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izidocs


This page contains the notes for our izidocs training. The notes are not complete and are not intended to be a self-contained izidocs training. They serve as a reminder of what was said during our training sessions.


Recommended browser

  • Google Chrome
  • https://www.google.com/intl/en/chrome/browser/
  • Before downloading, choose your preferred language by going to the bottom right of the page
  • Specify your browser working folder by going to
    • Settings > Show Advanced Settings > Download location
  • Use this folder to download, work on your documents and upload them again. When you finish and all documents have been upload please clear this directory, so that you can easily find future documents. Do not clutter the directory by leaving 100 documents in it

Login

  • Go to: yourcompanyname.izidocs.com
  • On first login you will be asked to change your password

Mouseover

  • Most buttons in the solution are icons.  If you go over them with the mouse their name will be displayed

Layout

  • Four main areas
    • Top: search, username, settings
    • Left, top: folders, shortcuts, pins
    • Left, bottom: document list, with folder contents or search results
    • Right: document details: header, notes, folders, preview
  • You can resize the areas or close and reopen some of them. 

Settings, change password

  • On the top right, to the right of the username you will see a button named: Settings:
    • Change password
    • Sign out (the solution will also end your session after a long period of inactivity: time-out). In this case just log in again

Folders

  • There are two ways to see your folders: tree and path
  • You also have Shortcuts and Recent Folders (displayed automatically)
  • Pinned items are shown on the right of Tree, List, Shortcuts, Recent. To the right you will find a drop down menu that can help you display various folder options. You can also edit your tabs and pins.
  • The solution remembers your tree state
  • Search for folders to narrow down options: clear, refresh, reset, options (no need to adjust options)
  • New main folder (on the right of the folder search) to create new root folder. You need to have appropriate privileges to create this
  • Once a folder is selected you get the options to Upload, as well as other Folder Actions
  • You can also get all the possible folder actions using right mouse click on the folder:
    • Upload (can upload multiple files, Choose or Drag and Drop)
    • Upload Folder (upload only 1 folder and its contents at a time, Choose or Drag and Drop)
    • Properties
    • Security
    • Rename
    • New Subfolder
    • Edit
    • Move
    • Move to Main Folder
    • Delete
    • Add to Shortcuts
    • Pin to Menu Bar
  • Click on a folder to display its contents at the bottom

Document list

  • Displays documents: folder contents or search results
  • The solution remembers separate settings for folder and search results display
  • You can choose the sequence of document display (by name, date, ID, subject, etc)
  • You can choose the fields you display
  • You can save a search to shortcuts
  • You can click on a document to display it on the right
  • You can have any type of document stored and manipulated in the solution
  • You can choose multiple documents (control, shift, etc.) and execute operations on all of them
  • You can choose documents from multiple folders
  • You can merge multiple PDF documents together, in the sequence you have chosen them
  • Special field: Subject (cleared) that removes Fw, Re, etc, to help you find related emails

Document Details

  • Top: name, property panel buttons (Header, Notes, Folders, Versions, Preview, their state is remembered), download button, delete button. You need appropriate privileges to delete a document)
  • Property panels can be closed, opened, minimised, maximised
  • The document header in the top includes number of pages (if available), size and ID
  • In the header you have the document properties, some of which can be edited, depending on the type of document
    • ID
    • Name
    • From
    • To
    • cc
    • Date
    • Date received
    • Subject
    • Description
    • Keywords
    • Internal ID (for connecting or interfacing with other systems)
    • Document Type (customised to needs of a company)
  • Notes is a free text field, to enter notes relating to the document
  • Folders
    • Shows the folders to which a document belongs, and which can be multiple
    • Allows a document to be moved from one folder to the other, or add a document to more than one folders
  • Versions
    • Every time a change is made to the information of a document a new version is created
    • You can add new versions of the document, and download them
  • Preview
    • izidocs offers a preview of most common types of office documents
    • For some document types (e.g. Microsoft Office), the first time a user requests the preview, it may take up to 12 seconds for the preview to appear)
    • The preview is a low resolution image of the document.
    • To see the actual document you have to Open in New Window, or download the document 
    • You can move from page to page within the document
    • Send document as attachment
    • Print document
    • Convert document to PDF (for non PDF documents)
    • PDF tools
      • Extract pages
      • Remove pages
      • Split documents
      • Optimise file size

Search

  • Search results may not display recently uploaded documents. It can take several minutes before an uploaded document is indexed and can therefore be displayed in the search results
  • Search covers document data (metadata, e.g. document name, from, to, etc.)
  • Search also covers the internal text in all types of documents that contain text. izidocs can not search inside images or scanned PDF documents that have not been processed by an OCR engine.
  • Simple search by entering keywords in the top bar
  • Advanced search by clicking on Show Advanced Search button
    • ID
    • From
    • To
    • Cc
    • Subject
    • Folders (various combinations),with auto complete
    • Creators
    • Last editors
    • Has attachment (for email)
    • Show deleted (if required)
    • Sorting sequense
    • File name: searches for words in file name
    • All the words
    • Any of the words
    • Does not have (words)
    • Date ranges for Date and Received Date
    • Size Range
    • Page Range (specify the number of pages)
    • Internal ID
    • Document Type
    • File Type
    • File Extension

User folders

  • Each user has access to specific company folders. In these folders he can have create, view, edit, delete privileges
  • Each user has also his personal folders
    • AutoFiled (if enabled, shows emails and documents that have been autofiled according to company policy, for a final user verification. After the verification the documents can be removed from this folder 
    • Bin
    • Email (if enabled, all emails the user has exchanged are shown here. From here the user can move the documents to the appropriate, case, company, project folders)
    • Inbox (all scanned documents that concern the user will appear here)
    • Internal (could be used to categorise internal emails and documents that do not belong to other company folders)
    • Personal (could be used to categorise personal emails and documents that do not belong to other company folders)
    • Spam