eFileCabinet 5.0 System Requirements and Manual

Welcome

Index

Getting Started

System_Requirements

Server_Installation

Client_Installation

Capturing Documents

Overview

Drag_and_Drop

Store_Document_Window

Home_Store_Menu_Feature

Printing_To_eFileCabinet

Microsoft_Integration

Send_To_Feature

Administration

Overview

Cabinet

New Cabinet

Edit Cabinet

Delete Cabinet

Activate Templates

Deleted Cabinets

Files

Templates

Users and Groups

Users and Groups

New User

New Group

Edit Users and Groups

Delete Users and Groups

User Sessions

Server Settings

OCR

Profiles

Logging

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Add-on Modules

Resources

Template Libraries

Profile Libraries

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eFileCabinet 5.0 System Requirements

Below is an overview of the system (server & client) requirements for eFileCabinet v5.0.

Minimum

Operating Systems:

Windows XP

Windows 2000

Windows 2003

Processor:

AMD Sempron 2800+

Intel P4 2.0 ghz

Memory:

1 Gigabyte of Ram

Recommended

Operating Systems:

Windows Vista

Windows 7

Windows 2008

Processor:

AMD Athlon 64 X2 6400 +

Intel E8400 or greater

Memory:

2 Gigabytes of Ram or greater

Required hard drive space depends upon the amount of documentation being stored and the file

size of stored images. Specific figures available for comparison by contacting eFileCabinet

Support at 877-574-5505.

v5.0 will not function in Windows 95, 98 or ME. Software requires Windows 2000 or newer.

Microsoft .NET Framework 4.0 compatible

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Server Installation

NOTE: It is recommended that you turn off any anti-virus software and exit any additional

programs while running the eFileCabinet Client v5.0 Installer. .Net Framework v4.0 Required

The eFileCabinet Server Installer allows you to configure your initial installation including

Server setup

Cabinet setup

User setup

Profile setup

The eFileCabinet Server will install and run as a native service. Once the server installation is

complete, the eFileCabinet Client must be installed

The installer for the server wil take you through the fllowing steps:

Reviewing the license agreement. Click 'I agree' and 'Next'

Selecting the installation folder

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Confirming the installation


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The eFileCabinet 5 Server Wizard will open automatically at the end of the installation

Create Administrator account password. Please note that this account is used for future

upgrades and is considered a super user account. There is a fee to recover this password.

Configure Server Settings, General tab. We recommend you download your software keys

using your My Account credentials. Click n the Download Keys button


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Configure Server Settings, Advanced tab. You can configure the following options:

Scanner shared workflow path

Allow client workstations to log in automatically

Track user actions in audit logs

Limit drawers and search results

Configure Server Settings, Feature Keys tab. You can manually enter or remove your feature

keys.


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Configure Server Settings, Password Policy tab.

Add New Users


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Give User Permissions to Specific Groups

Add New Cabinet(s)


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Give Groups and/or Users Permission to Cabinet

Set Cabinet Retention if you have that feature key


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Create New Profiles as needed


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Finish Install and confirm the security warning on data backup.


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Client Installation

NOTE: It is recommended that you turn off any anti-virus software and exit any additional

programs while running the eFileCabinet Client v5.0 Installer. .Net Framework v4.0 Required

The eFileCabinet Client Installer installs the eFileCabinet Client and allows for managing the

install of all additional eFileCabinet features, including:

eFileCabinet Printer

eFileScanner utility

Microsoft Office Add-in (Save to EFC button in Microsoft Word, Excel, and Outlook)

Send To Menu Option

eFileCabinet PDF Reader

The Installer for the client will take you through the following steps:

Reviewing the licensing agreement. Click 'I agree' and 'Next'

Selecting the installation folder

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Confirming the installation

Selecting eFileCabinet features and clicking Apply


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Click OK and Close to exit the Client Installer.

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Capturing Documents Overview

There are several ways to capture your documents and store them within eFileCabinet. You can

use any of the following eFileCabinet Client features:

Drag and Drop

Home > Store Menu

eFilePrinter

eFileCabinet Office Add-In

Send To

Home > Scan button

eFileScanner

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Drag and Drop

Drag and Drop

You can use drag and drop functionality to move documents into and out of eFileCabinet.

Within the eFileCabinet client select the cabinet, drawer, and/or folder you want to store the

documents.

Within Windows, select the document(s) you want to store within eFileCabinet and drag and

drop them to the selected location within the eFileCabinet client.

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eFileCabinet Store Document Window

When you store a document within eFileCabinet, the eFileCabinet Store Document window is

used. Through this window you tell the program where to store the document by selecting the

location (i.e., drawer and/or folder) and either entering or selecting the document name.

Select the cabinet you want to store the document within.

Select the drawer and/or folder you want to store the document within.

You can search for an existing drawer or create a new drawer.

To search for an existing drawer, enter the search criteria in the Selection Destination

search box.

And click on the Perform Search button (show icon). All drawers in each cabinet that meet

the search criteria will be displayed.

To create a new drawer, right-click on the cabinet you want to create the drawer within

and select New Drawer and enter the necessary information to create the drawer.

Select the specific location you want to the document stored.

You have the option of selecting an existing folder or creating a new folder.

To select an existing folder, simply click the folder name.

To create a new folder, right-click on the existing drawer you want to create the new folder

within and select New Folder. Enter the name for the new subfolder, this folder will be

selected by default.

Enter the document name.

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If you are storing a document that has already been named that name will be the default.

You can change the document name at any time prior to selecting the Save button.

If you are storing to a folder with a template with predefined document names applied, you

may select the document name from the list of Suggested Names, simply click on the

desired name.

Document Already Exists Options

When storing a document with a name that already exists within eFileCabinet, the File Already

Exists window will open:

Select the desired option and click the OK Button.

Choose a different name. Allows you to change the document name of the new document

being stored.

Store as new version. Creates a new document with the same document and '_v#'

appended to the end of the document name.

Overwrite Existing. Replaces the existing document with the new document being stored.

Append to Existing Document. Appends the new document to the end of the existing

document. This feature is only available for PDF files.

Prepend to Existing Document. Prepends the new document to the beginning of the

existing document. This feature is only available for PDF files.

Note: Only the options available for the particular file will be displayed.

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Home > Store Menu Feature

Within the eFilecabinet client on the Home menu, select Store.

Select the document(s) you want to store in eFileCabinet.

Click the Open button. If prompted, enter in your username and password.

The eFileCabinet Store Document window will open.

Select the location you want to store your document(s).

If you want to delete the file from its original location, check the Delete file on store box.

If you are storing multiple documents you can store them all in one location by checking the

Store all remaining files here box.

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Printing to eFileCabinet

The eFileCabinet printer is a virtual printer that creates a PDF of any document printed.

From the toolbar menu of any Windows application, choose File and select Print.

Select the eFileCabinet Printer in the Print dialog window.

Click OK or Print.

Once the document has been printed, eFileCabinet will open. If you are not already logged in

you will be prompted to enter your username and password.


Follow the instructions for the store_document_window.

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Microsoft Integration

The Save to EFC button is available in Microsoft Word, Excel, Outlook, and PowerPoint. Clicking

the Save to EFC button will open the eFileCabinet Store Document window and allow you to

store the document in the desired location within eFileCabinet. The document will retain its

native format. Outlook emails will save with their attachments and all documents can be

retrieved and modified as desired.

From within Word, Excel, Outlook, or PowerPoint, click the Save To EFC button.

If prompted, enter in your username and password.


Select the desired location to store and click Save.

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Send To

You can use the 'Send To' feature to store a document in its native format within eFileCabinet.

Right-click on the document icon through Windows Explorer.

Select the 'Send To' option and click on eFileCabinet.

The eFileCabinet Store Document window will open, if prompted, enter in your username and

password.

Select the desired location to store and click Save.

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Administration Overview

As a member of the Administrator group, you have permissions to all administrative features.

The following options are available on the Administration menu:

Cabinets

Add New Cabinet

Edit Cabinet

Delete Cabinet

Manage Templates

Deleted Cabinets

Files

Clear Check-Out Status for documents

Handle documents that have Retention set

Manage Templates

Create new template(s)

Edit template(s)

Purge (Shred) template(s)

Deactivate template(s)

Manage User and Groups

Add New User or Group

Edit User or Group

Set Group permissions for User(s)

Delete User or Group

Manage Server Settings

Change server name

Change TCP Listening Port

Update Registration

Manage OCR Settings and Queue

Manage Profiles and Fields

View Logging Information

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Administration > Edit Cabinet

On the General Tab, you can change the File Cabinet Name, Root File Cabinet Path,

Enable/Disable the OCR feature, Add all files to the OCR queue, or Add all items to the indexing

queue.

Select the Cabinet you want to Edit in the Cabinet Tree view.

On the Administration menu, select Edit Cabinet and the Edit Cabinet window will open.

General Tab

Enter the name for your new cabinet.

The root file cabinet path is set by default. The root file cabinet path is the physical location of

the data on your hard drive.

Note: You can change the location of your root file cabinet path but must be at the machine that

the eFileCabinet Server is installed on.

You can enable/disable the OCR feature.

You can Add all files to the OCR queue.

You can Add all items to the indexing queue.

Security Tab

Select the User Group(s) you want to grant permissions to for this cabinet.

Retention Tab

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Check the Apply retention to new documents box in this cabinet to enable Retention.

The Retention will be automatically calculated by entering in the number of years, months,

and days.

Select your Suggested Action, Purge (Shred), Move, or Copy.

Protect your documents from Deletion or Modification as desired.

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Administration > Delete Cabinet

Select the Cabinet you want to Delete in the Cabinet Tree view.

On the Administration menu, select Delete Cabinet and the Confirm Delete window will open.

Click Yes and the Cabinet will be deleted from eFileCabinet. The data will remain in windows

and can be recovered.

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Administration > Activate Templates

Select the Cabinet you want to activate templates for in the Cabinet Tree view.

On the Administration menu, select Activate Templates and the Activate Templates window

will open.

Select the Template you want to activate from the Available Templates.

Click the single left arrow to move them to Active Templates.

Note: You can move all templates from the selected Template Library by clicking on the

double-left arrows button.

Click Apply.

Click OK.

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Deleted Cabinets

You can restore or purge (shred) cabinets that have already been marked for deletion.

On the Administration menu, select Deleted Cabinets and the Deleted Cabinets window will open.

Restore Cabinet

Select the cabinet(s) you want to restore.

Click the Restore button and the cabinet will be accessible within eFileCabinet again.

Purge (Shred) Cabinet

NOTE: Purging cabinets permanently deletes the files from your system.

Select the cabinet(s) you want to Purge.

Click on the Purge (Shred) button and the Confirm Purge window will open.

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Enter the password.

Click Confirm Purge.

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Administration - Files

As a member of the Administrator group, you have the ability to manage the check-out status of

documents and manage documents that have Retention set.

Administration - File Sessions

When a document is checked-out by a user it is locked for editing for all other users. This

functionality gives you the ability to unlock documents as needed.

Within the eFileCabinet client, click on the Administration menu and select File Sessions.

Select the documents(s) you want to release the check-out status for.

Click Release.

Administration - Manage Retention

This functionality allows members of the administrator group to handle how documents are

processed that have Retention set. See Setting Retention (add URL and check if title matches

section for User Manual)

Within the eFileCabinet client click on the Administration menu, select Manage Retention.

Select the Cabinet from the drop-down list box.

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The documents that have retention set and the retention date has passed will automatically

display.

Select the documents you want to process and click Next.

Select an action to perform, the default action set by the Retention policy will automatically

be selected. There are three Retention actions: Move, Copy, Purge (Shred).

Move or Copy to Windows

These options allow you to move or copy documents to Windows.

Click the Move or Copy action, click Next and select Location in Windows.

Browse and select the location within Windows and click Next, the documents will be exported

to the specified location in Windows.

Move or Copy to Another Cabinet

This option allow you to move or copy documents to Another Cabinet.


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Select the Cabinet you want to Move the documents to and click Next.

On the Handle Retention Items window you can apply new Retention policies for the

documents you move.

Click Next and the documents will be moved to the specified Cabinet within eFileCabinet.

Click Finish.

Purge (Shred)

Note: This option will permanently delete the document(s).


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Click the Purge (Shred) action and click Next.

Enter your Password and click Next.

Click Finish.

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Administration - Templates

Templates offer a structure to organize documents into specified folders and subfolders. Templates also allow you to create predefineddocument names that can be selected during the Store process. Use of templates will increase efficiency and ensure consistency within your

Cabinet.

To open the Templates Library window select the Administration > Manage Templates menu item.

Create New Template Library

Right-click on the white space of the Template Libraries window to open the pop-up menu.

Select Add Library.

Enter your new library name.

Click Save.

Create New Template

Within the eFileCabinet client click on Administration > Manage Templates and the Template Libraries window will open.

Right-click on the Library you want the template created in, select New Template and the New Template window will open.

Enter your template name in Template Name.

Right-click in the template editor and select Add Folder.

Enter the folder name.

Click Create.

Note: Repeat this process to create all folders and subfolders.

Add predefined document names to folders by right-clicking on the folder and selecting Add Predefined Name.

Note: The predefined document names are folder specific.

Click Save.

Mass Apply Templates

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You can apply templates to all drawers with the Administration > Mass Apply templates menu item

Select the Template(s) you want to apply to the entire cabinet and click OK.

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Administration - Users and Groups

As a member of the Administrator group, you have permissions to manage users and groups. eFileCabinet implements security with a system ofUsers and Groups for managing permissions to cabinets and functionality. The Administrator user, created automatically during installation, hasthe highest level of permissions. The only modification allowed to this account is a password update, you must be logged in as the Administratorto perform this update.

By default all groups and users are restricted during Cabinet creation. Permissions should be granted at the group level and users givenmembership to the appropriate groups.

Administration - Manage Users

Within the eFileCabinet client, click on Administration > Users > Manage Users and the Manage Users and Groups window will open.

In this window, you can view, add, edit, delete, and manage permissions for users and groups.

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Administration - Add User

Within the eFileCabinet client, click on Administration > Users > Manage Users > New User

and the New User window will open.

Enter the username, password and Re-Enter password fields on the User tab.

Give user group membership on the Membership tab, select the appropriate group and click

the single left arrow to move the group to the Member of Groups pane.

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Click OK.

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Administration - Add New Group

Within the eFileCabinet client, click on Administration > Users > Manage Users > New Group

and the New Group window will open.

On the Group tab, enter the new group name.

On the Permissions tab select the permissions you want to grant for the group.

Click OK

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Administration - Edit Users and Groups

Within the eFileCabinet client, click on Administration > Users > Manage Users, this will open

the Manage Users and Groups window.

Select the user or group and click Edit.

You can edit or change the user or group name, password, permissions, and membership.

Once you have made the desired changes, Click OK.

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Administration - Delete Users and Groups

Within the eFileCabinet client, click on Administration > Users > Manage Users, this will open

the Manage Users and Groups window.

Select the user or group you want to delete and click Delete.

You can confirm or cancel the delete on the Confirm Delete window.

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Administration - User Sessions

Within the eFileCabinet client, click on Administration > Users > User Sessions, this will open

the Terminate User Sessions window.

Select the user(s) session you want to terminate and click End Session.

You can End All Sessions except the user you are logged in as by clicking End All Sessions.

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Administration - Server Settings

You can download your keys using your My Account eFileCabinet account, this is the

recommended approach.

By default, eFileCabinet uses port 4321. If necessary, you can change the TCP Listening Port.

You can also change your registration by clicking on the Download Keys button. You will be

prompted to enter in your My Account logon credentials.

Note: You must restart the eFileCabinet Server for your registration changes to be recognized.

You can restart the server by right-clicking on the eFileCabinet Server Task Tray icon and

selecting Restart.

Server Settings > General Tab

Within the eFileCabinet client, click on Administration > Server Settings > General tab.

Change the Server Name

Enter the new server name.

Click OK.

Change the TCP Listening Port

Within the eFileCabinet client, click on Administration > Server Settings > General tab

Enter the TCP Listening Port you want to use.

Click OK.

Change Registration

Within the eFileCabinet client, click on Administration > Server Settings > General tab.

Click on Download Keys and enter in the credentials for your eFileCabinet My Account to

automatically download your keys.

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Enter your username and password and hit 'Enter' or click on Login.

Click OK to download your keys.

Server Settings > Advanced Tab

Change Scanner Workflow Path

Within the eFileCabinet client, click on Adminisration > Server Settings > Advanced tab.

Enter your desired path in Scanner shared Workflow path text box.

Click OK.

Allow Automatic Log In

Within the efileCabinet client, click on Administration > Server Settings > Advanced tab.

Click on the checkbox for Allow client workstations to log in automatically

Click OK.

Set Search Result Limits

Within the eFileCabinet client, click on Administration > Server Settings > Advanced tab.

Enter in the maximum number of search results you want returned.

Click OK.


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Administration - Feature Keys

Within the eFileCabinet client, select Administration > Server Settings > Feature Keys tab.

You have the ability to Add, View, or Delete Keys.

Note: We recommend you update your feature keys by downloading them from your My

Account [https://www.efilecabinet.com/support-and-resources/my-accounts.html]

Administration - Password Policies

Within the eFileCabinet client select Administration > Server Settings > Password Policy tab

You can edit policies for length, expiration, force password change, and require a number or

non alphanumeric character.

Once you have made your desired changes, Click OK.

Administration - Indexing Queue


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efilecabinet_5.0_manual/administration/server_settings.txt · Last modified: 2010/10/02 18:18 by dholzhueter


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Administration - OCR

If you have administrative privileges, you have permission to manage the OCR (Optical

Character Recognition) Queue and Settings.

efilecabinet_5.0_manual/administration/ocr.txt · Last modified: 2010/10/02 20:15 by dholzhueter

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Administration - Profiles

As a member of the Administrator group, you have permissions to create and modify Profiles.

Profiles are a collection of metadata that can be stored about drawers, folders, or files that you can search for and allows you to

categorize your data.

Examples of profiles include:

Drawer

Profile Fields:

Last Name

First Name

Middle Name

Address

City

State

Zip

Home Phone

Work Phone

Fax Phone

Other Phone

Notes

Customer #

Federal ID # (SSN)

Email

Folder

Profile Fields

Category

Create Date

Created By

File

Profile Fields

Category

Create Date

Created By

Note: You can then search for all drawers, folders, and/or files based on the profile fields. As an example, you could search for allcustomers within a specific zip code, for all folders created for a specific category, or you could search for all files created by aspecific user.

Administration - Manage Profiles

Click on Administration > Manage Profiles and the Profiles window will open.

In this window you can view, add, edit, and delete profiles.

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Administration - Add Profiles

Click Administration > Manage Profiles > New Profile.

Enter in your desired Profile Name.

Select existing fields by clicking on the field under All Fields: and clicking the left arrow.

Add new fields by clicking on New and entering the field name, type, and required designation, click OK. The field will be

automatically added to Profile Fields.

You can reorder the Profile Fields by selecting the field you would like to move and clicking the up or down arrow.

Click OK to save the new Profile.

Administration - Edit Profiles

Click Administration > Manage Profiles > Edit Profile.

Select the Profile you want to edit.

You can edit the name or selected fields, and rearrange the order of selected fields.

Click OK.

Administration - Delete Profiles


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Click Administration > Manage Profiles > Delete Profile.

Select the Profile you want to delete.

Click the Delete Profiles menu option and OK on deletion confirmation window.

Administration - Manage Fields

Click on Administration > Manage Fields and the Attributes window will open.

In this window you can view, add, edit, and delete fields.

Administration - Add Field

Click on Administration > Manage Fields.

Click on Add.


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Enter in the field Name.

Select the field Type.

Click the check box for Required field as desired.

Click OK.

Administration - Delete Field


Select the field you want to delete.

Click on Delete.

You can confirm or cancel the Confirm Delete.

Administration - Edit Field


Select the field and click Edit.

You can edit the name, type, and required designation.

Click OK.

efilecabinet_5.0_manual/administration/profiles.txt · Last modified: 2010/10/04 15:51 by aanderson


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