Documents

Documents

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Use the Documents module to create and manage files that you share with users and contacts. You can create a library of documents and graphics, ranging from marketing collateral to contracts. You can also create templates for frequently-used documents.

Documents that link to an external account (e.g., Google Docs) cannot be used as attachments in emails composed through the ProTracker Email Client.

Microsoft Word mail merge templates are used when a mail-merge is performed directly from within ProTracker. They can be created from the ProTracker Plug-in for Microsoft Word and uploaded to the ProTracker document repository. The document type displays as Mail Merge on the Documents Detail View if it is a mail merge template. A link allows direct access to the ProTracker Mail Merge Wizard in the navigation bar.

Click here for more information on the ProTracker Plug-in for Microsoft Word.

Actions

Follow the instructions below to perform tasks such as creating, editing, importing, and exporting Documents records.

To…

Then…

Create a Document record

  1. Access the Documents Create form using one of the following:
    • Click Documents > Create Document from the Navigation menu.
    • Click Create New on the Documents List View.
  2. Complete the Documents Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Click Save to save the record and view its detail page, or click Cancel .

Display a list of Documents

Click Documents > View Documents.
The Documents List View displays.

Display the details for a Document record

Click the document name in the Documents List View.
The Documents Detail View displays.

Edit Document record information

  1. Access the Documents Edit View by doing one of the following:
    • Click Edit in the Documents Detail View.
    • Click the edit icon (pencil) associated with the Document record in the Documents List View.
  2. Update the Document record information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Document records

  1. In the Documents List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single Document record by clicking Suppress on the Documents Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple documents

  1. In the Documents List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate Document record information

Click Duplicate in the Documents Detail View. Duplication is a convenient way of creating a similar Document record. You can change and save the information in the duplicate record to create a new record.

Export records

  1. In the Documents List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Revise documents

  1. Update the document in its native application.

    Note: You cannot change the filename of the document.

  2. Click Create in the Documents Detail View, Document Revisions sub-panel.
    The Document Revisions Create Form displays.
  3. Enter information, using the descriptions provided in Document Revisions fields.
  4. Click Save to save your changes; click Cancel to go back to the Documents Detail View without saving your changes.
    If you saved the changes, the Documents Revisions sub-panel displays the information about the revised file.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the document.

Document Name*

Enter the name of the document.

Assigned to

By default, the record is assigned to the person creating the document.

If you want to assign the document to a different user, click the person on the User Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

File Name*

Click Choose File to navigate to the location of the file you are using to create the document. When you click the filename and Open, the filename displays in the File Name field.

Status

Click the status from the dropdown to indicate the current state of the document; e.g., Draft or Under Review.

Revision*

Enter the revision number if you revised this document.

Template

Click this checkbox if you are creating a template.

Document Type

Click the type of document from the dropdown.

Publish Date*

Click in the Date Selector (or enter) the date the document is published for other users to view and download.

Expiration Date

Click in the Date Selector (or enter) the date the validity of the document expires; e.g., a mailing list for a sales campaign may not be useful after the campaign ends.

Source

Click the source of your document, for example ProTracker or Google Docs, from the dropdown list.

Google Docs needs to be enabled by your system administrator for you to be able to access it in ProTracker. If Google Docs is not enabled, contact your system administrator. You may also need to enable Google Docs once the system administrator has allowed you access.

For more information, see External Clients.

Related Document

To associate a related document to the document you are creating, click Select . Then click the document in the Documents Popup List View.

Related Document Revision

This is auto-populated by the revision number of the associated document.

Category

Select a pre-defined category from the dropdown.

Document Number

If you use a document management system, enter a reference number for the document.

Sub Category

Click the applicable category subset if you selected a category.

Keywords

Enter keywords associated with this document.

Description

Enter a brief description of the document.

Teams*

By default, your private team is assigned as the primary team.

To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Document, click add ( + ) and click the team as described above.

For more information on assigning teams, see Assigning Users and Teams to Records.

Document Revisions fields

Revision

This field is auto-populated with the revision number.

FileName*

Click Choose File to navigate to the location of the file you are using to create the document. When you click the filename and Open, the filename displays in the File Name field.

Change Log

Enter a brief description of the revision.

Source

Click the source of your document, for example ProTracker or Google Docs, from the dropdown. Google Docs needs to be enabled by your system administrator for you to be able to access it in ProTracker. If Google Docs is not enabled, contact your system administrator. You may also need to enable Google Docs once the system administrator has allowed you access. For more information, see External Clients.

Sub-panels/Related Information

Documents sub-panels include:

Clients Contacts Document Revisions
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