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A Complete Guide to Electronic File Management

2021-05-11 15:46:52 • by Jason Will
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In today’s wired world, keeping office documents organized and up-to-date can be quite a task. Furthermore, sharing files between employees can be very time-consuming and prone to a security risk if proper procedures are not followed.

All these issues have one solution - an electronic file management system. With an e-file management system, all your files are safe, secure, and easily accessible, regardless of when they were created. This makes it easy to find a document, to view, update or share.

Most companies struggle with finding a decent electronic file management system; therefore, we have sought out two cloud-based file management tools that will help you manage all your important office transactions with utmost convenience.

Electronic File Management Best Practices - Wondershare Document Cloud

One of the most effective and easy-to-use software for electronic file management is Wondershare Document Cloud. It allows you to e-sign your documents and store them in the 100GB cloud storage. You can also access your documents from any device, with any operating system, to view them, sign them, share them and download them to your local storage.

So, no more carrying documents in a physical storage device; simply save them to Document Cloud and access them whenever the need arises.

Wondershare Document Cloud

All System-supported Platform

Premium 100GB Cloud Storage

High-quality Electronic Signature

Continuously Updated Service

Electronic File Management with Wondershare Document Cloud

Following are some basic instructions to manage office files easily:

Save Documents to Cloud

On the Wondershare home page, click on “Upload Files” to save a file to Document Cloud.

electronic file management best practices

Download Documents from Cloud

You can download a document in two ways:

(i) Go to “Document” and click on the 3 dots next to the document and select “Download” from the drop-down menu.

electronic file management

(ii) Additionally, you can also click on the document to open it, and then click on “Download” on the top of the page.

electronic file management system

e file management system

View and Share Documents

Go to “Document” and click on the 3 dots next to it and select ‘View” to view it. Share it with your colleagues by selecting “Bulk Send.”

bulk send button on cloud

Send Documents for E-Signature

Click on the 3 dots next to the document and select “Send for Signature” to send the document to obtain an e-signature.

electronic file management best practices

Rename Documents

Click on the 3 dots next to the document and select “Rename” from the drop-down menu.

electronic file management

Electronic File Management with PDFelement (For Windows)

Make changes to your document using your computer with Wondershare PDFelement, which is integrated with Wondershare Document Cloud.

Edit/Convert/Combine PDF Files

Open the file with PDFelement, click on “Edit,” and then click in the text area to type or delete text.

electronic file management system

To convert a PDF into another format, click on “Convert” and choose from the listed formats, including Word, Excel, PPT, and image.

e file management system

To combine multiple documents into one file, click on “Tool > Combine” and select the files you wish to merge.

electronic file management

Wondershare PDFelement

Edit and annotate PDFs

Create and convert PDFs

Fill forms and sign contracts

OCR PDFs into editable text

Integrated with Document Cloud

Open/Upload Files from Cloud

To open a file stored in Wondershare Document Cloud, click on “File > Open > From Wondershare Cloud” and select the required file to open in PDFelement.

open file from document cloud

Click on “File > Share > Wondershare Cloud” to upload a file to Cloud.

upload current file to cloud

Initiate Electronic Signature Process

Click on “Protect > Electronic Signature,” after which the Wondershare website will open.

electronic signature button on pdfelement

Select “Request Signatures” or “Bulk Send” to initiate the signature process and send the files to people for obtaining their e-signatures.

three methods to send documents for signatures

Conclusion

The integration of Wondershare Document Cloud and PDFelement is a great combo of electronic file management systems for handling and organizing documents without the help of an external software.

Jason Will

Jason Will

chief Editor

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