Filer Users Manual - Cherry LAN Systems, Inc.
Contents
1. cherrylan Fast Flexible Easy to use Software Solutions The Filer Operators and Users Manual ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com Table of Contents Overview 3 Index Maintenance Add Edit Delete 4 Menu Bar 5 Notes and Tags 6 Locking and Unlocking 8 Search and Filter 9 Sub Folder Area Sub Folder Menu 11 Attachments Area Overview 12 Add New Attachment 13 Load File 13 Scan 14 Color Images 15 Edit Attachment Description 16 Notes Text and Tags 17 Filer Attachments 18 View Edit Email 19 Print Inbox TIFF to PDF 20 Create a new Batch 21 Batch Processing 22 wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 e800 6048 www cherrylan com 2 The Filer Overview The Filer allows you to create any number of Cabinets Example EMPLOYEES Cabinet The Filer Main screen has three main AREAS the Index Area the Attachments Area and the Sub Folders Area Within Example EMPLOYEES Cabinet The Index Area contains one record for each employee Each employee is assigned a Employee Number and Employee Name The Attachments Area contains two attachments for Ruth Babe A Contract and Employee Photo The Sub Folders Area contains four sub folders 2008 thru 2011 The Contract is within the 2008 sub folder Filer EMPLOYEES File Cabinet Index Attachment Help Search mmml Inbox 0 0 iy Cabinet EMP2. File name gt Files of type 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 e800 e 6048 www cherrylan com 13 The Filer Attachments Area Add New Attachment lt Scan gt scan an attachment using twain compatible scanner The attachment will be a black and white multi page TIFF attachment The Image Editor will appear Image Editor SEs Fie Page View Batch apple Raee alae leg a alee pe Rotate image Date Time Stamp Mode sticky Note Mode Page 1 of 2 Blackout Mode Highlight Mode Email selected pages Print selected pages Page 2 of 2 Delete selected pages Fit Image length Fit Image Shrink View Enlarge View ocan pages using scanner Get TIFF from your system Page lof2 wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 14 The Filer Attachments Area Add New Attachment lt Color Photos gt Use this option when capturing photos or scanning color pages A Cherry LAN Systems Color Viewer screen similar to the one below will appear Cherry LAN Systems Color Viewer a Print selected images a E il m z yl SP oh a ES re Import Photos from your system scan Images or photos using scanner Delete selected Images EH Hide Thumbs _ Cema Ral Delete Image Export selected image or Email selected images Save Images Hides the Images below otarts a
3. Toll Free 1 800 800 6048 www cherrylan com 8 The Filer Index Area Search and Filter The Filer Index Area Search When searching the indexes the order the indexes are displayed on the screen is controlled by clicking on the name of the field to sort by For example clicking on Employee Number will sort the indexes by Employee Number and clicking on Employee Name will sort the indexes by employee name gt Filer EMPLOYEE File Cabinet Index Attachment Help Search Inbox 0 0 RT UJ Cabinet EMPLOYEE l Index NELSON GREGOR RUTH BABE SMITH JOAN Click here to search by Click here to search by Employee Name Employee Number Once the indexes are sorted you may begin entering information into the Search field As you key information within the Search field the indexes will be positioned to the values your keying The CNTL F key will bring up a Search field The system will then position you to the index when you click OK Cancel ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 9 The Filer Index Area Filter For Cabinets with several Indexes it may be easier to find the indexes you are requiring by using the Filter feature Note there is a Clear Filter button To Filter click Filter Indexes icon complete the following steps Select Index to be filtered 2 Attachment Filter Date 12 30 1899 v thru 5 1
4. Notes are keyed by the operator and are meant to provide extra information regarding the attachment Text may be keyed by the operator or if the attachment is a TXT DOC TIF or PDF and The Filer engine has been registered properly Click Help gt Register Filer Engine The Get Text button on the Text screen may be used to retrieve the text from the document OCR Tags are keyed by the operator and are assigned to the attachment Both the Text and the Tags may be used when attachments are filtered See Filter Attachments Attachment Notes Notes Text Tags Mode To update Notes Text or Tags click on the Edit Button When Tags is selected from the right click Menu the following screen appears The date is inserted by clicking on the small calendar This function is handy when multiple attachments are to be tagged IMPORTANT Whenever an attachment is added or edited a tag of that event is automatically created for that attachment Also Tags may be entered by right click Menu and selecting Tag wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 17 The Filer Attachments Area Filter Attachments Should an Index have several attachments it may be easier to find an attachment by Filtering the attachments Click on Filter Attachments Note there is a Clear all Filter button When Filtering first select the field you wish to filter Then select the type of f
5. Slide Show of the images Chose Import Images to retrieve photos from your computer Use the Scan Images button to scan color documents CLS Scanner Settings and Preview ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 15 The Filer Attachment Area Edit Attachment Description The Attachment Date Description or Extended Description of the attachment may be edited Attachment Info Attachment Info Date 5 10 2071 Type Description BRA iz BUSINESS PARTER AGREEMENT Extended Description es Date Key the date of the Attachment If not date is chosen the system will default to the current date Type Type is a code The Filer remembers codes as they are entered For new codes The Filer automatically assigns the Description keyed to the code The next time the code is keyed the assigned description is automatically displayed Description Key the description of the attachment The description is used to locate the document later Extended Description May be used to further describe the attachment IMPORTANT Check the boxes next to the any of the fields listed above to assign that value as a temporary default wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 16 The Filer Attachment Area Notes Text and Tags Each Attachment may have Notes Text or Tags assigned
6. 0 6048 www cherrylan com 12 The Filer Attachments Area Add New Attachment The following screen will appear when Add New Attachment is chosen Attachment Info Date Faron H Date Type Description Description EMPLOYEE CONTRACT Fi Extended Description d Load File ColorPhotos Date of the Attachment If no date is chosen the system will default to the current date Type is a code The Filer remembers codes as they are entered For new codes The Filer automatically assigns the Description keyed to the code The next time the code is keyed the assigned description is automatically displayed Description of the attachment The description is used to locate the document later Extended Description Used to further describe the attachment IMPORTANT lt Load File gt Check the boxes next to the any of the fields listed above to assign that value as a temporary default Click on the Load File button to retrieve the attachment from your computer Open Screen similar to the one below will appear Use for MS Word Excel Video Audio Files and other electronic files Look in ED My Documents hd 54S 400Imaging CLS Logos O Customer Letters Demo files EMail Internet Policies O Mailings 9 Manistee O Marketing Mland 2007 Contracts Mland 2008 Contracts 9 Monroe RFP 2 My Pictures D My TCP IP Pricing et E 2f 2f af Y FO FU FU pn g All files x
7. 0 2021 Y no filter no filter X Cancel Clear All Select type of filtered Attachment Filter Date 12730 1899 thru 5 10 2021 no fiter gt equa Clear All Enter value to be filtered Index Filter 1 Employee Name X does contain l NELSON Cancel Clear All ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 10 The Filer Sub Folder Area Sub Folder management within The Filer is very similar to folder management within Windows The idea is to allow attachments to be placed within folders and subfolders Folder Tree Sub Folders Area The following Menu may be displayed by right clicking within the Folder Tree window Right Click within Folder Area to view Menu New Subfolder Rename Subfolder New Subfolder Add a new subfolder to within highlighted folder Expand All Rename Subfolder Rename the highlighted folder Collapse All Expand All Expand all subfolders Auto Expand All Collapse All Do not display subfolders yo a Auto Expand AIl Set expand all subfolders as default for cabinet Reverse sort t Show Subfolder Data Show the attachments for folder and all subfolders Copy Copy subfolder and attachments J Copy Structure Copy Structure Copy the subfolder structure but not the att jm Cut Cut Cut the subfolder and attachments Paste Paste Paste the subfolder and attachments o
8. E Email attachment Edit Change attachment View attachment Wee Right Click within Attachments Area to view Menu New New Add a new attachment Edit Edit Edit attachment description E notes Notes Add Edit View attachment Notes or Tags or Text Filter Filter Filter attachments Clear filter Clear filters Clear all attachment filters Tag Tag selected attachment Tag an ee Attached File Attached File al View View View attachment Batch gt Edit Edit Edit or Change an attachment History Copy to Inbox Copy to Inbox Copy attachment to your Inbox N save As Save As Save attachment to your system Bs copy a Email Email the attachment EJ Email amp Cut ah Print Print Print the attachment K Paste k a Delete Batch 2 New New Create a new batch DD iaia Process Process a batch B Create new Attachment Create new Attachment Add new attachment using selected images from batch image window E Add to existing Attachment Add to existing Attachment Add the pages selected within the batch image window to the selected attachment 5 Pre at hiii Add pages at the beginning Within batch image window add newly scanned pages begining at page one History Not Used Copy Copy the attachment Cut Cut the attachment Paste Paste a previously Copied or Cut attachment Delete Delete the attachment wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 80
9. LOYEES LF TY NOTES Index Employee Number i Employee Mame 4 00001 RUTH BABE oo002 DILLAN GER JOHN ODO SMITH JOHN Index Area wt Folder Tree B B T Wla am A A Batch h C Pae B5 GS cena Ta Attachment Ea 00001 Date Type Description Extended Description File Code E5 2008 08 30 2011 CONT CONTRACT NON COMPETE TIF Ca 2009 08 30 2011 PHOTO EMPLOYEE PHOTO FG Ea 2010 Ea 2011 Sub Folders Area Attachments Area User ID ADMIN Attachment Count 0 wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 3 The Filer Index Area Index Maintenance The Index Area is where in the Example EMPLOYEES Cabinet Employees are added edited deleted Were they are searched and were Notes for each employee may be kept etc The Filer Index Area Add Edit Delete The Index Menu is displayed by right clicking while within the Index Area Filer EMPLOYEES File Cabinet Index Attachment Help Search E Inbox D0 hy UJ Cabinet EMPLOYEES x x3 z J4 8 7 NOTES Index Employee Number i Employee Name A 00001 RUTH BABE ogot DILLANGER JOHN o0003 SMITH JOHN Index Menu F New J Edit Motes T Filter g Clear filter BR Tag Eh pri Gee Print w Print preview UF TO By Lock i GE Batch Lh Oe Page Send To Attachment Ze okie BE fay Unlock Extended Description File Code A Sy 2008 08 30 2011 CONT
10. NON COMPETE TIF Ea 2009 08230 2011 PHOTO History Ei Copy All Cut BF Cut Al Tiy Delete User ID ADMIN Index Count 3 wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 4 The Filer Index Area Menu Bar The Index Menu is displayed by right clicking while within the Index Area OGA He NOTES ohon ACH BABE obon2 DILLANGER JOHN oboo SMITH JOHN Add Index Edit Index Index Notes and Tags Filter Indexes Clear Filters The Filer Index Area Add Index Index Manager Index Manager Employee Humber E Employee Name The Filer Index Area Edit Index Index Manager Index Manager Employee Number 0003 Employee Name SMITH JOHN Cancel Clear All 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 5 The Filer Index Area Index Notes and Tags Notes and Tags Manager Notes Tags EIE When first opened the Notes and Tags Manager is set to View and Print mode To Edit Notes Either click Edit or click the Clock icon Click Edit will open the Edit Notes Screen Click Clock icon will insert the current date and time and then open the Edit Notes Screen Edit Notes Screen Filer Index Notes Fie Edit View Insert Format O0 amp amp MS Sans Serf E 1 1 1 1 1 1 1 1 I 1 1 1 1 1 1 1 1 1 1
11. Notes 08 31 2017 13 18 ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 6 The Filer Index Area Index Notes and Tags Tags Screen Notes Tags 08 80 2011 New 0830 2011 Edit index 08 30 20 1 New attachment Click on Tags tab to open Tags Screen in View mode Tags are keyed by the operator and are assigned to the index Tags assigned to Indexes See Filter Indexes for more information regarding Tags See The Filer Index Area Search and Filter for more information regarding Tags To update Tags click on the Edit Button Select Tags from the right click Menu the following screen appears The date is inserted by clicking on the small calendar This function is handy when multiple indexes are to be tagged 05 1 172011 Cancel IMPORTANT Whenever an index is added or edited a tag of that event is automatically entered for that index ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 7 The Filer Index Area Locking and Unlocking Indexes Locking and Unlocking Indexes allow Administrators or Cabinet Managers to hide selected Indexes from Edit or View only Cabinet users Access Control Access Control SRE Visible to 0 additional users Locked by Checked users have access TEER ONE USER THREE USER Two 3333 Cass Road Suite B Traverse City Michigan 49684
12. ckout annotations placed on a TIF image using the Image Editor will remain on the Image Convert to PDF allows you to convert any TIF image created by the Image Editor to be converted to a PDF for Email The Filer engine must be registered properly Click Help gt Register Filer Engine Email Options With blackouts Convert to POF i Cancel IMPORTANT The email program must be selected as your Windows default email before running If it is properly assigned The Filer will automatically start your email program and automatically attach the attachment s selected crs 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 19 The Filer Attachments Area Print Inbox Tif to PDF Print Attachment To print an attachment click on Print Attachment button If Yes is selected on Burn annotations then any blackout notes or other annotations placed on a TIF image using the Image Editor will remain on the Image Burn annotations onto scanned images lt Place the attachment in your Inbox Each user in The Filer is automatically assigned an Inbox Click Attachment in your Inbox Your Inbox may to used to send attachments to another persons Inbox and attach documents to a different Index TIF to PDF or vise versa This button will turn a PDF to a TIF image This is important because most documents received within email are PDFs In some cases the operator may wish to Ed
13. ilter to be performed and finally key the value to be Attachment Filter Date na filter Type Description ino filter no filter ka Attachment Filter Attachment Filter Date 3 filtered 12 301 899 thru B 10 2021 oes equal 12 30 1899 thru 5 10 2021 does equal EMPLOYEE Cancel Clear All 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 e800 e 6048 www cherrylan com 18 The Filer Attachments Area View Edit Email View Attachment To view an attachment select the attachment then click on View Attachment or double click the attachment Edit Attachment To edit an attachment select the attachment then click on the Edit Attachment button Not all attachments may be edited IMPORTANT on the Menu bar select Cabinet gt Manage Extentions there you may decide which type of attachments may be Edited based on the File Type Depending upon the File Type a program will be called For Word MS Word will start etc For TIF The Image Editor will start For Color Photos the Cherry LAN Systems Color Viewer will start The purpose of the function is to allow the operator to insert pages delete pages etc Email Attachment To Email an attachment select the attachment s to be emailed then click on the Email button The first screen to appear is the Email Options If the With blackouts option is chosen then any bla
14. it insert pages etc By turning the PDF into a TIF image the Image Editor may be used to Edit the attachment If the Attachment is a TIF this button will turn this attachment into a PDF The Filer engine must be registered properly Click Help gt Register Filer Engine wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 20 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 The Filer Attachments Area Create a new Batch Create new Batch The purpose of this feature is to allow the operator to scan multiple documents into The Filer and then Index and Attach the documents later The following screen appears Step one is to give the Batch a name Batch Name EXAM PLE Cancel aA G alegvalQleo m x ojan meene t f Rotate image Date Time Stamp Mode Sticky Note Mode Penake Blackout Mode Highlight Mode Email selected pages Print selected pages Delete selected pages Fit Image length Fit Image Shrink View Enlarge View Scan pages using scanner Get TIFF from your system x EE Page lofi 1 page selected www cherrylan com 21 The Filer Attachments Area Batch Processing Process Batch To process a batch click Process Batch located on the attachment tool bar The following screen will appear Enter or select the batch you wish to process Select Batch The follow sc
15. om the batch as they are either attached or appended On the Process Batch window click on Batch then check Delete pages wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 23
16. r Bk Deiete t S Paste folder structure if Copy Structure was chosen achments To display or not display Folders Area go to File gt Options Check Uncheck Show Subfolders Note The Copy will copy the folder and all of its attachments to be pasted elsewhere where the Copy Structure will copy only the Folder Tree itself not all of the attachments wD 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 1 The Filer Attachments Area Attachments are processed by using the buttons from within the Attachments Area or by right clicking within the Attachments Area then choosing an option from the Menu Not all of the attachment options are available by using the attachment buttons Use the right click Menu to perform options that not available as a button Add attachment TIF to PDF or vise versa Edit attachment description Edit View attachment Notes Text or Tags Filter Attachments Create new Batch Process a Batch Create new attachment from pages within batch image window Clear Attachment Filters Append selected attachment with pages selected within batch image window 4 ml ae Gol a ag J Batch Lh O Page H OS shou ies Date a ppe Descriptor Extended Description File Code A 0498 2011 PHOTO PHOTOS FG 041872011 NC ON COMPETE DOC 41872011 EC MPLOVEE CONTRACT TIF Place attachment in Inbox Print attachment
17. reen appears Process Batch File Page View Batch wE Hl R ea e ala mnax ejang saa a es a ft of Rotate image Date Time Stamp Mode Sticky Note Mode PEA Blackout Mode Highlight Mode Email selected pages Print selected pages Delete selected pages Fit Image length Fit Image Shrink View Enlarge View Scan pages using scanner Get TIFF from your system gt a K K K amp Kz E a Page lofi 1 page selected ers 3333 Cass Road Suite B Traverse City Michigan 49684 Toll Free 1 800 800 6048 www cherrylan com 22 The Filer Attachments Area Batch Processing Select the pages to be attached to an index or append to an existing attachment then return to The Filer To create a new attachment from the pages selected Click on the Create new attachment from selected pages in image viewer button located on the attachment tool bar The Attachment Info window will appear Attachment Info Date 5am H Type Description Jo fp 5 Extended Description LI Populate the necessary fields and click the Attach button To add pages to an existing attachment from a batch Select the pages in the batch window using the Shift Cntrl selection feature Then on the Filer window select the attachment you would like to add the pages to and click on the Add selected pages from image viewer button located on the attachment tool bar IMPORTANT To delete pages fr
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