Arise Software Ltd

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28. June 2017 16:25
by Admin
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Automatic owner document linking

28. June 2017 16:25 by Admin | 0 Comments

This new facility allows the automatic linking of documents to owner records. There is nothing required for you to do in the application.

It works by searching files that begin with SH and then an owner id.

For example, the owner id for Eve is 146:

The facility will list all files where the filenames begin with SH146:

The files are located in a folder that you designate. In this example, the folder is in my cloud drive called AriseOwnerUpdates:

However, the folder can be anywhere. The advantage of having it in a cloud drive (such as Google Drive, Microsoft OneDrive, Dropbox) is that the files are automatically backed up in the cloud and can be accessible anywhere there is an internet connection.

For organisations, the folder could be located in a shared folder on your network to allow other staff to access these files. The key is ensuring that the folder is the same name and network path, so it can be shared by all staff in the organisation that use GDMA. Speak with your IT team to designate a suitable folder.

 

Setting up the folder is simple and only needs to happen once:

Step 1: Click Administration tab, then Options

Step 2: Enter the folder in the "Photo and signature folder" then press Tab

Step 3: Restart GDMA

If you are already using "Photo and signature folder", then the owner documents can be stored here with the photo and signature image files.


All Done

Once the folder is set up, simply place the owner documents into the folder and the application will do the rest.

Drag Drop Files

Click on the Auto Linked Files tab

Drag and drop a file (such as a succession order or a scanned proof of bank account) into the Auto Linked Files Panel

Click Yes

The new facility will automatically prefix the filename with the shareholder’s ID and the current date/time.

File naming

Ensure to name the files with SH then the owner id. After the owner id, the filename can have a space or - then anything else after it.

The files in the list can be opened by double clicking on the file.

Too easy.