The use of Regystrum is easy and intuitive. Here is a showcase by video tutorials.
Overview of Regystrum
In this short video we provide an overview of how to activate and use Regystrum to log, classify, archive and share/assign documents and files of all kinds in a way which is highly integrated with the Google cloud and Google Workspace.
How to use Regystrum
Installation and initial setup
The installation of Regystrum and the add-on Regystrum for GmailTM can be made from the Google Workspace Marketplace. Installation is completed by the choice of the Google account whose Drive will host the files repository.
Registration / filing of a document (log and store)
The registration of a document or file in general is made with relative classification through the use of default fields (title and description) as well as fields that can be created and customized by the administrator user (example: the field “Customer name”, or the field “Document type”, which could assume values such as “contract”, “form”, “letter”, etc.). The video ends with the beginning of the screen that allows you to share registrations just created.
Regystrum for Gmail™
Filing a document directly from your email account has never been so easy! Regystrum for Gmail ™ is a widget which allows you to register and store files with Regystrum in the Gmail screen.
Regystrum for Gmail can be installed from the Google Workspace marketplace after installing Regystrum.
Share and assign
When a registration is created, the application offers 3 different options to share it with other users, either external to the organization (this is the only option available for the single type installation) or internal to it (available for the “Team” type of installation). It is also possible to connect one or more tasks to the registration, each having a due date and set of instructions. A 2-way synchronization will allow this tasks to appear in the Calendar of the assignees.
Acceptance of the assignment
The user who is the assignee for competence of a registration, or who has been designated as “task owner” in an addressee group, “takes ownership” of the registration and the associated task(s). This action generates two consequences:
– the registration’s status passes from “pending” to “assigned”
– the task will appear in the user’s account among Gmail and Caledar tasks.
Storage and search
The “archive” page lists the registrations made by or accessible to the user, and contains an advanced search mask that allows the user to retrieve any document or file, either on the basis of the criteria used for its classification or by means of a full text search which searches for any desired piece of text contained in the file. Google’s searching algorithm is applied. This video ends by showing the folder structure in which the storage on Google Drive is organized.
Custom fields (custom metadata)
Thanks to the possibility of adding custom fields, Regystrum allows you to implement ad hoc classifications through metadata. In this video, the few, simple steps to insert custom fields are shown (custom metadata).
This video provides an overview of the setup and customization options available in the admin panel, including: synchronizing groups and users from Google Groups, defining each user’s roles and prerogatives for each group/office, setting custom fields, and downloading a log file (csv) for all operations performed in Regystrum.
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In order to execute the installation for the entire organization, you need to use a Google Workspace or G Suite administrator account.
And after installing Regystrum, don’t forget to activate the widget Regystrum for GMail ™, which allows you to log and archive files directly from your Gmail inbox!