In-Tray - Using the In-Tray Screen

In-Tray - Using the In-Tray Screen

Info
This article is part of the In-Tray section.
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To access the In-Tray:
  1. Select Tools from the top menu bar, then select In-Tray.



  2. 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.



  3. You can also add files directly to the In-Tray on this screen. To do this, drag and drop the file directly into the open In-Tray window.

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.
  1. At the top right of the screen, use the filters to locate the scanned document or invoice.



    1. 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.
    2. User - Select which user's In-Tray you want to view.
      1. You will only see your own if you do not have the In-Tray Allow Lateral View permission.
      2. If you are set up as a Supervisor, you will also see folders for the users you manage.
    3. Status -  Select which status the file you want to link is currently at.

  2. 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.

  3. 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.

  4. At the top left of the screen, use the filters to find the appropriate record in the system.



    1. Record Type -Select the area or module you want to link your file to.
      1. Documents can be linked to Clients, Developments, Development Warranty Dates, Estimates, Estimate Quotes, Inspections, Insurance Claims, Insurance Policies, Jobs, Proposed Works, and Purchase Ledgers.
      2. Invoices can be linked to Diarised Charges, Diarised Charge Transactions, Jobs, Journal Codes, Purchase Ledgers, and Unlinked Invoices.
    2. Search Type - Once you have selected a Record Type, you can narrow down the search further with some options in this dropdown.
    3. Search Text - Use this field to search for records in the system e.g. account numbers, client names etc.
    4. Show User Portfolio Only - When ticked, the grid will only display results from accounts that are linked to the logged in user.


Notes
The "In Tray Portfolio Include Supervisors" lets you configure whether to include Supervisors when this box is ticked.
    1. 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..



  1. After you have used the filters, the results will be displayed in the Reference/Description grid.



  2. 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. 


Notes
The "In Tray Open Record On Allocation" System Setting allows you to set this to ticked by default.
  1. 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.



  2. If you don't see the file or record, click the Refresh button to make sure you see the most up to date results.


Info
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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