Setting Document Options for an Office

If your firm has multiple offices, you can set options specific to each office by using the procedure below. The options you can set for each office include:

• The storage areas used for that office
• The folder templates used for each storage area
• The name and server for the Document Watcher Service (for firms using the Document Storage Platform)
• Settings for the Common Routing Queue (for firms that use CCH® ProSystem fx® Scan)

You can also email an encryption key for the office from this window.

Note: Business units assigned to an office will have the same storage areas as that office.

Do the following to configure the Document options for an office:

1. Open Dashboard, click Application Links on the navigation panel, and then click Settings and defaults under Firm.
2. Click Organizational Units on the navigation panel.
3. Select the office to configure options for, and then click Open.
4. Click Document on the navigation panel.
5. In the Storage areas section, select the location to use for each type of storage.
   • Managed Storage. The primary storage location used to store your active or current files. Files in this storage area are managed through the Document application.

     Notes: 

     • If your firm has not set up a Document Storage Platform location, the only location available to you is the Wolters Kluwer Cloud.
     • At this time, it is not possible to quickly and easily move from Cloud storage to local storage or vice versa. This feature will be added in a future release.
   • Extended Storage. Location for storing files that have links to other files, such as CaseWare^® files , QuickBooks™ files , or linked Microsoft® Excel^® spreadsheets.

   Note: You can click Cancel Edit to undo a file path change at any time before you click Apply.

6. In the Managed folder templates section, select the folder template to use for the storage area. See Subscribing to a Folder Template for more information.
7. If needed, edit the folder structure for the office using the buttons in the Managed folder preview section.

   Option	Description
   Add Custom Folder	Creates a new custom folder in the selected folder.
   Rename Custom Folder	Opens the window where you can rename the selected custom folder.
   Delete Custom Folder	Permanently removes the selected custom folder.
   Change Custom Folder Color	Opens the Select folder color window so you can apply a color to the selected custom folder.

8. In the Extended storage file types section, enter information about the application file types that to store in the extended storage area.

   Example: If your firm will store PeachTree files in the extended storage area, you would enter PeachTree in the Application Name column, and .PTB in the File Extension column.

9. In the Extended storage folder templates section, select the folder template to use for a storage area. See Subscribing to a Folder Template for more information.
10. If needed, edit the folder structure for the extended storage in the office using the buttons in the Extended folder preview section.

    Option	Description
    Add Custom Folder	Creates a new custom folder in the selected folder.
    Rename Custom Folder	Opens the window where you can rename the selected custom folder.
    Delete Custom Folder	Permanently removes the selected custom folder.
    Change Custom Folder Color	Opens the Select folder color window so you can apply a color to the selected custom folder.

11. If needed, expand the Email encryption key section so you can email the firm encryption key to staff members you select. See Managing and Sending Encryption Keys for more information about using encryption keys.
12. If needed, configure the options in the Document Watcher Service section.

    Component	Description
    Watcher Service Name	Enter a name for this Watcher Service.
    Server Name	Enter the server name or IP address of the server where the Watcher Service should monitor extended folders.
    Regular Expression	If needed, you can write regular expressions A way of representing text patterns using symbols. Regular expressions are sometimes used for searching or matching text. that describe folders that the Watcher Service should not upload to Document.

13. If your firm uses CCH^® ProSystem fx^® Scan with Document, you can modify the common routing queue settings in the Common Routing Queue Service section. See Integrating Document with CCH® ProSystem fx®Scan for more information.

Setting	Description
Check every <#> seconds for new folders and files	Enter a number to indicate how often the routing service should check for new folders and files.
Wait <#> seconds before routing file to confirm file size/date/time has not changed	Enter a number to indicate how long the system should wait after a file is added to a monitored folder before the file is uploaded to Document.
Server Name	Enter the path to the Document server. Note: You only need to choose an option here if your firm has set up the Document Storage Platform (DSP) to use local storage.
Watched folders grid	The folders that the common routing service is monitoring for newly scanned files. You can: Add a folder. Click into the blank row at the top of the grid. Enter a folder for Document to watch in the Scan Folder Name column. Then, enter the UNC path for the scan folder. Click Save to save the settings without exiting the window, or click Save & Close to save the settings and close the window. Stop the routing service from watching a folder. Select the folder in the grid, and then click Remove Selected. Note: The watched folder path must be expressed as a uniform naming convention (UNC Short for Universal Naming Convention. UNC is a way of identifying the location of an item on a network. The syntax for a UNC path is \\ComputerName\SharedFolder\Resource.) path. You cannot use an IP address.

14. Click Save.