JAVLN Officetech User Guide: File View Functions

File View

The JAVLN Officetech File View displays the files in the selected folder.

The File View will automatically display when selecting a folder via the Cabinets icon or via the Quick Find feature. 

File View Columns

JAVLN Officetech records information against each file, in the following categories:

File Property	Description
NC	The Naming Convention is the Type of document entered during the Save process and allow the User to allocate meta data to a document to indicate it as Incoming Correspondence, Outgoing Correspondence, a File Note, an Invoice, a Task and so on
File Name	The File Name is a combination of the Document Date, and the Description that is entered during the Save process
Subject	Subject contains information regarding the product, asset, or policy class that the file relates to. For example, in some systems this will be a dropdown list of policies from the Client’s profile in INSIGHT
Comment	Comment allows for additional information about the specific nature of the file saved to be added
Author	Author records the creator of the document or email or the name of the person who saved the document into JAVLN Officetech.  This will differ depending on the settings of each system
Recipient	Recipient records the original recipient of the email
Status	Indicates attachments, task linked files, protected documents, and the checked-out status of the file
	Signifies that the email has an attachment
	Signifies that the document is protected from being edited
	Signifies that the file is attached to a Task
	Signifies that the document is currently being edited by you or another User. Only one person can edit a document at a time.
Created	Displays the date and time that the file was saved to JAVLN Officetech
Last Updated	Displays the date and time the file was last edited
Checked-Out Status	The checked-out status will list the name of the User who currently has the file opened for editing. Only one person can edit a document at a time.
Type	Displays the file extension or type of the document
Size	Displays the size of the file

JAVLN Officetech allows you to re-arrange, re-size and sort by each column heading. You can do this anywhere where Files or Tasks are displayed.

1. To re-arrange your columns, click and drag the column header to the desired location. 

2. To re-size your column, click the border of the column heading and drag it to the desired width. 

3. To sort by a column, click on the column heading and an arrow will appear to indicate which column is currently being sorted.

Group By

The Group By function allows you to group the files in the File View by any document property.

The Group By filters available include:

• Naming Convention

• Subject

• Comment

• Author

• Created

• Last Updated

• Type

• Size

• Recipient

Once grouped, JAVLN Officetech will create a group for each value allowing you to focus on the particular group you are interested in. Expand the grouping by clicking on the arrow.

Task Pane

Active Tasks will automatically be listed at the bottom of the File View for the currently selected client.

Preview Pane

The Preview Pane provides quick viewing access to the contents of any file, image and Task without having to open the file or Task. Select the Preview Pane button from the top right-hand corner of the JAVLN Officetech page to display the content of a file or Task.

Note: To view the attachments of an email you must open the email completely, the Preview Pane cannot preview email attachments if they are not saved separately to the email.

File View Action Functions

To access the File View Action functions, click on theicon which is available in the File View of any Cabinet. This will offer the File View Actions that are available in JAVLN Officetech.

Clicking theicon will expand the menu as in the below image, the functions of which are then explained.