Version 13 ReadMe Notes

 

 

 


 


 

 

  1. Support Desk and Help Topics

For User helpdesk topics on Info-Organiser visit: https://info-organiser.freshdesk.com/support/home 

To log a support request go to: https://info-organiser.freshdesk.com/support/tickets/new 

Complete the Submit a ticket form (shown below):
 


 

  1. Messaging

The new messaging system allows users to send and receive messages from other users logged into the same database. It is also used to Log Off a user on another PC that is logged into Info-Organiser and has left for the day but is required to be logged off.

For IT Staff, messages are sent using Client/Server sockets starting at port 18500 to 18500 + highest user ID, so if you had the highest user Id to be 100 the ports to be open would be 18500 to 18600.

Messages are also stored in the database encrypted so no DBA can get access to them.

  1. We will explain the Log Off User system first.
  2. Via the Admin menu we can see an Icon for Log Off User:

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  1. Clicking this icon now displys the Log Off User dialog box:

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  1. Users that CAN be logged off are shown highlighted in Green. It is just a simple case of selecting the user and pressing the ‘LogOff’ button.
  2. For messaging we go back to the Amin menu and select the Messaging Icon:

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  1. This opens a split screen view:

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  1. The view is made up of 4 distinct sections, highlighted above we have:
    1. (In Red) USER SELECTION - Current users for this database and highlighted in Green if currently logged in.
    2. (In Light Blue) MESSAGE DISPLAY - The message section where we will be able to see messages to and from users we select in the ‘USER SELECTION’.
    3. (In Orange) FILTER MESSAGES – Here we can choose how mush of our messages we wish to see from the ‘Last 7 Days’ , ‘Last Hour’,’Last 30 Days’, ‘Last 365 Days’, up to ‘All Messages’
    4. (In Purple) MESSAGE BOX – Here we type messages, or, as explained later Document Links can be inserted into this box.
  2. Selecting a user in the ‘USER SELECTION’ box will display all messages, depending on the filter, from that user to the current person logged in and vice-versa, similar to:

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  1. In this picture we can see messages from “Harry” on the left-hand side and messages we have sent him on the right-hand side. If they have already been read, they will be marked as ‘Read’ and have a light brown colour. If we have sent a message that has not been read yet it will look like:

Graphical user interface, text, WordDescription automatically generated with medium confidence

A light blue colour – marked as Unread.

  1. Messages are entered into the ‘MESSAGE BOX’ and ‘Send’ is pressed to send a message. If the user is logged in who we are sending the message to then they will have a message pop up saying that a message has been received from you.
  2. The clever part to the messaging system is the ability the send document links to other users to view certain documents.
  3. In the following picture we have selected a single document, right-clicked the mouse and chosen To Clipboard – Create I-Link For Messaging:

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  1. What happens next is the Document Id is copied across to the messaging system ready for a User to be selected and additional information to be added if required, the format of the link SHOULD NOT be edited as this affects the ability of the system to find the Document Link later on. The actual passed in link looks like:

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  1. Once Send is press it looks like

Graphical user interface, text, application, emailDescription automatically generated

  1. The user at the other end will now receive this message and to open the document it is just a case of right-clicking on the message where the document is and selecting ‘Search Doc ID’.
  2. Search is then automatically opened with the selected document.
  3. This can also be done on multiple selected documents in the Smart View screen. The search is passed all multiple documents on the right-click as in:

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  1. Lastly- Unread messages can be deleted by selecting the unread message and right-clicking as per the search and choosing ‘Delete Message’. The message is then removed from both the sender and receiver side.

 

  1. Advanced Email Workflow

 

The new advanced email workflow is a new enhancement on the old workflows for emails ONLY. It allows for multiple triggers, but also now allows for multiple actions to occur to that newly created document. Now by triggers we mean something that matches within an email, for example the Subject of the email contains a certain word which will ‘trigger’ that email to be processed by the workflow Automator. By actions we refer to what happens to that email/document metadata whilst being saved to Info-Organiser. For example, change User-Defined Name property to ‘XXXXX’ once processed.

 

  1. Advanced Workflows is accessed via the Create Workflows then by choosing the Advanced Email Workflow button at the top of the form.

 

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Advanced Email Workflow button.

 

  1. The Advanced Email Workflow screen looks like:

Graphical user interface, text, application, emailDescription automatically generated

 

  1. It has 4 tabs. Advanced Workflows tab is where new Workflows are created and Renamed or Deleted. This tab also is used to determine which email folders or even email accounts are used by the newly created workflow. Using the Up and Down buttons we can also determine the order in which the workflows are run in the Automator.
    1. Triggers tab is where a trigger list is created for the workflow.
    2. Extra trigger options is a special trigger where we can search within the Subject of the email for specific words.
    3. Actions are where things happen to the email/document metadata once the document is saved into Info-Organiser.
  2. Let’s create a simple workflow so you can see how all the tabs are used.
    1. Give the workflow a name of Test and press the Create button.

Graphical user interface, text, application, emailDescription automatically generated

  1. Test is now created and added to the list.

 

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  1. Now add a folder/email address for the workflow to process. As the example suggests we can have multiple folders/email addresses, all you must do is to separate each one with a semi-colon ‘;’. If you DO NOT specify an email address in front of the folder name the default email address will be used to look for that folder. You MUST precede the folder name with a forward slash ‘/’ if using an email address AND folder name. The example blow is using simon@info-organiser/ThisFolder. So the folder ThisFolder will be processed in the email address simon@info-organiser.com.au

 

  1. Now for a simple trigger (trigger flow will be explained in more detail later).

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  1. So, we have chosen the Subject field and that it CONTAINS the words Azure AD. Now we press Add to list to add it to the trigger list.
  2. Once the trigger is in the list it can be modified or Removed by choosing one of the buttons on the right hand side. If you select a trigger the values are automatically shown in the bottom fields ready to be updated. Just change the value or field or condition and choose Update button on the right hand side. Or simply change the value and add it as another trigger by choosing ‘Add to list’ button.

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  1. Move to the actions tab and choose a User-Defined property, in this case we use Sender. With the User-Defined properties you can choose an existing selection of properties already existing in the database by starting to type in the ‘To this index property edited here:’ box.         Then we also choose either Move or Copy to process the email. Finally add these to the Actions list and choose Save in the top right hand of the form. 

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  1. As per the trigger tab you can add more actions or update or delete an action from the list. BUT if you remove the File Email action and then Save the workflow a default action of File Email – Move is added back in as there MUST be an action of either Move or Copy. We will discuss enhanced Actions a little later.
  2. The Extra Trigger Options tab allows you to check for words before or after words or text within the SUBJECT of the email being processed.

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  1. In the above example we are looking for the word Invoice AFTER the word ‘Test’ in the Subject of the email. Now Extra Trigger Options act as an ‘OR’ to other Triggers in the triggers tab. This means if we used the previous trigger example in f. and the Extra Trigger Option above we would have 2 triggers that would act like:

If the Subject CONTAINS ‘Azure AD’ OR the word after the word ‘Test’ EQUALS ‘Invoice’ then we can process this email.

  1. Pretty straight forward so far. Now this is where things change slightly. Let’s say we DON’T have an Extra Trigger Option set but we do have 2 Triggers set as per:

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  1. Now these 2 triggers act as an AND when processing emails, in other words the triggers act as:

If the SendersEmail EQUALS ‘simon@info-organiser.com.au’ AND the Subject CONTAINS ‘Azure AD’ then we can process the email and perform any actions we have added.

  1. So basically all Fields of the same type act as an OR and differing Fields act as an AND. Here’s a more complex example:

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  1. What we are saying here is: (Check the brackets)

If 

(SendersEmail EQUALS ‘simon@info-organiser.com.au’

OR

SendersEmail EQUALS ‘harry@info-organiser.com.au’)

AND

(Subject CONTAINS ‘Azure AD’

OR

Subject EQUALS ‘Invoice’)

Process the email and perform any actions we have added. It’s basic Boolean algebra:

1 OR 1 = 1

1 OR 0 = 1

1 AND 1 = 1

1 AND 0 = 0

So if the email that was being processed had a SendersEmail of ‘harry@info-organiser.com.au’ but the Subject said ‘This is a test’ that email would NOT be processed as:

1 AND 0 = 0

  1. Enhanced Actions allow you to extract data from the email metadata, like SendersEmail and use that to change User-Defined values. This is achieved but setting the value to the same name as the trigger field but with before and after special characters. For example we have a field called SendersEmail and we want to use that data to change the User-Defined Sender filed to be the same. So what we do is to choose the Actions tab and the User-Defined Sender Type but instead of typing a value into the Sender index property we put in [*SendersEmail*] and add that to the list. As per:

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Now what occurs when the triggers are valid and the email is processed the index property Sender gets set to the incoming emails ‘SendersEmail’.

  1. Note: You DO NOT have to have ANY triggers if you don’t want to. What happens with no triggers is that ALL emails in the added folder will ALL get processed and actioned.
  2. On the right hand side of the Triggers tab there are 2 buttons ‘Import List’ and ‘Export List’. This allows you to Export just the Triggers list and use that exported list and re-import it for a given Workflow. So if you have a large trigger list (for example a lot of email senders) you can import the same list to another workflow.

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  1. The Import and Export on the Create Workflow on the normal workflows form will also Export Advanced Email Workflows, Advanced Document Workflows as well as normal workflows, and also the same when Importing them back in.

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  1. Advanced Document Workflow

Advanced Document Workflow differs from Advanced Email Workflow by working with all document types, not just emails and instead of looking into email folders every 5 seconds to process them it processes documents AFTER a certain trigger. i.e After a document is saved.

The example we are going to use assumes you have a User-Defined property called Name, if you don’t that’s ok just change it to a User-Defined property you do have.

 

  1. The Advanced Document Workflow screen looks like:

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  1. As you can see the Trigger types are set on creating the workflow. So in the example shown we are triggering the workflow to run ‘After loading a document to the add file screen’.
  2. We are going to create a workflow that will change a documents highlight colour to aqua based on a certain trigger after the document is saved to Info-Organiser.
  3. Type in a workflow name and press Create as per:

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  1. The workflow is created, now highlight the workflow and choose ‘After saving a document……’ in the drop down list of triggers. The press Save as highlighted in yellow below.

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  1. Select the newly created workflow and you will see 2 tabs are now shown, Triggers and Actions. Select Triggers and add a trigger like this one by choosing the same Category, Type etc as per the screenshot and pressing Add to list:

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  1. You have now created a trigger that says if the User Defined type ‘Name’ has been set to ‘simon’ then run this workflow.
  2. Now for an action to perform in this workflow. We will create an Action that will highlight the document in Info-Organiser with the colour Aqua. Choose the options below and press Add to list, similar to the trigger but then choose Save to save the workflow.
  3. Finally go and add a document to Info-Organiser using Add-Docs

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  1. After adding a document to the Add-Docs screen remember to change the Name to simon and save the document. Now goto Search and you can see the latest document has been highlighted Aqua.

Important Note:

You can use Advanced Email and Advanced Document workflows together to create really complex workflows for all your documents.

 

 

  1. Workflow Engines

     

  2. Enhancements to the Workflow Engines allow scope for you to create over 90 email filing rules for steamlining your Inbox and Outbox within Outlook.

 

Please note, this feature requires customisation and configuration. Contact us for details.


 

  1. Ability to Multi-delete Disabled Workflows

 

https://info-organiser.freshdesk.com/a/solutions/articles/44001987648    

 

Multi-delete Disabled Workflows via the Admin Tab > Create/Manage Workflow button.

 

 

Note, only Disabled Workflows can be multi-deleted.

 

To disable a Workflow:

 

1. Select the checkbox and make sure it is unchecked. If you are changing a workflow from Checked (Enabled) to Unchecked (Disabled) you will need to save the current workflows before deleting them.

 

 

2. Next choose the Delete Multi button on the right-hand side of the screen. (See image on right).

 

A message will display showing a warning about disabled workflows. Click Ok.

 

3. When the Delete Multiple Workflows window pops up, select all the workflows you wish to delete. You can select multiple workflows with the Shift or Ctrl buttons on your keyboard.

 


 


 

 

 

  1. Changing Icons on Workflow Menu Button

     

https://info-organiser.freshdesk.com/a/solutions/articles/44001987647


 You can select from a variety of icons or coloured folders to use as Workflow Menu Buttons via the Admin Tab > Create/Manage Workflow button.

 

 

Click the Create Button to open the Create Workflow window. 

 

  1. To change an icon, the Workflow Trigger Field MUST be set to Menu Button as shown below:

 

 

  1. Highlight the Workflow to change the icon. Then press the right mouse button to open the menu and scroll down to select Change Workflow Icon.

 


 

 

 

  1. A selection of icons will be displayed. Scroll down to see more options. You choose a new icon by highlighting it, then click Select. (As shown below):

 

 


 

 

  1. Update to Office Add-Ins.

https://info-organiser.freshdesk.com/a/solutions/articles/44001987649 
 

The Info-Organiser Office Add-Ins have been simplified making it even easier and faster to file emails from Outlook into Info-Organiser.


 


 

b. A Cancel button has been added on "Prompt for email filing".


 


 

Cancel allows you to cancel the prompt for auto filing command. The Yes and No commands work as normal.

 

2.    New icon - Merge Properties into Doc

 

 

a.         The new icon allows you to overwrite keywords in your document in Word ONLY, (this icon is hidden in Outlook and Excel). For example in our word document we have the keywords <Address> <Suburb> and <State>. Now this document could be any form of template you wish or even created on the fly.

 

  1. Now by clicking on this icon the standard 'File to Info-Org pop-up comes up 

 

 

 

as per filing the document. Once we have chosen the data we are going to use in the document from an existing document in Info-Organiser a document is used to file this merged document. Except the Address, Suburb and State keywords will be replaced automatically.

 

d.         In the example above we have chosen, in the name, IOS which has matching Sub-Properties as per Address, Suburb and State that we entered into our document as keywords. 

e.          What makes a word in the document a keyword is a word starting with '<' and ending with '>'.

f.          If I now choose the Save icon and save the document a new document is created with the keywords changed.

 


 

 

  1. Document Properties - Notes


 https://info-organiser.freshdesk.com/a/solutions/articles/44001987651

 

Notes has been made more user friendly and now displaying Note number in Title of Note.

 

Fixed View/Notes issue whereby opening Note first time from View menu Note would NOT display even though it had been selected.

 

 


  


 

 

 

  1. Automated Maintenance

     

https://info-organiser.freshdesk.com/a/solutions/articles/44001987684 
 
 Enhanced maintenance prompts are added on start-up that will run background service checks on Info-Organiser. This will result in improved efficiency and ease of adding new users.

 

A scheduled maintenance feature can be setup on your server to do daily database indexing.

 

Indexing

 

As the databases grows in size, re-indexing is a critical maintenance factor. We have updated Info-Organiser to be able to schedule re-indexing daily if required (recommended for most databases). You need to be an administrator to access this section.
 

Go to System Settings > Database tab
Check the box: Enable scheduled Re-Index of Database
Select Run time from the scroll option
 Check the boxes for the Run Days (recommend all five boxes Mon to Fri)

 

 

 

 

 


 

 

  1. Attache Accounting Integration

     

The Smart Invoices module can export to integrated fields in Attaché software such as Invoice number, total amount, supplier code, date, cost centre, etc. 

 

This feature solves double entry of data to save time and increases overall workflow productivity.

 

Please note, this requires customisation and configuration. Contact us for details.

 

For more information on how to use the Smart Invoices Module for automated filing, contact us to organise a demo

 

  1. Usergroup Changes 

 

Improved Document Security Access via Groups/Roles instead of via User level. 

 

Solves previous issues experienced when adding new users.
 

  1. Updated Login Settings 

https://info-organiser.freshdesk.com/a/solutions/articles/44001987844


 The Login Window has a new colour treatment in honour of our 20th Anniversary in 2019.

 

A new and required Company Name field allows us to track your Version Number and provide you with better support.

 

 


 

 


 J. My Views, Shared Views, and View Management
 
 How to create shared views
 

https://info-organiser.freshdesk.com/a/solutions/articles/44001987847  


 

 

Two new shared views have been setup in V12 called "Default View" and "No Smart Folders"

 

By pressing the "View Management" button in the above menu you will see the two new views in the "My Views" Tab and the "Shared Views Tab"

 

 


 K. Full Text Search
 
 Instructions for Full Text Search Installation. (Free ifilter /Paid Ifilters)

 

We have been asked for instructions to set up Full Text Searching for when Info-Organiser users update their server. For full instructions please visit:

 

https://info-organiser.freshdesk.com/a/solutions/articles/44001006407  
 
 

L. Email Profile
 https://info-organiser.freshdesk.com/support/solutions/articles/44001989526   


 E-Mail Profile can connect to an Office 365 server using Exchange Web Services rather than using plain SMTP.

 

Meaning, that when you use an Office 365 account to send emails, the emails are also stored in the Sent Items of the Office 365 account.

 

To setup a new Office 365 email profile:
 

  1. Open the Profile using the Admin - Profile button:

 


 

 

 

  1. We will now discuss the data required to setup a profile using the following screen as an example:

 

 

  1. Follow the instructions below:

 

Give the profile a name and choose Create.

 

Select the Use Office 365 checkbox. Some boxes will be greyed out/disabled as they are not required.

 

The username is the Office365 login you want to use to send the email from.

 

The password is either your normal password or, if you have Multi Factor Authentication setup, then you will have to create an App Password first by logging into this account in Office 365 and then going to https://account.activedirectory.windowsazure.com/AppPasswords.aspx and creating a new App Password and using that instead.

 

The sender email is nearly always the same as the username email.

 

Recipient email is where the email will go to once sent.

 

If required, a User Defined property (that are extracted from selected documents later) can be used to define where the email goes when sent from the Bulk Send option - also under Admin.

 

Remember to save the profile once completed. 

 

Press Send test email button to test the setup.

 

M. Bulk Send 

https://info-organiser.freshdesk.com/support/solutions/articles/44002004410  

  1. First, setup an Email profile as per:

     

https://info-organiser.freshdesk.com/a/solutions/articles/44001989526 
 

 

  1. Next, setup a template that will be the actual email body.
     First choose Text Block from the Admin menu:

 

 


 


 

 

You now have the Text Block Template screen:

 

 

  1. Give your template a name and press Create. Now you can choose various properties that will be extracted from selected documents when you use the Bulk Email function later.


 In the above example we have chosen Doc Name and Date Processed. You can add normal text as well in the document.

 

  1. Finally save your template and click Close to exit the screen.

 

  1. Next, go to the Message section in the Admin tab:

 

 

 

The E-Mail Message screen allows you to pick various profiles, a Subject, and finally an email template you created earlier (in this example we have used Template 1).

 

Save this new message and click Close to exit the screen.

 

 

  1. Choose a document from the Smart View Tab and the Bulk Send will be enabled.

     

Now when you choose the Bulk Send option you will see your new E-Mail Message in the dropdown. Using this example, you would see Message 1.  

 

Choosing Message 1 will send the email to the person setup in the Email profile.

If you choose multiple documents, each one will go out as a separate email.

N. Saved Search – Search Management (Ordering)

 

https://info-organiser.freshdesk.com/support/solutions/articles/44002004430
 

Once a Search is saved, you can re-order the Saved Search by using the up and down arrows. 

Then click Save.
 

 

This reorders the saved search list under My Searches and Shared Searches.

 

 

Ordering works the same for Shared Views.

 


 

 

O. Licensing Update – Office Login changed

 

Info-Organiser Version 11 and 12 work on a Named User license, to follow Microsoft Software protocols.

 

In Version 12 we are asking Users not to login as ‘Office’, but only use the ‘Office’ account as a Default Administrator account.

 

To this end we have changed the ‘Office’ password. However, we can setup a User to be an Administrator also. 

 

Please contact us to assist you: https://info-organiser.freshdesk.com/support/tickets/new

 

P. Technical Updates
 

  • Updated Date and Time settings for user-defined date fields
  • Admin Section: Edit property type - data type updated
  • Fixed update icon for folders
  • Fixed issue with Update document with new version number.

 

  1. Multiple-Page PDF Split Feature           

 

https://info-organiser.freshdesk.com/a/solutions/articles/44001987735  

 

A new feature that enables you to import and separate multiple-page PDFs so that documents can be indexed separately. Ideal for mixed PDF batches received from other offices or suppliers.

 

  1. Go to Admin > General Settings Tab > PDF Split Tab

 

 

  1. Use the Browse button to find the folder that contains the PDF documents on your computer.

 

  1. Select Sub-Folders option.

    "Search sub-folders" will search and process all sub-folders under the chosen folder.

     

If you choose "Save documents to a sub-folder" a folder will be created with the same filename and all document pages will be in that folder.

 

If you choose "Move original document to backup folder" a backup folder will be created, and the original file will be moved to that directory.

Select "Send split details email" to send details of the split operation to an email address. The default email will be the one in the E-Mail Profile setup under Admin > Profile.
 

  1. If you click "Process Files" without selecting any options, the file will be split into multiple documents per page containing the same filename with _page_x added to the filename whereby x is the page number.

     
  2. An Excel spreadsheet will open containing all the details of the split operation.

 

  1. Merge PDFs.

 

https://info-organiser.freshdesk.com/a/solutions/articles/44002131905

A new feature that enables merging PDFs into a new version.

 

  1. Select multiple documents on screen and right click and choose Merge PDFs. The Merge PDFs window will now be displayed as per: (If you choose anything other than a PDF document an error will be displayed)

 

 

  1. The documents in the PDFs to Merge are the selected documents to be merged. Choose the main document that all documents will be merged into by selecting the document and pressing the Add button, for example:

 

 

  1. This shows that all documents will be merged into ID11489 as a single document with multiple pages and ID11489 will become the next version number. In this example it will change to Version 2.

 

  1. If you have incorrectly selected the wrong documents, you can simply choose the document in the bottom window and press Remove and the document will be removed from the list.

 

  1. If you have selected the wrong document to merge to select the document in the top window and choose Remove next to the top window and it will be removed and placed back in the list.

 

  1. The list can be ordered by selecting the document in the bottom list and pressing the Up or Down arrows to reorder the documents. Reordering the documents determines the page order in which the documents are merged into one document.

 

  1. Once happy with the selections press Merge to merge all the PDFs.

 

  1. The new version is now displayed on screen.

 

  1. Archiving

 

https://info-organiser.freshdesk.com/a/solutions/articles/44002131906

A new feature that enables documents to be Archived into a different Archive database.

 

  1. The first thing required to Archive documents is an Archive Database. This can be created by logging off Info-Organiser and you will now see the Info-Organiser login screen. Choose settings and you will see:

 

 

The system detects that no Archive database has been created yet for this current database.

 

  1. Choose ‘New Archive Database’ button and the Create Database window is displayed:

 

 

  1. But Create Database does NOT allow any modifications of database information as it uses the same connection settings but will call the database XXXXX_Archive. Press Create Archive Database to create the database.

 

  1. A message displaying ‘Archive Database created successfully’ will be displayed once complete.

 

 

  1. Now log back into the original database where the system will update the Archive Database to match the current database.

 

  1. You can now choose a single or multiple documents to Archive out to the Archive Database. 

 

  1. Choose a document a press the right mouse button and choose ‘Archive Document’. You will now have to answer the question ‘Delete original documents after Archiving?’. This means the following:

 

  1. If you choose ‘Cancel’ then Archiving of selected documents is cancelled.
  2. If you choose ‘No’ then your documents will be archived but the original documents that you selected will still exist in the current database. You can re-archive those documents again as the Archiving process creates unique Doc IDs in the Archive Database but, of course, you will have the same document twice in the Archive database.
  3. Choosing ‘Yes’ removes the original selected documents PERMANENTLY once all checks have been passed after Archiving.

 

  1. Now Log Off the current database and in the Settings screen choose the Archive Database from the drop-down list and Log back into the new Archive Database.

 

  1. Your newly archived document will be there.

 

  1. Merge Properties into Document

 

https://info-organiser.freshdesk.com/a/solutions/articles/44002172442

  1. This functionality allows a user to create templates with keywords in the document template (.dotx word template file). These templates can be used to create, for example, standard letters, quotes or reports.

     
  2. The first new addition is a User-Defined property called ‘IsTemplate’ as shown below.

  1. The ‘IsTemplate’ property is used to mark certain templated documents in Info-Organiser.

Graphical user interface, text, applicationDescription automatically generated

 

  1. In the above example we have added four documents and updated one of these (Address) to a newer version of .dotx Word templated documents. The User-Defined property ‘IsTemplate’ is changed to Yes. These templated documents contain keywords that will be replaced by document properties later.

     
  2. When you right-click a document now there is a new addition to the menu called ‘Create New Version from Template’.

     
  3. Clicking this option pops-up a ‘Select Template’ dialog:

  1. Even though we had five documents marked with IsTemplate, the system knows that one of these documents was a newer version of the template. Therefore, in the dropdown box we will see four options of templates to use. The templated documents MUST HAVE a ‘Document Title’ to be used to display in this pop-up.

     
  2. To make a word in the document a keyword it must start with '<' and end with '>'.

     
  3. Now click Save and a new version of the selected document is created with the various fields replaced.

     
  4. You can use the document to send to recipients as needed.

  5. Preview PDF’s using XPDF reader

 

  1. Currently the previewer used to preview PDF files is the Windows previewer, now this can be Adobe or whatever the default program is to preview PDF files.
  2. A new PDF previewer can be added for extra functionality as follows:
  3. Install the Info-Organiser MSI version and once installed go to the C:\Program Files (x86)\IOS Technologies Pty Ltd\Info-Organiser Desktop Msi\XPDFReader directory where the xpdf.exe file resides.
  4. Here you will see XpdfReader-win32-4.03.exe. Install this file and make a note of the directory it is installed into.
  5. Now copy the xpdfrc file from C:\Program Files (x86)\IOS Technologies Pty Ltd\Info-Organiser Desktop Msi\XPDFReader directory and copy it into the XpdfReader install directory.
  6. Now when you open Info-Organiser and go to General Settings - Preview tab and choose the previewer from the dropdowns as per the diagram:

 

 

  1. You will notice the XPDF previewer is now an allowed option.

 

 

  1. Choose these and Save.
  2. Now go to and preview a PDF document. If it is a pdf readable document (can select text) you will see the cursor change to a select bar (similar to the letter I), you can select text and use the Zoom to Selection and Copy Text. Right click menu items as described below:

Zoom In - zooms in to pdf

Zoom out - zooms out from pdf

Zoom to Selection - Zooms into the selected text

Copy Text - Copies text to the clipboard ready to paste into a document property if required.

 

  1. Reporting

 

https://info-organiser.freshdesk.com/a/solutions/articles/44002202468

  1. You can now run reports from within Info-Organiser but first there are some setup tasks to do. Reports are run using SQL Server Reporting Services (SSRS). This is required to be installed BEFORE any reports can be run.
  2. Once SSRS has been setup you will need to make a note of some settings that will be required for Info-Organiser. Run the Report Server Configuration Manager and go to Web Service URL.

 

Here you will see “Report Server Web Service URLs”. Make a note of this for later.

  1. Open Info-Organiser and Log Off. Press the Settings button and you will see the settings screen.
  2. At the bottom are report Server URL and Report Server Path:

  1. For the Report Server URL use the URL you made a note of earlier. For the path this is just a directory that will be created and used to store the new reports. Once entered choose Apply and login.
  2. The Reports are located under the ADMIN tab at the far right.

 

  1. Selecting the Reports button will open the Reports window, but first it will attempt to upload any new reports to your Report Server.

 

  1. The two reports beginning with Documents Today are the only reports that accept parameters and can be modified. To change the parameter, select either Today or This Week etc and press View Report to refresh the data.

  1. More reports will be created in the future as customers require them.

 

  1. Sign Document Functionality

Info-Organiser now has new functionality so users can electronically sign PDF documents.

We use Please Sign for the processing of documents and can be found at https://pleasesign.com.au/

The process for signing of documents is as follows:

  1. User selects a PDF documents and chooses Sign Document by right-clicking the document and choosing this option.
  2. A pop up is now displayed:

Graphical user interface, text, application, emailDescription automatically generated

  1. The user now has to fill in the details of where the document will go to be signed. The important fields are the email address as that is where Please Sign will send the document to be signed, the First and LastName of the person who is signing and a message that will be displayed to the user who is signing in the email they receive.
  2. The Email Address collects ALL email addresses from Info-Organiser and displays them in a searchable drop-down list. As you type a letter the emails are filtered.
  3. Once the Email Address has been selected and the user enters the FirstName box the program attempts the break the email address before the ‘@’ symbol, into a FirstName and LastName and fills the boxes in automatically.
  4. The message that will be sent with the document to be signed can be selected from the Select Message drop-down and then edited in the ‘Message to be added’ box or the user can enter their own message in the ‘Message to be added’ box.
  5. Please Sign keeps all signed documents on their secure server under a specified folder that will be setup by the user at commencement of using Please Sign. They also can brand ,change colour scheme etc ,of all sent documents.
    1. ThisFolder Id and Brand Id is stored in Info-Organiser under System Settings:

Graphical user interface, text, applicationDescription automatically generated

 

  1. When the document is sent to sign the user at the other end will receive an email from Please-Sign to sign the attached document.
  2. There is a Scheduler Service running behind the scenes that, on a daily basis, will communicate with Please Sign and download any recent signed documents.
  3. Once a document is found it is added to the previous document that was sent to be signed and a new version of that document is created so you will now have the original and the newly signed document.

  4. Office AddIn - Disabling the Permissions View

  5. In the Office AddIn there is a permissions view that users can change permissions of the current document before adding to Info-Organiser. See screen shot below highlighted in yellow.

  1. This can now be disabled in the Info-Organiser Desktop via the System Settings (highlighted below in yellow):

Graphical user interface, text, application, emailDescription automatically generated

  1. Ticked means disabled. This is for all users.

 

 

 

 

 


 Thank you for using Info-Organiser for your everyday business filing.