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
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,
- If you have not yet defined any customized properties you will be prompted to add a new property directly.
- 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’ icon
in the header section at the top of the page, - A pop up window will be displayed,
- You can specify ‘subject’, ‘unique reference’, ‘tags’ and any ‘customized properties’ added;
In the above screenshot we see the customized properties window, with a custom property ‘NEWSTRING’.- 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 ExtraFax Cloud 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’ icon
on the right hand side, - Select the ‘More details’ icon ,
- A pop up window will be displayed,
- Ensure the top panel ‘Customized Properties’ is expanded by clicking the ‘+’ icon if necessary and review the properties.
From the ExtraFax Cloud 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 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 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 it’s 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
at the right hand side, to expand the advanced search function;
In the above Screenshot we see the search window, with a custom property ‘NEWSTRING’. - 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 (<, >, =, <=, or >=) 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.