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

Select 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 select 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. Select the folder where you want to upload the file.
2. On the side menu, select and hold (or right-click) the folder where you want to store the file and select Upload File.
3. In the Upload modal do one of the following:

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

      

   2. Select the center of the modal to navigate to the file and select Open.

      

4. From the document list in the folder, select the new document to open it.

5. If you want to index any data, use the Object drop-down to associate an object and enter any relevant data.

   

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 option. For details on how to setup a scanner see Install the Send to Vasion App.

1. On the side menu, select and hold (or right-click) the folder where you want to store the scanned file and select Scan to Vasion.

2. In the Open ScanToVasion? modal, select Open Scan To Vasion.

   

   Check the box to always allow Vasion to open the Scan to Vasion app to skip this step in the future.

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

   

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

   

5. Use the toolbar buttons for any of the following:
   1. Navigation — select the arrows to move from page to page, forward or back.
   2. Rotate — select the rotate buttons to rotate the current page clockwise or counterclockwise.
   3. Delete Page — select to delete the current page.
   4. Trash — select to delete all scanned pages.
   5. Insert Pages — select to scan more pages to the current document.
6. Once you're satisfied with the pages, select Continue.
7. In the Send to Storage modal complete the following:
   1. Document Name — enter the name for the file.
   2. Add to Folder — select Browse 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.

      

8. Select Save.

Copy Structure

New Folder

Parent Folders

A parent folder is a top level folder within Vasion Automate Pro. Create parent folders to organize documents in broad categories and limit access permissions for users.

Create a Parent Folder

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

Select 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.

3. Default Object — this is an optional step if you want to ensure a document is indexed when it gets saved to this folder or any of its subfolders. When adding a new document to this folder location, the object is automatically selected, and any required object fields must be completed to save the document.

   

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. 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.

      

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

   6. 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 — select this option to only run the automation once. The next field display updates to Start Date. Enter the date in the format shown or select the Calendar icon to pick the date.
      2. Daily — select this option to run the automation every day. The only remaining option is the Start Time.
      3. Weekly — select this option to run the automation once a week. The next field updates to Weekdays. Use the drop-down to select one or more days of the week by selecting the appropriate box.
      4. Monthly — select this option to run the automation once a month. The next field updates to Months. Use the drop-down to select one or more months by selecting the appropriate box.
      5. Frequency — select this option to run the automation at a specified time interval in minutes.
         1. In the next field, enter the number of minutes for the time interval.
   7. In the Start Time, enter the time of day to run the automation in the format shown or select the Clock icon to pick the time.
   8. If the Monthly option is selected, a Day of Month field is shown. Enter the day of the selected month(s) when you would like to run the automation.

Folder Permissions

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