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Documents

Overview

Sugar's Documents module gives your users a way to access and update company-specific files. You can create a library of documents and graphics that you can share with other users and contacts, ranging from marketing collateral, contracts, internal policies, and customer-distributed content. There are various ways you can create documents in Sugar such as via the Documents module and via the quick-create menu. Once the document record is created, you can view and edit information pertaining to the document via the Documents record view. Each document record may then relate to other Sugar records such as accounts, contacts, and many others. This documentation will cover information and actions specific to the Documents module. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting documents, please refer to the Working With Sugar Modules section of this page.

Document Fields

The Documents module contains a number of stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Administrators or users with developer-level role access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Field Description
Assigned To The Sugar user assigned to the document
Category Primary category for locating documents
Description A description or other information about the document
Document Name The name or designation of the Document (Defaults to the filename of the Document)
Document Type The type of the Document (e.g. NDA, Mail Merge, License Agreement, etc.)
Expiration Date The date the Document expires
File Name Click "Choose File" to navigate to the location to upload a Document
Integration Sync ID The sync key field used by external integrations to identify Sugar records in the external application. See the Integrate REST API endpoints in the Developer Guide for more details on how to use this field.
Is a Template Classifies a Document as a template or not
Note: This is a legacy field that was previously used in conjunction with deprecated functionality.    
Last Revision Create Date The date the last revision related to the document record was created
Publish Date The date the Document is published (Defaults to today)
Related Document A Document record that is related to this document
Related Document Revision The related document's current revision
Revision The most recent revision number for the document
Note: The Revision field becomes read-only after the initial save.
Source Where the Document is stored (i.e Sugar, Google, IBM SmartCloud, etc.)
Status The current status of the document (e.g. Active, Draft, Expired, etc.)
Sub Category Secondary category for locating documents
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the document record

Documents and Google Drive

Sugar comes with Google Docs (Google Drive) integration by default. In order to be able to create a document in Sugar from a Google doc in your Google Drive you will first need to link your Google account with your user profile in Sugar. For more information on setting up external accounts in your user profile, please refer to the Getting Started documentation.

Creating via Google Drive

Users have the ability to create a Sugar document linked to a document stored in their Google Drive or Google Docs. In addition, you can upload documents from your local computer to these external sources (e.g. Google Drive).

Use the following steps to create a Sugar document linked to a document stored in Google Drive via the Documents module:

  1. Click the triangle in the Documents module tab to open the actions menu and select "Create Document". 
  2. Select "Google Drive" in the Source field, and the External Source option will appear below the File Name field's Browse button. 
    Documents CreatingViaGoogleDocs Source
    Note: If Google Docs is not an option in the Source dropdown, then you most likely need to connect your Sugar account to your Google Id through your user profile. For more information on how to connect to your Google Id in Sugar, please refer to the Getting Started documentation
  3. If you wish to upload documents to Google Drive, click the Browse button in the File Name field to select a file from your local computer. For more information on supported file types, please refer to this Google Drive help article on the Google Help website.  
  4. Alternatively, you can link Google Drive documents to the Documents module by toggling the "Upload to external source" option to reveal the "Link from external source" option.
    Documents CreatingViaGoogleDocs LinkFromExternalSource
  5. Click the Browse button in the File Name field, and a pop-up window will appear showing the 20 most recently modified documents in your Google Drive.
    Note: This will only show documents owned by you in your Google Drive, and will show documents from all folders in your drive.
  6. Use the Search box to locate a specific document then select the document by clicking on the document's file name.
    Documents GoogleDrive Search
  7. Enter appropriate values for the remaining fields in the record view layout. All required fields are marked with a red asterisk and must be completed prior to saving.
  8. Once the necessary information is entered, click "Save".
    Documents Create Save

Note: Documents that link to an external account (e.g. Google Docs, IBM Smart Cloud) cannot be used as attachments in emails composed through the Sugar Email Client.

Document Revisions

Users can easily revise documents in Sugar by creating revision records via the Document Revisions subpanel. The subpanel lists all the document revisions for the parent document record and sorts the records in descending order by the revision number by default. Each revision retains a copy of the uploaded document in that revision which allows users to easily look back at the history of the document to compare revisions. Please note that this does not work as expected with external documents (e.g. Google Docs, IBM Smart Cloud) as these documents are not stored in Sugar, and only a link to the document exists. To retain the change history, either utilize Google Doc's change features or select a different document for every revision.
Documents DocumentRevisionsSubpanel

To create a revision of the document you are currently viewing, simply click the Create button on the Document Revisions subpanel. The document revision record's name will be automatically populated with the parent document's name. The Revision field will also be automatically populated with the latest revision number plus one, but the value can be modified. If you skip numbers in the Revision field, Sugar will not go back and fill in the missing numbers when additional revisions are created. Please note that the Revision field will become read-only once the document revision record is saved. You can upload a new file for the document, and enter a short description of the change being made for the revision in the Change Log field. Once you have entered the necessary information, click "Save" to preserve your changes.
Documents DocumentRevisions Record

Note: When the parent document record is deleted in Sugar, all document revisions related to that document will be deleted as well.

Downloading Documents

Exporting a document from Sugar will only export the document record with the metadata about the document, but the document itself will not be included in the export. In order to download a document from the Documents module, simply click on the File Name link in the list view or the record view and the document will be downloaded to your computer. If the document is linked to an external source (e.g. Google Docs, IBM Smart Cloud), then the file name link will open directly to the doc via a new window or browser tab.

From Documents list view:
Documents LV File

From Documents record view:
Documents RV File

Working With Sugar Modules

While the Documents module has some features that only apply to documents, it also uses the Sidecar user interface that most Sugar modules are based on. The following sections detail menus, views, and actions common to sidecar modules and contain links to additional information within the page or links to the User Interface documentation.

Document Menus

The Documents module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Documents-specific functionality, within this page.

Module Tab Menus

The Documents module tab is typically located on the navigation bar at the top of any Sugar screen. Click the tab to access the Documents list view. You may also click the triangle in the Documents tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important operations within the module. The Recently Viewed menu displays the list of documents you most recently viewed. The Favorites menu displays the list of documents you most recently marked as favorites.
Documents ModuleTabMenus

The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Create Document Opens the record view layout to create a new document
View Documents Opens the list view layout to search and display documents

For more information on module tab menus including reasons a module may not be included in the menu, see the User Interface documentation.

List View Menus

The Documents list view displays all document records and allows for searching and filtering to locate specific documents. You can view the basic details of each record within the field columns of the list view or click a document's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual document records or click the checkbox in the list header to select all records displayed on the current set of list view results.
Documents LV MassActionsMenu
The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more documents at a time
Merge Merge two or more duplicate documents
Delete

Delete one or more documents at a time

Note: All document revisions related to the parent document record will be deleted when the document is deleted.

Export Export one or more documents to a CSV file
Recalculate Values

(Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual document directly from the list view.
Documents LV RecordActionsMenu

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this document in the intelligence pane 
Edit Edit this document
Delete

Delete this document

Note: All document revisions related to the parent document record will be deleted when the document is deleted.

Record View Actions Menu

The Documents record view displays a single document in full detail including its fields and subpanels of related records. To access a document's record view, simply click a hyperlinked document name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
Documents RV ActionsMenu

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this document

Share

Share a link to this document via email

Copy

Duplicate this document

Note: Only the last document revision record related to the original document will copy over to the new document, and the "Change Log" will display "Document Created". 

Find Duplicates Locate potential duplicates of this document
Delete

Delete this document

Note: All document revisions related to the current document will be deleted when the document record is deleted.

Common Views and Actions

In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to documents.

General Instructions for Working With Sugar Modules Documents-Specific Instructions
Use the links below to navigate to the User Interface page which covers topics generic to many Sugar modules. When Documents-specific help exists for each topic, use the links below to navigate to sections of the current page.
Creating Records Creating via Google Docs
Viewing Records  
Searching for Records  
List View List View Mass Actions Menu
List View Record Actions Menu
Record View Record View Actions Menu
Intelligence Pane  
Editing Records  
Deleting Records  
Exporting Records  
Recalculating Calculated Values  
Finding Duplicate Records  
Merging Records  
Favoriting Records  
Following Records  
Sharing Records  

Last modified: 2021-08-06 16:26:32