Document Tagging Tips for Instant Document Retrieval

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Storing all your documents in FileThis Cloud provides one-stop shopping for all the details that make up your life—whether you need to provide proof of immunization, check your bank statement, or find your frequent flyer account number. But who wants to sort through the thousands of documents you amass over a lifetime? Fortunately, FileThis makes it easy for you to find what you need by automatically organizing your files and making them searchable. Nonetheless, a few seconds of work on your part can make it even easier for you to find what you need.

Let’s look at an example. I have roughly 3,000 documents in my FileThis account—and 465 of those are either Amazon receipts or bank statements listing Amazon purchases. At tax time, I realize that I need to track down a book purchased as a business gift during the holidays. Only I can’t remember the name of the book, so I narrow my search down to Amazon documents from December 2014—and I still have 43 receipts to review until I spot the book. (Oh yeah, it’s Presentation Zen Designgreat book for all you PPT makers.) Anyway, had I taken a second or two to tag this receipt as a business expense, I could have found it instantly.

 

FileThis Cloud = More Control with Cabinets and Tags

You can already search for precisely the document you need in FileThis Cloud with any combination of search words and date created, date added, or relevant date. Add the magic of tagging, however, and you can find documents according to a context that only you may know. While FileThis knows what I purchased from Amazon and when, only I know why I bought each item. To provide that context, FileThis Cloud provides two levels of tags: cabinets and tags.

  • Cabinets: You might think of a FileThis cabinet as a drawer in a traditional filing cabinet. FileThis Cloud provides a variety of cabinets by default, including Vital Records and Financial, and you can create your own.
  • Tags: A tag is similar to a manila folder you would file a document in. For example, you might store your family’s birth certificates in a folder labeled “Birth Certificates” in a filing cabinet drawer labeled “Vital Records.”

A big difference between a real filing cabinet and FileThis Cloud, however, is that your digital documents can “reside” in more than one location at a time. One document can be in multiple cabinets and have multiple tags. So, back to the Amazon example: I might first add that receipt to both the Financial cabinet and the Business Expense cabinet I created. To be a little more organized, I might add a tag such as “business gift” or the client’s name. By adding cabinets and tags to my search criteria, I could find the receipt in a snap—without remembering any of its content. Better yet, I can find a whole collection of receipts—all my business gift receipts from 2014, for example—with no trouble.

You can specify cabinets and tags while emailing documents to FileThis Cloud, using a browser, and using the FileThis mobile app. Here’s how.

Emailing Documents

When you email documents to your FileThis Cloud account, you can specify their cabinets and tags in the email subject line. To do this, place an @ symbol in front of any cabinet names and the # sign in front of the tag names. For example, this email with the subject line “@Financial @Business Expense #Norden” sends the Amazon receipt for Presentation Zen Design to the Financial cabinet and the Business Expense cabinet while applying a tag for the client, Norden.

Store emails with FileThis Cloud

Using a Browser

When you login to your FileThis account from a web browser, the Documents tab lets you easily assign documents to cabinets and apply tags. Often, you’ll do this for a document you just emailed or uploaded, so start by clicking Recently Added in the Cabinets list at left. Otherwise, use the search tools to locate the document. Then, simply check the Cabinets and Tags you want to apply. As you can see here, the Financial and Business Expense cabinets are checked as is the client name’s tag, Norden.

manage documents cabinets and tags

Using the Mobile App

The FileThis mobile app makes it easy to work with cabinets and tags as well. First, find the document you want to tag—as with the browser version, it may help to tap Recently Added on the FileThis home screen. Tap to select the document, tap Cabinet at the bottom of the screen, and then tap the cabinet names to apply. To apply tags, tap Tags at the bottom of the screen, and then tap the relevant tags. Here, the Business Expense and Financial cabinets are selected for the receipt.

tagging documents with FileThis apps

 

Kelly Kordes Anton is a freelance writer and editor who lives in Littleton, Colorado. She specializes in financial education and publishing technologies.