Document Management

OBJECTIVE

The Document Management option is used to centralize and organize various documents for a customer, project, supplier, order, etc. It is also the option that allows the user to enter and view any document related to certifications for Bill 28 (Attestation de Revenu Québec).

This option allows the user to create documents in different formats and make them available to users with access to the option. The documents are stored in a maestro* database and are not accessible via the network.

Only documents which respect the list of permitted extensions in maestro* (and maestro*MOBILE if applicable) can be added to the Document Management. The extension list is defined in the General Settings, Documents tab.

Document Management is accessible from any of the Maintenance screens (Customer Management, Supplier Management, Human Ressources Files For this option only, documents from the Employee Management option will be available in the Document Management option. , etc.) and from transaction screens by clicking the Documents icon.

Document Management can be used with or without the Contact Management module.

 

PREREQUISITES

• Define Document Categories
• Security Management - Access Restriction - Documents
• General Settings - General and Documents section

 

Icons

Document Management Icons

Icon	Title	Used to
	New (F5)	Creates a new document.
	Select a file	Used to select a file to be imported into Document Management. NOTE: It is possible to import more than one document by selecting the Document Import option from the dropdown menu of the icon. For further information, consult the help topic on Document Import.
	Save	Saves the changes.
	Delete (Ctrl+F5)	Deletes a document selected in the grid.
	Print	Generates lists of documents.
	Extract file	Extracts a copy of the document. Warning! If local changes are made to the document, they will not be visible into maestro*.
	Note Only	These icons represent the different document formats the user can use to create documents.
	Multi-line Note Field (not formatted)
	Note Field Formatted with Word Pad
	Word Document
	Excel Document
	Link to an "Other" File	Used to select a file to be imported into Document Management. NOTES: The users will have access to the directory specified in the Source Location of Documents in General Settings. A copy of the document is saved in maestro*. There is no link between the file on the network and the file in maestro*.
	View the Main Panel on the Right/at the Bottom	Displays the documents two ways. One way is by showing the main panel (Document section) to the right or at the bottom. NOTE: You can move the sections by clicking in the headers of the sections.
	Scan a Document	Used to scan a document and save it in Document Management NOTES: A scanner must be installed before you can use this feature. With the drop-down menu of the icon, it is possible to choose the format in which the scanned document will be saved to maestro*. If the Scan a Document option is selected, the document will be saved in PDF format. If the Scan a Picture option is selected, the document will be saved in JPG format.
	Send a Message	Used to send a selected document by email. NOTE: The file sent can be in PDF format if the Extension to be Converted to PDF field is completed in the Documents tab in General Settings.
	Edit in Excel	Used to edit a document in Excel.
	Display the Category for Collections	Displays documents related to the collection category. NOTES: You can define the collection category by clicking the Configuration icon.
	Select a Date	Used to select the documents to be displayed based on a reminder date.
	Display Related Documents	Allows the user to display related documents. NOTES: When clicking this icon, documents created with other maestro* options that are linked to Document Management are displayed. In this mode, it is possible to organize how the documents are displayed by moving the column headers in the upper section. Documents can also be moved from Windows Explorer to maestro* using the drag-and-drop functionality.
	Configuration	Used to configure the settings for new documents, the types of documents allowed and the collection category.

 

Steps

Sections of the Document Management window

Document Management is broken down into five (5) sections:

Sections	Description
List of Documents	This section shows the documents stored for a transaction in Document Management. By default, the documents are classified by document category. NOTE: You can customize the display by clicking the Display Related Documents icon.
Detail	This section identifies the document for the purpose of classifying and facilitating searching.
Summary	This section displays a summary of the document created to facilitate searching.
Keyword	This section displays the defined keywords for the document from the Define Keywords option of the Tools menu of the window.
Document	This section is used to change or view the document directly depending on the application used and the user's access rights. For documents from Words or Excel, the following programs must be installed on the user's workstation. NOTE: Word and Excel documents can be viewed and changed directly from the Document section. To open the documents in Word or Excel, click either the Edit in Excel or Edit in Word icon. The document is then no longer visible in the Document section. To redisplay the document, simply save the document and click in the Document section. Documents created with Notes, Multi-line Note Field (Not formatted) and WordPad (RTF) do not require external programs. NOTE: They can be viewed and changed directly from the Document section. PDF documents and images (.bmp, .jpg and .gif) can be viewed directly in the Document section without the use of an external program. For other types of documents, a link is displayed in the Document section to open the document with the external application associated with it if installed on the user's workstation.

 

The sections can be moved on the screen according to the user's preferences by clicking the section headings and moving around with the mouse.

 

Create a document in Document Management

1. Click on the appropriate icon, based on the format of the document that is created:
2. Enter the required information in the Detail section:

Field	Description
Counter	Counter number from Document Management automatically attributed by maestro*.
Key	Internal key used to identify the source of the document for information purposes.
Filename	Filename assigned by maestro*.
Category	Category from Define Document Categories used to classify the documents. NOTES: If a Template or Document Form was configured in Define Document Categories, maestro* displays the Do you want to create a new document from the template? message. Answer Yes to create a document.
Reminder Date	The date on which the user wants to follow up. NOTE: When entering a reminder date, the document will be visible in the maestro* Events Calendar. It is possible to filter the documents based on the reminder date in Document Inquiry and Customer Documents.
Date Completed	Date on which a document was completed. NOTE: It is possible to filter the documents based on the date completed in Document Inquiry and Customer Documents.
Assigned to	Used to assign the document to a user’s Events Calendar. NOTES: The document will be assigned and visible in the Events Calendar. If the Notify user by email when a document is assigned box is checked in Security Management (Access Restrictions tab, Documents section), the identified user will automatically receive an email when they have an assigned document.
Assignment List	Used to assign a document to multiple users. NOTES: The document will be assigned and visible in the Events Calendar. If the Notify user by email when a document is assigned box is checked in Security Management (Access Restrictions tab, Documents section), the identified users will automatically receive an email when they have an assigned document.
Search Tag 1 to 3	Used to enter keywords for identifying the document and for conducting quick searches in Document Inquiry.
Modification Date	Displays the date the document was last modified.
Include in Mass Mailings	Used to include the document in Mailing Management. NOTES: The document remains available for mailings as long as the box is checked. When the box is checked and the document is added to one of the Mailing Configuration options, it will be included into the list of transmitted document.
Document Type	Available values: None Is not a specific document type. EDI Is an electronic data exchange document.
Table	Indicates to which transaction this document is linked. NOTE: The following field is for informational purpose only; it cannot be modified.

3. Click Save.

 

See also

• Document Inquiry
• Customer Documents
• Customize the Calendar of Events
• Document Importation

 

Last modification: November 07, 2024