Documents (add/index)

Indexing a document is a simple process of adding it to the Intray, selecting the correct document type and adding tags.

My Intray

The Intray is the place where documents are added prior to indexing. PDF documents can also be merged or split from within the tray.

Intray Layout

1. My Intray
   Click on this icon in the left navigation menu to see your Intray.
2. General Dropzone
   Drop files here for adding documents to your Intray.
3. Intray menu
4. Other Intrays
   Click on this icon to view other user Intrays. (Only available if you have permission)

General Dropzone

How to drop a file into the Dropzone
Open a folder on your PC/laptop and drag a file into the Dropzone.
Emails can also be dragged from email clients.

Valid file types
AVI, BMP, CSV, DMD, DMF, DMM, DO, DOC, DOCX, EML, GIF, JPG, JPEG, MD, MPG, MSG, MOV, MP4, M4A, PDF, PNG, PPT, PPTX, RTF, TIF, TIFF, TXT, XLS, XLSX

Intray menu

1. My Dropzones
   Use personal Dropzones if you index on a regular basis.
   Index from My Dropzones
2. Web page to Intray
   This converts a web page into a PDF file and adds it to your Intray.
3. Upload Files
   This is an alternative method for uploading files instead of the Dropzone.
4. Refresh
   Refresh the contents of your Intray.
5. Thumbnail Size
   This allows changes to the thumbnail preview size of items in your Intray.

Other Intray features

Documents added to the Intray appear as thumbnail previews. Clicking on a thumbnail allows indexing. Right clicking on a thumbnail provides these options:

• Create folder
  Folders are useful for tidying up your Intray.
• Send to
  Documents can be sent to other users or entities.
• Document edit/merge/split/rotate/rename
  How to edit Intray documents
• Delete

How to index a document

Index from My Intray

1. Add document to Intray
   (a) Drag the document from your laptop/PC and drop it in the general DropZone
   or
   (b) Use the Upload File option (in intray menu)
   The document will appear in the general DropZone as a thumbnail preview.
2. Open document
   (a) Double click on the thumbnail preview of the document
   or
   (b) Right click on the thumbnail and select “Index Document”.
3. Select document type
   After selecting the document type, the tags for the document type will appear.
4. Tag & Index
   Complete the tags and click on the “Index” button. The document will be indexed and removed from your Intray.

Index from My Dropzones

1. Navigate to My Dropzones
   See menu item for My Dropzones
2. Add Zone (if required)
   Click on the “Add Zone” button and select the document type. A box named after the document type will be created in My Dropzones.
3. Drop document into the Zone
   Drag the document from your laptop/PC and drop it on top of the document type box. The document will appear in the “Files to upload” area.
4. Process Files
   Click on the “Process Files” button and the file will open with the correct document type and tag fields.
5. Tag & Index
   Complete the tags and click on the “Index” button.

How to edit Intray documents

Before indexing a document, there are options to edit them in the Intray.

Edit PDF document

1. Select document
   Left click on one PDF document.

2. Edit
   Right click and select “Edit”.

Merge PDF documents

1. Select documents
   Select two or more PDF documents that you wish to merge.
   (a) Left click on one document and then Left click + Ctrl (Cmd for mac) to select more.
   or
   (b) Left click on one document, hold Shift, and then Left click on another to select a sequence of documents.

2. Merge
   Right click and select “Merge”.

Split PDF document

1. Select document
   Left click on one multi-page PDF document.

2. Split
   Right click and select “Split into single pages”.
   This will create new single page PDF documents.

Rotate PDF document

1. Select document
   Left click on one PDF document.

2. Rotate
   Right click and select “Rotate Left” or “Rotate Right”.

Rename

1. Select document
   Left click on one PDF document.

2. Rename
   Right click and select “Rename”.