Filing External Documents^M

• Create a document package under Shared Documents

  External documents are saved in document packages either individually or grouped by topic. The ‘Shared Documents’ filing location is available for documents such as Terms and Conditions, maps and directions, or price lists that are needed repeatedly by all staff members. All document packages that do not explicitly belong to a single record (accounts, events, etc.) should be saved here.

  1. Go to the  Templates tab and select  Documents >  New to open a new document package.
  2. Give the document package a meaningful name.
  3. Choose an Owner from the picklist and define which users or user groups should have Reading rights for the document package.
  4. Click on  Add >  Files to select external documents from the hard drive or similar. Multi-select is available.
     Alternatively, documents can be inserted using drag-and-drop. Drag the selected documents to the input window and release the left mouse button.
  5. Click on  Add>  Shared documents to copy or move existing documents.
  6.  Save your changes. The new document package is automatically saved to the "Shared documents" folder.
• Create a document package for an existing record

  External documents linked to a specific record are saved there. Depending on the type of record, new packages are created in different ways.

  1. Go to the  Event and click on  New >  Document package in the toolbar. Existing document packages are listed in the side navigation under  Info Center if the  Data source  Documents is active.
  2. Go to the  Account and click on  New >  Document package in the toolbar. Existing document packages are listed in the side navigation under  Info Center if the  Data source  Documents is active.
  3. For new (outgoing)  Emails,  Add  external  Files on the  Attachments tab.
  4. For new (outgoing)  Internal messages,  Add  external  Files on the  Attachments tab.
  5.  Document packages can also be found either on separate tabs or in the side navigation in  Items,  Projects and  Appointments, in Scenarios and  Holidays/Special Events.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window. The document package will automatically be filed under the record it was created for.
• Copy documents from one document package to another

  External documents that are already saved in a document package can be copied into other packages.

  1. Open the existing  Document package. All further steps refer to this open input window.
  2. Select individual documents for copying by left-clicking while holding down the Shift key for multi-select.
  3. Copy to another package by clicking on the expand triangle next to Copy, then select  Copy to other package.
  4. If the existing document package is linked to a record (account, event, etc.), the system will offer to create a new package for this linked record.
  5. Create a completely new package by selecting  New document package. No filing location is linked yet.
  6. Click on  Link to other record in the toolbar to search for the table and record you want.
  7. Click on  Search for document package to copy the document into an existing package.
  8. The search will default to Shared documents as filing location. Open the picklist by left-clicking to select one or more other folders.
  9. Select the package you want on the list and  Confirm.
  10.  Save your changes.
• Insert documents from one document package into another

  External documents can be copied from other document packages.

  1. Open a new  Document package.
  2. Open the  Shared documents folder by clicking on  Add>  Shared documents in the horizontal toolbar.
  3. In the item text box, highlight the text you want to translate and click on  Dictionary.
  4. Open the search for all documents and files by left-clicking on  Search in the toolbar of the document list.
  5. The default search location is "Shared Documents". Click on the drop-down list to search in other filing locations.
     1. If you know the filing location of the document, select the table (Accounts, Events, etc.) you want.
     2. If you do not know the location, click on  Select all and  Confirm.
     3. If you are looking for an inactive document package, select  Discard selection and  Confirm.
  6. Enter the name of the package in the search field Name.
  7. Enter the name of the document in the search field Included document.
  8. Click on  Search and select the document you want from the list of search results.
  9.  Save your changes.
• Copy an entire document package to another record

  Packages with external documents that have already been filed with one record can be copied in their entirety into other records, provided that more than one document package is allowed in these contexts (e.g. for accounts, items, events).

  1. Open the existing  Document package. All further steps refer to this open input window.
  2. Click on >  Save and copy in the original document package (account, event etc.).
     Note: Unless you copy the document package before changing the link, the package will disappear from the original record.
  3. Click on the dropdown triangle next to the linked record to select another record of the same type (account, event etc.) and Select.
  4. Link the package to a record in another table by first selecting  Delete assignment, then clicking on  Link to other record.
  5. Select the table and record you want and  Save your input.
• Update documents in document packages

  Many existing document packages need to be updated regularly. To avoid having to delete and reinsert the documents each time, they can simply be reloaded, provided that the name of the document remains the same.

  1. Open an existing  Document package.
  2. Click to select a document in the Document list.
     1. If the document has already been updated externally, click on  Open >  Reload from disk in the toolbar.
     2. If the document has not yet been edited, click on  Open >  Open and make the changes you want.
     3.  Save the document and select Confirm changes when prompted.
  3.  Save and close the  Document package.
• Save email attachments as Shared Documents in a document package

  External documents that you receive as email attachments can be filed in document packages. Documents that are generally accessible and should not be linked to a specific record are filed in the "Shared documents" folder.

  1. Double-click the email to open. It is not possible to file attachments from the preview.
  2. In the small pane in the upper right-hand corner, select the documents by left-click, holding down the Shift key for multi-select.
  3. Click on  File in document package in the toolbar of the small pane.
  4. Select  New document package to create a completely new package.
  5. Enter the Name of the document package and other fields (Create a document package as a Shared document).
  6.  Save your changes.
• Save email attachments in a document package linked to a record

  Email attachments can be saved to a document package linked to a record (Account, Event, Appointment^M etc.).

  Save the attachment to an existing document package:

  1. Double-click the email to open. It is not possible to file attachments from the preview.
  2. In the small pane in the upper right-hand corner, select the documents by left-click, holding down the Shift key for multi-select.
  3. Click on  File in document package in the toolbar of the small pane.
  4. Select  Search for document package.
  5. In the search window, select in one or more Filing locations.
  6.  Save your changes.

  Create a new document package with a link to a record:

  1. Link the email to an existing record by clicking  File in the toolbar.
     E.g.: Account, Event, Appointment
  2. Open the Email when prompted and go to the  Attachments tab.
  3. In the small pane in the upper right-hand corner, select the documents by left-click, holding down the Shift key for multi-select.
  4. Click on  File in document package in the toolbar of the small pane.
  5. The first option offered is to file under the linked account (Event, Appointment) by clicking  New.
  6.  Save your changes.
• Save email attachments externally

  External documents received as email attachments can be stored externally on the hard drive.

  1. Double-click the email to open. It is not possible to file attachments from the preview.
  2. In the small pane in the upper right-hand corner, select the documents by left-click, holding down the Shift key for multi-select.
  3. Click on  Save to disk in the toolbar of the small pane.
  4. Your Explorer window will open. Select a filing location and save.
• Search for documents or document packages

  External documents that have been filed in a document package can be searched for using the name of the document, the name of the document package or the filing location.

  1. Go to the  Templates tab and left-click on  Documents .
  2. The default search location is "Shared Documents". Click on the drop-down list to search in other filing locations.
     1. If you know the filing location of the document, select the table (Accounts, Events, etc.) you want.
     2. If you do not know the location, click on  Select all and  Confirm.
     3. If you are looking for an inactive document package, select  Discard selection and  Confirm.
  3. Enter the name of the package in the search field Name.
  4. Enter the name of the document in the search field Included document.
  5. Click on  Search and select the document you want from the list of results. Open your  Recent searches to call up and/or modify recent search requests (Searching for ...)