GreenFolders User Manual
GreenFolders Version 3.x
Welcome to GreenFolders
In the office environment of the past, paperplayed an integral role in office workflow. Documents were printed, placed in a folder, and then the folder was shuffled around the office as workers added and modified the documents in the folder until the folder wascomplete. Completed folderswere stored in file cabinets or offsite storage facilities until needed again.
Today, GreenFolders has removed the need for physical paper by providing the toolsneeded to work with the electronic versionof documents, just as was done with the physical paper. GreenFolders also empowers users and managers with features designed to improve and monitor workflow, find files and groups of files quickly and easily, share information from each folder securely, and much more.
This manual will guide you through the process of adding Attachments (Documents, etc.) to GreenFolders and working with those attachments to perform your daily functions just as you would with paper. You will learn how GreenFolders can help you manage your workflow easily and efficiently using tasks, saved searches, and many other features.
To get started working with GreenFolders view the “Quick StartGuide” or the “Table of Contents” pages.
Table of Contents
Quick Start Guide
Logging in to GreenFolders
Home Tab
GreenFolders Menu
New Folder
My Settings
My History
Send Feedback
Contact Support
Logout
Closing GreenFolders
Viewing Your Folders and Group Folders
Viewing Your Tasks and Group Tasks
Viewing Your Created Tasks
Using the Notepad
Using the Inbox
Working with Folders
Folder Information
Notes
Attachments
Tasks
Quick Start Guide
This guide is designed for new users who are unfamiliar with the GreenFolders interface. This will give you a jumpstart on how to use GreenFolders.
Please select a topic of interest.
- Loggingin toGreenFolders.
- HomeTab.
- ViewingYourFolders.
- Viewing Your Tasks.
- Create a new Folder.
- Add Attachments to a Folder.
- Create a new Task.
Logging in to GreenFolders
The GreenFolders Login screen is your doorway to the GreenFolders System. When you start up the program, it will prompt for your user name and password.
Note:If you don't have a GreenFolders user name and password please contact your administrator or a member of the GreenFolders support team.
To log in, enter your user name and password and then click the “Login” button.
You can choose to have the system remember your user name and password by checking the
“Remember Me”Checkbox. Don't select this option if your computer is a shared workstation, or if it is accessible to others who you don't trust.
You may also select “Auto Login” to use the remembered credentials to log directly into GreenFolders. “Remember Me” must be checked to use Auto Login.
You can change your password from the login screen by clicking the link atthe bottom of the screen.
Back to QuickStart Guide
Home Tab
The “Home” tab is your initial view when you log into GreenFolders. From this view you can see the Folders and Tasks that are assigned to you or groups you belong to, as well as the Inbox, the Notepad, and Saved Searches.
Quick Search
The Quick Search enables you to find folders quickly and easily. Simply type in the name or part of the name of a folder and press enter. If there is only one folder that matches name entered, the folder will be open. If more than one folder is found, a list of all the folders that match the name that was entered is displayed.
Advanced Search
Clicking the “Advanced Search” button opens the Advanced Search page. This page is divided into two parts, Saved Searches on the left, and the search tools on the right. To create a new Saved Search, add the search criteria for the folders or tasks you want to find and then click save. To display or remove a Saved Search on the Home tab, check or uncheck the checkbox next to the name of the search. To delete a saved search, click the “X”. (You can also add or remove the default tabs from the Saved Search list).
Default Tabs
When you first open GreenFolders, there are several tabs shown: Folders, Group Folders, Tasks, Group Tasks, Created Tasks, Notepad, and Inbox. To add or remove these default tabs, click the Advanced Search button and uncheck or check the box next to the name of the tab listed in the saved search list shown on the left.
Grouping
To group by a specific column, click the column header and drag it to the bar displaying the “Drag a column header here to group by that column” message.
Sorting
To sort the results shown for the selected tab, click the column header that you want to sort by. A small triangle is shown on the right-hand side of the column header to indicate if the list is sorted Ascending or Descending. (If no triangle is shown, the list is sorted with the GreenFolders default sorting)
Refresh
Click the Refresh button to update the list displayed for the selected tab.
Expand/Collapse
The Expand/Collapse button allows you to expand or collapse all of the results shown when grouping results on the Home Tab.
Click Print to print the listdisplayedfor the currently selected tab.
Export
Click the Export button to Export the list for the currently selected tab. The available export formats are .CSV, .XML, and .XPS.
Colors
Click the Colors Button to select the displayed coloring for the results shown for the Back ground or Foreground based on the Status or Priority of Folders and Tasks.
Statistics
The Statistics button enables you to see the Average, Sum, Minimum, and Maximum of values such as numbers, and dates, of fields in the column list.
Adding / Removing Columns/Copy Settings
You can copy the display settings of a Tab to another Tab using the “Load Settings From” dropdown menu. (You can also reset the display settings to the Default Settings). To add or remove a column from the list displayed, click the Column List button and select columns to show or hide by clicking the checkbox next to the name of the column.
Back to Quick Start Guide
GreenFolders Menu
The GreenFolders Menu can be found by clicking the GreenFolders button located in the upper left hand corner of the main window. This menu has the following list of options:
New Folder
Click “New Folder” to create a new folder. You will then be prompted to choose a file name for the new folder (If your system has more than one Application and/or Folder Type you may also select them at this time). If GreenFolders is connected to your production database, make sure to name the new folder the same as the file name in your production system so that information will be displayed properly. After you enter the name for the new folder and press ok, the new folder is displayed and must be saved in order to complete the new folder creation process.
Back to Quick Start Guide
Configuration
This option provides access to the configuration area of GreenFolders. (This selection is only displayed if the user has Administrator Privileges).
My Settings
Selecting “My Settings” opens the My Settings box and allows you to set many options in GreenFolders, edit Notification settings, change Themes, and make adjustments to additional components you may have (Plug-ins or Optional GreenFolders Content).
Import
You can use the Import selection to import information from a spreadsheet to add new folders or update existing folders. (This selection is only displayed if the user has the appropriate Privileges).
My History
This selection shows you a history of actions you have performed in GreenFolders. Adding attachments, or saving a folder are examples of items shown.
Send Feedback
Use “Send Feedback” to give GreenFolders your ideas, opinions, and comments to further enhance the program, etc. We appreciate you taking the time to let us know what you like/dislike about GreenFolders.
Contact Support
Clicking “Contact Support” will open an Internet Browser window to a live chat page and allow you to begin a live chat session with our support staff.
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Logout
Choosing “Logout” will close the GreenFolders main window and return you to the Login Screen. Make sure you have saved any changes to your folders before logging out.
Closing GreenFolders
To Close GreenFolders, press the “X” located in the uppermost right-hand corner of the program. Make sure you have saved any changes to your folders before closing.
Viewing Your Folders and Group Folders
The “Folders” and “Group Folders” tabs allow you to easily view which folders are assigned to you or groups you belong to.
Viewing Folder Contents
In order to view the contents of afolder it must be opened. To open a folder, double-click a folder in the list or right click the folder and select “Open” from the menu.
Updating the Folder List
To update the list of folders assigned to you, click the Refresh button.
Related Topics
Home Tab
Working with Folders
Back to Quick Start Guide
Viewing Your Tasks and Group Tasks
The Tasks/Group Tasks tabs allow you to easily view the tasks assigned to you or groups you belong to that need to be completed. (Completed tasks are not shown)
Completing a Task
Check the box in the “Task Completed” column to complete the task.Completed tasks will be removed from the list.
Viewing a Task
Double-click a task, or right click a task and choose “Open”to open the folder that contains the task and view the task itself.
Updatingthe Task List
To update the list of tasks assigned to you click the Refresh button.
Related Topics
Home Tab
Working with Tasks
Back to Quick Start Guide
Viewing Your Created Tasks
The Created Tasks tab allows you to easily view the tasks that you created. You can also see each task's status, and view other important task properties.
View a Created Task
Double-click a task, or right click a task and choose “Open” to open the folder that contains the task and view the task itself.
Updating the Created Tasks List
To update the list of created tasks, click the Refresh button.
Note: Completed tasks are removed from the list. (By default, you will receive an email notification when a task you created has been completed. This setting can be changed on the “Notifications” tab in “My Settings”).
Related Topics
Home Tab
Working with Tasks
Using the Notepad
The Notepad tab in GreenFolders gives you an area to create notes and assign them to a specific folderlater. To create a new note, click the “Add” button, type in your note, and then click “Create” at the bottom of the Create Note window.
Assign a Note
To assign a note to a Folder, Attachment, orTask, click the note, then click the “Assign” button. Next, choose the Folder that the note needs to be placed in and press “Go”. After the folder has been selected, click the drop down box under “Apply To” and choose where the note will be placed. You can add notes to a Folder by just clicking the checkbox next to “Add Note to Folder”. To add a note to an attachment or task, click the checkbox next to the name of the specific Attachment or Task.
To assign a note to more than one Folder, Attachment, or Task, uncheck the box in the delete column and assign the note normally. The note will remain on the “Notepad” tab and you can then assign it to another Folder, Attachment, or Task.
Delete a Note
To delete a note from the Notepad, click on the note to select it, then click the “Delete” button. You can delete multiple notes by holding down the “Ctrl” key on your keyboard and then clicking on each note you wish to delete, and then clicking the “Delete” button.
Copy a Note
To copy a note, simply select the note you want to copy and then click the “Copy” button.
Print a Note
To print a note, click the note you want to print and then click the “Print” button.
Related Topics
Home Tab
Working with Notes
Using the Inbox
The Inbox holdsattachments (documents)that areprinted or added by dragging and dropping from an email, or your computer. After you have placed an attachment in the inbox, you can assign it to a specific folder at a later time, send it via Email, merge it with other attachments in the inbox, copy it, or delete it.
Assigning Attachments to a Folder
From the Inbox you can assign attachments to folders one of two ways.
1. Drag and drop an attachment to an open Folder tab.
2. Click each attachmentyou want to assign to the same folder (hold down the “Ctrl” key on your keyboard while clicking to select multiple attachmentsand then click the Assign button).
Once you do either of these, the Add Attachments window will appear. To learn how to use the Add Attachments window, please view the Adding Attachmentstopic.
Merging Attachments
You can only merge attachments of the image type (PDF, Tiff, etc.). You may merge two or more attachments by clicking each attachment (hold down the “Ctrl” key on your keyboard to select multiple attachments) that you want to merge and then clicking the Merge button.
DeletingAttachments
Select each attachment you wish to delete by clicking them (hold down the “Ctrl” key on your keyboard while clicking to select multiple attachments) and then click the Delete button.
Copying Attachments
To copy an attachment, click the attachment you want to copy then click the “Copy” button.
Email Attachments
From the inbox you can Email an attachment. Simply select the attachment in the Inbox you want to send and then click the Email button.
Updating the Inbox
To update the list of Attachments in the Inbox, click the refresh button.
Renaming an Attachment
You can rename an attachment in the Inbox by right clicking the attachment and choosing “Rename” from the list of options.
Note: The Assign To, Copy, Email, Merge, and Delete can also be accessed by right clicking the attachment(s) and selecting them from the list displayed.
Related Topics
Home Tab
Adding Attachments
Working with Folders
When you open a Folder it is displayed as a new tab next to the Home tab. You are able to view the Folder Information (Forms, Status, etc.), Notes, Attachments, and Tasks, with their associated tabs. The following sections of this manual take you through the processes you will use working with your folders. Click one of the topics below or advance to the next page to begin.
Making changes to a folder
In order to make changes to a folder, the folder must be locked for editing. To do this, press the edit button located in the upper right hand corner. The folder is locked for editing when the “Edit” button changes to “Save” and the lock icon is shown next to the folder name. When the folder is locked for editing, only the user who locked the folder can make changes.Other users can view the information ofa locked folder, but they will not see any changes made until the locked file is saved and they then click refresh or close and reopen the folder. See Folder Information, Notes, Attachments, and Tasks for more information on making changes to a folder.
Refresh Folder Information
To refresh the information shown on the folder forms click the refresh button. (Note: Make sure the folder has been saved prior to clicking refresh to keep any current modifications if you have the file locked).
Attach/Detach a Folder
GreenFolders gives you the ability to detach a folder from the main window and show it in its own window by clicking the “Detach” button. To return the folder to the main window, simply click the “Attach Folder” button in the detached folder.
Printing
The print button located in the upper right hand corner of the folder allows you to print information from GreenFolders. The options for printing are related to the tab within the folder you are currently on. For instance, if you have selected the Folder tab in a folder, there is an option to print folder information, or if you have selected the Attachments tab, there is an option for printing the current attachment, etc. To get more information on Printing, view each of the printing sections for Folder Information, Notes, Attachments, and Tasks.