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Organizing Documents

This guide covers how to organize your documents using folders, tags, document types, and record linking.

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Document Organization Methods

The Vault provides multiple ways to organize documents:

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Document Types

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Available Types

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Setting Document Type

For a single document:

1. Click on the document to open details
2. Click Edit Details
3. Select type from the dropdown
4. Click Save

For multiple documents:

1. Select documents using checkboxes
2. Click Set Type in the toolbar
3. Choose the type to apply
4. Confirm the change

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Filtering by Type

Use type filters to find documents quickly:

1. Go to Vault
2. Click the Type filter
3. Select one or more types
4. View filtered results

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Using Tags

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What Are Tags?

Tags are flexible labels you apply to documents for custom organization. Unlike types, you can apply multiple tags to a single document.

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Adding Tags

To add tags to a document:

1. Open document details
2. Find the Tags field
3. Type a tag name
4. Press Enter or select from suggestions
5. Repeat for additional tags
6. Click Save

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Tag Suggestions

When typing a tag:

• Existing tags appear as suggestions
• Select a suggestion for consistency
• Create new tags by typing and pressing Enter

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Bulk Tagging

Apply tags to multiple documents:

1. Select documents using checkboxes
2. Click Add Tags in the toolbar
3. Enter or select tags to add
4. Confirm the change

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Recommended Tag Categories

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Filtering by Tags

Find documents with specific tags:

1. Go to Vault
2. Click the Tags filter
3. Select one or more tags
4. View matching documents

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Linking to Records

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Why Link Documents?

Linking documents to records (customers, jobs, assets) provides:

• Context for the document
• Easy access from related records
• Automatic organization by relationship
• Complete record documentation

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Linking to a Customer

1. Open document details
2. Click Link to Record
3. Select Customer
4. Search for the customer
5. Select from results
6. Click Save

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Linking to a Job

1. Open document details
2. Click Link to Record
3. Select Job
4. Search by job number or title
5. Select the job
6. Click Save

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Linking to an Asset

1. Open document details
2. Click Link to Record
3. Select Asset
4. Search by asset name or ID
5. Select the asset
6. Click Save

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Linking to a Location

1. Open document details
2. Click Link to Record
3. Select Location
4. Search by address or name
5. Select the location
6. Click Save

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Viewing Linked Documents

From any record:

1. Open the record (customer, job, etc.)
2. Go to the Documents tab
3. See all linked documents
4. Click to open any document

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Multiple Links

A single document can link to multiple records:

• One customer AND one job
• Multiple jobs if relevant
• Any combination of record types

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Naming Conventions

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Benefits of Consistent Naming

• Easier to find in lists
• Clear document identification
• Better search results
• Professional appearance

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Recommended Naming Patterns

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Renaming Documents

1. Open document details
2. Click Edit Details
3. Update the document name
4. Click Save

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Bulk Organization

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Selecting Multiple Documents

Use checkboxes to select:

• Click individual checkboxes
• Click Select All for current view
• Hold Shift + click for range selection

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Bulk Actions

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Organization Best Practices

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Getting Started

• Define your document types before uploading
• Create a standard set of tags for your team
• Establish naming conventions early
• Document your organization system

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Maintaining Organization

• Apply types and tags during upload
• Link documents to records immediately
• Review and clean up regularly
• Remove outdated or duplicate files

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Team Consistency

• Share your organization standards with the team
• Use existing tags before creating new ones
• Follow established naming conventions
• Review organization periodically

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Troubleshooting

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Tag Not Appearing

1. Refresh the page
2. Check spelling and case
3. Verify the tag was saved
4. Try removing and re-adding

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Wrong Document Type

1. Open document details
2. Click Edit Details
3. Select the correct type
4. Save changes

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Link Not Working

1. Verify the record exists
2. Check you have access to that record
3. Try searching with different terms
4. Ensure the link was saved

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Duplicate Documents

To find and remove duplicates:

1. Search by filename
2. Compare upload dates
3. Verify contents match
4. Delete the duplicate

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