Managing documents

Document management concerns existing documents and files that are stored as data records in the database. As a user, you first create records in the CRM and check the respective documents of the local system in to the database. All documents automatically created in the CRM (reports, data sheets etc.), are first saved locally temporarily and afterwards checked in automatically as document records.

Document management provides you with all the functions you need to create, manage and edit documents. There are also functions for checking documents in and out as well as for deleting documents from the database.

Selected documents and paperwork should be collected in folders and managed directly from there via the document management system.

The Documents form lets you manage all records with documents and files attached to them. An overview of all existing documents is available in the overview list of the form. Here you can search and sort by subject, type, file, author, status and language. Using special form functions, you can manage and edit documents, and create new ones. Depending on the use of a document, its Status changes. The sta­tus is also influenced by the user.

A document record is always connected with a document or a file. Since the user who created the document record is not necessarily identical with its Author, the latter can be specified.

Next to the descriptive data in the form, the actual document, e.g., a drawing, a graphic or a service description is assigned to a particular docu­ment in the form of a File. The files are saved in a security area and are protected by access permissions. Using check-in and check-out functions, every user can request the files for processing them. It is ensured that a file is not edited by several users at the same time.

A document can be assigned to a product, a service or an article, but also directly to different cases (e.g., the order belonging to the case or a special drawing for a custom-made item). Thus it is possible to assign the documents directly to the case in the case management.

It is also possible to assign a document to a specific person or company. If a company delivers an external document (e.g., logo), it can be assigned to this company which is unambiguously identified as the sup­plier. The same applies to the assignment of persons to documents, which makes it easier to find the author or contact person if questions arise.