Adding Documents and Records

Adding New Records

Adding New Records means a new set of indexing information will be created and document(s) will be assigned to that indexing information. The New Record button is located above the Advanced Search bar on the right side of the Search screen and the Search Results screen. Whatever cabinet is highlighted when the New Record button is clicked is where the information and document(s) will be saved.

Creating New Records through Easyfile Web saves the document in PDF format.

When the button is clicked, the New Record dialog appears. On the left side of the screen are the indexing fields where the indexing data can be entered.

The right side of the screen is where the document to be saved will be chosen.

After entering the indexing information on the left, click the browse button to choose a document to save. An alternative method is to drag and drop the document right into the screen.

After choosing a document, you can click the View button to preview. In addition, options appear at the bottom above the Save button to choose whether to save the entire document or a single page or range of pages. In the screenshot below, only the first 2 pages of the 73 page document are being saved.

Click Save when ready and a Document successfully saved dialog appears.

Close the New Document window and search the cabinet. The new record will appear at the top of the search results listing.

Adding New Documents

Adding new documents means a new document will be added to existing indexing information. A new record will not be created.

Adding documents to existing records save in their native formats. So, an Excel file will be saved in XLSX format, Word document in DOCX format.

The adding new documents process can be accessed in two ways.

On the Search Results screen, click the Edit Document button on the row for the record you want to add the document to. This brings up the Record Detail dialog. The Add File button is on the top right.

2. If you are viewing a record with multiple documents and you are on the Records Details screen, the Add File button is also on the right side of the screen.

When you click the Add File button, the Attach Document screen appears. As before, browse out to a document or drag a document into the browse area. Again, if you click View, you can see the document before saving and have the option to save all or part of the document. When ready, click Save.