Document storage is a place where you can keep important information for your farm business. These might include lease agreements, farm maps, shareholder certificates, HR records, animal health records or bank statements. It's a good idea to keep your invoices (bills) with your bank transactions, but all other farm documents can be stored in the document storage facility. This makes it easier to find what you need when you need it. It keeps your farm documents safe, in one place, easily accessible by anyone with access to your database and helps establish a paperless work environment. You can keep adding to your document storage year after year.
Watch this video or read this document to learn more.
How to store documents in Document storage
The document storage is located Under Vault > Document storage
In the document storage area, go to the top left-hand corner and select +Add new. Here you can create a new folder or upload a file.
You can attach files by using the:
Browse function or
Drag and drop function.
Features
Easily navigate around your file structure by using the bread crumbs (or file path).
Search for a document of interest.
Sort by document type.
Use the dropdown arrows to sort by name, modified (date loaded into Farm Focus), type and file size.
Use the three vertical dots (contextual menu) to Rename, Download, Move, Delete folders or files.
You can multi-select folders and files to save time when moving or deleting multiple items.
When you move a file, a small window will pop up. You can either undo the move or go to the new location of the file.
When you delete a file or folder, it goes to the "Delete" page. It stays there for 30 days before being erased forever. If you want to delete it right away, click on the three dots next to it and choose Delete forever. If you want to get it back, click Restore, and then choose where you want to save it again.
Other key information
Allowable file formats include pdf, jpeg, CSV and png.
NOTE: You will be notified if an incorrect file type is selected. In that case, save the file to an acceptable file format if possible.
Maximum file size is 25 Megabytes per file.
Folder names have a maximum of 250 characters. Some characters are invalid such as comma (,) and back-slash (/). Farm Focus won't let you type invalid characters.
You can upload multiple files when using the browse function.
There is no limit on the number of files you can save in your document storage.
You can create folders within folders.
Users with Reporting Access can view and download the contents of the Vault but are unable to add, remove or delete files or folders.
File Structure
Here's an example of a file structure that can be adapted based on your specific needs. You may prefer to have an overarching folder for each financial year or have a sub-folder within each of the key categories for each financial year. Other users may prefer to have a folder for each of their key suppliers. How you organise your files is up to you.
1. Financials
1.1 End of Financial Year Statements
1.2 Bank Statements
- Monthly Bank Statements
- Loan Documents
1.3 Shareholder Certificates
1.4 Tax Reports
- Annual Tax Returns
- Tax Receipts
2. Operations
2.1 Crop & Livestock
2.1.1 Crop Management (planting schedules, yield reports)
2.1.2 Livestock Management (animal health, feeding schedules)
2.2 Machinery
2.2.1 Maintenance Records
2.2.2 Purchase & Service Contracts
2.3 Input Supplies
2.3.1 Fertilizer/Pesticide Records
2.3.2 Feed & Seed Purchases2.4 Farm Maps
3. Employees & Contractors
3.1 Payroll
3.1.1 Timesheets
3.1.2 Pay Slips
3.2 Contracts
3.2.1 Employee Contracts
3.2.2 Contractor Agreements
3.3 Health & Safety
3.3.1 Safety Protocols
3.3.2 Training Records
4. Legal & Compliance
4.1 Land Ownership
4.1.1 Titles & Deeds
4.1.2 Lease Agreements
4.2 Environmental Compliance
4.2.1 Water Use Reports
4.2.2 Soil Testing Records
5. Planning & Forecasting
5.1 Budgets
5.1.1 Assumptions
5.2 Production Forecasts
5.2.1 Yield Forecasts
5.2.2 Livestock Projections
Additional Information
When you first enter the Document Storage you will receive a welcome message with additional options to:
1. Create your first folder
2. Upload your first file
3. Select whether to add a new folder or upload a file.
