User's Manual - Drake Software

Drake Software User’s Manual
Setting up Your Document Manager
• To change the name of the new folder, select the folder and click Edit. To
delete the new folder, select the folder and click Remove.
• Click Save (You will have to collapse the client’s folder or close the Archive
Cabinet and reopen it for the new file structure to take effect.)
NOTES
Be aware that while long file names can be used, this naming convention
might not function properly on older systems that limit file names to
eight or fewer characters.
To avoid later restructuring, determine the type of file structure you
want to use before you begin storing items in the Document Manager.
Adding
Clients
To add new clients to the existing file structure without going through Drake, follow
these steps:
1. Open the Archive Cabinet by clicking the Doc Mgr button from the Home window
of Drake or from the Data Entry Menu within a return.
2. Click the Add Client button from the Archive Cabinet toolbar to open the Add
Client dialog box.
3. Enter the name of the new client in the First name and Last name fields for individual
clients or the name of a business or estate in the Business/Estate name
field.
4. Enter the last four digits of the client’s SSN (or EIN) in the Last 4 digits of ID
number field.
5. Click Add.
NOTE
Adding a client to the Archive Cabinet does not add the client to Drake
Software or to the Working Cabinet.
Adding
Cabinets
Cabinets are the top level of the filing structure. The Drake filing system creates a Clients
cabinet, but you can separate clients by return types and have an Individual and
a Business cabinet instead. Regardless of the structure you choose, cabinets are
required for storing drawers and folders.
To create a cabinet in the Archive Cabinet, follow these steps. (You must be on the
Cabinet level to add a cabinet.)
1. Open the Archive Cabinet by clicking the Doc Mgr button from the Home window
of Drake or from the Data Entry Menu within a return
2. Click New Cabinet.
3. Enter a name in the New Cabinet dialog box.
4. Click OK. The new cabinet appears in the left pane.
Repeat these steps as needed to create more cabinets.
NOTE
File cabinets cannot be stored inside other file cabinets. Each cabinet is
for Level-1 storage. Drawers are for Level-2 storage, and folders are for
Level-3 storage.
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