Document reference - usage

Within the system, documents can be referenced to each other and to various objects. Whenever you assign a document in a document relationship, it is referenced, i.e. it is “used”. Documents can also be structured among each other.

On the Usage tab, the CRM displays the use of the documents in other objects (activities, contacts, sales, marketing and products). The All context provides a complete overview of the relations in which the current doc­ument is used. You can open any relation with a click.

Using the Context dialog menu, documents can be displayed in different contexts. After selecting the context, the corresponding list of uses is displayed. All shows the general usage list with the possibility to explode the document structure. Depending on the selected context, the options to refine the view may vary.

All functions for creating activities are available for documents. For example, a task for revising a document can be created and delegated immediately. The activities for a document are stored in the Usage tab.

Documents that are used as attachments to activities are subject to special checking mechanisms. In particular, when versioning (changing the status of released documents or copying used documents), the use in activities is checked.

• If a document is an attachment to unfinished correspondence (e-mail, letter), this usage is not transferred to a document copy. This prevents, for example, a second attachment being automatically created in a prepared email with an attachment that has not yet been sent if an employee creates a new version of the attached document before sending this email.
• If a document is an attachment of completed tasks, appointments, etc., this usage is also not transferred to a document copy. Completed tasks do not require a new version of a document.