Managing and sharing documents efficiently is essential. Use the Flowboard's new 'print' icon to access and share multiple documents associated with your appointments seamlessly.
With just a couple of clicks, this bulk actions feature allows you to:
Select and email multiple documents in one go, sending them either to a single recipient or multiple recipients neatly packaged in a zip file
Select and download multiple documents, saving them individually or as a unified file
In this guide, we'll walk you through the steps to utilize this feature effectively, highlighting various aspects and addressing potential scenarios.
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Accessing documents
To begin, open the Flowboard interface and navigate to the last two columns (Pending Checkout and Closed).
Look for the newly added 'print' icon and click on it.
Clicking on this icon will launch a modal that displays a list of visits based on your selected filters. Each visit can have up to three types of documents associated, depending on the visit type: Record summary, Invoice, and Certificate.
Sorting
Within the modal, you can order the list of visits displayed, and the visits can be sorted by client name or by service.
Selecting documents
Documents can be selected one at a time by clicking on the checkbox next to each document.
You can also choose to select all the documents by clicking the checkboxes placed on the table header.
Note: this will be per document type: all records - all invoices - all certificates.
📌Pro tip #1: you can use shift + select (hold) to select multiple records from the same column.
📌Pro tip #2: each document can be opened/previewed from the modal by clicking on the document hyperlink.
A counter near the "Send via email" button will show you how many documents you selected.
You may select documents belonging to visits from multiple users.
Sending Documents via Email
After you are done with your selection, you can email the documents to recipients by simply clicking on the "Send via Email" button.
The recipient will receive a zip file to their email with the documents associated with his visit.
If you selected documents for multiple recipients, fear not! The system will distinguish them and will generate two zip files with the selected documents that will be sent to the appropriate recipient.
Example:
Recipient A: Record, Certificate
Recipient B: Record, Invoice, Certificate
When sending documents via email, the system will perform this job async. This means, you are not required to monitor the sending of these documents. You can continue using Digitail while the email processes and sends. Depending on the number of documents selected, it will take more time.
Downloading Documents
Downloading documents is very straightforward.
Once you are done with your document selection, press the download icon.
For performance reasons, you won't be able to use the download functionality for more than 40 documents.
If you select more than 40 documents, the download button will become inactive until you reduce your selection to max 40 docs.
You can download the documents you selected as separate files or as a single file. A single file will include all the documents you selected in a single file folder.
Once you make your selection, the system will start the task of generating your documents. Unlike the sharing of docs via email, you do need to wait for the task to finish. That does not mean you cannot do something else - just do not close the window.
You can watch the system's progress via a document generation progress bar.
Conclusion
The new 'print' icon feature in Flowboard enables the seamless handling and sharing of your pets' documents. By following the steps outlined in this guide, you can effectively navigate the modal, apply sorting, view documents, and select documents for various actions.
Whether you're downloading or sending via email, the Flowboard's streamlined approach to document management will enhance your workflow and improve overall efficiency.