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Welcome to our Support

Setting up Document Management

Drive Document Management allows you to scan, store and manage all your documents within DRIVE.

To begin setup go to the navigation toolbar and select the Document Management option. The Scanned Documents and Indexed Documents menu options will be displayed.

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Select the Scanned Documents option from the Document Management option. 

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Before you can scan a document you must first complete the Document Settings setup. The Document Settings icon DocM3.PNG  is located in the top toolbar- click this. The Setup window will appear.

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The Setup window consists of four tabs that need to be completed.

 

General Tab:

The settings in the General tab will be applied to the Scanned Documents.

Note: If you use a Network Scanner, set the Inbox Folder path to the same as the Network Scanners.  Everything you scan to this path will now be displayed in the Scanned Documents module of Drive.

  • Inbox Folder: Select the location where you want all your scanned documents to be saved. This should be a shared location.
  • Use Folder Structure as Filename: The folders will be automatically created by the system and the names will be based on the structure you define.
  • Show Preview Pane
  • Show Scanned Document Alert
  • Use Always External Viewer: When this is checked, all scanned documents will open in an external viewer.

 

 

Client \ Contact \ Supplier Tab:

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The settings in the Client \ Contact \ Supplier will be applied to the Index Documents.

  • Client \ Contact \ Supplier Root Folder: Select the location where you want all your indexed documents to be saved.  This should be a shared location.
  • The folders will be automatically created by the system and the names will be based on the tab you are currently in.
  • Example: Client Tab will be based on, Client Code, Job Code, Year, Office, and Department (see figure 3).
    E.g. if Client Code =1, Job Code = 2, and Year = 3 then the location of the document will be “Root Folder Specified\ClientCode\JobCode\Year”. You can change the creation order of the folders by varying the code values.
  • Use Client \ Contact \ Supplier Name also: Includes the name in the folder structure.
  • Use Client \ Contact \ Supplier File also: Includes the client file in the folder structure.
  • Use Job Description also: Includes the job description in the folder structure.

Click OK when finished.