How to setup the Document Management Drop Folder

The Drop Folder creates connectivity to things like scanners and other software by creating a Windows folder that OfficeTools monitors. If a document is saved in that folder it is automatically imported into OfficeTools Document Management System (DMS).

The Drop Folder is a very useful item that allows you to scan documents directly into OfficeTools (given that you can point your scan software to save a file to a specific location). Although the Drop Folder can be used for any type of file it is most commonly used for scanned documents. To be clear, the Drop Folder is just a Windows folder that should be created on your desktop.

1. Specify the drop folder path in OfficeTools.

Once you have created the Drop Folder on your desktop, navigate to OfficeTools, click on the Setup menu, scroll to Documents, and choose the option that reads Drop Folder. Use the browse button to point to your Drop Folder that exists on the desktop. If you aren’t sure what the path is you can go to the folder on your desktop, right-click on the folder, and click on the Properties tab.

2. Log out of OfficeTools, then log back in.

Now that the Drop Folder is created, ANY document that gets saved into it will be imported into OfficeTools DMS. When you save a document, print a document to PDF, drag and drop a document, or scan and save a document into the Drop Folder a prompt will immediately pop up and allow you to label your document with a contact’s name, a year, a project, and/or a category. The file will then be available in OfficeTools DMS, and the labels that were used can be used to find the document.

Please note: In this process, the document needs to be closed in order for OfficeTools to prompt to initiate. If you are scanning or performing a SAVE AS function, many times the document remains open. If you save a file to the Drop Folder ensure it is closed or you may not receive the prompt right away.

IMPORTANT: The Drop Folder setup process outlined above will need to be repeated for all users on each workstation. This is a staff specific setting.