Archiving Documents from the Mailroom

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Info

Introduction

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.

Archiving Documents

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.

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.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.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 There are different indexing needs. For example, filing a document under ClientDocuments 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, and Client Document. So, a document must be filed into a subfolder.

Once we index the document, we must determine which account (subfolder) the document belongs to.

To add a subfolder, perform the following steps:

Click on the arrow icon ( ) next to Detailssection. From the pop-up window that opens, click on the Subfolderlink.v 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 Subfoldersection. You can also scroll down to get to the sections listed.

Click the Add button in the Subfolder section.

To search for a subfolder, enter search criteria to filter down the results. Put a checkmark 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.

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 Client Document is now saved within its corresponding Client Folder

and Client Subfolder

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Introduction

Archiving Documents

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Versions Compared

Old Version 1

New Version Current

Key

Introduction

Archiving Documents

Table of Contents