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Adding & Managing Documents

Using Vault

Use Vault to store documents that are not classified as costs or sales items, but may still be needed in the future. 

Unlike the Archive, where documents can be harder to locate over time, Vault keeps these items easily accessible when required.

Important: Vault is only available in the new enhanced version of Dext.

What Can be Stored in Vault

Items that can be stored in Vault include:

  • Insurance documents
  • Tax filings 
  • Engagement letters 
  • Interest rate information 
  • Finance documents
  • Vehicle documents such as MOT’s
  • Tenancy agreements
  • Employment documents 
  • Payroll documents
  • End-of-year bank statements
  • Any other important documents

The Vault Workspace

To access Vault go to Vault in the sidebar on the left side of the page.

The Vault space has two pages:

  • Files: Where all files uploaded to vault are housed and can be organised into folders
  • Tags: A space to create and manage tags to simplify organising files

Using the Files Space

The Files page contains all folders and uploaded files and has three tabs:

  • Folders: where you can create and manage folders to organize different types of documents.
  • All files: where you have visibility over all the documents submitted, no matter under which folder they are organised into.
  • To Review: where you can review all items that need attention. The items with due dates that are about to expire within 2 weeks or have expired in the past week are automatically added. Any flagged items would appear here as well.

You can create a new folder by clicking the Create button at the top of the page, entering the folder name and clicking Create. 

You can change the name of existing folders by clicking Actions next to the folder, then Rename.

Managing & Assigning Tags

Add and manage tags from the ‘Tags’ page in the sidebar.

To create a tag:

  1. Click the Add Tags button.
  1. Enter the tag name and any instructions that apply to the tag. E.g. for a tag named Payroll the instructions could be ‘Apply this tag when the document is about employee compensation’.
  1. Set Apply automatically to Yes if desired. When on, Dext will skip suggesting the tag and apply it directly if the tag is appropriate for a newly uploaded file based on your instructions. You must enter a description to have the option to enable applying automatically. Keep the description short – 1-3 sentences.
  2. When ready click Create.

You can edit the tag at any time by clicking on it from the tags page.

Tags can be applied to a document manually by opening the item, scrolling down to ‘Tags’ on the item details page and clicking Edit. 

You can then add the relevant tags to the item. Use the drop down to select from the available tags, or choose from the AI suggested or frequently used options shown. When ready, click Apply. 

Using Vault Templates for Practices

Note: This feature is only available for practice users.

Vault templates allow you to create a preset structure for your folders, and an attached list of tags, that can be reused for specific clients with a single click, or applied automatically as a default.

To create a template:

  1. Go to Practice settings in the sidebar, then Vault.
  2. Enter the template name and click Add template. 
  1. If you wish to have the template applied to each new client automatically when they are created, set Default to Yes. 
  1. Add the folders you wish to include in the template by clicking Edit beneath ‘Folders’.

    Click the plus sign to create a new folder. When the folder is created click the green tick to save it. You can add sub folders by clicking the plus sign next to the folder. Click the X sign to delete a folder.

    When all the folders are created, click Save.
  1. Add tags to the template by clicking Edit beneath ‘Tags’. Click Add and enter the name of the tag and instructions.

    For the instructions, add a sentence or two as if you’re instructing a junior employee to sort incoming documents. The instructions should only rely on the text of the document and will be used to suggest the tag for any newly uploaded files.

    If you want the tag to be automatically applied to items that match the set description, set ‘Apply automatically’ to Yes. With this setting off, tags will simply be suggested when they are detected to match the set description.

    When ready, click Save.
  1. Click Apply to select the clients the template will be enabled for. Set ‘All clients’ at the top of the page to Yes for it to be applied to all, or apply it to individual clients by setting it to Yes next to their name.

    When ready click Apply. The folders and tags will immediately appear in the relevant client accounts.

Adding Documents to Vault

Documents can be submitted by:

  1. Clicking on the Add documents button in the top right of the page. 

If clicked from the Costs or Sales workspace be sure to select the Vault tab before uploading a file. If needed, you can alsomove items to Vault from the Costs and Sales inboxes.

  1. Ensure the destination file is correct. Click Change to choose a different destination folder if needed. You can then select an existing folder or create a new one.
  1. Drag and drop the item into the green box, or click Select files to add the desired files.

Note: individual files of up to 100MB can be uploaded.

Once added the document will be listed in the files workspace in the folder it is organised into.

Simply click the item to access its details page.

Managing Vault Documents

On the item details page you will see and edit all the information extracted from the document.

Here you can edit the file name, subject, summary, due date, add notes and assign tags. You can also change the folder the item is organised into and copy it to Costs or Sales if needed.

You can also manage user’s access to the item by clicking Manage Access at the top of the page. Here you can set general access settings, as well as specific settings for each user in the organisation.

Tags can be applied to a document by scrolling down to ‘Tags’ and clicking Edit. 

You can then add the relevant tags to the item. Use the drop down to select from the available tags, or choose from the AI suggested or frequently used options shown. When ready, click Apply.