Document Fields

You can also enter documents in document fields in records.

If an info area does not contain enough predefined document fields, your administrator can define additional document fields, see Data Model in the CRM.core Administrator Guide.

Adding Documents to Document Fields

You can add documents from the following locations to document fields:

From the file system (either saved as a Path or in the Database)
From the Document info area
From the Customer Document info area

Your administrator can determine which of these options is used by default in new and edit mode, see Desktop / Global Settings / Masks Tab in the Aurea.CRM win Administrator Guide:

If your administrator has determined that documents are searched for in the file system, the following icon is displayed in document fields:

Click this icon to access the Windows dialog box to select and open a document.

If your administrator has defined that documents are searched for in the Document or Customer Document info areas, the following icon is displayed:

Click this icon to access the search mask for the Document or Customer Document info areas where you can search the Aurea.CRM database for the desired document, see Executing the Search.

Note: The search engine only returns company-related documents when searching from the Company info area and person-related documents when searching from the Person in Company info area.

Right-click on the icon to select from the available options:

The default option (defined by your administrator) is displayed in bold.

Only those search options that are possible in the current context are available. If you do not have the necessary rights to add documents to the Aurea.CRM database, then the File System option is unavailable. If the current info area is not linked to the Company or Person info areas, the Customer Document option is not displayed.

Note: If documents are entered in document fields in a company-dependent or person-dependent info area, the documents are saved in the Customer Document info area. Otherwise documents are saved in the Document info area, and a document link is added.

Opening Documents in Records

Hyperlinks in document fields can be displayed in a variety of ways, depending on the desktop settings made by your administrator, see Desktop / Global Settings /Masks Tab in the Aurea.CRM win Administrator Guide:

using the document ID (e.g. K1000-42)

If the document is saved in the database, document ID has the form AX-Y or KX-Y (A for general documents, K for customer documents, X for the station number and Y for the serial number).

When editing a record, the document ID is always displayed.

using the name of the document (e.g. "pfolio.txt")
using a reference (e.g. "pfolio.txt, 23/12/2005")

To open the document:

Click on the hyperlink when in view mode.

In some info areas you can also access documents by selecting Document from the context menu.

Deleting Documents

To remove the document from a document field:

Switch to edit mode and delete the contents of the document field.
Switch to the Document or Customer Document info area and click on (Delete) to delete the corresponding record.