Folder templates are one eFileCabinet users’ key tools for saving time. It may seem like a simple concept, but templates afford users the freedom to craft and organize their ideal filing system without repeating the same steps whenever creating new folder structures. Whether you’re wanting to keep your personal documents secure and organized, or you need a better filing system at work, Rubex by eFileCabinet can help.
How Templates Can Help You
With a home filing system template, you can create consistency and ease-of-access for all your most important documents. Digital document storage saves you space, but it can also save you time if you know how to use templates and software correctly.
Work-related filing systems are equally important, and proper security may be even more significant. As a user that’s responsible for the organization and compliance of your business’s or department’s various records, you know how tedious creating new folders, sub-folders, and required documents can be. Whether it’s a new client, new employee, new account, etc., your company likely has a standardized method for organizing files. You need to be able to both create and access these files quickly and often routinely.
While you can spend time and effort copying and pasting different folders and subfolders, this filing method still doesn’t account for the various security and compliance controls required for most digital records. Our extensive software gives you freedom and organization for multiple categories or departments, automated processes, security for sensitive information, and templates to get you started. Rubex by eFileCabinet does much more than save and recreate folder structures.
Organizing Your Template
If you haven’t already been using templates in your document management system, it’s not too late to get started.
Once you have access to templates in the admin menu, the interface allows you to create libraries for related templates you make. Create your ideal folder structure with the necessary sub-folders and names. Add predefined file names which include spaces where you can insert a quick name and date to a document you drop into the folder. This might look like “Invoice [Last Name, First Name mm/dd/yyyy].” You can also add documents you want to consistently appear in your templates. Applying the template will create a copy of that document.
As you build your template you can set profile items, permissions, governance, and automation rules for your folders and documents. This is especially important if you’re working with compliance documents or sensitive information you don’t want anyone and everyone having access to. Now each time this template is used, there will be consistent and secure access and organization across the board.
Applying Your Template
Putting your templates to use is simple. Apply your template to any folder with the right-click menu. You can also mass apply a template to all of the sub-folders in a folder or cabinet.
Templates are universal, so whenever you make changes to a template, you can sync those changes with all folders you’ve applied the template to. This makes updates, personnel changes, and additional documents or folders simple. Once you create your ideal template or templates, integrating old files and adding new ones takes less time without sacrificing security or previous work.
Our technology even allows you to use templates on both physical documents you scan in and digital documents in PDF format that you upload.
Rubex software makes document management simple so you can spend your time the way you want. Our templates eliminate the repetitive task of recreating the same folder structures over again and allow you to make changes to a mass amount of folders with only one step.
If you aren’t sure where to start or haven’t ever set up a digital filing system, don’t worry. Get started with our ready-made templates that you can customize and make your own. You can adjust templates for your business, company, or department, or you can convert them into a home filing system template. Either way, eFileCabinet can help you get and stay organized in your specific field or circumstance.