GoFileRoom
Version 7 Addendum
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Contents
Introduction .................................................................................................................................................. 4 What are the enhancements? ...................................................................................................................... 4 GoFileRoom Control Panel ........................................................................................................................ 4 Generic editing .......................................................................................................................................... 4 Microsoft Excel linking .............................................................................................................................. 4 Document Hyperlinking ............................................................................................................................ 4 Manual or automated redaction and approval features .......................................................................... 4 My Preferences ......................................................................................................................................... 5 Forgotten Password feature ..................................................................................................................... 5 GoFileRoom Control Panel ............................................................................................................................ 6 Overview: ................................................................................................... Error! Bookmark not defined. Important to know: ................................................................................................................................... 6 Exercise 1: Create a profile to save file(s) to GoFileRoom ...................................................................... 11 Exercise 2: Viewing the status of Files selected for upload .................................................................... 13 Generic Editing ............................................................................................................................................ 14 Overview ................................................................................................................................................. 14 Important to know .................................................................................................................................. 14 Exercise 1: Save a generic (Non MS Word or Excel) document to GoFileRoom. .................................... 14 Maintaining linked Excel files in GoFileRoom ............................................................................................. 16 Overview ................................................................................................................................................. 16 Important to know .................................................................................................................................. 16 Exercise 1: Adding spreadsheets with links to other spreadsheets to GoFileRoom ............................... 17 Exercise 2: Locate and check out linked GoFileRoom spreadsheets from Excel: ................................... 18 Exercise 3: Updating values in linked spreadsheets ............................................................................... 19 Adding Hyperlinks to a document (linking to a GoFileRoom document) ................................................... 21 Overview ................................................................................................................................................. 21 Important to know .................................................................................................................................. 21 Exercise 1: Add a hyperlink to a Word or Excel file ................................................................................ 21 Exercise 2: Emailing links to Word and Excel documents stored in GoFileRoom ................................... 23 GoFileRoom Version 7.0 Addendum
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Exercise 3: Create a link in a .PDF document to other GoFileRoom Document(s) ................................. 24 Redacting PDF Documents: ......................................................................................................................... 26 Overview: ................................................................................................................................................ 26 My Preferences: .......................................................................................................................................... 27 Overview ................................................................................................................................................. 27 Important to know: ................................................................................................................................. 27 Exercise: Accessing the My Preferences Area: ....................................................................................... 28 Forgot Password: ........................................................................................................................................ 29 Overview ................................................................................................................................................. 29 Important to know .................................................................................................................................. 29 Exercise: Requesting a Temporary Password from the Login Screen: .................................................... 29 GoFileRoom Version 7.0 Addendum
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Introduction This guide has been created to explain the enhancements made to the GoFileRoom system in its latest update to version 7.0. This will provide thorough explanations and examples of how the enhancements can be used to maximize productivity of the GoFileRoom system. For additional information about these enhancements, please refer to GoFileRoom Help, available on‐line. What are the enhancements? The following provides a list of the enhancements and a basic description that will be detailed in this manual. GoFileRoom Control Panel The new GoFileRoom Control Panel Add‐In allows you to: •
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Send a single file, multiple files, or an entire folder of files to GoFileRoom by dragging and dropping them. Upload files to GoFileRoom via Windows Explorer's right‐click Send to GoFileRoom command. Set up profiles that minimize the need to manually index documents. Monitor the status of uploaded files with email notifications and log files. Access local files for the Generic editing feature. Generic editing GoFileRoom has expanded the Edit Document functionality to include almost all document types. Previously, this was available only for Word, Excel, or PDF documents. Microsoft Excel linking The GoFileRoom Office Add‐In has been enhanced to allow you to store Excel files in GoFileRoom while retaining links to other Excel files stored locally or in GoFileRoom. Document Hyperlinking The GoFileRoom Office Add‐In has been enhanced to allow you to add links to any GoFileRoom documents from within Word and Excel. You can copy and paste GoFileRoom document links into other applications with an easy‐to‐use right‐click command. Manual or automated redaction and approval features In accordance with pending Social Security privacy legislation, GoFileRoom now includes the following features to assist you in managing sensitive information. Note: To activate this functionality, please send your request in writing to GoFileRoom Support at [email protected]. •
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Expanded version control for PDFs created in Adobe Acrobat. Users can now save new versions of existing PDFs that were updated using Acrobat. The ability to select documents for the automatic redaction of Social Security numbers. GoFileRoom Version 7.0 Addendum
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A document distribution approval chain that allows firms to manage content at the document level. The ability to track approval and redaction through the GoFileRoom's Document Tracking Report. My Preferences The new My Preferences screen allows you to manage your password and configure additional preferences such as FirmFlow email notification policies. Forgotten Password feature The login screen now includes a Forgot Password link to allow users to reset their password without contacting their Administrator. GoFileRoom Version 7.0 Addendum
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GoFileRoom Control Panel Important to know: GoFileRoom’s new Control Panel enables quicker uploading of a single or multiple files. A Control Panel is identified by a unique Profile Name that contains Drawer and Index information. With the Drawer and some (or all) of the Indexes pre‐defined, adding documents to GoFileRoom will take significantly less time. Additional Control Panels may also be created and added to the desktop to allow users to drag and dro p a variety of document(s) for uploading to GoFileRoom. Adding/Saving/Deleting Profiles •
Click the button to create a new Profile. Select a Drawer and one or more of the Indexes for the Profile. •
Click the button to save a Profile. A dialog opens with the current Profile Name in the text field. If the name is not changed, the current Profile will be updated. If a new name is used, it will be saved as a new Profile. •
Click the button to delete a Profile. A pop‐up window will open to confirm the deletion. This function will not allow users to delete the “default” Profile, which is often the Send to GoFileRoom. •
Click the button to create a new desktop shortcut. This function will add the standard Send to GoFileRoom shortcut icon back in case it was deleted accidentally using Windows controls. A window opens to confirm that a profile shortcut was successfully created. Customizing the Profile •
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Select the Drawer to which documents should be added. Select the Display Indexes before sending to GoFileRoom to display the Indexing window when one or more files have been dragged and dropped on to a Profile desktop shortcut. This “Interactive mode” allows users to modify the predefined Indexes before files are sent to GoFileRoom if necessary. Clearing this checkbox sets a profile to “Silent mode”, in which indexes GoFileRoom Version 7.0 Addendum
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are not displayed and predefined profile values are used to index the document when sending it to GoFileRoom. Note: If mandatory Index fields are not predefined, the indexing window will be opened, regardless of the option selected. The file attribute checkboxes on the right may be used to automatically set corresponding Index values on the left. •
Select the Folder Name checkbox for Index fields, such as Client Name or Number, if files to be added to GoFileRoom are in a Windows Folder with the exact value in GoFileRoom (e.g. Smith, Jane or 12345.01). Folder Name may also be used for the Description Index without having to match anything in GoFileRoom. •
Select the File Name checkbox for Index fields such as Description if the file name would be appropriate as the Description in GoFileRoom (e.g. Health Insurance Policy – Aetna). . •
Select the Last Modified Date checkbox for Index fields such as the Document Date or Description. This will use the file’s Last Modified Date from Windows (e.g.4/8/2008 as illustrated above). •
Select the Current Date checkbox for Index fields such as the Document Date or Description. This will use the Current Date from the user’s computer. GoFileRoom Version 7.0 Addendum
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Click the button to the right of the Profile Name to Clear Drawer Index values as well as file mapping checkboxes of the current profile. •
Click the button to Reset all Drawer Indexes and file mapping checkboxes back to their original profile selection. If the Profile is set to Display Indexes before sending to GoFileRoom, the following options are available: •
Click the button to Recall Indexes and load the most recently used Index values. •
Click the button to Clear values in all Drawer Index fields as well as file mapping checkboxes. •
Click the button to Reset all drawer Indexes and file mapping checkboxes back to their original Profile settings. Click the OK button to use selected values to index the document, send it to GoFileRoom, and close the Indexing window. Click the Cancel button to close the indexing window. The file is not sent to GoFileRoom and the Indexing window closes. •
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Control Panel Configurations The Configurations tab in the Control Panel has settings for Profile, Purge, Email, and Logging available. Profile Settings •
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The Default Profile will be used for error handling when a user tries to use a shortcut that refers to a deleted Profile. The option of using the Default Profile settings is presented. The checkbox to Automatically create desktop shortcut enables the creation of desktop shortcuts for new profiles. Deselect to disable. The checkbox to Include file extensions when mapping to a filename will include the file extension if the filename attribute is used for Index fields such as the Description (e.g. Health Insurance Policy – Aetna.pdf). The Mapping Delimiter allows users to separate free form text they enter in the Description Index from the pre‐defined values like the filename. Purge settings 1. Enter the number of days to Purge History for batch uploads and to control when backups are purged for local files. 2. Checking the box to Delete backup copy upon successful upload automatically deletes files that are copied to the local drive prior to being added to GoFileRoom, if they are successfully uploaded. GoFileRoom Version 7.0 Addendum
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Email and Log Settings 1. Select the desired level of Notifications: • Disable: No notifications are sent. • Errors Only: Notifications are sent to the customer email address only if there are errors during the upload process. • Completed Only: Notifications are sent to the customer email address when the upload process is complete. • Errors+Completed: Notifications are sent to the customer email address when there are errors in the upload process and when the process is complete. 3. Enter the Customer Email address to which the Notifications should be sent during the upload process. This can be a specific address, or use the default, which is based on the login used to access GoFileRoom. 4. Select the Log Level: • Disable: No entries are recorded to the log file. • Errors: Only errors are recorded to the log file. • Errors+Warnings: Errors and warnings are recorded to the log file. • Errors+Warning+Information: Errors, warnings, and additional information are recorded in the log file. Note: Log files are located within each user profile. C:\Documents and Settings\userprofile\Application Data\GoFileRoom\GFRControlPanel\logs GoFileRoom Version 7.0 Addendum
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Exercise 1: Create a Control Panel Profile 1. To open the Control Panel, do one of the following: a. Double‐click the Send to GoFileRoom shortcut on the desktop. b. Click the Windows Start button and choose All Programs / GoFileRoom / GoFileRoom Control Panel. Note: When starting the computer, users will be prompted to log in to the Control Panel. If this request is canceled, users will be prompted to log in prior to using the Control Panel. 2. Click the New Profile Icon
to create a new profile following the steps below:
a. Click the button to lookup the Client Name or Number if all files that will be added to GoFileRoom with this Profile will be the same. Optionally, select the appropriate Folder Level or File Level checkbox to automatically populate this information from the Folder or Filename. Note: Client Names or Numbers must match entries in GoFileRoom exactly. b. Select the File Section and Document Type from the drop down menu if all the files being added to GoFileRoom with this Profile will be filed the same (e.g. all Individual Tax 1040 / Workpapers, etc.). Optionally, select the appropriate Folder Level or File Level checkbox to automatically populate this information from the Folder or the Filename. c. In the Description field, enter free form text that will help define the contents of all the files being added to GoFileRoom with this Profile. Optionally, as noted in the steps above, select the Folder Level or File Level box to automatically populate this field if appropriate. Note: Filenames are often used for the Description Index. d. Select the Year from the drop down menu. GoFileRoom Version 7.0 Addendum
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e. Select the Period End from the drop down menu. f. In the Document Date field, choose one of the following for all the files being added to GoFileRoom with this Profile: i. Enter a Document Date manually or, ii. Click the checkbox under the icon to use the file’s Last Modified Date or, iii. Click the checkbox under the icon to use the current date. Example of a Profile customized for uploading 1040 Tax Workpapers for preparation of the 2008 Return: Using this Profile’s settings: ‐All files will be added to the Clients Drawer. ‐The Client Number will be retrieved from the Windows Folder Name. If it’s valid in GoFileRoom, the Client Name will be resolved also, automatically. ‐The File Section for all files will be Individual Tax 1040. ‐The Document Type for all files will be Workpapers. ‐The Description for all files will be the Windows Filename. ‐The Year for all files will be 2008. ‐The Period End for all files will be 12/31. ‐The Document Date will be the Windows Last Modified Date.
3. Click the icon and provide a name for the Profile (30 character limit) and click OK. 6. Click the icon to create a desktop shortcut to the newly created Profile. Note: The icon will be created automatically if the checkbox in the Profile Settings is marked. 7. Drag and drop a Folder or selected files to the shortcut. 8. Confirm the selections if the Indexing Screen appears and then click OK. GoFileRoom Version 7.0 Addendum
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Note: The Index Window will appear automatically if the “Display indexes” box is checked. Exercise 2: Monitoring the status of files selected for upload 1. Double click on the Send to GoFileRoom desktop icon. 2. Click on the Batches tab of the Control Panel. 3. Select the batch to view in the upper half of the window by clicking one time on any line. 4. Double click any file in the lower half of the window to reveal why the file failed to upload. 5. Click OK after viewing the error message to exit the screen. GoFileRoom Version 7.0 Addendum
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Generic Editing Overview GoFileRoom 7.0 now provides the capability to edit many different types of documents instead of just Word, Excel, and PDF. This new Generic Editing feature allows users to download and checkout other files types for editing (e.g. PPT, QBW, TXT, etc.), which will be accessed through the Control Panel. Important to know •
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Applications (programs) must be installed locally in order to edit documents to which they’re associated (e.g. PowerPoint must be installed to download and edit a PPT file). Generic Editing applies to file types other than MS Word, MS Excel, or Adobe PDF files stored in GoFileRoom. Documents stored in GoFileRoom may be edited by searching for the document, selecting it, and then choosing “Edit Document” from the right‐click menu. Before edited documents are saved back to GoFileRoom, changes must first be saved in the application itself (e.g. File ‐>Save). This is contrary to editing Word, Excel, and PDF documents. Local files (other than Word, Excel, and PDF) checked out for editing can be accessed by double clicking on the Send to GoFileRoom desktop icon and then clicking on the Local Files tab. All files listed on the Local Files tab and will have three options: o
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Check –in saved changes and keep checked out – this option saves any edits back to GoFileRoom and keeps the document “checked out” so that no other users are able to edit it. Check‐ in saved changes – this option saves your changes back to GoFileRoom and checks the document back in so that it is no longer in “checked‐out” mode. Note: The document must not be open when using this Check‐in saved changes option. o
Undo Checkout(s) – this option simply checks the document back in to GoFileRoom without saving any changes made to the document. Exercise 1: Save a document to GoFileRoom (non­Word, Excel, or PDF) 1. Create a document in its native application (e.g. Create a PPT in PowerPoint). 2. Save the document to GoFileRoom using either the “Drag and Drop” or “Right‐Click Send to GoFileRoom” option. 3. Search for the document in GoFileRoom. GoFileRoom Version 7.0 Addendum
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4. Check the box to the left of the document, right‐click, and select “Edit Document”. 5. Make edits as necessary and save the changes in the native application. 6. Close the document by clicking the standard close button in the upper right. 7. Double click on the Send to GoFileRoom desktop icon and select the Local Files tab. 8. Select the file(s) that should be managed in GoFileRoom by clicking the checkboxes) on the left. 9. Click on the icon to the right of the Drawer field to access the Local Files options window. 10. Select the appropriate action and click OK. GoFileRoom Version 7.0 Addendum
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Maintaining linked Excel files in GoFileRoom Overview GoFileRoom supports Excel files that contain external references (links) from one workbook to another workbook(s). Users may add linked Excel files to GoFileRoom, or, if Excel files without links are stored in GoFileRoom already, search for them and establish links. This next section will describe the following processes: •
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Adding Excel files with links to other Excel files and storing them in GoFileRoom Locating and checking out linked GoFileRoom files from Excel Updating values in linked workbooks Important to know •
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The GoFileRoom Office Add‐In has been enhanced to allow users to store Excel files in GoFileRoom while retaining external links to other Excel files stored locally or in GoFileRoom. Once a reference has been established in one Excel file to a cell or range on a worksheet in another Excel workbook, the Add to GoFileRoom icon in Excel facilitates saving the document (and linked files) to GoFileRoom. When saving linked Excel files, the option to index and add any, or all, of the linked documents to GoFileRoom will be available by clicking the Index button or the Skip button for each. Users can verify the status of the document by checking the top right hand corner of the indexing window. When a linked Excel file is opened in edit mode, the Office Add‐in toolbar option to Checkout Linked files in GoFileRoom files will be enabled. When editing a value that is linked to another Excel file, the Office Add‐in toolbar option to Update Values will be enabled. o The Update Values can only be accessed when the document containing the link is open and active. o Update Values includes the following options: ƒ
document provides a directory to your network to change the source ƒ
opens the existing source document ƒ
breaks the link to the source document ƒ
verifies the status of the update GoFileRoom Version 7.0 Addendum
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Exercise 1: Adding workbooks to GoFileRoom with links to other workbooks 1. Open or create a Microsoft Excel document with formulas that reference a cell or range in another Excel workbook. 2. Click GoFileRoom in the Menu Bar and then click the Add to GoFileRoom button in the toolbar. 3. If prompted, log in to GoFileRoom. 4. Fill in the required indexes and click the Index button. GoFileRoom Version 7.0 Addendum
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Notes: The status of the current document in the upper‐right corner of the window changes from "Not Indexed" to "Indexed" after the Index button is clicked. The next referenced document is ready to be indexed. Using the GoFileRoom toolbar to index/add two or more Excel files that are linked together is the proper method for GoFileRoom . 5. To add the linked files to GoFileRoom, fill in the required indexes and click the button. To skip a document, click the button and then index the next linked document as necessary. 6. Click when all of the documents have been indexed. Exercise 2: Locate and checkout linked GoFileRoom files in Excel: 1. Search for an Excel file in GoFileRoom that has external links. 2. Select the document and then right‐click and choose Edit Document from the menu. 3. In the GoFileRoom Toolbar, click the Checkout Linked Files button. Note: This tool is available when linked files are added through this Office Add‐in toolbar as instructed in the steps above. 4. Select the desired Excel documents from the search results, right‐click and then choose Edit Document(s). GoFileRoom Version 7.0 Addendum
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Exercise 3: Updating values in linked spreadsheets Note: Updating values allows you to verify that you are seeing the most recent data when working with linked spreadsheets. 1. Open (for editing) an Excel file stored in GoFileRoom that has external links. 2. In the GoFileRoom Toolbar, click the Update Values button. 3. Click once on the source Excel file (e.g.00000003GN.xls as in the illustration below), and then click the Update Values button on the right. 4. Confirm the status of the update in the Status column. GoFileRoom Version 7.0 Addendum
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Adding Hyperlinks (linking) to a GoFileRoom document Overview GoFileRoom 7.0 allows users to establish hyperlink access to GoFileRoom documents. This provides an easy way to access other related documents quickly and easily without performing multiple searches. Links can be added to any type of document that supports hyperlinks, such as Word, Excel, Outlook, PDF, Caseware, and more. Important to know There are several options to add hyperlink(s) in one document to open another document stored in GFR: •
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An Insert Link option in the GoFileRoom Add‐in toolbar allows users to create a link on any Word or Excel document to open any document stored in GoFileRoom. The Insert Link function in Word and Excel includes options to specify the hyperlink text and also a popup Tool Tip. The GoFileRoom Add‐in toolbar also includes a button to create an email link for a GoFileRoom document that is opened in edit mode. This function opens a new mail message window with a hyperlink to current open document stored in GoFileRoom. The right‐click menu on the Search for Documents page includes an option to email selected documents as a link, instead of an attachment. The right‐click menu on the Search for Documents page also includes an option to Copy Hyperlink for selected documents. When inserting hyperlinks from the toolbar in Word or Excel, or from the right‐click menu option, the link will appear where the cursor is in the current document. Exercise 1: Insert a hyperlink in a Word or Excel document to open a GoFileRoom document 1. Open any Word or Excel document. 2. Place the cursor where the link should appear. 3. In the GoFileRoom Toolbar, click the Insert Link button. GoFileRoom Version 7.0 Addendum
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4. If prompted, log in to GoFileRoom. 5. In the Select the Document to Open window, enter the Index fields to locate the desired document(s) and then click on Search. 6. Select the document(s), right‐click and choose Insert Link(s) from the context menu. Note: Multiple documents can be selected. 7. In the Text to Display field, enter a description for the document that will be opened when the link is clicked on. Optionally, enter a Tool Tip and then click OK. Note: These fields are optional. If no text is entered in these fields, the link will display the URL of the document(s) stored in GoFileRoom. The link will automatically insert at the cursor location in the current document. 8. To access a document for which a hyperlink has been created, hold down the CTRL button on the keyboard while clicking on the link. (Good use for the Tool Tip) GoFileRoom Version 7.0 Addendum
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9. When the Search results page loads, select the document and then right‐click to access all available menu options. Exercise 2: Emailing links for Word and Excel documents stored in GoFileRoom The following steps are instructions for emailing a link to a GoFileRoom Word or Excel document while in edit mode. Note – this should be used only when emailing documents internally to other GoFileRoom users only. 1. Open a GoFileRoom Word or Excel document in edit mode. 2. In the GoFileRoom Toolbar, click the Email Link button (Office 2007 users). (Note: In Word or Excel 97‐03, choose File / Send To / Mail GFR link) 3. In the new email message window, enter the recipient email address (es), Subject, and message text as desired. 4. Click the Outlook Send button. GoFileRoom Version 7.0 Addendum
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Exercise 3: Add a hyperlink in one document to open other documents stored in GoFileRoom The option to Copy Hyperlink to Clipboard may be used in any type of document that supports hyperlinks including Word, Excel, PDF and more. Hyperlinks to GoFileRoom documents may also be used in applications such as Caseware so that the actual document is stored in GoFileRoom instead of the application’s data file resulting in improved performance of the application. For this exercise, a PDF document will be used. 1. Search for any document in GoFileRoom to which a link should be created. 2. Select the document(s), right‐click, and then choose Copy Hyperlink to Clipboard. Note: More than one file may be selected. 3. Select a PDF document to open in edit mode to which the Hyperlink will be added. 4. In the Adobe toolbar, click on Tools‐>Advanced Editing‐> Link Tool to set the link location. 5. Click and drag the tool across an area on the PDF where the link should be created. GoFileRoom Version 7.0 Addendum
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6. In the Create Link dialog window, select Open a web page. 7. Paste the “copied” hyperlink location to the GoFileRoom document and click OK. 8. To access the linked document, click on the “link box.” 9. With the document search results displayed, click anywhere on the document record for viewing, or, click the checkbox and then right‐click for available menu options. GoFileRoom Version 7.0 Addendum
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Redacting PDF Documents: Overview: GoFileRoom now includes new features to assist in managing sensitive information on documents. The Redaction Tool in GoFileRoom allows users to permanently remove Social Security Numbers from PDFs. In addition to Redaction, a new document distribution feature allows another layer of document level security to control access privileges. •
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Expanded version control for PDFs allows users to save new versions of existing PDFs that were updated manually using Acrobat redaction features. PDF documents in GoFileRoom can be selected for automatic redaction of Social Security numbers. A document distribution approval feature allows firms to manage content at the document level for both a redacted and non redacted versions. Document distribution approval and redaction can be tracked through GoFileRoom's Document Tracking Report. Note: To activate Automatic Redaction functionality, contact GoFileRoom Support at [email protected]. Exercise 1: Redact Social Security Numbers from PDF documents stored in GoFileRoom 1. On the Search for Documents page, select the document(s) that should have the Social Security Number redacted. 2. Right‐click and choose Redact. 3. Click OK in the confirmation window. Notes: While the redaction is in progress, the PDF Type icon will display with a lock no changes can be made until the process is complete. GoFileRoom Version 7.0 Addendum
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to indicate During the process, redactions are applied to a copy of the document. The original document remains un‐redacted. Users can reindex the Description on the new document to identify the one that has been redacted for distribution purposes. The documents that have been processed for redaction may be made available to a designated group by approving them for distribution individually or in a batch. PDF documents may also be manually redacted in Adobe© Acrobat® by clicking the Advanced Menu and then selecting Redaction > Mark for Redaction. 4. If necessary, select the documents that have been redacted and then right‐click and choose Approve Distribution. Note: Documents approved for distribution will only be available to members of Groups that have permissions to access Approved documents (configured in the Administrative area). My Preferences: Overview The new My Preferences screen allows users to verify their login information, change their password and opt in/out of FirmFlow’s email notification system. Important to know: •
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Users can change their GoFileRoom password to synchronize with other applications/network passwords. Passwords are case sensitive and must be alphanumeric with at least 8 characters. By clicking the “FirmFlow Routing Notification (User)” checkbox, users will receive an email notice when a FirmFlow folder has been routed to the individual. By clicking the “FirmFlow Routing Notification (Group)” checkbox, users will receive an email notice when a FirmFlow folder has been routed to a pool (Group) of which they are a member. GoFileRoom Version 7.0 Addendum
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Exercise: Accessing the My Preferences Area: 1. Click on the button on the home page of GoFileRoom. 2. Change Password or Email Preferences as desired and click on the Save Button. 3. On the confirmation windows, click the OK button. 4. Click any button in the navigation bar to continue using GoFileRoom. GoFileRoom Version 7.0 Addendum
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Forgot Password: Overview The login screen now includes a Forgot Password feature to allow users to reset their password without contacting their Administrator. Important to know •
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Verify that the correct Login has been entered before clicking on the Forgot Password link. Valid logins must be complete email addresses including both the “@” symbol and a “.com”. The Forgot Password link should not used when the login (email address) is incomplete or blank. The reset password option should not be used multiple times for one change request. If a user has not retrieved the temporary password by email and used it, clicking the “Forgot Password” link again will disable the account and the firm’s GoFileRoom administrator will need to manually re‐enable the login. Exercise: Requesting a Temporary Password from the Login Screen: 1. On the Login Screen, click on Forgot Password? Link as seen below: 2. The following pop up box will display: 3. Verify the email address in the login field is current and complete, and then click OK. If it is not, click on Cancel and retry to login. 4. In the confirmation window, click OK. GoFileRoom Version 7.0 Addendum
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5. Open the email from [email protected] to retrieve the new temporary password. Dear GoFileRoom User, This email has been sent in response to your request to reset your password. Your temporary password is: fXB5Y4vR 6. Using the temporary password, login to GoFileRoom. Note: Using the Copy/Paste controls will help ensure the new temporary Password is entered correctly. 7. On the GoFileRoom login page, enter a current and complete email address with this new temporary password. The system will prompt a password change again. 8. Enter a new password, remembering that it is case sensitive and must be alphanumeric with at least 8 characters. Note: If a problem with logging in continues, please contact the firm’s System Administrator. Notes GoFileRoom Version 7.0 Addendum
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