Bringing your existing files in
Point Vylan at a folder on your computer, tell it which client each subfolder belongs to, and it brings the documents in. Best done in sittings, one client at a time.
Most firms arrive with years of documents in folders on a computer or a server. Import your existing files brings them in.
How it goes
- Import a folder, then Choose a folder on your computer.
- Vylan lists the subfolders it found. For each one, Choose a client… — or Don't import this folder to leave it behind.
- Let it run, and Done when it finishes.
You decide which client each folder belongs to. Vylan does not work it out from folder names, and does not guess. A folder called "Tremblay 2023" means nothing to it until you say who that is.
What to expect
- Same file types as anywhere else: PDFs and photos. Other formats are skipped.
- Documents already sent through the portal are NOT recognised as duplicates, so importing a folder that overlaps with what a client uploaded will give you two copies.
- Imported files are marked Imported so you can tell them from what came in through the portal.
The import runs in your browser, in that tab. Closing it, navigating away, or letting the laptop sleep stops it part-way. Do a client or two at a time rather than pointing it at twenty years and walking away.
A sensible order
Start with the clients you are actually working on this month. The value of an imported archive is being able to answer "do you still have" — and that question arrives about live clients, not about the whole back catalogue at once.
Importing a client LIST is a different job — see importing clients.