HowNow is a document management system which allows users to store and retrieve all documents, emails, files and correspondence that they create, send or receive. All data is stored centrally, instantly searchable via a lighting fast search engine and uses your existing customer database to reference files.

HowNow also includes a powerful Knowledge Manager which centralises all of your standard procedures, templates and reference materials, ensuring your team always work from the same approved, up to date templates.

When combined with powerful data merging functionality and the optional Workflow Manager and MailScan (OCR) modules, HowNow is the total solution to systemising your business.

Knowledge Manager allows your staff to easily search for and quickly find the information they need, directly impacting the productivity of your staff and the profitability of your business.

Why is knowledge important?

Knowledge is one of your business’ most valuable assets. Unfortunately, however, much of this asset walks out the door at the end of each day, and your business is faced with the risk that one day it won’t come back in. An effective knowledge management system mitigates this risk. It documents and captures the collective knowledge within your business and shares it with all of your staff so they know exactly what to do – and where to find the information they need – for almost any task they are assigned.

What does Knowledge Manager do?

Knowledge Manager captures the ‘way you do things’ in your business. It allows you to store all of your business ‘knowledge’ documents (such as standard procedures, templates, letters, forms, as well as marketing, training and reference materials) in the one central place. By providing this centralised storage, Knowledge Manager allows your staff to easily search for and quickly find the information they need, directly impacting the productivity of your staff and the profitability of your business.

Knowledge Manager is made up of four ‘screens’:

  • Home Screen: Gives your staff a quick and easy summary of what's going on in and around your business, for example your news items, new documents and birthdays and events. The Home Screen can be customised to match the branding of your business.
  • Organisation Screen: Acts as a staff directory, displaying your business’ organisation chart and a list of your staff, their roles and their contact details.
  • Knowledge Screen: Where your team go to search for a particular knowledge document, for example a policy, procedure or letter template.
  • Contacts Screen: By integrating easily with your business’ existing contacts database, contact details can be easily accessed from within Knowledge Manager. This function means that you only ever need to maintain one contacts database for your business.

Client Portal provides you with a secure, easy way to exchange files with your clients which doesn’t rely on unsecured and unreliable email or regular mail. It is easy-to-use and simple to set up; is accessible any time by both you and your clients; does not restrict the types of documents and files that can be exchanged; and, unlike other similar products on the market, it fully integrates with your document management system.

With no limitation on file size, and full integration into your existing HowNow software, the Client Portal is the next logical step in client communication, all without having to leave HowNow!

Set up the client in HowNow

The client’s portal account is created simply by enabling the client portal and establishing the type of notifications to be received by your client – you also have the flexibility of deciding who, in your firm, will receive notifications when a file is received from your client.

Upload files to the Client Portal

It is simple to transfer files to your clients portal using the Export function. On export, HowNow reports on the successful upload of documents to the portal, and confirms notifications have been sent to the client. When the export has been done, the record status will be changed to Uploaded, allowing your team to easily identify which files have been uploaded.

Client Notification

Your client receives an SMS, email or both, depending on their preferences. The email contains a direct link to the portal login, which can be located on your firm’s website.

Client uploading files to you

Your clients can upload files to you and their file will automatically download into HowNow and will be easily identified by the Record Status. The nominated staff member for that client receives a notification email containing a SmartLink – this will open the downloaded client file.


HowNow provides a Client Portal report that allows you to easily view which files you have uploaded to your clients (and whether they have or have not downloaded the file) and files that your clients have uploaded to you that HowNow has downloaded into Records.