Documents

The integrated document module makes it easy to stay on top of all documents regardless of whether they were created in the Contact module, Activity module, the Project register or the Employee register. New documents can be created directly from the Document list or via the Document tab in the aforementioned modules.

Documents that have been created outside of the program can be imported and linked to current contacts/customers/suppliers, which helps you keep a better overview of all your documents. If you have chosen to synchronise your program with Microsoft Outlook you will also be able to stipulate that attachments you receive by e-mail should be imported into the document register.

The program comes with a number of document templates, which you can edit and customise to suit your needs; you can also create your own templates. Using document templates gives you the opportunity to merge documents with any required selection of contacts or employees.

In the User Settings for Document you can customise which columns you want displayed in the Document list, as well as how the Document card should look and function when creating new documents.

If you would like to send a document by e-mail or fax you can do this from the Document list and the Document card for any document. You can also duplicate a document to .pdf-format if required.

What is the difference between a document and a report?

In the program, the term Document is used for documents that are created in e.g. Word, Excel or PowerPoint and that can be edited and customised directly at document level.

A Report shows information based on data that is registered in the program and a chosen selection. When a report is generated it is possible to send the contents to preview but it is not possible to make changes to the content directly in the report. Reports may be generated from several of the modules in the program, e.g. Sales/Invoicing and Purchase Order but also via the Report Module.

Access, storage and backup of documents

With the help of different document types it is possible for you to determine where the different types should be stored and you can decide user access rights that will apply to a document type. You can find out more about document types, save locations and user access in Document Types.

When you take backups, you can decide whether you want to include documents or not, but please note that only documents stored in common folders will be included if you decide to include documents in your backup. Documents saved locally on the user's machines, for example under My documents, have to be backed up individually by the user.

Note! The program does not support revision handling for documents. Each document has to be saved with a new file name if you want to hold on to several versions of the same document.