Blog
Practical articles on corporate file management: document collection, storage, search, and tracking.
Document CollectionHow are missing documents tracked? Viewing missing items in personnel and customer files
Missing document tracking is done by converting required documents for each file type into a checklist and comparing them with documents in the folder. When the list stays with the folder, it is visible at a glance which staff member, which customer's file is missing what; missing items can also be requested directly from the other party, eliminating the need for a separate table.
7 min read
Document CollectionHow to collect files from customers? Requesting documents without creating an account
The most organised way to collect documents from customers or suppliers is to send a time-limited upload link for the folder where the documents will go. The other party uploads their file without creating an account, cannot see the contents of the folder; each incoming file lands in the correct place with sender information, eliminating the need to chase email attachments.
7 min read
Tracking and remindersHow are contract end dates tracked?
Contract end dates, termination notices and payment deadlines do not slip away if the date is linked to the document itself and the responsible person is reminded in time. Dates kept in a separate table are disconnected from the document and forgotten; however, a date that stays with the document, enters the calendar and sends a notification to the responsible person remains as visible as the task itself.
6 min read
Search and AIHow to search text in a scanned PDF? How does content search work?
To search within a scanned PDF, the text in the page image must first be converted to text, i.e., optical character recognition (OCR) is required. The converted document is found by any word it contains, regardless of its name; the search result shows the sentence containing the word, allowing you to identify the correct document without opening it.
6 min read
Retention and complianceWhat is a legal hold lock? How are documents that must not be deleted protected?
The legal hold lock is a protection that prevents the deletion, relocation, or alteration of relevant documents during a lawsuit, audit, or official investigation. From the moment it is applied until it is removed, it overrides normal retention and cleanup rules; it records who locked the document and why, and the lock is consciously removed once the process ends.
7 min read
Search and AI
Document Collection
- Document Collection
How are missing documents tracked? Viewing missing items in personnel and customer files
Missing document tracking is done by converting required documents for each file type into a checklist and comparing them with documents in the folder. When the list stays with the folder, it is visible at a glance which staff member, which customer's file is missing what; missing items can also be requested directly from the other party, eliminating the need for a separate table.
7 min read - Document Collection
How to collect files from customers? Requesting documents without creating an account
The most organised way to collect documents from customers or suppliers is to send a time-limited upload link for the folder where the documents will go. The other party uploads their file without creating an account, cannot see the contents of the folder; each incoming file lands in the correct place with sender information, eliminating the need to chase email attachments.
7 min read
Audit
External sharing
Customer file
- Document Collection
How are missing documents tracked? Viewing missing items in personnel and customer files
Missing document tracking is done by converting required documents for each file type into a checklist and comparing them with documents in the folder. When the list stays with the folder, it is visible at a glance which staff member, which customer's file is missing what; missing items can also be requested directly from the other party, eliminating the need for a separate table.
7 min read - Document Collection
How to collect files from customers? Requesting documents without creating an account
The most organised way to collect documents from customers or suppliers is to send a time-limited upload link for the folder where the documents will go. The other party uploads their file without creating an account, cannot see the contents of the folder; each incoming file lands in the correct place with sender information, eliminating the need to chase email attachments.
7 min read