How To: TrueShare DropBox

DropBox is one of the applications that come with the TrueShare for Windows software download.  TrueShare DropBox is a handy little utility that makes uploading files from your desktop to your online file system quick and easy.

One of the problems that can arise from using an online file system is being forced to always manage them from a browser.  Companies usually don’t like their employees constantly reaching for a browser because the ability to stray to other websites is always a temptation. With TrueShare for Windows we have worked to minimize this problem.  For uploading files straight from your desktop to your TrueShare online file system, DropBox is your go-to app. For browser-free file management and downloading, TrueShare Explorer is the answer.

The Many Features of DropBox

While using DropBox to upload files from your desktop, this utility has some additional features that you may find very useful.  Automatically, DropBox opens with the option to stay on top of your other applications.  This lets you search for files you want to upload or work with other applications without losing DropBox among open folders and programs.  Once you find the files you want to upload, you can drag them from their location and into your DropBox to place them in queue for upload. You can also set the auto upload feature and it will upload the files immediately upon dropping them into your DropBox. You can turn the “Stay On Top” feature off by right clicking if you would prefer to not use that feature.  This brings us to the other functions of TrueShare DropBox.

In the right click option menu you will see Add Files, Clear Selected, Clear All, Upload, Settings, Hide Drop Box, Stay on Top, and Auto Upload.  The first three are self explanatory, and provide easy manipulation of which files are in the box.  Upload is the option you click to immediately upload everything that is sitting in your DropBox queue.  If you click upload and haven’t selected a folder yet, it will prompt you to do so. You also change your destination folder in the Settings option.  Since you log in to your TrueShare account upon the startup of DropBox, Settings will pull your folder tree from your online system so you can easily select the folder you want files to be uploaded to. You can also change the dimensions of the DropBox box, and hide the title bar if desired.

Auto Upload, mentioned earlier, is the true star of TrueShare’s DropBox features. If you check this option, any file you drag into the box will be instantly uploaded to your TrueShare account in the designated folder. The text for the file doesn’t show up in the DropBox, but you will see the progress bar with larger files. You can easily upload files in mere seconds with this feature, and all without opening an internet browser.

Free Apps Save you Time and Money

Considering TrueShare DropBox is a free add-on application, I can’t imagine anyone wouldn’t use it.  DropBox just sits in my system tray, ready to upload files at any moment.  If you already have a TrueShare account and haven’t tried out our free apps like DropBox, Explorer, and Auto Tran, download our TrueShare for Windows software today and see how easy it is to use an online file system with these free add-on applications.  If you don’t have a TrueShare account, sign up for our free 7-day trial and experience a full featured business account with all the bells and whistles with no credit card necessary.  You can even download DropBox and give it a spin.

You might be used to seeing doctors and nurses walking around with patient charts, or the floor to ceiling file shelves behind the receptionist desk at your family practice. These documents of course hold histories and notes on patients, and are critical for correct medical care. And since it is so important for patient data to be secure and up-to-date, most medical organizations use transcription services to decipher doctor’s audio notes and insert them into patient files.

The great thing about constantly evolving technologies like online file systems, is that established processes such as transcription can be easily enhanced. Today I’m going to look at how TrueShare‘s Auto Tran feature can be used for quicker and more efficient medical transcription.

With a TrueShare business plan, a transcription services company can assign individual accounts for every employee within each of their client’s offices. They can then group the accounts with the user or work group functionality, according to which office they belong to. This keeps the file system organized and easy to access.

Auto Tran in a Medical Transcription Setting

An example of Auto Tran being used in a medical transcription setting would proceed as follows: A member of the staff at a doctor’s office has 35 audio recordings from that day’s patient visits. She places these recordings in a folder that has been set up with the TrueShare Auto Tran application to be monitored for changes every hour. When the application finds the new files in the folder, it automatically uploads them to TrueShare.com, and can also copy them to an archive folder on the local computer for safe keeping.

The administrator at the transcription company then logs into TrueShare and sees all of the files that have been uploaded since the last time he logged in. He uses the “move” option to transfer the new files into both the transcription employee’s folder as well as an online backup folder in the main account. An email notification is then sent to the employee telling them that files are available in their folder.

The employee can either have Auto Tran set up to automatically bring the files to his personal computer, or he can log in and download the files to wherever he may be using a computer. Upon completion of the transcription by the employee, the process repeats itself in reverse until ultimately the doctor’s office receives its transcribed documents securely and promptly.

As you can see, using Auto Tran instead of a paper or offline electronic system is much more efficient. It saves time and resources, while also providing global connectivity (since files are stored online and can be accessed from anywhere.) I should also mention that TrueShare‘s security and encryption measures make it HIPAA compliant straight out of the box. So if you’d like more information about Auto Tran, and how it can used for medical or other transcription services, check out our features page.

Join me next time for more great TrueShare How To’s