Filing Documents from the External Tray

enaio® webclient • 11.10 »

The external tray manages documents that were created using various local applications, independent of enaio®, and that were transferred to the external tray in enaio® or in enaio® webclient as a desktop application for future filing in the enaio® mobile filing system. It is only available to users of enaio® webclient as a desktop application and enaio® mobile.

The browser application of enaio® webclient does not support external trays.

You can find information on how to transfer documents to the external tray in Transferring Documents to the External Tray.

There are several ways to store documents in the external tray in the enaio® filing system:

The following functions for filing documents are available in the context menu of the external tray:

Files the document you selected in the external tray in a previously opened location.

  1. Open a filing location in enaio® webclient as a desktop application or in enaio® mobile.

  2. Then go to the main menu and open the External tray icon External tray.

  3. In the external tray, select the document you want to file.

  4. Right-click (enaio® webclient and enaio® webclient as a desktop application) or press and hold (enaio® mobile) to open the context menu.

  5. Click or tap on the File in opened location icon File in opened location icon in the context menu.

    A menu opens in the workspace with a list of object types that match the document that can be stored in the open filing location.

  6. Click or tap on the desired object types.

    The Creation dialog will open in the workspace with an index data form and an Add content area containing and the selected document shown as a thumbnail preview.

    The following applies if you are using enaio® mobile on a smartphone:

    • On smartphones, open the Add content area by tapping the Add icon Plus icon in the title bar of the Creation dialog.

    • The drag-and-drop function is not supported in enaio® mobile.

    • In the case of object types that allow images, you can access the camera or local file system by:

      • tapping on the Camera icon Camera or Folder icon Folder icon in the Add content area if the device you are using runs on the Android operating system.

      • tapping on the Add content area if you are using an iOS device.

    • Alternatively, you can share a file with another app on your device in enaio® mobile. The file is then automatically loaded in the Add content area in enaio® mobile.

  7. Complete the index data form in the Creation dialog.

  8. Click or tap on the Save icon Save icon.

The document is filed and displayed in the content area of open filing location.

Provides a list of all checked-out documents and variant documents for filing. The checked-out document is replaced by the document from the external tray.

This function is only available to enaio® webclient as a desktop application and enaio® mobile users if other documents have been checked out by the user.

  1. Open the External tray icon External tray and select a document.

  2. Right-click (enaio® webclient and enaio® webclient as a desktop application) or press and hold (enaio® mobile) to open the context menu.

  3. Click or tap on the Check in icon Check in as document icon in the context menu.

    A Check in filing object list with the documents you have checked out opens. The list is sorted in descending order by date. The last document checked out is at the top of the list.

  4. In the list, click or tap on the document you want to check in.

    The Check in filing object list closes.

    The selected document is removed from the external tray and replaces the checked-out document.

    The index data form of the checked-out document opens.

  5. Complete the index data form.

  6. Click or tap on the Save icon Save icon.

The index data form closes and the location of the document opens.

The document is checked in, and the document lock for other users is removed.

Stores a document designated as a variant in enaio® Office Add-In NG.

If you cancelled the operation to file a document as a variant (see Add as a new variant or as a new PDF variant) in enaio® Office Add-In NG, the document is transferred to the external tray of the desktop application of enaio® webclient so that you can file it as a document variant at a later time.

This feature is only available to users of the desktop application of enaio® webclient if the operation to file an edited e-mail as a variant was aborted in enaio® Office Add-In NG.

  1. Open the External tray icon External tray and select the document you edited with enaio® Office Add-In NG that you want to file as a variant.

  2. Right-click to open the context menu.

  3. Click the Insert as variant icon Add as variant icon in the context menu.

    The variant administration screen of the edited document opens in the workspace.

  4. Use the functions available in the context menu in variant administration to create a new main variant, parallel variant, or sub-variant (also see Managing Variants).

    The Create variant dialog will open in the workspace with an index data form and an Add content area containing the selected document as a thumbnail preview.

  5. Complete the index data form in the Create variant dialog.

  6. Click the Save icon Save icon.

    The Create variant dialog containing the index data form and the Add content area closes.

    Variant administration now opens.

    The edited document is added as a new variant in Variant administration.

  7. Click the Cancel icon Close icon.

Variant administration closes, the document is checked in again, and the document lock for other users is removed.

You can also file documents from the external tray in an open location via the context menu. The context menu provides the following options for filing a document from the external tray in an open location:

The object to be filed in the external tray corresponds to the object types you are allowed to create at the open filing location.

  1. Open a filing location in enaio® webclient as a desktop application or in enaio® mobile.

  2. Select a folder or register in the register tree of the filing location and right-click. Alternatively, you can right-click in the empty space in the content area.

    The following applies if you are using enaio® mobile:

    Select a folder or register in the register tree of the filing location, then press and hold the entry until the context menu opens. Alternatively, you can also use the More actions icon More actions function you’ll find in the Create object icon New menu in the title bar of the filing location.

    The following applies if you are using enaio® mobile on a smartphone:

    On smartphones, the navigation and content areas are not placed next to each other due to space constraints. You can switch to the navigation area by tapping the Register tree icon Register tree icon in the title bar of the filing location. Tap the Arrow icon Arrow icon to return to the content area.

    In the content area that opens, click in the empty area beneath the object list until the context menu with the Create object icon New function appears.

    The context menu now opens.

  3. Click or tap on the Create object icon New icon in the context menu.

    A menu opens in the workspace with a list of object types that can be stored in the open filing location.

  4. Click or tap on the desired object types.

    The Creation dialog with an index data form and an Add content area with a Add Drag & Drop icon Plus icon will open in the workspace.

  5. Fill out the index data form in the Creation dialog.

  6. Go to the From external tray tab in the Add content area and select the document you want to store from the external tray.

    The following applies if you are using enaio® mobile on a smartphone:

    • On smartphones, open the Add content area by tapping the Add icon Plus icon in the title bar of the Creation dialog.

    • The drag-and-drop function is not supported in enaio® mobile.

    • In the case of object types that allow images, you can access the camera or local file system by:

      • tapping on the Camera icon Camera or Folder icon Folder icon in the Add content area if the device you are using runs on the Android operating system.

      • tapping on the Add content area if you are using an iOS device.

    • Alternatively, you can share a file with another app on your device in enaio® mobile. The file is then automatically loaded in the Add content area in enaio® mobile.

    Then go to the From external tray tab and select the document you want to store from the external tray.

  7. Click or tap on the Save icon Save icon.

The document is created and displayed in the content area of the filing location.

You can also file documents from the external tray in the enaio® filing system on the variant administration screen of a W-Document.

  1. Select the document (for example, from a hit list, in the inbox, or at a filing location) to which you want to add a document from the external tray and right-click to open the context menu.

  2. Click the Variant administration icon Variant administration icon in the context menu.

    This feature is only available if the document is not checked out.

    The variant administration now opens.

  3. Use the functions available in the context menu in variant administration to create a new main variant, parallel variant, or sub-variant (also see Managing Variants).

    The Create variant dialog will open with an index data form and an Add content area containing a copy of the selected document shown as a thumbnail preview in the workspace.

  4. Delete the existing document in the Add content area by clicking the Delete – icon icon in the thumbnail preview.

    The document with the thumbnail preview is deleted.

  5. Go to the From external tray tab and select the document from the external tray.

  6. Complete the index data form in the Creation dialog.

  7. Click the Save icon Save icon.

    The Create variant dialog containing the index data form and the Add content area closes.

    Variant administration now opens.

    The document is added as a new variant in Variant administration.

  8. Click the Cancel icon Close icon.

Variant administration closes, and the document from the external tray is transferred to the enaio® filing system.

The external tray of desktop application of enaio® webclient and the external tray of enaio® mobile work separately from each other. Documents in the external tray of desktop application of enaio® webclient are not shown in the external tray of enaio® mobile – and vice versa. Please also note that separate external trays are created for each user and device; external trays of other users and those found on other devices are not displayed or synchronized.