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 for the Contracts and Subcontracts modules.

Issuing documents is done through the Lists → Documents menu item. Alternatively, the documents can be seen and issued in the context of a Job (Job Enquiry →  Documents tab) or in the context of a Subcontract (Subcontract → Documents tab)

For setup information, please refer to Documents Setup.

Screen Guide:

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.

D.  Select the applicable Status.

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 final outcome for this document may be recorded in this section.

H.  Once you Save, Extension Columns section will appear on Details tab. This will display any extension fields associated with the Document Type.

When you select the Doc Type on the Details tab, the type selected will change the defaults of the Contents tab.

I.  The Details defaults based on the Document Type used as per the Register Types setup. This may be edited and supports basic html formatting, forming the main body of the generated report.

J.  The email Subject defaults based on the Document Type used as per the Register Email Template setup and may be edited.

K.  The email Body also defaults based on the Document Type used as per the Register Email Template setup and may be edited.

L.  Specify the sender of the document in Document From. This field 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 addresses to either field. Only the To recipients are listed in the generic report.

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

O.  Use the [Preview] button to display the PDF version of the document, noting that the preview does not display email-related details. Use the Edit button to return to this editable view. Additional Preview report options must belong to the Report Type associated with the selected Document Type. The generic format installed is located under the Document Register Report Type.

P.  After previewing, 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 displays the data entry view of the content tab.

Next Steps:

With Outlook 365 integration, replies to sent documents will appear in the conversation history, ensuring that the entire team can see the status of any request or instruction.