Frequently Asked Questions
Lockbox™ User Guide
Forgot or Lost My Password
Lockbox makes password-recovery simple.
First, go to the Global Archives website and click on the customer login icon in the top right hand corner.
Click on the red bolded, Forgot Password.
Next, enter your user name and click submit. Look for the red bolded notification to appear.
Our system will automatically send your password reset instructions to the e-mail address we have on file.
Simply, check your email, click on the link, enter a new password, and click save.
Change Existing Password
Log in to Lockbox. Once logged in, select the tab “Change Password”. Enter your current password in the field titled “Old Password”.
Next, enter your new password in the field titled “New Password”. Enter the same password in the field titled “Confirm New Password”.
Finally, click on the “Change Password” button located at the bottom.
Please note, for security purposes, Lockbox requires passwords to be between 8 – 20 characters and must include at least 1 Number and 1 Capital Letter.
How Do I Search and View Files?
Log in to Lockbox. From the home page of Lockbox, you can quickly begin to search for a file. Lockbox allows you to narrow your search by indicating specific index fields and operator fields, as well as by plugging in search and Boolean values.
To simplify the viewing process, you can order your files by selecting an order value and an order direction, of either ascending or descending. After plugging in your desired values, click search.
Listed, you will find the files that met your search criteria. The bolded blue column labels allow you to further organize how your files are viewed, such as in, an alphabetical order or numerical order.
Once your search is complete, and you have located the desired record, simply click on “view file” to view the entire multipage record in just a few seconds.
How Do I Send A File?
Log in to Lockbox. From the home page of Lockbox, you can quickly begin to search for a file. Once located, choose the record or record(S), under the “select” column.
Next, simply click the button, “send files”. Enter the recipient’s email address and add a personal note if necessary.
Finally, just click “send”. Look for the red “email sent” notification to appear below the “sent” button. The recipient will receive an email with the subject line, “view case files”.
The recipient can then easily view the file by selecting “download this as a file”, “save file”, and finally, downloading the file.
Please note, for security purposes, the recipient may only access the file once before the file becomes automatically inactive for viewing.
How Do I Upload A File?
Log in to Lockbox. Once logged in, select the tab “Upload File”. Press the browse button to choose a file from your computer.
Next, enter information in the required index fields as well as any additional information you may wish to enter.
Finally, click on the “Upload File” button located at the bottom.
This file and information will be saved to Lockbox for quick and easy file retrieval.
I Cannot Find a File, What Can I Do?
The most frequent solution is to use various search methods.
For example, if a search for “Name” shows no results, reverse the name and try searching with the first name as the last name.
If that still does not produce any results, search for the file using operator “Contains” and type in part of the name instead of the entire name. The name might have been misspelled so by searching using “Contains” this might produce the file you are looking for.
Still cannot find the file, search by using other criteria within your index fields that are provided such as Date or Birth, Date of Service, Physician, etc.
Lockbox™ Administrator Guide
How Do I Add/Edit Users?
Log in to Lockbox. Once logged in, select the tab “Admin”. Press the tab “Add/Edit Users” – a selection unique only to those designated as an “Administrator”.
The “company setup” tab allows you to view and/or change the designated website administrator.
The “add/edit users” tab allows you to first make changes to the current user profile including personal information, website status (as a user or administrator), and folder viewing access.
Here, you can also “block users”. Make sure to save all changes to the edited user by clicking “save user”. Likewise, adding a user can also be done in just a few seconds.
How do I Manage Deleted Files?
Log in to Lockbox. Once logged in, select the tab “Admin”. Now, just click on the tab, “Manage Deleted Files”.
Click on the “Retention Schedule Files” to view files marked for deletion.
You can then select files and choose to either delete or restore them.
If there are no files marked for deletion under the retention schedule, a red bolded notification will appear.
How do I Run Reports?
Log in to Lockbox. Once logged in, select the tab “Reports”.
As indicated by the 2 tab options, Lockbox allows you to first run reports of users by a specified range of time (allowing you to view the activity of all applicable users).
To do this, use the calendar icons next to “Start and End Dates” to select the range of time you would like to examine in your report.
Next, just select either “User Log” or “Upload Log”.
The second tab selection allows administrators to narrow their report search by viewing the productivity of a single user. To do this, simply click the tab “User Productivity”, select a user, and click submit.
How do I Retention Schedule?
Log in to Lockbox. Once logged in, select the tab “Admin”. Next, click on the tab, “Retention Schedule”.
First, use the “Select Folder” to enter which folder or single file you would like to set a schedule for deletion.
Now, just use the “Years” and “Months” options to select the time that you would like the file to remain current in your Lockbox repository.
The “Date Added” field allows you to categorize the significance of the above date associated with the file such as date added, date of service and/or date of birth. Click “Save” button.
This function is particularly useful for businesses with large numbers of files to promote file organization and quicker file retrieval.