Automatically translated from Dutch. Some wording may be inaccurate.
Several parts of Regelneef have an External archive tab. It points to a folder on a shared drive that must be accessible on every computer running Regelneef. Regelneef displays the files in that folder and lets you open, copy, add and manage them.
This is available for employees, clients, cars, accommodations, subcontractors, intermediaries and goods. If an External archive tab is not shown, enable it centrally in Settings. Access to individual external archives can also be configured per user level.
The following sections explain how to use the external archive.
Linking a file folder
For a new record, create and link a file folder once. Until then, the empty list shows 'No file folder has been linked yet'. The Change folder button opens the Select/create file folder screen. It shows the existing folders in the central location. Choose one using Select. A new record will usually need a new folder; create one with Create. Regelneef suggests a name, which you can change. It checks that the name is valid and unique. Click Create folder to create the folder on the network and return to the Files tab, which now shows that folder.
Many new folders?
If you need to create and link many folders, the scan distributor is quicker. You do not have to open every record and create its folder separately.
Adding new files
You can add files to the archive in the following ways:
•Drag from File Explorer or Outlook to Regelneef
Drag one or more selected files from File Explorer to the archive tab in Regelneef. Regelneef moves the files. To copy them instead, hold down Ctrl while dragging.
You can also drag email attachments directly from Outlook to Regelneef. Select the attachments in the email and drag them to the archive tab. They are copied.
•Copy in File Explorer or Outlook and paste in Regelneef
Instead of dragging, you can copy files in File Explorer or Outlook using Ctrl+C, then paste them into the archive tab with Ctrl+V or the Paste button. Regelneef copies the files.
•The Add button
This opens a file selection dialog. Select files on your computer to copy them into the archive.
•Using the Regelneef Scan distributor
The scan distributor is a built-in tool for viewing, renaming and moving scanned documents, for example, to the relevant employee, client or car.
Saving email
You can also store an email, including its attachments, in an archive. Drag the email from Outlook to the file archive in Regelneef, or copy it in Outlook and paste it into the archive tab in Regelneef.
Using files in the external archive
Double-click a file or use Open to open it.
To copy files, for example to an email or a folder in File Explorer, select one or more files and click Copy. You can also copy selected files by dragging them from Regelneef to the required location.
Combined archive for a group of employees
The employee overview and employee planlist have an Archive button that displays all files for several selected employees in one screen. You can view the documents and copy or drag them to another application. A filter row lets you search by part of the filename.
For example, you need to email scanned passports for employees starting with client X who are already in the planlist:
- Select the employees at client X in the employee planlist
- Click Archive
- Enter 'paspoort' in the filename filter
- Select the matching files and click Copy
- Paste the files into a new email