We are happy to introduce some more Smartness to “ShareDocs Enterpriser”
What exactly are Document Sets in ShareDocs Enterpriser ?
Document Sets are Virtual Folders. It’s a group of related documents created in one step & then can be managed as a single entity. When a document set is added to the DMS, users can attach unlimited new documents to that document set. But currently there was a small problem. For example, when you create a document set, you have to manually link documents.
To solve this, smartness is added to this functionality. Some common/unique or Global fields can be used to create document sets. When we fill up information in a document set, we will use a common or global field; and this smart functionality will automatically link all documents with that particular common or global field data from defined metadata. These documents will be shown in that individual document set record.
To explain this, let us see some examples.
Example for HR – Suppose, you have created Metadata for Job Offer Letter, Appointment Letter, Confirmation Letter, Increment Letter, Promotion Letter etc. with a common/unique or global field “Employee Code” in every metadata. When you will start entering information in a document set, as soon as you insert employee code with other information, all documents with that particular employee code will be automatically linked & can be seen in that individual document set record.
Example for Projects – While working on projects, people rarely create individual documents. Instead, most of the times, a set of multiple related documents is created. These documents are created in phases or simultaneously by one or more people in the project; the file formats may be different e.g. word documents, excel files, JPG images etc. Now these documents has to be linked in some or the other way. Here our smart functionality comes handy. With a unique number for each project, all related documents will be automatically linked & can be seen in that document set record.
Example for Purchase Department – Normally your process will be as below:
You have an enquiry for some material from XYZ client. Now you will ask for quotations from 3 vendors, A, B & C. After comparing quotations, you will give your best quote to the client. Client will give PO. You will send PO to your vendor, purchase that material & send it to your client with a Sales bill. Now in this process, various documents are involved. Incoming, Outgoing Quotations &purchase orders, Purchase Bill, Sales Bill, Delivery Challans. You have many clients. So when you create document sets, you will have some unique fields for your help. E.g. Client name/Purchase Bill No. /Sales bill No. etc. With the help of these fields, all related documents will be automatically linked & seen in that document set record.
This functionality has many advantages.
In a single glance, you will come to know which documents are missing.
You don’t have to manually link documents.
It is time saving.
It will help you for compliance