Documents

Learn to create and manage documents.

Opening and Editing Documents

You can open documents in read-only mode or edit them.

To open a document:

  1. Search for the document using one of the following options:
    • Select (Master data) > Documents and start the search.
    • Open a record (e.g. an offer) and switch to the Document Links or Documents tab.
  2. You can open the document using one of the following options:
    • Click on the document’s title.
    • Select Open document from the context menu.
    • Select Open from the document’s context menu and click on the file name in the File field.

    The document is opened in the associated application (based on the document type).

    Note: The document is read-only and any changes you make to the document are not stored in the Aurea CRM database.

To edit a document:

  1. Search for the document (see above).
  2. Select Check Out & Edit from the document’s context menu.
    Note: CRM.launcher is required to check out documents, see CRM.launcher.

    The document is opened in the associated application (based on the document type). The document is locked for other users.

  3. Edit the document.
  4. Many document types (e.g. Microsoft Office documents) can be saved automatically. To save the document in the Aurea CRM database, save or close the document in the associated application.

    You are asked whether you wish to upload the document. The document is automatically checked in once it has been uploaded, and is thus again available to other users.

Displaying Checked Out Documents

To display the documents you have checked out:

  1. Select (Master data) > My Checked Out Documents.

    The documents that you have checked out are listed.

  2. The following entries are available from the document’s context menu:
    • Select Go to Document and click on (Select) next to the File field to upload the document manually.
    • Undo Check Out

If you log out of Aurea CRM web and you have checked out documents, you are asked whether you want to:

  • Cancel logging out in order to upload the document
  • Upload the document the next time you use the system. The document remains checked out.
  • Undo the check out before logging off.

Saving Documents in the Database

The following options are available for uploading documents to the database:

Uploading a (Local) Document to the Aurea CRM Database

  1. You can choose to upload a general document, or upload the document to a specific record:
    • Select (Master Data) > Documents and click on (New).
    • Open the record (e.g. an activity) and switch to the Document Links tab under Related Data. Click on (New) and select Upload new document.
  2. Click on Select Files in the Upload Documents window and select the desired document(s).

    You can also drag the document(s) to the window using your mouse.

  3. Enter data used to search for the document(s) later, e.g. the Document Class.
  4. Select an entry in the Document Group field to determine who can access the document(s), e.g. "Sales" or "Management".
  5. Save the record. The record is displayed in tab view.

Linking an Aurea CRM Document with a Record

  1. Open the record (e.g. an activity) and switch to the Document Links tab under Related Data. Click on (New) and select Existing update.CRM Document.
  2. Select one or more documents.
  3. Choose Select from the context menu.

Replacing Documents in the Database

To replace an existing document in the database:

  1. Either:
    • Open a record containing a document field, e.g. the Logo field in an account.
    • Select (Master Data) > Documents from the menu and search for the document you want to replace. Click on the Title field in the search results.
  2. Click on (Select/Upload Document) next to the document field.
  3. Select Upload Document from the menu.
  4. Click on Browse and select the desired document.
  5. Enter data used to search for the document later, e.g. the Document Class.
  6. Select an entry in the Document Group field to determine who can access the document, e.g. "Sales" or "Management".
  7. Save the record.

Deleting Documents

To delete a document:

  1. Select (Master data) > Documents and search for the document you want to delete.
  2. Select Delete from the document’s context menu.

    A message is displayed with information on the number of links that exist to the document and the info areas that the document is linked to.

  3. Choose whether to delete the document.

You can also choose to delete a document from a record to which the document is linked:

  1. Search for the document in the tree view under Documents or on the Documents tab.
  2. Select Delete from the document’s context menu.
  3. Choose whether to delete the link between the document and the record or to delete the document and all existing links.

Document Fields

Certain info areas allow you to enter documents in document fields.

Document fields offer the following options:

  1. Click on (Select / Upload Document).
  2. Choose one of the following options:
    • Open document: Opens the document entered in the field.
    • Existing Document: Allows you to enter a document stored in the Aurea CRM database in the field.
    • Upload Document: Allows you to upload a document (e.g. from your local hard drive) and store it in the document field.
  3. Click on (Delete) to remove the current document from the field.