Frequently Asked Questions
NetDocuments is an online place where you can store, share, and access your documents. Use it for all of your business needs. It also can be used for any type of documents including personal and family. We do not allow exe and other system type files that could potentially cause security problems. Documents can be scanned into NetDocuments using various scanners. You can also easily import documents you have stored locally on your PC or a shared drive. Any document put into NetDocuments can be accessed anywhere in the world you have a connection to the Internet using Internet Explorer. It can also be accessed using various mobile devices.
Anyone who uses documents and wants them to be universally available and shareable can use NetDocuments. You no longer need to lug a laptop around, or a flash drive, or be tied to your computer, or your office. If you share files with your customers or your clients or other people outside of your organization, then this service is for you. You can share virtually any kind of file format with anyone in the world who has an email address and a browser.
All content in NetDocuments is stored in redundant and secure data centers and is always protected using the Secure Socket Layer structure provided by the browser. Documents are always accessed using a secure username and password assigned to each user. You control your documents and who can access them. A strict privacy policy ensures that you are the owner of the documents.
What are the system requirements?
You only need a PC running Windows XP or Vista, Microsoft Office 2003 or 2007, and an Internet connection with an Internet Explorer 6 or 7 Web browser. When you login, you will be asked to download an Active X program which allows a seamless connection to applications on your PC. You can also access NetDocuments using a Mobile device (Blackberry or Windows Mobile), a MAC, or a PC not running Internet Explore with an interface that does not include all features, but you can still use to view, access, and share documents.
Open a browser on your PC and go to https://vault.netvoyage.com/neweb2/doccent.aspx. Enter your username and password which you should have received in an email. If you forgot your username or password, click the Forget your Password link on the login page to get the information sent to you in an email. The first time you login, you will be prompted to load an Active X program. Right click on the yellow bar that displays across the top of the browser and select Install Active X. It will take a minute or less to load. You need Windows Admin rights on your PC to install the Active X.
Can I access my
account anywhere in the world?
One
of the great benefits of NetDocuments is that your documents are no
longer accessed from one place. You can access them from anywhere in
the world. You just need a Windows PC, Internet Explorer browser
with access to the Internet, and Microsoft Office if you want to edit
a document. Actually, if you do not need to edit a document, but
just view it, you just need any browser to access the Internet. It
could be a Mac or a mobile device.
How do I create a folder organization for my documents?
Select the Browse option at the top of the page after logging in. You will see a Cabinet called Documents. Click the plus next to the Cabinet name Documents and you will see a set of sample folders. You can rename those folders and use them or delete them and create your own set of folders. To rename or delete an existing folder, click the name of the folder and then select Other Options at the top and select either the Rename or Delete option. If you want to add new folders click the option at the top left that says Add Folder. You will be prompted to name the folder then click OK and you will see it show up under the cabinet name. If you want to add a subfolder in that folder, just click the new folder name to open it and select the Add Subfolder option at the top left. Create the subfolder the same as the parent folder above. You will now see that subfolder in the parent folder. You can continue this process to build your folder structure.
How do I scan documents into NetDocuments?
Once you have created your folder organization, we make the process of adding your documents as simple as possible. You can scan from a variety of scanners. For example, if you use an HP 3035 scanner, you can scan directly from the scanner into NetDocuments by going to the scanner console, selecting the NetDocuments option, logging in and then selecting a folder from the folder organization you created above. Now when you go back to your PC and login to NetDocuments you will see the name of the document in the folder you selected.
How do I add documents on my PC into NetDocuments?
If you currently have existing documents on your PC, just login to NetDocuments on your PC. Open the folder where you want the document to be. Click Add Document option, then Import Existing. Select one or more documents, click Open, and they will be imported into your folder. If you have a complete folder and document structure that you need to import, we provide a program for you to easily upload them. Go to Help, Training, Tables, Add-ins, scroll down and install the Folder Import Utility.
Can I just create documents from within NetDocuments?
Absolutely! Just open the folder you want the document in and click Add Document, Create New. It will ask you to name the document and then automatically take you to Word, Excel, PowerPoint on your PC where you can type the document. Then close the application, Select Save and click the green Check in button in NetDocuments and you’re done.
Can
I print my Word document from NetDocuments?
Just
right click on the document name and select print. You can select
several documents and print them also.
How do I store an email in NetDocuments?
Yes, we make that simple also. Each folder has an email addresses associated with it which can be obtained by selecting the Email Address option when the folder is open. Just forward your email to this address by copying it into the email forwarding address. Attachments will also be automatically sent with the email into NetDocuments. Our goal is to make it as easy as possible to get your documents into NetDocuments and start working in the online world – totally unattached to a location.
Can I search for
words in a document?
Yes,
NetDocuments includes a powerful search. Just click the search and
enter the word or words you want to find. All the documents will be
quickly presented to you.
Can I save a search
request and re-use it?
Yes,
this is cool. Once you do a search, if that is a search that you
would like to repeat and have it include all documents, including new
ones that have been added which meet that search criteria, they will
be displayed. We call this a Category. Just do a search, click Add
Category on the menu, Name the NetBinder container, and file it in a
folder for future use. Any time you click on it, it will
automatically do a new search and display all documents that meet the
search criteria.
What is the Recent
Docs link for?
To
make it easy for you, we show the last 40 documents which you have
opened, edited, or created in NetDocuments. Just click the Recent
Docs option at the top to quickly view your recent documents.
Can I add other employees to my Account?
By all means! If you are the Administrator of the account, click the Admin link at the top right. Click the second menu item to Add Users. Click the Purchase more User Accounts link. Add the number of users you want. You can add more users at any time. Next, add each user by entering the person’s email address into the box provided and click the Add button. You will be asked to enter the new users Name, Email address, and Username. We suggest you use the email address as the username. An email will be sent to the person with their username and password and a link to login. You are done. Each person added now has access to your folders and documents.
Can I share documents with someone outside my organization?
NetDocuments includes a very nice collaboration option to share with others outside of your organization at any time of the day. Just locate the folder where the documents are filed. Select each one you want to share and click Other Options in the menu. Next click Move to a NetBinder. Enter the name of your NetBinder and click OK. You will now see the NetBinder with a blue icon listed in your folder. Click the NetBinder name to open it. Select the Modify Access option from the menu. Click the Add button at the bottom left and enter the person’s email address. You will be asked to create an account for the person by entering their name and email address and username (HINT: Use their email address). Now modify the text of the new user email if you want to personalize it and click OK. They will be sent the welcome email with their username and password. Add more users the same way. Each name you add now appears on the right box. Highlight each name and assign View Rights (V) or View, Edit (VE) if you want them to edit the documents by clicking the radio button under the names. Click the Close button. Select Notify option from the menu and an email will be sent to each user containing a link to the NetBinder and the documents. You can now collaborate back and forth using no email attachments or creating multiple document copies.
