Versioning Documents in NetDocuments

Versioning Documents in NetDocuments

Clients are often faced with the challenge of keeping versions of document groups together after they are created, through their life cycle.  In the past, prior to document management systems, documents were traditionally saved as numerous files with a name that would contain an additional reference to making it unique.

For example, let’s look a document named “VERSIONING SAMPLE Marital Property Agreement” created using the New vs. Old methods.

 

OLD Method

Documents grow into a list that out of control and changes cannot be easily referenced in the document name.  Also, if someone names the document something like “Paul’s edits to Marital Property Agreement,” then the document would get lost in the list because it is now found higher in the list under “P” because the list is sorted alphabetically. 

 

NEW Method

Versioning in NetDocs with the New MethodAbove we see that in NetDocuments we can leverage the version name to provide a high-level description.  In addition, we can also utilize the Comment field to capture additional details.  Someone looking for a document in this list can easily identify which version they need to open.  Also, it is incredibly useful to be able to link documents with different document types (i.e. a PDF version of the MS Word document). This gives you a true picture of the document workflow and history, rarely seen with this level of detail.

For more information about Version 2.5 for ndOffice or any other features in NetDocuments, just contact us at info@affinityconsulting.com, call us at 877-676-5492 or request a consultation

 


Ted Kriss

Written by Ted Kriss

A member of our default services team, Ted is someone who is truly a jack of all trades. A former paralegal and law firm system administrator, Ted’s areas of specialty include customized macro conversion solutions, accounting setup, report creation, document assembly, data migration, mailroom automation and paperless solutions. Ted’s “out of the box” thinking enables him to recommend innovative solutions that streamline processes and improve workflow. Known as “the creative thinker,” Ted’s amiable disposition makes him someone clients are comfortable working with again and again. Helping the people he works with have their “a-ha moment” is Ted’s favorite part of the job.

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