Introduction
The General Settings section in RecordsKeeper.AI allows you to configure crucial parameters for your account, including email handling, file size limits, and automated file management features. This guide will help you optimize these settings for efficient document management and streamlined workflows.
1. Email Configuration
Configure RecordsKeeper.AI Email
Locate your dedicated RecordsKeeper.AI email address
Copy the email address for reference
Share with team members who need to forward documents
Set Authorized Senders
Click the user selection field under "Accept Records From These Email ids Only"
Add approved team members who can forward emails
Remove users by clicking the 'x' next to their names
2. Financial Year Settings
Click the Financial Year dropdown
Select your organization's financial year format (e.g., April-March)
This setting affects how reports and data are organized
3. File Size Management
Configure Global File Size Limits
Select "All file types" from the File Type dropdown
Set the maximum file size in MB
Note: This serves as the default limit
Set Type-Specific Limits
Click "+ Add More Filetype Size Limit"
Select specific file type (e.g., PDF)
Set maximum size limit
Add additional file types as needed
Important Note: When conflicts occur, the smaller limit takes precedence. For example, if department limit is 100MB but PDF limit is 50MB, PDFs will be restricted to 50MB.
4. Auto-Tagging Configuration
Locate the "Enable Auto-Tagging" toggle
Switch on to activate automatic tag generation
Define custom tags:
Click in the tags field
Enter relevant categories (e.g., Sales, Marketing, Finance)
Remove tags by clicking the 'x'
5. Auto-Renaming Setup
Find the "Enable Auto-Renaming" toggle
Activate to enable automatic file renaming
Set naming convention pattern:
Use the provided format: [Level 1]-[Level 2]-[Level 3]-[Level 4]-[Level 5]
Customize levels based on your organization's needs
Best Practices
Email Management
Regularly review authorized senders
Communicate email address to relevant team members
Monitor email forwarding usage
File Size Configuration
Set realistic size limits based on needs
Consider department-specific requirements
Review and adjust limits periodically
Automated Features
Start with broad tag categories
Use consistent naming conventions
Review auto-generated tags regularly
Advanced Tips
Email Integration
Set up email filters for better organization
Create team guidelines for email forwarding
Monitor forwarding patterns
Storage Optimization
Review file size distribution regularly
Adjust limits based on usage patterns
Monitor storage utilization
Automation Efficiency
Refine tag categories over time
Adjust naming conventions as needed
Monitor auto-tagging accuracy
Troubleshooting
Common Issues and Solutions:
Emails not being processed
Verify sender is authorized
Check file size limits
Confirm email format
File size conflicts
Review hierarchy of limits
Check department-specific settings
Adjust global limits if needed
Conclusion
Proper configuration of your RecordsKeeper.AI general settings ensures smooth document management and efficient workflows. Regular review and adjustment of these settings will help maintain optimal system performance and user experience.