Overview
The Documents screen in Simple Fund 360 and Simple Invest 360 allows you to store all a entity's documents in the one easily accessible screen. Users can then login, view and download these documents.
The Documents screen allows you to:
- Upload documents to the software
- Store Reports for easy access
- View documents and reports
- Group documents by account using folders.
- List account balances in selected financial years
- Filter documents by tags
- Adjust permission to restrict access to certain documents
See also: Attach Documents to Transactions
Documents cannot exceed 20MB in size. You will receive an error message upon attempting to upload a document if it exceeds 20MB.
Navigation
| From the Main Toolbar, go to Reports. |
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| Select Documents from the list. |
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Uploading documents can be done via the Documents screen or by sending documents via email using SmartDocs by BGL.
For SmartDocs, send documents to the unique email found on the Entity Dashboard and they will be automatically uploaded to the entity.
- For more information on this process, please see the SmartDocs by BGL article.
For uploading documents via the Documents screen, the instructions are as follows:
- From the Documents screen, select Upload.
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Choose one of the following methods to upload your files:
- Choose Files: Click Choose Files to locate and select files from your computer.
- Drag and Drop: Drag files directly onto the upload area on the screen.
- Scan Docs from phone: Scan the QR code on the upload screen using your phone. This allows you to take a photo or select files from your mobile device for instant upload.
Important: Files must be 20MB or smaller. If a file exceeds this limit, you will receive an error message. Resize or compress the file and try again. - Once files are uploaded, users can categorise them appropriately:
- Select Folder: The documents can be organised into different folders. These folders include specific accounts along with preset folders for documents associated with multiple accounts:
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Assign a Financial Year or Permanent Category:
- Select a specific Financial Year for documents related to that period.
- Choose Permanent for documents not tied to a financial year (e.g., contracts or agreements).
- Tags: Tags can be selected to the document for grouping and searching purposes. Tags function like folders. See "Features of the Documents Screen" below on how to add and manage tags.
- Navigate to Reports from the main toolbar and select Reports
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Add a report to be digitally signed (e.g. Audit Report)
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Select Digital Signing on the right of the screen
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From this screen you can upload 3rd Party documents for digital signing. For more information on this process, see How to digitally sign 3rd party documents. Once all documents have been added, select Confirm from the Digital Signing Wizard
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On the prompted page, select Send Email.
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Navigate to the Documents screen, where the selected document will be automatically uploaded already.
How Financial Reports are stored in the Documents Screen.
When a Report Pack is downloaded via the Reports screen, it is automatically saved to the Documents screen. This allows users to easily locate these financial reports for future reference.
Features of the Documents Screen
To view documents uploaded in a specific financial year, select the relevant option at the top of the screen.
The financial years displayed is based on the current year selected. These will always be the previous, current, and future years.
The documents uploaded to the documents screen can be organised by different folders displayed on the left side. These include specific accounts along with preset folders for documents associated with multiple accounts:
- Balances for these accounts are also shown in this section. Click
to expand this section.
To add a document to these folders, simply drag and drop each document to the relevant folder in the list displayed on the left-hand side.
Clicking on one of the accounts will show all documents in that folder. The currently selected folder is displayed under the search bar:
Click on Entity Folder to exit out of any particular folder.
Tags are an important part of the Documents screen that can be applied to your documents for grouping and searching purposes. However, unlike the folders mentioned above, multiple tags can be applied to any number of documents. For example, if you have labels for "Permanent" and "Trust Deed" you can attach both these tags when uploading a trust deed. The deed will then show up under both labels. See below on how to add tags.
To add a tag, click on the Settings icon:
From this screen you can search for existing tags. To add a new tag, click , enter the new tag name, then click
To apply the tag to the document(s), click on the Tags section next to the document:
Search for and select the tag you want to attach. If the tag has not been created yet, select Create new tag:
To remove a tag, click the x next to the tag on the document.
Tags are incredibly powerful when combined with the Filter function. See the Filter tab above for more details.
Simple Fund/Invest 360 has the ability to auto categorise documents into the appropriate Entity folders.
To turn this feature on, simply toggle the AI-Assisted category feature .
The AI assistant will then suggest the appropriate entity folder for the document
Click to assign the document to the folder.
Currently, AI-Assisted categorisation supports:
- Dividend statements
- Contract notes
- Water bills
The search bar can be used to find documents in the currently selected Financial Year and Folder:
The Document screen supports full-text searching allowing you to find any document by searching for specific keywords or phrases within the content of the document.
This feature not only supports PDFs but also other commonly used the file formats such as word, Excel, xml, txt and zip. (password protected files content will not be searchable)
Documents can be sorted by the tags you have entered by selecting the Filter function. Select the desired filters and all relevant documents will appear:
Other options that can be selected using this function include Document Type, File Owner, Document status and Date range.
Can documents be restricted from certain users?
Yes. Users with the Admin User Role can restrict access to documents by creating a new permission, then attaching specific user roles to this permission.
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Click on Settings
then select Permissions
- Click Create
, enter a name for the permission, then click
- Next to the new permission below, select the roles that apply for the permission. Once completed, exit the pop-up window by clicking
in the top right.
- Now you can attach permissions to a document by clicking on
to the right side of the desired document. Then select Update Permission
- You can attach as many permissions to the document as necessary. Once finished, click OK.
Select Rename. Enter the new name for the document and then click OK.
| Bulk Update: Bulk update the selected documents. Users can bulk update the financial year, folder(s), tag(s), and permission(s). | |
| Bulk Download: Bulk download the selected documents to a zip file on your PC. | |
| Bulk Delete: Bulk delete the selected documents. |
Note: Categorising and Sorting via BGL SmartDocs
When opening any document that has been analysed by BGL SmartDocs, the options to add a Financial Year and Tags are available. Additionally, clicking Add Folders will also allow you to categorise this document by selecting an appropriate document type or account.
Any details saved with these options will be conveniently carried over to the Workpapers screen.