We have written a number of blog posts about the LedgerDocs Document Management System, and how it can save businesses and bookkeepers time by allowing for the sharing and collaboration of financial documents. Our latest blog post, for example, talked about the importance of organizing your documents with tags and folders, and we received a lot of questions regarding the proper use of these functions. The truth is, there is no right or wrong way to use tags and folders, as they will be used differently for each user's needs. With this said, there are some universal ways of effectively organizing your files that that will allow you to find documents quickly in the future.
Using Tags:
The main use of a "Tag" is to allow for a given document to be easily found at a later date. You can add as many or as little tags as you like to a document, depending on how you are using the application. One thing to consider is that you should use the tags function consistently in the LedgerDocs system, as it will help to find and organize documents in the future.
Say you have a bank statement received in April from an international bank such as HSBC. Once you upload the statement into the LedgerDocs system using your smartphone, scanner, or email, you are able to add a series of tags to the document. I would include "April", "2013", and "HSBC".
The next day, you snap a picture of a receipt you just received from a Home Depot purchase, and upload it into the LedgerDocs system. Again, you are able to add a series of tags. In this case, I would include "April", "2013", and "Home Depot".
As the months go by, and you begin preparing for tax season, you will now be able to search for any documents you are looking for. If you search for the "April" tag, all the documents with this term will show up. Similarly, searching for "Home Depot" will bring up all of your purchases from Home Depot, and searching "HSBC" will bring up all the documents related to HSBC. The Tags function is one of the most important ways to keep your documents organized and searchable. It is important to get in the habit of adding tags from an early point, as it will benefit you in the long run.
Using Folders:
When you first upload a document, it will go directly into the projects Inbox. From this point, you are able to add notes, tags, and perform the necessary bookkeeping duties. Once those are completed, you can refile the document into a folder. You will notice that your LedgerDocs account comes with a series of pre-determined folders, including "Inbox", "Banking", "Financials", "Payable", and more. You can also add as many folders as necessary, rename current folders, and add sub-folders. LedgerDocs has a number of usages, and folder names and type will be different for each user. The ability to customize the folder layouts and names allows for a unique experience that offers the most organized layout possible.
To add a folder, simply right click on the project name and click "Create Subfolder". To create a subfolder, right click on the folder you want to add to. A page will pop-up prompting you to add a name for the folder. Press ok, and you will see it added into the left column. There is ample amount of space to create a series of subfolders within the LedgerDocs system. There are two ways to move documents into folders. First off, find the document you want to move and right click on the photograph. Hover over "Move Selected Items" and you will be given a list of the various folders available. You can also open the item up, and move it to a folder from the Document Viewer page.
By utilizing these two tools, you will be able to effectively organize your documents, while remaining worry free when it comes time to find them. The Tags and Folders functions are two of the most important attributes in the LedgerDocs system. As previously mentioned, it is important to get into a habit of using these tools early, so you can create a process that keeps your financial documents organized.