Module Overview:

The Document Communications feature provides a template-based approach to standardised documents. A document includes some base attributes and allows client-specific document formats to be defined through Extension Fields. The preview and email of documents uses the email Conversation panel with integrated Microsoft Office 365 email conversations to provide a view of sent and received emails (if Office 365 is enabled and you are on our AWS hosting platform). This feature is currently available under the Contracts or Subcontracts module.

Usage

The Document Communications feature is accessed from Documents under the List menu. A new Document is created with the [+ New Document] button.

A.  Select the required Doc Type as per the Register Type setup. This will drive the associated defaults in this tab and the Content tab. Also specify a Name for this document.

B.  The editable Doc No can be specified or generated as per the Document Number setup. The existing number can be refreshed should a numbering component change.

C.  Select the Category for this document. The options available are as per the setup for the selected Doc Type.

D.  Select the applicable Status. The options are as per Status setup.

E.  Some document-related dates may be recorded. The Doc Date and Response Required are included in the generic report.

F.  The document may be associated to one or more entities, where Document is an existing document.

G.  The outcome for this document may be recorded in due course.

H.  Once you Save you can 'Reload Extension Columns' to view the associated fields. Conditional extension columns are setup in the usual manner.

Selection of the Doc Type on the Details tab also drives defaults on the Contents tab.

I.  The document Details default from the Document Type Default Details as per the Document Type setup. This may be edited and supports basic html formatting and forms the main body of the generic report.

J.  The email Subject defaults via Document Type as per the Document Email Template setup and may be edited.

K.  The email Body also defaults via Document Type as per the Document Email Template setup and may be edited

L.  Specify the Document From as the sender. This is included in the generic report as the sender of the document.

M.  Specify the To recipient and CC recipient if required. Use the + button to add additional people. Only the To recipients are listed in the generic report.

N.  Attachments to the email may be selected from those already attached to the document. Use the + button to add additional attachments.

O.  Use the Preview button to display the PDF version of the document, noting a preview does not display email related details. Use the Edit button to return to this editable view. The Preview options list of reports must belong to the Report Type associated to the selected Document Type. The generic format installed is under the ‘Document Register’ Report Type.

P.  When ready, use Send to email the document. The sent email is displayed in the conversation panel as the first email.  A document MUST be previewed before it can be sent.

After sending, viewing the document will default to the PDF view.

Q.  The default view for a sent message is the PDF view of the document.

R.  Click the down/up caret to show/hide the email area.

S.  The email area supports the typical Forward and Reply options, and these emails will also display in the conversation panel for the document.

T.  The ‘Edit Message’ link will display the data entry view of the content tab.

Generic Document Report

The standard ‘Document Register’ report type includes the wbDocumentRegister001-Generic Document Register format.

Remember that for any Report Types to be visible they must be included in the relevant Report Groups.

Category Setup

The Category Hierarchy provides the customisable classification for a Document Type. Access 'Category Hierarchy' from the System Setup - Documents - Category Hierarchy menu.

Document Type Email Template Setup

You can set up standard templates for different document types, meaning each Register Type can have distinct text that makes sense for that type. Access 'Document Type Email Templates' from the System Setup - Documents - Register Email Templates menu.

Statuses Setup

A list of Status options may be configured. This is from the Statuses screen for the type 'Document Register Statuses'.  Note these are NOT document type specific but system wide.

Extension Columns Setup

The extension columns are setup in the standard manner with support for view conditions. Extension fields are defined for the 'DocumentRegister' Extension Type.

Where a set of fields are particular to a scenario, for example a document type (by using View criteria DocumentRegister.DocumentRegisterTypeId with a Criteria Value), then the relevant criteria must be specified.

Multiple extension views are supported, so you may have generic attributes applicable to all documents (or the general Web Portal view) as well as document type specific attributes.

Document Number Setup

The control parameter ‘Document Register Number Template’ has a tokenised string definition for the Document Number. If the control parameter is not set up, the default number is the DocumentRegisterID.

The tokens supported are:

•   [JobCode]
•   [DocTypeId]
•   [FormatNextNo]

So, a format like ‘[JobCode]-[DocTypeId]-[FormatCounter]’ would produce a Doc No of ‘4003-2-5’ for job code 4003, where say Site Instruction doc type id is 2, and the document is the fifth Site Instruction for job 4003.

The generated number may be refreshed unless the document has already been sent.

Document Type Setup

The Document Type associates the respective element for the type. Access 'Document Register Type List' from the System Setup - Documents - Register Types menu.

Child Pages: