Document Management in Uku
Document management allows you to automate the process of organizing and storing client files. Whether it's contracts, invoices, or other important documents – you can set up a system that makes storing all necessary files and accessing them fast and easy.
To use document management, you first need to activate it. Select "Settings" from the main menu and click on the "Document Management" application.
Then connect Uku to your document cloud folder.
Currently, integrations are available with Google Drive, OneDrive, and SharePoint.
When connecting the document cloud folder, it may ask for your permission to access the documents.
Next, you need to select the main folder where the documents uploaded to Uku will be stored.
Click Update and then confirm your selection by clicking "Select".
Document Management
By integrating Uku with your document management system, you can later conveniently review and search the prepared documents using the "Documents" option in the client card. The documents are displayed in chronological order.
Document Management Settings
To ensure smooth document management, you can set up your company’s document management settings.
Settings description:
Automatically create Public folder for client files and Private folder for member files
This option will automatically generate two separate folders for each client:A Public folder for files that can be accessed by both the client and the team.
A Private folder for internal files that are only accessible by team members.
Automatically create Year / Month subfolder under each client for file sorting
When enabled, this setting will organize files within each client’s folder into subfolders based on the year and month. This helps with file organization and allows for easy navigation through historical files.Automatically create Notes and Templates subfolders under each client for file sorting
This feature automatically adds dedicated Notes and Templates subfolders within the client’s main folder. Notes and templates will be organized into these specific folders to simplify file management and quick access.Add task files added by Members
When enabled, any files that members of your team upload to tasks will be automatically added to the relevant client’s folder. This ensures that all files related to a task are stored in the correct location for future reference.Add task files added by Clients (from emails and client portal)
This setting automatically organizes files uploaded by clients—either through emails or the client portal—into the correct client folder. This helps keep all client-submitted documents in one place for easy access and management.Backup files to Uku file storage
Enabling this option will back up all files related to clients into Uku’s secure file storage. This ensures an extra layer of protection and guarantees that no important documents are lost.