Doc360 Setup - System Configuration

Select one or more default document storage locations:

• Database: Choose this option to store documents in your agency's database. Vertafore recommends this option for maximum security and accessibility to the documents. Documents saved to the database have a size limitation of 100 MB per file.
• Shared Folder: Choose this option to store documents in a shared folder on a server or another shared location. When the attachment is saved, it is moved or copied to this location. There is no file size limitation for documents stored at a shared folder location. All documents stored on a shared directory are saved under an obscure filename provided by Doc360; this ensures that the files will not be altered outside of Doc360.

Click Browse in conjunction with the Shared Folder option. You must identify the drive and directory path of the shared folder. After selected, the drive/directory appears in the field beneath the Shared Folder option.

• Reference to Disk: Choose this option to save a reference of the document's location. The document is not moved or copied from its original location.
• Other (Allow Browse): Choose this option to allow the user importing the document to decide where to save it.

Select one of the following options that you want to apply automatic Activity logging without user intervention:

• Database: Choose this option to store silent Activity Attachments in your agency's database. Vertafore recommends this option for maximum security and accessibility to the attachments. If you select Database, silent activity attachments over nine Megabytes in size cannot be stored in the database.
• Shared Folder: Choose this option to store silent Activity Attachments in the shared folder that you specified in the Shared Folder field in the Document Storage Location section above. When the attachment is saved, it is moved or copied to this location.

This is the default location for files imported using the Get Documents and Document Distribution forms:

• Database: Choose this option to import documents to your agency's database.
• Shared Folder: Choose this option to import documents to the shared folder that you specified in the Shared Folder field in the Document Storage Location section above.

• Compress Files During Save: Select this check box to reduce the document file size during file save. Defaults as selected. The new agency setting will only apply to new documents saved after the change.
• Encrypt Files During Save: Select this check box to encrypt files. It is selected by default. Files are always encrypted when they are stored to the database. The Encrypt Files During Save option is provided for those files saved to a shared folder location. When the system encrypts a file, it translates the file data into a secret code. This provides an added measure of document security because outside the Doc360 system, the document file data is unreadable. The new agency setting will only apply to new documents saved after the change.
• Default Attachment "Delete After Saving" Option to Yes: Forms that provide the Delete After Saving check box option include Document Distribution, Attachments, and Doc360 Match Pending Attachments. When this option is selected in Doc360 Setup, the default status of the Delete After Saving check box is selected on these forms. If the Delete After Saving check box is selected, the system automatically deletes the source file from its initial location once it is saved.

• Allow Document Attachments to Notes: Select this option to allow users the ability to attach documents to Notes. This selection also enables the Notes button on the Documents tabs of applicable centers. It is selected by default.
• Enable Backend Scanning Options: Select this check box to enable Doc360 features useful to the back-end scanning workflow. It is selected by default. Back-end scanning features include the Back-end Scanning group box on the Attachments form, and access to the Doc360 Match Pending Attachments form.

From Outlook and From Contact Book: The storage option you select in these fields affects whether the email message created in Outlook or Contact Book is stored as one of the following formats:

• MSG: Available for Outlook or Contact Book. Saves messages in their original format. Attachments are saved as an embedded part of the MSG file. They can, optionally, be saved as a separate file. Select the Separate Attachments check box to save attachments both as embedded attachments to the email and as separate files.

• TXT: Available for Outlook or Contact Book. This is the default setting for Outlook. Saves the message as text. Any attachments can only be stored separately when this format is selected.
• HTML: Available for Contact Book only. This is the default setting for Contact Book. Saves the message in html format. Any attachments can only be stored separately when this format is selected.