eFileCabinet Desktop User Guide

Last Updated 10/14/2014 2:25:01 PM by [VBagley]
© 2014 eFileCabinet. All rights reserved. This publication contains proprietary information not to be distributed outside of
eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written permission of
eFileCabinet.
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eFileCabinet Desktop
User Guide

eFileCabinet. This document, in whole or in part, must not be reproduced in any form without the express written
permission of eFileCabinet.
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Table of Contents
1.0 Getting Help…………………………………….…3
2.0 Basic Window Layout………………………….…4
3.0 Basic and Advanced Searching………………...9
4.0 Managing Users…………………………..……..13
5.0 Managing Profiles………………………..……...17
6.0 Creating Cabinets……………………..…………20
7.0 Creating Drawers and Applying Templates…...27
8.0 Storing Methods for eFileCabinet………………37
9.0 Checking Files Out and In………………………44
10.0 CSV Importing…………………………………..45
11.0 Emailing Files…………………………………...49
12.0 Installing Add-ons………………………………52
13.0 Integrating SecureDrawer……………………..53

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1.0 Getting Help
If at any time you need assistance,
click on the Question Mark Icon at the
top right of eFileCabinet Desktop.
When you click on this icon, a window
will appear with the prompt, “Click here
for eFileCabinet 2014 help.” Click on
this prompt and it will pull up all of the
help topics available for eFileCabinet
Desktop.
This window also displays the Build
Number of your software, which you
will need when contacting eFileCabinet
for technical assistance.

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2.0 Basic Window Layout
When you open eFileCabinet Desktop for the
first time, two panes – or sections – will be
visible: a large blank section on the right, and
one labeled Cabinets on the left.
When you select a cabinet, its contents
(drawers) are displayed in the larger section.
Each Cabinet contains Drawers, which contain
folders, subfolders, and files. If you choose to
open a drawer, folder, or file directly from the
left (Cabinets) section, the larger section on the
right will turn into three smaller sections.
The bottom section displays the searchable
profile information for the drawer, folder, or
document you have selected. The Edit Icon (a
green pen) in the top right corner of this window
allows you to edit or add additional profile
information for the drawer, folder, or document.
Any information you add here will improve your
ability to search for that profile in your drawers.

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Example:
When you add the company name
“eFileCabinet” to a profile, you are then able
to conduct a search for “eFileCabinet” to
find that document, rather than going
through the cabinet, drawer, and folder to
access it. All instances of the word
“eFileCabinet” will appear when you do a
search using the search engine above of
the larger right section.
The right section provides additional
information about the document, folder or
drawer, including retention, security settings,
alerts, and comments. (See details on the
Retention Tab, Security Tab, Alerts Tab, and
Comments Tab below.)
Retention Tab
In the Retention Tab, you can set or edit
retention of a document by clicking the Edit
Icon in the top right corner of the window. A
separate window will pop up, and you can click
the box labeled Enable Retention to set a
timeline for purging, blocking from modification
or deletion, or performing other actions on files
in a drawer.

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Security Tab
The Security Tab allows you to look at the
permissions of a document. You can change
these permissions by clicking on the Edit Icon
(a green pen) in the top right corner of the
window.
Alerts Tab
The Alerts Tab allows you to set reminders for
specific people regarding documents in a folder.
Simply click on the green arrow to pull up an
Alert Window and provide an Alert title,
message, and recipient, and schedule a date
and time for the Alert to go off.
Comments Tab
The Comments Tab allows you to make notes
about documents or drawers. Comments in a
drawer or document are indicated by a yellow
Comment Icon next to the name of the drawer
or document. Your comment will be displayed
any time you open that drawer or document.

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The top left section will always show the
contents of whatever object is selected in the
Cabinets Section on the far left.
In the Cabinets Section on the far left, you will
see four basic buttons that help you customize
eFileCabinet Desktop to meet your needs.
The button labeled Cabinets will always take
you back to the default Cabinets pane.
The button labeled My Cabinets will only
display items that you have set to appear in My
Cabinets. To add cabinets to this area, simply
right-click the cabinet and select My Cabinets.
To remove it from My Cabinets, right click it
again and unselect the My Cabinets option.
The Searches button displays any previous
searches.
The Advanced Workflow button displays any
workflows assigned to you by date.

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Finally, the small arrow button on the bottom of
the Cabinets Section allows you to rearrange
or reorganize this pane in a way that best suits
your needs.

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3.0 Basic and Advanced Searching
Introduction: There are three different places you can go to search for files in eFileCabinet
Desktop: in the Cabinets section, in the center search bar, or in Advanced Search.
1. Searching in the Cabinets
Section
When you do a search in the
Cabinets section, it will retrieve all
cabinets and drawers by that
name.
Doing a search in the Cabinets
section will NOT retrieve folders
or files, only cabinets and
drawers.
2. Searching in the Center Search
Bar
If you need to do a search for
drawers, folders, and files, you
should use the longer search bar
above the larger section. You
can search here using names or
profile information of the item you
are looking for.
For example, if you do a search in
the Center Search for “2014,” you
will see all folders with this title as
well as any documents with the
term “2014” in a profile field.

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3. Searching using Advanced
Search
To conduct searches according to
a wider variety of specifications,
you may choose to use Advanced
Search. Simply click on the
Advanced Search Icon under
the Home Tab.
The Advanced Search Window will
appear.
The “Dates” option of Advanced
Search
Searching by dates
By default, the advanced search looks for
all dates when you enter a term. To do a
search for all items modified or stored
within a certain time, uncheck All dates in
the Advanced Search Window and enter
the date range.

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The “Documents” option of Advanced
Search
“Text in name”
This field allows you to search for text
within the name of the drawer, file, or
document.
“Full text search in files”
This field allows you to search for terms
within the body of a document, rather than
just in the name of the document itself.
The program’s OCR feature also enables
word searches within PDF documents.
“Cabinets to search in”
All of your cabinets will appear in this
small window. Select all of the cabinets
you wish to search.
“Search for:”
Here you can specify whether you want to
search for drawers, folders, files, or all
three.
The “User” option of Advanced Search
Under the user heading, you can select
the name of a specific user and check
either stored or modified. Your search
results will yield only items that this user
stored or modified – either for all dates or
within the date range you have specified.
The “Profile” option of Advanced
Search
To search within a profile, select the
profile name from the profile dropdown in
this section. You can narrow your search
by Last Name, First Name, Account
Number, and other fields. If you want to
search within all profiles, make sure to
select All Profiles from this dropdown.

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Getting help with searching
If you are having trouble with your search
tools, you can click on the blue Question
Mark Icon in the bottom left corner of the
Advanced Search Window for helpful
tips, solutions to common problems, and
examples.

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4.0 Managing Users
Introduction: To create or edit users, go to the
Administration Tab at the top of your screen
and click on the blue Manage Users Icon.
Creating a New User
To create a new user, click on the New User
Icon under the Users and Groups Tab at the
top of the screen.
This will bring you to the New User Window,
where you can add a user name, password, and
other user information, set permissions, and
specify membership.

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User Permissions
When creating a new user, you can select the
Permissions Tab to manage that user’s
permissions.
Note that the checkboxes for what to allow
match the options in the Administration Tab.
The checkboxes you select in permissions will
be the Administration options that user has
access to. Checking all of the boxes allows the
user full Administration rights, while checking
none would make the user a Standard User.
This simply means that the Administration Tab
will not appear as part of this user’s account.
Membership
In the Membership Tab of the New User
Window, you can specify which group(s) you
want to make your new user a member of. (See
Creating a New Group below.)
Editing Users
To edit a user, go to the Administration Tab at
the top of your screen and click on the blue
Manage Users Icon.

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Double-click on the user name. The same
window that appears when creating a new user
(See Creating a New User above) will pop up,
and you can adjust that user’s information.
Deleting Users
To delete a user, go to the Administration Tab
at the top of your screen and click on the blue
Manage Users Icon.
Select the user you want to delete and click on
the Delete Icon at the top of the screen.
Creating a New Group
To create a new group, go to the
Administration Tab at the top of your screen
and click on the blue Manage Users Icon.
Click on the New Group Icon at the top of the
screen.
This will bring you to the New Group Window,
where you can name your new group, set
permissions, and specify membership. These
fields follow the same format as adding an
individual user (See Creating a New User
above.)

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Editing Groups
To edit a group, go to the Administration Tab
at the top of your screen and click on the blue
Manage Users Icon.
Double-click on the group name and adjust the
group information in the Edit Group Window.

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5.0 Managing Profiles
Introduction: To view your profiles, modify
existing profiles, or add a new profile, go to the
Administration Tab at the top of the screen and
click on the Manage Profiles Icon.
Creating New Profiles
To create a new profile, click on the New Profile
Icon at the top left corner of the screen in the
Profiles Tab.
Give the profile any name you wish, then add
any fields you wish to accompany this profile,
such as Last Name, First Name, City, State,
Home Phone, etc. To specify the fields you
want, select the field name, then click on the left
arrow button to move the field name to the
Profile Fields portion of the window.

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To add a new field, click on the New button at
the bottom of this window, and give the new field
a name and a type, such as Text, Number,
Date, or List. Selecting the List type allows you
to specify list values for users to select. You can
make your custom field required by checking the
Required field box. This means users will have
to complete this field before moving on.
You may make any field required by selecting the
field in the Profile Fields column, clicking Edit,
and checking the Required field box.
Required fields are marked by an asterisk in the
Required column of your Profile Fields list.
Setting Retention
To enable and set retention of every item that a
specific profile is applied to, click on the Edit
Profile Icon in the Profiles Tab.
In the Edit Profile Window that appears, go to
the Retention Tab and check the box for Apply
retention to new documents within this
profile. Here you can specify the number of
years, months, or days that items within that
profile are to be retained. You can also specify
what action should be taken (Purge, Move, or
Copy) when that date is reached. The Purge
action will automatically delete that document
after the specified retention date has passed.
In this same window, you can also protect items
within a profile from deletion or modification.

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Editing Profiles
To edit a profile, simply double-click on the
profile name in the Profiles Tab and modify
profile information in the Edit Profile Window
that appears. When finished, click OK.

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6.0 Creating Cabinets
Introduction: Cabinets allow you to organize your documents according to categories or
departments, just as you would with a physical filing cabinet. Cabinets may contain as many
drawers as you wish, and each drawer may contain multiple folders, sub-folders, and files.
Creating Cabinets
To create a cabinet, go into the
Administration Tab of eFileCabinet
Desktop.
Click on the New Cabinet Icon. A New
Cabinet Window will appear with tabs
labeled General, Security, and
Retention.
General Tab
In the General Tab, you may give your
cabinet a name, enable OCR for
documents in the cabinet, and select
whether to allow profile editing in the
cabinet for users with open permission.
The Root File Cabinet Path is where
files being stored in the cabinet are
being saved. This is inaccessible in the
Windows Directory because it is
encrypted.
Selecting Enable OCR will run a queue
of all files within the cabinet in
chronological order.
Note: If there are many files in this
queue at once, this process will take
some time.

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Security Tab
The Security Tab allows you to specify
which users and groups will be allowed
access to the cabinet, and what specific
permissions they will have for the
cabinet and all items within it.
The Security Tab has two columns:
Users associated and Available
users. To specify a user’s permissions,
select a user in the Available users
column and click on the blue arrow to
move that user to the Users associated
column.
Double-click on the user in this column
to view and edit permissions.

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The Edit Cabinet User Permissions
Window will appear.
To allow the user to view the cabinet,
select View cabinet.
To allow the user to edit items inside the
cabinet, select Edit cabinet.
To allow the user to eliminate items that
have been deleted inside the cabinet,
select Purge Deleted Items in cabinet.
To restrict all permissions for that user
in the cabinet, select Restrict All on
cabinet.
In the box in this window labeled
Default permissions for items inside
this cabinet, you can set rights for files
within the cabinet. Selecting items here
allows the user to view, open, edit,
delete, or have full administrative rights
(access to all of the above). You can
also select Restrict all if you want the
user to have no administrative rights.
Click OK to save permissions for this
user. You will be returned to the New
Cabinet Window.
In the New Cabinet Window, you can
select the checkbox Push down
permissions to give the permissions
you have just set to every user you have
moved to the Users Associated
column.
Remember: The permissions you set
here are only for the cabinet you are
creating, not for any other part of
eFileCabinet Desktop.

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Retention Tab
To set retention settings for this cabinet,
go to the Retention Tab and check
Apply retention to new documents in
this cabinet. In the same tab, you can
set the amount of years, months, or
days that items within the cabinet are to
be retained from the date they are
stored in the cabinet.
Note: Retention dates are not calculated
from the day that you set them, but from
the day you add the file to the cabinet.
In the Suggested Action section of this
tab, you can also specify what action
should be taken (Purge, Move, or
Copy) when that date is reached.
The Purge action will automatically
delete that document when the specified
retention date has been reached.
Note: When the specified retention date
has been reached for a document you
wished to purge, you will receive a
message notifying you that the date has
been reached and requesting
permission to complete the action.

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The Move action moves a document to
another location when the retention date
has been reached. Similarly, the Copy
action moves the document while
keeping a copy in the original location.
In the same window, you can also
protect items in the cabinet from
deletion or modification by selecting the
appropriate boxes.
Note: Retention settings will be applied
to every file in every drawer of the
cabinet unless you specify otherwise in
a specific file or drawer.
When you have finished creating your
cabinet, click Save.
The cabinet will now appear in the
Cabinets section of eFileCabinet
Desktop and is ready to use.
Editing Cabinets
To edit a cabinet, right-click the name of
that cabinet in the Cabinets section and
select Edit Cabinet.

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The Edit Cabinet window will appear.
This window is nearly identical to the
New Cabinet window, with a few
exceptions (see below):
A new option appears to Add all files to
OCR queue. If there are files within the
cabinet that have not been OCR-
enabled, you may click this to enable
OCR.
Another new option is to Add all items
to indexing queue. This option updates
indexing for all files in the cabinet, which
makes all items in the cabinet
searchable.
Remember: Processes involving a
queue can be time-consuming
depending on the volume of items in the
queue, so these processes are best left
for the end of the day.
Make the desired changes in the Edit
Cabinet window and click Save.

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7.0 Creating Drawers and Applying Templates
Introduction: Once you have created a Cabinet, you will be able to create drawers to put inside
of it. You can create a new drawer in two ways: In the Cabinet section or by using the Store Icon.
Creating a Drawer Using the Cabinet Section
To create a drawer in this way, simply right-click the
cabinet name in the Cabinet section, then click New
Drawer.
To complete the process of creating the drawer, see
Completing the Process of Creating a Drawer below.
Note: For information on creating multiple drawers at
once, see Chapter 8.0 – CVS Import.
Creating a Drawer Using the Store Icon
If you are planning on adding a specific document to the
new drawer right away, you can create the drawer using
the Store Icon, located under the Administration Tab.
From here, you will be taken to the Windows Directory,
where you can find the file(s) on your computer that you
wish to add to eFileCabinet Desktop. Select these files
and click Open.

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From here you will be taken to the eFileCabinet Store
Document Window to complete the process of storing
the document.
You can create a new drawer to store the document in
by right-clicking on the cabinet name you want the
drawer to go under and selecting New Drawer.
To complete the process of creating the drawer, see
Completing the Process of Creating a Drawer below.
When you have finished placing your document, click
Save.
Note: For more information on storing documents, see
Chapter 8.0 – Storing Methods for eFileCabinet.
Completing the Process of Creating a Drawer
In the New Drawer Window that appears, you can
choose a name for the drawer and attach a profile to it.
Note: For information on creating a profile, see Chapter
5.0 – Managing Profiles.
Creating a Template (after Creating a Drawer)
When the drawer is created, a separate window will
appear asking if you want to apply a template to the
newly created drawer.
If you click Yes but do not already have an active
template in the Cabinet, a separate window will appear
letting you know that this cabinet does not have any
active templates. To proceed with creating and applying
a new template to this cabinet, click OK.

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At the bottom of the Apply Template Window that
appears, click New.
Note: See the sections below on Adding Folders,
Saving time with the “Save as” option, and Using
Drag and Drop for details on creating your template.
When you have finished creating your template, click
Save and give your template a name.
When you click Save a second time, your template will
be automatically activated in the cabinet, since you
created it at the same time you created your drawer.

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You will be redirected to the original Apply Template
Window, where your new template will now be visible in
the Available Templates section.
Select this template and click Apply.
Click Apply a second time in the Template Preview
Window.
The drawer you just created will now contain the folders
you created in the New Template Window, and you will
have the ability to apply the same template to other
drawers as well.
Creating a Template (Without Creating a Drawer)
You do not have to create a new drawer to build a new
template. Simply click the Manage Templates Icon
under the Administration Tab at the top of the screen.

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The Template Library Window will appear, and from
here you can right-click and add a new template library,
or add a template to an existing library.
To add a template to an existing library, right-click the
name of the library you wish to add a template to, and
select New Template.
Adding Folders
In the New Template Window, right-click and select
Add Folder to create a new folder and give it a name.
To add a sub-folder, right-click the folder and click Add
Folder again.

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Adding a Predefined Name
Another option that appears when you right-click a folder
in the New Template Window is Add Predefined
Name. This allows you to save time when adding a
document by selecting a name that you have already
predefined.
Type your predefined name in the field provided. A
Document Icon will appear with this name.
After naming your document, you can give it a date
stamp by clicking on the small Date Icon in the top right
of the window and selecting the date format you wish to
use.
You can also apply a profile to the document in the
Profile bar. This defines what profile information will be
displayed when you store the document.
Note: For information on creating a profile, see Chapter
5.0 – Managing Profiles.

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Saving time with the “Save as” option
If you are creating a template that looks similar to an
existing template (for example, if you are creating a
“2016” folder that looks identical to your “2015” folder),
you can open up an existing template, make the minor
adjustment you need to make for the new template
(such as a year change), and click Save as to create a
new template nearly identical to the previous one.
Using Drag and Drop
All templates are “drag and drop” capable, meaning you
can take a sub-folder out of its folder to make it an
independent folder, place a folder into another folder to
make it a sub-folder, and put sub-folders inside of other
sub-folders by simply dragging and dropping (clicking
the folder with your mouse and holding it down as you
move it to the desired location).
Activating Templates
In order to utilize a template inside a specific cabinet,
that template must first be activated for that cabinet. To
do this, click on the cabinet in the Cabinets section, then
click on the Activate Templates Icon in the
Administration Tab at the top of the screen.

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The Activate Templates Window will appear. Find the
template you are looking for by selecting the template
library your template is stored in, clicking on the
template(s) you wish to activate for the cabinet, then
clicking on the left arrow to move the template into
Active Templates for that cabinet. When you have
done this, click Apply and OK.
Mass Applying Templates
To apply one template to a number of drawers within a
cabinet, simply click on the Mass Apply Templates
Icon in the Administration Tab at the top of the screen.
In the Mass Apply Templates Window that appears,
select the cabinet you wish to add the template to, then
select the name of the template(s) you wish to apply.
The template(s) will then be applied to every drawer in
the cabinet selected.
Note: If there are drawers within the cabinet that already
contain the template you are mass applying, the
program will recognize those templates and will skip
those drawers during the mass apply.

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Note: For cabinets containing a large number of
drawers, the mass apply can take a while, and is
probably a task best suited for the end of the work day
when you will not need to access eFileCabinet Desktop
for other procedures.

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8.0 Storing Methods for eFileCabinet
Introduction: Once you have a cabinet, drawers, and a folder structure in place, you can begin
storing items in eFileCabinet Desktop. There are several methods that you can use to do this.
Method 1: Storing Using the Store Icon
One simple way to store an item is to click on
the Store Icon in the Home Tab at the top of
the screen.
From here, you will be taken to the Windows
Directory, where you can find the files on your
computer that you wish to add to eFileCabinet
Desktop. Select these files and click Open.
From here you will be taken to a separate
window to complete the process of storing the
document.
(See Completing the Storing Process
below.)

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Method 2: Storing Using the “Send to”
Button
Once you have installed the Send to
eFileCabinet add-on feature on your
computer, you have the ability to right-click any
item on your desktop, scroll to Send to, and
select eFileCabinet.
Note: If this feature was not installed with your
eFileCabinet Desktop installation, see Chapter
12: Installing Add-ons.
document.
below.)
Method 3: Storing Using the “Send to EFC”
Icon
Once you have installed the Send to add-on
feature on your computer, a new icon should
appear in your Outlook inbox labeled Send to
EFC.

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To store an email in eFileCabinet Desktop,
simply select that email in your Outlook inbox
and click on this button.
document. (See Completing the Storing
Process below.)
Your file will be saved in the Microsoft Add-on
(.msg) format. When you open this item, it will
open in Outlook and will include any files that
were attached in the original email.
This feature is available in Word, Outlook,
PowerPoint, and under the Home Tab in each
program.
Method 4: Storing Using the Print Method
You can use the Print Method to store
documents for any program that has a print
option, such as Microsoft Word.
Once eFileCabinet Desktop is installed on your
computer, a printer called eFileCabinet will
appear as an option when you go to print
documents. (Note: If this feature was not
installed with your eFileCabinet Desktop
installation, see Chapter 12: Installing Add-
ons.)
By selecting this as your printer and clicking
Print, you will be taken to a separate window
to complete the process of storing the
document. (See Completing the Storing
Process below.)
Regardless of what program you used the
Print Method to store with, the file will be
saved as a PDF in eFileCabinet Desktop.

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Method 5: Storing Using the Scan Method
This method uses the eFileCabinet scanner
(eFileScanner) that should appear on your
desktop following installation of eFileCabinet
Desktop.
Double-click the program icon to open it.
Scan the files you wish to add to eFileCabinet
Desktop by clicking on the Scan Icon and
running the files through the scanner.

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Your scanned files should appear quickly in the
program, where you can shuffle them, rotate
them, and make other changes as necessary.
(See Shuffling Scanned Pages, Rotating
Scanned Pages, Selecting Pages to Perform
Actions On, and Other Options in
eFileScanner below.)
When you have made all necessary changes
to your document (including selecting only the
pages you wish to store if you are not storing
the entire document), click on the Store Icon
at the top of the screen.
Select whether you wish to store the entire
document or just the page selection, and click
OK.
document.
below.)
The documents you save using the Scan
Method will be saved as PDFs in eFileCabinet
Desktop.

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Shuffling Scanned Pages
To shuffle pages in a file containing multiple
pages, go to the document viewer on the left
side of the document. Click on the page you
wish to move, and drag it into the correct order.
Rotating Scanned Pages
You can rotate a page 90 degrees by right-
clicking on it in the document viewer on the left
side of the document and selecting Rotate
Page.

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Selecting Pages to Perform Actions On
You can select multiple pages at once by
holding down the Control button as you select.
You can de-select pages in the same manner.
You can select several pages in a row by
clicking the first page you wish to select, then
holding shift and clicking the last page you
wish to select.
Other options in eFileScanner
The pane at the top of eFileScanner also
allows you to change a file from “single-side” to
“Duplex,” change the dpi of the file, change the
color specifications, change the page format,
and choose between feeder and flatbed
scanning options.

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Completing the Storing Process
Using the small search bar in the top left of the
eFileCabinet Store Document Window, you
can search for the drawers or cabinets you
wish to store your document in, or create a
new drawer by right-clicking on a cabinet name
and selecting New Drawer.
Once you find (or create) and open the drawer,
you can give your document a name. If you
have created a Predefined Name for the
drawer, you can also select this name to give
your document. Selecting a Predefined Name
will also add any date stamps or profiles you
attached to that name when you created it. If
there is a profile associated with the
Predefined Name, you can fill out the profile
information in the portion of the window labeled
Document Profile. If you are not using a
predefined name, you can select the Document
Profile you wish to use. You can also choose
the No profile option, but remember that
adding profile information improves your ability
to search for that document.
Note: For information on adding a Predefined
Name, see Chapter 7.0: Creating Drawers
and Applying Templates.
When you have finished placing your
document, click Save.
Note: In order to save, you must complete all
required profile information – that is, any fields
marked with an asterisk.
You can now view the document and its
accompanying profile information in
Method 6: Storing Using “Drag and Drop”
One simple way to store a file is to click on the
file on your desktop, then drag it into the
eFileCabinet Desktop window where the
drawer is open in the large pane. A window
will pop up that allows you to give the file a
name and attach a profile to it.

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9.0 Checking Files Out and In
Introduction: The “Check-in, Check-out” feature of eFileCabinet Desktop allows you to make
changes to files stored in eFileCabinet Desktop and re-save them back into the program.
When you double-click on any file that you
have stored in eFileCabinet Desktop, a
window will pop up reminding you that the file
is being opened in a read-only (uneditable)
state. If you only wish to view the file, click
Continue. If you wish to make changes to
the document, click Check Out.
When you check out a file (open it for
editing), a lock icon appears next to the file
name in eFileCabinet Desktop, meaning that
the file cannot be checked out by any other
users while you are working on it.
When you make the desired changes, simply
click Save and close the file. A Check-in
Files Window will appear asking if you
would like to check the file back in.
Select the file name, click Yes, and the file
will then return to eFileCabinet Desktop with
the changes you made.
If you wish to leave the older version of the
file in eFileCabinet Desktop as well as the
new version that you made changes to,
check the box in the Check-in Files Window
that reads, Check in files as new version.

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10.0 CSV Importing
Introduction: The CVS Import feature allows you to create several drawers at once and import
them directly into eFileCabinet Desktop.
To create several drawers at once, you will first
need to create and save a CSV file in Excel to
your computer, with a column listing the names
of all the drawers you wish to create. The first
row acts as a header, and is followed by the
actual drawer names.
If you wish to add profile information to the
drawer (such as login email, company name,
phone number, etc.), add columns following the
drawer names in the spreadsheet with this
information, which should correspond to
required information for an actual profile in
eFileCabinet Desktop. Again, you may use the
first row as a header (the name of the profile
field).
To import the CSV to eFileCabinet Desktop,
click on the Import from CSV Icon in the
Utilities Tab at the top of the screen.

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The Import from CSV Window will then
appear.
Click on the small icon next to the CSV file bar
to browse your computer and upload the CSV
file.
The Import from CSV Window will reappear.
If you used the first row of cells as a header in
your CSV file, check the option Use first line as
a header.
Select the cabinet you wish to import the file
into.

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Under Drawers, make sure you select the name
of the header you put over the drawer names in
your spreadsheet.
If these are showing up as numbers rather than
names, it is because you have not checked the
option Use first line as header.
If you used additional columns in your CSV to
add profile information, select the eFileCabinet
Desktop profile that accompanies this
information.
To ensure that all the information is in the right
place, you will now attribute the mapping (match
fields in the document to the corresponding
profile field in eFileCabinet Desktop). For
example, if the profile you selected asks for
email, full name, and company name, and the
headers of your document were “Login Email,”
“Full Name,” and “Company,” you will attribute
“Login Email” to the “Email” field in the Profile
information, and so forth.
Everything must be mapped before the program
will allow you to import the file, but if you have
not added profile information for a specific
profile field, you may select Ignore mapping for
that field.

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When you have finished attributing mapping,
click Import.
When the CSV finishes importing, you can view
the drawers and their accompanying profile
information in the cabinet you selected. These
drawers and their profile information are now
searchable in eFileCabinet Desktop.

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11.0 Emailing Files
Introduction: One valuable feature of eFileCabinet Desktop is that files can be emailed directly
from the program.
To email a file, simply right-click the
file you wish to email and select
Email.
Emailing PDFs
If the file you are emailing is a PDF,
a PDF Encryption Option Window
will appear and allow you to
password protect the document if
you wish.
Check the Encrypt box, then enter
and confirm the password you want
to protect the file with, if any. The
other checkboxes in this window
allow you the options to protect the
PDF from printing, editing, copying
text, and entering comments or
annotation. When you have
finished providing your encryption
specifications, click OK.
An email form will automatically
open in Outlook with your file
attached.

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Emailing Word Documents
There is no encryption option when
emailing Word documents. If you
want your Word document to be
encrypted, you can open it by
double-clicking on it, checking it out
(Note: For more information on
Checking out, see Chapter 9.0 –
Checking Files Out and In), and
printing the document back to
eFileCabinet Desktop, which
automatically saves the document
as a PDF. (Note: For more
information on storing using the
Print Method, see Chapter 8.0 –
Storing Methods for
eFileCabinet.) You can then
proceed using the Emailing PDFs
instructions above.
If you do not choose to convert the
Word file to PDF, an email form will
automatically open in Outlook with
your file attached.
Emailing Multiple Files
To email multiple files, right-click on
a file and select Tag.
A paperclip icon will appear next to
the file name. Tag all of the files you
wish to email in this manner.
Note: You can tag multiple files
across eFileCabinet Desktop – You
are not restricted to files in one
drawer.

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Go to the Home Tab and click on
the Tagged Files Icon at the top of
the screen.
The Tagged Files Window will
appear displaying all of the files you
have just tagged. Select from this
list all of the files you wish to email.
If you want to select all of the files,
click on the first file, hold the shift
key, and click on the last file. If you
want to choose only a few files from
the list, hold the control key as you
select the files you need.
Select the Email option from the
menu at the bottom of the Tagged
Files Window and click the blue
arrow to proceed.
A PDF Encryption Option window
will appear for each PDF you
selected. (See Emailing PDFs
above.)

Page 51 of 64
An email form will automatically
open in Outlook with your file(s)
attached.
When you email the file and close
your Outlook window, a new
window will appear asking whether
you would like to untag the tagged
files. Click Yes to untag the files.

Page 52 of 64
12.0 Installing Add-ons
eFileCabinet Desktop utilizes a number of add-
on features. These add-ons include:
-eFileCabinet Printer
-eFileScanner
-eFileCabinet Office Add-In
-Send To eFileCabinet
-PDF Reader
-QuickBooks Integration
Many of these add-ons will be installed with
your eFileCabinet Desktop installation.
However, if you are missing an add-on that you
would like to install, click on the blue
eFileCabinet Icon in the upper-left corner of
Select Install/Uninstall Features.
The Install/Uninstall Features Window will
appear. Select the features and programs you
wish to install on your computer, then click
Apply.
Similarly, if you wish to uninstall a program,
simply uncheck the box next to the program’s
name and click Apply.

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13.0 Integrating SecureDrawer
Introduction: SecureDrawer is a client portal that allows you to safely share documents outside
of eFileCabinet. eFileCabinet integration with SecureDrawer allows you to create and map users
and drawers from eFileCabinet to your SecureDrawer account.
Logging into SecureDrawer via eFilecabinet
Desktop
You can log in to your SecureDrawer account
via eFileCabinet Desktop by clicking on the
Login Icon in the SecureDrawer Tab at the
top of eFileCabinet Desktop.
The Login to SecureDrawer Window will
appear. Enter your username (email) and
password, which should match the username
and password created for you as a
SecureDrawer user. Click Login.
Mapping a Single Drawer from eFileCabinet
Desktop to SecureDrawer
Click on the cabinet and drawer that you wish
to add to SecureDrawer.
In the SecureDrawer Tab, click the Add Icon.

Page 54 of 64
A SecureDrawer portal icon labeled
Unmapped will appear in the drawer, showing
that the drawer is now in SecureDrawer, but
has not yet been mapped to a specific
user/drawer inside SecureDrawer.
Click on the portal icon. A notice will appear in
the main window that the SecureDrawer folder
is currently unmapped. Click on the Edit
Mapping Icon in the SecureDrawer Tab to
begin mapping.
The Edit Folder Mapping Window will appear.
Click Select.
The window will expand to show a search field
for users and drawers within SecureDrawer. If
you leave the field blank, you may click Search
and view all guest users.

Page 55 of 64
Select the user you wish to map the drawer to,
then click Select Guest User.
Make sure the user is selected in the Edit
Folder Mapping Window, then click Select.
The original Edit Folder Mapping Window will
reappear with the username in the Mapped
Destination field. Click Save.
The eFileCabinet Desktop drawer will now be
successfully mapped to the corresponding user
in SecureDrawer. The portal icon will remain in
the drawer, now with a title that matches the
user it is mapped to.

Page 56 of 64
Mapping Multiple Drawers from
eFileCabinet to SecureDrawer
Click on the cabinet containing the drawers you
wish to add to SecureDrawer.
Click on the Create Guest Users Icon in the
SecureDrawer Tab at the top of eFIleCabinet
Desktop.
The Create SecureDrawer Guest Users
Window will appear, containing the names of
all the drawers within the cabinet you selected.
If there are any drawers you do not wish to add
to SecureDrawer, you may uncheck the box
next to that drawer name.
Next to each drawer name are columns labeled
Login Email, Full Name, Company, Phone,
and checkboxes for specific actions associated
with that drawer. Beneath the window
containing the drawer names is an area to map
the fields for each drawer listed. This means
you match the profile information in the
drawers with the information requested in the
columns.

Page 57 of 64
For example, if there is a profile field for email,
select Email in the dropdown menu next to
Login (email) in this window. This is the only
field required to successfully create the new
users, but you may also map full name,
company, and phone number. As you map the
information, the corresponding information will
appear next to each user name.
When you have finished mapping the fields, all
drawers containing valid emails will be marked
with a green circle icon in the drawer names
portion of the window.
If you wish to send emails to all of the new
users notifying them about their new
SecureDrawer account, check the box labeled
Send new guest user email. An email will be
sent to these users with their login email and a
temporary password.
If you only wish for a few users to be notified,
check the box in the Send Email column next
to each of these users.

Page 58 of 64
If you wish for all users to be notified each time
a document is placed in their SecureDrawer,
check the box labeled Notify under Default
drawer permissions.
If you only wish for a few users to be notified,
check the box in the Notify column next to
each of these users.
If you wish for all new users to have the ability
to write or delete documents within their
SecureDrawer, check the boxes labeled Write
and Delete under Default drawer
permissions.
If you only wish for a few users to have this
ability, check the box in the Write and Delete
columns next to each of these users.
When you have finished giving new user
specifications, click Create Guest Users.

Page 59 of 64
A new window will appear notifying you that the
new users have been created. Click “Close.”
The eFileCabinet Desktop drawers will now be
successfully mapped to the corresponding new
drawers and users in SecureDrawer. The portal
icons will remain in each drawer, with titles that
match the users they are mapped to.
Mapping New Information from eFileCabinet
Desktop to SecureDrawer
If there is any profile information that you did
not include in your initial mapping of a
drawer/user to SecureDrawer, you may add
that information at any time.
Click on the cabinet containing the drawers
whose information you wish to map to
SecureDrawer.
Click on the Map Guest Users Icon in the
SecureDrawer Tab at the top of eFileCabinet
Desktop.

Page 60 of 64
The Map Drawers to Accounts Window will
appear. In the dropdown menu labeled Select
attribute to map, select the profile field that
you wish to be added to the mapping. Click
Map.
A list of all the drawers will appear, showing
which of the drawers have already been
mapped with this information, and which were
unable to map because of a lack of information.
All the other drawers will be successfully
mapped with this information to their
corresponding SecureDrawer drawers.
Adding Files from eFileCabinet Desktop to
SecureDrawer
To add files from within eFileCabinet Desktop
to a newly-mapped drawer, simply drag and
drop the files into the green SecureDrawer
folder under the portal icon inside the drawer.
The Send to SecureDrawer Window will
appear, showing the file name you dragged
and dropped into the folder.
In this window, you may add notes to the file by
clicking on the yellow notes icon; you may
create a password for the file by clicking on the
yellow key icon; and you may set an expiration
date for the file by clicking on the calendar
icon.

Page 61 of 64
When you have finished, click Send Files. The
file will automatically upload to the specified
user folder in SecureDrawer, and a
confirmation window will appear. Click Close.
Restoring Mapping
If for any reason, any mapping has been
broken or un-mapped due to an upgrade, you
may click on the Restore Mappings Icon in
the SecureDrawer Tab of eFileCabinet
Desktop.
The Restore SecureDrawer Mappings
Window will appear. Click Re-Map to restore
broken mappings.
When re-mapping is complete, click Close.

Page 62 of 64

Page 63 of 64
Index
Advanced Workflow (see Cabinets)
Alerts
 Setting alerts – 6
Basic Window Layout - 4
Build Number – 3
Cabinets
 Advanced Workflow – 7
 Cabinets section – 7
 Creating cabinets – 20
 Editing cabinets – 24
 Enabling OCR in a cabinet – 20
 My Cabinets – 7
 Searching for cabinets – 9
 Setting permissions of a cabinet – 21,
22
 Setting retention of a cabinet – 23
Checking Files Out and In – 43
Comments
Leaving a comment –6
Copying documents – 24
CSV Importing
 Creating multiple drawers at once – 44
Document Management
 Copying documents – 24
 Emailing documents – 48
 Managing document permissions – 6
 Moving documents – 24
 Protecting documents – 24
 Purging documents – 23
 Setting document retention – 5
 Storing documents (see Storing Items)
Drawers
 Applying templates to drawers – 27
 Creating a drawer – 26
 Creating multiple drawers at once – 44
 Mapping drawers – 46
eFileCabinet Printer (see Printer)
eFileScanner (see Scanner)
Emailing Files
 Emailing multiple files – 49
 Emailing PDF’s – 48
 Emailing Word documents – 49
Getting Help – 3
Groups (see User Management)
Indexing
 Adding items to indexing queue – 26
Installing Add-ons – 52
Mapping
For SecureDrawer integration – 53
When importing new drawers – 44
Moving documents – 24
My Cabinets (see Cabinets)
OCR
 Adding files to OCR queue – 25
 Enabling OCR for a cabinet – 20
Outlook
 Emailing files – 48
 “Send to EFC” Icon – 36
Permissions
 Editing permissions of a document – 6
 Setting permissions of a cabinet – 21,
22
 Setting permissions of a document – 6
 Setting user permissions – 14
Predefined Names
 Adding a date stamp to a predefined
name – 31
 Adding a profile to a predefined name –
31
 Creating a predefined name – 33
Printer
 Storing using the “Print Method”
Profile Management
 Adding profile information – 4
 Adding a profile to a predefined name –
33
 Creating a new profile – 17
 Editing profile information – 4, 18
 Setting retention of a profile – 18
Protecting documents – 24
Purging – 23
Retention
 Setting retention of a cabinet – 23
 Setting retention of a document – 5
 Setting retention of a profile – 18
Scanner
 Changing color specifications – 41
 Changing page format – 41
 Duplex scanners – 41
 Feeder scanning – 41
 Flatbed scanning – 41
 Rotating scanned pages – 41
 Selecting pages to perform actions on –
41
 Single-side scanners – 41
 Shuffling scanned pages – 40
 Storing items using “Scan Method” – 38
Searching
 Advanced Search – 10
 Getting help with searching – 12
 Searching for cabinets – 9
 Searching for drawers, folders, files – 9

Page 64 of 64
SecureDrawer
 Integration with SecureDrawer – 53
 Logging in from eFileCabinet Desktop –
53
 Mapping a drawer – 53
 Mapping multiple drawers – 56
 Mapping new information – 59
 Restoring mapping – 61
 Transferring files to SecureDrawer – 60
Security (see Permissions)
Storing Items
 Storing using “Drag and Drop” – 42
 Storing using “Print Method” – 37
 Storing using “Scan Method” – 38
 Storing using “Send to” Button – 36
 Storing using “Send to EFC” Icon – 36
Tagging Files – 49
Technical Assistance – 3
Templates
 Activating templates – 32
 Adding folders to templates – 31
 Creating a template – 27
 Mass applying templates – 33
 Using “Save as” to create a template –
32
Uninstalling Add-ons – 52
User Management
 Creating groups – 15
 Deleting users – 15
 Editing groups – 16
 Editing users – 14
 Memberships – 14
 Setting user permissions – 14

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