Managing Documents

Documents in Membrain

Membrain has the capability to store your most important documents relating to your Companies, Prospects, Sales Projects or Account Growth projects. With Membrain, you can easily upload and store a wide range of document types, including invoices, sales contracts, and marketing materials, making it easy for your salespeople to access the information they need and efficiently organize and manage all of their important documents in one central location. Additionally, Membrain's document management features includes search and filtering options, ensuring that your sales team can quickly find the documents they need, when they need them.

How to upload your Documents

Membrain supports all types of Document files, such as PDFs, Word documents, spreadsheets, presentations, and images. The Document size limit is 100 MB size, and very large files such as videos may need to be compressed or uploaded elsewhere.

You can upload Documents in a number of different ways. Through manual uploads at a specific location (Companies, Prospects, Sales Projects or Account Growth Projects), through Emails connected to one of their items or in Steps in a Process.

Manual Document Upload

1. Go to the Company, Prospect, Sales Project or Account Growth Project page you want to upload the Document to and scroll down below the Company & Contacts section you can see on the right.
   
2. Click on the Cloud icon.
   
3. And then on + UPLOAD A FILE to choose a file from your computer.
   
   
   

Add a Document through an Email

1. Create a new Email.
2. Click on the Attach File icon, select a file from your computer and then press on Open.
   
3. Choose what company and/or project the Email (and therefore also the Document) should relate to in Membrain.
   
4. By sending the Email the Document is automatically uploaded and related to the location in Membrain you chose.

Upload Document through a Process Step

1. Click on the Step that includes an Upload Document tool.
2. Click on Upload and the + UPLOAD A FILE button.
   
3. Select a file from your computer and press Open.
4. You can also define which Document Category will be automatically assigned to the newly uploaded document. This can be configured in the Process Editor and offers a seamless way to categorize documents as they are uploaded.
   

Use already uploaded Documents

In addition to uploading Documents through Emails and Process Steps, as outlined above, you can also attach these to new Emails that you compose and/or connect them to a Process Step where you're supposed to upload a document.

Attach Documents In Emails

1. From the Company or project where the Document has been uploaded, click on the Email button at the top of the page.
2. Write your email and click the Attach File icon
3. Select any of the available Documents related to that Company page or Project.
4. Send.

Connect Documents to Process Steps

1. Click on the Process Step that contains an Upload Document tool.
2. Click on Choose Existing.
   
3. Choose one of the appropriate and available Documents to connect it to the Process Step.
   

Document Categories

You can add Document categories to better segment and differentiate between multiple Document types of your choice. By organizing your documents in categories, you can improve efficiency, increase productivity, and enhance collaboration. For example, you may want to categorize Documents based on their content or purpose.

For example, if you want to categorize documents based on their content, you can create categories such as

• Sales materials
• Product manuals
• Legal documents
• Marketing collateral
• or HR forms

If you want to categorize documents based on their purpose, you can add categories such as

• Contracts
• Proposals
• Invoices
• Reports
• or Presentations

Create Document Categories

1. Go to System Setup and scroll down to Settings and General.
   
2. Click on Document Categories and New.
3. Type the name of the Document Category and Save.

Document Settings

If you want to restructure the way Documents are shown (in a specific Company, Prospect, Sales Project or Account Growth Project) you can edit Document Settings.

1. Click on the cog wheel in the upper right corner of the Document section of the page
   
   
2. Change what the list should sort by, by changing this setting.
   
3. Change what the list should be grouped by, by changing this setting.
   

Document Management

There are a lot of different ways to manage your uploaded Documents inside Membrain, from replacing, renaming, downloading, commenting etc.

Rename a Document

1. Right click or hover on the Document.
   
   (hover view)
2. Click on the Document Name and type a new name.
3. Click on Save.

Download a Document

1. Left-click on the Document to download it
   or
2. Right click or hover on the Document and click on Download.

Replace a Document

1. To replace a Document with another, right click or hover on the Document and choose Manage Document.
2. Click on Replace.
   
3. Pick a different Document from your computer to upload and press on Open.

Delete a Document

1. To delete a Document right click or hover on the Document and choose Manage Document.
2. Click Delete.
   
3. Confirm you want to delete the Document by clicking on Delete again.

Choose or change the Document Category

1. Right click or hover on the Document and choose Manage Document.
2. By Document Category click on +ADD.
   
3. Pick or change the Document Category.

Option 2

1. Hover on the Document and click on Document Category.
2. Pick or change the Document Category.
   

Add a Comment on a Document

1. Hover on the Document and click on the Comment icon in the upper right corner
   
2. Make a note and (optional) tag a teammate to have them receive a notification on the Comment.
3. Click the big blue arrow button (or Ctrl + Enter) to post it.
   

Considerations

Documents are connected to one location at a time. If you upload a document to a Company page in Membrain, that's where it stays. The same goes for Documents uploaded to specific projects. Even though the project itself is connected to a Company, you cannot access Documents uploaded to a project through the Company page.