Document view of contacts, cases and attachments

You will find the Documents tab in most forms. It contains a list in which data records from the document management are set in relation to the data record displayed in the form. Wherever these assignments exist, a document can be opened, displayed, edited or derived directly from this relationship. To activate the functions in the toolbar, the relevant document must be selected in the list.

Tree view

For each document relationship, you will find a List/Tree menu that can be used to switch the list view to a tree view. This allows you to easily view document structures, for example. If you select the icon of a document or folder in the document tree, the metadata of this document or folder is available on the right-hand side of the tab.

Note: In the tree view, only the document structure is displayed in the normal view, but no documents such as project documents or activity attachments are visible. You can display these in the list view with the corresponding View.

To display the documents in the list according to a specific view, there is the View dialog menu in the Documents tab. You can select the view of documents that you have assigned to project folders, contacts and sales activities.

View 1

  • With projects: Documents of all linked cases of the object
  • Without projects: Only the documents of the current contact
  • Company shows documents that are directly assigned to the company in the header
  • Company, projects shows documents that are assigned to the company in the header and to its cases directly
  • Corporate group shows documents that are assigned to the company (group) in the header and fur­ther subcompanies in the corporate structure (subsidiaries, departments) as well as to the staff members of all these companies
  • Corporate group, projects shows documents that are directly assigned to the company (group) in the header and further subcompanies in the cor­porate structure (subsidiaries, departments), as well as the staff members of all these companies and, in addition, the documents, that are assigned to the cases of the company (group) in the header. The documents that are assigned to the cases of subcompanies are not displayed.

View 2

  • With attachments: Document attachments of the activities of the current object and the activities of all cases of the current object,
  • Without attachments: Only the documents of the current object and the associated cases

Note: No document can be assigned in the document tab of the contacts or process management if the user does not have access rights or the With attachments view is active. In this case, the button Select documents... button is inactive (gray). If you try to assign a document or drag and drop a document into this view, an error message appears: “In this view only read access is allowed.”

If documents are associated several times in the corporate structure, they are shown in the document list only once.

Explosion

Explosion Off shows all documents according to the selection in the View dialog menu (shows the folders/documents of the first level)
Explosion On shows, in addition, the subdocuments of the documents determined by the selection in the View dialog menu (shows all documents of the structure).

The explosion is in particularly useful if you search for documents across the folder structures in a list. If you resolve all structures (On), you can search for documents directly in the list.

Note: In document sublists, document assignments (drag and drop, select document) can be made only using the view combination "company ", "without attachments" and "explosion Off"