From the Customer Success Team at FatStax

One of the questions we get about managing digital assets or digital file management systems is how best to update or add multiple files at with a single action.

This is especially key when migrating from an legacy system, say an internal server, to a system designed for mobile like Fatstax or maybe a CRM-based system like Microsoft Dynamics.

For example, you might want to:

Upload a large number of files and create custom display screens or “Pages” for them in your mobile sales tool as a presentation layer for your field sales team.

or

Modify your existing files with new tags for easier discovery or add expiration dates to files with time-sensitive information like a special promotional price. 

Here at FatStax, our Customer Success Team gets requests from Marketers to make it easy to update files all at once in CloudStax, our cloud-based digital file management system.(learn more here).

To help with this, we just released 2 new features this month to enable mass changes and migrations of digital files even easier when using our digital file management system.

Bulk creation of customized screens and “Pages” for files uploaded to CloudStax.

Within the FatStax system, we call files (PDFs, Videos, PPTs, Images, etc.) “Resources” because, in essence, we consider them more than files. They truly are digital Resources used by mobile users for their daily tasks.

This new feature allows Admins and web designers to quickly create customized screens in their mobile app and to display and interact with the files by using a simple spreadsheet in bulk.

Here’s a short video that walks you through the process.

 

Basic idea is – These 5 simple steps enable creation of custom Pages at large-scale quantity.

  1. After your Resources have been uploaded – hover over “Export” and select “Create Resource Pages”
  2. After your spreadsheet has been generated – only keep the Resources that need a Page created and add your Categories
  3. Go to Pages, hover over “Import”, and select “New Import”
  4. Follow the import steps
  5. Publish the catalog so your team gets the updated information

Mass update existing files in the CMS with tags and file names

The concept here is pretty simple, but adds a lot of value when you have to manage 100’s of files.

Let’s imagine a scenario where you need to make changes to a large group of PDFs.

For example, you might be a Marketer that needs to tag PDFs to help users find them.

In our digital file system, this is pretty straight-forward. Just open the file, click edit, and then add your tags.

This image shows the basic concept in our system.

meta tag PDF in CMS

 

When adding tags to an individual PDF, this process is simple, but what if you need to amend 1000’s of files?

Here we’ve added the capability to append files in bulk via a simple spreadsheet import process.

Fields you can modify are:

  1. Folder file is located in your app
  2. Display Name in the app
  3. Secure status – send or no send
  4. Priority – download it now!
  5. Keywords – critical for search

Click below to watch the training video on bulk editing files in a digital CMS.

 

Combine these two new features and your team will always have the newest information and you will save a ton of time performing mass updates to the digital file system.

 

 

About Julienne Smith

I am taking my experience of teaching in a classrooom and doing sales to create a superb Customer Success team!