Intro:
While most of the work is done by UPMONTH machines, the application champion is still required to review and maintain your documents.
Below is a list of activity you should review on a timely interval.
Scheduled Events
Daily
- glance over files displayed on your dashboard for classification and fund matching as they are added to you library
- use the teach dialogue to improve future strategy classification and document type prediction by the machine. Use TEACH best practices described below
- when a file is inaccurately matched to a fund, use the Modify panel to assign the correct fund. If required create an alias for the fund. You do that from the Local Fund List page
Weekly:
- Delete duplicate files
- use the Navigation menu to go to Settings / Advanced. Do so regularly.
Monthly
- add any new funds to your local fund list
- add any fund aliases as required
- perform +mlt searches on mis-classified files and teach them those files correctly as a batch
- review your portfolios for content and fund list. Delete or add new funds to your portfolio lists
Quarterly
- review all member user status (Admin only). Disable users to revoke user access privileges
- review contributor, user, contact and distribution lists. Add or remove contacts to update lists.
Critical tasks
Library maintenance:
- Review duplicate files and delete them. This should be done 1 per week or after each bulk upload
- Review your personal library and move any possible files which you may have inadvertently added to it
- Review access privileges and verify that any publicly shared document (green status) is meant to have such an access privilege
Portfolio Maintenance
- add or remove funds from the various fund sections within your portfolios
- review shared access to portfolio and update access list
- delete obsolete portfolios
Fund List Maintenance
- Add a fund to your list, when you establish a new fund relationship and start receiving files from a new fund
- you can batch upload your fund list (via .csv file) - discuss with UPMONTH team.
- Add new contributors to your Contributor list, if you want to have the fund send documents directly to your library
- Add an Alias to the Fund. Review how well documents are matched, to each fund. If files are not getting matched because a different name is printed on the document, consider adding an Alias to that fund
- Only Remove funds from your list if you believe you are not aggregating documents from the fund and you have never collected about them
Your email address
- if your email address changes please notify us
- if you have two or three email addresses, make sure to add it as an alias email to your profile on the settings page
Other tasks
Classification (Fund Strategy labels)
- from the setting /Entity setup, choose if you want machine assigned or manually assigned labels
Contributor List Maintenance
Contributors should typically have their entire domain approved and an email notification should be sent for emails without document link or attachments, to a designated person
- verify and approve contributor domains
- check if expected emails have been delivered
- verify each contributor notification settings for emails received by UPMONTH that do not have attachments
- add any new contributor to the list
Drawer Maintenance
Drawer page is meant to be cleared and stay empty
- Remove files from the default section once you are done with the files added
- Delete any section you no longer need
User Maintenance
- Verify that you have ADMIN privileges
- provide Admin privileges to new members that require settings access
- Review list of users with full access vs. those with partial access
- Disable users from all home are no longer part of your entity
Contact List / Address Book Maintenance
You address book can easily be populated by dragging vCARDS to the AB page.
- import vCARDS to your address book to maintain most up to date contact list
Distribution List Maintenance
- update distribution lists to include new contacts
- remove legacy contacts
Advanced Tasks
Review settings:
- adjust your “default classification label inheritance” preference
- adjust your file display naming convention
- update your entity custom landing page
- consolidate your tags
- adjust your drop zones to match new workflows
- Edit your rules to match new workflows
Teach Files (in batches)
- when you identify a file that has been incorrectly classified by the machine, look for similar files (+mlt:) by using the “more like this function”
- the machine will find documents that are very similar to the one you have identified as incorrect
- compare and select all files which require correction
- apply the Teach function to all selected files to perform a batch change
Assign Manual Tags
Naturally machines find tags that are made as one continuous string of letters. So finding Q22020 is less ambiguous that Q2 2020.
- Consider manual tags as labels which are specific to your entities workflow, not replicate words from the content of the files;
- for example manually tagging an “Audited Financial Statement” as “Audited Financial Statement” is not required,
- instead you might want to manually tag it with any of the following manual labels, “Critical”, “Signed”, “Audit-Department”, “boardpackage”.
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