Softdocs Etrieve Content End User Manual

Here are step by step instructions to manually upload and index documents in Softdocs' Etrieve Content document management application (cloud-hosted).

For more extensive information on how to use Etrieve Content, Softdocs has an Etrieve Content User Guide on their Community site. Softdocs Community access is restricted and requires a Community login. The Softdocs lead in your department has access to the Softdocs Community. If you would like access as well, please use the Request Support option to the right.

To log in Etrieve:

• Etrieve is cloud-hosted so you will access this tool from a browser window. The following browsers are supported:
  • Google Chrome
  • Microsoft Edge Chromium
  • Mozilla Firefox
  • Safari (Mac/iOS)

• Log in Etrieve here: Etrieve, using your Middlebury Single Sign-On (SSO) credentials.

To upload documents manually in Etrieve

• Click on your department’s area to highlight it in blue.

• Click on the paper clip in the Document View window, select your document in the explorer window that opens, and click “Open”.

• The document you just uploaded will now show in the “Unfiled” drawer for your department. If you have a lot of unfiled documents, the latest document uploaded should be at the top of the list, but you can also filter the unfiled documents by selecting “Current User” in the Filter field (see yellow highlight in the screenshot below).

To index documents you uploaded

• Click on the Unfiled document you now want to file in the correct category and document type so it gets highlighted in blue: you will see the document displayed in the document view window and the key fields section will open on the right of the window.

• Click in the Document Type field where “Unfiled” is currently displayed to see the Document Type picklist options.

• Fill the key fields that appear once you have selected your Document Type. No need to save. It is all saved automatically.

• Academic Affairs: for documents that have been uploaded in "Unfiled" but don't yet have a Banner ID, select the document in “Unfiled” and in the "Key Fields" area on the right, select the Document Type based on the type of document. Then in the "AA Employee Info" key field, start typing "*to be filed". You can then select the "*To Be Filed, Documents NOID" option that is suggested. Fill the other key fields as needed.

• DPS, HR and ISSS each have a “To Be Filed” Document Type (ie. “ISSS To Be Filed”, “DPS To Be Filed”, “HR To Be Filed”)

• Both Academic Affairs and Advancement have a “Please Select” document type (moved from Perceptive).

• Academic Affairs, DPS, HR, ISSS, BLSE each have a “*Migrated, Documents Bad_ID” drawer where documents without a Banner ID were moved from Perceptive into Etrieve.

• Your document will now appear (highlighted in blue on the left side of the document view window) in the drawer, category and with the document type corresponding to the key fields values you selected.

• Here is another example of what it looks like with a student lookup key field (ie. Student UGA Info lookup) instead of a department lookup key field (ie. AA Department Info lookup).

• To move a document to another drawer/category/document type within the same area (department), just update the key fields.

• To delete a document, send it to the recycle bin with the trashcan icon in the document view toolbar (to the left of the Key Fields section).