Work with documents

Set up the GoFileRoom ControlPanel

Enable the GoFileRoom ControlPanel (Part of the GoFileRoom Add-in)

Use the following procedure to enable Microsoft Outlook integration with GoFileRoom so that you can easily upload documents.
  1. Verify that you have installed the latest version of the GoFileRoom Add-In.
  2. Close Microsoft Outlook.
  3. Select the Start button and choose
    All Programs
    ,
    GoFileRoom
    ,
    Enable Control Panel Outlook Integration
    .
  4. Select the
    Install
     button.
  5. Select
    Close
     when the installation is complete.

Set up the GoFileRoom ControlPanel

Follow these steps to set up the ControlPanel.
  1. Open the GoFileRoom ControlPanel GoFileRoom icon from the Start menu in Windows.
  2. If required, enter your login ID and password.
  3. Select the following options in the
    Configurations
     tab of the
    GoFileRoom ControlPanel
     window.
    • Default Profile
      :
      • Choose
        Send to GoFileRoom
        .
      • Mark the
        Automatically create desktop shortcut for new profiles
         checkbox.
    • Mapping delimiter
      :
      • Choose
        Other
         and enter a single period without spaces in the empty field next to Other.
      • Mark the
        Display indexes before sending to GoFileRoom
         checkbox.
    • Default shortcut action
      :
      • Choose
        Open profile
        .
      • Mark the
        Add profile to GoFileRoom folder in Outlook
         checkbox.
    • Default add action
      :
      • Choose
        Add as separate files
        .
      • Mark the
        Show these options each time
         checkbox.
    • Select
      Errors Only
       from the
      Notifications
       dropdown.
    • Enter the customer's email address in the
      Customer email
       field.
    • Select
      Errors
       from the
      Log level
       dropdown.
    • Mark the
      Delete backup copy upon successful upload
       checkbox.
  4. Select the
    Save
     button before you exit the
    Configurations
     tab.
The new add-ins are listed in Outlook in the
File
,
Options
,
Add-Ins
 pane as
GFRCPOutlookIntegration
 and
Thomson Reuters WorkFlow Tools
.

Send documents to GoFileRoom

The GoFileRoom ControlPanel feature allows you to send a single file, multiple files, or an entire folder to GoFileRoom by dragging and dropping it onto a desktop shortcut.
You can change your default email preferences so that emails are saved based on your needs. GoFileRoom profiles can be used when you move documents from your desktop, network location, C:\ drive, and so forth.
Right-click the folder or document and choose
Send to
,
GoFileRoom
, then select the profile that you want to use.
You can also drag profiles to a GoFileRoom ControlPanel desktop shortcut. Alternatively, you can drag-and-drop files from Windows to GoFileRoom using the cabinet icon on your Windows desktop.
  1. Create a folder on your
    C:\
     drive, called GoFileRoom Profiles.
  2. Drag the profiles that you have created into the GoFileRoom Profiles folder on the
    C:\
     drive.
  3. Right-click your Windows taskbar and choose
    Toolbars
    ,
    New toolbar
    .
  4. Go to the GoFileRoom Profiles folder, then choose the
    Select Folder
     button to create a new GoFileRoom Profiles taskbar.

Change profile settings

Because the default profile is set to Send to GoFileRoom when the GoFileRoom ControlPanel is installed with the GoFileRoom Add-In, you'll need to make the following changes in the Profile Settings dialog as follows.
  1. From the Start menu in Windows, open the GoFileRoom ControlPanel.
  2. Select the
    Settings
     button in the
    Profiles
     tab of the
    GoFileRoom ControlPanel
     screen.
  3. Set up your profiles as follows.
    • Mark the
      Display indexes before sending to GoFileRoom
       checkbox.
    • Default shortcut action
      :
      • Choose
        Open profile
        .
      • Mark the
        Add profile to GoFileRoom folder in Outlook
         checkbox.
    • Default add action
      :
      • Choose
        Add as separate files
        .
      • Mark the
        Show these options each time
         checkbox.
  4. Select
    OK
    .
Profile set up per entity type
The following is a example profile saved as client ID 8879 for a PDF of the same name. This illustrates how you can set up a profile for each type of entity, scan each signed 8879 separately into a folder on you desktop and the save it with their client IDs. There is a setting in UltraTax CS that allows you to print the client ID at the top of the page.
At the end of the day, perform the following actions.
  1. Drag the specified folder to the profile, or right-click the folder, and choose
    Send to
    ,
    GoFileRoom
    .
  2. Select the profile, then select
    OK
     to upload it to GoFileRoom.
  3. Verify that the upload was successful by selecting the
    Batches
     tab in the GoFileRoom ControlPanel.
Profile for a client that sends numerous emails to the firm
In this example, the client (Construction Designs) sends numerous emails, as a client to the firm. The following profile would be setup by a member of the firm that works with that client.
Profile for a staff member that works with 1120S clients
In this example, a staff member of the firm works on numerous 1120S returns in their role at the firm. In the following example profile, the staff needs only to add the client name/ID as they index, without the need to index all fields in the profile.