Docrio Extension App - DocAssign
DocAssign is how Docrio users can easily bulk upload documents into Docrio, and then go through and assign them to the necessary record. No longer do you need to know the record ahead of time. This is particularly great for organizations that scan and want to process inbound mail and letters.
Install the Docrio Extension App
If you have already installed for Docrio Edit, you can skip to Step 3
Open Docrio Edit by clicking the icon in your computers program tray. Toggle to the settings tab. From the environment dropdown make sure you have Production selected, and click login.
If you are already logged into your Salesforce or Litify account you will be logged in automatically. Otherwise please log into your org using your credentials.
Once you have logged in, on the settings tab there is a section titled ‘DocAssign Local Folder Selection’. Click ‘Change’. A dialog box will open, this is where you select the folder on your computer that you want to use for your DocAssign sync. Any files placed into this folder will sync directly to your DocAssign tab within Salesforce and Litify.
There is an additional setting here titled ‘DocAssign Local File Settings’. This is where you can specify what to do with the file once it has been uploaded to DocAssign. If the box is left unchecked, the file will remain on your computer. If the box is checked, the file will be deleted from your computer once it has been uploaded to DocAssign.
From the app launcher inside of Salesforce or Litify find Docrio. Click and go to ‘Docrio Admin Settings’.
From the menu on the left under the heading for DocAssign Settings select ‘Views and Columns’. Here you can pick the columns that will show up on the DocAssign tab. These columns will help users assign each file to the correct record.
The columns will default to the views and columns used within Docrio, but can be changed by using the trash can to get rid of a column, and the plus sign to add a new one.
Please note: File Name and Related To can not be removed.
How to use DocAssign:
Place file(s) into the folder that has been selected as your DocAssign folder, and configured as such on the settings tab of the extensions app.
On the DocAssign tab of the extension app you can see the progress of the files syncing, as well as a history of what you had previously loaded.
DocAssign within Salesforce and Litify can be found within Docrio in the App Launcher.
The Unassigned Tab within DocAssign shows all files (across your whole organization) that have been loaded into DocAssign via the DocAssign extension App.
By clicking on the eye icon on the right, a preview of the file will show along with the File Info and File History tabs.
For each file a user can rename it if necessary. The name of the file that appears in DocAssign initially is the name of the file when it was put into the DocAssign folder.
In order for a file to be able to be assigned to a record the ‘Related To’ field must be filled in. You can click into this field and search the default object, or click on the blue box and arrow to select a different object to pick a record from.
Once a record has been picked, the file is ready to be assigned. If there are more columns present such as Category and Subcategory those can be filled out as well, but are not required.
To assign a file, click the arrow on the far right at the end of the row. This will send the file to the record specified.
DocAssign Assigned Tab:
Once a file has been assigned to a record, it will be removed from the Unassigned Tab and placed on the Assigned Tab.
Files will show on the Assigned Tab for 24 hours, and then be removed.
Files can not be ‘unassigned’ once assigned. However, from the assigned tab you can click the Related To name and that will take you directly to the record. From there a file can be moved.
If there are multiple files within DocAssign that all belong to the same record they can be bulk assigned.
Next to each file that you want to assign to the same record check the box to the left of File Name.
After multiple files have been checked off the top of the Related To column will un-gray. Pick the Object and Record that all of the files belong too.
Once Related To has been filed out, additional columns such as Category and Subcategory will ungrey as well.
Once the selections have been made, click the copy icon next to each of the sections and that will copy that value to each of the individual file rows.
After all details have been filled out for the files, the Assign button on the top right of DocAssign will be clickable. By clicking this all of the files checked off will be assigned to the specified record.