In-Tray - Introduction and Set-Up

In-Tray - Introduction and Set-Up

Info
This article is part of the In-Tray section.
Find all related articles here:

Introduction

In-Tray is a document management system which allows users to streamline the document flow throughout an office and electronically file documents and invoices in the system.

By scanning or saving documents into specific network directories, users can view their incoming documents in one place and save documents to Client and Development accounts as well as raising Purchase Ledger invoices directly from a scanned inbound invoice.

There are a number of different ways that documents and invoices can make their way into the In-Tray: 
  1. Scanning hard copies and saving these into a user’s folder in the In-Tray file directory. 
  2. 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. 
  3. Dragging and dropping or copying and pasting from other directories on your network into the In-Tray directories. 
  4. Dragging and dropping emails, documents and files directly into the In-Tray .
  5. 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.

Set-Up

Our Implementation team will enable the In-Tray module and configure two separate directories within the allocated folder path for your business.

Notes
These are set in the  "In Tray Document Directory" and "In Tray Invoice Directory" System Settings. 

When the In-Tray module has been activated and you have the correct permissions set, a folder will be created for each user in both directories.

Please ask your IT team to configure your scanner to allocate documents to the correct folder path. 

Permissions

For In-Tray to work correctly you will need to ensure that users have the correct individual permissions set, or have been assigned a group of appropriate permissions. 

The In-Tray permissions are:  
  1. In-Tray Allow Ignore Exchange Attachments - Permission to set attachments to be ignored by the Exchange Service.
  2. In-Tray Allow Post to Hold File - Permission to post directly to hold file when posting a proposed invoice.
  3. In-Tray Allow Reversal - Permission to reverse an In-Tray link.
  4. In-Tray Allow SLA Override - Permission to override the SLA times on an In Tray file in Pending status.
  5. In-Tray Set Selected file to Allocated - Permission to use the Set Selected File to Allocated In-Tray menu item
  6. In-Tray View All Management Information - Permission to view all users in In-Tray Management Information screen.
  7. In-Tray View Management Information - Permission to view In Tray Management Information screen.
  8. In-Tray Allow Lateral View - Permission to create, update, read or delete information relating to colleagues In-Tray documents.
Info
For further information on setting permissions and groups, please see the User Permissions Training Guide. 

User Configuration

You will also need to make sure each user’s User Login screen is configured correctly. 

To do this:
  1. In the toolbar, select System - System Parameter - User Login. 

  2. Select the user you want to set up for In-Tray and double-click or click Amend to open.

  3. In the In-Tray Directory field, set a name for the user's In-Tray directory. If you do not enter anything in this field, In-Tray will not work for this user.



  4. In the Supervisors drop-down menu, select which user(s) will need access to this user's In-Tray.



    You can select more than one option from this field by adding ticks against other users. 

    • Related Articles

    • In-Tray

      You will find links below to Training Guides related to CPL's In-Tray Module. In-Tray Module Training Guides In-Tray Training Guide v1.2 In-Tray Exchange Service and Outlook In-Tray Add-In Integration v1.1 Processing Invoices in the In-Tray V1.0 ...

    • In-Tray - In-Tray Outlook Add-In

      This article is part of the In-Tray section. Find all related articles here: In-Tray Setting up the In-Tray Outlook Add-In If you have the In-Tray module, the In-Tray Outlook Add-In can be installed on each user's machine from the RPM_Distributions ...

    • In-Tray - Linking and Posting in the In-Tray

      This article is part of the In-Tray section. Find all related articles here: In-Tray Once you have added a document to the In-Tray, you are ready to link it to the relevant record. Linking Files You can link documents and invoices to different areas ...

    • In-Tray - Reinstating the In-Tray Outlook Add-In

      This article is part of the In-Tray section. Find all related articles here: In-Tray If you notice the Outlook Add-In is missing from the menu bar, Outlook may have disabled it. Reinstating an Inactive Add-In If you haven't used the Add-In for a ...

    • Setting Up and Managing Diarised Charges

      This article is part of the Diarised Charges section. Find all related articles here: Diarised Charges Imports Introduction Diarised Charges in CPL streamline the creation of recurring Purchase Invoices for regular expenses of the same amount. They ...