/".
For example, if your business has a purchasing department, you can create a document group called Purchasing, which in turn creates storage space on FileitSuite for that group. All documents for that group will be stored on FileitSuite in the following folders:
/pending/purchasing/
/documents/purchasing/
EditView Document Groups
To view a list of documents groups that currently exist in the FileitSuite database, make the menu selection Administration⇒Document Groups from the navigation bar.
 Document Groups page |
Name – The name of the document group (or subfolder).
Allow revisions - This box will be checked if revisions are allowed for the documents in the group.
Cross Links – names of parameters from other document groups that are linked to this document group. Refer to the section “Master Document Groups” for more information on cross links.
EditAdd A New Document Group
To add a new group, click on the ADD NEW ENTRY button on the Document Groups page. The Document Group Details page will appear. The information you use to fill in the input fields will be used by FileitSuite to set up the pages that get displayed when a FileitSuite user chooses to process, search, or upload a document for this group.
The top part of the page looks like the following, with the ability to add or edit up to five fields:
 Top portion of Document Groups Details page |
1. Name - Enter a name for the document group, for example Invoices.
2. Add/Edit Related Fields Button - Click on this button to display another page of fields to enter information for cross links. Refer to the section “Master Document Groups” for more information on cross links.
3. Folder Path - This non editable field displays the subfolder names on the server where documents for this group will be stored.
4. POP Email: Enter an e-mail address from which FileitSuite is to upload documents. FileitSuite can retrieve documents from an e-mail mailbox and upload them into the system. Once uploaded, the Pending Process List will be updated and the file will need to be processed.
5. Link Table - Check this box to indicate that this is a master document group. Refer to the section “Master Document Groups” for more information on this document group.
Field 1 (up to 5 fields can be specified): These fields are used to set up the web pages when a user chooses to scan, process, upload, or search for a document for this group.
6. Name – Enter the name of a field that will be used to upload, process, or search documents by, for example “Invoice #”, or "PO #", etc.
7. Mask – Enter a format that the field is required to follow. For example, if you specify a mask of “#####-##” for a field called Invoice Number, the user must enter an Invoice Number in the format "12345-67" when processing or searching for a document.
8. Min Length – Enter the minimum number of characters required for the input value.
9. Type – Select a type (Text or Date) from the pull-down menu for this field. If it is "Text", a value must manually be entered. If it is a "Date", a calendar icon will be displayed next to the field when processing or searching for a document.
10. Size – Select a size (32, 64, 128, 256 or 512) from the pull-down menu that will be used to limit the number of characters that are entered in for this field.
11. Required – Check this box if this field is a required field.
12. Searchable – Check this box if you want the capability to search by this field.
13. Repeat step 6-12 to add more fields, up to 5 fields.
The bottom part of the Document Group Details page displays the names of all the users that have been created to have access to FileitSuite.
 Top portion of Document Groups Details page |
In the "Allowed Users" area, you can choose what users have access to the document for this document group. Check the box next to each name that you wish to allow access to the group. To remove access for a user, simply click on the checked box for that user. If a user is allowed access for this document group, he or she will be able to view and select the document group name in any of the pull-down menus within FileitSuite.
Click on the SAVE button to save this new group into FileitSuite. Click on the CANCEL button to discard your changes.
EditEdit An Existing Document Group
1. On the Document Groups page, click on the group name that you wish to edit.
2. Make the necessary changes. Refer to the section Add a New Document Group for an explanation of each of the input fields.
If you edit the name of an existing document group, a new folder path will not be created for the new name in order to retain the old folder’s name. For example, if you edit “Job Files” to “Jobs”, the folders /pending/Job Files and /document/Job Files will be renamed to /pending/Jobs and /document/Jobs. All the files that were contained in the Job Files folders are now in the Jobs folders. If you want the Jobs folders to exist separate from the Job Files folders, then you need to click on the ADD NEW ENTRY button on the Document Groups page.
3. Click on the SAVE button to save your changes. Click on the CANCEL button to discard your changes.
EditDelete an Existing Document Group
1. On the Document Groups page, click on the group name that you wish to delete.
2. Scroll to the bottom of the Document Group Details page.
3. Click on the DELETE button to delete the document group.
4. You will be asked to confirm that you wish to delete the document group. NOTE: If you delete a documente group, you are deleting all the files within this document group as well as the cross links contained by the document group. Click on "OK" to delete.
5. The document group, its cross links, and all the files within the document group, will be deleted from the FileitSuite database. The name will no longer be seen on the Document Groups page.