Xerocon South 2018 Demo
Join Andrew Sims, the CEO of SuiteFiles, as he takes you through an introduction to SuiteFiles, how it can help your business and how we can make the transition from your current file management system to SuiteFiles an easy one. We had an amazing response from our attendees and loads of great questions! Be sure to scroll down to see the list of questions and answers below.
If you’re ready to give SuiteFiles a try, visit www.suitefiles.com and start your free trial today.
Questions and answers
Q: What are the ideal user numbers of SuiteFiles for speed and functionality?
A: There’s not really an ideal number for users. When it comes to speed, it’s about the speed of your internet connection, how new your computer is, and its processing power. This is because you will be using your browser and the Office desktop apps (Word, Excel etc). We have a mixture of customers ranging from sole business owners right through to those with 80-90 users and SuiteFiles works perfectly well for all of them. We recommend you get the fastest internet speed you can based on the budget constraints you have within your business. The faster, the better.
Q: Before using the SuiteFiles, we must be on Office 365 right?
A: Yes that is correct.
Q: Do the SuiteFiles prices include Office 365?
A: It doesn’t; you need to get your own Office 365 account setup. You can do this by contacting your IT people or through Microsoft directly. Our SuiteFiles pricing is on top of that.
Q: I note that Windows 8 and 10 is recommended for use with Suite Files. Can Windows 7 be used? What if any performance issues would be experienced in this instance?
A: Windows 10 is the most recommended, but Windows 7 can still be used. Please note that we don’t really support Windows 7 but some of our customers are still using it.
Q: What Office365 level is required?
A: You need one of the following Business plans… The cheapest is Office 365 Business Essentials; that will work perfectly. There is also the Office 365 Business Premium and E1 and E3 plans. Most of our customers are using the Business Premium plan because it also includes the desktop Office apps in the licensing (Word, Excel etc).
Q: Do we need Office 365 Business, or Office 365 Home (up to 5 users)?
A: The Office 365 Business plan does not have the underlying SharePoint features where we store all the files in SuiteFiles. So, we recommend that you go for Business Essentials or Business Premium. Don't go for the Home plans as they won’t work.
Q: So Premium vs E3 doesn't matter?
A: Office 365 Enterprise E3 includes Microsoft’s image editing tool and PDF creation tool, along with Access. The Premium plan comes with Outlook, Word, Excel and OneNote. The Business Premium plan has a max number of users which is 300, but if you think you will have more than 300 users, go with the Enterprise E3 version.
WORKING WITH FILES
Q: When you open a file from SuiteFiles does this stop anyone opening the same file?
A: By default, SuiteFiles sets up the system with co-authoring, where you can share the file with someone and have two people working on the file at the same time - Office 365 and SuiteFiles does the same thing. If someone has a file open and is working on it and someone else opens that same file, they’ll see all the changes that person has been making to the file. You’ll receive a notification that someone else has also opened the file, and see in real time the changes you both have made. If you’ve got two people working on the same file and you’re going down two different paths with it, then one person would need to do a Save as and save that document as something else.
Q: Is there an audit trail?
A: There is a version history that is turned on as part of Office 365, so every time a change is made to a file you can see who made it and when and can roll back to previous versions if you need to.
Q: If a file is ‘checked out’ does this prevent anyone else opening and making changes to the file?
A: No, SuiteFiles does not support the ability to ‘check out’ a file.
Q: Are local files generated on user's computers? For client privacy in case of computer theft or hacking are these files encrypted or can they be encrypted?
A: When working on files through the browser, nothing is saved on the local computer. Everything is in the Cloud, in Office 365. So, if someone walks away with my computer, someone has to know my Office 365 credentials to get at my documents. This works in the same way as having a file server in your office e.g. G: Drive; the files aren't actually stored on your local computer.
Q: Can you save .eps and .ai files?
A: Yes you can save these files into SuiteFiles. You wouldn’t work with them directly from SuiteFiles, but you can certainly save them there once you have finished working on them.
Q: Can we hyperlink in an Excel document to a document saved in SuiteFiles?
A: Yes you can, if using the Excel desktop app. To hyperlink to another file, select Insert > Link and on the Insert Hyperlink screen, it will point you to your SuiteDrive folder and you can navigate around, and find the file you want and click Insert.
Q: I'd like to know more about Tasks, Scans & More
A: Tasks is around file sharing. You can share a file with a colleague who has an account in your SuiteFiles site and include a message to the recipient before sending. The intent with this is to stop people from attaching a file to an email and sending this to a colleague and thus creating multiple copies of that file. Share files internally from SuiteFiles so that you can work on one version of a file and have a single source of truth.
Scans is an interface which shows all documents scanned to SuiteFiles and it allows me to rename and move them around if I need to.
More has a few more options for administrators e.g. Manage users and groups which allows you to lock down folders so that only specific people can access the contents of that folder. This is really important particularly in the business case of keeping HR information or sensitive details inside the system. This area also houses the template gallery and gives you access to the Recycle Bin so when files are deleted you can go in there and get them back.
Q: There was an e-sign button I noticed on the demo at Xerocon that I would like to know more about.
A: This is something that’s in progress at the moment; we are working on our own electronic signature feature that hopefully we’ll be able to launch early next year. This will allow you to sign any document inside SuiteFiles and send it to someone else for e-signing as well.
Q: Is SuiteFiles Mac friendly?
A: Yes it is. We have a beta version of our Outlook add-in available that anyone on a Mac is welcome to use.
Q: Is there any integration with Microsoft Teams? At times we utilise Teams based on clients for collaborative work and conversations.
A: We have been playing around with Teams ourselves, but an integration doesn’t look promising. This is because when you create a new team, it creates a new space in Office 365, and so you would need to move everything from SuiteFiles to this new space, and your files would become disconnected.
Q: Can you share documents with those outside of SuiteFiles?
A: Yes you can, but please note that we don’t yet have a client portal. You can share individual files and can include a text code for verification too.
Q: Can we search in a specific folder?
A: Yes you can. We have an option to Search in the current folder.
Q: Does the search only search the document name or the context within the document?
A: It’s a bit of both. There are certain file types where we can search the content of the document but we also search on file name and the file path or the location of the file as well.
Q: Can you restrict access for staff to subfolders of client files?
A: Yes you can. With security groups, you can apply those groups to folders and only members of those security groups can access the contents of those folders.
Q: Can you co-work on a file with clients who don't use SuiteFiles? Is there a client portal in the pipeline?
A: Yes, there is, that happens to be our most asked for feature. Watch this space.
Q: Do files in SuiteFiles show under the documents tab in XPM?
A: Yes they do. If you click on the Documents tab in XPM, the Practice Manager looks inside of SuiteFiles for the Client folder. It’s really important to note that when you click on a file in the Documents tab, the file will be downloaded to your local computer and into your Downloads folder, so when you open it you are not opening it out of SuiteFiles. When you edit it and press Save, the changes are going to go back to your local Downloads folder on your computer and not into your SuiteFiles system. Because of that we have built a link that takes you to SuiteFiles, into the client folder so you can work with your files directly. When you open a file from there, you can make changes, click Save and your changes will go back into SuiteFiles.
Q: If existing folders are not currently linked to XPM client groups, is there a way to set this up upon migration? Would it require files/folders to be setup in a certain way prior to migrating? Thanks!
A: Yes, if you want to have group folders in your system, when we migrate we need to have group folders setup and client folders underneath. We’ve got ways to automate that or run scripts to do that to make it nice and quick rather than having to manually move folders around. Talk to us about it, we are always asking those questions as part of the migration process to get everything set up properly.
Q: We have templates that we are using now that require two or more names of clients. Is there a way we can add custom fields that can pull information from XPM about a second contact person and so on? As of now, we can only populate for the main contact person. And do you have new custom fields that we can use?
A: You can add custom fields in XPM and pull information back from those custom fields into SuiteFiles templates. You could create a custom field for a second contact person. It’s certainly something we can have a look at.
Q: When we migrated, some of our files had the Ampersand (&) symbol and was automatically converted to the plus symbol (+) which makes it different to XPM folder names, whenever we try to bring it back to Ampersand. Is there a solution for this now? This issue is only with the old files migrated from our MYOB.
A: I’d recommend getting in touch with us as we probably have ways we can help out.
Q: Can you show us template documents - where the information has to be pre-filled manually with SuiteFiles, not going back to XPM?
A: Yes, we have a new feature that allows you to edit any of the field values – find out more here.
Q: Can you pull the members of a group from XPM into a template if the group is set up?
A: No quite yet, this is something that we are working on.
WORKING WITH EMAILS
Q: When you drag and drop from an email how can you tell SuiteFiles where to allocate under the client folder? e.g. if you want the file to be saved under client folder/2018/emails?
A: If you want to save a file you simply navigate to the folder and open the correct folder, drag the attachment or email into that folder in the Outlook add-in.
Q: Can you schedule emails or set repeating emails?
A: Not as a part of SuiteFiles, but you might be able to do that in Outlook.
Q: Can we bring over email content from Gmail?
A: Yes, if you’re using Outlook. Our email integration doesn’t rely upon the backend system that you’re using. You could be using Gmail, Yahoo mail or Outlook.com or some service that a local ISP provides or even a local email server setup. It doesn’t matter to us, what does matter is using Outlook. The functionality is really driven by the SuiteFiles Outlook add-in – so if you install this you can start dragging and dropping emails and attachments into it and save them to SuiteFiles.
Q: When you drag an email across to save into SuiteFiles, and that email includes an attachment, does it automatically save the attachment? Or do you have to do that separately?
A: We don’t strip the attachment out and save it as another file, but the email will have the attachments saved inside of it and can always be accessed.
Q: Do you have to have Office 365 for email?
A: No, but you do need an Office 365 account. Since Office 365 licensing includes Microsoft’s email server, Exchange Online, 9 out of 10 customers move their emails to Office 365.
Q: We have our own domain name but are using Gmail online - can previous received / sent emails be imported into Outlook?
A: I think the answer to that is yes but it’s something to check with an IT person. I’m pretty sure if you connected Gmail to Outlook you would find your sent items would be brought across to Outlook, but recommend checking with an IT person about that.
Q: Can you save an "email conversation" once, so that all emails are saved?
A: No. You can save the latest email from a conversation. If there are any attachments they won’t be in the latest email so you would need to save each individual email.
MIGRATING YOUR FILES TO SUITEFILES
Q: Can zip files be migrated?
A: Yes, absolutely!
Q: Is there an additional fee for the migration process?
A: Yes there is, there is a one off service fee for migrating your files to SuiteFiles. This is defined by how much work there is to do. We have formulas on our website here, or you are welcome to talk to us to get an estimate based on your situation.