Welcome to Isolocity's Support

Why would I need to export my documents list?

• Exporting your documents list is useful for several reasons, such as creating backups, conducting external audits, analyzing document data in other software, or sharing document details with stakeholders who may not have access to the Isolocity system. An exported document list can be used for reporting, compliance tracking, or integrating with other business systems. Having this list readily available in a portable format ensures that you can manage your documents effectively, even outside the primary system.

How do I begin the process of exporting my documents list?

• To begin exporting your documents list, start by logging in to the Isolocity system. Once logged in, navigate to the "Documents" section, which you can access by clicking on the "Documents" tab from your main dashboard. This section contains all the tools and options needed to manage and export your document lists.

What are the steps involved in exporting the documents list?

• The steps involved in exporting your documents list are straightforward:

  • Click on "Documents" to access your document management area.

  • Click on "Reports" within the documents section. This option will take you to a page where you can generate reports based on your document data.

  • Click on "Download" to export your documents list. This will create a downloadable CSV file, which you can save to your computer or share with others.

What file formats are available for exporting the documents list?

• The documents list is available for export in a CSV format (Comma-Separated Values).

Can I customize the export to include specific data fields?

• Depending on the system's capabilities, you may be able to customize the export to include specific data fields, such as document name, status, approval dates, and associated departments. Customizing the export allows you to tailor the document list to your specific needs, ensuring that only the most relevant information is included. This feature is particularly useful for creating reports or datasets that focus on particular aspects of document management.

How do I ensure that the exported document list is up-to-date?

• To ensure that the exported document list is up-to-date, it’s important to generate the export after all recent changes have been made to the documents in the system. This includes finalizing any approvals, updating document statuses, and making sure all relevant data is entered correctly. Generating the export immediately after these updates will provide the most accurate and current information, reflecting the latest state of your documents.

What should I do if the export fails or the file is corrupted?

• If the export process fails or if the exported file is corrupted, first try re-exporting the document list to see if the issue resolves itself. If the problem persists, check your internet connection and ensure that the system is functioning correctly. You may also want to try exporting a smaller subset of documents to see if the issue is related to file size. If the problem continues, contact technical support for assistance. They can help troubleshoot the issue and provide guidance on how to successfully export your documents list.

How can I share the exported documents list with others?

• Once you’ve exported the documents list, you can share it with others by sending the file via email, uploading it to a shared drive, or using any file-sharing service your organization uses. If the document list contains sensitive or confidential information, be sure to follow your organization’s data security policies, such as encrypting the file or limiting access to authorized personnel only.

What are the best practices for managing exported document lists?

• Best practices for managing exported document lists include:

  • Regularly exporting and backing up your documents list to ensure you have the latest information available.

  • Organizing the exported files in a secure and logical manner, such as by date or project, to make them easy to retrieve when needed.

  • Reviewing the exported data to ensure it is complete and accurate before using it for reporting or analysis.

  • Storing exported documents lists securely, following your organization’s data management and security protocols to protect sensitive information.

Can I schedule automatic exports of the documents list?

• No but you can easily export as needed directly from the system.

How do I integrate the exported documents list with other systems?

• Integrating the exported documents list with other systems typically involves importing the CSV or Excel file into the target system, such as a database, project management tool, or compliance software. Most systems have import functions that can handle these common file formats, allowing you to seamlessly transfer document data between systems. Ensure that the fields in the exported file match the requirements of the target system to avoid errors during the import process.

What should I do if I need to export a specific subset of documents?

• If you need to export a specific subset of documents, you can use the filtering options within the documents section before generating the report. Filters may include criteria such as document status, creation date, department, or approval stage. By applying these filters, you can generate an export that includes only the documents that meet your selected criteria, making it easier to analyze or report on a specific aspect of your document management process.

How do I verify the accuracy of the exported document list?

• To verify the accuracy of the exported document list, review the data in the exported file against the information in the Isolocity system. Check that all relevant documents are included, that the data fields match what is displayed in the system, and that there are no discrepancies. If any issues are found, re-export the list or investigate the source of the discrepancies. Regularly verifying the accuracy of your exported data is essential for maintaining reliable records and ensuring that subsequent analysis or reporting is based on correct information.

What is the impact of exporting large volumes of documents?

• Exporting large volumes of documents may take longer to process and could result in larger file sizes that are more challenging to manage or share. It’s important to ensure that your system and network can handle large exports without interruptions. If needed, consider exporting the documents in smaller batches or during off-peak hours to reduce the impact on system performance. Additionally, large exports should be handled with care to ensure data security and integrity, especially when transferring or storing the files.

How do I handle sensitive information in the exported documents list?

• Handling sensitive information in the exported documents list requires adherence to your organization’s data protection and security policies. This may include encrypting the file before sharing it, restricting access to authorized personnel, and ensuring that the data is stored securely. It’s also important to regularly review and audit access to sensitive data to prevent unauthorized use or disclosure. Properly managing sensitive information helps protect your organization from data breaches and ensures compliance with relevant regulations.