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docSAFE
- Secure Area
- SSL
3.0, RC4
- 128
bit encryption (High); RSA
- 1024
bit exchange
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docSAFE
is our secure document exchange and
storage solution. docSAFE
enables you and your client to upload documents into a
secure, encrypted area via a login on your website. Only
you and your client can access this area. It can be used
to both store and exchange documents.
If
you have sensitive information about your business that
you want to keep away from prying eyes, simply upload it
into this area and not only ensure its security, but
also make it accessible from almost anywhere.
Why not consider using docSAFE to allow your employees
to work remotely and still access client files?
For more information please
telephone 0800 018 29 29 |
General
docSAFE Help
When the first page opens you will be able to access all areas of docSAFE using
the icons across the top of the page.
Companies
This allows control over all your client/customers
Users
Allows full control of users who are your clients/customers employees
Folders
This is used to maintain folder structures and create/delete individual folders
Staff
Create, edit and delete new members of your own staff.
Shared
This is a global function allowing creation of folders accessible by all your
clients/customers.
Internal
This is an intranet area where you can create and edit folders, to be filled
with documents accessible by certain group of your staff
Multiple
This icon allows the upload of numerous files at once.
log out
You must click this icon if you wish to safely leave the docSAFE system. If you
do not use this icon then it may be possible to re-enter a previous docSAFE
session.
Company Maintenance
This will initially display a full list of the companies that
you have created To create a new company, click the symbol New
type in the name of the new company and choose a business
sector, location and owner. If a sector or location does not
appear in the drop down menu simply add one by typing in the box
to the right
You must, by default, assign a business owner to a new company.
(see staff maintenance on how to create an owner or group)
Accessing Client Files and Folders
Simply click the name of a company and this will display the folders within that
company.
To view the files within a folder, click the icon and the files will expand
beneath the folder. To shrink the file view, simply click the icon. The file
names will appear along with further valuable information:
- Download: This icon is
used to view, save or print the contents of the file. Left
clicking the mouse will open the contents of the file whereas
right clicking will provide options to print or save to your
local drive.
Delete: clicking this icon will delete the file.
Stats: this icon contains various pieces of information
relating to the status of the file and also an option to add a
file note.
Uploaded: the date the file was uploaded
Size: the size of the file in bytes
Three columns are underlined and clicking the title of these
will sort the columns by name, size or date of upload.
Opening or downloading a file
Left clicking the icon will open the file for viewing. The
file will be opened inside a new window. This can be closed in
the normal way on Microsoft windows. Right clicking the icon
will allow you to either save to your local computer or print
the file.
Uploading a file into docSAFE
Left clicking the icon will open a window ready to upload your
file: locate the file to upload by pressing browse enter the
description for the file (optional) You can choose to
overwrite the same file if it already exists on docSAFE. If
you choose no, and the file already exists, a second copy will
be maintained. Document permissions: here you can limit
the access to a file by choosing from everyone down to a
specific group or person. i.e if you choose a group, those
people included in that group are only allowed access to the
file. Email upload message: you can choose to email a
person or a number of people when a document has been upload
and is therefore available for them to access.If you wish to
email a person who is not listed on the system, simply enter
their email address in the box to the right. Email message:
this option allows you to add a bespoke message to the
email being sent out. Simply click upload document and an egg
timer will appear denoting that the file is being uploaded.
Users
The function of this section is to create, edit and delete
those people who may access the files that are contained
within the company/client. The opening screen shows a list of
companies and a icon against any that have users. To create a
new user, click the icon: you are required to select an
existing company to which you can assign a new user. If the
company has not been created. (I input that persons name,
password and email address. it is important to give a correct
email address as this is used by docSAFE to send any future
emails. Simply click save changes To access the user’s details
simply click the icon to expand and display the various users
at a specific company. This will then display all relevant
information about the user and offer icons to delete or edit
that specific user. You can set up an unlimited number of
users at any one company. But remember, each user has the same
access rights over the files in the company.
Folders
This screen allows you to create, edit and delete folders for
any particular area of docSAFE. You can manipulate folders in
all three key areas: shared, internal, companies To create a
new folder click the icon on the right hand side of the
screen. To view the folders within any particular company
simply click the icon and this will expand the folders within
that company. The expanded folder view displays a certain
amount of valuable information: number of files within a
particular folder, when the files were last accessed.
You are able to create up to 30 default folders. However, you
can still make changes to individual companies at a later
stage. For example - you may have created a default folder
structure for all current client/customers , but you can
expand any single folder structure and edit just this one. The
creation of a new default folder is retrospective and will be
added to all existing companies/clients.
Staff
This facility allows you to create, delete and edit members of
your own staff. When creating new members of staff you are
able to attribute different levels of access and security.
Administration levels for staff. Companies: staff can access
the company section (see 2.companies) Users : staff can access
the users section (see 3.users) Folders : staff can access
folders (see 4.folders) Staff: One staff member can change
access rights for other staff members. Read Only: a staff
member has the right to make a file viewable to the user( your
client) Everything: this will allow the staff member to see
all files within the system. Business unit: this only allows
access to files within a specific business unit. Personal :
this will only allow a staff member to see files uploaded for
his/her specific attention. Upload permissions: when uploading
documents, this restricts viewing to certain groups -
everyone, other staff, those in a specific business unit and
specific people.
For more information on our services please
telephone 0800 018 29 29
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