1. Decide which documents belong in the system
Start with files that people share or update regularly, such as procedures, forms and receiving reports. Assign an owner to each group of documents. Test the process with non-confidential sample files before adding real company information.
2. Set up the company and its departments
Have the company administrator create departments that reflect the work, such as warehouse, transport and accounts. Create individual employee accounts and choose department-only or company-wide access based on responsibilities. Avoid shared accounts.
3. Use names and details people can recognize
Agree on a naming convention, such as WH-Receiving-Report-2026-001, and describe the work each document relates to. For document records with customer and job fields, complete those fields rather than putting every detail in the filename.
4. Add a new version when content changes
Upload a new version and write a useful reason, such as “Adjusted quantities after receiving inspection,” instead of just “Updated.” Check the attached file and version details before telling the team that the new document is ready.
5. Check access before sharing a link
Confirm that the recipient belongs to the company or department with access. Download links check sign-in and permissions. If a recipient cannot open a document, ask the administrator to check the account and document scope instead of sharing someone else’s account.
6. Review documents and accounts regularly
Assign responsibility for checking obsolete documents, employees whose roles have changed and department assignments. For documents that use approval stages, check the status before use and retain reasons for changes so they can be reviewed later.
7. Index text and schedule reviews
Open file details to set a document number and review or expiry date. Extract text in the OCR section, review it and save before using Advanced file search. Search uses indexes for the current version; a new file version needs a new index.
8. Request approvals and acknowledgments
Ask an administrator to configure a workflow, then choose it on the file page. Approvers must have access and cannot be the uploader or requester. Select readers to acknowledge with their own accounts. Pending tasks appear in File approvals and Read assignments.
9. Review usage and recover files
Usage history records Thailand time, the direct connection IP and the menu visited. Users see their own history; administrators see their company only. Company administrators can restore trashed files with a reason. Versions are retained, but pending approvals are cancelled when a file is trashed.