Arkkeo Blog

Category: Features and functionality (page 1 of 2)

Send email attachments directly to your Arkkeo account

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Arkkeo launches personal email addresses – a new and secure way of sending documents directly from your email inbox to your personal Arkkeo account.

Everyone gets many important documents delivered by email, but is your inbox really the best place to store documents, let alone keep track of them?

The problem is that most email clients are not designed for storing documents, so it becomes a hassle to place and organize all those email attachments somewhere. Most of us do nothing and the documents end up sitting in our email accounts until the end of time, filling up our inboxes.

What you ultimately end up with is a sluggish email account that is full of unnecessary messages and space-wasting attachments. Plus finding that one specific document from your inbox is like looking for a needle in a haystack. Sound familiar?

Arkkeo to the rescue!

Instead of clogging up your inbox with all those attachments, you can now forward them directly to your Arkkeo account using your personal Arkkeo email address.

How does it work?

As soon as you receive an important document to your email inbox, simply forward it to your personal Arkkeo address and the attachment gets placed automatically in your Arkkeo account where you know it will be safe and easily found when needed.

Organize your attachments on the fly

You can save time and effort by organizing your attachment prior to forwarding it to your Arkkeo account. This can be done easily by editing the email subject line. Use ‘@’ to rename your attachment and ‘#’ to add tags. Example subject line:

@Hotel receipt #spain #holiday

Get started

Sign up now and find out how you can get the most out of this new feature! If you already have an Arkkeo account, log in and visit your profile to get your personal Arkkeo email address.

New Features in Arkkeo

The Arkkeo Team has been hard at work for the past couple of months, improving and tweaking the service based on your valuable feedback. As a result, we’re pleased to announce several new and improved features in Arkkeo.

Redesigned archive

The document archive has gone through a major design makeover to improve its looks and usability. The biggest visible change is the way information is presented. The date, categories, tags and shares are now shown underneath the document name and the sender of the document is conveniently located on the right hand side or each row. This makes the entire browsing experience a bit more enjoyable.

Arkkeo - Archive View

Our goal was to change the focus from listing documents to provide more value per document. We learned that it is more important for our users to see information of a single document than to maximize the number of documents presented in the archive view. This proved to be right as now the archive view is more practical and looks much better too!

Search, filters and sorting

The filter bar has been fine-tuned to make finding documents even faster and easier than before. Documents can be searched for by name and filtered by company, person, categories, tags and file types. Selected filters are shown on top of the search results where they can be easily removed by clicking individual filters or by using the ‘clear selection’ button.

If searching and filtering do not produce the desired outcome, search results can now be sorted in three different ways: by date received/uploaded, by timestamp (more about this in the next section) and by file name.

blog_archive2

Brand new document view

Most documents can now be previewed in Arkkeo by clicking the document name or document type (shown in turquoise blue). This new feature gives you more information and control over your documents. In addition viewing and editing document details such as file name, tags etc., document view enables you to add timestamps and comments to your documents.

blog_archive3

Comments

Comments allow you to append any document with additional notes, plus you can converse and exchange ideas with people you have shared the document with.

Timestamps

A timestamp is a custom date that you can add to any document. For example, a copy of your high school diploma could be marked with your graduation date (e.g. May 5, 2003). The timestamp associates the file with a specific time period in the past and makes it easier to find later on.

Password recovery made simple and more secure

You can now choose from three different password recovery options – security question, alternate email and text message. All three options provide an extra layer of security to your account if you ever need to reset your forgotten password.

  1. Security question – Before resetting your password, Arkkeo will verify your identity using a security question of your choice. We recommend that you use a question that cannot be answered or guessed easily by anyone but you.
  2. Alternate email – Before resetting your password, Arkkeo will verify your identity using an alternate email address. This method prevents people from gaining access to your Arkkeo account even if they have access to your primary email address.
  3. Text message – Before resetting your password, Arkkeo will verify your identity using a security code sent via text message to your mobile phone.

Send us feedback!

We wish to thank each and every one of you for your valuable feedback! If you have any comments, questions or suggestions, feel free to contact us at support@arkkeo.com. We’ll get back to you within 24 hours, guaranteed. You can also find us on FacebookTwitter and LinkedIn.

Why document organization with categories and tags is simply better

For years, we’ve been organizing all of our stuff by putting it into folders – alphabetically, topically, or chronologically-sorted folders.  It’s been our method for organizing all of our paperwork and then by default it became the method for organizing all of our digital data.

But is the traditional system of folders organized in a hierarchical structure really the best way to manage and ultimately to find information in today’s digital age?

When we were creating Arkkeo we evaluated all the practices out there for organizing, managing and searching massive amounts of information and what we found is that the traditional folder system is far from optimal.

Folders clearly have their limitations. For example, we all have documents that belong to several areas of life but when we file documents into traditional folders we are forced to place each document into a folder that represents only one area of life… or we have to start making duplicate copies to place in other folders. Automobile insurance is a good example. Logic might say that the auto insurance papers would be filed under ‘insurance’ but perhaps you also want to keep them in a file where all your other car documents are kept, then you have to make duplicates. And what if you have multiple cars under the same policy? Well you can see the hassle. As soon you start duplicating items you create extra work, along with the possible confusion of trying to keep multiple copies of the same document, and you use unnecessary disk space by having these extra copies.   Furthermore, finding a document can be quite a time consuming task if you don’t remember the precise folder where you placed the document originally and what the name of the document is. Most of us have felt the pain more than once when thinking a document was placed in one location only to search and search and never find it.

This is where categories and tags come in.

Categories are used to describe your documents in broad terms whereas tags are the little extra labels that describe your document content in a bit more detail. Probably the most widely-known examples of the use of categories and tags are from the blogs we read every day. Or from Facebook’s photo tags — where bits of information accompany a photo and describe what, or who, is in the photo.

By applying categories and tags to documents, you can have a single document (or groups of documents) existing in multiple places simultaneously without making any duplicate copies. So you auto insurance policy could exist under ‘Insurance’ and ‘Auto’ and also could be tagged with VW and Ford if the policy were for these two different vehicles. One document. Multiple locations. No duplication required.

Additionally, when it comes time to finding your documents later you no longer need to remember in which folder you might have put something (which is usually a nightmare) but instead you only need to think of some aspect of the document that you would have used in a tag. When you search on a tag, all the matching documents associated with that tag will be displayed. Documents can be found through multiple thought threads as they do not belong to one single “physical” location, but rather they live in a multi-dimensional database where they can be located in many places simultaneously.

So even if you have a document entitled FINReport_080713.pdf (not very descriptive), you can always find it later based on the tags you have used.

Let’s have a look at how categories and tags work in Arkkeo.

To help get you started, Arkkeo has twelve pre-set categories for you to choose from: Car, Family, Finances, Health, Hobbies, Home, Identity, Insurance, Memories, Purchases, Travel and Work. The pre-set categories represent areas of your life where important documents are frequently accumulated and need to be saved and also used later. Of course you can create your own categories but the pre-set categories give you a good base.

When you put documents into Arkkeo you should think first about the appropriate category (or categories) that a document could live in. For example, a hotel receipt for a holiday to New York City could be placed in Travel (since it’s related to Travel), Purchases (since it’s a purchase receipt) and perhaps you might also categorize it as Memories (if it was a special trip for which you’d like to remember the hotel details). You can categorize a document with as many categories as you see as relevant.

Because tags represent information about information, they are sometimes called “metadata” (data about data). They’re used to give clues to anyone searching for a specific piece of information inside a file, photo, map or whatever.

Tags can generally be arbitrary bits of text, making it possible to provide a virtually limitless number of groups, and you can tag a document with as many different keywords as you desire. We recommend that you get started by adding tags such as:

  • subject = the person and/or subject that the document is about  (eg, vacation)
  • when = the year, the month (ex.  2013, July)
  • where = the place where the document is from (ex. retailer name, healthcare provider name, town name, etc)
  • what = the document type (ex. receipt, contract, report, invoice, warranty, floor plans, drawing, photo,  etc)

So going back to the hotel receipt example, you might tag the receipt document with the following descriptors = Holiday, May, 2013, Receipt, Hotel.

If at some point in time you want to look back at all of your holidays, then you can search by category = Memories. And by tag = holiday. The result would be that Arkkeo would find all the documents that have been labeled in this way – including the receipt for your New York City hotel stay.

Let’s take a different scenario. Let’s say you want to assess all of your spending for May 2013. Again it’s really easy. You can search by the broad category = Purchases and also the more specific tags = receipts, invoices, May, 2013. Arkkeo would then pull up all the relevant information for you. And again the hotel receipt for your New York City holiday would be found.

Attempting to extract the same information from a traditional and hierarchical folder system would be impossible.

Using categories and tags (versus folders) means that it’s easy to search and find documents as they are not locked to a physical location but rather they exist in a multi-dimensional database. It’s possible to quickly sort and organize large or small amounts of information based on what the documents are about. No longer do you have to worry about duplication of files and the hassle and confusion that can bring. The result = easier, faster, better document management.

Arkkeo Sees Growth In Important Document & Receipt Platform

Everything you want to know about Arkkeo and how it works from tech blog Arctic Startup.

From Arctic Startup

Newly added companies in Arkkeo – PayPal, Priceline, Amazon and Helsingin Energia

Arkkeo - New companies May 2, 2013

Do you use PayPal and Priceline.com? Are you a customer of Helsingin Energia? How about Amazon.com or Amazon.co.uk? If so, you’ll be happy to know that you can now receive documents from these companies (plus over 30 others) right to your Arkkeo account – automatically archived and organized for you.

Here’s how you do it 1-2-3

1. Sign in to your Arkkeo account.  If you’re not already an Arkkeo account holder you can register here for a free account.

2.  Once you are in, click ‘Companies’ in the main menu and search for the companies that you want to receive documents from.  Here’s an example.

Search for companies

3. Click on your company of choice and enter the user name and password for your account.

PayPal in Arkkeo

A SafeConnection will be established and your documents will be automatically delivered to your Arkkeo account every time a transaction takes place. Here’s a view where you can see that documents have been direct deposited by PayPal and Arkkeo.  And there are also SafeConnections with Elisa and Amazon.co.uk so documents will be deposited by these companies every time a transaction takes place.

Archive view

New companies are added to the Arkkeo network weekly, so stay tuned to our blog, our Facebook page and Arkkeo on Twitter. We’ll be posting updates each week.

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