Creating a document

  1. Create a document in the preferred standard application and save it, so that it can be found quickly.
  2. Select the menu Sales / Documents.
  3. Click on the standard command Insert (for new record).
  4. Enter a descriptive Subject.
  5. A Number will be automatically assigned in the CRM.
  6. Select a document Type as information for later searching or sorting.
  7. Click on the File button and select the document you just created on your system to check it in.
  8. Specify the Validity of the document (important for its availability).
  9. Check whether the Author has to be specified separately.
  10. The Creation date and the Status are automatically set.
  11. The Version and Revision are automatically set for new documents. 
  12. Important: Language lets you specify the language of the document’s contents. This field always defaults to the user’s language. If necessary, change the entry to the actual language.
  13. Add a comment to the document as needed.
Attention

Attention: When specifying the Validity, note that only valid documents ("date to ..." must be greater than or equal to the current date) are visible in the selection dialogs in the relation objects. Only values from 1/1/1970 to 12/31/2069 are possible.

Administrators can modify the validity date

Info

Admin: The validity date of a document is automatically set on release. The validity period of released documents can be modified afterwards by CRM, PiSA cubes, and document administrators. The same applies to templates.

Note: A non-administrator should set the validity date (e.g., in the future) of a document before it is released. In this case, the date is not changed when the status is set to "Released".

Assigning a new or different document to a document record

  1. Click the File button or use the Check in function.
  2. Use the file selection dialog to select the file to be checked in.
  3. Click Open to check in the file and save the record!
Attention

Attention: An existing file with the same name will be overwritten after confirmation.

File size

Particularly documents with extensive image material can reach a considerable file size and thus burden the capacity of the database. In comparison, the file size of a Word document can be reduced by over 70 % if it is packed as a ZIP.

JustRelate CRM automatically compresses a file if you activate the check mark in the ZIP field next to the file. It is packed only in the database. If you check out the document, it is not compressed, but locally stored in its actual file size.

File name

When you change the Subject of a document record, the file name of the checked in file is also automat­ically changed. A database automatism forces the names to be the same. However, the contents of the file is always identical with the checked in files. For example, if you generate a new document data record with a local file using drag-and-drop, the Subject matches the file name.

Structure tab

The Structure tab allows you to assign a subordinate document (e.g., a 2D sketch) to a so-called main document (e.g., of a 3D sketch). Structure elements that form the main document are all files that should be components of a document. A typical structure document could be a cover let­ter with appended quotes and performance specifications. All appended data and documents are also managed here or subordinated to a main document.

The Explosion On option shows the folders and documents of the first level, Off shows all documents of the structure.

In the Structure tab, one can switch between list view and tree view using the List/Tree menu. In the tree view, you can manage and structure further structures of the documents and folders. In the tree view, the Explosion button displays all structure levels at the same time.

Main documents

Indicates those documents that are superordinate in their structure to the document that is currently dis­played in the form.

Versions tab

List of all previous and current document versions.

Briefcases tab

Indicates the briefcases referencing the current document.

Usage tab