Inventory

This Knowledge Base topic includes the following sections:

• Videos

• Features

• Searching for records

• Viewing records

• Navigating Inventory

• Filtering the Inventory page grid

• Viewing digital records and attachments

• Downloading digital records and attachments

• Requesting physical records

• Requesting a physical record to be digitized

• Requesting a group of physical records to be digitized

• Editing a record

• Records with missing information

• Generating an inventory report

• Generating a report of select inventory

• Adding digital records

• Adding attachments

• Applying tags

• Removing tags

• Deleting records

• Destroying records

The table below lists training videos that provide additional guidance for using the Inventory page.

• The Inventory panel displays the total number of records in All of Unify: all of the records you can access.

• The Inventory panel also displays your inventory by account name.

• You can also click a record type to display those records on the Inventory page. 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.

• In the Orders section of the Inventory panel you can view the type and number of your orders. And you can click an order type, for example Digital Delivery, to view the orders.

• If the feature is enabled, the Inventory page grid displays this column: Box/File Picture(s). If a physical record displays this icon , the Box/File Picture(s) section of the record details panel includes an image of the record’s exterior. This image provides helpful context and reveals any markings that may not have been captured during indexing. This feature also makes it possible to audit boxes and files remotely, without requesting the physical record.

• You can re-size the Inventory panel to control how much of the Inventory page grid displays.

• 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 ShowColumns 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.

Global Search is a powerful and intuitive tool that lets you search across all your inventory collections, records, and orders from a single search bar. By entering keywords or tags, you can quickly find the records you need. And you don't need to specify a metadata column, which provides more flexibility and ease of use.

1. On the Inventory page, in the Search field enter a single search term or tag, and then press Enter or click the Search button. A search term can be up to 15 characters long.

2. You can also search by multiple search terms. Enter up to five search terms for records. Each search term can be up to 15 characters long. After entering a search term, enter a comma, and then press Enter or click the Search button.

Access Unify | Services Portal searches through the field information of records and displays exact matches in Search Results. The Search Results page displays the records in a configurable card format.

3. Click a search result to display the details page. Or on the Actions menu on the far right, click View.

4. To submit a request for Access to scan a physical record, on the Actions menu on the far right, select Image.

5. To submit a request for Access to scan a group of physical records, select the records and on the Bulk Action menu on the bottom left, select Image.

6. To edit a record, on the Actions menu on the far right, click Edit Record.

7. To add an attachment, on the Actions menu on the far right, click Upload.

Search Tips

• Enter complete search terms. Don't enter partial or plural or other variations. For example to find an employee file for Robert Jones, enter robert or jones. If you only enter rob or jone, Search Results won't display the correct results.

• You can search by numbers and dates. For example, you can search by Employee ID number. Dates have to be in this format MM/DD/YYYY. For example, 12/31/2012.

• Access Unify | Services Portal doesn't support wildcard searches. Access Unify | Services Portal also will not search for these terms: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, or with.

• You can enter search terms with or without capitalization. For example, you can search for Jones or jones. The search results will be the same.

• If a record is edited, it can take up to 12 hours for Search Results to display the updated information.

• Access Unify | Services Portal searches all record types, not just the current record type page. For example, if you are on the Box page and enter the search term jones, Search Results will display an employee file for Robert Jones and Patricia Jones.

1. 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 panel displays.

The panel information is displayed in specific sections that differ based on the record. Common sections include:

• Item Details - Displays basic information about a record, including the Customer File Barcode.

• Tags - Displays any record tags. Tags make it easier to categorize, find, share, and manage records. For example, a record could be tagged for an audit, or destruction.

• Relationship(s) - Displays the parent (box) or children (files) of a physical record. You can click on a link to display the details of the parent or child.

• Unify Attributes

• Audit Trail - Displays the user events for a record.

You can expand and collapse the sections. And if you expand or collapse a section, that section will continue to be expanded or collapsed until you make a change. You can also re-size the record details panel. And if you click another record in the Inventory page grid, the panel will remain open and display the details for that record.

Unify Attributes

The Unify Attributes section displays information about a record that is specific to Access Unify | Services Portal, including these fields:

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.

To filter the grid, either click beneath the heading of the column to filter. Then you can specify an operator and a filter value.

Or click the Global Filter button. Then you can specify a column to filter, an operator, and a filter value.

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 | Services Portal 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.

For more information on filters, review this user guide.

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 All Attachments or Selected Attachments. Access Unify | Services Portal downloads up to 20 images to the download folder for your Internet browser.

5. For more than 20 images, Access Unify | Services Portal 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 this feature is enabled and you have the permission, you can place an order for Access to deliver or pickup physical records.

On the Inventory page grid, the Warehouse Status column displays if a record is In an Access records center or checked Out to your organization. For example, a box with the status of Out in the Warehouse Status column is in the possession of your organization. You can place an order for Access to deliver physical records if the Warehouse Status is In.

1. To place an order for Access to deliver an individual record or multiple records, select the record(s).

2. Click the Actions menu to the right of the record and click Deliver to Me. Or click the record icon (for example a box) and then click the Deliver to Me button on the record details page. Or on the Batch Action menu on the bottom left click Deliver to Me.

3. On the Deliver to Me page, the Code displays the barcode for the record(s).

4. Select an Address from your organization's Access account.

5. Enter an optional Order Reference for your organization. For example, an Order Reference could be a chargeback code for billing, a department, or a purchase order number.

6. Enter optional Comments.

7. Click Place Order. Access sends you emails when your order is placed and completed. You can also monitor the status of your order on the Orders page.

8. When you're finished with physical records and want to return to an Access record center, on the Actions menu, the Batch Actions menu, or the record details page, you can select Pickup from Me.

9. On the Pickup from Me page, the Code displays the barcode for the record(s).

10. Select an Address from your organization's Access account.

11. Enter an optional Order Reference for your organization. For example, an Order Reference could be a chargeback code for billing, a department, or a purchase order number.

12. Enter optional Comments.

13. Click Place Order. Access sends you emails when your order is placed and completed. You can also monitor the status of your order on the Orders page.

If your Access Unify | Services Portal 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.

For example, you need fast and easy access to a record. Instead of Access delivering the physical record, you can request a digital copy of the record and receive the record within hours. This also lets you to build your organization's inventory of digitized records.

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

2. 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.

If your Access Unify | Services Portal 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.

For example, you need fast and easy access to a group of records. Instead of Access delivering the physical records, you can request digital copies of the records and receive the records within hours. This also lets you to build your organization's inventory of digitized records.

1. To place an order for Access to scan and digitize the records for a group of records (scan on demand), in the Inventory page the grid, or on the Search Results page, select the records.

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. For example, you can update the Discharge Date for a medical record.

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

2. Or click the record and on the records details panel, click Edit Record.

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

4. 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 | Services Portal.

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 All Items Metadata.

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 Selected Items Metadata.

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.

Access Unify | Services Portal provides several ways to add individual or multiple digital records to your inventory.

• To add an individual digital record to your inventory, click the Add New Record button, in Item Details enter the record's metadata, and then click Save.

• To add multiple digital records with different metadata using a template, if this feature is enabled and you have the permission, click the Upload Records button. Click Upload Metadata Template.csv. Click Download to download a spreadsheet template based on the record type. Enter the record information into the .CSV file. Enter any dates in the template in MM/DD/YYYY format. And then click Upload .CSV.

• To add individual digital records, if this feature is enabled and you have the permission, click the Upload Records button. Click Manually Enter. Enter the record information and then click Submit.

• You can also drag or browse for files to add as records to your inventory. Click the Upload Records button. You can upload any file type except for .EXE or .DLL files. For example, you can upload CAD files as records. If you upload a .ZIP file, the maximum file size is 5 GB.

  Access Unify | Services Portal will schedule the records to be uploaded. And you can monitor the progress in your Inbox. Access Unify | Services Portal will also send you an email notification about the status of the upload.

  After uploading records, if you try to view files in the Inventory grid that are not supported by the Document Viewer, Access Unify | Services Portal will prompt you to download an application to view the file or file will display in your browser.

You can upload attachments to your organization's physical records. For example, you can attach an addendum to a contract.

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.

On the Inventory page, you can tag records. Tagging is like adding labels to records. Tagging makes it easier to categorize, find, share, and manage records. For example, you can tag records for an audit, or destruction.

1. Select the records in the grid.

2. Click the Assign Tag button.

3. In the Assigning Tags page, select the tag(s) to apply to the record(s), and then click Add to Selected.

You can also apply tags to an individual record on the Edit Record page.

The Tags column in the Inventory page grid displays any tag(s) assigned to records. You can also filter the Tags column by tag(s). Tags also display on a record's details page.

For more information on tags, review this user guide.

Tagging administrators can create and delete record tags for your organization.

You can remove a tag from an individual record on the Edit Record page.

You can also remove a tag from multiple records. Select the records in the Inventory grid, click Batch Action, and then click Remove Tags.

You can remove records from the Access Unify | Services Portal inventory. For example, an administrator can delete records that were created in error. Or an admin can delete records with erroneous attachments.

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.

If this feature is enabled and you have the permission, you can place a destruction order for physical records that are stored in an Access records center.

To place a destruction order, the record's Warehouse Status and the Unify Status must be In. If a record's Unify Status is On Order someone has requested the record and the record cannot be destroyed.

1. On the Inventory page grid, generate a report of record(s) to destroy based on the Disposition Date. Access Unify | Services Portal calculates the Destruction Date field value based on the record's trigger date and the retention period.

2. Secure approval within your organization to destroy the record(s).

3. Select the record(s) to destroy.

4. For an individual records, on the Actions menu, and then click Destruction Request.

5. For multiple records, click Batch Status, and then click Destruction Request.

6. The Destruction Request disclosure page displays. Read the terms and select I accept.

7. Enter your Signature using your mouse.

8. Type Your Name and click Authorize.

9. The Destruction Request order form displays. You can enter an optional Order Reference and Comments.

10. Click Place Order. The Destruction Request order form refreshes and displays the Order ID and the order statuses.

11. Click Done.

The request will be processed by an Access records center. Team members will pull and destroy the record(s). Access Unify | Services Portal will send you Order Confirmation email notifications on the destruction order status. You can also track the status of the order on the Orders page. And on the Orders details page, you can view information about the destruction order, including the Status.

The Order Placed field displays the local date and time when the order was placed. For example, if you placed a destruction order on April 7, 2026 at 9 am. PST in Los Angeles, CA, for a user who works New York, NY in EST, the Ordered Placed date and time will be April, 7, 2026 at 12 pm.

Destroyed records display on Inventory page grid. When a record's Warehouse Status and the Unify Status is Destroyed, Access has destroyed the physical record and no longer allows pickup or digitization requests. But you can edit a destroyed record's information.