CRM Documents Help - Salesboom.com

What is a Document?
A document is a file that contains textual or graphical information. This could be a plain text file or a file created using a word processor.

Documents Tab Page The Documents tab page is divided into three sections: Featured Documents, Manage Folders and Manage Documents. Use options from the Show drop down box to list your documents using predefined search patterns.

Viewing Documents From the Featured Documents section, choose one of the options from the Show drop down box. A summary of all documents matching your selection will be displayed in a few seconds. To view a listed document in detail, click the View link.

You can also view your documents by searching the contents of your folders. All of your folders are listed in the My Folders drop down box located in the Manage Folders section.

Select a folder to view from the My Folders drop down.
Click the View Folder button to view the contents of the selected folder.
Click on any of the listed documents to view details about that document.

Custom Document Views See: Creating Custom Views

Retrieving Saved Documents You can download or open documents you have saved to your salesboom.com account. When the documents are displayed on the Documents tab page or in a search or generated report, click the View link. This will display the document details. You can also use the hierarchy view to select documents. You can then download or save the document.

Click the View / Save [ ] button. A File Download dialog box will appear.
Click the Open button to read the file now. Click the Save button to download the file to your local computer.

Document Hierarchy View The hierarchy view allows you to view your entire folder structure and all of the documents contained therein.

To view your folder and document hierarchy, click the All Available Folders & Documents link located in the upper right corner of the Documents tab home page or you can click the View All Folders & Documents link located in the Document Tools section. This takes you to the Folder & Document Hierarchy page.
Use the open all and close all links to expand and collapse all listed folders.
Use the icons to expand and collapse one folder at a time.
Click a listed document to view details about the document.
Click a listed folder to view details about the folder.

Featured Documents The Featured Documents section displays a summary of documents. The documents that are listed depend upon the viewing option chosen from the Show drop down box. Choose a different option form the Show drop down box to display documents that match different criteria. You can also select a letter from the alphabet list located at the top and bottom of the summary. This will display a summary of documents beginning with the selected letter. In either case, to view a listed document in detail, click the View link.

See Also: Sorting Reports and Views

Managing Document Folders Through Manage Folders you can create a directory structure to help organize your documents. The default root folder is My Documents and is usually represented by a forward slash, "/".

Creating Folders

Select a folder from the My Folders drop down box. This will be the parent folder.
Click the Add Subfolder button located to the right of the My Folders drop down box. This takes you to the New Document Folder page.
Enter a name for the folder in the Folder Name text field. You have already chosen a Parent Folder but you can change it now if you wish.
Click the Save button to create the folder. Click Cancel to abort.
The new folder will now be listed in the My Folders drop down box located on the documents tab home page.

Editing and Deleting Folders Select the folder you want to delete from the My Folders drop down box. Click the View Folder button to view the folder details. Also, you can use the hierarchy view to select the folder you want to delete. Both of these methods will take you to the Document Folder page.

Edit

Click the Edit button. This takes you to the Edit Document Folder page.
Make any changes to the folder.
Click Save to save your changes. Click Cancel if you do not want to apply any changes.

Delete

Click the Delete button. You will be prompted to verify that you want to delete the folder.
Click OK to delete the folder. Click Cancel if you do not want to delete the folder.

Managing Documents

Adding Documents

Choose a folder from the My Folders drop down box located in the Manage Folders section. This is the folder that the document will be added to.
Click the Add Document button located to the right of the My Folders drop down box. This will take you to the New Document page.
Fill in your information in the Document Information and Document Selection sections of the form. The document you add can either be uploaded from your local computer, which you can Browse to, or downloaded from a network or web location, for which you must type in the network path or URL.
Click the Save button to save the specified file.

Sending Notification When uploading or replacing a document, you can send notification to any number of users within your organization. Perhaps you want to notify your manager or a colleague when you have uploaded a newer version of a document. Upon receiving notification, the user can then view the document by searching your document folders, assuming they have permission to do so. Follow these steps to send notification:

In the Sending Notification To section, use the buttons to add or remove users from the Notified Users list.
Type your notification message in the Notification Message text box.
Click the Send button to send notification to the selected users.

Editing, Replacing and Deleting Documents When documents are displayed on the Documents tab page or as the result of a search or generated report, click the View link to view the document in detail. You can also use the hierarchy view to select documents. You can then Edit, Replace or Delete the document.

Edit: Click the Edit Properties button to change the details for the document. You can change the document's name, the folder in which it is located, the description and the search keywords. Click the Save button to save your changes.

Replace: Click the Replace Document button. This will take you to the Replace Document page. Specify the replacement document in the Document Replacement section. The document can either be uploaded from your local computer, which you can Browse to, or downloaded from a network or web location, for which you must type in the network path or URL. Click the Save button to replace the document with the one you have specified. Click Cancel to abort.

Delete: Click the Delete button. You will be prompted to verify that you want to delete the document. Click OK to delete the document. Click Cancel to cancel the deletion.

Moving a Document to another Folder Click the All Available Folders and Documents link located in the top right section of the Documents tab page. This will display the Folder and Document Hierarchy for the entire organization.

Select the document you want to move by browsing the folder and document hierarchy. Documents and folders owned by you will be listed under your salesboom.com username.
Click the Edit Properties button. This takes you to the Edit Document page.
Click the list [ ] icon located to the right of the Folder text field. A window will pop up displaying a folder hierarchy.
To locate the folder you want to move the document to, use the icons to expand and contract the directory tree.
Once you have found the folder you were searching for, select it. The directory hierarchy window will disappear and the folder you chose will appear in the Folder text field.
Click the Save button to move the document to the specified folder.