This page allows you to create, modify, and/or delete documents.
Note:
The information in this document is applicable to product update 258 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the "!" icon are mandatory.
If your Exact Synergy Enterprise is of product update 256 and you are using the Internet Explorer 11 browser, it is advisable to perform the following settings to ensure that you can create and modify documents smoothly:
Click this to exit.
Click this to save the document.
Note: If you have selected the Check in / Check out functionality by selecting the Owner and Check in / Check out check boxes (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the Share tab), a message will be displayed to ask you if you want to "check in" the document. Click Yes to save and "check in" the document, allowing other people with the edit rights to modify the document. Otherwise, click No and the document will be saved. The document will remain as "checked out".
Click this to “check in” the document and allow the document to be edited by other people with the relevant rights.
Note: This is available only if you have enabled the Check in / Check out functionality by selecting the Owner and Check in / Check out check boxes (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the Share tab) and if you are modifying a document that is "checked out".
Click this to save the document as a draft copy. If the document is in the Draft status, it will not appear during searches unless you have the relevant role.
Click this to delete the document.
Note: This is available only if you are editing an existing document.
Click this to preview the document. Once you click this, it will be saved as a draft copy.
Click this to set the document to the Archive status. By archiving this document, all documents that have been created within the same thread (by clicking the Reply button) will also be archived. If the document is archived, it will not appear during searches unless you have the relevant role.
Note: This is available only if you are modifying an approved document and the document is not “checked out”.
The availability of the fields on this page depends on the settings of the selected type defined at Modules ? Documents ? Setup ? Maintenance ? Document: Types. Therefore, you may see more or less fields than those described here. For more information, see Creating and modifying document types.
Type a suitable subject for the document. This is mandatory. If this field is not filled in and Save is clicked, the system will use the first 70 characters of the document as the subject.
This section allows you to upload files from your computer or virtual files from OneDrive to the document, as well as view or download uploaded files. The number of files that can be attached depends on the total attachment size defined at Attachment Maximum in the Documents section of Documents settings. For more information, see Setting up documents. Attempting to save a document with attachments that exceed the total attachment size will prompt an error message. The file can be in a .txt, .html, .htm, .htx, PDF, or any Microsoft Office format. The selected files will be listed in the file lists box.
When creating or modifying documents, you can upload attachment(s) by clicking Click to add attachments, or by dragging and dropping files to the blue box.
When modifying a document, you can also preview or download attachments that have been uploaded.
An uploaded attachment will be displayed as follows:
Hover your mouse over the uploaded attachment to preview or download the attachment, as displayed in the following:
Note that when you click on files with formats such as .jpg, .pdf and .txt, the content will be displayed in a preview browser. For files with formats such as .docx, .xlsx, and .pptx, the content will be displayed in the respective Microsoft Office application.
This section provides tools to help you in creating and modifying your document. For more information on the icons and drop-down options available, see Help on icons and drop-down options in document editor.
Click to link the selected corporate tag to the document. You can only select corporate tags that have already been predefined in the Documents: Type settings.
Note: Corporate tags is available only if you have defined the corporate tags under the More properties tab at Modules ? Documents ? Setup ? Maintenance ? Document: Types.
This displays the tag(s) added to the document. “X” will be displayed beside the tag if you are allowed to delete the tag. However, the document owner and administrator can always delete tags from a document but a tag owner can only delete tag(s) created by the tag owner. Once the tag is deleted, it will be removed from the document. The tags cannot be edited.
Note: This is displayed only if you are viewing or editing a document.
This section allows you to fill in more details for the document. You can display or hide this section according to your preference.
When creating a document, New or New – Version 1 will be displayed, depending if the versioning feature is enabled. When modifying a document, this displays the document ID in a hyperlink and the version of the document.
When you are creating a document, it is mandatory for you to define the version number of the document if you are using the User-defined format. You can select the versioning format at Format (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and click the More properties tab).
Below depicts the logic of the versioning for documents:
Action\Format
User-defined
Major
Major & Minor
Creating a document
The version number of a document is defined by you.
· First version of a document (1)
· Second version of a document (2)
· Third version of a document (3)
You can only create up to a number of major version document, which is defined at Number of major versions allowed.
If the number of major version exceeds the number allowed to be created, the older major version of the document will be deleted or archived, depending on the option selected at Older major version. For both settings, go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab.
· First version of a document (1.0) — Major version
· Second version of a document (1.1) — Minor version
· Third version of a document (1.2) — Minor version
· Fourth version of a document (2.0) — Major version
You can create an unlimited number of minor versions for a major version document. However, you can only create up to a number of major version document, which is defined at Number of major versions allowed.
To upgrade a minor version document to a major version document, you can use the copy functionality, available when you click the Versions button in a document.
If the number of major version exceeds the number allowed to be created, the older major version of the document and its minor versions (if any) will be deleted or archived, depending on the option selected at Older major version. For both settings, go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab.
Modifying a document
The version number of an existing document cannot be modified and remain unchanged when the document is saved.
The version number of the document cannot be modified and will remain unchanged when the document is saved.
If you are modifying a minor version of a document, saving the document will create a new minor version of the document. Based on the example above, if you are modifying a document with version number 1.0, saving the document will automatically create a document with version number 1.3.
If you click Edit to modify a document that is active but is not the latest version, a message will be displayed to ask if you want to continue editing it.
Deleting a document
The selected document with the version number will be deleted.
The selected document with the version number will be deleted. If the document deleted is in an active status, the document with the latest start date will be made active.
If you are deleting a major version of a document, its minor versions (if any) will be deleted as well. Based on the example above, if you are deleting a document with version number 1.0, documents with version numbers 1.1 and 1.2 will be deleted automatically. If you are deleting a document with version number 1.1, only the document with version number 1.1 will be deleted.
Changing the version format of a document type will affect the numbering of the versions for existing documents belonging to the document type. For more information, see Renumbering of versions for existing documents when version format changes.
Note: This is available only if you have selected the Versions check box (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types, select a document type, and then click the More properties tab) and if you are modifying a document.
This displays the name of the person who created the document, and the date and time it was created. This is displayed only when modifying a document.
This displays the name of the person who last modified the document, and the date and time it was last modified. This is displayed only when modifying a document.
Select the relevant publication option. Normal will not display the document in either the front page or headline list. Frontpage will display the document in the front page list. You may type a short summary of your article in the box next to this field. The summary is shown together with the document’s subject on the front page. This is mandatory if Frontpage is selected. Headline will display the document in the headline list.
Select a document type for the document. For more information, see Creating and modifying document types.
Select a category for the document.
Note: You can only see this in the Classic mode for document structure. For more information, see Document structure in Classic mode.
Select or type the appropriate security level for the document. This allows users with the same security level or higher to view and/or edit the document. If you attempt to save a document with a security level of “0”, “1”, or “2”, the document will have an “open” status because the document requires approval from the corresponding approver.
Select this check box to enable the additional security check for a document. The check box will be displayed only when the Extra security check for customers check box has been selected for the document type to which the document belongs. By default, the check box will be selected when creating documents and can be cleared when required. For the documents with the setting already enabled but the setting in the document type is disabled later, the check box will remain enabled on the document page. The check box will only be hidden from view on the document page after the check box has been cleared and the document has been saved.
When changing the document type of an existing document, the additional security check will be applied depending on the newly selected document type. For example, if the additional security check has been enabled for the newly selected document type, the Extra security check for customers check box will be displayed under the Information section of the document page and the check box will be automatically selected. If the additional security check has not been enabled for the newly selected document type, the Extra security check for customers check box will be cleared and hidden from view under the Information section.
Note: The additional security check is applicable to the following:
Select the language the document is written in.
Select the expected date for the document to be deleted.
Select a division to link the document to this division.
Select a person to link the document to this person.
Select an account to link the document to this account. This can be in the form of an associate, reseller, or customer.
Select a contact person to link the document to this contact person.
Type or select an opportunity code to link the document to an opportunity. However, opportunities will be displayed based on the following scenarios:
Select a project to link the document to this project.
Select an item to link the document to this item.
Select a serial number to link the document to this serial number. You must specify Item before a serial number can be selected.
Select the assortment or product line to link the document to this assortment.
Select the release of the assortment to link the document to this release. You must specify Assortment before a release can be selected.
Select the financial entry to link the document to this transaction.
Select one of the following options to give editing rights to the corresponding people:
Note: This is available only if you have selected Yes at Edit in the Rights section (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types and select a document type).
Type or select a person to define this person as the owner of the document.
Note: This field will only be displayed if you select Creator/Owner at Edit: Rights and if you have selected Yes at Edit in the Edit rights section and the Owner check box is selected (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types and select a document type).
Type or select a role to give editing rights to people with this role. Once selected, the Role level field will be displayed.
Note: This field will only be displayed if you select Role at Edit: Rights.
Select one of the following options to give editing rights to people with the role selected at Role and the following role level:
Note: This field will only be displayed if you select a role at Role.
Select one of the following options to give editing rights to people with the role selected at Role and linked to one of the reference points:
Note: This field is available only if you select Group or Division at Role level.
Type or select a cost center to give editing rights to people from this cost center.
Note: This field will only be displayed if you select Cost centre at Edit: Rights.
Type or select a cost center group to give editing rights to people from this cost center group.
Note: This field will only be displayed if you select Cost center group at Edit: Rights.
Select one of the following options to give viewing rights to the corresponding people:
Note: This is available only if you have selected Yes at Edit in the Rights section and is editable only if the Edit check box is selected in the same section (go to Modules ? Documents ? Setup ? Maintenance ? Document: Types and select a document type).
Type or select a role to give viewing rights to anyone with this role.
Note: This field will only be displayed if you select Role at View: Rights.
Select one of the following options to give viewing rights to anyone with the role selected at Role and the following role level:
Select one of the following options to give viewing rights to anyone with the role selected at Role and linked to the following reference point:
Type or select the validity or start date of the document.
Type any additional note about the document in the box.