Organize documents using Customized Properties

Each of the documents in your Inbox has several properties; ‘time received’, ‘number of pages’, ‘shared time’ and ‘owner’.
Documents can be further organized by adding tags, a unique reference, a document name and/or customized properties.

Account managers may define up to 10 additional Customized Properties for an account.

Adding Customized Properties to an Account Specifying Customized Properties for a document
Viewing a document’s properties Searching the Inbox using a document’s properties

Adding Customized Properties to an Account

To add a new customized property to your Account;

  • Log in as an Account Manager,
  • Expand the ‘Account Settings’ tab and click on the ‘Customized Properties’ menu item,
  • In the header section at the top of the page, click the ‘+’ icon to ‘Add new property’,
  • A pop up window will be displayed,
  • Assign a name to the new property and define the property type (string, date or numeric),
  • Click the ‘Add’ link to save.

A notification will be displayed with the result of adding the property, if added successfully you will be able to locate the property in the list and edit the property itself.

Specifying Customized Properties for a document

Both a document’s owner, as well as any users with edit permissions, with whom the Document has been shared, can specify customized properties for that document.

To specify Customized Properties for a document;

  • Log in as a User with edit permissions for the document and navigate to your Inbox,
  • Locate the document in the list and click on it’s entry,
  • Click the ‘More details’ (i) icon in the header section at the top of the page,
  • A pop up window will be displayed,
  • You can specify ‘Subject’, ‘Unique reference’, ‘Private tags’ and any ‘Customized Properties’ added;
  • Click the ‘Update’ link to save.

Viewing a document’s properties

There are two ways a user can view the properties of a document – From the Inbox and from within the InterFAX document viewer when the document is open.

From the Inbox;

  • Log in as a User with edit permissions for the document and navigate to your Inbox,
  • Locate the document and click on the ‘More Options’ link More Options Link on the right hand side,
  • Select ‘More Details Link More details’,
  • A pop up window will be displayed,
  • Ensure the top panel ‘Customized Properties’ is expanded by clicking the ‘+’ icon Add Link if necessary and review the properties.

From the InterFAX Document Viewer;

  • Log in as a User with edit permissions for the document and navigate to your Inbox,
  • Locate the document in question and click on it’s entry in the list to open in the document viewer.
  • Click the ‘More details’ icon Add Link in the header section at the top of the page,
  • A pop up window will be displayed,
  • Ensure the top panel ‘Customized Properties’ is expanded by clicking the ‘+’ icon Add Link if necessary and review the properties.

Searching the Inbox using a document’s properties

You can use any defined properties to search your Inbox and filter the results. Each of the available properties will appear in the ‘Advanced Search’ panel, with its own property format.

To search for documents in the Inbox, using its properties;

  • Log in and navigate to your Inbox,
  • In the Header section, locate the search box and click on the down icon Options Link at the right hand side, to expand the advanced search function;
  • Ensure the top panel ‘Customized Properties’ is expanded by clicking the ‘+’ icon if necessary and define the search parameters
  • To search for a date property, click the calendar icon and specify a date.
    (For example, for a date property with ‘From’ and ‘To’ boxes, specify From 2016-05-28 To 2016-08-19).
  • To search for a numeric property, select a numeric operator (, =, =) and type a numeric value.
    (For example, select = and type 7200.5).
  • To search for a String property, type the text to match.
    (For example, type London).
  • Click the search icon to apply your filters and search your inbox.

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