Tips on processing documents

JustRelate CRM document management offers some more possibilities that are shown here for the sake of completeness.

Creating a report as a document

For many and varied records (contacts, activities, cases, etc.), sales reports can be generated in the CRM.

You can even select several records from an overview list to create several reports. Using the standard print command, you can create a report for the current record, which contains its master data and further information. This could be a data sheet that is created using the report manager. You can also create an Excel sheet without using the report manager. After a report has been generated using the report manager, the report is displayed in a report preview. Issuing Save in this preview causes the system to check the following:

  • If the report is based on only one record (for example, a person or a case), the saved report is linked to this record (Documents tab of the original record).
  • If the report is based on several records (for example, several cases in a case overview), the saved report is linked to the logged-in person (My data/documents).

The report is then automatically stored as a new document in the document management.

The Send command in the report preview automatically creates a document and afterwards a correspondence to which the document is added as an attachment. You can then process this correspondence further.

Passing document properties to office documents

When checking in or copying an Office document, the CRM document number is passed to this document via the PSADOCNUM property. The number can be displayed in the office document as a field. As a reference to the CRM record, this number is always up to date and doesn’t need to be maintained manually.

Procedure in Word

Depending on the version of Word you are using, the steps listed below may differ. However, you can use the basic information as a guide.

  1. Open the document in Word.
  2. Place the cursor where you want the document number to appear.
  3. Open the "Insert" menu and find "Insert field" (in Office in 2010, e.g., under "quick components" or the like).
  4. Select "document information" from the categories.
  5. Under "field names", select "DocProperty".
  6. In the "field properties", find PSADOCNUM and select it.
  7. Confirm with OK.

In the document, you can then format the CRM document number as desired.

Info

Admin: The PSA_DOC_OPN_PRP variable lets you specify the fields to be passed as properties to the Office document. It defaults to number, version, and revision.

Deleting user properties of a CRM document

The properties of a  CRM document are connected via the user properties with the CRM. It may be necessary to remove this connection if, for instance, the document is corrupt or could not be checked in properly.

For this, there is the "Remove" CRM Office add-in, which is integrated as a button in the CRM rib­bon in Office. It deletes the CRM user properties from the document properties and thereby removes the connection between the document and JustRelate CRM.