Managing Your Documents

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In Globodox you can manage your documents using any of the following methods:
 

Folders
Tags
Document Types
Stack 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 Globodox. The dropped folder and all its sub-folders, along with any files in them, will get added to Globodox.
 
The folder structure in Globodox is stored inside a database and is therefore very fast. Viewing folder contents, moving documents between folders or moving folders themselves is very fast.
 

Globodox folders can be secured. Each user can have their set of private folders and any folder can be shared to make it accessible to other users.
 

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.
 

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 example:
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.
 
Globodox ships with a few Document Types built-in such as Invoices, Checks etc. ready for your use. If required, you can easily add additional indexing fields or remove 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 an entirely new set of Document Types more suited to the type of documents you wish to manage.
 

Stack Types
Sometimes there is need to group related documents together. For example, you may be managing documents for multiple projects and might want to quickly access all documents for a particular project. There are several ways to do this in Globodox...
 

You could create a folder for each project and put all documents in their respective project folders.
You could tag each document with the project name.
You could create a field called Project Name in each Document Type you use.

 
All the above three methods above will help you quickly locate documents by project name. But what if you wanted to also store additional information about each project, such as Project Start Date, Project Manager, Project Type etc.? In that case, the above three methods would not work well. Stack Types are meant to handle such situations.
 
For the above example, you could create a Stack Type called Projects with indexing fields such as Project Name, Project Start Date, Project Manager, Project Type etc.Now for each project you can create a new stack of the type Projects and add each project's documents to its stack. Note that each document added to a stack can still have its own Document Type, its own set of tags and can even reside in a folder. You can define as many Stack Types as you want.
 

Other possible applications for Stack Types are:

Law firms can create a Stack Type called Cases with indexing fields such as Case Number, Case Title, Client Name etc. Each Case stack would contain documents related to that case.
Healthcare firms can create a Stack Type called Patients with indexing fields such as Patient Name, Date of Birth, Gender etc. Each Patient stack would contain documents related to the patient (e.g. X-Rays, Lab Reports, Prescriptions etc.).
An organization's human resource department can create a Stack type called Employees with indexing fields such as Employee Name, Designation, Department etc.Each Employee stack would contain documents related to the employee (e.g. Photograph, Resume, Certifications etc.).

 
You can also use Stack Types if a group of documents must share the same indexing information. You can also use Stack Types if you just need to store some data without wanting to related any documents to this data.

 
Linking Documents and Stacks
Another way to organize documents is to link them to each other. You can link any document to multiple other documents. You can link a stack of any type to multiple stacks of any other type. You can also link a document to multiple stacks of any type. All links are two way - so if you 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.
 
Linking a document to a stack is different from relating a document to a stack. The former is a loose link while the latter is a much stronger link. When you delete a stack, Globodox can simultaneously delete all documents in that stack (i.e. all documents related to that stack). But any linked documents or stacks will not be touched.
 

Bulk Import
You can use the Import data feature to quickly import all the required documents and stacks into the DB from CSV files. Each row of the CSV file would become a new stack in the DB. 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.

 


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