The great thing about Rubex? So. Many. Features. The (small) downside of Rubex? So. Many. Features.

With such a wide range of functionality and options, you can completely customize your system to work most efficiently for you and your business, so you can get back to the work that really matters. To help you navigate all of those options, here is a quick guide with some great shortcuts, handy tools, and tips to help you make the most of your time.

The “Right Click” shortcut

If you click on just about any item’s name in Rubex, you’ll get a quick-access pop-up menu to help you more quickly access and complete tasks.

Some of the tasks you can complete from the quick-access menu:

  •         Create a new drawer, cabinet, or folder
  •         Upload
  •         Quick Link
  •         Add to your portfolio
  •         Remove from portfolio
  •         E-signature signing and sharing
  •         Apply a template
  •         Mass apply a template
  •         Share
  •         Check In or Check Out
  •         Request files
  •         Cut
  •         Copy
  •         Paste
  •         Rename
  •         Delete
  •         Start a workflow
  •         Make searchable
  •         See and edit properties
  •         Preview

Mass upload files and documents

Why do things one by one, when you can cut your time into fractions by mass uploading your files to Rubex all at the same time? When you’re selecting a file to upload, just hold down either CTRL key and you will be able to select multiple files at the same time, then upload them all together.

Utilizing templates

Templates are a powerful tool to help standardize your filing practices and to ensure that every customer or project has all of the required documentation for you to do your business well. A template can be applied to a Drawer or a Folder that may include pre-named folders, pre-defined names to use on newly stored documents, or files. Additionally, you can apply a profile, permissions, governance, and automation for items in a template. You can manually apply a template, have a template applied as part of a Workflow, or automate it to be applied to a new Drawer inside a specific Cabinet.


Create Profiles for searchability

Vanquish all of the headaches you experience trying to search for things by creating profiles. Creating a profile for items in Rubex increases your ability to find those items in a search because a profile adds searchable metadata to the selected cabinet, drawer, folder, or file.


Duplicate your work to save time

If you already have a workflow built that will work for another process, just duplicate it and create a new Instance for when you want to use that workflow.

When you make a change to a file, don’t stress about making the same change to all of your other files. Instead, just hit the blue SYNC button or select the Mass Apply button to apply your changes to all of the templates you desire.


See how Rubex works firsthand

Before you implement any changes, you have the option to try things out that you’ve learned from tutorials and other training to help you master Rubex by using the Tasks tab. The interface will walk you through step-by-step on how to use its many features.

Make changes by using drag and drop

If you’re creating a workflow and realize you need to change a step, or even if the workflow is old and just needs to be updated, don’t worry about delete things and then re-add them in the new order you desire. Instead, it’s as easy as drag and drop. All you need to do is drag your steps into the new location you want them in and drop them there.  

Never lose your progress

Click the blue SAVE button regularly when creating workflows. While Rubex saves edits to files instantly, templates and workflows need to be manually saved.


Stay on track with the timeframe box

When you’re creating a workflow, you have the option to check the timeframe box. This will allow you to select a deadline for specific tasks to be completed, and you can select actions for what should happen when the time expires and the task hasn’t been completed.

Utilize the Need Help button at the top of the screen

The Need Help button will open a window showing a list of interactive, step-by-step onscreen instructions for many common tasks. Under the Help tab, you can enter your question to find an appropriate tutorial or scroll manually to find your topic.

If you have in-depth questions about the process, be sure to consult the full user-guide here or feel free to contact our white-glove service support team!

If you’re new to Rubex and eFileCabinet, fill out the form below for a free demo.