Libraries within Imaging function as separate areas where you can store your Folders and Images (files). You do have the capability to move items between Libraries, but you should decide how you are going to use your Libraries prior to creating Folders and/or uploading / scanning documents to those Folders. Making this decision isn't mandatory, but it can save you the time later on that might be required to move items around between Libraries.
You have three System Libraries within Imaging — Client, Corporate and Unfiled — but can create as many additional User Libraries as you would like:
The Client Library is where you'll want to create folders and subfolders for your individual clients to store documents pertaining to them as individuals. Note: you may instead do this within a User Library.
The Corporate Library is where you'll want to create folders and subfolders for documents not necessarily related to a particular client but rather related to your business. Note: again, you may instead do this within a User Library.
The Unfiled Library can be used however you would like, whether that be as a temporary holding location or for some other purpose.
User Libraries are not present when you begin using Imaging — these must be created on your end. You can use them as you would like, but one recommended use is to make separate User Libraries for each advisor who may be using your Imaging subscription. To create a new User Library, simply click Add under the User Library Actions menu, name the Library and click Add Library.
Each of your Libraries is set up in the same format and functions in the same way. Below is a sample portion from a Client Library, presented to show you the components you should expect to see within your Libraries:
Directly above the right-hand corner of the grid containing your Library you'll see a small menu icon:
If you click this icon, you'll see the below options:
We cover each of these options elsewhere, but just be aware that when you select one of these options, you will be adding a new folder to, uploading an image to or scanning an image to the level of the Library you are viewing when you select the option, i.e., if you were three sub-folders deep within a Library when selecting one of these options your action would occur within that sub-folder.
Now let's take a look at each of the columns displayed in your Library grids.
Column 1: Delete Selection column — selecting the down arrow here will allow you to select either All, None, All Folders, All Images, No Folders or No Images within your currently viewed Library (or Folder) and then delete your desired selection:
A brief explanation of each of these options is probably in order:
- All — clicking this selects all items in your currently viewed Library (or Folder).
- None — if you currently have any items selected, this deselects them all.
- All Folders — clicking this selects all folders only, i.e., any images here not within a folder will not be selected.
- All Images — clicking this selects all images only, i.e., only images that are not within a folder here will be selected.
- No Folders — this option is only functional if you currently have All selected or currently have some Folders and/or Images selected. In that case, it will deselect any Folders that are currently selected, leaving the selection in place for any selected Images.
- No Images — this option is only functional if you currently have All selected or currently have some Folders and/or Images selected. In that case, it will deselect any Images that are currently selected, leaving the selection in place for any selected Folders.
Once you have your desired Folders and/or Images selected, you can click the Trash icon to the left of the down arrow in the column header:
After clicking the Trash icon, you'll see the below prompt:
Make sure you read this message carefully, particularly if you're deleting Folders, as you will not be able to undo this action. We have added in the requirement that you type the word "delete" in this box to try to help prevent users from accidentally deleting items unintentionally. When you're sure you're only deleting items that you want to delete, just type "delete" here and click Delete All.
Now, let's go back to the sample portion from your Library:
Column 2: Actions Column (Folder Options) — If you click the arrow for the Actions icon next to any of your Folders, you'll see the below options:
- We cover the Uploading and Scanning options elsewhere, but just know here that you will be scanning or uploading Images to the top level of the Folder from which you selected this option. If your Images needs to go into a sub-folder instead, you'll first need to drill down into that sub-folder by clicking the top level Folder and any subsequent sub-folders until you reach it. Then you can select the appropriate Action.
- Rename folder — clicking this provides a dialog with the current name of the Folder. Just type your new name over it and click Rename:
- Copy folder — clicking this provides you with a method to copy a folder structure that you might want to reuse. An an example, you might generally use an identical folder structure for all of your clients. Once you've set that structure up for one of them, you can use this option to create a template that you can use over and over again when adding new clients to your Imaging database. As an example, let's say that you've set up your desired folder structure for client Melissa Crane and you want to make a copy of it for future use. Just select the Copy Folder option for the Crane folder and you would see the below:
Just give the folder structure a new name (perhaps something like "Client Folder Structure Template") and click Copy. Note in the screenshot above that any Images within the Folder or its sub-folders are not copied so you are creating a Folder Structure only. In the future, when you add a new client to Imaging, you can simply select the Copy Folder option for "Client Folder Structure Template" (or whatever you choose to name your copy) and give it the name of your new client.
- Move folder — this option allows you to move a Folder, along with its sub-folders and any images, to a different Folder. If you select this option for a Folder, you'll see the below:
The top level Folder for Crane, Melissa is currently in the Client Library. When you select Move Folder your Select New Location options are those within the same Library. If, however, you want to move the Folder to a different Library, you can select that under Target Library Name. Once you've selected the Library, you can then choose to move your Folder to the top level of that Library (by selecting that on the right - it will be the ROOT folder) or you can select another Folder or sub-folder within that Library. Once you've made your selection, click Move Folder, at which point you'll see the below:
Just type "move" in the box and then click Move. The folder and all of its contents will be moved to the new location you selected.
- Add new folder — selecting this will allow you to name and add a new sub-folder to the top level of the Folder from which you selected this option:
- Delete folder — selecting this allows you to delete a folder and all of its related data. This cannot be undone, so the resulting dialog requires that you enter the word "delete" in the box and then click Delete to confirm you want to do this:
- Link CRM contact — this allows you to link a Folder within Imaging to a contact's Documents area within Redtail CRM. Were we to select this option for the Melissa Crane folder within Imaging, we might see the below:
If you begin typing a part of the client's name, you'll then see options from your CRM that match what you've typed pop up as options for selection:
You would then just click "Crane, Melissa" and then click Link Folder. After doing so, you'll be able to access any of the client's Folders or Images from within their record in your CRM and the "CRM contacts linked" icon will show up within the appropriate column in Imaging:
- View / Add Indexes - this allows you to view existing or add new personal indexes to a Folder. Details are available here.
- View details — this is the final Action available to you for your Folders within Imaging. If you select this option, you might see something like the below:
Column 2: Actions Column (Image Options) — If you click the arrow for the Actions icon next to any of your Images, you'll see the below options:
- Download image —this gives you an option to Open the image or save the file to your computer.
- Rename image — this works in the exact same way that the Rename folder Action explained above does.
- Move image — this works in the exact same way that the Move folder Action explained above does.
- Delete image — clicking this provides you with a dialog just confirming that you want to delete the Image.
- View / Add indexes — the details on managing and searching indexes are addressed in other documentation. Just be aware that this is where you can actually select and apply your indexes to individual Images. Were you to select this Action for an Image, you'll see all the Indexes you've created within your Imaging database. Just apply any that are applicable and save them.
- View Details — this is the final Action available to you for your Images within Imaging. If you select this option, you might see something like the below:
Here you'll see the Library in which the Image resides, the Folder that contains it, its File Type, the date it was uploaded, who uploaded it, its File Size, how many Indexes have been applied to it and a Recent History of Actions upon the Image. You'll also see a View Full History button, which will allow you to see the historical record of Actions upon the Image.
Now, let's go back to the sample portion from your Library again:
Column 3: Name Column — this column simply displays the Name of the Folder or Image. Clicking a Folder Name will take you inside that Folder. Clicking an Image Name will provide you with the options to open or save the file to your computer.
Column 4: CRM Contacts Linked Column — in the example above you'll see that "Crane, Melissa" has an icon in this column, indicating the Folder has been linked to a Client Record within Redtail CRM, as do some of the other clients here.
Column 5: Date Added Column — this displays the Date and Time the Folder or Image was added (or, if it was added on the day you're viewing the Library, an indicator of how many hours ago it was added).
Column 6: Size Column — this will be blank for Folders but will contain the File Size for Images.
That takes care of the body of your Libraries. As stated earlier, they all function in the same manner. Let's now look at the other two areas of the page within each of your Libraries — Details and Statistics for All Images.
Details for whichever Library you're currently viewing are displayed on the right-hand side of the page:
Within this box, you'll see how many sub-folders are contained within the Library, the number of Images in the Library and the total space used by all Folders and Images within the Library.
Statistics for All Images appear directly beneath the Details box:
Statistics are for your entire Imaging database, just to serve as a quick visual reminder of how much of your total space you are currently using.
The above should provide you with most of the information you might need to successfully work with your Imaging Libraries, but certainly don't hesitate to contact our support team if you have any questions whatsoever.