File/folderDocument management allows you to link documents, such as drawings and offers, to customers, suppliers, sales orders, production files, etcetera, to ensure they are available at the required locations. Although there are various document management methods, you always use the Documents button that is available on a variety of forms to link the documents. Use settings to specify the document management method.
Quick document registration
If you are using the Quick document registration feature, you also use the Documents button to manage documents. This requires the Automatic document registration on document link entry check box to be selected. If you are using the Quick Document Registration feature, documents are registered automatically when you link them.
The form used to link and register documents is also used to maintain and manage documents. For example, if you have linked an offer to a customer, and you want to change or delete the document and the link, open the Customers module, go to the Customers form, and then click the Documents button.
Deleting the last link and the registration at the same time
When the last document link is deleted, the registration itself can be deleted automatically. To have the registration deleted automatically, select the Delete document registration when deleting last document link check box.
General tab
Fields
Continued tab
Fields
Communication tab
On some purchase and sales forms, clicking the Documents button to open the Documents form will display the Communication tab if you are using Communication of external documents.
You can set options to always send documents as attachments to one or more reports. If a document type is specified for the document, the attachment settings defined for the document type will be used automatically. You can still change these settings in the document link, if required. Attachments that have been sent are listed on the Documents sent form.
Example
A drawing is linked to a sales offer. The document link settings indicate that the drawing must always be sent as an attachment to the Sales offer report. When the sales offer is sent, the drawing will be attached automatically.