Records Manager — Documents guide

1Open the vault #

Where Documents » Home

1. From the launcher, click the Documents tile.
2. Read the workspaces: each is a separate area with its own access.

You should see A workspace is the unit of access: people are given a workspace, not forty individual files.

2Work inside a workspace #

Where Documents » a workspace

1. Open a workspace.
2. Use the folder tree on the left and the file list on the right.
3. Open a file to see its versions and its history.

You should see Everything about a file — versions, who opened it, what was extracted from it — hangs off the file itself.

Watch out A new version never overwrites the old one; both stay, which is what makes 'we sent the wrong version' recoverable.

3Find a document by what is inside it #

Where Documents » Search

1. Open Search.
2. Type a word from inside the document — an invoice number, a name, a clause.

You should see Text inside uploaded files is indexed, so you can find the invoice by its number rather than by where somebody filed it.

Watch out Scans uploaded before text extraction was switched on are not searchable until they are re-extracted.

Worth knowing If a scan does not come back, it was uploaded before text extraction was enabled — re-extract it from the document itself.

4See what changed lately #

Where Documents » Recent

1. Open Recent.

You should see The fastest way back to the thing you were working on yesterday.

5Approve or reject a version waiting for review #

Where Documents » Review queue

1. Open Documents, then Review queue.
2. Open a file from the list and go to its Review tab.
3. Press Approve, or write a comment and press Reject.

You should see Until a version is approved, people who only read the file cannot open it; once you approve, they see that version.

Watch out A rejection needs a comment — it is what the sender reads to fix the file.

Worth knowing You cannot decide a version you sent yourself — somebody else has to.

6Ask an outside party for a document #

Where Documents » Requested documents » Request a document

1. Open Requested documents.
2. Press Request a document.
3. Fill what you need, who to ask, the workspace and the due date; press Create the request.

You should see The request waits in the list until the file arrives; an overdue one moves to the Overdue chip.

Worth knowing The person you ask needs no account — the link lets them upload that one document and nothing else.

7See what is about to expire, and renew it #

Where Documents » Expiring soon

1. Open Expiring soon.
2. Click a tile: Expired, 7, 30 or 90 days.
3. Press Renew on a row and give the new file and its new date.

You should see Trade licences, insurance policies and ID copies stop expiring unnoticed.

Watch out Renew keeps the old copy as an earlier version.

Worth knowing A document shows here when its document type has a date field named Expiry date and that date is filled in.

8Lock a file as a record #

Where Documents » a document » Declare as record

1. Open the document.
2. Press Declare as record.
3. Choose the type, an end date if any, a reason; press Declare as record.

You should see While it is a record the file cannot be renamed, moved, archived, edited or put back to an older version.

Watch out A regulatory record can never be unlocked — choose it only when the law says the file must not change.

9Send a PDF for signature #

Where Documents » a document » Signatures » Send for signature

1. Open a PDF.
2. Open the Signatures tab.
3. Press Send for signature, add the signers, press Send.

You should see Each signer gets a private link and needs no account; every signature is logged with the time and the address it came from.

Worth knowing Only a PDF can be signed — export a Word file as PDF first.

10Share a file by a protected link #

Where Documents » a document » Sharing » Create link

1. Open a document you manage.
2. Open the Sharing tab.
3. Under Public links press Create link, choose the limits, press Create link.

You should see The link stops working on its end date; with a code, five wrong tries lock it for 15 minutes.

Watch out Copy the link when it is shown — it cannot be read back later; revoke it and create a new one instead.

Worth knowing Only a person with Manage access to the document creates its links; anybody else is told whom to ask.

11See what the person you asked sees #

Where The upload link of a request — opened without an account

1. Open the request's upload link in a private window, as the person you asked would.

You should see The page carries your company's name (and logo, when set), what you asked for, who asked and when, the due date and how long the link works; further down, a short note on how the file is kept: the link is for them alone and takes one file.

Watch out The link works once: after the file is sent, or on its end date, it stops working.

Worth knowing A link opens only on your own company's address. When your company has virus checking on, the page also says every file is checked, and a file that fails the check is refused and nothing is kept.

12Open a document straight from the search results #

Where Documents » Search » a result

1. Open Search.
2. Type a word from inside the document.
3. Click a result.

You should see The document opens on its own page, with its Versions and Sharing tabs; ‹ › walks the other results.