In-Tray - Adding and Managing Files in the In-Tray
This article is part of the In-Tray section.
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To access the In-Tray:
- Select Tools from the top menu bar, then select In-Tray.
- This will open the Scanned Documents In-Tray window. Here you will find invoices and documents that have been scanned or linked to the In-Tray.
Adding a file to the In-Tray
There are a number of different ways that documents and invoices can make their way into the In-Tray:
- Scanning hard copies and saving these into a user’s folder in the In-Tray file directory.
- Saving email attachments directly into an In-Tray directory folder, or saving them elsewhere on your system and dragging and dropping them into a folder in the directory.
- Dragging and dropping or copying and pasting from other directories on your network into the In-Tray directories.
- Dragging and dropping emails, documents and files directly into the In-Tray.
- The In-Tray Exchange Service processing incoming and outgoing emails into the In-Tray.
In conjunction with In-Tray, there is an In-Tray Outlook Add-in available. This allows you to directly link emails from an Outlook inbox to the In-Tray. See: In-Tray - In-Tray Outlook Add-In for more information.
If you have notifications turned on, users will see a pop-up notification when a new file is added to their In-Tray.
Finding an In-Tray file using the filters
After adding a file to the In-Tray, either manually or with the Outlook Add-In or Exchange Service, you can use the filters to find it in the In-Tray, and also to find an appropriate record in the system to link it to.
- At the top right of the screen, use the filters to locate the scanned document or invoice.
- Tray - Set this first. Select from Correspondence Received for documents, or Invoices Received for invoices. Depending on what you choose here, the Record Type options will change.
- User - Select which user's In-Tray you want to view.
- You will only see your own if you do not have the In-Tray Allow Lateral View permission.
- If you are set up as a Supervisor, you will also see folders for the users you manage.
- Status - Select which status the file you want to link is currently at.
- When you select a document or invoice, you will see a preview of it in the File Viewer pane. This helps you identify the correct one if you have many with similar filenames.
- Once you have found the document or invoice, you need to find the record you want to link it to e.g. a client account or warranty date.
- At the top left of the screen, use the filters to find the appropriate record in the system.
- Record Type -Select the area or module you want to link your file to.
- Documents can be linked to Clients, Developments, Development Warranty Dates, Estimates, Estimate Quotes, Inspections, Insurance Claims, Insurance Policies, Jobs, Proposed Works, and Purchase Ledgers.
- Invoices can be linked to Diarised Charges, Diarised Charge Transactions, Jobs, Journal Codes, Purchase Ledgers, and Unlinked Invoices.
- Search Type - Once you have selected a Record Type, you can narrow down the search further with some options in this dropdown.
- Search Text - Use this field to search for records in the system e.g. account numbers, client names etc.
- Show User Portfolio Only - When ticked, the grid will only display results from accounts that are linked to the logged in user.
The "In Tray Portfolio Include Supervisors" lets you configure whether to include Supervisors when this box is ticked.
- Show Current Only - When ticked, the grid will only display results from active Client, Development or PL accounts. It will also include Jobs, Estimates or Proposed Works which aren’t completed or cancelled..
- After you have used the filters, the results will be displayed in the Reference/Description grid.
- Tick the Auto-Open Record box if you want the destination area in CPL to open after you click to link your file to it.
The "In Tray Open Record On Allocation" System Setting allows you to set this to ticked by default.
- After making selections in the Record Type, Search Type, Tray and Status filters, you can click the Save icon to save these as your Default search options.
- If you don't see the file or record, click the Refresh button to make sure you see the most up to date results.
File Management
If you right click on a file in the In-Tray you will see the following options:
- Export - This will open the Grid Print/Export window which will allow you to export the file to excel or as a PDF, or print.
- Change Selected File Status - Change the status to another one from the list.
- Change Selected File Tray Type - Change a file from Correspondence Received to Invoices Received, or vice versa.
- Reallocate Selected Files - Reallocate the file to a different users In-Tray.
- Select the user (and Document Type if you want to change it), and click Transfer Allocation.
- Rename Selected File - If a file has an ambiguous or inappropriate name, you can rename it.
- Ignore Attachment in Exchange Service - This will prevent the selected attachment from being transferred to the In-Tray again.
- This is useful for email signature images on invoice emails from contractors.
- To undo this, navigate to Tools - Ignored Attachments Management from the main tool bar, select your attachment and click Stop Ignoring.
If you right click on a Pending file, you will see slightly different options.
- Open Linked Record - This will open the record you have linked the file to.
- Override SLA - This will override the current SLA.
- Set Selected File to Allocated - This will mark the file as Allocated and remove the Pending status.
Merging Files
If you select multiple files and then right click, you will see an additional option.
- Merge Selected Files - This will open the Merge In Tray Files window where you can merge files into one PDF and create a new filename.
Merging a file will set both the original files to Merged, and leave the merged file in the Received tray with a G status.
To undo a merge, right click on the merged file and select Undo Merge.
You can view the original files in the In-Tray Management Information window. See In-Tray - In-Tray Statuses, SLA's & Management Information for more information.
The merge function will not be available if the System Setting "Disable In Tray Merge Function" is turned on.
Next: See In-Tray - Linking and Posting in the In-Tray for steps on linking your scanned documents and invoices to records inside the system.
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