How to Use the Document Manager in Contacts

The Document Management feature in Mastermind is designed to make your document-related tasks simpler and more organized. This feature promises to revolutionize the way you handle your contact's documents. The following article will go into details of that.

Integrated Document Management System

Found within the Contact Details page, the "Documents" tab is your one-stop hub for all document tasks. Whether you're looking to access a file, store it internally, or even send it via the client portal, it has got you covered.

Four Distinct Document Sections

• All: Forget the hassle of navigating through countless folders. Access all contact-related files effortlessly in one unified place.
• Internal: This section is dedicated to files that need to be stored internally for a specific contact. Included is a default folder named "Custom Fields." Any files uploaded through the "File-upload" type custom field for a contact will be stored here, ensuring that everyone with access to the contact can view these documents.
• Sent: Enhance your client interactions by sending documents directly to contacts via the client portal.
• Received: Elevate your experience by receiving documents from contacts directly, all thanks to the client portal.

Adding Files Made Simple

• Uploading files to the internal section has never been easier. Whether it's a PPT, Doc, PDF, image, or even a CSV, as long as it's under 250 MB, you're good to go.

Optimized Search Functionality

• Say goodbye to the endless scrolling and searching. With enhanced search functionality, finding a document by its file name is a breeze. This feature is specially optimized for the "All" section, eliminating the need to sift through folders.

Managing Documents

• Copy Link of Sent Document: Click the three dots next to a document and select "Copy Link" to copy the document's link.
• View Source of Sent Document: Click "View Source" to open and edit the document in the document editor.

• Add Internal Documents: Click the "Add" button, select "Add New File," and drag and drop or upload files relevant to the contact. Additionally, check the box below to share the document on the Client Portal.

• Quick Actions: Click the three dots next to a document and choose to share/unshare the document on the Client portal, download, preview, or delete it. 

Additional Functionalities and Benefits

• Manage proposals, estimates, and contracts without needing access to the payments section.
• Team members with limited access can view and download pertinent documents from the contact section.

NOTE: Utilize access controls to ensure team members can only view documents relevant to their roles.

FAQs

1. How can I upload files to a contact's internal document section?To upload files, navigate to the "Documents" tab under the contact details, click the "Add" button, select "Add New File," and then drag and drop or upload your files.

2. What types of files can I upload to the Document Management System?

   You can upload a variety of file types including PPT, Doc, PDF, images, and CSV files, as long as they are under 250 MB in size.

3. How do I share a document with a contact?

   To share a document with a contact, navigate to the "Sent" section under the "Documents" tab and send the file directly to the client via the client portal. You may also toggle on the share button when you’re adding a document within the Document Manager in Contacts.

4. Can I restrict access to documents for specific team members?

   Yes, you can utilize access controls to ensure that only authorized team members can view or download specific documents related to their roles.

5. Can I download or preview documents directly from the platform?

   Yes. Click the three dots (⋮) next to the document, and choose “Download” or “Preview” for quick access without leaving the platform.