Frequently Asked Questions

What can I collect with CollectDocs?

You can, of course collect electronic files with CollectDocs - scanned documents as a PDF, spreadsheets, Word files, pictures, virtually any file type. You can also manage tasks that need to be completed, like "Send final budget to Joe". You can also collect answers to questions, such as "What is the expected start date?" or "What is the loan amount?"

What file types can I attach to my list?

Virtually any file type can be added to your Checklist. Word, Excel, PowerPoint, CAD, JPG, BMP, GIF, TIF and data files of almost any type.

How long do my Checklists last?

Your Checklists can last as long as your account is active, but the number of lists you are allowed to have is limited by the type of plan you sign up for. Checklists should be exported when completed and then deleted from CollectDocs. The exports are a complete package of all documents/tasks/data collected and a history of all activity on the checklist (audit report).

How many Checklists can I have at one time?

Bronze accounts can only have 10 Checklists. Silver accounts can have up to 100 Checklists and Gold accounts can have up to 250 Checklists. Enterprise accounts can have an unlimited number of Checklists. Checklists should be exported when completed and then deleted from CollectDocs. The exports are a complete package of all documents/tasks/data collected and a history of all activity on the checklist (audit report).

How many users can I invite?

You can invite as many guest users as you want, there is no limit to the number of users you can invite to view or add documents to your Checklist. Non-paying users will be able to access any Checklist you give them access to, but they will not be able to create their own Checklists.

Can I delete a Checklist?

Yes, you can delete Checklists.

What does it cost to have documents faxed into my Checklist?

For a limited time, there is no charge to have up to 5/25/50 (depending on account type) documents faxed in each month. Each additional document over the account limit will be charged to your account at a rate of $2.00 per fax.

What does it cost to have documents scanned into my Checklist?

For a limited time, there is no charge to have up to 100/500/1000 (depending on account type) pages of documents routed to Millennia Group for scanning and posting to a Checklist. Each additional page over the account limit will be charged to your account at a rate of $0.10 per page.

How many items can I have in my Checklist?

There is no limit to the number of items in each checklist.

Can my list have sub-items and sub-sub items?

Yes, any list can contain folders in which you can place documents, tasks or data inputs or you can add additional folders within a folder. CollectDocs will auto number the folders and items and a user can specific the numbering schema.

What do I do when my Checklist is complete?

When your Checklist is complete you can either mark it as Complete, which removes it from the default view on your dashboard, or you can export all the files and then delete the Checklist. Completed Checklists can be viewed by changing the filter on the dashboard from Active Lists to Completed Lists.

How do I attach documents?

There are three options for attaching documents. Files can be imported directly to a Checklist item from within any browser. Users can also use the multi-file import tool to import more than one file to the Inbox. From the Inbox, a file can be dragged and dropped onto any Checklist item or multiple files can be dragged into a folder and each file will automatically create a new Checklist item in that folder. Certain browsers allow users to drag files from their computer and drop them into the InBox. You can also send a Request to anyone with an email account and they can follow the simple instructions to load a document directly to the checklist item you specified.

Can I attach an email to a Checklist item?

You can forward an email to your inbox (inbox@CollectDocs.com) and then drag and drop both the contents of the email and any attachments onto checklist items.

Can I drag and drop a file from my desktop?

Users can drag and drop files from their desktop to the InBox in CollectDocs but this feature is only supported in certain browsers.

Can I re-use Checklists?

Yes, you can create Checklist templates that make it very easy to get a new Checklist up and working for you in seconds.

Can I edit a Checklist?

Users can edit Checklists. Any Checklist item description can be modified. Checklist items can be dragged up and down, in and out to relocate the item in the order of the Checklist and they auto-renumber. Checklist items can be added or deleted from any Checklist.

Can I replace a file that was previously loaded to a Checklist item?

Yes, you simply use the Replace icon to import a new file to that Checklist item and it will replace the old file. The old file is still available in the system by going to the Checklist item History.

Does CollectDocs track user access?

Yes, CollectDocs tracks user actions on a Checklist item by Checklist item basis in the History.

Can I set requirements for a Checklist Item?

Yes, you can put requirements on any Checklist item. For instance, you can set the requirement that the document must be a fully executed copy or that the file be in a certain format. Until a user acknowledges that the requirement has been met, the item will indicate that it is incomplete.

Can I have someone else load a document to an item on my Checklist?

Yes, there are two ways to allow other people to load documents to your Checklist in CollectDocs. You can add a user and give them Upload rights to your Checklist. You can also use the Request File tool. With the Request File tool, you can send out a request via email to anyone, regardless if they have rights to your Checklist or not, and the email contains a link to allow them to load the file directly to the Checklist item. You can even have that person load multiple documents. That user will not be able to see your Checklist and they do not need a CollectDocs account.

Can I send a reminder to someone that I have requested a file from?

CollectDocs allows you to set the number of days before an automated reminder is sent out asking that the file be loaded or the task be completed. You can also set the date that the first reminder is to be sent.

Is there any notice when a document has been loaded to my Checklist?

Yes, you will receive an email letting you know that the document was loaded and a message will appear on your dashboard. Users can set a variety of notices for each checklist and for the system as a whole.

Can I limit access to only a part of a checklist?

Access can be limited by folder. For example, the benefits department may be limited to the Benefits folder within a New Hire checklist so they can only load and view documents related to Benefits.

Can I see just the incomplete items on the checklist that I am current working on?

Yes, you can use Filters to quickly view only the items in the checklist that you want to see. When you are in the Checklist, go to More and select Filters. You can filter on Item Types (document, task, data ), Item Status (complete, incomplete) and Item Flags (requirement, due date, requested, notes, priority).