Document Storage

Rosemark Document Storage allows you to attach files directly to people in your database so you can organize and have access to all of their information, including things that you don't have directly within Rosemark. You can then view or download those files from anyplace you can access Rosemark. Storage for Clients up to 1GB total is free and included in your standard Rosemark monthly fee. You can turn file storage on for Caregivers, Customers and everyone else with a low one-time fee (which increases your overall free storage to 3GB). If you store a lot of files, additional storage is inexpensive so you can store as much as you want.

As always, if you need help understanding and using the Rosemark online Document Storage, just give us a call at 734-662-3537 or send us an e-mail at support@shoshana.com.

In this section, we will use Clients as the example for Document Storage, but you can apply the same concepts whether you're working with storing files for Caregivers, Customers, Referrers or anyone else in your Rosemark database.

Managing Files

When you have a Client selected (either in a Client list or on its own), you can View, Download, Upload and List the files connected to that Client with the buttons on the right side.

Figure 177: Buttons for managing files for a Client

If you prefer, you can do the same things using the menu items. Go to the File menu and point to Documents.

Figure 178: Using the menu to manage files for a Client

View

The View option shows a list of attached files. Selecting one of them will open that file in the associated application as a read-only file. For example, a .doc file would typically open in Microsoft Word. Note that some file types, such as .exe, .bat, etc. cannot be "viewed", as that would cause the executable content to be run, posing a security hazard. You can, however, download them and run them separately.

Figure 179: Using the View menu to get directly to a file and open it

Download

Download shows a list of attached files that you can download and save to your local computer.

Upload

This prompts you for a file to upload and attach. You can upload any type of file, not strictly "documents". To upload a file, start from the Client you want to attach it to. Go to the File menu, click on Documents, then Upload. Here you can browse for the file you want to upload, potentially change the name and add a description, if you care to.

Figure 180: Attaching (uploading) a file to a Client

List

This will bring up a list of the attached files. From this list, you can see what files are already there and how big they are, and you can organize them using configurable labels. You can also upload, download and delete files from this list.

Figure 181: List of files attached to a Client

Document Labels

Document Labels are available to help you organize all of your documents. They can be used just like you might use folders to organize files on your personal computer, except unlike folders, you can have multiple labels assigned to a single file. There are 3 ways to assign a label to a file:

1) Drag-and-drop a file onto the desired label.

2) Drag-and-drop a label onto the desired file.

3) Select the file you want to add/remove labels from and click the Labels button. That will bring up a checklist of all the available Document Labels. From here, you can check the checkboxes of any labels you want to add to the file, or you can uncheck labels to remove them from the file. Then just click OK to finalize those changes

Figure 182: Labels checklist from Labels button

You can also easily remove all the labels from a given file by dragging it to the "--Unlabeled--" label

Editing documents

When you view a file, it opens in Read-only mode. That means that, if you edit and try to save it, you will be prompted that you have to give the file a name and local location. When you do this, you won't be saving it directly to online storage! If you want to edit a document and replace the one that is stored on the server, you must then Upload it after you have saved it locally. This is due to the fact that we can't control what happens with a file once it is on your machine.

Replacing a File

To replace a file with an updated version, you can either delete the old one, then upload the new one, or you can directly replace it. To directly replace it, the new one must have exactly the same name as the old one. In that case, just upload as usual. You will get the a warning prompt in response. This also guards against accidentally overwriting something that you want to keep.

Figure 183: Warning on replacing a file

System File Storage

In addition to attaching files to individuals, you also have the option of uploading and storing files that are of general use but are not associated with a specific person. This can be handy if you have certain documents, like forms, templates, letters, etc., that you want to be able to access easily.

To upload and manage system files, start from the main Rosemark screen and go to the File menu.

Figure 184: System File Storage

This works exactly as the one for Clients does (described earlier in this section) and it's all pretty straightforward.

Overall List of Documents and Files stored

By clicking on Document List - All in the main File menu, you can open up a list of ALL the files that are being stored. This is a good place to manage your overall list. From here you can organize your files using configurable labels. You can narrow down the list of files to view only the files in a particular label or group of labels by un-checking the boxes of the labels you don't want to appear on the list, and checking the boxes of the labels you do want to be included. You can also download, view and delete files  from here, regardless of who they are for. You can also upload files from here for anyone who already has at least one document stored. Just click on one of their documents and you'll see the Upload button lit up.

Figure 185: List of all files in Document Storage

Exporting the list

You can also export information about the list to a spreadsheet. That is accessible from the Export to spreadsheet menu. Note that this exports information about the files, not all the files themselves!

As always, if you need help understanding and using the Rosemark online Document Storage, just give us a call at 734-662-3537 or send us an e-mail at support@shoshana.com.