Attachment Folder Configuration

The Attachment Folder Configuration function allows you to specify the folder structure for your attachments. Folders can be added or edited to apply to all account types, or to specific account types. Subfolders can be created to further organize where attachments are stored. The subfolders can apply to the same account types as the parent folder or you can further restrict access. Breadcrumbs track the folder structure you are in, allowing you to view the current folder and parent folders and also allow you to jump up to any previous folder.

Subfolders of the selected folder can be updated to either add or remove different account types using the action Update Subfolder Account Types.

The On Demand > Attachments Folder Report displays what account types are assigned in each folder and subfolder, and it provides a count of how many attachments are in each folder.

1. To access Attachment Folder Configuration from the Home screen, do one of the following:
   
   • Click Configure on the navigation panel.
   • Click the down arrow next to Home on the menubar and select Configure.
   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Attachment on the navigation panel or Areas > Attachment on the menubar.
3. Click Attachment Folders on the navigation panel. You can do the following from here:

• Add Attachment Folders and Subfolders

  1. Navigate to the folder in the list from which you would like to create a new subfolder. If you would like to create a new subfolder within the Accounting folder, for example, double click the Accounting folder to open it.

  To go back up one folder level, click on the Up One Level button , or use the breadcrumbs above the folder list to jump to any level.
  
  To create a new folder, click the Add button to the left of the Attachment Folders list. In the Detail section, type the name of the new Folder. Click Add to create another new folder or Finish if you are done creating folders. 
  
  Note: Attachment folders can be no more than six levels deep.

  2. To create subfolders for new or existing folders, do one of the following:
     • Click the Add button to the left of the list.
     • Click New > Folder on the options bar.
     • Click File > New > Folder on the menubar.
     • Press [Insert] on your keyboard.
  3. Attachments are allowed in folders based on the Applies To account types selected. Choose the account type(s) that this attachment folder will apply to.
  4. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.
  5. Enter the Folder name in the field on the right.
     1. If you have more than one language available, the Folder you enter populates for every language.
     2. To change the Folder that will display in a different language, select the Language from the list or the dropdown menu and enter a Folder name.
     3. The Update matching descriptions in other languages option defaults as checked or unchecked based on your previous selection for it. The option cannot be changed during this workflow.
  6. Click Finish or press [Enter] to complete the record.
     
     Click Add to add this record and create another one.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, Do you wish to discard changes? Click Yes.

• Edit an Attachment Folder

  1. Navigate to the folder you would like to edit. If you would like to edit the Requests subfolder within the Proofs folder, for example, double click the Proofs folder and then click the Requests subfolder.
     
     To go back up one folder level, click the Up One Level button , or use the breadcrumbs above the folder list to jump to any level.
  2. Click the Edit button to the left of the list.
  3. Revise the information in the fields on the right.
  4. Click Finish or press [Enter] to complete the record.
     
     Click Cancel or press [Esc] to exit the workflow without saving changes.

• Delete an Attachment Folder

  Folders must be empty and all template associations must be moved to another folder or made Inactive (deleted) before you can delete a folder.

  1. Navigate to the folder you would like to delete. If you would like to delete the Confidential subfolder within the Accounting folder, for example, double click the Accounting folder and then click the Confidential subfolder.
     To go back up one folder level, click the Up One Level button , or use the breadcrumbs above the folder list to jump to any level.
  2. Do one of the following:
     • Click the Delete button to the left of the list.
     • Click File > Delete on the menubar.
     • Press [Delete] on your keyboard.
  3. You are prompted, "Do you wish to delete this record?" Click Yes.

• Print a List of Attachment Folders

  1. To print a list of the attachment folders in your system, do one of the following:
     • Click the Print button to the left of the list.
     • Click Print > Listview on the options bar.
     • Click File > Print > Listview on the menubar.
  2. The Print window displays. Print this list as you would any other document.

Update Subfolder Account Types

The Update Subfolder Account Types action allows you to either add or remove different account types for all subfolders of the selected folder.

1. Navigate to the folder you would like to edit. If you would like to edit the Letters subfolder within the Documents folder, for example, double click the Documents folder and then click the Letters subfolder.

2. Click Actions > Update Subfolder Account Types.

3. Select one of the following:

• Apply all selections to subfolders:  Your current selections will be applied to all subfolders of the selected folder. This is useful when adding and removing multiple account types at one time.

• Add selected account types: This selection will add any account types that are selected. Any account types that already have access to these subfolders will be grayed out. This is useful when only adding a specific account type.

• Remove selected account types: This selection will add any account types that are selected. Any account types that already have access to these subfolders will be grayed out. This is useful when only removing a specific account type.

4. Select what account types you wish to add or remove.

5. Click Finish.

On Demand > Attachment Folder Report

The On Demand > Attachments Folder Report displays what account types are assigned to each folder and subfolder, and it provides a count of how many attachments are in each folder. This can be useful when deleting a folder or subfolder, as you cannot delete a folder with an attachment.

1. Click On Demand > Attachments Folder Report.

2. Under the Attachment Folder Report Criteria, select what account types you wish to include in the report and click Preview.

3. The Print Preview screen displays the folder names along with the folder level, and count of attachments. The main folder is labeled MN, and the subfolders are labeled S1 – S5.

   Click Page Setup to specify the print parameters or to change the printer to which the report should be sent. Fill this window in as you would for any other document.
   
   Change the Zoom percentage to change the size of the document on the screen for easier viewing.
   
   Click the Single Page View , Double Page View , and Multiple Page View buttons to specify the number of pages that should display on the screen.
   
   Use the First Page, Previous Page, Next Page, and Last Page buttons to scroll through the pages on the screen, or enter the desired page number in the field provided and press [Enter].
   
   Click the Print button to print the report. The Print window displays. Print this report as you would any other document.
   
   Click Close to exit the screen without printing the report.