Setting General Configuration Options for Document

The general options for Document apply to all Document users in your firm.

1. Open Dashboard, click on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Configurations on the navigation panel.
3. Select options in each section as needed.

   Section	Description
   File versions	Enter the number of versions of each file that your firm should retain. You can restore old versions of files if needed. Tip: We recommend keeping at least five versions. Each version consumes additional storage space, so be aware of the amount of available space when making this selection.
   Check out days	Enter the maximum number of days that a file can be checked out. The file name displays in red text on the Checked out files tab if the file is checked out beyond this maximum.
   Synchronize files	Select On if you want offline copies of files to be updated to match what is in Document. Select Off to disable this feature. This feature is useful if staff members download files for offline viewing. Note: This is a one-way synchronization. Edits made to the offline copy are not synced to Document. Tip: We recommend disabling this feature to prevent duplicate copies of files being available in multiple places.
   Client area	Select Yes if client portals should include a Client Area An optional storage area in Portal that is accessible only to clients. Clients can upload files to the Client Area for internal review before uploading them to the firm. If a client area was created for a portal, that portal's users will see a Client Area tab on the right side of the Portal home page.. Select No to disable this feature. This option is only available if your firm licenses Portal.
   Drag-and-drop	Select an option to indicate how Document should handle files that are dragged into Document: Automatically upload files dropped onto Document. If the folder where the file is dropped has default metadata assigned to it, the file is added to Document without opening the Add Files window. If the folder does not have default metadata assigned to it, the Add Files window displays so that metadata can be assigned. Note: If this option is selected, each staff member can also set drag-and-drop user options for different file types. Require manual upload of files dropped onto Document. The Add Files window displays when files are dragged to Document, regardless of whether default metadata is assigned to the folder.
   Forced confirmation of file attachments	Use this section to control which files can be attached to emails based on a file's sensitivity level. See Enabling Forced Confirmation of File Attachments for more information.
   Extended storage folders	Select Enabled if your firm will use extended storage A special storage area used to hold complex file types that cannot be uploaded to Document's managed storage areas. Examples of file types that might be uploaded to extended storage are QuickBooks (.qbw, .qba, .qbb, .qbx) and Caseware (.ac) files.. Otherwise, select Disabled.
   Root level file storage	Specify whether files can be stored in the root folder for an entity. Tip: As a best practice, we recommend disallowing root-level file storage.
   Search	Select whether full text search should be the default search method for the firm when using Quick Search. Tip: Full-text searches are more thorough than standard searches, but can take longer to complete. We don't recommend using full-text search as your default search method. Full-text search can be run manually using the wordsearch keyword option. You can also enter the number of search results that should be returned when searching. The number you enter here is used for all searches run by all users. Tip: We recommend limiting the search results to 2,000 or fewer to prevent problems with system performance.
   Cut-off folder	Select Enable cut off year folder to limit the number of year folders to display in Document Central. If you choose this option, you also must select the last year to display. Example: You select Enable cut off year folder and set 23 as the cut-off year. The 23 year folder and all prior year folders will be sub-folders in a folder named 23 and prior.
   Retention Configuration	Select the basis that should be used for calculating file retention. Assigned year. File retention is calculated based on the assigned class or subclass, in conjunction with the assigned year metadata and the upload month/day. Upload date. File retention is calculated using the upload date and adding the retention period associated with the class or subclass assigned to the file.

4. Click OK.