Welcome to Document Manager Training with VLU. This training is designed to give you a better understanding of the Document Manager that will provide robust functionality to manage documents for leases and other records.

By the end of this course you should be able to
– Navigate the interface of the document manager page
– Understand how to upload files or folders, and correct any errors that may occur
– And Know how cascading record assignment works and be able to accurately assign and reassign documents to records.

Please take a moment to review the agenda. To view a particular topic, please jump to the corresponding timestamp.

Using the Document Manager

In this video, we will take a tour of the document manager page and its functionality, as well as the different user permissions needed in order to use the document manager.

Before accessing the document manager it is important to discuss the different access types for it. Not all user types can access document manager, so if it does not show up for you, please contact your VL administrator so they can give you the appropriate permissions. Any user that has a lease/edit role can use the document manager in its entirety with some exceptions:

First are the users with a Read-Only role. This role will be able to view and download documents that have been uploaded, but cannot modify them or upload.

The Abstractor role will have access to the document manager where they can edit the document, ONLY if the document is assigned to a record with a pending status. If a document is linked to multiple records, and one of those records is not in pending status, the abstractor role will have ‘read-only’ access to that particular document.

Finally there are those that Lease Security as part of their role. These users will not have access to Document Manager and will not see it in the tools menu. However, this role can still access documents at the lease level via the documents tab, and will be able to edit or download depending if their role has edit or read associated with it.

With an understanding of the user permissions for the document manager we can go ahead and navigate to it.

To access the document manager, head to tools and in the list, select Document Manager.

You will be brought to the document manager page. This page is a comprehensive look at all documents for all records in the portfolio.

First you will see that will list will display all the parent folders and standalone files (or files without a folder). The list will display folders first, followed by files unless filters are applied. The list will display the document Name, Format Type, Document Title, the Record ID it’s assigned to, Document Type and Date, the upload date, who it was uploaded by, and any comments left during the upload. You can sort the list by clicking on any of the header titles.

Here, you can upload a single file, hundreds of files, and even entire folders by clicking here. We will cover more on uploading documents in a moment.

Next, you will see a row of filters. These can be really handy to drill down your documents list to only display certain types or even search for a specific file or folder. You can use a single filter or a combination of them to get the results you need.

First you can use the search function. As you type in the name of the file, the list will drill down to better match what is written. It will display parent files and folders, but will also display documents within subfolders for quick access to edit, download and assignment/reassignment.

When trying to filter via the Document Type, it’s important to understand that it will only display the document types that you have uploaded even though document manager supports a wide range of file types.

Next you can filter by record ID. To do this simply begin to type it in the field here and a dynamic list will begin to populate based on the text written. Select the correct record, by checking the box. You can select more than one record as well. To do this, you will make your first selection, then type in the second selection and check the box, repeating these steps as needed. Please note: the record ID must be already assigned to a document for it to be used as a filter.

Next there is this handy checkbox where you can only display documents and folders that have not been assigned a record.

To clear out the filters you just entered, click here.

You can also sort the list by clicking on any of the header rows.

In the list, you’ll see a checkbox on the left side of the file or folder. Checking this box will open addition options, located here. First, you can assign a record, or reassign a record if one was already associated with the document. We will cover assignments in more details later.

Next, there is the Assign Document Type option. This option will only be available when checking the box for a file, it will not be present for a folder.

Next you download or delete the document.

Note, by checking multiple boxes, you can download or delete up to 100 files at time. When bulk deleting, you will be given this warning before you can proceed in deleting multiple files.

Moving to the right side of the row, you will see up to two icons. The first is an edit icon, which only displays for files, not folders. Clicking this will open a pop up window where you can edit much of the information within the document list.

The next icon is the download, which will allow you to download the file or folder. Note, this will only download the document for the row. If you wish to bulk download, use the check boxes on the left and click download at the top as mentioned earlier.

Now that we’re more familiar with the workings of document manager, lets go ahead and upload some files.

To upload a single file, or multiple files at once, click here and select File.

A pop up window will open. From here you can drag and drop your file, or browse for it to upload it. Please note, you can upload hundreds, if not thousands of individual files at one. Make sure each one does not exceed 80MB and understand the more you upload the longer it will take to complete.

Once you attach your file it will automatically begin the upload.

You will see the status of your upload here. It will either show as uploading with a counter of the uploaded files, a success message with the number of files successfully uploaded, or an error, which will provide a link that will explain what the error was. For example, I tried to upload an unsupported file tyle, when I click on the error here, it will open a popup window with an explanation, listing all the accepted file types, and here it will show me what file type I was trying to upload.

Uploading a folder is almost the same process with a few things to remember. Note that when uploading a large folder with many subfolders, it will also bring in all the subfolders and files along with it.

Once you attach the folder, it will upload it automatically, much like with the single file. Please note, if using the chrome browser, and because you are uploading a folder, the browser security will trigger a pop up window that will prompt you to click upload if you trust this site. Go ahead and click upload to continue.

The messaging will be the same as the single files where it will display uploading, success, or any errors that occurred during the upload.

Once everything is uploaded, it will display on the list and is ready to be assigned to a record.

Assigning Records

In this video, we will discuss how to assign folders and files to a record from the document manager.

There are two ways to assign a record to a document.

First is within the record itself, and uploading a document to it using the documents tab. Doing this will automatically assign the document to the record and will display as such in the document manager.
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The second is manually assigning a document to a record directly from the document manager. This scenario will happen when you upload a file or folder and the and leave this box unchecked, or it does not have the correct naming convention for it to be autoassigned.

When checking this box, it is important to note that in order for the document to be autoassigned, the name of the file needs to be a record ID that is already in the system, and you must check the box for assignment to take place
However, if the box is left unchecked, or the box is checked but file is not named after a record ID in the system, then the system does not know what record you want to assign it to, and you will have to assign it manually. But don’t worry it doesn’t take long. Understanding how assignments work in the document manager is important for organization, as there are various scenarios in which a record assignment can cascade through a folder, its subfolders and files within them.

As we just mentioned, record assignments will cascade through a folder and it’s subfolders and files. What does that mean?

Before we explain assigments, let’s take a quick look at the anantomy of a folder structure. First you have the parent folder, which is the folder that will house all the content for that folder. Once you start adding additional folders and files within the parent you start to create a sort of folder hierarchy consisting of files and subfolders, even sub folders within subfolders, that can reach an infitinite amount of levels.

In the context of cascading assignments, it essentially means that if the parent folder is assigned a record, then all of its subfolders and files are assigned that record as well.

There are many combinations to try, but for the sake of time, we’ll go over some of the more common scenarios for assignments.Let’s take a look at our first scenario. In this scenario, you have uploaded a folder to the document manager. The parent folder and all subfolders and files within it do not have a record assigned. To quickly assign everything to a record, you will need to check the box here at the parent level, then click assign. From here, type in the record ID you wish to assign the parent folder and then click assign record.

Clicking into the parent folder, you see all the files and subfolders have also been assigned that record.

This leads up to our next scenario. As quick and easy it was to get everything assigned, what about if you need to only assign a subfolder and its contents to an DIFFERENT record?

The solution is exactly the same process as you did for the parent, except we do it to the sub folder. First, open the parent folder and check the box next to the subfolder you wish to CHANGE the record to. Next check the box to the left and click “reassign record”. Select the new record and click Reassign Record. Once done you’ll see that the new, record was added to the record ID column, and clicking into the sub folder you’ll see that the new record cascaded into its contents as well.

Note, you can assign as many records as you want at any level of the folder, including the parent folder.

The next scenario is if you don’t want the parent folder to have an assignment, but we want the sub folder and file to have different records assigned.

To accomplish this we need to back up a bit and get to the point we just uploaded our parent folder, and nothing is assigned. To assign records check the box for the subfolder and proceed to move through the assignment steps. Then repeat the same for the file, but with the different record. The result is the subfolder is assigned to one record, and all the contents within that folder had that assignment cascaded. The file on the other hand stays with the separate record you selected.

Note, since cascading takes place at all levels, if the parent folder were to be assigned a record, all the files shown here would have that record added to the list.

By now you get the idea of how adding a record works with cascading assignments. But, what if you have a parent with one record that has cascaded down into all the contents, and the sub folders have additional records assigned and you want to remove the parent record from the file?

The answer is quite simple! You check the box next to the parent folder, then click reassign. Instead of typing in a record ID, just leave it blank and then click Reassign. Once done, you’ll see the original record has been removed from the parent level and all the cascaded levels below it.

The final scenario is bulk assigning or reassigning many documents. To complete this, it is the same steps as a single file or folder, just check the boxes on the left side for all the files or folders you wish to assign, and click on the assign button, or reassign if there is already a record associated with it. Then, it’s the same process as outlined earlier. Once complete, that record will display on the record ID column, or within the list if there are more than two records assigned.

That sums up record assignments, reassignments, and removal of records. Go ahead and try them for yourself and find an assignment system that works best for your workflow!

Key Takeaways

This concludes our training for Document Manager with VLU.

Here’s a few key things to remember…
– You can use the document manager to upload a single file, hundreds of files, and even folders
– Documents uploaded directly to the record will also show in the document manager
– Record Assignments and Reassignments for folders will have a cascading effect and will assign to any subfolders and files within it.
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Thanks for watching. Any questions, suggestions, or feedback can be sent to support@visuallease.com