GoFileRoom ControlPanel Add-In

Alerts and notices

The GoFileRoom ControlPanel Add-in allows a user to:

  • Send a single file, multiple files, or an entire folder to GoFileRoom by dragging and dropping it onto a desktop shortcut.
  • Upload files to GoFileRoom through a Windows Explorer "Send to GoFileRoom" option.
  • Perform uploads in Silent mode.

    Send to GoFileRoom profiles can be configured to run in Interactive or Silent mode. When Silent mode is enabled, an indexing window will not appear when uploading files to GoFileRoom.

  • Monitor the status of uploaded files.
  • View uploaded files.
  • Maintain your files, other than Word, Excel, and PDF, that are currently checked out for editing from GoFileRoom.

To open this Add-in, do one of the following:

  • Double-click a profile shortcut on your desktop.
  • Click the Windows Start button and choose All Programs > GoFileRoom > GoFileRoom ControlPanel.

System requirements

Verify that your hardware and software meets or exceeds the system requirements.

Note: Network users must be Power Users, at minimum, on the local computer to use the add-in.

Installation instructions

Follow these steps to install the GoFileRoom ControlPanel Add-In.

The Microsoft .NET Framework 4.0 must be installed prior to installing the GoFileRoom ControlPanel Add-In. You can install the .NET Framework 4.0 from Microsoft's website External link. (What's this?)

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Note: This installation will take several minutes and may require a reboot.

  1. Log in to GoFileRoom, click your name in the upper-right corner of the screen and, choose Client Add-In from the drop-down list.
  2. In the File Download dialog that opens, click Run to start the installation process or save the setup file to your firm's network for later installation.
  3. Windows may issue a warning after launching the installation package. Click Run to continue.
  4. Click Next, then click the Install button.

When the installation is complete, you can launch the application by marking the GoFileRoom ControlPanel checkbox.

Profiles tab

A profile contains a drawer and index information. After successfully creating a profile and adding the shortcut to the desktop, you can drag and drop the shortcut to upload files to GoFileRoom.

  • To add a profile, click the New Profile button New Profile button. A temporary profile will be created as [New profile]. Select a drawer and indexes for the profile, then save changes by clicking the Save Profile button.
  • To save a profile, click the Save button Save button. A dialog opens with the current profile name in the text field. You can save changes to the current profile or save the updated profile as a new profile.
  • To delete a profile, click the Delete button Delete button. A pop-up window opens prompting you to confirm deletion.
  • To create a profile shortcut on your desktop, click the Profile Shortcut button Shortcut button. Creating a desktop shortcut for a profile allows you to add documents with predefined indexes to GoFileRoom by dragging and dropping files to the profile shortcut. A window opens to confirm that a profile shortcut was successfully created.
  • File mapping checkboxes allow you to map the drawer index on the left to the selected file attribute on the right. The following attributes can be mapped.
    • Folder Name: Folder name Selecting the Folder Name attribute allows users to use the name of the folder as the value for the index that is selected.
    • File Name: File name Selecting the File Name attribute allows users to use the name of the file as the value for the index that is selected.
    • Last Modified Date: Last modified date Selecting the Last Modified Date attribute allows users to use the date the file was last updated as the value for the index that is selected.
    • Current Date / Date Time: Current date / time Selecting the Current Date/Date Time attribute allows users to use the current date or date time as the value for all date/date time indexes.
  • To clear a profile, click the Clear Button Clear button to clear drawer index values as well as file mapping checkboxes of the current profile.
  • To reset a profile, click the Reset Button Reset button to change all drawer indexes and file mapping checkboxes back to their original profile selection.

Indexing window

The indexing window is opened when you drag and drop a file to a profile desktop shortcut. This window contains drawer information and file mapping checkboxes.

Click the OK button to use selected values to index the document, send it to GoFileRoom, and close the Indexing window.

Click the Cancel button to close the indexing window. The file is not sent to GoFileRoom and the Indexing window closes.

  • To load the most recently used index values when last adding a file to GoFileRoom, click the Recall Indexes button Recall Indexes button.
  • To clear values in all drawer index fields as well as file mapping checkboxes, click the Clear button Clear button.
  • To change all drawer indexes and file mapping checkboxes back to their original profile selection, click the Reset button Reset button.
  • File mapping checkboxes allow you to map the drawer index on the left to the selected file attribute on the right. For details on attributes, see Profiles.

Batches tab

The Batches tab displays information for files that have been sent to GoFileRoom. You can filter items listed in this screen by application (All or Send to GoFileRoom).

Notes

  • You can create a batch by dragging and dropping a file or folder to a profile shortcut. Each batch can have one or more files.
  • When you upload multiple files to GoFileRoom in a batch via the ControlPanel, each file is queued and then uploaded individually.

The Batches tab is divided into two panes.

  • The top pane displays batch information, including the application name, profile name, batch ID, status, number of files, and GoFileRoom login used for each batch. To filter items on the Batches tab, click the filter button Filter button in a column heading. To sort the data by the items in a column, click that column's heading.
  • The bottom pane displays the files associated with the batch that is selected in the top pane, and it includes the file name, path, and status for the selected batch file.

    The application displays an indicator, based on the file's status.

    • Processing: upload progress bar
    • Complete: ID link for files that were recently uploaded to GoFileRoom. Click a Document ID link to open the file in View mode.

The following buttons are available in the toolbar above the grid.

Information button Display the indexes used to upload a specific batch
Delete button Delete the selected batch
Reset filter button Reset all filters to show all available batch information

Local files tab

The Local Files screen displays all file types, other than Word, Excel, and PDF, that have been edited from GoFileRoom. The files are filtered by drawer.

This screen is divided into two panes. The top pane displays file information, including the file type, document ID, checkout date and time, and indexes specific to the selected drawer. You can filter items in the Local Files tab by clicking the filter icon Filter button to the left of each column heading. You can sort each column by clicking the column heading. The bottom pane displays the progress of files that are being checked back into GoFileRoom, and includes the file name, path, status for the selected file(s), and an upload progress bar.

  • To display the options available for the checked out files, click the Options button Options button.
  • To reset all filters to show all available Local Files information, click the Reset Filter Reset filter button button.

From the Options menu, you can check-in saved changes and keep checked out, check-in saved changes, and undo checkout(s).

Configurations tab

The Configurations screen allows you to configure your GoFileRoom application settings.

Profile settings

You can configure the following profile settings.

  • Default Profile: This profile will be used for error handling. If a user tries to access the application through a shortcut that refers to a deleted profile, the option of using the default profile is presented.
  • Automatically Create Desktop Shortcut: Select this checkbox to enable the creation of desktop shortcuts for new profiles. Deselect to disable.
  • Include File Extensions: Select this option to enable the addition of file extensions to file names configured through file mapping.
  • Mapping Delimiters: Allows the ability to set delimiters to use when combining predefined values and file mapping through the drop down menu.
  • Display Indexes checkbox: Mark the Display Indexes checkbox under the drawer to open an indexing window when dragging and dropping a file to a profile desktop shortcut. This is referred to as setting a profile to Interactive mode. This allows you to modify the predefined index values before sending the file to GoFileRoom. Clearing this checkbox sets a profile to Silent mode, in which indexes are not displayed and predefined profile values are used to index the document when sending it to GoFileRoom.

    Note: If mandatory fields are not predefined, the indexing window will be opened, regardless of the option selected.

  • Default shortcut action: Select an option to define what happens when you click on a ControlPanel shortcut on your desktop. By default, Run a Document Search is selected. You can also choose to open a document search or open the ControlPanel profile.
  • Add profile to GoFileRoom folder in Outlook: Mark this checkbox to add a folder to Outlook for each profile you create. When you drag an email message to the Outlook folder, the message is added to GoFileRoom as specified in the profile. You can also specify a default action that determines whether message attachments are combined with the message as a single file, or added separately. Mark the Show these options each time to make the selection on a case-by-case basis.

Purge settings

You can configure the following purge settings.

  • Purge History: Enter the number of days before the batch history is purged. This field is also used to control when backups are purged for local files.
  • Delete Backups: Select this option to enable the deletion of backup copies upon successful upload.

Email settings

You can configure the following email settings.

  • Customer Email: This setting determines the email address used for notifications during the upload process. You can enter an address, or use the default, which is based on the login used to access GoFileRoom.
  • Notifications: Use the drop-down menu to choose from the following options.
    • Disable: No notifications are sent to the customer email address.
    • Errors Only: Notifications are sent to the customer email address only if there are errors during the upload process.
    • Completed Only: Notifications are sent to the customer email address when the upload process is complete.
    • Errors+Completed: Notifications are sent to the customer email address when there are errors in the upload process and when the process is complete.

Log level settings

You can select the following log level settings from the Log Level field.

  • Disable: No entries are recorded to the log file.
  • Errors: Only errors are recorded to the log file.
  • Errors+Warnings: Errors and warnings are recorded to the log file.
  • Errors+Warning+Information: Errors, warnings, and additional information are recorded in the log file.

Note: Log files are located within each user profile.

Frequently asked questions

A profile is a set of pre-defined drawer indexes used to file GoFileRoom documents.

Drag and drop the files or folders you want to upload onto the shortcut. Enter any indexing information not included in the profile, then click OK.

A batch is created each time a profile shortcut or desktop shortcut is used to upload a file to GoFileRoom. A batch can contain a single file, multiple files, or multiple folders.

Open the GoFileRoom ControlPanel, click the Batches tab, and view the statuses of batch files in the Status column.

Files in batches with a status of "Completed" were successfully uploaded to GoFileRoom.

If a batch contains a file that was not successfully uploaded to GoFileRoom, it will have a status of "Failed". Double-click the batch in the top pane to view the upload error.

Note: You can configure GoFileRoom to notify you via email when an upload fails or is successful.

In the GoFileRoom ControlPanel, select a profile and clear the Display indexes before sending to GoFileRoom checkbox, then click Save.

In the ControlPanel, click the Batches tab and select a completed batch in the top pane. Then, select a completed document from that batch in the bottom pane and click the Document ID link.

If you are uploading multiple files to GoFileRoom in batches via the ControlPanel, and you plan to move files out of the local folder where the ControlPanel is searching, we recommend that you move those files only after all files in the batch have been successfully uploaded.

If this has already occurred for a batch, you can move the files back into the folder in which the ControlPanel is searching, and the batch will begin uploading again.


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