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FirmFlow

Create new drawers and indexes

To create a new drawer or index, you'll need to contact Support and give the following information.
  • Name of drawer.
  • Name and order of indexes.
  • Behavior of each index (for example, lookup list, dropdown, text, or date).
  • Any parent relationship between dropdown indexes.
  • Which indexes are to be set.
tip
It can help if you also give details of an existing similar drawer as an example.
Internal use only

Before you create a drawer for a customer

  • Discuss the purpose of the drawer with the customer.
  • Suggest the contents might fit in an existing drawer.
  • Find out if there's a drawer that just needs an index value for these contents, rather than a new drawer.

Information you'll need

  • Drawer name.
  • Will it be used for FirmFlow?
  • Index information, including: name, type (such as Lookup list), if required or not, and any dependency.
  • Default values, including default index (for example, the Date field populates the Current date in the Clients drawer) and default sort values (Primary, Secondary Tertiary, and ascending or descending).
  • Dynamic Requirement Rules (for example, when a user selects a Document Type, the Description and Year could be required).

Add the drawer

If you don't have Support Credentials for GoFileRoom, you will need to submit a Research Request for a Consultant to complete the following steps:
  1. Identify the database ID and sign in to that database with the Support Account.
  2. Select
    Administration
    , then
    Manage Fileroom
    .
  3. On the
    Fileroom
     tab, select
    Add
    .
  4. Enter the name and description from the firm and mark the options you need.
  5. Select
    Save
    .
tip
Best practice is to mark all three Edit options and Text Searching. If the drawer will be restricted, mark that option.

Set up indexes

important
If the drawer will be used for FirmFlow, you must set up the indexes in the same way as the other FirmFlow drawers.
  1. Select the
    Index Fields
     tab.
  2. Select
    Add
    .
    note
    Common index types are: lookup, dropdown, text, and date. Less common are: currency, datetime, decimal, and integer.
  3. Enter the Length and Display length of each index. The following are examples of values in these fields for common indexes.
    • Client Name: 150 Length and 150 Display Length.
    • Client Number: 50 Length and 100 Display Length.
    • File Section: 150 Length and 150 Display Length.
    • Document Type: 150 Length and 150 Display Length.
    • Year: 10 Length and 10 Display Length.
    • Period End: 10 Length and 10 Display Length.
    • Document Date: 10 Length and 75 Display Length.
  4. Mark the
    Read Only
     checkbox if the index should be kept, but no longer added to.
  5. Identify any linked fields and consider the following.
    • If you've labeled more than one index as a lookup, do you want them to be linked? For example, the Client Name and Client Number indexes.
    • If you've labeled more than one index as a dropdown, do you want any of them to be dependent on the other? For example, the File Section and Document Type indexes in the Clients drawer are linked.
  6. Select
    Save
    .
  7. Repeat for each index that the customer needs.

Default values

  1. Select the
    Default Values
     tab.
  2. If one of the times is a dropdown, it won't exist yet. Add it on the
    Lists
     tab, then return to the Index Fields tab to select the new item.
  3. If the drawer has a
    Document Date
     tab, it's best practice to mark the
    Current Date
     checkbox.
  4. Identify the default sort order for Primary, Secondary, and Tertiary, and whether they need to be in ascending or descending order.
  5. Select
    Save
    .

FirmFlow mapping

If the drawer will be used for FirmFlow, select the FirmFlow Mapping tab and map the fields.

Dynamic rules

Your customer may want dynamic rules for the drawer.
For example, if a user adds a document to the File Section Individual Tax 1040 with a Document Type of Workpapers, then the Description, Year, and Period End fields are required.

Adjusting permissions

After you've created a drawer, you need to change permission on the hidden accounts.
  1. Go to the Configuration page for the database.
  2. Unhide the Support and Upload accounts.
  3. Sign in to the database with the Support account.
  4. Select
    Administration
    , then
    Manage Users and Groups
    .
  5. On the
    User Permissions
     tab, give the Support account RAEDL rights to the new drawer, then select
    Save
    .
  6. Give the Upload account RA rights to the new drawer, then select Save.
  7. Sign out of the database.
  8. Return to the Configuration page.
  9. Hide the Support and Upload accounts.

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