How to organize documents with Common Tags in a Virtual Data Room (Index View)?

The Common Tags are very useful when organizing a virtual data room. Common tags are common for every category (contracs and meetings) in your organization. So you can use them, for example, to index your documents. Tag a contract with common tag 1.2.3. and you can use that same tag in a meeting or in an HR document. 

If you want to index your documents or meetings with Common tags or Custom Types (for example, 1.1. & 1.2. etc.), we suggest you add zero to every index's beginning (01.1, 02.2., 03.3, 09.9, 10.1, 11.1 etc.). In the Folder view, the ordering of the tags is done in the traditional Sort by-method (same as in Folder based systems) and it won't organize the numbers after 10 correctly unless a zero is used in the beginning. If you want to use hundreds in the indexing, you will need to add two zeros in the beginning (001.1, 005.5, 15.5, 100.3) and so on.

We have created an Index View in the virtual data room. It shows all the materials in the data room indexed according to the Common Tags. It is very useful if you need to organize your documents according to a certain index (for example, in audit situations). The users of the data room can access the documents very easily when all the material is organized like this. In the Index View, you can choose to sort the documents according to their indexes or categories.

Using Your Account in ContractZen

  1. Quick Start Guide
  2. VIDEO: How to create a contract?
  3. VIDEO: How to search and find a contract?
  4. VIDEO: How to create a meeting?
  5. I need help with the service/ I have something to ask from the ContractZen team/ I am having problems with the service, how do I get help?
  6. How does the e-Signing work and what is the pricing?
  7. Can I customize/add new contract types? How to use Custom types and Common tags?
  8. How to e-Sign documents and meetings?
  9. How to create and use a Virtual Data Room (Basic & Pro version)?
  10. How do I delete additional custom types (tags) and common tags?
  11. Can I hide document metadata fields and make them mandatory for the users to fill in?
  12. How to enable Office 365 calendar synchronization?
  13. What is a Virtual Data Room and how much does it cost?
  14. How to change date order (for example, from Day/Month/Year to Month/Day/Year)?
  15. How to delete documents' and meetings' contacts?
  16. Can I add email conversations to ContractZen?
  17. What is MeetingBook and how does it work?
  18. Who can create the Meeting Minutes?
  19. Who can be added as an attendee in a meeting?
  20. How to use the Meeting Scheduler?
  21. How to manage multiple accounts?
  22. How to edit access rights?
  23. How to add documents to your ContractZen account?
  24. How do I invite other users to join my ContractZen account?
  25. How do I edit the user list when an employee leaves the company?
  26. How to add my company's VAT ID to my account?
  27. How to organize documents with Common Tags in a Virtual Data Room (Index View)?
  28. I have forgotten my User ID.
  29. How can materials from board and other meetings be managed more efficiently and securely?
  30. How to use board portal tools (Agenda, My Notes, Review & Final)?
  31. How can I change my email address?
  32. What is the maximum file size in ContractZen?
  33. The documents sent to inbox are not encoded correctly
  34. How to see a report of which documents are signed?

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