/
Client Linked Files

Client Linked Files

Owned by Matthew Garrett
Last updated: Feb 15, 2019


     

[click logo to return to Knowledgebase]
TFS User Guide - Table of Contents

Documentation Disclaimer



         

The Client Linked Files screen is used to manage the locations of client files. These files could include anything that relates to a client such as bank statements or references.


 Opening the Client Notes Screen - Click here to expand...
  • From the Client menu, select Linked Files.
  • From the sidebar, select Client then Linked Files.



 Setting the Default Browse Folder - Click here to expand...
  1. On the Folder Browse tab, click the Left Edit button.
  2. Browse to the folder where the files will be saved.
  3. Click the OK button to save the changes.

You only need to do this if you want to manually change the location.

 Adding a Linked File - Click here to expand...
  1. On the Linked Files tab, click the New button. The File dialog will be displayed



  2. Enter the date the linked file was created.
  3. Select the category the linked file belongs to.
  4. Click the File Name popup button (). The Select File dialog will be displayed.
  5. Browse to the file.
  6. Click the Open button.
    • If the corresponding Application field has not been automatically updated, click the Application popup button ().
    • Select the application the file belongs to.
    • Click the OK button.
  7. Click the OK button.
 The Folder Browse Screen - Click here to expand...

The Folder Browse tab of the Client Linked Files screen displays the default location of client files and folders.

The Open button opens Windows Explorer to the selected folder allowing users to save files to the correct folder.

  • If the folders are located outside of the default location (generally \[tfs folder]\ClientFiles\ folder), clicking the Organise button will make a copy of the current folder for the client and copy it to the default location (\[tfs folder]\ClientFiles\) and then update the links to those documents.
  • The Upload button is used to upload a file to the system.
  • The Explore button opens Windows Explorer to the location of the selected file.
 Using Linked File Directory Templates - Click here to expand...

You now have the ability to define a template structure for the directories to be created for client linked files. This allows greater flexibility on how to store the data making it easier to locate specific documents. This article explains how to implement this new feature

The first thing that you will need to do is to create the template structure for the directories that you want created.  You will need to create a parent directory with two subdirectories.

1) One for the client linked files. This can have multiple subdirectories named as required with names that will easily identify what should be stored.

2) One for the application linked files. This will be the directory structure created for each application created for the client. his can have multiple sub directories named as required with names that will easily identify what should be stored

In the example shown you can see the top level directory for the template called [TFS Template].

Your template must have two sub directories. you can have as many sub directories underneath these as required

1) Application. This has 3 sub directories. One is for images, one for documents and one for spreadsheets.

2) Client. This has 4 sub directories. One for images, one for financials, one for scans and one for zip files.

To enable this functionality you will need to set the following preferences within TFS Administration.


IMPORTANT
To set TFS to use the custom structure you must define the settings against each Context that you want to use it on
  1. From within TFS Administration go to Security \ Preference.
  2. Select Settings \ Client Folder Management
  3. Select 'Create Client Subfolder Structure?
  4. Click on Context.
  5. Select the Context you want to change.
  6. Click on Modify
  7. Set the 'Create Client Subfolder Structure?' to Yes.
  8. Click OK.


To set the Client Subfolder Template

  1. From within TFS Administration go to Security \ Preference.
  2. Select Settings \ Client Folder Management.
  3. Select Client Subfolder Template Location.
  4. Select Context.
  5. Click on the Context you want to change.
  6. Click on Modify
  7. Click on the '[...]' button and select the client subfolder location.
  8. Click on Ok

If you have multiple contexts then repeat for each context where you want the custom folder structure to be used.


Repeat the same process for the Create Application Subfolder Structure and Application Subfolder Template Location.

When you create a client TFS will now create the client folder in line with the structure created


To add a file to one of the directories

1) Click on the directory that you want to upload the file to.

2) Click on Upload.

3) Locate the file in the Select File dialogue box that will be displayed and click Open. The file will then be placed in the specified location.