Overview
The Document window in PIMSY functions similarly to Windows file management, allowing for easy navigation and organization of client documents. Users have the option to switch between two views: Tree View and Classic View. To manage or upload documents using your preferred layout, simply click on Tree View or Classic View at the top of the document window
Required Permissions and Prerequisites
- Document setup may only be done in the Desktop application
- Please assign the Create, Modify, View, Print, Download, and Delete permissions for the following rule(s):
- Public Documents Threads
- Public Documents
- Client Document Threads
- Client Documents
- Client Documents Create Can Save to Client Portal Folders
- My Personnel Folder Documents
- Note Documents
- Private Document Thread
- Private Document User Assignment
- Private Documents
- Receives Assigned Client Portal Document Upload Alert
- User Documents
Step-by-Step Instructions
For the purposes of this article, we will take a look at the Public Documents screen.
Step 1: Document Types
When setting up the document structure, it is best practice to determine what your document types are.
Go to:
Administration > Pick List Management
From the Pick List Management screen, type "doc" into the search bar and click Search. Select Document Types from the list to view the list of Document Types in the system.
To add a new Document Type, scroll to the bottom of the list and select the empty row. Enter the Name of the document type and, if desired, a Description (optional). You can also check Add to New Clients, which will ensure the document type is automatically included in every new client’s chart.
If the document type should be available for use, make sure the Active box is checked.
The first column, labeled Audit-DocumentTypeID, is an internal tracking number automatically generated by PIMSY and can be ignored.
If there is a need to delete a document type, simply select the row and hit your Delete key. Please note you cannot delete the system standard entries (lines highlighted in yellow).
Step 2: Navigating to Documents
From the top navigation menu, go to:
Utilities > Documents > Public Documents
Step 3: Tree View
When accessing the Public Documents screen (or any document area within PIMSY) the default layout is Tree View. This view is often preferred due to its familiar structure, closely resembling the Windows file structure.
To expand a document category, click the plus (+) icon next to the folder name. Alternatively, you can click the carat (˄) icon next to the Search button to expand or collapse all folders at once.
Each subfolder can contain only one active document at a time, which will be highlighted in green. Any inactive documents within the folder will appear grayed out, providing a clear visual history of previous versions or outdated files. This helps ensure that users always know which document is current while retaining access to past records.
To create a new folder in the Tree view, right click the to-level folder labeled "Document Types". A dropdown will appear where you can select the appropriate Document Type, then click Add New Folder. This will create a new main folder, allowing you to build out a subfolder structure beneath it and upload specific files to each subfolder as needed.
To delete a folder, simply right click the folder you wish to delete and select "Delete Folder". Alternatively, you can also select Edit Folder if you wish to make modifications to the folder.
Step 4: Classic View
In Classic View, the document view takes on a different structure. Here, documents are organized in a column and row format, much like a spreadsheet.
Selecting a row for that specific Document folder will reveal any document files contained within the folder. Like with the Tree view, only one document can be active at a time. The checkbox under the Active column will be unchecked for all inactive documents.
To make a document folder visible in the Client Portal, check the box labeled Visible on Client Portal.
If you’d like your folders to appear in a specific sequence, you can set a custom order using the Display Order column. Enter 1 for the folder you want to appear at the top, followed by 2, 3, and so on.
To define the purpose of the folder, select a Document Type from the dropdown menu. If the folder should only be visible to a specific division, choose the appropriate division from the Division dropdown. This helps ensure documents are organized and accessible based on your organization’s structure and workflow.
It’s common for users to switch between Tree View and Classic View to determine which layout best suits their structure and workflow preferences.
To create a new folder, scroll to the empty row at the bottom of the list and enter the appropriate information into each column for the items mentioned above, as well as any other relevant setting. Save after completing.
Additional Information
As a best practice, we do not recommend deleting previous files within a folder. Retaining these documents helps maintain a complete history and record of all prior uploads for reference and compliance.