Welcome to the FileHound Sales Demonstration Guide



INTRODUCTION


This step by step guide enables FileHound Commercial and Reseller Partners to deliver a great demonstration of FileHound to potential new customers. Sales demonstrations should be delivered using the FileHound Reseller Shared Demo Environment, located at demo.onfilehound.com


If you don't already have access to our Shared Partner Demo Environment, please contact your FileHound Partner Account Manager or email partners@filehound.co.uk




BEFORE STARTING YOUR DEMO


This demo works best as a supplementation to the FileHound Sales Presentation, which can be provided by your FileHound Partner Account Manager.


Guide the customer through the presentation to correctly position FileHound before jumping into the demo environment. 



DEMO TIME! LET'S SET THE SCENE


FileHound is designed to provide businesses with a secure, manageable repository to store a 'single source of truth' for their important business documents. Which can be instantly searchable, fully audited, and accessible entirely from any modern web browser.


In this demo, we'll be exploring two common example use cases to demonstrate some of FileHound's most useful features and benefits:

  • Invoice Processing & Retention - A great solution for Finance teams to automate the approval and retention of invoices in a sane, audited way, using SmartCapture, workflow & status dashboarding


  • HR use case - A smart way for teams to securely manage HR records with automated indexing, auto-managed document retention, and fast, intelligent search and retrieval


When you're ready to give the customer a live demo, log in to the FileHound Reseller Shared Demo Environment at:


demo.onfilehound.com




EXPLORING THE FILEHOUND INTERFACE

Once logged in, navigate to a folder or Inbox and begin with a short tour of FileHound's modern, simple user interface. 

It's recommended to navigate to a folder or Inbox containing some documents as quickly as possible, to allow the audience to see what FileHound looks like in a 'real life' scenario. Try starting on the HR Team Inbox or Finance Team Inbox, which will contain a range of sample documents.

TIP:

If possible, ask the customer to send through some redacted sample documents ahead of your demo. These can be uploaded to your 'My Inbox' area to use in the demo. Ensure that any samples provided DO NOT contain sensitive customer data or PII data of any kind.

Explain the main concepts of the system such as the following areas:

Header Bar - Our Header Bar contains the Upload, Recent Docs & Notification options, as well as the very important 'Search' bar. Explain that we'll come back to the search bar in a moment.



FileHound uses a standard 'left to right' layout, with navigation on the left. Give the customer a very brief tour of:
  • My Inbox & Group Inboxes - providing infinitely configurable 'in-trays' to hold incoming documents before indexing
  • Smart Folders - Any Advanced Search can be saved as a Smart Folder to provide fast, criteria-based shortcuts to commonly searched items (for example, a Smart Folder can be set to display all currently un-indexed documents anywhere in the system) 
  • Assigned to Me - When workflow approval items are assigned to a user, they are easily accessible here
  • Pinned Documents - any document in FileHound can be temporarily 'pinned' to provide quick access to it, even if you don't have the document open. When you're done working with your document, simply un-pin it.
  • Library (Cabinets & Folders) - The Library provides a familiar 'Filing Cabinet' structure to all the documents in FileHound, giving users the option to locate items based on Cabinets, folders and subfolders. The Library can be totally configured to suit your business.




FEATURES OVERVIEW



SIMPLE SEARCH

FileHound's Simple Search bar, located at the top of the UI, provides fast, intelligent, content-aware search for users at the click of a button. Simple Search is the easiest way to find what you're looking for. 

Simply type any key word, reference number or phase, and FileHound will show a list of results, intelligently sorted based on relevance. 

FileHound searches both the metadata and the content of the files. Finding a needle in a haystack has never been easier! For simplicity, let's use the HR use case to demonstrate:
  • Say we want to find documents related to one of our employees, Tess Jones. Simply type in 'tess jones' and hit return. Notice that FileHound indicates search hits highlighted in yellow
  • You can also preview the results by clicking on the thumbnail of each document to enlarge it.

Hover over a document in search results to show a Preview

You'll notice that a bubble sits around our initial search term "Tess Jones". FileHound is filtering any further search terms to fall within this search criteria. Let's say we wanted to find a training certificate for Tess, simply add “Certificate to the Search criteria to filter down and find Tess’s Health & Safety Certificate.


Type in a second search term to filter your search results


Click the document name to open the document in a tab.


We can use this functionality to quickly retrieve multiple items related to the same person, company, project or other reference. Let's try that now with an example:
  • Remove “Certificate” from Search criteria and replace with “Resume 
  • Click to open the Resume in a second tab
  • Search in the Resume for “Career” to demonstrate document content search
 Searching within a document


ADVANCED SEARCH


An Advanced Search is also available. This provides more functionality to locate or filter documents based on detailed criteria. 

We can demonstrate a quick example, asking FileHound to show us only Supplier Invoices in the system.

Open Advanced Search and add Search criteria Document Type - then select equals, then Supplier Invoice 

Adding Advanced Search Criteria


Clicking the Save icon at the top of the Advanced Search Panel will save this Advanced Search as a Smart Folder. Simply enter a name for your new Smart Folder and it will appear on the left. This gives the user instant access to key documents. Smart Folders can be renamed or removed by users when they are no longer needed.

Any Advanced Search can be saved as a Smart Folder


Open your new Smart Folder to view search results 



THE DOCUMENT VIEWER

The document viewer places your currently open documents front and centre, as well as providing a range of useful information and actions. Let's take a look at some of those now:


Click on the Toggle Sidebar icon to display all of the pages in the document 



THE INFO PANEL (AKA 'THE ACCORDION')


Located to the right of each document is our Info panel. We like to call it the 'Accordion'. This displays useful information about the document. 


To explore the info panel, let's look at a different type of document. A Supplier Invoice this time. Search for the invoice reference '777-9311' or simply the supplier's name 'Cosmorph'


Open the document in the viewer and explore the Info Panel from top to bottom:


Indexing Information


Indexing documents in FileHound gives each document meaning, ensures they are stored securely, and make them far easier manage and retrive.


Open the document Index panel to show the metadata FileHound is storing against this document. Any of these fields can be used when searching and filtering documents. FileHound allows totally customisable Indexing Fields for every document type, so Indexing can be tailored to your business needs.



FileHound automatically manages retention for your documents, based on how they are indexed. Open the File Information section to show the Auto Delete and Destroy date. 


LINKED DOCUMENTS


Linked Documents allows you to link relevant documents together for contextClick the 'Add Related' button to try linking a document to the invoice 


TIP:

If the 'Add Related' button is disabled, the document may be locked (another useful FileHound security feature). Demo users have permission to unlock all documents in this system. Simply click the 'Unlock' button on the Toolbar to enable changes to a document.


Linking a related document


NOTES

Notes can be thought of like digital 'sticky notes'. They're great for adding further information or context to a document such as an invoice while it is in flight. 

Open the Notes panel and try adding a note to the document. Explain that these can be private or public


Adding a note


Added notes will appear here


TASKS & AUDIT HISTORY


Open the Tasks section to show all of the workflow steps which the invoice has been on. Who approved, rejected, etc.


Open the Audit History panel displays a full trail of all actions taken by every user since the document was uploaded. This is a great way for companies to simplify routine auditing and compliance, providing a clear transparent journey of every document retained.
 



DOCUMENT TOOLBAR


The document toolbar includes quick access to commonly used features. All are clearly labelled and easy for users to understand.

The toolbar contains all common actions for your document


INDEXING A DOCUMENT


Indexing documents adds meaning to them, making them easier to organise and locate. FileHound can apply automatic retention policies to documents when they are indexed.


New documents uploaded to FileHound will be highlighted in yellow, this indicates that they need to be indexed to be correctly filed away with valuable metadata

Un-indexed documents appear with a yellow background

To demonstrate Indexing a document, navigate to the Finance Team Inbox and select a document or multiple documents, and click the Index button on the Toolbar.


The document Indexing panel will appear. Select the Document Type drop down and select Supplier Invoice - Manual Entry to demonstrate a typical manual entry indexing panel for a Supplier Invoice.

Indexing a supplier invoice using manual entry


Note that FileHound automatically selects the 'File In' location based on Document Type.

Once the indexing fields are complete, simply press Save to finish. 


SMART CAPTURE & WORKFLOW


FileHound can streamline repetitive manual processes such as Invoice Approvals. Let's see a quick demonstration of this using another un-indexed Supplier Invoice.


Navigate to the Finance Team Inbox, and select or Upload one of the Smart Capture invoice samples
 Invoices in the Finance Team Inbox labelled 'SmartCapture Demo' can be used to demonstrate SmartCapture intelligent data extraction


Open the document to Index and select the document type “Supplier Invoices - Smart Capture”. This will automatically capture the invoice details and populate the index fields. 


Fill in the Cost Category index field with your category. It is important that you use the category assigned to you as you will need to approve the invoice later.  


Based on the selected Cost Category, the invoice will now be sent to the relevant user for Approval when saved 


Indexing fields are automatically extracted



APPROVAL WORKFLOW


Shortly after submission, approvers will receive an email notification with a link to the invoice requiring approval 


FileHound's invoice approval workflow sends email notifications to approvers

A notification is also visible for the approver in FileHound, under the Notifications tab


Notifications tab displays invoices which need approval


Alternatively, open the Assigned to Me Smart Folder 


Open the invoice to demonstrate the approval process 


Select either Approve or RejectExplain that the colour of the buttons and message can be tailored to the customers’ needs 


Document task status bar provides options to approve or reject

Escalation procedures are configured by the system administrator. These can be time or value based. It is possible to override the default when working with a document. 

WORKFLOW DASHBOARD 


The workflow dashboard provides business owners or finance admins with an overview of all Supplier Invoices, with details of their Reference, Supplier Name, Amount and current Status. Access to data in this panel is controlled, based on the user's Role within the company. 


NOTE:

By default, users will only see items which they have either submitted or approved themselves, and selected Finance Team members will see all items.

Open the Workflow Dashboard to show the Supplier Invoice demo workflow
 Invoice Workflow Dashboard displays current status of all invoices currently 'in flight'


Users in this panel can also download a CSV Report. This can be used for accruals, etc 


You can also filter the records to show invoices “Awaiting Approval”. This helps teams manage document processes more efficiently. 


Filters can be used to locate Invoices 'awaiting approval'

LEARN MORE ON OUR KNOWLEDGE BASE


End the demonstration by asking if there are any questions. Features not covered in this demo will likely be detailed within our extensive Knowledge Basewhere users can find detailed support articles, and answers common questions. 

REMEMBER:

Our public Knowledge Base can be found at kb.filehound.co.uk

Help is also at hand for users right from within FileHound. Click on the ? button in the top right corner at any time to access the Knowledge Base

The Knowledge Base can be accessed from anywhere within FileHound