Separators

FileBound provides you with separators that can be used to group dividers logically in a file. Separators are not mandatory, and must be enabled in order to be used. You can set up separators while setting up a project or at a later time. Separators set up for a project are available to all the files in the project.

For example, you can group your dividers according to certain dates. You can create separators named according to specific dates. Once the separators are in place, you can add dividers to the separator. Now, the documents in the file are grouped into dividers, and the dividers are grouped into separators for specific dates.

You can search for a file by selecting a separator name as a search parameter using the advanced search options.

FileBound displays a separator within a file if it has at least one divider attached to it. When you add or scan a document to a file without specifying a separator, FileBound inserts a default separator named '<<NO SEPARATOR>>'. FileBound will not display any separators if it is not enabled.

You can also turn on separator security that limits a group of users, access to specific separators only.

Topics include: 

Add a separator

Edit a separator

Delete a separator

 

Add a separator

You can add separators to a project one at a time, or you can add multiple separators to a project at a time. In both the cases, you must configure the separator or separators, after you have added the separators to a project.

Note: Separators need to be enabled for a project you want to add separators to.

  1. On the Navigation menu, click Administration, then click Projects.
  2. Click Edit next to the project you want to add a separator to.
  3. Select Fields/Dividers/Separator from the Configuration list.
  4. Click the Separators tab.

  5. Click Add.

  6. Specify new separator details, then click Save.

    Separator Name: The name of the separator.

    Normalize: An alternative separator name used when documents are exported or emailed from the Viewer. This field is optional.

    Use Case: Documents placed under the 'Oct-Dec' separator, are exported with the name 'Financial Quarter 3'.

    Alias: An alternative separator name used while generating barcode index for the documents. This is helpful to use when the separator name is very long or contains a lot of punctuations. This field is optional.

    Sort Order: Allows you to alter the order of the list of separators by typing the numerical order. By default, FileBound organizes separators in alphabetical order.

    'Relate To Field' Value: You can manage the availability of separators for the documents in a file, by providing value of the index field in the 'Relate To Field' Value box.

    This is possible when an index field of the project is related to the separators. A specific value for the related index field is assigned to the separator. While adding documents to the files, the separator becomes available only for the files that have index field values that are the same as the value assigned to the separator. If you don't provide any value for the 'Relate To Field' Value box, then the separator is available for all files.

    Example: In the Clinic Records project, the Patient Summary separator is available for arranging documents in the files, having the DOB index field value equal to 12/20/88. Here, the DOB index field is related with the separators.

    Note: To relate a separator with an index field, you must select the Separator Relationship check box in the index field settings and provide a value in the 'Relate To Field' Value box. For any project, you can relate a separator to only one index field.

    Required: Makes the separator mandatory. A mandatory separator simply means that a document is required to be attached to this separator.

    Default (will be applied if no separator is assigned):.Makes the separator the default separator. The default separator is selected when a document is uploaded.

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Edit a separator

Caution: Edits to separator names are not retroactive. Contact the Professional Services team prior to making changes to an existing separator name.

  1. Click Edit next to the separator you want to edit.

  2. Edit the separator as necessary, then click Save. See Add a separator for more information.

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Delete a separator

Once the separator is deleted, it is no longer available in the Search or File Entry. The deleted separator will still be available in the Viewer. This behavior is to prevent the loss of document when a separator is deleted. The deleted separator is displayed in the Viewer until it is changed or deleted from the Viewer.

  1. Click Delete next to the separator you want to delete.

  2. Click Yes to confirm the deletion.

Delete multiple separators

  1. Click Delete.

  2. Select the check box next to the separator(s) you want to delete, then click Delete.

  3. Click Yes to confirm the deletion.

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