Create new drawers and indexes

Name of drawer.
Name and order of indexes.
Behavior of each index (for example, lookup list, dropdown, text, or date).
Any parent relationship between dropdown indexes.
Which indexes are to be set.

Before you create a drawer for a customer

Discuss the purpose of the drawer with the customer.
Suggest the contents might fit in an existing drawer.
Find out if there's a drawer that just needs an index value for these contents, rather than a new drawer.

Information you'll need

Drawer name.
Will it be used for FirmFlow?
Index information, including: name, type (such as Lookup list), if required or not, and any dependency.
Default values, including default index (for example, the Date field populates the Current date in the Clients drawer) and default sort values (Primary, Secondary Tertiary, and ascending or descending).
Dynamic Requirement Rules (for example, when a user selects a Document Type, the Description and Year could be required).

Add the drawer

Identify the database ID and sign in to that database with the Support Account.
Select
Administration
, then
Manage Fileroom
.
On the
Fileroom
tab, select
Add
.
Enter the name and description from the firm and mark the options you need.
Select
Save
.

Set up indexes

Select the
Index Fields
tab.
Select
Add
.
note
Common index types are: lookup, dropdown, text, and date. Less common are: currency, datetime, decimal, and integer.
Enter the Length and Display length of each index. The following are examples of values in these fields for common indexes.
Client Name: 150 Length and 150 Display Length.
Client Number: 50 Length and 100 Display Length.
File Section: 150 Length and 150 Display Length.
Document Type: 150 Length and 150 Display Length.
Year: 10 Length and 10 Display Length.
Period End: 10 Length and 10 Display Length.
Document Date: 10 Length and 75 Display Length.
Mark the
Read Only
checkbox if the index should be kept, but no longer added to.
Identify any linked fields and consider the following.
If you've labeled more than one index as a lookup, do you want them to be linked? For example, the Client Name and Client Number indexes.
If you've labeled more than one index as a dropdown, do you want any of them to be dependent on the other? For example, the File Section and Document Type indexes in the Clients drawer are linked.
Select
Save
.
Repeat for each index that the customer needs.

Default values

Select the
Default Values
tab.
If one of the times is a dropdown, it won't exist yet. Add it on the
Lists
tab, then return to the Index Fields tab to select the new item.
If the drawer has a
Document Date
tab, it's best practice to mark the
Current Date
checkbox.
Identify the default sort order for Primary, Secondary, and Tertiary, and whether they need to be in ascending or descending order.
Select
Save
.

FirmFlow mapping

Dynamic rules

Adjusting permissions

Go to the Configuration page for the database.
Unhide the Support and Upload accounts.
Sign in to the database with the Support account.
Select
Administration
, then
Manage Users and Groups
.
On the
User Permissions
tab, give the Support account RAEDL rights to the new drawer, then select
Save
.
Give the Upload account RA rights to the new drawer, then select Save.
Sign out of the database.
Return to the Configuration page.
Hide the Support and Upload accounts.