7 Awesome KOMI Doc Tips and Tricks

KOMI Doc is probably one of the best Document Management solutions out there, and a fantastic tool to organize your in-house information, without a doubt.

You do not need to take our word for it — the interface is super user-friendly, and if you spend a fair few hours in it, you will agree that it will exceed your expectations.

If you are looking to get started, we have some great tips and tricks for KOMI Doc beginners.

  1. Name files & folders consistently

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How you organize and name your files and folders will have a big impact on your ability to find those files later.

Whether you want to file scanned paper documents from your Konica Minolta’s control panel, Word, Excel documents your PC or images from your mobile device, simply select a filing category, enter key metadata, and let KOMI Doc do the magic for you!

Your files will automatically be renamed and filed in a structured folder/sub folder tree based on inputted tags.

  1. Automatically build an effective file plan

     

Enter or sync the list of your vendors, customers, or employees. Then key in the list of all document types that you will manage for them and click on “duplicate folder tree”.

The solution will create for you, at lightning speed, a structured folder tree including for each of your vendors, customers, or employees the same filing structure.

Need to file a document? a simple drag and drop it in the desired sub folder will do the trick.

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  1. Use Smart Lookup to search for documents

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Whether you are working with your CRM, Accounting software or with any application, highlight a word or a phrase, use a keyboard shortcut and search matching documents and folders that have been previously stored in KOMI Doc.

Master this basic command first and you will find yourself searching for content at surprising speeds without having to open a separate browser window or leaving your preferred business tool.

  1. Sync and backup your most important files

     

Your PC’s or laptop’s hard drive could fail tomorrow, or a virus could erase/lock your files, or your computer can get stolen, so performing a regular backup of your business documents is critical.

With KOMI Doc it is easy to back up your files and folders and stay safe. Choose which folders to back up or drag and drop your documents into your special KOMI Doc Sync folder on your computer.

Then all your content will automatically be backed up to your KOMI Doc cloud instance and can be synchronized to your other computers or devices but most importantly, it will keep your data safe from disasters.

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  1. Speed-up document approval

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KOMI Doc includes some needful functions that you can use to create a basic approval workflow.

Creating a great task: Select a document, assign the task to a teammate, add a due date, use the description to give more details or instructions to the task. Once assigned, your contact will receive a notification. Eventually, connect to your task dashboard to measure progress on each task you have assigned to others or to view the tasks that you have been assigned to.

Tasks only have one assignee so there is no confusion about who is responsible for the work. Should you want to involve more co-workers, use the inbuilt on-the -fly workflow feature and its step-by-step wizard to create a serial approval workflow.

  1. Secure confidential information

     

Certain information must absolutely remain confidential, especially of internal people (union, staff representatives, IT team…). To protect your M&A, R&D, HR, legal operations, and associated documents, rely on KOMI Doc’s electronic vault.

You are in control from the moment you initiate your KOMI Doc eVault. Your data stays safely encrypted with the 256-bit AES protocol. You control who has access to your private zone. All you need to manage secrets and protect sensitive data.

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  1. Empower your MFD

     

With KOMI IWS, the inbuilt app dedicated to Konica Minolta device, you can index and file into KOMI Doc any scanned paper documents, right from you MFD’s control panel.

For greater flexibility, you can also use KOMI IWS to search and print any document stored in KOMI Doc you have access to.