Online Document Management Software

Transcription

1 Online Document Management Software We recommend using BOX.NET for this purpose. What is box.net used for in our process: 1. For the client to scan, store, retrieve the documents that needs to be processed by us for bookkeeping/accounting purposes. 2. Client can create an independent folder for their individual clients and scan documents relating to that particular client into that folder. 3. Client can upload a single document or a bunch of documents as zip file to their desired client folder. 4. Client can set up collaborations (or specific parties/people) whom they wish to have access to the files and folders with permission levels. 5. Client can send alerts to all parties for every upload. 6. Client can comment on a particular folder/file/document and send necessary messages/instructions for a particular folder/file/document with an alert. 7. Client can upload backup pastel files. 8. TIL can upload any queries they have for a particular document/file/folder. 9. TIL can upload final pastel backup files after processing. How it works: Go to To log in:

2 Enter the username and password provided to you to log in. Creating a folder and uploading files To upload a document/file/folder the first thing to do is to create the desired folder Folder should be created with 1. Name of the folder, usually with the name of the desired client 2. Collaboration rights to all the parties whom you wish to give access to this particular folder This can be done by 1. Clicking on create a new folder which can be seen on the front screen 2. Then give the name of the folder

3 3. Select who can access this folder 4. Give the names and id s of the people you wish to see the folder so an can be sent to them informing about the folder 5. Also select the access type 6. Click on OKAY and the folder is ready

4 All folders created are visible on the front screen under the tab all files You can share, edit, tag, comment, and delete every folder You can sort the folders as per name, date etc Uploading files to a particular folder Once a folder is created to upload files to that folder 1. Select the folder you wish to upload the files to 2. Click on Upload which can be seen on the screen 3. Click on Add files 4. Browse and select files from the desired folder in your PC 5. Click upload

5 You can upload as many files as you want to a particular folder. You can upload a single document or a bunch of documents scanned together or a zip file or a pastel backup file You can assign tasks to a particular file You can share a particular file You can comment on a particular file You can edit, update or tag a particular file in a folder All the files are visible on new to old file basis in a folder and can be selected and worked on individually

6 To download a file To download a particular file from a particular folder Click on the desired folder Click on the desired file/document Let the file/document open fully Select download tab on the front screen Select the desired path/folder you wish to download in your computer And save the file/document

7 To setup collaborators Collaborators are people you want to have access to the folders you have created and scanned the files To set them up, click on Collaborators on the front screen Select the folders to share with the collaborators Give the name and address of the collaborators Give the description, if any of the folders to the collaborators And click Invite.

8 Other features of boxnet.com Updates: By clicking on the updates tab one can see all the updates (recent to past) with regards to the user and the collaborators Any files updated Any comments posted Any tasks posted Any files moved or deleted etc All the information is stored here

9 Profile: By clicking on the tab Profile one can see The profile information of the user such as name, address, collaborates, description, phone numbers etc

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