Enterprise User Guide

WhatsDocs in Microsoft Word, Excel & PowerPoint

WhatsDocs transforms Microsoft Office into a secure, governed document workspace for accounting firms, legal practices, and corporate teams. It eliminates unmanaged desktop sprawl, automates template drafting, tracks official revisions, and guarantees instant audit retrieval.

The Business Value of WhatsDocs

Traditional desktop document handling creates significant operational risk: files scattered across local folders, confusing filenames like Engagement_Letter_Final_v2_edit.docx, untracked changes, and hours wasted searching for client deliverables.

Structured Document Governance:

WhatsDocs embeds structured metadata (Client, Category, Fiscal Year, Project, Task, Team Allocation) directly into your files, assigns a Unique Document Identification Number (UDIN), and ensures all firm deliverables are centrally cataloged and audit-ready.

The Dual-Storage Model: Local Speed + Cloud Security

WhatsDocs combines the speed of native desktop Office with the security and governance of a central enterprise cloud archive:

Your Local Workspace (Documents\WhatsDocs\): Active working files are stored in this dedicated local repository on your computer. You edit, type, and calculate with zero network lag.
Local Drafting (Ctrl+S): Pressing Ctrl+S saves instantly to your local disk without uploading to the cloud. The file is marked Local Modified, preserving your work safely.
Cloud Milestone Archiving (Update to WhatsDocs): Clicking Update to WhatsDocs publishes an official version snapshot to your firm's central repository while keeping your document open.
Automated Draft Protection: Answers entered in the dynamic Answer Pane are auto-saved locally in real time so you never lose work if a session closes unexpectedly.

The Complete 7-Group Ribbon Catalog

The WhatsDocs tab is identical across Word, Excel, and PowerPoint, organized into seven logical groups aligned with professional business workflows:

Group	Commands	Business Purpose
1. Create	`New Document` (Split: Word/Excel/PPT), `From Template`, `Template Gallery`	Starts a new file with required metadata upfront or instantiates an approved organizational blueprint template.
2. Profile	`Add to WhatsDocs`, `Attach to Client`	Brings an unmanaged document under WhatsDocs tracking or attaches an incoming file to a client placeholder.
3. Retrieve	`Open Document`, `Local Workspace`, `By UDIN`	Searches the enterprise archive, inspects local working files, or opens a document directly by its unique UDIN.
4. Save & Reuse	`Update to WhatsDocs`, `Save As` (Split: `New Document`, `Save as Template`)	Publishes official cloud revisions, creates duplicate deliverables with new UDINs, or exports reusable templates.
5. Work	`Answer Pane`, `Guidelines`, `Discussion`, `Mark Completed`	Fills dynamic variables (`{{Client_Name}}`), reviews firm SOPs, collaborates on comments, and permanently locks completed files.
6. Workflow	`Request Documents`, `Bulk Creation`, `Help`	Creates client file collection requests, batch pre-registers engagement binders, and accesses user documentation.
7. Account	`Login / Logout`	Manages user authentication with seamless 8-hour cross-app session sharing across Word, Excel, and PowerPoint.

Smart Profiling & Role Governance

To eliminate lost files and ensure compliance, WhatsDocs includes intelligent role-aware saving rules:

Compelling Profiling for Standard Users: When a staff member presses Ctrl+S or F12 on a new unprofiled document with content, WhatsDocs steps in, cancels unmanaged desktop saving, and presents the profiling form or the 4-choice Save As Options dialog.
Projects Manager Administrative Flexibility: Users holding the Projects Manager role bypass save interception automatically, retaining native Office save dialogs for ad-hoc unmanaged administrative tasks.
Offline Resilience: If your internet connection is unavailable, WhatsDocs automatically allows native Office saving so you are never blocked.

Browse Help Topics

Select any section card below for detailed walkthroughs, step-by-step procedures, and best practices:

0 Before You Start (Architecture & Rules)

The 5-layer document model, user choice for local folders, SQLite retention policy, and Free vs Enforced Project Manager save rules.

1 Creating a Document

New Document split menu, metadata-first creation, cross-app launching, standard templates, and gallery blueprints.

2 Profiling Documents

Mandatory business metadata, project/task filtering, team allocation, UDIN generation, and attaching client files.

3 Finding & Opening Documents

Archive search, Local Workspace browser, UDIN lookup, smart open validation, and sync status badges.

4 Saving, Versions & Reuse

Local drafting, Update to WhatsDocs, 4-choice Save As Options dialog, conflict resolution, and manager bypass.

5 Working on a Document

Interactive Answer Pane variable automation, firm Guidelines, team Discussion, and Mark Completed locking.

6 Working with Clients

Requesting client documents, bulk creation of engagement binders, and inbound document attachment.

7 Your Account & Permissions

Cross-app session sharing, Projects Manager role capabilities, and offline fail-safe operations.

8 Help & Troubleshooting

Frequently asked questions, troubleshooting steps, and operational best practices for business teams.