Hello! Did you know that it is now possible to create alerts for records in McFile? With this system, you no longer need to memorize when you need to take action on a document. Just create an alert in McFile and that’s it! You will never miss a deadline again!

Creating an Alert

The process of creating an alert is very simple: open the record you want to receive the alert for, click on the “More…” option in the upper right corner and select “Create Alert”.

A box will appear on the page where you can configure your alert. Give it a name, set a date and time, and if you want, also add a more detailed description to help you remember what you need to do. You can also add other users or even entire social groups to receive this alert, both by clicking on “Add other participants”.

After filling in the required Subject and Date fields, you can click on the “+ Add a reminder” option to add periodic reminders about your alert.

These reminders can be set up as a single occurrence, repeated at configurable daily intervals, or even on specific days of the week or month. You can also define the reminders to occur only during a range of days leading up to the alert execution, and choose whether only you or all participants receive the reminder.

Finally, click on the blue box “Create Alert” to finish creating the alert.

It is also in this menu that you can check the list of active alerts for the record you are viewing. They are separated into active alerts – those that have yet to occur, alerts created by you, and expired alerts – those that have already happened.

When the reminder time comes, you will receive an e-mail with a link to the record and also a notification in the new McFile alerts calendar. The calendar is located next to the social notifications and you can use it to check your future alerts for all records, plus check which alerts have already expired. And that’s it! As I said at the beginning, you no longer have to worry about deadlines in your documents.

If you want tips on when to use alerts, try creating some for documents that need changes in the future, contracts that will expire, deadlines for customer service, or just for records that you want to remember to visit.

If you have any questions about alerts, we are available through chat support and also via email, where we will help you with whatever you need.

See you next time!

Hi! Today’s blog post is about a tip that can be very useful to you.

Did you know that you can configure which e-mails you receive from McFile? From social notifications to restricted areas, you can have total control over everything that happens in your environment. Ready to understand how it works?

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Configuring you e-mails

To see which e-mails you will receive, simply access the “My account” option in the user menus and then select “Email Preferences” in the sidebar.

McFile sends e-mails in the following cases:

• When a new user is registered or an existing user is updated;
• A new user is added to a restricted area that you have access to;
• There are pending tasks in the file module, such as digitization requests and document entry;
• Import reports are generated;
• You would receive notifications from the McFile social module, such as comments on documents and social groups;
• There are pending tasks in the library module, such as loans and returns.

By default, the sending of e-mails for social notifications is disabled, but you can receive them if you wish.

Choosing which e-mails you want to receive is simple, just check or uncheck the checkboxes next to the e-mail types and click “Save”. You are not required to receive any e-mails, just as you can check all the boxes and receive notifications about various actions in the system!

Oh! Remember that some types of e-mails are restricted to certain user types. Only administrators are alerted about changes in users and user registrations, for example. So, if you don’t see some of these options, don’t worry.

Finally, it is important to know that e-mails do not replace the internal notifications of the platform! You will continue to receive them and you can access those by clicking on the flag icon in the top menu, next to the user menu.

If you have any questions about e-mail preferences, please contact our support and we will help you with whatever you need.

See you next time!

Hey! Today we are here with one more fresh product from our development team!

Minding the safety of your processes it’s usual to need that some of your files and records are not altered. For this need we have some tools, like restricted areas, access profile, custom privileges…

However, there are instances whre an information needs to be acccessibel to all, but yet not alterable, and you don’t need to mess with a multitude of individual privileges and restricted area configuration.

For this purpose McFile offers the simple, pratical and effective: File and Record Lock

File Lock

Clicking on the ⋮ (vertical dots) menu and selecting the Lock option you have the following menu:

Selecting one of this options you will dissallow:

• Lock for Editing – Edit, Delete, Move, Rename;
• Lock for Copying – Download, Share, Print, Generate PDF, Clone;
• Lock for Editing and Copying – All the above options.

It’s important to note that:

• Whoever locked the file will still be able to perform the locked actions and can unlock it. Managers and administrators will also be able to unlock them.
• Only the file creator, managers and administrators can lock files.

Record Lock

The record offers only one lock option at the “More …” menu

Once locked it will not be possible to:

• Upload, delete or alter files;
• Change any fields, including restricted area and file plan;
• Link any new record to an locked matter or company.

Also, when locking a matter or company you will be prompted to infrom if you want to lock all the linked records or only the current one.

This is all for today! Until next time!

Greetings! Have you ever used the QR Code generating tool to share McFile documents?

QR Codes can be used as a quick and practical physical links, because they work like bar codes that can be scanned by most mobile phones with a camera.

Instead of indexing numerous documents and attachments to case files, how about including a QR Code? This practice has been gaining momentum around the world in the last few years, due to its cost reduction benefits for law firms, as well as the streamlining of cases for judges. With this technology, it is even possible to include relevant videos for the judge’s analysis without the need for in-person visits, which take time to arrange.

And that’s not the end of it! Here are some other ideas on how to use QR Codes to improve your company’s day-to-day:

• It can be printed and sticked to boxes of physical documents that have been scanned to McFile, providing a quick identification method;
• It can direct new employees to company’s orientation videos stored in McFile.

And it is really simple to create! You only need to go to the folder or document you wish to make available. Clicking in “Share“, followed by “New shareable QR Code link” and then “Download“, you generate a png file with your QR Code to be used wherever you need it!

What did you think of these tips? We are available through chat and e-mail for any feedback and questions you might have.

See you soon!

McFile Team

Have you heard of the McFile mobile app? Available for Android and iOS devices, it is our solution for users who want quick and efficient access to McFile’s features.

From searching to uploading documents, from sharing to offline access, the app offers a great range of functionalities. Let’s see how it works?

The first screen of the system displays a list of all registers that the user has access to, separated by categories. Here, the user can search for registers using the magnifying glass icon in the upper right corner. The icon to the left of the magnifying glass is a new feature of the app: barcode search. Clicking on it opens the screen to scan a barcode generated by McFile, taking the user directly to the register associated with that code.

Finally, clicking on a document type takes the user to the screen with all the registers of that type, while clicking on the yellow bar at the top allows you to change the restricted area being viewed.

Now, in a list with registers, the user can click on one of them to view the data and associated files, as well as add new files, just like in the conventional McFile. For convenience, each document has a sharing button that can be used to generate direct links to that register or file. It’s also possible to download files, allowing them to be accessed on the device even without an internet connection. The files available in this way can be found by clicking on the “folder” icon at the bottom of the first screen of the system.

Back to the home screen, if the user wants to quickly upload a file from their device to McFile, simply click on the “+” symbol in the lower right corner. The user can then upload an image or file to the system or even take a photo of what they want to save, only needing to specify in which register to place the uploaded files.

Oh! It’s worth mentioning that users can also send files to the system without opening the app first! Just use the mobile device’s file-sharing function and select McFile as the destination.

The “bell” icon opens the screen of alerts that the user has received. Here, you’ll find both notifications sent to the user and the status of tasks and services that the user needs to perform.

Furthermore, all the service request features available on the McFile Web are also present in the app. Users can request documents scanning, extraction, and loan services.

And that’s not all! The app is constantly evolving, receiving improvements and new features. For example, we recently added voice search and the ability to request book loans. So, I recommend that you keep an eye on this blog to be the first to know about updates to the app and McFile as a whole. If you have any questions about the app, please contact our support, and we’ll assist you with whatever you need.

Until next time!

Greetings! Are you interested in including a digital signature, with long term validation and precise timestamp, to your digitalized documents? Did you know McFile can help you with that?

When this option is enabled, McFile will convert your PDF files to PDF/A when uploaded and include relevant metadata such as the reason for the certificate and the responsible party, as well as a unique hash code to improve security. And most important of all: we offer all this along with long term validation, a technology that checks the certificate’s validity the moment the signature is added, and gives credibility to the document even after that certificate expires.

All you need is a digital certificate to get started. Once you have that, you should go to the admin page, in the top-right corner of the website:

There, search for the Digital Signature panel and fill the required fields, like in the image below. Don’t forget to press the ‘Save‘ button in the top-right corner of the page.

And that’s it! Now everyone in your company will be able to add the digital signature when uploading documents in batches, using the certificate provided by you. Whenever an employee wants to add the signature, all they have to do is check the ‘Add digital signature‘ box, like so:

If you have any questions, don’t hesitate to get in touch with us, through suporte@mcfile.com. We will be happy to help! Until next time!

Hello again, we are back today to bring you some fresh updates straight from our development team!

You know how frustrating it is to design a meticulously organized process, only to see it consistently left unfinished? How hard it is to hand over that contract, only to realize you have to chase down a missing document? That moment when you need an information and it’s been overlooked in the filling form?

Your problems are over!

Now, McFile features an Input Checklist function, ensuring that the creation of a said register only happens after all steps are completed and approval has been issued. This guarantees a flawless process from start to finish. Wonderful, isn’t it?

This feature is incredibly valuable for HR processes such as new employees admissions and terminations. However, its benefits extend beyond this area as other activities, like initiating a new project or entering into a new contract, can also make the most of this feature.

All sounds great, but how does it work?

First, let’s go to the menu and select the matter creation option.

On this window, we have the Essential Elements menu, which looks very similar to the fields on the regular matter screen, but with some added functionalities. The main one is the “Checklist Type” field, which will be used to define the data and documents that are mandatory to be inserted.

An example would be the employee admission form. We select the matter type (“employee”) and the checklists for admission and workplace safety. Then, we fill in all the mandatory fields, including any new ones that appear after choosing the matter type. On the next screen, the workflow course screen, we choose the next step in the process: File upload.

This is the our big update! On this screen, we have the documents belonging to the checklists chosen in the initial step (which we can see in the Type column). On each of the lines, a document must be inserted in order to proceed to the next step.

Now, the next step: Register Approval. It will be necessary for someone responsible for the workflow (usually a user with the role of a manager) to approve or reject the flow. In case of rejection, it’s mandatory for them to provide a reason, which will be displayed on the document upload screen so that the operator can make the necessary corrections.

Once everything is in order, the workflow is finalized, and the subject is created. Congratulations! You’ve created a complete, valid register. How wonderful!

So, what do you think of this new feature? It’s incredibly useful, right? No more headaches due to missing documents. Here at McFile, it’s always about providing the best for you! If this tool would benefit your team, feel free to reach out to us and ask about its usage and implementation. Our team is always ready to assist you!

Hey, what’s up! Today’s tip is about the McFile search feature. You can have fine control over search results using filters – and we have various types of filters to help you find the right record!

By Files

You can perform your search by fields within the record or even by file content.

Our powerful algorithms index the text within your files* so you can find them in the blink of an eye!

You can also choose to filter only by file name by selecting the option “Do not search within file content.”

* It’s important to note that only files from the Office suite, EML (emails), RTF, OCR-enabled PDFs, and TXTs are compatible with file content search.

By Module

Right on the search page, you can filter your search within the different McFile modules directly from the sidebar or by using the module filtering button just below the search box.

By Registration Author

You can also filter by records registered by specific individuals or groups.

By Date

Our date filter has been enhanced, and now you can choose which date we’re referring to: “Input Date” or “Last Change” of a record or even the “Date” field within the record.

You can select one of the predefined periods or enter your own Custom Range.

With all these filters, it will be easy and quick to find what you’re looking for in the McFile search! Any questions? Send an email to support@mcfile.com.

Hello! Today’s blog post is a McFile usage tip.

The partition of documents into different restricted areas is one of McFile’s most important characteristics. It is possible to utilize the restricted areas to separate your documents, so that only selected users have access to a specific group.

Based on this, I present to you the concept of restricted area heritage: upon altering the restricted area of a register, you can simultaneously update all related records to use the new restriction!

Imagine this: You have a large project registered in McFile. Multiple departments in your company use it on a daily basis, so in order for all users to have access, its restricted area (and the one for the documents that make up this project!) is set to public. Now, the project has been completed, and you want to transfer it to an area where only your team of archivists has access. It wouldn’t make sense to transfer the project and leave its files public, right? That’s where the heritage comes in!

It’s a straightforward process to bulk alter restricted areas. Simply navigate to a register that has documents or other records related to it (Company and Matter), update the restricted area of that record, and save the changes. A message will appear on the screen, asking you to choose the desired action: update all related records or only the main one.

And that’s it! With just a few clicks you can manage an entire set of registers without worrying about forgetting one of them.

If you have any questions about the functionality, don’t hesitate to use the support system to get in touch with us.

Until next time!

Whats Up! Today we are throwing a #TBT to talk about a tool that has been with us for a long time on McFile 🙂

Worksheet Import is a powerful, wide-used tool. But do you know all it’s application?

Well, first things first, how to get there?

Starting step, Navigating to the admin page ⛵

Now we are here, click on the “Procedures” tab ☝️, done! I bet you tought it wouldn’t be this easy, right? 😄

In this screen it’s possible to have a long list of options. However, today our protagonists are the “import” options, that also can be many but sharing some key features, that we are going to explain to you right now 👨‍🏫

Okay, as you will be able to see, an import procedure always has one registry category coupled up to it. The imports listed on the worksheet will be created on this category, be it Topics, Clients or another. Each one of those options has a Default Worksheet that you can download following the respective link, as shown in the picture below:

Attention! Import procedures only work with their original worksheets found on their respective pages! Do not try to import any other worksheet as it will not work. If it’s the case you will need to transfer your data to the worksheet provided.

Perfect! Now you know everything that you need to run your imports! Now for some final comments:

• Import procedures are scheduled and may take a while to run. If the data you imported is not yet in the system, please wait, maybe it’s being processed.
• It’s not possible to stop and import! So always double check your worksheet before starting an import procedure!
• The “Registered by” user on the imported registries is always the one that started the procedure. That way it’s easy to find and audit any import made.

So what did you think? Any doubts or suggestiond please contact us at suporte@mcfile.com! ‘Til the next time!