Folder Window

enaio® client • 11.10 »

If you double-click on a folder or register in the hit list to open it or press Open, the folder window will open as the location. In the 'Settings' dialog (ENAIO ribbon tab > Settings > Result window > Show separators), choose if you want to show or hide the status bar and separators.

The folder window is separated into three areas: the navigation area on the left, the content area at the top right, and the optional link area at the bottom right. You can adjust the width of areas by dragging it with the mouse. There is a status bar below the areas of the folder window.

Folder Window

Folder window – Navigation area

The navigation area contains the register tree. If you select a register or a folder, the folder name will be set in bold, and the content will be shown in the content area on the right.

The index data chosen in the settings (see 'Fields' area ) allows you to identify folders and registers in the navigation. In the 'Settings' dialog, you can additionally define whether or not to alphabetize registers and whether or not to display the number of objects contained in a register in front of each register.

The number of objects displayed does not take into account whether you have access to all objects. That is why the hit list may contain fewer objects than shown here.

Folder window – Content area

The content area lists the content of the selected register or folder. You can have the contents shown in the report or quicklook view. Click the appropriate buttons on the status bar of the result window to switch between the two views.

To hide the content area, select Options from the context menu of the folder icon in the object search. Untick the checkbox for the Show register tree option. Further options enable you to alphabetize the registers within a layer of the navigation area.

You can filter the content in the content area. In the case of filters you personally created, only the folder content conforming to the filter criteria is shown (see View Filters).

Folder window – Link area

The link area displays the links of a selected register or document. If several objects are selected, the links of the top object are shown. You can drag objects into the link area to create links. You can also filter the content in the link area (see View Filters).

Folder window – Status bar

The different view options of the folder window can be found in the status bar:

  • Quicklook view icon Quicklook view

    In the quicklook view, you will see a preview of the first page of image documents and W-Documents which are created in an Microsoft Office application. A default icon will be displayed for folders, registers, and other documents.

  • Report view icon Report view

    In the report view you will see the folder content as a list. The list columns are displayed just like they are in a hit list (see Searching for Documents). You can group the folder content (see Grouping Hit Lists).

  • Register tree icon Register tree

    All folder documents will be shown regardless of their location in registers. The navigation area will be hidden.

    Go to Options > context menu of the folder type in the object search to specify whether the folder hit list is shown as a register tree.

    Use the context menu of the objects in the left navigation area to open them in a new window.

  • Link area icon Link area

    Click the icon to show and hide the link area. The link area shows the links of a marked object.

Folder ribbon tab

The Folder ribbon tab provides the following functions:

Icon Comment

Folder ribbon – Object – Icon

Object

Opens a menu with the object types configured to create new objects. The folder, register, or document type you selected last will appear in bold in the list.

Folder ribbon – Scan – Icon

Scan

Opens a menu with the object types configured to capture images. Clicking an image object type opens the batch scan dialog (see Creating and Filing Images). The most recently selected object type will appear in bold.
Icon Comment

Folder and hit ribbon – Location – Icon

Location

The following functions are available to you for the location:

The location functions show all location relationships for a selected object in an overview. This includes filing locations, reference documents, links, and notes.

Folder and hit ribbon – Edit index data – Icon

Index data

The following functions are available to you for index data:

  • Show index data icon Show index data

    Opens the index data form of the marked object in read-only format.

  • Edit index data – icon Edit index data

    Opens the index data form of the marked object for editing (see Editing the Index Data of Documents).

In an index data form, you can open the basic parameters using the Index data form Basic parameters icon Basic parameters button in the footer of the form.
Folder and hit ribbon – Edit content – Icon

Content

The following functions are available to you for handling content:

  • Show content icon Show content

    Opens the content file of a document in read-only format for viewing with an application associated with the file type. This function is inactive for folders and registers.

  • Edit content icon Edit content

    Opens the content file of a document for editing in an application associated with the file type.

Folder and hit ribbon – Open – Icon

Open

Opens the marked object. For folders and registers, the location is displayed; for documents, the content file is opened in an application associated with the file type.
Folder and hit ribbon – Variant administration – Icon

Variants

Opens the variant administration of a marked W-Document (see Variants of W-Documents). This function is inactive for other document types, folders, and registers.

Folder and hit ribbon – Other functions – Icon

More

Click the More actions icon More icon to access the following functions:

  • Link icon Link

    Opens the link area of the marked object, where object links are listed. If links to an object already exist, the object will be flagged with a Link icon Link icon in the hit list (see Links).

  • History icon History

    The history of the marked object is displayed (see History of Documents or History of Folders and Registers).

  • Menu ribbon Start+ Hit - Properties icon Properties

    Shows the properties of the marked object with the data of the basic parameters and information that is useful when performing administrative tasks (see Document Properties or Properties of Folders and Registers). In the properties window you can, among other things, display the subscriber list of the marked object or flag the object for follow-up.

  • Image comparison icon Image comparison

    Compares two image documents in one window (see Comparing Image Documents). An additional magnifier is available for comparing images. The images can be tiled. The differences are highlighted in various colors. This function is inactive for marked objects that are not image documents.

  • Menu ribbon Object Signature icon PDF signatures

    Opens the electronic signature of signed PDF documents. This function is inactive for marked objects that have no signature (see Signing Documents Electronically).
Icon Comment

Folder and hit ribbon – Check in – Icon

Check in

Checks in a checked-out W-Document and saves any changes made to the document content (see Checking In Documents). This function is inactive for other document types, folders, and registers.

Folder and hit ribbon – Discard changes – Icon

Discard changes

Checks in a checked-out W-Document and discards any changes made to the document content. The editing state before check-out is restored. This function is inactive for other document types, folders, and registers.

Folder and hit ribbon – Delete – Icon

Delete

Deletes a marked object (see Deleting Documents or Deleting Folders and Registers). The settings of enaio® client allow you to specify whether you want to receive a confirmation dialog before deleting (see 'Confirm' area ).

Folder and hit ribbon – Create copy – Icon

Create copy

Creates a copy of the marked object (see Copying Documents or Managing Folders and Registers).

Folder and hit ribbon – Free text – Icon

Free text

Opens a text editor. You can edit the content of a link text in the editor. If there is no link or link text to the marked object, this function is inactive (see Links).

Folder and hit ribbon – Split pages – Icon

Split pages

Opens a marked image document in batch scan mode (see Creating and Filing Images). Like in batch scan mode, you can add or split images. This function is inactive for other document types, folders, and registers.

Folder and hit ribbon – Archiving – Icon

Archiving

Changes the archiving status of the marked object:

  • Menu ribbon Folder Approved for archiving icon Approved for archiving

    The object is approved for archiving and will be archived in an audit-proof manner during the next archiving run.

  • Menu ribbon Folder Not approved for archiving icon Not approved for archiving

    The object is not approved for archiving and will not be archived in an audit-proof manner during the next archiving run.

Folder and hit ribbon – Signature – Icon

Signature

Opens the marked document in signature mode (see Signing Documents Electronically). The function is inactive for objects without a signature.
Icon Comment

Folder and hit ribbon – E-mail – Icon

E-mail

Creates an e-mail for sending the marked object. You have the following options:

  • E-mail reference icon Reference

    The marked objects are attached as internal references (see Internal References).

  • E-mail content icon Content

    The marked objects are attached in the original file format.

  • E-mail Content (PDF) icon Content (PDF)

    The selected objects are attached as PDF files. If an object cannot be saved in PDF format, the original file is attached.

  • E-mail content (ZIP) icon Content (ZIP)

    The marked objects are compressed, and the compressed ZIP file is attached.

  • E-mail content (ZIP protected) icon Content (ZIP protected)

    You can also add a password to protect the *.zip file. The recipient will then need to use this password to open the file.

Folder and hit ribbon – Application – Icon

Application

Transfers the marked folder to an external application (see Links to External Applications).

Folder + hit ribbon – Clipboard – Icon

Clipboard

You need the Client: Send content as e-mail system role for the Clipboard action.

Creates a link or a copy from the marked object. The following options are available:

  • Reference

    Creates an internal reference from the marked object and copies the reference file to the Windows clipboard (see Internal References).

  • Preview URL

    Creates a preview URL from the marked object and copies the link to the Windows clipboard. This allows other enaio® users to view the content and object data of the linked object in a browser (for folders and registers, only the object properties are previewed). The object properties preview displays index data and basic parameters, as well as information on workflows, the history, notes, and follow-ups. The recipient requires a browser, enaio® login credentials, and appropriate rights to the object to use this URL.

  • Webclient URL

    Creates a webclient URL from the marked object and copies the link to the Windows clipboard. This allows other enaio® users to view the filing location of the linked object in enaio® webclient External link icon in a browser. A enaio® webclient, enaio® login credentials, and appropriate rights to the object are required to use this URL.

  • Content

    Copies the content file of a document to the Windows clipboard. The content file can be saved from the clipboard to the local file storage system, for example (for folders and registers, this function is inactive).

  • Content (PDF)

    Converts the content file of a document to PDF and copies the PDF file to the Windows clipboard. The PDF can be saved from the clipboard to the local file storage system, for example (for folders and registers, this function is inactive).

Hit + folder ribbon – Favorites – Icon

Favorites

Click the Menu ribbon Start+ Folder - Favorites icon Favorites icon to access the following functions:

  • Add to favorites icon Add to favorites

    Adds the marked object to the favorites area (see Favorites).

  • Remove favorite icon Remove from favorites

    Removes the marked object from the favorites area.

The user can also see the favorites created in enaio® client under their favorites in enaio® webclient, in enaio® webclient as a desktop application, and on mobile devices in enaio® mobile. Favorites created in enaio® webclient, in enaio® webclient as a desktop application, and in enaio® mobile are also synchronized with enaio® client.
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Folder and hit ribbon – Filter selection

Allows you to select a view filter (see View Filters).

Folder and hit ribbon – Create filter – Icon

Filters

Allows you to create a view filter (see View Filters).

Folder and hit ribbon – Refresh – Icon

Refresh

Updates the hit list after changes have been made.

Folder and hit ribbon – Suspend refresh – Icon

Cancel

Cancels an update. The folders which have already been found are shown in the hit list.

Folder and hit ribbon – High – Icon

Up

Offers you the option of navigating up one level in the folder structure.
Icon Comment

Folder and hit ribbon – Export – Icon

Export

You can choose whether to export the Export index data – icon index data (see Exporting Index Data) or the Export content icon Content of the marked documents. Index data is copied to the Windows clipboard as a table. When exporting content, it is saved in the original file format at the location you specify.

Folder and hit ribbon – Print – Icon

Print

You can print one or more selected documents. The following options are available:

  • Documents only

    With or without annotations. The contents of the marked documents will be printed.

  • List only

    Either the entire object list of the folder window or only the selected objects.

    The index data of the marked objects will be printed.
Icon Comment

Folder and hit ribbon – Start workflow – Icon

Start workflow

Will start a workflow with one or more marked objects (e.g., documents or folders) (see Starting Workflows). The marked objects are linked into the record of the workflow.

Folder and hit ribbon – Follow up – Icon

Follow up

Opens the Follow-up window. Here you can enter the data associated with a follow-up (see Follow-Ups). You can apply this function to one or more marked objects.

Folder and hit ribbon – Subscribe – Icon

Subscribe

Opens the Subscribe window. Here you can enter the data associated with a subscription (see Subscribing to Objects). You can apply this function to one or more marked objects.
Folder and hit ribbon – Share – Icon

Share

Opens the Share document window. Here you can enter the data associated with a document share (see Sharing in enaio®). You can apply this function to one or more marked documents.
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Folder and hit ribbon – Full-text search – Icon

Full text

Opens the full-text search where you can run a search covering all objects in the selected folder or register, including subregisters (see Full-Text Index Queries). To use this function, you must mark a folder or a register.

Folder and hit ribbon – Find similar objects – Icon

Find similar objects

Executes a full-text search based on the index data and the content of the selected object.

Folder and hit ribbon – Free-text search – Icon

Free text

Starts a search covering all notes and links of objects shown in the content area. After the search, the content area will show only the objects with notes and links that contain the search term.

Folder and hit ribbon – Cancel free-text search – Icon

Cancel search

Clicking this icon stops a query of notes or links (free-text search) so that all objects are once again shown in the content area.

Optimized Context Menu

The optimized context menu only contains the most frequently used functions. If you do not use optimized menus, more features from the ribbon tab will be displayed in the context menu (see 'Workspace' area ).

View Filters

The content area of folder windows can be clearly arranged using view filters that apply to the entire cabinet. Click the Filter button to set up view filters. Choose a view filter from the accompanying list. This filter can be flagged and, as a result, used every time a folder window is opened in the content area.

Select a view filter from the list of view filters on the Folder ribbon tab in the List ribbon group.

View filter selection

A selected view filter is only applied to the active folder window. The next time the folder is opened, the default filter will be applied if you have set a default filter in the Filter management window.

You set up new view filters via the filter management. Open the filter management by clicking the Filter icon Filter icon on the Folder ribbon tab in the List ribbon group.

Filter management

View filters which have already been set up for this cabinet are listed in the filter management.

  1. Click the New button in the filter management.

    A new view filter will be added.

  2. Enter a name for the view filter in the selected field. Filter names must start with a letter or number.

  3. Click Edit.

    The Configuration window will now open.

    View filter configuration

    In the Document types area, select the document types which will be shown in the content area.

    In the Creation period area, you can enter a time period for the document types:

    Open the calendar and select a date. The entry with the selected date must be enabled for it to affect the filtered results. Documents that were created before this date will not be shown.

    Specify the end of the search period in the same way. Documents that were created after this date will not be shown. If an inactive date is shown in the filter, it will not affect the search period.

    Select this option to display documents that have been created on the present day.

    Mark this option and enter the value n if you only want to show documents that have been created within the last n months.

    Mark this option and enter the value n if you only want to show documents that have been created within the last n days.

    In the Properties area, you can set the archiving properties.

    All entries are linked using the logical AND.

    You can also filter documents based on the Created by user criterion.

    You can choose the index data fields to be used as columns in the folder window in the Sorting area. Use the arrow buttons to place the columns in the Sorting area in the desired order. The objects can be sorted alphanumerically or naturally (see Default settings).

    In the Register types area, you can select the register types to be shown. All registers of the selected types will be displayed.

    The filter criteria will also be applied to the content of registers if you have enabled the relevant option.

    All register types will always be displayed in the navigation area.

  4. Confirm your entries by pressing OK.

The new filter will be displayed in the 'Filter management' window in the list of available filters.

You can edit and delete saved filters in the Filter management window.

To rename a filter, click its name and then click again to make the field editable. You can then edit the name.

If you enable a filter in the Filter management window, it will automatically be applied as the default filter every time a folder window is opened. When the folder window is opened, only documents which match the filter criteria of the default filter are initially shown. Another view filter can subsequently be set manually. If no default filter is active in filter management, the filter manually set in the folder window will be applied again when the window is opened again.

You can flag a preconfigured view filter as the default filter for each cabinet. The default filter will be applied to the content area every time the folder window is opened.

You set up default filters via the filter management. Open the filter management by clicking the Filter icon Filter icon on the Folder ribbon tab in the List ribbon group.

The preconfigured view filters are listed. Select the view filter that you want to set as the default filter. It will be used every time you open a folder window. If you do not enable a view filter, no filter will be used.