User Essentials by CalvinLeong2

VIEWS: 105 PAGES: 19

									 GoFileRoom
 User Training




 Instructor: Calvin Leong
 Technical Trainer
August 24, 2012
What is GoFileRoom?



The leading web-hosted document management system:
• Manages document storage (permission and retention policies)  60 days
• Access documents via the Internet 24 / 7 / 365            4adays 7 years
                                                               3 years
                                                                    Hmmm…
• Virtual file cabinet / secure document repository                         which file
                                                                 Internet   is it????
• Cleans up filing rooms and “messy desks”
• Reduces network resources
• Powerful search capabilities (unlike network!)
• Infinitely scalable solution for all size firms
                     “…that bridges the technology gap
                     between all other firm applications”




2      GoFileRoom Training
Agenda / Objective (Table of Contents)



GoFileRoom Basic User
• Login (Reset Password)

• HELP System

• Add documents to GFR (multiple methods)

• Search / Work with documents in GoFileRoom (multiple methods)

• GoFileRoom Home Page




                  This 4-hour* course provides the knowledge and skills required to
                            add, search, and work with documents in GoFileRoom

3     GoFileRoom Training
Browser Settings


     Exercise:               Go to www.gofileroom.com




    Quick ways to get to GoFileRoom:
    • Add GoFileRoom to your Favorites
    • Add a shortcut on your Desktop
    • In the Browser’s address bar, type gofileroom and press Ctrl + Enter
    .



4       GoFileRoom Training
Login



Quick Points About Login / Security:
•   Password change required every 30 to 180 days
•   Case sensitive / minimum 8 characters / alphanumeric
•   Can’t “recycle” passwords for 9 cycles
        e.g. superman1            superman2           superman10 

•   Email and password combination sets system permissions

•   Logins / Passwords are unique – don’t share

•   3 login attempts with invalid password disables GFR account
     – Contact your GFR Administrator if your account gets disabled

•   Logout if away from desk for extended time
     – GoFileRoom logs users out after 3 hours of inactivity

5
Login


     Exercise: Enter the Login and Password (page 7)



youremail@avz.com


    gofileroom1




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Login


     Exercise:             Change your Password (page 7)




                                         name@avz.com




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Login


     Exercise:   Change your Password (page 7)



                                 name@avz.com
                               ********
                               ********



8
Login


     Exercise:   Change your Password (page 7)

                               name@avz.com

                               ********
                               ********



9
Adding Documents



Methods Covered in this Class:
•    Paper documents - batch scanning (Barcodes and Bookmarks)

•    Electronic documents (local / network drive, CD, Flash drive, etc.)
      – Browse for files from the GFR website
      – Optional methods from Desktop / Windows Explorer:
              “Right-Click”
              “Drag-n-drop”

•    Office documents (Word, Excel)

•    File / Print (convert GroupWise emails (or any application) to PDF and add directly to GFR)



10      GoFileRoom Training
Adding Documents



Document Indexing (page 11)

                                     •Defines the filing instructions (who, where, what, when)

                                     •Enables powerful document searching

                                     •Blue fields required to add a document

                                       •Document
          2006 ORGANIZER Training Calvin           Types are “subsets” of File Sections

                                     •Descriptions can be up to 255 characters




 For training, put Training & your First Name on the end of every description
 11    GoFileRoom Training
Adding Documents


      Exercise: Looking up Clients with the “wild card” (page: 12)
     • Example 1




                              *




12      GoFileRoom Training
Adding Documents


      Exercise: Looking up Clients with the “wild card” (page: 12)
     • Example 2




                              *brown*




13      GoFileRoom Training
Adding Documents


      Exercise: Looking up Clients with the “wild card” (page: 12)
     • Example 3




                              brown*




14      GoFileRoom Training
Adding Documents


      Review:                  Using the “wild card” (page: 12)


                                   *
                                         All clients


                                    *brown*
                             All clients with “brown” somewhere in the name


                                    brown*
                         Only clients with names that start with “brown”
                       Use “wild cards” in the Client Name 
                                 and / or Client Number field
15     GoFileRoom Training
 Batch Scanning Process


                                              Scan Inbox



                                W2s




                                      1099s




Organizing Client Documents
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Adding Documents



Barcode Cover (required for batch scanning)
•    Identifies a new document in the scanning process

•    Client specific

•    Cannot be reused

•    No copies




17      GoFileRoom Training
Adding Documents



Barcode Cover (required for batch scanning)
•    Identifies a new document in the scanning process

•    Client specific

•    Cannot be reused

•    No copies

Bookmark Separator (optional but useful for online review)
•    Create predefined sections within a document

•    Not client specific

•    Can be reused

•    No copies
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Adding Documents



Paper Documents (Batch Scanning method: Barcodes & Bookmarks)
•    1040 Tax Workpapers / Permanent Files / Other – Use GFR
      – Initial document review (Prime Contact determines what should be scanned)
      – Document organized
              Barcode Cover sheet
              Bookmark Separator sheet(s)
      – Document Scanned




19      GoFileRoom Training

								
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