Small firms can easily accumulate 50,000 documents, PDFs, scanned receipts, graphics, CAD drawings and other files on their network server. Large firms can easily have 500,000 files. Employees might have 5,000 to 10,000 files on their PCs or laptops.
How do you find the right information when you need it?
Introduced in 2009, Link Files is widely used by BillQuick Customers. In 2010, Link Files expands to more areas. Now you can link files to any of these records in BillQuick and Web Suite:
- Activity Codes
- BillQuick Messages
- Client Contacts
- Expense Codes
- Expense Fee Schedule
- Expense Log • Invoice Review
- Project Journal
- PTO Review
- Service Fee Schedule
- Simple Expense Log
- Simple Time Card
- Sheet View
A BillQuick Message might include a proposed contract provision for a project you are working on with an executive. Scanned receipts may be linked to expense entries. Pictures of a work site may be linked to time entries to explain extra hours charged to a project. You might attach pictures, videos, analyses, or an audio file to a project journal note. A vendor’s record may include a linked PDF of his Work for Hire agreement while an employee’s record has linked PDFs of federal, state and other paperwork.
Another improvement is better organization of attached files. BillQuick 2010 now creates a folder for each record type (see the list above). You control where the folders are located. With linked files in a single location, employees and managers will always have access to needed documents (with appropriate security permissions). With all the linked files secure in one location, you can easily back them up along with other files stored on your network server or PC.
In BillQuick 2010 you now have visual Link Files indicators on all screens. They show you how many files are linked to a record. It’s all right there.
BillQuick 2010 does not stop there. Now you can view the entire collection of linked files on one screen, regardless of the record type to which they are attached. For users of BillQuick’s Document Management feature, there is a new Linked Documents tab. It shows you, project by project, the files linked to them. This extends the project focus of the Document Management feature.
For more extensive access to linked files, the new Linked Documents screen makes it easy and quick to manage linked files. You can display items by record type or see all linked files. The list can be narrowed or expanded by choosing a period or date range for the link date. With the new Funnel Filters, you can further refine the list of linked files. For example, you might bring up all linked files, and then use a funnel filter to narrow the list to only the files linked by a single employee.
To view a linked file in its native application, simply click the link in the File Name column.