We are excited to announce we have just released a new feature called FILES! 🗂 🥳 ✨ Let us explain how you can benefit from it and how it works in practice.
What are the FILES for?
Based on user feedback, we wanted to create a space in Datamolino that could serve two basic functions:
Document storage for paperwork that is important for you or your clients (i.e. contracts, insurance policies, reports) with tools enabling you to easily store and find files when needed.
A simple and secure tool for document exchange. We wanted to create a space that would allow your clients, suppliers or team members to send you other relevant documents in addition to invoices. It can also act as a channel for you to share reports and copies of filings for your clients in an easily accessible folder right next to transactional data in Datamolino. Instead of endless emailing, you, your clients, suppliers or colleagues can now securely share your files through the Datamolino platform with only a few clicks.
How does it work?
👉 Files are available within every folder. Find them in the navigation bar along with your Purchase and Sales subfolders.
👉 Upload documents via drag and drop under Import button or email your documents in.
If you want to email your documents in, send them to the email address specified underneath the folder name. Alternatively, you can simply add the prefix files. into the main folder email address, e.g. email@example.com
👉 You can move documents from Purchases or Sales into Files:
First, select the documents you wish to move
Click Actions button
From the drop-down, select Move to Files option
💡Note: After clicking 'Move to Files', please refresh your page to see the documents successfully copied over to Files. Original document in your Purchase/Sales folder will be moved to Trash, from which it will be automatically deleted after 45 days.
In case you have moved your documents from Purchases/Sales to Files by mistake, simply go to your Trash tab, select your document and click on 'Undelete' to get it back to your main folder.
As of December 2022, you can also categorise your files by using:
👉 Tags - Create new tags, assign them to your documents and later use them as search criteria to find the file that you need.
You can have multiple tags per file
You can bulk assign tags inside the folder, or in the document detail
You can remove tags in the document detail
👉 Contacts - You can pair contacts from your accounting software to better organise your files (it will not affect your records in your accounting software because you cannot export files from Datamolino). If the file has been first processed in purchases and the contact has been paired automatically, it will remain on file after moving it to Files.