In the Document Card that opens when you create a new document, you fill in a number of properties values about the document.
New documents can be created from the Document List or from the Document tab in the Contact, Project, Employee Register, Contact Persons and Activity 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 field is for typing in an appropriate heading for the document you want to create. The heading will show in the Document List and as the heading for the document you create.
Date: The Program date is entered automatically but can be overridden if needed.
Author: The logged-in user (you) is entered automatically as the author, but this can also be changed. The name is retrieved from the Employee Register.
Our ref: In this drop-down list you can pick which employee from the Employee Register should be 'Our reference' or you can type a name right into the field.
Project: Here you can choose whether the document is to be linked to a project.
Type: This drop-down list allows you to select which document type you want to create, e.g. Employee, Contact or Project. You can create more document types by right-clicking in the list and selecting Change in 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.
Program: Available programs are Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Project.
Document template: The document templates available for selection here depend on the document type and program you entered for the document.
Document name: The document name will be proposed automatically if you picked this option in the User Settings for Document. In any case, the document name can always be changed, if needed.
Folder: The default storage space for the chosen document type is filled in automatically but can be edited by clicking the search button [...]. 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.
Notes: Here, you can enter any notes you may have. 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 the 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.