Uploading and Managing Files

Uploading Files

Willow360 offers several methods for uploading files to ensure flexibility and convenience:

1. Web Upload
   • Using the Upload Button: Navigate to the desired inbox or workflow and click the “Upload” button. Select the files you want to upload from your computer.
   • Drag-and-Drop: Simply drag files from your computer and drop them into the designated area in the inbox or workflow tile.
2. Email Upload
   • Inbox Email Address: Each inbox and workflow has a unique email address. Send an email with the files attached to this address, and the files will be automatically added to the corresponding inbox or workflow.
   • Configuration: Ensure that the email address is correctly configured and that the inbox or workflow is set to accept email uploads.
3. Scan Upload
   • Using Collector Application: Configure your scanner to save files to a specific folder on your computer. The Collector App will monitor this folder and automatically upload scanned files to Willow360.
   • Configuration: Install the Collector App, connect it to Willow360 using a security token, and set up the folder paths for scanning.

Managing Files

Once files are uploaded to Willow360, you can manage them using various tools and features:

1. Inboxes
   • Personal Inbox: Files uploaded here are only visible to you. Use this inbox for personal document management.
   • Team Inbox: Shared with team members, allowing collaborative file management. Team members can view and manage files in this inbox.
   • General Inbox: Accessible to all users in the organization. Use this inbox for documents that need to be shared organization-wide.
2. File History
   • Tracking Changes: Each file has a detailed history that tracks all actions performed on it, including uploads, modifications, approvals, and comments.
   • Version Control: Manage different versions of a document to ensure you always have access to the latest updates. Previous versions can be viewed and restored if needed.
3. File Actions
   • Comment: Add comments to files for collaboration and communication with team members.
   • Download: Download files to your local device for offline access or further processing.
   • Delete: Remove files that are no longer needed. Deleted files are moved to a separate section and can be restored if necessary.
4. Workflow Integration
   • Adding Files to Workflows: Files can be directly added to workflows for automated processing. Drag and drop files onto the workflow tile or use the upload button within the workflow.
   • Monitoring Progress: Track the progress of files through the workflow. The workflow tile displays the status of each file, including any pending actions or approvals.

Best Practices for File Management

• Consistent Naming Conventions: Use consistent naming conventions for files to ensure easy identification and organization.
• Regular Clean-Up: Periodically review and clean up your inboxes and workflows to remove outdated or unnecessary files.
• Backup Important Files: Ensure that important files are backed up to prevent data loss. Use cloud storage integrations for automatic backups.
• Secure Sensitive Documents: Use digital certificates and secure email actions to protect sensitive documents and ensure compliance with data protection regulations.

By following these steps and best practices, you can effectively manage your files in Willow360, ensuring that your document management processes are organized, efficient, and secure.