Using the Retrieve Tab
- Mercedes Rothwell
Click on Images to Expand Them
The Retrieve tab provides access to your system repository. This is where you will access your files for retrieval or viewing purposes. Additionally, you can edit/update any record you locate.
Accessing Stored Information
When you click Retrieve, the different ‘File Cabinets’ that you have access to will appear in the drop-down (number of cabinets will vary based on the system/user access).
Retrieve Records
Once you select the filing cabinet, you will be directed to that cabinet’s subsystem for further action.
Select the different levels of the specific cabinet
Search fields (to drive the results).
Results (from the search).
Cabinet Subfolders
Searching for Stored Information
You will have various fields to search from. You can search using as many or as few search criteria as you prefer to generate results. Clicking Search will generate results of your entire database.
Searching by Level
Depending on the cabinet, you are always first directed to the top level of the filing system. Each level though will be shown. Selecting the specific section will allow you to search for those specific records.
Folder Levels
Searching for a Record
You have the option to modify your search parameters for each field in the search fields. You can search by “contains”, “is,” “exact”, “begins with,” “ends with,” “is empty,” or “not empty.”
Search Filters
Input values in the appropriate search fields.
Click the Search button.
The results will appear in the results table.
If you prefer to add more search criteria, repeat 1-3 with additional search fields.
You do NOT need to use the browsers back button to update your search. Simply add more search criteria.
To perform a new search, simply select Clear to clear out the information and start again.
Searching Different Filing System Levels
You can search at any level within that file cabinet/system. You are always directed to the main folder level when you select from the Retrieve tab. If there are subfolders or document levels, you’ll see them as tabs at the top of the screen. Once you click on a tab, the search criteria will adjust based on the level. In many cases, users leverage predefined searches to provide broader searches across the whole file cabinet (see Using Predefined Searches section below). In this example, the Client Folder also has a Client Subfolder and Client Documents section.
Select the appropriate tab to search for those specific records.
Repeat steps 1-4 in Searching For Stored Information section.
Storage System Levels
Using Predefined Searches
Predefined searches allow you to search for very specific details and are a great tool for advanced searching. These searches are pre-built. The predefined searches are located at the top of the search panel for that specific level and will start as Default.
When you select a search within the drop-down, you will notice that the search criteria below will change. Normally a predefined search is a combination of searches across all levels of the file cabinet that allow you to leverage ALL of your indexing data. Examples of using predefined searches:
- Searching for a specific document within a date range for a specific account type
- Searching for a specific document across a client’s entire file folder
These are very valuable, and you should become familiar with the searches that have been made available as they are in each file cabinet.
Predefined Searches
Quick Search
There is a quick search capability for the Client Folder (only). You can search by any client information (First, Last, First + Last) to generate more immediate results. Any other combination (adding comma, for instance) will generate No Results.
Quick Search
The information you type will generate results and update the search screen. If you need to perform a more detailed search, use the standard search mechanism.
Refining a Search
Opening a Record
When you hover over the record you wish to open, you will see a few icons appear. The actual action will appear when you move your cursor over the icon.
Icons | Description |
|---|---|
The folder icon will open the contents of the folder. Alternatively, simply clicking the record will yield the same result. | |
The pencil icon allows you to immediately view or edit the Details of the specific record (you will not see the content within the record ie. Subfolders or documents). | |
The house icon allows you to launch Starting Point (to be discussed further in the guide). |
| 1 | Once you select the folder to open, the contents will appear with the primary information across the top of the page. Depending on the filing system, you may have multiple levels. In this case, the subfolder shows below the main (client) folder level. | |
| 2 | Clicking a client subfolder will actually open that subfolder’s contents. Alternatively, you will see the action icons on the right side also for viewing/editing. |
Document View
Viewing a Document
When you select the record storing the document, it will open the document-related information and the document’s image.
Document Viewer
The document viewer shows the contents of the document, whether it is a scanned image or a fillable PDF form. There are different functions available to manage the document.
Document Viewer
|
|
|
|---|---|---|
Toggle Sidebar | Opens up the sidebar for you to move directly to a specific page within the document. Another part of the sidebar shows warnings regarding mandatory form fields that are not filled out yet. | |
Text Stamp | If you want to add a note to the document, select this tool. You can change the color of the stamp using the indicator when you begin typing or after you are finished. | |
Rotate Image | Allows to rotate a page. Only works on pages that do not contain fillable fields. Useful if the document is a scanned image and appears incorrectly rotated. | |
Switch Document | Allows to switch to another document that is contained within the work item. This dropdown is visible only in the viewer’s full-screen expanded mode. Especially useful if you are using the full-screen viewer on a secondary monitor. | |
Page View Adjustment |
| Allows you to zoom in or out of the document. |
Save | When updating field values in an electronic form, this is used to save your changes to the document. | |
Print: | Print the specific document. | |
Open in PDF Plugin | Open the document in a new in the Adobe PDF viewer, if it is installed on your machine. | |
Expand Image |
| Expands the viewer inside the webpage, overlaying the work item details. Clicking again, will close it back to the original view. |
Pop Out Image |
| Also opens the image in expanded view, but in a new webpage. Especially useful if you are using a secondary monitor for a more comfortable indexing experience. |
Close |
| Closes the document viewer part of the screen. The work item details can then be seen in full-screen mode. |
Links within a Folder
Moving within the Folder
If you want to go back to different levels within the folder, you can either select specific links to the folder structure in the upper left corner of your results, OR you can select the Back link in the upper right corner that will take you one level back from your results.
Exporting Search Results
If you wish to create a spreadsheet of specific search results, proceed as follows:
1 | Complete your search and click the Export button. | |
|---|---|---|
2 | You can choose to either export the Current Fields (those only visible) or All Fields (all potential fields; not just the visible ones). | |
3 | Once you select the download type, a Microsoft .xlsx file will download. Save the file on your hard drive. |