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Archiving Documents from the Mailroom

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.

Table of Contents

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 Documents section on the left pane and hover your mouse pointer on the document record. Click on the pencil icon to open the Details form of the document.

_{Details Page}

Step 3: Click on the arrow icon (>) next to the Details form. 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 Documents folder.

_{Document Archiving Drop-down Field}

Step 4: The respective Details fields for the Client Documents folder 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).

Note

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, and Client Document. So, 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 add a subfolder, perform the following steps:

Step 1: Click on the arrow icon ( ) next to Details section. From the pop-up window that opens, click on the Subfolder link.

Note

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 check-mark next to the subfolder you would like to add the document to and then click Select to add the selected subfolder(s).

_{Subfolder Search}

Step 4: The document is now present under Client Documents instead of Unindexed Documents. Click on the Archive button to remove the document from the Mailroom.

Note

The archived Client Document is now saved within its corresponding Client Folder and Client Subfolder.

_{Archive Button}