We've given our “Documents” section a mega upgrade that's going to make you even more efficient. Read more below!
Why “Files?”
Files isn't just about storing files; it's about enabling you to seamlessly organize, categorize, search and collaborate. Besides still letting you know when a file expires and letting you manage all your files from one place, there are now some new things that are going to make your life easier. Here's what you can expect:
- We added Labels for efficient organization: Whether it's manuals or inspection reports, labeling your documents simplifies reporting.
- Multiselection and Bulk Actions: Update multiple documents in an instant with multiselection and bulk actions. No more time-consuming, one-by-one edits - streamline your tasks for maximum productivity.
- Personalize your views: Customize your view to focus on the data that matters most to you. Save your preferences for easy access so you're always working with the insights you need.
- All types of files: whether Gifs, videos, PDFs,... all types of files can be loaded.
- New Filters: Experience smoother navigation with our updated filters, designed to quickly find the right Files.
- Enhanced Mobile and Tablet Experience: Take your document management on the go with improved mobile and tablet compatibility. Access, edit and collaborate wherever you are, with ease.
Get started with Files today! Ready to revolutionize your experience with files? Dive into “Files” now and discover a world of efficiency, organization and collaboration at your fingertips. We'll help you get started below:
Step 1: retrieve your “Files”
From now on, your files can be found in the main menu; at the top of your screen. Click on “Files” to go to the overview.
Step 2: add files
You can add your files in bulk or one at a time. You can also choose to select or drag and drop your files.
- To add your files, click “Add files” at the top right.
- Click “click to upload” to select files or drag and drop your files into the window,
- All file types can be uploaded.
- Click on “upload files”.
- Click on “Done”.
- Your files are now uploaded. You can now add different properties (see step 3).
Step 3: Add different properties
You can now add different properties to your files. This will help you work even more efficiently. What you can add:
- An expiration date: the date your document expires. Think for example of the expiration date of an electricity certificate
- A notification date: on this date we will notify you. This means that an issue will appear on the task list notifying you that the document is about to expire.
- File visibility: do you want this document not to be visible when people scan the QR code associated with the location or asset you set? Then set the visibility to “private.” Do you want it to be visible? Then set the visibility to “Public.”
- Which location or asset the file should be linked to: is the file linked to a specific location or asset?
- Labels: here you can add (self-selected) labels, think “manual” or “certificate”. You can use this yourself to organize your files even better.
See it in action below:
- Here we make the document publicly visible AND add a label (“manual”)
b. We add an expiration and notification date in the following example:
Step 4: Perform bulk actions.
In addition to bulk uploading files, you can now update files in bulk. Want to update properties (from step 2) for multiple files? You can do this in a few clicks:
- Select the files you want to adjust the (same) properties of,
- Click on “actions”: a new window appears on the right side of your screen,
- Choose here which actions you want to take:
- Update “linked to”,
- Change the expiration date,
- Once you have an expiration date, you can also change the notification date,
- Change the visibility
- Change the labels
See it in action here:
Step 5: Using filters
Find the right files quickly by using filters. You do this as follows:
- Click on “Filters” in the upper right corner. A new window will appear along the right side.
- Select a property you want to filter on:
- Linked to,
- Due Date
- Notification Date
- Visibility
- Labels
- Once you have selected a property, the screen will close and you will see all the files that match that property.
- If you want to set up multiple filters, click back on “Filters” in the upper right corner and repeat the steps.
See it in action:
Step 6: Creating a view
You can create - as with your task overview - a predefined view. This will help you quickly see the right files that matter to you. You do this as follows:
- Work with the filters from the previous step,
- When the filters are set, click on “Create view”,
- Name the view and click “Save.”
- Your personalized view now appears on the left side of the screen. If you click on it, you can also see what properties it filters by:
