3: Working with your team in SuiteFiles

SuiteFiles is where your team works together to manage your documents - where you share files, organise folders, upload scanned documents, and set up templates.

Here's some of the functions SuiteFiles can help your team do:


Sharing:

You can share files with both internal and external users through SuiteFiles. Only internal users will be able to access your file system. 

You can manage the items that have been shared under the Sharing tab.

Note: An internal user is someone who has been given an account through your business' Office 365 license. 

Sharing a file:

  • Next to the file that you want to share, click on the '+' icon. This will bring up the actions menu. 
  • Click 'Share' and enter either a) the name of the internal user you want to share the file with, or b) the email address of the external user you want to share the file with.
  • Type a note for the recipient and choose an action option from the list provided. 
  • Click the 'Share' button

Step-by-step instructions

Viewing shared files:

To view the items that your team has shared with you, navigate to the 'Sharing' tab. You can:

  • Mark any shared files as 'Done' once you've completed the action the sharer requested,
  • Download files,
  • Add a comment to a shared file. 

You can also check on your files that you've shared with other users to see if they've updated them.

Step-by-step instructions


Folders:

A great file system is one where you can find what you need! To help your team keep your folders tidy and easy to find, here's a list of what you can do in SuiteFiles:

Create a folder:

  • Under the folder title, you'll see a folder icon with the word 'Create' next to it. 
  • Click on this to create a new sub-folder.

Step-by-step instructions

Rename a folder:

  • Click on the 'Edit' button under the folder title. 
  • Enter the new name,
  • and click 'Save.'

Step-by-step instructions

Move a folder:

  • Click on the 'Edit' button under the folder title,
  • Click on 'Move',
  • use the pop-up window to navigate to the location that you'd like to move this folder to,
  • Then click on the 'Move' button.

Step-by-step instructions

Folder filtering:

  • If you have a lot of sub-folders inside a folder and you want to quickly find one, 
  • you can filter them by simply starting to type the first few letters of the sub-folder name. 
  • There's no filter box or field you need to type into, just start typing! 
  • After a moment, the sub-folders will filter to show you only the ones beginning with the letters you have typed.

Step-by-step instructions

Create a folder template:

  • This is useful for common folders you use time and time again. 
  • Inside a folder template you can include sub-folders and files.

Step-by-step instructions


Scanning:

You can scan documents directly to any folder of your choosing within SuiteFiles. Within SuiteFiles, you can generate a unique email address for any folder, which you can scan items to. 

Your team or external users can upload documents to SuiteFiles by using this 'email to folder' function without needing to access your site. 

Creating the email address for a folder:

  • Click on the 'Edit' button under the folder title, 
  • then click the 'Email' button. 
  • A unique email address will appear under 'Folder Email' which you can then enter into your scanner or email straight from your inbox.

Step-by-step instructions

Filing Scanned Documents:

  • When you've scanned files to folders in SuiteFiles, links for these uploaded files will appear under the Uploads tab. 
  • From here you can file documents to different folders through a simple drop-down list. 
  • You also have the option to rename a file before filing it to a chosen location. 
  • Once an item is filed, the link will be removed from the Uploads tab. 

Step-by-step instructions


Templates:

SuiteFiles allows you to create and manage folder, file and email templates. This ensures that everyone in your team is using the same material. 

If you also use Xero Practice Manager, Xero HQ or WorkflowMax, you'll be able to use the integration with SuiteFiles to prepopulate custom fields inside templates with client data.

Using a file template:

  • Click on the 'Create a file' button, 
  • followed by the template tab. 
  • Enter a file name and, if you have the integration required set up choose a client to prepopulate the template with their information. 
  • Once you've completed these steps, select the template you wish to use and your new file will be created.

Step-by-step instructions

Using a folder template:

  • Click the 'Create' folder icon,
  • enter a name for the new folder
  • and select the template you'd like to use from the drop down list. 
  • Click 'Create and close' and the new folder will be created.

Step-by-step instructions

Next - 4: Discover SuiteFiles Apps

Still need help? Get in touch Get in touch