Here are some annotated screenshots of the website interface for organizing the ToolboxSync DMS listings. These functions are accessible to editors and administrators of the toolbox.
Adding a folder listing to a page
You can do this yourselves, or contact the support team who can configure it for you. In the "Embed" menu, select "Guidelines from the shared folder", then from the drop-down tree click on the folder to add. A placeholder will be inserted in the page, and after you save it, the full folder listing, with a search box, files and subfolders, will appear in the page.
You can easily preview one or more documents and set their expiry dates. The expiry dates show only the month and the year, and a document is considered expiring at the end of that month. Selected people can get email notifications from the toolbox about documents due for review or expired.
Shared folder - filenames
In the shared folder on your Trust network, you can simply rename the files to include an expiry suffix like -exp0325 for a document that expires end of March 2025.
For example, a file named "ACS Heart Score-exp1222.pdf" will show the title as "ACS Heart Score" and the expiry date as "(end of) December 2022". A file is marked as expired after the end of the month, and will be shown with a red bullet or a red date, or may be hidden, in this case starting January 1st 2023.
Adding the expiry date suffix on the filenames in the shared folder takes a little effort (once per document, which is updated every few years). The benefit is twofold:
For the Toolbox listings, you can filter the files and get notifications.
The person or people who maintain the shared folder in the trust can see the expiry dates even without opening the files.
Toolbox interface
The toolbox has an interface to quickly tag the expiry dates while previewing the files. It may be easier/faster to use for many files than renaming them in the shared folder. Dating a file in the toolbox overrides a date suffix in its filename.
1. Click on the date or "N/A" or "?" at the right of the item line (for one file), or on the link "Edit dates" at the right of the folder line (for all files from a folder).
When there are documents which do not have an expiry date set, editors will see a link before the listing like "Set expiry dates to 177 pending documents". syncdate-all.png14 KB
Click on the link to launch the interface for setting the dates. The interface is the same as the one for all files in a folder, but only shows files without expiry dates, and from all folders.
Tips and tricks
If you make a mistake tagging a file, click on the [<] button near the top right to reopen the previous file and simply re-tag it.
With the Firefox browser, a sidebar with thumbnails of the pages will open automatically - so you can quickly scroll to a different page. On Edge and Chrome browsers you can press the first icon at the top left of the frame to open the sidebar.
There are 2 shortcuts for faster tagging:
Press and hold down the Ctrl key on your keyboard then click on a month or a year to immediately tag the file without the need to press on the {Save Month Year] button.
Middle-click on a month or a year to immediately tag the file without the need to press on the {Save Month Year] button.
While tagging many files, if you have the option to rotate your screen vertically (in portrait orientation), it may be easier and more comfortable to show a full page.
Export all expiry dates as a CSV spreadsheet
Above the listing, click on the link "Expiry dates in CSV format". The file can be imported in your spreadsheet software and will list all PDF files with their expiry date, last modification date, status and folder path. sync-csv-export.png23 KB
At the top, there is a summary of the numbers of files and percentages of the different statuses.
The columns are 'Status', 'Expires', 'Modified', 'Folder', 'File name', and 'Notes' (when applicable).
The "Expires" column may be a date, then it is the last day of the month.
If the status is "evergreen" then the reviewer selected "Not applicable", as in, this document doesn't expire until it is removed or replaced.
If the status is "unknown" then an expiry date has not been set - the reviewer may have been unable to find an expiry date, or a the date was too far in the past.
If the status is "due", the expiry date is within 3 months.
If the status is "valid", the expiry date is further than 3 months in the future.
This only includes PDF documents, not external links or cross-links.
The "Modified" column lists the last modification date of the PDF file (in our records).
The rows are ordered alphabetically by folder path, then by filename, but you can use the "Data sort" spreadsheet function to order them by a different column. Or let us know and we can pre-order them by expiry date for example.
Receive daily and monthly email notifications
A specified email address can be configured to receive 2 types of email notifications about your sync folder:
Daily notifications listing documents added or removed in the previous 24 hours, and any duplicate identical files.
Monthly notifications with an attached CSV export spreadsheet (see above) on the first date of every month.
Please contact the support team to have this function enabled on your Toolbox.
B. You can preview the file (at the bottom of the page) and edit the document properties:
title (the caption in the listings),
check the "Star" checkbox to place the document before the others in the folder listing
add some plain text notes about the document, shown in the listings
add some keywords (not shown in listings but found when searching/filtering); you can click on the "cloud" buttons to add or remove keywords found in the file content.
D. Press Delete to delete the entry. Note: documents in the shared folder cannot be deleted here (only the custom title, star, and notes are deleted), you need to remove the shared documents from the folder itself. This button deletes items that are external links or other attachments.
Cross-linking to a file in another shared folder
1. From the listing, locate your PDF document that needs to be cross-linked, and click on the tiny "wrench" icon.
2. In the form, you can edit the document title and other properties, then from the "Cross-link" drop-down select the target folder where to cross-link the current file.
3. Press [Save]. A cross-link to the current file will be added to that folder, with the title and other properties filled above. The properties of the actual file will not be modified.
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