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To manually create a record go to: create ➝ create a record of a document in the main view of the Assuro platform.
Follow the steps in the document details form.
Assuro allows you to track costs of a document over time. To set this up follow the steps in the document agreement section. If you have a BG or Bond facility you need to set that up in Settings ➝ Facilities. A guide on how to do that can be found here.
To add additional metadata you can use the Custom fields section. Admin users can manage these custom fields for an organisation so that all documents will include these fields - to do this click the 'Manage Custom Fields' link. When you are ready with editing click Publish Document to save the record to your Assuro account.
To import multiple documents go to: create ➝ a record of multiple documents in the main view of the assuro platform.
To import the records download and use the CSV file template provided. You can edit this file in excel or similar applications.
When you are done editing your template file - upload it by click and select or drag the file into the import documents window upload file area. See screenshot above. Click import to start the upload process.
Please note: When working on your CSV file using the template make sure the date formatting is correct (dd/mm/yyyy). Date fields that are ‘open ended’ or have ‘no expiry date’ leave these blank. Also make sure that if using MS Excel, Numbers or other spreadsheet applications that you export the file to proper CSV format.
To create a projected document go to: create ➝ a projected document from the drop down menu.
Follow the same steps as you would for a standard record. Projected documents allows you to keep track of your facility limits and assist in project management and reporting. The projected documents can be found in the main documents view (see below).
To better organise documents you can add any notes or fields to an existing BG or bond. To do this simple click on the link: Add Details in the main document view.
In the pop modal you can enter any field name and value as you like - just hit save when you done editing. The record will get added to the document.
When you are done editing your template file - upload it by click and select or drag the file into the import documents window upload file area. See screenshot above. Click import to start the upload process.
Please note: When working on your CSV file using the template make sure the date formatting is correct (dd/mm/yyyy). Date fields that are ‘open ended’ or have ‘no expiry date’ leave these blank. Also make sure that if using MS Excel, Numbers or other spreadsheet applications that you export the file to proper CSV format.
You can edit some of the details of a record at any time including: contract name / project address, expected return date, and metadata. You can also comment on the record which will trigger an email to the relevant parties to the document.
To edit the content of the actual / original record hit the edit button (see below).
The content is now editable - hit save to save changes.
If you like to add a copy of the original scanned document of a record click the add attachment icon in the document detail view. You can find it at the top of the right hand side panel.
To complete the file upload just drag the file into the upload area or click to select the PDF, JPG or PNG file.
To change an established documents status select the document status dropdown menu on the right hand panel.
To complete the status change confirm by clicking the change status button.
To lodge a ‘request’ to have the document returned - click the request document to be returned button.
In modal make sure the details are correct and select the frequency of the email in the dropdown menu. An email will get triggered and sent through to the recipient requesting the return.
To cancel the request click the red ‘cancel request for document to be returned’ button.
You can check the activity of a record by selecting the ‘activity tab’. Here you can see a log of all the events related to that record. You can also export this log as a .csv file by clicking the export button.
Sharing - If you are an administrator you can share a document with people outside of an organisation. To do this enter their email address and click the share button.
Note: The receiver will only be able to view and comment not edit.
Assigning a custodian - Assigning a custodian - The person that physically holds the original version of the document can be specified and assigned by clicking the ‘custodian’ tab and follow the steps.
