Simply Stakeholders File Management system allows you to easily upload and link files to records in your Project. Our File Management system also allows you to add a brief summary to the file details for ease of use.
Review how to effectively manage files within the Simply Stakeholder platform, ensuring accurate documentation and efficient retrieval of information.
Key Steps for File Management
To access the File Management System
Navigate to Admin Settings.
Select Data Management.
Click on Attachments.
Image shows location of the Attachments in the Admin menu.
View and Organize Files
You can view, edit and organise existing folders and files from the Attachments and File Management pop-up window.
To move a file into a folder, drag and drop the file into the desired folder.
Open and Edit Files
Click on a folder to open it.
Right-click on a file to see options: Download, Delete, Move, Edit Details, or Preview.
Image shows right-mouse-click menu: Download; Delete; Move to; Edit detail; and Preview.
Upload New Files
Click the cloud button within the Attachments interface to upload a new file.
Select the file you wish to upload from your device.
Attach Files to Records
Navigate to the relevant record (e.g., an Interaction).
Open the record and go to the Details Tab.
Scroll down to find the Files Card and click on the Manage button.
To link a file:
Choose the file from your attachments.
To upload a file:
Click Upload and select the file.
Document Summary
After uploading, note that an ID number and document name will be generated, but no summary will be provided.
Click the ellipsis button next to the document and select Edit Details.
Image shows Files card with arrow pointing to the ellipsis button and red box around the Edit detail option.
Enter a brief summary (e.g., "Consultant provided a report outlining engagement activities") and click Save.
If using the text summarization tool, summarize the document and copy across the relevant summary.
Review Attached Files
Ensure that all relevant files are linked or uploaded correctly.
Check that the summaries are accurate for quick reference.
Types of Files to Attach
The system currently supports 61 file types.
Consider attaching stakeholder engagement documentation, documents relevant to the Stakeholder relationship like profile images, report documentation, referenced articles, or more.
Utilize File Management Across Modules
Remember that files can also be attached to interactions, properties, tasks, and group mail modules.
File Management Interface
In Simply Stakeholders, files can be attached to Interactions, Stakeholders, Properties, Tasks, and Group Mail records.
To open the File Management Interface, navigate to the Record
Navigate to the Interaction, Stakeholder, Property, Task, or Group Mail record you wish to attach a file to.
Navigate to the Details Tab
Click on the "Details" tab associated with the selected record.
Manage Files
Scroll down to the "Files" card.
Click on the "Manage" button, then select "Upload File."
Select Files for Upload
Navigate to your designated file uploads folder.
Note that you can select multiple files (up to 10 files) for upload.
Click on "Open" to initiate the upload process.
Verify Upload Completion
Confirm that the files have successfully uploaded by checking the upload status (e.g., 1, 2, and 3 files uploaded).
Edit File Details
Click on the ellipsis button (three dots) next to the uploaded files.
Select "Edit Detail" and enter a short summary of the files (e.g., "Concept plans for the upgrade works proposed").
Preview Files
If you want to preview a document, click on the file icon for documents less than 2MB in size. This will open a viewer window to preview the file.
Download Files
To download files to your local drive, select the file and use the download option.
Organize Files
For further organization, navigate to the admin settings, go to "Data Management," and then select "Attachments" to view and manage your uploaded files.
Notes
Always double-check that files are correctly linked or uploaded to avoid loss of important documentation.
Ensure that summaries are concise and accurately reflect the content of the documents.
You can upload files up to 25MB in size (files larger than this will return an upload error)
Supports multi-file upload of up to 10 files
Supports preview of the following file types:
jpg; Jpeg; png; tif; tiff; bmp; gif; txt; doc; docx; xls; xlsx; pdf; mp3; mp4
Files over 2MB in size cannot be previewed.
Tips for Efficiency
Use consistent naming conventions for files to make searching easier.
Regularly review and clean up the file management system to avoid clutter and confusion.
Reach out to your Customer Success Account Executive or email [email protected] for additional support or clarification on the file management system.