The IQ Document module contains a directory feature that lets you organize your documents and form letters into folders and subfolders. All documents can be placed in folders from the directory. Form letters can also be placed in the directory from the Form Letter Record page by entering the folder\subfolder name in the Directory field. In addition, you can search for document names or document content using a text search and set record security on a Directory.
To access the document directory:
Click the Documents tab and click the Directory submenu link. Folders and subfolders established for your office appear on the left side of the page. Click a folder to display subfolders or documents within it. Subfolders appear below the folder; documents appear on the right side of the page.
Click the document name link to go the record page for the document, or select the Add Document or Add Form Letter action to add a new document to IQ or create a new form letter.
To create a root folder, select the Add Root Folder action.
To create a subfolder, highlight the folder under which you want to place it and select the Add Folder action.
To promote a subfolder to a root folder, highlight the folder you would like to promote and select the Make Root Folder action. Any subfolders and documents are moved as well.
To move a folder and all its contents (subfolders and documents) to another folder, highlight the folder and select the Move Folder action. Note: You can select the ~Promote to Root Folder~ option located at the bottom of the To Folder drop-down list on the Move Folder dialog to make the selected folder a root folder.
To delete a folder, highlight it and select the Remove Folder action. This action is unavailable if there are documents in the folder. You must delete the documents or move them to another folder before you will be able to delete the folder.
To rename a folder, highlight it and select the Rename Folder action.
To move a document to a different folder, select the check box next to the document name and select the Change Data action. Select the directory, from the drop-down list in the Directory field, that you want to move the document to. Click the Save button. Note: You can also use Change Data to update the Assigned To, Review Date, Status, Envelope or the Documents, Issues, Workflow or Category Codes.
To search the document directory:
Click the Documents tab and click the Directory submenu link.
Open the folder or subfolder you want IQ to search.
Type the word or words in the Search Text field and click the Go button. IQ searches the current folder and subfolders for form letters or documents whose name or content contain the word or words you searched for and displays them below the Search Text field. Note: If you want to limit the search to just the folder, remove the check from Include Subdirectories.
Click the Clear button to clear the search results and return back to the folder or subfolder.