Unrouted Attachments

The Unrouted Attachments area allows you to manage and route attachments. Once attachments have been entered into the system via drag and drop, barcode routing, front-end scanning, or import, they are assigned to you (or your department or group) so you can route them to the right people and places.

If you would like to track activities for unrouted attachments separately from other attachments, you must set up this tracking in System Settings.

1. From the Home screen, do one of the following:

   • Click Procedures on the navigation panel.
   • Click Areas > Procedures on the menubar.
   • Click the down arrow next to Home on the options bar and select Procedures.

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

1. • Click the down arrow to the right of the Home options bar button and select Procedures.
   • Click Home > Procedures on the menubar.

2. Click Document Management on the navigation panel or Areas > Document Management on the menubar.
3. Click Unrouted Attachments on the navigation panel.
4. Specify the unrouted attachments you wish to view:
    
   • Employee: Choose the employee in the dropdown menu and click Locate.
   • Department: Choose the department in the dropdown menu and click Locate. The list populates with departments to which you have access.
   • Group: Choose the group in the dropdown menu and click Locate. The list populates with groups to which you belong in Group Security Configuration.
   • Recycled Items
5. Attachments associated with the selected entity (or all recycled items) display in the list. Up to 50 attachments display per page. If more than 50 attachments are available, use the First Page, Previous Page, Next Page, and Last Page buttons to scroll through the pages, or select a page number from the dropdown menu.
   
   Click to highlight the appropriate attachment. The attachment displays in the Preview Pane. To view the attachment in read-only mode, double click on it.
   
   If necessary, resize the preview area by dragging the splitter between the Inbox and Preview Pane sections.
6. You may also add one or more attachments to the selected employee, department, or group by dragging and dropping documents directly into the Inbox list.
   1. The Add Unrouted Attachments screen displays, where you can assign some or all attachments.
   2. Update the Description or Comments for any list item by clicking in the Description or Comments column for it and typing the new description or comment.
   3. To change an attachment’s assignment, begin by selecting it in the list.
      
      Note: Hold down the [Ctrl] key while clicking to select multiple items. Click the Select All link label in the header to select all items.
   4. Click the Assign To link in the header to reassign the selected items. The Account Lookup screen displays.
   5. Use the search bar above the list to locate the employee to whom you want to reassign the attachments.

   

   These are the choices in the first dropdown menu:

   • Lookup Code
   • Account Name

   The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

   • Begins With: Enter at least the first character of the search criterion (e.g. lookup code) in the field to the right. Click Find.
   • Contains: Enter at least one character of the search criterion (e.g. part of the account name) in the field to the right. Click Find.

   To see the filter that is currently applied to the list, hover over the Search where text.

   6. Click on the appropriate employee in the list.
   7. Click Finish to assign the attachments to the selected employee, or Cancel to exit the Account Lookup screen without changing the assignments.
   8. Click Finish on the Unrouted Attachments popup to finish adding the attachments, or Cancel to exit the screen without adding them.
7. If necessary, add new attachments to the selected employee, department, or group by .
8. You can do the following from here:
    
   • Edit Attachment Details
     1. Click Actions > Edit Details. The Unrouted Attachment Detail pop-up displays.
     2. Enter a Description for the attachment.
     3. Enter Comments for the recipient.
     4. Click Finish to save the detail changes or click Cancel to discard and return to the Unrouted Attachments screen.
   • Attach an Image to an Account or Activity
     1. Do one of the following:
        • Click Actions > Attach Image on the options bar.
        • Click Actions > Attach Image on the menubar.
     2. Select the account Type in the dropdown menu.
     3. Enter the account Code.

     To look the code up, click the lookup button . Enter at least the first letter of the lookup code, and then click Locate or press [Enter]. Click the correct account in the list and click Finish or press [Enter].

     4. Opt to Attach to the Account or an Activity.
        
        If you attach to the selected account, the account code defaults in the field.
        
        If you attach to an activity associated with the account, click the lookup button . A list of available activities displays. Click on the correct activity and click Finish or press [Enter].

     5. Enter a Description of the attachment.
     6. Choose a Folder and  Sub-folders in which to store the attachment if applicable.
     7. The current system date defaults in the Received field but you can change it if necessary
     8. Select the security Access for this item. Only members of the selected group will have access to it.
     9. Select Do not purge to exclude this attachment from the Purge Attachments utility. If you select an Expire on date, the attachment will be excluded from purges until that date, after which it will become eligible for purging.
     10. Optionally enter Comments for the attachment.
     11. Click Finish or press [Enter] to complete the workflow.
         
         Click Cancel or press [Esc] to exit the workflow without routing the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.
   • Delete an Unrouted Attachment
     1. Click the item you want to delete, and then do one of the following:
        • Click the Delete button to the left of the list.
        • Press [Delete] on your keyboard.

     2. You are prompted, "Do wish to delete this record?" Click Yes.
   • Print a List of Unrouted Attachments
     1. Click the Print button beside the list to print a list of all unrouted attachments in the view.
     2. Print this as you would any other document.
   • Reassign the Unrouted Attachment

     1. Do one of the following:

        • Click Actions > Reassign on the options bar.
        • Click Actions > Reassign on the menubar.
     2. The Available Employees screen displays. Opt to locate the employee to whom to route the attachment by Name or Employee code.
     3. Enter at least one letter in the name or code and click Locate.
     4. Click on the correct employee's Name in the list and click Finish. The unrouted attachment is transferred into that employee's queue.
   • Recycle the Item
     1. Do one of the following:
        • Click Actions > Recycle on the options bar.
        • Click Actions > Recycle on the menubar.
     2. You are prompted, "Do you wish to send this file to the Recycled Area?" Click Yes. The file moves to the Recycled Items list. These items are automatically purged after a specified number of days, but they are not deleted until then.
   • Save the Item to a Local Drive

     Your ability to save depends on the way you access Applied Epic:

     • If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, click Actions > Save to Downloads Folder on the options bar or menubar. The file(s) save to your browser's default Downloads folder.
       Note: Saving a file removes it from the Unrouted Attachments area without attaching it to an account in the system.
     • If Applied Epic is installed locally on your computer, do the following:
     1. Click Actions > Save As on the options bar or menubar.
     2. The Save As screen displays. Navigate to the local or network drive where you want to save the file.
     3. Enter a File name and click Save.
        Note: Saving a file removes it from the Unrouted Attachments area without attaching it to an account in the system.