Document briefcases

A briefcase is an individual or common collection of documents for staff members in the sales department or other areas, and is comparable to a virtual document briefcase. It combines documents and files for the purpose of shared use and editing. Those can be documents and files from the case management, management of products and services or the document management. Using the Sales / Briefcases menu, you can open the Briefcases form, in which you can manage all briefcases with the documents accumulated in them. Thus, you can access the various elements that are required for working on a specific task. Every CRM user can freely create briefcases and save then under a unique name.

The elements (documents) in a briefcase are merely references to the corresponding master records. Thus, a briefcase doesn’t contain a copy of the accumulated elements, but only a view of it. This way, only one original and several refer­ences to it exist in the system. If a document is edited, the original in the database is affected. Access control is based on the access permissions of the original. Briefcases therefore always facilitate a central, uniform view of all current documents. A document can be contained (referenced) in several working brief­cases at the same time.

Existing documents can only be assigned via the relationship in the Briefcase form, and new documents can be created and transferred directly in the document management root via the briefcase. Documents in a folder can either be edited directly or in their structure, or modified as a template via the document management. If a document is deleted from a briefcase, only the reference is deleted, not the document.

Creating a briefcase

  1. Select the Sales / Briefcases menu.
  2. Enter a speaking name in the Briefcase field.
  3. Enter a Description of the briefcase for other users.
  4. Save the record!
  5. Collect documents and files in the new briefcase.

Collecting documents and files in briefcases

As already mentioned in the document manage­ment, you can only collect already existing documents and files. New documents must be created in the system and managed as a document record before they can be used and collected.

  1. Open an existing briefcase.
  2. Switch to the Documents tab.
  3. Click on the Select documents command.
  4. In the Note field, specify what the documents in this briefcase are meant to be used for.
  5. Save the record!

Note: When collecting documents using drag and drop, the records created in this way will have the same name as the data files, and can only be found in the document management under these names. Edit the new records accordingly.

See also: Structuring documents in folders on using folders in briefcases.