Overview
The Ulti-Cabinet product is a Web based, user friendly, easy to use, document repository, designed to replace the current physical filing cabinet. It's Web based nature enables secured storing, sharing and downloading of documents via a local, wide or public network connection. The product has a variety of cost cutting capabilities such as:
- Drastic reduction in paper usage.
- Reduction in clerical help for filing.
- Reduction in printer consumables and printer wear.
- Significant improvement in document security.
- Improvement in document sharing.
- Increase efficiency in document handling.
Product Features
- Complete Administrator’s menu capabilities
- Create public and private electronic cabinets
- Create users and groups: login, password, language settings
- Upload documents using several different methods:
- Email attachment
- Print using Windows print driver
- Upload document from your own desktop
- Fax into the Cabinet
- Scan document from network or local scanner
- Shared directory on the network
- Download documents in several ways
- Email single or multiple documents
- Download single or multiple documents
- Fax single or multiple documents.
- Print single or multiple documents to any configured network printer.
- Download document(s) into desktop.
- XML SDK to integrate with existing application software.
- Simple or Advanced document search query capability using several categories.
- Elegant and user friendly user interface with flip page technology.
- Table of content, including rapid document display feature.
- Online document notes view/add.
- Complete document audit trail.
- Internal document encryption.
- Ability to create different categories databases (Customer, Vendor, Patient, etc…)
- Remote FTP documents backup based on schedule
The Ulti-Cabinet product is a Web server based product coupled with Microsoft SQL server which allows an unlimited database size.
** User Interface - Screenshot **
Enterprise Capabilities
- Ability to view/access any virtual cabinet server within the wide area network.
- Access any virtual cabinet server from Blackberry capable device.
- Language based on user settings.
Admin Controls
Creating Users
The 'User Administration' section allows you to add, edit, or delete users. Click ‘Add New User’ at the bottom of the page then fill out the simple user information form. Once a user has been added it will appear under the users list. To edit a user click edit, modify the available properties then click 'Update'.
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Creating Groups
Organize your users in Groups (ex: Accounting, Management, Employees). To create a group enter the new group name and click 'Add'. Once the group is added, you can manage the users within a group by selecting 'Members'.
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Security Levels
Security levels are used to manage users accessibility of documents. Some documents may require more protection then others and may only be available to administrators while other documents may be available to the entire department. Security levels can be customized by adding or deleting levels.
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Public Cabinets
Public cabinets are designed to be accessible by everyone. To create a new public cabinet click 'Add New Cabinet', fill in the fields then click 'Add'. The new cabinet is added to the list of Public cabinets. From here you can edit, add folders, or delete the cabinet. To add a folder click ‘Folders’ next to the cabinet name then fill in the fields and click 'Add'. Once the Folder is setup, you can manage the files by clicking ‘Files’. See the ‘Inserting Documents’ section to learn how to add files.
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Private Cabinets
Private cabinets are designed only to be accessible by the user who created it by default. This is useful for keeping important personal documents that you want protected from everyone else. Follow the same guide under ‘Public Cabinets’ to learn how to manage cabinets, folders, and files.
You can share a private cabinet by clicking 'Share Cabinet' next to the cabinets name. Select the users you wish to share with then click 'Add Selected'.
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Default Forms
When creating a folder in either a Public or Private cabinet you can assign a default form. A form is used to specify certain values in a document such as an invoice number which can be used for querying documents. (Ex: You have an Invoice folder and you assign the 'invoice form' as its default form. You can now store important values in the invoices you import.)
Email Notifications
With email notifications you can track the activity of documents within a folder. To setup an email to receive notifications select a public or private cabinet, click 'Folders', then click 'Email Notifications'. Enter the email address in the field then click 'Add'. When documents come in and out this folder, a notification will be sent to the email address. Multiple email addresses can be added to receive notification.
Categories
Use categories to organize your contacts. (ex: Employees, Distributors, Suppliers). To add a category, fill in the category name and click 'Add new'. Once
contacts are assigned to a category, click 'View' next to a category to see all contacts for that category. To add a contact, in the viewing contacts screen, click 'New Contact', fill in the fields then click 'Submit'.
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Audit Trail
An audit trail allows you to track the activity of documents flowing in/out of the cabinet. You can filter the results by selecting a particular user, date range, or action.
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Changing your Password
To change your password, simply enter your new password in the first field then re-type it in the second field and click ‘Update’.
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Preferences
This section allows you to manage the preferences of your site. Here you can define the default cabinet, language, category/contact, email subject, and email body. The email subject and body are displayed on emails when sending documents out.
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Download Print Driver
Install the print driver to expand the capabilities of inserting documents. Click on 'Download Print Driver' under the 'Admin' tab to download, then run the easy 1 minute installation. Once the driver is installed, find out how to insert documents in the 'Print' section under 'Inserting Documents'.
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Download Ulti-Client
Manage Ulti-Cabinet with the Ulti-Client application. Click on 'Download Ulti-Client' under the 'Admin' tab to download. *Make sure you enter the site key after installing the application (ex: NEXTECH).
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User Controls
Inserting Documents
You can insert documents using five different methods:
- Upload: To upload a document directly from your computer to the cabinet click the ‘Upload’ tab
, specify the cabinet, folder, and category you want to file under and complete all other required fields then click the ‘Upload’ button.
- Print: To print a document to the cabinet you first need to install the Ulti-Cabinet Printer Driver. Once the driver is available use the standard ‘File > Print’ option from the application you are using and select the Ulti-Cabinet printer. Login using your User Name and Password, fill in the required fields, then click ‘Ok’ to print to the cabinet.
- E-mail: You can insert a document by attaching it to an email and sending it to a specific email address assigned to a cabinet.
Fax: Use any fax machine to fax documents to the cabinet. The cabinet will have its own specified fax number for receiving the faxes/documents.
- Scan: To import scanned documents into the cabinet, first select the 'Scan' tab
then place your documents into the scanner and hit the scan button on the machine. Your documents will be scanned into a 'shared folder' which has been specified in the system administrator control panel.
- Directory Sharing: Display documents in a shared directory across the local area network.
- XML API: An application programming interface that enables the product to receive documents generated from mission critical application software residing anywhere in the world.
Downloading Documents
You can download documents using four different methods available under the ‘Send/Download’ tab: Location: 
- E-mail: Send documents to one or more email accounts by filling out the email form then clicking ‘Send E-mail’.
- You have the option to consolidate documents into 1 PDF, compress them into a Zip file, Request Read Receipt, and Flag as important.
- Fax: Send documents to any fax machine by filling out the fax form then clicking ‘Send Fax’.
- Print: Use the print form to print a range of documents to any available printer.
- Download: Use the download option to select a range of documents to store directly onto the users computer.
Using Queries
Queries are used to request information from the database. More simply, it is the search feature within the cabinet that allows you to retrieve specific documents. Quick queries can be made in the top-left pane, in the ‘search’ field. Type any keyword that is related to a specific document(s) to get quick results. You can narrow your search by using Advanced queries, click on the ‘Advanced’ link next to the query search field. Use this form to specify your query range by date, cabinet, security level, etc.
Query Mode
Query mode is another added feature for locating and browsing documents. Once you switch to query mode the right pane becomes its own query screen in which you could query documents using various properties and browse them in a non-flash (non-animated) format. To use the query function, use the follow options:
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- Select a cabinet, folder, and contact(optional).
- Select a Form if you wish to query specific fields within a form(invoice) such as the Invoice #.
- Enter the Document ID or Title.
- Select a date range to help narrow the results.
- Specify the owner of the document(s).
- Enter a keyword that may be helpfull in your search.
Navigation Features
Left Pane
Browse: The browse feature is available through the ‘Home’ tab 
and it is also displayed under the functions within the ‘Send/Download’ tab . The browse feature works as a standard tree menu and it allows you to drill through the folders and files within the cabinet.
- Site: This specifies the location(site) where Ulti-Cabinet is installed. (ex: you may have one site in Florida and have another in California)
- Cabinet: This specifies a particular cabinet within a site. (ex: Marketing, Accounting, Warehouse)
- Category: This specifies the category within a cabinet. (ex: For the Accounting cabinet you may have Invoices, Statements, Contracts)
- Contact: This specifies the contact for a category. (ex: For the Invoices category you may want to filter a particular company(contact). Your list would be like the following: Company1, Company2, Company3, etc.)
- To change contacts, click change under the contact name then select a new contact from the window that appears.
- View Document: Drill through the tree menu then click on a document title then select ‘View Document’.
- View/Add Notes: With a document selected in the tree menu, click ‘View/Add Notes’. To add a note, enter the note in the field and click ‘Add’.
- Edit Document: With a document selected in the tree menu, click ‘Edit Document’. Here you can modify many options such as the document Owner, Cabinet, Folder, Form, Category, ID, Title, Description, Expiration Date, Modifiers, and Security Level. Once you are satisfied with your changes click ‘Update’.
- Delete Document: With a document selected in the tree menu, click ‘Delete Document’.
Right Pane
- Table of Contents (TOC): The TOC is available through the ‘Table of Contents’ tab on the left side of the right pane. The TOC displays document information for each document within the cabinet/folder. Click on a document in the TOC to flip to that document/page.
- View Document: Simply click on the small preview document to enlarge and view the full document. Use the zoom in/out feature at the bottom to adjust readability. You can scroll up/down with the scrollbars or with your mouse wheel. Click and hold your left mouse button to drag the document around. Once you are finished viewing the document, click the large ‘X’ on the top-right to close the document.
- Page Navigation: Use the left/right (<, >) arrows at the top to flip back and forth between pages.
Collapse/Expand Left Pane: Click on the double left arrow (<<) on the top-left to collapse the Left Pane then click on the double right arrow (>>) to expand the Left Pane.
- View/Add Notes: Viewing and adding notes is available through the ‘View Notes’ tab at the bottom of the right pane. The notes on the left are for the document on left and notes on the right are for the document on the right. To add a note, click on either the left or right icon titled “Add Notes”. Enter the desired note then click ‘Submit’. The note will be updated and displayed in the notes window.
- Display Thumbnails: Select the 'thumbnails' icon on the navigation bar to display small thumbnails of documents in the current folder.
Troubleshooting
Reporting Issues/Comments
If you encounter an error, please use the 'Report Issues/Comments' link at the bottom of the home page.