Working with documents

The documents module provides a way to upload and link documents to various CRM entities such as contacts, Companies, Projects and more. This article explain how to use the document module.

Introduction

The documents module can serve a variety of uses and contains a number of usefull features such as:

• Internal documents – Upload an actual file such as a pdf, doc, xls, jpg, zip etc
• External documents – link to documents already on the web
• Link documents to CRM entities – link documents to contacts, accounts, projects and many other CRM entities
• Organise documents in folders
• Automatically create document from emails sent and received

Once a document has been created, it can be searched, viewed, downloaded or even attached to an email, all from within your CRM.

How to create and use documents

Creating a new document

There are 3 different ways you can create a document in your CRM

• Create a new document in the document Module
• Create a new document in a related record. eg Contact, company etc
• Automatically create a document from an email attachment

Create a new document in the document module

To create a new document directly in the document module do the following:

1. On the top menu go to -> Work -> Documents
2. Click the Green plus sign
3. Enter a title for the document
4. If you are using folders to organise your document then select a folder from the folder dropdown
5. Assign the document to a user or group
6. You can also enter a description for the document if you choose
7. Select the download type
   1. External – this links to an external document on the web. You will need to provide a url to this document.eg. http://www.mydomain.com/document.doc
   2. Internal – this option allows you to upload a file from your local computer and stores it in the crm.
8. Click -> Save

Your document is now saved.

Create a new document from a related record

To automatically link a document to a specific record in the crm do the following:

1. Open the record you want to relate the document to
2. Scroll down the page (or click the -> More information tab) and find the “Documents” Block
3. You can now choose from one of two options
   1. Add a new document
   2. Link to and existing document

Adding a new document

1. Click the -> Add document button
2. Enter a title for the document
3. If you are using folders to organise your document then select a folder from the folder dropdown
4. Assign the document to a user or group
5. You can also enter a description for the document if you choose
6. Select the download type
   1. External – this links to an external document on the web. You will need to provide a url to this document.eg. http://www.mydomain.com/document.doc
   2. Internal – this option allows you to upload a file from your local computer and stores it in the crm.
7. Click -> Save

Use an existing document

1. Click the -> Select Documents button
2. From the popup search for the document you want to use and click the Title
3. You document is now related to this record

Automatically create a document from an email attachment

If you have mail scanning enabled then documents that are attached to an email are automatically added to the documents module.

Organising your documents

You can use folders to help organise your documents. Here’s how to create a new folder:

1. On the top menu go to -> Work -> Documents
2. Click the -> Add folder button
3. Enter a name for the folder
4. Enter a description for the folder

When creating a new document select the desired folder from the folder drop down field.

Working with documents

You can easliy download or email documents stored in your CRM. Here’s a few tips on how to do that.

Quick download

1. On the top menu go to -> Work -> Documents
2. Search for the document you want to download
3. Click on the Filename (in the filename column) to download the file.

View document details and download

1. On the top menu go to -> Work -> Documents
2. Search for the document you want to download
3. Click on the Title (in the Title column) to open the document details
4. View the file details
5. Download the file by clicking the -> Download File icon in the Actions box

Email a document as an attachment

1. On the top menu go to -> Work -> Documents
2. Search for the document you want to download
3. Click on the Title (in the Title column) to open the document details
4. View the file details
5. Email the file by clicking the -> Email file as attachment icon in the Actions box