Your inbox

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An inbox is a folder in your archive, called 'Inbox' which is linked a folder on your hard disk. 
When files are placed into the physical folder on your hard disk or network, they will be automatically imported (moved) into the linked folder in the archive.

An inbox operates as follows: you place one or more files in the linked folder on your hard disk. 
Each time RetSoft Archive is started, or when you right click on the inbox in RetSoft Archive, your inbox is checked for new files which will be imported automatically. 
Most file formats are supported, such as scanned documents in TIFF or JPEG format, but also office documents, text files, PDF's and many more.
This feature is also very useful when you use the 'Save as...' option from other software programs, or use a so-called multifunctionals or network scanners that save documents to the linked folder on your hard disk or server. 

It is important to remember that you cannot rename, delete or move the inbox. 

Setting up an inbox

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Business

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An inbox can be setup from the settings (button ) window, using the first tab 'Archive'.

Simply select a folder on your PC and select OK, the folder on your PC will then be linked to the inbox.

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Business+ Document Management Expert

Users will automatically be assigned an inbox folder in RetSoft Archive.
However the users will have to link it to a folder inside Microsoft Windows first by using the settings (button ) window, using the first tab 'Archive'.

Simply select a folder on your PC and select OK, the folder on your PC will then be linked to the inbox.
Or the administrator can link the inbox for the user using the RetSoft Admin.

Importing files

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When placing files in an inbox, the corresponding folder in RetSoft will blink with an arrow icon to notify new items have been found.
After selecting the inbox the user will be prompted if they want to import the new files, select Yes to import the files.

By right clicking on the inbox folder in the tree you can also mannualy check your inbox for new files with the option 'Check inbox'. Files will be automatically imported.
Almost all files are supported, but a few types such as system files are not.
Unsupported files are left in the inbox folder on your hard disk. You should manually move or delete these files.

Disabling the inbox

Business+ Document Management Expert

Disabling an inbox will turn the corresponding RetSoft Archive folder into a regular folder.

An inbox can be disabled by using RetSoft Admin.
Log in and go to the tab 'Users', then select the subgroup 'Inboxes'.

Here you can disable an inbox by unchecking the inbox for the user.
You can also simply unlink the inbox by removing the path.

Processing rules

Business Document Management Pro

A processing rule defines an action that is executed when an imported or scanned document matches the conditions you specify. You can use the 'Wizard processing rules' to configure your processing rules.
You can start the wizard from the toolbar button 
or the menu 'Extra' in RetSoft Archive when an Inbox is selected. You can then edit, add, disable or remove processing rules.
This will open the following screen:

When you have one or more processing rules you can choose to edit or delete them.
It is also possible to rearrange processing rules by moving them up or down in the list, this will specify the order in which they are executed.

It is possible to backup your processing rules using the 'Export' option so you can 'Import' them again later when needed.

Applying processing rules

Business Document Management Pro

Selecting 'New' will allow you to create a processing rule in the following screen:

Here you can enter a name for your processing rule, and add conditions.
You can combine the conditions 'Document content' or 'Document name' with the conditions 'Contains' or 'Does not contain' followed by the word or string you want to apply these conditions to.
You can add more conditions to one processing rule by pressing the '+' button.
Note: Selecting 'Edit' will allow you to edit the processing rules using the same screen.
By selecting Next you will get the following screen:

Here you can specify a name that documents matching this condition will be renamed to, and a folder in which to put the matched documents.
Selecting Finish will add the processing rule to your processing rules list.