Inventory

• On the left side of the Inventory page you can specify to display the inventory by Box, Folder, and other record types. The record type displays above the grid and the grid will display columns specific to the record type. For example, if you select Box, Box displays above the grid and the grid displays columns specific to boxes.

• To view the details of a record click the record or click Actions menu to the right of the record and select View. The record's details page displays. Click to expand and to close.

• In Details, to view logs of user activity on the record, click View Logs.

• You can move a column in the inventory grid by dragging and dropping the column heading. If you select another record type on the right, you can save the column settings.

• You can Lock and Unlock columns in the grid.

• You can Hide and Show Columns in the grid.

• You can click a column heading in the grid to sort a column in ascending or descending order.

• You can click and drag to the right of a column heading make a column wider or narrower.

• Any modifications you make to a grid are unique to your view of the grid and are not shared with other users.

• The actions you can perform on records, like editing a record, are determined by your user role permissions.

• The Image Downloaded column indicates if a user has downloaded images of a record.

The table below describes the navigation features that help you navigate the inventory grid.

In the Inventory page grid, you can filter columns in the grid. Filtering supports several operators that help you find the records you want. And saving a filter lets you re-use your search criteria.

Alphanumeric operators

Date operators

NOTE: If you manually enter dates, the dates must be in this format: MM/DD/YYYY.

Other operators

You can specify multiple filter operators, and the Inventory page displays the operators you’ve applied.

Saved filters

• Click to save a filter to find the same records in the future. You can specify if the filter is Private and for your use only or if the filter is Public and can be used by users with access to the same Access Unify environment.

• Click to view your saved private filters and your organization’s saved public filters. Click to apply a filter. Click to edit your filter. Or click to save a duplicate of a filter.

• Other users can view and run a public filter, but can only access records they have permission to access. For example, if you create a public filter for accounting records, a user with only access to HR records will be able to view and your public filter but will not be able to view the accounting records.

1. If the Type column does not display, click the Actions button in the column heading, click Show Columns, and select the Type field column.

2. Records with a paperclip icon in the Attachment column are digitized physical records, digital records, or contain attachments. Click the record. Or click the Actions menu to the right of the folder, and then select View. The details page displays.

3. Click the record or click the Actions menu to the right of the record and select View. The record displays in the Document Viewer.

1. If the Type column does not display, click the Actions button in the column heading, click Show Columns, and select the Type field colum

2. Records with a paperclip icon in the Attachment column are digitized physical records, digital records, or contain attachments. Select the record(s) in the grid.

3. Click .

4. Select Download All or Download Selected. Access Unify downloads up to 20 images to the download folder for your Internet browser.

5. For more than 20 images, Unify displays a message that you will receive a notification when a ZIP file of the images is ready to download from your Download Inbox.

6. Enter a tag name for your request. A tag makes your request easier to identify in your Download Inbox.

7. Click OK.

8. Check your email. A notification will display when a ZIP file of the images is ready to download from your Download Inbox.

If your Access Unify subscription includes the Orders feature, you can place an order for Access to scan and digitize physical records. The Inventory page grid will also display any records that have already been scanned.

1. To place an order for Access to scan and digitize the record, select the record.

2. On click the Actions menu to the right of the record and click Image. Or click the record icon (for example a folder) and then click the Image button on the record details page.

3. On the Image page, click Place Order. An Order ID and order status displays.

4. Click Done.

5. You can check your order status the Orders page.

1. To place an order for Access to scan and digitize the records for a group of records (scan on demand), click Select on the top left of the record grid.

2. Specify the column(s) to display record groups in the grid. You can also remove or add column(s) to display record groups and the grid will refresh. For example, to request Access digitize the records for a specific customer, you can group by Client Name, Matter Name, and Parent Container File Barcode. Then you can submit one request to digitize the records at the container level.

3. Select the group of records.

4. On the Batch Action menu on the bottom left click Image.

5. On the Image page, click Place Order. An Order ID and order status displays.

6. Click Done.

7. You can check your order status the Orders page.

You can add or change record information to make finding records easier.

1. Click the Actions menu to the right of the record and click Edit Record.

2. On the Edit Record page, enter the record information.

3. Click Save.

If there's a red dot in the Exception column, the record has no metadata information except for the Customer File Barcode.

1. Select the records with the Exception indicator.

2. Click Export Selected to generate an Excel report.

3. In the Excel report enter the missing information.

4. Provide the report to your contact person at Access so we can import the information into Access Unify.

5. To clear the Exception indicator for records, select records with the Exception indicator, and then click the Reset Exception button. The Exception column refreshes and the indicator no longer displays.

You can generate a .CSV file report of all the records in the Inventory page grid.

1. Click .

2. Select Metadata All.

3. Select Do you want to continue with the export?

4. If the records include image attachments and you want the report to include the attachments' Document Name, Document Type, and other information, select Add Images Metadata.

5. Enter a tag name for your request. A tag makes your request easier to identify in your Download Inbox.

6. Click OK.

7. Check your email. A notification will display when the report is ready to download from your Download Inbox.

You can generate a .CSV file report of select records in the Inventory page grid.

1. Select the records in the grid.

2. Click .

3. Select Metadata Selected.

4. Select Do you want to continue with the export?

5. If the records include image attachments and you want the report to include the attachments' Document Name, Document Type, and other information, select Add Images Metadata.

6. Enter a tag name for your request. A tag makes your request easier to identify in your Download Inbox.

7. Click OK.

8. Check your email. A notification will display when the report is ready to download from your Download Inbox.

Click the Add New Record button to add a new item to your inventory. Then you can request the record.

You can upload attachments to your organization's physical records. You can upload TIFF, TIF, PNG, PDF, JPEG, JPG, DOC, DOCX, PPT, PPTX, MSG, EML, BMP, and GIF files. The maximum file size per upload is 50 MB. And the maximum total file size per upload is 500 MB. And you can only upload six images at a time.

1. Click the Actions menu to the right of a record and select Upload. Or in Details, click Upload.

2. Click Browse Files and select the file(s) on your computer.

3. Click Open. A message displays: "Upload Successful."

4. On the Inventory page, you can search a column like Customer File Barcode. The Attachment column displays a paperclip.

5. In Details, double-click the record or click the Actions menu to the right of the record and select View.

6. Click the attachment to open in the Document Viewer.

7. You can also download attachments.

You can remove records from the Access Unify inventory. Deleting does not create a destruction order for a physical record. And there is currently no feature to recover deleted records.

1. Select the records in the grid.

2. Click the Delete Record button.

3. Select Delete Selected or Delete All records in the grid.

4. A page displays two options: Do you want to delete images from selected item(s)? and Delete items. Select the desired options. For example, if there is an image attached to the record, you can remove just the image PDF file and keep the record. Or you can delete both.

5. To confirm the deletion, type permanently delete in the text input field.

6. Click OK.