Dashboard

The Dashboard is by default displayed whenever you login to your account. 

The Dashboard is a powerful tool that offers users a comprehensive and visually appealing overview of the data and documents stored in their FileEazy account.

One of the key features of the Dashboard is its real-time data updates. As new data or documents are added to the FileEazy account, the dashboard automatically reflects these changes, ensuring that users have the most up-to-date information at their fingertips. 

The presentation of the data in the form of counters and pie charts is another notable aspect of the Intelligent Dashboard. By using these visual representations, complex information is simplified and made more digestible. Counters display numerical values, giving users a quick snapshot of the total number of data entries or documents in their account. On the other hand, pie charts visually illustrate the distribution or composition of the data, allowing users to easily grasp the relative proportions or percentages of different categories or types of information.

The Dashboard showcases essential details such as the total number of documents, checked-out documents, documents in workflow, number of users, document types, various types of documents along with their sizes, the total number of pages in all documents, storage and bandwidth consumption, and a host of other significant information.

Home

The Home tab provides the capability to generate Apps in FileEazy. In FileEazy, an app serves as a dedicated repository for storing various types of information within the system. These Apps offer a high degree of customization, allowing you to tailor them precisely to suit your specific personal or company-related data storage needs, catering to your unique requirements.

When it comes to customizability, the field types within Apps offer greater flexibility compared to Document Types. This means that you have more options and control over how the data is structured and organized within each App.

Some examples of Apps that can be created in FileEazy include:

1. Employee Details: An app designed to capture and manage comprehensive employee information, including personal details, job roles, and performance records.
2. Client Information: A dedicated app to store relevant details about clients, such as their contact information, preferences, and history.
3. Inventory: An app specifically tailored to track and manage inventory items, including product descriptions, quantities, and stock levels.
4. Payment Transactions: An app designed to record and monitor payment transactions, providing a centralized location for tracking financial activities and ensuring accurate records.
5. Passwords: An app created to securely store and manage passwords for various accounts and systems, providing a convenient and encrypted repository for easy access.

FileEazy allows the creation of Transaction-based Apps, which are specialized records that establish a connection between two apps. This integration prevents the need for duplicate information within the system, ensuring data consistency and efficiency.To create a Transaction-based App, it is essential to have a Master App that serves as the central repository of data. The Master App contains comprehensive information about a specific entity or subject.

       Example 1: Library

In the Library scenario, the Master App "Library" stores book details like Title, Author, ISBN, Publication Year, Publisher, and Genre. It serves as the main source and reference point for book-related data.

A linked Transaction App, "Book Rental History," records rental transactions. It captures lender information such as the individual who rented the book, the start date of the rental, the end date of the rental, and any remarks or additional notes. This app is connected to the Master App "Library."

By linking the Transaction App to the Master App, rental data is associated with book entries. This connection enables easy tracking and retrieval of rental history within the library system.

For example, when a user borrows a book, the Book Rental History Transaction App records rental details such as the individual who rented the book, the start date of the rental, the end date of the rental, and any remarks or additional notes. This information is linked to the corresponding book entry in the Master App Library, ensuring accurate and accessible rental history.

       Example 2: Sales Administration

In a Sales Administration system, the Master App "Product Catalog" contains information about various products, such as Product Name, SKU, Price, and Stock Quantity. It serves as the central repository for product data.

A Transaction App, "Sales Transactions," is created and linked to the Master App. It records individual sales transactions, including Customer Name, Date, Product Sold, Quantity, and Total Amount.

By linking the "Sales Transactions" app to the "Product Catalog" Master App, each sales transaction is associated with the corresponding product in the catalog. This connection allows for accurate tracking of sales, customer information, and revenue generated for each product.

For example, when a customer purchases a specific product, the Sales Transactions app records their name, purchase date, the product sold, quantity purchased, and the total amount. This information is linked to the corresponding product entry in the Product Catalog, ensuring an updated record of sales and product inventory.

All Documents

The All Documents tab presents a comprehensive list of all the documents that have been uploaded to FileEazy. From this tab, you can effortlessly view, modify, delete, search, and perform bulk operations on the documents, ensuring seamless management and control over your document repository. 

Workflow Monitor (TBW)

TO BE WRITTEN BASED on UNDERSTANDING

Document Types 

Document Types serve the purpose of identifying, classifying, and categorizing the various documents that are added to the system. This classification facilitates faster document retrieval by utilizing the indexing information associated with each document through its Document Type.

Below are a few examples of Document Types and its index fields.

Contracts: Contract Number, Parties Involved, Effective Date, Expiration Date, Terms and Conditions.

Invoices: Invoice Number, Client Name, Billing Date, Due Date, Total Amount.

Reports: Report Title, Author, Date Created, Subject/Topic, Summary/Abstract.

Proposals: Proposal Title, Client Name, Proposal Date, Scope of Work, Pricing Details.

      Quotations: Quotation Number, Customer Information, Item Description, Unit Price, and Total Price

This tab displays all your Documents Types created in FileEazy. You can add, modify and delete Document Types using this tab. Selecting a Document Type will display all documents linked to the Document Type.

Department

In order to upload a document to FileEazy, it is necessary to create a Department.

A department typically refers to a distinct functional unit or division within an organization. Departments in any organization can be structured as finance, human resources, marketing, sales, operations, research and development,  and so on.

FileEazy lets you categorize documents based on Department. Departments also serve as a security purpose. When creating a user in FileEazy, a department needs to be assigned to that user. FileEazy alows mutiple departments to be assigned to a user. Users belonging/assigned to one department cannot view documents from another department to which they don't belong.

Stacks

Stacks offer a convenient and efficient way to view your documents in one centralized place that is distributed among various Document Types and Departments.

For instance, imagine receiving diverse documents on a daily basis from a company named Acmetech, such as Invoices, Purchase Orders, Payment Receipts, Agreements, and Bids. By creating a stack named Acmetech, you can easily access and review all documents related to Acmetech in one centralized location, rather than having to search through different Document Types/Departments individually.

This tab displays all your Stacks created in FileEazy. You can select a Stack to view the documents related to the Stack. 

You can add, modify or delete stacks by clicking the Stacks>>All Stacks node. 

Tag Words

Tags in FileEazy are like labels or keywords that you can assign to your files. They help you organize and find your documents easily. By adding tags to your files, you can quickly search for specific documents or group related ones together. 

To add tags in FileEazy, you will first need to create a Tag category. Tag categories provide a way for labeling, classifying and grouping documents which helps in better retrieval of documents. For e.g. Tag categories can include Invoices, Office Procurement, Contracts, Presentation, Proposals, Reports etc..
Tags provide more specific keywords to further refine the classification of documents. For example:

Invoices: Additional tags could include the Company Name, Payment mode, or Unpaid status.
Office Procurement: Additional tags might involve specifying the brand name of the PC, Printer Name, or External HDD.
Contracts: Further tags could include the specific contract types or parties involved.
Presentation: Additional tags might include the topic, event name, or target audience.
Proposals: Further tags could involve the project name, client name, or submission deadline.
Reports: Additional tags might include the report type, department, or date range.
Sports: Additional tags could include Mike Tyson, Lionel Messi, Serena Williams, Sachin Tendulkar, Neeraj Chopra.

Workflows 

Workflows are systematic sequences of tasks, actions, or steps that need to be completed in a specific order to achieve a desired outcome. They provide a structured framework for organizing and managing processes or projects, ensuring efficient coordination and collaboration among individuals or teams.

In FileEazy, you can process 2 types of documents in a Workflow…

1. Form - Forms are templates which can be submitted to a Workflow for approval. For this you will need to create a form. 
2. Document - Documents added in FileEazy can be submitted to the workflow.

Use this node to create workflows and view, modify and delete existing workflows.

Forms 

Forms in FileEazy are templates that need to be submitted to a workflow to achieve a desired outcome. A form template is created with the necessary field required. You can specify if the form needs to be submitted via the Workflow or Submitted to a particular user. 

Activities

Within FileEazy, you have the ability to create customized activities that align with your specific business needs and associate them with workflows. To enable a custom activity and include it as one of the response options, you simply need to check the Action Response checkbox.

Furthermore, you have the option to designate this custom activity as the final action when a form or document is assigned.

Each custom activity can be assigned one of three statuses: Approved, On Hold, or Rejected.

Import Data

FileEazy provides users with the ability to import files in two different ways: bulk import documents and import via CSV data.

Bulk import allows users to add multiple files at once to FileEazy. This feature is particularly useful when there are numerous files that need to be added to the platform quickly and efficiently. By selecting the bulk import option, users can choose multiple files from their local storage and upload them to FileEazy in one go.

Alternatively, users can also import files using CSV data. CSV stands for Comma-Separated Values, which is a file format commonly used for storing tabular data. With this method, users can create a CSV file that contains the necessary information about the files they want to import, such as file names, descriptions, or other metadata. This CSV file can then be uploaded to FileEazy, and the platform will parse the data to import the corresponding files.

When files are imported using either of these methods, they are initially added to a temporary table within FileEazy. The temporary table serves as a holding area for the imported files, allowing users to review and update any missing information before finalizing the import.

To ensure the completeness and accuracy of the imported data, users are required to update the records in the temporary table with any missing information. This can be done by either editing individual records one by one or by importing additional data in bulk using a CSV file.

It's important to note that all files added using the import method, whether through bulk import or via CSV data, will be initially added as Unpublished documents. By marking the files as unpublished, FileEazy allows users to review and ensure the quality of the data before publishing the documents.

Export Data

With FileEazy, you have the ability to export the data you have added to Document Types. The exported data can be filtered based on various criteria such as Department, Stacks, and Owner of the documents. 

Additionally, you have the option to export data based on the Created and Last Modified date range. This feature enables you to select a specific time period and export the data that falls within that range. It provides flexibility in retrieving and analyzing data based on specific timeframes.

When you initiate the export process, all the data will be exported in CSV (Comma-Separated Values) format. CSV is a commonly used file format for storing tabular data, making it easily readable and compatible with various applications and platforms.

Checkout List

The purpose of checking out a document is to ensure that only one person has write-access to the file at a given time, avoiding conflicts or inconsistencies that could arise from multiple users attempting to modify the same document simultaneously. By checking out a document, users can make changes without worrying about conflicting edits or data loss.

This node displays all checked out documents in FileEazy. 

More

1. Users -  This node allows users to perform various actions, such as viewing, creating, editing, or deleting user accounts. Additionally, users can access the usage history of FileEazy for a specific user.
2. Audits - Within the "Audits" node of FileEazy, you have the ability to view a list of all the recorded activities present in the system. By applying a search filter, you can refine and specify the criteria for the audits you wish to view. (For.e.g SignIn, Delete etc). This allows you to conveniently access the relevant Audit Events based on your specific requirements and preferences. Whether you need to review certain actions, track user activities, or monitor system changes, the Audits node provides a comprehensive overview of all the recorded events within FileEazy.
3. Stamp/Signatures - With this feature, you have the ability to generate personalized Stamps and Signatures. You can incorporate them in various formats such as text, images, or even hand-drawn designs. Furthermore, you also have the option to remove any existing Stamps and Signatures as needed.
4. Settings - to be filled
5. Backup/Restore - to be filled
6. FAQ’s - to be filled
7. Help -

Signout

It is recommended to sign out of the system after you finish using the software.