Butterflai’s Document Library securely organizes all your business documents in one place. This guide explains how to upload, organize, and manage your documents effectively, utilizing both automated and custom organizational features.
Uploading Documents:
Access the Document Library:
Navigate to the "Documents" section from the main menu.
Click on "Upload Document."
Select Files:
Choose the files you want to upload from your device.
Confirm the selection to begin the upload process.
Automated Organization:
After upload, Butterflai automatically analyzes the context of each document.
Documents are organized into a folder structure and tagged based on their content.
Automated Tags and Folder Structure:
Contextual Tags:
Butterflai applies tags to each document based on its content and context.
Tags help in quickly locating documents through the search and filter functions.
Automated Folders:
Documents are organized into folders automatically created based on their context.
Common folder structures may include categories such as financial reports, marketing materials, and project documentation.
Date Organization:
In addition to context, documents are also organized by date.
You can view and sort documents by upload date, modification date, or the date within the document content.
Custom Organization:
Create Custom Folders:
Users can create their own folders to further organize documents according to their preferences.
Navigate to the "Documents" section, click "Create Folder," and name your folder.
Move Documents:
Drag and drop documents into custom folders.
You can also use the “Move to” option to relocate documents to specific folders.
Edit Tags:
Users can add or edit tags for any document to enhance the organization and retrieval process.
Select a document, click on "Edit Tags," and enter the desired tags.
Searching and Filtering Documents:
Search Bar:
Use the search bar at the top of the Document Library to quickly find documents by name, tag, or content.
Filter Options:
Apply filters based on tags, categories, or date ranges to narrow down your search results.
Combine multiple filters to refine your search further.
Managing Document Security:
Set Access Permissions:
Control who can view, edit, or delete documents.
Assign permissions based on user roles and responsibilities.
Monitor Access Logs:
Track document access and modifications through activity logs.
Review logs to ensure compliance and security.
Regular Backups:
Schedule regular backups of your document library.
Ensure that all critical documents are securely backed up.
Tips for Efficient Document Management:
Consistent Naming Conventions: Use consistent naming conventions for easier organization.
Regular Reviews: Periodically review and update document categories and tags.
Access Control: Regularly review and update access permissions to maintain security.
By effectively managing your Document Library with Butterflai, you can ensure that all team members have quick and secure access to the information they need, enhancing productivity and collaboration.