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Navigation | Cabinets | Search | Reminders | Bookmarks | Reports | User Settings | How-To Videos | LiveHelp

 

At any point in Scan123 you see this: Click on it and a little 'help' flyout will assist you. Try it!
At any point in the Help Docs you see this: there's a video tutorial.

 

Cabinets

The cabinets page is your default landing page after logging into Scan123. All of the cabinets to which you have been granted access will appear on this page. Click on any cabinet to view the folders inside it. If a cabinet you are looking for does not appear on this page, talk to an administrative user at your company to request a change in your user permissions.

Once you are inside of a cabinet, you will see a list of the folders in that cabinet. Click on any folder to view the files inside it. You can sort the folders by any of their attributes by clicking on the column headers. Reverse the sort by clicking on the same column header again. If there are more than twenty folders in the cabinet, use the links at the top or bottom of the page to navigate through multiple pages of folders.

The Quick search in the upper left (on the 'Cabinet' page) is designed to quickly find a folder in a cabinet. It will return folders who's name starts with the search term from the cabinet. For more advanced searches, click "Search" in the side navigation bar.

The Detailed Search Choose the green 'Search' button at the upper right. If you do data imports from your DMS, you will be able to search by those extra fields that were imported, such as, Last name, First name, RO date, etc. We refer to this type of cabinet as a 'metadata' cabinet. A non-metadata cabinet can still be searched with the detailed search. You can search on folder name, file name, or keywords. This 'detailed search' for a file in a non-metadata cabinet is essentially a shortcut to the advanced search.

The Advanced Search To get to the advanced search, click on the 'Search' link in the side navigation bar. The 'Advanced Search' gives you the most search options and is most often used for locating individual files. It's probably the search feature you will use the least, but at times, it can be very useful. Learning how to properly use it is important.

To move a folder or folders to another cabinet, use the checkboxes to the left of each folder to select the folder(s) you wish to move. Select the 'Move' button at the top. A window will appear, then select the cabinet to which you wish to move the selected folder(s). By clicking the movie reel icon above you can view a very detail explanation of how to properly move files and folders.

To delete a folder or folders, use the checkboxes to the left of each folder to select the folder(s) you wish to delete, and click "Delete". A confirmation window will ask you to confirm the deletion. All files in a deleted folder will also be deleted. Deleted folders and files can be restored by an administrative user for up to 90 days before being permanently deleted.

To create a new folder in the cabinet, choose the 'New Folder' button, type a name for the folder in the new folder field, and click "Submit" You will be placed in the new folder you created.

To bookmark a folder to easily find it again later, click the tag icon to the right of the folder. Enter any comments or notes about the bookmark in the window that appears, and click "Save". That bookmark will now be available to you through the "Bookmark" link in the side navigation bar.

To add a reminder to a folder, click the calendar icon to the right of the folder. If a folder already has a reminder, the calendar icon will be in color and will have a number in parentheses to the right to indicate the number of reminders the folder has. Enter any notes about the reminder, select a date and time for the reminder, and click "Save Reminder". Your reminders are accessible to you through the "Reminders" link in the navigation bar. A reminder will be emailed to you at the time you choose.

Once you are inside of a folder, you will see a list of files in that folder. Click on any file to download it. You can sort the files by any of their attributes by clicking on the column headers. Reverse the sort by clicking on the same column header again. If there are more than twenty files in the folder, use the links at the bottom of the page to navigate through multiple pages of files.

To delete a folder or folders, use the checkboxes to the left of each file to select the file(s) you wish to delete, and click the "Delete" button. A confirmation window will ask you to confirm the deletion. Deleted and files can be restored by an administrative user for up to 90 days before being permanently deleted.

Folders

To move a file or files to another folder, use the checkboxes to the left of each file to select the file(s) you wish to move. Select the 'Move' button at the top. A window will appear, then select the cabinet to which you wish to move the selected folder(s). A window will appear, then select the folder to which you wish to move the selected file(s), and click "Move". (You'll need to know in advance which folder you want move your file(s) to.) By clicking the movie reel icon above you can view a very detail explanation of how to properly move files and folders.

To download multiple files in a compressed zip file, use the checkboxes to select the files to zip, and click the "Zip" button. If you wish, you may set a password for the zip file. If you do not wish to set a password, leave these fields blank. Click "Download" to download the zip file or "Back" to go back to the folder. **Note: this is one of the few features in Scan123 that is not available to Apple® devices. Their operation system does not allow it.

To email a file or files, use the checkboxes to select the files to email, and click the "Email" button. The files will be emailed in a compressed zip file. Enter the recipient's email address in the "Email To:" field; to send to multiple recipients, separate each email address by a space. If you wish, you may set a password for the zip file. If you do not wish to set a password, leave these fields blank. Click "Send" to email the file(s), or "Cancel" to go back to the folder.

To edit the folder, click "Edit". You can edit the folder name, and move the folder, both separately or together. Click "Save" after editing the folder to save your changes, or "Cancel" to go back to the folder without changing the folder name.

To edit a file name or keywords, click the pencil icon ( ) next to the file's keywords. Click "Save" after editing the file name and keywords to save your changes, or "Cancel" to go back to the folder without changing anything.

To upload a file to the folder you are in, click "Choose File" under the heading "Upload a file" at the bottom of the page. Navigate to the file you wish to upload, select it, and click "Open". Add a keywords to the file in the text field below if you wish, and click "Upload" to upload the file. **Note: this is one of the few features in Scan123 that is not available to Apple® devices. Their operation system does not allow it.

To go back to the folder's parent cabinet, click the cabinet name (top left).

 

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