In the function bar of the master document and the document relations of other objects, the following functions are available:
Form functions
Activity
This function allows you to quickly create an activity also for documents. Clicking it, immediately opens the respective form for creating the activity.
Check in
Checks a file of the local user system in to the database. In this way, you can store files such as documents in the database or update documents in the database with a new version.
Attention: This causes the file of the current record to be overwritten in the database.
Check out
Checks out a file from the database to the local user system. For example, you can save a copy of a document from the database to the local file system in order to edit it. The status of the document data record is then in process. Checking in again sets the document data record back to in development. Also available on sublists and in the tree view in select mode.
Save as
Saves the file of the document record locally without changing its status. Also available on sublists and in the tree view in select mode.
Delete file
Deletes the file from the database record.
Note: This deletes the document from the record, not the record itself.
View document
Opens a document with the corresponding application. If it is a writeable document, it is shown write protected for viewing it. In the selct mode on sublistst and in the tree view also available.
Edit document
This allows a document to be opened with the corresponding application. If it is a writable document, it is displayed as read-only. Also available on sublists and in the tree view in select mode.
Note: From the CRM, all documents compatible with Microsoft Office can be edited and then automatically checked in. Other document formats are opened in the linked application, but must be saved locally and checked in again separately.
The status of the document changes to In process. After having processed it, the system reminds you to check in the document again.
Attention: Using Edit document, you are working directly on the database. If you close the document and check it in, all changes are immediately saved in the database, and the previous document is replaced. If you are uncertain, you should Check out the document first and edit the copy. This way, you can always keep the original state of the document in the database and change it only using the Check in form function.
Change status (field)
Changes the status of a document.
Snapshot
See also: Snapshot
Message
Lets you define a timed message for yourself as a reminder, or (additionally) for other internal staff members.
See also: Messages
Show on map
Uses GPS coordinates of images in the CRM. If images are checked in as a document, the system attempts to read the GPS coordinates from the Exif data (if available) and save them to the document in the Position master fields. This function can be used to display documents and images with GPS data on a map. The map then shows the thumbnail of the document at the pin.
Assign document as new version
Includes an (imported) document as the latest version in the version history of an existing document.
See also: Maintaining document version
Convert to PDF
Documents can be converted to PDF. The complete PDF file is inserted in the structure below the document that is to be converted. The new document has the same document number as the original document, but a greater version number. The supported formats are: RTF, DOC, DOCX, TXT, HTM, HTML, BAT, CMD.
Note: As a user, you can select your own installed printer (PDF printer driver) on a client basis (My data/Configuration/PDF). When converting a document to PDF (not a data sheet or report), the installed Windows printer is then used for PDF generation.
Admin: Using the user-specific environment variable PSA_SUP_CNV_TYP_PDF, you can specify the file types to be supported. Of these types, extensions can be selected, but you cannot add new ones. The supported extensions are text based, meaning that, for example, the binary file type PPT (PowerPoint) cannot be added.
If the conversion of documents in the CRM to PDF with Windward (default driver) fails, please note the following: Windward is originally intended as a program for creating documents from templates and not for converting documents to PDF. Windward does not cope with some RTF features, so that the PDF conversion also fails there. With Ghostscript and a PDF printer driver (CutePDF-Writer) on your Windows computer, you can avoid this problem. You will need Ghostscript and CutePDF for this. Please install these programs and set up the following variables on the server:
PSA_PDF_CNV_MTH=GHOSTSCRIPT
PSA_PDF_CNV_PRI=CutePDF Writer
PSA_GS_EXE=gs
Check in PDF version
Due to restrictions in MS Office, not every document format can be converted with Convert to PDF. For example, Microsoft PowerPoint (*.ppt) is not supported. In such a case, the master document must be saved locally and converted to PDF.
You can use the Check in PDF version function of the master document to conveniently check this PDF back into the structure of the master document. This function opens the file selection dialog for a local PDF document. JustRelate CRM then creates a new document record, takes the document and version number from the master document, increases the revision number by 1 and stores the document in the structure of the master document.