This guide details about folder structures, to assist you in planning and creating a folder structure of your own that will be suitable for your requirements.
NOTE: This guide presumes you have a network shared folder which can be accessed by the authors and typists.
We would also suggest configuring some of the features below to fully utilise the folder structure.
- Click here for a guide on configuring Author ID's in ODMS
- Click here for a guide on configuring Author ID's in SR2
- Click here for a guide on configuring Worktype's in ODMS
- Click here for a guide on Advanced download in ODMS
- Click here for a guide on using filters in ODMS
Typing Pool based folder setup
This is a simple folder setup where all the dictations are stored in one folder. This will get you up and running as soon as possible with minimum work required on setting up folder structures.
With this setup you may wish to consider setting up the Author ID and Worktype ID* features in conjunction with the Filter* feature to view only the files you need if you are going to be receiving files from several different authors.
*Worktype and Filter feature only available in ODMS
Author based folder setup
This is a simple folder setup where the dictations are stored in each author’s folder. This helps make it easier to identify who created the dictations and how many are outstanding.
Worktype based folder setup
This is a folder setup where the dictations are stored in each folder based on the type of recordings e.g. letter, report, correspondence, survey. This helps identify what document needs to be produced based on where the dictation is stored.
Site based folder setup
This is the more complex folder setups where the dictations are stored in the Worktype subfolder of the Author’s folder belonging to a department of that site. This will help organise and manage dictations even further.
However site based folder setups do not have to be this complex, it can be customised accordingly. E.g. the Worktype folder can be removed so dictations will route to the Author folder. Alternatively the Department folder can be removed but still have dictations route to the Author folders.