Files

In the Trak platform, effectively managing files and organizing your file system is crucial for optimizing business operations. Here’s a detailed guide on how to set up and manage files within Trak to meet your business needs:

Overview of File Management in Trak

1. Adding Files to Jobs or Projects:
   • Navigate to the job or project and access the Files tab on the left-hand side.

   • Easily add multiple files, regardless of quantity, to each job or project based on your requirements.

     Organizational Structure:

   • Trak automatically creates folders for various functionalities (e.g., quoting, invoicing, safety, notes) associated with each job or project.

   • Clicking on these folders provides quick access to all related files, ensuring streamlined organization.

     Bulk Sharing Capability:

   • Select multiple files within a folder and share them collectively by generating a shareable link.
   • Ideal for efficiently sharing comprehensive sets of documents or images with clients without downloading each file individually.

Version Control and Archive Management

• Version History and Archiving:
  • Every modification or update to files (e.g., quotes, invoices) is automatically tracked.
  • Archived versions are stored in designated folders, facilitating easy retrieval and comparison of historical document versions.

File Preview and Management

• Preview and Detailed Viewing:
  • Preview files directly within Trak to quickly assess content.

  • Zoom in, zoom out, navigate through pages, and download files as needed for comprehensive review.

    Detailed File Management:

  • Access file details including creation dates, user modifications, and associated folders.
  • Utilize the three-dot menu for file-specific actions such as history tracking, sharing with sub-jobs, renaming, or restoring from archives.

Advanced Features and Customization

• Annotating Files and Creating Tasks:
  • Add annotations or create tasks directly from files to streamline workflow management.

  • Ensure seamless collaboration and task tracking within the Trak platform.

    Permission Settings:

  • Set permissions for each file to control access levels across users and subcontractor companies.
  • Customize visibility and editing rights based on job requirements and organizational policies.

Customizing File Folders and Templates

• Folder Customization:
  • Create custom folders with specific permissions and access levels to manage document segregation effectively.

  • Ensure confidential documents are restricted to authorized personnel only.

    Template Creation:

  • Save customized folder structures as templates under your profile settings.
  • Apply these templates when creating new jobs or projects to streamline initial folder setups and permissions.

Conclusion

We hope this guide has provided valuable insights into setting up and managing your file system effectively within Trak. For further assistance with managing files, documents, or folder configurations in Trak, please contact our dedicated support team at contact@trak.co or utilize the support desk available at the bottom right of your platform interface.

Thank you for choosing Trak to streamline your business operations with advanced file management capabilities.