Document Management—Exercises

Main Exercise

Purpose: The purpose of these exercises is to introduce basic document management routines.

Windows:
Sales and Marketing main window

Inserting a File Path to a Document

  1. In the Quick Search list, click Company.
  2. Search for the account Customer 1000 by entering Customer 1000 in the Quick Search field.
  3. Add a document link by right-clicking on the Documents tab/folder and then clicking Add.
  4. The Add Document dialog box will be opened.
  5. Enter the required information in the mandatory fields (if there are any).
  6. Click the path field to open the Edit Document dialog box.
  7. Browse to a document on your local PC or somewhere on the server by clicking the icon to the right of the Path field.
  8. Save the file path by clicking OK.
  9. Return to the record and click the file path on the Detailed Information pane to verify that the link opens the correct document.

Inserting a Document Directly into the Database

  1. Performing a quick search, look for the account Customer 1000.
  2. Add an activity by right-clicking on the Activities tab/folder and then clicking Add.
  3. In the Description field enter Sales, and in the Contact field, enter Magnusson Karolina.
  4. In the Activity list, select Meeting.
  5. Save the activity by clicking OK.
  6. Drag and drop the activity you just added to the Result pane, right-click on the Documents pane, and then click Insert documents.
  7. Browse to the document you want to insert into the database.
  8. Click Open.
  9. Verify that the document is shown in the Documents pane under Attached Documents for the above activity.

Inserting a Document Directly in to IFS Document Manager- Server Database Only

  1. Performing a quick search, look for the account Customer 1000.
  2. Right-click on the Activities tab/folder and click Add. A dialog box will appear.
  3. In the Description field, enter Sales Quote and in the Contact field, enter Magnusson Karolina.
  4. In the Activity list, click Quote.
  5. Click OK to save the activity.
  6. Drag and drop the activity you just added to the Result pane, right-click in the Documents pane, and then click Insert into IFS Document Manager.
  7. Browse to the document you want to insert into the database. Enter a title in the Document Title field in the dialog box that appears, and select a document class from the List of Values.
  8. Click Open.
  9. Verify that the document is shown in the Documents pane under Attached Documents (This will display a small IFS logo).

Note: This is possible only in the Server Database.

Reading a Document

  1. Performing a quick search, look for the account Customer 1000.
  2. Select the Meeting activity you inserted in step 3 of the second exercise.
  3. Double-click the document you want to read, or select the document, right-click and click View (Read Only).

Editing a Document

  1. Performing a quick search, look for the account Customer 1000.
  2. Select the Meeting activity you inserted in step 3 of the second exercise.
  3. Select the document you want to edit, right- click, and then click Check Out.
  4. Select the document you want to edit from the check out document, right-click, and click Open.
  5. Edit, save and then close the document and go back to IFS Sales and Marketing .
  6. On the Checked Out Documents section, right-click on the document you checked out for editing and click Check in.
  7. Click Open to open the edited document from the Attached Document pane to verify the changes.

Note: To delete a document, right-click on the document you wish to delete and click Delete.