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Redtail Imaging: A First Steps Guide

The below information is intended as a reference for both existing and new users of Redtail Imaging. We will attempt to provide all of the information (or links to all of the information) that you will need to set up and use your Imaging database efficiently.

 

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ACTIVATING YOUR IMAGING SUBSCRIPTION

Getting set up with your Imaging database is simply a matter of contacting Redtail's Sales Team to request that we enable this for you. Note: this does require that we speak with your CRM Database Owner, in order that we can run a quick security check to verify they would like to purchase an Imaging subscription. That said, any database user can request a 30 day trial version of Imaging which, if you elect to activate, can be turned on after running the database owner security check.

IMAGING DOCUMENTATION

We'll provide links below to specific Imaging topics, but be aware you can find all Imaging documentation here.

SITE NAVIGATION

Take a quick look here at your options from the navigation bar running across the top of your Imaging account.

SYSTEM LIBRARIES

Every Imaging database contains three Libraries by default — you can read more about the Imaging Libraries here.

USER LIBRARIES

You can now create your own Libraries in Redtail Imaging — learn how here.

FOLDER STRUCTURE

While you can add or remove Folders from your Imaging database at any time, we do recommend that you spend some time thinking about the type of Folder structure that will work for your office (of course since you can now create User Libraries, that Folder structure may be different for those with their own User Libraries in your Imaging database). We do recommend that you adopt consistent methods for both Folder and Image naming, in order that you might improve your reference / search capabilities for similar files. We also recommend that your Folder structure not be any larger than is necessary — while you want to be organized in your approach to filing, you don't want to over-organize to the point of frustration.

Once you've determined the Folder structure you intend to use, you can either use Retriever for Imaging to drag and drop the structure from your local machine into its parent folder within Imaging or you can use the Copy Folder method within Imaging to use it over and over again.

LINK FOLDER TO CRM CONTACT RECORD

After creating a Folder for a client within Imaging, it is a good practice to link that Folder to your client's record in your CRM in order that you might access their files that have been scanned or uploading into Imaging from their Contact Record in the CRM. Learn how here.

SCANNING AND UPLOADING IMAGES

There are three methods for getting your images (files) into Redtail Imaging: Scanning, Uploading directly or Uploading via Retriever for Imaging.

MANAGING AND APPLYING PERSONAL INDEXES

It is a good practice to add Personal Indexes to your Images as you upload them. Personal Indexes are available to give you greater search capabilities than those available through the general search in Imaging. They allow you to decide the ways in which you might want to search for an Image and the capability to then index Images according to the personal indexes you’ve created. Learn more about Personal Indexes here.

SEARCHING INDEXES

The primary reason for applying indexes is to facilitate quick retrieval when necessary. Learn how to search your Personal Indexes here.

DOWNLOADING AN IMAGE

Downloading files from Imaging is quick and easy — details are here.

SEARCHING FOR FOLDERS OR IMAGES

In addition to the search capabilities provided you by Personal Indexes, you can search for specific Folders or Images within your Imaging database based upon their Name. Learn more here.

MOVING, COPYING, RENAMING FOLDERS

At times you may need to Move a folder, along with its sub-folders and all images, to a different area within your Imaging database. The process for doing so is straightforward.

At other times you may want to Copy a Folder structure (a top level Folder along with its sub-folders, not including any Images) within your Imaging database. The most likely reason for doing so is as a time-saving device. As an example, let's say you've created a Folder structure for one of your clients within Imaging that contains the structure of sub-folders you believe will serve well as a template Folder structure for other clients. You might want to copy that Folder structure in order that you can quickly find it in the future when you add new clients to one of your Imaging Libraries. You can learn how to Copy Folders here.

Renaming Folders may sometimes be required as well. Instructions for doing so are here.

MOVING AND RENAMING IMAGES

At times you may need to move an Image to a different area within your Imaging database. As with moving Folders, the process for doing so is straightforward.

Renaming Images may sometimes be required as well. Instructions for doing so are here.

DELETING FOLDERS / IMAGES

Deleting Folders or Images from your Imaging account can be performed either individually or in bulk. Learn how to accomplish this here.

ACTIONS ICONS

Many of the most common tasks you perform within Imaging are accessible from the Actions Menu for Folders and the Actions Menu for Images.

LOG HISTORY, FOLDER HISTORY, IMAGE HISTORY

You can view a Log History for your Imaging database, for a specific Folder or for an individual Image.

RETRIEVER FOR IMAGING

After signing up for Imaging services, Retriever for Imaging allows you to upload, manage and archive documents from any location on any computer into your paperless office provided by Redtail. Learn more about Retriever for Imaging here.

 

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