• Select the file from list view panel and open the 'Properties' dialog box by one of the following methods:
  From the Edit menu, select Properties.
  Or
  Right click on the file to display the popup menu. Select Properties from the menu.
• Click on 'Audit Settings' tab in 'Properties' dialog box to get the list of events with a check box adjacent to it.
• Select the events to be recorded by checking the corresponding check boxes.
• Click on OK button.

Setting audit trail on cabinet and folder

• It must be noted that recording of events is done only on files, and not on cabinets and folders.
• The purpose of setting audit trail on a cabinet or folder is to have a default audit trail settings for all the documents that are imported in it.
• The procedure for setting the audit trail on cabinets and folders is similar to that of files.
• There is an additional check box 'Apply settings to sub folders and files'. When selected, it sets the currently selected options in audit setting to all the files and sub folders existing in that cabinet/folder.

Audit Trial feature keeps you informed of what is going on in your business. Administrator or authorized users can trace the events performed on documents in a minute by querying Audit trial data from 'Other' tabs in Docsvault Server Manager.

Note: Docsvault Pro user can view audit trial report from Tools > Options > Repository

It is vitally important that you maintain regular backups, depending on the frequency by which you input information. You should develop a backup plan, including what type of media you will be using to back it up, who will be responsible for the backup, and what time of day this procedure will be performed. It is important that once this procedure is in place, it is adhered to and all steps are followed on a regular basis.

Once backup is complete, it is important to test the backup to ensure that it was done properly. Many organizations also have a second copy of their backup to take off-site in case of fire or other disaster.

All editions of Docsvault come with an extremely simple data backup tool. With just a few clicks of your mouse, you can backup the entire document repository along with all associated information to any local or network location, any removable drive, or directly to a CD or DVD. You can even setup an automated backup schedule, allowing you to backup your files at periodic intervals automatically.

For step to step instructions, click on the link below:

Docsvault SB edtion: http://www.docsvault.com/online-help/small-business/index.html?backup.html

Docsvault Pro edition: http://www.docsvault.com/professionalhelp/index.html?backup.html

Sometimes building a new folder structure using the New Folder option can seem to take forever. Here is a quick way you do it currently in Docsvault.

You can simply make a folder named "Template" and create your desired folder structure under it. Whenever you need to reproduce that structure just create a new cabinet and copy paste the entire structure.

Note: Docsvault SB user can even set the security rights to view or modify this template folder.

To make the data easily accessible and actionable to you and your team, Docsvault allows you to quickly customize column configuration views of your data.

Customized column configuration view is very useful feature in Docsvault where you can display Profile Properties information so that it can be more readily visible in your Explorer view to identify the file. Listing templates can be created to display a list of documents in a particular way. For instance, along with the general information of file details such as descriptions, size, dates etc., you can now also display your file Profile Properties such as client, department, contract etc. using 'Customize Fields'.

There are two ways to customize the document fields: at the time of creating new cabinet or folders or while viewing a document list. You can create customize fields by clicking the Views > Customize Fields, as shown below.

Creating your own column configuration views:


• Clicking on Customize Fields from the View menu OR
Right click on the cabinet or folder to display popup menu. From the popup menu select Properties.
• Click on the Properties to open the Properties window.
• In the Properties window, click on Field tab.
• The Field tab window will display the list of all the file attributes along with other file profile
properties. By default, all the basic file attributes are assigned.
• From the displayed list under Other File Properties column, you can select a property and then click on
button. The property will be moved to the File Attribute column on the right hand side.
• To clear the assigned file attributes, select the properties from column on the right hand side and then
click on button.
• You can change the order of the columns in the list view panel, click on the Move Up or Move Down arrows
that appear in the far-right column of this screen.
• Click on OK button when done

The OCR accuracy depends upon the quality of the original document and printed text quality.
Points to keep in mind to increase the accuracy of OCR processing and indexing.

Use a Good Quality Scanner:
The higher quality the scanner you use the higher quality the images that it produces. Accurate images make for less errors and therefore faster more accurate results.

Always check the images for scanning problems:
If you're processing a small number of documents, it's always worth having a quick look at them to check for anything that might cause a problem. Badly distorted images, correction fluid etc. If you're processing large batches, it's essential that you have a look at the scanner too. A small amount of correction fluid on the glass will cause an error on every single page that you process.

Use 300 or 400 DPI:
This is the optimum resolution for representing a normal sized character. It provides just the right amount for accuracy and efficiency. If the resolution is too low then the characters will be difficult to recognize. If it's too high it is slower to process and uses more storage.

Scan in black and white:
Using color or grey scale can increase the image file size by between 10 to 50 times. To keep the amount of data being processed and stored to a minimum, always scan in black and white where possible.

Character Accuracy:
Factors which can affect the characters recognized are creative typefaces, shading, broken or touching characters, skewed and curved baselines, insert errors, space errors and underlined text all of which can slow down the performance of OCR.

Optimization for poor backgrounds:
The quality of the background of a document can also have an impact on the recognition of characters. Photocopied, faxed and crumpled documents can deform and distort character images rendering them difficult to recognize.

Automatic Orientation detection:
Docsvault OCR automatically detects which way up the image or page has been scanned and delivers the recognized text the right way up.

Note:This procedure will be same for Docsvault Pro edition.

You can assign flag to a folder or a file in Docsvault. Applying a flag of a certain color to an item adds a visual reminder to help you remember to follow up on an item in some way. You can choose from an existing flag list or create a new flag for your purpose, give it a name and flag image that are meaningful to you and then assign the flag to the flagged item.

Create customize flag:
• Right click in the list view panel and point to Flag and select Customize Flag.
• The 'Customize Flag' would list the Assigned Flags.
• Click on the Add button to customize a new flag.
• In the Flag Name box, enter the name for the new flag category.
• From the Flag image list, select a flag image, and then click Save.

Filter the Flag Column:
You can filter data and list only the documents that is relevant to you in Docsvault. By filtering the data, you can display only those rows that satisfy the conditions specified in the column.
• Click on the funnel icon on the Flag column.
• Select 'Custom' and apply the condition you want to filter.

Note: To remove the filter, click on the funnel icon on the Flag column and select 'All'.

Search the documents for Flags of specific color:
To see documents with flags of one color only, you can search for them by setting the criteria in the Search Form. Frequently used search criteria can be saved along with search text by giving a meaningful name. These names appear in the left tree view panel of the Search tab.

Simply clicking on these names will give you the real time search result based on the saved search criteria and search text.

Create a custom Search Folder to find flags of one color:
• Carry out the search operation for files with a specific criteria.
• After the search result is displayed on Search tab, from the toolbar click on Save Search icon
• Provide a name for the last performed search and click on OK button.
• The last performed search gets saved by the provided name in the left tree view panel of the Search tab.

Remove a flag:
To remove a flag, right click on the document and point to 'Flag' and select 'Clear flag'.

Sorting:
You can quickly sort the listing in ascending and descending order by clicking on a column header in the List panel.

Document Preview window is a visual interface for easy identifying and viewing your documents. Double click on the PDF or image file to open it in read only mode in Document Preview. You can easily change the Profile with the full view of document by selecting 'Edit Profile' button.

Note:This procedure will be same for Docsvault Pro edition.

You can set the setting to start the Docsvault application on Windows startup from Tools > Options > General

Fou can change the look and appearance of Docsvault as you want.

• Go to Tools menu > Options.
• Select "General Tab."
• Under "Display" section, select "Theme". There are several skin style themes to choose from. Select the one you want and
  click "OK."
• You can further use alternative color combination for rows to easily distinguish file information in consecutive rows. The color
  combination will depend on the Theme selected.

Note:This procedure will be same for Docsvault Pro edition.

You can change the property type of an existing Properties i.e static to user defined and vice versa. This conversion is possible for only text data type Properties.

Once records have been scanned into your Docsvault system, you may wish to make annotations on an image or text. To do so, simply checkout and open the document in Docsvault's inbuilt PDF Editor, and click one of the desired tools below. It’s that simple!

1. Sticky Note:
Select the Hand tool toolbar button. Select the Notes annotation tool, place the note where you would
like it to appear. Double click on the Note icon to type your annotation or select the Notes icon and
then click on the Properties panel or press 'S'. To read it later, double-click the note. You can
also move the note by simply dragging and dropping it to a new location, or delete it by using your
'Delete' keyboard or selecting Edit/Cut.You can change the appearance of the Note icon by selecting
the appropriate icon from the list of 'Icon' in Properties.

2. Stamp:
Stamp is another annotation tool that enables you to stamp content into a PDF document. You can choose
from a list of pre-defined stamps or you can create your own stamps. To use the stamp, select one from a
list and then click on the page where you would like it to appear.

3. Highlight:
Click on the highlight button. Then, using your mouse, select the area you wish to highlight. The highlighting will show up as soon as you release your mouse. Double-click on the highlighted text to
enter the highlight note.

Right Panel consists of: Profile, Document Notes and Document Tasks. You can enable and disable the individual display setting from View > Right Panel. You can even narrow down the Right panel column by simply dragging the left horizontal border line.

You print the current file list from File > Print. You can even email it as attachment in the format of PDF or Graphic file.

You can set the setting for opening the documents for editing on double click from Options > Tools > Checked In/Checked Out

When a User checks out a document for editing in Docsvault, the changes are saved in the file in the 'Check Out folder' on the User's workstation and not in the document repository. A checked out document cannot be edited by any User other than the User to whom the document is checked out. It may be necessary to undo checkout on a document to simply discard the changes or if the username is no longer used or the machine on which it was checked out is no longer in used or cannot be located.

To Undo Checkout for yourself:
• Select the checked out file
• From the File menu, select Undo Check Out OR
• From the list view panel, right click on the file to display the popup menu and select 'Undo Check Out'.

To Undo Checkout for another user:
You must login into Docsvault as the member of administrator group to undo the checkout for another user.
• Select the checked out file
• From the File menu, select Undo Check Out OR
• From the list view panel, right click on the file to display the popup menu and select 'Undo Check Out'.

Note:This procedure will be same for Docsvault Pro edition.