Storing documents online with OfficeDrop is a great way to manage your information. Not only can you view and search your digital and converted paper documents, but you can organize them, adding context and making them even more productive.
One of the best and easiest ways to do this is by applying labels. A label, usually a word or description relevant to a document, is much like a tag and shows up in the gray area under a document in list view or on the right in the individual document view. Once created, you can filter documents by label and quickly see all documents that share a label you’ve created.
If you don’t already use labels, or aren’t sure how, here are some example uses for labels that we’ve found especially useful.
1. Document Type
Contracts, bills, invoices, receipts, forms, deposits, articles, and anything else that might be in your account should be classified by applying labels. If you aren’t sure how to organize a document, applying a label classifying the document type is always a good start. That way, if you need to find a receipt, you can at least click your “receipts” label and all receipts are listed instantly.
2. Paid/Unpaid
If you’re storing bills and invoices on your OfficeDrop account, labels are a quick way to indicate the status of that document. Now, if you want to view all the bills you have yet to pay, all you have to do is click your “Unpaid” label, and you have them all right there to review. The same can be done to review paid documents, and payment notes can also be added as annotations.
3. Client Names
For use with documents when it isn’t clear who sent it or who it has to do with. Punching in a quick label will forever prevent questions like “who the heck sent me this?” and “why didn’t I just add a name label?” Once labeled, just click the name to see all the documents related to that person.
So if you find yourself staring at documents thinking “this is that…thing, from Bill…someone, that I…paid?” then labels are your new best friend. Take just a couple seconds to add the power of context with labels and you’re instantly informed of the who, where, what, and why for all of your documents.
