Document Card Properties

In the Document Card that opens when you create a new document, you fill in a number of properties values about the document.

You open the document card by selecting View - Document - Document List. If you want to create a new document, click New. If you want to edit an existing document or its information on the document card, click Edit. Alternatively, if you want to create a new document, you can open the document card by selecting View - Document - New Document.

Tip! You can find a Document tab in the Contact, Project, Employee Register, Contact Persons and Activity modules. This gives you the possibility to edit/create documents directly from within a module. You will find more information in the descriptions of these modules.

Note! You can link a document to one or several employees or contacts/contact persons. You can do so either by adding the employee or contact to the respective tabs and the clicking on Create/merge or you can skip adding contacts and employees manually and instead make use of the wizard that opens when you click on Create/merge. Please note that you cannot merge information from both contacts and employees in the same document.

Fields in the document card

Heading: This heading is shown in the column Heading of the document list. This means that it is not the heading of the document itself, but the heading of the document card.

Date: The default entry in this field is the date, when the document card has been created. You can overwrite it, if you want.

Author: The logged-in user is entered automatically as the author, but this can be changed. The name is retrieved from the Employee Register.

Our ref: In this drop-down you can find the employee from the Employee Register which is 'Our reference'.

Project: It is possible to link documents directly to projects. A document that is linked to a project, via this list, will be shown on the project's card on the Document tab.

Type: In this drop-down list you find several categories for documents, e.g. Employee, Contact or Project. If you create a document directly from within a module (e.g. the contact module) the referring type is automatically chosen from the list.
You can create more document types by right-clicking in the list and selecting Change in properties register. Read more in Company Settings for the Properties Register.

Status: The status indicates how far along in the process you have come with the document and helps you filter your documents easily at a later stage. The User Settings for Document allow you to specify that the status should be changed to Completed automatically once the document is created.
You can create more states by right-clicking in the list and selecting Change in properties register. Read more in Company Settings for the Properties Register.

Program: Available programs are Microsoft® Word®, Microsoft® Excel®, Microsoft® PowerPoint® and Microsoft® Project®.

Document template: The document templates here depend on the document type and program you entered for the document.

File name: The file name will be proposed automatically if you picked this option in the User Settings for Document.
Note! The document name can only be changed before the document has been created by clicking Create/merge. If you e.g. try to change the document name after you have clicked Create/merge, a new separate document will be created which will not be linked to Mamut Business Software.

Folder: The default storage space for the chosen document type is filled in automatically but can be edited by clicking the search button [...] as long as the document has not been created by clicking Create/merge. This will open an explorer window from where you can browse for the folder you wish to save the document in.

Create/merge: The Create/merge button starts a wizard, which will help you further with setting up a document for a contact or to merge a document to several contacts. If you have added contacts or employees under the respective tabs, the document will be created immediately when you click the Create/merge button, without starting the wizard.

Note! The wizard will not open if you have linked in Contacts/Contact Persons or Employees manually.

Tabs in the document card

Body text: Any text you type in here will be merged with the document if you selected a document template that contains merge fields for body text (e.g. the body of our letter-template).
Note: You can only enter text here before you have clicked Create/Merge.

Notes: The notes are not part of the document itself, but rather additional information about the document. If you would like to automatically enter information about when a note was entered and by whom, when starting a note, you can make the appropriate setting in the User Settings for Document.

Contacts: Here, you can link contacts and contact persons manually. Alternatively, you can add contacts and contact persons via the wizard that opens when you click on the Create/merge button. It is possible to link in contacts and contact persons once the document has been created, but a message will then be displayed stating that the document has already been created and that new contact information will not be merged into the document.

Employees: Here, you can link employees manually. Alternatively, you can add employees via the wizard that opens when you click on the Create/merge button. It is possible to link in employees once the document has been created, but a message will then be displayed stating that the document has already been created and that new information will not be merged into the document.

Miscellaneous: In the Reference field you can enter the recipient's reference. If you would prefer that other users of the program did not have access to the document, you can tick Private. Please note that, in this case, the document will not be backed up if you select backups without system files. If the private option is selected, the folder will also change to the user directory.
Note: You can only define that a document should be Private as long as the document hasn't been created via Create/Merge.