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Drawer maintenance

Managing Inactive Drawers

You can use one of the following methods to reduce the size of your list of drawers in FileCabinet CS. For example, you may want to remove drawers that are no longer active, either by removing or hiding clients that you choose as inactive.

Back up and delete drawers

Backup the client to a storage drive, CD, or other storage media, and then delete the drawer from FileCabinet CS. If you need to access this data in the future, you can restore the drawer to FileCabinet CS from the removable media, and then delete the drawer after your finished.

Archive and delete drawers

Archive all data in the inactive drawers and store the archive on a storage drive, CD, or other storage media, and then delete the drawer from FileCabinet CS. If for any reason you need to access this information in the future, you will first need to restore the archive.

Using the Focus Listing to only display active drawers.

Updating the status for individual drawers
  1. In the
    Folders
     list, select the drawer for which you want to update the status.
  2. Choose
    File
    Drawer Properties
    , or select the
    Drawer Properties
     button in the toolbar.
  3. Select the new status from the
    Status
     field.
  4. Select
    OK
    .
Focus the List of Drawers
You can focus the list of drawers to hide inactive and defunct clients from displaying, using the steps below.
  1. Mark the
    Focus drawer list
     checkbox.
  2. Select the
    Sort/Focus
     button (green circle) next to the drawer search field.
  3. Mark the status as
    Active
    ,
    Inactive
    , or
    Defunct
     to display drawers of that status in the List of Drawers.
  4. Select
    OK
    .

Adding a new data location for inactive folders

Set up a new data location for the inactive drawers
  1. Choose
    Setup
    System Configuration
    .
  2. Go to the
    Data Locations
     tab.
  3. Select the
    Add/Modify Data Location
     button.
  4. Select the
    Enter Path
     button in the
    Add Data Location
     dialog.
  5. Navigate to the location to store your inactive drawers, and then select
    OK
    .
    note
    The folder in which the inactive data is stored must exist prior to setting up the path – FileCabinet CS does not automatically create the folder.
  6. Name the data location.
  7. Select
    OK
    .
    You can use the
    Transfer Configurable Files
     button and move the document folders from the existing location to the new location. Document folders can also be created automatically when a drawer is restored to a new data location. This takes longer when you restore, because the application must search for, and create any missing document folders.
Transfer inactive drawers to the new location
  1. Choose
    File
    Copy Drawers
    .
  2. Select the new data path in the
    Copy Drawers
     dialog from the drop-down list in the
    Destination location
     field.
  3. Highlight inactive drawers from the
    Drawers available to copy
     pane, and then use the
    Select
     button to move them to the right pane in the dialog.
  4. Mark the
    Automatically create folders
     checkbox.
  5. Select the
    Copy
     button.
Delete copied drawers from active drawer list.
  1. Choose
    File
    Delete Drawer
    .
  2. Highlight the inactive drawers from the
    Drawers available
     pane to delete pane to move them to the right pane.
  3. Select the
    Delete
     button.
  4. the
    Yes
     button to confirm that you want to permanently delete these drawers from the current data location.
note
When you need to access your inactive drawers, change the data location to
Inactive Drawers
. While in the Inactive Drawers data location, you still have all available FileCabinet CS capabilities, including the ability to print, email, or the ability to push the documents to NetClient CS.

This article applies to:

  • PRODUCT: FileCabinet CS