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Documents, Set-up Word

Before you start you must ensure you have set-up your system with the correct file paths using the Set-up, File Paths program (i.e. told Durell where to find your word processor, image viewer, image scanner and documents). Note that Microsoft call Office 2003 "OFFICE11", as shown below, while Office 2010 is known as "OFFICE14". Also that 32-bit versions will be stored in "C:\Program Files (x86)", while you'll find 64-bit versions in "C:\Program Files".

Set-up, File Paths.jpg

Default Document Directory

Word documents started from Durell’s “W” toolbar button will automatically be saved in a common “Default document directory” (e.g. “C:\imw-data\documents”, as shown below on the "Durell Files" tab of the Set-up, File Paths program) rather than in an individual PC’s “My Documents” folder, and hence will be available to all users on a network.

If other people will be using your copy of Durell then after you've setup your default directory you should tick the box to "Set this as the default document directory for all users", in which case the system will ensure all the other users have the same setting. Note that this setting will clear its tick after each use, to allow you to re-apply it. 

 Set-up, File Paths to Data.jpg

The document directory contains 26 sub-folders, one for each letter of the alphabet, in which you’ll find client folders, as shown below. The name of each client folder is made from their search name plus their unique reference number. The word “Client” is not really correct, as individual folders can exist for every record in every address set, such as for insurers, suppliers, advisers, etc, as shown below. The word “Documents” is similarly not really correct, as these folders may also contain scanned images, emails, audio files, spreadsheets, etc.

The default document directory (or folder) may in fact have any name and be on any hard drive, although the standard situation is as described above. However you could for example, leave your main data in C:\Imw-Data and set the default document directory to S:\Correspondence\. If you change its name or location like this you should always tick the box to apply the change to all users. Subsequently Durell will create the 26 alphabet folders in it, and client sub-folders accordingly. Thereafter you may choose to manually create further sub-folders for each client (e.g. for Compliance, Valuations, etc) and manually find and link to files in them.

Manage Doc Folders

This facility allows you to create folders and sub-folders for every client in advance, so that for example, you can copy-and-paste scanned images into them (which the system can subsequently auto-find). 

It also allows you to specify if you'd like a sub-folder automatically created for each policy and claim, along with a number of other user-defined sub-folders, such as for "Newsletters". Be warned that if you have already created sub-folders for policies or claims, called for example, "Aviva Personal Pension Started 2006" then these will automatically appear in the Document Viewer, provided they contain linked documents. So in this instance you would definitely NOT want (or need) to tick the boxes to create "Policies" and "Claims" folders.

Also note that if you do tick the boxes to create "Policies" and "Claims" folders you do not also need to click the "OK - Ensure every..." button, as the system will create these folders automatically when a client's Document Viewer is accessed.

The point of the "OK - Ensure every..." button is purely to create all of these folders in advance so that they're available to cut-and-paste files into. So if you are going to click this button you should only select the address sets for which you really need folders (e.g. Clients and Prospects) and then ensure everyone else has logged out first, as it can take a long time depending on the number of folders to be created. Note too that you can re-run this utility, for example to subsequently add another user-defined sub-folder for "Archived Docs". 

Document Viewer, Manage Document Folders.jpg

The result will be something like that shown below. All clients will get folders called "Claims" and "Policies" if these have been requested, and where the client actually has any policies or claims each will be given its own sub-folder, which will be named with the policy's type and its policy number (e.g. "Pension personal, 47527452"). If any existing documents are already linked to policies they'll automatically be re-located in these sub-folders. Folders that are empty will not be displayed in the Document Viewer, though they will appear when you use the "Move" button, so it's easy to re-locate large numbers of documents into them.

 Mailshot, new pseudo folder.png

The Mailshot Folder

The normal way of creating a mailshot (or emailshot) using Durell is similar to creating a single document except that you send it to the entire "Current set" or the "Current set, Mailshot = Y", etc (see Mailshot, New). However the way Durell then saves the files and descriptions is quite different, because saving an individual copy of the same document for every recipient would be a waste of time and disk space (for example, every backup would take longer and require more storage space). So instead Durell just saves the description in each recipient's Document Viewer along with a link to the one-and-only originating Word template. Because there are no actual documents (i.e. only the template and descriptions in Durell's database) there is likewise no physical "Mailshot" sub-folder (i.e. it is just an icon in the Viewer), and you can neither move mailshot documents out of this pseudo folder, nor can you move real documents into it. Moreover the "Mailshot" folder will not appear in a Document Viewer until you've issued a mailshot document to that client, and be careful to never delete the originating templates for mailshots, as this will adversely affect all of the other recipients' links, though you may delete or rename the descriptions linked to individuals, as shown below.

Mailshot, delete or rename description.png

Templates

A common set of templates (i.e. standard letters, usually with pre-set data such as the client’s address) is available to all users, provided Word is started from the green “W” button on the Durell toolbar. They are stored in the \imw-data\template folder. For more information about templates see Templates, Generally and Templates, Useful Tips for Getting Started.

You may find the combination of Word and Durell easier to manage (particularly if networked) if you also set-up each user’s copy of Word to use the common Durell folders. To do this in Word…

 

AutoText

 Many people use the “AutoText” facility in Word to add frequently-used paragraphs and addresses, simply by typing a couple of characters. Be aware that an individual user’s AutoText settings will almost certainly be held in their Normal.dot template, so if you re-set the location of their “User templates”, as described above, they may lose this particular version of Normal.dot and its associated AutoText. To get it back, either copy the particular Normal.dot template to the common location, or revert the user’s copy of Word to its original location for Templates. For further information regarding “AutoText” see Microsoft Word’s own Help.

Relocate Files Using The Document Viewer

The “Find” button in Durell’s Document Viewer allows you to find existing documents and link them to it. This process creates a "Description" in the Document Viewer, along with a filepath to each such document, wherever it is, so that it can subsequently be opened from within Durell.

To physically re-locate a large number of files you should use Windows Explorer and cut-&-paste them (optionally with sub-folders) into the current client's folder, then use the "Auto find" button in that client's Document Viewer to automatically link them, in which case the file names will be used for their "Descriptions".   

Once you've got files moved into a client's ducuments folder you can use the "Move" button to physically move individual or groups of them from one sub-folder to another. For more details see Document Viewer.

Relocate Linked Files From The Old DOCS and SCANS Folders 

If you've had your Durell system for a long time some of your documents may be stored in the \Imw-Data\Documents folder, some in the old \Imw-Data\Docs folder, some in the old \Imw-Data\Scans one, and others in completely different locations, possibly on different hard drives. Wherever they are Durell will hold the filepath to each, while all new documents will be created in client folders within the default document directory. The only reasons for relocating old linked files are... 

Warnings

  1. Only Durell's support staff can access this routine, which is dependent on them starting Durell with a special password. 
  2. You should only move documents in the evening or week-end, and allow anything up to two hours, depending on the number of documents you’ve got.
  3. Do not move documents while other people are using Durell – you must ensure they’ve all stopped before you do this.
  4. Before you start you should ensure your default document location has enough free space.
  5. If you are changing the name or location of the default document directory you should always tick the box to apply this change to all users. 

Move Old Docs and Scans to the New Documents Folder

On the Relocate Documents pop-up tick all of the boxes and then click “Move Documents”. All currently linked files (e.g. documents, scans, emails, spreadsheets, etc) will be moved into client folders within your new default documents directory (n.b. but not into sub-folders, even if you were previously using them for each individual client’s Compliance, Valuations, etc). All empty sub-folders left in the old Docs and Scans folders will be deleted. 

Move Only Docs to the Existing Scans Folder

You may have all of your scanned images organised in client folders within the old Scans one, perhaps also with sub-folders for Compliance, Valuations, etc, and wish to keep them there in this structure. In this case you want to move just the jumbled up files from the old Docs folder into it. To do so, reset the name of your default documents directory from “\Imw-Data\Documents” to “Imw-Data\Scans” (or whatever is the location of your Scans directory) and tick the box to apply this change to all users. Then on the “Relocate Documents” folder, before clicking “Move Documents” only tick the two boxes (1) to move linked files from the Docs folder, and (2) to delete the empty Docs folders. 

Move All to an Entirely Different Location

You may not have thought about your document folders, or read this help until a while after the new “Documents” structure has been created. At that point you might decide that you don’t want them in any of these locations, but rather on a separate hard drive (e.g. all in S:\Correspondence). To relocate them there, reset the name of your default documents directory from “\Imw-Data\Documents” to “S:\Corresponsence” (or whatever is the location of your preferred default documents directory) and tick the box to apply this change to all users. Then on the “Relocate Documents” folder tick all the boxes and click “Move documents”. 

Move a Second Time

If you then decide that you’d like everything moved yet again, but this time from “S:\Correspondence” to “T:\Archive” you’d simply repeat the same process, i.e. reset the name of the default document directory to “T:\Archive”, tick the box to apply this change to all users, then use the “Move Documents” button with all boxes ticked.