Wiki source code of Files

Last modified by MasterApps Support on 2021/06/18 03:00
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1 The **Files** area of **Injury Master** is a library for storing files not specific to Incidents / Claims (in contrast to **Documents).** The **FILES** area is found in the in the **Navigation Bar.**
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3 Files that can be stored in the **Files** area includes the following types:
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5 * **Smart Forms** – system-generated forms that can be edited in the system and draws information from system fields
6 * **Submittable Forms** – smart forms that require submission to agent/insurer
7 * **General** – any file uploaded from your desktop. PDF and image files can be viewed in the system, but any other format must be saved before it can be viewed.
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9 [[image:Attachments.WebHome@mceclip0.f65ac.png||alt="mceclip0.png" style="max-width:569px"]]
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11 By default, the **Files** area also includes the **Form Submissions** area in its own tab. The **orange** number indicating number of active Form Submissions is also displayed next to **FILES** in the **Navigation Bar**.
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13 For further information, please refer to [[Web-Linked Form Submissions>>doc:Injury Master.Files.Web-Linked Form Submissions.WebHome]].
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15
16 ==== **File Visibility** {{id name="file-visibility"/}} ====
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18 Files stored in the **Files** area will by default be accessible to any account user, but can be made specifically visible to:
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20 * The **Account**
21 * A **Company** and/or **Scheme**
22 * A **Person** (Employee, Contractor, General Public) – not specific to an Incident / Claim
23 * **Private** – visible only to specified Users
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25 Visibility is specified either when a file is uploaded or from the __Edit__ button beneath the File Name.
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27 [[image:Attachments.WebHome@mceclip1.4a045.png||alt="mceclip1.png" style="max-width:430px"]]
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29 Selecting any option other than the default “Account level (anyone can view)” will then prompt you to specify a Company, Scheme, Person or Users (under Private) for whom the file will be made visible.
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31
32 ==== **Viewing Files** {{id name="viewing-files"/}} ====
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34 Files are ordered with the most recent at the top, and capture the following information about each form submission:
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36 [[image:Attachments.WebHome@mceclip2.54576.png||alt="mceclip2.png" style="max-width:501px"]]
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38 1. **Title** – name of the file (including **Draft** label if file is draft)
39 1. **Date** – of creation of file (hover mouse to view date + time)
40 1. **Name** – of User who Uploaded / Generated file (hover mouse to view date/time/User who created + date/time/User who most recently updated file)
41 1. **Edit** – button to edit file details
42 1. **Archive** – button to move file to __Archived__ tab
43 1. **Notes** – added optionally to the file
44 1. **Visibility** – either Account Level, company/state, cost centre (connected to Person) or Private (with specified Users)
45 1. **Tags** – attached to file for grouping/filtering
46 1. **Attachment Icon** – select to display other files attached to this file
47 1. **Download** – button to view file (online for PDF/image; save & open for other formats)
48 1. **Drop**-**Down** – other options for handling files
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50 ==== **Filtering Files** {{id name="filtering-files"/}} ====
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52 Forms can be searched for via the Search bar or by the following filters:
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54 [[image:Attachments.WebHome@mceclip3.86f01.png||alt="mceclip3.png" style="max-width:339px"]]
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56 * **ATTACHED TO**
57 ** Attached to Nothing (default)
58 ** Attached to other Files
59 ** Show All
60 * **COST CENTRE** (defaults to all cost centres including Account Level)
61 * **FORM** (defaults to all form types)
62 * **TAGS** (defaults to all forms including those with no tags)
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64 For further information, please refer to [[Filters>>doc:Injury Master.Administration.Filters.WebHome]].
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66 There are 2 other ways to view attached documents. To view all attachments, select View All. To view individual attachments, select the attachment button, then the **eye** icon.
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68 [[image:Attachments.WebHome@mceclip4.07732.png||alt="mceclip4.png" style="max-width:722px"]]
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70 For further information, please refer to [[Viewing Attached / Hidden Documents>>doc:Injury Master.Documents.Viewing Attached - Hidden Documents.WebHome]].
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72 **~ **
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74 ==== **Edit File** {{id name="edit-file"/}} ====
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76 By selecting **Edit** below the form (indicated by a pencil icon), the following window will appear with details about the file.
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78 [[image:Attachments.WebHome@mceclip5.37dc8.png||alt="mceclip5.png" style="max-width:476px"]]
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80 From here you can edit the following:
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82 * **Visibility** – who can view the file
83 * **Title** – of the file
84 * **Tags** – visual cues to group or filter files
85 * **File** – the file itself
86 * **Date** – date and time that the file was generated/uploaded/submitted
87 * **Add extra notes**
88 * **Attach related file(s)**
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90 Once you have finished editing the file details, select **Save Changes.**
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92
93 ==== **Handling Forms** {{id name="handling-forms"/}} ====
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95 There are a number of other ways that files can be handled, according to the type of file. By selecting the drop-down arrow next to the **Download** button, you will see the following options:
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97 [[image:Attachments.WebHome@mceclip6.9509b.png||alt="mceclip6.png" style="max-width:678px"]]
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99 * **Edit Form** – edit the content of the Smart Form
100 * **Collaborate via Email** – share the Smart Form via email for the recipient to work on
101 * **Share via Email** – share the file as an attachment
102 * **Submit via Email** – submit the file to agent / insurer. File will be auto-tagged as **Submitted**
103 * **Move to Incident/Claim** – move the file from **Files** are to specific incident or claim
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105 Prior to submission, Submittable Smart Forms are auto-tagged as **Pending Submission** and have a **Submit** button in place of the **Download** button. The drop-down arrow for these files presents different options:
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107 [[image:Attachments.WebHome@mceclip7.4cc58.png||alt="mceclip7.png" style="max-width:560px"]]
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109 * **Mark Submitted** – treat file as though it was submitted via email. Auto-tagged as **Submitted**
110 * **Skip Submission** – behaves the same as “Mark Submitted”, but auto-tags as **Submission Skipped** instead
111 * **Download** – view the file (position switched with Submit compared to other files)
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113 Files can also be handled in bulk. Selecting forms by the tick-box or the **Select all** drop-down provides the following 3 options:
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115 [[image:Attachments.WebHome@mceclip8.2fc4c.png||alt="mceclip8.png" style="max-width:275px"]]
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117 * **Archive** – move selected forms to __Archived__ tab
118 * **Download** – save selected forms in a ZIP file
119 * **Move** – move selected forms to the Documents tab of an existing incident / claim
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121 For more information on moving forms, please refer to __[[Moving Form Submissions>>doc:Injury Master.Files.Moving Form Submissions.WebHome]].__

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