Ever wondered how to keep an effective track of actions taken within your system? Audit reports are the key to ensuring transparency and security. In this guide, we’ll show you how to create these reports simply and efficiently. Ready? Let’s go!

What is an Audit Report?

Imagine being able to monitor all actions within your system in detail. An Audit Report does just that: it’s a tool that provides a clear and filtered view of activities, allowing you to get precise information as needed. With it, you ensure the transparency and security of your operations.

Step-by-Step Guide to Generate an Audit Report

1. Accessing the Audit Report

The first step is straightforward. Follow these instructions to access the Audit Report:

• Navigate to the “Reports” menu.
• Select the “Audit Report” option.

2. Setting the Filters

Now we’ll set up filters so you can get exactly the information you need. Think of filters like a funnel that helps you find the needle in the haystack. Here are the options:

• Start Date and End Date: Choose the time range you want to audit. This can be useful for analyzing specific periods, like last month or last quarter.
• User: Want to know what a specific user has been up to? Use this filter to focus on one person’s actions.
• Operation Type: Filter by types of operations, such as file creation, editing, deletion, and more. This way, you can see exactly what kinds of activities were performed.

Tip: Be specific with the filters to get the most relevant results. For example, if you want to see all edits made by Maya last month, set the filters like this:

• Start Date: 07/01/2024
• End Date: 07/12/2024
• User: Maya
• Operation Type: Editing

3. Generating the Report

With the filters set, it’s time to generate the report. Here’s how easy it is:

• Choose the format: Click the PDF, HTML, or XLS button to select the format that best suits your needs.
• View the result: The system will display the report with all detailed information.

The report will include information such as:

• Date and Time: When the action was performed.
• User: Who performed the action.
• Operation Type: What was done.
• Additional Information: Specific details, like the data of the created file, the name of the user modified, the search performed, etc.

See how simple it is to generate an Audit Report? With these steps, you can monitor and audit actions in your system easily and accurately. Best of all, you ensure the security and transparency of your operations. Try it now! Not a customer yet? Check out our tool with a Free Trial and see the difference.

The recent global disruption caused by CrowdStrike’s update was a stark reminder of the vulnerabilities in our interconnected digital world. At McFile, we don’t just address these vulnerabilities; we develop solutions that provide security, stability, and peace of mind. By choosing McFile, you’re partnering with a team that protects and optimizes your business operations. Join us and safeguard your company’s future today.

What Happened?

Last Friday (07/19), the tech world was shaken by an unexpected event: an update to CrowdStrike’s security software caused the dreaded “Blue Screen of Death” (BSOD) on about 8.5 million Windows devices. This incident halted operations in critical sectors, from airlines to major corporations. It was a clear reminder of the importance of robust IT systems and foolproof cybersecurity.

Our Response and Commitment to Innovation

At McFile, we understand that your business needs more than just promises—it requires results. Incidents like this underscore the importance of keeping systems updated and resilient. We are committed to providing innovative solutions that ensure maximum security and unwavering stability for your operations. This recent global failure highlights the need to stay one step ahead of digital threats.

Why Choose McFile for Your Business?

Infrastructure: Our partnership with AWS provides you with a solid and secure foundation for document storage and management. AWS’s cutting-edge technology ensures your data is always protected and accessible.

Security: At McFile, security is not just a word—it’s our mission. We implement continuously updated security measures to stay ahead of evolving digital threats. Your data is always safe with us.

Availability: When crisis strikes, maintaining access to your documents is essential. Our systems are designed to ensure you have uninterrupted access, no matter the circumstances.

Rapid and Efficient Recovery: We know disasters can strike at any time. Our disaster recovery protocols guarantee quick restoration of your data, minimizing any impact and ensuring your business continues to run smoothly.

Benefits for Your Business

Choosing McFile means investing in peace of mind, security, and efficiency. Transform the way your business manages documents and see the difference a truly secure solution can make. Here are some benefits McFile offers for your business:

• Top-Level Security: Your data is protected by state-of-the-art security measures, preventing any breaches.
• Uninterrupted Operations: Our systems ensure your operations continue seamlessly, even in times of crisis.
• Efficient Document Management: Optimize your document management processes, saving valuable time and resources.
• Fast Data Recovery: Minimize downtime and data loss with our effective disaster recovery protocols.

Moreover, McFile is marketed by Destaque, a company certified with ISO 9001, 27001, and 27018. These certifications ensure you are choosing a partner that meets the highest standards of quality and data security management.

Join McFile today and discover how a truly secure solution can transform your business. Invest in your company’s future with McFile and revolutionize the way you manage documents.

Choose McFile – Security and Efficiency for Your Business’s Future

To learn more about McFile and how it can benefit your business, visit Destaque.

In today’s corporate world, efficient document management is more than a necessity – it’s a competitive advantage. Companies that adopt a robust document management system (DMS) can streamline their processes, ensure information security, and comply with legal and regulatory requirements. This article outlines the essential steps of document management and shows how our DMS solution can transform your company’s document management while ensuring document management compliance.

Classification and Indexing

Effective classification and indexing of documents is crucial for quickly and accurately retrieving information. Our DMS offers a range of advanced indexing features, including the automatic assignment of keywords and metadata. This ensures that documents are logically organized and easily found through fast and precise searches.

Secure and Organized Document Storage

Secure and organized document storage is a priority for any company. McFile ensures the secure storage of documents in a digital environment with automatic backup and controlled access. Our software offers a customizable folder structure and robust security policies to protect sensitive data and ensure compliance with information security standards, a key component of document management compliance.

Maintenance and Control 

Keeping documents up-to-date and controlled is essential for the integrity of your document collection. Our DMS includes version control features, enabling you to track and manage all document changes. Additionally, regular audits and continuous monitoring are simplified, ensuring all activities comply with company policies and document compliance requirements.

Retrieval and Access 

Efficient document retrieval is one of the main advantages of using our DMS. With powerful search tools and an intuitive interface, users can quickly locate the necessary documents. Access can be configured for different authorization levels, ensuring that only authorized personnel can view or edit sensitive information, thereby supporting document compliance by regulating access to critical documents.

Alert System 

One of McFile’s standout features is the alert system, which ensures you never miss an important deadline. With McFile, you can add custom alerts and receive notifications at the specified date and time. Whether it’s to remind you of a pending signature, monitor a contract expiration, or any other critical task, our alert system ensures everything is remembered. This functionality is essential for keeping your organization on track and avoiding issues from missed deadlines, which is crucial for maintaining document compliance.

Implementing an efficient document management system is crucial for any organization looking to optimize processes, ensure information security, and maintain compliance. McFile is the ideal solution to meet all these needs, providing comprehensive and integrated document management.

Ready to transform your company’s document management? Contact us today and discover how our document management system can bring efficiency, security, and compliance to your business. Click here to schedule a free demo  and see our solution in action!

Invest in smart document management and take your company to the next level with McFile.

Document Management Systems (DMS) have become essential for modern businesses seeking efficiency and compliance in their operations. In addition to simplifying information management, a DMS ensures data security and accessibility.

History and Evolution of DMS

Document management systems began as simple file repositories but have evolved into complex platforms offering a range of functionalities, including version control, advanced security, and integration with other business tools.

Discover how a DMS can revolutionize efficiency, security, and collaboration in your company.

1- Improved Operational Efficiency

A DMS enables organizations to significantly reduce the time spent searching for and retrieving documents. Centralizing information allows authorized employees to quickly access documents and records, irrespective of their physical location. 

2- Reduction of Document Search Time

According to studies, employees spend up to 20% of their time searching for documents (The Economic Times, 2024). A DMS drastically reduces this time, allowing more focus on productive tasks.

3- Increased Security and Compliance

McFile offers advanced security features, including encryption and role-based access control, ensuring protection against unauthorized access and data breaches.

4- Enhanced Access and Collaboration

Modern DMS, such as McFile, provide collaboration tools like comments, version history tracking, and real-time notifications, fostering seamless teamwork and document co-authorship.

5- Collaboration Tools

Integrated tools like comments, reviews, and real-time approvals make document collaboration more dynamic and productive. By choosing the right solution, you ensure not only an improvement in operational efficiency but also a significant increase in security and collaboration capacity.

Ready to transform your document management?

Don’t miss the opportunity to modernize your document management. With our DMS solution, you can guarantee greater security, efficiency, and collaboration. Schedule a Free Demo.

To find out more about McFile and other services offered by Destaque, such as scanning and storing physical documents, please contact us. Destaque specializes in document management solutions and is ISO 9001, ISO 27001, and ISO 27018 certified, ensuring the quality and security of its processes.

Frequently Asked Questions (FAQ)

What are the main advantages of using McFile compared to traditional filing systems?

McFile offers greater security, efficiency, and collaboration capabilities than traditional document archiving methods.

Can McFile be integrated with other platforms?

Yes, McFile can be seamlessly integrated with platforms like Microsoft Office 365, Dynamics 365 Business Central, and others, streamlining processes and ensuring regulatory compliance.

How does McFile facilitate remote working?

McFile facilitates remote working through its secure cloud-based platform, enabling employees to access critical documents from any location with internet connectivity, thereby promoting productivity and flexibility in remote work environments.

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!