How to Navigate, Create and Manage Documents in Mind That
The Mind That platform offers a seamless solution for optimising your workflow. You can share important documents or media files with vendors, contacts or clients, granting them access to the necessary information. Instead of searching through different folders or email threads to find specific files, you can upload and attach them directly to specific record types within your workspace.
This tutorial will teach you how to navigate, create and manage Documents in your Mind That Account.
Navigating to the Documents Record
To start, log in to your Mind That account. For multiple accounts, make sure to log in to the proper account.
On your dashboard, click the kebab menu beside the Relationships tab and click Documents.
You will redirect to the Documents page, which has several features and options and a complete list of all Document types.
Documents Record
Let’s look at the features of the Documents Record.
You can (a) search for a particular document using the Search Bar—just type in the Document Name or filename.
Alternatively, you can use the Global Search function to look for your documents. See the tutorial on Global Search to learn more.
Right beside the search bar are (b) tabs for filtering and sorting out documents. You can sort/filter by toggling on categories and Active Alerts and sorting out the document’s issuance date or expiry.
Toggling on (c) the “Show Archived” button will make expired documents appear on the general list.
You can also (d) export the Documents list as a .csv file if you want a personal record of all your documents.
The Documents record/list (e) is arranged according to Name, Filename, Relationship, Type, Date Issued and Date of Expiry. You can sort the documents alphabetically or numerically by clicking the arrow buttons beside each category.
Creating a New Document
To create a new document, click the “+” icon beside the search icon on the main navigation bar. A drop-down list of all the record types will appear.
Click Document, and a new window will appear with fields where you can type in information and upload files.
This sample New Document Form shows the default Custom fields for Documents. Let’s describe each of these fields.
When clicking (a) the Type field, a dropdown menu appears, showing the different Document Categories (See the tutorial on Document & Qualifications Settings). You can assign a new document file with a category for more effortless organisation.
Click the (b) Upload File field to upload an image, PDF, Word, Excel or Zip file as a document file from your desktop.
You can (c) assign a Document Name on the “Name” text field.
You can (d) assign the document validity via a calendar for security purposes. You can change/update the validity or expiry of the document anytime on the Documents page.
The Relationship (e) determines which Record Type the Document will be linked to. A drop-down menu shows all the record types, including Landlords and Tenants, when the Property Module feature is toggled on. You can also find a search bar below the dropdown menu to search for a specific record type (e.g. site, jobs, vendors, etc.).
You can (f) also toggle on whether the document is verified.
Once everything is set, click the “Create” button.
Another alternative way to create a new document is to click on a specific relationship on the Document list. Check the Relationships section to learn how.
Document File
Summary
When clicking on a Document Name, you will immediately redirect to a new window.
On the left side of the page is the summary of the information you provided when creating the document.
The type, file upload, validity/expiry date and relationship are all editable.
Document File Tabs
The document file has three tabs: Preview, Activity and Notes.
The Preview Tab previews the document file, whether a PDF, image, Word or spreadsheet.
The Activity Tab records any update the user makes on the document, including new uploads, changing the validity/expiration date or new notes or comments.
The Notes Tab allows users, clients and vendors to leave comments or notices regarding the document. You can toggle on whether viewers can see these notes. This feature allows for efficient and fast communication.
Relationships
To check how many and which documents are associated with a particular record type, you can click on the relationship on the Document list.
In this example, we’re clicking on a Vendor. This will redirect you to the Vendor page.
The vendor page has multiple tabs, including the Document Tab. Click on the tab, and it will show a list of all the documents associated with that particular vendor or record type.
Click the Document Type dropdown button to show all the categories to help you sort and filter the documents.
Clicking a document will redirect you to that file’s document page.
Creating/Adding Documents
An alternative way to create or add a document is by going to a specific record type and the Document Tab.
Click the “Add Document” button, and the Create New Document form appears. Fill in the information, automatically adding the new document to this record type (Note: The Relationship field and search bar are missing in this form since the user is already in that specific record type/relationship).