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1. Folder Type Employee Records Folder Name John Rogers Choose Application Type The Choose Application Type option is only shown if there are more than one application defined in your system If there are you ll be able to pick one from the selection list If not this option will not be dis played Choose Folder Type The Choose Folder option is only shown if there are more than one folder type defined within your sys tem If there are you ll be able to pick one from the selection list If not this option will not be displayed Related topics Main Menu Folder Tab t greenfolders Logout There are two different ways to log out of GreenFolders You can simply close the application by clicking the Close button at the top right corner of the application window or by using the Windows standard Alt F4 combination The second method of logging out is to click the Logout option on the Main Menu Related Topics Main Menu greenfolders My History One of the most important features of GreenFolders is the ability to keep track of everything anyone has done in the program In the History window you can view every action the GreenFolders server has recorded for your user account This can be useful to see what folders you were working on in past M History o 2 es Details Date Create Folder Administrator John Rogers Created John Rogers 12 19 2008 4 19 PM Create Folder Administrator Jane Doe Created Jan
2. To reorder columns click and drag the column you want to move and drop it in between the columns where you want it to go Choosing Which Columns Are Visible Clicking the Add Remove Columns button al will bring up the Configuration View T Configure View Add or remove columns Visible Application Assigned By Assigned Date Assigned Ta Created By Created Date Folder Name Folder Priority Folder State Folder Type Frozen Last Modified By Last Modified Date Locked Locked By Locked Date Revision heck All Uncheck All E E E E E E E E E E E E c my OK Use the checkboxes to toggle column display on and off then click the OK button If you want to reset the columns back to the default column set click the Reset link at the bottom right of the list and then click the OK button Any columns that were added will be appended to the list You may have to scroll to the right to see them all t greenfolders Exporting To Excel Friendly Format Clicking the Export button Gils will create a CSV Comma Separated Values file of the items in the list you re currently viewing You will be prompted with a Save File dialog asking you where you want to save the file You may open CSV files in Excel to view and modify them aN greenfolders Performing a Quick Search A Quick Search allows you to search for a folder based on its name Quick Search Go The Quick Search box is located in the
3. View the Detach Folder topic for more information Folder Sub tabs The folder sub tabs give you access to the three main parts of the folder For more information about using folder sub tabs please view the following topics Folder Information Files Tasks Freeze Unfreeze Folder The Freeze button F allows you to temporarily prevent anyone from making changes to a folder View the Freezing and Unfreezing Folders topic for more information t greenfolders Assign Button The Assign button S49 19 topic for more information allows you to assign a folder to another user View the Assign Folders Copy Button The Copy button COPY lets you make a copy of a folder and its contents View the Copy Folder topic for more information Delete Folder To delete a folder press the Delete button Delete You will see a prompt asking you to confirm the dele tion Clicking yes at this prompt will cause the folder to be deleted from the system Print Button The Print button Jesa allows you to print folders and files View the Printing topic for more infor mation Edit Save Button In order to make modifications to a folder or any of its content you need to lock the record so no one else can make changes while you are working on it To do this click the Edit button Edit and proceed to make whatever modifications you need to When you are done working in the folder you can either Save close the folder or click th
4. When this toggle is on the label is displayed in boldface Font Style When this toggle is on the label is displayed in italics Text Decoration When this toggle is on the label is underlined Font Size This lets you set the size of the font AN greenfolders Horizontal Content Alignment This setting aligns the text in the label to the Left Center or Right Vertical Content Alignment this setting Aligns the text in the label to the Top Middle or Bottom Related Topics Folder Types E greenfolders Groups Groups are used to set up security privileges for a group of users all at once rather than having to do it individually It also provides the ability to assign folders to the group so that all users within the group see the folders on their home screens P Configuration 4 Fold B pper Users Groups Accounting System Messages Settings l Licensing Accounting Group System Administrators 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new group click the New button New This will open up the Create and Edit Groups win dow Please view the Create and Edit Groups topic for more informatio
5. ing the file hit the Enter key on the keyboard to actually apply the new name t greenfolders Delete Option Choosing the Delete option deletes the specified file or files You must save the folder in order for the changes to be committed Merge Option The Merge option is only available for selection when you have two or more files selected Choosing this option will bring up the merge window Please view the Merge Files topic for more information Copy Option Choosing the Copy option creates a copy of the file with Copy of plus the original file name You can then use the Rename option to choose a better name for the copied file Share Option Selecting the Share option will display the selected file s in the share window For more information please view the File Sharing topic Move To Option With the Move To option you can move the specified file s to a new folder When choosing this option GreenFolders will ask you to enter the name of the folder to which you want to move the selected file s Copy To Option When you select the Copy To option a copy of the file is created and placed in the folder you specify Freeze Option Selecting the Freeze option locks the file so no changes can me made to it until the file is unfrozen A frozen file is indicated in two ways The file name will turn blue and the frozen lock icon will appear in the file ribbon when the file is selected Click on the froze
6. After you have made your selection the files will be moved or copied to the file you specified Rotate Option This will rotate all of the selected pages in the direction you choose t greenfolders Reordering Pages Click the stapler button SS wil un staple the pages so that you can move them into the order you want Simply select the pages you want to move and drag them to the position where they belong Related Topics Viewing Files Image Files aN greenfolders Merging Files To merge files you must first lock the folder to prevent others from working with the files you ll be edit ing Then select the files from the files list that you want to merge When this is done right click and choose Merge from the contextual menu The File Merge window will appear a hal Attachment N n Attachment Keep Annotations Delete After Merge a Sample Documentpng Word Document docx Cannot Merge Sample Document 2 pdf If because of file incompatibility one of the files you selected cannot be merged with the others its name will be displayed in red with the notation Cannot Merge after its name Keep Annotations Checkbox Checking the Keep Annotations box after a file name will copy any annotation layers and merge them along with the original file Delete After Merge Checkbox Checking the Delete After Merge box after a file name will delete the original once the merged file has been created t g
7. Auditing New To create a new attachment type click the New button New This will open up the Create and Edit Attachment Types window Please view the Create and Edit Attachment Types topic for more infor mation Delete To delete a attachment type click it in the list to select it then click the delete button Delete Warning deleting a attachment type will cause all files that are in that group to be lost Edit To edit a attachment type click it in the list to select it then click the Edit button Edit This will open up the Create and Edit Attachment Types window Please view the Create and Edit Attachment Types topic for more information t greenfolders Copy To copy a attachment type click it in the list to select it then click the Copy button 2P This will open the Create and Edit Attachment Types window pre populated with the name and description of the attachment type you copied Related Topics Configuration Create and Edit Attachment Types greenfolders Create and Edit Attachment Types To create a new attachment type simply provide a name and description for it then click the Add button Optionally you may also specify whether the attachments in this type should be com pressed or encrypted by checking the Compress or Encrypt boxes Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Labels Database Stores File Sto
8. Date and Time This lets you indicate the date and time by which the task must be completed If this date and time goes by and the task is not marked complete the task will be considered overdue and will be displayed as red in the Tasks list Allow Reassignment This setting specifies whether the person you are assigning the task to can reassign it to another user If the user has update privileges for all tasks this setting will be overridden Assign To Button Click the Assign To button 5 9 TS to assign the task to someone A window will pop up with a list of users and groups that are available for assignment To assign the task to a user or group select the user or group from the list and click OK You also have the option to assign a task to No One to pre vent it from showing up in any assignment list The assign task screen is identical to the assign folder screen Please view the Assign Folder topic for more information Create Button Create When you re finished setting up your new task click the Create button to add it to the folder You must save the folder for the task to be saved on the server Related Topics Viewing Tasks Folder Tab vw greenfolders Viewing Tasks Tasks allow you to assign pieces of your workflow to others or yourself They also give you a way to track what has been accomplished and what is still outstanding P greenFolders 2 2 Complete Assigned To Name Sta
9. Plans Server Triggers Client Triggers States Priorities Auditing New To create a new label click the New button New This will open up the Create and Edit Labels win dow Please view the Create and Edit Labels topic for more information Delete To delete a label click it in the list to select it then click the delete button Delete Edit To edit a label click it in the list to select it then click the Edit button Edt This will open up the Create and Edit Labels window Please view the Create and Edit Labels topic for more information Copy To copy a label click it in the list to select it then click the Copy button 9P This will open the Create and Edit Labels window pre populated with the name of the label you copied greenfolders Related Topics Configuration Create and Edit Labels greenfolders Create and Edit Labels To create a new label simply provide a name for it and then click the Add button Add Related Topics Labels GreenFolders User Manual 122 Copyright 2008 GreenFolders Inc greenfolders Licensing The Licensing screen gives you the ability to buy additional folders and view your purchase and usage his tory 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Activation Key This will show you the current
10. be a native GreenFolders database or if you will be pulling data from an external database source FF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Create new empty database To create a new empty GreenFolders database click the Create a new empty database button The next screen that is displayed will ask you to specify the connection information for the MSSQL database on which you want to create the new database You must specify the server name as well as a valid user name and password greenfolders r Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Enter the name of the Database Server Client Triggers States Priorities Auditing Enter user name and password 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers Priorities Auditing Database Type SalServe v lo
11. button Delete Edit To edit a priority click it in the list to select it then click the Edit button Edt This will open up the Create and Edit Priorities window Please view the Create and Edit Priorities topic for more information Copy To copy a priority click it in the list to select it then click the Copy button PY This will open the Create and Edit Priorities window pre populated with the name description and disda color of the prior ity you copied t greenfolders Default Priority All new folders and tasks will have the default priority when first created You may change the default priority by checking the box in the Default column Display Color The display color of a priority determines the color that will be used to display the item in lists through out the application Related Topics Configuration Create and Edit Priorities greenfolders Create and Edit Priorities e To create a new priority simply provide a name for it and click the Add button Add You may also optionally specify a description and a unique display color to use for items with this priority in lists through the application Settings Licensing 4 Human Resources Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Related Topics Priorities GreenFolders User Manual 130 Copyright 2008 GreenFolders Inc E greenfolders Settings The
12. date the folder was created Last Modified The user who last modified the folder plus the date on which it was last modified Application The application to which the folder belongs e g Human Resources Accounting Folder Type Which folder type associated with this folder Folder Version The current version of the folder Assigned To The user or group the folder is currently assigned to Related Topics Folder Information Folder Tab aN greenfolders Folder State and Priority The Folder State and Folder Priority properties allow you to easily determine the folder s position and status in your workflow process as well as its level of importance Folder State New Folder Prionty Normal To change the State and Priority of a folder you must first lock the folder to prevent others from working with the folder while you modify it Then click on the Folder State and Folder Priority selection lists to choose new values for these properties Related Topics Folder Information Folder Tab aN greenfolders Field Forms Using Field Forms you can view and edit the information fields that your administrator has defined for the folder Employee Information First Name Last Name John Doe Hire Date Edit Fields Before you edit field values you must first lock the folder to prevent other from modifying the folder while you re working with it Once you ve made your changes and attempt to save the folder a
13. greenfolders Create and Edit Fields To create a new field you need to supply information about its properties There are two types of fields that you may create internal and external Internal fields when associated with a folder type are view able editable and searchable External fields when associated with a folder type are viewable and search able but you may not edit them This is because the information in these fields comes from an external data source Creating an Internal Field To create an internal field you must provide the following Name Description optional Column Name This is the name that will be used to create the field in the database Data Type This is the type of data that the field will contain examples are Text DateTime and Number If you want to see more advanced data type options click the Show Advanced Data Types checkbox Length This option is only available for fields with the data type Text checking the Max check box next to this value will create the field with the maximum allowed value of the database PF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Folder Types Attachment Types Label Last Name Field Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities LastName o Auditing 4 Accounting i Fields Folder Types Attachment Types Database Stores File St
14. is the horizontal position of the field Y This determines the vertical position of the field Width The width of the field Height The height of the field Field Properties When you select a field on the form the Field Properties box will appear in the right menu Field Properties Reguired Default Value Accepted Value Background Foreground Control Type In the Field Properties you may set the following attributes Required This determines whether or not the field is required to have a value greenfolders greenfolders Default Value This allows you to provide a default value for a field Name This indicates the display name of the field Note that the Name field is grayed out indicating that this property cannot be changed here To change the display name you must edit the field from the Fields screen See the Fields topic for more information Accepted Values Items Allows you to specify items that will be accepted as values for the field Click the Items button to open the Accepted Values window Items Properties Default Value Default The Accepted Values window allows you to add values to be accepted in the field by clicking the Add Item button onto Clicking this will create a new item to the list with Default as its value To change the value simply click the item you want to change and type in a new value in the properties box Delete Item To de
15. key you are using You can change the key by entering a key into this field and clicking the Reactivate button Manual Reactivation If you do not have an Internet connection you may still activate a key by clicking the Manual Reac tivation link button Manual Reactivation Clicking this will open the Manual Activation window GreenFolders User Manual 123 Copyright 2008 GreenFolders Inc AN F greenfolders On this screen you will see an Install Code Install Code 123456789ABC this code will be required when you contact a GreenFolders support sales person to purchase additional records Once the purchase has been made you will receive a Manual Activation Key file through email which you can copy and paste to laut this screen or browse to the file by clicking the Browse button Available Folders This box shows the number of folders that are available in your GreenFolders inventory License Information This area displays the following Activated Date This indicates the date on which the key was activated Registered To This shows the person or organization to which the key is registered AN greenfolders Users This displays the number of simultaneous users allowed by your license Product This indicates the product for which the key is valid Status This shows you the current status of the key Overdraft Limit This property indicates the number of folders you may still create a
16. the folder that contains it and view the task itself Refresh Created Tasks To refresh the list of created tasks click the Refresh button GD Note Completed tasks will no longer appear in the list By default you will receive an email notification when a task you created is completed To learn how to change notification settings please view the My Set tings topic Related Topics Home Tab Viewing and Completing Tasks Viewing Your Folders The Folders tab allows you to easily view which folders are assigned to you folders Group Folders Tasks Group Tasks Created Tasks Inbox My Saved Search Drag a column header here to group by that column Assigned To Assigned Date Open a Folder Double click on a folder to open it Refreshing Folders To refresh the list of folders assigned to you click the Refresh button cy Related Topics Home Tab Folder Tab greenfolders greenfolders Viewing My Group Folders The group folders tab allows you to easily view which folders are assigned to your groups Folders HN Tasks Group Tasks Created Tasks Inbox My Saved Search Drag a column header here to group by that column Folder Name Folder State Assigned Date Assigned To Application Folder Type Open A Folder To open a folder double click it and it will open the folder tab Refreshing Group Folders To refresh the list of folders assigned to your groups click the
17. to you click the Refresh button Gd Related Topics Home Tab Viewing and Completing Tasks we greenfolders Folder Tab The Folder tab will be where you spend most of your time in GreenFolders It gives you access to view folder information files and tasks T greenFolders gh Employee Information First Name Last Name John Doe Hire Date Related Topics Folder Information Folder Properties Folder Ribbon Folder State and Priority Folder Notes Folder History Freezing and Unfreezing Folders Detach Folder Printing Viewing and Editing Files Viewing and Completing Tasks aN greenfolders Folder Ribbon The Folder Ribbon gives you access to many rich features within the folder tab Depending on which sub tab you are on you will have access to different features Common Folder Ribbon Buttons and Folder Information Sub Tab This section will describe common buttons that are available on all sub tabs and the features specific to the folder info sub tab as well 45 Folder Info Attachments Tasks Freeze Assign To Copy Delete Print Edit Refresh Folder Button Clicking the Refresh button cy refreshes the folder contents by pulling all of the data from the server If you have any unsaved changes you will be asked if you want to save them before the folder contents are refreshed Detach Folder Button The Detach Folder button allows you to open the current folder as a separate GreenFolders win dow
18. type its name in the Folder Name field and click the go button Go Next use the drop down Attachment Type and Labels menus to specify these properties for the files you re adding then click the OK button to add the files to the folder Related Topics Inbox Folder Tab Viewing Files p greenfolders Folder Information The folder information sub tab allows you to view and edit folder properties notes history and field information B G eine Employee Information First Name John Hire Date 12 2 2008 Related Topics Folder Ribbon Folder Tab Folder Properties Folder State and Priority Folder Notes Folder History Field Forms we Ls greenfolders Folder Notes Folder notes allows users to record special items of interest related to a folder Folder notes are placed at the bottom of the folder information screen inside of the folder tab You can use the search box to filter the notes in the list Enter text into the box and only those notes con taining the text you enter will be displayed in the list Add Notes Clicking the Add a Note button Ls will pop open to the Create Note window This button will only be enabled if the folder is in edit mode E greenfolders This is a note In the Create Note window type your note in the Message box and then click the Create button Remove Notes b To remove a note select the note you want to remove and then click the Rem
19. Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new system message click the New button New This will open up the Create and Edit System Messages window Please view the Create and Edit System Messages topic for more information Delete To delete a system message click it in the list to select it then click the Delete button Delete Edit To edit a system message Click it in the list to select it then click the Edit button Edit This will open up the Create and Edit System Messages window Please view the Create and Edit System Messages topic for more information Copy To copy a system message click it in the list to select it then click the Copy button PY This will open the Create and Edit System Messages window pre populated with the name of the system message greenfolders you copied and its description Related Topics Configuration Create and Edit System Messages greenfolders Create and Edit System Messages To create a new system message simply provide a message for it then click the Add button System will be brought down for server upgrade the 27th at 5 00pm Related topics System Messages GreenFolders User Manual 144 Copyri
20. Green Folders Title Bar To perform a Quick Search enter a folder name or part of a name into the Quick Search field and then click the Go button amp 9 lf the name you entered is an exact match for an existing Folder it will open it automatically If there are multiple results they will be displayed in the Search Results tab Related Topics Green Folders Title Bar Advanced Search Tab Search Results Tab vw greenfolders Performing an Advanced Search To open the Advanced Search tab click the Advanced Search button Folders title bar FF greenFolders 2 2 Press the Advanced Search Button to open the Advanced Search Tab Folder Name The compare operations list will change depending on the type of data that is being used for the search To perform an Advanced Search you need to specify conditions for your search To create a condition choose a field and operation type then enter the value for which you want to search You can add more conditions by clicking the Add button L To remove a condition click the Remove button kzal Once you have entered your conditions you can click the Search button Serch to start your search The results will be displayed in the Search Results tab Saved Searches You have the option to save your search so they can be quickly re run without having to re enter all of your conditions You may also choose to have your search appear as a tab on your Home screen
21. GreenFolders User Manual aN nt isr What if you could Start build and finish each file without paper t greenfolders Welcome Welcome to GreenFolders the Electronic Records Management Solution GreenFolders allows you to store and retrieve files with many easy to use features for working with their content How GreenFolders Works In today s office environments paper is still plays an integral role in office workflow Much of the paper documents we use start their life as electronic documents on our computers and is printed out to paper GreenFolders removes the need for physical paper by giving you the tools to work with the electronic ver sion of your documents just as you would the physical paper You can add files to GreenFolders in the following ways e Add Files directly through the user interface or by dragging items onto the GreenFolders desktop icon e Scan documents into the system e Using GreenFolders Printer by Foxlt you can print your documents directly into GreenFolders as a PDF document Once your documents are in GreenFolders you can perform the following actions on them e Add Remove Merge Copy Rotate document pages e Annotate pages using a complete set of drawing and text tools e Organize documents using Types and Labels View the Getting Started Guide aN greenfolders Getting Started Guide This guide is designed for new users who are unfamiliar with the GreenFold
22. Information Phone 801 747 2132 Fax 801 747 0376 Email info GreenFolders com Address 181 E 5600 S Suite 100 Murray UT 84107 AN greenfolders
23. Stores ApplicantResume File Stores ApplicantSSN Storage Plans ApplicationID Server Triggers Client Triggers States Priorities Auditing a Once you have completed setting up these values for your field click the Add button Add Related Topics Fields greenfolders Import Fields Using the Import Fields functionality you may import multiple fields at once from an external database Web Application DB 4 Web Application DB 4 ApplicationTable Z ApplicantDOB E ApplicantFirstName ApplicantLastName ApplicationID To import fields choose the External Database from which you want to add then check the box next to the field names that you want Once you have selected all the fields you want to import click the Save button Save GreenFolders User Manual 94 Copyright 2008 GreenFolders Inc my green olders Attachment Types Attachment Types allow you to organize similar documents together so that you can locate them more easily FF Configuration 4 greenFolders Applications Users Groups System Messages Settings Description Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities
24. Versiom 1 Logged in as Administrator Open File i p will open the file with the program that Windows associates with the file type In this screen shot we have selected a Microsoft Word document Clicking the Open File button would open the file in Word Related Topics v reits Image Files When viewing image files you have access to many rich features Notes 0 Share Edit Remove Attachment Freeze a F 5 a i C E i F a paa t 1 aa _ Remove iA Lal A Sample Document Viewing Tools Pan Tool The Pan tool iw allows you to click and drag the image around to change the portion you are viewing Best Fit Tool The Best Fit tool a attempts to give you the best full image view for the current size of the application window AN greenfolders Fit Width Tool a h The Fit Width tool forces the image to fit the width of your viewing window Fit Height Tool p The Fit Height tool forces the image to fit the height of your viewing window Actual Size Tool LTA The Actual Size Tool of the image displays the image at the image s actual size which should be the clearest view Rotate Left Tool E With the Rotate Left tool you Can rotate the image counter clockwise Rotate Right Tool 4O With the Rotate Left tool you can rotate the image clockwise Zoom Slider Tool Moving the Zoom Slider aa you can customize the zoom level of th
25. a range of pages separated by a hyphen e g 1 10 or a combination of both e g 3 7 8 11 t greenfolders Printable Files in Label Choosing printable files in label filters the list of files to only files that have the specified label that is selected Note Using print files in label and all options will only allow you to choose to print all annotations or none in order to print only specific annotation layers you must use the current file option Print Quality By default GreenFolders prints at Normal quality The High and Very High print quality settings are only available when printing the current file Print Button Print Clicking the Print button will ask you for which printer you want to send the selected content to Preview Button es Preview Clicking on the Preview button scat opens a window that shows you what the content you chose to print looks like Related Topics Folder Tab t greenfolders Main Menu The main menu allows you to create new folders configure the GreenFolders server configure your per sonal settings view your history and log out You can also see a list of your recently opened folders Quick Search Recent Records Jane Doe John Doe New Folder Configuration My Settings My History Logout Opening The Main Menu To open the Main Menu click the GreenFolders button Ww in the title bar Recent Folders The Recent Folders list is provided for your co
26. a as the storage plan you cop ied Related Topics Configuration Create and Edit Storage Plans greenfolders Create and Edit Storage Plans To create a new Storage plan you must provide the following e Name Description optional e The type of folders to be stored in this storage plan For all folders select All e The Database Store in which you want to store the specified folder s e The File Store in which you want to the store the specified folder s If you haven t already created a Database Store or File Store you can click the New buttons New to create a new one Default Storage Plan Default Storage for all Folder Types in Human Resources Attachment Types Labels New GreenFolders Storage Database Stores File Stores Storage Plans Once you are done setting up the storage plan click the Add button OoOo Ad Related Topics Storage Plans GreenFolders User Manual 141 Copyright 2008 GreenFolders Inc m greenfolders System Messages System Messages give you the ability to show important messages on a users home screen MF Configuration h S eee 4 greenFolders Applications Users Groups j l Settings Created By Last Modified Last Modified B licensa System will be brought down for server upgrade the 27th at 5 00pm 12 29 2008 4 23 27 PM Administrator 12 29 2008 4 23 27 P Administrator 4 Human Resources Fields Folder Types Attachment Types Labels
27. cal sqlexpress User sa Password eecece Refresh Cache Once you have supplied the database connection information click the Next button If you wish to return to the previous step click the Prev button Pey l You will then be prompted to enter a name for the database Y Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers tates Enter the name of the Priorities Database Auditing 4 Accountin Fields 2 GreenFoldersDE Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Prev Next Cancel Refresh Cache E greenfolders Once you have supplied a name for the new database click the Next button _ Ifyou wish to return to the previous step click the Prev button Prev Lastly you will be prompted to enter a name and description for this database store configuration Se FF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting GreenFolders Storag
28. d Log when an annotation is updated Log when an annotation is deleted Log when a task is created Log when a task is updated Log when a task is deleted Log when a task is reassigned Log when a task note is created Log when a task note is updated Log when a task note is deleted Log when a task is complete View Auditing Logs To view the audit log click the View Auditing Logs button This will popup the Audit Logs window For more information view the Audit Logs topic Related Topics Configuration Audit Logs Audit Logs With the Audit Logs window you can view your GreenFolders audit history Audit Logs Drag a column header here to group by that column Type User Details View Folder Administrator Retrieved Folder 12 31 2008 8 38 AM Create Folder Administrator Created John Doe 12 31 2008 8 36 AM Filtering the Audit History greenfolders You may filter the items into the list by typing in the Search box at the top right corner of the window This will filter the list to display only items that contain the text you specify Related Topics Auditing aN greenfolders Database Stores Database Stores are the defined database sources for storage and retrieval of data Configuration 4 greenFolders Applications Users Groups System Messages Settings Name Description Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores S
29. d Unfreezing Folders Sometimes you may want to prevent anyone from making changes to a folder or its contents You can freeze a folder by clicking the Freeze button Freeze in the folder ribbon While a folder is frozen no changes may be made to it A frozen record is indicated by the frozen lock button which appears in the folder ribbon as well If the frozen lock button is clicked the folder will be unlocked The ability for a user to freeze and unfreeze a folder are privileges set up by your GreenFolders admin istrator Related Topics Folder Ribbon E greenfolders Edit File Properties The Edit File properties window allows you to change a file s assigned group change labels applied to it and change its name fl Edit Attachment Application Labels Manager Documents Human Resource Documents When you are done making your changes click the update button Update to save the changes and exit the screen If you want to exit the Edit File window without saving any changes you have made click the Cancel button Cancel Related Topics File Ribbon aN greenfolders File Notes File notes allows you to record important information about a specific file Click the Notes button Notes 0 on the file ribbon to display the file notes window This window functions identically to folder notes Related Topics File Ribbon Folder Notes AN greenfolders File Ribbon The file ribbon gives you acce
30. e Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Once you have entered a name and description click the Finish button Finish If you wish to return to the previous step click the Prev button Prev Read data from existing database To read data from an existing database click the Read data from an existing database button The next screen that is displayed will ask you to specify the connection information to the external data You must specify the type of database the name of the server on which its running the user name and password greenfolders r Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Refresh Cache Database Type SalServer z Enter the name of the Database Server local sqlexpresq Enter user name and password User sa Password eeccece Prev Next Cancel Once you have supplied the database connection information click the Next button Prey you wish to return to the previ
31. e Doe 12 19 2008 4 19 PM Create Folder Administrator John Doe Created John Doe 12 19 2008 3 36 PM Related Topics Main Menu greenfolders Configuration The Configuration window will give you access to all configuration options for GreenFolders To open the Configuration window click on the Configuration button on the Main Menu You can configure the different parts of GreenFolders by clicking on the item Configuration menu Related Topics Main Menu Applications Auditing Database Stores Fields Attachment Types File Stores Folder Types Groups Labels Licensing Priorities Settings Priorities GreenFolders User Manual 74 Copyright 2008 GreenFolders Inc a ae States Storage Plans System Messages Users aN greenfolders Applications Applications are the top tier of the configuration hierarchy for the different sections of your business Some examples of applications would be Human Resources Accounting or your main business process like Orders or Clients Configuration 4 greenFolders Applicat Users Groups System Messages Settings Licensing Siani Safonas Accounting Corporate Accounting 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Serve
32. e Pur chase button Purchase Folder Usage History To view a history of your folder usage click the Folder Usage History button This will open the Folder Usage History window greenfolders Details Administrator Created Folder 1 1 23 2009 11 35 AM The Folder Usage History window displays a list of all of the folders created with the active key You may view the user name of the person who created the folder the name of the folder itself and the date on which it was created Related Topics Configuration m greenfolders Priorities Priorities are used with folders and tasks to enable users to mark them with the appropriate level of importance FF Configuration 4 greenFolders Applications Users Groups System Messages Settings Description Licensing 4 Human Resources Prci Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Auditing Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New i To create a new priority click the New button New This will open up the Create and Edit Priorities window Please view the Create and Edit Priorities topic for more information Delete To delete a priority click it in the list to select it then click the delete
33. e Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new State click the New button New This will open up the Create and Edit States win dow Please view the Create and Edit States topic for more information Delete To delete a state click it in the list to select it then click the Delete button Delete Edit To edit a state click it in the list to select it then click the Edit butto Eit t This will open up the Create and Edit States window Please view the Create and Edit States topic for more information Copy To copy a state click it in the list to select it then click the Copy button SPY This will open the Create and Edit States window pre populated with the name and description of the state you copied AN greenfolders Default State All new folders and tasks will have to the default state when first created You may change the default state by checking the box in the Default column Related Topics Configuration Create and Edit States A greenfolders Create and Edit States To create a new State simply provide a name for it and click the Add button Add Optionally you may also specify a description Related Topics States GreenFolders User Manual 138 Copyright 2008 GreenFolders Inc my greenfolders Storage Plans Storage plans allow you to define where folders and their files will be stored FF Configura
34. e image Annotation Tools and Features Annotation Layers Annotations are stored in layers that are overlaid on a document like a clear sheet of plastic that you can write notes on A file can contain any number of annotation layers each tied to a different user account Annotation layers are automatically created for you when you begin to draw on an annotation If you want to remove your annotations from a file you can do this by clicking the Remove button beside the annotation layer list located above the image t greenfolders Annotations Administrator Remove You may not remove or modify other users annotations When you are editing a file with other user s annotations any annotations that are not yours will appear gray so that you can distinguish your anno tations from others You also have the option to view all or none of the annotations in this list View All is the default option and shows all annotations in color Selection Tool The Selection tool R allows you to select annotations you have placed on the image Annotation Properties When you select an annotation the Annotation Properties bar will be displayed back Color NTETE Forcier TE Fo si EE or ES The Annotation Properties Bar allows you to customize the annotations you make These properties will change depending on which annotation type is selected Annotation Contextual Menu Once an annotation is selected you can right click it to bring
35. e save button to save the changes you have made Files Sub tab Folder Ribbon Buttons This section will describe buttons that are only available when you are on the files sub tab of the folder ribbon a5 E Folder Info Attachments Tasks Add Attachments Print Save Add File Button The Add File button 3 FE enables you to add files within the folder View the Add Files topic for more information aN greenfolders Tasks Sub tab Folder Ribbon Buttons This section will describe buttons that are only available when you are on the tasks sub tab of the folder ribbon 49 E Folder Info Attachments Tasks Mew Task Print Save New Task Button The New Task button Ye 135 topic for more information enables you to create new tasks within the folder View the Create Tasks Related Topics Folder Tab Folder Information Viewing Files Viewing Tasks aN F greenfolders Assign Folder You can assign a folder to a user or group by clicking the Assign To button S399 19 bon This will pop up the Assign To window Name Description No One Administrators system Administrators Group Jane To assign the folder to a user or group select the user or group from the list and click OK You also have the option to assign to No One to prevent it from showing up in any assignment list Filter Users and Groups You can use the Filter and Search options at the top of the window to limit the scope of users and group
36. e you have selected the template you want click the Next button to move to the final step greenfolders Step 5 Finish You are now done with the initial GreenFolders setup Click the Finish button _to exit the wizard Related Topics Configuration GreenFolders User Manual 8 Copyright 2008 GreenFolders Inc y greenfolders Home Tab The Home tab is your initial view when you log into GreenFolders JT greenFolders a Group Folders Tasks Group Tasks Created Tasks Inbox My Saved Search Drag a column header here to group by that column For details about each piece of the home tab view the following topics Viewing Your Folders Viewing Your Group Folders Viewing Your Tasks Viewing Your Group Tasks Viewing Your Created Tasks System Messages Using The Inbox Saved Searches greenfolders System Messages System messages allow your administrator to place messages on the Home tab Related Topics Home Tab GreenFolders User Manual 10 Copyright 2008 GreenFolders Inc aN greenfolders Using the Inbox The Inbox is where documents that are printed or dragged onto the GreenFolders icon are placed if you didn t specify the folder to which you wanted them added Folders Group Folders Tasks Group Tasks Created Tasks Inbox My Saved Search GY Inbox 0 Assign Merge Delete Attachment Name Time amp D Check All Uncheck All Assign
37. elete button Delete Warning deleting a folder type will cause all folders of its type to be lost Edit To edit a folder type click it in the list to select it then click the Edit button Eit This will open up the Create and Edit Folder Types window Please view the Create and Edit Folder Types topic for more information t greenfolders Copy To copy a folder type click it in the list to select it then click the Copy button PY This will open the Create and Edit Folder Types window pre populated with the name of the attachment type you cop ied and its description Configure Layout To configure the field layout of a folder type click it in the list to select it then click the Configure Layout button Configure Layout Configure Layout topic This will open the Configure Layout window for more information view the Related Topics Configuration Create and Edit Folder Types Configure Layout greenfolders Create and Edit Folder Types To create a new folder type simply provide a name description and display name for it then click the Add button O Ad If this folder type will be linked to external data fields you will need to check the Has External Primary Key box and choose the external primary key field to which the folder name will be linked Doing this will cause folders with a name that matches the primary key to pull data for all other defined external fields for viewing and searching Emp
38. ers interface This will give you a jumpstart on howto perform the most basic tasks in GreenFolders Please select a topic of interest 1 Opening GreenFolders for the first time 2 Viewing Your Folders 3 Viewing Your Tasks 4 Create a new Folder 5 Add Files to a Folder 6 Create a new Task AN F greenfolders Opening GreenFolders for the First Time If your system administrator has not already identified a GreenFolders server you will be prompted with the GreenFolders server configuration screen For more information about the server configuration screen please view the Server Configuration topic Otherwise you will be prompted with the GreenFolders login screen For more information about the login screen please view the Logging In topic The first time you log in as an administrator you will be prompted with the GreenFolders Activation Wiz ard GreenFolders Activation Wizard The following is a description of each step of the GreenFolders Activation Wizard Step 1 Welcome doo O greenfolders Click the Next button to move onto the next step of the wizard AN greenfolders Step 2 Activation Pa greenFolders greenfolders Please provide an activation key to use greenFolders Activation Key Activate Manual Activation Request Evaluation Next On the activation screen you must provide a valid GreenFolders activation key Enter the key by copying and pas
39. ettings by clicking the Save button ave 7 greenfolders Logging in to GreenFolders The GreenFolders Login screen is your doorway to the GreenFolders System When you start up the pro gram it will prompt you for your user name and password If you don t have a GreenFolders user name and password please contact your GreenFolders administrator Enter your user name and password and then click the Login button dogn If your credentials are successfully validated you will be granted access O greenfolders o logn Cancel You can choose to have the system remember your user name and password by checking the Remember Me checkbox Don t select this option if your computer is a shared workstation or if it is accessible to others who you don t trust You may also change your password or server configuration from the login screen by clicking the links at the bottom of the screen Related Topics Change Password Server Configuration F greenfolders Changing Your Password The Change Password screen appears when you click the Change Password link on the Login screen This allows you to change the password for your GreenFolders user account Enter your user name and old password then enter your new password in the New Password and Con firm Password fields Finally click the OK button to change the password on your user account greenfolders GreenFolders Title Bar The Title Bar contains the Ma
40. fter folder inventory hits zero Notify This setting allows you to receive an email when the number of available folders drops below the spec ified number Purchase Additional Folders To purchase additional folders click the Purchase Additional Folders button Purchase Additional Folders which will open the Purchase Folders window AN F greenfolders END USER PURCHASE AGREEMENT E IMPORTANT READ CAREFULLY This Purchase Agreement Agreement is a legal Agreement between you either an individual person of entity including any company of organization You and GreenFolders Inc including its heirs subsidiaries or assigns GreenFolders for the Records that accompany this Agreement which include the purchase of certain computer software and corresponding documentation for the installation and use of ome or more electronic document records of folders Records for use in an electronic document management system you have previously received GreenFolders Materials This Agreement shall serve as a supplement amendment or addendum to any prior EULA of Purchase Agreement between You and GreenFolders for any v This screen enables you to specify the number of folders you would like to purchase Before making this transaction please read through the purchase agreement and then indicate that you have read the agreement and accept the terms of the agreement by clicking the two check boxes Then click th
41. ggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing greenFold Configuration Applications Users Groups System Messages Settings Licensing Quick Search Advanced Search Create Custom Annotations Human Resources Configuration Labels Folders S Accounting Configuration Labels Folders Security Privileges Security Functions SS SS O00 3 8800000008 Check the boxes next to the privileges you want members of the group to have Clicking on the plus and minus signs to the left of parent privilege will display its children so you can give more granular control to the group Clicking on a parent privilege checkbox will cause all of the child privileges to be checked or unchecked Related Topics Groups es greenfolders Labels Labels allow you to quickly filter files by choosing to display only the files with the specified label applied to them PF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage
42. ght 2008 GreenFolders Inc od greenfolders Users Anyone who uses GreenFolders needs to have a user account which consists of a set of access cre dentials permissions and other properties A user can be configured to have all or limited access to fea tures and folders PF Configuration Applications Admin Jane Doe John Doe Administrator Jane Doe John Doe Created 12 17 2008 11 15 AM Created 12 19 2008 10 37 AM Created 12 19 2008 10 37 AM Last Active 12 29 2008 1 47 PM Last Active 12 29 2008 1 47 PM Last Active 12 29 2008 1 47 PM Licensing Admin greenFolders com Jane greenFolders com John greenFolders com System Administrator User 4 Human Resources i l Fields tas Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new user click the New button New This will open up the Create and Edit Users window Please view the Create and Edit Users topic for more information Delete To delete a user click it in the list to select it then click the delete button Edit To edit a user click it in the list to select it then click the Edit button Edt This will open up the Create and Edit Users window Please view the Create and Edit Users topic for more information AN greenfolders Copy To copy a user Click it in the list to select it then click the Copy button PY This will open the Crea
43. he form the Label Properties box will appear in the right menu Label Properties Visible HeaderHonzont er HeaderVerticalA mmm Font Weight cl Font Style EIE i Text Decoration Color oa 14 In Label Properties you may set the following attributes Visible This indicates whether the field name label is shown or not HeaderHorizontalAlignment This setting aligns the label of the field to the Left Center or Right of the control HeaderV erticalAlignment This setting aligns the label of the field to the Top Middle or Bottom of the control Font Weight When this toggle is on the label is displayed in boldface Font Style When this toggle is on the label is displayed in italics Text Decoration When this toggle is on the label is underlined Color This control allows you to set the color of the font Font Size This lets you set the size of the font AN greenfolders greenfolders Common Properties When you select a label on the form the Common Properties box will appear in the right menu Common Properties Background Foreground Font Weight Font Style Text Decorations Font Size 14 Honzontal Conte j EE Vertical Content J LLL LL TA Abc In Common Properties you may set the following attributes Background Color This lets you set the color of the label s background Foreground Color This allows you to specify the font color used for the label Font Weight
44. he password in the SMTP Password box SMTP Port Use this field to indicate the port on which the SMTP server accepts connections Send Emails From This will be the email address notifications will be from Test Email Address Once you have configured your Email Server settings you may test them by typing in your email address in this box then press the Test button dex If GreenFolders successfully connected and sent an email you will see a success message Email Templates On the Email Templates tab you can customize the email notification templates AN greenfolders a a es 4 greenFolders Applications Users Groups System Messages Email Templates elds Created Folder Modified Folder Types i f Attachment Types oe SSE ane mare S led Assigned Folder Deleted File Stores Folder Reassigned Storage Plans Created Task Deleted Server Triggers Created Task Modified aes Task Assigned You have received am automated notification es Priorities Created Task Completed Auditing Task Reassigned 4 Accounting Assigned Task Deleted Fields Folders Left Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Folder FolderName was assigned to you by NotificationCausedBy ulated into the fields on the right You may make your changes and then press the Save button commit the changes HHV alues Sy
45. iewing Files peiin Using the Thumbnail Viewer The Thumbnail Viewer allows you to navigate and modify the content of a file by manipulating miniature versions or thumbnails of the file s individual pages Navigation Click on a page s thumbnail to view it in the image viewer Contextual Menu Right clicking on a thumbnail will display a contextual menu AN greenfolders Delete Share Print Flag H Move to b Copy to Rotate Delete Option The Delete option removes the selected pages from the document Share Option Choosing the Share option creates a new file containing just the selected pages and opens the share win dow View the File Sharing topic for more information Print Option Selecting the Print option opens the print menu with the selected pages pre selected for print View the Printing topic for more information Flag Option Choosing the Flag option creates a colored border around the page or pages you ve selected This is use ful to call special attention to specific pages or to highlight importing information within a document Move To and Copy To Options The Move To and Copy To options each present a sub menu the options New File and Existing File Choosing New File will prompt you to name a new file to which the pages will be moved or copied If you choose existing file you will be prompted with a list of files in the folder that you can move or copy the pages to
46. in Menu Quick Search and Advanced Search Quick Search Go Advanced Search View the following topics to learn how to use these features Using the Main Menu Performing a Quick Search Performing an Advanced Search greenfolders Status Bar The Status Bar is located at the bottom of the GreenFolders application Logged in as Administrator Connected to IPADDRESS The Status Bar displays the server to which you are connected and displays the user name you used when you logged in greenfolders Customizing Search Results List Views List views in GreenFolders allow you to customize your view of the data Any changes you make to a list view will be saved on your computer so you only have to set up columns and groups once Drag a column header here to group by that column Folder Name Folder State Grouping Items The list view header allows you to drop a column header onto it Doing this will cause a grouping by but ton to appear in the header and it will group the items in the list by that column For example if you drag and drop the Assigned To column header to the list view header we would create a grouping by Assigned To Assigned To Clicking on the grouping by button will remove the grouping Multiple Grouping You may group your search results by multiple columns by following the same drag and drop procedure for each column you want to group by greenfolders Reorder Columns
47. ing Files to a Folder from the Inbox From the Inbox you can assign files to folders one of two ways 1 Drag and drop an item to an open folder tab 2 Check the box of each item you want to assign to the same folder and then click the Assign button Assign Once you do either of these the Add Files window will appear To see how to use the Add Files window please view the Add Files topic Merging Files within the Inbox lf there are two or more files that are of an image type you may merge them into a single PDF document by checking the box for each item you want to merge and clicking the Merge button Merge Delete Files within the Inbox Check the box next to each item you wish to delete and then click the Delete button Delete t greenfolders Refreshing the Inbox If you added files to the Inbox but you do not see them in the list it may need to be refreshed To refresh the list click the Refresh button GD Related Topics Home Tab Add Files greenfolders Viewing Your Created Tasks The Created Tasks tab allows you to easily view the tasks that you created You can also see each task s status and view other important task properties Folders Group Folders Tasks Group Tasks Created Tasks Inbox My Saved Search 6 Created Tasks 0 Drag a column header here to group by that column Folder Name Name Folder Owner Task State Assigned To Due Date View a Task Double click on a task to open
48. iorities Auditing AN greenfolders Save Once you have made your changes click the Save button to save them Require Unique Email Addresses Checking this option will force all users to have unique email addresses If you do not wish to enforce this rule uncheck this box Min Required User Name Length This is the minimum number of characters in a user name Min Required Password Length This is the minimum number of characters in a user name Required Password Non Alpha Numeric Characters This determines how many non alpha numeric characters are required to satisfy password requirements Max Invalid Password Attempts This indicates the number of invalid login attempts allowed before the user becomes locked Password Expiration Days This determines how many days a password is valid This setting can be overridden by the Password Never Expires user option Related Topics Configuration es greenfolders States States are used with folders and tasks to enable users to mark them with their current state PF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing Full Time Full Time Employee 4 Human Resources a Part time Employee Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores Fil
49. ith this tool selected click and drag to create the redaction Ellipse Tool co The Ellipse tool allows you to draw an ellipse or circle on the image With this tool selected click and drag to draw an ellipse t greenfolders Pen Tool The Pen tool allows you to draw freehand on the image With this tool selected click and drag to draw Highlighter Tool if The Highlighter tool lets you highlight freehand on the image With this tool selected click and drag to create highlighted areas Image Annotation The Image Annotation tool lets you add an image as an annotation Clicking on the Image Anno tation tool will pop up a file browser window prompting you to choose an image to add to the anno tation layer Locate your desired image on your hard drive or on a connected network drive select it and click Open Then click on the image to embed the selected image in your annotation layer Custom Annotations The Custom Annotations tool gives you access to your custom stamps For more information about custom stamps please refer to the Custom Annotations topic Related Topics Viewing Files Thumbnail Viewer aN greenfolders Custom Annotations You can create custom annotations and use them as you would a rubber stamp To configure this fea ture click on the Custom Annotations tool all This will cause the Custom Annotation bar to appear above the image Custom Annotations Bar Note that the OK a
50. lete an item select it in the list and click the Delete Item button X AN greenfolders Move Up To move an item higher in the list select it and click the Move Up button t Move Down To move an item lower in the list select it and click the Move Down button Y Background Color This property allows you to set the color of the background of the field Foreground Color This property allows you to set the color of the foreground of the field Control Type This determines the type of control to use for the selected field The following are the possible control types ComboBox A Combobox allows users to select from a list of accepted values TextBox A TextBox allows users to enter any text into the field up to the maximum of the field length ReadOnly Box A ReadOnlyBox is a TextBox that will not allow users to change the value This is primarily used to display external fields which are not editable For more information on external fields please view the Fields topic NumbersOnly Box A NumbersOnlyBox is a TextBox that will only allow numbers to be entered DateTime A DateTime field is a date and time picker control for date and time fields DateOnly A DateOnly field is a picker control for date fields It doesn t provide the time control that a DateTime field has CheckBox A CheckBox field is always either on or off allowing the selection of true and false values Label Properties When you select a field on t
51. loyeeFile Employee Information Employee File y Related Topics Folder Types GreenFolders User Manual 103 Copyright 2008 GreenFolders Inc vw greenfolders Configure Layout The Configure Layout screen allows you to create forms to hold data for each folder type This data is searchable and may be manipulated in various ways Form Properties Name Form 1 Width 612 Height 792 4 Human Resources Attachment Types Labels Database Stores File Stores Storage Plans Available Fields Date Of w Employee TA First TA Last Tools Selection The Selection tool L3 allows you to select objects on the form so you can work with them You may select multiple objects by clicking and dragging a box around the objects you want to select Direct Selection The Direct Selection tool L is used to select one point of a line object Line The Line tool allows you to draw lines on the form AN greenfolders Label The Label tool allows you to create text labels on the form Form Options New Page button The New Page button led will add a new page to the form having multiple pages in a form allows you to spread your data out and reduces crowding of the information Grid On Off The Grid button Eii toggles on and off the snapping grid Working with the grid on allows you to more easily line up fields on the form Working with the grid off gives you the ability to fine t
52. n Delete To delete a group click it in the list to select it then click the delete button Edit To edit a group Click it in the list to select it then click the Edit button Edt This will open up the Create and Edit Groups window Please view the Create and Edit Groups topic for more information AN greenfolders Copy To copy a group click it in the list to select it then click the Copy button PY This will open the Create and Edit Groups window pre populated information Related Topics Configuration Create and Edit Groups greenfolders Create and Edit Groups To create a new group you can navigate between the tabs and configure the proper settings as described a ee eeneneens below Once you are done setting up the group click the Create button O Create General Tab In the General tab you can set the name and description if the group Attachment Types Labels Database Stores File Stores Storage Plans gt Tri Client Triggers States Prioriti Auditing Member Of Tab The Member Of tab allows you to make this group a member of another group to inherit its security priv ileges GreenFolders User Manual 115 Copyright 2008 GreenFolders Inc greenfolders Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans 5 Tri To make the current group a member of another group click the Add b
53. n lock icon to unfreeze the file Open With Option The Open With option gives you the choice of opening the file in read only mode in editable mode or within the native program for that file type For more information please view the Open File in a New Win dow topic AN greenfolders Labels List The Labels list allows you to filter the files list so that only files that have a specified label are displayed Labels All Files Manager Documents Human Resource Documents File Ribbon For more information please view the File Ribbon topic Related Topics Files GreenFolders Cannot Render Nativel Image Files Text Files Folder Tab AN F greenfolders Creating and Editing Tasks To create a task in GreenFolders click the New Task button 5 on the tasks sub tab in the folder ribbon This will bring up the create task window Normal Performance Review for 7008 Sit down with John and go over his performance for the last 4 quarter Task State and Priority Setting the state and priority of a task allows you to easily distinguish important tasks from less impor tant tasks Your system administrator may also set up color codes so that tasks will show up as a certain color in lists Task Name This field indicates the name of the newly created task t greenfolders Description This is a detailed description of what needs to be done in order for the task to be complete Due
54. n the custom annotation list to remove it Enable Disable Custom Annotation Checkbox To make a custom annotation available for use check the Enable Disable Custom Annotation checkbox next to it in the custom annotation list Uncheck the box to disable a custom annotation Ti green olders Reorder Custom Annotations You can change the order in which the custom annotations are displayed by dragging and dropping the custom annotations This will also control the order they are displayed in for the custom annotation bar Drawing Custom Annotations The custom annotation tools are identical to the drawing tools available for annotating an image with one exception the Stamp tool For information about the other tools please view the Image Files topic Stamp Tool The Stamp tool a works much like a text annotation except that it will expand and shrink the text to fit the size of the stamp It also has the ability to insert special text functions such as a date and or time insert To create Stamp Tool text or to insert special functions use the Annotation Properties to the right of your drawing area Sharing Custom Annotations You may share custom annotations by clicking the sharing button at the bottom of the window This will bring up a list of users that you can share the custom annotation with Click on the users you want to share with then click OK Name Description Jane Doe John a ae Related Topic
55. nd Sign stamp buttons depicted above are custom annotations that have been configured for a particular user You will probably not see any custom annotations on the Custom Anno tations Bar when you first access this feature Configure Button Clicking the Configure button opens the Configure Custom Annotations window Custom Stamp Buttons Click on a stamp button to enable it then click on your image to place it For example in the screen shot above we have the OK stamp if we clicked this and then clicked on the image the OK stamp would be added to the image i greenfolders Configure Custom Annotation Annotatic ie OK Stamp Button Abbreviation OK gt NET Zoom 0 Back Color mo OK Stamp Signature To create a Transparent new custom Fore Color annotation click Stamp Text Insert Function The insert function option will insert text into the stamp This text will be replaced with the date and or time when you go to use it L gt x d Create New Custom Annotation Button Click the Create New Custom Annotation button at the top of the custom annotation list to display a blank custom annotation form You must fill in the Annotation Name Button Abbreviation and have at least one annotation in order to save it Once it is saved it will appear in the custom annotation list Remove Custom Annotation Button Click the Remove Custom Annotation button to the right of the custom annotation i
56. nvenience to allow you to pick up working where you left off Click one of the folders in your Recent Folders list to open it Related Topics GreenFolders Title Bar Creating a New Folder Configuring GreenFolders Server My Settings My History Sending Feedback Logout of GreenFolders E greenfolders My Settings Here you may configure general notification and theme settings General Theme Ei Ei x General Settings Enable Screen Transition Animations Selecting or unselecting this box enables and disables the transition animations when switching between some screens Hide File Extensions This setting either hides or displays file extensions in your folders Files list Print Share With Annotations By Default This setting determines whether annotations should be automatically selected when printing and shar ing Recent Folders This setting specifies how many folders are displayed in the recent folders list E greenfolders Notification Settings Notifications Checking a notification checkbox will trigger a notification e mail when the specified event occurs Do not send notification to me if I cause the notification Checking this option will halt notification e mails for events that you perform Theme Settings With the Themes settings GreenFolders allows you to customize the look and feel of the application When you open the Theme tab in the Settings window you ll two pre c
57. ny fields that did not pass validation will be highlighted red so that you can fix the appropriate data Internal vs External Fields Internal fields are fields which are stored directly in the GreenFolders database while external fields are fields which your system administrator may have configured to pull from another database and are not maintained by GreenFolders The importance of this is that you cannot edit external fields they are read only You must use whatever application you would normally use to edit these fields after you save the changes in that application the changes will reflect inside of GreenFolders once the folder is refreshed Related Topics Folder Information Folder Tab Folder Ribbon vw greenfolders Printing The Print window allows you to select content within a folder that you want to print Annotations Administrator All Choosing all content will allow you to choose any of the folders content to print Folder Information Choosing to print Folder Information option will limit your available selections to just the Field Forms from the folder information screen Current File Selecting the Current File option enables you to pint all or some pages from the file that you are currently viewing You can leave the Pages field blank and print the entire file or you can choose specific pages by specifying them in the Pages field You can enter a comma separated list of individual pages e g 3 7 10
58. of and o then click the OK button greenfolders earn Stem Pp Era Group Human Resources Human Resources Group To remove this user s membership in a group select that group from the list and click the Remove but ton Remove Security Privileges The Security Privileges tab allows you to specify what this user can or cannot do in GreenFolders PF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Security Functions greenFolders E Configuration Applications Users Groups System Messages Settings Licensing Quick Search Advanced Search Create Custom Annotations Human Resources Configuration Labels Folders amp Accounting Configuration Labels Folders GEESE 00 000002002002002020 HOSES E0E0 0000000000000 wh greenfolders Granting a security privilege to a user will give the user permission to perform the specified privilege regardless of the permission specified for the group or groups of which the user is a member of Likewise revoking a security privilege from a user will make the user
59. on GreenFolders User Manual 78 Copyright 2008 GreenFolders Inc greenfolders Create a new empty application Employee Information for ACME Ind To create a new application simply type a name and description into the fields provided then click the Add button Be sure to double check the spelling of the application name before clicking the Add button Once an application has been created its name cannot be changed though the description will still be editable GreenFolders User Manual 79 Copyright 2008 GreenFolders Inc greenfolders Create a new application from a template To create a new application from a template you must first select the template you want to use in the drop down list You may also point to a saved template on your computer by clicking the Browse button Browse and selecting it in the file browser Once you have selected the template you want click the OK button to create it Related Topics Applications GreenFolders User Manual 80 Copyright 2008 GreenFolders Inc greenfolders Auditing GreenFolders gives you the ability to configure which events you would like to log for auditing F Configuration a OO lS gt Sa 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Trigge
60. onfigured themes and an option to create a new theme You can select one of these presets or click the Create New option to open the Custom Theme window Related Topics Main Menu Custom Themes wh greenfolders Customizing the Look and Feel of Green Folders If none of the pre configured color schemes works for you you can create your own GreenFolders allows you to completely customize the look and feel of the application Dialog window Title bar Status bar Button Dropdown Date picker Text bax Tab item ai Solid Color List item List header List header cell ai List group area List group item Scroll bar Scroll bar arrow button Button bar To select a color for your custom theme select content type from the menu on the left then use the color palette controls on the right to pick a color for that content type a When you re finished click the OK button and your theme will be saved with the custom colors you ve selected Related Topics My Settings aN greenfolders Create New Folder You can create a new folder by clicking on the New Folder button on the Main Menu Doing so will open the New Folder window asking you to choose an Application a Folder Type and a unique name for your new folder After providing the folder name and clicking the OK button folder will automatically open in the GreenFolders window your newly created T New Folder Application Human Resources
61. ores Storage Plans Server Triggers Client Triggers States Priorities Auditing ST Once you have completed setting up these values for your field click the Add button Add vw greenfolders Creating an External Field To create an external field you must have already set up an external database store For more infor mation on howto set up an external database store please view the Create and Edit Database Stores topic Once you have an external database store defined follow these steps 1 Check the box that says Column already exists by clicking on it 2 From the External Database selection box choose the database you want to pull the data from 3 Now in the column selection area choose the Table and field you want to associate to 4 Optional If this field is a primary key field that will be used to associate with a folder type check the Is Primary Key checkbox Otherwise leave this unchecked For more information about associating an external primary key to a folder type view the Create and Edit Folder Types topic BB Configuration Cll ec ee 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Folder Types Attachment Types Labels Applicant First Name Database Stores File Stores Storage Plans Server Triggers Client Triggers sa Priorities Auditin A a 4 Web Application DB Fields Folder Types Attachment T Labels wi ApplicantLastName Database
62. ous step click the Prev button You will then asked to select the database from which you want to pull data Y Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers tates Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Refresh Cache Select the Database poceeccececcccecccccececcecceccccececeeecccecceceecccecceer Prev Next Cancel greenfolders Once you have chosen the database from which you want to pull data click the Next button Net If you wish to return to the previous step click the Prev button Prev Lastly you will be prompted to enter a name and description for this database store configuration 4 Human Resources Fields Folder Types Attachment Types Labels File Stores Applications recieved from Once you have entered a name and description click the Finish button Finish If you wish to return to the previous step click the Prev button Prev Related Topics Database Stores GreenFolders User Manual 89 Copyright 2008 GreenFolders Inc greenfo Fields Fields allow you to store and display da
63. ove Note button Edit Notes To edit a note simply double click a note in the list and the Edit Note window will appear greenfolders Make the changes you want by editing the note message and then save it by clicking OK Related Topics Folder Information Folder Tab GreenFolders User Manual 60 Copyright 2008 GreenFolders Inc greenfolders Folder History To view the history of actions that have occurred on a folder click the History tab near the bottom of the Folder Info screen Notes Fis 7 Results Found Search Drag a column header here to group by that column Type User Object Details Date Freeze Unfreeze Folder Administrator John Doe UnFroze Folder 12 3 2008 1 28 PM Freeze Unfreeze Folder Administrator John Doe Froze Folder 12 3 2008 1 26 PM Update Folder Administrator John Doe Updated John Doe 12 3 2008 1 17 PM You can filter the results using the search option above the results list When you enter text only items containing that text will be displayed in the History list Related Topics Folder Tab Folder Ribbon AN greenfolders Folder Properties Folder properties are placed at the top of the folder information screen Created Administrator 12 3 2008 11 55 AM Application Human Resources Folder Version 3 Last Modified Administrator 12 3 2008 1 17 PM Folder Type Employee Record Assigned Ta Administrator Created The user who created the folder plus the
64. r Triggers Client Triggers States Priorities Auditing New To create a new application click the New button New This will bring up the Create and Edit Appli cations window Please view the Create and Edit Applications topic for more information Delete To delete an application click it in the list to select it then click the Delete button Warning Deleting an application will cause all folders and files within it to be lost t greenfolders Edit To edit an application click it in the list to select it then click the Edit button Et This will bring up the Create and Edit Applications window Please view the Create and Edit Applications topic for more information Copy To copy an application click it in the list to select it then click the Copy button PY This will open the Create and Edit Applications window pre populated with the name of the application you copied and its description Related Topics Configuration Create and Edit Applications greenfolders Create and Edit Applications When creating a new application in GreenFolders you have the option of either creating a new blank application or creating an application from a template If you prefer to create your application from scratch click on the Create a new empty application option If you d rather base your new application on existing template click on the Create a new appli cation from a template opti
65. re are three tabs on the settings screen Email Server Email Templates and User Settings Email Server On the Email Server tab you can configure which email server the GreenFolders service should use to send out email notifications PF Configuration 4 greenFolders Applications Users Email Server _ Email Templat Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types smtp yourcompany com Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing greenfolders yourcompany com 4 Accounting Fields greenfolders Folder Types Labels Database Stores Storage Plans ee so Client Triggers I States Priorities Auditing Enable Email If you do not wish to enable email notifications leave this box unchecked Otherwise check it to make all email server configuration options active SMTP Server Use this field to indicate the SMTP server your corporation uses for its email service Use SMTP over SSL If your email server uses SSL check this box otherwise leave it unchecked t greenfolders Use Windows Authentication Check this box if you want GreenFolders to use the user the service is running as to authenticate against the SMTP server SMTP Server Login Required If your SMTP server requires a login to send emails check this box and provide the user name in the SMTP Login box and t
66. reenfolders Merge Button Once you are ready to merge click the Merge button Meme You will then be asked to name your new merged file Related Topics Viewing Files AN F greenfolders Viewing Files To view files in a folder click the Files sub tab in the folder ribbon hal greenFolders 2 2 Manager Documents Human Resource Documents Annotations Vee All h Files Application 1 Misc Documents 1 Sample Document 2 Sample Document Here you have access to view and edit the files in the folder Files List The Files list displays the names of all the files that are in the folder They are grouped by the defined group types You can drag and drop files to change their order and you can drag files between different group types In addition you can drag files from your desktop onto the list to add them to your folder AN greenfolders Search Attachments 7 v Application 1 John Doe s Application v Misc Documents 1 First Quarter Review You may also filter the list by typing into the search box at the top of the list This will display only those files that do contain your search text Files List Contextual Menu Right clicking on a file will bring up a contextual menu Rename Delete Copy Share Move to Copy to Freeze Open With Rename Option Selecting Rename makes the file name editable so you can rename the file Once you are finished renam
67. refresh button GD Related Topics Home Tab Folder Tab greenfolders Viewing Your Group Tasks The Group Tasks tab allows you to easily view the tasks that are assigned to your groups Folders Group Folders Tasks Group Tasks Created Tasks Inbox My Saved Search amp Group Tasks 0 Drag a column header here to group by that column Completed Folder Name Name Folder Owner Task State Assigned To Complete a Task Check the box in the Completed column to complete a task Completed tasks will be removed from the list View a Task Double click on a task in order to open the folder that contains it and to view the task itself Refreshing Tasks To refresh the list of group tasks click the Refresh button Gd Related Topics Home Tab Viewing and Completing Tasks greenfolders Viewing Your Tasks The Tasks tab allows you to easily view the tasks are assigned to you Folders Group Folders Tasks Group Tasks Created Tasks Inbox My Saved Search amp Tasks 0 Drag a column header here to group by that column Completed Folder Name Name Folder Owner Task State Due Date Complete a Task Check the box in the Completed column to mark a task as completed task completed tasks will be removed from the list View A Task Double click on a task in order to open the folder that contains it and view the task itself Refreshing Tasks To refresh the list of tasks assigned
68. res Storage Plans S Tri cient Triggers an Related Topics Attachment Types GreenFolders User Manual 97 Copyright 2008 GreenFolders Inc aN greenfolders File Stores File Stores allow you to create new storage locations for files and annotations MF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types s Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new file store click the New button o New This will open up the Create and Edit File Stores window Please view the Create and Edit File Stores topic for more information Delete To delete a file store click it in the list to select it then click the Delete button Delete Warning deleting a file store will cause all files that stored within it to be lost Edit To edit a file store click it in the list to select it then click the Edit button Edit This will open up the Create and Edit Attachment Types window Please view the Create and Edit File Stores topic for more information t greenfolders Copy To copy a file store click it in the list to select it then click the Copy b
69. rs Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing F e El HI T E e T e H el e T E I T e E T e a FI Create Folder Copy Folder Update Folder Delete Folder View Folder Freeze Unfreeze Folder Reassign Folder Break Lock Create Attachment Update Attachment Delete Attachment View Attachment Create Folder Note Update Folder Note Delete Folder Note Create Attachment Note Update Attachment Note Delete Attachment Note Create Annotation Update Annotation Delete Annotation Create Task Update Task Delete Task Reassign Task Create Task Note Update Task Note Delete Task Note Task Completed Log when a folder is created Log when a folder is copied Log when a folder has been updated Log when a folder is deleted Log when a folder is viewed Log when a folder is frozen or unfrozen Log when a folder is reassigned Log when user breaks the lock Log when an attachment is created Log when an attachment is updated Log when an attachment is deleted Log when an attachment is viewed Log when a folder note is created Log when a folder note is updated Log when a folder note is deleted Log when an attachment note is created Log when an attachment note is updated Log when an attachment note is deleted Log when an annotation is create
70. s Image Files t greenfolders Open File in a New Window It s often useful to be able to view files in their own windows and greenfolders provides plenty of flex ibility here To open a file in a new window right click on the file s title in the file list to bring up the con textual menu Navigate to the Open With option to see the sub menu Here you have three options Preview Window Option Choosing the Preview Window option will open the file in a new read only window Editable Window Option Selecting the Editable Window option will open the file for editing in a new window You will have all of the annotation controls so that you can manipulate the pages as you normally would While this file is open in a separate window you will not be able to view it in the main GreenFolders window Native Program Option Choosing the Native Program option will launch the program associated with the file type with the selected file open Related Topics Viewing Files s greenfolders Text Files GreenFolders supports the viewing and editing of text files All Files Manager Documents This is a sample Text Document Human Resource Do Attachments z Application 2 sample Document Merged Document Misc Documents 3 Si le Document 2 4 Seaslehicicliy a The folder must be in edit mode in order to modify the text Otherwise you will only be able to view the content of the file Related Topics V
71. s that are displayed in the Assign To list Description t greenfolders Filter The Filter option limits display to just users or just groups By default this filter is set to None Search The Search option limits display to groups and or users containing the search text you enter For exam ple if you enter Jo in the Search field only users or groups with Jo in their user or group names will be displayed Related Topics Folder Ribbon oi greenfolders Copy Folder Clicking the Copy button COPY in the folder ribbon will pop up the Copy Folder window Copy Folder By default the name in the Folder Name field will be Copy of plus the original folder name You can accept this default name or Choose a new unique name for the new folder that will be a copy of the orig inal Click the OK button hoa continue Related Topics Folder Ribbon we greenfolders Detach Folder a Clicking the Detach Folder button E in the folder ribbon will open up the folder in its own window instead of a tab inside the main window This is a useful feature that allows you to customize the way you work with folders and files L ee ad Employee Information First Name John Hire Date If a folder has been detached you can click the Detach Folder button again to pop it back into a tab in the main GreenFolders window Related Topics Folder Ribbon t greenfolders Freezing an
72. so that you have easy reference to it greenfolders To create a saved search configure an Advanced Search with all of your desired evaluation items then Save click the Save button You will be prompted to provide a name for the search This is the name that will appear for your search on the Home screen Name My Saved 5 earch Cancel OK Choose an appropriate name for your search and then click the OK button The search will now be added to the Saved Searches pane on the left of the Advanced Search tab Y greenFolders 2 2 k y j Quick Search i Advanced Search Ta ee E nome Advan l cd o Saved Searches My Saved Search Name My Saved Search Match All of the following conditions Assigned To Is Administrator Search Connected to IPADDRESS Logged in as Administrator t greenfolders Now every time you need to perform this search you can select it from the Saved Searches menu and click the Search button search You can make adjustments to your saved search by chang ing the conditions of the search and then clicking the Update button Update To make the saved search viewable on your homepage click the checkbox next to its name in the list You can also drag and drop the entries on the Saved Searches list to reorder them To clear the current search and compose a new one click the Reset button Reset _ View related topics Search Results Tab Home Tab GreenFolders Contact
73. ss to functions specific to the file you are viewing Notes 0 Share Edit Remove Attachment Freeze Notes Button The Notes button otes 0 displays how many notes are in the file Clicking this button will show the file notes window View the File Notes topic for more information Share Button Clicking the Share button 2 2 will show the Share File window with the file you are viewing View the File Sharing topic for more information Edit button Clicking on the Edit button Edit will allow you to edit the file s properties View the Edit File Properties topic for more information Remove File Button Clicking on the Remove File button eve Attachment will remove the file you are currently viewing A confirmation prompt will pop up and ask you to verify you want to remove the file Clicking yes to this prompt will remove the file Freeze Button Freeze Clicking on the Freeze button will cause the attachment to become frozen so that no one may make changes to it The frozen file button will appear in the file ribbon once the file is frozen Clicking this icon will unfreeze the file so that it may be edited again Related Topics Folder Tab Viewing Files AN F greenfolders File Sharing One of the great strengths of the GreenFolders system is its ability to share files with others To share con tent choose the content you want to share either by selecting the file from the files list or by selecting the
74. stem values are wrapped with and are replaced with the appropriate value before the email is sent Acceptable replacement key values are CreatedBy CreatedDate H LastModified By LastModified Date Revision IlsFrozen Ap plicationName RecordTypeName HHRCN H Name H AssignedTo H AssignedBy H AssignedDate RecordPriority E greenfolders RecordState TaskPriority H TaskState DueDate IsCompleted CanReassign CompletedDate H CompletedBy CC Using the CC option you may specify that the system send a particular user or multiple users copies of emails of the selected notification type You may manually type in emails separated commas or use the Browse button to select users from a list Subject This is the subject of the email notification Message This will be the message body of the email notification User Settings These settings allow you to change properties concerning the management of users PF Configuration 4 greenFolders es Te Applications User Settings Users Groups System Messages Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Pr
75. ta for folders PF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing Column Name 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new field click the New button New This will bring up the Create and Edit Fields window Please view the Create and Edit Fields topic for more information Delete To delete a field click it in the list to select it then click the Delete button Edit Edit This will bring up the Create and Edit Fields window Please view the Create and Edit Fields topic for more information Copy To copy a field click it in the list to select it then click the Copy button PY This will open the Create and Edit Fields window pre populated with the name of the field you copied and its description To edit a field click it in the list to select it then click the Edit button iders t greenfolders Import To import multiple fields at once from an external database click the Import button Import For more information view the Import Fields topic Related Topics Configuration Create and Edit Fields Import Fields vw
76. te Created By Due Date A ni Cn Administrator Performance Res New Administra 12 5 2008 5 Performance Review for 2008 Sit down with John and go over his performance for the last quarter Complete tasks by checking the complete checkbox oam jom 2 To view a task click on the name of the task in the list on the left This will populate the task information pane on the right From here you can view all of the properties of the task and change them if you like If a task is overdue i e past its due date and time it will be shown in the list with its title in red Task Notes Task notes function identically to Folder Notes Please view the Folder Notes for more information on cre ating and editing notes Related Topics Folder Tab Creating and Editing Tasks we greenfolders Add Files The Add Files windows tool allows you to add files to a folder and also to set the attachment type and label for each file Checking this will remove the file fram the Inbox after the file is assigned Delete Preview Attachment Name Attachment Type L SampleDocument Application i eee Click the header Hover over the Sa icon to see a Pe ae i group and label oa selections for all preview window paint Check All Uncheck All Depending on where you are adding files from you may need to specify the particular folder to which you want to add files To specify a folder
77. te and Edit Users window pre populated information Related Topics Configuration Create and Edit Users A greenfolders Create and Edit Users To create a new user you can navigate between the tabs and configure the various settings as described below Once you are done setting up the user click the Create button General Tab On the General tab you can specify the following e Username e User password e Display name e Email address e Description optional e User account is disabled setting optional e Password never expires setting optional e Cannot change password setting optional e Require password change on next login setting optional ee John greenFolders com John Doe Corporate Accountant GreenFolders User Manual 147 Copyright 2008 GreenFolders Inc vw greenfolders Member Of Tab The Member Of tab allows you to make this user a member of a group to inherit its security privileges MF Configuration 4 greenFolders Applications Users Seneral Member Of Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing To make this user a member of another group click the Add button Add This will open the Select Members window In this window choose the group you want to make this user a member
78. thumbnails of the specific pages from the document Then simply right click one of the files or pages from your selection and choose the Share option T Share Files sample Document 2 pdf Choose Annotations If the file you want to share has annotations you can choose which annotations to include Save to Disk Button Clicking the Save to Disk button Save To Disk will prompt you for a folder location on your computer It will then save the files to this location E mail Button Clicking on the E mail button will open your default email application so you can com pose anew e mail message with the file s already attached a ae Related Topics Viewing Files Thumbnail Viewer greenfolders Files GreenFolders Cannot Render Natively When you select a file that GreenFolders cannot render you will be given the option to open it with its native program Y greenFolders 2 2 Quick Search joe 4 Home C5 Folder Info Labels All Files Manager Documents Lar har Ae Human Resource Do Search Attachments v Application 2 Sample Document Merged Document Misc Documents 2 Word Doc _ Sample Document 2 Connected to IPADDRESS Clicking the Open File button Go Advanced Search Attachments Tasks Add Attachments Print Notes 0 Share Edit Remove Attachment Freeze Cannot render this file press open file to view the file with its native program Open File File
79. ting it or by typing it into the Activation Key field Once you have entered your key click the Acti vate button Activate If you do not have an Activation key you may get one by clicking the Request Evaluation button Request Evaluation This will open the Request Evaluation Key window bel Request Evaluation Key foide Request Evaluation Key Name Email Request Cancel i green olders Enter your name and a valid email address and then click the Request button Request An email message with an activation key will be sent to the address you provided Once you have activated GreenFolders click the Next button to continue Step 3 Create Template Application bagende ee one Using a template gives you a base configuration you can then use to customize to fit your business If you want to use a template click on the Create a new application from a template option Otherwise you may skip this step by choosing Do not create a new application Note You may create a new application from a template later in the GreenFolders Configuration window For more information please view the Create and Edit Applications topic E greenfolders Step 4 Selecting a Template greenFolders greenfolders Select which template you want to use from the drop down list You may also point to a saved template on your computer by clicking the Browse button and selecting it in the file browser Onc
80. tion 4 greenFolders Applications Users o Messages O New Delete dit Settings Name Description Database Store File Store Licensing Default Storage Plan Default Storage for all Folder Types in Human Resources GreenFolders DB GreenFolders Storage 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing New To create a new Storage plan click the New button New This will open up the Create and Edit Stor age Plans window Please view the Create and Edit Storage Plans topic for more information Delete To delete a storage plan click it in the list to select it then click the delete button _ Delete Warning deleting a storage plan will cause all folders and files that were stored in it to no longer be retrievable Edit To edit a storage plan click it in the list to select it then click the Edit button Edt This will open up the Create and Edit Storage Plans window Please view the Create and Edit Storage Plans topic for more information t greenfolders Copy To copy a storage plan click it in the list to select it then click the Copy button PY This will open the Create and Edit Storage Plans window pre populated with the same dat
81. torage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Human ResourcesDefault Default Encore DB Store Web Applications DB i icati New To create a new database store click the New button New This will open the Create New Database Store Wizard window Please view the Create and Edit Database Stores topic for more information Delete To delete a database store highlight in the list by clicking on it then click the Delete button Delete Warning Deleting a database store will make any Folders and Files that were stored in it E Edit To edit a database store click it in the list to highlight it then click the Edit button Edt Please view the Create and Edit Database Stores topic for more information aN greenfolders Copy To copy a database store click it in the list to highlight it then click the Copy button PY This will open the Create New Database Store Wizard window pre populated with the specified database store information and copy of prepended to its name Please view the Create and Edit Database Stores topic for more information Related Topics Configuration Create and Edit Database Stores E greenfolders Create and Edit Database Stores To create a new database store you must first specify whether it will
82. unable to access the specified functionality even if that user s group permissions allow it Clicking on the plus and minus signs to the left of parent privilege will display its children so you can give more granular control to the user Clicking on a parent privilege checkbox will cause all of the child privileges to be checked or unchecked as well Related Topics Users E greenfolders Search Results Tab The Search Results tab gives you the results of your advanced search or of your quick search if there was more than one result F greenFolders 2 2 gt Drag a column header here to group by that column Folder Name Folder State Assigned Date AssignedTo Application Folder Type Jane Doe 12 19 2008 4 53 PM Administrator Human Resources EmployeeRecords John Doe 12 19 2008 4 53 PM Administrator Human Resources EmployeeRecords John Rogers 12 19 2008 4 19 PM Administrator Human Resources EmployeeRecords Open Folder To open a folder in the Search Results list double click on its title You can also select the folder and then click the View button View at the bottom of the screen Either way the folder will be opened in anew tab Related Topics Advanced Search Quick Search Folder Tab vw greenfolders Server Configuration The server configuration screen allows you to choose the GreenFolders server to which you would like to connect The first thing you have to determine is yo
83. une layouts Decrease Grid Size The Decrease Grid Size button Le decreases the distance between the grid lines Increase Grid Size The Increase Grid Size button increases the distance between the grid lines Form Properties Form Properties Name Form 1 Width 612 Height 792 Paper Presets Pages a In Form Properties you can set the following attributes Name This is the name that will appear in the form tab greenfolders Width This setting determines the width of the pages Height This controls the height of the pages Paper Presets This is a list of preset page sizes Choosing one of these such as Letter or Legal will set the width and height of the form Pages This determines how many pages are in this form Available Fields The available fields area allows you to view the defined fields that are available to place on the form Drag and Drop Available Fields Date Of W Employee Nu mber M To place a field on the form click drag and drop it onto the desired location on the form You may also optionally select the fields you want on the form by holding ctrl and clicking them and then click the Add Selected button illest Layout Properties When you select a field on the form the Layout Properties box will appear in the right menu Width Height 26 In the Layout Properties you may set the following attributes X This
84. up the annotation contextual menu This menu allows you to perform three actions Properties Delete Burn Properties Menu Option Clicking the Properties menu option will pop up a annotations properties window Here you have access to all properties of the annotation Delete Menu Option Clicking the Delete menu option will remove the annotation from the layer t greenfolders Burn Menu Option Clicking the Burn menu option will cause the image to be re rendered with the selected annotations embedded into it Once annotations are burned they cannot be removed from the image Line Tool The Line tool enables you to draw lines on the image With this tool selected click and drag on the image to draw a line Text Tool A Las l l The Text tool allows you to add text to the Image After clicking this tool click on the image and begin typing If you need to modify the text of a text annotation select the selection tool and then dou ble click on the text annotation you want to modify Stick Note Tool Using the Sticky Note tool YOU Can create a text annotation that is styled to look like a sticky note Rectangle Highlight Tool The Rectangle Highlight tool allows you to highlight a portion of the image click and drag to create the highlight Redact Tool E The Redact tool allows you to redact a portion of the image which is helpful when you need to pro tect sensitive information contained in the image W
85. ur Connection Type which is selected via a drop down selec tion list There are two connection types to choose from Local or Remote Local Connection Type Choosing the Local connection type will allow you point directly to a GreenFolders database rather than to a pre configured GreenFolders application service If your not sure which connection type you should choose contact your GreenFolders administrator hal Server Configuration Wizard To connect directly to a local GreenFolders database you need to specify the database server the type of authentication to use and the name of the database E greenfolders You can test the connection setting by clicking the Test button Test Once you have your con nection configured the way you want it save your settings by clicking the Save button 7 Remote Connection Type Choosing the Remote Connection Type will allow you to point to a computer running a pre configured GreenFolders application service To use this option simply identify the Server either by name or IP address e g GreenFoldersServer www mycompany com 192 168 0 2 You must also specify the port that the GreenFolders service is run ning The default setting is 7770 If you re not sure what settings to use contact your system admin istrator for help You can test the connection setting by clicking the Test button Test Once you have your con nection configured the way you want it save your s
86. utton PY This will open the Create and Edit Attachment Types window pre populated with the name and description of the attach ment type you copied Related Topics Configuration Create and Edit File Stores greenfolders Create and Edit File Stores To create a new file store simply provide a name description and path for it and click the Add button Related Topics File Stores GreenFolders User Manual 100 Copyright 2008 GreenFolders Inc Folder Types my green olders Folder types allow you to define specific fields and security privileges for each type independently This can be useful to limit some users access to certain information PF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing 4 Accounting Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Triggers Client Triggers States Priorities Auditing Description Display Name New To create a new folder type click the New button New This will open up the Create and Edit Folder Types window Please view the Create and Edit Folder Types topic for more information Delete To delete a folder type click it in the list to select it then click the D
87. utton Add 5 open the Select Members window In this window choose the group you want to make this group a member of and then click the OK button GreenFolders User Manual 116 Copyright 2008 GreenFolders Inc vw greenfolders 1 yti rators System Ad ministrators Group Human Resources Human Resources Group To remove the current group s membership in another group click the name group you want to remove then click the Remove button Remove Members Tab The Members tab allows you to view the users and groups that are currently members of the group you are viewing A greenfolders You may also add more users or groups as members by clicking the Add button Add This will open the Select Members window Administrators Group Human Resources Group GreenFolders User Manual 118 Copyright 2008 GreenFolders Inc t greenfolders Click to select the members you want to add to the group then click the OK button Lox To remove members from this group click on the member you want to remove and then click the Remove button Remove Security Privileges The Security Privileges tab allows you to specify what members the group can or cannot do MF Configuration 4 greenFolders Applications Users Groups System Messages Settings Licensing 4 Human Resources Fields Folder Types Attachment Types Labels Database Stores File Stores Storage Plans Server Tri

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