Configure templates in PSIsafe Management

1. Select a manager from the Associated managers box. Click Add in Step 2.
2. Select the extension this template will manage and click OK.
3. Click Add to add an extension. Do not proceed to adding a file using Pick.

   You should see a No in the File exists? section before proceeding.

   You can add multiple extensions if they are properly associated with the chosen manager.

4. The file association process is complete. You can now move on to the next step.

   This template will not have an associated file and only appear on the Filer dialog when importing existing documents. It will not appear on the New selection list when creating a new document.

5. Click Next to proceed.

1. Select a manager from the Associated managers box. Click Add in Step 2.
2. Select the extension this template will manage and click OK.
3. Click Add to add an extension. Proceed to adding a corresponding file type to your chosen extension using Pick.

   You should see a Yes in the File exists? section before proceeding.

   You can add multiple extensions if they are properly associated with the chosen manager.

4. The file association process is complete. You can now move on to the next step.

   This template will have the picked file associated with the profile, and when you select New, the picked file will be used. However, this file will not have any fillable elements, and is not eligible for Folder Index Field Form Linking.

5. Click Next to proceed.

For information on creating a template with a PDF form, see PDF forms.

For information on creating a template with a Word merge DOCX form, see Word merge DOCX forms.

Step 3. Document indexes (records)

In PSIsafe Desktop, naming segments are generated based on preset parameters. Explore the list of options below to discover what best suits your needs.

Column Titles

• Index name: Label the index field with a name, which will be viewable in the Filer window to the left of the fillable field area.
• Data type: The type of field to which the input data should conform. There are the following data types available.
  • Text fields can contain up to 255 characters, including any letters, numbers, or symbols.
  • Integer fields can contain up to 30 numbers within the field.
  • Currency fields contain monetary values for financial purposes. PSIsafe Desktop currently supports only the dollar sign ($).
  • Date fields have date picker interfaces and conform to the date formatting of your choice.
  • Boolean (check box) fields are designed to create true/false statements that can be indicated with a check box.
  • Decimal fields can contain decimal values up to 30 decimal places beyond the whole number.
  • Memo fields are larger text-entry fields where you can type more information in memo style.
  • AutoNumber data type is an automatically generated number based on the number of filed document records with this specific template.

    There are a few scenarios where sequential tracking of the number of documents is a valid data type that should be automatically populated. For example, to keep track of the number of tickets related to a specific subject, or in a customer service or help desk scenario, or to keep track of the number of filed documents of a specific type. The AutoNumber will always be updated on successful filing of content, so in some circumstances, it could change midway through the filing process. This happens if the Filer is open, and another item is filed by a secondary user before the primary user completes the filing process. In this case, the system will prompt the user in one of two ways. These prompts will only occur if an AutoNumber is actually used in the title.

    If you select Enable updating, a new title is generated and saved to the database. The user is informed of the change showing both the old and the new titles.

    If you do not select Enable updating, the system cannot automatically generate the new title. The user will see a dialog window, telling them what the change in AutoNumber was, and allows them to update their title if necessary.

• Default value: Set a default value that will always appear in this field when filing content.

  For example, you could enter a value that will remain in the field unless manually changed, or enter a prompt for the user to enter a specific value (for example, enter name here, enter ID number here, and more.)

  There is a number of predefined segments: Select any of the provided definitions including, dates, PSIsafe Desktop user names, or PSIsafe Desktop folder indexes. Using folder indexes is a quick way to fill out relevant information based on the location where it is being filed.

• Format: Set a format for the values input into this field. Formats are used to provide a mask, so data is entered in a uniform manner (such ad ID numbers, hone numbers, and more).

  For example, Date fields can be formatted to be YYYY-MM-DD or YYYY-DD-MM.

• Required: Indicate with an asterisk (*) that the field is required. You must fill out this field to complete the record entry in the Filer window.
• Unique: Indicate that this field is unique, and the value will not be repeated.
• Index level: This feature allows to specify whether multiple records across a document should apply an index level as document or line item.
  • Document index items are "shared" across an entire document. When you file only the first document, index line can be edited. Any changes that you make to line 1 document indexes are reflected in all subsequent lines. Indexes from line 2 on show the values, but are disabled from editing.
  • Line item index items are prompted on every line during filing and can be changed if necessary.
• Sticky: With this feature, users can specify field that will hold a value in place (sticky) between filing one piece of content to the next. The value remains in place for each subsequent content import to reduce the amount of redundant data entry required during the filing process.
• Tab skip: When the user is filing content in the Filer window, this field will be skipped when "tabbing" using the Tab button from field to field.

  The Tab skip check box is used to skip the associated segment when entering information on the Filer window. This is useful if the segment is automatically populated and needs no further user intervention. Using the tab key will cause this field to be skipped. This speeds up data entry.

• Pick list: This feature allows users to select from a premade list of options, or manually enter information as needed. This feature is a powerful option for expediting your filing process.

  The Pick list screen, initiated by clicking the ellipsis button on the right side of the screen for a text field, has a few options:

  • Allow Clients to manually update the list:

    Using this option, users can manually type a field as well as select a potential option from the list.

  • Add/Edit/Delete:

    Add a new item to the list, select and edit an existing item, or delete an item.

  • Sort:

    Sort by item names, ascending. With this function, you can organize a list alphabetically.

  • Up/Down:

    Move an item up or down on the list.

  • Import/Export:

    Import a CSV spreadsheet or TXT document containing a list of items. Exported lists will be created as CSV spreadsheets.

Document title editor

Document titles can have an affect on how content is viewed within your PSIsafe Desktop document list. It is important that the PSIsafe Desktop administrator discusses with the team the most high-priority elements of titles and determines how best to organize them by default. Selecting the box Enable Automatic Updating from Index Values during the filing process will create a title automatically based on Index fields and your customized title segments.

• Add Label & Value: Adds the label designated in the label field to the document title, as well as the value that the user will enter during the filing process, or automatically entered (if applicable).
• Add Value: Adds only the value that the user will enter during the filing process, or automatically entered (if applicable).
• Clear: Clears all used elements of the document title editor to a blank state.
• Title is read-only: A user cannot edit the title during the filing process. This option should only be used if the created title is consistent and will not need to be edited by the user filing the content. This option can be changed if the template is re-selected after clearing this box within the template configuration.

  Select this check box to enforce automatic titling.

  When the Enable Automatic Title updating from Index Values option is selected in Filer in conjunction with this setting, the title of an imported document can only be updated using index values.

Templates used for document sets and batch templates must meet specific criteria. You can analyze them using the Check Validity button in Management. Select the preferred template and preferred circle (batch or document set), and then click Check validity.

• Templates used as a batch template are validated after selecting a user.
• Templates used as a document set are validated after selecting a cabinet. If a template is not valid, you will see a list of criteria. If the template is valid, a confirmation message appears.

For more information, see Document sets.

Step 4. Options

Post-creation: Workflow and Export options

To send a document into Workflow, when created, select the Workflow enabled check box, select a user, group or rule, and then select the destination in the Send to: field. You can enter comments that will be added to every document using this template in the remarks box.

• Email:

  Select Email, if you want to email the content.

• Print:

  You can print documents post-filing. Click Print, click the ellipsis button, and then select the appropriate printer from the list.

• Hard disk:

  You can save a copy of the content after the filing process is complete to an accessible storage location. In some workflows, further archiving/storage in other platforms or locations may be necessary, so select this box and further specify a location, or leave it blank to allow the user to browse to a location.

Email options

• If you enter a default subject and body text in the document template, post creation emails will have the Subject and Body automatically populated. You can apply entered text and any folder index or the document's file name to the subject and/or body of the email.
• To include a folder index, use <Idx#>, where # is the index number.
• To include the file name, use <fn> anywhere in the field.
• Send email without attachment: Select if attaching a document is not preferred.

Click Next to proceed to the summary page.

Step 5. Summary

After reviewing the summary of the naming template, click Finish to save the new or edited template. To abandon the changes to the template, click Cancel. To move back through the template settings to make changes, click Previous.

To set restriction, security, retention, and refresh naming templates to a selected number of templates at one time, click Advanced at the bottom of the Templates screen.