Set-up, Client Document Folders

From version 5.62 of Durell the standard location for all documents is a sub-folder of the main “Imw-Data” one called “Documents”. This folder in turn will contain 26 sub-folders, one for each letter of the alphabet, in which you’ll find the appropriate client folders, as shown below. The name of each client folder is made up from their search name plus their unique reference number. The word “Client” is not really correct, as individual folders can exist for every record in every address set, such as for insurers, suppliers, advisers, etc, as shown below. The word “Documents” is similarly not really correct, as these folders may also contain scanned images, audio files, spreadsheets, etc.

Prior to version 5.62 scanned images were stored in a similar structure in a folder called “Scans”. In contrast all letters were stored in a separate folder called “Docs” without regard to the owning client (i.e. they were jumbled up, though Durell’s internal database retained a link specifying the location of each file in it).

Do Not Rename Existing Folders

The one thing you MUST AVOID is to use Windows Explorer to manually rename or delete an existing document or scan folder before you’ve relocated its contents. If your Document Viewer is linked to a file in \Imw-Data\Docs and you rename the “Docs” folder as “Old-Docs” then it will be unable to find that file and will assume it has been deleted. In this instance if you were to change “Old-Docs” back to “Docs” then it would be able to find the files in it again, and re-locate them if required.

The Default Document Directory

The new default document directory may have any name and be on any hard drive. The standard situation for a single-user is to have the main Durell data folder, called “Imw-Data”, located on Drive C (i.e. as C:\Imw-Data\) and the document folder normally as a sub-folder of it (e.g. C:\Imw-Data\Documents), as shown below (n.b. none of this is case sensitive). However you could for example, leave your main data in C:\Imw-Data and set the default document directory to S:\Correspondence\. If you change its name or location like this you should always tick the box to apply the change to all users. Subsequently Durell will create the 26 alphabet folders in it, and client sub-folders accordingly. Thereafter you might choose to manually create further sub-folders for each client (e.g. for Compliance, Valuations, etc) and manually find and link to files in them.

Manage Document Folders

The “Manage docs folders” button allows you to immediately create folders for all of your client and other address set records (e.g. for your insurers, advisers, etc) and also to relocate the files currently linked to your Document Viewer.

Create Folders for Every Client, Insurer, etc

You do not need to create a folder for every one of your address set records (e.g. clients), because Durell will automatically create them when you try to access any that don’t already exist.

The main reason for creating client folders in advance is if you’re using a scanner and require folders to exist for every person or organisation you deal with. In this case you should tick the applicable address sets in the list, as shown above, and then click “Ensure ever record in the ticked sets has a folder”.

In particular you are recommended NOT to create folders in bulk for prospects, particularly if you are cold calling large numbers of them.

Remember that when you access any Document Viewer (e.g. for a given prospect) Durell will automatically create a document folder for that record if it doesn’t already exist, REGARDLESS of whether that address set is ticked in the above illustrated list.

Relocate Linked Files

Similarly you do not need to relocate your linked files. The “Find” button in Durell’s Document Viewer allows users to find documents and link them to it. This process creates a description displayed in the Document Viewer, along with a filepath to each such document, wherever it is, so that it can subsequently be opened from within Durell. So some documents may be stored in the new Imw-Data\Documents folder, some in the old Imw-Data\Docs folder, some in the old Scans one, and others in completely different locations, possibly on different hard drives. Wherever they are Durell will retain the filepath to each, while all new documents will be created in client folders within the new default document directory. The only reasons for relocating linked files are either...

· To tidy-up your data in its current locations

· To re-organise your data into a new location, where there is more free space or different security

Warnings

1) Only move documents in the evening or week-end, and allow anything up to two hours, depending on the number of documents you’ve got.

2) Do not move document while other people are using Durell – you must ensure they’ve all stopped before you do this.

3) Before you start you should ensure your default document location has enough free space. If the system runs out of space before completion you’ll need to specify a new location for it and re-start from scratch.

4) If you are changing the name or location of the default document directory you should always tick the box to apply this change to all users.

Move Old Docs and Scans to the New Documents Folder

On the Relocate Documents pop-up tick all of the boxes and then click “Move Documents”. All currently linked files (e.g. documents, scans, emails, spreadsheets, etc) will be moved into client folders within your new default documents directory (n.b. but not into sub-folders, even if you were previously using them for each individual client’s Compliance, Valuations, etc). All empty sub-folders left in the old Docs and Scans folders will be deleted.

Move Only Docs to the Existing Scans Folder

You may have all of your scanned images organised in client folders within the old Scans one, perhaps also with sub-folders for Compliance, Valuations, etc, and wish to keep them there in this structure. In this case you want to move just the jumbled up files from the old Docs folder into it. To do so, reset the name of your default documents directory from “\Imw-Data\Documents” to “Imw-Data\Scans” (or whatever is the location of your Scans directory) and tick the box to apply this change to all users. Then on the “Relocate Documents” folder, before clicking “Move Documents” only tick the two boxes (1) to move linked files from the Docs folder, and (2) to delete the empty Docs folders.

Move All to an Entirely Different Location

You may not have thought about your document folders, or read this help until a while after the new “Documents” structure has been created. At that point you might decide that you don’t want them in any of these locations, but rather on a separate hard drive (e.g. all in S:\Correspondence). To relocate them there, reset the name of your default documents directory from “\Imw-Data\Documents” to “S:\Corresponsence” (or whatever is the location of your preferred default documents directory) and tick the box to apply this change to all users. Then on the “Relocate Documents” folder tick all the boxes and click “Move documents”.

Move a Second Time

If you then decide that you’d like everything moved yet again, but this time from “S:\Correspondence” to “T:\Archive” you’d simply repeat the same process, i.e. reset the name of the default document directory to “T:\Archive”, tick the box to apply this change to all users, then use the “Move Documents” button with all boxes ticked.

Scanning to Folders for Clients, Insurers, Suppliers, etc

On the pop-up to Manage Document Folders tick the applicable address sets in the list, and click “Ensure every record in the ticked sets has a folder”. Then use any scanning software and save your scanned images in the appropriate ones. Providing you use Irfanview to view your scanned images, as recommended by Durell, and at least one scan is linked to the current Durell client, then you’ll be able to go “Next” “Next” through that client’s entire folder.