If any external file storage solution is available, such as SharePoint, you may choose between Weagree and said solution for storing all files uploaded to the Weagree Wizard.
In the entity management’s case, the general settings for such external storage (e.g. which SharePoint site and basic path will be used to store any given file belonging to any given entity) may be augmented with specific folder paths for different types of files. A standard folder structure defined for your external storage solution can be mapped in the Weagree Wizard, so that any files uploaded to Weagree will automatically arrive in the correct folder of your external storage. Differentiation is possible based on the general document category as well as the specific type of document concerned.
TABLE OF CONTENTS
A. Enabling external storage
B. Folders
C. Category
D. Type of document
A. ENABLING EXTERNAL STORAGE
For instructions on setting up a connection between the Weagree Wizard and your external storage solution, see the API integrations section of this knowledge base. Once the API integration is active, it can be selected for the entity management’s storage. On the Administrator page, open the Entity management item and navigate to Configuration.
1. Select the applicable option from the File storage dropdown menu.
2. Click Save.
This will ensure that all files uploaded to the Weagree Wizard’s entity management will be stored on the external medium. Depending on how your API integration is set up, folders may automatically be selected (or created) depending on the entity’s or person’s name. There will always be a folder for each entity or person. Subfolders can also be automatically selected (or created) for different types of documents using the methods described below.
B. FOLDERS
In order to direct any uploaded file to the correct external location, a list of (sub)folder names must be created in the Weagree Wizard. On the Administrator page, open the Entity management item and navigate to Configuration > File locations.
1. To create a new (sub)folder name:
a. Click Insert.
b. Insert a folder path (i.e. the name of the (sub)folder).
c. Click Save.
Note 1: if you are inserting any names of (sub)folders that already exist on your external storage solution, ensure that they are perfect matches. Any typo will cause the creation of a separate folder upon uploading a file.
Note 2: this list is non-hierarchical. Whether a name refers to a main folder or a subfolder is determined elsewhere. See sections C and D below.
2. An existing (sub)folder’s name can be edited by clicking on its name in the list.
3. Click Delete to remove any selected (sub)folder.
C. CATEGORY
The Weagree Wizard’s entity management distinguishes between seven general document categories:
- Constitutional documents
- Management board resolutions
- Supervisory board resolutions
- Shareholder resolutions
- Financial accounts
- Certificates and filings
- Personal documents
For each category, a particular external folder may be designated. These function as the main folders for file storage.
On the Administrator page, open the Entity management item and navigate to Configuration.
1. Select the applicable external storage solution from the File storage dropdown.
2. Per category (insofar as applicable), select a folder name from the Folder path dropdown. Any file uploaded within that category will be stored in that folder by default (see section D below, however).
3. Click Save.
Note: you may opt to leave the folder path blank, or even to use the same path for multiple categories. In the first case and insofar as no paths have been defined for specific document types (see section D below), all files will be pooled in the root folder of the given entity or person. In the second case, files of the applicable categories will be pooled in the designated folder path.
D. TYPE OF DOCUMENT
Each document category in the Weagree Wizard’s entity management distinguishes between one or more specific types of document. Unlike the categories, each list of document types is fully customisable. This is explained in detail here. Like the categories, each type (option) can function as a (sub)folder for file storage.
On the Administrator page, open the Entity management item and navigate to Selection options.
1. Select the applicable subitem:
- Type of constitutional documents
- Type of resolution documents (corresponding to all three resolution document categories)
- Type of certificate or filing documents
- Type of financial documents
- Type of personal documents
2. Click the option that must be mapped to a folder path.
3. Select the applicable File location.
4. Click Save.
Note: you may opt to use the same path for multiple document types. Files of the applicable types will then be pooled in the designated folder path.
