Digital File - Organizing the Digital File
General Information
The Digital File is an electronic file folder used to store
contact information and data in the same manner as a client's
paper file folder. You can store anything in a digital file
including spreadsheets, documents, tax returns, and e-mails.
However, organizing the digital file so it best suits your
needs is the primary key to using the digital file portion of
ContactManager efficiently.
The contact's digital file lists folders into which you can
drill down to subfolders and yet further down into the
digital items. See Tree Control for information on viewing
the contents of folders and subfolders of a digital file.
You can move or import any file, folder or document that is
stored on your computer's hard drive (or your company's
network) into a contact's digital file. Once the file or
document is imported into the digital file, it officially
becomes known as a digital item.
Having all of a contact's files and documents stored in one
location as digital items in the ContactManager digital file,
will make access to your contact's information much easier
for both you and your co-workers or staff members. However,
if you encounter a circumstance where you wish to place a
digital item in a contact's digital file, but you do not want
anyone else in your office to see this file, you can make
that item private with use of a padlock. See Padlocks for
more information regarding this feature.
Adding a New Folder
All new folders created must be sub-folders of the "Digital
File" folder that is automatically created when the contact
is added in ResourceManager. However, unless there are
padlocks involved, you can add a subfolder to any folder in
the contact's digital file.
To create a new folder within the digital file, do the
following:
- Select the folder to which you want to add a
subfolder.
- Click the New Folder toolbar button or use the
right-click menu selection. The new folder will appear
inside the currently selected folder.
Adding a Digital Item
To insert a file or document from your local computer or
network drive to a contact's digital file, you can use the
toolbar icons, the right-click menu selections (New/Insert
Digital Item), or the Drag and Drop method. For simplicity,
the following discussion refers to using the toolbar icons.
- Double-click a contact as it is displayed on the
Contacts List to access the digital file.
- Click on the Insert Digital Item toolbar button.
- Use the "open" dialog box, to navigate to the location
of the file you want to insert.
- Click the Open button.
- The file is now saved as a Digital Item and is part of
the contact's digital file.
If the file cannot be imported instantly, a dialog will
appear to show progress. This dialog includes a cancel
button; clicking this button will abort the insertion and
remove the partially uploaded digital item from the digital
file. The file on your local computer is not be affected by
this cancellation.
Moving a Digital Item
In the digital file screen, you can re-arrange a contact's
digital file in a manner that best suits you. You can move
digital items between folders of a contact's digital file, or
between multiple contact's digital files.
To move digital items between contact's digital files, see
the user's guide section on the
Cut,
Copy, Paste and Copy as Shared features.
To remove a folder or digital item simply click the delete
toolbar icon or select the delete key on the keyboard.
Viewing Multiple Digital Files
To view 2 contact files simultaneously, open both digital
files. The second file will open on top of the first file.
Drag the first digital file to one side of your screen and
then position the second file right next to the first one.
You can resize the dialogs if necessary so that they both
fit. You can
drag and drop items from one
digital file to another when they are positioned in this
manner.
Hiding Folders and Files
To hide folders and files, right-click on
the item and choose "Properties..." from the pop-up menu. At
the bottom of the "Properties" dialog box, there is a
checkbox named "this item is normally hidden". Checking this
Box will hide the item. Unchecking this box will reveal the
item.
To show all hidden folders and files, go to DocumentManager,
click on the "DocumentManager" pull-down menu and choose
"Show Hidden Files & Folders."
Introduction
Welcome to ContactManager