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
- In the
Quick Search list, click Company.
-
Search for
the account Customer 1000 by entering Customer 1000 in the Quick Search
field.
- Add a document link by right-clicking on the
Documents tab/folder and then clicking Add.
- The Add Document dialog box will be
opened.
- Enter the required information in the mandatory
fields (if there are any).
- Click the path
field to open the Edit Document dialog box.
-
Browse to a
document on your local PC or somewhere on the server by clicking the icon to
the right of the Path field.
- Save the file path by clicking OK.
- 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
- Performing a quick search, look for the account
Customer 1000.
- Add an activity by right-clicking on the
Activities tab/folder and then clicking Add.
- In the Description field
enter Sales, and in the Contact field, enter Magnusson Karolina.
-
In the Activity list,
select Meeting.
- Save the activity by clicking OK.
- Drag and drop the activity you just added to the
Result pane, right-click on
the
Documents pane, and then click Insert documents.
- Browse to the document you want to insert into the
database.
- Click Open.
- 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
- Performing a quick search, look for the account Customer 1000.
- Right-click on the Activities tab/folder and click
Add. A dialog box will appear.
- In the Description field, enter Sales
Quote and in the Contact field, enter Magnusson Karolina.
- In the Activity list, click Quote.
- Click OK to save the activity.
- 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.
- 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.
- Click Open.
- 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
- Performing a quick search, look for the account
Customer 1000.
- Select the Meeting activity you inserted in step 3 of the
second exercise.
- Double-click the document you want to read, or
select the document, right-click and click View (Read Only).
Editing a Document
- Performing a quick search, look for the account
Customer 1000.
- Select the Meeting activity you inserted in step 3 of the
second exercise.
- Select the document you want to edit, right-
click, and then click Check Out.
- Select the document you want to edit from the
check out document, right-click, and click Open.
- Edit, save and then close the document and go back to
IFS Sales
and Marketing .
- On the Checked Out Documents section, right-click on the document you
checked out for editing
and click Check in.
- 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.