Archiving Documents from the Mailroom
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Advisors and Office teams receive documents in many ways. Some documents once received, require additional processing and review. These documents will be indexed and pushed to the appropriate workflows within Docupace. Other documents just require archiving - indexing and filing to an appropriate electronic filing cabinet. Once indexed and filed, no additional processing is needed. |
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Archiving Documents |
Click on images to expand them.
To archive a document, perform the following steps:
Step 1: Go to My Tasks -> Mailroom on your Dashboard, and click on the item containing the documents you want to archive.
Navigating to Mailroom
Step 2: The work item panes open. Go to the Unindexed Documentssection on the left pane and hover your mouse pointer on the document record. Click on the pencil icon to open the Detailsform of the document.
Details Page
Step 3: Click on the arrow icon (>) next to the Detailsform. A pop-up window containing a single drop-down field appears. Use this field to select the folder you wish to place the document into. In this example, we are archiving the document into the Client Documentsfolder.
Document Archiving Drop-down Field
Step 4: The respective Details fields for the Client Documentsfolder type appear. As shown in the image to the right, the form is updated to display the folder type. The folder type will determine which indexing fields are to be available for entry. (Refer to Step 3).v
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There are different indexing needs. For example, filing a document |
under Client Documents |
is different from filing a document |
under My |
Personal Documents. So, on selecting any other type (such as ‘My Personal Documents’), the system displays fields that are different. |
Step 5: The client filing cabinets follow a three-tier structure
–– Client Folder, Client Subfolder,
andand Client Document.
SoSo, a document must be filed into a subfolder.
Different System Displays
Creating Subfolders
Once we index the document, we must determine which account (subfolder) the document belongs to.
To
To add a subfolder, perform the following steps:
Step 1: Click on the arrow icon ( ) next
toto Details section. From the pop-up window that opens, click on
thethe Subfolder link.
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The links in the pop-up window enable you to quickly navigate to the different sections on the page. In this instance, we are navigating to |
the Subfolder section. You can also scroll down to get to the sections listed. |
Quick Navigation Links
Step 2: Click the Add button in the Subfolder section.
Add Subfolder
Step 3: To search for a subfolder, enter search criteria to filter down the results. Put a
checkmarkcheck-mark next to the subfolder you would like to add the document to and then click Select to add the selected subfolder
or click anywhere on the subfolder line.(s).
Subfolder Search
Step 4: The document is now present under Client Documents instead of Unindexed Documents. Click on the Archivebutton to remove the document from the Mailroom.
v The archived
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The archived Client Document |
is now saved within its |
corresponding Client Folder and Client Subfolder. |
Archive Button