Before you begin using documents and pictures with your Keystone database, here are some important things you need to know first.
Keystone organizes documents and pictures in three levels of folders.
The top level folder is named Keystone Documents by default, though you can rename it to anything you would like.
To keep folder names simpler, 'Documents' is used in its more generic sense when referring to this folder, which still does include both text documents and pictures.
You can also store it wherever is most convenient for you and other users to share it. You can set the name and location of this folder on the Documents/Templates tab in Affiliate Setup.
If you move the Keystone Documents folder to a different location using Windows, be sure to change the location within Keystone as well on the Documents/Templates tab in Affiliate Setup. Moving the folder in Windows does not automatically update its location in Keystone.
In most cases, the easiest place to keep your Keystone Documents folder is in the same place as your Templates folder, though this is not required. Not only does this make it easier to locate and share, it also makes it easier to include in your regular disk backups.
If you keep your Keystone Documents folder in a location that is not shared or otherwise accessible to other users, they will not be able to access the documents and pictures from Keystone.
You can easily open your Keystone Documents folder from within Keystone by opening the Help tab and clicking Summary (in the System Information group) - which opens the System Information Summary screen. On the System Information Summary screen, click the arrow to the right of the Document Mgmt Folder field.
You cannot change the location of your Keystone Documents folder here. You can only set the name and location of this folder on the Documents/Templates tab in Affiliate Setup.
The second level of folders within Keystone Documents consists of three folders, one for each part of Keystone that uses documents and pictures. These folders are named: Contacts, Family Partners, and Houses.
These folder names are fixed and should not be changed. Changing the folder names from within Windows will cause Keystone to be unable to locate those documents and pictures.
The third level of folders contain the documents and pictures for individual contacts, family partners, and houses. These folders are located within the Contacts, Family Partners, and Houses folders, respectively, as described above.
The names of these specific folders are set by Keystone so they can be easily located by the program. For contacts and family partners, the folder names are a combination of the Person 1 name in the record (their last name first) and a unique number ID.
For example, the folder name for Bill Smith may be Smith_Bill-103. The unique number ID on the end ensures that the document and picture files won't be mixed if there is more than one Bill Smith in the database.
Do not add the folders for individual contacts, family partners, or houses using Windows. Only create them within Keystone. For more information, see the Creating and Managing Document Folders section.
You can only manage documents for contacts containing a person (Person 1). If a contact record only has an organization name, no documents option will be available for that record.
The folder name for a house is a combination of the address and a unique identifier. For example, 123_Main_Street-001.
Apostrophes and periods are removed when creating a folder name; and spaces are replaced with underscores. For example, D'Angelo L. Johnson's folder name might appear as DAngelo_L_Johnson-234.
Keystone will recognize and allow you to open documents in any format that can be viewed with a program installed on your computer. Keystone will open the document using the program set as the default for that type of file on your computer. For example, typically, PDF files will open in Adobe Reader.
Consider adding the creation date for the file at the beginning of your document file names in YYMMDD format (such as 090511 for May 11, 2009) as this will allow Keystone to sort your documents by date in document lists. Example: 090511 Mortgage Documents.doc
Because pictures are displayed directly within Keystone, they must be in JPEG (.jpg) format. This is the format most digital cameras use in creating and storing photos.
Each person or property you have pictures for must have one with the file name MainPicture.jpg. This will be the first picture you see when you click the button for that record. However, you can store as many pictures for a particular person or property as you want. When you click the button on that record, all of those pictures will be listed for you to pick from along with the main picture.
You may wish to reduce the size of large pictures or scanned documents. Otherwise the disk space used by your Keystone folder may become very significant as you add more pictures or documents to it, which can impact your computer backups.