Did you know that you can do a lot more with Therefore™ than what's shown in this guide?
While the default categories are designed based on best practices and common needs faced by SMBs, you can also easily modify, customize, and expand your Therefore™ solution to fit the way your organization works. The easy scalability of Therefore™ allows you to expand your system as you see fit to accommodate any changes in your organization.
For example, you may wish to add users, create new categories, or fine-tune your index data. Below is a list of the most common actions you may want to perform with your Therefore™ system. Each action links to a comprehensive tutorial that shows you how to achieve your goal and make the most of your Therefore™ installation.
The main application for administrators is called the Therefore™ Solution Designer. This is where all objects in the Therefore™ system such as folders, categories, and users are managed. The administrative actions listed in this section are all performed in the Therefore™ Solution Designer.
A category is a logical grouping for information that has the same type of metadata. For example, categories could be used for invoices, employee records, purchase orders, and other document types. The Therefore™ Online SMB comes with some pre-configured categories, but you may wish to create your own, as well. A tutorial for creating a new category can be found here.
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A case is a logical grouping or linking of categories that are related to each other. In Therefore™, an electronic case consists of a case definition with general information, along with individual categories to distinguish the types of associated documents. For example, a case for employee records would include a case definition with information like employee details, and categories for recruitment documents, payment slips, performance reviews, and more. This is not the same as a folder, which is just a grouping. A case contains metadata which links its related categories and their documents together. A tutorial for creating a new case definition can be found here.
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Folders can be created and nested to help organize the categories into logical groups and provide an easily understandable, hierarchical grouping of categories. Another use for a folder would be to define permissions for multiple categories. A tutorial for creating a new folder can be found here.
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Documents in different categories can be linked together in Therefore™. This gives you the advantage of being able to reference related documents immediately without having to search for them separately. This can be done in one of two ways:
1.Automatic document linking can be configured in the Therefore™ Solution Designer. See the tutorial here. 2.Manual or ad-hoc document linking can be done in the Therefore™ Navigator. See the tutorial here. |
Keyword Dictionaries are lists of pre-defined text strings which can be added to a category as a keyword index field. When documents are saved to that category, a keyword can be selected from a drop-down list. When a document is searched for, a keyword value can be selected to narrow down the search results. Tutorials for creating new keyword dictionaries, adding a keyword dictionary to a category, and renaming keywords can be found here.
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People using the Therefore™ system require a user account to log in. A user group is a grouping of users with related qualities. For example, the user group "HR" could contain all employees in the HR department. This makes it easy to assign security permissions to more than one user at a time. A tutorial for creating new users and groups can be found here.
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Therefore™ provides an extensive list of permissions that can be used to control folders, categories and cases. A tutorial for setting permissions can be found here.
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Index data fields in Therefore™ categories can be set to mandatory if you want to prevent a user from saving a document without entering a value for that field. This can be done by right-clicking on a field, selecting Properties, and checking the box Mandatory. Unchecking this box on an already mandatory field will remove the restriction for all future documents saved.
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Advanced properties on index data fields can be set by right-clicking on the field and selecting Properties. A reference for all possible configuration options can be found here.
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The main user applications in Therefore™ are the Therefore™ Navigator and Therefore™ Viewer. The Therefore™ Navigator is the starting point for all Therefore™ users, a homepage from which documents can be searched for and found. Once a user finds their document, it will automatically open for viewing and further interaction in the Therefore™ Viewer, so the application doesn't need to be started independently. The user actions listed in this section are all performed in the Therefore™ Navigator or Viewer.
There are a number of ways to save electronic files to Therefore™. A tutorial for common saving methods can be found here.
This is performed in the Therefore™ Navigator.
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Therefore™ offers a number of ways to search for documents. A tutorial for common searching methods can be found here.
This is performed in the Therefore™ Navigator.
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Users can add objects they commonly need to access, such as categories, searches, or documents to their Favorites list. A tutorial for adding objects to the Favorites list can be found here.
This is performed in the Therefore™ Navigator.
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Index data is the metadata with which a document is saved to Therefore™ and later used to find it again. For example, the index data for an invoice might be the invoice number, invoice date, amount, and so on. This data uniquely identifies a document. A tutorial for editing index data can be found here.
This is performed in the Therefore™ Navigator or Viewer.
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Documents in Therefore™ can be exported locally, to another storage device, or sent by e-mail. A tutorial for sending and exporting documents can be found here.
This is performed in the Therefore™ Navigator or Viewer.
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Users with permission to delete documents can also restore them. A tutorial for restoring documents can be found here.
This is performed in the Therefore™ Navigator.
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A document in Therefore™ can consist of several files. Besides the initial file saved, other files can also be added to the same Therefore™ document. For example, you could have a document in Therefore™ that consists of two PDF files, one Word file, and one Excel file. These documents are grouped together in the same Therefore™ document. A tutorial for adding and removing files can be found here.
This is performed in the Therefore™ Viewer.
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Besides viewing, documents saved in Therefore™ can also be edited and saved again. A tutorial for editing documents can be found here.
This is performed in the Therefore™ Viewer.
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Once a text-based document has been opened in the Therefore™ Viewer, it's possible to search for specific words in the document. A tutorial for searching documents can be found here.
This is performed in the Therefore™ Viewer.
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It's possible to add notes, highlight and other markups to TIFF and PDF files using annotations tools. A tutorial for adding annotations can be found here.
This is performed in the Therefore™ Viewer.
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Reports can be found in the Therefore™ Navigator. A tutorial can be found here.
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