Documents
Documents
Table of contents
Overview
Use the Documents module to create and manage files that you share with users and contacts.
Creating Documents
You can create a library of documents and graphics that you can share with other users and contacts, ranging from marketing collateral to contracts. You can also create templates for frequently used documents.
Documents that link to an external account (for example Google Docs, IBM LotusLive) cannot be used as attachments in emails composed through the Sugar Email Client.
To create a document
| 1. | Select Create Document from the Actions drop-down list on the Documents tab, Or, use the Quick Create links in the navigation bar, |
Or, go to the Detail View of any module that has the Documents subpanel (for example, Accounts) and click Create.
| 2. | Enter information for the following fields on the Documents page: |
Source. Select the source of your document, for example Sugar or Google Docs, from this drop-down list. Google Docs needs to be enabled by your system administrator for you to be able to access it in Sugar. If Google Docs is not enabled, contact your system administrator. You may also need to enable Google Docs once the system administrator has allowed you access. For more information, see External Accounts.
File Name. Name of the file you are using to create the document; click Browse to navigate to the location of the document.
Document Name. Enter a name for the document.
Document Type. Select a pre-defined document from this drop-down list. If the document does not belong to any of the listed types, select None.
Publish Date. Click the Calendar icon and select the date when the document is published for other users to view and download it.
Expiration Date. Click the Calendar icon and select the date when the validity of the document expires. For example, collateral for a sales campaign may not be useful after the campaign ends.
Status. Select the status from this drop-down list, to indicate the current state of the document such as Draft or Under Review.
Revision. Enter the revision number if you revised this document.
Template. Select this box if you are creating a template.
Category. Select a pre-defined category from this drop-down list. Select None If none of the categories apply.
Sub Category. Select the applicable category subset if you selected a category.
When you select a category and sub-category for the document, the document is added to the Document tree using a hierarchical structure. The tree structure displays in the List View to make it easier to find documents under a specific subject. The administrator defines the category and sub-category values.
| 3. | Teams. To change the primary team assignment, enter the name of the new primary team. To assign additional teams to the record, click Select, and choose the team from the Team List, or click Add to add team fields and enter the team names. For more information on teams, see Assigning Records to Users and Teams. |
Related Document. Click Select to associate a related document.
Related Document Revision. This is auto-populated by the revision number of the associated document.
Description. Enter a brief description of the document.
| 4. | Click Save to create the document; click Cancel to return to the document list without saving the document. |
Managing Documents
Managing Documents includes tasks such as editing, deleting, and tracking changes.
To manage Documents
| • | To sort a List View, click any column title which has the  icon beside it; to reverse the sort order, click the column title again. |
| • | To edit or delete information related to multiple documents, select multiple records in the Documents List View and click the Mass Update link in the Actions drop-down list. For more information, see To edit or delete multiple records. |
| • | To view the details of a document, click the document name in the List View. |
| • | To view an attachment, click the attachment link; To update an attachment, see To update an attachment. |
| • | To edit a document, click Edit on the Detail View page. |
| • | To duplicate an opportunity, click Duplicate on the Detail View page. Duplication is a convenient way of creating a similar document. You can change the information in the duplicate record to create a new document. |
| • | To delete a document, click Delete on the Detail View page. |
| • | To export documents, select them from the Documents List View, click Export in the Actions drop-down list and follow the process described in Exporting Data. |
| • | To create or manage related records in a sub-panel, see To manage related information in sub-panels. |
To update an attachment
| 1. | Click Create in the Document Revisions sub-panel of the document’s Detail View page. |
This displays the Document Revisions >> Create page.
| 2. | Enter information for the following fields: |
FileName. Enter the name of the file containing the revised information; to navigate to the file location, click Browse.
Revision. This field is auto-populated with the revision number.
Change Log. Enter a brief description of the revision.
| 3. | Click Save to save your changes; click Cancel to go back to the document detail page without saving your changes. |
You cannot change the name of the attached file. The revised file is displayed along with its revision number in the Documents Revisions sub-panel. The row listing the older document version now displays the rem icon to remove the file.
| 4. | To remove the previous version of the attachment, click the rem icon, and click OK to confirm the removal. |
Identifying MS Word Mail Merge Templates
You can identify Microsoft Word mail merge templates in the Documents module. These templates are used when a mail-merge is performed directly from within Sugar and can be created from the Sugar Plug-in for Microsoft Word and uploaded to the Sugar document repository.
| • | The document type displays as Mail Merge on the Detail View page if it is a Mail Merge template. |
| • | A link allows direct access to the Sugar Mail Merge Wizard in the navigation bar. |
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