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Set up Documents and Photo Paths



Click on Operations > Database Admin > Application Preferences > Documents & Photos sub-tab.
 
The Database Admin sub-tabs store program settings that are shared by all users of ProTracker Advantage.
 

Documents
 
The Documents section structures your folder system to store Contact, Client and Group correspondence, reviews, reports, tax returns, Email, etc. You should specify three different folder locations where documents can be stored, one each for Clients, Contacts, and Groups. If you have pre-existing document folders, you may wish to move those documents to the new paths created, either using Windows Explorer or Document Explorer. Or you can select your pre-existing folder path IF it conforms to ProTracker's New Folder Template convention discussed below. By including pre-existing documents in the Advantage Document Management system, and entering a brief abstract of each file, you will be able to more easily locate the file by searching for keywords in the abstract using the Find a Document dialog.
 
Assigning the three Paths and the New Folder Template in the Documents section must be done by an Advantage Administrator. This should be done when Advantage is installed, or soon thereafter. Once assigned, this information should not be changed lightly!  For this reason, the process discussed below is also discussed in the Getting Started Guide, which may be downloaded by selecting Getting Started Guide from the Help menu.
 
If all employees in the firm should be able to access the documents being stored, the paths must be in a shared folder on the firm's server where the Advantage database is stored.  Click the Browse button to select a folder on your server in order to provide a location accessible to all.  
 
For example, if your Advantage database is located on public drive S: in S:\ProTracker\Database where all installations of ProTracker may access it, then a good choice for the Paths to Client, Contact, and Group Documents would be S:\Protracker\Clients, S:\Protracker\Contacts, and S:\Protracker\Groups.
 
Another example, which is suggested in the Getting Started Guide, is to store your Advantage database in a folder named S:\ProTracker Advantage, and to assign the Paths to Client, Contact, and Group Documents to be S:\Clients, S:\Contacts, and S:\Groups.
As you can see, the choice is yours as long as you understand the concept!
 
New Folder Template
Once selected, the Folder Template option should not be changed. Your selection tells ProTracker how to structure any new directories. There are numerous options:
1. Initial\FileAs - All documents for a given Client, Contact, or Group will be stored in a folder whose name is the first initial of the object's FileAs, and within that folder, in a subfolder whose name is the object's FileAs. This is a logical choice for a large firm.
 
2. FileAs - All documents for a given Client, Contact, or Group will be stored in a folder whose name is the object's FileAs. This is a logical choice for a small firm.
 
3. Initial\LastName - This option is identical to Initial\FileAs, except the Contact or Client's Last Name is used in place of the FileAs field. In most cases, the FileAs field is the same as the Last Name.
 
4. LastName - This option is identical to FileAs, except the Contact or Client's Last Name is used in place of the FileAs field.
 
Note: Options 3 and 4 should be used with caution. If documents are being filed for more than one Client or Contact with the same last name, they will all be in the same Client or Contact folder.
 
Example: Assuming the Client Path is the path assigned in the prior example (S:\Clients), all documents put into Advantage's document management for a client with a FileAs (or LastName) name Casstine will be stored in a folder named Casstine . Within the folder Casstine may be any number of subfolders, which may be easily added to the Casstine's folder as instructed in Document Explorer.
 
If the folder template Initial\FileAs or Initial\LastName is selected, the folder Casstine will be inside a folder named C, along with all other folders for clients whose FileAs (or Last Name) begins with C (see Carmant, Casstine, Collins below). The C folder will be in the folder specified by the Path to Client Documents, along with other folders named with letters.
 
 
If the folder template FileAs or LastName is selected, the folder Casstine will be in the folder specified by the Path to Client Documents (S:\Clients), with no intermediate C folder.
 
 
The next options for the New Folder Template are for use with multi-firm offices or multi-office firms.  Each of the first four choices above is prefaced with the office, allowing contacts, clients, and groups to be separate for each office in a multi-office firm, or for each firm in a multi-firm office.  
 
For example, if a firm has two offices, West and East, and wishes to keep the contacts, clients and groups separate for the two offices, the firm would choose one of the four options below.  Then directly beneath the Client folder would be a sub-folder West and a sub-folders East. Within each office sub-folder would be a further breakdown of Clients, as shown in the snapshot below. See Using Advantage in a Multi-firm Office for more information.
 
5. Office\Initial\FileAs
 
6.  Office\FileAs
 
7. Office\Initial\LastName
 
8.  Office\LastName
 
 
9.   FirmContact\Initial\FileAs
 
10. FirmContact\FileAs
 
11. FirmContact\Initial\LastName
 
12. FirmContact\LastName
 
13. Office\FirmContact\Initial\FileAs
 
14. Office\FirmContact\FileAs
 
15. Office\FirmContact\Initial\LastName
 
16. Office\FirmContact\LastName
 

Create folders when merging to MS Word

If this box is checked, Advantage's Merge to Word process will automatically create a folder named using the "File As" name in the appropriate Contact, Client, or Group path. This folder will be set as Word’s “Save As” folder for the merged document, making it unnecessary to browse to the appropriate “Related To” folder in Document Management in order to save the merged document   
 
Note: If the Contact, Client, or Group which is the source of the Merge to Word already has a folder in Document Management, Advantage will set it as Word's "Save As" folder for the merged document. However, a new folder will not be created if a folder does not exist unless this box is checked.
 
For example:
If I select Merge to Word from the Smith’s Client Profile, then select a template and click the Merge to Word button to create a letter to mail to the Smith’s, when I save the letter (not the template) in Word, the Smith’s client folder in Document Management will be selected automatically in Word’s Save As dialog. If there is no client folder for the Smiths, Advantage will create it if this box is checked.
 
If I select Merge to Word from a group called Gold Clients, then select a template and click the Merge to Word button to create a letter for all the members of the group, then when I save the merged document of letters in Word, the "Gold Clients" group folder in Document Management will be selected automatically in Word’s Save As dialog. If there is no "Gold Clients" group folder, Advantage will create it if this box is checked.
 
If, however, I select Merge to Word from a report, where there is no single "Related To" contact, client or group, and I use a template to create a merged document, then when I save the document, the default folder in Word's Save As dialog will be whatever it was the last time a document was saved in Word.
If this box is not checked, then the default Save As folder for a merged document is whatever it was the last time a document was saved in Word.
 

Photos
Specify the Path where your Clients' digital photographs are stored, or click the Browse button to select the photos folder. If you use Advantage in a multi-user environment,  select a folder on your server, in order to provide a location accessible to all.
 
For example, if your Advantage database is located on public drive S: in S:\ProTracker\Database where all installations of ProTracker may access it, and your Advantage documents are stored in S:\Protracker\Documents\ , then a good choice for the Paths to Photos would be S:\Protracker\Photos.
 

Assistant

Deploy Update

Click on the Deploy Update link to deploy an Advantage program update.
 

Update Document Links

This command will force Advantage to update all document links between Advantage and the specified file locations.
 

License Info

Click on this to see licensee name, license key, date license expires, number of licenses, product code, and customer number.
 

Enable AutoSync

Click on this link to enable AutoSync. The Assistant command will change to Disable AutoSync.
 
Click on the link again to Disable AutoSync. The Assistant command will change to Enable AutoSync.
 
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