Add and Manage Documents

Documents are files which can be attached to an account, contact, opportunity, event, order and other areas across the platform. You can:

Add Documents

Documents can be added to any Documents tab within Enterprise. The steps below describe adding a document to an account, but the process is the same no matter where you are adding the document.

  1. Navigate to the Accounts page and select the account the document is being added to.
  2. Right-click and select Edit. The Edit Account page opens.
  3. Select the Documents tab.
  4. Click Add. The Add Document window opens.
  5. Enter the necessary information. The available fields depend on which area of Enterprise you are in.
    • Description: Name of the document that displays in the Documents tab.
    • Type: Type of document you are adding, such as Excel or Word. Select Email to send an email from Enterprise.
  6. Select Details tab.
  7. Enter the necessary information:
    • Heading: Document heading and subheading for the document for organization purposes. 
    • Category: Category for the document.
    • Sort: Order the document displays. (01 for first, 02 for second, and so on)
    • Sensitivity: Sensitivity for the document. This can determine who is able to view and/or edit the document. 
  8. Select Access tab.
  9. Select who can access the document:
    • Only Me: Only you can view and edit the document.
    • Everyone: All users can view and edit the document.
    • Users and Roles: Only selected users and users assigned to the selected Roles in the drop-down can view and edit the document.
  10. Click OK. The applicable document program opens. For example, if Word is selected, Microsoft Word opens.
  11. Enter the information into the document.
  12. Click Save in the document program.
  13. Close out the document program. The document displays in the Document folder. 

When you add new documents, they are set to a Checked Out status. Make sure to check the document in (Right-click > Tools > Check In) so others can see your changes to the document.

Edit Documents

Documents can be edited directly from Enterprise. To edit a document:

  1. Navigate to the feature where the document is stored and select the Documents tab.
  2. Highlight the document to edit.
  3. Right-click and select Edit. The document opens in the appropriate program and the document status in Enterprise changes to Checked Out.
  4. Edit the document as needed. 
  5. Save the document after changes are made. The changes are updated in the system.
  6. Check the document back into Enterprise so it's available to other users. To check the document back in, select the document, right-click > Tools > Check In.

Import Documents

Documents can be imported into Enterprise from your computer or another network location. You can import documents wherever you see a Documents tab. A single document up to 100 MB can be imported or multiple documents can be imported up to 20 MB per document. 

The steps below use an example of importing a document to an account, however the process is the same from the Documents tab throughout Enterprise.

  1. Navigate to the Accounts page and select the account for the document import.
  2. Click Documents tab.
  3. Click the arrow next to the Add button.
  4. Select Import Document(s). Your computer's file explorer opens.
  5. Choose the document to import.
  6. Click Open. The Import Document window opens.
  7. Enter the necessary information. The available fields depend on where the document is imported.
  8. Click Import. The document is imported into Enterprise with a Checked In status. 

Copy Documents

Documents can be copied from events, accounts, contacts, orders, opportunities, or from the Find Documents page. Where you copy the document from in Enterprise will affect what options are available on the Copy Document window. The steps below describe copying a document from an account, but the process is the same no matter where you are copying the document.  

  1. Navigate to the Accounts page and select the account where the document being copied is stored.
  2. Right-click and select Edit. The Edit Account page opens.
  3. Select the Documents tab.
  4. Select the document to copy.
  5. Right-click and select Tools > Copy Document. The Copy Document window opens.
  6. Enter the following information:
    • Contact: Contact for the new document.
    • Opportunity: Opportunity for the document.
    • Activity: Activity for the new document.
  7. Expand the Details tab. 
  8. Enter the necessary information for the additional fields. 
  9. Click OK.

Show a Document in Another Area of Enterprise

Rather than copying documents and maintaining multiple copies, the best practice is to show documents between associated features. For example, if a document is located on an event, you can display the same document on the account using the Also Show field on the Documents tab.

  1. Navigate to the Events page and highlight the event with the document.
  2. Right-click and select Edit. The Edit Event window opens.
  3. Select the Documents tab.
  4. Click the Expand arrow (mceclip1.png) next to Add. The Documents tab opens to a full page. 
  5. Click Advanced Search. The Advanced Search opens.
  6. Select the appropriate locations from the Also Show drop-down.
  7. Click Search.

Copy a Document from Non-Related Accounts, Events, and so on

  1. Locate the document to copy.
  2. Copy the document using the steps in Copy Documents.
  3. Select the newly copied document.
  4. Right-click and select Tools > Move Document. The Move Document window opens.
  5. See Move Documents for details on the available fields.
  6. Click OK.

Move Documents

You can move documents to other areas of Enterprise. 

  1. Locate and select the document to move.
  2. Right-click and select Tools > Move Document. The Move Document window opens.
  3. Select the folder to move the document to:
    • Account Folder: You can choose an account and an opportunity within the account for the target location of the document.
    • Event Folder: You can choose an event and a function within the event for the target location of the document.
    • General Folder: You can choose either your Group Folder (determined by the Group designation in your user account), your Default Organization Folder, or your Personal Folder.
  4. Select the account, opportunity, event, function or folder you wish to move it to from the appropriate drop-downs.
  5. The available options depend on which folder was selected in the previous step.

  6. Click OK.

Delete Documents

Documents can be deleted from Enterprise. Deleted documents cannot be recovered. Verify the document you want to delete is checked in. Use Show Columns on your Document tab to see the document status. 

  1. Locate the documents to delete.
  2. Select the documents. Use Ctrl+Click or Shift+Click to select multiple documents.
  3. Right-click and select Mark for Delete.
  4. Click Save. 

You can also choose to purge documents. When you purge documents, the electronic document is removed from the database but the document header and properties are retained. This allows you to keep a record the document existed but remove the actual document to keep your database size from growing too large. You cannot purge checked out documents, emails or non-versioned documents.

The Allow Remove Document Files access privilege is used to control who can purge documents.

  1. Locate the documents to purge.
  2. Select the documents.
  3. Right-click and select Remove Document File(s). A prompt appears confirming you want to remove the files.
  4. Click Yes. The documents are removed but the header and properties remain.

View and Edit Document Properties

The Document Properties include information about the document such as the document description, heading and subheading and sensitivity To view and change document properties:

  1. Locate the document with the properties to view or update.
  2. Select the document.
  3. Right-click and select View > Properties. The Document Properties window opens.
  4. Make any necessary updates.
  5. Click OK.

Find Documents

The Find Documents page shows all documents across Enterprise. It includes documents from all features of the system. You can use this page to locate any document within the system.

To access the Find Documents page:

  • Navigate to the Find Documents page and use the available search filters to locate the document you need. Not using search filters or not using enough search filters could result in poor system performance on this page.

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Comments

16 comments

Date Votes
  • Sean Tame

    I wish to quickly add a document to an event.

    There is no GN for documents so I go to the Find Documents button I have put onto a dashboard. (closest option to a Documents Master Grid we have)

    There is no option to add from this window.

    Why can I not quickly and easily add a document without going via the Event grid?

    0 upvotes

  • Carrie Spalding

    Sean,

    We haven't had a request for this as of yet. Please feel free to put through an enhancement request and Product Management will take a look!

    Thanks!

    --Carrie

    0 upvotes

  • Heather Gruppelaar

    HI, is there a way to add documents to multiple events at the same time?

    0 upvotes

  • Ryan Canny
    • Edited

    Hi Heather,

    To my knowledge it is not currently possible to add documents to multiple events at the same time. If this is something you would like to see added as a future enhancement, I would encourage you to post this on our CRM Product Ideas forum (see link below). Our Product Management team goes through all customer posts and looks at how many community upvotes each receives when determining which enhancements are brought in for Development to start work on as new features.

    https://supportcenter.ungerboeck.com/hc/en-us/community/topics/360001531614-CRM-Product-Ideas

    Thanks,

    Ryan

    0 upvotes

  • Jeanne Burau

    is there a way to sort documents by function?  I've found the sort button however Function is not an option.  It was very useful in the old version. 

    0 upvotes

  • Ryan Canny
    • Edited

    Hi Jeanne,

    I am not sure where you are trying to sort documents by function from but on the Find Documents window off the main menu you can bring over the Function column and sort documents from there.

    Ryan

    0 upvotes

  • Jeanne Burau

    Hi Ryan, sorry I should have been more specific.  The documents window for each event. 

    0 upvotes

  • Ryan Canny

    Jeanne,

    In the Documents tab grid on Events when you do a right click > Show Columns on the header section you can bring over Function as an available column from Column Settings.

    I hope this helps.

    0 upvotes

  • Jeanne Burau

    Yes, I was able to add the column for function however I would like to Sort on Function, is that not possible?  I've tried. 

    0 upvotes

  • Ryan Canny

    My apologies on that Jeanne. If you add the Function column to your Documents tab grid for Events and then do right click > Sort, Group and Total to bring up Column Settings you can then sort by Function. The function name will then show above the documents within that specific function once you click the arrow to pop out. 

    0 upvotes

  • Jeanne Burau

    Thanks Ryan that worked!

    0 upvotes

  • Lucy Roughan

    Is it in the roadmap to enhance the copy document feature so you can copy multiple documents from one event to another? We currently have to copy/duplicate each document individually (and it then checks them out) and then move the new documents to the other event. This is very time consuming. 

    0 upvotes

  • Dustin Banks

    Lucy Roughan, do you make changes to the documents each time you duplicate/copy them from one to another? Do the documents contain information that is specific to the event? 

    0 upvotes

  • Lucy Roughan

    Hi Dustin, yes we do makes changes - each year the document gets built on/tweaked but using the document/s from the previous years event saves us a lot of time. 

    0 upvotes

  • Dustin Banks

    Lucy Roughan, this feels like something that would be better for templates/reports and to use wildcards. That is why we don't offer the copying and moving multiple documents. I would recommend you reach to your Value Success Manager for options. Or you could go to https://supportcenter.ungerboeck.com/hc/en-us/community/topics and submit this as an enhancement under the Product Ideas tab. 

    0 upvotes

  • Lucy Roughan

    Thanks Dustin, these documents are more event specific than a template or report, eg. floorplan from the client's previous year's event. Will add an enhancement. 

    0 upvotes

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