Navigation:  5 Using Total Enterprise CRM > 5.10 Document > How to work with Document? > How to create new document?

 

The Total Enterprise CRM contains a simple document management system that allows multiple versions of documents to be stored and categorized inside the system.  The documents are then available for use elsewhere in the system (for example, emailing).

 

We can see from the form above a hierarchical list of categories which can be defined to sort documents; however documents can also be tagged which allows them to be cross-referenced between multiple categories.

 

To cerate new document in CRM system, follow these easy steps:

 

Step 1: Select 'New Document'

 

 

On ribbon, click the "Document" tab.

Under Documents group, select "New Document".

 

Note:

To edit any existing document, double-click that document from grid under "All Document" command and then move to Step-2

 

Step 2: Fill the Form

 

 

The upper pane contains general info like Document type, name, description, category, data-source, relation, publication etc. A little document preview is also available on right hand side.

Select "New Revision" command on ribbon to add any stored document on your hard disk.

 

Note:

The fields marked with red star (*) at right end, indicate that these are required-fields while any other field can be left blank.

 

 

At the bottom of the screen you can see a set of tables which contain related records (only one type of records are present in one column).  This table is called grid. On the grid you can quickly see  the main details of the record and also see who created it, when it was created and the subject etc.  If you need to edit any record – a quick double click will launch an editor/form for editing.

 

The grid located in the bottom pane of above screen shows "Document Revision".

The Document management system stores a document with its current version, info about it and its historic versions too.

In Total Enterprise CRM there is a document record (about the document can be called metadata)

and one file attached with it that could have more than one version.

There may be more than one version of same file. Under "Document Revision", apparently different file names may exist but logically they are different versions of same file.

 

For example "Price List" which changes each month and you still want to have records of older versions. i.e.

Gold Price List: "This is for premium customers only" and then revisions: Jan10PriceList, Feb10PriceList, May10PriceList so on

 

Note:

To avail additional options under this grid, right-click inside of that grid and choose desired option from context menu.     Alternatively:

Click anywhere inside the grid and choose from any of available options from quick-access toolbar appeared above the ribbon.

 

 

Using the ribbon commands of above window, you can further interact with this instance open document, save document as, new revision, scan new revision

 

Step 3: Click 'Save & Close'

When you have finished to enter all the desired info under appropriate tabs,  to save this data, choose any one option on ribbon:

 

Save and Close: saves everything you have entered so far and closes the form

Save and New: saves everything you have entered so far and reopens a blank form for another entry.