Defining Document Storage Locations

Manage the image storage locations on your computer or network by creating a suitably named Storage ID to store each type of file you normally attach.

Define and test the directory locations for storing different types of images. Once Storage IDs are defined, you can reference them by name within index profiles. Use profiles to automatically route images to the proper storage locations.

You need access privileges for all the image storage locations you are using. Otherwise you may get error messages during Attachment Indexing. You cannot, for example, use the Attachment Indexing screen's Index hot key to try and access a restricted network directory or storage location. If you do, the system tells you that you are unable to copy or write there. See your System Administrator if you need access to unavailable directories or storage locations.

To define a document storage location:

From the System > System Files > Document Imaging menu, select Document Storage Location Maintenance to display the Document Storage Location Maintenance screen.
In the Storage ID column, enter or edit name that describes each Storage ID, using up to 15 characters. These names also display in the Document Indexer's Select Profiles list.

When editing an existing Storage ID name, you are prompted to confirm the change before the system updates all the references to the Storage ID.

The T (type) column displays each storage location's type. Press F10 to select from the following types:

Blank – Online archive. An online storage location is accessible to either retrieve (read) or save (write) documents. This is most typical selection.
A – Read-only archive. The storage location is accessible, but you can retrieve only existing documents. You cannot save new documents to this location. For example, vendors' product information might be archived on read-only CD-ROMs that you can view, but not alter.
O – Offline archive. The location cannot currently be accessed. One example is a location on removable storage media that must be attached before you can access it. When creating a location of this type, use the Offline Comment hot key to enter the message users see when they try to access the images stored there, such as: "Please insert the 4th Qtr 99 Invoices CD."

In the Network Path column, enter the correct directory path for each storage ID.

You cannot delete a storage location once it contains images, but you can change its network storage path. You are warned if changing the path affects existing image indexes.

Note: The Samba software that allows file sharing between Windows and Unix systems cannot write to directories nested more than two layers deep. For write access, do not use paths longer than the following: //servername/sharename.

The Count column displays the total number of documents currently stored in each storage ID location. Use the Show Size hot key to toggle the column to Size, to display storage ID file size totals.
Use the hot keys as in the following table as needed:

Hot Key	Description
Test	Tests the accessibility of a document profile's file location and the access time for a storage location.
Offline Comment	Enter, edit, or view comments about Storage IDs that display when you access images stored on an offline location. For example, if you store old images offline on CD or DVD discs, tell users which disc to insert. Enter a detailed comment for each Offline storage location. The comment should tell users what action to take, such as "Please insert the 4th Qtr 99 Invoices CD."
Local Brchs	View or edit the local branches associated with the selected Storage ID. If no branches are entered, all branches are associated with the Storage ID.
Unix Security	View or edit server-level security settings that limit access to documents.
Web Path	Define a Web-enabled path to make documents available from the Internet World Wide Web.
Paths	Define the following: Web-enabled path – Makes documents available from the Internet World Wide Web. Dynamic path – Stores documents in subfolders at the storage location.
Expnd Path	View or edit the storage location path when the path is too long to display entirely within the Network Path column.
Dir Listing	List the files in the selected Storage ID directory. Enter one of the following at the prompt: Enter a filename – Displays that file. Enter a wildcard – Lists similarly named files. Leave field blank – Lists all files.
Verify Location	Test and repair files, and determine if files are in the correct storage location. See Verifying File Location for more information.
Copy/Move/Delete	Copy, move, or delete images or their indexes.
Log	Displays the Maintenance Log Viewing screen, which reports the User ID, Date, Time, and Description of image file maintenance. Create the file IMG.ARCHIVES in File Definition Maintenance to store archived images.
Select	Displays storage IDs based on your selection criteria.
Show Size	Toggles the columns from Count to Show Size: Count – Displays the designated storage ID image count totals Show Size – Displays file size totals.

See Also:

Creating a Custom Indexing Profile

Planning Profiles

Replicating Documents

Creating a Dynamic Path for Storage Locations