Settings and your account

Choose Settings in the left-hand rail, or your initials at the foot of it. The page has up to three tabs. Your account holds your profile, password, two-factor authentication, signed-in devices, notifications and calendar feed. Organisation holds saved replies and email delivery, and for admins, Branding & defaults and Billing. Tools & setup holds the setup checklist, and for admins, Backups and Housekeeping. Someone given only allocated requests sees just their own account.

Setup checklist

Under Tools & setup, the Setup checklist says how far through you are. Seven steps: name your organisation, add a colleague, create your first request pack, add your requests, share your request pack, set up email delivery, and turn on two-factor authentication. Naming the organisation, adding a colleague and email delivery are for admins, so colleagues see fewer steps. Each one is a link straight to where it is done.

Branding & defaults

Admins only, under the Organisation tab. Your organisation’s name, a reply-to address, a website and a logo, plus how long client links stay open and whether people are reminded before a needed-by date. The logo, or the name when there is no logo, stands at the top of the page the people you ask see, the phone upload page and the client sign-in page with a quiet via Docsroom, and request and reminder emails carry your name. Your team’s screens stay Docsroom. What to set and how the logo is shown is in Organisation branding.

Profile

Your name, as it appears against every reply, handoff and download you make, and the email address you sign in with. Changing the email address asks for your password first, so a browser left signed in on a shared machine cannot move the account to someone else.

Password

Set a new password here while you are signed in; it signs out your other devices. If you cannot remember the current one, sign out and choose Forgot your password? on the sign-in page instead; the link it sends works for one hour and once.

Two-factor authentication

Turn on shows a QR code, with the setup key underneath for typing in by hand. Scan it with an authenticator app and confirm with the six-digit code the app shows. Eight recovery codes then appear, once; save them somewhere that is not your phone. New recovery codes issues a fresh set after you enter your password, and the old set stops working at that moment. Turn off asks for your password too. The full walkthrough, including what to do about a lost phone, is in Two-factor authentication.

Signed-in devices

Every session on your account is listed with the device, the network address it came from, when it signed in, when it was last seen and when it expires. The one you are reading this on is marked This device. If you see one you do not recognise, or you have left yourself signed in somewhere, Sign out other devices ends every session except this one.

Notifications

Which actions by the people you ask you want to hear about (a reply, an upload, a submitted form or table, a request marked complete, a bidder’s question), whether a colleague mentioning you reaches you, and whether the email comes as it happens or as one daily summary at a time you choose. The settings are yours alone, and nothing you do yourself notifies you. The detail is in Notifications.

Saved replies

The sentences you type every day, kept once, so any reply box can drop one in. Give each a short name, such as Received or Chase, and write the reply with {first name}, {person}, {client} or {request} wherever the details should go.

Needed-by dates in your calendar

Under Calendar feed is a private address. Subscribe to it in Outlook, Google Calendar or Apple Calendar and every open request with a needed-by date appears as an all-day event, with the client and a link back to the request, kept up to date on its own. Switch on Only my clients for the clients you own. If the address ever gets out, Make a new address stops the old one at once.

Backups

Admins see whether the nightly backup is on, how many are kept and the folder they are written to. Below that is the list, each row with its date, size, file count and a download link. Back up now takes one straight away, which is worth doing before an upgrade or before anything you would rather be able to undo. What a backup holds and how to restore one is in Backups and restore.

Housekeeping

Admins only. Completed clients nobody has touched for six months, a year or two years, with what each holds and how much space it takes, so a retention rule can be kept without a spreadsheet. Nothing is deleted on its own; see Deleting data.

Email delivery

Whether email is set up and going out, and the public address emailed links point at. Request emails, reminders, invitations and password resets all depend on it, so if this section reports a problem, fix that before chasing anyone. Send me a test email proves it end to end. What to set is in Email setup.

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