Verify documents
This process checks whether each document listed in Document Manager actually exists in the DocBase folder. If a document record exists but the file is missing, Document Manager can remove that record.
This is the opposite of a synchronise. Instead of adding missing files, it removes records for files that no longer exist.
You can run a report to see which documents were found or removed. This helps clean up records for documents that were deleted from DocBase but still show in Document Manager.
Ensure you have a current backup before starting the verify documents process, and all users have exited all HandiSoft programs.
Log in to any HandiSoft program and press F10 to open Document Manager.
From the Tools menu, click Verify Documents.
Click Yes.
Select the report and delete options, and click Run to start the verify documents process.
Produce Text Report - select the check box if you want Document Manager to create a text file with a report at the end of the verify document process. The information in the report is the same as that displayed in the "Verify Data" window.
Automatic Delete - select the check box if you want Document Manager to automatically delete document records where it cannot find their respective physical document files. If you clear this check box, every time Document Manager detects a missing document file, it will ask you if you want the document record deleted.
If you receive the Attention window, click the button for the desired action.
Click Yes to delete the document record and to continue with the document verification process.
Click No to not delete the document record and to continue with the document verify process.
Click Cancel to not delete the document record and to stop the document verification process.
Click Close to exit.
Note: At the end of the document verification, if you selected the Produce Text Report checkbox, it will ask you if you want to import the report into Document Manager. If you click Yes, it will insert the report text file into the Import folder in your drawer in the Users cabinet.
Verify Clients
Document Manager automatically creates a drawer in the "Clients" cabinet for each client record. When you open Document Manager, it checks for any new or deleted clients and updates the drawers. If other users add or delete clients while you have Document Manager open, you can run the Verify Clients command to refresh the drawers.
This process checks all client reference codes in the client database (Clients.NN, where NN is the current year) and makes sure each one has a matching folder in DocBase\Clients. If a folder is missing, it will be created along with sub-folders based on the structure set under Tools, Create Client Folder.
Note: This process will start as soon as its selected, so ensure you are ready before selecting it.
Ensure you have a current backup before starting the verify documents process, and all users have exited all HandiSoft programs.
Log in to any HandiSoft program and press F10 to open Document Manager.
From the Tools menu, click Verify Clients.
Document Manager will open a window displaying the progress of the Verify client operation.