Document Management System Software Demo / Tutorial / Overview FOLDERIT

Summary

Folderit is a user-friendly document management system offering simplicity with robust features. It allows users to create and customize folders, upload files with drag-and-drop ease, and generate previews without downloading. The system supports file versioning, linking, and metadata customization, with a detailed audit log for tracking actions. Folderit also provides file locking, approval workflows, and reminders for efficient document handling. Sharing options are flexible, with various access levels, and retention automation ensures compliance with data retention policies. Administrators have user management tools, including password policies and recycle bin access, while the system supports multi-business sub-accounts for larger organizations. Advanced search capabilities and customizable notifications round out the feature set.

Takeaways

• 😀 Folderit is a user-friendly document management system with a clean and simple interface that belies its powerful capabilities.
• 📁 The system features main sections on the left side, which are the highest level folders and can be customized, removed, or renamed as needed.
• 🔍 Users can create a personalized folder structure within these main sections, and have multiple options to add files, including upload and drag-and-drop.
• 👀 Files can be previewed without downloading through a magnifying glass icon, and actions such as printing, downloading, and text copying are supported.
• 📂 Folderit allows for the uploading of folders and the creation of new office files, with editing possible if an Office 365 subscription is available.
• 🗂️ The system supports importing large folder and file structures, with options to compress and decompress archives as needed.
• 📊 Customization of the list view is possible through the 'columns' button, allowing users to rearrange and add new columns to display information such as document ID and file size.
• 🔗 An audit log is available that records every action taken with a file, and metadata can be filled in and customized, with fields being fully searchable.
• 🔗 Users can connect files with each other by using document IDs, creating a relationship between different documents for easier reference.
• 🔄 Versioning is supported, with the ability to upload new versions of a file and manage previous versions through download, delete, or restore options.
• 🔒 Files can be locked for editing by one user at a time to prevent simultaneous changes, with automatic unlocking after a set period or manual intervention.
• 🔓 Powerful sharing capabilities allow for access to be given to specific files, folders, main sections, or the entire account, with different access levels and the option for expiration.

Q & A

What is Folderit and how is it described in the script?

Folderit is described as the most user-friendly document management system in the world. It is noted for its clean and simple interface, yet it is also highlighted as being powerful despite its simplicity.

What are the main sections in Folderit and what are their roles?

The main sections in Folderit are the highest level folders. They are pre-made and empty, allowing users to remove, rename, or create new sections as needed. Two of the first ones are special and are covered later in the script, indicating they have unique features or functions.

How can users add files to Folderit?

Users can add files to Folderit by clicking on the upload button and choosing a file, or by dragging and dropping files from their file browser into Folderit. Additionally, files can be imported from Office 365 if a subscription is available, and zip files can be uploaded and unzipped within the system.

What is the significance of the magnifying glass icon on a file in Folderit?

The magnifying glass icon indicates that a preview of the file has been generated. This allows users to view the content of the file without having to download it, providing a convenient way to inspect documents within the system.

How can users customize the display of files in Folderit?

Users can customize the display of files in Folderit by using the 'columns' button on the toolbar. They can rearrange existing columns, add new ones such as document ID and file size, and even display custom metadata fields if they have created any.

What is the purpose of the audit log feature in Folderit?

The audit log feature in Folderit records every action performed with a file, such as adding, previewing, or downloading. It provides timestamps and details of the actions, helping to track the history and usage of documents within the system.

How can users fill in and modify metadata fields in Folderit?

Users can fill in and modify metadata fields by clicking on the 'modify' button. This allows them to input information into empty metadata fields, add tags, and even include links in the notes field, making the documents more organized and searchable.

What is the process for connecting a file with another file in Folderit?

To connect a file with another in Folderit, users can copy the document ID of one file and paste it into the 'related files' section of another file during the modification process. This creates a link between the two documents, allowing for easier navigation and association.

How does the versioning feature work in Folderit?

The versioning feature allows users to upload new versions of a file. They can click on 'upload new version', select the new file, and it will be added to the existing file's version history. Users can download, delete, or restore previous versions as needed.

What are the different access levels when sharing files or folders in Folderit?

There are three access levels when sharing files or folders in Folderit: viewer, which allows users to only preview the document; commenter, which allows users to print and download the file but not make changes; and editor, which grants full access to make changes to the file, upload new versions, and more.

What is the retention automation feature in Folderit and how is it used?

Retention automation in Folderit is used to retain documents in a folder for a specified amount of time. Once activated, users can set a duration for which the documents need to be retained before they are sent to the recycle bin or deleted permanently.

What administrative tools are available in Folderit for account administrators?

Administrative tools available in Folderit for account administrators include user management for adding and removing users, managing user groups, access to the recycle bin for restoring or deleting files, account sharing for granting access to the whole account, and an audit log for tracking all user actions.

How does Folderit support multiple business sub-accounts?

Folderit supports multiple business sub-accounts by allowing the creation of separate accounts for different branches or companies within a group. Each sub-account can have different main sections, content, and teams, all managed by a single account owner.

What is the inbox feature in Folderit and how can it be used?

The inbox feature in Folderit allows users to add files to a folder by sending an email with an attachment to a specific email address generated based on the company name. The inbox can receive files and users can then manage these files by dragging and dropping or modifying their location within the system.

How can users customize their experience in Folderit?

Users can customize their experience in Folderit by changing their language and time zone settings independently. This allows for a personalized interface that caters to individual preferences.

What notification options are available in Folderit for staying informed about system events?

Folderit offers several notification options, including instant notifications for specific events, grouped notifications that can be sent at specified intervals (e.g., weekly), and the ability to choose a different email address for notifications other than the main business email.

How can Folderit be integrated with other software through its API?

Folderit's API allows for integration with other software, which can be utilized by developers or a company's technical team to connect Folderit with other systems as needed for automation or data exchange.

Outlines

00:00

📂 Overview of Folderit's Document Management System

This paragraph introduces Folderit as a user-friendly document management system with a clean and simple interface that belies its powerful capabilities. The main sections or highest level folders are pre-made and customizable. Users can create new sections, remove unnecessary ones, and rename existing ones. The system allows for creating a folder structure within these main sections. There are special features for uploading files and folders, including drag-and-drop functionality and the ability to upload new office files with an Office 365 subscription. Files can be previewed without downloading, and actions such as printing and downloading are available directly from the preview. Additionally, users can unzip files directly within the system.

05:04

🔍 Customizing Views and Auditing File Actions

The second paragraph delves into how users can customize their views by adding and rearranging columns, such as document ID and file size, and even custom metadata fields. It also explains the detail view, which provides more in-depth information about files, including an audit log that records every action performed on a file. Users can fill in metadata fields, create links, and connect files to establish relationships between them. The paragraph also covers file versioning, allowing users to upload new versions and manage previous ones, and the ability to lock files for exclusive editing to prevent simultaneous modifications.

10:06

📝 File Approval Workflows and Automation

This section introduces the file approval workflow feature, which allows for document approval through either parallel or serial modes. It explains how users can start an approval workflow, receive email invitations, and approve or reject documents. The paragraph also covers the setup of automated approval workflows for folders, which can be useful for managing multiple invoices or similar documents. The automation triggers approval processes for any files uploaded to the designated folder, streamlining the approval of large numbers of documents.

15:08

🗂️ Advanced File Management Features

The fourth paragraph highlights advanced file management features such as setting up reminders for files, sharing files and folders with various access levels, and using public links for wider access. It also discusses retention automation, which allows files to be retained for a specified period before being moved to the recycle bin or deleted permanently. The paragraph explains how to set up and manage these features, providing a comprehensive overview of the system's capabilities for maintaining file integrity and accessibility over time.

20:09

👥 Administrator Tools and User Management

This paragraph focuses on the administrative tools available in Folderit, which are accessible only to account administrators. It covers user management, including adding new users, setting password policies, and managing user groups. The administrator can also manage access to the recycle bin, oversee account sharing, and review an access overview to see who has access to what within the system. The paragraph also touches on the audit log, which logs every user action, and the search function, which is a powerful tool for finding files and folders based on various criteria.

25:11

🔧 System Settings and Account Management

The sixth paragraph discusses system settings and account management features. It explains how users can change their language and time zone preferences independently and how administrators can manage plans and notifications. The paragraph also covers how to set up email notifications for various system events and the use of APIs for integration with other software. Additionally, it mentions the support for multiple business sub-accounts, allowing for separate management of different branches or teams within a company.

30:13

📬 Inbox Management and Downloading Files

The final paragraph provides an overview of the inbox feature, which allows files to be added to the system by sending an email with attachments to a unique inbox address. It explains how received files can be managed, including the ability to modify and relocate them within the system. The paragraph also mentions the option to download all files and folders as a structured zip file and touches on the personalization options available under user profiles, such as changing the language and time zone.

Keywords

💡Document Management System

A document management system (DMS) is a software application used to store, manage, and track electronic documents and images of paper-based information captured through the use of a document scanner. In the video, 'Folderit' is presented as a user-friendly DMS that allows for the organization of documents in a clean and simple interface, yet it is powerful enough to handle complex file structures and various functionalities.

💡Main Sections

In the context of the video, 'main sections' refer to the highest level folders within the Folderit system. These are pre-made and serve as the foundational structure for organizing documents. The script mentions that these sections can be customized by removing unnecessary ones, renaming them, or creating new sections, which is crucial for tailoring the document management to the user's specific needs.

💡Upload

The term 'upload' in the video script refers to the process of transferring files from a local system to a remote system, such as the Folderit platform. The script describes multiple methods for uploading, including using an upload button to select files or dragging and dropping files directly into the system, which are fundamental actions for adding content to the document management system.

💡Preview

'Preview' in the video script indicates the ability to view the contents of a file without downloading it to one's local system. The script explains that once a file is uploaded, a magnifying glass icon appears, signifying that a preview has been generated. This feature allows users to quickly assess the content of a document, print it, or download it if necessary, enhancing the efficiency of document handling.

💡Metadata

Metadata in the video script refers to data that provides information about other data. In the context of Folderit, metadata includes details such as document ID, file size, and custom metadata fields that users can create and fill in. The script highlights that metadata is fully searchable and can be used to enhance the discoverability and organization of documents within the system.

💡Approval Workflow

An 'approval workflow' is a process within the video script that involves sending documents for review and approval from designated individuals. The script describes how users can initiate an approval workflow for a document or set up automated approval workflows for entire folders. This feature is essential for ensuring that documents meet the necessary standards and are approved by the right people before they are finalized.

💡Retention Automation

'Retention automation' in the video script refers to a feature that allows users to set specific durations for which documents need to be retained. The script explains that users can activate this feature for folders and subfolders, setting a time period after which the documents are either moved to the recycle bin or deleted permanently, which is important for compliance with data retention policies.

💡User Management

In the video script, 'user management' pertains to the administrative tools available for managing user accounts within the Folderit system. This includes adding new users, assigning roles, and setting password policies. The script mentions that administrators can use these tools to control access and ensure that only authorized individuals have the appropriate permissions within the system.

💡Sharing

The term 'sharing' in the video script involves giving other users or groups access to specific files, folders, or even the entire account. The script outlines different levels of access, such as viewer, printer, and editor, and explains how users can share resources, set expiration dates for access, and even create public links for external sharing, which is crucial for collaboration and data dissemination.

💡Audit Log

An 'audit log' is a record-keeping feature mentioned in the video script that tracks every action performed by users within the Folderit system. The script describes how the audit log captures timestamps and details of actions such as file uploads, downloads, and modifications, providing a transparent trail of document interactions and changes.

💡Recycle Bin

'Recycle Bin' in the video script is a digital container where deleted files are initially moved to before being permanently deleted. The script explains that administrators have access to the recycle bin, where they can restore or permanently delete files, providing an additional layer of control and safety against accidental data loss.

💡API

The term 'API' stands for Application Programming Interface and in the video script, it refers to a set of rules and protocols for building software applications. The script mentions that Folderit offers an API that allows for integration with other software, enabling the system to be customized and extended to meet specific business needs and workflows.

Highlights

Folderit is a user-friendly document management system with a clean and simple interface that is deceptively powerful.

The main sections on the left side are the highest level folders in Folderit, which are pre-made and customizable.

Users can create a folder structure within the main sections, upload files, and even drag and drop files into the system.

Files in Folderit can be previewed without downloading, and users can print, download, or copy text from the preview.

Folders and Office 365 files can be uploaded directly within Folderit, and ZIP files can be automatically unzipped.

The system allows importing large folder and file structures and reorganizing them within the platform.

Users can customize the list view by adding and rearranging columns such as document ID and file size.

The detail view provides more information about a file, including an audit log that records every action performed on the file.

Metadata fields can be customized and filled in, and the system allows linking to external materials through the notes field.

Files can be connected with other files using unique document IDs, creating a relationship between them.

Versioning allows users to upload new versions of a file and manage previous versions.

Files can be locked to prevent simultaneous editing, with an automatic unlock feature after a set period.

An approval workflow feature enables document approval processes, with options for parallel or serial approval modes.

Automation can be set up for entire folders, triggering approval workflows for all files within.

Reminders can be set for specific files, with the ability to edit or add new reminders.

Sharing capabilities allow users to grant access to files, folders, or entire sections with different permission levels.

Public links can be created for resources, allowing anyone with the link to access the content with optional expiration.

Retention automation helps manage document retention periods, ensuring files are retained or deleted as per policy.

Admin tools include user management, user groups, recycle bin access, and the ability to manage account sharing and access overview.

Folderit supports multiple business sub-accounts, allowing for separate management of different branches or companies.

An inbox feature allows users to add files to a folder by sending an email with an attachment to a generated email address.

Users can download a structured ZIP file of all their content, and individual preferences like language and time zone can be set.

Plans management, notifications, and API integrations are available for further customization and system management.

Transcripts

welcome to folderit the most

user-friendly document management system

in the world

and as you can see everything is very

clean and simple

but don't be fooled by this simplicity

folder it is plenty powerful

on the left side you have the main

sections they are the highest level

folders in folderit and they are

pre-made

all of them are empty but you are free

to remove the ones you don't need

rename the ones that you want to re

renamed

and you can also of course create new

sections

so they are the highest level folders

two of the first ones are a little bit

special

and i will cover that a bit later

right so under each of those

highest level folders main sections you

can of course create your own folder

structure

you can create folders and folders

inside folders obviously

there you go if you want to add files

you have several options one is that you

well click on the upload button choose a

file and upload it

the other option is to

open your file browser and just you know

drag and drop files in

there they go

okay now you can see that the first

file has already this little

magnifying glass icon on it it means

that the preview file is generated

so i don't have to download the file to

see its content i can click on the icon

and actually see this preview

you can also print from it you can

download the document from it

you can select you know copy text from

it

if you're allowed to

right so this is one way of importing

files

you can also upload folders so if you

click here you can upload a folder

you can create new office files

within folderit and edit them later if

you have

office 365 subscription

if you import a zip file

then the system asks you if you want to

unzip it

in folder it let's just upload it for a

moment

i go back to the list view

and from settings i can uncompress this

so let's uncompress the agr archive

there finished compressing

and here it is right so this way

you can import large folder and file

structures

and if you actually meant to upload it

to another place like

under human resources here then just

select it and drag it

to the right location now if i click on

human resources here it is

right so this is file importing

and now we're in the list view you have

a list of files here

and by default it displays name tags and

date columns

but you can actually customize it for

that there's a button on the

toolbar called columns if i click on it

i can rearrange and i can add new ones

like let's start displaying document id

as well let's also display file size

and if you create any custom metadata

fields then you can also display those

here

so let's save it and there you have it

document id and

size is nicely

displayed if i click on the file

i'm now in the detail view you can see

more details about the file

for example you have the audit log which

records every action

someone does with this file like my

account folder it

folderate.com has added this file

because

we uploaded it we have also previewed

the file

so it timestamps

and records every action if someone

downloads a file

let's download it

now i refresh the view you can see that

the file has been downloaded

at that time by this user

there are some empty metadata fields

here which you can fill in

for that click on modify button

there you are now you can fill in this

information here

every time i type comma

this new tag appears

and in the notes field i can also

add links

so let's save it so you can see that we

have now filled in this

metadata and you can see that the link

actually is clickable so if you want to

refer to any outside materials this is

one way to do it

let's go back to the metadata modify

view and you can see there are custom

metadata fields

so if you need your own metadata fields

to to be

displayed just click on the plus and

create it

okay let's save it and there it is

and all this metadata is fully

searchable

along with the content of the file

ok now if you want to connect

this file with another file

for example if there's a file under

human resources

hr archive under freelancers

no perhaps full-time employees okay we

have this contract one

and i want to connect it with the file

we were working on earlier

then i click on it i copy this document

id

then i go back to accounting 2020

the pdf document that we worked on i go

to modify

and here i paste this unique id

then i click add file and you can see

that

the contract one now appears here let's

save it

there it is related files so this

pdf document is related to another file

so when i click on it

it takes me to this file instead

right if you need to add new version of

a file

then click on upload new version

so if you click it you can then upload

the file

through this interface let's choose a

file like contract2 for example

and there it is now we have this other

versions

module here right at any time i can

download each

previous version or delete it or restore

it

as the actual version so if i click on

restore

instead the contract 2 that we just

uploaded as a new version

was put to archive

if you download the file and start

working on it and don't want anyone

else to work on the file at the same

time you can lock the file you can check

it out

so click on log file and as you can see

other editors will not be able to change

the metadata

or add new versions until the file is

unlocked

the file unlocks automatically after six

hours if you don't

unlock it first okay let's lock it and

now the other editors will see a

prominent

banner here that says that well another

user is currently

working on the file and it

unlocks automatically after x

amount of time okay let's unlock it

there's also approval workflow so if you

need this document

approved then you click on start

approval workflow

you can write in resolution is this

okay for example and choose between two

types of

approval parallel and serial and

parallel mode

everyone that you invite to approve this

document well they all

receive the invitation at the same time

and it doesn't matter

who approves or rejects first in serial

mode the certain order is

is very very important like

if i put

myself in here

then the system will send the invitation

to approve first

to me and only after i have decided

something

will the system send the approval

request

to another user

okay right so you can see

this indicates that i have already

received the email

invitation to approve and sean is

waiting he's

because i haven't approved the document

yet

and each of those other versions can be

separately approved so if

a document gets rejected then you can

upload a new version and start approval

workflow for that document

again

so this is a file level approval

workflow but you

if you actually need this to be more

automatic

then you can do this let's create

a folder here called invoices

right so let's say you want to approve

a bunch of invoices so let me

upload some invoices here

okay and there's a nice list of of

invoices now

then i just go here click on settings

and

approval right so this way i can set up

automation if i make it active add my

resolution

are they okay for payment

and again choose the type serial or

parallel type

let's only

add ourselves here for the moment you

can of course add

many people you can choose if this is

applied to subfolders as well

this automation and then you can create

it

okay the automation is now started in

the background

and you now see this folder icon which

has a

stamp on it and also it's highlighted in

blue

which means that if we go there you can

see that all those files have now been

sent for automated approval workflow

if i click on any of those i can always

click on view approval workflow and can

see

okay this is sent to approval

now if anyone uploads any file to this

folder

it is sent for automated approval as

well

okay let's go to invoices and you can

see

all of those files are now sent

now the people who need to approve they

will receive

email notification about it but they can

also see them

in system so if they click here

and on the file then this is this is how

the approval

view looks i can preview the file prior

to

approving it i can download it i can

give my comment

i think it's it's okay and i can approve

it

right

and now you can see that this file

has been approved if i if i click on it

you can also see it in audit log

what has happened to this file exactly

so this is automated approval workflows

let's now now locate our pdf document

again and let's see what else can you do

here

so we had metadata we had custom

metadata fields we had the way to

link files in system we had

versioning audit log of course

file checkout locking the file

approval workflow but also you can set

up reminders

so if you click on remind well you

obviously

can set up a reminder here

this is the time

okay so let's remind and now you can see

in the reminders list that we have one

reminder

for this file if i click on it i can

edit it but i can also add new reminder

so let's put one from from a week from

now

and send it to john

take action okay and remind

okay so now we do have two reminders

here

also you can of course download the file

you can delete the file

and you obviously can share

the file let me

show you sharing from here

you can share any resource in folder it

you can give access to a certain file

you can give access to

folder and its content you can

give access to them one of the main

sections or

your whole account everything that you

have and the logic

is the same on each level so if i want

to share this pdf document then i

click on the sharing icon here and now

i have some choices if i want to

share this file to a concrete person

then i can put in their username

i can choose between three access levels

the preview preview only means that the

user is not

able to download the document and they

can only see it

in system in the preview window so they

are unable to use the the print button

on in folder it they can't download the

file and they can't also select

text from the from the document

viewer can print the file can download

the file

but can't make any changes to the file

or the metadata

an editor can do everything with a file

with office integration they can also

make changes to the document they can

for sure upload new versions of the

document

and and do things like that

you can also activate expiration so john

can access the file as editor but only

until tomorrow

now if i click on share you can see that

john has now

access to the file

you can add more people from here as

well with different permissions like

viewer with no

expiration and you can share to a

whole group of users like if you have

defined some

groups accountants partners you know

whatever it is then you can share to a

whole group

at once you can also activate the public

link

so if you activate it this link appears

and now if you

copy it then everyone who knows this

link can access the resource

so like if you have some annual reports

or something that you want to make

public

on your website then you can upload them

to folder it and

and actually use this for for publishing

and storage and you can also set

expiration for public link

as well

now if i exit this model you can see in

the list view that this resource

has highlighted

sharing icon which means that the

resource is shared out

if you want to share a folder like this

september folder or perhaps

the 2020 folder then you just

click on the sharing icon here and again

the logic

is the same

now if i give john editor permission

for this whole folder then john can

actually

access all of it its content

and make changes to it editors can also

add files

and remove files if some

someone deletes something it will be

sent to recycle bin though

okay so now we have two resources shared

if i want to share one of the main

sections like human resources

then i click here share from here and i

can activate it

there is another automation that you can

set and this is

retention automation so

if you have some some files that you

need to retain for a certain

amount of time but no more

then you go here select them

folder and click on retention

now if you activate it you can choose

how

for how long the documents

in this folder and optionality

subfolders

is retained until it's either sent to

recycle bin

or deleted permanently

so this is actually counting

the page of the document

from the moment it was uploaded

okay so now we have this automation

if i want to i'll click on it

i applied it to subfolders as well right

and now i can go to columns and

choose retention end

to see for how long this document

is actually kept

let's choose retention into here as well

okay so

this is it now if you want to accept

some of the files from this exam

this automation then you click on it

you see a retention here it's moved to

recycle bin

in 2027 if you click on it you can make

it

inactive or activate some very specific

time for for that one

okay so if i go back to the list view

you can see that the retention end is

infinite in this files case and

it's a little bit less than seven years

for others a few minutes less actually

now let's see what the admin tools are

they are visible only for the

administrators

of the account and you can freely choose

who are your administrators

obviously the very first account that

your company has

is one of the managers administrators

so one of the tools is user management

right

so you can add users from here if you

need to add collaborators then you go to

manage users click on

add user and then you can add their

email address

their name and position in company

so let's create the user

and there it is in my team now now john

receives

an email invitation to join the team

and from there john can choose their own

password

his own password if john has

selected a password logged in then

this team section is the only resource

that your users can see by default

everything else needs to be shared to

them specifically

but the theme folder is shared with all

your team users

so john has automatic access to the

theme folder

if you have some password policies

of your company then you can enable

custom password policy and

set the minimum length of the password

and how many special characters

needs to include and how often

the password needs to be replaced

with with another one and so on so this

password policy tool is

available for for you to manage your

team's

password policies

now if your team member leaves the

company then you go to

manage users again click here and click

on remove

all access right so this will remove all

access from

from john the second thing here is

manage user groups

so you can create user groups obviously

like accountants for example okay so now

we have one group

accountants there are no users yet but

if i click on

add member and that shown here then john

is the first member

obviously you can add many many people

to your

user groups and then when you want to

share

like this accounting here then you can

choose

to share to accountants group as well

so give them editor permissions and

share

yeah let's do that okay

recycle bin this is only visible for

administrators so if someone deletes

something it will first be sent to

recycle bin

and then the administrator

has the ability to restore it

or delete it from the recycle bin and

recycle bin retains the data for

30 days if i click on more tools

there's a sharing here and why is this

sharing here

it's because it's account sharing this

is the highest level sharing i can share

my whole account

with someone well obviously i want to do

that

to share to to the company managers to

to the owners you know this is the

highest level and now

if i give someone like the whole

accountants group for

for some reason i give them editor

access then everyone in this group

will become administrator so

giving editor permissions on account

level

gives administrator

powers

next thing is access overview so you can

see

which people are accessing or have any

kind of access

to your foldering system also

which public links have been activated

we did this for

the pdf document i can turn it off from

here as well

and if you click on any of the people

here you can see what they can access

and because we haven't shared anything

to john yet

we can see that he only has access to

the theme

section

chain has access to the pdf document

and shown here has access to

those kind of resources

metadata this is the place that displays

all your custom metadata fields

so you can manage them edit

and delete them so if you have many many

folders and

and custom metadata fields here and

there then you

might lose track where something is

is exactly used so this lists them all

and then there's audit log which logs

every action of

every user so you can

refine the search by date range from

specific users

in your system let's see what like john

has done yesterday

and you can also choose the concrete

action like like all files deleted

it displays this but we haven't

deleted any files so no results there

but yeah all the all the previews

downloads deletions

files added are tracked and logged here

there's also a powerful search function

here of course

so if you want to search for something

you just

start typing like in this

case i was typing in and it already

gives me suggestions like invoices

or inbox so

if i press enter then i can

see more search results and and more

refinement tools for that

you can search from everything from file

name only

from folder name from metadata only from

file content

only and from nodes

if i click on advanced search then i can

also search from within date range

file extensions tags signers or use my

own metadata

in combination with other search

terms

let me choose another account and type

in

invoice again so you can see

that if i filter

to content search only click search

then it gives me results that are

actually not based on metadata or file

names like this case i click on it

you can see that nowhere there is is

written anything like invoice

but if i click here i can see that

invoice is actually

in the file content so this is how the

content

search works and it also works for

like png like image files so if i click

it this is not the text file this is a

screenshot

but since invoice is written here the

system will

understand it

what i did here is that i switched

accounts

thing is folder it actually supports

multiple business sub accounts

so if you're a group of businesses

then you can create an account for

each of your branch

companies

separately

so each of those have actually different

main sections different

content and different teams

okay so folder support

manage users no users here but if i go

to mandel industries

manage users you can see there are three

users here

so the teams are different but this is

all managed by

by one account owner who has access to

everything

so this is this is optional

to use those saab accounts

in the accounts view you can also see

the inbox address of each

and this is the inbox that you can see

here right

you can add files to this folder by

sending an email with an attachment

to the address which is generated based

on your

company name and if someone sends

an attachment to this email address then

this

is received by your inbox

like if i click on folder at white paper

here i can see who sent it

what was the email subject and what was

the content

so the inbox is quite capable of

receiving

files and then you can drag and drop and

change the location

you can click here and modify and

change the location from here as well so

many possibilities

and each of your saab account has a

different

email address for importing

if you want to want to download

everything you have all the files the

folders you just click here

it will ask you your password to be sure

and it will download a nicely structured

zip file of all your content

under your profile you can change your

language

and every user can do it independently

so

if some of your users actually prefer

another language then you can

let them choose something else also the

time zone

the default account so if you have

multiple accounts

this means that the one it takes you to

when you log in plans management

this is where you can choose the plans

you can upgrade

notifications well if you need to be

notified by some

events in the system via email

notification then this is where you can

set it up like if

someone adds a new file and you want to

immediately

know about it then you click on send

instantly

to receive instant notification or

maybe you never want to hear about it

because well

audit logs record every action anyway

so maybe let's set it to not sent if

someone updates a file

i don't want to hear about it if someone

deletes a file maybe i do want to hear

about it instantly

but there's a third option which is sent

grouped and this means

grouped email notification and you can

choose

how often this group is sent like like

every week

every monday at nine o'clock i want to

know

what has happened within a week about

those events

right so you can also

opt for the group notifications of

course approval workflow notifications

like response to approval request or

something

they are by default sent instantly and

you can choose another email address for

your notifications so it doesn't need to

be your main business

email even and then there's api so if

you

need some kind of integrations to be to

be done and you have some developers or

company who can take care of that or

turn to us

then then api will allow

to connect folder it with

other software

okay so i think this is um

this is it i hope you you enjoyed this

overview and if you have any questions

then we are very happy

if you contact us so take care

stay safe bye bye