Don't forget to read our blog on all things "checklist" - documentchecklist.blogspot.com.
In this Issue:
- Version Control - CollectDocs keeps track of the versions if you replace a document.
- The InBox - Drag & drop, email in and upload files to your InBox - then drop files into a checklist.
- Use Cases - Immigration Applications and Annual Employee Training.
Sometimes the initial draft of a document or copy received isn’t always correct. In those cases a new version is provided or created. CollectDocs allows users to replace any document item with a new version simply by re-uploading the new document to the same checklist item. The new version replaces the old version as the primary document for that item. However, if you need to go back to see the prior version, just go to the item menu and click on History. In the History you will see a link to view each prior version.
The replace feature also works if you drag a file from the InBox onto an existing completed document item and it also works with Requests. The replace feature in conjunction with the Request feature is a very powerful tool. A user can use the Request feature to manage the versions of a legal agreement negotiation. Create a Document Item and upload the first draft of a document. Then use the Request feature and send the Active Document as an Attachment to the outside party. The Active Document is available as an Attachment under the Forms option in the Request.
When the recipient receives the Request and downloads the attached form (the first draft of the document), they can then make changes or notations on that draft and upload it back to the system. Once in the system, you can download the new draft document, make changes and re-upload the latest draft and repeat the Request process again with the Active Document as an Attachment. The beauty of this process is that each version is retained in the History along with the exact dates that it was sent and received and the Request reminders will keep the process on track.
The InBox
The InBox is the holding place for documents that you have uploaded but not yet assigned to a checklist. The InBox appears in the lower righthand portion of the application. When you click on the InBox, a button will appear where you can drag and drop files or click the button to browse to files for uploading.
Documents can be uploaded in a batch, one at a time or even emailed into the InBox. Every user has their own InBox and the InBox is not shared by users or by checklist. Every user can forward emails or send emails directly to the email address of inbox@collectdocs.com and the body of the email and each attachment will all appear as separate files in that users InBox.
You can also have others email files directly to your InBox by providing them with your custom email address as follows: your.email.address@collectdocs.com. Just replace the @ in your email with a period like this john.smith@abccompany.com becomes “john.smith.abccompany.com@collectdocs.com”.
From the InBox, documents can be dragged and dropped onto any checklist item or they will create a new item if dropped below or above an existing item (watch for the red line to appear). To view or delete files in your InBox, just click the icon next to the file.
Use Cases
Immigration Applications: The immigration process, whether for family visit or work purposes, involves a long process with many forms and supporting documents. The initial document is the petition. If the petition is approved then you can choose an agent and pay the processing fee (which generates a receipt, which you will want to keep as an item in your checklist.) Then you submit the correct forms and supporting documents.
There are lots of forms like the initial Visa application, the Affidavit of Support and certificate of translation form if supporting documents are in a foreign language. Then there are all of the supporting documents such as marriage license, birth certificate, petitioner documents, passport, adoption documentation, etc. It requires a great deal of documentation to get a Visa approved.
As you can imagine, if any of these documents are missing, the process can come to a halt. It is best to have a CollectDocs checklist of the required documents based on the type of Visa that is being requested. Then use CollectDocs to make sure that the documents are in hand before proceeding to the next step. This will ensure a smoother process and an approved application.
Not only can you use the checklist items, but also use the critical reminder and due date notices. This will help keep the process on track and keep ahead of due dates for the agent and the petitioner. When you have all the documents collected, the National Visa Center (“NVC”) requires that the documents be submitted all in one package. The CollectDocs Export feature will export all of the documents to a single Zip file which can be uploaded to the NVC or emailed as required.
Annual Employee Training: An important component of corporate efficiency and compliance is employee training. This is especially true today with constant security training, harassment awareness training and disaster training. These and other types of training are required at least annually and sometimes quarterly. It is quite a task to manage and make sure that all employees are completing this required training and completing it in a timely manner.
This is where CollectDocs can greatly benefit your company. A checklist can be created for each employee with all required annual training listed as items. Then use the Request feature to send requests to the employee for the supporting documents that show the training was completed. The Requests can be scheduled to send at a later date so the entire year can be planned out in advance.
You can also use CollectDocs to set up a checklist that has Tasks as items for training. Each type of training that is required for a new hire can be listed as a Task Item. Create a template with all of the new hire training as items and send all items to the employee as a request. Then, as the employee completes each item, they can simply complete the Requested item. Any incomplete tasks will be obvious to a manager and can be quickly addressed.
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