — use this option to run the automation at a specified time interval in minutes. In the next field, type in the number of minutes for the time interval.
   8. In the Start Time, enter the time of day to run the automation in the format shown or click on the Clock icon to pick the time.
   9. If the Monthly option is selected, a Day of Month field is shown. Type in the day of the selected month(s) when you would like to run the automation.

Folder Permissions

When the configuration is complete, click Save at the top of the page.

Rename Folder

Delete Folder

You must have permission to delete folders in order for this option to show in the right click menu.

If the folder contains documents, you will not be able to delete it. Delete the documents inside first and then delete the folder.