Navigation:  5 Using Total Enterprise CRM > 5.10 Document > How to work with Document? > How to view already created documents?

 

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).

 

To view list of all available contacts in CRM system, follow these easy steps:

 

Step 1: Select 'All Documents'

 

 

On ribbon, click the "Document" tab.

Under Documents group, select "All Documents".

 

Step 2: View the List

 

 

Here you can view the list of available documents in CRM system. These documents are categorized for quick access. You can see from the form above (in left pane) 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.

 

Below the ribbon of above 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. etc.

 

Note:

If you need to edit any existing record shown in this grid – a quick double-click will launch an editor/form for editing. Click 'Save & Close' when you have done.

 

 

In Total Enterprise CRM documents are listed in a grid; using remarkable features of this grid, you can further interact with these documents. To do so, choose any of the actions listed below:

 

Documents are listed in a sortable, flexible grid. You can sort these documents either in ascending or descending order. You can also perform search techniques using CRM grid to exactly find the document you are looking for. For details:

 

To observe documents in a grouped view, you can group them by any desired field. For details:

 

Tags are used as a way to classify documents in an ad-hoc way, where it may not make sense to add additional fields into the CRM System. Documents in database may be tagged to help organize them. New tags are simple to create, and you can filter any grid by tags to show desired documents. Similarly, you can easily remove any tag that you have already assigned to a document. For details:

 

Importing and exporting records in document can be performed quickly and easily from/to Excel sheet to/from any grid in the CRM system. For details:

 

Printing any set of records is very easy in Total Enterprise CRM like printing in Microsoft Word. For details:

 

To quickly manipulate records, you can use split-view to observe list of documents and their data at same location. For details:

 

The common actions like copy or delete a document, select all documents, refresh documents and create a new document or open an existing one  are also available within this grid. For details:

 

Note:

Some features are same for every grid under any tab you see in the Total Enterprise CRM system. These are:

. Copy, delete or refresh records and create a new or open an existing record.

. Sorting, searching and grouping records

. Assigning/removing tags & filtering by tags

. Exporting and importing records

. Printing any set of records

. Split-View to view list of items and data