Document Management

DOCUMENT MODULE

File Management screen used to create and manage files

9.1. Sections

Each employee and customer will have 2 default display sections, Inbox and #Team. For the #Team section, everyone can see it and have full rights to operate. The Inbox section is for employees or customers only. When creating a new section, it will belong to the creator object itself

9.1.1. Create Section

• Step 1: Select the Document Management module -> Select the Create new Section function in the screen

• Step 2: The system will display the New section screen -> Proceed to enter the necessary values -> Select Save to save the action you just made

9.1.2. Edit Section

Select the Edit function corresponding to the Section to edit information

9.1.3. Shared Section

The shared section will show up in the Share to me screen for shared employees/customers

Select the Share function corresponding to the Section to share information

9.1.4. Download Section

Select the Download function corresponding to the Section to download information

9.1.5. Delete Section

Select the Delete function corresponding to the Section to delete information

9.2. Folders

After creating the Section, we proceed to create a Folder inside the Section or upload a File

9.2.1. New Folder

• Step 1: Select the Section to create a Folder -> Select the New Folder function

• Step 2: The system will display the New Folder screen -> Proceed to enter the necessary values -> Select Save to save the action you just made

9.2.2. Edit Folder

Select the Edit function corresponding to the Folder to edit information

9.2.3. Share Folder

• Step 1: At the File management screen -> Select the folder to Share -> Select the corresponding Share function

• – Step 2: The system will display the Share folder screen -> Proceed to select the necessary values -> Select Share to share to the selected object

* Explanation:

o The Share to area will have 3 cases: sharing for Staff, sharing for Customer and sharing for customer groups

o Permission will have 4 permissions:

• Preview only allows the shared file to see the shared file metadata information (cannot view the content, edit or download, …)
• Viewer only allows the shared person to see the file metadata information, view the file content and be able to download the file
• Editor will allow the person sharing the file to have full rights (Edit metadata, Share, Duplicate, Download, Upload, view file content, create Reminder)
• Upload only will only allow the person sharing the section to see the section and upload files to the section. Note: After the upload is successful, the staff can’t see the uploaded file in the section but only the section owner can see it.
• The Expiration function, if selected, allows you to choose the validity period that the shared object can receive. When the selected time expires, the system will automatically revoke the shared permission

9.2.4. Duplicate Folder

• Duplicate function is used to copy a folder into another copy and can save it in the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the folder to duplicate -> Select the corresponding Duplicate function

• • Method 2: At the File management screen -> Select the folders to duplicate -> Select the Duplicate function available on the screen

9.2.5. Move Folder

• Move function is used to move the folder and save it at the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the folder to move -> Select the corresponding Move function

• • Method 2: At the File management screen -> Select the folders to move -> Select the Move function available on the screen

9.2.6. Download Folder

• There are 2 ways to Download Folder
  • Method 1: Download a Folder: At the File management screen -> Select the folder to download -> Select the corresponding Download function

• • Method 2: Download multiple folders: At the File management screen -> Select the folders to download -> Select the Download function available on the screen

9.2.7. Delete Folder

• There are two ways to delete a folder:
  • Delete 1 Folder: In the File Management screen -> Select the Delete function corresponding to the Folder to delete information

• • Delete Multiple Folders: Select the folders to be deleted -> Select the Delete function available on the screen

9.3. Files

9.3.1. Upload Files

Select Document Management module -> Select File Management menu -> Select Upload function or Add more files function -> Proceed to select File to upload.

If the file upload is refused, go to Setup -> Settings -> Support -> General -> Enter the file extensions you want to upload

9.3.2. Edit File

• Step 1: In the File Management screen -> Select the Edit metadata function corresponding to the File to be edited

• Step 2: The system will display a screen containing the corresponding information of the File -> Enter the value to be edited -> Select Submit to save

9.3.3. View File

• Step 1: In the File Management screen -> Select the File you want to see detailed information

• Step 2: The system will display a screen containing the corresponding information of the file

* Explanation:

Chức năng Attach dùng để đính kèm file vào Project, Invoice, Customer, Estimate, Contract,… The data will be displayed on the File screen of the object Related

Reminder function is used to create a reminder schedule for File. The created reminder calendar will also be displayed in the Reminders area

The New Share function is used to share files with other objects. The created sharing history will be displayed in the Share to area

Lock File function is used to lock the file so that no one can edit or upload a new version of the file, only the person who locks the file can manipulate it. Everyone can lock the file, but only the person who locked the file can unlock the file. The system will display a line of information for users to know who is Lock File

The Upload new Version function is used to upload a new file for the old file, the system will record the version update history and still store the old version file. You can download or update the desired version or delete the file of any version

View in Word function is used to view the content of Word files

Edit Metadata function is used to edit information for the corresponding File

The Edit in Word function is used to edit the content inside the Word File

View In Word / Excel / Video function, .. used to preview the content of the files

The Audit Log area will display the history of File-related activities. For example: Upload file, edit, move, upload new version, …

9.3.4. Remind Files

Reminder function is used to create a reminder schedule for File. Run cron job to send email automatically

Reminder that is emailed successfully will automatically delete the created reminder calendar.

First, go to Setup -> Email Templates -> Search to the email template area of the Document -> Select Reminder to update the email template when the system sends the Reminder

Once the email has been sent successfully, the reminder will also automatically disappear

– Step 1: In the File Management screen -> Select the File you want to create Remind

Step 2: Select the New Reminder function available in the View file screen-> The system will display the Create Reminder screen -> Enter the necessary information -> select Submit to save the action you just madeØ Reminder function is used to create a reminder schedule for File. Run cron job to send email automatically

* Explanation:

o The Date field is used to select the date the system sends the reminder email

o The Email field is used to enter the email address that needs to be reminded by the system

o Message is used to enter a message when the system sends a reminder to the mail

o After creating successfully, Reminder will be displayed in the View file screen, you can also edit and delete Reminder.

9.3.5. Share files

File sharing history will be displayed in the View File screen

– Step 1: In the File Management screen -> Select the Share function corresponding to the File to share information

• Step 2: The system will display the Share folder screen -> Proceed to select the necessary values -> Select Share to share to the selected object

* Explanation:

• The Share to area will have 3 cases: sharing for Staff, sharing for Customer and sharing for customer groups
• Permission will have 4 permissions:
  • Preview only allows the shared file to see the shared file metadata information (cannot view the content, edit or download, …)
  • Viewer only allows the shared person to see the file metadata information, view the file content and be able to download the file
  • Editor will allow the person sharing the file to have full rights (Edit metadata, Share, Duplicate, Download, Upload, view file content, create Reminder)
• The Expiration function, if selected, allows you to choose the validity period that the shared object can receive. When the selected time expires, the system will automatically revoke the shared permission

9.3.6. Duplicate files

• Duplicate function is used to copy a file into another and can save it in the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the File to duplicate -> Select the corresponding Duplicate function

• • Method 2: At the File management screen -> Select the files to duplicate -> Select the Duplicate function available on the screen

9.3.7. Move files

• Move function is used to move the file and save it at the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the File to move -> Select the corresponding Move function

• • Method 2: At the File management screen -> Select the files to move -> Select the Move function available on the screen

9.3.8. Download files

• There are 2 ways to Download File
  • Method 1: Download a File: At the File management screen -> Select the File to download -> Select the corresponding Download function

• • Method 2: Download multiple folders: At the File management screen -> Select the folders to download -> Select the Download function available on the screen

9.3.9. Delete files

• There are 2 ways to Download File
  • Method 1: Download a File: At the File management screen -> Select the File to download -> Select the corresponding Download function

• • Method 2: Download multiple folders: At the File management screen -> Select the folders to download -> Select the Download function available on the screen

9.4. Share to me

The Share to me screen is used to display Sections / Folders / Files shared by other employees