Using documents as attachments

Usually, you will send documents (not letters) with a correspondence (letter) only to selected contacts or in connec­tion with cases. Therefore, in a correspondence, documents are only sent as attachments. In this sense, a letter is not a document, but a correspondence. A correspondence is an activity you can create in contacts or cases, and access in your activity list. The correspondence itself is created from a correspon­dence template as a letter. All documents that are used as an attachment in the correspondence are registered in the correspondence record.

Attachments are also used in the context of activities such as tasks, appointments and memos. The documents that are assigned here are attachments.

In most forms you can find the Documents or Attachment tab (correspondences). In this list, records from the document management can be set in relation to the record displayed in the form. Available docu­ments or attachments can be selected via a selection dialog. In the selection dialog for documents, you can also create a document record immedi­ately from a file on your system.

The import button (paper clip) supports multiple selection. This allows you to attach several local documents at the same time as attachments, for example, when writing emails. No modal document form is pre­sented.

1. Open the selection dialog of a document relation.
2. Click the Import button (paper clip icon).
3. Select a file in the file selection dialog by double clicking it or using Open.
4. A record with the name of the file is automatically created in the background, the local document is linked to the record, and everything is kept ready for check-in.
5. Click the Properties button to change the meta data of the document as needed.
6. Click OK in the selection dialog.