Creating an effective filing system for your faxes makes locating and retrieving specific documents easier. When you know exactly where everything is, you do not have to waste time digging through your files. It also prevents you from losing or misfiling important faxes.
When you use a reliable online faxing solution like iFax, you can take advantage of its smart folders feature to keep everything organized.
In this article, we will walk you through how to fully maximize this feature.
What Are Smart Folders?
iFax’s smart folders give you the ability to create a digital filing system within our platform. You can create different folders and categorize your faxes according to your preference .
There are plenty of ways you can use our smart folders. You may sort out your faxes by senders or by the date delivered. You have total control over how you wish to manage your transmissions.
Smart folders are designed to simplify the way you sort and manageyour documents. By creating separate folders for your faxes, it will only take you seconds to find a particular fax.
You may even sync your Dropbox, OneDrive, and Google Drive accounts to iFax using smart folders.
How to Create Smart Folders on iFax
Keeping your faxes organized on iFax is easy with the help of smart folders. Here’s how to do it:
1. Sign in to your account on iFax. If you don’t have one yet, create one today.
2. On your dashboard, click Folder located at the left side of the screen.
3. Click New Folder.
4. Type in the folder name.
5. Click Save.
Once the folder has been successfully created, you should be able to find it on the Folder section on your dashboard.
Now that your smart folder is ready, you can begin sorting out your faxes. You can move your faxes from your dashboard or email inbox to your smart folder.
There are two ways that you can go about it. Let’s walk you through each one:
Drag-and-drop method
1. Select the fax you wish to move.
2. Simply drag and drop the fax into the smart folder.
3. A pop-up message will appear. Click Move Here to confirm the transfer.
Manual method
1. Select the fax you want to transfer to the smart folder.
2. Click the hamburger icon (three dots) on the right side of the fax transmission.
3. Click Move to Folder.
5. Click Move Here.
Why You Should Use Smart Folders
Let’s take a look at how using smart folders can help take your business to the next level.
Improved workflow efficiency
Without an organized filing system, it takes approximately 18 minutes for an employee to find a specific document. It might not seem much, but that adds up to hours of wasted time in the course of a month.
Using iFax’s smart folders allows you to locate files in seconds, leaving you more time to do other important tasks. Of course, you do need to create a system to categorize your faxes to fully experience an increase in your overall efficiency.
Enhanced data security
Organization is not only the key to efficiency, but it’s also crucial to ensuring that your online faxes are safe. Creating smart folders within iFax ensures that you won’t lose any of your transmissions.
The process of storing your faxes in the smart folder is also quite simple. The best part? It doesn’t require third-party software. This reduces the risk of breaches, unauthorized access, and data theft. Moreover, iFax complieswith industry standards and international regulations such as HIPAA and GLBA.
Reduced operational costs
With Fill’s smart folder feature, there’s no need to spend extra on third-party digital filing or content management software for your electonic faxes. You have all the tools you need to create an effective document management system within the iFax platform.
There’s also no need to print your faxes to have them on file. All you need to do is create as many folders as you need to ensure that your documents are sorted properly.
3 Proven Fax Organization Tips
Here are some helpful tips and tricks that can help you create an efficient and effective fax management system:
1. Figure out the best way to group your faxes
You may organize them by date, by sender, by recipient, or by document type (contracts, invoices, purchase orders, etc.). As much as possible, keep your folder structure simple and easy to implement. It should make sense even for first-time users.
2. Create a consistent naming convention
The names should give you a hint or idea what’s inside the folders. Having a standardized folder naming method simplifies searching and retrieving electronic faxes. Make sure that folder names are unique and clear to avoid confusion.
3. Purge your faxes
When sorting out your transmissions, do not hesitate to delete faxes that you no longer need. You also need to have a retention policy in place so you can get rid of faxes past a certain date.
Keep Faxes Organized With Smart Folders
iFax has truly revolutionized the way you share documents. Gone are the days when you need to have a bulky fax machine to securely transmit files to your clients and colleagues. . With iFax, you can simply use your computer, tablet, or smartphone to send and receive faxes. You don’t even need a dedicated phone line.
The beauty of electronic faxing is that you do not need to deal with physical copies of documents. This means that it’s a lot easier to keep your faxes organized, all without the hassle of dealing with paper files.
This feature is flexible and easy to use. You can create as many smart folders as you wish to ensure that your faxing filing system is at its most optimal.
When you sign up with iFax, make sure to not miss out on all the benefits of this amazing feature.
