FangCloud Enterprise Online Disk: Help you search 10000 documents per second, Easy management 100+project

I saw a news a few days ago: A team leader Ask your subordinates for a document, Subordinates found it 10 Minutes or not, Impatient, he said a few words to his subordinates, The subordinate directly cried on the spot. . .

As a productivity tool, Our computers receive and generate a large number of files every day, Over time, there will be some people「headache」Problems of:

Often forget where to put the files you want; Want to go home and work, But forget to copy files;

The files on the computer desktop are so dense that they explode;

Many file versions, I don't know which is the latest;

Folders are hierarchical and complex, Don't know how to classify; . . .

These questions above, In fact, it can be summed up as the same: 「Lack of efficient document management」.

Taking time to find documents is painful and inefficient, Today I will share with you four tips, Easy management 100+project, 1 Seconds to find the desired file.

Many people will be based on their own needs, Summarize various methods and habits. Here is a practical and effective method to teach you: Refer to girls' storage of wardrobe.

(Men can consult their wives/girl friend, If you are single, please Baidu by yourself. . . )

You never know how many clothes a girl has, But their wardrobes are always neat and orderly, Harmony. The reason is that they can distinguish needs well:

Old clothes storage (Document classification) , Daily replacement (call, Modify file) , Buy new clothes (receive, Create new documents) .

According to this logic, We can sort out document management 4 Key points:

Four key points of document management

Now we will combine the above mentioned 4 spot, Deconstruct how to use it for everyone FangcloudEnterprise network disk Achieve efficient file management.

Although most of our daily file processing is concentrated on computers, But computers are not the only ones who receive and use documents, It could also be a cell phone, Flat. therefore, Multi platform synchronization of files is very important.

FangcloudEnterprise network disk: Upload files by dragging

In Yifang Cloud EnterpriseNetdiskupper, We can directly create a new folder, Upload local files to folder, It is convenient to classify and manage documents directly. meanwhile, We can also use the「Real time synchronization」function, Automatically synchronize local files with cloud files.

This kind of sharing the same on multiple platforms "Inbox " Mechanism of, It can help us improve the efficiency of document management.

Yifang Cloud EnterpriseNetdisk: Preview on phone&Edit file

Take the operation of new media as an example, The editor can divide the work into documents in different directions, Even if something happens temporarily, Can also be on the road / You can also log in to the enterprise disk of Yifang cloud directly at home to check, edit, Not limited to the company office computer.

confused「File naming」yes 90%The main reason why the above people often can't find the file, Its main problems are 2 : One is the naming of different types of files, The second is the naming of different versions of the same file.

1. Naming of different types of files

Everyone has his own naming habits, No matter what you use 123, still one two three, orいち に さん, You just need to remember what this document is, What keywords to search when necessary.

The editor here shares some common naming conventions, For your reference:

time+character+project+describe

Lift chestnuts: 20200808_Handsome editorFangcloudWechat headline. doc

entry name+Content description+edition/time

Lift chestnuts: Fangcloud_Product introduction 3. 0_20200731. pdf

time+people+Work items+edition

Lift chestnuts: 20200801-Meili Wang-Tanabata Poster V1. 0. psd

It can also be used between different modules - or _ To make the whole look clearer. Remember the most important point in naming conventions: Be sure to choose your customary naming method, And then implement it firmly.

2. Naming of different versions of the same file

For example: After we edit a document, It needs to be reviewed by relevant leaders, Then revise it repeatedly according to the revision opinions, Double check. . .

At this time, If we still follow the normal file naming method, it will affect the efficiency of file search. (Even sometimes I can't distinguish myself! ! ! )

But if we use Yifang cloud online documents, Don't worry about the above problems, Because we can use powerful and practical「Historical version」One click solution.

The online document of Yifang cloud will automatically record the editing time, Saved version, Editor, No need to save manually and repeatedly!

FangCloud Enterprise Online Disk: see 「Historical version」

Open any file on Yifang cloud, Click on the right to see「Historical version」. What's even cooler is, All versions can be previewed, support "Set to latest version, Downloads, delete" Etc.

File naming can solve the problem of missing files, But to be neat and orderly, we have to rely on the classification and archiving of documents. Simply put: Do a good job in document classification and management system, Put every file in its proper place.

1. Dimension of classification

for example, Windows We can put D Set disk as working disk, E Disc and F Plate to place things for life and leisure. and Mac There is no concept of hard disk partition, So it is still classified by folders.

It is recommended to classify according to your main work content, Conceive and integrate the main classification modules. meanwhile, In order to achieve the overall simplicity and order, Avoid too many levels, Try not to exceed 3 layer.

A simple and clear folder classification

2. Folder naming

After sorting out the file classification logic, We can use [number+project] To name the folder. The advantage of this naming method is that it is easy to operate, And the system can be arranged orderly by name, On the whole, it will be more orderly.

Can quickly locate relevant documents when needed, Is our ultimate goal of document management. In addition to the skills mentioned above, Use well「search」Function is also very critical.

The search function of the computer system is relatively simple, We can complete some more refined search tasks through Yifang cloud enterprise network disk.

1. Keyword search

In terms of fast search, Yifang cloud not only supports searching file names, Also support「Full text search」, As long as you remember a keyword or the name of the person in charge in the document, You can quickly find the name&Documents with keywords in the body.

2. Precise search

When there are more files, Conventional keyword search will gradually fail to meet our needs. In order to find the required documents more accurately, We need to change the search results "Secondary screening" .

FangCloud Enterprise Online Disk: Accurately find the required files

such as, After keyword search on Yifang cloud enterprise network disk, We can check the file range, file type, Matching content, Time range and other contents for secondary screening, To quickly locate the desired file.

3. "Commonly used" function

If there are some files that need to be opened frequently, Then we can use Yifang cloud「Common functions」, Add files as favorites.

After adding, We can be in「file」-「Common labels」Quick opening in, No more time to find.

FangCloud Enterprise Online Disk: 「Commonly used」function

After adding common files, they will be displayed under the quick entry, Facilitate subsequent quick access.

Focus on key points!

After adding common, Even if we change another computer, mobile phone, Just log in to the same Yifang cloud enterprise network account, You can view it directly and quickly, edit, Solve the problem of not knowing where to put important documents.

That's the end of today's introduction~If you don't have good document management habits, Then I suggest you try the above method, Prevent the situation of missing files at critical moments~