Before You Start — WhatsDocs User Guide

1. How Your Documents Are Handled (The Simple Picture)

Traditional filing means saving files to random desktop folders, emailing copies back and forth, and losing track of the latest version. WhatsDocs changes that with five simple steps that work automatically:

The Everyday Document Journey

Step 1

Work Locally at Full Speed

Your file opens right on your computer. You type, calculate, and format without any internet lag or waiting.

Step 2

Permanent Smart Tracking

WhatsDocs quietly attaches a Unique Document ID (UDIN) to the file. Even if the file gets renamed, it is never lost.

Step 3

Local Safety Vault

Draft answers, notes, and offline changes are saved safely on your PC so unexpected restarts never lose your work.

Step 4

Company Central Archive

Your document is filed with the right Client, Category, and Financial Year so everyone on your team can find it easily.

Step 5

Secure Cloud Backup

When you click Update to WhatsDocs, your new revision is saved to the company cloud with full version history.

You Stay in Complete Control of Cloud Uploads Pressing standard Ctrl+S saves only to your computer. It never uploads half-finished drafts or unreviewed edits to the company cloud until you explicitly click Update to WhatsDocs.

2. Where Are Documents Saved on Your Computer?

You decide where working files are kept on your hard drive. WhatsDocs gives you full freedom with an easy-to-use folder chooser:

Default Location

By default, files live in Documents\WhatsDocs inside your personal Windows user folder.

Choose Any Folder You Prefer

Need to save on drive D:\ or another drive? Go to WhatsDocs > Account > Storage Settings and pick any folder you want.

Automatic File Move

When you pick a new folder, WhatsDocs can automatically transfer all your current offline files over for you.

Helpful Advice: Avoid OneDrive or Dropbox Folders Please choose a regular local folder (like on your C:\ or D:\ drive) instead of a folder synced by OneDrive or Dropbox. Having two different cloud sync systems on the same file at the same time can cause file locks and duplicate copies.

3. Automatic Disk Cleanup: Keeping Your Computer Clean

If you work on hundreds of client documents over the year, old copies could slowly fill up your computer's hard drive. WhatsDocs takes care of this automatically with intelligent local cleanup.

How Automatic Cleanup Protects Your Work

1

Checks How Long Ago You Opened the File Files you haven't opened in a while (default: 30 days) are checked.

2

Strict Cloud Safety Check (Zero Data Loss) A file is only eligible for cleaning if it is already safely backed up to the cloud. If you have any unsaved or un-uploaded changes, it is never deleted.

3

Checks If the File Is Open in Office If you currently have the file open in Word, Excel, or PowerPoint, it is left untouched.

4

Frees Up Disk Space Safely Old, inactive local copies are removed from your drive. The document remains permanently in the cloud archive and can be re-opened with one click anytime!

Your Settings, Your Choice In Storage Settings, you can set the cleanup period to 7 days, 30 days, 60 days, or choose Never if you have plenty of disk space.

4. Why Saving Works Differently for Project Managers vs. Team Members

You might notice that a Project Manager can use normal Windows Save As anywhere, while other team members are guided to fill in client details. Here is why:

Action	Project Manager Role	Standard Team Member
Why this rule exists	Managers often make quick meeting scratchpads, rough notes, and personal checklists that don't belong in the formal company archive.	Ensures all official client deliverables, tax filings, and financial statements are filed under the right client and category so nothing is lost.
Normal Save (`Ctrl+S`)	Free Mode Normal Windows Save works freely anywhere on disk.	Guided Filing Prompts you to pick a Client & Category so it's filed properly.
Save As (`F12`)	Free Mode Standard Windows Save As window opens.	Guided Options Gives clear choices: Update to WhatsDocs, Save as New Document, or Save as PDF.
Saving to Company Archive	Can save to WhatsDocs whenever ready via the Ribbon.	Automatically guided to file into the company archive.
If the Internet Goes Down	Works normally.	Safety mode automatically turns on—you can save directly to your computer so your typing is never blocked.

Can a Project Manager Be Enforced Too? Yes. If a company enables strict filing policies across all staff, or during special audit periods, Project Managers can also be set to guided mode so every file is strictly categorized.

5. Starting with Existing Documents? The Desktop Companion App

Most businesses don't start from an empty slate—they already have years of client files, spreadsheets, and templates scattered across Windows folders. A separate Windows Desktop Companion App is designed specifically to bring order to your existing backlog and give you total peace of mind.

Two Apps, Clear Purposes (No Confusion)
• The Office Add-in (Word, Excel, PowerPoint): Sits directly in your Office ribbon for your daily drafting, editing, and saving.
• The Desktop Companion App: Sits in your Windows system tray (near the clock) for bulk import of old files, bulk import of templates, right-click file sending, and bulk folder export.

What the Windows Companion App Does For You

Starting Out

Import Existing Documents in Bulk

Point the app to any existing client folder on your PC or file server. It scans your folders, maps folder names to Clients and Years, lets you review in a spreadsheet-like grid, and archives hundreds of files into WhatsDocs in one click.

Standardization

Import Existing Templates in Bulk

Bring all your firm's existing Word, Excel, and PowerPoint templates into WhatsDocs in bulk. Once imported, they appear immediately in the From Template gallery for your whole team.

Windows Explorer

Right-Click "Send to WhatsDocs"

Found a file on your desktop or received an email attachment? Just right-click any file in Windows Explorer > Send to WhatsDocs to profile and archive it instantly without opening Office first.

Complete Peace of Mind

Export Back to Traditional Folders

You are never locked into the platform. Need an offline archive on a hard drive? Use Export Documents to Folder to download your documents neatly arranged into traditional folders (e.g. Customer / Year / Category).

A

Disciplining Your Existing Documents (Migration) Use the tray icon > Import Documents from Folder. Review the detected Client, Category, and Financial Year, click Start Import, and your backlog is instantly organized and given UDINs.

B

Daily Quick Filing from Windows Whenever you receive a PDF, scan, or contract outside Office, right-click the file in Windows Explorer and choose Send to WhatsDocs (or Send to WhatsForm) to file it into the archive on the fly.

C

Full Data Portability (Export Whenever Needed) At tax season end, audit completion, or anytime you want external backup, use Export Documents to Folder. Filter by Client or Year, select your export folder naming style, and download all files into regular Windows folders.

6. Four Easy Steps to Start Working

Follow these four simple steps when you open Word, Excel, or PowerPoint:

1

Log In Once Click WhatsDocs > Login on your ribbon and sign in with your company account.

2

Check Your Storage Folder Open Storage Settings to verify your document folder (or leave it as default).

3

Create or Open a File Use New Document to start with a Client and Category, or click Open Document to browse existing files.

4

Update When Ready Save locally with Ctrl+S anytime. When you finish your edits and want to share them with your team, click Update to WhatsDocs.