Sage 2015 Document Manager User Manual
Below you will find brief information for Document Manager 2015. The Document Manager 2015 is a tool that helps you to organize and manage documents in a secure and efficient way. You can easily store, retrieve, and share documents, and you can even track document changes over time. The software also includes features that help you to protect your documents from unauthorized access.
advertisement
Document
Manager 2015
User Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
© HandiSoft Software Pty Ltd
3
Licence agreement Document Manager 2015
3.4 applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1
4.2
4.3
4.4
This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to HandiSoft made, by the due date specified by HandiSoft for the Term to be extended.
Without limiting any other right to terminate this Agreement under clause 12, HandiSoft may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year.
HandiSoft will not unreasonably terminate this Agreement.
5. Your obligations
5.1
5.2
You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without HandiSoft’s written consent.
Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
5.3
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
You agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1
6.2
The Software may only be installed on a computer at the Site.
The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by HandiSoft.
7. Use of software and documentation
7.1
7.2
Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
You must, upon receiving a written request from HandiSoft, allow HandiSoft to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from HandiSoft to effect such termination.
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, HandiSoft may increase the Annual Renewal
Fee. You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of HandiSoft or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest. Interest accrues daily.
4
© HandiSoft Software Pty Ltd
Document Manager 2015 Licence agreement
9. Intellectual property rights
9.1
9.2
9.3
All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by HandiSoft or any other person), remain the property of HandiSoft. The Licence granted under clause 3 does not make you the owner of the
Software or Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the
Software or Documentation.
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
HandiSoft’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
HandiSoft’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the Software and Documentation as HandiSoft may direct. In the absence of any specific direction by HandiSoft, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that HandiSoft has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that HandiSoft considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If HandiSoft provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by HandiSoft, you must return the Software and Documentation (and all copies) that was used prior to the Update to HandiSoft, or otherwise deal with it in accordance with HandiSoft’s reasonable directions.
10.3 HandiSoft may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by
HandiSoft during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes.
Whilst all reasonable efforts shall be made to ensure a secure environment, Handisoft offer no guarantee and provide no warranty (express or implied) that the remote access to your computer will be secure or private. Handisoft accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, HandiSoft may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide HandiSoft with reasonable assistance as requested by HandiSoft for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from HandiSoft, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the
National Privacy Principles in Schedule 3 of that Act.
10.10 You consent to HandiSoft using any technical or confidential information which you provide to it:
(i) to enable HandiSoft to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
HandiSoft agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 HandiSoft is not required to support any third party software or data, whether or not the third party software or data is provided by HandiSoft in connection with your use of the Software.
10.12 If HandiSoft provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that HandiSoft is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
© HandiSoft Software Pty Ltd
5
Licence agreement Document Manager 2015
11. Warranties and limitation of liability
11.1 HandiSoft warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and HandiSoft indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that HandiSoft is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by HandiSoft.
11.3 HandiSoft provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to HandiSoft, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by HandiSoft, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, HandiSoft or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at HandiSoft’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
C. the cost of having defects in the goods corrected; or
(ii) in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, HandiSoft or any of its current or former officers, employees, contractors, agents or Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by HandiSoft or
Those Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if HandiSoft or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that HandiSoft accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified HandiSoft against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from HandiSoft in any of the following circumstances:
(i) if you are in breach of any term of this Agreement;
(ii)
(iii)
(iv)
(v) if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to HandiSoft in the event that HandiSoft has breached a material term of this Agreement and failed to rectify such breach within 30 days of a notice requesting HandiSoft to do so.
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii) you must immediately pay all fees, charges or other payments owing under this Agreement; and
(iii)
(iv) you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by HandiSoft; and you hereby grant HandiSoft a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under this Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
6
© HandiSoft Software Pty Ltd
Document Manager 2015 Licence agreement
13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
© HandiSoft Software Pty Ltd
7
Licence agreement Document Manager 2015
background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
ï‚· Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
ï‚· Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
ï‚· Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
ï‚· The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
ï‚· Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
ï‚· In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
8
© HandiSoft Software Pty Ltd
Contents
History of changes 11
Chapter 1.
Getting started 13
Chapter 2.
Option settings 27
Chapter 3.
Maintaining filing cabinets 37
Chapter 4.
Maintaining documents 53
© HandiSoft Software Pty Ltd
9
Contents Document Manager 2015
Chapter 5.
Sharing and recovering documents 87
Chapter 6.
Attaching documents 91
Chapter 7.
Generating reports 101
Chapter 8.
Additional tools 109
Chapter 9.
Mail merge templates 113
Chapter 10.
Best Practice 117
Chapter 11 Client Portal 121
Glossary of Terms
Index
161
163
10
© HandiSoft Software Pty Ltd
History of changes
Changes made
The Document Manager 2015 User Manual has been updated since the initial version. The following list details the changes that have been made.
Changes included in version: 16/11/2015
ï‚·
Updated information on setting email addresses for the Client Portal .
Changes included in version: 15/09/2015
ï‚·
Added information on Client Portal Group portal logins .
Changes included in version: 21/07/2015
ï‚·
Added information on customising the Client Portal .
Changes included in version: 22/06/2015
ï‚·
Added information on deleting a Client Portal login .
Changes included in version: 13/06/2015
ï‚· First release of 2015 version.
Changes included in version: 04/05/2015
ï‚·
Added information on restoring Client Portal email templates to their default content .
Changes included in version: 11/03/2015
ï‚·
Added information on assigning categories to Client Portal documents
ï‚·
Added information to the Client Portal on updating Company Admin details .
© HandiSoft Software Pty Ltd
11
Chapter 1. Getting started
Document management is an integral part of any business organisation. It is important that documents get filed in the correct places so that they can be retrieved later.
Traditionally, you would store paper documents in folders in filing cabinets, and then mark the filing cabinet drawers and folders in such a way that the documents could be easily located. You would also provide staff members with a filing scheme to make sure that they file the documents in the correct place and to enable them to find the documents.
If an event, such as an appointment with a client, required specific documents, you would generally remove them from the filing system and have them ready for the appointment.
The Document Manager allows you to handle your electronic documentation in the same way as you would paper documents. It enables you to create an on-line filing system, complete with filing cabinets, drawers, folders and sub-folders. In conjunction with the Practice Manager –
Security program, it enables you to control access to certain cabinets, drawers, folders, subfolders and documents. You are also able to attach relevant documents to clients and to events such as appointments, phone calls etc.
With the Document Manager, you do not need to create your own filing system. It automatically creates a filing cabinet with a drawer and year folders for each client, prospective client and firm record in your database. It also creates another filing cabinet with a drawer and folders for each user in your organisation.
© HandiSoft Software Pty Ltd
13
Chapter 1. Getting started Document Manager 2015
Document Manager facilities
The Document Manager provides a document storage and retrieval facility.
The Document Manager allows your staff to store documents in a common location on a network computer system. This makes backing up easier and more reliable. It provides an audit trail of changes made to any document. You are also able to store copies of emails in the
Document Manager in the same way as you would any other document.
The Document Manager works like a paper filing system with filing cabinets, cabinet drawers, folders and sub-folders within each drawer. For example, you could set up a filing cabinet named 'Reference Documents', and then add four drawers to it named 'A-G', 'H-M', 'N-S' and 'T-
Z'. Then, within drawer 'A-G' you could add folders for all the reference documents with titles beginning with the letters A to G.
Facilities in your HandiSoft programs
The Document Manager allows you to perform the following functions from within your installed
HandiSoft programs:
ï‚· View the filing cabinets.
ï‚· Open filing cabinets, drawers, folders and sub-folders to view the list of documents they contain.
ï‚· Filter the list of documents by type, date created and staff member.
ï‚· Create new filing cabinets, drawers, folders and sub-folders.
ï‚· Create category folders that you can apply to documents.
ï‚· Create, view and edit documents in the filing cabinet and category folders and sub-folders.
ï‚· Scan paper documents directly into the Document Manager with a TWAIN compliant scanner.
ï‚· Apply version control to documents.
ï‚· Mail merge documents.
ï‚·
Move or copy documents from other locations, or leave them where they are and link to them.
ï‚· Configure the Document Manager to detect client references, ABNs, ACNs or TFNs on scanned and imported documents, and automatically file them in the relevant clients’ folders.
ï‚· Revert to the previous version of a document being edited.
ï‚· Store reports that have been generated.
ï‚· Attach documents to specific clients, tasks and events.
ï‚· Email documents to others.
ï‚· In conjunction with Practice Manager – Security, control access to cabinets, drawers, folders and sub-folders.
14
© HandiSoft Software Pty Ltd
Document Manager 2015 Document Manager facilities
Document details
The Document Manager saves a record of each document with the following details:
ï‚· The date and time the document was added to the Document Manager.
ï‚· The date that the document was last opened.
ï‚· The author of the document.
ï‚· The type of document.
ï‚· A description of the document.
ï‚· A list of keywords that are associated with the document. This enables you to search for specific documents.
ï‚· The history of any changes made to document.
ï‚· A client to whom the document may be attached.
ï‚· A document password.
Finding documents
The Document Manager enables you to use the following criteria to search for a document:
ï‚· The date the document was added to the Document Manager.
ï‚· The document description.
ï‚· The author of the document.
ï‚· The type of document
ï‚· A client to whom the document may be attached.
ï‚· The keywords associated with the document.
You can also use the Windows Indexing Service to search the Document Manager for documents containing specified words.
The Best Practice system
If you have purchased the Best Practice system, the Document Manager creates a special filing cabinet with drawers for each of the categories, and adds the Best Practice documentation to the folders.
Reports
The Document Manager allows you to generate reports on documents in the filing cabinets. You can also store reports generated with any HandiSoft program in the Document Manager.
© HandiSoft Software Pty Ltd
15
Chapter 1. Getting started
Getting started
Document Manager 2015
Administrator actions
If you have Practice Manager – Security installed with security enabled, you will have to enter your User name and Password when you start a HandiSoft program (for example, Practice
Manager – Contact) from which you can run the Document Manager.
The Document Manager has some actions that only those who have logged in as Administrator can perform. These actions are:
ï‚· Delete reserved cabinets, drawers and folders.
ï‚· Add and remove folders to and from all the "Clients”, “Prospective Clients” and “Firms” drawers as a batch.
ï‚· Set a default folder in the “Clients”, “Prospective Clients” and “Firms” drawers.
Caution: If Practice Manager – Security is not installed and enabled, any user running the Document Manager will have Administrator privileges.
Standard filing cabinets
When you first access the Document Manager, it will already contain the following standard filing cabinets:
Filing cabinet Description
Groups
Clients
Prospective Clients
Firms
Users
The Groups filing cabinet lists the member client drawers from the Clients filing cabinet under their respective client groups.
The Clients filing cabinet has a drawer for every client in your database. Within each drawer, users with Administrator privileges can set up folders and designate a default folder for each client.
This filing cabinet, its drawers and folders are reserved, and only users logged in as Administrator are allowed to edit and delete them.
The Prospective Clients filing cabinet has a drawer for every prospective client in your database. Within each drawer, users with Administrator privileges can set up folders and designate a default folder for each prospective client.
This filing cabinet, its drawers and folders are reserved, and only users logged in as Administrator are allowed to edit and delete them
The Firms filing cabinet has a drawer for every entry in your Firm Address Book.
Note: You can add new unreserved folders and subfolders to the drawers in 'Firms' filing cabinet.
The Users filing cabinet has a drawer for every person in your firm that uses the Document
Manager. Each drawer has a 'Documents' and an
'Import' folder. The 'Documents' folder is used for storing any documents relevant to that user. The
'Import' folder is a temporary location for holding newly imported documents. Users can nominate a directory on their computers or network as a 'Watch' directory. The Document Manager will detect any documents saved to this directory and move them to that user's 'Import' folder.
16
© HandiSoft Software Pty Ltd
Document Manager 2015 Getting started
This filing cabinet, its drawers and folders, are reserved so only users logged in as Administrator are allowed to edit or delete them.
Note: You can add new unreserved folders and subfolders to the drawers in the 'Users' filing cabinet.
Tip: You may want to create an additional cabinet to store standard documents that are
Enabling the Document Manager
Before you can access the Document Manager you need to enable it from within Practice
Manager – Contact.
To enable the Document Manager:
1. Start the Practice Manager – - Contact program.
2. From the
Options menu, click Document Manager. The " Document Manager " window will
open.
Figure 1: The "Document Manager" window
3. Under
Document Manager, select the Use Document Manager check box.
4. Click
OK to accept the enabling and to close the "Document Manager" window.
Opening the Document Manager
Once you have enabled the Document Manager in Practice Manager – - Contact, you can access it from any HandiSoft program.
To open the Document Manager from any HandiSoft program, do one of the following:
ï‚· Press F10.
ï‚· From the Documents menu, click Document Manager.
ï‚· On the Access Panel, click the Document Manager icon.
From Practice Manager – - Contact, you can also open the Document Manager by doing any of the following:
ï‚· Press F9 to open the "Clients" window. On the "Clients" window, click Document.
ï‚· From the View menu, click Prospective Clients. On the "Prospective Clients" window, click
Document Manager.
© HandiSoft Software Pty Ltd
17
Chapter 1. Getting started Document Manager 2015
Importing Best Practice
If you have purchased the optional Best Practice system, the Document Manager will prompt you to import the Best Practice cabinet, with its drawers, folders and documents, when you first open it.
To import Best Practice
1. Run Practice Manager – Contact as 'Administrator'.
2. Make sure that no other users are running Practice Manager – Contact.
3. Click OK on the import message window.
For more information on the Best Practice system, refer to Chapter 8, "Best Practice".
Importing existing documents
You can import existing documents, including those that you have created with HandiSoft programs, into the Document Manager.
1. Open the Document Manager.
2. At the top or bottom of the folder view pane, click the
cabinets.
tab to show the filing
3. Highlight the folder or sub-folder to which you want to add the document file, and do one of the following:
ï‚· On the toolbar, click the Add File(s) to folder button .
ï‚· From the File menu, click Add File(s) to folder.
ï‚· Right-click the folder or sub-folder and then click Add File(s) to folder from the menu that appears.
If you need to create a new cabinet, drawer, folder or subfolder, please refer to Chapter 3,
"Maintaining filing cabinets".
4. In the "Add Files to Folder" window, select the file that you want to add, and click Open.
18
Figure 2: The "Add Files to Folder" window
© HandiSoft Software Pty Ltd
Document Manager 2015 Getting started
Tip: Documents that were created with the HandiSoft Document editor will have the
.rtf extension.
5. In the "Add Type" window select whether you want to copy, move or link to the file.
Figure 3: The "Add Type" window
Option
Copy
Move
Link
Description
Create a copy of the file and store it in the
Document Manager area.
Move the file from its original location to the
Document Manager area.
Do not physically locate the file in the
Document Manager, but rather create a hyperlink to it in its existing location.
6. Click
OK
The Document Manager will add the document file to the list in the right pane.
Tip: You can move a document into the Document Manager by clicking on the document in Windows Explorer and dragging it into a Document Manager folder.
Navigating the "Clients" filing cabinet
The Document Manager automatically creates a "Clients" filing cabinet with a drawer for each client in your client database. If you have a large number of clients, the "Clients" filing cabinet will have a correspondingly large number of drawers. In order to speed up access times, the
Document Manager displays only a small number of client drawers at a time.
If the client drawer that you want to open is not currently displayed, you can click the
buttons to scroll through the list. If there are a large number of drawers, it may be quicker to use the Document Manager Find facility to go to the required client drawer.
Using Find to access a client drawer
1. Press Ctrl F or, from the File menu, click Find to open the "Find" window.
Figure 4: The "Find" window
2. Select the required search area and enter the search text.
© HandiSoft Software Pty Ltd
19
Chapter 1. Getting started
3. Click Find to start the search.
The "Document Manager" window
Document Manager 2015
20
Figure 5: The "Document Manager" window
The "Document Manager" window comprises two panes.
The left, folder view pane has tabs which you can click to display the following:
drawers , folders and sub-folders . The right pane will show the documents contained in the highlighted cabinet, drawer or folder.
Click the Document tab to provide fields for searching for
documents. The right pane will show the documents that meet the entered criteria.
to provide fields for searching for
documents containing specified text. The right pane will show the documents that contain the search text.
to show category folders and sub-
folders. The right pane will show the documents to which the highlighted category has been applied.
To open or close filing cabinets, drawers and folders, do any of the following:
ï‚· Press your left or right arrow keys.
ï‚· Double-click on the item
ï‚· Click the + or - sign next to the item.
The right pane displays the documents contained in the selected folder or sub-folder.
ï‚· To view a list of the documents contained in a folder or sub-folder, highlight the folder or sub-folder.
Tip: You can set the Document Manager so that highlighting the cabinets, drawers and folders displays a list of all the documents stored within them. For example, you can list all the documents in a filing cabinet. Press
Ctrl F5 to turn the option on and off.
© HandiSoft Software Pty Ltd
Document Manager 2015 The "Document Manager" window
Setting the tab locations
You can specify whether the tabs are located above or below the folder view pane.
1. From the Options menu, click General to open the “General Options” window.
2. Under Tab Position, select Toolbar Level to position the tabs above the pane, or Status
Level to position them below the pane.
3. Click OK.
Menu bar
The Document Manager Menu bar has the following menus:
ï‚· File
ï‚· Edit
ï‚· View
ï‚· Reports
ï‚· Scan
ï‚· Options
ï‚· Tools
ï‚· Help
For information on the menu commands, press F1 to display the online help.
Tip: The availability of the menu items depends on the action currently being performed and the permission settings for the document types.
Tool bar
The tool bar provides short cut buttons to many of the menu commands.
Button Description
Add a new filing cabinet, drawer, folder or sub-folder .
Copy, move or link to a document file from a location external to
the Document Manager.
Find a filing cabinet, drawer, folder or sub-folder containing
specified text.
Select the Search view to enable you to search for documents
matching specified criteria or containing specified text. Click again to return to the Documents view.
Open the "Document Details" window to enable you to view or edit
details of the highlighted document.
Open the "Document History" window, which displays a list of actions performed on that document.
Open the highlighted document in the editor for the document type.
© HandiSoft Software Pty Ltd
21
Chapter 1. Getting started Document Manager 2015
Create a mail-merged document from the highlighted Word
document.
Create a mail-merged document from the highlighted Word document. Print the merged document.
Open an email message window with the highlighted documents as attachments .
Create merged documents and attach them to email messages .
Export the highlighted document to a specified directory on your
computer or network.
Import a document to overwrite the highlighted document . The
imported document must have the same name and be of the same type as that to be overwritten.
Add the document file to a collated document .
Scan a document into the Document Manager.
Attach a coloured flag to the document to make it easier to locate
and identify. The “Document Details” window will open for you to select the flag colour.
Set the importance level of the document to High.
Set the importance level of the document to Low.
Preview the printed highlighted document on your screen.
Print the highlighted document .
Open the “Select Document Types” window to filter the documents displayed in the Document Manager.
Open the "Document found in Watch Directory" window to show
any documents in the Watch Folder .
Refresh the "Document Manager" window to show any changes to
the filing cabinets and their contents.
Close the "Document Manager" window and return to Practice
Manager – Contact.
Status bar
The status bar at the foot of the "Document Manager" window displays information about the user, the selected client, and the currently highlighted filing cabinet, drawer, folder, sub-folder or document.
Figure 6: The Status bar
Document list
You can choose one of three different ways to display the document list in the right pane:
ï‚· List
ï‚· Large Icons
22
© HandiSoft Software Pty Ltd
Document Manager 2015 The "Document Manager" window
ï‚· Small Icons
List view
To select the List view:
ï‚· From the Options menu, point to View and then click List; or
ï‚· Right-click in the document list pane. On the menu that appears, point to View and then click Details.
The List view displays the documents in tabular form with the columns displaying the following information about them.
Note: You can specify which columns are displayed on the main window and the order in which they appear. From the Options menu, click General to open the “General Options” window.
Description
This is a description of the document. This would generally be the file name.
Author
This is the author of the document
Client
This is the client for whom the document is applicable. This can be blank.
Created
This is the date that the document was first added to the Document Manager.
Opened
This is the date that the document was last opened.
Time
This is the time that the document was added to the Document Manager.
Type
This is the document file type. This can be:
ï‚· Unknown
ï‚· Microsoft Word
ï‚· Microsoft Excel
ï‚· Rich Text Format
ï‚· HTML
ï‚· Text Files
ï‚· Executable Files
ï‚· PDF
ï‚· Image Formats
ï‚· Compressed Formats
ï‚· XML
ï‚· Media
ï‚· Hyperlink
ï‚· Email
ï‚· HandiSoft Report
© HandiSoft Software Pty Ltd
23
Chapter 1. Getting started Document Manager 2015
Keyword
This column displays the keywords allocated to the document via the "Document Details"
window. You can use these keywords to search for a document .
Flag
If the document has a coloured flag attached, it will be shown here.
Imp
Documents with an importance level of High or Low will be indicated by or respectively.
Size
This is the size of the document file.
You can resize the column widths by clicking the sides of the column headings with your mouse and dragging them.
You can also change the order in which the documents are displayed by clicking the column heading under which you want to sort them. If, for example, you want to sort the documents by
Author, click the Author column heading. To reverse the order, click the heading again.
Large Icons view
To select the
Large Icons view:
ï‚· From the
Options menu, point to View and then click Large Icons, or
ï‚· Right-click in the document list pane. On the menu that appears, point to View and then click Large Icons.
The Large Icons view displays each document as an icon with the document description below it. The icon indicates the document type.
The following is an example of Word and Excel documents displayed in the Large Icons view:
Figure 7: The Large Icons view mode
Small Icons view
To select the Small Icons view:
ï‚· From the Options menu, point to View and then click Small Icons, or
ï‚· Right-click in the document list pane. On the menu that appears, point to View and then click Small Icons.
The Small Icons view displays each document as an icon with the document description next to it. The icon indicates the document type.
The following is an example of Word documents displayed in the Small Icons view:
Figure 8: The Small Icons view mode
24
© HandiSoft Software Pty Ltd
Document Manager 2015 The "Document Manager" window
Ordering the document list
You can specify the order in which the documents are displayed on the document list. Click on the heading of the column in which the documents are to be ordered. To reverse the order, click the column heading again.
For example, if you want the list to be in ascending order of the document descriptions, click the
Description column heading. An up-arrow on the column heading will indicate that the documents are in ascending order of the document descriptions.
To reverse the order, click the Description column again. The arrow will now point downwards, indicating that the documents are in descending order of their descriptions.
1. If you do not select a specific column, the Document Manager will default to ordering the documents in ascending order of the descriptions.
2. When you close down the Document Manager, it will retain your settings for the next time you run it.
Refreshing the "Document Manager" window
The "Document Manager" window provides a "snapshot" view of contents of the filing cabinets.
It has to be refreshed to display any changes.
The Document Manager automatically refreshes at regular intervals. You can also manually refresh the window at any time by doing any of the following:
ï‚· Press
F5.
ï‚· Click the Refresh button on the tool bar.
ï‚· From the File menu, click Refresh.
© HandiSoft Software Pty Ltd
25
Chapter 2. Option settings
The Document Manager Options menu enables you to customise the Document Manager to suit your requirements. There are three areas where you can set options:
ï‚· General options
ï‚· Watch options
ï‚· File type options
General options
The General option settings allow you to specify how the 'Clients' cabinet drawers are named, the position of the Categories tabs, and how all the document lists are displayed.
You can also enable automatic file and database synchronisation, and set the time and frequency that it will occur. For information on file synchronisation, please see Chapter 7,
“Additional tools”.
Setting the General options
1. From the
Options menu, click General. The "General Options" window will open.
Figure 9: The "General Options" window
2. Complete the "General Options" window settings as required, and click OK to accept them.
Click Defaults if you want to revert to the default factory settings.
© HandiSoft Software Pty Ltd
27
Chapter 2. Option settings Document Manager 2015
Tip: For information on the "General Options" window, press F1 to display the online help.
Created and Opened dates
You can configure the Document Manager main window to display either or both the
Created and Opened columns.
ï‚· The Created column shows the date the document was added to the Document Manager.
ï‚· The Opened column shows the date the document was last opened.
1. From the Options menu, click General Options to open the “General Options” window.
2. Under Columns to Show, select the Created and Opened check boxes as required.
Enabling Version Control
Version Control lets you revert to the previous version of a document when you are editing it.
1. From the Options menu, click General Options to open the “General Options” window.
2. Under Version Control, select the Enable User Interface check box.
Activating the Microsoft Office add-ins
Activating the Microsoft Office add-ins enables you to save documents directly from Word, Excel and Outlook into the Document Manager.
1. Ensure that all your Microsoft Office programs are closed.
2. From the Document Manager Options menu, click General to open the “General Options” window.
3. Under
Microsoft Office Add-Ins, click Activate.
4. Click
OK to exit the “General Options” window.
5. Open a Microsoft Office program; for example, Word. You should notice a new HandiSoft button on the toolbar.
Compressing the DocMan directory
The Document Manager stores the document files in the DocMan directory, which can be on the local computer or a network server.
To save disk space you can compress the DocMan directory. To do this:
1. From the Options menu, click General to open the "General Options" window.
2. Select the Compress documents check box. If the DocMan directory is already compressed, you can clear the Compress documents check box to uncompress it.
Note: If the Compress documents check box is not available, you probably do not have the required permission to change the DocMan directory.
28
© HandiSoft Software Pty Ltd
Document Manager 2015
3. Click OK to start the compression or uncompression.
Automatic document purging
Automatic document purging
You can specify a frequency or single time that the Document Manager will automatically purge documents that are older than a set period.
1. From the
Options menu, click General to open the “General Options” window.
2. Under Purge Documents, select the period after which the documents are to be purged.
Note: This setting is for all the documents. You can specify purge periods for individual documents or documents in a cabinet, drawer, subfolder or folder.
3. Under
Frequency, select the frequency of the purging. In the Date and Time fields, enter the date and time of the first purging.
4. Click Ok.
5. To continue with the setting, click Yes to the warning message.
The Document Manager will set the purge period for all the documents. For documents that have already had a different purge period set, it will display the following message.
© HandiSoft Software Pty Ltd
29
Chapter 2. Option settings Document Manager 2015
6. To leave the purge period unchanged, click Skip or Skip All. To change the purge period, click Continue.
Setting individual purge periods
It is obviously not desirable to have a single purge period for all the documents in the Document
Manager. Therefore, you can also specify separate purge periods for individual documents, or all documents contained in a cabinet, drawer, folder or subfolder.
1. To set the purge period for a single document, in the Documents pane, right-click on the document.
To set the purge period for all documents in a cabinet, drawer, folder or subfolder, in the
Cabinets pane, right-click on the cabinet, drawer, folder or subfolder.
2. Click Purge Settings to open the “Purge Settings” window.
30
Figure 10: The "Purge Settings" window
3. Under Select Purge Period, select the purge period for the highlighted document or the documents in the highlighted cabinet, drawer, folder or subfolder.
Tip: To disable automatic purging of the document or documents, select Never.
4. Click
Ok to set the purge period.
5. If the purge period of a document, subfolder, folder or drawer in the highlighted cabinet, drawer, folder or subfolder has already been set to a different value, a warning message will be displayed. To leave the purge period unchanged, click Skip or Skip All. To change the purge period, click Continue.
© HandiSoft Software Pty Ltd
Document Manager 2015 Mail merge fields
Mail merge fields
You can use the Document Manager to create mail merge documents. You can specify which fields in the HandiSoft programs’ databases are made available for selection as data source fields.
To select the data source fields for mail merge documents:
1. From the Options menu, click Mail Merge Settings. The “Mail Merge Field Options” window will open.
Figure 11: The "Mail Merge Field Options" window
2. At the top of the window, select a tab to list the database fields for the HandiSoft program.
The Common tab lists the fields that are common to all the programs.
Note: The Mail Merge Documents tab is used to select your mail merge templates for use in your other HandiSoft programs. See Chapter 9, Mail merge templates.
3. In the Use column, select the check boxes next to the required fields. Click select or deselect all the fields.
to
4. Click OK to confirm the selections and close the "Mail Merge Field Options" window.
When you create a mail merge document in the Document Manager, the fields will be available for selection as data source fields.
© HandiSoft Software Pty Ltd
31
Chapter 2. Option settings Document Manager 2015
The Watch options
The Document Manager watches a designated directory to detect any new document files that are put into it. If it detects a file, it alerts you to its presence. You can then move the document to a suitable location in the Document Manager. For example, you could specify a directory accessible to other users as your 'Watch' directory. They could then move or copy documents intended for you to the 'Watch' directory.
You are able to specify the 'Watch' directory and the time interval between checks for new files.
Tip: You can use Microsoft Office add-ins to create a HandiSoft button on your Office
Applications, like Microsoft Word, that saves your document to a specified Document Manager folder. See Microsoft Office add-ins in Chapter 4, Maintaining documents.
Setting the Watch options
1. From the Options menu, click Watch. The "Watch Options" window will open.
32
Figure 12: The "Watch Options" window
2. Complete the "Watch Options" window settings as required, and click OK to accept them.
Click Defaults if you want to revert to the default factory settings.
ï‚· If, under Auto Watch Settings, you select the Display taskbar icon when new items
found check box, a taskbar icon will indicate the presence of new documents in the
Watch Directory. Click the icon to open the “Documents found in Watch Directory” window.
ï‚· You can disable automatic detection of watch items by selecting the
Open Watch
folder manually check box. You then have to open the “Documents found in Watch
Directory” window by clicking the Open Watch folder
Watch Documents from the View menu.
button on the toolbar, or
Tip: For information on the "Watch Options" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
Document Manager 2015 File Type options
File Type options
For each document file type, you can set what actions users will be able to perform on the documents. For example, you could specify that Word documents can be created and edited, but not deleted.
The permission settings for each document type determine what menu items and toolbar buttons are available when you highlight a document. They also determine the options available when you click the Actions button on the "Document Details" (View / Details with the document highlighted) window.
Setting permissions for a document type
1. From the "Document Manager" window
Options menu, click File Types.
The "Default File Type Actions" window will open.
Figure 13: The "Default File Type Actions" window
2. On the "Default File Type Actions" window, select the check boxes for the actions that users can perform for that document type.
If necessary, you can click the Defaults button to restore the original settings.
3. Click OK to save the action settings and close the window.
© HandiSoft Software Pty Ltd
33
Chapter 2. Option settings
Windows Search option
Document Manager 2015
Introduction
You can configure the Document Manager to use the Windows Search Service to enable searching for specific text in the documents.
The Windows Search Service is a base service for Microsoft® Windows® 7 that extracts content from files and constructs an indexed catalogue to facilitate efficient and rapid searching.
Note: If your computer is running Windows XP or an earlier version, you must use the Windows
Indexing Service to search for text in documents.
The Windows Search Service can extract both text and property information from files on your local computer and networked servers.
Starting and stopping the Windows 7 Search Indexing Service
If your computer or server is running Windows 7, the Windows Search Service must be running for the Document Manager to use it. Where your HandiSoft programs are installed on a single computer, the Windows Search Service must be running on that computer. For networked installations, the Windows Search Service must be running on the server.
The Windows 7 Search Service is enabled and running by default. However, if you do need to start or stop it on your computer or server, you can use the following procedure.
1. On your local computer or network server, click the Start button.
2. In the Search box, type ‘services.msc’ and press Enter to open the “Services” window.
3. Highlight Windows Search. The Status column will indicate whether or not it has started.
4. From the
Action menu , click Restart or Stop the service.
Starting and stopping the Indexing Service
If your computer or server is running Windows XP or earlier, the Indexing Service must be running for the Document Manager to use it. Where your HandiSoft programs are installed on a single computer, the Indexing Service must be running on that computer. For networked installations, the Indexing Service must be running on the server.
To start and stop the Indexing Service
1. On your local computer or network server, click the Start button.
2. Click Control Panel.
3. If the Category View is displayed, click Performance and Maintenance.
4. Click Administrative Tools, and then double-click Services.
5. Highlight Indexing Service. The Status column will indicate whether or not it has started.
6. Click Start or Stop the service.
34
© HandiSoft Software Pty Ltd
Document Manager 2015 Windows Search option
Enabling and configuring the Document Manager indexing
This procedure must be followed to enable the Windows Search Service to be used by the
Document Manager. Where the HandiSoft programs are installed on a server for use by multiple workstations it must only be done on the server.
1. From the Document Manager
Options menu, click Document Indexing. The “Search
Configuration” window will open.
Figure 14: the "Indexing Service Configuration" window
2. To enable the Indexing Service, select the
Enable Windows Search for Document
Manager check box.
3. Complete the other settings as required.
4. Click Apply to apply your settings.
5. Click Close to exit the “Search Configuration” window.
© HandiSoft Software Pty Ltd
35
Chapter 3. Maintaining filing cabinets
The documents are stored in folders and sub-folders which, in turn, are stored in drawers within filing cabinets. You are able to create new filing cabinets as required. You can add new drawers, folders and sub-folders to filing cabinets.
Filing cabinets, drawers and folders displayed in blue are reserved. This means that you cannot edit them if Practice Manager – Security is installed and enabled. If you are logged in as
Administrator, you are able to delete all cabinets, drawers, folders and sub-folders, including those that are reserved.
Adding cabinets, drawers, folders and sub-folders
To add a new filing cabinet
1. If necessary click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under Filing Cabinets, highlight an object and do any of the following:
ï‚· Press your Insert key.
ï‚· On the toolbar, click the New
ï‚· From the File menu, click New
button.
ï‚· Alternatively, you can right-click on any object and click New from the menu that appears.
The "New" window will open if you highlighted an unreserved cabinet. If you highlighted a reserved (pink or blue) cabinet, the "New Cabinet" window will open directly.
3. On the "New" window, under Type, select Cabinet and click OK.
The "New Cabinet" window will open.
Figure 15: The "New Cabinet" window
4. In the "New Cabinet" window, enter the name and a description of the new filing cabinet.
5. Click Save to create the new filing cabinet, or Cancel to cancel it.
The Document Manager will add the new filing cabinet to the Filing Cabinets pane, and position it so that the filing cabinets are displayed in alphabetical order.
© HandiSoft Software Pty Ltd
37
Chapter 3. Maintaining filing cabinets Document Manager 2015
To add a new drawer
You can add drawers to user-created filing cabinets, but you are not allowed to add drawers to the following reserved cabinets:
ï‚· Clients
ï‚· Prospective Clients
ï‚· Firms
ï‚· Users
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under
Filing Cabinets, highlight the filing cabinet or another drawer in the filing cabinet to which you want to add a drawer and do any of the following:
ï‚· Press Insert.
ï‚· On the toolbar, click the New
ï‚· From the File menu, click New
button.
ï‚· Alternatively, you can right-click on the filing cabinet or another drawer in the filing cabinet to which you want to add a drawer, and click New on the menu that appears.
Note: It is not possible to add drawers to a reserved filing cabinet.
3. On the "New" window, under
Type, select Drawer, and click OK.
The "New Drawer" window will open.
Figure 16: The "New Drawer" window
4. In the "New Drawer" window, enter the name and a description of the new drawer.
5. Click
Save to create the new drawer, or Cancel to cancel it.
The Document Manager will add the new drawer to the filing cabinet, and position it in alphabetical order.
38
© HandiSoft Software Pty Ltd
Document Manager 2015 Adding cabinets, drawers, folders and sub-folders
To add a new folder
You can add folders to any drawer, including those that are reserved.
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under Filing Cabinets, highlight the drawer or another folder in the drawer to which you want to add the folder and do one of the following:
ï‚· Press Insert.
ï‚· On the toolbar, click the New
ï‚· From the File menu, click New.
button.
ï‚· Alternatively you can right-click on the drawer or another folder in the drawer to which you want to add the folder, and click New on the menu that appears.
3. On the "New" window, under Type, select Folder, and click OK.
The "New Folder" window will open.
Figure 17: The "New Folder" window
4. In the "New Folder" window, enter the name and a description of the new folder.
5. Click Save to create the new folder, or Cancel to cancel it.
The Document Manager will add the new folder to the drawer, and position it in alphabetical order.
To add a new sub-folder
You can add sub-folders to any folder, including those that are reserved.
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under Filing Cabinets, highlight the folder or another sub-folder in the folder to which you want to add the sub-folder and do any of the following:
ï‚· Press Insert.
ï‚· On the toolbar, click the New
ï‚· From the File menu, click New.
button.
ï‚· Alternatively you can right-click on the folder or another sub-folder in the folder to which you want to add the sub-folder, and click New on the menu that appears.
3. On the "New" window, under Type, select SubFolder, and click OK.
The "New SubFolder" window will open.
© HandiSoft Software Pty Ltd
39
Chapter 3. Maintaining filing cabinets Document Manager 2015
Figure 18: The "New SubFolder" window
4. In the "New SubFolder" window, enter the name and a description of the new sub-folder.
5. Click Save to create the new sub-folder, or Cancel to abandon it.
The Document Manager will add the new sub-folder to the folder, and position it in alphabetical order.
Editing filing cabinets, drawers, folders and sub-folders
You can change the names and descriptions of filing cabinets, drawers, folders and sub-folders.
Note: To modify or delete reserved cabinets, drawers, folders and sub-folders when Practice
Manager – Security is installed and enabled, you need to be logged in as Administrator.
To edit a filing cabinet
If Practice Manager – Security is installed and enabled, you are not allowed to edit any of the following reserved cabinets:
ï‚· Clients
ï‚· Prospective Clients
ï‚· Firms
ï‚· Best Practice (If you have purchased the Best Practice System).
If you are logged in as Administrator, you will be able to edit the "Users" reserved cabinet.
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under
Filing Cabinets, do one of the following:
ï‚· Highlight the filing cabinet to be edited. From the
Edit menu, click Edit Cabinet.
ï‚· Right-click on the filing cabinet to be edited and click
Edit Cabinet from the menu that appears.
Note: It is not possible to edit a reserved filing cabinet.
The "Edit Cabinet" window will open.
40
Figure 19: The "Edit Cabinet" window
3. In the "Edit Cabinet" window, change the name or description as required.
4. Click Save to save your changes, or Cancel to discard them.
© HandiSoft Software Pty Ltd
Document Manager 2015 Editing filing cabinets, drawers, folders and sub-folders
The Document Manager will display the filing cabinet with the changes.
To edit a drawer
You are not allowed to edit drawers in the following reserved cabinets:
ï‚· Clients
ï‚· Prospective Clients
ï‚· Best Practice (If you have purchased the Best Practice System).
If you are logged in as Administrator, you will be able to edit drawers in the "Users" reserved cabinet.
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under Filing Cabinets, do one of the following:
ï‚· Highlight the drawer to be edited. From the Edit menu, click Edit Drawer.
ï‚· Right-click on the drawer to be edited and click Edit Drawer from the menu that appears.
Note: It is not possible to edit a reserved drawer.
The "Edit Drawer" window will open.
Figure 20: The "Edit Drawer" window
3. In the "Edit Drawer" window, change the name or description as required.
4. Click
Save to save your changes, or Cancel to discard them.
The Document Manager will display the drawer with the changes.
To edit a folder
You are not allowed to edit any reserved folders in the following reserved cabinets:
ï‚· Clients
ï‚· Prospective Clients
ï‚· Best Practice (If you have purchased the Best Practice System).
If you are logged in as Administrator, you will be able to edit folders in the "Users" reserved cabinet.
You are able to edit folders in reserved cabinets that have been created by users, and are not themselves reserved.
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under Filing Cabinets, do one of the following:
ï‚· Highlight the folder to be edited. From the Edit menu, click Edit Folder.
ï‚· Right-click on the folder to be edited and click Edit Folder from the menu that appears.
© HandiSoft Software Pty Ltd
41
Chapter 3. Maintaining filing cabinets
Note: It is not possible to edit a reserved folder.
The "Edit Folder" window will open.
Document Manager 2015
Figure 21: The "Edit Folder" window
3. In the "Edit Folder" window, change the name or description as required.
4. Click Save to save your changes, or Cancel to discard them.
The Document Manager will display the folder with the changes.
Tip: If you copy a reserved folder to an unreserved drawer, you are allowed to edit the copy.
To edit a sub-folder
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. On the "Document Manager" window, under Filing Cabinets, do one of the following:
ï‚· Highlight the sub-folder to be edited. From the Edit menu, click Edit Folder.
ï‚· Right-click on the sub-folder to be edited and click Edit SubFolder from the menu that appears.
Note: It is not possible to edit a reserved sub-folder.
The "Edit SubFolder" window will open.
Figure 22: The "Edit SubFolder" window
3. In the "Edit SubFolder" window, change the name or description as required.
4. Click Save to save your changes, or Cancel to discard them.
The Document Manager will display the sub-folder with the changes.
42
© HandiSoft Software Pty Ltd
Document Manager 2015 Deleting cabinets, drawers, folders and sub-folders
Deleting cabinets, drawers, folders and sub-folders
If you have logged in as Administrator you are able to delete any cabinet, drawer, folder and sub-folder, including those that are reserved. If you have not logged in as Administrator, you will only be able to delete those that are not reserved.
Caution: If you do not have Practice Manager – Security installed and enabled, all users will have Administrator privileges.
To delete a cabinet
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. Highlight the cabinet to be deleted, and do any of the following:
ï‚· Press Delete.
ï‚· From the
Edit menu, click Delete Cabinet.
ï‚· Right-click on the cabinet and, from the menu that appears, click
Delete Cabinet.
3. On the "Attention" window, click Yes to confirm the deletion.
Caution: Deleting a cabinet removes all the drawers, folders, sub-folders and documents contained with it.
To delete a drawer
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. Highlight the drawer to be deleted, and do any of the following:
ï‚· Press Delete.
ï‚· From the Edit menu, click Delete Drawer.
ï‚· Right-click on the cabinet and, from the menu that appears, click Delete Drawer.
3. On the "Attention" window, click Yes to confirm the deletion.
Caution: Deleting a drawer removes all the folders, sub-folders and documents contained with it.
To delete a folder or sub-folder
1. If necessary, click the tab to list the cabinets in the folder view pane.
2. Highlight the folder or sub-folder to be deleted, and do one of the following:
ï‚· Press Delete.
ï‚· From the Edit menu, click Delete Folder or Delete Subfolder.
ï‚· Right-click on the cabinet and, from the menu that appears, click
Delete Folder or
Delete Subfolder.
3. On the "Attention" window, click Yes to confirm the deletion.
Caution: Deleting a folder removes all the sub-folders and documents contained with it.
You will only be able to recover them from a backup.
© HandiSoft Software Pty Ltd
43
Chapter 3. Maintaining filing cabinets Document Manager 2015
Standard cabinet folders
The ‘Clients’, ‘Prospective Clients’ and ‘Firms” cabinets respectively contain a drawer for each client, prospective client and firm in the database. Each drawer has a reserved folder for the current tax year. You can add additional folders to individual drawers as required. Any folders that you add are not reserved, so you can delete them.
The ‘Groups’ cabinet has ‘virtual’ drawers for each client in a group. These are synchronised with the respective client drawers in the ‘Clients’ cabinet.
Users logged in as Administrator are also able to add, rename and delete folders and subfolders in all the drawers in the 'Clients' ‘Prospective Clients and ‘Firms’ cabinets with a single command. They can set the default folder in all the "Clients' 'Prospective Clients' and
‘Firms’ cabinet drawers.
To add a folder to all the standard cabinet drawers
You can either create a new folder or create a duplicate folder.
1. From the Tools menu, click Create Client Folder.
Figure 23: The "Folder Structure for all Clients and Firms" window
2. To create a new folder:
1. On the "Folder Structure for all Clients and Firms" window select the location for the new folder or sub-folder.
For example: If you want to add a new folder to all the ‘Clients’ cabinet drawers, click
Clients. To add a new subfolder, expand the Clients drawer (click +) and click the folder to which the subfolder is to be added.
2. Click New.
44
Figure 24: The "Add New Folder" window
3. To duplicate an existing folder:
1. On the “Folder Structure for all Clients and Firms” window, select the folder structure to be duplicated and click Duplicate. Note that the duplicate function can only be performed on Folder level items. Any associated subfolders will also be duplicated.
© HandiSoft Software Pty Ltd
Document Manager 2015 Standard cabinet folders
2. The “New Folder Details” window will be displayed to allow you to select filing cabinet location for the duplicated folder structure and enter the name for the new folder. Enter the folder details and click OK.
3. On the “Folder Structure for all Clients and Firms” window click OK. Then click Yes to the “Update folders structure” message.
The Document Manager will duplicate the folder structure in the selected Filing Cabinet location and will apply the specified name to the new Folder.
Tip: For information on the "Folder Structure for all Clients and Firms" window, press F1 to display he online help.
To remove a folder from all the standard cabinet drawers
1. Make sure you are logged in as Administrator. If necessary, exit from the program and restart it as Administrator.
2. From the Tools menu, click Create Client Folder.
3. On the "Folder Structure for all Clients and Firms" window expand the drawer that has the folder to be deleted.
4. Highlight the folder or sub folder to be deleted and click Delete.
5. Click OK to confirm the deletion of the folders.
Caution: Deleting folders also removes subfolders and documents contained within them. You will only be able to restore them from a backup.
The Document Manager will remove a folder or subfolder with the same name from all the select cabinet drawers.
To set a default folder
The “Clients”, “Prospective Clients” and “Firms” drawers each have a default folder or subfolder to which the Document Manager automatically adds documents attached to the client, prospective client or firm. The "Folder Structure for all Clients and Firms" window enables you to set this default folder or subfolder as required. Each drawer can have only one default folder, so when you set a new default folder it removes the default status from the existing default folder for that drawer.
1. Make sure you are logged in as Administrator. If necessary, exit from the program and restart it as Administrator.
2. From the Tools menu, click Create Client Folder.
3. On the "Folder Structure for all Clients and Firms" window expand the drawer where you want to set the default folder or subfolder.
4. Highlight the folder or sub folder to be the default and click Set as Default Folder.
5. Click OK and then Yes to confirm the change in default folder.
The Document Manager will update the folder structure for the changed default folder.
© HandiSoft Software Pty Ltd
45
Chapter 3. Maintaining filing cabinets Document Manager 2015
Moving and copying drawers, folders and sub-folders
You are able to copy and move unreserved drawers, folders and sub-folders from one location to another. You can copy reserved folders and sub-folders to any other drawer, but you cannot copy reserved drawers to other reserved cabinets.
Note: It is not possible to change the folder hierarchy. For example, a sub-folder cannot become a folder.
To copy a drawer
You can create a copy of a selected drawer with its folders and sub-folders in the same or another filing cabinet.
1. On the "Document Manager" window Filing Cabinets pane, do one of the following:
ï‚· Highlight the drawer to be copied. From the Edit menu, click Copy.
ï‚· Right-click the drawer to be copied and click Copy on the menu that appears.
2. To paste the drawer into a cabinet, do one of the following:
ï‚· Highlight the recipient cabinet. From the Edit menu, click Paste.
ï‚· Right-click the recipient cabinet, and click Paste on the menu that appears.
The Document Manager will create a copy of the drawer in the recipient filing cabinet with any included folders and sub-folders.
3. Repeat the previous step if you want to paste more copies of the drawer.
To copy a folder
You can create a copy of a folder with its sub-folders in the same or another drawer in the
Document Manager.
1. On the "Document Manager" window Filing Cabinets pane, do one of the following:
ï‚· Highlight the folder to be copied. From the Edit menu, click Copy.
ï‚· Right-click the folder to be copied, and click Copy on the menu that appears.
2. To paste the folder, do one of the following:
ï‚· Highlight the recipient drawer. From the Edit menu, click Paste.
ï‚· Right-click the recipient drawer, and click Paste on the menu that appears.
3. Repeat the previous step if you want to paste more copies of the folder.
To copy a sub-folder
You can create a copy of a sub-folder in the same or another folder in the Document Manager.
1. On the "Document Manager" window
Filing Cabinets pane, do one of the following:
ï‚· Highlight the sub-folder to be copied. From the
Edit menu, click Copy.
ï‚· Right-click the sub-folder to be copied, and click Copy on the menu that appears.
2. To paste the sub-folder, do one of the following:
ï‚· Highlight the recipient folder. From the
Edit menu, click Paste.
ï‚· Right-click the recipient folder, and click
Paste on the menu that appears.
3. Repeat the previous step if you want to paste more copies of the sub-folder.
46
© HandiSoft Software Pty Ltd
Document Manager 2015 Moving and copying drawers, folders and sub-folders
To move a drawer
You can move any unreserved drawer, with its folders and sub-folders, to another filing cabinet.
The following procedure shows how you would move a drawer by cutting and pasting it.
1. On the "Document Manager" window Filing Cabinets pane, do one of the following:
ï‚· Highlight the drawer to be moved. From the Edit menu, click Cut.
ï‚· Right-click the drawer to be moved, and click Cut on the menu that appears.
2. To paste the drawer to a cabinet, do one of the following:
ï‚· Highlight the recipient cabinet. From the Edit menu, click Paste.
ï‚· Right-click the recipient cabinet, and click Paste on the menu that appears.
The Document Manager will delete the original drawer and create a copy of it with any included folders, sub-folders and documents in the recipient filing cabinet.
To move a folder
You can move any unreserved folder, with its sub-folders, to another drawer in the Document
Manager.
The following procedure shows how you would move the folder by cutting and pasting it.
1. On the "Document Manager" window Filing Cabinets pane, do one of the following:
ï‚· Highlight the folder to be moved. From the Edit menu, click Cut.
ï‚· Right-click the folder to be moved, and click Cut on the menu that appears.
2. To paste the folder to a drawer, do one of the following:
ï‚· Highlight the recipient drawer. From the Edit menu, click Paste.
ï‚· Right-click the recipient drawer, and click Paste on the menu that appears.
The Document Manager will delete the original folder and create a copy of it with any included sub folders and documents in the recipient drawer.
To move a sub-folder
You can move any unreserved sub-folder to another folder in the Document Manager.
The following procedure shows how you would move the sub-folder by cutting and pasting it.
1. On the "Document Manager" window Filing Cabinets pane, do one of the following:
ï‚· Highlight the sub-folder to be moved. From the Edit menu, click Cut.
ï‚· Right-click the sub-folder to be moved, and click Cut on the menu that appears.
2. To paste the sub-folder to a folder, do one of the following:
ï‚· Highlight the recipient folder. From the Edit menu, click Paste.
ï‚· Right-click the recipient folder, and click Paste on the menu that appears.
The Document Manager will delete the original subfolder and create a copy of it in the recipient folder.
© HandiSoft Software Pty Ltd
47
Chapter 3. Maintaining filing cabinets Document Manager 2015
Finding cabinets, drawers, folders and subfolders
The Document Manager allows you to search for filing cabinets, drawers, folders and subfolders by name.
Using the "Find" window
1. Use one of the following methods to open the "Find" window:
ï‚· Hold down your Ctrl key and press F.
ï‚· Click the Find button on the tool bar.
ï‚· From the File menu, click Find.
Figure 25: The "Find" window
2. On the "Find" window, enter the item and text for which you are searching.
3. Click Find.
The Document Manager will highlight a matching cabinet, drawer, folder, or sub-folder.
4. To search for the next match, click Find Next.
Note: the Find Next button will not be available if there are no further matches.
5. Click Close to close the Find window.
Tip: To find the next occurrence of the search text you can press Ctrl + N or, from the
File menu, click Find Next.
Category folders
You are able to create a hierarchy of category folders and sub-folders which you can apply to documents for easy reference.
1. Click the tab on the folder view pane to list, create and edit category folders, and to view the documents to which they have been applied.
48
© HandiSoft Software Pty Ltd
Document Manager 2015 Category folders
Creating category folders
You can create category folders and sub-folders in the same way that you create the cabinets, folders and sub-folders in which the documents are located.
1. Click the folder view tab to list the available category folders.
Note: The folder view pane will be blank if no categories have been created.
2. To create a new category folder, right click in the folder view pane and click
New.
Figure 26: The "New Category Folder" window
3. On the “New Category Folder” window, type the
Name and Description for the category, and then click Save.
4. To create a new category sub-folder, right click on the parent folder and click New.
Figure 27: The "New" window
5. On the “New” window, under Type, select whether the new category is to be a sub-folder under the selected folder or a folder at the same level.
6. Click OK to open the “New Category Folder” window.
7. Complete the Name and Description fields, and click Save to create the category folder.
Editing category folders
You can edit the Name and Description fields of existing category folders and sub-folders.
1. Click the tab to display the category folders.
2. Right-click the category folder or sub-folder to be edited and click Edit Category.
Figure 28: The "Edit Category Folder" window
3. On the “Edit Category Folder” window, change the fields as required and click Save.
© HandiSoft Software Pty Ltd
49
Chapter 3. Maintaining filing cabinets Document Manager 2015
Deleting category folders
You can delete category folders if they are no longer required.
1. Click the tab to display the category folders.
2. Highlight the category folder to be deleted and press Delete. Alternatively, right-click the folder and then click Delete Category.
3. On the “Attention” window, click OK to confirm the deletion.
Applying categories to existing documents
You can apply categories to selected existing documents for easy reference.
1. On the document view pane, highlight the document to be categorised.
2. From the View menu, click Details to open the “Document Details” window.
3. On the “Document Details” window, click the Categories tab.
Figure 29: The "Document Details" (Categories) window
4. Use the blue arrows to add or remove categories for the document as required.
5. Click Save to complete the changes.
50
© HandiSoft Software Pty Ltd
Document Manager 2015 Category folders
Applying categories to imported documents
When you import documents via the Watch Directory , the “Document found in Watch Directory”
window will open.
1. Under Document Manager, click the Categories tab.
Figure 30: The "Document found in Watch directory" window
2. Select the check boxes for the categories to be applied to the document.
3. Complete the other fields as required, and click
Save to save the document in the
Document Manager.
© HandiSoft Software Pty Ltd
51
Chapter 3. Maintaining filing cabinets Document Manager 2015
Applying categories to scanned documents
When you scan documents into the Document Manager , the “Scan Documents” window will
open.
1. Under Document Properties, click the Categories tab.
52
Figure 31: The "Scan Documents" window
2. Select the check boxes for the categories to be applied to the document.
Complete the other fields as required and click Scan Page #1 or Start Batch to scan the document into the Document Manager.
© HandiSoft Software Pty Ltd
Chapter 4. Maintaining documents
The Document Manager stores documents in folders and sub-folders in drawers within filing cabinets. The documents can be of many different file types. You can also set the actions that you can do with the different document types.
Adding existing document files
Using the Add Files command
If you have created documents from HandiSoft programs before you installed the Document
Manager, you can use this method to import those documents into the Document Manager.
1. If necessary, click the tab to view the filing cabinets.
2. Highlight the folder or sub-folder to which you want to add the document file, and do any of the following:
ï‚· On the toolbar, click the
Add File(s) to folder button
ï‚· From the File menu, click Add File(s) to folder.
.
ï‚· Right-click the folder or sub-folder and then click Add File(s) to folder from the menu that appears.
ï‚· In the right hand pane, right-click a document contained in the folder or sub-folder. On the menu that appears, point to
Actions, and then click Add File(s) to folder.
3. In the "Add Files to Folder" window, select the file that you want to add, and click
Open.
© HandiSoft Software Pty Ltd
53
Chapter 4. Maintaining documents Document Manager 2015
Figure 32: The "Add Files to Folder" window
4. In the "Add Type" window select whether you want to copy, move or create a link to the file.
Figure 33: The "Add Type" window
5. Click OK.
6. If there is an existing file with the same name in the destination folder, you will be given the option to overwrite it or rename the file being added.
The Document Manager will add the document file to the list in the right pane.
Tip: You can create a copy of a document in the Document Manager by clicking on the document in Windows Explorer and dragging it into a Document Manager folder.
Adding documents via the 'Watch' directory
The 'Watch' directory enables you to store new documents in the Document Manager from the document editing program. To do this:
Tip: If you have activated the Microsoft Add-ins , you can save documents directly to the
1. Create the document in the editing program (for example, Microsoft Word).
2. Save the document to the designated 'Watch' directory. If you selected the
Use 'My
Documents' directory option, save the document to the 'My Documents\HandiSoft' directory. If you did not select the Use 'My Documents' directory option, save the document to the \Handisoft directory under the directory you specified in the "Watch Options" window.
54
© HandiSoft Software Pty Ltd
Document Manager 2015 Adding existing document files
Note: Your computer might not use a 'My Documents' folder as your personal documents directory; in which case the Document Manager will create the 'HandiSoft' 'Watch' directory under the folder it does use.
Tip: If you are not certain of the location of your 'Watch' directory, click your Start button and use the Search facility to look for the 'HandiSoft' folder.
If the Document Manager detects the new file in your 'Watch' directory, it will do one of the following, depending on the settings on the "Watch Options" ( Options / Watch) window:
ï‚· If the Display taskbar icon when new items found and Open Watch folder
manually check boxes on the “Watch Options” window are cleared, it will open the
“Document found in Watch Directory” window.
ï‚· If the Display taskbar icon when new items found check box on the "Watch Options" window is selected, it will display an icon on the taskbar. Click the icon to open the
“Document found in Watch Directory” window.
ï‚· If the Open Watch folder manually check box on the "Watch Options" window is selected, the “Document found in Watch Directory” window will not open automatically.
Click the Open Watch folder
Documents to open the window.
button or, from the View menu, click Watch
Figure 34: The "Document found in Watch Directory" window
3. The documents in the Watch Directory are listed under Document Names. You can highlight them individually, or use your Ctrl or Shift key to highlight multiple documents.
Tip: If there is a large number of documents listed under Document Names, you can specify under View Document that only image or PDF files are listed.
© HandiSoft Software Pty Ltd
55
Chapter 4. Maintaining documents Document Manager 2015
If required, you can edit the document names. This will automatically update the
Description field under Document Manager.
4. Click the Details to enter information on the document.
Note: The Date Received field enables you to enter your own document created and
Practice Manager Event date. You can leave it blank to use the Windows file creation date for the document, and the current date for the Practice Manager Event.
5. Click the Categories to apply categories to the document.
6. Click the Location to specify where the highlighted documents are to be located.
7. If the documents are image (.jpg, .tif, .bmp) or PDF files, the Document Manager can use
OCR to detect a TFN, ACN, ABN or Client Reference, and then automatically file the documents in the relevant clients’ folders.
ï‚· Select File by Client TFN, File by Client Ref or File by Client ABN or File by Client
ACN.
ï‚· If you want to file the documents under a new name, select the Rename on Filing check box. In the New File Name field, type the new name.
ï‚· Click Auto File.
8. Click the Share tab to share the highlighted document with other clients.
9. If you select the Contact Type for the documents as Clients, Prospective Clients or
Firms, or if you click Auto File, you can select the Add Event check box to add an event for the specified Recipient to Practice Manager – Contact. In the Type and Priority fields, you can select the required event type and priority. In the
Description field, enter a description for the event.
Note: If you entered a date in the Date Received field, it will be used as the Event date instead of the current date.
10. Click
Save to import the highlighted documents to the specified location. If you selected the
Show file location after import check box, the Document Manager will open the destination folder.
11. If necessary, highlight more documents under Document Names, and specify their destinations.
12. Click Close to exit the window.
Auto-filing documents in the Watch Directory
The Document Manager can use OCR to detect the following items on image and PDF files to file them in the relevant client folders.
ï‚· Client Reference
ï‚· Client TFN
ï‚· Client ABN
ï‚· Client ACN
1. On the “Documents found in the Watch Directory” window, under View Document, you can select the documents to view. For example, to view only PDF documents, select
View PDF
Files.
56
© HandiSoft Software Pty Ltd
Document Manager 2015 Creating a new document
2. Under Auto Filing, select the item to be detected for filing the document. For example, to file the documents under the client’s TFNs, select File by Client TFN.
3. If you want to rename the documents being filed, select the Rename on Filing check box and type the new name in the New File Name field.
4. Click Auto File to start the OCR.
Copying documents from Windows Explorer
The easiest and quickest way to transfer document files into the Document Manager is to simply copy them from Windows Explorer.
1. In the Document Manager, open the folder or subfolder to which the documents are to be copied.
2. In Windows Explorer open the folder in which the documents are located and highlight the files to be copied to the Document Manager. If necessary, use the Ctrl or Shift key to highlight more than one file.
3. Do either of the following:
ï‚· Hold down the mouse button and drag the files into the Document Manager
Documents pane.
ï‚· Press Ctrl+C to copy the files. Click in the Document Manager Documents pane and press Ctrl+V to paste the files. Alternatively, from the Document Manager Edit menu, click Paste.
The files will be listed in the Document Manager.
Note: This method creates a copy of the document file in the Document Manager area. If you prefer not to create a copy, and have a link to the original document, use the method outlined in
“ Adding existing document file ” on page 53.
Adding duplicate documents
If you attempt to add a document to a folder or subfolder that already has a document with the same file name, you will be given the following options:
Overwrite
Overwrite the existing document with the one being added.
Rename
Add a suffix (~) to the name of the document being added, and save it to the required folder or subfolder.
Cancel
Leave the existing document, and do not add the new document.
Creating a new document
1. Highlight the folder or sub-folder to which you want to add the new document file.
2. From the File menu, point to New Document, and click the type of document you intend creating. This can be:
ï‚· HandiSoft RTF
ï‚· Word
ï‚· Word Merge
© HandiSoft Software Pty Ltd
57
Chapter 4. Maintaining documents Document Manager 2015
ï‚· Word from template
ï‚· Excel
ï‚· Text
Note: You are able to prevent users from creating new documents of specific types. Refer
to Chapter 2, "Option Settings" for more information.
The "New File" window will open.
3. Type in the name of the new document (without the extension), and click OK.
The "Document Manager" will open the program used to create the document type. For example, it will open Microsoft Word to create a Word document, and Notepad to create a text document.
Note: If the document type is HandiSoft RTF, the HandiSoft Document Editor will open.
4. Edit the new document as required, and then save it and close the editing program.
Your new document will now be saved in the selected folder or sub-folder.
Creating a hyperlink document
You need not physically store the document file in the Document Manager area. Instead, you can create a hyperlink to any file you can access on your computer or network. You can even link to an Internet web site. In the Document Manager you can access the hyperlinked document in same way that you would any locally stored document.
1. Highlight the folder or sub-folder to which you want to add the new document file.
2. From the File menu, point to New Document, and click Hyperlink
Note: You are able to prevent users from creating new hyperlinks . Refer to Chapter 2,
"Option Settings" for more information.
The "Add Hyperlink" window will open.
Figure 35: The "Add Hyperlink" window
3. On the "Add Hyperlink" window, type in a descriptive name and the link details.
4. Click OK.
Your new hyperlink document will now be saved in the selected folder or sub-folder.
58
© HandiSoft Software Pty Ltd
Document Manager 2015
Copying emails
Copying emails
Copying existing emails
You can use the Document Manager to store email messages, complete with any attachments.
For example, you can store emails sent to and received from clients in the respective clients’ folders. If you use Microsoft Outlook as your email program, you can copy the emails to the
Document Manager.
Tip: If you have activated the Microsoft Add-ins , instead of using the following procedure,
you can save emails directly to the Document Manager from Microsoft Outlook. See Using the
Microsoft Office add-ins on page 59.
1. In the Document Manager, open the folder or subfolder to which the emails are to be copied.
2. In Microsoft Outlook highlight the email messages to be copied to the Document Manager.
If necessary, use the Ctrl or Shift key to highlight more than one message.
3. Holding your left mouse button down, drag the highlighted messages into the Document
Manager Documents pane.
Alternatively, you can do the following:
ï‚· Press Ctrl+C to copy the email messages.
ï‚· Click in the Document Manager Documents pane and press Ctrl+V to paste the email messages.
4. If a warning message is displayed, click Yes to enable the transfer.
The email message files will be listed in the Document Manager.
Copying sent emails from Microsoft Outlook
If you have activated the Microsoft add-ins
, you will be able to save emails to the Document
Manager as you send them from Microsoft Outlook. See “ Copy a sent email ” on page 61.
For information on activating the Microsoft add-ins, see Chapter 2, “Option settings”.
Using the Microsoft Office add-ins
Once the Microsoft Office add-ins are activated , you can copy documents directly into the
Document Manager folders and sub-folders.
For information on activating the Microsoft add-ins, see Chapter 2, “Option settings”.
Copy a document from Microsoft Word
1. Open and edit the document in Microsoft Word.
2. In the Add-ins ribbon, click Save to HandiSoft.
3. If you do not have Practice Manager running, the “Starting Practice Manager” window will open. Enter your User Name and, if applicable, your Password, and click Start.
The “Import File” window will open.
© HandiSoft Software Pty Ltd
59
Chapter 4. Maintaining documents Document Manager 2015
60
Figure 36: The "Import File" window
4. Under Document Manager, click the Details, Location and Categories tabs to complete
the document detail fields, specify where it is to be saved and apply categories .
5. To add a Practice Manager – Contact event, complete the
Client Events fields.
Note: The Date Received field enables you to enter your own document created and
Practice Manager Event date. You can leave it blank to use the Windows file creation date for the document, and the current date for the Practice Manager Event.
6. If you want to create a job with this document attached, under Attach to Jobflow, select the New Job option. You can select the from Master template checkbox to select a template for the new job.
7. Click
Save to store the document in the specified folder or sub-folder.
If you selected the Attach to a new job in Jobflow and the from Master template check boxes, the “New Job” window will open for you to enter details of the job to be created. If you did not select the
from Master template check box, the “New Job Details” window will open.
© HandiSoft Software Pty Ltd
Document Manager 2015 Using the Microsoft Office add-ins
Figure 37: The "New Job" window
Figure 38: The "New Job Details" window
8. Complete the “New Job” or “New Job Detail” widow fields, and click Ok to create the new job.
Copy a sent email
When you activate the Microsoft add-ins , Microsoft Outlook gets an additional button,
HandiSoft Send.
For information on activating the Microsoft add-ins, see Chapter 2, “Option settings”.
© HandiSoft Software Pty Ltd
61
Chapter 4. Maintaining documents Document Manager 2015
1. Create your email message as normal.
2. Instead of clicking
Send, click HandiSoft Send to send your email.
3. When the email has been sent, if you do not have Practice Manager running, the “Starting
Practice Manager” window will open. Enter your User Name and, if applicable, your
Password, and click Start.
The “Import File” window will open.
4. Under Document Manager, complete the document detail fields.
5. To add a Practice Manager – Contact event, complete the Client Events fields.
6. If you want to create a job with this email copy attached, in the Jobflow Manager, complete the Jobflow fields.
7. Click Save to store the email copy in the specified folder or sub-folder.
Tip: To copy any existing email message to the Document Manager, open the required
Outlook email folder, highlight the email message and click HandiSoft.
Scanning documents
You can scan paper documents directly into the Document Manager from a TWAIN compliant scanner connected to your computer.
If you are scanning in received mail, the Document Manager can automatically create mail-in events in Practice Manager – Contact.
The Document Manager is also able to use Optical Character Recognition (OCR) to scan the document for a TFN, Client Reference number or ABN, and then file the document in the relevant client’s folder.
To configure the scanner settings
Before using the scanner, you should check that the settings are correct.
1. From the Scan menu, click Setup to open the “Scanning Options” window.
62
© HandiSoft Software Pty Ltd
Document Manager 2015 Scanning documents
Figure 39: The "Scanning Options" window
2. On the “Scanning Options” window complete the scanner settings.
Note: Force Multiple Scans should only be Yes if your scanner is set to scan multiple pages, but will not do so.
Note: If you select PDF Document in the Output File Format field, you can concatenate individual scanned documents into a single PDF file.
ï‚· To change to another connected scanner, under Scanning Device, click Change….
On the “Select Source” window, highlight the required scanner and click Select.
3. Click Save to confirm the settings and close the “Scanning Options” window.
To scan documents
This procedure describes how you would scan a paper document directly into the Document
Manager.
1. Place the paper document onto the TWAIN compliant scanner. If available, you can use a document feeder.
2. On the Document Manager toolbar, click the Scan button. Alternatively, from the
Scan menu, click Single Page or Batch Scan to scan in a single page or multiple pages respectively.
The “Scan Documents” window will open.
© HandiSoft Software Pty Ltd
63
Chapter 4. Maintaining documents Document Manager 2015
64
Figure 40: The “Scan Documents" window
3. Under Scanning Details, check that the scanner settings are correct. If necessary, click
Settings… to open the “Scanning Options” window to change them.
4. On the “Scan Documents” window, under Document Properties, click the Details and
Categories tabs to complete the document detail fields and apply categories .
5. To automatically create an event in Practice Manager – Contact, under Events, select the
Add Client Event check box. Complete the Recipient, Priority and Type fields.
6. Under
Filing, select the folder in which the scanned document is to be saved.
ï‚· The
Currently selected / default folder option will only be available if have selected a folder with the Document Manager.
ï‚· The Select a folder option will open a folder selection window when the scan is completed.
ï‚· The
Previously selected folder option will only be available you have manually selected a folder for a previous scan.
ï‚· If you select File by client TFN, File by client ABN, File by client ACN or File by
client reference, Document Manager will use OCR (Optical Character Recognition) to search the document for a TFN, ABN, ACN or a Client Reference number, and then file it in the client’s folder.
Note: To be recognised, TFNs must be in the form XXX XXX XXX or XX XXX XXX, and
ABNs must be in the form XX XXX XXX XXX.
7. Under
Processing, select whether you want to scan a Single document or a number of documents as a Batch.
8. If you select Single document, and your scanner has document feeder, in the Auto-Scan
Pages field, type the number of pages in the document.
If you select Batch, type the number of documents and pages in the Number of
documents and Pages per document fields.
© HandiSoft Software Pty Ltd
Document Manager 2015 Scanning documents
Note: For duplex scanning, each side of a scanned sheet of paper is a separate page.
Tip: If your scanner is set to scan multiple pages, but does not do it, you can click
Settings and then select the Force Multiple Scans check box on the “Scanning Options” window. Do not select this check box if the scanner works correctly.
9. Click
Scan Page or Start Batch to scan the pages. If the document has multiple pages and the scanner does not have an automatic document feeder, click Scan Page for each page.
Tip: If the output format is PDF document, the scanned pages will be concatenated into a single PDF file. Image formats will be saved as individual files.
10. Click Save Scan to save the file in the open folder or sub folder.
Setting the PDF compression
You can set the compression of the output PDF documents to create smaller or larger files. The larger the compression, the smaller the file size, with a resultant reduction in quality.
1. From the Scan menu, click Setup or, on the “Scan Documents” window, click Settings to open the “Scanning Options”.
2. On the “Scanning Options” window, under PDF File Compression/Quality, select the compression quality. The higher the setting, the higher the quality.
3. Click Save to confirm your settings.
Tip: For the best reduction in file size, select Monochrome for the Colour Format.
The optimum settings for OCR are Scan Resolution: 150-130 DPI, Colour Format:
Monochrome, PDF File Compression/Quality: 25-75. This can vary, depending on the scanner.
To file by Client TFN, ABN, ACN or Reference number
You can specify that the Document Manager searches the document for a TFN, ABN, ACN or
Client Reference number and then files it in the client’s folder. This is possible for single and batch document scans.
To do this:
1. Click the Scan button or, from the Scan menu, click Single Page or Batch Scan to open the “Scan Documents” window.
2. Under Filing, select File by client TFN, File by client ABN, File by client ACN or File by
client reference.
3. Under Use OCR on, either specify the page of the scanned document on which OCR is to be used, or select All pages to use OCR on the whole document.
4. If you intend scanning more than one document, under
Processing, select Batch and enter the number of documents and pages.
5. Click Scan Page or Start Batch.
The Document Manager will scan each document and search for a TFN, ABN, ACN or
Client Reference number. You will be asked to confirm the client before the document is filed. You can click Search again to look for another TFN or Client Reference.
Note: To be recognised, TFNs must be in the form XXX XXX XXX or XX XXX XXX, and
ABNs must be in the form XX XXX XXX XXX.
© HandiSoft Software Pty Ltd
65
Chapter 4. Maintaining documents Document Manager 2015
If the Document Manager is unable to find a TFN, ABN, ACN or Client Reference, you will be asked to specify a folder. If you do not specify a folder, the scanned document file will be discarded.
6. Click Save Scan to save the file in the open folder or sub folder.
7. Click
Close to exit the “Scan Documents” window.
Viewing and editing document details
The Document Manager maintains information on all the documents stored in it. You can view and edit this information via the "Document Details" window.
Opening the "Document Details" window
1. On the "Document Manager" window document list pane, highlight the required document and do one of the following:
ï‚· Click the Details button on the tool bar.
ï‚· From the View menu, click Details.
ï‚· Right-click the required document and click Details on the menu that appears.
The "Document Details" window will open.
66
Figure 41: The "Document Details" window
Note: If the document file does not exist, a message, "Requested document does not exist"
please refer to Chapter 7, "Additional Tools".
2. On the "Document Details" window, click the Details tab to view and edit the document details fields as required.
3. Click the
Categories tab to apply categories to the document . For information on applying
categories, see Chapter 3, Maintaining filing cabinets.
Tip: The last action performed on the document is shown above the buttons on the
“Document Details” window.
4. Click Save to save any changes you make. Click Cancel to discard any changes.
© HandiSoft Software Pty Ltd
Document Manager 2015 Viewing and editing document details
5. Click Close to exit the "Document Details" window.
Tip: For information on the "Document Details" window, press F1 to display the online help.
Using passwords
You can lock Word and Excel documents so that any user other than the author of the document requires a password to open it.
To set a password
1. Highlight the Word or Excel document that you want to password protect.
2. Click the Details button, or, from the View menu, click Details. The "Document
Details" window will open.
3. On the "Document Details" window, click Password to open the "Add Password to…" window.
Figure 42: The "Add Password to..." window
4. In the New Password field, type in the password. Retype it in the Confirm Password field.
Note: The password is case sensitive.
5. Click OK to accept the password and close the "Add Password to" window.
The Document Manager will display a lock on the "Document Details" window, indicating that the document is password protected.
To change a password
1. Highlight the Word or Excel document that has the password you want to change.
2. Click the Details button, or, from the View menu, click Details. The "Document
Details" window will open. The window should display a lock , indicating that the document is password protected.
3. On the "Document Details" window, click Password to open the "Change Password for…" window.
© HandiSoft Software Pty Ltd
67
Chapter 4. Maintaining documents Document Manager 2015
Figure 43: The "Change Password for..." window
4. In the Original Password field, type in the existing password.
5. In the New Password field, type in the password. Retype it in the Confirm Password field.
6. Click OK to accept the password change and close the "Change Password for" window.
The password will be changed to the new one.
To remove a password
1. Highlight the Word or Excel document that has the password you want to remove.
2. Click the Details button, or, from the View menu, click Details. The "Document
Details" window will open. The window should display a lock , indicating that the document is password protected.
3. On the "Document Details" window, click Password to open the "Change Password for…" window.
4. In the Original Password field, type in the existing password.
5. Click in the New Password field. The Remove Password button will appear on the
"Change Password for…" window.
Figure 44: The "Remove Password" button
6. Click Remove Password to remove the password and close the "Change Password for…" window.
The document will no longer be password protected.
Adding keywords to documents
To assist in searching for documents, you can add keywords via the "Document Details" window.
1. On the " Document Manager " window document list pane, highlight the document to which
the keywords are to be added and do one of the following:
ï‚· Click the Details button on the tool bar.
ï‚· From the
View menu, click Details.
68
© HandiSoft Software Pty Ltd
Document Manager 2015 Viewing and editing documents
ï‚· Alternatively, you can right-click the required document and click Details on the menu that appears.
2. On the "Document Details" window, click the Details tab. In the Keywords field, type the keywords.
3. Click Save and then Close.
The Document Manager will display the keywords in the Keyword column on the document list pane.
Setting document importance levels
You can assign an importance level of Low, Normal or High to documents. Documents with an importance level of Low or High are indicated by or respectively in the main window Imp column. All documents that do not have an importance level of Low or High are automatically given a level of Normal.
To set an importance level for a document, do the following:
1. On the Document Manager main window, highlight the document for which the importance level is to be set.
2. To assign an importance level of High, click the Set Importance High button.
To assign an importance level of Low, click the Set Importance Low button.
3. Alternatively, right-click the document and click
Details to open the “Document Details” window. In the Importance field, select the required level.
Attaching flags to documents
You can attach a coloured flag to a document to make it easier to locate and identify. For example, you could attach a yellow flag to all documents containing checklist.
To do this:
1. On the Document Manager main window, highlight the document to which the flag is to be attached.
2. Click the Flag Document button. The “Document Details” window will open.
Alternatively, right-click the document, and click Details to open the “Document Details” window
3. In the “Document Details” window Flag field, select the required flag colour.
Viewing and editing documents
Provided the action settings for the document type allow it, you can open documents in their editing programs from within the Document Manager.
Opening a document for viewing or editing
There are a number of ways that you can open a document for viewing or editing. These are described in the following procedure.
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Double-click the required document.
© HandiSoft Software Pty Ltd
69
Chapter 4. Maintaining documents Document Manager 2015
ï‚· Highlight the required document and click the Open menu, click Open Document.
button or, from the
ï‚· Right-click the required document. On the menu that appears, click Open.
File
ï‚· Open the "Document Details" window. Click the Actions button and then click Open.
The relevant editing program (for example, Microsoft Word™) will open with the selected document loaded.
Tip: RTF (Rich Text Format) documents will open in the HandiSoft Document Editor.
2. View or edit the document as required.
3. Save any changes to the document and exit the program to return to the Document
Manager.
Using the HandiSoft Document Editor
Documents created via the HandiSoft Document Editor are saved as RTF (Rich Text Format) files. When you open an RTF document file in the Document Manager, it will be loaded into the
Document Editor for viewing and editing.
For information on using the Document Editor, please refer to the "Advanced Features 2011" manual.
Emailing documents
The Document Manager provides you with the facility to send selected documents as email attachments. This requires the email permission to be set for that document type.
You can also create merged Microsoft Word documents and automatically send them via email to specified clients.
Attaching a document to an email
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Highlight the required documents and click the Email menu, click Email.
button or, from the File
ï‚· Right-click the required documents. On the menu that appears, point to Actions and then click
Email.
ï‚· Open the "Document Details" window. Click the
Actions button and then click Email.
The Document Manager will open an email message window with the selected documents already attached. If the documents are in a client folder, the email message will have the email address of that client extracted from the client database.
Tip: The email window that opens depends on the email program that is installed in your computer.
2. On the email message window, enter recipients' addresses and any explanatory message
3. Send the email message.
Attaching a merged document to emails
Tip: The mail merge template facility, which can be accessed from all your HandiSoft programs, provides an easy alternative method of attaching merged documents to emails. See
Chapter 9, Mail merge templates.
70
© HandiSoft Software Pty Ltd
Document Manager 2015 Emailing documents
The email merging of documents can either be done by the Document Manager or Microsoft
Word. If the Document Manager does it, it provides a report at the end of the email merge.
This option is set via the "General Options" ( Options / General) window. For more information,
refer to Chapter 2, " Option settings ".
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Highlight the merge master document and click the
Email Mail Merge from the File menu, click Email Merge.
button or,
ï‚· Right-click the merge master document. On the menu that appears, point to Actions and then click
Email Merge.
The Document Manager will open the "Print documents for" window for you to specify the clients to whom the merged document is to be emailed.
Figure 45: The “Print documents for” window
2. Complete the window:
ï‚· Under Client Groupings, select the group of clients for which the merged document is to be created.
ï‚· Under
Client Order, select the client order in which the merged document is to be created.
Note: In Practice Manager – Contact 2011, Selected means the currently highlighted client in the "Clients" window.
ï‚· Click OK.
3. If you are printing for the Matching Conditions client grouping, the "Client Expressions" window will open. This enables you to limit the email merge to clients who meet specific criteria.
Figure 46: The “Client Expressions” window
Highlight the required expression and then click
Select.
© HandiSoft Software Pty Ltd
71
Chapter 4. Maintaining documents Document Manager 2015
The Document Manager will open the "Confirm Client Email" window, which displays the list of clients to whom the document will be emailed.
Figure 47: The "Confirm Client Email" window
4. Complete the
Email Merge Options fields.
5. Under
Email Details, enter the Subject line for the emails.
Under Attachments, use the Add, Remove and Clear buttons to add or remove additional email attachments.
In the Body field, you can type text for the body of the emails
6. Click OK.
The Document Manager will open Microsoft Word and create a document containing a mailmerged copy of the selected master document for each client.
7. If you selected View final report, the Document Manager will display a text report on the emails. The report will include email failures due to invalid email addresses.
8. If you selected the Link merged documents to client folders check box, the Document
Manager will create links in the clients' folders to the email-merged document.
Note: the following step only applies if you accessed the Document Manager from Practice
Manager – Contact
9. If you selected the Create Email Out events in Practice Manager - Contact check box,
Practice Manager - Contact will automatically create an Email Out event for each client.
Automatically creating Email Out events
If you have Practice Manager – Contact installed, you can configure the Document Manager to always automatically create Email Out events when you send emails through the Document
Manager.
1. From the Options menu, click General to open the “General Options” window.
2. On the “General Options” window, under Email, select the Automatically add an Email
Out event check box.
3. Click OK.
When you send emails through the Document Manager, Practice Manager – Contact will create an email an Email Out event for each client.
72
© HandiSoft Software Pty Ltd
Document Manager 2015 Exporting and importing documents
Exporting and importing documents
The Document Manager enables you to export copies of selected documents to a specified
(Options / File Types) window.
When you export a document, you can lock the local document against further editing until you import it.
To export a document
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Highlight the required document and click the Export menu, click Export.
button or, from the File
ï‚· Right-click the required document. On the menu that appears, point to Actions and then click Export.
ï‚· Open the "Document Details" window. Click the Actions button and then click Export.
The Document Manager will open the "Export Document" window.
Figure 48: The "Export Document" window
2. Select the directory to which you want to export the document, and click OK.
3. Select the Lock this document against editing until imported check box if you do not want the original document to be edited until it has been re-imported. This will maintain consistency between the original and exported document.
The Document Manager will create a copy of the document in the designated directory.
To import a document
You can import a document from any location to overwrite a selected document in the
Document Manager.
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Highlight the document to be overwritten by the imported document and click the
Import button or, from the File menu, click Export.
ï‚· Right-click the document to be overwritten. On the menu that appears, point to Actions and then click Import.
ï‚· Open the "Document Details" window. Click the Actions button and then click Import.
The Document Manager will open the "Import Document" window.
© HandiSoft Software Pty Ltd
73
Chapter 4. Maintaining documents Document Manager 2015
Figure 49: The "Import Document" window
2. Select the document file to be imported. It must have the same name and be of the same type as the highlighted document.
Figure 50: The "Import Document" (confirm) window
3. On the “Import Document” (confirm) window, Select the check box if you want the source document to be deleted once it has been imported into the Document Manager.
4. Click
OK to continue the import.
The imported document will overwrite the existing one. Any editing lock will also be removed.
Printing documents
You can print RTF, Word and Excel documents directly from the Document Manager, provided
Print permission is selected for them
in the "Default File Type Actions" (
Options / File
Types) window. You also have the option of previewing the document before it is printed.
Tip: For information on setting document permissions, refer to "File Type options" in
Chapter 2, "Option Settings".
To print a document
Note: You can use this method to print RTF, Word and Excel documents. If you want to print other document types, you will have to open them first and then print them from their editing programs.
1. On the "Document Manager" window document list pane, do one of the following:
74
© HandiSoft Software Pty Ltd
Document Manager 2015 Creating merged documents
ï‚· Highlight the RTF, Word, or Excel document to be printed and click the Print button or, from the File menu, click Print.
ï‚· Right-click the document to be printed. On the menu that appears, point to Actions and then click Print.
ï‚· Open the "Document Details" window. Click the Actions button and then click Print.
2. The Document Manager will print the document to your default printer.
To preview a document
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Highlight the document to be printed and click the
Preview
File menu, click Print Preview.
button or, from the
ï‚· Right-click the document to be printed. On the menu that appears, point to Actions and then click
Print Preview.
ï‚· Open the "Document Details" window. Click the
Actions button and then click Print
Preview.
2. The Document Manager will open the document in its editing program for you to preview before printing.
Creating merged documents
Word documents in the Document Manager can have mail merge components that are populated by fields in the client database. These are generally form letters which are sent out to all or selected clients.
The Document Manager provides you with the facility to create a Microsoft Word™ document file containing separate sections with all the merged fields. You can edit the file, if necessary, and then save or print it.
The Document Manager can also place links to the merged document in the "Clients" filing cabinet in the relevant year folders in the drawers of the clients for whom the merged document was created.
If you accessed the Document Manager from Practice Manager – Contact, it can also create mail out events. This enables you to keep track of any letters that get mailed out.
Setting the merge data fields
The “Mail Merge Field Options” window enables you to select the HandiSoft program merge data fields that are available for selection when creating mail merge documents.
To set the merge data fields:
1. From the Options menu, click Mail Merge to open the “Mail Merge Field Options” window.
© HandiSoft Software Pty Ltd
75
Chapter 4. Maintaining documents Document Manager 2015
Figure 51: The “Mail Merge Field Options” window
2. On the “Mail Merge Field Options” window, click the tab for the required HandiSoft program and select the required merge data fields. The Common tab, lists merge data fields that are common to all your HandiSoft programs.
Note: The Mail Merge Documents tab lists the mail merge templates available for selection for use in your HandiSoft programs. See Chapter 9, Mail merge templates.
3. Click OK.
Creating the merge master document
1. Highlight the folder or sub-folder where the merge master document is to be located. Do one of the following:
ï‚· From the File menu, point to New Document, and then click Word Merge.
ï‚· Right-click in the Document pane. On the menu that appears, point to New, and then click
Word Merge.
2. In the "New File" window, type the name of the new document file. Do not include the .doc extension.
Microsoft Word will open with the new document.
3. Edit the Word document as required. To insert HandiSoft merge fields:
ï‚· On the Word Mailings ribbon, select the HandiSoft program with the required mail merge data fields from the drop-down list. HandiSoft Common has fields that are common to all the HandiSoft programs.
76
© HandiSoft Software Pty Ltd
Document Manager 2015 Creating merged documents
ï‚· Click Insert Merge Field.
ï‚· On the Word “Insert Merge Field” window, highlight the required merge field and click
Insert.
Figure 52:The "Insert Merge Field" window
Tip: The merge fields, ‘manager’ and ‘partner’ will return the respective managers’ and partners’ user references. ‘ManagrName’, ‘PartnrName’ and ‘StaffName’ fields return the full names.
4. Save the document and exit from word.
The new merge master document will be saved to your selected folder or sub-folder.
Creating the merged document
Tip: The mail merge template facility provides an easy way of creating merged documents from your HandiSoft programs. See Chapter 9, Mail merge templates.
This procedure describes how you create merged documents from within the Document
Manager. In the case of documents attached to forms, jobs, events etc., you can use the Merge button on the "Attached Documents" window. See Chapter 5, "Attaching documents"
1. On the "Document Manager" window document list pane, do one of the following:
ï‚· Highlight the Word master document and click the
Merge to File the File menu, click Merge to File or Merge to Printer.
button or, from
ï‚· Right-click the Word master document. On the menu that appears, point to Actions and then click
Merge to File or Merge to Printer.
The
Merge to Printer option creates the merged document and automatically prints it.
The Document Manager will open the "Confirm Document Merge" window.
© HandiSoft Software Pty Ltd
77
Chapter 4. Maintaining documents Document Manager 2015
Figure 53: The "Confirm Document Merge" window
2. Select the merge requirements and click OK.
To create events in Practice Manager – Contact, select the
Create events in Practice
Manager – Contact check box and, in the Type field, select the type of event to be created.
Note: If you select Add merged documents to client folders and Create events in
Practice Manager – Contact, the Document Manager will attach the document to the relevant events as well as add them to the client folders.
The Document Manager will open the "Print documents for" window.
Figure 54: The “Print documents for” window
3. Specify the clients and the order in which the documents are to be created.
Note: In Practice Manager – Contact 2011, Selected means the currently highlighted client in the "Clients" window.
4. Click OK.
5. If you are printing for the Matching Conditions client grouping, the "Client Expressions" window will open. (You specified the client grouping in the “Print documents for” window).
78
Figure 55: The “Client Expressions” window
© HandiSoft Software Pty Ltd
Document Manager 2015 Searching for documents
Highlight the required expression and then click Select.
The Document Manager will open Microsoft Word and create a document containing a mailmerged copy of the selected master document for each client. If you selected the
Merge to
Printer option, it will automatically print the merged document
6. If you selected the
Link merged documents to client folders or Add merged documents
to client folders option, the Document Manager will insert a link to or a copy of the merged document in the default folders in the clients' filing cabinet drawers.
Figure 56: Merged document in client folder
7. If you selected
Merge to File, you can edit, print or save the merged document as required.
Note: The following step is only applicable if you launched the Document Manager from
Practice Manager – Contact.
8. If you selected the Create events in Practice Manager - Contact check box, Practice
Manager - Contact 2011 will automatically create events of the type specified in the
Type field for all the clients for whom the document was printed.
Searching for documents
You can search the Document Manager for documents matching specified criteria.
You can also limit the search to specified drawers.
To search for documents
1. Do any of the following to open the
Search for Documents pane.
ï‚· Press
F3
ï‚· On the "Document Manager" window tool bar, click the
Document Search button.
ï‚· From the View menu, click Search.
ï‚· Click the tab on the folder view pane.
The "Document Manager" window will display the "Search for Documents" pane on the left side.
© HandiSoft Software Pty Ltd
79
Chapter 4. Maintaining documents Document Manager 2015
Figure 57: The "Search for Documents" pane
2. Click the Document Search tab to find documents matching specified criteria.
Note: If you have the Windows Indexing Service running you can click the
find documents containing specified text.
tab to
3. On the Search for Documents pane, enter the search criteria. Leave fields blank if you do not want to include them in the search. You must, however, complete at least one search field.
4. Under Select Document Location, select whether you want to search through all the documents or only through those in the currently selected drawer.
Using the Document Manager Indexing Service
Once the Indexing Service is enabled , you can use it to search for specific text in your
documents stored in the Document Manager.
For information on enabling the Indexing Service, see Chapter 2, “Option Settings”.
1. Click the tab on the folder view pane.
The "Document Manager" window will display the "Search for Documents" pane on the left side.
80
© HandiSoft Software Pty Ltd
Document Manager 2015 Copying and moving documents
Figure 58: The "Search for Documents"(text search) pane
2. On the
Search for Documents pane, enter the search criteria. Leave fields blank if you do not want to include them in the search. You must, however, complete at least one search field.
Note: The Indexing Service only runs when the host computer is not busy, so there may be a delay before added and removed documents are indexed.
Copying and moving documents
The Document Manager allows you to copy and move documents between folders and subfolders and to copy documents to other Windows programs like Explorer and Outlook.
To copy a document
You can create a copy of a document in the same or another folder or sub-folder in the
Document Manager or in a Windows program like Explorer or Outlook.
1. On the "Document Manager" window Document (right) pane, do any of the following:
ï‚· Highlight the document to be copied. From the Edit menu, click Copy.
ï‚· Right-click the document to be copied, and click Copy on the menu that appears.
2. To paste the document, highlight the recipient folder or sub-folder, or other Windows program, and do any of the following:
ï‚· From the Edit menu, click Paste Document.
ï‚· Right-click in the Documents (right) pane and click Paste on the menu that appears.
ï‚· Right-click the recipient folder or sub-folder, and click Paste Document on the menu that appears.
3. Repeat the previous step if you want to paste more copies of the document.
© HandiSoft Software Pty Ltd
81
Chapter 4. Maintaining documents Document Manager 2015
To move a document
You can move any document that is not reserved to another folder or sub-folder in the
Document Manager.
The following procedure shows how you would move the document by cutting and pasting it.
1. On the "Document Manager" window Documents pane, do one of the following:
ï‚· Highlight the document to be moved. From the Edit menu, click Cut.
ï‚· Right-click the document to be moved and click Cut on the menu that appears.
2. To paste the document to a folder or sub-folder, do one of the following:
ï‚· Highlight the recipient folder or sub-folder. From the
Edit menu, click Paste.
ï‚· Highlight the recipient folder or sub-folder. Right-click in the Documents (right) pane and click Paste on the menu that appears.
ï‚· Right-click the recipient folder or sub-folder, and click Paste Document on the menu that appears.
The Document Manager will delete the original document and create a copy of it in the recipient folder or sub-folder.
Another way of moving a document is to click on it and hold the mouse button down while dragging it to the other folder or sub-folder.
Tip: You can also use the shortcut keys, Ctrl C, Ctrl X and Ctrl V to copy, cut and paste documents.
Filtering documents
You can filter the documents listed in the Documents pane by specifying the following criteria:
ï‚· The document types to be included or excluded
ï‚· The date range of either the documents’ creation dates or last opened dates.
ï‚· The author of the documents
1. On the Document Manager 2015 menu bar, click the
Set Document Filters
button to open the “Select Document Types” window.
82
© HandiSoft Software Pty Ltd
Document Manager 2015 Filtering documents
Figure 59: The "Select Document Types" window
2. Select the Turn on Document Filtering check box to enable the fields.
3. Enter the filtering information as required.
Tip: Double-clicking on a document type in the Available box will move it to the
Selected box.
4. Click Apply to apply the filter.
Resetting the filters on exit
If you have set filters for the documents you can have them automatically reset when you exit
Document Manager 2015.
1. From the
Options menu, click General to open the “General Options” window.
2. Select the Reset Document Filters on Exit check box.
© HandiSoft Software Pty Ltd
83
Chapter 4. Maintaining documents Document Manager 2015
Viewing a document history
The Document Manager maintains an audit trail of any actions performed on a document. The
"Document History" windows provide information on what actions were performed on a document, when they occurred, and the users who were responsible for them.
Opening the "Document History" windows
1. On the "Document Manager" window Document (right) pane, highlight the document and do one of the following:
ï‚·
Click the History tool bar button.
ï‚· From the View menu, click History.
ï‚· Right-click the document, and click History on the menu that appears.
The "Document History List" window will open, listing, in descending chronological order, all the actions that have been performed on that document.
Figure 60: The "Document History List" window
2. To view details of an action on the list, highlight it and click View.
The "Document History Detailed" window will open.
84
Figure 61: The "Document History Detailed" window
The Description field provides additional information on the selected action.
ï‚· Click the arrow buttons to scroll through the actions on the list.
ï‚· Click View to return to the "Document History List" window.
3. Click Close to exit the "Document History List" window.
Tip: If you require more comprehensive history information, click History Report to run a report.
© HandiSoft Software Pty Ltd
Document Manager 2015 Version Control
Version Control
With Version Control enabled, when you make a change to a document, Document Manager keeps a copy of the previous version of the document until you commit the changes.
A document that has been edited but not yet committed is displayed with a red up-arrow icon in the document manager file list.
Other users are able to view and edit the updated version of the document.
When you are ready to commit the changes to a document, right-click the document to show the following menu options:
ï‚· Click Commit Changes… to commit the document’s changes.
ï‚· Click Open Stored Version to review the previous version without losing the working copy’s changes.
ï‚· Click Revert… to remove all changes and revert to the previous version.
Enabling Version Control
You will have to enable Version Control before you can use it.
1. Ensure that no other users are running HandiSoft programs.
2. From the
Options menu, click General Options to open the “General Options” window.
3. Under Version Control, select the Enable User Interface check box.
4. Click OK to exit the “General Options” window.
Note: When you enable Version Control, Document Manager has to create the history data, which can take some time.
5. On the “Attention” window, click OK to confirm the enabling of Version Control.
© HandiSoft Software Pty Ltd
85
Chapter 4. Maintaining documents Document Manager 2015
Disabling Version Control
If you no longer require Version Control, you can disable it.
Caution: Disabling Version Control causes Document Manager to delete the history data, so all previous versions of documents are lost.
1. Ensure that no other users are running HandiSoft programs.
2. From the Options menu, click General Options to open the “General Options” window.
3. Under Version Control, select the Disable User Interface check box.
4. Click OK to exit the “General Options” window.
Note: When you disable Version Control, Document Manager has to delete the history data, which can take some time.
5. On the “Attention” window, click OK to confirm the disabling of Version Control.
86
© HandiSoft Software Pty Ltd
Chapter 5. Sharing and recovering documents
Document sharing
You can link a single document to many clients by sharing it. When a document is shared, changes made in one location will be reflected in all other share locations simultaneously. This makes the original document accessible as if it were stored in the share locations.
Sharing a document
1. On the Document Manager document pane, right-click the documents to be shared.
Tip: To select more than one document, hold down your Ctrl key and click on the required documents. For a range of documents, click on the first document and then hold down your Shift key while you click on the last document.
2. On the menu that appears, click
Share….
The “Share Document with Clients” window lists the current shares of the selected documents and allows you to remove or add share clients.
Note: Clients displayed in red do not share all the selected documents.
© HandiSoft Software Pty Ltd
87
Chapter 5. Sharing and recovering documents Document Manager 2015
Figure 62: The "Share Document With Clients” window
3. To add clients to the list of those sharing the selected documents, click one of the following buttons.
ï‚· Find – Search for and select a single client to add to the share list
ï‚· Tagged – Maintain the tagged client list and add tagged clients to the share list
ï‚· Filter – Select a filter to add matching clients to the share list
ï‚· Group – Select a client group to add to the share list
4. Clients will be displayed in green until you click Save to apply them to the selected documents. If you click
Cancel, all clients displayed in green will be removed from the list.
5. To remove a client from the share list, highlight the client and click Delete.
6. Click Close to exit the “Share Document With Clients” window.
Note: When a file is shared, it is not physically copied to the share locations. The Document
Manager tracks the shares to the original file location automatically. Should the original file be deleted through Document Manager, the Share system will automatically move the document file and make one of remaining ‘Shared’ copies the master copy.
Deleting shared documents
When you delete a shared document, you can elect to delete all the shares or only one share.
1. On the Document Manager document pane, either right-click the document to be deleted and click Delete, or highlight the document and press Delete.
88
Figure 63: The "Delete Shared Document" window
2. On the “Delete Shared Document” window, under Select an Action, specify whether to delete only the selected share, or all the shares and the original document.
© HandiSoft Software Pty Ltd
Document Manager 2015 Recovering deleted documents and folders
3. Click OK.
Note: If you delete the original document, the Document Manager will automatically move the document file to one of the share locations.
Caution: If you delete the document file outside the Document Manager, all the shares will be lost.
Recovering deleted documents and folders
If you have enabled Version Control in the Document Manager, you can recover files and
folders deleted in the Document Manager. For information on Version Control, see Chapter 4,
“Maintaining documents”.
Caution:
T his procedure will not recover deleted documents and folders if Version Control was not enabled before they were deleted.
1. Right-click on the parent folder and, on the menu that appears, click View Deleted ….
Note: If there is no View Deleted … menu option, no folders or documents have been deleted from the highlighted folder.
2. On the “Deleted Content” window, highlight the folders and/or documents to restore.
Figure 64: The "Deleted Content” window
Tip: To select more than one document or folder, hold down your Ctrl key and click on the required documents or folders. For a range of documents and folders, click on the first one and then hold down your
Shift key while you click on the last one.
© HandiSoft Software Pty Ltd
89
Chapter 5. Sharing and recovering documents Document Manager 2015
3. Click Restore.
4. If you selected the Confirm check box, click OK on the “Confirm” window.
Note: Restoring a deleted folder does not restore the documents it contained. Use the above procedure to restore the documents in the restored folder.
90
© HandiSoft Software Pty Ltd
Chapter 6. Attaching documents
The Document Manager enables you to attach documents to clients, prospective clients and events.
You can also attach documents to jobs and tasks in Jobflow Manager. For information on doing this, please refer to the Practice Manager – Jobflow Manager User Manual.
Attaching documents to events
You can use the Document Manager to attach relevant documents to events in Practice
Manager – Contact. For example, you may have an appointment with a client where you will need to refer to certain documents. You can attach those documents to the appointments event.
You can then access the documents from the "Clients" and "Event Detail" windows.
To attach documents to an event
If you have Practice Manager – Contact installed, you can attach documents to new and existing events.
To attach documents to a new event
If it is necessary to create the event, do the following in Practice Manager - Contact:
1. From the Events menu, click the type of event to be created. The "New Event" window will open.
© HandiSoft Software Pty Ltd
91
Chapter 6. Attaching documents Document Manager 2015
Figure 65: The "New Event: Appointment" window
2. Complete the "New Event" window fields as required.
3. Click Document. The "Attached Documents" window will open.
92
Figure 66: The "Attached Documents" window
4. To attach documents, click Add. The "Document Manager" window will open.
5. On the "Document Manager" window, highlight the documents you want to attach.
Tip: You can highlight more than one document by holding down your Ctrl or Shift key while clicking the documents. The
Ctrl key adds the current document to those already highlighted, while the Shift key highlights all the documents between the last highlighted and the one currently being clicked. Press Ctrl A to select all the documents in the list.
The status bar will display the number of highlighted documents.
6. From the File menu, click Attach Document(s). Alternatively, right-click on the highlighted documents and click
Attach Document(s) on the menu that appears.
The status bar will display the number of attached documents.
© HandiSoft Software Pty Ltd
Document Manager 2015 Attaching documents to events
7. Repeat the previous two steps if you want to attach more documents.
8. Click the Close Document Manager window.
button to return to the "Attached Documents"
The "Attached Documents" window will show the newly attached documents on the list.
9. Click
Close to exit the "Attached Documents" window.
The "New Event" window will display a small paper clip next to the Documents button to indicate that the event has documents attached.
10. Click Save to save the event.
To attach documents to existing events
You can attach documents to an existing event via the Practice Manager - Contact "Clients" or the "Event Detail" windows.
1. To open the "Client" window, press F9 or, from the Client menu, click View.
2. On the top part of the "Client" window, highlight the client for whom the event is applicable.
3. On the lower part of the "Client" window, highlight the event to which you want to attach the documents.
4. On the lower set of buttons, do one of the following:
ï‚· Click Document.
ï‚· Click View or Edit to open the "Event Detail" window. On the "Event Detail" window, click
Document.
Tip: You can also open the "Event Detail" window from the Daily or Weekly
Planners. Refer to " Using the Daily or Weekly planners " on page 95.
© HandiSoft Software Pty Ltd
93
Chapter 6. Attaching documents Document Manager 2015
Figure 67: The "Event Detail" window
The "Attached Documents" window will open, listing any documents that are already attached to the event.
94
Figure 68: The "Attached Documents" window
5. To attach additional documents, click
Add. The "Document Manager" window will open.
6. On the "Document Manager" window, highlight the documents you want to attach.
Tip: You can highlight more than one document by holding down your Ctrl or Shift key while clicking the documents. The Ctrl key adds the current document to those already highlighted, while the Shift key highlights all the documents between the last highlighted and the one currently being clicked.
The status bar will display the number of highlighted documents.
7. From the File menu, click Attach Document(s). Alternatively, right-click on the highlighted documents and click Attach Document(s) on the menu that appears.
The status bar will display the number of attached documents.
© HandiSoft Software Pty Ltd
Document Manager 2015 Attaching documents to events
8. Repeat the previous two steps if you want to attach more documents.
9. Click the Close Document Manager window.
button to return to the "Attached Documents"
10. The "Attached Documents" window will show the newly attached documents on the list.
11. Click
Close to exit the "Attached Documents" window.
The "Event Detail" window will display a small paper clip next to the Documents button to indicate that the event has documents attached.
To remove attached documents
You can remove selected documents from attachment lists.
1. On the Practice Manager – Contact "Client" window, highlight the required client and event.
2. Click Document to open the "Attached Documents" window.
3. On the "Attached Documents" window, highlight the documents to be removed and click
Delete.
Tip: You can use the Ctrl or Shift key to highlight multiple documents.
4. On the "Attention" window that appears, click Yes to confirm the removal.
The documents will be removed from the attachment list.
To open attached documents
You can open documents attached to events for viewing or editing.
1. On the Practice Manager - Contact "Client" window, highlight the required client and event.
2. Click
Document to open the "Attached Documents" window.
3. On the "Attached Documents" window, highlight the document to be viewed or edited and click Open.
The program for that type of document will open with the document already loaded.
4. View, edit and print the document as required.
5. When you have finished, exit from the document program to return to the "Attached
Documents" window.
6. Click Close to exit the "Attached Documents" window.
Using the Daily or Weekly planners
You can also access the "Event Detail" window via the Practice Manager – Contact Daily or
Weekly planners. From the "Event Detail" window, you can open the "Attached Documents" window to maintain the attached documents.
1. From the Daily Planner (F6) or Weekly Planner (F7) window, do one of the following:
ï‚· Double-click the required event.
ï‚· Highlight the required event and press Enter.
ï‚· Highlight the required event and, from the
Edit menu, click Edit.
© HandiSoft Software Pty Ltd
95
Chapter 6. Attaching documents Document Manager 2015
ï‚· Right-click the required event and click Edit on the menu that appears.
2. On the "Event Detail" window, click Document to open the "Attached Documents" window.
Prospective clients
You can attach documents to events relating to prospective clients in the same way as you would events relating to clients. You can access the "Event Detail" window via the Daily or
Weekly planners or via the "Prospective Clients" window.
To attach documents via the "Prospective Clients" window:
1. From the View menu, click Prospective Clients to open the "Prospective Clients" window.
Figure 69: The "Prospective Clients" window
2. On the top part of the "Prospective Clients" window, highlight the prospective client to whom the event applies.
3. On the lower part of the "Prospective Clients" window, highlight the required event.
4. On the bottom row of buttons click either View or Edit to open the "Event Detail" window.
96
© HandiSoft Software Pty Ltd
Document Manager 2015 Attaching documents to events
Figure 70: The "Event Detail" (Prospective Client) window
Tip: You can also open the "Event Detail" window by double-clicking on the event.
5. On the "Event Detail" window, click
Document to open the "Attached Documents" window.
6. Use the ""Attached Documents" window to add, open or remove documents attached to the event.
A small blue paper clip next to the Document button indicates that the event has documents attached.
© HandiSoft Software Pty Ltd
97
Chapter 6. Attaching documents Document Manager 2015
Attaching documents to clients
The Document Manager allows you to attach documents to clients by inserting the documents into the clients' drawers in the "Clients" filing cabinet. There are three ways to do this.
ï‚· When you create a merged document, the Document Manager can automatically place links to it in the relevant clients' drawers.
ï‚· You can add documents to a client's drawer via the Document Manager.
ï‚· You can add documents to a client's drawer via the "Clients" window.
Attaching via mail merge
Tip: The mail merge template facility provides an easy way of attaching documents via mail merge. See Chapter 9, Mail merge templates.
To attach a link to document to a client via the mail merge facility, use the following procedure.
For a more detailed description, refer to Chapter 4, "Maintaining documents".
1. On the "Document Manager" window, highlight the merge master document.
2. Click the Merge
Printer.
button or, from the File menu, click Merge to File or Merge to
3. On the "Confirm Document Merge" window, select either
Add merged documents to
client folders or Link merged documents to client folders.
4. On the "Print Documents for" window, select the client grouping for whom the merged document is intended.
5. Edit, save or print the merged document as required.
98
© HandiSoft Software Pty Ltd
Document Manager 2015 Attaching documents to clients
Attaching via the Document Manager
You can use the Document Manager to attach documents to a client by simply inserting them into a folder in that client's drawer. You can do any of the following:
ï‚· Create a new document in the client's folder.
ï‚· Copy or move an existing document from another area in the Document Manager
ï‚· Copy, move or link to a document from outside the Document Manager.
For more detailed information, refer to Chapter 4, "Maintaining documents".
Attaching via the "Clients" window
You can access the Document Manager via the "Clients" window, from where you are able to attach documents to clients.
1. In any of your HandiSoft programs, press F3 to list the clients or entities on the main window.
2. On the top part of the main window, highlight the client or entity to which you want to attach documents.
3. On the Access Panel, click the Document Manager button.
4. The "Document Manager" window will open with the relevant client's drawer already highlighted.
5. Highlight the client's folder or sub-folder to which you want to add documents.
6. Add documents to the folder or sub-folder by the following methods:
ï‚· Create a new document.
ï‚· Copy or move an existing document from another area in the Document Manager
ï‚· Copy, move or link to a document from outside the Document Manager.
7. Click the Close Document Manager button to close the "Document Manager" window and return to the "Clients" window.
The new documents will now be attached to the selected client. If you click
Documents on the lower set of buttons, you should see the newly attached documents listed.
© HandiSoft Software Pty Ltd
99
Chapter 6. Attaching documents Document Manager 2015
Attaching via the "Prospective Clients" window
If you have Practice Manager – Contact installed, you can access the Document Manager via the "Prospective Clients" window, from where you are able to attach documents to prospective clients.
1. From the Practice Manager – Contact
View menu, click Prospective Clients to open the
"Prospective Clients" window.
2. On the "Prospective Clients" window, highlight the prospective client to whom you want to attach documents.
3. Click Document Manager.
The "Document Manager" window will open with the prospective client's drawer already highlighted.
4. Highlight the client's folder or sub-folder to which you want to add documents.
5. Add documents to the folder or sub-folder by the following methods:
ï‚· Create a new document.
ï‚· Copy or move an existing document from another area in the Document Manager
ï‚· Copy, move or link to a document from outside the Document Manager.
6. Click the Close Document Manager button to close the "Document Manager" window and return to the "Prospective Clients" window.
The new documents will now be attached to the selected prospective client.
Merging attached documents
If attached documents contain merge fields, you can create merged documents without having to open the Document Manager.
1. Open the "Attached Documents" window.
2. Highlight the attached document that contains merge fields.
3. Click
Merge.
4. On the "Confirm Document Merge" window, enter the merge file description and event linking requirements, and click OK.
5. On the "Print Documents For" window, select the client group for which the merged documents are to be created, and click OK.
The merged documents will be created and displayed in Microsoft Word.
100
© HandiSoft Software Pty Ltd
Chapter 7. Generating reports
The Document Manager provides the facility to generate reports on the documents contained within it.
You can generate the following types of reports:
ï‚· Author Documents
ï‚· Client Documents
ï‚· Prospective Client Documents
ï‚· Document Types
ï‚· History Report
Author Documents report
The Author Documents report provides information on documents created by specified authors.
Generating an Author Documents report
1. From the Reports menu, click Author Documents. The "Author Report" window will open.
Figure 71: The "Author Report" window
2. Select the authors whose documents are to be included in the report by moving them from the Available to the Selected list. Moving them in the opposite direction (from Selected to
Available) excludes their documents from the report.
ï‚· To select or deselect a single author name, highlight it and click the button.
or
© HandiSoft Software Pty Ltd
101
Chapter 7. Generating reports Document Manager 2015
ï‚· To select or deselect all the author names, click the
3. Complete the other fields in the "Author Report" window.
or button.
4. Click OK to generate the report.
The Document Manager will display the report in the "Report Preview" window.
5. Click Print if you want to print the report.
Client Documents report
The Client Documents report provides information on documents attached to specified clients and prospective clients.
Generating a Client Documents report
1. From the Reports menu, click Client Documents. The "Client Report" window will open.
102
Figure 72: The "Client Report" window
2. Select the clients with attached documents to be included in the report by moving them from the Available to the Selected list. Moving them in the opposite direction (from Selected to
Available) excludes their documents from the report.
ï‚· To select or deselect a single client reference, highlight it and click the button.
ï‚· To select or deselect all the client references, click the or button.
3. Complete the other fields in the "Client Report" window.
4. Click OK to generate the report.
The Document Manager will display the report in the "Report Preview" window.
5. Click Print if you want to print the report.
or
© HandiSoft Software Pty Ltd
Document Manager 2015 Client Documents report
Generating a Prospective Client Documents report
1. From the Reports menu, click Prospective Client Documents. The "Prospective Client
Report" window will open.
Figure 73: The "Prospective Client Report" window
2. Select the prospective clients with attached documents to be included in the report by moving them from the Available to the Selected list. Moving them in the opposite direction
(from Selected to Available) excludes their documents from the report.
ï‚· To select or deselect a single prospective client reference, highlight it and click the
or button.
ï‚· To select or deselect all the prospective client references, click the button.
3. Complete the other fields in the "Prospective Client Report" window.
4. Click OK to generate the report.
or
The Document Manager will display the report in the "Report Preview" window.
5. Click Print if you want to print the report.
© HandiSoft Software Pty Ltd
103
Chapter 7. Generating reports Document Manager 2015
Document Types report
The Document Types report provides information on specified types of documents.
Generating a Document Types report
1. From the Reports menu, click Document Types. The "Document Type Report" window will open.
Figure 74: The "Document Type Report" window
2. Select the document types that are to be included in the report by moving them from the
Available to the Selected list. Moving them in the opposite direction (from Selected to
Available) excludes those document types from the report.
ï‚· To select or deselect a single document type, highlight it and click the button.
ï‚· To select or deselect all the document types, click the or
3. Complete the other fields in the "Document Type Report" window.
4. Click
OK to generate the report.
button.
The Document Manager will display the report in the "Report Preview" window.
5. Click Print if you want to print the report.
or
History Report
The Document Manager History Report facility enables you to generate reports that list the actions that individual users have performed on the documents. You are able to select all or a specific user and/or action to be included in the report. You can also narrow the report down to only include actions that occurred between two inclusive dates.
Generating a History Report
1. From the
Reports menu, click History Report. The "History Report" window will open.
104
© HandiSoft Software Pty Ltd
Document Manager 2015 Collating documents
Figure 75: The "History Report" window
2. Complete the fields in the "History Report" window and click OK to generate the report.
The Document Manager will display the report in a "Report Preview" window.
3. Click Print if you want to print the report.
Collating documents
The Document Manager 2015 enables you to create a single collated PDF document from selected HandiSoft reports, Word documents and RTF documents.
If you have the Document Manager installed and enabled, you can select reports run from any
HandiSoft program to be added to a collation list. You can also select any Word or RTF (Rich
Text Format) documents in the Document Manager to be added to the collation list.
After adding reports and documents to the collation list, you can use the Document Manager to create the collated PDF document.
Adding reports to the collation list
1. From any HandiSoft program, generate a report so that it is displayed in the “Report
Preview” window.
2. From the “Report Preview” window File menu, click Collate Document, or click the Collate button.
3. In the “Collating Documents”window Add description field,, type the name of the final collated document as it is to appear on the collation list.
4. Click OK to add the description to the collation list.
5. You can select the Display Collated List checkbox, to display a list of the collated documents.
Adding documents to the collation list
1. In the Document Manager highlight the Word and RTF documents to be added to the collation list. You can highlight more than one document in a folder or subfolder.
© HandiSoft Software Pty Ltd
105
Chapter 7. Generating reports Document Manager 2015
2. Click the Collate selected document to the collation list.
button to add the highlighted documents
Creating the collated document
1. From the Document Manager View menu, click Collated Documents. The “Collated
Documents” window will open, listing the selected reports and documents.
Figure 76: The "Collated Documents" window
2. You can remove and change the order of the documents, as required.
3. Click Collate. The “Export to PDF Document” window will open.
4. Select the location, and type in the file name of the collated PDF document. Complete the other fields of the “Export to PDF Document” window as required.
5. Click
Generate to create the collated document.
Operating the “Report Preview” window
Reports that you generate in Document Manager 2015 are displayed in the "Report Preview" window. From this window you can perform a number of tasks, including:
ï‚· Save the report as a PDF file.
ï‚· Export the report to Microsoft Word™ or Microsoft Excel™.
ï‚· Open report as PDF.
ï‚· Email the report.
ï‚· Print the report either in a text or an ASCII format.
ï‚· Perform a Find and Replace of text.
ï‚· View the report in graphical, ASCII or HTML formats.
Tip: For information on the "Report Preview" window, press F1 to display the online help.
106
© HandiSoft Software Pty Ltd
Document Manager 2015 Operating the “Report Preview” window
Editing reports
The "Report Preview" window has some limited edit features, which allow you to "touch up" the report before printing it. This does not change the data; so any editing you do in the "Report
Preview" window will be lost when you run the report again.
To edit a report in the "Report Preview" window:
1. In the "Report Preview" window, double-click on the text you want to change. Alternatively, right click on it and click Edit on the shortcut menu that appears.
The "Edit the text in this cell" window will appear, displaying the text in the selected cell.
Figure 77: The "Edit the text in this cell" window
2. Edit the text as required and click OK. You can also change the font style or effects of the text in the selected cell.
© HandiSoft Software Pty Ltd
107
Chapter 8. Additional tools
The Document Manager provides you with tools you can use to ensure your data integrity.
These are:
ï‚· Rebuild the databases
ï‚· Verify clients
ï‚· Verify documents
ï‚· Synchronise files
Rebuild the databases
With records continuously being removed from and added to the databases, they can become unnecessarily large and inefficient. This can slow down access to them to the extent that they become unusable. When this occurs you can rebuild the databases so that they become more efficient and, in some cases, resolve what appears to be data corruption.
To rebuild the databases
1. Back up your HandiSoft databases.
2. Ensure that no other users are running any HandiSoft programs that access the same databases.
3. From the Tools menu, click Rebuild the Databases. The "Rebuild the Database Files" window will open.
Figure 78: The "Rebuild the Database Files" window
4. Select the type of rebuild required and the files to be rebuilt
The Document Manager will perform the required rebuild and report any errors that might occur.
Verify clients
The Document Manager automatically creates a drawer in the "Clients" cabinet for each client record. The Verify Clients command causes the Document Manager to check the client database for any new or deleted clients, and update the "Clients" cabinet drawers accordingly.
This is done automatically whenever you open the Document Manager, but it is possible that other users could add or delete clients while you have the Document Manager open. You can then use the Verify Clients command to force the Document Manager to update the "Clients" cabinet drawers.
© HandiSoft Software Pty Ltd
109
Chapter 8. Additional tools Document Manager 2015
To verify the clients
ï‚· From the Tools menu, click Verify Clients.
The Document Manager will open a window displaying the progress of the verify client operation.
Verify documents
The
Verify Documents command causes the Document Manager to check that a document file physically exists for every document in the filing cabinets. If it cannot find a document file, it can delete the associated document record.
To verify the documents
1. From the Tools menu, click Verify Documents. The "Verify Documents" window will open.
Figure 79: The "Verify Documents" window
2. Select the report and delete options, and click Run to start the verify documents process.
ï‚· Select the Produce Text Report check box if you want the Document Manager to create a text file with a report at the end of the verify document process. The information in the report is the same as that displayed in the "Verify Data" window.
ï‚· Select the Automatic Delete check box if you want the Document Manager to automatically delete document records where it cannot find their respective physical document files. If you clear this check box, every time the Document Manager detects a missing document file, it will ask you if you want the document record deleted.
110
3. On the "Attention" window, click the button for the desired action:
© HandiSoft Software Pty Ltd
Document Manager 2015 Synchronise files
ï‚· Click Yes to delete the document record and to continue with the document verify process.
ï‚· Click
No to not delete the document record and to continue with the document verify process.
ï‚· Click Cancel to not delete the document record and to stop the document verify process.
At the end of the document verification, if you selected the
Produce Text Report check box, the Document Manager will ask you if you want to import the report into the Document manager. If you click Yes, it will insert the report text file into the "Import" folder in your drawer in the "Users" cabinet.
4. Click Close to exit the "Verify Data" window.
Tip: You can schedule automatic synchronisation and document verification on the
“General Options” window. See “ Automatic synchronisation ” on page 112.
Synchronise files
The cabinets, drawers, folders, subfolders and documents in the Document Manager represent physical directories and files on your computer or network. It can happen that files get added outside of the Document Manager, so that the Document Manager does not accurately show what is there.
You can use the Synchronise facility to cause the Document Manager to check for any files that have been added, and update its document lists accordingly.
You can start the synchronising manually or you can schedule it to run automatically at specified times.
Synchronising the Document Manager
This procedure synchronises the Document Manager with the physical directories and files.
1. Highlight the cabinet, drawer, folder or subfolder that you want to synchronise.
2. From the
Tools menu, click Synchronise.
Figure 80: The "Synchronise" window
3. On the “Synchronise” window, select the extent of the synchronisation. To synchronise the entire Document Manager database, select All.
The Document Manager will check its area on your computer or network for any files that it has not recorded.
Tip: If you launched the Document Manager from Practice Manager – Contact, you can select the Exit Application after Synchronise check box to automatically close
Practice Manager when the synchronisation is complete. This enables you to do start the synchronising when you leave in the evening.
4. If the author of a document is not a Practice Manager user, the Document Manager will open the “Select Author” window for you to select a user name for the author.
© HandiSoft Software Pty Ltd
111
Chapter 8. Additional tools Document Manager 2015
Figure 81: The Select Author" window
5. Click Change to insert the selected user name for that document only, or Change for All for all documents with a that author.
The Document Manager will display a message indicating whether it has found new items, and update itself accordingly.
6. Click OK to close the message window.
Automatic synchronisation
You can schedule the Document Manager to automatically synchronise its database with the document files at a certain time and frequency. For example, you can set the synchronisation to occur every evening when the staff has left.
Note: For automatic synchronisation to take place, the Document Manager must be running on at least one computer at the scheduled time. If the Document Manager is not running at the time, when you next run it, it will ask you if you want to synchronise.
To set automatic synchronisation:
1. From the Options window, click General to open the “General Options” window.
112
2. Under
Schedule Synchronise, select the On / Off check box to enable the automatic synchronisation.
3. Select the Exit Application after Synchronise check box to automatically close Practice
Manager when the scheduled synchronisation is completed. You would do this if the synchronisation is scheduled for after hours.
4. Select the Verify Documents and auto Delete after Synchronise check box to automatically verify the documents and remove records of those that no longer exist after
the scheduled synchronisation has completed. See “ Verify documents ” on page 110.
5. Under Frequency select how often you want the synchronisation to take place. Select
Specific Date if you want to synchronisation to occur only once.
6. In the
Date and Time fields, set the time when the first (or only) automatic Synchronisation is to occur.
7. Click OK to confirm your settings and exit the “General Options” window.
© HandiSoft Software Pty Ltd
Chapter 9. Mail merge templates
If you have the Document Manager installed and enabled, you can do a mail merge from preselected templates from the following HandiSoft programs:
ï‚· Practice Manager – Contact 2015
ï‚· HandiLedger 2015
ï‚· Time+Billing 2015
ï‚· HandiRegister 2015
ï‚· HandiTax 2015
ï‚· HandiTrust 2015
Setting up the templates
Before you can use the mail merge facility in your HandiSoft programs, you must set up the templates in Document Manager.
Selecting the mail merge documents
Firstly, you have to select the documents in the Document Manager to be mail merge templates available for selection by all your HandiSoft program users.
1. From the Document Manager Options menu, click Mail Merge Template Setup to open the “Mail Merge Template Setup” window.
© HandiSoft Software Pty Ltd
Figure 82: The "Mail Merge Template Setup" window
113
Chapter 9. Mail merge templates Document Manager 2015
2. Under Select Template, click to select a document with mail merge fields from the
Document Manager folders.
3. If required, in the Name field, enter a name for the template. This will default to the name of the document file.
4. Click Add to Templates to the template to the selection list, which is shown under
Templates.
5. Click
Save, and add any other documents as templates.
6. Click
Close to exit the “Mail Merge Template Setup” window.
Selecting your mail merge templates
Each user is able to choose the templates they want to make available for selection in your
HandiSoft programs.
1. From the Document Manager Options menu, click Mail Merge Settings to open the “Mail
Merge Field Options” window.
2. Click the
Mail Merge Documents tab.
114
Figure 83: The "Mail Merge Field Options" (Mail Merge Documents) window
3. Under Master Templates, select the check boxes for the templates to be made available for selection in your HandiSoft programs.
4. Click Ok to save your selections and close the “Mail merge Field Options” window.
© HandiSoft Software Pty Ltd
Document Manager 2015 Using the merge templates
Using the merge templates
Now that you have selected your merge templates, you can use them from your HandiSoft program.
1. If required, in your HandiSoft program, tag the clients for which you want to do the mail merge.
2. On the Access Panel, click the Mail Merge icon to open the “Mail Merge” window.
Tip: If the Mail Merge icon is not available, the Document Manager has not been installed and enabled.
Figure 84: The “Mail Merge” window
3. Under Merge To, select the destination of the merged documents.
4. Under Merge For, select the client groupings for which the merged documents are to be created.
5. Under Select Document to Merge, select the mail merge template to be used. The
available templates should previously have been set up in the Document Manager.
6. If you want to preview the merged documents, click Preview. To perform the merge without previewing, click Ok.
7. If under Merge To, you selected Printer or File, the “Confirm Document Merge” window will open.
Figure 85: The "Confirm Document Merge” window
8. If under Merge To, you selected Email, the “Confirm Client Email” window will open.
© HandiSoft Software Pty Ltd
115
Chapter 9. Mail merge templates Document Manager 2015
116
Figure 86: The "Confirm Client Email" window
9. Complete the required fields and click OK.
10. If under Merge For, you selected Matching Conditions, the “Client Expressions” window will open for you to select the client filter expression.
Figure 87: The "Client Expressions" window
11. Highlight the required expression and click Select.
Tip: If none of the available expressions are suitable, you can edit an existing expression or create a new expression by clicking
Edit, Copy or New.
12. The mail merged documents will be created and sent to the destination specified under
Merge To.
© HandiSoft Software Pty Ltd
Chapter 10. Best Practice
Best Practice is an optional add-on to Document Manager that creates a Best Practice filing cabinet contains a number of standard documents that can be used by your staff members.
Best Practice Documents
The HandiSoft Best Practice content contains the following types of documents which can be found within the
Best Practice cabinet in Document Manager:
ï‚· Procedures
ï‚· Workpapers
ï‚· Checklists
ï‚· Letters
ï‚· Minutes
ï‚· Forms
The documents have been authored using Microsoft Office 2010 and are able to be used with
Office 2007 and above. Office 2003 is not supported.
Procedures
Procedures provide a starting point for team members to understand the way you work in your firm and should reflect your own processes. If needed, these documents may be edited to suit your own individual requirements.
Steps that refer to a tool or a website have a grey button that you can click to access the link.
How to Edit Procedures
The procedures provided are Microsoft Word documents, which can be edited as normal by adding, deleting or modifying any of the steps. Changing a linked document is achieved by right-clicking on the grey button and selecting
Edit Hyperlink.
Note: If you do edit a master template, subsequent Best Practice updates will routinely move the modified documents into a Best Practice Modified Files folder, which is automatically created by the system. After installing an updated version, the Best Practice cabinet will hold only the master templates issued by Sage HandiSoft.
Workpapers
All the workpapers are set-out in the same manner and contain Visual Basic code.
The VB functionality does mean that there are certain rules that must be followed when using the worksheets:
ï‚· You cannot change the title that appears on a worksheet tab.
ï‚· Worksheets should not be deleted.
ï‚· If you inadvertently select a worksheet, deselect the worksheet on the index.
© HandiSoft Software Pty Ltd
117
Chapter 10. Best Practice Document Manager 2015
ï‚· Spare worksheets are provided for your own use at each section of the workpapers.
The following settings are required to enable the VB code to run.
1. Click on the Office icon (Office 2007) or File tab (Office 2010) - located at the top left hand corner of your screen and select Excel Options.
2. Select Trust Centre and click on Trust Centre Settings.
3. Select Trusted Locations
4. Check the box labelled
Allow Trusted Locations on my network.
5. Browse to the folder where the content resides and add to
Trusted Locations
Workpaper instructions are provided in every workbook. We suggest you familiarise yourself and your team with these instructions. A couple of points to note which apply to most workbooks:
ï‚· Home Page – please ensure you enter the name of the client and the date on this sheet as this information flows through to every other sheet and the date is used in many calculations.
ï‚· Index – the index is a list of all of the worksheets contained in the workbook. You need to click in the box in the Applies column to activate the individual worksheets. Once ticked, you can click on the Links column to take you to the worksheet. You can return to the Index from any sheet by clicking on the Index button. Alternatively you can set-up the back-button in Excel.
ï‚· Individual Worksheets – an area is provided for team members to “sign off” worksheets as they complete each section. Once one of the status boxes has been ticked, this status will be reflected on the Index page.
ï‚· Protection – all worksheets are protected to ensure formulae are not changed inadvertently. If you do need to unprotect an individual sheet, you can right-click on the sheet’s tab and select Unprotect.
ï‚·
Comments – where you see a red triangle symbol in the corner of a cell, hover over it to read the explanatory information.
Checklists
Checklists have been designed to provide you with flexibility to include only the items that are required for the particular assignment you are working on and, hence, also use VB code. We suggest you do not edit these documents or you risk breaking the VB code. You will also need to enable macros as described under the section on
Workpapers.
The Index in the checklists is designed to enable you to click on each of the items you wish to use for a particular assignment, which will make that information visible. Once an item has been selected to be displayed, you can clear it to hide the information if it is not required.
Navigating in these documents is performed by selecting the items required, and then clicking on the hyperlink in the Index. We suggest you enable the back-button in Word to easily return to the Index when needed.
Under many sections in the checklists, you can select the
View Background Information checkbox for more explanation and detail, which is particularly useful for less experienced team members.
Enabling the back-button in Microsoft Office
Office 2010:
1. Click the Customise Quick Access Toolbar from the top left hand corner of your screen.
2. On the second last line, select More Commands.
3. From the left hand panel, choose
All Commands.
118
© HandiSoft Software Pty Ltd
Document Manager 2015 Installing and implementing Best Practice
4. Click in the large panel on the left hand side of the screen and type B to highlight the Back
Button option.
5. Click on the Add button between the two panels, and click OK. This will add the back button to your toolbar.
Office 2007:
1. Click on the
Office button in the top left hand corner of your screen.
2. Select the Word Options button on the bottom of the menu.
3. Select Customise from the menu on the left.
4. From the dropdown menu at the top of the left hand panel, select All Commands.
5. Click in the large panel on the left hand side of the screen and type B to highlight the Back
Button option.
6. Click on the Add button between the two panels, and click OK. This will add the back button to your toolbar.
Letters
Letters have been set-up to include merge information from HandiSoft databases. Where information was not available, click and type fields have been included in the documents.
These are coloured red to enable them to stand out, but the information you type in these fields will be formatted in black.
Minutes and other forms
These documents contain click and type fields to enable easy entry of information. The fields are coloured red to enable them to stand out, but the information you type in these fields will be formatted in black.
Installing and implementing Best Practice
Follow the installation instructions that are supplied with the product.
Once you have installed the Best Practice program, you must import your Best Practice documents into the Document Manager. Follow the steps below:
1. Have all users exit from all HandiSoft Programs.
2. Start any HandiSoft program as the user Administrator.
3. Press F10 to run the Document Manager.
4. On the message window, click
OK to import the Best Practice documents immediately, or
Cancel to import them later.
Note: If you click Cancel, you can import the Best Practice documents later as follows:
From the Document Manager
Tools menu, click Import Best Practice.
You will be prompted to check that no other users have any HandiSoft programs opened.
5. Once all users have closed down all of their HandiSoft programs, click OK.
© HandiSoft Software Pty Ltd
119
Chapter 10. Best Practice Document Manager 2015
Your system will now be updated with the Best Practice system.
The Best Practice cabinet will be displayed in your Document Manager window. The folder contains all of your Best Practice documents and is accessible by all users.
Note: If you had the earlier version of Best Practice installed, It would have been moved to a new cabinet named Best Practice – Old.
Uninstalling Best Practice
If you need to uninstall Best Practice, please use the following procedure.
Caution: Do not uninstall by removing the Best Practice filing cabinet, as you may experience problems if you try to reinstall Best Practice.
1. Start any HandiSoft program as the user Administrator.
2. Press F10 to run the Document Manager.
3. From the Document Manger Tools menu, click Uninstall Best Practice.
The Best Practice cabinet with all its contents will be removed from the Document Manager.
120
© HandiSoft Software Pty Ltd
Chapter 11 Client Portal
The optional HandiSoft Client Portal module provides a convenient and secure method of transferring documents to and from your clients. Where previously you would have to either physically transfer documents or attach them to emails, you and your clients can now simply upload them to the Client Portal, from where they can be downloaded, edited and signed.
Adding the Client Portal to your firm
To add the Client Portal to your accountancy firm, you have to initially provide the email address of your firm’s Admin user to Sage HandiSoft. Your Admin user has special access to the Client
Portal to perform customisation and administration tasks.
You will also have to specify the package to be acquired, which determines the number of your users that can access the Client Portal, and the amount of storage available.
Your Admin user will receive an email message at the address you supply.
You will be required to open the email message and click on the link in the message to activate the address. The Admin address will require you to enter and confirm a password to be used for logging in to the Client Portal as your Admin user.
Once you have activated the email address, Sage HandiSoft will create the licenses for you to use the Client Portal.
Important: To activate your Client Portal licences, you must close down all your HandiSoft programs and then restart them.
Your Admin user can now log into the Client Portal, and set the following email addresses if
they are not the same as that for the Admin user.
Contact Us
This is the email account that will receive the messages from your clients who click the
Contact Us button while logged into the Client
Portal.
Service Default
This is the email address to be used by the Client Portal Server to communicate with you.
If required, Sage HandiSoft can suspend your clients’ access to the Client Portal.
Logging in as the Admin User
Your Admin user is able to log into the Client Portal to perform administrative tasks.
1. Click on the link in the activation email you received to open the Client Portal Login page.
© HandiSoft Software Pty Ltd
121
Chapter 11 Client Portal Document Manager 2015
2. In the
User name and Password fields, enter ‘Admin’ and your password.
3. Click
Login to access the Client Portal Admin page.
Figure 88: The Client Portal Admin page
4. To Log out of the Client Portal, click the
Log Out button.
If you forget your password, you can reset it by clicking Forgot Password on the Login page.
On the Reset Password page, enter the activated User Admin email address, and click Reset.
122
An email will be sent to the activated User Admin address containing a link to the password reset page.
© HandiSoft Software Pty Ltd
Document Manager 2015 Updating your Admin User details
Updating your Admin User details
In addition to updating the Name, Address and Phone Number of your Client Portal Admin User, you can also set email addresses for the following:
Contact Us
This is the email account that will receive the messages from your clients who click the
Contact Us button while logged into the Client
Portal.
Service Default
This is the email address to be used by the Client Portal Server to communicate with you.
The above email addresses default to the Admin user email address, but you can specify separate addresses.
1. Click on the link in the activation email your Admin user received to open the Client Portal
Login page.
2. In the User name and Password fields, enter ‘Admin’ and the admin password.
3. Click Login to access the Client Portal Admin page.
Figure 89: The Client Portal Admin page
4. On the top right hand corner, click to open the “User Profile” window.
© HandiSoft Software Pty Ltd
123
Chapter 11 Client Portal Document Manager 2015
Figure 90: The "User Profile" window
5. To view and change your company name, address and phone number, in the
Company
Details section, click Change.
124
6. Complete the Name, Address and Phone fields as required.
7. Click Update to save your changes.
8. To set the Contact Us and Service Default email addresses, under
Company Contact
Details, click the Change button for the address to be set.
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing client access to the Client Portal
9. In the New Email Address and Confirm Email Address fields, enter the required email address, and click Update to save your changes.
The Client Portal will send a confirmation message to the email address, with a link that you can click to activate it.
10. To Log out of the Client Portal, click the Log Out button.
Managing client access to the Client Portal
To access the Client Portal the first time, you must close down your HandiSoft programs and restart them.
Group Portal logins
Clients you add to the Client Portal use Group Portal logins to enable their Portal users to access a single client area or multiple client areas.
Your clients’ Portal users can either be linked to their own Group Portal login, or they can share a Group Portal login with other Portal users.
When you add a client to the Client Portal, you can either create a new Group Portal login for that client’s area, or you can select an existing Group Portal login that can enable access to other client areas.
Adding clients
Once you have set up your firm’s access to the Client Portal, and restarted your HandiSoft programs, you can provide access for your clients.
ï‚· For Individual clients, you can create a single Portal user.
ï‚· For non-Individual clients, you can create multiple Portal users.
1. Run any of your Sage HandiSoft Programs; for example, Practice Manager – Contact.
2. On the main clients window, either highlight the client to whom access to the Client Portal is to be provided and click Edit, or click New to create a new client.
3. On the “Clients Detail” window, under
Email Addresses, ensure that the client has at least one valid email address.
4. In the Client Portal field, click to open the “Client Portal Configuration for” window.
© HandiSoft Software Pty Ltd
125
Chapter 11 Client Portal Document Manager 2015
Figure 91: The “Client Portal Configuration for" window
5. For an individual client, the Surname and First Name columns are automatically completed. For a non-individual client, you must enter the Surname and First Name for each Portal user you create.
6. In the User Name column, you can press F2 or click to open the “Select Portal User
Name” to select an existing Group Portal login, which may also allow the client Portal User to access other client areas.
126
Figure 92: The Select Portal User Name" window
Alternatively, you can leave the User Name column blank for the Client Portal to create a new Group Portal login that will allow access to only the client Portal user’s own area, but will be available for selection for other client Portal users
7. If you left the User Name column blank to create a new Group Portal login, in the Email
Address field select the email address to be used to activate it.
If you have selected an existing Group Portal login in the User Name column, you can select a new email address for it.
Caution: Changing an existing Group Portal login’s email address causes the status of all linked Portal users to revert to ‘Inactive’ until the new email address is validated.
8. Click Save.
If you have changed the email address of an existing Group Portal login, you will be warned that the status of all linked client logins will revert to Inactive until the new email address is validated. Click
OK to continue.
9. Click Yes to creating a Client Portal user for the client, with you, the logged in user, as supervisor.
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing client access to the Client Portal
If you, the logged in user, do not have an activated email address for the Client Portal, the following window will open.
Note: If your email address has already been activated for HandiSoft Connect, there is no need to do so for the Client Portal.
10. Type in your Email Address and click Save.
You will be sent an email containing a link to activate the address.
11. After you click the link on the email, your web browser should display a confirmation message.
12. On the “Email Activation Required” window, you can now click Proceed to activate your
Client Portal account.
13. On the “Client Portal Configuration for” window, click Save to confirm the client login’s activation.
If the new Portal user is linked to an existing Group Portal login, the following email message will be sent to the Group login email address.
© HandiSoft Software Pty Ltd
127
Chapter 11 Client Portal Document Manager 2015
If the new Portal user is linked to a new Group Portal login, your client will receive an email with an activation link.
128
When your client clicks the activation link, the Client Portal will request them to enter and confirm a password to log in.
14. Click Close to exit the “Client Portal Configuration for” window.
The “Clients Detail” window Client Portal field will now show an Individual client’s status as
Active, and a non-Individual client’s status as Enabled.
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing client access to the Client Portal
After entering a password, your client can log into the Client Portal by clicking on the link in the email to open the Login page.
Maintaining Group Portal logins
Your clients’ Portal users are each linked to a Group Portal login that enables them to access client portal areas. You are able to manage this link between the Group Portal logins and the client portal areas to which they provide access.
1. From the Document Manager View menu, click Maintain Client Portal Logins to open the
“Maintain Client Portal Logins” window.
Figure 93: The "Maintain Client Portal Logins" window
The upper Client Portal User Name pane lists all your Group Portal logins, and displays their current status.
The lower Linked Portal Areas pane lists the Client Portal users, with their portal areas, that have been linked to the highlighted Group Portal login. It also displays the current
Portal users’ access statuses.
To suspend a Group Portal login
You can suspend a Group Portal login’s access to the Client Portal, which also suspends the linked Portal users.
1. On the “Maintain Client Portal Logins” window Client Portal User Name pane, highlight the
Group Portal login to be suspended and click Suspend.
2. On the “Attention” window, click Yes to confirm the suspension.
© HandiSoft Software Pty Ltd
129
Chapter 11 Client Portal Document Manager 2015
3. When you highlight the suspended Group Portal login, the Suspend button will have changed to Resume. Click to reactivate the Group Portal login
To change a Group Portal login’s email address
You can change the email address that is used to activate a Group Portal login.
Caution: Changing a Group Portal login’s email address causes the status of all linked
Portal users to revert to ‘Inactive’ until the new email address is validated.
1. Ensure that the Group Portal login email address to be changed has been validated.
2. On the “Maintain Client Portal Logins” window Client Portal User Name pane, highlight the required Group Portal login and click Edit to open the “Edit Client Portal Email Address” window.
Figure 94: The "Edit Client Portal Email Address" window
Note: The Edit button will not be available if the existing Group Portal login email address has not been validated.
3. Under Email Address, select the new email address for the Group Portal login. You can select from the email addresses that have been entered on the “Clients Detail” window for the associated client Portal users.
4. Click Save to save your email address change.
5. An “Attention” window will open, warning that all the client Portal users linked to that Group
Portal login will become inactive until the new email address is validated. Click
OK to continue.
To add Portal users to a Group Portal login
You can link additional Portal users to a Group Portal login.
1. On the “Maintain Client Portal Logins” window Client Portal User Name pane, highlight the
Group Portal login to which more portal users are to be linked.
2. On the lower row of buttons, click Add to open the “Portal User Selection” window.
130
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing client access to the Client Portal
Figure 95: The "Portal User Selection" window
3. In the Client Reference field, select the client for whom the Portal user is to be added. The
Portal users that have been created for the client will be listed below.
4. To select more than one Portal user, in the
Tag column, select the checkboxes for those to be added to the Group Portal login.
5. Click Select to select the highlighted Portal user, or Select Tagged to select the tagged users, and close the “Portal User Selection” window.
6. On the “Attention” window that opens, click OK to add the Portal users and return to the
“Maintain Client Portal Logins” window.
The added Portal users will be listed in the
Linked Portal Areas pane.
To move a Portal user to another Group Portal login
You are able to move a Portal user from a Group Portal login to another existing or a new
Group Portal login.
1. On the “Maintain Client Portal Logins” window
Client Portal User Name pane, highlight the
Group Portal login from which a Portal user is to be moved.
2. On the Linked Portal Areas pane, highlight the Portal user to be moved and click Move to open the “Edit Portal Area” window.
Figure 96: The "Edit Portal Area" window
The
Portal Area section displays details of the highlighted Portal user.
3. Under User Name, click to select an existing Group Portal login name, or leave it blank to create a new Group Portal login.
4. If you left the
User Name field blank to create a new Group Portal login, select the email address to be used to activate it.
5. Click Save to save your changes and exit the “Edit Portal Area” window.
© HandiSoft Software Pty Ltd
131
Chapter 11 Client Portal Document Manager 2015
6. On the “Attention” windows that open, click OK to move the Portal user and return to the
“Maintain Client Portal Logins” window.
The portal user will be no longer be listed in the Linked Portal Areas pane.
Setting the Client Portal email addresses
You can set the email addresses to be used for messages from the Client Portal to your users.
1. On your HandiSoft program (for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. From the Options menu, click Client Portal to open the “Client Portal” window.
Figure 97: The "Client Portal" window
3. Under Email Account Configuration, select whether emails from the Client Portal are to be sent to the staff members assigned to the respective clients, or to a single email address.
4. Under Default Email Address, enter the email address to be used if a single email is selected or the respective staff address is invalid.
5. Click OK to save your changes.
Creating Client Portal users for multiple individual clients
You can use Document Manager to create Client Portal logins for multiple individual clients.
Note: This procedure is only for individual clients where there is only one Portal user per client.
1. Run a HandiSoft program (for example, Practice Manager – Contact).
2. If you want to create a Client Portal login for a single client, select the client. For multiple individual clients that do not have contiguous reference IDs, tag the required clients.
3. Press F10 to open Document Manager.
4. From the
Tools menu, click Create Portal Logins for Individual Clients to open the
“Create Portal Logins for Individual Clients” window.
132
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing client access to the Client Portal
Figure 98: The “Create Portal Logins for Individual Clients” window
5. Under Create Logins for, select the client group for which logins are to be created. You can choose the currently Selected Client, all the Tagged Clients or the Range of clients you specify under
Client Range.
6. If, under Create Logins for, you selected Range, in the From and To fields, specify the client reference ID range of clients for which logins are to be created.
7. Click Create to create the Client Portal logins for the specified clients.
When the logins have been created, a report on the success or failure of the creations will be displayed.
Note: This procedure creates a unique Group login for each new Portal user. You can link a
Portal user to another Group login on the “Maintain Client Portal Logins” (
View / Maintain
Portal Logins) window. See Maintaining Group Portal logins on page 129.
Suspending a Portal user’s access
If necessary, you can suspend a Portal user’s access to the Client Portal.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose Portal user is to be suspended, and click
Edit to open the “Clients
Detail” window.
3. In the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the Portal user to be suspended and click Suspend.
5. Click
Yes to confirm the suspension.
For individual clients, the “Clients Detail” window
Client Portal field will now show the client’s status as Suspended.
© HandiSoft Software Pty Ltd
133
Chapter 11 Client Portal Document Manager 2015
Resuming a Portal user’s access
You can resume a suspended Portal users=’s access to the Client Portal.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose access is to be resumed, and click Edit to open the “Clients
Detail” window.
3. In the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the Portal User to be resumed and lick Resume.
For Individual clients, the “Clients Detail” window Client Portal field will now indicate the client’s status as Active (Individual) or Enabled (non-Individual).
Resetting a Portal user’s password
If a Portal user has made too many attempts to log into the Client Portal with the incorrect user name or password, they will be locked out until you reset their password.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose password is to be reset, and click
Edit to open the “Clients Detail” window.
3. Under Related, in the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the required Portal user and click Reset Password.
5. On the “Attention” window, click Yes to confirm the password reset.
The Portal user will receive an email with a link they can click to enter a new password.
134
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via Document Manager
Deleting a Portal user
You are able to permanently delete a Portal user and specify where any signed documents they have in the Client Portal are to be saved in Document Manager.
Note: The Group Portal login to which the deleted Portal user is linked will also be deleted if no other Portal users are linked to it.
1. Run any of your HandiSoft programs; for example, Practice Manager – Contact.
2. Highlight the client whose Portal user is to be deleted, and click
Edit to open the “Clients
Detail” window.
3. Under
Related, in the Client Portal field, click to open the “Client Portal Configuration for” window.
4. Highlight the required Portal user and click Delete.
5. On the “Attention” window, click Yes to confirm the deletion.
6. On the “Copy Signed Documents” window, highlight the Document Manager folder or subfolder to where the deleted Portal user’s signed documents in the Client Portal are to be saved.
If necessary, you can highlight a cabinet or folder and click New to create a new folder or sub-folder.
7. On the “Copy Signed Documents” window, click Ok to save the signed documents or
Cancel to cancel deletion of the client login.
Accessing the Client Portal via Document Manager
The Client Portal is used to transfer documents between your staff and clients. Your users can upload a document to the Client Portal for your clients to download and digitally sign.
© HandiSoft Software Pty Ltd
135
Chapter 11 Client Portal Document Manager 2015
Uploading documents
You can use Document Manager to upload documents to a client’s Client Portal area, and include a request for the client to sign the document.
1. On your HandiSoft program (for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. Click on the Cabinets tab to open the Cabinets view.
3. In the Clients cabinet, open the required client’s drawer.
4. Open Portal: Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
To upload a document that is not in Document Manager, do the following:
ï‚· From the
File menu, click Upload File(s) for this Client Login.
ï‚· On the “Add Files To SubFolder” window, select the document file to be uploaded to the
Client Portal and click Open.
The document will be uploaded to the Client Portal, and an email will be sent to the client.
Viewing and editing document details
The “Portal Document Details” window enables you to view and edit details of documents that have been uploaded to the Client Portal. You can also do the following:
ï‚· Add Keywords to facilitate searching for the document
ï‚· Lock the document against deletion
ï‚· Request a signature for the document
To open the “Portal Document Details” window
1. On your HandiSoft program (for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. Click on the Cabinets tab to open the Cabinets view.
3. In the Clients cabinet, open the required client’s drawer.
4. Open Portal Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. In the document pane, highlight the required document, and from the View menu, click
Details to open the “Portal Document Details” window.
136
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via Document Manager
Figure 99: The "Portal Documents Detail" window
To add keywords to a document
1. In the client’s Portal user folder right-click the required document and click Details to open the “Portal Documents Detail” window.
2. In the
Keywords field, type in any keywords to be associated with the document.
3. Click
Save and then Close.
To lock the document against deletion
You can ensure that a document in the Client Portal is not accidently deleted.
1. In the client’s Portal user folder, right-click the required document and click Details to open the “Portal Documents Detail” window.
2. Select the Lock against deletion checkbox.
3. Click Save and then Close.
© HandiSoft Software Pty Ltd
137
Chapter 11 Client Portal Document Manager 2015
4. To remove a deletion lock from a document, on the “Portal Documents Detail” window, clear the Lock against deletion checkbox.
Note: The lock can be only cleared by your user who locked it and your Administrator.
Requesting a signature for a document
If you have uploaded a PDF document to a client area in the Client Portal, you can request the
Portal user to digitally sign the document.
1. On your HandiSoft program ( for example, Practice Manager – Contact) press F10 to open
Document Manager.
2. Click on the
Cabinets tab to open the Cabinets view.
3. In the
Clients cabinet, open the required client’s drawer.
4. Open Portal Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. In the document pane, right-click the PDF document requiring a signature, and click Details to open the “Portal Document Details” window.
Figure 100: The "Portal Documents Detail" window
6. Click Request Signature to open the “Signature Requests” window, which displays the status of all documents for which you have issued a request for a signature from the client.
138
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via Document Manager
Figure 101: The “Signature Requests" window
Tip: You can also open the “Signature Requests” window by clicking Signature
Requests from the Document Manager View menu.
7. If required, you can click View Document to open the document requiring a signature, and you can click Send Reminder to send a reminder email to the client.
Managing document signature requests
The “Signature Requests” window enables you to add, view, edit and remove signature requests.
To add a signature request
Use this procedure to upload documents with signature requests from Document Manager to the Client Portal.
1. From the Document Manager View menu, click Signature Requests to open the
“Signature Requests” window.
© HandiSoft Software Pty Ltd
139
Chapter 11 Client Portal Document Manager 2015
Figure 102: The "Signature Requests" window
2. In the upper row of buttons click New to open the “New Signature Request” window.
140
Figure 103: The "New Signature Request" window
3. In the Client Reference field, select the client whose document requires a signature.
4. Under Select Document Requiring Signature, click on the client’s Document Manager folder or sub-folder containing the document to be signed. In the right pane click on the document.
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via Document Manager
5. If necessary, in the Comment field, add a pertinent comment.
6. The client Portal users that are required to sign the document are listed under
Required
Signatures. You can remove a Portal user from the list by highlighting it and clicking
Remove. To add a new Portal user to sign the document, click Add to open the “Portal
User Selection” window.
Figure 104: The "Portal User Selection" window
Either highlight a Portal user to be added and click Select, or select the checkboxes in the
Tag column and click Select Tagged.
7. On the “New Signature Request” window, click
Save.
8. On “Attention” window, click
OK.
The document will be uploaded to the Client Portal, and the signature request emailed to the client Portal users.
9. On the “New Signature Request” window, click Close.
To send a reminder
You can send reminder signature request email to clients
1. From the Document Manager View menu, click Signature Requests to open the
“Signature Requests” window.
© HandiSoft Software Pty Ltd
141
Chapter 11 Client Portal Document Manager 2015
2. To list only those documents for a specific client, in the Client Reference field, press F2 or click to select the required client reference ID.
Figure 105: The "Signature Requests" window
3. In the upper pane, highlight the document for which the reminder is to be sent.
Tip: You can view the document by clicking View Document.;
4. In the lower pane, highlight the Portal user name. If necessary, you can click View Client to open the “Clients Detail” window.
5. To send a reminder email, click Send Reminder.
6. Click Close to exit the “Signature Requests” window.
To save a copy of a signed document
You can save a copy of a signed document to a specified Document Manager folder or subfolder.
1. From the Document Manager View menu, click Signature Requests to open the
“Signature Requests” window.
2. In the upper pane, highlight the document to be saved.
3. In the lower pane, highlight the Portal user.
4. To save a copy of the highlighted document, click Save Signed Copy.
Note: The Save Signed Copy button is only available if there is a date in the Signed column, indicating that the document has been signed.
5. On the “Copy Signed Documents” window, select the folder or sub-folder to which the document is to be copied. If necessary, click New to create a new folder or sub-folder.
6. Click Ok to save the document.
Setting a follow up
You can create a Practice Manager reminder event for you to follow up the progress of a document in the Client Portal.
1. On your HandiSoft program ( for example, Practice Manager – Contact), press F10 to open
Document Manager.
2. Click on the Cabinets tab to open the Cabinets view.
142
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via Document Manager
3. In the Clients cabinet, open the required client’s drawer.
4. Open Portal Documents, and highlight the applicable Portal user. The documents in the
Client Portal will be listed in the document pane.
5. Right-click on the required document and click Set Follow Up.
6. On the “Follow Up Portal Document” window, in the Follow Up Date: and Follow Up Time: fields, enter the date and time for the follow up reminder event.
7. Click
Save, and then OK on the “Attention” window.
At the set time, Practice Manager will display the “Reminder for…” window.
You can click View to open the “Event Detail” window with details of the event.
© HandiSoft Software Pty Ltd
143
Chapter 11 Client Portal Document Manager 2015
Figure 106: The "Event Detail" window
Running Client Portal reports
Document Manager enables you to run the following Client Portal reports:
ï‚· Portal Documents Not Yet Viewed
ï‚· Portal Document Client history
Portal Documents Not Yet Viewed report
The Portal Documents Not Yet Viewed report provides a list of Client Portal documents that have yet to be viewed by either the logged in user or specified users.
1. From the Document Manager Reports menu, click Portal Documents Not Yet Viewed
Report to open the “Report: Portal Documents Not Yet Viewed” window.
144
Figure 107: The "Report: Portal Documents Not Yet Viewed" window
2. Under User Settings, select the Startup User checkbox to list the documents that you, the logged in user, have not yet viewed. Alternatively, clear the Startup User checkbox and select the range of users for whom the report is to be run.
3. Click
OK to run the report.
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via a Web browser
Portal Document Client History report
The Portal Document Client History report provides the history of a client’s activities on the
Client Portal.
1. From the Document Manager
Reports menu, click Portal Document Client History to open the “Report: Client Portal History” window.
Figure 108: The "Report: Client Portal History" window
2. Under Client Settings, select the Selected Client checkbox to list the Client Portal activities for the currently selected client. Alternatively, clear the
Selected Client checkbox and select the Client Reference for the client for whom the report is to be run.
3. Click OK to run the report
Accessing the Client Portal via a Web browser
Logging into the Client Portal
Your clients can log into the Client Portal from any location via a web browser.
1. Click on the link in the activation email to open the Client Portal Login page.
2. Type in your Client Portal Group login
User name and Password, and click Login.
3. If the Group login you used is linked to more than one Portal user, on the Select Portal Area page, click on the user whose Web Portal area you want to open.
© HandiSoft Software Pty Ltd
Figure 109: The Select Portal Area page
145
Chapter 11 Client Portal
The Client Portal Document Listing page will open.
Document Manager 2015
Figure 110: The Document Listing page
The Document Listing page lists the documents that have been uploaded to the Client
Portal.
4. You can search for a document by selecting a search object, entering search text, and clicking .
The documents matching your search text will be listed.
5. To clear your search text, and display all the documents, click the cross as shown below.
Linking to another Group login
Once you have logged into the Client Portal using your linked Group login, you can link your
Portal user area to another Group Portal login.
1. Login to the Client Portal using the Group Portal login to which your Portal user area is linked.
2. If the Group login you used is linked to more than one Portal user, on the Select Portal Area page, click on the user whose Web Portal area you want to open.
3. On the Document Listing page, click to open the Link to Portal Login page.
146
4. In the
User name and Password fields, enter user name and password for the Group Login to which your Portal user area is to be linked.
5. On the Attention page, click Yes to confirm the link.
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via a Web browser
Uploading documents
It is possible for your clients to upload documents to the Client Portal from any location via a web browser.
1. Log into the Client Portal Document Listing page.
Figure 111: The Document Listing page
2. To upload a document to the Client Portal, click to open the “Upload File” window.
3. In File Name, click Choose File to select the document file to be uploaded.
4. If necessary, type in a comment about the document.
5. Click Upload to upload the document to the Client Portal.
The document will be added to the Document Listing page, with a Status of ‘Document
Uploaded’.
If your client uploaded the document, you will receive an email message informing you of the event.
Assigning a category to a document
You can categorise documents in the Client Portal, to enable filtering for searches.
1. Log into the Client Portal Document Listing page.
© HandiSoft Software Pty Ltd
147
Chapter 11 Client Portal Document Manager 2015
2. Click on the document to which you want to assign a category, to open the “Document
Details” window.
Figure 112: The "Document Details" window
3. To assign a category to the document, click next to the Category Name field.
4. In the “Categories” window Category Name field, either select an existing category or type in a new one.
148
5. Click
Select to assign the category to the document.
When you search for a document, you can select a category to search on.
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via a Web browser
Viewing and signing a document
Once a request for signature has been issued, the client login will receive an email with instructions for downloading and signing the document.
Your client can do the following to view and sign the document.
1. Click on the link in the email to open the Client Portal Login page.
2. Type in your Client Portal User name and Password, and click Login to log into the Client
Portal Document Listing page.
© HandiSoft Software Pty Ltd
Figure 113: The Document Listing page
149
Chapter 11 Client Portal Document Manager 2015
3. The document requiring a signature is marked by . Click on it to open the “Document
Details” window.
The
Signature Requested field will show that a signature has been requested for the document.
4. Before you can sign the document, click
5. Click Ok to the Download File message. to download it.
6. After viewing the document, you can click to sign it.
7. On the “Electronic Signature” window, click Sign Document.
The “Document Details” window,
Downloaded and Signed fields will show the dates that the document was downloaded and signed.
150
You will receive an email informing you that the document has been signed.
© HandiSoft Software Pty Ltd
Document Manager 2015 Accessing the Client Portal via a Web browser
Sending an email message to the document owner
Your clients can send an email message to the owner of a document in the Client Portal.
1. Log into the Client Portal Document Listing page.
Figure 114: The Document Listing page
2. Click on the required document to open the “Document Details” window.
3. To send an email to the document owner, click
4. On the “Email Document Owner” window, type on your message and click
Send.
Tip: Select the Email Copy to Me checkbox to send a copy of the email message to your email address.
5. Exit from the “Document Details” window
The document owner will receive an email with your message.
© HandiSoft Software Pty Ltd
151
Chapter 11 Client Portal Document Manager 2015
Managing the Client Portal
Your Admin login user can customise the Client Portal and view the status of all your logins.
Viewing the status of your Client Portal logins
Your Admin user is able to log into the Client Portal to perform administrative tasks.
1. Click on the link in the activation email your Admin user received to open the Client Portal
Login page.
2. In the User name and Password fields, enter ‘Admin’ and your password.
3. Click Login to access the Client Portal Admin page.
Figure 115: Client Portal Admin page
4. To view the list of your Client Portal logins, select
User List.
152
5. To view details of a login, either double-click on the user in the list or click on the user and click Details at the bottom of the page. The “User Details” window will open.
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing the Client Portal
Figure 116: The "User Details" window
6. To Log out of the Client Portal, click the Log Out button.
Customising the Client Portal
Your Admin user can customise the Client Portal for your firm by doing the following:
ï‚· Uploading an image file for your company logo
ï‚· Specifying the URL of your company website
ï‚· Editing the content of the message box displayed when a user clicks Contact Us
ï‚· Editing the contents of emails sent by the Client Portal to clients and users
1. Click on the link in the activation email your Admin user received to open the Client Portal
Login page.
2. In the User name and Password fields, enter ‘Admin’ and your password.
3. Click
Login to access the Client Portal Admin page.
Figure 117: Client Portal Admin page
4. To view the list of the Client Portal content, select Content.
© HandiSoft Software Pty Ltd
153
Chapter 11 Client Portal Document Manager 2015
To select a Company Logo image file
1. To select an image file for your company logo, either double-click on the CompanyLogo line, or click on the CompanyLogo line and then click Edit at the bottom of the page.
2. On the “Edit Image Content” window, click
Choose File to select the file name of your company logo image.
Note: The file name must have a.jpg, .gif or .png extension, and its size must not exceed 64
KB.
Figure 118: The "Edit Image Content" window
The “Edit Image Content” window displays the current logo image, which you are replacing.
3. Click
Upload to upload the image file to the Client Portal and close the “Edit Image Content” window.
When you next refresh the Client Portal page, your newly uploaded logo image will appear at the top right.
154
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing the Client Portal
To enter your Company Web Address
You can specify the URL of the Web page that will open when a client clicks your firm’s Home
Page link.
1. Either double-click on the
CompanyURL line, or click on the CompanyURL line and then click Edit at the bottom of the page.
2. On the “Edit External Link” window, type the URL of your firm’s website Home Page.
Figure 119: The "Edit External Link" window
3. Click Save to save your entry and exit the window.
When you click on your company logo, the web page specified in the URL you entered will open.
To edit the content of the Contact Us message box
Caution: Do not attempt to do this unless you have a good knowledge of HTML coding. If you have any doubts, please contact Sage HandiSoft Support.
1. To edit the content of the message box that is displayed when a client clicks Contact Us, either double-click on the
ContactUsSent line, or click on the ContactUsSent line and then click Edit at the bottom of the page.
© HandiSoft Software Pty Ltd
155
Chapter 11 Client Portal Document Manager 2015
2. On the “Edit MessageBox Content” window, you can edit the Heading and Message Body of the text box that is displayed when a user clicks Contact Us at the bottom of the page. You can include keywords that are replaced by Client Portal values.
As an example, the highlighted text has been added as shown below.
156
Figure 120: The "Edit MessageBox Content" window
Tip: To insert a keyword, right-click to make a selection.
3. Click Save to save your changes and close the window.
When a client submits a message via the Contact Us link, they will receive a message as shown below.
© HandiSoft Software Pty Ltd
Document Manager 2015 Managing the Client Portal
To edit the content of the Client Portal emails
Caution: Do not attempt to do this unless you have a good knowledge of HTML coding. If you have any doubts, please contact Sage HandiSoft Support.
1. To edit the content of a Client Portal email, either double-click on the required email message, or click on the message and then click Edit at the bottom of the page.
2. On the “Edit Email Content” window, you can edit the Subject and Message Body of the email sent by the Client Portal. You can include keywords that are replaced by Client Portal values.
As an example, the highlighted text has been added, as shown below.
Figure 121: The "Edit Email Content" window
Tip: To insert a keyword, right-click to make a selection.
3. Click Save to save your changes and close the window.
In this example, the following email will be sent when a client uploads a document to the Client
Portal.
© HandiSoft Software Pty Ltd
157
Chapter 11 Client Portal Document Manager 2015
To restore Client Portal email templates to their default content
In the Content list, all entries with ‘Email’ in the Type column are email templates.
ï‚· Emails sent from your practice have a Name prefixed with ‘DocSentBywebservice’.
ï‚· Emails sent from the client to your practice have a Name prefixed with
‘DocSentBywebapp’.
1. To restore a Client Portal email template to its default content, either double-click on the required email message, or click on the message and then click Edit at the bottom of the page.
2. On the “Edit Email Content” window, click Restore Defaults.
158
3. On the “Restore Defaults Alert” window, click Yes to confirm the change.
© HandiSoft Software Pty Ltd
Document Manager 2015
The template will be changed to its default content.
Managing the Client Portal
© HandiSoft Software Pty Ltd
159
Glossary of Terms
Best Practice
A pre-written set of documents and procedures that you can use for your own practice.
Compressed Formats
Files containing compressed data. These normally have a .zip extension.
drawer
A place in a filing cabinet that contains folders for storing documents.
An Email message that has been saved.
Executable Files
Files from which programs are run. These have a .exe extension, and cannot be edited.
filing cabinet
An area within the Document Manager that contains drawers for storing documents.
folder
Folders are contained in filing cabinet drawers, and can store sub-folders and documents.
HandiSoft Report
A file created by a HandiSoft report generator.
HTML
Hypertext Mark-up Language. This can be viewed via a web browser.
Hyperlink
A link to a file located elsewhere.
Image Formats
File forms used for storing images. These can include .bmp, .tif., gif, and .jpg files.
© HandiSoft Software Pty Ltd
161
Glossary of Terms Document Manager 2015
Media
Files containing sound or video information.
Microsoft Excel
A spreadsheet application that usually produces files with a .xls extension.
Microsoft Word
Well-known editor that produces formatted text files that usually have the .doc extension.
Portable Document Format, used for cross-platform viewing of the printed version of the document. Only limited editing is possible.
Rich Text Format
A generic formatted text format with a .rtf extension. The HandiSoft Document Editor produces
RTF files.
sub-folder
A folder within a folder in which you can store documents
Text Files
Files containing raw unformatted text, with a .txt extension.
TWAIN
TWAIN is a standard for acquiring images from image scanners for Microsoft Windows and
Apple Macintosh operating systems. The word TWAIN is is widely known as a backcronym for
"Technology (or Toolkit or Thing) Without An (or Any) Intelligent (or Important or Interesting)
Name".
XML
Extensible Mark-up Language is a format used for documents containing structured information.
162
© HandiSoft Software Pty Ltd
Index
A
ABN, OCR on scanned documents 65
ACN, OCR on scanned documents 65 adding and creating documents 57 adding cabinets 37 attaching documents to clients 98 attaching documents to events 91 author documents report 101 automatic document verification and deletion 111 automatic synchronisation 112
B
Best Practice documents 117 installing 119 uninstalling 120
C cabinets adding 37 deleting 43 editing 40 setting purge periods 30 categories applying to documents 50 creating category folders 49 deleting category folders 50 folder hierarchy 48 client documents report 102
Client Portal adding client logins 125 adding to your firm 121 admin user 121 assigning a category 147
Contact Us message box content 155 creating multiple client logins 132 deleting a client login 135 document details 136 email addresses 121 email content 157, 158 emailing to document owner 151 forgot password 121 locking documents against deletion 137 logging in 145 logins' status 152 requesting a signature 138, 139 resetting passwords 134
© HandiSoft Software Pty Ltd
running reports 144 saving a signed document 142 selecting company logo 154 selecting company URL 155 sending a signature request reminder 141 setting email addresses 132 signing documents 149 suspending client logins 133 uploading documents 136, 147 client reference, OCR on scanned documents 65 clients attaching documents 98 locating client drawers 19 verifying clients 109 collating documents 105 compressing the DocMan directory 28 compression settings for scanned documents 65 conditions, matching for printing 71, 78 copying documents 81 drawers 46 folders 46 sub-folders 46
D databases, rebuilding 109 default folder, setting 45 deleting cabinets 43 drawers 43 folders 43 recovering documents and folders 89 sub-folders 43
Document Editor, opening 70
Document Manager, enabling 17 document types report 104 documents add files to folder 18, 53 adding via the watch directory 54 applying categories 50 attaching to clients 98 attaching to events 91 author report 101 clients report 102 collating into a PDF file 105 copying 81 copying from Windows Explorer 57 create new 57 creating hyperlinks 58 deleting shared documents 88 document types report 104 editing 69 email document 70 email merge 71 exporting 73 file type options 33 filtering 82 flagging 24, 69 history reports 104
163
Index
importance levels 69 link to files 19, 54 merging Word documents 75 moving 82 password protecting 67 previewing 75 printing 74 prospective clients report 103 scanning documents 62 searching 79, 80 setting purge periods 30 verifying documents 110 version control 85 viewing document details 66 viewing document history 84 drawers copying 46 creating new 38 deleting 43 editing 41 find drawer 48 moving 47 setting purge periods 30
E editing documents 69 email out events,creating 72 emailing documents 70 emailing merged documents 71 emails, copying into Document Manager 59 enabling the Document Manager 17 events, attaching documents 91 exporting documents 73 expressions, for printing 71, 78
F file type options 33 filing cabinets creating new 37 find cabinet 48 filtering documents 82 filters 71, 78 finding cabinet, drawer, folder or sub-folder 48 documents 15 flagging documents 69 folders adding to all clients 44 adding to all prospective clients 44 copying 46 creating new 39 deleting 43 duplicating 44 editing 41 find folder 48 moving 47 removing from all clients 45 setting a default folder 45 setting purge periods 30
164
Document Manager 2015
G general options 27
H history report 104 history, viewing document history 84 hyperlinks 58
I importance levels, setting for documents 69 importing existing documents 18
Indexing Service for the Document Manager 34
K keywords, adding to documents 68
L large icons display 24 link to files 19, 54 list display 23
M mail merge fields in the Document Manager 31 merging documents 75 mail merge templates 113 merging attached documents 100 setting merge data fields 75
Microsoft Outlook, copying emails 59 moving documents 82 drawers 47 folders 47 sub-folders 47
O
OCR, recognising TFNs, ABNs, ACNs and client references 65 opening documents 69
P password protecting documents 67
PDF, saving reports 106 printing documents 74 prospective clients 96 purging documents 29
R rebuild the databases 109 refreshing the "Document Manager" window 25 reports client portal history 145 document authors 101
© HandiSoft Software Pty Ltd
Document Manager 2015
document history 104 document types 104 documents attached to clients 102 documents attached to prospective clients 100 editing 107 exporting to Excel 106 exporting to Word 106 portal documents not yet viewed 144 printing reports 106 saving as PDF 106
RTF documents merging 75 printing 74
S scanning documents 62 searching for documents 79, 80 setting mail merge fields 31 sharing documents 87 small icons display 24 status bar 22 sub-folders copying 46 creating new 39 deleting 43 editing 42 find sub-folder 48 moving 47 synchronising the database 111
T tabs, setting the location 21 templates, mail merge 113
TFN, OCR on scanned documents 65 tool bar buttons 21
V verifying clients 109 verifying documents 110 version control 85
W watch directory adding documents 54 applying categories 51 windows
Add files to Folder 18, 53
Add Hyperlink 58
Add Type 19, 54
Attached Documents 92, 94
Author Report 101
Client Portal Configuration for 125
Client Report 102
Collated Documents 106
Default File Type Actions 33
Delete Shared Document 88
Deleted Content 89
© HandiSoft Software Pty Ltd
Index
Document Details 66
Document found in Watch Directory 55
Document History Detailed 84
Document History List 84
Document Type Report 104
Edit Cabinet 40
Edit Category Folder 49
Edit Drawer 41
Edit Folder 42
Edit SubFolder 42
Edit the text in this cell 107
Event Detail 93
Find 48
Folder Structure for all Clients and Firms 44
General Options 27
History Report 104
Mail Merge 115
Mail Merge Field Options 31, 75
Mail Merge Template Setup 113, 114
New Cabinet 37
New Category Folder 49
New Drawer 38
New Event 91
New File 58
New Folder 39
New Signature Request 139
New SubFolder 39
Portal Document Details 136
Portal User Selection 139
Prospective Client Report 103
Prospective Clients 96
Purge Settings 30
Rebuild the Database Files 109
Report Preview 106
Scan Documents 63, 65
Scanning Options 63
Search Configuration 35
Select Document Types 82
Share Document with Clients 87
Signature Requests 139
Synchronise 111
Verify Documents 110
Watch Options 32
Windows Explorer, copying documents 57
165
advertisement
Key Features
- Store and organize documents
- Retrieve and share documents
- Track document changes
- Protect documents from unauthorized access
- Easy to use interface
- Powerful search and filtering capabilities
