The Records Ribbon provides access to filters to quickly search the Records Management database.
Select a View preference - Full Details, Standard Details or Minimum Details. The view in the search grid changes to provide more or less information on your searched Record Results. Expanding the view beyond minimum will show the description (in standard view) and keywords (in full details).
The Area drop down filters by Contact or Team - these filters are variable and are based on the record locations that are of a Contact or Team type.
The Role drop down filters by Employee Role, such as Partner, Manager, Preparer, etc
In conjunction with the Area drop down filter the Select Contact filter navigates to the list of available contacts or employees.
In conjunction with the Role drop down, the Employee drop down navigates through individual, or groups of, employees with the same Roles.
The Record Status drop down allows filtering of documents with the selected Status.
The date range area allows filtering based on multiple factors. You can choose to filter on the Modified, Added, Created or Finalised date, and can also utilise specific date ranges such as Today, last 3 days, last 7 days, last 2 weeks, last month, last 3 months, last 6 months, last 12 months, last 2 years, last 3 years, last 5 years, select date range. The settings in the Options will determine what the default setting for date range. These options can be a firm wide setting, or the firm may allow each user to choose their own default setting.
Using No Date Range will enforce limitations - a contact must be selected also. Using some Record location areas will disable the Contact search area. Therefore no results will be loaded on the grid.
BATCH & VISIBILITY
This area allows you to filter on a particular batch that has been assigned when creating a batch of documents from the Knowledge area. Tick "show batch" and then select the appropriate batch number.
If you wish to search on documents that have been assigned to a particular team, select from drop down for multiple or single teams. You will only see teams of which you are a member.
Filter options allows you to store a particular search filter to be recalled at a later time. Select the filters and search terms and then press the Store button. When you need to use this again, press the Recall button. If you wish to delete this search, press Clear.
These Recall features work with Date Range searches up to 5 Years only.
The Recall Filter buttons will be greyed out if there is no filter set. For various reasons, your Stored filter may be reset by Business Fitness when new versions are released.
When deleting records, the documents are sent to the Recycle Bin. These can later be retrieved (you will need to be an Administrator to restore records) by clicking on the Recycle Bin icon. Make sure other filters are cleared to see all deleted Records.
This icon enables you to create a report of the search results that are showing on the grid. The report can be printed to screen, to a printer or saved as an export file.
Export your search results to a CSV file with the use of the CSV Export button. Click the button, choose a folder to save the file into, then change the name of the document if desired - the name will default to today's date. If you intend to create more than one CSV in one day it's best to rename them each time.
The records search bar consists of a free text search area and four buttons. From left to right these buttons are:
- Store current filters (also available on the ribbon)
- Recall current filters (also available on the ribbon)
- Clear current filters (also available on the ribbon) - this resets the filters back to your default settings
- Clear the search text only
The import icon enables you to import:
- Files in a folder - this enables a batch import of files for say a specific client
- Files in a folder with profiles - allows files in a folder that have their profile settings available (.ini) to be imported into HowNow
- Files in an export folder - imports files that have been exported from this version of HowNow (or another HowNow database)
- Files as data records - imports and converts the files to data records
- Paper Buster files - allows for the automatic import of files from Paper Buster
This icon allows files that have been created via MailScan to be imported into HowNow.
NEW VERSION NOTIFICATION
When HowNow has updated to a new version a yellow bar will appear to notify of the change and provide a link to the Release Notes. Click on the 'X' to remove the bar from view.
OLD VERSION NOTIFICATION
When a new version is available a grey bar will appear to notify that there is a new version available.