Managing your documents

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You are here: Getting Started >Managing your documents

 
In Sohodox you can manage your documents using any of the following methods...

Folders
Tags
Document Types

You can also use a mix of the above methods.
 

Folders
This is the simplest and easiest way of managing your documents. You can create a folder hierarchy and then place the documents in the appropriate folders. You can also import your existing folder structure from Windows Explorer by dragging and dropping the folder structure onto a folder in Sohodox. The dropped folder, all it's sub-folders along with any files in them will get added to Sohodox.
 
The folder structure in Sohodox is stored inside a database and is therefore very fast. Viewing folder contents, moving documents between folders or moving folders themselves is very fast.

There are two types of folders:

Private Folders
Any folders and sub-folders a user creates under the Private Folders node are termed as that user's private folders. Each user has her own set of Private Folders which are not visible to any other user (except the superadmin). Any documents you add to a private folder are considered private documents. Private documents are not visible to other users (except the superadmin). Also you are set as the owner of any documents you add. An owner of a document can modify or delete that document.
 
You can change ownership of a document, by assigning the document to another user. In this case the document becomes the other user's private document and is no more visible to you.

Public Folders
You can make a document public by moving it from your private folder to a public folder.  Any folders and sub-folders a user creates under the Public Folders node are termed public folders. Public folders are visible to all users.  Any documents you add to a public folder are considered public documents. Public documents can be viewed and modified by any user. Public documents can only be deleted by the owner of the document (or by the superadmin).
 
Any public document that you own, can be made private again by moving it to any of your private folders.

Documents you directly add to the All Documents node, a Tag node or a Document Type node are considered your private documents

Tags
Tags are keywords that can be attached to documents. You can attach multiple tags to each document. Tagging is a quick way of indexing your documents. Documents can be searched, sorted or grouped based on their tags.

Sohodox supports Dropbox integration through a pre-configured Dropbox tag. You can configure Sohodox to automatically sync all documents that have been assigned this tag with the Dropbox folder on your machine. Once synced, Dropbox on your machine will automatically sync those documents to your Dropbox account online as soon as the machine connects to the Internet.

In a lot of situations you will find just using the combination of Folders and Tags to be a very powerful way to manage your documents.

Document Types
Document Types allows you to use a more structured approach to manage your documents. Using Document Types, you can store specific indexing information with each document (for e.g. store Invoice Number, Invoice Date, Invoice Amount with each stored Invoice and store Sender Name, Date with each stored Letter).

The main advantage of this approach is that detailed information about each type of added document can be captured by creating very specific data fields. Doing this also increases the number of ways you can look for documents.
 
Sohodox ships with a few Document Types built-in such as Invoices, Checks etc.. ready for your use. If required you can easily modify these Documents Types by adding additional indexing fields or removing any existing indexing field. You can also delete any of these Document Types if you do not intend to use them. You can also create entirely new set of Document Types more suited to the type of documents you wish to manage.

Linking Documents
Another way to organize documents is to link them to each other. You can link any document to multiple other documents. All links are two way - so if you link link a check to an invoice, when you open the invoice you will see the link to the check and when you open the check you will see the link to the invoice.
 

Bulk Import
You can use the Import data feature to quickly import all the required documents into the DB from CSV files. For more info see, Import data from a CSV file

For any help regarding this, contact us at [email protected] with your requirements. We will be glad to help you choose the right approach.

 


Page URL: http://www.sohodox.com/docs/help/index.htm?managing_your_documents.htm