Overview: This guide details how to use the HowNow Records Ribbon for quick searching and filtering, and how to leverage the powerful right-click menu for various document actions.
The HowNow Records screen provides powerful tools to help you find, view, and manage your documents. This article will guide you through the Records Ribbon and the Records Right-Click Menu.
The Records Ribbon
The Records Ribbon, located at the top of the Records screen, offers various options to filter and customize your view of the records database.
Customizing Your Record View
To change how much information is displayed for each record in your search results, use the View options:
Full Details: Shows the most information, including descriptions and keywords.
Standard Details: Displays standard information, including descriptions.
Minimum Details: Shows the least information for a compact view.
Filtering Your Records
The Filters section helps you narrow down your search results:
Area Filter:
Use the Area dropdown to filter records by Contact or Team. These options are based on record locations designated as Contact or Team types.
The Select Contact filter, used with the Area dropdown, lets you choose specific contacts or employees.
Role Filter:
The Role dropdown filters records by Employee Role (e.g., Partner, Manager, Preparer).
Use the Employee dropdown in conjunction with the Role filter to find records associated with individual employees or groups of employees sharing the same role.
Record Status Filter:
The Record Status dropdown allows you to filter documents by one or more selected statuses.
Filtering by Date Range
The Date Range section allows for precise filtering based on various date criteria:
Date Types: You can filter by Modified Date, Added Date, Created Date, or Finalised Date.
Predefined Ranges: Choose from options like:
Today
Last 3 days
Last 7 days
Last 2 weeks
Last month
Last 3 months
Last 6 months
Last 12 months
Last 2 years
Last 3 years
Last 5 years
Custom Date Range: Select a specific start and end date.
Note: Your firm may set a default date range, or you might be able to set your own default in Options. Using No Date Range requires you to also select a contact or enter a search term. Some Record location areas may disable the Contact search, preventing results from loading if no other criteria are met.
Filtering by Batch and Team Visibility
This section helps you find records based on batch assignment or team visibility:
Batch Filter:
Tick "show batch".
Select the appropriate batch number from the dropdown to find documents assigned to a specific batch created from the Knowledge area.
Team Visibility Filter:
To search for documents assigned to a particular team (or multiple teams), select them from the dropdown.
Important: You will only see teams of which you are a member.
Utilizing Record Tools
The Tools section provides additional functionalities:
Recycle Bin:
When records are deleted, they are moved to the Recycle Bin.
To view deleted records, click the Recycle Bin icon.
Tip: Clear other filters to ensure you see all deleted records.
Restoring Records: Administrators can restore records from the Recycle Bin.
Permanent Deletion: Administrators can permanently delete records from the Recycle Bin.
Excel Export:
To export your current search results to an Excel file:
Click the Excel Export button.
Choose a folder to save the file (defaults to "Documents").
Enter a name for the file and save.
Using the Search Bar
The main search bar allows for free text searching and includes several control buttons:
Filter Options (Storing and Recalling Searches):
Store: After setting your desired filters and search terms, click the Store button (first button) to save this search configuration.
Recall: To use a stored search, click the Recall button (second button).
Note: The Recall feature works with Date Range searches up to "Last 5 Years" only. The Recall Filter button will be greyed out if no filter is stored.
Clear: To delete your stored search filter and return to default settings, click the Clear button (third button).
Important: Stored filters may be reset by Business Fitness during new software version releases.
Clear Search Text (X): Click the X icon to the left of the search bar to clear only the text in the search field.
Refresh Search: The last button on the right refreshes your current search based on the active filters and search terms.
Version Update Notifications
HowNow uses notification bars to inform you about software updates:
Yellow Bar: Appears when HowNow has been updated to a new version. It includes a link to the Release Notes. Click the 'X' on the bar to dismiss it.
Grey Bar: Appears when a new version is available for update.
Records Right-Click Menu
Right-clicking on a record (or multiple selected records) in the search results list opens a context menu with various functions. The available options will depend on your employee privileges and the type of document selected.
Here's a breakdown of common right-click menu options:
Opening & Viewing Records:
Open in Excel or Adobe PDF Copy Mode: Opens the selected Excel or PDF record in the same instance of the application. This allows you to easily copy information from one record to another. (Available for Excel or PDF documents only).
Profile: Displays the details (metadata) of the record. Some details can be changed depending on user privileges and the document's status.
Managing Multiple Records:
Profile Selection: Allows batch changes to the profiles of a group of selected records. Access to this feature depends on user privileges.
Select All (Ctrl+A): Selects all records in the current results list.
Deselect All (Ctrl+D): Deselects all currently selected records in the results list.
Adding & Modifying Records:
Paste: Allows you to paste a document from your clipboard to add it as a new record in HowNow. This action opens the new file wizard.
New: Allows you to create a brand new record from scratch.
Duplicate: Opens the Duplicate Record dialog. This creates an exact copy of a selected record. You can modify the profile details of the new document during duplication. This is useful for creating a new record that is similar to an existing one. The new record's file name will match its title.
Link to: Allows records to be 'linked' together. (This option appears only if Record Linking is enabled in your HowNow settings).
Add a Record Note (F8): Allows you to add a note to the profile of the selected record.
File Note (F9): Creates a new file note record associated with the same contact as the selected record.
Convert to PDF: Converts the selected record(s) to PDF format. The original file(s) are removed after conversion.
Combine PDF: Combines a group of selected PDF files into a single PDF document. You have options to change the order of the documents, add bookmarks for each original file, or delete the original PDFs after combining.
Release File Locks: If a file is locked (e.g., in use by another process or user), selecting this option will attempt to release the lock, making the file available.
Access Previous Backups: Enables a file to be restored from system backups.
Change Status to: Allows a record’s status to be changed. The available statuses depend on the Record Status level settings in the employee's profile.
Sharing & Exporting Records:
Print: Prints the selected record(s) directly, without opening them first.
Export: Exports one or more selected records to a folder on your computer or to the Portal.
Assign a Task: Creates a follow-up task related to the selected record. You can specify a title, description, due date, and assign it to a person.
Email As: Opens a new email with the selected record(s) attached or linked in various ways:
Email Body: Adds the content of the record(s) directly into the body of the email (suitable for simple text).
File Attachment: Attaches the selected records as separate files to the email.
Zip File Attachment: Compresses the selected records into a single .zip file and attaches it.
PDF File Attachment: Converts selected records to PDF (if not already) and attaches them as individual PDF files.
HowNow Smart Link: For internal use within your office. Emails a direct link to the record(s) within HowNow instead of attaching the actual files.
HowNow Smart Link URL: For use with third-party software (e.g., Carbon). Provides a URL link to the record.
Combined PDF file attachment: Combines all selected PDF files into a single PDF attachment. (All selected files must be PDFs for this option).
Important: It is not good practice to email records as attachments to people within your office. This creates duplicate files not stored centrally in HowNow, leading to version control issues. For internal sharing, always use a **HowNow Smart Link**. Use other "Email As" functions for sending records to external recipients.
Copy to Clipboard: Copies the selected record(s) to the Windows Clipboard in various formats:
File Attachment(s): Copies the files to be pasted as attachments.
Zip File Attachment: Copies a .zip file containing the selected records.
PDF File Attachment: Copies the records as PDF files.
HowNow Smart Link: Copies a link for internal use.
HowNow Smart Link URL: Copies a URL for use with third-party software.
HowNow Smart Link File: Creates an .ini file that can be stored in other programs (e.g., Caseware) and will open the linked file in HowNow.
Combined PDF file attachment: Copies a single combined PDF if all selected files are PDFs.
Filtering from Selection:
Filter on Selected:
Contact: Filters the current view to show only records with the same contact as the selected record.
Link: Filters the current view to show only records with the same link as the selected record. (This option appears only if Record Linking is enabled).
Other Actions:
Delete: Moves the selected record(s) to the Recycle Bin.
By familiarizing yourself with these navigation tools and options, you can significantly improve your efficiency when working with records in HowNow.