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,
- Go to ‘Account Settings’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 ‘SAVE’ Button to add the custom property.
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 ‘Properties’ 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;
- Click the ‘SAVE’ button to apply document changes.
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 ‘Properties’ from the menu,
- A pop up window will be displayed,
- Select 'Custom Properties' 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,
- Select 'Custom Properties' 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 specify the custom property to search for as seen in the example below:
- To search for a date property, specify a date.
- 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.